Accounts Receivable                     Payment Processing                     Handling Invalid Lockbox Records

Handling Invalid Lockbox Records (continued)

If there are any records with invalid customers, you have a few choices in handling exceptions:

·Post the batch which will only include the payment rows where the customer information is valid.  If this option is selected, the User will have to create a manual payment batch for the records that did not post.

·Stop and research the unknown customer payment records then make the necessary corrections once the correct information is located.

·Change the Unknown customers to your Cash Account customer number, post the payment batch then research the errors at a later time.  Once the valid customer number is identified, the payment may be transferred from the Cash customer to the correct customer account.

Valid Customer Number – No Open Invoices

In situations where the customer number is correct however there are no open invoices on the customer account, you have two options:

1.   Change the Invoice Number to a value such a 2 or any invalid invoice number.  When the payment posts, it will automatically apply the payment to any late fees on the customer account and then the balance to unapplied cash.

2.   Post the valid payments, then manually add these customer payments to the batch and apply the funds to unapplied cash or one of the other options on the Other tab of the Payment Processing form.

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