Lockbox Import Process

Owned by Demetria Jones-Davis
Last updated: Sept 15, 2020Version comment
4 min read
Click here to download pdf version

Video Walkthrough: Lockbox Step by Step.mp4


Step by step walkthrough:

Step 1: Log into Fonteva. 



Step 2: Review your csv file, as necessary, checking for any abnormalities (missing and/or incorrect fields).  Compare the csv file to Fonteva sales order details, and make any necessary updates. 

View the sales order, and make sure the items have been added, the amount is correct, and the status is open.

If needed, update the lockbox file with the correct payment type, date, amount, member ID number, and sales order number: 

Example: 4,20200814,20200814-MLBCK-007,72782,00000000000000022737,00000000000000018350,00539465,000000000006265

Sample TXT file: Lockbox_WIKI_sample.txt

On the contact record, the invoice can be updated utilizing Rapid order entry.



Step 3: Once the csv file has been confirmed, open the Lockbox Application from the App Launcher.

View of the Lockbox Application:



Step 4: Select the Membership option in the Lockbox Type drop down.  Click Next.


Step 5: Click the Upload Files button and search for the sample text file (txt).  Then, click Done when the upload has been completed.


Step 6: The "Success!" message confirms the file has been uploaded.  Click on the Load Data button to process the file and load the data.


Step 7: Search the last batch created and open it by the link in the Batch Name column (The list can be sorted by Batch Number column, in order to get the last batch created).


Step 8: The batch is now opened in a new window and contains the following information:

Batch Name, Batch Type, Control Count, Control Amount, Status, Owner, Opened Date, Expected Count, Expected Amount, Actual Count and Actual Amount



Step 9: Then, go to the Related section of the Batch and validate that a Lockbox Record has been generated.  Open the lockbox record from the link in the Lockbox Name (Open it in a new window in order to continue working in the batch).


Step 10: Once the Lockbox record is open, validate the following information:  (In this case Payment Matched and Difference is zero). 

The color codes indicate the same values from lockbox import file on the lockbox record that we created.


Step 11: In the batch, go to the Related section and validate a Receipt has been created from the link in the Receipt Number (Open it in a new window to continue working in the batch).

                                   


Once the receipt is open, validate the following information: customer, total, sales order and batch.


Step 12: From the Contact field in the Receipt, open the contact record, and focus on the Related List Quick Links.


Step 13: Validate the information in Memberships, Sales orders, Subscription Lines, Receipts, and Badges has been updated accordingly.

Membership

Sales orders:

Subscription Lines

Receipts

Badges


Step 14: Close the Lockbox batch in the details section by selecting the edit pencil and checking the Is Closed checkbox. (This will only be available if the controls and summary amounts are equal)


Step 15: Post the Lockbox Batch in the details section by selecting the edit pencil and checking the Is Posted checkbox. 


Step 16: Validate that the batch has been closed and posted.