This document provides technical guidance for using the “Open New Accounts” feature within the FLEX system. This feature is designed to facilitate the creation of new base share accounts, additional share accounts, and the assignment of account numbers to individuals.

Note: For adding additional share accounts to an existing account, please refer to the “Open Share Accounts” documentation.

1. Accessing “Open New Accounts”

The “Open New Accounts” function is located within the Teller section of the FLEX Main Menu.

• Navigation Path: FLEX Main Menu > Teller > Open New Accounts

2. Understanding the Workflow

The “Open New Account” process is guided by a workflow displayed on the left side of the screen. This workflow is configurable, meaning the available options may vary based on the type of account being opened.

• Workflow Navigation:
  • Red Push Pin: Identifies the screen currently in use.
  • Green Check Mark: Indicates screens that have been successfully completed.
  • Navigation Buttons: Use Next and Previous to move through the workflow steps.
• Saving to Pending: The new account can be saved to pending at any point during the process.
• Completion: Click Finish once all necessary steps are completed to finalize the “Open New Account” process.

3. Workflow Steps Overview

The following sections detail the typical steps encountered within the “Open New Account” workflow.

3.1. Account Prompt

This is the initial screen for gathering new account information.

• New Account Info:
  • Member Search (Find Existing Members):
    • Allows searching for existing members by account number, last name, or advanced search options (right-click for options).
    • If an existing account is used, a prompt will appear with the following options:
      • Link To Member: Links the new account to an existing member.
      • Copy From Existing Member: Copies information from an existing account record.
      • Create New: Requires manual entry of all new information.
  • Account Number:
    • Leave blank for auto-assignment (if configured).
    • Enter a specific number to assign it manually.
  • Account Type: Selects the type of account, which influences how the name is entered in the “Name and Address” section.
  • Sub Type (Optional): Can be selected for accounts like Custodians, Estates, or Trust Accounts. Refer to credit union policies for usage.
  • Social Security Number (SSN): Required for non-members. Enter the SSN or EIN of the individual.
• Accounts In Process:
  • Displays all pending accounts where the “Open New Account” process has been started but not completed.
  • Allows searching for pending accounts by last name, SSN, or phone.
  • Pending accounts can be deleted if no longer needed.

3.2. Deluxe Detect (Optional Module)

This module allows requesting and receiving verification information from Deluxe.

• Used to determine if a potential member qualifies for a credit union account.
• Refer to “Deluxe Detect in FLEX Academy” for additional information.

3.3. ChexSystems® (Optional Module)

This module allows requesting and receiving verification information from ChexSystems.

• Used to determine if a potential member qualifies for a credit union account.
• Refer to “ChexSystems in FLEX Academy” for additional information.

3.4. Credit Score Maintenance (Optional Module)

This module allows running a credit report on an applicant.

• Can be used prior to opening a new account.
• Refer to “Credit Score Maintenance in FLEX Academy” for additional information.

3.5. Address Maintenance

This step is used to store the member’s information.

• Configurable Fields: The system can be configured to require certain fields to be completed.
• Refer to individual credit union policies for required fields.
• Refer to “Address Maintenance in FLEX Academy” for additional information.

3.6. Open New Share

This step is used to create the base share account.

• Suffix Info:
  • Share Type: Select the base share type (only types valid on suffix 001 are shown).
  • Description: Enter an alternative description, or the default share type description will be used.
  • Allow Priority Type Change: Check if the account type is eligible for updates via the priority type change program.
• Referral Code Setup (Optional):
  • Referral Code: Used with the Cross Selling module to identify how the member was referred. Only available if configured.

3.7. Open Additional Suffixes

This step allows opening additional shares (e.g., draft accounts, auxiliary shares). These can also be opened later via “Open New Share Accounts.”

• Open Additional Suffix:
  • Type: Select the additional share type to be opened.
  • Suffix: Select the suffix for the additional type.
  • Add: Click to add the suffix to “Pending Suffixes To Open.”
  • Edit: Click to edit pending suffixes.
  • Delete: Click to delete pending suffixes.
• Pending Suffixes To Open: Displays all suffixes that will open with the new account.

3.8. Employers Maintenance

This step is used to add current employer and employer history for the member.

• Employer information can also be added later through “Address Maintenance.”
• Refer to “Address Maintenance in FLEX Academy” for additional information.

3.9. Joint Owner Maintenance

This step is used to add joint owners to the account.

• Joint owners can also be added later through “Joint Owner Maintenance.”
• Refer to “Joint Owner Maintenance in FLEX Academy” for additional information.

3.10. Beneficiary Maintenance

This step is used to add beneficiaries to the account.

• Beneficiaries can also be added later through “Beneficiary Maintenance.”
• Refer to “Beneficiary Maintenance in FLEX Academy” for additional information.

3.11. User Defined Field Maintenance

User Defined Fields (UDFs) are credit union-defined fields for storing member information not covered by predefined system fields.

• Refer to “User Defined Field Maintenance in FLEX Academy” for additional information.

3.12. Authorized Signer Maintenance

This step is used to add authorized signers to the account, commonly for business accounts.

• Authorized signers can also be added later through “Authorized Signer Maintenance.”
• Refer to “Authorized Signer Maintenance in FLEX Academy” for additional information.

3.13. Print New Member Card (Optional Module)

This is the final step in the “Open New Accounts” process, used to print and archive the member card.

• Only available if configured.

3.14. Print Forms

This section allows for printing various forms associated with the new account.

• Default Forms: Displays forms available for printing.
• Form Details:
  • After selecting a form, additional prompts may appear at the bottom of the screen.
  • Preview: Allows previewing the form before printing.
  • Print/Archive: Prints and archives the document. Prompts for signatures if required.
  • Add to Envelope: Adds the form to an eSignature envelope (only appears if configured). Refer to “eSignatures in FLEX Academy” for more information.
• Pending Tab:
  • If additional signatures are required after a form has been archived, the form will appear under the “Pending Tab.”
  • Selecting the document will prompt for any signatures marked to “Capture Later.” Refer to “Capture Later in FLEX Academy” for more information.

3.15. Internet Banking User Maintenance

This step allows adding internet banking access for the member.

• Internet Banking access can also be added later through “Internet Banking User Maintenance.”
• Refer to “Internet Banking User Maintenance in FLEX Academy” for additional information.

4. General Navigation and Completion

• Previous/Next: Use these buttons to navigate between screens in the workflow.
• Save to Pending: The new account can be saved to pending at any time.
• Finish: Click Finish to complete the “Open New Account” process once all necessary steps have been completed.