Setting Up a Form

The form number that corresponds to the master code on the Master Code Table Transaction 9SV. The master code ID must appear on the Form Information window. The form number is a credit union-defined number. This field is required when adding a form.

To view the information for an existing form, select the form number from the drop-down list and click the green arrow. Click the left and right arrows to scroll to a different forms.

If a master code does not exist for the form number, asterisks (****) appear in the Master Code field on the Form Information window. The Track check box must be unchecked. These forms can be sent and received by locations. As the forms are disbursed, the system does not delete the forms from the location inventory. The teller associated with the location must make a manual movement from the current location to the mutilated location to reduce the location's inventory for this type of form.

Length: 4 alphanumeric

Keyword: FN

Click the Master Code down arrow to select the master form 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
O - Other

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.

The short description of the form. This is a credit union-defined field and is a required field on the Form Information window. The short description displays on several Forms Management windows.

Length: 15 alphanumeric

Keyword: FD

The long description associated with the form number. If left blank, Portico will use the short description.

Length: 30 alphanumeric

The number to be added to the previous serial number in order to calculate the next serial number. Normally, the value will be 1; however, the value can equal the number of checks in the book of traveler's checks. A valid increment can range from 01 through 99. For example, credit union checks would have an increment value of 1 in order for the system to increment as you issue checks. A $20 book of traveler's checks would have an increment value of 5 since traveler's checks are sold in $100 books (20 x 5 = 100).

Length: 2 numeric

The range of acceptable serial numbers. For example, if 10 appears in this field and the last serial number issued was 75543, then the acceptable range of serial numbers would be 75544 through 75553. If you enter the serial number 75554, the system will allow the form to be issued but will require a teller override as the form number is outside the variance. The form must also be in the teller's location in order to issue the form.

Length: 2 numeric

The number of right-most positions of the serial number which you must enter on a financial transaction in order to ensure the serial number is correct. Valid values can range from 00 through 14. If the Verify field is zero (00), the next available serial number appears automatically on the financial transaction. If the Verify field is not zero (00), you must type the exact serial number or a value equal to the positions to verify. For example, the serial number is 123456 and the number 4 appears in this field. You would only need to specify the number 3456. If you type 00 in this field and the serial number is 123456, the serial number appears in the Check Number field on the financial transaction.

Length: 2 numeric

The monetary value of the master form. The Amount field is only valid for forms that have predefined dollar values such as traveler's checks and movie tickets. The value will usually be 0.00; however, forms such as traveler's checks, gift cards, and gift checks have a value other than zero when issued. Valid values can range from 0.00 through 99999.99. This field is a required if the form is traveler’s checks, gift cards or gift checks. For example, fifty dollar American Express traveler’s checks are sold in books of 3. The dollar value would be 150.00 ($50 x 3 = $150). Gift cards are sold individually at face value; for example, a gift card could have a face value of $75.00. The dollar value of a gift card would be 75.00.

Length: 11 numeric

For traveler's checks, gift cards, and gift checks, click the Vendor down arrow and select American Express.

If the credit union uses traveler's checks or gift cards other than American Express, program modifications will be required if the serial number exceeds 14 characters (first five position alphanumeric, last nine must be numeric).

The revision number that corresponds to the master form ID. For example, there may be two different styles of checks used by the credit union due to updates when the forms were ordered from the check vendor. You would use revision numbers to track the activity for each of the two styles. Once you have disbursed all forms within a specific revision number, Portico recommends that you delete that revision number.

A maximum of three revision numbers are allowed for each form number. The oldest revision number appears in the top Number field followed by any subsequent revision numbers in the remaining two fields. These revision numbers appear left to right on the Form Numbers tab with the oldest number appearing first.

To add a revision number to an existing form number, type over an existing revision number or type the new number in the blank field. The system checks to see if other revision numbers exist before adding a revision number. The system automatically shifts the revision numbers.

To delete a revision number, delete the revision number information. The system checks to see if any of the forms remain in the inventory in any location before deleting the revision number. The system automatically shifts the revision number when the deletion occurs.

If three revision numbers already exist for the form number and you want to add another, the message REVISION EXCEEDS MAXIMUM ALLOWED appears. You must blank out one of existing revision numbers.

Length: 4 numeric

Keyword: RN