EDI 823 Lockbox

Functional Group LB

X12F Finance Subcommittee

This Draft Standard for Trial Use contains the format and establishes the data contents of the Lockbox Transaction Set (823) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to transmit lockbox (incoming payments) information and totals from a bank or any other lockbox service provider to a company.

Heading

1. 010 · ST · Transaction Set Header · Max 1 · Mandatory

   To indicate the start of a transaction set and to assign a control number

2. N1 Loop Mandatory Repeat 2

   1. 020 · N1 · Name · Max 1 · Mandatory

      To identify a party by type of organization, name and code

      Mandatory: Lockbox (LBX) depository bank ID; optionally, identify ultimate recipient (company who has the LBX) of the LBX information.

   2. 030 · N2 · Additional Name Information · Max 2 · Optional

      To specify additional names or those longer than 35 characters in length

   3. 040 · N3 · Address Information · Max 2 · Optional

      To specify the location of the named party

   4. 050 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

   5. 060 · REF · Reference Numbers · Max 12 · Optional

      To specify identifying numbers.

   6. 070 · PER · Administrative Communications Contact · Max 3 · Optional

      To identify a person or office to whom administrative communications should be directed

3. 080 · TRN · Trace · Max 1 · Optional

   To uniquely identify a transaction to an application.

   The TRN segment is used to uniquely identify a lockbox transaction set.

4. 090 · DTM · Date/Time Reference · Max 2 · Optional

   To specify pertinent dates and times

   The DTM segment can be used to indicate the transaction creation (and, optionally, time) and the cutoff date and time for lockbox transactions reported in this transaction set.

Detail

1. DEP Loop Mandatory Repeat 100

   1. 010 · DEP · Deposit · Max 1 · Mandatory

      To indicate the lockbox ID, date, time, deposit number and bank account information.

      DEP segment contains LBX ID number, depository bank ABA number, and bank acct. number, deposit date/time.

   2. 020 · AMT · Monetary Amount · Max 1 · Mandatory

      To indicate the total monetary amount.

      AMT = Total deposit dollars.

   3. 030 · QTY · Quantity · Max 2 · Mandatory

      To specify quantity information.

      QTY = Number of batches in deposit; number of checks in deposit.

   4. 040 · REF · Reference Numbers · Max 5 · Optional

      To specify identifying numbers.

      REF = Identifies deposit number and/or deposit sequence number.

   5. 050 · DTM · Date/Time Reference · Max 10 · Optional

      To specify pertinent dates and times

      Identifies processing or other date/time information.

   6. BAT Loop Optional Repeat 100

      1. 060 · BAT · Batch · Max 1 · Mandatory

         To indicate batch identifying information.

      2. 070 · AVA · Funds Availability · Max 10 · Optional

         To indicate the funds availability in days.

      3. 080 · AMT · Monetary Amount · Max 1 · Optional

         To indicate the total monetary amount.

         AMT = Total batch dollars.

      4. 090 · QTY · Quantity · Max 1 · Optional

         To specify quantity information.

         QTY = Number of checks in batch.

      5. 100 · DTM · Date/Time Reference · Max 10 · Optional

         To specify pertinent dates and times

         DTM = Identifies processing or other date/time information.

      6. BPR Loop Optional Repeat >1

         1. 110 · BPR · Beginning Segment for Payment Order/Remittance Advice · Max 1 · Mandatory

            (1) To indicate the beginning of a PaymentOrder/Remittance Advice Transaction Set and total payment amount or (2) to enable related transfer of funds and/or information from payer to payee to occur

            The BPR segment identifies the payment method.

         2. 120 · CUR · Currency · Max 1 · Optional

            To specify the currency (dollars, pounds, francs, etc.) used in a transaction

         3. 130 · REF · Reference Numbers · Max >1 · Optional

            To specify identifying numbers.

            REF = Identifies payee code, MICR line, check number and scan line.

         4. 140 · DTM · Date/Time Reference · Max >1 · Optional

            To specify pertinent dates and times

            DTM = Identifies check date, postmark date, date/time check received by LBX.

         5. 142 · AVA · Funds Availability · Max 1 · Optional

            To indicate the funds availability in days.

         6. ADX Loop Optional Repeat >1

            1. 144 · ADX · Adjustment · Max 1 · Mandatory

               To convey accounts payable adjustment information for the purpose of cash application, including payer-generated debit/credit memos

               This ADX loop contains adjustment items which are not netted to an RMR segment in this transaction set.

            2. 145 · NTE · Note/Special Instruction · Max >1 · Optional

               To transmit information in a free-form format, if necessary, for comment or special instruction

            3. 146 · PER · Administrative Communications Contact · Max >1 · Optional

               To identify a person or office to whom administrative communications should be directed

            4. 147 · DTM · Date/Time Reference · Max 1 · Optional

               To specify pertinent dates and times

            5. REF Loop Optional Repeat >1

               1. 148 · REF · Reference Numbers · Max 1 · Mandatory

                  To specify identifying numbers.

               2. 149 · DTM · Date/Time Reference · Max >1 · Optional

                  To specify pertinent dates and times

            6. IT1 Loop Optional Repeat >1

               1. 150 · IT1 · Baseline Item Data (Invoice) · Max 1 · Mandatory

                  To specify the basic and most frequently used line item data for the invoice and related transactions.

                  Loop IT1 within the ADX loop is the adjustment line detail loop.

               2. REF Loop Optional Repeat >1

                  1. 151 · REF · Reference Numbers · Max 1 · Mandatory

                     To specify identifying numbers.

                  2. 152 · DTM · Date/Time Reference · Max 1 · Optional

                     To specify pertinent dates and times

               3. SAC Loop Optional Repeat >1

                  1. 153 · SAC · Service, Promotion, Allowance, or Charge Information · Max 1 · Mandatory

                     To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

                  2. 154 · TXI · Tax Information · Max >1 · Optional

                     To specify tax information.

               4. SLN Loop Optional Repeat >1

                  1. 155 · SLN · Subline Item Detail · Max 1 · Mandatory

                     To specify product subline detail item data

                  2. REF Loop Optional Repeat >1

                     1. 156 · REF · Reference Numbers · Max 1 · Mandatory

                        To specify identifying numbers.

                     2. 157 · DTM · Date/Time Reference · Max >1 · Optional

                        To specify pertinent dates and times

                  3. SAC Loop Optional Repeat >1

                     1. 158 · SAC · Service, Promotion, Allowance, or Charge Information · Max 1 · Mandatory

                        To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

                     2. 159 · TXI · Tax Information · Max >1 · Optional

                        To specify tax information.

         7. N1 Loop Optional Repeat 200

            1. 160 · N1 · Name · Max 1 · Mandatory

               To identify a party by type of organization, name and code

               N1 = Identifies payer/remitter name, number.

            2. 170 · N2 · Additional Name Information · Max 2 · Optional

               To specify additional names or those longer than 35 characters in length

            3. 180 · N3 · Address Information · Max 2 · Optional

               To specify the location of the named party

            4. 190 · N4 · Geographic Location · Max 1 · Optional

               To specify the geographic place of the named party

            5. 200 · REF · Reference Numbers · Max 12 · Optional

               To specify identifying numbers.

            6. 210 · PER · Administrative Communications Contact · Max 3 · Optional

               To identify a person or office to whom administrative communications should be directed

         8. RMR Loop Optional Repeat >1

            1. 220 · RMR · Remittance Advice Accounts Receivable Open Item Reference · Max 1 · Mandatory

               To specify the accounts receivable open item(s) to be included in the cash application and to convey the appropriate detail

               Loop RMR is for open items being referenced or for payment on account.

            2. 230 · N1 · Name · Max 1 · Optional

               To identify a party by type of organization, name and code

               N1 = Identifies payer name, number if distinct from remitter name, number.

            3. 240 · CUR · Currency · Max 1 · Optional

               To specify the currency (dollars, pounds, francs, etc.) used in a transaction

            4. 250 · REF · Reference Numbers · Max >1 · Optional

               To specify identifying numbers.

               REF = Identifies scan line.

            5. 260 · DTM · Date/Time Reference · Max >1 · Optional

               To specify pertinent dates and times

               DTM = Identifies document date.

            6. IT1 Loop Optional Repeat >1

               1. 270 · IT1 · Baseline Item Data (Invoice) · Max 1 · Mandatory

                  To specify the basic and most frequently used line item data for the invoice and related transactions.

                  Loop IT1 within the RMR loop is the remittance line detail loop.

               2. REF Loop Optional Repeat >1

                  1. 280 · REF · Reference Numbers · Max 1 · Mandatory

                     To specify identifying numbers.

                  2. 290 · DTM · Date/Time Reference · Max 1 · Optional

                     To specify pertinent dates and times

               3. SAC Loop Optional Repeat >1

                  1. 300 · SAC · Service, Promotion, Allowance, or Charge Information · Max 1 · Mandatory

                     To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

                  2. 310 · TXI · Tax Information · Max >1 · Optional

                     To specify tax information.

               4. SLN Loop Optional Repeat >1

                  1. 320 · SLN · Subline Item Detail · Max 1 · Mandatory

                     To specify product subline detail item data

                  2. REF Loop Optional Repeat >1

                     1. 330 · REF · Reference Numbers · Max 1 · Mandatory

                        To specify identifying numbers.

                     2. 340 · DTM · Date/Time Reference · Max >1 · Optional

                        To specify pertinent dates and times

                  3. SAC Loop Optional Repeat >1

                     1. 350 · SAC · Service, Promotion, Allowance, or Charge Information · Max 1 · Mandatory

                        To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

                     2. 360 · TXI · Tax Information · Max >1 · Optional

                        To specify tax information.

            7. ADX Loop Optional Repeat >1

               1. 370 · ADX · Adjustment · Max 1 · Mandatory

                  To convey accounts payable adjustment information for the purpose of cash application, including payer-generated debit/credit memos

                  This ADX loop can only contain adjustment information for the immediately preceding RMR segment and affects the amount (RMR04) calculation. If this adjustment amount is not netted to the immediately preceding RMR, use the outer ADX loop.

               2. 380 · NTE · Note/Special Instruction · Max >1 · Optional

                  To transmit information in a free-form format, if necessary, for comment or special instruction

               3. 390 · PER · Administrative Communications Contact · Max >1 · Optional

                  To identify a person or office to whom administrative communications should be directed

               4. REF Loop Optional Repeat >1

                  1. 400 · REF · Reference Numbers · Max 1 · Mandatory

                     To specify identifying numbers.

                  2. 410 · DTM · Date/Time Reference · Max >1 · Optional

                     To specify pertinent dates and times

               5. IT1 Loop Optional Repeat >1

                  1. 420 · IT1 · Baseline Item Data (Invoice) · Max 1 · Mandatory

                     To specify the basic and most frequently used line item data for the invoice and related transactions.

                     Loop IT1 within the ADX loop is the adjustment line detail loop.

                  2. REF Loop Optional Repeat >1

                     1. 430 · REF · Reference Numbers · Max 1 · Mandatory

                        To specify identifying numbers.

                     2. 440 · DTM · Date/Time Reference · Max 1 · Optional

                        To specify pertinent dates and times

                  3. SAC Loop Optional Repeat >1

                     1. 450 · SAC · Service, Promotion, Allowance, or Charge Information · Max 1 · Mandatory

                        To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

                     2. 460 · TXI · Tax Information · Max >1 · Optional

                        To specify tax information.

                  4. SLN Loop Optional Repeat >1

                     1. 470 · SLN · Subline Item Detail · Max 1 · Mandatory

                        To specify product subline detail item data

                     2. REF Loop Optional Repeat >1

                        1. 480 · REF · Reference Numbers · Max 1 · Mandatory

                           To specify identifying numbers.

                        2. 490 · DTM · Date/Time Reference · Max >1 · Optional

                           To specify pertinent dates and times

                     3. SAC Loop Optional Repeat >1

                        1. 500 · SAC · Service, Promotion, Allowance, or Charge Information · Max 1 · Mandatory

                           To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

                        2. 510 · TXI · Tax Information · Max >1 · Optional

                           To specify tax information.

Summary

1. 010 · SE · Transaction Set Trailer · Max 1 · Mandatory

   To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments).