Setting Up Product Codes

The Product Code Information window lets you add, maintain, and delete product codes. You can set up a product code for any potential source of funds as well as anywhere that funds may be applied. To access the Product Code Information window, click Administration under Teller Management. On the Administration menu bar, click Product Codes, then click Product Code Information to maintain an existing product, or click New Product Code to create a new product code. This window can also be accessed from the Administration - Products and Services - Products menu.

Product Code Information

How do I?

Before adding product codes using the Product Code Information window, Portico suggests that you complete the following steps:

1. List the general ledger accounts most commonly used by your tellers.

Print a copy of the GL Accounts window to ensure you do not overlook any general ledger accounts. Then, identify the general ledger account numbers most commonly used by your tellers.

2. Define your product codes and their descriptions and assign the product codes to the general ledger accounts.

Write your product code next to the general ledger account on the printed GL Accounts window. Write the appropriate master code next to the product code.

The following table displays the required master codes, suggested product code, and the related processing activity.

Master Code	Suggested Product Code	Processing
CBBC	SB	Savings bonds. Required on the From side of the Transactions - Bond Redemption Detail tab.
CKDP	DD	On-us check clearing. Used on the On Us Check Information dialog box for checks for deposit. Required on the From side of the Transactions - Deposits, Withdrawals, Payments, Transfers tab.
GDA	DC	On-us check clearing. Used on the On Us Check Information dialog box for cleared checks. Required on the From side of the Transactions - Deposits, Withdrawals, Payments, Transfers tab.
GI	FM	Money Order fee
GI	FT	Travelers Check fee
GIE	FN	Transfer fees. Used on the Transactions - Share and Loan Transfers tab. Must be set up even if you do not charge fees.
GIF	FX	Transfer fees. Used on the Transactions - Share and Loan Transfers tab. Must be set up even if you do not charge fees.
GIG	FD	Deposit fees. Used on the Transactions - Single Deposit, Withdrawal, Payment or Loan Advance tab. Must be set up even if you do not charge fees.
GIH	FW	Withdrawal fees. Used on the Transactions - Single Deposit, Withdrawal, Payment or Loan Advance tab. Must be set up even if you do not charge fees.
GII	FA	Transfer fees. Used on the Transactions - Single Deposit, Withdrawal, Payment or Loan Advance tab. Must be set up even if you do not charge fees.
GII	FL	Loan Advance fees. Used on the Transactions - Deposits, Withdrawals, Payments, Transfers tab. Must be set up on To side of the transaction with process ID AZ.
GKCS	CS	All checks disbursed. The system makes this general ledger entry for the checks disbursed amount when the teller closes.
GKCU	CD	Credit union checks
GL	GL	Used for Shared Service Center to complete guest member loan advances or loan payments.
GLD	GD	Used for Shared Service Center to complete guest member loan disbursements.
GOGC	GC	Gift checks
GOGL	JV	Required to close the teller using the Balancing and Close tab
GOL	LD	Loan drafts. Used on the Post Loan Draft Exception window. Must be set up.
GOMO	MO	Money orders. Required on the To side of the Transactions - Money Orders tab.
GOP	PS	Payroll rejects. Default product code on the Post Payroll Exceptions window.
GOS	DS	Share draft rejects. Default product code on the Post Share Draft Exception window.
GOTC	TC	Traveler's checks. Optional on the To side of the Transactions - Travelers Checks tab.
GOT2	T2	Travelers checks for two. Optional on the To side of the Transactions - Travelers Checks tab.
GOWD	DW	Domestic outgoing wire transfer. Required on the To side of the Transactions - Deposits, Withdrawals, Payments, Transfers tab.
GOWI	IW	International outgoing wire transfer. Reserved for future use.
GS	GS	Used for Shared Service Center to complete guest member share withdrawals.
GTAX	IA	Required for calculating and collecting sales tax on fees.
GX	GX	Used for Shared Service Center to complete credit union to credit union transfers and guest member purchases of money orders and traveler's checks.
MLLN	LN	Required for all loan transactions.
MI	Share type (e.g. 81)	IRA share accounts
MS	Share type (e.g. 01)	All other share accounts
ML	LO	Member loan activity
MC	Certificate type (e.g. 30)	All other certificates
MR	Certificate type (e.g. 31)	IRA certificates

Now that you have defined product codes for the required master codes and your share, certificate, and loan types, you must define a product code for each of the remaining general ledger accounts that are most commonly used by your tellers. The master codes for these product codes should have G for the first character and I (income), E (expense), or O (other) for the second character.

When deciding what product codes must still be set up, determine which general ledger accounts your tellers use on transactions such as the following:

Adjustments Share Deposit from General Ledger tab
Adjustments Share Withdrawal to General Ledger tab
Adjustments Loan Payment from General Ledger tab
Adjustments Loan Advance tab
Transactions Teller Sales/General Ledger tab

You can monitor your teller's activity, review your General Ledger Recap Report (Morning/Evening Reports window), or check the audit trail for several days to determine the other general ledger accounts used by your tellers.

The following table provides a list of suggested product codes and their associated master codes.

Master Code	Suggested Product Code	Product Code Description
GI	FC	Check cashing fee
GE	CX	Collection expense
GO	FB	Safe deposit box fee
GI	FM	Money order fee
GI	OF	Loan origination fee
GI	FT	Traveler's check fee
GI	FS	Statement copy fee
GO	FZ	Miscellaneous receipt or disbursement

To display the loan advance fee automatically in the Member Loans dialog box, on the Product Code Information window, set up the loan fee product code (e.g. FA) using master code GII. (Only one product code can be set up using master code GII.) The Amounts group box on the Product Code Information window determines the loan advance fee. On the Transaction Definition window, add the loan fee product code (e.g. FA) to the To side of the ALD – Deposits, Withdrawals Payments, Transfers transaction and use AZ as the process ID. (The AZ process ID ensures correct fee reporting for open-end loans, and all loans with loan billing statements.)

To display sales tax information on the Member Loans dialog box, on the Product Code Information window, set up the sales tax product code (IA) using master code GTAX. On the Product Code Information window for the loan fee product code (e.g. FA), select the Calculate Sales Tax check box. For the teller performing the loan advance, specify the sales tax group code in the Sales Tax Group Code field on the Teller Information window.

To use the monetary instrument counters, on the Product Code Information window, verify that the monetary instrument product codes have the correct master code assigned so they can be counted. The monetary instrument and their associated master codes are:

Cashier’s Checks: GKCC
Credit Union Checks: GKCU
Gift Cards: GOGK
Gift Checks: GOGC
Money Orders: GOMO, GKOP
Traveler’s Checks: GOTC, GOT2

On the Transaction Definition window, review the ALD - Deposits, Withdrawals, Payments, Transfers, ALM - Money Orders, and ALT - Traveler's Checks and Miscellaneous Tracked Forms transactions. Verify that the monetary instrument product codes are added to the To Information side with a process ID of AH so the per-item calculations are accurate.

3. Define a description for each product code.

Product code descriptions tell the system if the product code is allowed on a particular side of a Teller Administration transaction, help a teller know which product code to use, and print on the member's receipt, check stub, and member's statement. The description must be logical to the tellers using the transactions as well as self-explanatory to your members.

As you create the From and To descriptions for your product codes, write the description on the printed GL Accounts window.

Portico recommends that you define both a From description and a To description for each product code. If there are some product codes that do not need both, system edits ensure that you can only add the product code to a specified side of the transaction. The message Product Code Not Allowed appears if you attempt to add the product code to the wrong side of the transaction.

For IRA account activity, the system-generated deposit and withdrawal description will print on both the member's receipt and statement. For loan payment and advance activity, the system-generated description will print on the member's statement and member's receipt. The product code description will only print on the members receipt if the loan type is specified in the Loan Types group box on the Product Code Information window.

4. Determine which product codes are to be linked to others for fees.

Teller Administration lets you link product codes so the system can automatically assess a fee. For example, you can link the product code for money order fees to the product code for money orders. Then, when the teller completes the Transactions Money Orders tab, the system will automatically calculate and assess the money order fee based on the money order amount, the number of money orders purchased, or a percentage of the total amount. Other examples of product codes that can be linked are traveler's checks and traveler's checks fees and cashier's checks and cashier's check fees.

After you have determined which codes are to be linked, list the codes on a blank sheet of paper.

Field Help

To view an existing product code, click the Product Code down arrow to select the product code. Then, click the green arrow. Click the left and right arrows to scroll through the product codes.

To create a new product code, click New to display the Product Code Information - New window. Click Copy to set up a new product by copying an existing product code. Then, complete the following fields as needed:

Field	Description
Product Code	The credit union-defined product code used instead of the general ledger account number on Teller Administration transactions. The product code must be associated with a master product code. Length: 2 alphanumeric
Master Code	The master code associated with the product code. When setting up a new product code, click the Master Code down arrow to select a master code. The first two characters of each master code indicate the master type that defines the type of processing. The master type appears as the first character of the master code. The valid types are: C (drawer), D (dividend), G (general ledger), and M (member). The subtype code appears as the second character of the master code. For example, the master code for fees and other income is GI. The master type is G, and the subtype is I. The valid subtypes are: For type M: S - Share (non-IRA) I - Share (IRA) L - Loan D - Credit Card C - Certificate (non-IRA) R - Certificate (IRA) O - Other For type G: D - Cleared checks I - Fees and other income E - Expenses K - Checks disbursed L - Loan O - Other S - Share T - Tax X - Transfer For type C: B - US savings bonds C - Cash, currency, and coins K - Checks for deposit O - Other For type D: V - Dividend The third and fourth characters of the master code are unique identifiers. For example, the master code GKCU indicates general ledger (G) type, checks disbursed (K) subtype, credit union checks (CU). The unique identifier is CU. A master type with an unique identifier indicates the master has a one-to-one relationship with a product code. You must use the master code GKCU when setting up your credit union checks product code. The system will not allow another product to be cross-referenced to GKCU. Not all master codes have the unique identifier. For example, MS indicates member (M) type and shares (S) subtype. You can have unlimited product codes that cross-reference a two-character master code.
Last Changed	The date the product code was last changed.
From Description	The product code description that will appear on the From side of the Teller Administration transactions. The product code description will also print on the member's receipt, check stub, and statement. Length: 16 alphanumeric
From Description Extension	The description extension for the product code appearing on the From side of the Teller Administration transaction. The system will automatically tab to this field on the Teller Administration financial transaction if additional information is required. For example, a note number, an IRA withdrawal code, or a fee indicator. Length: 7 alphanumeric
To Description	The product code description that appears on the To side of the Teller Administration transactions. The product code description will also print on the member's receipt, check stub, and statement. Length: 16 alphanumeric
To Description Extension	The description extension for the product code appearing on the To side of the Teller Administration transaction. The system will automatically tab to this field on the Teller Administration financial transaction if additional information is required. For example, a note number, share hold information, a new share account indicator, an IRA deposit or withdrawal code, or a fee indicator. Length: 7 alphanumeric
Exclude from Adjustment Transactions	Select the Exclude from Adjustment Transactions check box to exclude a product code from the adjustment transactions. You can use this option to exclude check product codes from the adjustment transactions to prevent out-of-balance situations with the check general ledger, or to exclude product codes that are being retired. For the Portico User Experience only.
Balancing Report	Click the Balancing Report down arrow to indicate the type of balancing report you want the system to provide for the specified product code. The valid options are: V - Display and Balance. The system will display the product code on the Balancing and Close tab and show the number and amount the teller must balance to. R - Display Only. The system will report the product code at the teller level, summarize it at the branch level, and display the number and amount on the Balancing and Close tab. This product code's activity does not require balancing, but is used for informational purposes only. Blank or Do not display. - The system will not display the product code on the Balancing and Close tab and will not provide a balancing report for the specified product code.
Message Line Indicator	Select the Message Line Indicator check box to indicate that the specified product code requires a resolution message. A resolution message explains the source of funds received or disbursed in an unusual way. If you select this check box, you must also specify a general ledger account in the GL Account 1 field.
Default	The default fee amount that will be used on any transaction. For a loan advance fee product code (master code GII), the default fee amount must greater than 0.00 in order for the Member Loans dialog box to automatically appear when the member only has one loan. Length: 10 numeric
Minimum	The minimum transaction amount allowed for this product code. Length: 10 numeric
Maximum	The maximum transaction amount allowed for the specified product code. Length: 10 numeric
Relation	Click the Relation down arrow to select the relationship the product code has to the product code specified. The valid options are: P - The product code in the Product Code field is the primary product code. S - The product code in the Product Code field is the secondary product code. When you add product codes that will be linked, the Portico team suggests that you build both product codes, primary and secondary, and then maintain the primary code to link it to the secondary code. The secondary code must be established before you can specify it on the primary product code's Product Code Information window. You cannot maintain this field on the secondary product code's Product Code Information window once you have linked the product codes. You must make any changes on the primary product code's Product Code Information window.
Product Code	Click the Product Code down arrow to select the primary or secondary product code linked to this product code.
Required	Click the Required down arrow to indicate when the secondary product code is required: if the primary product code is on the From side, if the primary product code is on the To side, or if the primary product code appears on either side. If a required secondary code is not included on the Teller Administration transaction, the system will suspend the transaction. The valid options are: F - Required only when the primary product code appears on the From side of a Teller Administration transaction. T - Required only when the primary product code appears on the To side of a Teller Administration transaction. B - Required when the primary product code appears on either side of a Teller Administration transaction.
Orientation	Click the Orientation down arrow to indicate which side (From or To) the secondary product code must appear on. The valid options are: S - Required on the same side as the primary product code. O - Required on the opposite side of the primary product code.
Loan Types	The loan type(s) for which you want the product code description to print on the member's receipt. When activity occurs on the loan type(s) specified, the system will print the product code description instead of the description TO LOAN or FROM LOAN. For example, if you specify loan type 50 - Vacation Loan in this field. When activity occurs on loan type 50, the message VACATION LOAN will print on the receipt instead of FROM LOAN. Length: 2 alphanumeric
Calculate Sales Tax	Select the Calculate Sales Tax check box to calculate and collect sales tax on the Transactions – Deposits, Withdrawal, Payments and Transfers tab, Share Journal Vouchers tab, and Adjustments – Share Withdrawal to General Ledger tab. There is no need to link another product code to the fee product code on the Product Code Information window.
GL Account 1	The general ledger associated with this product code, unless the product code is associated with the master code MS (member share), MI (member IR), MC (member certificate), or ML (member loan). If the associated master code is MS, MI, MC, or ML, the system will automatically debit or credit the general ledger account specified on the Share Profiles window, Certificate Profiles window, or Loan Profiles window. You must specify 739200 in this field if the master code for the product code is CC (cash), CK (checks received), GDA (cleared checks), GKCS (checks disbursed suspense), or CKDP (checks for deposit). If the master type is GOPN, this GL number may remain zero. If so, certificate surrender transactions will use the Dividend GL specified on the Certificate Profiles - Account Information tab for that certificate type. If the master code is GX, a valid general ledger account must be specified in the GL Account 1 field. Length: 6 numeric
Percent 1	The percent of the total transaction amount the system should calculate as the fee. You must specify the fee general ledger account in the GL Account 1 field. If you do not want to split the fee, you can enter the percentage fee amount in the Percent 1 field. If you want the fee to be split between two general ledger accounts, enter the total percentage amount of the transaction in the Percent 1 field, but enter only the percentage amount of the total fee that should be posted to the general ledger account specified in the GL Account 2 field in the Percent 2 field. Length: 6 numeric including decimal
Fixed Amount 1	The fixed amount that the system should calculate as the fee. If the fee is used as a per-item fee, the system will multiply the amount in this field times the number of units. You must specify the fee general ledger account in the GL Account 1 field. For example, the primary product code is MO (money order), and MR (money order fee) is the secondary linked product code. If the Fixed Amount 1 field specifies 1.00, and the member purchases two money orders, the system will assess a $2 fee. If you do not want to split the fee, you can enter the fixed fee amount in the Fixed Amount 1 field. If you want to split the fee between two general ledger accounts, enter the total fixed amount of the transaction amount in the Fixed Amount 1 field, but enter only the amount of the total fee that should be posted to the general ledger account specified in the GL Account 2 field in the Fixed Amount 2 field. Length: 10 numeric including decimal
GL Account 2	The second general ledger account associated with a secondary product code when the fee amount is to be split between two general ledger accounts such as an income and a payable account. The fee amount can be a fixed amount, a per-item fee, or a percentage of the transaction amount. Length: 6 numeric
Percent 2	The percentage amount of the total fee that the system should post to the general ledger account specified in the GL Account 2 field. If you do not want to split the fee, do not enter anything in the Percent 2 field. If you want to split the fee, you must enter the total percentage amount in the Percent 1 field. Length: 6 numeric including decimal
Fixed Amount 2	The portion of the fixed fee amount that the system should post to the general ledger account specified in the GL Account 2 field. If you do not want to split the fee, do not enter anything in the Fixed Amount 2 field. Length: 10 numeric including decimal

Click Save to save the product code information.

Click Delete to delete the product code. Once a product code has been associated with a master type\code, you cannot change the master type\code. You must delete the product code and then add it again with the correct information.

General Ledger Effects: none | Related Reports: none

Portico Host: ADP