This document provides technical guidance for users navigating the loan processing workflow within the Flex system, covering loan setup and disbursement procedures.

1. Loan Application Details

The Loan Application Details screen is the initial point for managing loan applications.

• Application #: Unique identifier for the loan application.
• Requested: The amount of loan requested.
• Payment: Calculated monthly payment.
• Date: Date of the loan application.
• Debt Ratio: Current debt-to-income ratio.
• New Debt Ratio: Debt-to-income ratio after the new loan.

Actions within Loan Application Details:

• Save and Exit: Saves current progress and exits the application.
• Add Applicant: Adds additional applicants to the loan.
• Delete: Deletes the current loan application.
• Audit: View audit trail of changes.
• Print App: Prints the loan application.
• Print Credit Reports: Prints associated credit reports.
• Change Log: View a log of changes made to the application.
• OFAC Search: Performs an OFAC (Office of Foreign Assets Control) search.

General Information Tab

This tab captures core details about the loan and applicant.

• Status: Current status of the loan application (e.g., INP-IN PROCESS).
• Loan Officer: The officer assigned to the loan.
• Application Teller: The teller who initiated the application.
• Insurance Sales Officer: Officer responsible for insurance sales.
• Loan Source: Origin of the loan application (e.g., WI-WALK-IN).
• Credit Type: Type of credit (e.g., 1-Individual).
• Loan Type: Category of the loan (e.g., NA – NEW AUTO).
• Purpose Code: Specific purpose of the loan (e.g., 11-NEW AUTO).
• Security Code: Type of collateral securing the loan (e.g., VH-VEHICLE).
• Fixed/Variable Rate: Indicates if the rate is fixed (F-FIXED) or variable.
• Description: Optional field for loan description.
• Estimated Market Value: Estimated value of the collateral.
• Open Ended/Closed Ended: Defines the loan structure.

Dates Section

• Entry Date: Date the application was entered.
• Review Date: Date of the last review.
• Completion Date: Date the application was completed.

Combined Monthly Amounts

• Income: Total monthly income.
• Payments: Total monthly payments.
• Payments W/Loan: Total monthly payments including the new loan.
• Disposable: Disposable income.
• Disposable W/Loan: Disposable income with the new loan.

Ratios Section

• Current: Current debt ratio.
• With Loan: Debt ratio with the new loan.
• Unsecured: Unsecured portion of the loan.
• Loan-To-Value: Loan-to-value ratio.

2. Type/Suffix Selection

The Type/Suffix Selection screen is crucial for assigning the loan suffix based on the loan type.

Accessing this Screen:

• Clicking Next from the application screen.
• Clicking New Loan from the Loan Selection screen.
• Selecting a loan from the Loans in Process for Account section on the Loan Selection screen.

Fields and Options:

• Covered by MLA: Check if the member qualifies for the Military Lending Act (MLA). A warning will appear if the APR exceeds 36%.
• Quick Change: Allows modification of application status or loan officer.
• Loan Type: Displays or allows selection of the loan type.
• Suffix: Selects the suffix for the new loan. Only valid suffixes for the chosen loan type are available.
• Reuse Closed Loan: Enables the use of an existing suffix from a closed loan.
• Add-On/Refinance/New: Select the appropriate option if adding to or refinancing an existing loan, or creating a new one.

Note: Once the application moves to this stage, the loan is moved to the Loans in Process For Account section and should be managed from there.

3. New Loan Entry

The New Loan Entry screen allows detailed configuration of loan terms. If an application was previously entered, information will be pre-filled but can be modified.

Top Bar Actions:

• Audit: View changes made to loan information.
• RBL (Risk Based Lending): If configured, view risk-based pricing.
• Memo Interest: Calculate and memo interest for amortized loans.
• Change Log: View changes to application status or loan officer.
• Calculate: Calculates loan payment based on entered criteria.
• Full Calculate: Opens the Payment Calculation screen for amortization and additional calculations.

Payment Information Section:

• Type: Displays the loan type.
• Description: Enter a description for the loan, visible on Account Inquiry and Loan Detail screens.
• Tran Description: Key description for the transaction, appearing on the member’s statement and account history.
• Calculate Payment/Term/Balloon: Select the calculation method.
• Base Amount (Loan Amount – Fees): Loan amount minus any applicable fees.
• Total Loan Amount: The total amount of the loan.
• Interest Rate: Enter the loan’s interest rate.
• Fixed/Variable: Select fixed or variable rate code.
• Payment Amount: System-calculated payment amount.
• Payment Method: How payments will be made (e.g., Cash Payment).
• Payment Frequency: Frequency of loan payments (e.g., Monthly).
• Term: Loan term in months.
• Disbursement Date: Date the loan is scheduled for disbursement.
• First Payment Date: The first payment due date.
• Interest Paid Through: Date interest has been paid/calculated up to.
• Prepaid Interest Amount: Amount of pre-paid interest, if applicable.
• Last Payment Date: System-calculated date when the loan is expected to be paid off.
• Begin Skip/End Skip: Used for Summer Skip loans, defining periods where payments are skipped annually.

Fees Section:

• Financed PPFC: Amount of financed prepaid finance charges (affects APR, total amount financed, and payments). Must be distributed in Disbursements.
• Financed Filing Fee: Amount of financed filing fees (does not affect APR, but affects total amount financed and payments). Must be distributed in Disbursements.
• Cash PPFC: Amount of cash prepaid finance charges (affects APR, but not amount financed or payments).
• Gap/VSI/MBP Fees: Fees related to GAP, VSI, or MBP insurance.

Loan Information Tab:

• Credit Limit: For lines of credit or open-end loans, the maximum approved advance.
• Addl Pmt for Re-Calc: Additional principal amount to be paid with each payment.
• Security: Security code for the loan type, impacting credit bureau reporting.
• Purpose: Purpose code for the loan type.
• Loan Source: Tracks the origin of the loan (e.g., CUDL, In-house).
• Branch: Select the branch location.
• Loan Officer: Loan officer assigned to the loan.
• Collection Officer: Collection officer assigned to the loan (if applicable).
• Application Teller: The user who entered the application information.
• Approval Teller: The teller who approved the application.
• Insurance Sales Officer: User who sold insurance (if applicable).
• Account X-Ref #: Cross-reference number assigned to the loan.
• 1098 Reporting: Indicates if the loan is 1098 reportable.
• Payment Coupons: Indicates if payment coupons can be printed.
• Delinquent Notice: Indicates if delinquent notices will be generated.
• Open/Closed Ended: Defines whether the loan is open or closed-ended.
• Covered by MLA: Indicates if the loan is covered by MLA regulations.

Miscellaneous Tab:

• Note Number: Optional field for a note number.
• Total Credit: Total credit amount.
• Pool Identifier: Used to identify which loan pool the loan belongs to (e.g., Loan Participation).
• Available Credit: Available credit amount.
• Interest Rebate: Indicates if the loan is eligible for an interest rebate.
• Unsecured Credit: Unsecured credit amount.
• Mortgage Identification #: Mortgage identification number.

Insurance Tab:

• Insurance Eligible: Indicates eligibility for automatic credit union paid insurance.
• Source Suffix: How credit disability/life or debt protection premium will be paid (debit loan or share suffix).
• Certificate #: Insurance Certificate Number, auto-assigned if configured.
• J/B/C Code Last/First/Middle Name: For Joint/Blended/Comaker Insurance.
• Disability Type/Plan: Select disability insurance type and plan.
• Life Type/Plan: Select life insurance type and plan.
• Debt Cancellation Type/Plan: Select debt cancellation type and plan.
• Joint Owner Birthdate: Birth date of joint owner for premium calculation.

Late Charge Tab:

• Late Charges: Indicates if late charges will be applied for delinquency.
• Late Charge Method: Select the method for calculating late charges.
• Fixed Amount: Enter the fixed amount of the late charge, if applicable.

Credit Score Tab:

• Recent Scores: Select previous scores from a dropdown.
• CB Score: Enter or auto-populate credit bureau score.
• CB Grade: Enter or auto-populate credit bureau grade.

Dealer Incentive Tab:

• Dealer Key: Select the dealer key from predefined options.
• Incentive Rate: Enter the rate the dealer is to receive.

Amortized Fees Tab:

• Fees Section:
  • Add/Delete: Add or delete fee entries.
  • Fee Code: Code for the fee.
  • Frequency: How often the fee is applied.
  • Periods: Number of periods for amortization.
  • Original: Original fee amount.
  • Forced: Forced depreciation amount.
  • Remaining: Remaining balance of the fee.
  • Expense GL: General Ledger account for expense.
  • Depreciation GL: General Ledger account for depreciation.
  • Payable GL: General Ledger account for payable.
• Add Fee Section:
  • Fee Code: Code for the fee.
  • Amortization Method: Method of amortization.
  • Amortization Periods/Frequency: Periods and frequency for amortization.
  • Start Date: Start date of amortization.
  • Last Depreciation Date: Last depreciation date.
  • Original Amount: Original amount of the fee.
  • Forced Depreciation Amount: Amount of forced depreciation.
  • Remaining Amount: Remaining amount of the fee.
  • Expense GL: Expense General Ledger.
  • Depreciation GL: Depreciation General Ledger.
  • Payable GL: Payable General Ledger.

4. Loan Disclosures

After completing the Loan Entry screen, the system displays the complete loan disclosure. This information will be printed on all relevant loan documents.

• Totals: Displays principal, interest, escrow, and various fee totals.
• Disclosures based on following criteria: Provides a summary of the loan’s key terms, including requested amount, payment, frequency, term, interest rate, and APR.

5. Collateral Selection

This section allows users to define various types of collateral for the loan. Collateral defined in the application (e.g., vehicle, co-maker) will auto-populate.

Share Pledges Tab

• Displays existing share pledges.
• Add: Add new share pledge records.
• Basic Information:
  • Account: Account number for the pledge.
  • Suffix: Share or certificate suffix for the pledge.
  • Maximum Pledge: Maximum amount not to be exceeded by the current pledge.
• Percentage Pledge:
  • Current Loan Balance: Current balance of the loan.
  • Loan Balance Deduction: Amount subtracted to prioritize pledge release.
  • Adjusted Loan Balance: Current Loan Balance minus Loan Balance Deduction.
  • Percentage of Balance Secured: Percentage of loan balance secured by the account/suffix.
  • Current Pledge Amount: Calculated based on Percentage of Balance Secured and Adjusted Loan Balance.
  • Last Calculated Date: Last date Current Pledge Amount was calculated.
• Miscellaneous Details:
  • Scheduled to be Released: Informational field for release date.
  • Description Line One/Two: Optional notes.
  • Original Pledge Amount: Original pledge amount.
  • Original Date Secured: Date the pledge record was created.

Co-Borrowers Tab

• Displays existing co-borrowers and accounts where the applicant is a co-borrower.
• Add: Create new co-borrower records.
• Co-Borrower Information:
  • Co-Borrower Type: Select the type of co-borrower.
  • Maximum Liability Amount: Maximum liability for the co-borrower.
  • Loan Amount: Amount of the new loan the co-borrower is being added to.
  • Loan Balance Adjustment: Used to prioritize co-borrower liability release.
  • Adjusted Loan Balance: Current Loan Balance minus Loan Balance Deduction.
  • Percentage: Percentage of loan balance the co-borrower is liable for.
  • Scheduled Release Date: Informational field for release date.
  • Current Liability Amount: Calculated liability amount.
  • Current Liability Date: Date the record was created.
  • Bankrupt: Indicates if the co-borrower is flagged as bankrupt.
  • Spouse: Indicates if the co-borrower is a spouse.
  • Delinquency Notices: Indicates if the co-borrower should receive delinquency notices.
  • Report to Credit Bureau: Indicates if the co-borrower should be reported to the credit bureau.
  • Association Code: Determines how the co-borrower is reported to the credit bureau (e.g., P for Primary borrower, 2 for Joint contractual liability).
  • Description Line 1/2: Optional additional information.
  • Consumer Information Indicator: Optional field for additional consumer information for the credit bureau.
  • Credit Grade: Credit grade of the co-borrower.
  • Credit Score: Credit score of the co-borrower.

Vehicles Tab

• Displays existing vehicle collateral.
• Add: Add new vehicle collateral.
• Vehicle Info Tab:
  • Vehicle Information: Fields for Year, Make, Model, VIN, Type, Color, Description, Body Style, Mileage, License State, License Number.
  • Value: Original Value, Book Value, Current Value, Trade-In Value, Current Value Date.
  • Acquisition Dates: Date Secured, Date Release Scheduled, Actual Release Date.
  • Other Information: Deed Held?, UCC Held?, UCC Expiration Date, Lien Holder Position.
• Title Tab:
  • Title Information: Title Held, Title Number, Date Applied For, Date Received, Title State.
  • Owner Information: 1st Owner, 2nd Owner, Address, Phone, Email.
  • Title Holder: Name, Address, City/State/Zip.
• Insurance Tab:
  • Insurance One/Two Information: Expiration Date, Agent Name, Office Phone, Cell Phone, Email Address, Company Code, Address, Policy Number, Description, Cost, Purchased by C.U.?, Financed?.
• Insurance GAP/VSI Tab: Fields for GAP Insurance and VSI Insurance details, including Expiration Date, Insurance Company, Policy Number, Policy Amount.
• Service Contract Tab: Fields for Service Contract Information, including Expiration Date, Service Company Name, Contract Number, Policy Amount, Phone Number.

Real Estate Tab

• Displays existing real estate records.
• Add: Add new real estate records.
• Property Tab:
  • Property Value: Current Value, Original Value, Current Value Date, Loan to Value.
  • Property Info: Parcel Number, Property Description (1-4).
  • Property Address: Line 1, Line 2.
  • Acquisition: Deed Held?, Date Secured, Scheduled Release Date, Actual Release Date, Lien Holder Position, Census Tracker.
  • Legal Description: Text area for legal description.
• Flood Insurance Tab: Fields for Flood Insurance Information, including Expiration Date, Company Name, Policy Number, Amount.
• Note: Title, Insurance, and Service Contract tabs are similar to those under the Vehicles tab.

Miscellaneous Items Tab

• Tracks collateral without a title or that doesn’t fit other categories.
• Add: Add new miscellaneous collateral records.
• Property Tab:
  • Property Values: Current Value, Original Value.
  • Property Information: Address Line 1/2, Description Line 1-4.
  • Dates: Current Value Date, Date Secured, Date Release Scheduled, Actual Release Date.
  • Other Information: Deed Held?, UCC Held?, UCC Expiration Date, Lien Holder Position.
• Note: Title, Insurance, Insurance GAP/VSI, and Service Contract tabs are similar to those under the Vehicles tab.

6. Distribution Selection

This section defines how loan proceeds will be disbursed. Multiple disbursement options can be used. The loan cannot be posted until the full disbursement amount is allocated.

Checks Tab

• Displays existing checks.
• Add: Add new checks.
• Fields:
  • Account: If payable to a member, keying the account number will populate payee info.
  • Dealer: Select a dealer to populate payee information.
  • Part of Financed Fee or Financed PPFC?: Check if the check is part of a financed fee or prepaid finance charge.
  • TILA/RESPA Payee and Payoff: Enter information for printing on TILA/RESPA forms.
  • Name, Account Number, Amount, Financed Fee/PPFC: Details for the check.

Shares Tab

• Allows disbursement to up to 15 different share or certificate accounts/suffixes.
• Fields:
  • Share Account/Suffix: Account and suffix to receive funds.
  • Amount: Amount to be disbursed.
  • Description: Description for transaction history.
  • Fee: Check if funds are part of financed fees or prepaid finance charge.
  • TILA/RESPA Payee and Payoff: Enter information for printing on TILA/RESPA forms.

GL Accounts Tab

• Allows disbursement to up to 15 different General Ledger accounts.
• Fields:
  • Account/Op Code: General Ledger account number or Operation Code.
  • Amount: Amount to be disbursed.
  • Description: Description for transaction history.
  • Description for Forms: Description for printing on forms.
  • Fee: Check if funds are part of financed fees or prepaid finance charge.
  • Retain: Indicates if the amount is a portion of proceeds retained by the credit union.
  • TILA/RESPA Payee and Payoff: Enter information for printing on TILA/RESPA forms.

Loans Tab

• Allows disbursement to up to 15 different loan accounts/suffixes.
• Fields:
  • Loan Account: Account to receive funds.
  • Suffix: Suffix to receive funds.
  • Amount: Amount to be disbursed.
  • Payoff As of Disburse Date: Payoff amount as of the disbursement date.
  • Transaction Description: Description for transaction history.
  • Fee: Check if funds are part of financed fees or prepaid finance charge.
    TILA/RESPA Payee and Payoff: Enter information for printing on TILA/RESPA forms.

7. Printing Selection

The final step in the loan processing workflow, allowing printing of loan documents and posting the loan.

Default Forms Tab

• Displays available forms for printing.
• Form Details:
  • Preview: View the document before printing.
  • Print/Archive: Print and/or archive the document.
  • Add to Envelope: Adds documents to a DocuSign envelope (if licensed).

Signature Capture

• If signatures are required, the system will prompt for each signature.
• Options:
  • Capture Later: Allows signature capture at a later time.
  • Skip Signature: Skips the current requested signature.
  • Skip Remaining: Skips all remaining signatures.
  • Clear: Removes the current signature.

Print Options

• Select the printer, number of copies, orientation, paper size, source, and duplexing settings.
• Archive: Select “Yes” to archive the document to Document Manager. This is necessary for capturing additional signatures later.

Pending Tab

• Displays forms requiring additional signatures that have been archived.
• Right-clicking on a form in Document Manager also allows signature collection.

Post Loan

• Click Post Loan to post the loan to the member’s account. All defined disbursements will be executed.

8. Additional Workflow Options

UDFs (User Defined Fields)

• Optional, credit union-defined fields for storing additional member information not covered by pre-defined fields.

Automatic Transfer Entry – Payment Setup Option

• Appears if the payment method is Automatic Transfer.
• Transfer Information:
  • From Account: Account number and suffix for fund transfer.
  • Use Loan Payment Amount: Check to use the scheduled payment as the transfer amount.
  • Transfer Amount: Enter the transfer amount (if “Use Loan Payment Amount” is not checked).
  • Allow Partial Transfer:
    • Yes: Transfers all available funds, but does not advance the next transfer date until the total is satisfied.
    • No: Only transfers if the total amount due is available.
    • Available: Transfers all available funds and advances the next transfer date.
  • Override Available Funds:
    • No: Do not go below available funds.
    • Yes: Transfers all funds in the account, ignoring holds and pledges (will not make the account negative).
    • Pledge: Allows transfer down to the minimum balance, ignoring holds and pledges.
• Posting Information:
  • Next Posting Date: Next transfer date (leave blank if “Consider Loan Due Date” is checked).
  • Payment Frequency: Frequency of transfer posting.
  • Start Date: Date transfer becomes active.
  • Stop Date: End date for the transfer (if applicable).
  • Description: Custom description for the transfer.
  • Payment Amount: Scheduled payment amount on the loan.
  • Consider Loan Due Date: Check if the transfer should consider the loan payment due date.
  • From Account Transfer Desc/To Account Transfer Desc: Descriptions for transfer.
  • Posting Group: Used to group transfer records for simultaneous posting.
  • Member Maintainable: Defines member access to the transfer record via online banking (Maintain, No Access, View Only).

Payroll Distribution – Payment Setup Option

• Appears if the payment method is Payroll Deduction.
• Payroll Records:
  • ID: Select applicable payroll ID.
  • Key Field: Key Relationship used for the selected payroll ID (account number, SSN, or control number).
• Distribution Basics:
  • Sequence Number: Order of payroll distributions.
  • Distribution Amount: Amount to be distributed to the loan suffix.
  • Use Loan Payment: If checked, uses the scheduled loan payment.
  • Overflow: Indicates if the account and suffix should be used as overflow.
• Dates:
  • Start Date/Stop Date: Optional fields to force a distribution to start and/or stop.
  • Last Run: Last time distribution occurred.
• Special Processing Days:
  • Only Post after this day of the month: Forces posting after a certain day.
  • Only Post before this day of the month: Forces posting before a certain day.

Credit Card Loan Entry – Additional Option for Credit Cards

• Appears if the loan is a credit card.
• Loan Information: Type, Suffix, Purpose Code, Security Code, Credit Limit, Payment Method, Loan Officer.
• Fees: Over Limit Fee, Late Payment Fee, Cash Advance Fee, Annual Fee, Annual Fee Month.
• Credit Score Info: Recent Scores, CB Score, CB Grade.
• Insurance Information: Insurance Eligible, Disability Type/Plan, Life Type/Plan, Debt Cancellation Type/Plan, Source Suffix.
• Payment Information: Next Payment Date, Payment Amount.
• Late Charge Information: Late Charge Method, Fixed Amount.

Credit Card Categories – Additional Option for Credit Cards

• Appears if the loan is a credit card, allowing selection of categories.

Variable Rate Loan Extension – Additional Option

• Appears if the loan is a variable rate loan.
• Rate Information: Rate Group Code, Current Loan Rate, Original Rate, Current Loan Rate based on Index, Rate basis (Plus/Minus Margin).
• Pre-Notice Information: Last Pre-Notice Sent Date, Rate sent on Pre-Notification, Payment sent on Last Pre-Notification, No of Days before change to notify.
• Rate Change Information: Frequency, Change on (day of month), Next Change Date, Max Life Increase/Decrease %, Max Incremental Increase/Decrease %, Max Yearly Increase/Decrease %, Rate Floor/Ceiling, Beginning Rate for Year/Anniversary.

Loan Type Conversion – Additional Option

• Appears if the loan is configured for a loan conversion.
• Loan Type Conversion Details: Convert To New Loan Type, Conversion Date, Notice Date, New Term, Recalculate Payment, Reset Open Date, BECE, Do not create Type Conversion for this Loan.

Home Equity Line of Credit – Additional Option

• Appears if the loan is configured as a Home Equity Line of Credit.
• HELOC Information: Charge cash advance fees?, Charge over limit fees?.

Escrow Estimate – Additional Option

• Appears if the loan is configured for Escrow.
• Reserves: # Tax Reserve Months, Tax Payment Codes, # Insurance Reserve Months, Insurance Payment Codes, # Other Reserve Months, Other Payment Codes.
• Dates: Effective Date of Payment Change.
• Shortages/Overages: Shortages Less than 1 Escrow Payment, Shortages > 1 Escrow Payment, Overages under $50.00.
• Payment Information: Exclude Escrow Codes.

9. Security

Employee Flagged Accounts

• Security can be enabled to prohibit unauthorized tellers from accessing loans in process or applications for employee accounts.
• Program ID LNEMPL in Program Security Configuration controls this.
• Teller Configuration:
  • Override Inquiry Security in Loan Processing:
    • Yes: Allows access to Loan Processing even if the teller is not allowed to inquire on employee flagged accounts.
    • No: Prevents access to Loan Processing for such tellers.
    • Dual: Requires an override from another teller with “Yes” or “Dual” access.

10. Notes

The Notes section within the Loan Application Module allows tagging each note with a User ID and date stamp.

• Program Security for LANOTE must be enabled without adding valid users to utilize the User ID and date stamp feature. If users are added, notes will be free-form without this tagging.
• Once LANOTE is enabled, notes must be added using the Add Notes button.
• Notes, once saved, cannot be edited or deleted and are permanently tied to the associated loan application.