Safe Deposit Box

Video Library Video Course Library Safe Deposit Box

This information provides technical documentation for the Safe Deposit Box feature within the FLEX system. This feature is designed to manage safe deposit boxes, including assignment to members, rent monitoring, payment tracking, and report generation.

1. Accessing Safe Deposit Box Maintenance

The Safe Deposit Box Maintenance feature can be accessed through the FLEX Main Menu:

  • Operations
    • Safe Box
      • Safe Deposit Box Maintenance

2. Safe Deposit Box Type Configuration

Safe deposit box types define the various sizes of boxes available and their default settings. These types must be configured before individual safe deposit boxes can be added.

2.1. Navigating to Box Type Configuration

  • From the Safe Deposit Box Maintenance screen, click the Box Type Configuration tab.

2.2. Managing Safe Deposit Box Types

  • Add New Box Type:
  1. Click the Add button.
  2. Complete the “Add New Safe Deposit Box Type” form with the following details:
      • Box Type: Enter a unique identifier (e.g., 3X5, 5X10).
      • Box Description: Provide a descriptive name (e.g., Medium Box, Large Deposit Box).
      • Payment Information:
        • Payment Amount: Enter the rental amount per payment period.
        • Payment Frequency: Select how often payment is due.
        • Rental Income GL: Enter the General Ledger (GL) account for rental income.
        • History Description (Rental Income): Enter a description for GL transactions and member history.
        • Charge Sales Tax: Check this box if sales tax applies.
        • Tax Collected GL: Enter the GL account for sales tax.
        • History Description (Tax Collected): Enter a description for tax collected GL transactions and member history.
      • Notices:
        • Rental Fee Notice # of Days: Enter the number of days before rent is due to generate a notice.
        • Past Due Notice # of Days: Enter the number of days after rent is due to generate a past due notice.
        • Final Notice # of Days: Enter the number of days after rent is due to generate a final notice.
      • Key Information:
        • Key Fee Amount: Enter the amount for a key fee (for tracking purposes only; manual charge required).
        • Key Fee GL: Enter the GL account for key fee income (for tracking purposes only; manual charge required).
  • Edit Existing Box Type:
  1. Highlight the desired box type from the list.
  2. Click the Edit button.
  3. Modify the necessary fields and save changes.
  • Delete Box Type:
  1. Highlight the desired box type from the list.
  2. Click the Delete button.

3. Safe Deposit Box Rentals Tab

This tab displays available and rented safe deposit boxes based on applied filters.

3.1. Filtering Boxes

  • The screen is initially blank. Use the following filter criteria and click Search to display results:
    • From Box / To Box: Specify a range of box numbers.
    • Box Type: Select a specific box type.
    • Branch: Select the branch location.
    • Rent Status: Choose Available, Rented, or Both.
    • Account: Enter a member account number.

3.2. Available Boxes Section

  • Lists safe deposit boxes currently available based on the applied filters.
  • Renting a Box:
  1. Highlight the desired available box.
  2. Click the Rent button. This will open the “Add New Safe Deposit Box” form.

3.3. Rented Boxes Section

  • Lists safe deposit boxes currently rented based on the applied filters.
  • Unrenting a Box:
  1. Highlight the desired rented box.
  2. Click the Unrent button.

3.4. Worksheet and Posting Options

  • Worksheet:
    • Click to generate a worksheet of boxes with rent due.
    • Recommendation: FLEX strongly recommends running a worksheet prior to posting.
    • Enter an effective date; the worksheet will include all boxes with rent due on or before this date.
    • This can also be done via the Post Rent Due menu option.
  • Post:
    • Click to post rent due for selected boxes.
    • Enter an effective date; rent will post for all boxes with rent due on or before this date.
    • Note: Rent will only post to accounts configured for transfer payments.
    • This can also be done via the Post Rent Due menu option.

4. Adding/Renting a New Safe Deposit Box

When renting a new box, some fields auto-populate from the Box Type Configuration once the box type and account number are entered.

4.1. Fields for Adding a New Safe Deposit Box

  • Branch Location: Select the branch where the box is located.
  • Member Information:
    • Account: Enter the member number renting the box.
    • Suffix: If the payment method is set to transfer, enter the suffix from which rent will be taken.
    • Frozen Status: (Optional) Identify the reason if the box is frozen.
  • Address Information:
    • Address Code: Select the address to be used for notices.
    • Displays the name on the account entered in member information.
  • Box Information:
    • Date Opened: Enter the date the box was opened/rented.
    • Rented: Check this box to indicate the box is rented.
    • Rental Income GL: GL account for rental income.
    • History Description (Rental Income): Description for GL transaction.
    • Charge Sales Tax: Check if sales tax applies.
    • Tax Collected GL: GL account for sales tax.
    • History Description (Tax Collected): Description for tax collected GL transaction.
  • Payment Information:
    • Payment Method: How the rental amount will be paid.
    • Payment Frequency: How often payment is due.
    • Payment Amount: The amount of the safe deposit box rent.
    • Last Payment: For new boxes with cash payments, manually enter the payment date. This field auto-updates for future payments.
    • Next Payment: For new boxes, enter the next payment due date. This field auto-updates after a payment is made.
  • Notices:
    • Days Before Due / Date: Indicates days before rent is due for notice creation. Date auto-populates based on the next payment date.
    • Days After Due / Date: Indicates days after rent is due for past due notice creation. Date auto-populates based on the next payment date.
    • Final Days After Due / Date: Indicates days after rent is due for final notice creation. Date auto-populates based on the next payment date.
  • Key Information:
    • Fee Amount: The key fee amount.
    • Fee GL: The GL account for the key fee.
    • Fee Collected: Date the key fee was collected (if applicable).
    • Fee Refunded: Date the key fee was refunded (if applicable).

5. Safe Deposit Box Maintenance Tab

This tab allows for the initialization and general management of individual safe deposit boxes.

5.1. Initializing Boxes

  • Initialize Boxes:
    • Click this button to add new box numbers to the system.
    • Boxes are not available until initialized.
    • This only needs to be done once per box number and can be done for a range of boxes.

5.2. Managing Individual Boxes

  • Add: Click to add a new individual box.
  • Edit: Highlight an existing box and click to edit its details.

6. Generating Notices

Notices are generated based on the “Days Before Due,” “Days After Due,” and “Final Days After Due” settings configured for each box type or individual box.

6.1. Accessing Notice Generation

  • From the FLEX Main Menu:
    • Operations
      • Safe Box
        • Reports
          • Safe Box Notices

6.2. Generating Notices

  • Select Yes for the appropriate notice type(s):
    • Rent Due Notices
    • Past Due Notices
    • Final Notices
  • Click Process.

7. Post Rent Due

This option allows for posting rent due for safe deposit boxes.

7.1. Accessing Post Rent Due

  • From the FLEX Main Menu:
    • Operations
      • Safe Box
        • Post Rent Due

7.2. Posting Rent

  • Post Effective Date: Enter the date for the posting. This can be future-dated.
  • Post or Worksheet:
    • Select Worksheet to generate a preview of the posting.
    • Select Post to execute the rent posting.
    • Recommendation: FLEX strongly recommends running a worksheet before the actual posting.

8. Safe Deposit Box Reports

The system provides four types of reports for safe deposit box information.

8.1. Accessing Reports

  • From the FLEX Main Menu:
    • Operations
      • Safe Box
        • Reports
          • (Select desired report)

8.2. Available Reports

  • Box Available Listing:
    • Purpose: Creates a list of all currently available boxes.
    • Includes: Box number, box type, account number, last name, first name, middle name, payment method, use code, rent frequency, and next due date.
  • Box Listing:
    • Purpose: Creates a list of rented safe boxes based on a specified date range.
    • Includes: Box number, box type, account number, name, payment method, rent frequency, open date, next date, and last paid date.
  • Box Master Listing:
    • Purpose: Creates a master list of all boxes, sorted by box number.
    • Includes: Box number, box type, account number, name, payment method, use code, rent frequency, and next due date.
  • Box Rented Listing:
    • Purpose: Creates a list of all currently rented boxes.
    • Includes: Box number, box type, account number, name, payment method, use code, rent frequency, and next due date.
  • Box Type Listing:
    • Purpose: Creates a full list of all boxes, sorted by box type.
    • Includes: Box number, box type, account number, name, payment method, use code, rent frequency, and next due date.