Making a Mass Branch Number Change

The Member Branch Change process identifies members during the back-office cycle who meet a branch change criteria. The morning after Portico runs the Branch Change Process Report 140, Portico can automatically transfer the members into the target branches or display the list of qualifying members on the Member Branch Assignment Transfers window for you to manually move. To automatically transfer members based on the qualifying criteria, the 140 Report Rules must be setup with the correct options and $teller. Contact Portico Customer Service for assistance.

The Member Branch Assignment Transfers window lists all members who require a branch change based on the criteria specified on the Branch Change Process Report 140. Branch changes can be based on member activity, member home ZIP Code ranges, or a combination of both activity and location. To access the Member Branch Assignment Transfers window, on the Portico Explorer Bar, click General Operations in the Operations menu. On the General Operations menu bar, click Member Branch Assignment, then click Transfers.

How do I? and Field Help

In the Selection Criteria group box...

• Click the All Entries option to display all members who require a branch change based on the criteria specified on the Branch Change Process Report 140. To manually transfer members, click the All Entries option
• Click the Entries Denied Today option to display all members that the branch change was denied.
• Click the Entries With Errors option to display all members that a branch change could not be completed due to errors.
• Click the Entries with Informational Messages option to display all members with an informational message.
• Click the Entries Pending Teller Action option to display all members that require teller action.

In the Start Display with Member Number field, enter the member number to start the list of members.

Click Search to display the members based on the selected criteria. Click Reset to clear the search criteria.

Click the Displayed Members option, then click Transfer to transfer the member numbers displayed to new branches. A maximum of 3000 branch changes is allowed on the Member Branch Assignment Transfers window each day. The system will perform a member branch change for each member appearing in the grid (a maximum of 14 members can be moved per page). Click the right arrow in the grid heading to page forward, then click Transfer to complete the next page of members to transfer. Repeat this process until all the members have been transferred.

Column	Description
Member Number	The unique member number associated with the member
Resident Branch	The credit union branch associated with the member. All member activity will be reported in this branch
Transfer to Branch	The branch to which the member will be transferred. The only valid branches are those with the Members Allowed check box selected on the Credit Union Profile - Credit Union tab and the Allow Members in Branch check box not selected on the Credit Union Profile - Self Service tab.
Message or CAN	The action taken by the system when creating the Member Branch Assignment Transfers window during the back-office cycle, or when you performed the Member Branch Assignment Transfers window. If the system could not assign a new branch for a member, a message explaining the reason why appears in the Message or CAN field when you first access the Member Branch Assignment Transfers window the morning after the 140 Report runs. For example, the message E-ZIP CODE US XXXXXXXXXX NOT ASSIGNED appears if the member's ZIP code does not fall within the specified ranges on the Member Branch Assignment ZIP Code Associations window. To correct, simply change the Member Branch Assignment ZIP Code Associations window to include the ZIP code. The system will update the list of members on the Member Branch Assignment Transfers window. If the member is already in the correct branch, the system will remove the member from the list. If the member is not in the correct branch, the system will transfer the member when you complete the Member Branch Assignment Transfers window. If the system transferred the member after you completed the Member Branch Assignment Transfers window, the message CAN: XXXXX NFCAN: XXXXX appears. If the system could not transfer the member, a message explaining why will appear. For example, if the member has activity earlier in the day before you performed the Member Branch Assignment Transfers window, the message MEMBER HAS HAD ACTIVITY TODAY appears.

The Summary Totals group box displays

• The total number of members that should transfer to new branches.
• The number of members that remain to be transferred to new branches.
• The number of members whose transfer has been denied today. You must wait until tomorrow to transfer the members to new branches.
• The number of members with error messages. The system will not transfer the members unless the errors are corrected.

To change branches based on member activity, you must define the minimum number of transactions required for a member to transfer to another branch. Portico Customer Service will enter the minimum number of transactions in the Minimum Transactions to Move field on the 140 Report Rules. Portico counts the number of transactions performed by the member. If the number is equal to greater than the minimum number of transactions defined on the 140 Report Rules, Portico transfers the member account from the current branch to the branch where the most activity has occurred. If the member has an equal number of transactions in the current branch and in another branch, the member account will not be moved, but will remain in their current branch. If the member has an equal number of transactions in two or more branches and they are not the member’s current branch, Portico transfers the member’s account to the lowest numbered branch other than branch 000.

To change branches based on the member's home ZIP Code, Portico will transfer the member's account to the branch associated with the member's home ZIP Code specified on the Member Branch Assignment ZIP Code Associations window.

Portico creates the Member Branch Assignment Transfers window during the back-office cycle in which the 140 Report is scheduled to run. To use the Member Branch Assignment Transfers window, the Automated Branch Change check box must be selected on the Credit Union Profile - Credit Union tab.

A maximum of 3000 branch changes is allowed on the Member Branch Assignment Transfers window each day. If the Automated Posting field is Y on the 140 Report Rules and there are more than 3000 branch changes for the day, Portico will reload the remaining records and continue to process up to 3000 branch changes each day until all members have been transferred to their new branch. If the Automated Posting field is N on the 140 Report Rules and there are more than 3000 branch changes for the day, Portico will reload the remaining records but will not transfer members. You must access the Member Branch Assignments Transfer window and click Transfer each day until all members have been transferred.

The branch change restrictions that apply when you use the Member Branch Change dialog box to change the branch for an individual also apply to the Member Branch Assignment Transfers window.

You cannot perform financial or maintenance transactions to the member's records before you complete the Member Branch Assignment Transfers window. However, once you complete the Member Branch Assignment Transfers window, you can perform the financial or maintenance transactions. For example, you receive a mail deposit from the member the same morning the member appears on the Member Branch Assignment Transfers window. You must wait until after you complete the Member Branch Assignment Transfers window before making the deposit.

If the system transferred the member, the message CAN: XXXXX NFCAN: XXXXX appears. If the system could not transfer the member, a message explaining why will appear. For example, if the member had activity earlier in the day before you or the system attempted the transfer, the message MEMBER HAS HAD ACTIVITY TODAY appears.

The member's credit union branch will reflect all future transactions, reports, and member statements.

The system does not update the non-financial date on the Overview tab. The transfer does not appear on the Non-Financial Transaction Register Report 030.

General Ledger Effects: The system completes a Member Branch Change dialog box for each member on the Member Branch Assignment Transfers window. When you transfer a member to another branch, the system automatically transfers the member's share, certificate, and loan balances in the general ledger. The share and loan accounts are divided into two categories: Transfer To Branch and Transfer From Branch. Reconcile these transactions with share and loan balances. The following information helps you avoid accounting problems:

• Prepare a journal or adjustment voucher to support the section in the general ledger, Transfer From Branch.
• Prepare an additional journal or adjustment voucher to support the section in the general ledger, Transfer To Branch.

The following reflects the general ledger entries that occur when the system transfers the member's accounts from one branch to another.

Transfer From Branch of Share Accounts:

• Debit 901XXX Share general ledger account specified on the Share Profiles - Account Information tab
• Debit 908XXX Certificate general ledger account specified on the Certificate Profiles - Account Information tab
• Credit 998100 Interbranch share clearing general ledger account

Transfer To Branch of Share Account:

• Credit 901XXX Share general ledger account specified on the Share Profiles - Account Information tab
• Credit 908XXX Certificate general ledger account specified on the Certificate Profiles - Account Information tab
• Debit 998100 Interbranch share clearing general ledger account

Transfer From Branch of Loan Account:

• Debit 998200 Interbranch loan clearing general ledger account
• Credit 701XXX Loan principal general ledger account specified on the Loan Profiles - Account Information tab

Transfer To Branch of Loan Account:

• Debit 701XXX Loan principal general ledger account specified on the Loan Profiles - Account Information tab
• Credit 998200 Interbranch loan clearing general ledger account

Related Reports:

• Branch Change Process Report 140
• Member Branch Changes Report 144 - The 144 Report lists all members for whom a Member Branch Change dialog box was completed regardless of whether a teller actually performed the Member Branch Change dialog box, or the Member Branch Assignment Transfers window performed the Member Branch Change dialog box.

Teller Balancing Effects: The teller balancing effects are as follows:

• Adds the transaction amount to the Transfers/JV amount field on the Balancing and Close tab
• Adds one to the Transfers/JV count field on the Balancing and Close tab

Correction Procedures: On the day after you performed the Member Branch Assignment Transfers window, complete a Member Branch Change dialog box for each member with an incorrect branch number. Once you have performed the Member Branch Assignment Transfers window, you cannot change any information on the Member Branch Assignment Transfers window. You must wait until the next day to perform the correction because the system considers the Member Branch Assignment Transfers window as activity for the member for the current day.

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