Notices

System Management System Management Notices

This document provides technical guidance for configuring, managing, and utilizing the Notices functionality within the FLEX system. The Notices feature allows credit unions to group and manage various types of notices for simultaneous printing or emailing.

1. Overview of Notices

  • Purpose: The FLEX system’s Notices feature enables credit unions to generate, group, and process various types of notices (e.g., ACH NSF, Share Draft NSF) for printing or emailing.
  • Batch Processing: Multiple notices for a single account number can be grouped and processed together if configured.
  • Text Widths:
    • Three standard text widths are available: 80, 90, and 132 characters across.
    • Most notices typically utilize the 80-character length.
  • Default Settings: Default settings for each notice width can be defined under System Administration > Notices in the FLEX Main Menu.

2. Format Parameters

Format Parameters define the default print characteristics for notices. These are system-defined and can be accessed via System Administration > Notices > Format For [Width] Length Notice~.

  • Character Per Inch: Default value is 10.
  • Line Per Inch: Default value is 6.
  • Page Length: Default value is 60.
  • Page Width: Default value is 80.
  • Printer:
    • Enter a Printer ID. This will be the default printer for new notices.
  • Drawer:
    • Enter a drawer number if supported by the printer, allowing notices to pull from a drawer other than Drawer 1.
  • User Data:
    • Indicates the user data of the file for spool and Document Manager.
  • Disguise Account Number?:
    • Indicates if the account number should be masked on the printed notice.
  • Number of Digits to Print:
    • Specifies the number of digits to print if the account number is disguised (e.g., if set to 3 for account 123456, it will display as XXX456).

3. Program Control Maintenance

Program Control Maintenance allows for the configuration of individual notice programs and their default settings.

  • Navigation: System Administration > Notices > Program Control Maintenance~
  • Viewing Notices: System default notices are displayed within this screen.
  • Maintaining a Notice Program:
    1. Type S in the Op line next to the desired notice and press Enter.
    2. The (Modify) screen for the notice will appear.
  • Key Fields and Options:
    • PGM Name: The name of the notice program (e.g., ACHOVRNT).
    • Notice Width: The character width of the notice (e.g., 080).
    • Direct Print:
      • N (No): Notice will be held (queued) until manually printed via the Print/Email Notice function.
      • Y (Yes): Notice will automatically print when the associated program runs.
    • Printer Code:
      • Controls the type of printer the notice will be sent to.
      • Note: This is not the same as the FLEX printer ID. It is used in conjunction with workstation and spool settings.
      • Press F4 to view a list of available Printer Codes and their descriptions (e.g., AC for ACH Notice Printer).
    • E-mail Notice:
      • Y (Yes): If the member is configured to receive email notices, the notice will be emailed instead of printed.
    • User Data:
      • The value carries over from the Report ID found in Document Manager Configuration under Document Manager.
    • Disguise Account #:
      • Enter Y to mask the account number if not already set by default.
    • # of Digits to Print:
      • Enter the number of account digits to display (e.g., 3 for XXX456).
    • Send notice to Docman:
      • If Direct Print is enabled, enter Y to copy the notice to Document Manager after all daily notices are generated.
    • Note retain in file:
      • Enter the number of days the notice should be retained after Document Manager archive purge. (This is not commonly used).
  • Customizing Print Behavior: Individual notices can have unique configurations. For example, time-sensitive notices (like delinquent loan notices) can be set to Direct Print = Y to print immediately, while other notices are held for later batch printing.

3.1. Adding a New Notice

  1. Determine Report ID:
    • Navigate to Document Manager Configuration.
    • Use the Filter button to search for the desired notice (e.g., filter by Short Description for “HOLD” to find “HOLDS”).
    • Note the Report ID from the search results.
  2. Add in Program Control Maintenance:
    • Return to the Program Control Maintenance screen.
    • Press F6 to Add a new notice.
    • PGM Name: Enter the Report ID determined in step 1 (e.g., HOLDS).
    • Notice Width: Enter 080.
    • User Data: Enter the Report ID (e.g., HOLDS).
    • Configure Direct Print, E-mail Notice, Disguise Account #, # of Digits to print, and Send notice to Docman as desired.
    • Press Enter to save the new record.

3.2. Adding a PDF to a Notice

  • From the Program Control Maintenance screen, press F10 to attach a PDF Document Image to emailed notices.
  • Note: This functionality is for emailed notices only. Contact the PC/Web Support Team for assistance with email products.

4. Printing/Emailing Notices

Notices configured to be held (not Direct Print) or emailed are processed through the Print/Email Notice option.

  • Navigation: System Administration > Notices > Print/Email Notice~
  • Notice Select Screen: This screen displays notices currently held in the queue.
  • Search Options:
    • Account: Enter a member account number to search for notices.
    • Toggle Search: Use F5 to switch between searching by Date, Program Name, and Account Number.
  • Opt (Selection Options):
    • P = Print: Immediately prints the notice to the printer designated in the Notice Program Control.
    • S = Display: Shows the detailed content of the notice.
    • T = Sent to Docman: Resends a notice to Document Manager.
    • E = Email: Sends or resends an email notice if configured.
    • D = Delete: Deletes the notice from the queue.
  • Status Column: Displays the current processing status of the notice.
    • P = Printed: Notice has been printed.
    • E = Emailed: Notice has been emailed.
    • B = Both: Notice has been printed and emailed.
    • D = Deleted: Notice was deleted from the queue.

4.1. Multiple Notice Selection

To process all notices generated for a specific date, account, or program:

  1. From the Notice Select screen, press F7 to access the Multiple Notice Selection area.
  2. Enter Criteria:
    • Start Date: Typically the current date for daily processing.
    • Print/E-Mail/Delete (P, E, B, D):
      • P: Print all selected notices.
      • E: Email all selected notices.
      • B: Print and Email all selected notices.
      • D: Delete all selected notices.
    • Optional Fields (can be left blank for all notices generated that day):
      • Account
      • Suffix
      • PGM Name
      • Printer ID
      • User Data
      • Drawer
    • Include Printed Notice: Set to N for initial daily processing.
    • Include E-mail Notice: Set to N for initial daily processing.
    • Include Bad Address Notice:
      • Y: Prints/emails notices for accounts flagged with a bad address.
      • N: Excludes notices for bad addresses.
  3. Paper Saving Configuration:
    • If configured, notices can print three per page, regardless of type, to save paper.
    • Credit unions can also configure page breaks by account when printing three per page.
    • Contact the FLEX Forms Development Department for assistance with 3-notices-per-page configuration.

4.2. Reprinting/Emailing Notices

To reprint notices due to hardware failure (e.g., paper jam):

  1. Access the Multiple Notice Selection option (via F7 from Notice Select).
  2. Enter Date: Enter the date of the notices to reprint (current or previous).
  3. Include Printed Notice: Set to Y to instruct the system to reprint notices even if their status is already marked as “printed.”

5. Maintaining Pre-Defined Notices

System-defined notice verbiage can be customized by the credit union.

  • Navigation: System Administration > Notices
  • Available Notices for Maintenance:
    • Maintain Change of Payment Notice~
    • Maintain Closed Accounts Notices~
    • Maintain Credit Bureau Notice~
    • Maintain Credit Card Delinquent Notice~
    • Maintain Credit Card Limit Notice~
    • Maintain Opt-In Confirm Notice~
    • Maintain Payment Due Notices~
  • Customizing a Default Notice (Example: Maintain Opt-In Confirmation Notice):
    • Select the desired notice from the list.
    • An input screen will appear where custom messages can be entered.
    • Note: Space is limited due to notice size constraints.
    • Default verbiage will display with name and address tags for window envelope alignment.
    • Make desired changes and click Save.

6. Credit Union Defined Notice

Credit unions can define notices based on subtypes, allowing for variations of notices (e.g., overdraft, NSF, return notices) to be generated based on account status.

  • Navigation: System Administration > Notices > Credit Union Defined Notice
  • Key Fields:
    • Set to Match Default Notice: Click to pull a system default notice as a template.
    • Program Name: Displays the name of the notice.
    • Key Number: Displays the sequence of the notice record.
    • Notice Title: A maintainable field for the notice description.
    • Notice Width: Displays the horizontal width of the notice text.
    • Notice Total Lines: Displays the total number of text lines allowed.
    • Tag Program: Displays the program that inserts tags.
    • Active: If checked, the notice and its contents are active and will replace any other default notice for the selected type.
  • Freeform Section: Allows credit unions to define custom notice verbiage and use available tags.
  • Notice Tags:
    • Displays a list of available tags for use in the notice text.
    • Highlight a tag and click Add Tag to insert it at the cursor’s last position.
  • Credit Union Defined Notices Maintenance Options:
    • Maintain Notice Header: Click to change the notice title.
    • Print Test Notice: Click to print a test notice with any changes made.
    • Reset: Click to remove changes and revert to default notice settings.
    • Maintain Default Notices: Click to access system-defined notices. Users can maintain system-defined verbiage or replace it with a credit union-defined default.

7. Create File for Third Party

This option allows credit unions to build a file of notices in FLEX for upload to a third-party printer.

  • Navigation: System Administration > Notices > Create File for Third Party
  • Input Fields:
    • Folder Name: Enter the name of the folder on the I: Drive where the file will be stored.
    • File Name: Enter the file name (up to 8 characters) based on I:Drive specifications.
    • Account Number/Suffix:
      • Enter a specific account number/suffix to build a file for that account.
      • Leave blank to build a file for all accounts.
    • From Date/To Date:
      • Enter the date range of notices to include. Typically, these will be the same date for daily processing.
    • Program Name:
      • Enter a specific program name to build a file for that program.
      • Leave blank to build a file for all program names.
    • Include Preprinted:
      • N: Excludes notices that have already been printed by the credit union.
      • Y: Includes notices that have been previously printed if the credit union wants a third party to print them again.
    • Include Emailed:
      • N: Excludes notices that have been previously emailed.
      • Y: Includes notices that have been previously emailed if the credit union wants a third party to print them.
    • Include Bad Address:
      • N: Excludes notices for accounts flagged with a bad address.
      • Y: Includes notices for accounts flagged with a bad address.
    • Update Printed Flag:
      • Y: Marks notices as printed/processed for the entered date.