Teller Configuration

System Management System Management Teller Configuration

Teller Configuration in the FLEX system is a critical administrative function used to manage teller IDs and define the specific permissions and options each teller can perform within the system. This ensures proper security, compliance, and operational efficiency for credit union employees.

1. Overview

  • Purpose: Add, edit, or delete teller IDs from the system and define individual teller permissions.
  • Teller ID Structure:
    • Up to four characters in length.
    • Alpha characters are allowed, provided the first digit is numeric.
  • Access Location: Found under System Administration in the FLEX Main Menu.
  • System Display: The Teller Configuration screen lists all tellers currently set up in the system.

2. Managing Teller IDs

2.1. Adding a New Teller

When adding a new teller, you have the option to copy settings from an existing teller ID. This allows for efficient replication of program security and teller exclusions.

  • Steps:
    1. Highlight an existing teller record (optional, for copying).
    2. Click Add to create a new record, or Edit to modify an existing one.
    3. Enter the following required information:
      • Teller ID
      • Teller Name
      • Teller Password
      • Confirm Password

2.2. Updating Teller Information

The Update option provides a robust mechanism to apply settings from an existing teller to another, along with specific update choices.

  • Update Options:
    • Update From: Enter the existing teller ID to copy settings from.
    • Update Privileges: Updates all fields within the Privileges tab.
    • Update Security Settings and Transaction Limits: Updates all limits within the Limits tab, as well as:
      • Security Level
      • Document Security Level
      • Allow Inquiry on Employee Accounts
      • Override Inquiry Security in Loan Processing (on the Security tab)
    • Add Excluded Accounts: Adds accounts to the exclusion list without deleting existing ones. Manual deletion is required for unneeded accounts.
    • Replace Tran Codes, Account Groups, Suffix Types, Operation Codes: Replaces existing transaction codes, account groups, suffix types, and operation codes with those from the source teller.
    • Replace Loan Limits and Excluded Loan Types: Replaces existing loan limits and excluded loan types.
    • Update Teller Program Security: Replaces Field Level Security and Program Level Security.
    • Select All: Selects all of the above update options.

3. Teller Configuration Tabs

3.1. Privileges Tab

The Privileges tab defines a teller’s ability to perform specific functions, often with Yes, No, or Dual options.

  • Option Definitions:
    • Yes: Teller can perform the function.
    • No: Teller cannot perform the function.
    • Dual: Requires two users to perform the function (e.g., an override by another authorized teller).
  • Override Capability: If a teller has Yes for a function, they can provide an override to a teller who has No for that function.
  • Key Privileges:
    • Overrides:
      • Override Accounts with Delg Loans: Perform transactions on accounts with delinquent loans.
      • Override Share In Negative: Perform transactions on negative balance share accounts.
      • Override Credit Limit: Increase (debit) balance of non-line-of-credit loans.
        • Note: Loan debiting in Transaction Entry may also be blocked in Loan Type Configuration.
      • Override New Acct/Curr Member: Open new accounts for members with existing accounts (same SSN).
      • Override IRA Contrib. Limit: Perform transactions exceeding IRA contribution limits.
      • Override Bad Address: Ignore stop payment on checks when cashing on-us checks.
      • Override HELOC Limits: Override limits on HELOC loans (e.g., cash advance minimums/maximums).
    • Authority:
      • Allow P/I/F Changes: Make changes to principal, interest, or late fees during loan payments.
        • Yes: Always prompted for changes.
        • No: Not allowed to make changes.
        • Modify: May select dropped transactions to modify.
        • Simple: Allowed changes to simple interest loans.
        • Amortized: Allowed changes to amortized interest loans.
      • Require Cash I/O Denom: Required to enter cash in/out denominations for cash transactions.
        • Yes: Required for all cash transactions.
        • No: Not required.
        • Cash In: Required only for cash in transactions.
        • Cash Out: Required only for cash out transactions.
        • Workstation: Determined by workstation settings.
      • Allow Update GL Accounts: Define general ledger transaction permissions.
        • All: Any transaction affecting general ledger.
        • None: No transactions affecting general ledger (including OP codes or adjustments).
        • OP Codes: Only transactions affecting general ledger via OP codes (defined on OP Code Tab).
        • Adjustments: Only transactions using teller balancing adjustment options.
        • OP Codes and Adjustments: Both OP codes and teller balancing adjustments.
      • Allow Dormancy Functions: Perform transactions on dormant accounts.
      • Allow Waive Courtesy Pay Fee: Waive courtesy pay fees if a member is taken negative.
      • Allow Waive Cert WD Penalty: Waive early withdrawal penalties on certificate withdrawals.
      • Allow Transactions on Charged Off Accounts: Perform transactions on charged-off accounts.
      • Allow AP Invoice Branch Modification: Modify branch ID for Accounts Payable invoices.
      • Allow Shared Branching Reverse Lookup: Perform reverse lookup through shared branching.
      • Allow Teller Reverse Check: Reverse check withdrawals.
      • Allow Teller Release Check: Release checks from the drawer.
      • Allow On Side GL Posting: Post one-sided entries to general ledger via accounting program.
        • Recommendation: Restrict this authority to key credit union personnel.
      • Allow Reversal Other Teller: Reverse another teller’s transactions.
        • Caution: Affects the other teller’s drawer balance; best limited to management.
      • Allow Frozen Account Maintenance: Perform maintenance on frozen accounts.
      • Mask Credit Score: Mask credit score in Transaction Entry (or use General Configuration default).
      • Allow Loan Debit if Days Delinquent Less Than: Perform loan debit if delinquency is below a defined number of days.
      • Allow To Cash Check if Account is Frozen: Cash checks for frozen accounts.
      • Allow To Cash Check if Delinquent Loans Exist: Cash checks for accounts with delinquent loans.
      • Abbreviations Required: Require member’s last name abbreviation (ABV field) in Transaction Entry.
      • Display Name: Display member’s name on Transaction/Inquiry screen before abbreviation entry (only if Abbreviations Required is checked).
      • Force Notes: Force display of all member notes when an account with notes is accessed via Transaction Entry.
      • Clear Teller After Each Transactions: Determine Transaction Entry behavior after posting.
        • Yes: Transaction Entry clears, requires password to re-enter.
        • No: Transaction Entry clears, no password required.
        • Return To Posted Account: Teller remains in Transaction Entry with the posted account displayed.
      • Allow to Scan Invoices: Scan invoices in Accounts Payable Imaging.
      • Allow to Approve Invoice: Approve invoices in Accounts Payable Imaging.
      • Allow to Post Invoices: Post invoices in Accounts Payable Imaging.
      • Allow Reg D Transactions: Allow transaction posting, or provide warning, if Reg D limits are reached.

3.2. Security Tab

The Security tab manages access levels and exclusions for tellers.

  • Teller Security Settings:
    • Security Level (0-9): Assign a security level (9 highest, 0 lowest). Teller cannot access or perform transactions on accounts with a higher security level.
      • Note: Account security levels are assigned in Address Maintenance (Miscellaneous tab).
    • Document Security Level (0-9): Assign a security level (9 highest, 0 lowest). Teller cannot access documents in Document Manager with a higher security level.
      • Note: Document security levels are assigned by management via Spool Control Configuration.
    • Allow Inquiry On Employee Flagged Accounts: Indicates if a teller can inquire on employee-flagged accounts. Transactions are still allowed, but inquiries (history, documents) are restricted.
    • Teller SSN: If entered, EOD (End of Day) will flag accounts where the teller’s SSN is the primary account holder as a credit union employee.
    • Override Inquiry Security in Loan Processing: Allows inquiry in Loan Processing, applicable only if Allow Inquiry On Employee Flagged Accounts is set to No.
    • Receive xMail On Invalid Login Attempts: Teller receives an internal xMail upon invalid login attempts.
  • Accounts Excluded From Tran Entry and Maintenance:
    • If an account is added here, the teller cannot perform transactions or maintenance on it.
    • Use the Add button to add accounts to this list.
  • Accounts Excluded From Inquiry:
    • If an account is added here, the teller cannot view history or perform other inquiries (documents, ACH).
    • If Allow Inquiry On Employee Flagged Accounts is Yes, accounts are automatically excluded.
    • Use the Add button to add accounts to this list.
    • Note: Refer to Employee Flagged Accounts in FLEX Academy for additional employee security information.

3.3. Limits Tab

The Limits tab allows defining maximum transaction amounts for each teller.

  • Setting Limits:
    • Key the maximum amount for each transaction type.
    • Unlimited Amount: Enter 0 or 9,999,999.
    • Not Allowed: Enter .01.

3.4. Miscellaneous Tab

The Miscellaneous tab covers various other teller-specific settings.

  • Exclusions:
    • Excluded Tran Codes: Teller cannot perform transactions with codes added to this list. Click Maintain to add codes.
    • Excluded Account Groups: Teller cannot perform transactions on accounts with groups added to this list. Click Maintain to add account groups.
    • Suffix Type Exclusions: Teller cannot perform transactions on accounts with suffix types added to this list. Click Maintain to add suffix types.
  • General Settings:
    • AM or PM Files: Indicates current AM or PM file status for the teller.
    • Change Password: Allows authorized users to change the selected teller’s password.
    • Force Password Change: Requires the teller to change their password on the next login after a reset.
    • Email Address: Used for system notifications (e.g., loan application assignment, AP invoice assignment).
    • Single Login/Expires In/Hours/Mins:
      • Single Login: Prevents tellers from re-entering their number and password for secured programs.
        • Yes: Allows single login; Expiration Hours and Mins must be set. Teller is prompted for password after elapsed time.
        • No: Teller is required to enter password every time they access a secured program.
        • Use Settings in General Configuration: Refers to settings defined in General Configuration.
    • Invalid Password Attempts: Number of invalid password attempts allowed. Exceeding this blocks the teller, requiring a password reset.
    • Last Password Date: Date the password was last updated.
    • Receipt Printer: Designates which printer (Primary or Secondary, as configured in Workstation Configuration) to use as the receipt printer.
    • Receipt Prompt:
      • If checked, the teller is always prompted to print a receipt after posting a transaction, allowing them to decide.
      • If unchecked, the receipt will always print.
      • Note: Not printing a receipt does not affect the receipt image going to Document Manager.
    • Print Receipt Default: If Receipt Prompt is checked, this box defaults the receipt to be printed. Teller can uncheck it.
    • Print Balance Default: If prompting for a receipt, this box includes account balance(s) on the receipt by default. Teller can uncheck it.

3.5. Operation Codes Tab

This tab defines which operation codes a teller can use, particularly if their general ledger authority is limited to OP Codes or OP Codes and Adjustments (configured on the Privileges tab).

  • Adding Codes: Highlight an Operation Code to add it to the list of authorized codes, or use the Add All button.

3.6. Loans Tab

The Loans tab configures specific loan-related options for the teller.

  • Miscellaneous:
    • Send Email On Loan App Change: Sends an email to the teller when the status of an assigned loan application changes (e.g., Approved, Denied).
    • NMLSR ID Number: Enter the teller’s Nationwide Mortgage Licensing System Registry (NMLSR) number.
    • Loan Officer: If checked, the teller’s ID appears in Loan Officer drop-downs.
    • Insurance Sales Officer: If checked, the teller’s ID appears in Insurance Sales Officer drop-downs.
    • Collection Officer: If checked, the teller’s ID appears in Collection Officer drop-downs.
    • Calculate in Loan Application: Automatically calculates payment or term in loan applications. Calculation method can be changed during processing.
    • Calculate in Loan Processing: Automatically calculates payment or term in loan disbursements. Calculation method can be changed during disbursement.
  • Loan Limits:
    • Click Add to set loan limits for the teller per loan type.
    • Select the loan type and indicate the Maximum Loan Limit, Debt Ratio, and Credit Score.
    • If a teller exceeds these limits, they will be unable to post the loan in Loan Processing.
  • Excluded Loan Types:
    • Click Maintain to add loan types from which the teller is excluded from processing.