Teller Balancing

Video Library Video Course Library Teller Balancing



This information provides comprehensive technical guidance for users on how to effectively utilize the Teller Balancing functionality within the FLEX system.

1. Accessing Teller Balancing

Teller Balancing is accessed through the FLEX Main Menu:

  • Navigate to Teller
  • Select Teller Balancing

2. Teller Drawer Balancing Screen Overview

The Teller Drawer Balancing Screen features six primary tabs:

  • Drawer Balancing
  • Detail
  • Summary
  • Adjustments
  • GL Account Balancing
  • Bond Balancing

Regardless of the selected tab, the following fields and buttons are consistently displayed at the top of the screen:

2.1. Top-Level Fields and Buttons

  • Branch:
    • Defaults to the branch configured in the workstation.
    • If Multi-Branch tellering is enabled in FLEX Configuration (Miscellaneous Settings), the branch code can be changed for roaming tellers or temporary reassignments.
    • A warning will display if Multi-Branch tellering is not configured and a branch change is attempted.
  • Teller ID:
    • Defaults to the currently logged-in teller.
    • Can be changed to view other tellers’ drawer balances.
    • ALL TELLERS can be selected to view combined balances for all tellers in a branch.
    • Can be used with ALL BRANCHES to verify all tellers across all branches are in balance.
    • Multiple Teller Lookup Dialog: Clicking to the right of the Teller ID drop-down opens a dialog to add multiple tellers for a combined balance view.
  • Balancing Teller: Displays the ID of the teller whose drawer is currently being balanced.
  • Change Balancing Teller: Prompts for a Teller ID and password to change the teller being balanced.
  • Print Checks: Generates and automatically prints a report of all checks received by the selected teller(s) to the designated workstation printer.
  • Refresh: Updates the screen with the latest data.
  • Delete: Deletes the current record (specific context not detailed in provided document).
  • Create Last Balance Record: Becomes available when a teller is balanced. When selected, a balancing record appears in the Detail tab, indicating the last time the teller was in balance.
  • Total Drawer Cash: Displays the amount calculated from bundle and single cash counts entered on the screen.
  • Total Drawer Checks: Field to enter the total dollar amount of checks received or cashed (do not include On-Us drafts unless the credit union processes them).
  • Cash Difference: Shows the difference between the system’s Net Cash and the teller’s entered denomination counts.
  • Checks Difference: Shows the difference between the system’s Net Check amount and the amount entered in the Total Drawer Checks field.
    • Balancing Indicators:
      • Red Frowning Face: Indicates an overage or shortage.
      • Green Smiling Face: Indicates the teller’s entered cash or check drawer amount equals the system’s calculated amount (in balance).

3. Drawer Balancing Tab

The Drawer Balancing tab is used for entering physical cash and coin counts.

3.1. Cash and Coin Entry

The left side of the tab allows tellers to enter cash and coin counts by denomination:

  • Type:
    • Displays the denomination value (e.g., $0.01, $0.05, $1.00, $20.00).
    • Clicking the Type button can toggle the display to show the bundle value for that currency type. Clicking again reverts to the single unit value.
  • Bundle: Enter the number of rolls of coin or bundles of bills.
    • Note: Bundle values are set by management in FLEX Configuration, Maintain Bundle Counts. All tellers (including vault tellers) must use the same bundle values.
  • Single: Enter the number of single coins or bills for non-bundled money.
  • Totals: System-populated field that calculates the total by multiplying bundles by their value and adding single counts.

3.2. Miscellaneous Items

  • Miscellaneous Fields: Enter any other coin, other cash, or teller drawer items not included in currency and coin fields (e.g., bait money, mutilated bills, tokens, postage stamps).
    • Entered as a total dollar amount, not a count.
    • Up to six additional miscellaneous fields can be configured in Teller Balancing Miscellaneous Configuration.

3.3. Balancing Information (Right Side)

The right side of the Teller Drawer Balancing screen displays system totals calculated from daily teller transaction activity.

3.3.1. Cash Balancing Information

  • Beginning: Displays the beginning cash balance for the day. (System can automatically carry over the ending balance from the previous day if configured).
  • Received: Total cash (currency and coin) received from members, other tellers, or the vault.
  • Given: Total cash given to members, other tellers, or the vault.
  • Adjustments: Amount of drawer adjustments other than cash overage or shortage adjustments.
  • Drawer Adjustments: Amount of drawer adjustments specifically for cash overage or shortages.
  • Net Cash: The total net (ending) cash, calculated by:
    • Adding: Beginning cash, cash from tellers/vault, cash from members, cash over adjustments.
    • Subtracting: Cash to tellers/vault, cash to members, cash short adjustments.
    • This amount represents the actual cash a teller should have in their drawer and is used for comparison against actual teller totals to determine cash differences.

3.3.2. Check Balancing Information

  • Beginning: Displays the beginning check balance for the day. (Will be zero if all checks were released from the drawer at the previous end of day).
  • Received: Total of all checks received.
    • Count: Total count of all checks received.
  • Adjustments: Total amount of check adjustments.
  • Released: Total amount of checks released from the drawer. (Can be manual or automatic based on configuration).
  • Net Checks: Total net checks, calculated by adding beginning checks, checks received, check adjustments, and checks released.
  • Checks Disbursed: Total of all teller checks disbursed by check withdrawals (includes cashier’s checks and money orders).
  • On Us Checks: Total of all On-Us checks processed by the teller.
    • Count: Total count of all On-Us items processed.
  • Cash Letter Checks: Total amount of all Check 21 items received through Teller Capture. (Should balance to Check 21 processing).
    • Count: Total count of all Cash Letter Checks.
  • Checks Cashed: Total amount of all checks cashed using the cash check option in the teller drawer.
    • Count: Total count of all checks cashed.
  • Other Checks: Total amount of all other checks (e.g., checks received through Check 21 Batch Capture or approved Remote Deposit Checks).
    • Count: Total count of all other checks.
  • Teller Notes: Area to add any applicable teller notes, which will be saved.

4. Detail Tab

The Detail tab lists all teller transactions since the last End of Day process.

  • Sorting: Transactions are listed in columns and can be sorted by clicking on any column header. The default sort is by Date/Time.
  • Filter Option:
    • All (default): Displays all transactions.
    • Cash: Displays all cash in and cash out transactions.
    • Checks In: Displays all checks received.
    • Checks Out: Displays all checks disbursed.
    • Custom: Used in conjunction with the Advanced button.
  • Advanced Button: Allows users to search for specific transactions by entering or checking applicable criteria, including:
    • Account, Suffix, Amount, Time ranges
    • Receipt number
    • Specific transaction types (e.g., Cash In (CAI), Cash Out (CAO), Checks In (CHI), Checks Out (CHO), Adjustments, Overage/Shortage, Since Last Balance, Checks Released, On Us Checks).

5. Summary Tab

The Summary tab provides a summarized view of the teller’s transactions.

  • Content: Displays summaries such as Cash Received Over the Counter, Cash Given Over the Counter, Checks Received Over the Counter, etc.
  • Sorting: Transactions are listed in columns and can be sorted by clicking on any column header. The default sort is by Transaction Type alphabetically.

6. Adjustments Tab

Teller Balancing Adjustments are used to modify the Teller Balancing file to match the actual cash and/or checks in teller cash drawers. This is applicable for scenarios like buying/selling money, unlocated over/shorts, or releasing checks.

6.1. General Adjustment Fields

All adjustments, unless otherwise noted, prompt for the following fields:

  • Amount: Enter the dollar amount for the adjustment.
  • Branch: Allows the teller to make drawer changes based on branch location.
  • Teller Needing Adjustment/Password: Enter the Teller ID and password of the teller drawer being adjusted.
  • Override: If the teller lacks authorization, click Override to prompt for an Override Teller ID and password.
  • GL Account to Offset: Enter or verify the offsetting general ledger account number.
  • GL Teller/Password: Enter the Teller ID and password of the GL Teller. (The GL Teller must be authorized to perform transactions on general ledger accounts).
  • Using Multi-Branch Tellers: Check this box if the credit union uses the multi-branch tellering option and adjustments need to be made for a teller across multiple branches.

6.2. Specific Adjustment Types

  • Adjust Cash Up:
    • Purpose: Increases the system cash balance.
    • Common Use: When cash is received from a courier to the vault. The system cash amount is adjusted up and offset against the indicated general ledger account.
  • Adjust Cash Down:
    • Purpose: Decreases the system cash balance.
    • Common Use: When cash is sold from the vault to a courier. The system cash amount is adjusted down to reflect the actual vault cash and offset against the indicated general ledger.
  • Adjust System Up For Teller Overage:
    • Purpose: Used when the physical cash in the teller drawer is greater than the cash recorded in Teller Balancing. The teller increases the cash in the Teller Balancing File to match the physical drawer.
    • Example: An overage is found at End of Day, and the cause is unknown. This overage is adjusted into the drawer and credited to the over/short general ledger account.
  • Adjust System Down For Teller Shortage:
    • Purpose: Used when the physical cash in the teller drawer is less than the cash recorded in Teller Balancing. The teller decreases the cash in the Teller Balancing File to match the physical drawer.
    • Example: A shortage is found at End of Day, and the cause is unknown. This shortage is adjusted into the drawer and debited to the over/short general ledger account.
  • Adjust Checks Up:
    • Purpose: Used when the physical checks in the teller drawer are greater than the checks recorded in the Teller Balancing File. The teller increases checks in the Teller Balancing File to match the physical drawer.
    • Recommendation: Before using, filter to view all checks received or print checks to compare against physical checks and correct transactions first, rather than making an adjustment here.
  • Adjust Checks Down:
    • Purpose: Used when the physical checks in the teller drawer are less than the checks recorded in the Teller Balancing File. The teller decreases checks in the Teller Balancing File to match the physical drawer.
    • Recommendation: Before using, filter to view all checks received or print checks to compare against physical checks and correct transactions first, rather than making an adjustment here.
  • Adjust Beginning Drawer Cash Up:
    • Purpose: Only used for new drawers with an existing balance. Typically for new credit union installations or mergers.
  • Transfer Cash Between Tellers:
    • Purpose: Transfers cash from one teller drawer to another. Decreases cash for the giving teller and increases for the receiving teller.
    • Common Use: Buying or selling money between tellers, including the vault.
  • Transfer Cash To Checks:
    • Purpose: Decreases the cash total and increases the checks total for a specified teller drawer.
    • Common Use: Correcting an entry where a check was mistakenly entered as cash in Transaction Entry.
  • Transfer Checks To Cash:
    • Purpose: Decreases the checks total and increases the cash total for a specified teller drawer.
    • Common Use: Correcting an entry where cash was mistakenly entered as a check in Transaction Entry.
  • Release Checks from Drawer:
    • Purpose: Releases checks from a single teller drawer for deposit to the bank.
    • Configuration: The general ledger account for receiving checks can be set as a default to prevent errors.
    • Usage: Only required manually if the credit union is not configured to automatically release checks at End of Day.
  • Release All Checks:
    • Purpose: Releases checks from all teller drawers across the entire credit union.
    • Common Use: By credit unions where one person is responsible for balancing the day’s deposit.
    • Usage: Only required manually if the credit union is not configured to automatically release checks at End of Day.

7. GL Account Balancing Tab

The GL Account Balancing tab allows tellers to view pending general ledger transactions.

  • Scope: Can view transactions for their own Teller ID or for all tellers entered through Transaction Entry (typically for OP codes).
  • Posting: All general ledger transactions performed through Transaction Entry are not posted to the general ledger until End of Day is performed.
  • Filtering:
    • Teller: Enter a Teller ID for individual totals, or leave blank to display all tellers.
    • Branch: Enter a branch ID to display records for one branch, or leave blank for all branches.
    • GL Account: Enter a general ledger account number. If unknown, right-click and use Advanced Search to enter an OP Code.
  • Display: After clicking Refresh, the screen displays general ledger transaction codes, descriptions, and totals associated with the entered GL Account or OP Code.

8. Bond Balancing Tab

The Bond Balancing tab allows tellers to view all redeemed savings bonds for balancing purposes.

  • Filtering: Users can filter by:
    • Redemption Date (From/To)
    • Teller
    • Branch
    • SSN
    • Leave fields blank to show all redeemed bonds.
  • Display: After entering criteria and clicking Retrieve, the screen displays a Balancing Summary (Redemption, Face Value, Count) and a detailed list of redeemed bonds, including Account Number, Owner Name, Series, Issued Date, Face Amount, Redemption Amount, Date, Teller, and Branch.

9. Teller Balancing Reports

Two reports are available to assist with Teller Balancing, found under Teller Reports in the FLEX Main Menu:

9.1. Branch Transaction Report

  • Location: Found under Teller Reports. Also generated at End of Day (titled “Teller Transactions”).
  • Content: Includes all transactions for every selected teller for the day. Each teller has separate pages and totals.
  • Details: Includes:
    • Account/Suffix
    • Member Name or General Ledger Description
    • Transaction Code Used
    • Transaction Description Code
    • Transaction Amount
    • Amount Applied Towards Principal and Interest (for loan transactions)
    • Balance After Transaction
    • Account Group Code
    • Reference Number

9.2. Teller Balancing Report

  • Location: Found under Teller Reports. Also generated at End of Day.
  • Purpose: Generates a report of transactions done today on demand. Useful for tellers out of balance who need to review transactions immediately.
  • Report Parameters:
    • *Teller ID or (ALL): Enter a Teller ID, an alpha teller ID for system tellers, or *ALL for all transactions today.
    • Branch ID: Can be used with Teller ID to report transactions by one teller at a specific branch.
    • Detail or Summary: Indicates whether transaction details or just a summary of totals should be included.
    • History Transactions: Indicates if a transaction report should be included (same as Teller Transaction report at End of Day, but does not include balancing information).
    • Balancing Transactions: Indicates if the balancing report should be included (same as Daily Teller Totals (BALANCETRN) at End of Day; includes all transactions and balancing information like cash in/out, checks in/out).
    • Summary of Trans. by Account: Indicates if summary totals by account should be included.
    • Include AM, PM or Both: Indicates if transactions posted in AM, PM, or Both files should be included (only applicable if PM tellering is used).
    • Show Only Trans Over: Enter a dollar amount to include only transactions exceeding that amount.
    • Shared Branching: Indicates if Shared Branching transactions should be included:
      • O = Only include Shared Branching Transactions
      • E = Exclude Shared Branching Transactions
      • I = Include Shared Branching Transactions along with others.
    • Case Code: (Field available, but specific function not detailed in provided document).