How To Guide

Lockbox Extension

Overview ......................................................................................................................................... 2
Setup ............................................................................................................................................... 2
Directories Lockbox Import ..................................................................................................... 2
Directories X3 Import/Export .................................................................................................. 2
Import/Export Parameters GESAOE ....................................................................................... 3
Functional ....................................................................................................................................... 4
Lockbox File Format................................................................................................................... 4
Lockbox Import XCPAYLCK ................................................................................................. 4

October 2008 Sage Page 1 of 7

 Lockbox Extension

Overview
The Lockbox Interface enables the processing of Accounts Receivable payments using the standard
Import / Export functions of X3. A required bank import file covers the payment details for all customer
invoices whose payments have been received. Once the import file is processed, journal entries are
recorded for each payment. A standard log report is provided showing entries made along with any
errors encountered.
This North American Addon is considered an extension of the payment process. Please see the detail
below on the setup required to use the Lockbox functionality.

Setup
Directories Lockbox Import
The Lockbox Extension requires the following directories to be set up (X3 must have full read/write
access over them and their contents):
Directory to contain the actual lockbox files that have not been processed.
Directory to contain the lockbox files that have been processed. The file names will be
appended with the date and time processed.

Example: Lockbox Directories

For multiple lockboxes, you may want to define a different set of directories for each lockbox. If the
lockbox file names are different, you may use a common set of directories.

Directories X3 Import/Export
The Lockbox Extension utilizes standard X3 import/export template functionality to import lockbox data
into X3. The following directories must be set up in order for this functionality to be available (X3 must
have full control over them and their contents):
..\Import X3 will look in this directory for import files by default.
..\Final X3 will copy processed import data to this directory.
..\Error X3 will copy import data with errors to this directory.

October 2008 Sage Page 2 of 7

 Lockbox Extension

Example: X3 Import/Export Directories

Import/Export Parameters GESAOE

The directories defined above must be entered into the Import/Export Parameters. Using the ADMIN
menu profile, these are loaded under Parameters / Usage / Import/Export Parameters.
The following Import Parameters are required:
Default Directory
Final Directory
Error Directory

Note: The directories must end with a backslash (\).

October 2008 Sage Page 3 of 7

 Lockbox Extension

Functional
Lockbox File Format
The Lockbox Extension will read a flat ASCII, delimited file containing the lockbox data. The format is as
follows:

Field Description

1 Bank or lockbox designation (not used by X3)

2 Invoice number

3 Amount paid (NNNNNNNNN.NN)

4 Lockbox Date (accounting date in X3) (YYYYMMDD)

5 Batch number (payment description in X3)

6 Check number

The default field separator is the pipe character { | } (shift-backslash on the keyboard), and the default
record separator is a carriage-return character { \013 } plus a line-feed character { \010 }. These defaults
may be changed for any given lockbox file.
Example:
BNK1|CI0600005|250|20070702|B0123456789|12345
BNK1|CI0700016|382.53|20070702|B0123456789|5305632

Lockbox Import XCPAYLCK

The Lockbox Import function is designed to process a lockbox data file of the format listed above, and
creates payment journals in X3. Using the ADMIN menu profile, this function is located under Financials
/ Lockbox Interface.
Each lockbox requires several parameters that specify how the input file is to be processed. You must
assign a lockbox code (up to 10 characters) for each lockbox to be processed, and the function saves the
parameters for each lockbox code in table XCPAYLCK for future use.
When this function is run, a lockbox code must first be entered or selected. If the lockbox code exists, the
corresponding parameters are displayed, and may be updated. If the lockbox code does not exist, then
all parameters must be entered. A lookup is provided for existing lockbox codes.

October 2008 Sage Page 4 of 7

 Lockbox Extension

The parameters for processing a lockbox file are as follows:

Parameter/Field Parameter/Field Description

Lockbox Code Must be unique for each lockbox to be processed.

Description Text describing the lockbox.

Import Directory Directory containing the lockbox file.

Import File Name Name of the lockbox file.

Completed Directory into which this function will copy the lockbox file
Directory after it has been processed. The processing date and time
will be appended to the file name.

Field Separator Single character used to separate individual fields in the

lockbox file. This character must not occur within the data
itself.

Record Separator 1 or 2 characters that indicate the end of each record in the
lockbox file.

Transaction Payment Type to be used when importing payments for this

lockbox into X3.

Site Site to be used when importing payments for this lockbox

into X3.

Bank Bank to be used when importing payments for this lockbox

into X3.

Currency Currency to be used when importing payments for this

lockbox into X3.

Destination Accounting Code (Payment Attribute) to be used when

importing payments for this lockbox into X3.

Please note that the directories are relative to the X3 application server, and end with a backslash (\).
Once the parameters have been verified, click the OK button to save the parameters and process the
lockbox file. Click the End button to cancel/end this function.

October 2008 Sage Page 5 of 7

 Lockbox Extension

Each record of the lockbox file is read and parsed per the lockbox record format, and a corresponding
template file is created that is mapped to import/export template XCPAYLCK. The standard X3 import
function is then called to process the import template file. Finally, the import template file is deleted from
the Final directory (see Import/Export Parameters), and the lockbox file is moved to the Completed
directory (specified above) with the current date and time appended to the file name. A trace log is
produced showing each payment transaction processed.

October 2008 Sage Page 6 of 7

 Lockbox Extension

The resulting payment journals will look similar to the following:

October 2008 Sage Page 7 of 7