wholesales lock box specs

Wholesale Lockbox Remittance Processing

BAI File Specification

Wells Fargo Bank January 2007

TM-2012

3

CONTENTS

Introduction 4 File Structure 5 File Record Specifications 8

Table Key 8 Type 1 Record – Immediate Address Header 8 Type 2 Record – Service 9 Type 5 Record – Lockbox Header 9 Type 6 Record – Detail 10 Type 4 Record – Overflow 11 Type 7 Record – Batch Total 12 Type 8 Record – Service Total 13 Type 9 Record – Destination Trailer 13

Sample File 14

4 WHOLESALE LOCKBOX BAI FILE SPECIFICATION

Introduction Our Automated Lockbox System allows you to efficiently post customer remittances to your accounts receivable system by providing lockbox transaction information in a data file. This specification describes the structure and content of data files based on the industry-standard BAI 2 (Bank Administration Institute version 2) format.

When receiving data files from the Automated Lockbox System:

There is typically one transmission per deposit date. Multiple transmissions are available, if needed.

A file contains all acceptable remittances processed and deposited to your account for that deposit date.

Remittances are grouped by lockbox for transmission.

Within each lockbox group, remittances are sub-grouped into one or more batches with item and dollar totals at the batch level.

Within each batch, remittances are uniquely identified by a transmission sequence number.

Remittance data includes the information from the MICR line on the check, the remittance amount, and invoice information.

F ILE STRUCTURE 5

File Structure Wholesale Lockbox BAI-format files are composed of the following record types.

Type 1 Immediate address header record – marks the beginning of a file and identifies both the source (Wells Fargo) and the destination (your company) of the data.

Type 2 Service record – identifies the purpose, content, and physical characteristics of the data.

Type 5 Lockbox header record – provides information that is common to all items for the lockbox.

Type 6 Detail record – contains the data associated with a check. There is one detail record per remittance.

Type 4 Overflow record – contains invoice information related to the check. Type 7 Batch total record – marks the end of a batch. Used for balance and

control purposes. Type 8 Service total record – marks the end of all batches for a lockbox.

Used for balance and control purposes. Type 9 Destination trailer record – marks the end of a file and includes the

total number of records transmitted. Each Wholesale Lockbox BAI-format file is structured as shown in the following diagram.

Type 5 – lockbox header record

Type 2 – service record

Type 1 – immediate address header record

Type 7 – batch total record

Type 9 – destination trailer record

Type 8 – service total record

Type 6 – detail record

Type 4 – overflow record

a

bc

d

Each file begins with a type 1 and type 2 record and ends with a type 9 record.

Each lockbox reported in the file begins with a type 5 record and ends with a type 8 record.

Within each lockbox section are one or more batches. The end of each batch is marked with a type 7 record.

Information for each check and remittance is contained in a type 6 record and one or more type 4 records.


Example 1

The following is an example of a file with:

One lockbox ( ).

One batch ( ).

Three items. The first two items ( and ) have one type 4 record each, and the third item ( ) has two type 4 records.














a

c

bd

e

F ILE STRUCTURE 7

Example 2

The following is an example of a file with two lockboxes.

The first lockbox ( ) includes two batches ( and ).

The second lockbox ( ) includes one batch ( ).





























a

b

c

d

e


File Record Specifications

Table Key

Column Name Description No Field number. Field Field name. Pos Starting and ending positions of the field within the record. Size Number of characters in the field. Type Identifies the type of data in the field.

AN – Alphanumeric N – Numeric

Description Description of the field contents.

Type 1 Record – Immediate Address Header

This record is always the first record in the file.

No Field Pos Size Type Description 1 Record type 1 1 N Always 1. 2 Priority code 2 – 3 2 N Always 00 (two zeros). 3 Destination 4 – 13 10 AN Number identifying you as the receiver of the file (typically your lockbox DDA

account number). Left-justified, space-filled. 4 Origin 14 – 23 10 AN Wells Fargo’s routing/transit number. Left-justified, space-filled. 5 Date 24 – 29 6 N Processing date (date that the data was entered into the system). Format

YYMMDD. 6 Time 30 – 33 4 N Processing time (time that the data was entered into the system) in Central

Time. Military time (24-hour format) in format HHMM. 7 Reserved 34 – 300 267 AN Space-filled.

F ILE RECORD SPECIFICATIONS 9

Type 2 Record – Service

This record always follows the type 1 record.

No Field Pos Size Type Description 1 Record type 1 1 N Always 2. 2 Ultimate network

address 2 – 11 10 AN Same as field 3 (destination) in the type 1 record. Left-justified, space-filled.

3 Ultimate network origin

12 – 21 10 AN Same as field 4 (origin) in the type 1 record. Left-justified, space-filled.

4 Reference code 22 – 31 10 N Zero-filled. 5 Service type 32 – 34 3 N Always 400. 6 Record size 35 – 37 3 N Always 300. 7 Blocking factor 38 – 41 4 N Indicates the number of characters in a block of data. Always 0300. 8 Format code 42 1 N Always 1. 9 Reserved 43 – 300 258 AN Space-filled.

Type 5 Record – Lockbox Header

The file includes one type 5 record per lockbox. For the first lockbox in the file, the type 5 record follows the type 2 (service) record. For all other lockboxes, the type 5 record follows a type 8 (service total) record.

No Field Pos Size Type Description 1 Record type 1 1 N Always 5. 2 Reserved 2 – 7 6 N Zero-filled. 3 Lockbox number 8 – 14 7 N Right-justified, zero-filled. 4 Date 15 – 20 6 N Processing date. Format YYMMDD 5 Processing

destination 21 – 30 10 AN Same as field 3 (destination) in the type 1 record. Left-justified, space-filled.

6 Processing origin 31 – 40 10 AN Same as field 4 (origin) in the type 1 record. Left-justified, space-filled. 7 Reserved 41 – 300 260 AN Space-filled.


Type 6 Record – Detail

The file includes one type 6 record per transaction.

No Field Pos Size Type Description 1 Record type 1 1 N Always 6. 2 Batch number 2 – 4 3 N Unique batch number. Right-justified, zero-filled. 3 Item number 5 – 7 3 N Sequential number which identifies each remittance within the batch. Right-

justified, zero-filled. 4 Remittance amount 8 – 17 10 N Format $$$$$$$$¢¢. Right-justified, zero-filled, implied decimal. 5 Remittance RTN 18 – 26 9 AN Routing/transit number from the MICR line of the check. If none, space-

filled. 6 Remittance account

number 27 – 36 10 AN Account number from the MICR line of the check, excluding any embedded

spaces or dashes. Left-justified, space-filled. If none, space-filled 7 Check number 37 – 46 10 AN Left-justified, space-filled. Truncated if exceeds ten characters. 8 Check level user-

defined field 1 47 – 76 30 AN Left-justified, space-filled. If none, space-filled.

9 Filler 77 – 80 4 AN Space-filled. 10 Vicor TID 81 – 87 7 N Assigned for scanning/image research purposes. Right-justified. If none,

zero-filled. 11 Check date 88 – 93 6 N Format YYMMDD. Default is 111111. 12 Check level remitter

name 94 – 123 30 AN Left-justified, space-filled. If none, space-filled.

13 Check level remitter account number

124 – 153 30 AN Customer number or other identifier you use to identify the party submitting the check. Left-justified, space-filled. If none, space-filled.

14 Postmark date 154 – 159 6 N Format YYMMDD. Default is 111111. 15 Remitter zip code. 160 – 168 9 AN Left-justified. If none, space-filled. 16 Envelope sequence

number 169 – 171 3 N Right-justified. If none, zero-filled.

17 Check level user-defined field 2

172 – 201 30 AN Left-justified, space-filled. If none, space-filled.

18 Check level user-defined field 3

202 – 231 30 AN Left-justified, space-filled. If none, space-filled.

19 Check level user defined dollar field 1

232 – 242 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.

20 Reserved 243 – 300 58 AN Space-filled.


Type 4 Record – Overflow

One or more type 4 records are used per transaction for invoice information related to the check. Type 4 records follow their associated type 6 (detail) records.

No Field Pos Size Type Description 1 Record type 1 1 N Always 4. 2 Batch number 2 – 4 3 N Same as the batch number for the associated 6 record. Right-justified, zero-

filled. 3 Item number 5 – 7 3 N Same as the item number for the associated 6 record. Sequential number

which identifies a given remittance within the batch. Right-justified, zero-filled.

4 Overflow type 8 1 N Always 6. 5 Overflow sequence

number 9 – 10 2 N Sequence number of this record within all type 4 records for a transaction.

Right-justified, zero-filled. 6 Last indicator. 11 1 N 0 – There are one ore more additional 4 records following this record.

9 – This is the last 4 record for the transaction. 7 Invoice number 12 – 26 15 AN Left-justified, space-filled. if none, default is N/A. 8 Invoice amount 27 – 36 10 N Format $$$$$$$$¢¢. Right-justified, zero-filled, implied decimal. 9 Invoice level user-

defined field 1 37 – 66 30

AN Left-justified, space-filled. If none, space-filled.

10 Filler 67 – 80 14 AN Space-filled. 11 Invoice date 81 – 86 6 AN Format YYMMDD. Default 111111. 12 Gross invoice

amount 87 – 97 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.

13 Discount invoice amount


14 Invoice remitter account number with lockbox customer

109 – 138 30 AN Customer number or other identifier you use to identify a customer in addition to the check remitter identified in the associated 6 record. Used when a single check is used for payments to multiple customer accounts. Left-justified, space-filled. If none, space-filled.

15 Envelope sequence number

139 – 141 3 N Same as the envelope sequence number in the associated 6 record. Right-justified. If none, zero-filled.

16 Invoice amount due 142 – 152 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal. 17 Invoice level user-

defined field 2 153 – 182 30 AN Left-justified, space-filled. If none, space-filled

18 Invoice level user-defined field 3

183 – 212 30 AN Left-justified, space-filled. If none, space-filled

19 Invoice level user-defined field 4

213 – 242 30 AN Left-justified, space-filled. If none, space-filled

20 Invoice level user-defined dollar field 1



No Field Pos Size Type Description 21 Invoice level user-

defined dollar field 2






24 Invoice level user-defined date field

287 – 292 6 AN Format YYMMDD. Default 111111.

25 Reserved 293 – 300 8 AN Space-filled.

Type 7 Record – Batch Total

A type 7 record marks the end of a batch and is used for balance and control purposes. A type 7 record follows the last type 6 (detail) or type 4 (overflow) record in the batch.

No Field Pos Size Type Description 1 Record type 1 1 N Always 7. 2 Batch number 2 – 4 3 N Same as the batch number used in the 6 records and 4 records within the

batch. Right-justified, zero-filled. 3 Last item number 5 – 7 3 N Right-justified, zero-filled. 4 Lockbox number 8 – 14 7 AN Same as the lockbox number in the associated type 5 record. Right-justified,

zero-filled. 5 Processing date 15 – 20 6 N Format YYMMDD. 6 Item count 21 – 23 3 N Number of remittances in the batch, which equals the number of 6 records in

the batch. Right-justified, zero-filled. 7 Batch total amount 24 – 33 10 N Remittance dollar total of the batch. Format $$$$$$$$¢¢. Right-justified, zero-

filled, implied decimal. 8 Batch summary

data 34 – 300 267 AN If none, space-filled.


Type 8 Record – Service Total

A type 8 record follows the last type 7 (batch total) record for a lockbox.

No Field Pos Size Type Description 1 Record type 1 1 N Always 8. 2 Last batch number 2 – 4 3 N Right-justified, zero-filled. 3 Last item number 5 – 7 3 N Right-justified, zero-filled. 4 Lockbox number 8 – 14 7 AN Same as the lockbox number in the associated type 5 record. Right-justified,

zero-filled. 5 Processing date 15 – 20 6 N Format YYMMDD. 6 Item count 21 – 23 3 N Number of remittances for this lockbox, which equals the number of 6 records

in the lockbox. Right-justified, zero-filled. 7 Lockbox total

amount 24 – 33 10 N Remittance dollar total for the lockbox. Format $$$$$$$$¢¢. Right-justified,

zero-filled, implied decimal. 8 Filler 34 1 AN Space-filled. 9 Batch count 35 – 37 3 N Number of batches for the lockbox. Right-justified, zero-filled. 10 Reserved 38 – 80 44 AN Space-filled.

Type 9 Record – Destination Trailer

The type 9 record is the last record in the file.

No Field Pos Size Type Description 1 Record type 1 1 N Always 9. 2 Record count 2 – 7 6 N Total number of records in the file, including this 9 record. Right-justified, zero-

filled. 3 Reserved 8 – 80 72 AN Space-filled.


Sample File 1001234567890121000248 0611101648 21234567890121000248 000000000040008000801 500000077777770611101234567890121000248 6001001000000111112100024812345678902433440001Check User Defined Field 1 0000VID060401Remitter Name Account Number 060804012345678001Check User Defined Field 2 Check User Defined Field 3 00000000000 400100160194873201 0000001111Invoice User Defined Field 1 0611010000000111100000001111 00000001111Invoice User Defined Field 2 Invoice User Defined Field 3 Invoice User Defined Field 4 00000000000000000000000000000000000000000000111111 6001002000000222212100024812345678902433440002Check User Defined Field 1 0000VID060401Remitter Name Account Number 060804012345678002Check User Defined Field 2 Check User Defined Field 3 00000000000 400100260104873202 0000001111 0611010000000111100000001111 00000001111Invoice User Defined Field 2 Invoice User Defined Field 3 Invoice User Defined Field 4 00000000000000000000000000000000000000000000111111 400100260294873202 0000001111 0611010000000111100000001111 00000001111Invoice User Defined Field 2 Invoice User Defined Field 3 Invoice User Defined Field 4 00000000000000000000000000000000000000000000111111 6001003000000333312100024812345678902433440003Check User Defined Field 1 0000VID060401Remitter Name Account Number 060804012345678003Check User Defined Field 2 Check User Defined Field 3 00000000000 700100377777770611100030000006666 800100377777770611100030000036666 001 9000012

You can also click on the following icon to open the sample file in a text editor.

WholesaleLockbox_BAI_SampleFile.txt

http://tmu.homestead.wellsfargo.com/uploads/docs/pkg218.txt

wholesales lock box specs

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