Lockbox Batch Details
This screen is a grid showing the details of a lockbox batch. It would display each payment item from a lockbox batch, including the amount, amounts applied, and status. Below each payment item are the payment item details, which are the applications of the payment to customers and invoices. These lines would show the customer and invoice IDs, the amount of the corresponding invoice in opentaps, the amount to apply, a cash discount if there is one, and the status of the line. It will also show the customer name, if the customer ID entered by the bank matches a party ID of a customer in opentaps.
On the screen, you can do one of two things:
- Enter an amount to apply to an invoice shown on the lockbox payment item detail, if you wish to apply the lockbox payment to an invoice already created.
- Click on the + to add a new detail line, so that you can enter your only invoice and customer number and apply the lockbox payment to it. On these lines, you can enter the customer ID and the invoice ID from opentaps.
You are not allowed to modify any data supplied to you from the original bank lockbox file, including the amounts of the payments or the invoices and customers. Therefore, if the original bank customer ID does not match an opentaps party ID, simply skip it by not applying any of it to that line and add a new line with the correct invoice ID and party ID.
Finally, if you wish to apply a discount to reconcile the difference between the invoice amount and payment amount, enter it in the "Discount" column.
When you are finished processing a payment item, click on the check mark to set it to ready. This will cause the system to check that the customer party ID and invoice IDs are correct. If they are, the system will create a payment, apply it to your invoices, and set the payment to received so that it is posted to the general ledger. At this time, the lockbox payment item will also be set to "Ready," so that it no longer can be edited or applied. The outstanding amount of the lockbox batch will be decreased by the amount of the payment item.
