Stop Payment Maintenance

1. Introduction

Stop Payment Maintenance in the FLEX system is a critical function used to manage both Draft and ACH (Automated Clearing House) stop payment requests. This documentation outlines the methods for accessing the maintenance screen and details the procedures for adding and managing stop payments.

2. Accessing Stop Payment Maintenance

There are two primary methods for accessing the Stop Payment Maintenance screen within the FLEX system. Regardless of the access method, the maintenance screen’s layout and functionality remain consistent.

2.1. Method 1: Through the FLEX Main Menu

  • Navigate to: Teller > Teller Maintenance > Stop Payment Maintenance
  • Detailed Steps:
    1. From the FLEX Main Menu, select Teller.
    2. Expand the Teller Maintenance option.
    3. Select Stop Payment Maintenance from the list.

2.2. Method 2: Through Member’s Account in Transaction Entry/Inquiry

  • Navigate to: Member’s account in Transaction Entry/Inquiry
  • Detailed Steps:
    1. Access the desired member’s account within the Transaction Entry/Inquiry screen.
    2. Right-click on the relevant suffix associated with the account.
    3. A context menu will appear, from which you can select Stop Payment Maintenance.

3. Stop Payment Maintenance Screen Overview

The Stop Payment Maintenance screen is divided into two main sections for clear organization:

  • Upper Section: Displays Draft Stop Payments.
  • Lower Section: Displays ACH Stop Payments.

3.1. General Actions

  • To edit an existing record: Highlight the desired record and click Edit.
  • To create a new record: Click Add.

4. Adding a Draft Stop Payment

To add a new Draft Stop Payment, follow these steps:

  1. From the Stop Payment Maintenance screen, locate the Draft Stop Payments section.
  2. Click the Add button.
  3. The Add Stop Payment screen will appear, prompting for the following information:
    • Suffix:
      • Purpose: Specifies the account suffix to which the stop payment will be applied.
      • Action: Enter the appropriate suffix.
    • Draft Number From / To:
      • Purpose: Defines the draft number(s) for which the stop payment is requested. This field supports a range.
      • Action:
        • For a single draft: Enter the same draft number in both the From and To fields.
        • For a range of drafts: Enter the starting draft number in From and the ending draft number in To.
    • Amount:
      • Purpose: Specifies the exact amount of the draft to be stopped. This field is optional.
      • Action: Enter the draft amount if applicable.
    • Date Entered:
      • Purpose: Records the original date the stop payment request was entered.
      • Action: Enter the original entry date.
    • Date Released:
      • Purpose: Sets the date when the stop payment should be automatically released. This field is optional.
      • Action:
        • Enter a specific release date.
        • Leave blank to utilize the credit union’s default release date defined under Features configuration.
    • Stop Reason:
      • Purpose: Provides the reason for the stop payment request.
      • Action: Select the appropriate reason from the drop-down menu.
    • Setup Fee:
      • Purpose: Displays any associated setup fee for the stop payment. This field auto-populates if a fee has been defined under Overdraft Fee Maintenance for drafts.
      • Action: Review the auto-populated amount.
    • Suffix for Fee:
      • Purpose: Designates the suffix from which the setup fee will be charged.
      • Action: Select the applicable suffix.

5. Adding an ACH Stop Payment

To add a new ACH Stop Payment, follow these steps:

  1. From the Stop Payment Maintenance screen, locate the ACH Stop Payments section.
  2. Click the Add button.
  3. The Add ACH Stop Payment screen will appear, prompting for the following information:
    • Suffix:
      • Purpose: Specifies the account suffix to which the ACH stop payment will be applied.
      • Action: Enter the appropriate suffix.
    • Stop or Revocation:
      • Purpose: Determines the type of ACH stop payment.
      • Action: Select one of the following:
        • Stop: A one-time stop of an ACH entry, or a stop for a duration of 6 months.
        • Revocation: Stops all future entries until the stop payment is explicitly deleted.
    • Stop or Revocation Reason:
      • Purpose: Provides the reason for the ACH stop or revocation.
      • Action: Select the appropriate reason from the drop-down menu.
    • Company Name / Company ID:
      • Purpose: Specifies whether the stop payment is based on the originating company’s name or ID.
      • Action: Select either Company Name or Company ID radio button.
    • Company Name:
      • Purpose: Identifies the name of the company originating the ACH item to be stopped.
      • Action: Select the company name from the drop-down menu.
    • EFT/Low Amount:
      • Purpose: An optional field to enter the low dollar amount for an amount range.
      • Action:
        • Enter a low dollar amount to define a range.
        • Leave blank to stop ALL items from the company, regardless of amount.
        • Enter only the EFT/Low amount when stopping a specific amount.
        • Set to $0.00 when stopping all amounts.
    • High Amount:
      • Purpose: An optional field to enter the high dollar amount for an amount range.
      • Action:
        • Enter a high dollar amount to define a range.
        • Leave blank to stop ALL items from the company, regardless of amount.
        • Set to $0.00 when stopping all amounts.
    • Original Entry Date:
      • Purpose: Records the original entry date of the ACH item.
      • Action: Enter the original entry date.
    • Expiration Date:
      • Purpose: Sets the date when the stop payment should be released, if applicable.
      • Action:
        • Enter a specific expiration date.
        • Leave blank to allow the system to determine the expiration date based on whether it is a Stop or Revocation.
    • Date Last Updated:
      • Purpose: This field is system-updated to record the last date any changes were made to the stop payment record.
      • Action: This field is read-only.
    • Setup Fee:
      • Purpose: Displays any associated setup fee for the ACH stop payment. This field auto-populates if a fee has been defined under Overdraft Fee Maintenance for ACH.
      • Action: Review the auto-populated amount.
    • Suffix for Fee:
      • Purpose: Designates the suffix from which the setup fee will be charged.
      • Action: Select the applicable suffix.

Important Note: It is not necessary to add an ACH Stop Payment if it has already been added as a draft stop payment.