Card Maintenance

Overview

Card Maintenance in the FLEX system provides comprehensive functionality for managing debit, credit, and ATM cards issued to members. This module works in conjunction with Card Account Maintenance, though they are separate menu options.

Key Functions:

  • Adding new cards
  • Ordering cards
  • Maintaining existing card records

FLEX supports both Batch Method for Card Transmissions and Transaction Posting, as well as an Online Environment for card maintenance operations.

Accessing Card Maintenance

The Card Maintenance module is located within the FLEX Main Menu:

  • Navigate to Cards
  • Select Card Maintenance

Card List Interface

The Card Maintenance interface displays a list of existing card records and provides various search and action options.

Search Options:

Users can search for existing card records using the following criteria:

  • Card Number
  • Account Number
  • Cross Reference
  • Card Type

Action Buttons:

  • Add: Creates a new card record.
  • Re-Assign/Copy: Copies an existing card record using the member’s current information and blocks the old card number. This is useful for cases of fraud, lost, or stolen cards. The card number will change based on card configuration.
  • Edit: Modifies an existing card record (highlight the record first).
  • Delete: Deletes an existing card record (highlight the record first).
  • Audit: (Functionality not detailed in provided document, but typically provides an audit trail of changes).
  • Find: Executes the search based on entered criteria.

Adding a New Card

To create a new card record:

  1. From the Card List interface, click the Add button.
  2. The “Add Card” dialog will appear.
  3. Select the Card Type from the dropdown menu.
  4. Select the Account to which the card will be attached.
  5. Click Ok.

A card account record is automatically created during this process. This method is used for ordering cards for both primary account holders and joint owners.

Add Card Details (Tabs)

The “Add Card” interface is organized into three tabs, allowing for detailed configuration of the card.

Tab 1: General Card Information

This tab contains core details about the card.

Header Fields:

  • Card Type/Account: Displays the selected card type and account number.
  • Unlock/Lock: Toggles accessibility for certain fields.
  • Card Calc Override: If checked, allows manual entry of the card number, overriding standard card generation.
  • Re-Pin: Enables re-PIN functionality for instant issue cards (requires credit union configuration for instant issue).
  • Instant Issue: Prompts for embossing names, PIN offset, and expiration date (applicable only if configured for instant issue).
  • Account: Provides quick access to Card Account Maintenance.
  • POSBAL: Accesses the card’s positive balance record (used for batch card transmissions and online processor stand-in mode).
  • Holds/PA: Accesses Hold Maintenance and Pre-Authorizations for the card/account.

General Card Information Fields:

  • Card Number: Displays the card number (can be auto-populated or manually entered based on configuration).
  • Open Date: Defaults to the current system date when adding a new card.
  • Block Code (S, L, R): Indicates the reason for a card block (Stolen, Lost, or Restricted). Optional codes, if supported by the processor, include:
    • $ = VIP: Permits unlimited approval regardless of available credit.
    • A = Approve: Address incorrect.
    • B = Pickup card: Cardholder has filed for bankruptcy.
    • C = No approval: Account is delinquent.
    • D = Pickup card: Cardholder is deceased.
    • F = Pickup card: Account has had fraudulent activity.
    • G = Pickup card: Marital problems.
    • H = Approval: Credit limit + court margin has been exceeded.
    • I = VIP: Permits unlimited approval regardless of available credit.
    • J = Pickup card: Collection account.
    • K = Pickup card: Cardholder has closed account.
    • N = No approval: Closed – annual fee not paid.
    • P = Approve: Past due 5 days.
    • Q = Pickup card: Charge off account.
    • U = Pickup card: Consumer credit counseling.
    • V = Pickup card: Closed see file memo.
    • W = Pickup card: Closed – transfer balance.
    • X = No approval: Closed per cardholder.
    • Y = Pickup card: Collection – legal pursuit.
    • Z = Approve: Cardholder dispute.
    • Note: If using batch processing, block codes may be sent via Positive Balance File depending on the processor.
  • Block Date: Date the block code was added.
  • Reclass Code: Provides additional information for an accompanying block code (refer to processor documentation for values; applicable to Jack Henry and Certegy only).
  • Reclass Date: Date of re-class.
  • Capture Request Date: Indicates if the card attempted a transaction since the block was placed.
  • Actual Request Date: Date the card was captured from the cardholder.
  • Incorrect PIN Retries: In an online environment, identifies how many invalid PIN entries are allowed before the processor blocks the card. FLEX does not validate PINs.
  • PIN Offset: Allows entry of a member-defined PIN offset, if supported by the processor (not the actual PIN).
  • PIN Reference Number: Used by processors for a PIN reference number in the batch file.
  • Card Last Activity Date/Time: Displays date and time of the last attempted transaction activity.
  • Card Usage Last Activity Date/Time: Displays date and time of the last transaction activity.
  • Card Style: Displays the style code of the card, if supported by the processor.
  • Conversion X-Ref Number: Cross-reference number assigned to the card record (typically entered during conversion; used if multiple accounts have the same card number at conversion).
  • Participation Code: Can indicate various program details, such as a third-party rewards program.
  • Charge Fees: Checkbox to allow card processing related fees to be assessed to the account.
  • Override Deny If Delinquent: Allows the card to be used even if the associated account has a delinquent loan.

Tab 2: Notes, Issue Information, and Daily Limits

This tab manages notes, card issuance details, and transaction limits.

Notes:

  • Line 1/2: Enter any relevant notes related to the account/card.

Current Issue Information:

  • Last Issued Date: Date the card was last issued (sent to the processor).
  • Processor: Displays the card processor.
  • Option: Displays the card issuing option used when last sent.
  • Expiration Date: Displays the current expiration date of the card.
  • Expiration Date Not Used (Checkbox): Check if the credit union has configured FLEX to have blank expiration dates (configured by card type; FLEX will not track expiration information).

Next Issue Information:

  • Date: Date the card will be reissued (typically every 1-3 years, configured by card type).
  • Option: Options for reissue:
    • C = Card Only
    • P = PIN Only
    • B = Both Card and PIN
  • Expiration Date: Expiration date the card will have after the next issue.
  • Rush Code: “Yes” or “No” indicator for rush processing, if supported by the processor.

Daily Limits:

  • Effective Date: Date the daily limits become active.
  • Total Debit:
    • Used: Total amount of transaction debits for the day.
    • Limit: Manually enter a card limit (overrides card type limit).
    • Card Type Limit: Limit defined by the card type.
  • ATM (PIN):
    • Used: Total amount of transacted debits for the day.
    • Limit: Manually enter a card limit (overrides card type limit).
    • Card Type Limit: Limit defined by the card type.
  • POS (Sig):
    • Used: Total amount of transacted debits for the day.
    • Limit: Manually enter a card limit (overrides card type limit).
    • Card Type Limit: Limit defined by the card type.

Important Note on Daily Limits:

If FLEX configures card type limits, it is recommended not to enter individual limits on the card or account record. This ensures the Card Type Limit is utilized. If Card Type Limit is used, contact Support to ensure Card Type Configuration is set to not auto-fill individual account and card limits. This allows updates to a Card Type Limit to apply to all cards of that type.

Approval Hierarchy for Card Transactions:

  1. Card Limit
  2. Account Limit
  3. Card Type Limit (if neither Card nor Account Limit is found)

Temporary Daily Limits:

  • Overall Limit/Expiration Date: Sets an overall temporary limit effective until the specified expiration date.
  • ATM Limit/Expiration Date: Sets a temporary ATM limit effective until the specified expiration date.
  • POS Limit/Expiration Date: Sets a temporary POS limit effective until the specified expiration date.

Tab 3: Account Information and Previous Card Information

This tab details the linked account information and historical card data.

Account Information:

  • Class: Numeric code for savings, draft, or loan.
  • Description: Description of the class.
  • IOD (Checkbox): Includes the suffix as part of the overdraft path for transaction approval.
  • Suffix: Suffix assigned to savings, draft, or loan. Suffixes default when adding a new card; verify correctness. Double-click to change.
  • Restrictions: Enter a letter code in the Restrictions column to apply specific restrictions on suffix usage:
    • N = Suffix is restricted from all activity.
    • I = Suffix is restricted to inquiries only.
    • W = Suffix is restricted to withdrawals and inquiries.
    • D = Suffix is restricted to deposits only.

Previous Card Information:

  • Card Number: Displays the previous card number.
  • Plastic Number: Displays the previous plastic number.
  • Expiration Date: Displays the previous expiration date.

Name on Card Section

This section manages the name(s) to be embossed on the card.

Individual Account Type:

  • First/Middle/Last: Information populates from Address Maintenance on the account. Make changes as necessary.
  • # of Cards: Enter the number of cards to be issued in the name of the member displayed on the tab.
  • Photo #: Applicable for credit unions with a “create a card” program. Stores the photo number sent in the issue file, allowing members to choose their own image.
  • Photo Date: Date the “create a card” number was loaded on the card.
  • Entity Type: Indicates any joint owner, authorized signers, or co-makers, linking their activation information as part of the issue file instead of using the primary cardholder’s information.
  • Entity Suffix: Indicates the suffix the member is linked to. Additional entity types linked to the card must indicate their linked suffixes.
  • Entity Sequence: Sequence number for the indicated entity.
  • Immediate Reissue: Select this option to immediately issue the card. Used when adding a new card or re-sending a card.
    • + = Force Issue Card Incrementing Expiration Date by One Month
    • B = Both Card and PIN
    • C = Card Only
    • I = Force Issue of Increase Expiration Date by Frequency
    • M = Force Issue of Card Using Manual PIN (if supported)
    • P = PIN Only
    • 1 = Force Issue Card Advancing Expiration Date by One Year

Business or Other Account Type:

If the account type is anything other than “Individual,” FLEX considers it a business account.

  • The business name will populate in the Last Name field on Tab 1.
  • The member’s name should appear on Tab 2.
  • Ensure names appear correctly on both tabs to display both the member’s name and the business name on the card in the issue file.

Adding Additional Cards for Multiple Owners:

  • Create one card record per owner.
  • For secondary owners:
    • Replace the primary owner’s name in Tab 2.
    • Change the # of Cards to 1.
    • Use the Entity Type field to link the secondary owner as a joint owner, authorized signer, or co-maker.