Accounts Receivable Upload Functions

The following table describes the available Accounts Receivable upload functions. Formats not listed in the table, are listed after the table. 

Parameter RECORDS_PER_BATCH controls the number of records that can be included in the Customer CSV and XML files. 

Function	Description
Customer CSV Upload	Allows you to upload customer records into Financials in CSV format. Use the provided template to create your file:  AR_Customer_Upload.xls
Customer XML Upload	Allows you to upload customer records into Financials in XML format.
Lockbox Upload	Mostly used for testing, this process allows you to upload a Lockbox file.

Customer XML Upload

The Customer XML Upload allows you to upload customer information in XML format. Data that may be uploaded includes the fields available on the Customer Maintenance document.

Customer XML Upload format

Keep these rules in mind and a sample file is provided below. 

• The customer upload file must begin with the standard XML version line
• The root (first) tag for Customer files must be the customers tag, and the file can contain only one.
• The customer tag follows the customers tag and contains other identifier tags that describe an AR customer.
• The customer tag can be used multiple times.
• Each customer tag must have at least one addresses tag and one address tag. There can be multiple address tags within each addresses tag. 

Name	Type	Max Size	Required?	Special Formatting
Customers
Customer
customer Name	Characters	60	Yes
customerParentCompanyNumber	Integer	9	No
customerTypeCode	Integer	40	Yes
customerLastActivityDate	Date	10	No	YYYY-MM-DD
customerTaxTypeCode	Characters	2	Yes
customerTaxNbr	Characters	4	Yes	FEIN or SSN
customerActiveIndicator	Characters	1	Yes	Y or N
customerPhoneNumber	Characters	20	No
customer800PhoneNumber	Characters	20	No
customerContactName	Characters	40	No
customerContactPhoneNumber	Characters	20	No
customerFaxNumber	Characters	20	No
customerBirthDate	Date	10	No	YYYY-MM-DD
customerTaxExemptIndicator	Characters	1	No	Y or N
customerCreditLimitAmount	Decimal		No	Money Format (2 decimal places)
customerCreditApprovedByName	Characters	40	No
customerEmailAddress	Characters	60	No
Addresses
Address
customerAddressName	Characters	40	Yes
customerLine1StreetAddress	Characters	30	No
customerLine2StreetAddress	Characters	30	No
customerCityName	Characters	25	No
customerStateCode	Characters	2	No
customerZipCode	Characters	20	No
customerCountryCode	Characters	2	No
customerAddressInternationalProvinceName	Characters	45	No
customerInternationalMailCode			No
customerEmailAddress	Characters	60	No
customerAddressTypeCode	Characters	1	No

<?xml version="1.0" encoding="UTF-8"?>
<customers xmlns="http://www.kuali.org/kfs/ar/customer" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
	<customer>
		<customerName>John's Plumbing</customerName>
		<customerParentCompanyNumber></customerParentCompanyNumber>
		<!--  customerTypeCode 01 = 'Federal' -->
		<!--  customerTypeCode 02 = 'State' -->
		<!--  customerTypeCode 05 = 'Private Business' -->
		<customerTypeCode>08</customerTypeCode>
		<customerLastActivityDate>2009-03-09</customerLastActivityDate>
		<!--  allowable:  SSN or FEIN -->
		<customerTaxTypeCode>SSN</customerTaxTypeCode>
		<customerTaxNbr>019456789</customerTaxNbr>
		<customerActiveIndicator>Y</customerActiveIndicator>
		<customerPhoneNumber>530-752-5873</customerPhoneNumber>
		<customer800PhoneNumber></customer800PhoneNumber>
		<customerContactName></customerContactName>
		<customerContactPhoneNumber></customerContactPhoneNumber>
		<customerFaxNumber>530-752-5718</customerFaxNumber>
		<customerTaxExemptIndicator>N</customerTaxExemptIndicator>
		<customerCreditLimitAmount>50000</customerCreditLimitAmount>
		<customerCreditApprovedByName>KHUNTLEY</customerCreditApprovedByName>
		<customerEmailAddress>[e-mail]</customerEmailAddress>
		<addresses>
			<address>
				<customerAddressName>Office</customerAddressName>
				<customerLine1StreetAddress>1 Shields Ave</customerLine1StreetAddress>
				<customerLine2StreetAddress>2112 Dutton Hall</customerLine2StreetAddress>
				<customerCityName>Davis</customerCityName>
				<customerStateCode>CA</customerStateCode>
				<customerZipCode>95616</customerZipCode>
				<customerCountryCode>US</customerCountryCode>
				<customerAddressInternationalProvinceName />
				<customerInternationalMailCode />
				<customerEmailAddress>[e-mail]</customerEmailAddress>
				<!--  P = Primary, A = Alternate, T = Temporary -->
				<customerAddressTypeCode>P</customerAddressTypeCode>
			</address>
			<address>
				<customerAddressName>Mailing</customerAddressName>
				<customerLine1StreetAddress>PO Box 989602</customerLine1StreetAddress>
				<customerLine2StreetAddress></customerLine2StreetAddress>
				<customerCityName>West Sacramento</customerCityName>
				<customerStateCode>CA</customerStateCode>
				<customerZipCode>95798-9062</customerZipCode>
				<customerCountryCode>US</customerCountryCode>
				<customerAddressInternationalProvinceName />
				<customerInternationalMailCode />
				<customerEmailAddress></customerEmailAddress>
				<!--  P = Primary, A = Alternate, T = Temporary -->
				<customerAddressTypeCode>A</customerAddressTypeCode>
			</address>
		</addresses>
	</customer>
</customers>

Lockbox Upload

The Lockbox Upload allows you to upload a Lockbox file from a bank into Kuali Financials. Lockbox is a service provided by a bank to streamline the payment processes of an institution. Essentially, a lockbox is a post office box that the bank establishes and controls for an institution. The customers send their payments directly to the lockbox. The bank opens all correspondence, deposits the checks into the designated accounts and provides daily reports of deposit information. The institution receives a single daily electronic file of all remittance detail. The institution imports this file to update its accounts receivable system. 

When you select the Lockbox Upload option the system displays the Lockbox Upload page. The lockbox upload is used primarily for testing purposes. In production, files would be dropped into the staging directory for processing by the scheduled lockbox job. After the lockbox is uploaded, run the lockboxJob to generate Cash Control/Payment Applications for each Lockbox included in the file. 

Lockbox Upload Format

In addition to the standard formatting rules that apply to all batch upload file formats, keep the following points in mind about the flat file format:

• Multiple lockboxes may be included in a single file. If the same lockbox is included in the file, a Cash Control will be created for each header.  If multiple files are loaded with the same lockbox, the files are combined and a single cash control is created for each lockbox. 
• The lockbox must exist in System Information.
• Any number of payment entry records may follow the lockbox header.

Name	Starting Character Position	Length	Required?	Special Formatting
Lockbox – 59 Characters
Leading Text	1	16	Yes	BATCH-AR LOCKBOX
[blank space]	17	1	Yes
Lockbox Number	18	11	Yes	Left justified. Must exist in System Information.
Date	29	10	Yes	YYYY-MM-DD format
[blank space]	39	1	Yes
Bank Name	40	18	Yes
Total amount of payments in this lockbox	49	15	Yes	Padded with zeros. No decimal points. For example, 625.00 would be formatted as follows: 000000000062500
[blank space]	54	1	Yes
Total number of payments in this lockbox.	55	5	Yes	Padded zeroes. For example, 5 payments would be formatted as 00005.
Payment – 57 Characters
System Information Chart of Accounts Code	1	2	Yes
System Information Organization Code	3	4	Yes
Customer Number	7	9	Yes	Left justified.
Origination Code	16	2	Yes	01
Invoice Number	18	9	Yes	Left justified
Billing Date	27	10	Yes	YYYY-MM-DD format
Total Invoice Amount	37	16	Yes	Padded with zeros. No decimal points. For example, 625.00 would be formatted as follows: 000000000062500
Applied Amount	53	14	Yes	Padded with zeros. No decimal points. For example, 625.00 would be formatted as follows: 000000000062500
Debit/Credit indicator	67	1	Yes	D or C – C indicates that a payment has been received.

BATCH-AR LOCKBOX 66249      2019-10-24 CHASE    000000000296250 00002 
UAVPITABB2      0110718   2019-10-24000000000027094000000000027094C 
UAVPITABB2      0110719   2019-10-24000000000269156000000000269156C