Welcome. In this tutorial you’ll learn about using the Exception Management System to accept or reject items flagged as exceptions during lockbox processing.
When your company subscribes to the Exception Management System (or EMS) for online decisions, your authorized users access EMS through Lockbox Image Browser.
In Lockbox Image Browser, click the menu icon in the lower-left corner, then select All apps. Expand the EMS Tools folder and select Exception Items.
After launching EMS, the exceptions for the current processing date display on the page. Use the filter tool to select a different date. Click the Refresh button to check for any processing exceptions identified since you last loaded exceptions to EMS.
If your company has more than one lockbox, select the appropriate lockbox from this drop-down.
You may see multiple exception types listed here. Double-click a type to list only those exception types.
Here you see two transactions from the batch ending 901 flagged as exceptions.
Select an item and click View Transaction to open the transaction in read-only mode. When you open a transaction in read-only mode, another user can work with it.
Select Edit Transaction to open the transaction in Edit mode. Edit mode locks the transaction items for ten minutes, so other users won’t be able to edit them.
Double-clicking an item opens the transaction in Edit mode.
This transaction is open in Edit mode. Note the message indicating the transaction is locked. Transaction one will appear with a lock icon to other EMS users who will be able to view the items in the transaction but will not be able to edit them.
The items in the transaction are listed in left panel. The center panel contains a preview of the selected item. Hover your mouse over an image to display image readability tools including zoom, rotate, and adjust brightness and contrast.
On the right side of the screen, you’ll find information that was captured for the item, and Transaction information including balancing details. If your company is set up for data entry, you’ll see that information here.
Pay and reject links are available at the item level as well as the transaction level. You can reject a specific item within a transaction, for example an unnecessary document, yet pay the overall transaction. Items or transactions that you reject will not be included in your company’s data or image transmissions.
When you’re reviewing exceptions, examine the items to become familiar with the transaction and identify any irregularity. Making an accept or reject decision may be as straightforward as viewing the scanned documents and researching the transaction in your company systems. To navigate through the items in the transaction, click on an item in the item list or use the back and forward buttons here to navigate through the list of exception items.
For the payment in this transaction, we see that the check number and check amount were captured accurately, the payee is correct, the check date is appropriate, and the check is signed. The payment and document totals for the transaction match.
Let’s look at the document, click the document thumbnail.
On the invoice, the invoice number and invoice amount have been captured. The invoice amount matches the payment. We’ll pay this transaction. Click Pay transaction. Next, click the forward button to move to the next transaction.
In this example, the company is set up with data entry and can add documents. The Check Dollar Amt is set up as a data entry field. Right away we can see the transaction does not balance.
The numerical check amount was captured as $8,072.60, but the written amount indicates $3,072.60. Let’s edit the check amount.
Click Edit.
The Check Dollar Amt field becomes editable. Change the 8 to 3 then click Save.
The check amount is updated. To illustrate, we’ve highlighted these instances on the screen.
The transaction is still out of balance. Note that there are two invoice numbers included in the check memo area, 15732 and 15755. Let’s look at the document. Click the document thumbnail.
The customer account number and invoice amount have been captured accurately from the document. The Invoice number (15755) is one that was included in the check memo area.
After referencing your receivables system, you verify that this customer was also invoiced $1,072.00, the difference shown here, in the prior month and the invoice number was 15732, as referenced in the check memo area. So, this payment covers the two invoices.
The Add Documents feature allows you to insert a placeholder for the missing invoice and balance the transaction. Click the Add icon. A document placeholder is added to the transaction. Click the new document thumbnail.
To enter the invoice number and amount, edit the data entry fields. Click Edit, then enter the invoice number and amount. Click Save.
Now the transaction balances. Click Pay transaction. Note the icon you’d use to move to the next transaction is inactive. This indicates you’ve reached the end of the exceptions list. Click the arrow to return to the Exception Items list.
The list reflects the exceptions at the time you last imported them into EMS. Click the icon to refresh the list.
The disposition of the transaction and the disposition of each item are indicated. Any exceptions identified since you last loaded items to EMS will also display.
Some Important Notes. You can return to EMS any time before the decision cutoff to change your decision. Any items you have not decisioned by the cutoff time are assigned the default decision you selected at implementation, either pay or reject. Items you reject or that receive a default decision of reject, are not included in your data or image transmissions.
Thank you for watching this tutorial where you learned about using the Exception Management System online decision tool.