OP Code Configuration

Video Library Video Course Library OP Code Configuration

Introduction

OP Codes in the FLEX system are essential for facilitating transactions between a member’s account and a general ledger entry. The OP Code Configuration utility provides credit unions with the tools to add, maintain, and delete these critical codes, ensuring accurate financial record-keeping.

Accessing OP Code Configuration

To access the OP Code Configuration:

  1. Navigate to the FLEX Main Menu.
  2. Select Operations.
  3. Choose OP Code Configuration.

This action will display a list of all existing OP Codes configured for your credit union. From this screen, you can:

  • Select Add to create a new OP Code.
  • Highlight an existing OP Code to Edit or Delete it.

OP Code Configuration Fields

The “Edit OP Code WO” screen (or similar for new codes) is divided into several sections: General, Fees By Type, Descriptions, Check/Money Order Forms, Fees, Transaction Codes, and Miscellaneous.

Descriptions

This section defines the core attributes of the OP Code.

  • OP Code:
    • A two-character code.
    • Can be alphanumeric or a combination.
  • OP Code Description:
    • A descriptive name for the OP Code (e.g., “WIRE TRANSFR OUT”).
  • OP Code GL Offset Account:
    • The general ledger account number used for the face value of the OP Code.
    • Example: For a money order, this is the money order amount, excluding any fees.
    • If the OP Code is solely for a fee, enter the fee general ledger number here and in the fee GL offset.
  • OP Code GL Offset Branch Code:
    • Determines how the item posts to the general ledger if branch accounting is implemented.
    • Options:
      • As-Is: Posts to the GL as shown in the GL Offset box.
      • Member: Posts to the GL associated with the member’s assigned branch.
      • Workstation: Posts to the GL assigned to the workstation where the transaction occurred.

Check/Money Order Forms (If Applicable)

This section is used only if the OP Code is associated with the creation of check or money order forms.

  • Bank Number:
    • Allows checks to be issued from a GL other than the default.
    • Can be used to filter specific check items in the check register.
    • Bank numbers are defined under FLEX Configuration > Bank Accounts.
  • Print Program Name:
    • The name of the FLEX program used to create the check form.
    • Contact FLEX Support for assistance with specific program names.
    • Common Program Names:
      • PC5002R: Cashier’s Check
      • PC5003R: Money Orders
  • Printer Number:
    • The printer number configured within the workstation configuration under “Operation Code Printers.”
  • Check Sequence Number:
    • An optional field to assign different series of check numbers to an OP Code.
  • Output Check Info to Check Register:
    • Check this box to add check information to the check register when a check is issued.
  • Payee Default:
    • Determines the default payee for issued checks.
    • Options:
      • Default to Member, Require a Payee: Payee defaults to the member; can be changed but must be filled.
      • Default to Member, Do Not Require a Payee: Payee defaults to the member; can be changed or left blank.
      • Default to Blank, Require a Payee: Payee defaults to blank; a payee is required.
      • Default to Blank, Do Not Require a Payee: Payee defaults to blank; a payee can be entered or left blank.

Fees

Up to two fees can be assigned to an OP Code.

  • GL Account:
    • The general ledger account number where the fee will post.
  • Branch Code:
    • Determines how the fee posts to the general ledger if branch accounting is implemented.
    • Options:
      • As-Is: Posts to the GL as shown in the GL Offset box.
      • Member: Posts to the GL associated with the member’s assigned branch.
      • Workstation: Posts to the GL assigned to the workstation where the transaction occurred.
  • Credit Card Category:
    • Allows posting fees to an assigned credit card category.
    • If left blank, the fee posts to the default category assigned to the loan.
  • Force:
    • Check this box to force the system to post the fee to the credit card category specified.
  • Amount:
    • The fixed amount of the fee.
    • If the OP Code is used for multiple items, this amount is for one item. The teller must adjust the fee for multiple items.
  • Percent:
    • The percentage of the fee. The system calculates the percentage based on the entered amount.
  • Fee Description:
    • The description used when the fee is posted.
  • Fee Type:
    • Used in conjunction with “Update Fee Tracking Files.”
    • Identifies the type of fee being reversed if the OP Code is defined for fee reversals.
  • Update Fee Tracking Files:
    • Check this box for OP Codes designated to reverse fees.
    • Ensures the fee is removed from the tracking file that stores fee totals for the specified fee type.

Transaction Codes

  • Valid Tran Codes:
    • Enter the transaction codes permitted for this OP Code.
    • Typically, only transaction codes affecting the member account are required, as the system automatically determines the correct GL transaction.
    • Exceptions: When a transaction posts directly to or from the OP Code’s general ledger (not via a member account), such as a third-party credit card payment by cash, the 92 transaction code (deposit to general ledger) should be entered.

Miscellaneous

This section covers various other settings for the OP Code.

  • Max Amount Allowed:
    • An optional field to set a maximum amount allowed per transaction for this OP Code.
    • Example: For a money order with a $1,000 limit, enter 1000.00.
  • User Defined Type:
    • Used with “Accumulate Total Account OP Code Use” for feeing purposes via Relationship Pricing.
    • Using the same User Defined Type across multiple OP Codes allows the system to accumulate transactions from those codes.
    • Example: If a Relationship Pricing group offers 3 free checks (cashier’s or money orders) before charging, defining ‘C’ as the User Defined Type for both OP Codes allows the system to track the combined usage.
  • Accumulate Total Account OP Code Usage:
    • Check this box to accumulate total OP Code usage, as explained in “User Defined Type.”
  • Cash Sales Amount:
    • If the OP Code tracks cash sales, a maximum amount for cash sales can be defined here.
  • Cash Sales:
    • Check this box if the OP Code should track cash sales.
    • Sales from this OP Code will be tracked for BSA (Bank Secrecy Act) purposes.
  • Inventory Item:
    • Check this box if the OP Code is used to track inventory items (e.g., gift cards, movie tickets).
    • If checked, the teller will be prompted to enter the inventory sold during the transaction.
  • Third-Party Card Payment:
    • Check this box if the OP Code is used to post third-party credit card payments.
    • Allows the system to track payments in a third-party card payment file for processor upload.
  • Produce GL Receipt:
    • Check this box to generate a receipt for the general ledger side of the transaction.
    • A member receipt will always be generated regardless of this setting.
  • Use Tran Entry Description on GL Offset:
    • Check this box if the description entered in the “Transaction Entry” description field should be used in the general ledger history.
    • If the description field is left blank, the default OP Code description will be used.
  • Allow Custom Description:
    • Check this box if a custom description is permitted for this OP Code.
  • Change Last Transaction Date:
    • Select whether using this OP Code should update the “Last Transaction Date” on the member’s account.
    • The “Last Transaction Date” is referenced by programs such as Dormant Account Processing.
  • Card Advance:
    • Used in conjunction with Worldpay.
    • If checked, the system will trigger a connection to Worldpay to complete a card advance.