Creating & Saving a Custom File Download Format

Transcription

1 Creating & Saving a Custom File Download Format Options Regions Image Lockbox Online 2011 Regions Bank. Regions Lockbox Services subject to product terms and conditions. Rev

2 Creating and Saving a Custom File Download Format with Regions Image Lockbox Online Image Lockbox supports many industry standard file formats including CSV, Tops and QuickBooks. If you find that a provided download is incompatible with your software, the Create Custom Download tool enables you to create your own download posting file format. Before attempting to create a custom file download, perform the follow functions: 1. Verify that a download file extension provided in the Association Image Lockbox Custom File Download creation tool will work with your software. For example, is your software capable of importing a file containing payment data, and what file extensions are supported? Custom download files may be created with the following file extensions: CSV TRN TXT If your software is not capable of accepting an imported file in one of these three formats, you may not be able to use the download creation tool. 2. If your software is capable of importing file extension supported by the download creation tool, you should then consult your software (or software user guide) to determine the data required for the import and the correct order of the data. It is recommended that you print a sample download from your software as a reference while creating your custom download format. 3. Regions custom download creator provides you with many common values for creating the layout of your file format. Each value is mapped to a specific piece of Lockbox data related to your processed payments. By selecting these values, and placing them in the order required by your receivables software, you can create, name and save a format that can be used when you are ready to import your Lockbox data. 4. To begin the Create Custom Download process click Download Posting Files on the Association Toolbar option. 1

3 Creating and Saving a Custom File Download Format The Download Posting Files screen serves two purposes: 1. Selecting a Standard file format for processing your daily downloads. 2. Creating a Custom download format for processing your daily downloads. Select a Standard format here. The options are: Great Plains Yardi Tops Quicken QuickBooks CSV Promis 1 2 If you cannot successfully import a standard download option into your receivables software, The Create Custom option enables you to create a format suitable for your software. The following pages contain the steps required for creating you custom download format. 2

4 Create Custom Posting Files Format Details Screen - Field Definitions Continued. Clicking on the Create Custom button will display the Custom Download File Format screen. From here, you are provided with all tools necessary to create a file download suitable for your receivables software download/import process. The Format Details section of this screen requires you to create a Format Name and select a File Type Extension. The remaining fields are optional. The Field Details section lets you Add and name specific fields to your custom download file. Each time you click the Add Field button, a new row is added that can be customized to your download file specifications. Once the custom download format is created and saved, you will select it from this drop down box each time you download your payment data. Once your custom Download Format is created, you will click here to save it. 3

5 Format Detail fields are designated for specifying file level requirements. Notice that the Format Name and File Type Extension fields are the only required fields. If you do not want to define file level format details, you may go directly to the Field Details Section on page 6 of this guide. Property Management Format Name* Required Field Max Character Length=80 File Type Extension* Required Field Displays the name of the Property Management Company or Association. This field is not editable. When you create a custom file download format, you must name the format. Once created, named and saved, the format name will display in the Custom File Format dropdown box on the Download Posting Files screen. Each time you download your daily posting files, you (or other users) will select this Format Name from the dropdown box. When creating a custom file download format, you must designate the file type extension. Select a file type extension that is compatible with the software for which you will be importing payment data. The options are: CSV Comma Separated Value TRN Transaction TXT Text If you are creating a TRN or TXT formatted download, you must indicate whether the format will be Field Delimited File or a Fixed Length File by clicking the appropriate button. Field Delimiter Max Character Length=1 By default, the comma (,) will be inserted as the field delimiter. If you are creating a CSV formatted download file, this field is not editable. If you are creating a download file using either the TRN or TXT extension, you may enter a different delimiter as required by your specific software parameters. Prefix File Data Max Character Optional Field Insert a custom prefix to be included at the beginning of file downloaded. For example, you may elect to have a specific property code, or your Regions Lockbox Department Number begin each downloaded payment record. Prefix File Data Max Character Optional Field Insert a custom prefix to be included at the end of file downloaded. For example, you may elect to have a specific property code, or your Regions Lockbox Department Number end each downloaded payment record. Create Custom Posting Files Format Details Screen - Field Definitions Continued. 4

6 These fields are designated for specifying transaction level requirements. Prefix Record Data Max Character Optional Field Suffix Record Data Max Character Enter a prefix that will be included at the beginning of every line of data contained in the file. The field accepts numerical, alpha and alphanumerical characters.??? Need an example. Enter a suffix that will be included at the end of every line of data contained in the file. The field accepts numerical, alpha and alphanumerical characters. Optional Field Default Prefix Field Data Max Character Optional Field Default Suffix Field Data Max Character Optional Field Padding Character Optional Field Insert the specific padding character required by your receivables software to fill up remaining available characters. If no character is entered, the space character will default. 5

7 Field Details Adding Fields Clicking the Add Field button opens a set of entry fields used for picking the data you would like included in your custom download. This is the set of data required by your receivables to post and manage your lockbox payments when you import the download posting file and will be represented as a Column in your file. You should add fields in the order required by your particular format. Working left to right, begin by selecting your first Transaction Detail record Transaction Detail This drop-down contains a list of common Association Payment data descriptions. LockboxID The Lockbox Number assigned to the property. Account Number The unique Account Number assigned to each property owner by you. The Account Number must be different for each property owner. Amount The dollar amount of processed payments. Process Date The data Regions Lockbox receives and process the payment. Sequence Unique sequence number assigned by during lockbox processing for each processed payment. Customer Name Property (Unit) Owner name. Unit Id The Unit Number of the property. (NOTE: The Account Number and Unit Number may be the same for a Property Owner but must be unique to each property.) Address 1 Primary Address Information for the Unit Owner such as the Street Address. Address 2 Secondary Address Information such as a Suite Number. (May not be applicable) City/State/Zip City, State and Zip code for each property owner. Country Country Name if a foreign mailing address is on file. Country Code Country Code if a foreign mailing address is on file Check Number Include this column if your software imports the check number for payments received. Fixed Length 3 Column Header 2 Max Character This is a required field if the Fixed Length button is checked in the Format Details section. For each Transaction Detail payment component, enter a column header description that your softwear will recognize. The Column Header description may match the transactin detail item exactly, or it may be an abbreviation. For example: Account Number might be entered as AcctNum. 4 5 Prefix Field Data Suffix Field Data For each Transaction Detail payment component, you must enter the column header description that your softwear will recognize. For each Transaction Detail payment component, you must enter the column header description that your softwear will recognize. 6

8 Field Details Editing and Saving Your Custom Download Once your custom download is created, review the order of the data to ensure it is positioned in the correct order as required by your receivables software. All information shown in the grid is editable, can be deleted, and can be moved into a new file position. These links let you Click an option to Edit or Delete a move the position field. of a field. Field Details Verifying Your File Layout Click here to delete a created posting file. Click here to save a created posting file. Once you have created and saved your custom download file, you should verify it by processing a download, and then attempt to import the download into your software. To begin, access the Download Posting Files screen from the Association Toolbar. 1. Select a date that contains payments. Then click Retrieve Data. Results display here. 2. Place a checkmark in the box next to the 3. Click here to Download the file in your custom format. 7

9 Field Details Verifying Your File Layout - Continued 4. Click Save. Then name your file. 5. Once you have saved your file you will need to test it to ensure your created posting file matches the expectations of your receivables software. Open your accounts receivables software and follow the manufacturer s instructions for importing a transaction file. If you experience problems with the file import, it may be necessary to edit your created download posting file, and then re attempt the import. You many download a file multiple times using the View Previously Downloaded Data checkbox. 8

10 This guide is for general informational and reference purposes only and is entirely subject and subordinate to the terms of the respective written agreements for the products and services described above. This guide does not constitute a contract or representation or warranty of any kind, express or implied, nor does it in any way supplement, replace, modify, or amend the terms and provisions of the written agreements that govern the products and services. You should review actual product and service agreements carefully to understand the terms that govern the products and services and the rights, responsibilities, and liabilities of parties thereunder Regions Bank. Member FDIC.