Setting up your Bank Lockbox and the Lockbox Import Definition
Before you can import cash receipts from a CSV file, you must set up a bank lockbox for the bank account you are dealing with. The bank lockbox contains information used when matching the cash entries, so if you want to use different combinations of matching settings you will need to create separate lockboxes for the same bank account.
Each bank lockbox must have an import definition. The import definition maps the columns in your CSV file to fields on an AR cash transaction line item and defines various characteristics such as the date format used by your CSV file, separator and delimiter characters, and the row at which to start the import process.
To create a bank lockbox and its import definition:
- On the Bank Lockboxes tab, click New.
- Pick the bank account that the lockbox relates to and enter the number/wire transfer that links each record in the CSV file to this lockbox.
- Specify the currency of transactions imported using this lockbox.
- Select a Matching Mode to specify how cash should be matched. For more information on the modes, see Cash Matching.
- Save the bank lockbox. The Bank Lockbox Detail page is displayed.
- Click New Bank Lockbox Import Definition. Complete the fields on this page to specify the date format used by your CSV file, separator and delimiter characters, and the row at which to start the import process. See Bank Lockbox Import Definition for full details of the fields on this page.
- Save the import definition. The Bank Lockbox Import Definition Detail page is displayed. The Bank Lockbox Import Mappings section is where you map the columns in your CSV file to fields on an AR cash transaction line item. Some fields are preset because they are mandatory.
- To add or edit import mappings, click Manage Import Mappings. Notice that you cannot delete the mandatory mappings but you can change their column number.
- Click New Mapping.
A drop-down list of fields on an AR cash transaction line item becomes available. Select the field you want, and enter its column number in the CSV file. For example if the records in your CSV file include bank charges, add the Bank Charges Amount column and map it to the correct column number in the CSV file.
- If you want to group the records in the CSV file by a particular field during the cash entry creation process, enable that field's Cash Entry Line Grouping checkbox. Records are always grouped on account, which means that multiple records for the same account will be summarized into one line on the cash entry document. See Grouping Example for an illustration of how grouping works.
- When you have created all the mappings you need and have verified the column numbers of any mandatory fields, click Save.
See Bank Lockbox Fields for more information about the fields on this page.
You can now use the bank lockbox to import cash receipts for matching.