Transaction Entry

The Transaction Entry program in the FLEX system is a core module for performing all types of transactions on member accounts. This includes deposits, withdrawals, payments, advances, and transfers. Transactions can be keyed individually or in batches for simultaneous posting.

I. Overview of Transaction Entry

  • Purpose: To facilitate all financial transactions to member accounts.
  • Batch Processing: Multiple transactions can be keyed and posted at once.
  • Receipts: A separate receipt prints for each unique account number, even if transactions are posted together, ensuring member privacy.

II. Transaction Entry Line Fields

The Transaction Entry line is where you input the details for each transaction.

  • Account:
    • Key in the member’s account number.
    • Alternatively, use the search option to select an account.
    • Member information for the selected account will display in the top portion of the screen.
    • Use the drop-down to select an account from the account queue.
    • Note: Refer to “System Overview in FLEX Academy” for more information on search options.
  • Sfx (Suffix): Enter or select the suffix for the transaction.
  • TC (Transaction Code):
    • Enter or select the transaction code.
    • Only valid transaction codes for the selected suffix will be available in the drop-down.
    • Common Transaction Codes:
      • Shares & Certificates:
        • 02: Deposit
        • 03: Cash Withdrawal
        • 04: Check Withdrawal
        • 05: Cash Withdrawal (negative available)
        • 14: Check Withdrawal (negative available)
        • 12: Share Credit (increase)
        • 13: Share Debit (decrease)
        • 15: Share Debit (negative available)
      • Loans:
        • 06: Loan Payment (with interest)
        • 07: Loan Payment (memo interest)
        • 09: Reverse Loan Payment (next day)
        • 10: Cash Advance
        • 11: Check Advance
        • 16: Credit (decrease balance – collect interest)
        • 17: Credit (decrease balance – memo interest)
        • 19: Debit (increase balance)
      • In House Credit Cards: (Used when manual distribution to a credit card loan category is desired; otherwise, use regular loan transaction codes.)
        • 46: Loan Payment (with interest)
        • 47: Loan Payment (memo interest)
        • 49: Reverse Loan Payment (next day)
        • 50: Cash Advance
        • 51: Check Advance
        • 56: Loan Credit (decrease balance – collection interest)
        • 57: Loan Credit (decrease balance – memo interest)
        • 59: Loan Debit (increase balance)
      • General Ledger:
        • 90: Cash Withdrawal
        • 91: Check Withdrawal
        • 92: Deposit
        • 93: GL Debit
        • 94: GL Credit
  • Amount:
    • Enter the dollar amount of the transaction.
    • Include a decimal for cents; whole dollars can be entered without cents.
    • This amount should only be for the specific suffix in the transaction line, not the total amount received from the member or cash back.
  • ABV (Abbreviation):
    • If configured, enter up to the first three letters of the member’s last name to verify the account number.
    • An error message will display if the ABV is incorrect.
  • Op (Operation Code):
    • If the transaction involves an OP code, key it in or select from the drop-down.
    • OP codes are customized to assist tellers with general ledger transactions, eliminating the need to know the GL account number.
  • Sfx (Second Suffix):
    • Used for transfers.
    • For internal transfers (within the same account number), leave the “Account” field blank.
    • For cross-account transfers (different member accounts), this field is for the suffix of the second account.
  • Account (Second Account):
    • Used for cross-account transfers.
    • Use search options if the second member’s account number is unknown.
  • Description:
    • The system automatically assigns a default description based on the transaction code.
    • You can key in a custom description, which will appear in the member’s statement history.
  • PhnXfr/Reg D:
    • Check this box to identify phone transfers.
    • The default description will change to ‘Phone Transfer’.
    • If configured, this will also include the transaction as a Reg D transfer.
  • Eff Date (Effective Date):
    • Defaults to the current date.
    • Change if a different effective date is required.
    • Caution: Changing the effective date impacts dividends, interest due, etc.
    • Note: Loan transaction effective dates cannot be changed to a date prior to the last interest calculated date on the loan.

III. Transaction Entry Buttons

These buttons are located at the bottom of the Transaction Entry screen and become available as applicable.

  • Transactions: Displays all keyed but unposted transactions.
  • Drawer: Provides access to the teller Cash Drawer for managing cash, checks, and cash back amounts.
  • Inquiry: (Not detailed in provided document, but generally for looking up transaction history or account details.)
  • CRM: (Not detailed in provided document, likely for Customer Relationship Management functions.)
  • Signature Card: (Not detailed in provided document, likely for viewing or printing signature cards.)
  • Print Forms: (Not detailed in provided document, likely for printing various forms.)
  • Post: Posts all dropped and balanced transactions. This button remains greyed out until the drawer is in balance (all deposits allocated, debits and credits balanced).
  • Cash Back: Transfers any remaining amount from a deposit to cash back.
  • Check Back: Transfers any remaining amount from a deposit to a check.
  • Cash Check: Allows the teller to add checks to the drawer and disburse cash without affecting the member’s account.
  • Clear: Exits the account. If transactions are keyed but not posted, this will clear pending transactions. A verification prompt will appear before clearing.

IV. Keying and Posting Transactions

  • After keying a transaction, press Enter to “drop” it to the bottom section of the screen.
  • Dropped transactions are not yet posted. Tellers can key multiple transactions before posting them all at once.
  • All drop-downs (suffixes, transaction codes, OP codes, etc.) only show available options.

A. Frequently Used Transactions

1. Withdrawals

  • Can be initiated by right-clicking on the suffix and selecting a shortcut, or by manually entering information.
    • Cash Withdrawal from a Share Account (TC: 3 – Share/Cert Cash Withdrawal):
      • Account: Verify member’s account number.
      • Sfx: Enter suffix for withdrawal.
      • TC: Enter 3.
      • Amount: Enter withdrawal amount.
      • ABV: Key first letters of member’s last name (if applicable).
      • Effective Date: Defaults to current date; usually no change needed.
      • Note: Not all fields are used for every transaction.
      • After dropping, the “Cash Out” summary in the Cash Drawer section will update.
    • Cash Withdrawal from a Draft Account:
      • Similar to share account withdrawal, but prompts for “on-us check clearing.”
      • Draft Number: Enter if clearing an on-us check.
      • If a draft number is provided, the check clears automatically upon posting.
      • Scan Image: Click to store a copy of the cleared check (if using Check 21).
    • Check Withdrawal from Share or Share Draft Account (TC: 4 – Check Withdrawal):
      • TC: Enter 4.
      • Payee Information: Prompted for payee. Defaults to primary member; can be changed manually or by selecting a different owner from the drop-down.

2. Deposits

  • Can be initiated by right-clicking on the suffix and selecting a shortcut, or by manually entering information.
    • Cash and Check Deposit (TC: 2 – Shar/Cert Deposit):
      • Distinction between cash and checks is made in the Cash Drawer.

3. Cash Drawer Operations (for Deposits)

  • The Cash Drawer automatically appears after keying a deposit.
  • Can be accessed anytime by clicking the Drawer button or pressing F10.
  • Importance: Keying cash and checks accurately helps locate outages if the teller is out of balance.
  • Best Practice: Access the Cash Drawer before keying transactions to allow the system to calculate totals and track remaining amounts.
    • Drawer – Deposit Section:
      • Cash In: Enter total cash (currency and coin) received.
      • Checks: Displays count and total amount of checks added.
      • On Us Checks: Displays count and total amount of on-us checks added.
      • Bulk Checks: Displays count and total amount of bulk checks added.
      • Total: Displays total check count and grand total of all cash and checks.
      • Cash Back: Enter if known, or leave blank for system calculation.
      • Add Cash Denominations: Enter bill counts to calculate total cash.
      • Reset Denominations: Clears previously entered cash denominations.
    • Drawer – Checks Section:
      • Without Check 21 Teller Capture (Manual Entry):
        • Type: Select Standard, On-Us, or Bulk.
        • Standard Type:
          • Amount: Key individual check amount.
          • Days to Hold: Key number of days for hold (if applicable).
          • Hold Suffix: Key suffix for hold (if applicable).
          • Add: Click or press Enter to add check.
          • Cash Check: Check to cash instead of deposit; amount added to cash back.
        • On Us Type:
          • Amount: Key check amount.
          • Account: Key credit union account check is drawn on.
          • Suffix: Key draft suffix for account number.
          • Draft #: Key draft number.
          • Available: Displays amount available for account/suffix.
          • CP/OD: Displays Courtesy Pay or overdraft amount.
          • Add: Click or press Enter to add check.
          • Cash Check: Check to cash instead of deposit.
          • Member Name: Displays member name for account.
          • Overdraft Method: Displays overdraft method.
        • Bulk Type:
          • Total Amount: Key total amount of all checks.
          • Check Count: Key total number of checks.
          • Add: Click or press Enter to add checks.
      • With Check 21 Teller Capture (Scanning):
        • Place checks in scanner and click Scan Checks.
        • System determines Standard or On-Us automatically.
        • Checks display in drawer, updating count and amount (unless exceptions occur).
        • Click OK or Enter to post.
        • Exceptions:
          • Occur due to image quality, unreadable amounts, invalid check numbers, or MICR information.
          • A pop-up displays check image and reason(s).
          • User must verify/manually type missing information (e.g., routing, account, amount).
          • Show All: Displays all MICR fields.
          • Front/Back: View front/back of scanned check.
          • Rescan Check: Rescan if needed.
          • Delete: Delete individual check.
          • Delete All: Delete all checks in batch.
          • Check Information: Displays Aux On-Us, Routing & Transit, Account (On-Us), Check #.
          • On-Us Check Information: (Additional section for on-us checks) Account, Suffix, Suffix Avail, CP, OD, Total Avail.
          • Note: On-Us checks are cleared and imaged to the member account at transaction time and are not included in the Cash Letter tab.
          • Note: Refer to “Check 21 Processing-Teller Capture in FLEX Academy” for more info.
  • After Cash Drawer Entry:
    • Click OK or Enter to accept total deposit. Totals transfer to the Transaction Summary.
    • The amount to deposit is automatically entered in the transaction entry line.
    • Disburse funds to one or several accounts until the remaining balance is zero.
    • The Post button becomes available only when all disbursements are made and the teller is in balance.
    • After clicking Post, if configured, a “Drawer Balancing Cash Out” screen may prompt for cash out denominations.

4. Check Cashing

  • For members receiving cash back for checks without a deposit.
  • Open drawer, enter or scan check(s).
  • Check the Cashed box next to each check (or right-click and select Cash/Uncash All for multiple checks).
  • The cash amount will populate the Cash Back field.
  • Click OK or Enter to complete.

5. Loan Payments

  • Can be initiated by right-clicking on the suffix and selecting a shortcut, or by manually entering information.
  • Transaction Codes:
    • 6: Loan Payment with Interest
    • 7: Loan Payment Principal Only
  • Both are used for cash or check payments; distinction made in Cash Drawer.
  • Press Enter to display Cash Drawer and drop payment.
  • If the loan is delinquent or a mortgage loan with escrow, the system displays principal, interest, late fee, and escrow breakdown. Authorized tellers can change fields; otherwise, an override is needed.

6. Loan Payment Reversal (TC: 9 – Loan Payment Reversal)

  • Used for loan payments posted on a previous day.
  • Caution: Review history to determine original application.
  • Key total payment amount in the Amount field.
  • Prompted for principal, interest, and late fee breakdown. Enter amounts exactly as originally applied.
  • Indicate if interest should be reversed from “This Year-To-Date Total” or “Last Year-To-Date Total.”
  • Ensure the “Next Payment Due Date” is correct (often needs to be moved back a month).
  • Note: Refer to “Transaction Reversals in FLEX Academy” for same-day reversals.

7. Loan Advances (TC: 10 – Cash Advance, 11 – Check Advance)

  • Available for lines of credit configured to allow advances from Transaction Entry.
  • Can be initiated by right-clicking on the suffix and selecting a shortcut, or by manually entering information.
  • Press Enter to drop. If a check advance, enter check payee information.

8. Transfers

  • Internal Transfer (within the same account):
    • Uses both suffix fields on the transaction entry line.
    • Can be made to any share, loan, or certificate suffix.
    • Either debit or credit side can be entered first; the system auto-assigns the second code.
    • Best Practice: Key the “from” account first (e.g., TC: 13 – Transfer From (Debit)), then use the second suffix for the “to” account.
    • The completed transaction displays as two separate lines (debit and credit).
  • Cross Account Transfer (different accounts):
    • Uses both account and suffix fields.
    • Can be made to any share, loan, or certificate suffix.
    • Either debit or credit side can be entered first; the system auto-assigns the second code.
    • Best Practice: Key the “from” account and suffix first (e.g., TC: 13 – Transfer From (Debit)), then use the second account and suffix for the “to” account.
    • Drop-downs and search options are available for the second account/suffix.
    • The transaction displays as two separate lines with different account numbers and names.

9. OP Code Transactions

  • Customized codes for transactions associated with member accounts that offset to general ledger accounts.
  • Allows tellers to perform transactions without knowing GL account numbers or having GL access.
  • Can be set up to include fees.
  • Authority: Tellers must have authority; otherwise, an override is prompted.
  • Use the drop-down or key in the OP code.
  • Examples:
    • Check Cashing Fee: TC: 13 – Transfer From (Debit) (debit member, credit GL).
    • Reimburse Returned Check Fee: TC: 12 – Transfer To (Credit) (credit member, debit GL).
  • OP Code with Fee (Pre-defined Fee):
    • Leave the Amount field blank.
    • Pressing Enter will prompt for the fee, auto-populating with the pre-defined amount (can be changed).
  • OP Code with Inventory:
    • Used for items like money orders, movie tickets, gift cards.
    • For items with a set cost (e.g., movie tickets), leave Amount blank.
    • For items with an unknown amount (e.g., gift cards), key in the desired amount.
    • The Inventory screen allows keying a range of items or a single item.
    • Enter information, click Add Items. System verifies availability.
    • Total of all items displays in Transaction Entry. Configured fees will display and may need adjustment for multiple items.

B. Seldom Used Transactions

1. Cash or Check Withdrawal from Certificate with Penalty

  • Withdrawals before maturity may incur an early withdrawal penalty (configured in Certificate Type Configuration).
  • The penalty amount displays in “Transaction Details.”
  • Press Enter to accept and post.
  • Authorized tellers can change or waive the penalty.

2. Cash or Check Withdrawals from IRA Accounts

  • Prompts for IRA Reporting code and Federal/State withholding (if configured).
  • Select valid IRA reporting code.
  • FLEX calculates withholding percentages based on configuration.
  • Can adjust withholding amount or blank it out if no withholding is desired.

3. Deposits to IRA Accounts

  • Prompts for the IRA reporting code.

4. Health Savings Accounts

  • Deposits or withdrawals prompt for HSA reporting code.

5. General Ledger Transactions

  • Can be made through Transaction Entry but do not post until end-of-day processing. (Journal Entry transactions are immediate).
  • Used when debiting/crediting GL accounts and offsetting to a member account (without an OP Code).
  • Tellers must be authorized for GL transactions.
  • Keyed similar to member account transactions, but use specific GL transaction codes and GL accounts do not have suffixes.
  • General Ledger Deposit (TC: 92 – General Ledger Deposit):
    • In the Account field, key the GL account number (use GL Lookup search option if needed).
    • Description displays after valid GL account entry.
    • TC: 92 opens the Cash Drawer to add cash/checks.
    • TC: 91 – General Ledger Check Withdrawal prompts for payee information.
    • Press Enter to drop and post.
  • OP Code for General Ledger Deposit:
    • Used by some credit unions for GL deposits (e.g., paper payroll checks, investment income).
    • The Account field is left blank as the GL account is known by the OP code.
    • TC: 92 – General Ledger Deposit is used.
    • A custom description can be entered.
    • Press Enter to drop and post. The Cash Drawer will display for cash/check entry.