FLEX Ten Action Codes & Quick Transactions

This document outlines how to create and utilize Action Codes within the FLEX system’s Transaction Entry Action screen, and how to perform Quick Transactions using these codes in both the Quick Transactions field and the Active Transaction Panel.

1. Understanding Transaction Entry Actions

The “Transaction Entry Actions” screen allows users to define custom action codes for various operational transactions (op codes) within FLEX. This customization simplifies the transaction process for tellers and helps standardize terminology specific to your Credit Union.

• Accessing the Transaction Entry Actions Screen:
  • Click on Menu.
  • Navigate to System Administration.
  • Select System Settings.
  • Choose Transaction Entry Actions.
  • (Note: For FLEX 8.04, the menu navigation is similar, but the visual interface may differ slightly.)
• Overview of the Screen:
  • The left-hand side of the screen displays a list of all currently configured entry actions.
  • System-Coded Entry Actions: Some actions are pre-defined by the system (e.g., “Deposit”, “Cash Withdrawal”). These typically have only an “Update” button, indicating they cannot be deleted. However, their labels can be customized.
  • Customizable Labels: You can rename system-coded labels to align with your Credit Union’s specific terminology (e.g., changing “Cashier’s Check” to “Teller Check”). This aids in training new tellers and ensures consistent language.

2. Creating a New Entry Action (Op Code Action)

To create a new entry action for an operation code:

1. Add a New Entry Action:
   • On the far right-hand side of the screen, click the Plus symbol (+) to add a new entry action.
2. Define the Label and Short Code:
   • Label: Enter a descriptive name for the action. This is what you will type in the action field within the transaction entry panel.
     • Example: For a coin counting transaction, enter “Coin Counter” as the label.
   • Short Code: Enter a short, unique code for the action. It’s recommended to match this with your Credit Union’s existing two-character op code for consistency.
     • Example: If the op code for coin counting is “C3”, use “C3” as the short code.
3. Specify the Action Type:
   • From the “Action” dropdown, select the type of transaction.
     • Example: For “Coin Counter,” select “Transfer,” as it represents a credit into the member’s account.
4. Define Separate Descriptions (Optional):
   • If you require different descriptions for the “to” and “from” sides of the transaction (e.g., for a transfer), check the “Use separate descriptions for to and from transactions” box. This will provide fields for two distinct descriptions.
5. Link to an Operation Code (Op Code Transaction):
   • Check the “Op Code Transaction” box.
   • From the subsequent dropdown menu, select the corresponding operation code.
     • Example: Select “Coin Counting” for the “Coin Counter” action.
   • (Note: If the action code is not set up as an op code transaction, you would manually select the op code credit/debit transaction and then the specific op code during transaction entry, making it a two-step process. By setting it up as an action code, it becomes a single step.)
6. Configure Transaction Layout (Visual Display in Trans Panel):
   • Description (Show/Advanced):
     • Show: Check this box if you want the “Description” field to be immediately visible in the transaction panel.
     • Advanced: Check this box to hide the “Description” field behind a “plus” symbol (+). This keeps the screen clean while still allowing access to the description if needed.
   • Effective Date (Show/Advanced):
     • Show: Check this box if you want the “Effective Date” field to be immediately visible and editable during the transaction.
     • Advanced: Check this box to hide the “Effective Date” field behind a “plus” symbol (+). This allows tellers to change the date if necessary, but keeps it hidden by default.
   • Phone Transfer Req’d (Show/Advanced):
     • This field is generally left unchecked unless the action specifically requires a phone transfer.
7. Save the Entry Action:
   • Click the “Save” button to finalize the new entry action.

3. Using Action Codes for Quick Transactions

Action codes streamline the transaction process, allowing tellers to initiate transactions by simply typing the action code or a descriptive term.

• Using the Active Transaction Panel:
  1. Access Member Account: Navigate to a member’s account (e.g., by searching for the account number in the top search bar).
  2. Open Active Transaction Panel: Click the Active Transaction icon to open the panel.
  3. Enter Action Code: In the “Action” field, begin typing the label or short code for the desired transaction (e.g., “Coin” for Coin Counter, “Dep” for Deposit, “Tel” for Teller Check).
  4. Select Transaction Details: Once the action is recognized, relevant fields will populate, such as the operation code and any associated descriptions or effective dates based on your configuration.
     • If fields were set to “Advanced” (hidden behind the plus sign), click the plus symbol to reveal and edit them.
  5. Complete Transaction: Fill in the remaining transaction details (e.g., suffix, amount).
  6. Post Transaction: Click the “Post” button to complete the transaction.
• Using the Quick Transactions Field (Stacking Transactions):
  The “Quick Transactions” field, located at the top of the member panel next to the account number entry, allows you to stack multiple transactions and execute them sequentially.
  1. Enter First Transaction: In the “Quick Transactions” field, type the action code, suffix/subaccount, and amount, separated by spaces.
     • Example: LP 600 200 (for a loan payment to suffix 600 for $200)
  2. Add Subsequent Transactions: After entering the first transaction, hit Enter once. The field will clear, allowing you to enter the next transaction in the same format.
     • Example: DP 01 500 (for a deposit to suffix 01 for $500)
     • Example: CW 213 300 (for a cash withdrawal from suffix 213 for $300)
  3. Execute Stacked Transactions: Once all desired transactions are entered, hit Enter one more time.
  4. System Processing:
     • The system will then populate the transactions into the “Active Transaction Panel” one by one.
     • If any transaction requires user input (e.g., how to apply a loan payment, check scanning, cash dispensing), the system will pause at that step.
     • Once user input is provided, the system will automatically proceed to the next stacked transaction until all are processed.
     • Finally, the system will prompt you for cash balancing if applicable, and then allow you to post the combined transactions.

4. Benefits of Using Action Codes and Quick Transactions

• Streamlined Workflow: Reduces the number of clicks and steps required for common transactions.
• Faster Processing: Tellers can complete transactions more quickly, improving efficiency and member service.
• Improved Training: Standardized action codes and labels make it easier to train new tellers.
• Enhanced Accuracy: Reduces the likelihood of errors by simplifying the transaction initiation process.

5. Additional Resources

• For more detailed step-by-step tutorials and information on FLEX Ten documentation, refer to FLEX Academy under “FLEX Ten Documentation.”

This documentation aims to provide a clear and concise guide to utilizing FLEX Ten’s action codes and quick transaction features effectively.