Microsoft Word - Creating & Saving a Custom File Download Format with Image Lockbox.docx

Creating & Saving a Custom File

Download Format

Regions Image Lockbox Online

Options

-volume

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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

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.

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.

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.

Itisrecommendedthatyouprintasample downloadfromyoursoftwareasareferencewhilecreating

yourcustomdownloadformat.

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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.

The following pages contain the steps required for creating you custom download format.

SelectaStandardformat

here.Theoptionsare:

 GreatPlains

 Yardi

 Tops

 Quicken

 QuickBooks

 CSV

 Promis

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.

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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yourcustom

DownloadFormatis

created,youwillclick

heretosaveit.

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.

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

Create Custom Posting Files – Format Details Screen - Field Definitions – Continued.

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

Displays the name of the Property Management Company or Association. This field is not

editable.

Format Name*

Required Field

Max Character

Length=80

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.

File Type

Extension*

Required Field

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

Length=50

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

Length=50

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.

5



These fields are designated for specifying transaction level requirements.

Prefix

Record Data

Max

Character

Length=50

Optional

Field

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.

Suffix

Record Data

Max

Character

Length=50

Optional

Field

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.

Default Prefix

Field Data

Max

Character

Length=50

Optional

Field

Default Suffix

Field Data

Max

Character

Length=50

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.

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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.

Fixed Length

This is a required field if the Fixed Length button is checked in the Format

Details section.

Column Header

Max Character

Length=50

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.

Prefix Field Data

For each Transaction Detail payment component, you must enter the column

header description that your softwear will recognize.

Suffix Field Data

For each Transaction Detail payment component, you must enter the column

header description that your softwear will recognize.

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.

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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.

Field Details – Verifying Your File Layout

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.

Clickanoptionto

movetheposition

ofafield.

Theselinksletyou

EditorDeletea

field.

Clickheretodelete

acreatedposting

file.

Clickheretosavea

createdpostingfile.

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.

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

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.

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.