Flex Check Register Maintenance

Back Office Section Heading Flex Check Register Maintenance

Check Register is a comprehensive record of all checks issued from the FLEX System. It is primarily used to facilitate the reconciliation of issued checks.

Accessing the Check Register

The Check Register is located within the GL/Accounting section of the FLEX Main Menu.

  • Navigation Path: GL/Accounting > Check Reconciliation > Check Register

Overview of the Check Register Interface

The Check Register interface allows users to view, filter, and manage check records.

Filtering Checks

Checks can be filtered by entering specific information in the top portion of the screen.

  • Filter Options:
    • Active Check Register: Displays unflagged checks and checks not yet moved to the Cleared Check Register.
    • Cleared Register: Contains all checks marked as cleared, voided, or stopped.
    • Combined Register: Shows all checks from both the Active and Cleared Check Registers.
    • Bank ID (Optional): Used by credit unions that issue checks from multiple bank accounts.
    • Check #: Allows searching for a specific check number.
    • Check Date: Enables searching within a specified date range.
    • Max Results: Limits the number of results displayed.
    • Search Button: Initiates the search based on the entered criteria.
    • Clear Filters: Resets all applied filters.

Detailed Filter Options (Check Register Filter – Active Check Register)

The Filter button provides additional granular filtering capabilities:

  • Key Fields for Filtering:
    • Bank Number
    • Check Number
    • Sequence Number
    • Account
    • Suffix
    • Check Amount
    • Check Date
    • Void Date
    • Stop Date
    • Clear Date
    • Branch Code
    • Teller
    • Description
    • OP Code
    • Check Clear Flag
    • Pay To
    • Maximum Results

Check Management Functions (Detail Tab)

The Detail Tab lists all checks based on the filtered status (Active, Cleared, or Combined) and provides various actions:

  • Add: Manually add a new check record to the register.
  • Edit: Display and modify detailed information about an existing check record, including:
    • Check #
    • Date Issued
    • Teller who issued the check
    • Payee information
  • Delete: Remove a check from the register.
  • Unclaimed: Flag a check as unclaimed.
    • Note: Manually marking a check as unclaimed, voided, or stopped in the register does NOT create reversing entries to the general ledger or a member account.
  • Void: Mark a check as void.
    • Note: Checks reversed through transaction reversal are automatically marked void.
  • Stop: Mark a check as stopped.
  • Clear: Mark a check as cleared.
    • Note: Using the reconciliation features within the Check Register will automatically mark checks as cleared.
  • Reconciliation: Access reconciliation functions available within the Check Register. Refer to the separate Check Reconciliation documentation for detailed instructions.

Editing a Check Record (Edit Check Screen)

When editing a check, the following information is displayed and can be modified:

Record Key

  • Bank Number: Displays the bank number used when the check was issued. This is an optional field for credit unions disbursing checks from multiple financial institutions.
  • Check Number: Displays the assigned check number. Can be unlocked and changed if necessary.
  • Sequence Number: Displays the assigned sequence number. Can be unlocked and changed if necessary.

Check Info

  • Teller: Displays the Teller ID of the individual or system (e.g., AR for Audio Response, FT for FLEXTeller) who generated the check.
  • Branch: Displays the branch code (if applicable) indicating the issuing branch.
  • Operation Code: Displays the OP code (if used) when generating the check (e.g., MO for Money Order, CC for Cashier’s Check).

Check Details

  • Account Number/Suffix: Displays the member account number and suffix, or the general ledger number if the check was issued from a GL account.
  • Transaction Description: Displays the description that will appear in the history of the account from which the check was issued.
  • Check View: Provides a visual representation of the check, including date, amount, and payee information.

Clearing Information

  • Clear Code: Indicates the current status of the check (e.g., Unflagged, Cleared, Voided, Stopped).
  • Trace Number: May indicate the trace number of the check once cleared. This is typically used by credit unions receiving and posting files from their financial institutions during reconciliation.
  • Record Type: Indicates the type of item in the Check Register:
    • Check: An actual check.
    • Debit: A debit entry into the Check Register.
    • Credit: A credit entry into the Check Register.
    • Note: Debit and credit entries can be added to duplicate the credit union account at the financial institution where checks are issued (e.g., for fees, dividends).

Dates

  • Clear Date/Void Date/Stop Payment Date: These fields display the date the check was flagged as cleared, voided, or stopped, respectively.

Summary Tab

The Summary Tab provides an aggregated view of check counts and totals based on the applied filter criteria. This tab is commonly used during the reconciliation process to verify totals of outstanding checks.

  • Summary Categories:
    • Voided: Count and total amount of voided checks.
    • Stopped: Count and total amount of stopped checks.
    • Cleared: Count and total amount of cleared checks.
    • Unclaimed: Count and total amount of unclaimed checks.
    • Unflagged: Count and total amount of unflagged checks.
    • Total: Overall count and total amount of all checks in the register based on filters.