Lockbox Config PDF

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Lockbox Configuration
September 23, 2013 | 13,888 Views |
gagan pareek
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FIN (Finance)
bai2 | bank | configuration | ebs; | lockbox
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Lockbox process
The predominant way payments are made in US is by checks.

Lockboxs help in speedy deposit of funds and clearance of customer
https://blogs.sap.com/2013/09/23/lockbox-configuration/ 1/24
accounts. Lockboxs are special depository accounts set up at a bank to which

customer remit their invoice payments.
Banks daily than submit company’s an electronic file listing all deposits
and invoices that are paid against. Company’s than upload these files in SAP
and update their balance and clear customers i.e. A/R accounts.
Some company’s setup single lockbox whereas others set up lockboxs

at different locations thought the country in order to decrease the time it takes
to receive the customer payments.
Figure 1: Lockbox Process Flow
Lockbox File Formats
SAP supports both US lockbox file formats – BAI & BAI2.Each bank
has its own standard BAI and BAI2, hence configuration and testing needs to
be done depending on bank file configuration.
Hence if you are not comfortable with bank file format either you can approach
them to modify it depending on your requirement else ABAP can help in
writing a preprocessing program and make file fit with SAP standard format.
Difference between BAI and BAI2
BAI2 is advised as because it has greater probability of producing automatic

matches in the processing and because it allows one to record deduction
information and create proper residual postings.
Relationship between EBS and Lockbox
Assume on Day 1 company receives Lockbox file from bank and on Day 2
receives EBS file.
Day 1 When the bank receives a check from customer with remittance
information its sends it in Lockbox file. Lockbox file when processed will
generate below accounting posting
Dr Bank Clearing account – incoming
Cr Lockbox Clearing Account
Dr Lock box clearing account
Cr Customer account (customer sub ledger)
Day 2 when the check is cleared in bank, it appears in EBS. EBS when
processed produces below accounting entry
Dr Bank Main GL
Cr Bank Clearing Account – incoming
Lockbox Configuration
House Bank Configuration
Create House banks
A. Menu Path: Financial Accounting à General Ledger Accounting à

Bank – Related Accounting à Bank Accounts à Define House
Banks
Transaction Code: FI12
Under the house bank create Bank account from FBZP transaction code.
After creation of House bank and Bank account under company code, it
should look like this in FBZP transaction code.
Lock Box Configuration
A. Path: IMG à Financial Accountingà Bank Accounting à Business

Transactions à Payment Transactions à Lock box àDefine posting
parameters
T Code: OBAX
Select highlighted row and click on change item button.
Document Number Length: Field is only applicable for BAI record
A. Num. of doc numbers in type 6: Field is only applicable for BAI record
B. Num. of doc numbers in type 4: Field is only applicable for BAI record
G/L account Postings: Activate this indicator to make postings to your cash
account in the G/L for deposits. Activating this field is recommended
Incoming Customer payments: Activate this indicator to make postings to

A/R sub ledger in order to clear customer accounts and create residual
postings. Activating this field is recommended
Insert Bank Details: Applicable for batch input session name that updates
bank details of master records for customers who have either changed bank
information or did not have bank information maintained for them
G/L account posting type
1 – Creates posting to G/L account for every check in the file
2 – Creates one posting to the G/L account for entire lockbox file
3 – Creates one posting to the G/L account for entire batch
Automatic Posting from lockbox
I. IMG à Financial Accountingà Bank Accounting àBusiness Transactions

àPayment Transactionsà Lock boxà Define posting data
OBAY
Destination: This field should contain the destination code the bank submits
to you in your lockbox file
Origin: This field should contain the your lockbox number (bank account)
number at the bank
IMG à Financial Accountingà Bank Accounting àBank Accounts à Define

Lockboxes for House bank
Click on first option
Customer Master Data
Transaction Code: XD03
Maintain Bank details in customer master data which bank will send in lockbox file
Customer Invoice Posting
Post one 600 amount customer invoice. Invoice will display in open state.
T code FB70
Open the invoice
Transaction code: FB03
T code: FBL5N (Customer Report)
Below report shows customer item and it’s not cleared.
Lockbox file processing

SAP gives option of using one of the two standard algorithms for
lockbox processing. A common misrepresentation is that one can create own
algorithm which is not correct. We can only use the pen delivered by SAP.
Program RFEBLB00 is the processing program. Documentation can be
viewed for this program from SE38 transaction code. This program contains
lot many user exits whether one can add any additional business logic.
Two algorithms that are used are 001 and 003. If file contains checks
that cannot be applied against specific invoice but for which customer account
is known, SAP posts them on the customer account without reference to any
specific invoice. Using algorithm 003, SAP distributes the check across open
invoices, beginning at the oldest invoice and working its way forward until the
check amount is fully distributed.
File Import:
A. Menu Path: SAP Easy Access à Accounting àFinancial Accounting

àBanks à Lockbox à FLB2 Import.
Transaction Code: FLB2
Save the lockbox file attached with this document and modify the document
number in file with open customer invoice.
Click on green execute button.
Click on back button.
Transaction Code: FLB1
Enter Lockbox details and click on execute button
Select the one which contains data in file. For example if file contains 1123456
is second session name will be 1123456. Right click on 1123456 and select
Process Checks options.
Right click on Session name and click on Process option.
Vendor Document Clearing Report
Again view customer invoice it will be displayed as cleared from the payment
received and posted via lockbox
Notes
If you get below message, modify the following in file. Unique key for each
lockbox file is its header record i.e. Destination, Origin name, Date and time.
Modify the seconds’ part and rerun the file.
1) Sap file generation
Use Test Lockbox Generation Programs RFEBLBT2 to generate BA12

format and RFEBLBT3 for IDOC format. These programs will generate
customer open items and a lockbox file for processing. Utilize program
RFEBKA96 to delete loaded test data
2) Sample File Understanding
100MANGDESTINMANGORIGIN130903123557
20000000000000000000000
56660011123557130903MANGDESTINMANGORIGIN
666600200000600000110003900345205865100000002
466600360191800000023 00000000600000000000
766600411235571309030010000060000
8666005112355713090300010000060000
9000000
File content explanation with help of differnet Color Codes
100000002 =Check Number
666 = Batch ID
1800000023 = FI customer Invoice
123557130903 = Date & time in Header (i.e. first record) and Time & Date in
below records.
600000 = Check/Invoice Amount depending on Row
110003900345205865 = Customer Master Record Bank details.
3) Sample file of BAI2 program can also be generated from SAP directly on
execution of programs
Same can be downloaded and uploaded with just modification of

document number else copy from below location
100MANGDESTINMANGORIGIN130903123557
20000000000000000000000
56660011123557130903MANGDESTINMANGORIGIN
666600200000600000110003900345205865100000002
466600360191800000023 00000000600000000000
766600411235571309030010000060000
8666005112355713090300010000060000
9000000
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36 Comments
You must be Logged on to comment or reply to a post.
Godavari SAP
September 23, 2013 at 8:42 am
Thanks a lot, Gagan. It is explained well.
Gagan Pareek Post author
October 17, 2013 at 4:16 pm
Thanks
Sam P
December 14, 2014 at 6:03 am
Hi Gagan,
Can you please look into this thread and resolve this issue.
Appreciate your effort.
LOCKBOX UNPROCESSED STATUS need help !
Sam
Prasad Tatikonda
Hi Gagan,
Good document.. thanks for sharing..
Kind Regards,
Prasad
VasuDev Prabhu
Good one Gagan.. thanks
Mohammed Kalim
Nice Document Gagan…thanks for posting.
Regards,
Kalim
Vinod Vemuru
September 23, 2013 at 12:31 pm
Good document Gagan.
veenu gulati
Hi Gagan, Thanks for Sharing. I have a doubt in Day 2 entry Dr Bank Account Cr
Incoming Payments 2) Dr Incoming Payments Cr Customer Account Since you
have already credited the Customer a/c in Day 1 it would be double entry in Customer’s
a/c Regards Veenu
October 19, 2013 at 6:35 am
Thanks Veenu for highlighting that …Rectified the entries now
NARRA LINGESH
Nice Document..Thanks for Sharing…Gagan.
Regards,
Lingesh.
Thanks @narra lingesh
Jandoval Nascimento Silva Junior
Hi Gagan Pareek
Thanks for share the document with us.
Regards.
Jandoval Nascimento.
Thanks Jandoval Nascimento
Lakshmi Sama
October 30, 2013 at 10:44 am
Hi Gagan,
Very explained document on lockbox. Thanks for sharing!
Please modify the T code as XD03 for customer master data in the document and
suggested to avoid typo erors
Regards,
Lakshmi S
Thanks Lakshmi.
S. Ramanathan
Nice document . well explained . Thanks
Suresh Arvapalli
January 9, 2014 at 6:41 pm
Nice Document Gagan..
anu v
January 28, 2014 at 11:09 am
Thank you so much and it is very informative. Easy to understand.
Regards,
Anu.
April 6, 2014 at 12:52 am
Thank Anu
Abhijeet Pingale
June 10, 2014 at 5:56 am
I have IBAN number in BAI2 format file. The account number & bank number in file are
not correct. But if same are found using IBAN, are correct. But how FLB2 can handle
IBAN field in BAI2 lockbox processing? Please provide solution asap.
Marius Reck
July 22, 2014 at 12:02 pm
Thanks a lot. This helped me to get started with lockbox, as I am new to the US.
Thanks Marius
Prakash Kumar
August 7, 2014 at 1:00 pm

Thanks a ton !! I executed FLB2 and FLB1 successfully only because of this document..
Thanks Prakash
Prakash Kumar
August 7, 2014 at 1:02 pm
Thanks !! Very Informative !! and the explanation for Lockbox file is amazing !!
Kind Regards,
Prakash Kumar
G SRINIVASA RAO
October 14, 2014 at 10:10 am
Hi Gagan,
Thanks… Very Informative..
Regards
Srinu
CA. Prasad Atmakuri
November 13, 2014 at 3:42 am
Thank you very much Gagan for sharing valuable document
Regards
Prasad
Satya Yenumula
November 30, 2014 at 7:38 pm
Gagan,
Thanks for sharing the knowledge.
Regards,
Satya
Jay paul
Thanks Gagan sir , sharing you knowledge !!!!!!
Regards
Jay
Vinay K
Very helpful .
ATUL VERMA
June 24, 2015 at 12:36 pm
Thanks a lot Gagan.
It’s very helpful.
Regards,
Atul
syam babu gatta
December 1, 2015 at 5:36 pm
Thank you Gagan, very useful and a nice document.
Regards,
Syam
Erico Mattos
April 6, 2016 at 2:47 pm
Great Job dear friend!
Thanks!
Karteek k
April 30, 2016 at 6:24 am
Beautiful document. Thanks for sharing
Latish Adnani
July 29, 2017 at 8:01 am
Guys,
how does this process works in case of MDG to ECC interface of a business partner
1 ) New business partner created in MDG and info flows to ECC
2) lockbox fie processed and that will update ECC bank master
3) Next update from MDG to ECC will wipe the bank master details
How do we avoid step#3 and keep the info in sync between the two systems? Looking
for std SAP solution here.. or if there are std interfaces to keep the data in sync.
Somasekhara Kolisetty
November 11, 2017 at 5:50 am
Thanks for your valuable information
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2/1/2018 Lockbox Configuration | SAP Blogs

The predominant way payments are made in US is by checks.

accounts. Lockboxs are special depository accounts set up at a bank to which

Some company’s setup single lockbox whereas others set up lockboxs

Figure 1: Lockbox Process Flow

Lockbox File Formats

Difference between BAI and BAI2

BAI2 is advised as because it has greater probability of producing automatic

Relationship between EBS and Lockbox

Dr Bank Clearing account – incoming

Cr Lockbox Clearing Account

Dr Lock box clearing account

Cr Customer account (customer sub ledger)

Cr Bank Clearing Account – incoming

House Bank Configuration

Create House banks

A. Menu Path: Financial Accounting à General Ledger Accounting à

Transaction Code: FI12

Lock Box Configuration

A. Path: IMG à Financial Accountingà Bank Accounting à Business

Select highlighted row and click on change item button.

Document Number Length: Field is only applicable for BAI record

Incoming Customer payments: Activate this indicator to make postings to

G/L account posting type

1 – Creates posting to G/L account for every check in the file

3 – Creates one posting to the G/L account for entire batch

Automatic Posting from lockbox

I. IMG à Financial Accountingà Bank Accounting àBusiness Transactions

IMG à Financial Accountingà Bank Accounting àBank Accounts à Define

Click on first option

Customer Master Data

Transaction Code: XD03

Customer Invoice Posting

Open the invoice

Transaction code: FB03

T code: FBL5N (Customer Report)

Below report shows customer item and it’s not cleared.

Lockbox file processing

A. Menu Path: SAP Easy Access à Accounting àFinancial Accounting

Transaction Code: FLB2

Click on green execute button.

Click on back button.

Transaction Code: FLB1

Enter Lockbox details and click on execute button

Right click on Session name and click on Process option.

Vendor Document Clearing Report

1) Sap file generation

Use Test Lockbox Generation Programs RFEBLBT2 to generate BA12

2) Sample File Understanding

File content explanation with help of differnet Color Codes

100000002 =Check Number

1800000023 = FI customer Invoice

600000 = Check/Invoice Amount depending on Row

110003900345205865 = Customer Master Record Bank details.

Same can be downloaded and uploaded with just modification of

September 23, 2013 at 8:42 am

Thanks a lot, Gagan. It is explained well.

Gagan Pareek Post author

October 17, 2013 at 4:16 pm

December 14, 2014 at 6:03 am

LOCKBOX UNPROCESSED STATUS need help !

September 23, 2013 at 9:29 am

Good document.. thanks for sharing..