Account Notes Maintenance

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1. Introduction

Account Notes Maintenance within the FLEX system is a critical function designed to document and manage information accessible to all credit union staff. This document provides a comprehensive guide to accessing, utilizing, and maintaining account notes, including the creation of custom categories and note reasons.

2. Accessing Account Notes Maintenance

Account Notes Maintenance can be accessed through multiple entry points within the FLEX system:

  • FLEX Main Menu:
    • Navigate to Teller
    • Select Teller Maintenance
    • Choose Account Notes Maintenance
  • Member’s Account (Transaction Entry/Inquiry):
    • Click on the Notes display bar.
    • Access the Inquiry Drop Menu.
    • Utilize the F4 shortcut.

3. Account Notes Overview

Account notes are organized under four primary tabs, with the flexibility to add custom categories:

  • Standard
  • Collections
  • Phone
  • Custom Categories (User-defined)

4. Adding/Editing a Note

To add a new note or modify an existing one:

  1. Access the Notes Screen: Navigate to Account Notes Maintenance using one of the methods described in Section 2.
  2. Select Action:
    • To edit an existing note: Highlight the desired note and click the Edit button.
    • To create a new note: Click the Add button.
  3. Note Details (Edit) Screen: Upon selecting Add or Edit, the “Note Details (Edit)” screen will appear, providing the following fields and options:
    • Priority: Indicates the urgency of the note.
      • Critical
      • Warning
      • Info
    • Category: Specifies the note’s classification.
      • Standard
      • Collections
      • Phone
      • Any Custom Categories
    • Reason: Provides a specific reason for the note. These are credit union-defined and managed in Note Reason Maintenance (refer to Section 6).
    • Last Changed: Displays the date and time of the last modification.
    • Options Checkboxes:
      • Force:
        • Purpose: Forces the note to be viewed in Teller Entry before any transactions can be performed on the account.
        • Behavior: The note will display in a separate screen that must be acknowledged to proceed.
      • Edit after Add:
        • Purpose: Determines if the note can be edited by other users after its initial creation.
        • Behavior: If unchecked, only the original user can edit the note.
      • Show in Scroll:
        • Purpose: Controls whether the note is visible in the scroll area within Transaction Entry/Inquiry.
    • Expiration Date:
      • Purpose: Sets a date for the automatic deletion of the note.
      • Behavior: If a date is entered, the system will delete the note at the End of Day (EOD) on the specified date.
    • Suffix:
      • Purpose: Associates the note with a specific account suffix.
      • Usage: Leave blank if the note applies to the entire account.
    • Subject: Enter a concise subject for the note.
    • Text: Enter the detailed note information. This field can be left blank if the entire note content is contained within the Subject field.

5. Maintaining Custom Categories

Custom categories allow credit unions to define additional classifications for notes beyond the standard options.

  1. Access Custom Category Maintenance: From the main Account Notes Maintenance screen, click the Maintain Custom Categories button.
  2. Custom Note Categories Screen:
    • To edit an existing custom category: Highlight the category and click Edit.
    • To add a new custom category: Click Add.
  3. Add/Edit Note Category Screen:
    • Category Name: Enter the desired name for the custom category.
    • Default Edit After Add:
      • Purpose: Sets the default “Edit after Add” option for notes created under this custom category.
      • Behavior: If checked, notes in this category will default to being editable by other users.
    • Default Expiration Days:
      • Purpose: Sets a default number of days for note expiration when a new note is added under this category.
      • Behavior: The system will automatically calculate the expiration date based on the current date plus the specified number of days.

6. Note Reason Maintenance

Reason codes provide granular detail for notes and are credit union-defined.

  1. Access Note Reason Maintenance:
    • Navigate to System Administration in the FLEX Main Menu.
    • Select Note Reason Maintenance.
  2. Reasons Screen:
    • To edit an existing reason: Highlight the reason and click Edit.
    • To add a new reason: Click Add.
  3. Note Reason Maintenance (Add) Screen:
    • Id: FLEX automatically assigns a unique ID to the reason. This field is read-only.
    • Code: Enter a short code for the note reason. This code will appear in the Reason drop-down menu when adding a note.
    • Valid for Category: Select the category for which this reason is valid. The reason will only appear in the drop-down when this specific category is chosen for a note.
    • Description: Enter a detailed description for the note reason.