Setting Up a Cash or Form Location
The Location Information window lets you set up and maintain cash and form locations.
Each cash location must be set up on the Location Information window. The ability to set cash limits on the different cash locations helps you easily account for the cash. You can also use the Location Information window to override maximum cash inventories for a cash location. If overridden, the information appears as an exception on the Intransit Exceptions Report 810. You might specify that the most cash that can be shipped by an ATM location is $10,000. We recommend setting up two cash locations in each branch:
- One for corrections (over/short, miscellaneous)
- One for members (net of cash disbursed and received). The location ID for the member location should equal the branch number.
Form location types are locations where forms can be sent or received so that credit union-tracked forms can be disbursed. The system automatically moves the forms from one location to another and supports both primary and alternate locations. Valid primary locations are as follows:
- Drawer. This is the teller location where forms are disbursed on an individual basis. For example, physical cash drawers, forms drawers, or continuous-form printers.
- Vault. This is the main inventory for the branch. You send forms to or distribute forms from this location.
- Supplier. This is your credit union's forms vendor. You use this location to establish the initial inventory for the vault for a credit union branch.
- Mutilated. This is the forms destruction inventory. Forms that were physically damaged or never issued by a financial transaction would be placed in this inventory.
You can specify an alternate location type if a primary location will not have a specific form. The primary and alternate locations must be in the same branch. The only valid alternate location is a drawer. To use an alternate location, the Type field must be Drawer in the Location Information group box. The system will first look for forms in the primary location. A primary location is one that is named the same as the drawer location. If forms are not found in the primary location, then it will look in the alternate location for the forms. For example, teller AB is assigned to drawer AB-001 and the alternate forms location for drawer AB-001 is Forms001. Forms location AB-001 exists and contains forms. The system will look to the primary forms location AB-001 for the forms. If a primary forms location does not exist, then the system will look at the alternate forms location Forms001 for the forms. An in-transit bundled movement (shipment) is one in which forms move from one location to another.
If your credit union uses Cash Control or Teller Administrations, the primary locations can be the same for Forms Management.
You can use the Location Information window even if the Forms Management check box is not selected on the Credit Union Profile - Products & Services tab.
To access the Location Information window, click under Teller Management. On the Administration menu bar, click Locations, then click to display an existing cash location or click to add a new cash or forms location. Click the left and right arrows to scroll through the locations. This window can also be accessed from the Administration – Products and Services – Products menu.
How do I? and Field Help
Complete the following fields to add a new cash and/or form location using the Location Information - New window.
| Type |
Click the Type down arrow to select the location type. The valid options are:
A - ATM
C - Correction
B - Bank
D - Drawer
M - Member
S - Supplier (credit union forms vendor)
V - Vault (main inventory for branch)
U - Mutilated (forms destruction inventory)
Location types Drawer, Supplier, Vault, and Mutilated are Forms Management types.
Required for cash or form location.
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| ID |
The credit union-defined location ID. We suggest making the first three digits of the ID the branch number, for example D 000-DRWR. For member locations, the ID should equal the branch number. For example, if the branch number is 000, the ID should be M 000; if the branch number is 001, the ID should be M 001.
Length: 8 alphanumeric
Required for cash or form location
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| Description |
The credit union-defined description of the location.
Length: 18 alphanumeric
Required for cash or form location
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| Branch |
Click the Branch down arrow to select the branch associated with the cash or form location. The drop-down list is populated with the branches defined on the Branch Profile - List window.
Keyword: BR
Required for cash or form location
|
| Branch Name |
The name of the branch. |
| Purpose |
Click the Purpose down arrow to indicate if the location is for cash, forms, both cash and forms, cash dispenser, or a non-cash drawer. The valid values are:
F - Forms only - The location is used for Forms Management only. The location will only appear on the Forms Management tabs.
C - Cash only - The location is used for Cash Control only. The location will only appear on the Cash Control tabs.
B - Both forms and cash. System Default. The location is used for Forms Management and Cash Control. The location will appear on both the Forms Management tabs and Cash Control tabs.
D - Cash dispenser - The location represents a physical cash dispenser machine. The location will only appear on the Cash Control tabs.
N - Non-Cash Drawer - The location represents non-cash drawers. The location will not appear on the Cash Control, Forms Management and Cash Dispenser tabs.
Required for cash or form location
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| AMEX Outlet Nbr |
If this location will dispense American Express traveler’s cheques, traveler’s cheques for two, gift cheques and preloaded gift cards, specify the number assigned by American Express to the credit union or to each of the credit union's branches, if the credit union does not have physical branch offices represented by a system branch with tellers assigned to the system branch and have more than one American Express outlet number.
If using the Location Information window to specify the American Express outlet number, you must use the Customized Fields window to create a drop-down list of all the valid outlet numbers, prior to using the window.
Length: 11 numeric
Required for a form location that will dispense American Express traveler’s cheques, traveler’s cheques for two, gift cheques and preloaded gift cards.
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| Drawer ID |
Click the Drawer ID down arrow to indicate the alternate forms location ID within the alternate forms location type. You must set up this location ID initially as a primary location before using it as an alternate location. The alternate location is the same as the forms-issuing location when the form is not in the primary location's inventory. An alternate location is recommended when you are setting up teller drawer locations, and the form will be issued at the credit union branch level only. For example, traveler's checks are usually disbursed from one central location. This field is valid only if the credit union is using Forms Management.
Length: 8 alphanumeric
Optional for form location.
|
| Description |
The credit union-defined alternate forms location description. The system pulls forms based on the alternate location type and ID as defined for the primary location.
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| Use Check Printer ID as Check Number Location |
For a drawer location only, select the Use Check Printer ID as Check Number Location check box to use the check printer specified on the Print Profile dialog box for the primary location for issuing checks.
Required for drawer form location.
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| Check Printer |
The network ID for the continuous-form check printer. If this field is blank, the system will complete a check transaction but will not print the check.
Length: 8 alphanumeric
Required for drawer form location to print checks.
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| Bank Location GL Account |
The general ledger account for this bank.
Length: 6 numeric
Required for bank cash location.
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| Intransit GL Account |
The general ledger account affected by bank in-transit cash movements.
Length: 6 numeric
Required for bank cash location.
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| Bank Account Number |
The bank account number.
Length: 10 numeric
Required for bank cash location.
|
| Assignment Option |
For a drawer location only, click the Assignment Option down arrow to indicate if the Teller Drawer Assignments window will automatically display a teller drawer to be assigned. The valid options are:
N - Drawer will not display on the Teller Drawer Assignments window. System default. The Assignment Option field must specify Drawer Not Displayed for alternate locations.
P - Drawer will not display on the Teller Drawer Assignments window and will be used for an Audio Response check printer location.
Y - Drawer will display on the Teller Drawer Assignments window and can be automatically assigned.
M - Drawer will display on the Teller Drawer Assignments window and can only be manually assigned. Select this option for non-cash drawers that will not be automatically reassigned.
Required for cash or form location.
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| Check Disbursement GL |
For a drawer location, in the Check Disbursement GL field, enter the general ledger account used for all checks issued at this location. If a general ledger account is not specified, the general ledger account specified on the Product Code Information window for master code GKCU will be used.
If you change this general account number any time during the day, the system will use the number specified in this field at the time the teller closes using the Balancing and Close tab.
Length: 6 numeric
Required for drawer form location.
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| Correction Location GL Account |
The general ledger account for this correction location.
Length: 6 numeric
Required for form location.
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| Inventory Maximum Cash |
For a drawer location only, the maximum amount of cash allowed at a specific drawer location. The system requires an override teller ID to exceed the cash limit.
Length: 12 numeric including commas
Required for drawer cash location.
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| Shipment Maximum Cash |
For a drawer location only, the maximum amount of cash you can send to a specific drawer location. The system requires an override teller ID to exceed the cash limit.
Length: 12 numeric including commas
Required for drawer cash location.
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| Branch/Group |
The credit union-defined logical grouping of Cash Control locations, used by the 810 Report.
Length: 3 numeric
Required for cash location.
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| Rescheduled Maximum Times |
The maximum number of times you can reschedule an in-transit cash shipment to this location. The system requires an override teller ID to exceed the number of times allowed.
Length: 2 numeric
Required for cash location.
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| Due Date Maximum Days |
The maximum number of days in the future allowed for a cash shipment due date to this location. The system requires an override teller ID to exceed the maximum number of days.
Length: 2 numeric
Required for cash location.
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| Cash GL Account |
The cash general ledger account affected by cash movements.
Length: 6 numeric
Required for cash location.
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| Intransit GL Account |
The general ledger account affected by drawer, vault or ATM intransit cash movements.
Length: 6 numeric
Required for cash location.
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| Member Location GL Account |
The general ledger account for the member activity. Cash Control requires general ledger account 739200 if your credit union uses Teller Administration - Expanded, and 739100 if your credit union does not use Teller Administration.
Length: 6 numeric
Required for cash location.
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Click New to add a new location.
Click Copy to add a new location by copying the existing location.
Click Delete to delete the location.
Click Save to save the location information.
General Ledger Effects: none | Related Reports: Intransit Exceptions Report 810 (Cash Control)
Portico Host: ACB, AFC
