10. Lockbox File Specifications - BAI.pdf
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- Solicitation number
- ITN-11430
- Issued by
- Leon County, Florida
About this file
This is a BAI file specification document from Wells Fargo Bank for lockbox remittance processing services related to a Florida Department of Financial Services Treasury Concentration Account Financial Services contract opportunity. The document details the technical specifications for the BAI (Bank Administration Institute version 2) format used in automated lockbox systems, which allows for efficient posting of customer remittances to accounts receivable systems. The specification outlines the file structure, record types, and data formats used in transmitting lockbox transaction information.
The document provides detailed technical specifications for nine different record types including address headers, service records, lockbox headers, detail records, overflow records, batch totals, service totals, and destination trailers. Each record type includes specific field requirements with descriptions of field positions, sizes, and data types. The specification is accompanied by sample file layouts and examples demonstrating single and multiple lockbox scenarios with various batch configurations.
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Text version
Exhibit 5 to Addendum 1
© 2024 Wells Fargo Bank, N.A. Member FDIC.
Lockbox Remittance Processing
BAI File Specifications
Contents
3 Introduction
4 File Structure
7 File Record Specifications
7 Table Key 7 Type 1 Record – Immediate Address Header 8 Type 2 Record – Service 8 Type 5 Record – Lockbox Header 9 Type 6 Record – Detail 10 Type 4 Record – Overflow 11 Type 7 Record – BatchTotal 12 Type 8 Record – ServiceTotal 12 Type 9 Record – DestinationTrailer
13 Sample File
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.
File structure 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 onedetail record per remittance.
Type 4 Overflow record – contains invoice information related to thecheck.
Type 7 Batch total records – 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 Lockbox BAI-format file is structured as shown in the following diagram.
Type 1 – immediate address header record
Type 2 – service record
A
Type 5 – lockbox header record
B C D
Type 6 – detail record
Type 4 – overflow record
Type 7 – batch total record
Type 8 – service total record
Type 9 – destination trailer record
A. Each file begins with a type 1 and type 2 record and ends with a type 9 record.
B. Each lockbox reported in the file begins with a type 5 record and ends with a type 8 record.
C. Within each lockbox section are one or more batches. The end of each batch is marked with a type 7 record.
D. 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 (A)
• One batch (B)
• Three items. The first two items (C and D) have one type 4 record each, and the third item
(E) has two type 4 records.
Type 1 – immediate address header record
Type 2 – service record
Type 5 – lockbox header record
A B
C Type 6 – detail record
Type 4 – overflow record
D Type 6 – detail record
Type 4 – overflow record
E
Type 6 – detail record
Type 4 – overflow record
Type 4 – overflow record
Type 7 – batch total record
Type 8 – service total record
Type 9 – destination trailer record
Example 2
The following is an example of a file with two lockboxes.
• The first lockbox (A) includes two batches (B and C).
• The second lockbox (D) includes one batch (E).
Type 1 – immediate address header record
Type 2 – service record
Type 5 – lockbox header record
A
B
Type 6 – detail record
Type 4 – overflow record
Type 6 – detail record
Type 4 – overflow record
Type 6 – detail record
Type 4 – overflow record
Type 7 – batch total record
C
Type 6 – detail record
Type 4 – overflow record
Type 6 – detail record
Type 4 – overflow record
Type 6 – detail record
Type 4 – overflow record
Type 7 – batch total record
Type 8 – service total record
Type 5 – lockbox header record
D E
Type 6 – detail record
Type 4 – overflow record
Type 6 – detail record
Type 4 – overflow record
Type 6 – detail record
Type 4 – overflow record
Type 7 – batch total record
Type 8 – service total record
Type 9 – destination trailer record
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.
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 $$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
5 Remittance RTN 18 – 26 9 AN Routing/transit number from the MICR line of the check. If none, space- filled.
6 Remittance account number
27 – 36 10 AN Account number from the MICR line of the check, excluding any embedded spaces or dashes. Left-justified, space-filled. If none, space-filled.
7 Check number 37 – 46 10 AN Left-justified, space-filled. Truncated if exceeds ten characters.
8 Check level user-defined field 1
47 – 76 30 AN Left-justified, space-filled. If none, space-filled.
9 Filler 77 – 80 4 AN Space-filled.
10 Vicor TID 81 – 87 7 N Assigned for scanning/image research purposes.
Right-justified. If none, zero-filled.
11 Check date 88 – 93 6 N Format YYMMDD. Default is 111111.
12 Check level remitter name
94 – 123 30 AN Left-justified, space-filled. If none, space-filled.
13 Check level remitter account number
124 – 153 30 AN Customer number or other identifier you use to identify the party submitting the check.
Left-justified, space-filled. If none, space-filled.
14 Postmark date 154 – 159 6 N Format YYMMDD. Default is 111111.
15 Remitter zip code 160 – 168 9 AN Left-justified. If none, space-filled.
16 Envelope sequence number
169 – 171 3 N Right-justified. If none, zero-filled.
17 Check level user- defined field 2
172 – 201 30 AN Left-justified, space-filled. If none, space-filled.
18 Check level user- defined field 3
202 – 231 30 AN Left-justified, space-filled. If none, space-filled.
19 Check level user-defined dollar field 1
232 – 242 11 N Format $$$$$$$$$¢¢.
Right-justified, zero-filled, implied decimal.
20 Reserved 243 – 300 58 AN Space-filled.
Type 4 record – Overflow
One or more type 4 records are used per transaction for invoice information related to the check. Type 4 records follow their associated type 6 (detail) records.
No Field Pos Size Type Description
1 Record type 1 1 N Always 4.
2 Batch number 2 – 4 3 N Same as the batch number for the associated 6 record.
Right-justified, zero- filled.
3 Item number 5 – 7 3 N Same as the item number for the associated 6 record.
Sequential number which identifies a given remittance within the batch.
Right-justified, zero- filled.
4 Overflow type 8 1 N Always 6.
5 Overflow sequence number
9 – 10 2 N Sequence number of this record within all type 4 records for a transaction. Right-justified, zero-filled.
6 Last indicator. 11 1 N 0 – There are one or more additional 4 records following this record.
9 – This is the last 4 record for the transaction.
7 Invoice number 12 – 26 15 AN Left-justified, space-filled. If none, default is N/A.
8 Invoice amount 27 – 36 10 N Format $$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
9 Invoice level user-defined field 1
37 – 66 30 AN Left-justified, space-filled. If none, space-filled.
10 Filler 67 – 80 14 AN Space-filled.
11 Invoice date 81 – 86 6 AN Format YYMMDD. Default 111111.
12 Gross invoice amount
87 – 97 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
13 Discount invoice amount
98 – 108 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
14 Invoice remitter account number with lockbox customer
109 – 138 30 AN Customer number or other identifier you use to identify a customer in addition to the check remitter identified in the associated 6 record. Used when a single check is used for payments to multiple customer accounts.
Left-justified, space-filled. If none, space-filled.
15 Envelope sequence number
139 – 141 3 N Same as the envelope sequence number in the associated 6 record. Right- justified. If none, zero-filled.
16 Invoice amount due 142 – 152 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
17 Invoice level user-defined field 2
153 – 182 30 AN Left-justified, space-filled. If none, space-filled
18 Invoice level user-defined field 3
183 – 212 30 AN Left-justified, space-filled. If none, space-filled
19 Invoice level user-defined field 4
213 – 242 30 AN Left-justified, space-filled. If none, space-filled
20 Invoice level user- defined dollar field 1
243 – 253 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
21 Invoice level user-defined dollar field 2
254 – 264 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
22 Invoice level user-defined dollar field 3
265 – 275 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
23 Invoice level user-defined dollar field 4
276 – 286 11 N Format $$$$$$$$$¢¢. Right-justified, zero-filled, implied decimal.
24 Invoice level user-defined date field
287 – 292 6 AN Format YYMMDD. Default 111111.
25 Reserved 293 – 300 8 AN Space-filled.
Type 7 record – Batch Total
A type 7 record marks the end of a batch and is used for balance and control purposes. A type 7 record follows the last type 6 (detail) or type 4 (overflow) record in the batch.
No Field Pos Size Type Description
1 Record type 1 1 N Always 7.
2 Batch number 2 – 4 3 N Same as the batch number used in the 6 records and 4 records within the batch. Right-justified,zero-filled.
3 Last item number 5 – 7 3 N Right-justified, zero-filled.
4 Lockbox number 8 – 14 7 AN Same as the lockbox number in the associated type 5 record. Right-justified, zero-filled.
5 Processing date 15 – 20 6 N Format YYMMDD.
6 Item count 21 – 23 3 N Number of remittances in the batch, which equals the number of 6 records in the batch.
Right-justified, zero-filled.
7 Batch total amount
24 – 33 10 N Remittance dollar total of the batch.
Format $$$$$$$$¢¢.
Right-justified, zero- filled, implied decimal.
8 Batch summary data
34 – 300 267 AN If none, space-filled.
Type 8 record – Service Total
A type 8 record follows the last type 7 (batch total) record for a lockbox.
No Field Pos Size Type Description
1 Record type 1 1 N Always 8.
2 Last batch number 2 – 4 3 N Right-justified, zero-filled.
3 Last item number 5 – 7 3 N Right-justified, zero-filled.
4 Lockbox number 8 – 14 7 AN Same as the lockbox number in the associated type 5 record. Right-justified, zero-filled.
5 Processing date 15 – 20 6 N Format YYMMDD.
6 Item count 21 – 23 3 N Number of remittances for this lockbox, which equals the number of 6 records in the lockbox.
Right-justified, zero-filled.
7 Lockbox total amount
24 – 33 10 N Remittance dollar total for the lockbox. Format $$$$$$$$¢¢. 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
| ex5.pdf |
| Exhibit 5 - Lockbox File Specifications - BAI.pdf |
| 3 Introduction |
| 13 Sample File |
| Introduction |
| File structure |
| Example 1 |
| Example 2 |
| File record specifications |
| Table Key |
| Type 2 record – Service |
| Type 5 record – Lockbox Header |
| Type 6 record – Detail |
| Type 4 record – Overflow |
| Type 7 record – Batch Total |
| Type 8 record – Service Total |
| Type 9 record – Destination Trailer |
Sample file
File details come from the government source that posted it. Updated .