Lockbox (1JT_US) PUBLIC

Purpose Error: Reference source not found 1

Test Script PUBLIC

SAP S/4HANA - 02-09-19
Lockbox (1JT_US)

Table of Contents

1 Purpose 2

2 Prerequisites 3
2.1 System Access 3
2.2 Roles 3
2.3 Master Data, Organizational Data, and Other Data 3
2.4 Business Conditions 4

3 Overview Table 6

4 Test Procedures 7
4.1 Upload Lockbox Files 7
4.2 Schedule Lockbox Jobs 10
4.3 Manage Lockbox Batches 14
4.4 Reprocess Incoming Checks 15
1 Purpose

With lockbox processes, customer can simply collect and process incoming payments if the lockbox service is offered by banks in the United States of
America.
This document provides a detailed procedure for testing this scope item after solution activation, reflecting the predefined scope of the solution. Each
process step, report, or item is covered in its own section, providing the system interactions (test steps) in a table view. Steps that are not in scope of the
process but are needed for testing are marked accordingly. Project-specific steps must be added.

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2 Prerequisites

This section summarizes all the prerequisites for conducting the test in terms of systems, users, master data, organizational data, other test data and
business conditions.

2.1 System Access

Syst Details
em
Syste Accessible via SAP Fiori launchpad. Your system administrator provides you with the URL to access the various
m apps assigned to your role.

2.2 Roles
Assign the following business roles to your individual test users.
Note The following roles are provided as example roles from SAP. You can use these as templates to create your own roles.

Business Role Name Business Role ID as Log

Delivered by SAP On
Cash Management Specialist SAP_BR_CASH_SPECIALIST_US
for USA
Accounts Receivable SAP_BR_AR_ACCOUNTANT
Accountant

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2.3 Master Data, Organizational Data, and Other Data
The organizational structure and master data of your company have been created in your system during implementation. The organizational structure
reflects the structure of your company. The master data represents materials, customers, and vendors for example, depending on the operational focus of
your company.
Use your own master data to go through the test procedure. If you have installed the SAP Best Practices Package, you can use the following Package scenario
data:
Accounting

Data Sample Deta Comme

Value ils nts
Company 1710
Code
Customer 17100001
17100002
17100005
House Bank USBK1/LO
CBX
For more information on creating master data objects, see the following Master Data Scripts (MDS)
Table 1: Master Data Script Reference
Master Description
Data ID
BND Create Customer
Master

2.4 Business Conditions

Before this scope item can be tested, the following business conditions must be met.

Scope Item Business Condition

J14 – Sales Order Processing - Project-Based Services Must be run before this test script. Invoices have been created and
posted to accounting.
J59 – Accounts Receivable Must be run before this test script. Invoices have been created and
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BD9 – Sell from Stock
BDN – Sales of Non-Stock Item with Order-Specific
Procurement
BDQ – Invoice Correction Process with Debit Memo
BKL – Invoice Correction Process with Credit Memo
BKJ – Sales Order Processing with Customer Down
Payment
The following technical configurations must be established to test this scope item:
Integration to Other Applications
posted to accounting.
Must be run before this test script. Invoices have been created and
posted to accounting.
Caution Valid for SAP S/4HANA and SAP S/4HANA Enterprise
Management Cloud.
Must be run before this test script. Invoices have been created and
posted to accounting.
Execute it to create debit memos which can be manually cleared in this
test script.
Caution Not valid for SAP S/4HANA Professional Services Cloud.
Execute it to create credit memos which can be manually cleared in this
test script.
Caution Not valid for SAP S/4HANA Professional Services Cloud.
Must be run before this test script, create downpayment request.
Caution Not valid for SAP S/4HANA Professional Services Cloud.

Integration Applicatio Details

Scenario n Name
Load Lockbox file in BAI2 format should be loaded either from the local drive or from the application server. The format of this
Lockbox File BAI2 file should match the SAP BAI2 file for the program to make the financial posting.
Cash Application Integration (Optional)

Integration Applicatio Details

Scenario n Name
1MV – Cash Note This is optional because it uses SAP Cash Applications, which requires a separate, additional license.
Application SAP Cash Application is a cloud-based solution that leverages machine learning technology to provide two machine
Integration learning microservices: Receivable Line Items Matching and Payment Advice Extraction.

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3 Overview Table

The Lockbox scope item consists of several process steps provided in the following table.

Process Step Business Role Transaction/App Expected Results

Upload Lockbox Files Cash Management Option 1: Manage Incoming Payment Files You cleared open invoices.
[page ] 7 Specialist for USA (F1680)
Option 2: Upload Lockbox Files (FLB2)
Schedule Lockbox Jobs Cash Management Schedule Lockbox Jobs (F3821) You scheduled a background job and posted invoices.
[page ] 10 Specialist for USA
Manage Lockbox Cash Management Manage Lockbox Batches (F1681) You view details for the uploaded lockbox file.
Batches [page ] 14 Specialist for USA
Reprocess Incoming Cash Management Reprocess Incoming Checks - From Select and correct payments that the Upload Lockbox
Checks [page ] 15 Specialist for USA Lockbox (FEBA_LOCKBOX) File was unable to post automatically.

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4 Test Procedures

This section describes test procedures for each process step that belongs to this scope item.

4.1 Upload Lockbox Files

Test Administration

Customer project: Fill in the project-specific parts.

Test Case ID <X.XX> Tester Name Testing Enter a test date.

Date

Business
Role(s)

Responsibilit <State the Service Provider, Customer or Joint Service Provider and Customer> Duration Enter a duration.
y

Purpose

In this activity, you clear customer invoices and create bank journal entries. There are two options provided. The first option is the recommended option,
using the Manage Incoming Payment Files (F1680) SAP Fiori app. The second option is using the Upload Lockbox Files (FLB2) SAP Fiori app.

Prerequisites

A lockbox is created with the lockbox number, destination, origin, and valid customer invoices.
The file uses the date format of yymmdd.

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The upload file requires a specific BAI2 format. If the BAI2 format received from the issuing bank does not match the SAP BAI2 format, the file cannot be
processed.
For more information, see the Steps to Create the BAI2 File document, provided on the SAP Support Portal.
Note For the list of open invoices, by customer, to use for this test, run the Manage Customer Line Items (F0711) SAP Fiori app as aAccounts Receivable
Accountant role.

Option 1: Upload using Manage Incoming Payment Files

Test Test Step Instruction Expected Result Pass / Fail / Comment

Step Name
#
1 Log On Log on to the SAP Fiori launchpad as a
Cash Management Specialist for USA.
2 Access the Open Manage Incoming Payment Files The Manage Incoming Payment Files view displays. Need format file with cheque
SAP Fiori (F1680). number from bank end, without
App that lockbox is not possible.
3 Import Choose the Import button. An Import File dialog box displays.
4 Lockbox Choose Lockbox Batch. A Lockbox Batch dialog box view displays.
Batch
Selection
5 Upload Either drop your file in the dialog box or The Manage Incoming Payment Files view displays.
Files choose the
+ (Add) button to navigate to your file
and select.
Choose Process and an Information
dialog box displays. Choose OK to
confirm.
6 Display To display the uploaded file, enter a date The file or files appear under Incoming Payment
Results range in the Imported On field, for Files. The Status column provides information
example Today, and choose Go. whether the upload was a Success or failed, Error.

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Option 2: Upload Lockbox Files

Test Test Step Instruction Expected Result Pass /

Step Name Fail /
# Commen
t
1 Log On Log on to the SAP Fiori launchpad as a
Cash Management Specialist for USA.
2 Access the Open Upload Lockbox Files (FLB2). The Main Lockbox Program view displays.
SAP Fiori
App
3 Lockbox In the Lockbox file field, choose the icon An Information dialog box displays the message, Import Finished:
File at the right of the field. Number of imported files:1. After the selection of the file, the filename
Browse for the lockbox file and choose the displays on the Main Lockbox Program view.
Import from the native file system icon.
When the name appears in the File Name
field, select Choose.
4 Data Entry Make the following entries: When the file is read, it compares the invoice number on the file to the
Procedure: LOCKBOX invoice number in the system for a match.
Input record format: BAI2 The program reads the file, check for any errors, and if successful, give
the details of the posting log.
Invoice numbers: 1
The Update Account Statement/Check Deposit Transaction view displays.
Note Do not change this value unless the
bank file has a different value instead of
the invoice number.
Algthm: checks with advice: 001
Note Do not change this value as it will
alter the posting.
Algthm: checks without advice: 001
Note Do not change this value as it will
alter the posting.
Assign value date: Selected
Print Statistics: Selected
and choose Execute.
5 Back Choose the < Back button. The Main Lockbox Program view displays.
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4.2 Schedule Lockbox Jobs

Test Administration

Customer project: Fill in the project-specific parts.

Test Case ID <X.XX> Tester Name Testing Enter a test date.

Date

Business
Role(s)

Responsibilit <State the Service Provider, Customer or Joint Service Provider and Customer> Duration Enter a duration.
y

Purpose

Note Automatic Lockbox Reprocessing is optional because it requires you have implemented SAP Cash Applications, which requires a separate, additional
license.
When implemented, automatic reprocessing is applied to certain business scenarios. Currently, Automatic Lockbox Reprocessing can only be used for
Unprocessed or Posted on acct business scenarios.
Restriction Processing for the Part. applied business scenario is currently not available.
In this activity, you schedule the background job processing. Unprocessed Lockbox statements can be matched to invoices, automatically, to clear open
items that didn’t get cleared during the previous Upload Lockbox Files procedure.

Prerequisite

Unprocessed or posted on account Lockbox files exist in the SAP S/4HANA system.
A connection to the machine learning (ML) server exists and all open invoices from the SAP S/4HANA system have been imported into the ML server.
The Cash Application Integration(1MV) scope item is implemented and the procedures completed.

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Procedure

Test Test Step Instruction Expected Result Pass /

Step Name Fail /
# Comme
nt
1 Log On Log on to the SAP Fiori launchpad as a Cash Management Specialist for USA . The SAP Fiori launchpad displays.
2 Access the Open Schedule Lockbox Jobs (F3821). The Application Jobs view displays.
SAP Fiori
App
3 Create a Choose + (Add). The New Job view displays.
New Job
4 Enter Job Make the following entries:
Data General Information section:
Job Template: Cash Application: Automatic Lockbox Reprocessing
Scheduling Options section:
Start Immediately: Selected
Parameter Section:
Lockbox Batch Selection:
Deposit Date: Date when the Lockbox file failed to process, for example,
<Current date>
Lockbox: (Optional) Leave the field blank when you don’t know the number.
Company Code: 1710
Batch Number: (Optional) <Lockbox batch number to be reprocessed> or
leave the field blank when you don’t know the number.
Lockbox Batch Posting:
Automatic Posting/Clearing: Leave blank.
Caution Do NOT select because selecting allows the system to automatically
post and clear the A/R invoices without giving you any opportunity to review
the machine learning proposal.
5 Schedule Choose Schedule. The background job is scheduled and
the Job returns to the Application Jobs view.
6 Check the The Finished job status displays when the job is processed.

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 Logs Access log of proposals for bank statement items sent to the SAP Cash
Application.
7 Log off Log off , as the following steps require a different role to proceed. You are logged out of the system.
8 Log On Log on to the SAP Fiori launchpad as a Cash Management Specialist for USA.
9 Access the Open Reprocess Incoming Checks - From Lockbox (FEBA_LOCKBOX). The Selection of Checks and
SAP Fiori Lockboxes dialog box displays.
App
10 HDR Data Make the following entries: The Lockbox: process checks view
Lockbox: For example, 1234567 displays.
Date: <Enter the date in the Lockbox File>
and choose Execute.
11 Post Clear Note There are three options to post and clear an invoice. Choose one of the The Lockbox: process checks view
Invoice options that best serves your posting situation. displays.
(Option 1) OPTION 1: Select the item that failed to Post. The Document XXXXXXXXXX was
Under Items > Items to be cleared section, machine learning (ML) proposes posted in company code YYYY
the document number that is closest to the document that failed. notification displays.
Choose Log to view the confidence level of the proposal.
If you agree with the proposal, select Post and invoice proposed by ML is
cleared and the field 1 Document will be updated with the clearing document.
If ML proposal appears to be incorrect, then go to option 2 for manual
selection.
11 Post Clear Remember There are three options to post and clear an invoice. Choose the The Lockbox: process checks view
Invoice option that best serves your requirements. displays.
(Option 2) OPTION 2: On the Payt Adv. Change Payment Advice field, double-click the The Document XXXXXXXXXX was
document number. posted in company code YYYY
When the document number is correct. notification displays.
Double-clicking the document number opens an overview that displays the
item details of the Payment Advice. When there is only one document number
available and that is the correct document, select the line and choose Save.
When the document number is not correct
If the document number proposed is not correct, select Choose and the
Payment Advice: Line Item Data view appears.
Change the document number to the invoice to be cleared and choose Save.
When a new document number is required
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 If the none of the documents proposed in the Payment Advice Items section
are to be cleared, select New Item and enter the document number and
choose Save.
The Lockbox: Process Checks view displays.
Select the document number from the Items to be Cleared section and choose
Post.
The Post with clearing process open items view displays.
Select any invoices not required to be cleared and choose Deactivate Items.
Note The amount in the Not Assigned field should equal zero, to post the
clearing document.
and then choose Post.
11 Post Clear Remember There are three options to post and clear an invoice. Choose the The Lockbox: process checks view
Invoice option that best serves your requirements. displays.
(Option 3) OPTION 3: Use menu to post items. The Document XXXXXXXXXX was
Go to More > Edit > Posting Mode > In Foreground . posted in company code YYYY
notification displays.
Select Post.
Post with Clearing: Header Data displays.
Select Choose open items
A Post with Clearing Add G/L account item dialog box appears with OK Code: /
07,
choose OK
A new Post with Clearing Add G/L account item dialog box displays with OK
Code: /00, choose OK
Another Post with Clearing Add G/L account item dialog box displays with OK
Code: /06, choose OK
A final Post with Clearing Add G/L account item dialog box displays with OK
Code: /11, choose OK
12 Display Expand LOCKBOXDES LOCKBOXORI and double-click document number with The document field displays the
Item Details the green status. document number from the previous
step.
The red status becomes a green
status.

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4.3 Manage Lockbox Batches

Test Administration

Customer project: Fill in the project-specific parts.

Test Case ID <X.XX> Tester Name Testing Enter a test date.

Date

Business
Role(s)

Responsibilit <State the Service Provider, Customer or Joint Service Provider and Customer> Duration Enter a duration.
y

Purpose

This report provides the posting details for posted lockbox batches.

Prerequisite

Lockbox files are uploaded.

Procedure

Test Test Step Name Instruction Expected Result Pass / Fail /

Step # Comment
1 Log On Log on to the SAP Fiori launchpad as a Cash Management
Specialist for USA.
2 Access the SAP Open Manage Lockbox Batches (F1681).

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 Fiori App
3 Company Code
4 Display Lockbox
Details
In the Company Code field, enter 1710 and choose Go. The system displays lockbox batches for
your criteria.
Select a line to view the details. The details view for the selected lockbox
batch displays.

4.4 Reprocess Incoming Checks

Test Administration

Customer project: Fill in the project-specific parts.

Test Case ID <X.XX> Tester Name Testing Enter a test date.

Date

Business
Role(s)

Responsibilit <State the Service Provider, Customer or Joint Service Provider and Customer> Duration Enter a duration.
y

Purpose

Lockbox processing creates payment advices for any payment that cannot be applied fully. These payment advices are stored and post processing uses
these advices to correctly make payments to the customer. Use this process for Unprocessed, Posted on Acct, or Part. applied business scenarios.
Caution Do not use the Reprocess Incoming Checks - From Lockbox (FEBA_LOCKBOX) app, if the status is Applied when the Lockbox file was uploaded.

Prerequisite

Lockbox processing has been performed and lockbox data exists to be reprocessed. There are three scenarios requiring reprocessing of incoming checks:

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● Scenario 1: Unprocessed - Neither the customer account nor the invoice could be found in the system. Create a new file with incorrect invoice number and
incorrect customer number (MICR number).
● Scenario 2: Posted on acct. - The customer account was found but not the invoice. Create a new file with correct customer number (MICR number) and
incorrect invoice number.
● Scenario 3: Part. Applied. - The customer was found but one invoice was correct and the other was incorrect. Create a new file with correct customer(MICR
number) and one correct invoice number, and another with an incorrect invoice number.
Run the Upload Lockbox Files (FLB2) app to execute the step. Depending on which of the three scenarios is used for testing, the Items list and Log will give
additional details that you compare to the information available in the Lockbox: process checks view.

Procedure

Test Test Step Instruction Expected Result Pass /

Step Name Fail /
# Comme
nt
1 Log On Log on to the SAP Fiori launchpad as a Cash Management Specialist The SAP Fiori launchpad displays.
for USA.
2 Access the Open Reprocess Incoming Checks - From Lockbox (FEBA_LOCKBOX). The Selection of Checks and Lockboxes dialog
SAP Fiori App box displays.
3 HDR Data Make the following entries: The left column of the Lockbox: process checks
Lockbox: For example, 1234567 view displays items with failed status with a
red circle.
Date: <Enter the date in the Lockbox File>
and choose Execute.
4 Post Clear Note There are three different scenarios to post and clear an invoice. Post with Clearing Process open items view
Invoice Choose one of the scenarios that best serves your posting situation. displays with Customer * is not defined in
(Scenario 1) The following steps are for Unprocessed. company code XXXX notification.
Choose Post.
5 Scenario 1 - Under the Open item selection area, enter the customer account: No payment advices were found notification
Search for Account: For example, 17100001. appears at the bottom of the view..
Account
Note If the customer account is not known, select the dropdown to
look up the customer.
Choose Post.
6 Scenario 1 - Clear the value from the Payt. Advice No. field and from the top of Post with Clearing Process open items view
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 Search for the view, select the Process Open Items. displays with all the customer documents
Payment available for clearing.
Advice
7 Scenario 1 – Since no invoice is selected, the Assigned field has a 0.00 value and Under Processing Status, the Not Assigned
Assign the Not Assigned field has an amount. The Not Assigned field must field is now 0.00.
be 0.00 to post the document. Note In the selected Document Number row,
Select the row of the Document Number to be cleared and choose red boxes display for CashDiscount and CDPer
the (Activate) Items button. fields. Either enter a discount or skip, if no
discount applies.
8 Scenario 1 - Choose Post and continue with the Final Step. The Lockbox: process checks view displays.
Post The Document XXXXXXXXXX was posted in
company code YYYY notification displays and
the status displays as a green square.
4 Post Clear Note There are three different scenarios to post and clear an invoice. A customer clearing document posts and the
Invoice Choose one of the scenarios that best serves your posting situation. document number displays in the 1 Document
(Scenario 2) The following steps are for Posted on acct.. field.
Choose Post.
5 Scenario 2 - Choose Post. Post with Clearing Process open items view
Post with displays with The difference is too large for
Error clearing notification at the bottom of the view.
6 Scenario 2 - Under Processing Status, since none of the invoices have been Not Assigned displays 0.00 and the document
Activate Item selected, the Assigned field displays a negative number and the Not is ready to be cleared.
Assigned field displays the amount to be cleared. The Not Assigned Note In the selected Document Number row,
field must be 0.00 to post the document. red boxes display for CashDiscount and CDPer
From the details of all the customer document numbers available for fields. Either enter a discount or skip, if no
clearing, select the row of the document number to cleared. discount applies.
Choose the (Activate) Items button.
7 Scenario 2 - Choose Post and continue with the Final Step. The Lockbox: process checks view displays.
Post The Document XXXXXXXXXX was posted in
company code YYYY notification displays and
the status becomes a green square.
4 Post Clear Note There are three different scenarios to post and clear an invoice. Post with Clearing Process open items view
Invoice Choose one of the scenarios that best serves your posting situation. displays with The difference is too large for
(Scenario 3) The following steps are for Part. Applied.. clearing notification at the bottom of the view.
Choose Post.

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 5 Scenario 3 - Under Processing Status, since none of the invoices have been Not Assigned displays 0.00 and the document
Activate Item selected, the Assigned field displays a negative number and the Not is ready to be cleared.
Assigned field displays the amount to be cleared. The Not Assigned Note In the selected Document Number row,
field must be 0.00 to post the document. red boxes display for CashDiscount and CDPer
From the details of all the customer document numbers available for fields. Either enter a discount or skip, if no
clearing, select the row of the document number to cleared. discount applies.
Choose the (Activate) Items button.
6 Scenario 3 - Choose Post and continue with the Final Step. The Lockbox: process checks view displays.
Post The Document XXXXXXXXXX was posted in
company code YYYY notification displays and
the status becomes a green square.
Final Display Item Expand the LOCKBOXDES LOCKBOXORI node and double-click the The 2 Document field displays the document
Step Details line with the green square icon. number from the previous step.

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