Lockbox Receipts Report

Once a lockbox batch has been successfully downloaded and processed, the Lockbox Receipts report can be used to output the data and see how much of the incoming funds were successfully matched to invoices and therefore applied to AR and how much had to be posted to a suspense account. The Exceptions are cleared through an Exceptions handling module. The Lockbox Receipts report also reflects clearing of the Exceptions once these receipts are manually posted which will take funds applied to Suspense and apply them to AR.

The report can be set to print Exceptions only and the list can be used by persons responsible for clearing the Exceptions. As Exceptions are cleared, they should no longer show as Exceptions on the Exceptions Only version of the report.

The total of the amounts applied to the Suspense account for Exception items should match the balance of the Suspense Account in the GL.

To Generate a Lockbox Receipts Report

1. On the Primary menu, click REPORTS.
2. On the REPORTS menu, click Reports. The Nexsure Reports dialog box is displayed.

3. In the Report Type list, select Accounting.
4. In the Report Category list, select Accounts Receivable.
5. In the Available Reports list, select Lockbox Receipts.
6. Click OK. The summary tab is displayed.

7. On the Navigation Toolbar, click New Report Criteria to go to the Nexsure Reports > Report Criteria dialog box.
8. In the Description box, enter a description for the report that will be displayed on the summary tab in the Report Name column and in the report header preceded byLockbox Receipts.

9. Under Organization Info, click [Select]. The Nexsure Organization Criteria dialog box is displayed.

10. In the Nexsure Organization Criteria dialog box, select the desired organization information (in the Region and Territory lists) to query for the report.
11. Once the organization criteria has been selected, click Add.  

Note: If the report is being run for the entire organization it is not necessary to make a selection in the Nexsure Organization Criteria dialog box. Multiple Regions or Territories may be selected for each report. First select the regions to determine the available territories.

After information has been added to the Include list, it can be removed by selecting the item and clicking Del to remove individual items or Clear to remove all items.

12. If the organization information is correct, click OK. The organization information selected is added to the Nexsure Reports > Report Criteria screen.

13. In the Date Information area, select date filters. Date filters are used to set the beginning and ending date of the report.

The available options are:

• Date Type: Select either As Of Date or Date Range. The default is As Of Date. When Date Range is selected, use the Date From and Date To selection boxes to determine the dates of the report. The current accounting period is the default date range.
• As Of: Set the end date of the report by using either the Calendar icon or entering a date in the box. This date defaults to the last day of the current accounting period, but can be changed.
• Period: Periods can be selected from the Period list, which are based on agency accounting periods associated with the Year selected. The date range of the period selected here will prefill to the Date From and Date To boxes below. If adjustments to the date range are necessary, the adjustments must be made in the Date From and Date To boxes.

• Year: Fiscal years based on the general ledger periods and defaults to the current year. Use this option to help complete the date range entry in association with the Period selection above.
• Date From: Start date for a selected period. If dates outside of the standard period term selected above are desired, use this Date From selection along with the Date To selection below to determine the date range of the report.
• Date To: End date for the date range.

14. In the Lockbox Information area, the Lockbox Number or Lockbox Name can be can be selected to filter the report.

The available options are:

• Lockbox Number: A Lockbox Number can be entered here. The full number must match an existing Lockbox Number exactly. For selection of more than one Lockbox Number at a time, click the Ellipsis button and a selection screen will be displayed. Hold the Ctrl key to selection more than one number. Up to 20 lockbox numbers may be selected at one time. Both Active and Inactive lockbox numbers are shown for selection.
• Lockbox Name: The Lockbox Name can be entered here or partial name. For selection of more than one Lockbox Name at a time, click the Ellipsis button and a selection screen will be displayed. Hold the Ctrl key to selection more than one name. Up to 20 lockbox names may be selected at one time.

15. In the Grouping / Sorting Options area, select the grouping and sorting options that affect the layout of the report.

The available options are:

• Group Field [1]: Apply a grouping by Lockbox Number or select one of the following options:

• Group Field [2]: Apply a grouping by Batch ID or select one of the following options:

• Sort Field [1]: Select an item in the Sort Field [1] list to sort the report results by the selected column header. Available selections are:

Note: By default the sort order is set to ascending.

16. In the Output Options area, the following options are available:

1. Detail or Summary:
2. If Detail is selected, the report will include the receipt line item details of each batch with batch totals below each group of detail line items.
3. If Summary is selected, the report will suppress the receipt line item details and only show one line item per each batch within the Lockbox Number. Each batch line item will include batch information and totals for the batch.
4. Suspense Account Only:
5. If Yes is selected, only items that were not successfully matched in the download process and have not been cleared through the exceptions handling manual process will be included on the report. This version may be referred to as an Exceptions Report.
6. On a Detail version of the report, only receipt line items where the amount applied to suspense is not equal to $0.00 will be included and only batches that contain receipts with amount applied to suspense will be included.
7. On a Summary version of the report, only batches where the total amount applied to suspense is not equal to $0.00 will be included.
8. If No is selected, the report will include data posted to both the AR Account and to the Suspense Account.
9. On the Detail version, receipt line items will be included even if the amount applied to suspense is $0.00.
10. On the Summary version, batch summary lines will be included even if all receipts in the batch were applied to AR and the total amount applied to suspense is $0.00.

Note: Reversals of either a Receive Payment transaction or a Deposit may cause items that were cleared at one time to re-appear as exceptions.

17. In the Page Break Options area, select the Group Field on which the page needs to break or leave the default selection of No.

18. In the Report Format Options area, select one of the options in the Format Type list.

The available formats are:

1. PDF: This is the default setting that creates the report in a PDF format. The report data is static and cannot be manipulated.
2. XLS: Microsoft® Excel® document that can be manipulated as an .xls file. The report is generated with the same formatting used in the PDF format so cells are merged and data may not be stored in individual cells.
3. DOC: Microsoft Word document that can be manipulated as a .doc file.
15. XLS (unformatted): Microsoft Excel document that can be manipulated as an .xls file. The report is generated with minimal formatting. Column headers and report criteria will be included.
19. In the Nexsure Reports > Report Criteria dialog box, click OK. The Lockbox Receipts report will start compiling.

20. To update the compiling status, click Refresh on the Navigation Toolbar.

21. Once the report Status is Complete, click the View icon to view the report. 

Related Topic

Working with Reports