This document provides a comprehensive overview of the FLEX system, detailing its core functionalities, user interface elements, and key operational procedures. It is designed to assist users in navigating and utilizing the FLEX system effectively.

1. Launching FLEX

To begin using the FLEX system:

• Double-click the FLEX icon located on your desktop.
• The FLEX sign-on screen will appear.
• Enter your individual Teller ID and Password to log in.

2. Workstation and Teller ID

Upon successful login, a unique ID is assigned to each teller’s session or workstation.

• Workstation ID:
  • Located at the very top of the screen, next to the small FLEX icon (e.g., AA).
  • Crucial for identifying the workstation for various functions, including:
    • Printers
    • Checks
    • Branch codes
    • Other system-specific items
• Teller ID:
  • Also located at the top of the screen, just before the server ID (e.g., 200).
  • The Teller ID logged in and displayed is associated with:
    • Transactions performed
    • Security permissions
    • Teller drawer balancing
• Multiple Sessions:
  • A teller can initiate more than one session on the same PC.
  • Simply click the FLEX icon from the desktop to launch an additional session.
  • All sessions can be used concurrently, provided each has a unique workstation ID.

3. Tool Bar Icons

The FLEX environment features a standard set of icons in the tool bar at the top of the screen for quick access to common functions:

• Back and Forward Arrows: Navigate between previously viewed screens.
• Menu: Provides access to the Main Menu.
• Home: Returns the user to the home page.
• Tools: Access preferences, schemes, and organize favorites.
• Printer: Prints the currently displayed screen.
• Print Preview: Toggles Print Preview mode on or off.
• @Sign: Allows the user to email the current print screen to FLEX for review.
• Mailbox: Accesses FLEX Mail.
• Shield: Locks the screen when the user is away from the workstation.
• Log Off Button: Logs the user off the system.
• Graduation Cap: Directs the user to FLEX Academy (training resources).
• Question Mark: Provides system help.
• FLEX Icon (Right-Click): Right-clicking on the FLEX icon allows sending logs to FLEX support.

4. User Bar (Favorites Bar)

Located above the tool bar icons, the User Bar can be customized with frequently used programs. This section is unique to each Teller ID.

4.1. Customizing the User Bar

• Adding Programs:
  1. Open the Main Menu.
  2. Select the desired program.
  3. Hold the mouse button down while dragging the program up to the User Bar.
  4. Release the mouse button to add the program.
• Removing or Renaming Programs:
  1. Right-click on the item in the User Bar.
  2. Select the appropriate option to remove or rename.
• Creating Folders:
  1. Right-click anywhere on the User Bar.
  2. Select New Folder.
  3. Enter the desired name for the folder.
  4. Programs can then be dragged and dropped into the new folder.
  5. Click on the folder to view and access the programs within it.

5. Transaction Entry/Inquiry

Transaction Entry/Inquiry is a core function allowing users to look up member information and perform transactions.

• Accessing Transaction Entry/Inquiry:
  • Can be accessed under the Teller section in the FLEX Main Menu.
  • It is added by default to the Favorites Bar for quick access due to its extensive use.
• Security for Transaction Entry/Inquiry:
  • A Teller ID and Password are required to access this function.
  • This ensures that transactions are offset to the correct teller drawer.
  • Only authorized credit union employees can use this program.
• Screen Sections:
  • The Transaction Entry/Inquiry screen is divided into three sections, which display information only after an account has been accessed.

5.1. Account Access

The primary method for accessing a member account is by keying in the account number.

• Direct Account Number Entry:
  • Enter the account number directly into the Account field.
• Advanced Search Options:
  • If the account number is unknown, right-click in the Account field and select Advanced Search for alternative search methods.
  • Shortcut Usage: Many Advanced Search options have a shortcut indicated in parentheses. To use a shortcut, type the shortcut followed by a colon (:) and then the corresponding data in the Account field (e.g., S:511111234 for Social Security Number).
  • Search Results:
    • If an exact match is found with only one result, the member information will display automatically.
    • If multiple matches or no exact match are found, search results are displayed on the Member Lookup screen.
    • On the Member Lookup screen:
      • Locate the desired account number.
      • Double-click or highlight and click OK.
      • If results are incorrect, click Cancel to perform another search.

5.2. Forced Information

When an account is selected, the system may prompt the user to view “Forced Information” before proceeding.

• Purpose: Forced Information may include:
  • Cross-selling items
  • Same-day transactions
  • Notes deemed pertinent to the member by staff
• Continuing: After reviewing the Forced Information, click OK or press Enter to continue to the account information.

5.3. Member/Account Information Screen

This screen provides a comprehensive view of member and account details.

• Photo ID (If Configured):
  • If the credit union has purchased FLEX Photo ID, scanned images will display in the upper-left corner.
  • Multiple images can be stored for Primary Owner, Joint Owners, and Authorized Signers.
  • To view other images, select the name record.
  • Click the Primary Owner’s name to return to the account holder’s image.
  • Note: Images are stored via Social Security Number.
• Account Number/Name:
  • Displays the member’s account number in bold.
  • Includes the member’s full name, Social Security Number, date of birth, and age.
• Address:
  • If multiple addresses exist, the system displays the address marked as ‘Receipt Address’ in Address Maintenance.
• HWCO (Phone Numbers):
  • Displays Home, Work, Cell, and Other phone numbers.
• Email Address:
  • If multiple email addresses exist, the system displays the first two.
• Score (If Configured):
  • If configured, displays the latest credit grade, score, bureau used, report type, and date from credit reports retrieved through FLEX.
  • Use the drop-down list to view previous credit information.
  • Right-click on the credit score to view a copy of the report, if stored in Document Manager.
• Joint Owners:
  • If Joint Owners are added, the first record displays.
  • Use the drop-down to view additional Joint Owners.
• Authorized Signers:
  • If Authorized Signers are added, the first record displays.
  • Use the drop-down to view additional Authorized Signers.
• Warning Icons:
  • Icons indicate special account statuses (e.g., delinquency, negative balance, online access).
  • Hover over an icon to view its meaning.
  • Icon warnings are also listed below the account information panel.

5.4. Account Information – Tab 1

This tab displays key account details, with columns that can be re-sorted.

• Column Re-sorting: Click any column header to re-sort the table by that column.
• Key Columns:
  • Sfx/Description/Type: Displays all suffixes under the account number with their corresponding description and type. By default, suffixes are listed numerically. The description is pulled from Type Configuration unless a custom description was entered.
  • Balance: Displays the actual balance of the suffix.
  • Pledge/Hold: Displays any pledges or holds on the account.
  • Available: Displays the available balance, accounting for holds, pledges, and Courtesy Pay (if configured). For line of credit loans, the currently available credit limit is shown.
  • Pmt Amt (Loan Suffix): Displays the scheduled payment amount for a loan.
  • Maturity/Due Date:
    • For certificate suffixes, displays the maturity date.
    • For loan suffixes, displays the next payment due date.
  • Payoff Amt: Displays the payoff amount as of today (principal, plus interest and late fees).
  • Delq Amt: Displays the total dollar amount delinquent.
  • Diq Dys: Displays the number of days delinquent.
  • #W/D: Displays the number of over-the-counter withdrawals made during the current month. This counter resets during the End-of-Month (EOM) process.

5.5. Account Information – Tab 2

This tab provides additional details about each suffix.

• Common Columns (from Tab 1): Suffix, Type Description, Balance, Available.
• New Columns:
  • Rate:
    • For loan suffixes, displays the interest rate.
    • For certificate suffixes, displays the annual percentage rate.
  • Date Opened: Displays the date the suffix was opened.
  • Lst Tran DT: Displays the last transaction date for the suffix.
  • Purp Cd: Displays the purpose code of the loan.
  • Secr Cd: Displays the security code of the loan.
  • Pymt Md (Payment Method):
    • C = Cash Payment
    • P = Payroll Deduction
    • T = Automatic Transfers
    • A = ACH Payment
  • Pymt Fr (Payment Frequency):
    • W = Weekly
    • B = Bi-weekly
    • F = Semi-monthly
    • 1 = Monthly, during the month
    • M = Monthly, last day of the month
    • 3 = Every 3 months
    • 6 = Every 6 months
    • Y = Every 12 months
    • T = Term – One payment only
    • U = Unscheduled

5.6. Customizing Table Columns

Users can customize the columns displayed in any table within FLEX.

1. Click the down arrow of the box in the upper right-hand corner of the table.
2. A list of available columns will appear.
3. Check the columns you wish to display.
4. Once desired columns are selected, right-click anywhere within the table.
5. Select Save as Default.
   • Note: If defaults are not saved, the original columns will be displayed when FLEX is re-launched.

6. Account Information – Right-Click Options

Right-clicking on any suffix will display a panel with additional options specific to the selected suffix type (e.g., share, certificate, or loan).

6.1. Share Suffix Options

• Help: View FLEX help for the selected record.
• Cash Withdrawal: Shortcut to populate suffix and transaction code for a cash withdrawal.
• Check Withdrawal: Shortcut to populate suffix and transaction code for a check withdrawal.
• Debit: Shortcut to populate suffix and transaction code for a debit transaction.
• Deposit: Shortcut to populate suffix and transaction code for a deposit transaction.
• Stop Payment Maintenance: Access Stop Payment Maintenance in the bottom panel to view, add, change, or delete stop payment records for Drafts and ACH.
• Bankruptcy: Access bankruptcy information stored for the account. Information is entered via the Bankruptcy and Legal Information program under Collections.
• Close Suffix: Manually close a suffix if its balance is zero. Some zero-balance suffixes close automatically during End-of-Month (EOM).
• Documents: Access Document Manager in the bottom panel to view archived documents for the selected suffix.
• History: Access transaction history for the selected suffix in the bottom panel.
• Order Checks: (Draft suffix only) If configured, provides direct access to the member’s check ordering file at the vendor, allowing check orders within FLEX. (Requires purchase and configuration).
• Print Temporary Checks: (Draft suffix only) Allows printing temporary checks.
  • Key in the beginning check number and desired number of checks (four per page).
  • Verify and make changes to name and address if necessary. (Requires purchase and configuration).
• Recalculate Pledge: Recalculates pledged shares and releases funds held against loan balances. Useful after a payment to a share-secured loan to make funds immediately available.
• Refresh/F5: Refreshes the screen with current information.
• Share Maintenance: Navigates to Share Maintenance for the selected suffix.
• Suffix Detail: Displays detailed information for the selected suffix in the bottom panel.
• User Defined Fields/F22: Accesses user-defined fields for the share suffix.

6.2. Certificate Suffix Options

• Help: View FLEX help for the selected record.
• Cash Withdrawal: Shortcut for cash withdrawal transaction.
• Check Withdrawal: Shortcut for check withdrawal transaction.
• Deposit: Shortcut for deposit transaction.
• Certificate Maintenance: Navigates to Certificate Maintenance for the selected suffix.
• Close Suffix: Manually close a suffix if its balance is zero.
• Documents: Access Document Manager in the bottom panel to view archived documents for the selected suffix.
• History: Access transaction history for the selected suffix in the bottom panel.
• Mature Early: Allows early maturity of a certificate without accessing Certificate Maintenance.
  • Option to accept or waive early penalty fee.
  • System calculates and pays dividends through today, calculates and charges penalty, making the remaining balance available for withdrawal (based on certificate type configuration).
• Recalculate Pledge: Recalculates pledged shares and releases funds held against loan balances.
• Refresh/F5: Refreshes the screen with current information.
• Suffix Detail: Displays detailed information for the selected suffix in the bottom panel.
• User Defined Fields/F22: Accesses user-defined fields for the certificate suffix.

6.3. Loan Suffix Options

• Help: View FLEX help for the selected record.
• Cash Advance: Shortcut for cash advance transaction on a line of credit loan.
• Check Advance: Shortcut for check advance transaction on a line of credit loan.
• Delinquent Payments: (Not detailed in provided content, but implied).
• Loan Debit: Shortcut for loan debit transaction.
• Payment With Interest: Shortcut for loan payment with interest.
• Payment Without Interest: Shortcut for loan payment without interest.
• Payoff: Shortcut for loan payoff.
• Total Payment of Selected Loans: Adds the scheduled payment amount for all selected loan suffixes. To select multiple loans, hold down the CTRL key while clicking each suffix.
• Bankruptcy: Access bankruptcy information stored for the account. Information is entered via the Bankruptcy and Legal Information program under Collections.
• Category History: (Credit card loans only) Displays category history including suffix, category, description, amount, and xnft#.
• Close Suffix: Manually close a suffix if its balance is zero.
• Collateral: Displays all collateral for the selected suffix.
• Documents: Access Document Manager in the bottom panel to view archived documents for the selected suffix.
• History: Access transaction history for the selected suffix in the bottom panel.
• Loan Maintenance: Navigates to Loan Maintenance for the selected suffix.
• Refresh/F5: Refreshes the screen with current information.
• Suffix Detail: Displays detailed information for the selected suffix in the bottom panel.
• User Defined Fields/F22: Accesses user-defined fields for the loan suffix.

7. Inquiry Button and Drop-Down Options

Under the Transaction Entry line, the Inquiry button and its drop-down menu provide various options for inquiry purposes. Clicking the Inquiry button displays Member Information, while the drop-down offers additional inquiry options.

7.1. Member Information Screen (from Inquiry Button)

This screen is for viewing purposes only; no changes can be made directly here.

• Editing Information: Click Edit to be directed to Address Maintenance to make any changes.
• Key Sections:
  • Member Addresses: Displays addresses associated with the member. Checkmarks indicate which address to use for individual mailings/print-outs. Addresses can be copied by highlighting and selecting Copy.
  • Branch: Displays the branch number assigned to the member, if applicable.
  • Account Type: Displays the type of account.
  • Mother’s Maiden Name: Displays the mother’s maiden name, usable for security purposes.
  • Keyword: Displays the keyword chosen by the member, usable for security purposes.
  • Member Eligibility: Displays how the member qualified for credit union membership.
  • Employment Info:
    • Employer Code: Displays the employer code number or abbreviation, if applicable.
    • Employee #: Displays the employee number of the member, if applicable.
  • Mail:
    • Statement Code: Indicates the code used for statements:
      • E – Email Statements
      • Y – Paper Statements
    • Mail Code 1, 2: Displays any mail codes assigned to the member, commonly used for statement sorting.
  • Member Additional Information:
    • Additional Mailing Line: Displays an additional mailing line, if applicable.
    • Risk Level: Displays the risk level assigned to the account, if applicable.

7.2. Inquiry Drop-Down Options

Clicking the drop-down arrow next to Inquiry opens a panel of additional inquiry options. Selecting any option displays the information in the bottom panel of the screen.

• ACH (F17): Displays all ACH items for the account, including distributions.
  • Pending ACH tab: Shows ACH items received but not yet posted.
  • ACH Origination tab: Shows any originations setup.
• Authorized Signers (F16): Displays Authorized Signers on the account and any other credit union accounts the member is an authorized signer on. The Maintain button accesses Authorized Signer Maintenance.
• Average Daily Balance: Calculates Average Daily Balance for all share suffixes. Key in the desired date range and click Calculate. Displays low balance and average daily balance for each share suffix.
• Application Status: Displays all applications on the system for the member. Includes application number, purpose and type of loan, loan officer, entry date, status, and requested amount. Highlight and click Edit to be directed to Loan Processing.
• Bankruptcy: Displays any bankruptcy records for the account. Highlight a record and click View for details. The Maintain button accesses Bankruptcy information.
• Beneficiaries: Displays beneficiaries on the account and any credit union accounts the member is listed as a beneficiary on. The Maintain button accesses Beneficiary Maintenance.
• Cards/Third Party Cards: Displays all cards on the system for the account. In-house cards are in the top section, third-party cards in the bottom. Blocked or expired cards display in red. Highlight a card and click Detail for record details. The Maintain button accesses Card Maintenance. Third-party cards are not maintained on FLEX.
• Collections: Displays the delinquent status of all shares and loans on the account and provides quick access to Collection and Notes Maintenance.
• Co-Borrowers (F19): Displays all Co-Borrowers for loans on the account and any credit union loans the member is a Co-Borrower on.
• Cross Selling (F15): (Optional module) Allows quick access to cross-selling items for the member, if applicable.
• Documents: Displays all archived documents for the selected account. Documents for individual suffixes can be accessed by selecting the suffix. Double-click any document to view. Documents can also be re-indexed and filtered.
• Employers: Displays any employer information entered through Address Maintenance or Loan Processing. Users can add, edit, or delete employers from this screen.
• Funds Availability: Displays additional accounts and suffixes along with balances the member has at the credit union, including Primary and Joint accounts.
• GL Lookup: Allows searching for general ledger accounts by type or description. A list of all general ledger accounts is displayed until filter criteria are entered.
• Holds (F7): Displays existing holds on the account. If a hold is for card authorization, merchant information will be in the Location field. This option also allows adding, changing, or deleting a hold.
• Joint Owners (F13): Displays all joint owners on the account and any credit union accounts the selected member is a Joint Owner on. The Maintain button accesses Joint Owner Maintenance.
• Member Profitability: (Optional module) Provides a snapshot (12 Month Timeline or One Month Pie chart) of the member’s profitability to the credit union, based on defined income and expense factors.
• Miscellaneous Name: Displays additional information on the account contained in the account file. The Edit button provides access to Address Maintenance.
• Non-Sufficient Funds: Displays NSF History for the account across all ACH, Share Draft, Card, and ATM transactions. Individual options or specific dates can be filtered.
• Notes (F4): Allows viewing all notes. Users can add, edit, or delete existing notes.
• Outstanding Non-Sufficient Funds: Allows viewing Outstanding Non-Sufficient Fund items. Items are viewable from the time files posted until exceptions are cleared.
• Overdraft Inquiry: Allows viewing items that posted due to overdrafting.
• Payroll (F18): Displays payroll information, including distributions for the account if the member is on payroll deduction (paper payroll). The Maintain button provides access to Payroll Maintenance.
• Pledges (F21): Displays any pledges on loans tied to any shares.
• Transfers (F20): Displays any automatic transfers set up for the account. The Maintain button provides access to Automatic Transfer Maintenance.
• Internet Banking User Maintenance: Allows quick access to Internet Banking User Maintenance, used to add the member as a user or activate a disabled user.
• User Defined Fields (F22): Allows viewing and maintaining user-defined fields for the selected account.
• YTD Info (F14): Displays Year-to-Date totals for dividends earned on shares/certificates and interest paid on loans. Totals are broken down into regular shares and certificates, loans, IRA shares, and IRA certificates.

8. Creating Tabs from Drop-Down Options

Most drop-down options can be set up as tabs for easier access.

1. Highlight the desired option.
2. While holding the CTRL key, click the option.
3. The selected option will appear as a new tab at the bottom of the screen.