This document provides technical guidance for navigating and utilizing the Share Maintenance features within the FLEX system. Share Maintenance allows credit union users to manage and update various aspects of member share accounts.

1. Accessing Share Maintenance

There are two primary methods to access the Share Maintenance interface:

• From the FLEX Main Menu:
  1. Navigate to Shares in the main menu.
  2. Select Share Maintenance from the dropdown options.
• From Transaction Entry/Inquiry:
  1. While viewing a share suffix in Transaction Entry/Inquiry, right-click on the share suffix.
  2. Select Share Maintenance from the context menu.

2. Share Maintenance Tabs Overview

The Share Maintenance screen is organized into multiple tabs, each dedicated to specific categories of share account information:

• Tab 1 (General Information): Covers account balance, dates, and dividend settings.
• Tab 2 (Draft Account & Overdrafting): Manages draft account details and overdraft configurations.
• Tab 3 (Miscellaneous & Credit Reporting): Contains miscellaneous settings and credit reporting indicators.
• UDFs (User Defined Fields): Allows for the management of custom fields.

2.1. Tab 1: General Information

This tab provides an overview of the account’s financial status, important dates, and dividend distribution settings.

2.1.1. Share Type & Description

• Share Type: Displays the current share type. You can select another share type to view its maintenance details for the same account number.
• Group: Shows the group code associated with the selected share type.
• Custom Description:
  • Allows entry of a custom description.
  • Overrides the default description.
  • Displays on inquiry screens, online banking, and member statements.
  • Members may have the option to rename the type via online banking.

2.1.2. Account Balance

• Current Balance: Displays the real-time balance in the account.
• Charged Off Balance: Shows the amount of any charged-off balance.
• Amount Pledged: Total amount held on the account, including pledged shares for loans, holds, and minimum balances.
• Amount Available: Calculated as Current Balance – (Pledges + Holds).
• Last Statement: The ending balance from the most recently generated statement.

2.1.3. Dates

• Last Dividend Calculation: Date of the last dividend calculation. The next dividend calculation will accrue from this date.
• Last Dividend Paid: Date when dividends were last disbursed to the account. May differ from the last dividend calculation if unpaid dividends were moved to the Memo field.
• Last Transaction: Date of the most recent transaction. This date, or the Last Correspondence Date, affects dormancy status.
• Date Opened/Closed: Displays the account’s opening date and, if applicable, its closing date.
• Guarantee Card Expiration: Expiration date of the guarantee card, if used.
• Dormancy Date: The date the suffix was flagged dormant, if applicable. Can be flagged at the suffix or entire account level. Account-level dormancy is managed in Address Maintenance.
• Last Correspondence Date: Date of the last member contact. If an account would otherwise be dormant based on the last transaction date, updating this field extends the dormancy exclusion for 12 months.
  • Note: For entire account dormancy, dormancy date fields and last correspondence date fields are maintained in Name and Address Maintenance.
• Charge Off Date: Date the share was charged off, if applicable.

2.1.4. Dividends

• Accrued Dividend: Amount of dividends accrued but not yet paid.
• Year-To-Date Dividend: Total dividends earned in the current year.
• Dividend Last Year: Total dividends earned in the previous year.
• Backup Withholding Year-To-Date: Total dividends withheld due to backup withholding in the current year.
• Withheld Last Year: Total dividends withheld due to backup withholding in the previous year.
• Dividend Payment Option: Controls where dividends are paid:
  • No Distribution: Dividends disburse to the same suffix.
  • Transfer to Account/Suffix: Dividends transfer to the specified Account/Suffix fields.
  • Disburse Check: Dividends are disbursed via check, payable to the member unless an alternate payee is entered using the “Check Payee” option.
• Dividend Account/Suffix: If “Transfer to Account/Suffix” is selected, enter the target account and suffix for dividend transfers.

2.1.5. Annual Disbursement Options

These options are typically used for accounts with annual disbursements, such as Christmas Clubs.

• Transfer or Check: Select the disbursement method:
  • No Distribution: Funds remain in the account.
  • Transfer: Funds transfer to the specified Account/Suffix fields.
  • Check: Funds are disbursed via check.
• Account/Suffix Transfer To: If “Transfer” is selected, enter the target account and suffix for fund transfers.

2.2. Tab 2: Draft Account Information & Overdrafting

This tab manages settings related to draft transactions and overdraft protection.

2.2.1. Draft Account Information

• Draft Transactions: Displays the number of draft transactions for the current month (MTD).
• Account Cross Reference: Indicates the cross-reference number linking draft transactions to the account/suffix. Refer to “Calculate Cross Reference” for instructions on calculation.
• Courtesy Pay: Determines suffix eligibility for Courtesy Pay.
  • Yes: Suffix is eligible.
  • No: Suffix is not eligible (even if auto-enrollment conditions are met).
  • Override: Overrides the system’s auto-assigned Courtesy Pay amount, setting it to the value entered in “Courtesy Pay Amount”.
  • Suspended: Courtesy Pay is suspended (e.g., due to Share Collections module parameters).
• Courtesy Pay Amount: The allowed Courtesy Pay amount for the suffix. Auto-enrollment will replace this amount with the default unless “Override” is selected. If the member no longer qualifies, this amount will be $0.00.
• Courtesy Pay Enrollment Date: Date the account was enrolled in Courtesy Pay.

2.2.2. Overdrafting

• Overdraft Code: Defines the type of overdrafting available for the suffix. Refer to “Overdraft Maintenance” in FLEX Academy for more details.
  • No Overdraft: No other accounts will be checked for funds.
  • Shares Only: Only a specified share suffix will be used for overdraft coverage.
  • Loans Only: Only a specified loan suffix will be used for overdraft coverage.
  • Share and Loans, Shares First: Share suffix is checked first, then loan suffix.
  • Share and Loans, Loans First: Loan suffix is checked first, then share suffix.
  • Overdraft File: Allows the user to define any account/suffix and their sequence for overdraft coverage.
• Overdraft Share/Loan Suffix: If overdrafting is allowed, specify the suffix on the account number to be used. For suffixes on other account numbers, the “Overdraft File” option must be used.

2.2.3. Overdraft File Setup

If “Overdraft File” is selected as the Overdraft Code, the following screen appears:

• To Add Accounts:
  1. Enter the Sequence # (controls the order in which accounts are checked).
  2. Enter the Account #.
  3. Enter the Suffix.
  4. Click Add.
• The system will display the Member Name associated with the entered account/suffix.

2.2.4. Suffix Level Reg E

This section addresses Regulation E requirements for Courtesy Pay and fees. Suffix-level options override account-level settings.

• Reg E Opt-In:
  • Yes: Activates Courtesy Pay services and fees for ATM and debit card transactions if the member is already enrolled in Courtesy Pay.
  • No: Deactivates Courtesy Pay services or fees for ATM and debit card transactions.
• Reg E Notice Date: Automatically updates to display the date the Opt-In notice was generated by FLEX.

2.2.5. Account Level Reg E

Displays Reg E options defined at the account level through Name and Address Maintenance. These settings are overridden by suffix-level settings.

• Reg E Opt-In:
  • Yes: Activates Courtesy Pay services and fees for ATM and debit card transactions if the member is already enrolled in Courtesy Pay.
  • No: Deactivates Courtesy Pay services or fees for ATM and debit card transactions.
• Reg E Notice: FLEX automatically marks the “Yes” box once an Opt-In Confirmation notice has been generated.

2.3. Tab 3: Miscellaneous & Credit Reporting

This tab contains various other settings and controls for credit reporting.

2.3.1. Miscellaneous

• Insurance Eligible: Indicates if the suffix qualifies for credit union-paid share life insurance.
• Excessive Withdrawal: Determines if the account is subject to an excessive withdrawal fee if the account type is configured for it (e.g., if type RS has an excessive withdrawal fee defined, “Yes” will prompt for the fee, “No” will not charge it).
• Frozen: Indicates if the suffix is frozen or partially frozen. To freeze all suffixes, use the “Frozen Flag” in Member Maintenance.
  • Frozen: No transactions (teller, ACH, Share Draft, Card) can be posted.
  • Allow Credits Only: Only credit transactions are allowed.
  • Allow Debits Only: Only debit transactions are allowed.
  • Not Frozen: All transactions are allowed.
• Collection Officer: Displays the ID of the collection officer assigned to the share suffix. Can be manually entered.
• Charged Off Code: Displays the charge-off code used if the suffix was charged off. Can be changed.
• Closed Reason Code: Displays the reason code if the account is closed and reason codes are in use.
• Withdrawal Count: If the type is configured for an excessive withdrawal fee, this field shows the number of withdrawals for the month. Resets at End of Month (EOM).
• Included in Bankruptcy:
  • Click Unlock to enable maintenance.
  • Check the box to flag the suffix as included in bankruptcy.
  • If flagged, the share description will change to “Bankrupt” on the account.
  • Note: This does NOT prevent transactions but affects the printing of notices, letters, and statements. To flag all suffixes, use the flag in Address Maintenance.
• Allow Priority Type Change: If checked, the suffix will be considered by the Share Priority Type Change program, if applicable.
• Allow Daily Negative Fees: If checked, the suffix will be subject to daily negative fees, if configured through Share Type Configuration.

2.3.2. Credit Reporting

• Exclude from Credit Reporting: Check this box to prevent a charged-off suffix from being reported to the credit bureau.
• Consumer Information Indicator: Select the Consumer Information Code to be sent to the credit bureau, if applicable.
• Special Comment Code: Select the Special Comment Code to be sent to the credit bureau, if applicable.
• Compliance Condition Code: Select the Compliance Condition Code to be sent to the credit bureau, if applicable.

2.4. UDF Tab (User Defined Fields)

UDFs are credit union-defined fields that allow for storing additional member or account information not covered by predefined system fields.

• To Add Information:
  1. Double-click the Value field for the desired UDF.
  2. Key in the information.
• Available UDFs are configured in UDF Maintenance.

3. General Actions

Across various tabs, you will find common action buttons:

• Unlock: Enables editing of fields.
• Save: Saves any changes made to the share maintenance record.
• Refresh: Refreshes the displayed information.
• Delete: Deletes the share record (use with caution).
• Calculate Dividend: Triggers a dividend calculation.
• Audit: Provides an audit trail of changes made to the share.