Online Card Balancing

Transmissions Lessons Online Card Balancing

Introduction

FLEX recommends that credit unions balance their card transactions on a daily basis to ensure accuracy and consistency between credit union records and network transactions. This document outlines the step-by-step process for performing online card balancing within the FLEX system.

1. Receive Balancing File

Before initiating the balancing process in FLEX, you must first obtain the balancing file from your credit union’s card processor.

  • Processor Instructions: Your credit union’s processor will provide specific instructions on how to receive this file.
  • Download Location: Download the balancing file to the i: Drive folder.
  • File Naming: Ensure the file is named properly as per your credit union’s internal procedures or processor requirements.
  • File Receipt into FLEX: After downloading, the file must be received into the FLEX system for editing.

Accessing Card Processing

To receive and edit the balancing file within FLEX:

  1. Navigate to the FLEX Main Menu.
  2. Select Cards.
  3. Choose Card Processing.
  4. Click Transmissions to access the file receive options.

2. Initiate Card Transmission

The Card Transmission screen allows you to configure the receipt and editing of the balancing file.

  • Screen Mode: Card Processing
  • Processing Mode: Exceptions

Transmission Options Configuration

Configure the following fields:

  • Transmission Type:
    • Card Processor (Case): Select the applicable processor (e.g., P – Pemco Online).
    • Transmission: Select the specific transmission (e.g., PEMCO BALANCING).
  • Receive/Post Transactions: Select Receive/Post Transactions. (Instructions for Shazam and Co-Op may differ and should be referenced separately if applicable).
  • Transmission Options:
    • Receive: Check this box to receive the file.
    • Edit: Check this box to enable editing of the file.
    • Post: Leave this box unchecked when performing balancing.
    • Override Errors: FLEX recommends this box remain unchecked. Consult FLEX Transmission Support before using this option.
    • Print Notices after Posting (Batch Only): This option is used by credit unions processing card transactions via batch method.
  • Date Fields:
    • Effective Date: Enter the appropriate effective date.
    • Request Date: Ensure this is the correct request date.
  • iDrive Configuration:
    • iDrive Folder: Verify this is the correct folder.
    • iDrive File: Verify this is the correct file name (e.g., MMDD.TXT).

Processing the File

  • Click Process to receive and edit the file based on your configurations.

3. Card Balancing Reports

Upon successful processing, three reports will be generated. These reports are crucial for verifying the integrity of the received data.

  • XX4001P – Card Receive Report
  • CD4103PS – Card Edit Summary
  • CD4103P – Card Edit Listing

Report Verification: Card Edit Summary (CD4103PS)

  • Net Amount Check: Compare the Net Amount displayed on the Card Edit Summary Report (CD4103PS) against the totals received directly from your card processor.
  • Match Verification: Ensure these totals match before proceeding to the next step.
  • Discrepancies: If the totals do not match, immediately contact the FLEX Transmission Support Team for assistance.

4. Run Card Online Balancing Program

Once the totals from the Card Edit Summary Report have been verified, you can proceed to run the Card Online Balancing program.

Accessing Card Online Balancing

  1. Navigate to the FLEX Main Menu.
  2. Select Cards.
  3. Choose Card Online Balancing.

Card Online Balancing Configuration

Configure the following options within the Card Online Balancing screen:

  • Card Processor:
    • Case: Select the applicable processor (e.g., P – PEMCO ONLINE BALANCI).
  • Options:
    • Date to Be Balanced: Enter the specific date for which you are balancing transactions.
    • Date to Be Balanced Through: Enter the end date for the balancing period.
    • Business Days to Include (Before/After): Enter the preferred number of business days to include before and after the balancing date.
      • Recommendation: For Visa/MasterCard transactions, it is recommended to include three full days to allow pending transactions to clear. The default for both fields is 3.
    • Teller Report Type: Indicate the type of teller report to generate.
      • Default: Summary is set as default to prevent excessive printing.
      • Detail Report: The Detail report is very lengthy and is not recommended for printing unless absolutely necessary.
    • Print Match Report: Check this box if you wish to print a Match Report.
    • Continue If Report Not Found: Check this box to continue the process even if the match report is not found.
  • Save Defaults: After entering your desired parameters, click Save Defaults to store these settings for future use and expedite the process.
  • Process: Click Process to initiate the balancing of the report against member history.

Included Tellers

This section allows you to specify which teller IDs will be included in the balancing process against member history.

  • Add Tellers: Click Add to include specific teller IDs in the balancing scope.
  • Remove Tellers: Click Remove to exclude any teller IDs from the list.

5. Review Online Balancing Reports

After the balancing program runs, three additional reports will be generated. These reports are critical for identifying and resolving any outstanding exceptions.

  • CDTLRSUM – Sum of Day Totals Report
  • CDCUOUT – Credit Union Outstanding Report
  • CDNWOUT – Network Outstanding Report

Note: Report names may be customized by your credit union, leading to name differences when viewed in Document Manager.

Sum of Day Totals Report (CDTLRSUM)

This report provides a summary of all transactions posted by the online teller for both the general ledger and member sides.

  • General Ledger Row Verification:
    • Verify that the General Ledger row totals match the network’s totals provided by your processor.
    • If totals do not match, first verify that the Teller ID was entered correctly.
    • If the Teller ID is correct, contact the FLEX Transmissions Support team for assistance.
  • Net Amount Verification:
    • The NET amount at the bottom of the report should be 0.00. This indicates that the member side is in balance with the general ledger.
    • If the net total is anything other than 0.00, check the accompanying two outstanding reports (CDCUOUT and CDNWOUT) for an exception with the same dollar amount.
    • A one-sided journal entry may be necessary to balance the exception. Contact the FLEX Transmission Support Team with any questions.

Credit Union Outstanding Report (CDCUOUT)

This report lists items that were posted at the credit union but not posted on the network.

  • Expected State: This report should ideally be blank.
  • Action for Items Present: If items appear on this report, the credit union will need to either:
    • Take no action (if the item is already resolved or not required).
    • Post any unposted transactions.
  • Further Details: Refer to the “Resolve Exceptions” section for additional details.

Network Outstanding Report (CDNWOUT)

This report lists items that were posted on the network but not posted at the credit union.

  • Expected State: This report should ideally be blank.
  • Action for Items Present: If items appear on this report, the credit union will need to:
    • Research and determine why these items did not post.
    • In most cases, the credit union will either need to take no action or post any unposted transactions.
    • Further Details: Refer to the “Resolve Exceptions” section for additional details.

6. Resolve Exceptions

If any items appear on the Outstanding Reports (CDCUOUT or CDNWOUT), they require research and resolution.

  • Common Balancing Exceptions: For assistance in determining how to resolve exceptions, refer to the “Common Balancing Exceptions” section on FLEX Academy for additional information.
  • Manually Posting Exceptions: If exceptions need to be manually posted, refer to “Manually Posting Exceptions in Card Processing” for detailed instructions.
  • Offsetting General Ledger Entries: If offsetting entries are required, refer to “Offsetting General Ledger Entries” for additional information.