Statement Control

Statement Control in the FLEX system allows users to manage messages and various control parameters for printing member statements. This functionality is crucial for customizing statement appearance and delivery based on credit union requirements.

Accessing Statement Control

Statement Control is located within the FLEX Main Menu:

• System Administration
  • General Configuration
    • Statement Control

Overview of Statement Control Parameters

The Statement Control interface displays various parameters and options for setting up credit union member statement formats. These options commonly include:

• Control Parameters
• Print Copy
• Docman Copy
• Email Copy

To view or edit default codes for the statement program, highlight “Control Parameters” and click “Edit.”

Statement Control Parameters Sections

The “Statement Control Parameters” screen is divided into several sections, each controlling specific aspects of statement generation.

1. Print Options

This section defines how various items are handled and displayed on printed statements.

• Electronic Items:
  • D: Electronic deposits trigger a statement.
  • W: Electronic withdrawals trigger a statement.
  • B: Both deposits and withdrawals trigger a statement.
  • Blank or N: Electronic transactions do not trigger a statement.
• Audio Response Checks: Indicates if Audio Response Checks trigger a statement.
• Dormant Fee: Indicates if a dormancy fee triggers a statement to print.
• Print Tax Name: Indicates if the tax name should be printed on the statement.
• Print Joint Owner:
  • T: Prints joint owner names at the top of statements only, after primary member names.
  • S: Prints joint owner names next to the suffix each joint owner belongs to (not at the top).
  • B or Y: Prints joint owner names both at the top and next to applicable suffixes.
  • N: Joint owner names will not print on statements.
• Deposit/Credit Recap: Indicates whether all deposits and credits should be printed in a separate recap section.
• Use Postal Address Standard: Indicates whether U.S. Post Office punctuation standards are used for formatting statement addresses.
• Fee Summary Title: Displays or allows entry of a title for the summary of fees.
• Print YTD Fees Summary: Indicates whether a Year-to-Date (YTD) summary of fees should print.
• YTD/INT or FIN/APR:
  • Y: Prints “Interest Year-to-Date” and “Loan Interest Rate.”
  • F: Prints “Amount of Finance Charge” and “Annual Percentage Rate.”
• Print Check or Draft:
  • C: Prints “CHECK.”
  • D: Prints “DRAFT.”
• Dividend or Interest:
  • Blank or D: Prints “DIVIDEND.”
  • I: Prints “INTEREST.”
• FC or Interest:
  • Blank or F: Prints “FINANCE CHARGE.”
  • I: Prints “INTEREST.”
• Loan History: Check to print loan information in loan history detail; uncheck to not print.
• Fee Codes to Print:
  • Leave blank to print all valid fee codes.
  • Select specific codes to print only a subset.

2. Misc. Options

This section provides miscellaneous options for statement content.

• Print Loan Delinquent Amount: Indicates if the delinquent loan amount prints below the payment due date.
• Print NSF Items: Indicates if Non-Sufficient Funds (NSF) items print on statements.
• Print Branch Code: Indicates if branch code(s) print on statements.
• Print IRA Minimum W/D Notice: Indicates if an IRA minimum distribution notice appears on year-end statements (for credit unions using FLEX for IRA reporting).
• Print 1099 INT: Indicates if 1099 INT should be included on year-end statements.
  • Note: If checked, separate tax forms will not be generated. Verify support with your statement printer if not printing statements with FLEX.
• Print 1098: Indicates if 1098 should be included on year-end statements.
  • Note: If checked, separate tax forms will not be generated. Verify support with your statement printer if not printing statements with FLEX.
• Print Barcode: Indicates if a barcode should be included for accounts with valid ZIP+4.
• Print Employee Number: Indicates if the employee number prints on the statement.
  • Caution: May prevent joint owner names from appearing if set to print at the top.
• Print Send Inquiries Message: Indicates if “Send Inquiries To” prints in the top left corner.
  • Caution: May overlap with credit union name/logo.
• Remove Suffix Summary Boxes: Indicates if summary boxes below the member name/address should be removed.
  • Caution: Boxes may contain information not found elsewhere.
• Remove the term Suffix from Heading: Indicates if “Suffix” should be removed from statement headings.
• Check History YTD Flag: Indicates if the history YTD flag for share, loan, and certificate type configuration records should be checked (global setting to reduce accidental YTD statement problems).
• Print IRA Fair Market Value Disclosure: Indicates whether the IRA Fair Market Value Disclosure prints on year-end statements.
• Include Closed Shares/Loans/Certs in EOY: Indicates if closed shares, loans, and certificates print on year-end statements.
  • If checked, December statements include all closed suffixes with YTD dividends/interest.
  • If unchecked, only suffixes closed in December are included.
• Print Long Description in Recaps: If checked, prints the full transaction description under Deposit/Credit Recaps.

3. Regulation Z

This section pertains to Regulation Z compliance for loan information.

• Max Due Dates: Enter the maximum number of additional due dates to print in the loan summary box for open-ended loans.
  • Blank or 0: No additional due dates.
  • 1-25: Key in the number of additional due dates.
• Min Months: Enter the minimum number of additional due dates to print in the loan summary box for open-ended loans.
• Print Loan Fee Recap: Indicates if the Loan Fee recap will be printed.

4. ACH/Draft

This section manages the display of ACH and draft transactions.

• Draft/History Summary:
  • H: Prints drafts in history detail only.
  • N: Prints drafts in withdrawal recap only.
  • Y: Prints drafts in history detail and withdrawal recap.
• ACH Draft Summary:
  • O: Prints ACH Drafts in “Other Deductions” summary/recap.
  • D: Prints ACH Drafts in “Checks Cleared” summary/recap.
  • B: Prints ACH Drafts in both “Drafts/Checks Cleared” and “Other Deductions” summary/recap.
  • Blank or S: Splits based on the MEMO field.
• Trace Number on Draft History: Indicates whether the draft trace number prints with draft transaction history (valid if Draft History and Summary is Y or H).
• Trace Number on Draft Summary: Indicates whether trace numbers are included with the draft number and amount on the draft summary.
  • Note: This can change the summary format and potentially result in more pages.

5. Description Priority

This section determines the order of descriptions used for share, loan, and certificate descriptions.

• Loan/Share/Certificate:
  • S: Prints suffix description.
  • T: Prints type description.
  • Blank: Prints both suffix and type description.

6. Return Address

This section manages the return address displayed on statements.

• Use Alternate: Offers the option to use a default credit union address. If unchecked, the default address is defined in “Credit Union Name and Address Maintenance” in the FLEX Configuration menu.

7. Message 1

• Prints on the upper right side of statements.
• Up to three lines may be used.

8. Message 2

• Prints below the member name and address, just above summary boxes.
• Prints across the full width of statements.
• Up to two lines may be used.

Edit Statement Control (Copy Options)

The fields within “Print Copy,” “Docman Copy,” and “Email Statement Copy” are identical, allowing users to set up various copy types for different purposes (e.g., third-party print houses).

1. Print Options

This section controls general printing characteristics.

• Run Sequence: Indicates the sequence number of the current statement run.
• Print CU Name: Indicates whether the credit union name prints on statements.
• Print CU Location: If the credit union name and address are printed, this indicates their position.
• Address Font: Selects the font used on the name and address line.
• Address Location: Indicates where the member name and address prints.
• OMR Print Codes: Indicates whether Optical Mark Recognition (OMR) codes print.
• Print Code Location: Indicates where OMR codes print (recommended position: 450).
• Ampersand Format: Defines the format of ampersand characters in address lines for third-party processors.
• Account Mask: Provides an option to mask part of the account number (up to nine ‘X’s).
• Summary Report: Indicates if a summary report should be generated (appended or separate).
• PCL Statement: Indicates whether Print Control Language (PCL) codes are embedded for font changes.
• PDF Statement: Indicates whether statements are generated as PDF documents for Docman archiving and eStatements.
• Separate Underline: Valid only if “Generate as PCL Statement” is N. Indicates if underlines print separately.
• Limit Box Count on Pg. 1 to three: Indicates if the box count on the first page should be limited to three boxes.

2. PDF Options

This section manages PDF-specific settings.

• Copy to DOCMAN: Indicates if generated statements are added to Document Manager.
• Trigger Email: Indicates if generated statements create a trigger record in the MBRSTMT group, initiating email notifications for eStatements.

3. Filter Options

These options control which members are included in the statement run based on their statement codes.

• Include Statement Y Members: Includes members with “Printed Statement (Y)” or “Both email statement and printed statement (B)” codes.
• Include Statement N Members: Includes members who have requested not to receive a statement (N).
• Include Statement E Members: Includes members with “Email Statement (E)” printing codes.
• Include Bad Address Members: Indicates whether statements generate for accounts flagged with bad address dates.
• Include Bankrupt Members: Indicates whether members flagged as bankrupt are included.
• Include Dormant Suffixes: Indicates whether suffixes flagged with dormant dates are included.
• Include Bankrupt Suffixes: Indicates whether suffixes flagged as bankrupt are included.
• Include Charge Off Suffixes: Indicates whether suffixes that are charged off are included.

4. Sort Options

This section defines how statements are sorted.

• C.A.S.S. Certification: Indicates whether statements are divided by CASS-certified addresses.
• Sort Code: Indicates the order in which the statement run will be generated.
• Mailcode Excepts 1/2: Allows sorting specific selections of statements (e.g., bankrupt accounts, employees) to the back of the spool file.

5. IFS Options

This section pertains to copying statements to the Integrated File System (IFS).

• Copy to IFS: Copies statements to a database file on the IFS.
  • Format: /cuname/abcfolder/abc.txt
• Control Characters: Specifies print control characters to replace internal spooled file characters when copying to a file on the QDLS file system.
• EOL Character: Specifies end-of-line characters to insert into the stream file during copying.
• EBCDIC or ASCII: Specifies if translation is performed to standard DOS ASCII.

6. Processing Options

This section controls how FLEX processes and prepares files for printing and email.

• FLEX Processing: Check if FLEX prints credit union statements to prepare files for printing.
• FLEX Connection: Identifies the type of connection being used if FLEX processes.
• Duplex: Indicates if statements are formatted for duplex printing (adds a blank page to odd-numbered page statements, sets PCL duplex control character, and sets “Print on Both Sides” spool attribute).
• Create SPLIT Files: Indicates if statements are to be split into groups based on the number of pages in an individual statement.
• Load Statement Fee File: Indicates if STRIGFEE should be loaded when statements are generated (used by the Statement Fee Program).
• Initiate Email Send: If checked (and “Trigger Email” is also checked), this parameter automatically initiates sending emails to members after the End-of-Month (EOM) statement run.
  • Caution: There will be no opportunity to verify the email message and attachments once initiated.
• XML Exit Program: Currently supported programs include ST4212R Image Printing and STXML length 256.

7. Spool Options

This section manages how generated statements are handled in the spool.

• Use Spool Menu: Indicates if generated statements will be processed using options defined in Spool Configuration.
• Spool Menu ID: Indicates the ID to be used for statements by the spool menu (valid only if “Use Spool Menu” is checked).

8. Library Options

This section defines where statements are copied on the QDLS file system.

• Lib/File: Indicates the folder/file combination.
  • Format: Up to an 8-character folder name, 7-character document name, 1-digit stack code appended, and an optional 3-character extension (e.g., TXT).
• Control Characters: Selects which control characters should be created.

9. Folder Options

This section specifies folder and file details for copying statements.

• Folder/File/Ext: Indicates the folder/file/extension combination to which statements will be copied on the QDLS file system.
• Control Characters: Selects which control characters should be created.
• EBCDIC or ASCII: Specifies if translation is performed to standard DOS ASCII.
• Write in Variable ASCII Format:
  • Checked: Records in the PC document will be written in standard DOS ASCII length format (ASCII carriage return and line feed characters added to each record, ASCII end-of-file character added to end of PC document).
  • Unchecked: Records in the PC document will be fixed-length records (length of 173).

Important Information

Two lines are available for credit union staff to display additional information on statements.