Yardi Voyager Lockbox Processing Setup and Payment Posting Guide

Configure lockbox in Yardi Voyager by confirming the bank lockbox setup, mapping the lockbox file to the right properties/charges, then importing the file into the Lockbox module and posting payments in a controlled batch. Finally, reconcile totals to the bank and fix exceptions (unknown payer, wrong invoice, over/underpayment) before closing the day.

 

Before starting (even if everything is “already set”)

 

• Lockbox agreement is active with the bank and they confirmed the file format (often BAI2, CSV, or bank-specific).
• Voyager permissions include Lockbox import/posting, Cash Management, and Receivables posting.
• Bank account is set up in Voyager and tied to the correct property/entities.
• Charge codes are clean (assessments, late fees, special assessments) and match how payments should apply.

 

Core configuration (one-time setup)

 

• Go to the Lockbox setup area and create/verify the Lockbox ID for the bank.
• Define file mapping: which column/field contains payer identifier (resident ID, account number), amount, check/trace number, date, and memo.
• Set posting rules:
  • Apply to open charges first (recommended).
  • Define priority order (e.g., assessments before fees, or per HOA policy).
  • Decide how to handle overpayments (leave as credit vs. suspense/unapplied).
  • Decide how to handle underpayments (partial pay allowed vs. leave remainder open).
• Set exception handling: unknown payer goes to a suspense account or exception queue (do not auto-post to random owners).

 

Processing the lockbox file (daily workflow)

 

• Download the bank lockbox file and do not edit it in Excel (editing often breaks formatting).
• In Voyager Lockbox, choose Import, select the correct Lockbox ID, upload the file.
• Review the import summary:
  • Total items and total dollars must match the bank deposit report.
  • Check the exception list before posting.
• Fix exceptions:
  • Unknown payer: search owner/tenant by name, address, or account; then link the payer ID for future matches.
  • No open charges: confirm if it should be a credit; otherwise verify charge posting timing.
  • Wrong property/entity: correct mapping rule or payer association.
• Run a test post/preview if available, then post the batch.

 

Validation and reconciliation (where most mistakes get caught)

 

• Confirm batch total equals bank deposit.
• Run an AR receipt register or cash receipts report for the posting date and verify:
  • Correct bank account
  • Correct properties
  • No unexpected unapplied cash
• In bank reconciliation, ensure the deposit clears as expected; if not, check for duplicate imports or date mismatches.

 

Troubleshooting quick fixes

 

• Import fails: wrong file type, extra header lines, or altered formatting; re-download from bank.
• Payments applied to wrong charges: adjust charge priority rules and reprocess in a controlled test environment if possible.
• Duplicate posting: look for same trace/check number; reverse the batch per Voyager procedure, then lock down who can import.

 

When to contact Yardi support or an admin

 

• Bank file mapping is unclear or requires a custom parser.
• Multi-entity cash rules are posting to the wrong GL/bank.
• Reversals are needed after a large incorrect batch (to avoid breaking audit trails).