Reviewing the Forms Disbursal Journal

The Forms Disbursal Journal tab displays the activity for all serial-numbered forms that were issued or corrected for a location. You can search for forms by drawer location, alternate location, form number, revision number or member number. You can also specify a time and date range as well as print the information.

The Forms Management check box must be selected in the Products section on the Credit Union Profile - Products & Services tab. The number of days of history the system retains for the Forms Management register is specified in the Forms Management Register field in the Journaling section on the Credit Union Profiles - History/Reversals tab. The teller does not have to be open to access the Forms Disbursal Journal tab for inquiry purposes.

No information appears on the Forms Disbursal Journal tab until you complete the Location Information window and Form Information window.

The following actions create the records that appear on the Forms Disbursal Journal tab:

• Portico online transactions that issue or correct a tracked form in a branch where Forms Management is also activated.
• Forms Register Maintenance – Teller Locations Only tab
• Forms Register Maintenance – Any Location tab

To open the Forms Disbursal Journal tab, under Teller Management on the Portico Explorer Bar, click Tasks & Activities. The Open tab appears on top. Click the Forms Management tab. The Movements tab appears on top. Click the Journals tab.

On the Journals tab, click the down arrow on the Select a Forms Journal Type drop-down box and select Forms Disbursal Journal. The Forms Disbursal Journal tab appears.

How do I? and Field Help

To view the activity for all serial-numbered forms that were issued or corrected for a location, click the Drawer ID down arrow to select the teller drawer. When searching by drawer ID, the form number and revision number are optional. Totals appear after each break in form and revision numbers. Your activity for both your primary and alternate locations will appear under the primary location. An inquiry to your alternate location will only display forms if a second teller is using this location as their primary location. Then, click Search.

You can narrow the search by selecting the form number, revision number, member number, and activity date and time range. The forms appear in location ID, branch, and serial number order if you search by form or revision number.

• To search by form number, click the Form Number down arrow to select the credit union-defined form number (Keyword: FN). When searching by form number, the revision number is optional. Totals appear after the break in location ID.
• To search by revision number, click the Revision down arrow to select the credit union-defined revision number. Portico allows a maximum of three revision numbers for each master form ID. (Keyword: RN)
• To search by member number, enter the member number associated with the form in the Member Number field (Length: 12 numeric/Keyword: MN). When searching by member number inquiry, do not specify the location, form number, or revision number. Totals do not appear and locations do not display. The forms appear on the Forms Disbursal Journal tab in form, revision, and serial number order if you search by location or member number.
• To search by date range, click the Beginning Date down arrow to select the beginning date for the desired forms movement history entries from the pop-up calendar or enter the date in MM/DD/YYYY format. In the Beginning Time field, enter the beginning time for the desired forms movement history entries. Specify the time in military HH:MM format. Click the Ending Date down arrow to select the ending date for the desired forms movement history entries from the pop-up calendar or enter the date in MM/DD/YYYY format. In the Ending Time field, enter the ending time for the desired forms movement history entries. Specify the time in military HH:MM format.
• Select the Display Forms disbursed from Alternate Location check box to display forms from an alternate location. If not selected, forms will be displayed by the teller location. (Keyword: AL)

Click Search to display the Forms Disbursal Journal that meets the selection criteria. Click Reset to clear the selection criteria fields.

The Forms Disbursal Journal grid displays the activity for all serial-numbered forms that were issued or corrected for a location. Click More and the left and right arrows to scroll through the Forms Disbursal Journal. Click the export icon to export the grid information to Microsoft Excel. Click the printer icon to print the journal results.

Column Heading	Description
Form Number and Description	The credit union-defined form number and description from the Form Information window.
Serial Number	The serial number of the form.
CAN	The computer-assigned number associated with the form.
Type	The type of form activity.
Teller ID	The teller who performed the form activity.
Transaction Date	The date of the form transaction.
Transaction Code	The Portico host transaction code.
Original CAN	The original computer-assigned number associated with the form.
Original Serial Number	The original serial number assigned to the form.
Member Number	The member number associated with the form.
Amount	The amount of the transaction associated with the form.
Issues (less Returns)	The number of issued forms minus the number of returned forms.
Issues	The number of issued forms.
Returns	The number of returned forms.
Corrections	The number of corrected forms.
Destroyed	The number of destroyed forms.
Substitutions	The number of substituted forms.
Mutilated	The number of mutilated forms.
Voids	The number of voided forms.
Total Amount	The total number of forms.

The Forms Disbursal Journal tab provides totals at the end of each form or form revision break. You use these form totals to balance to your drawer. The totals at the end of each form or form revision break include an individual count of issues (I), returns to inventory (R), corrections (C), substitutions (S), sends to mutilations (M), and voids (V). In addition, three other totals appear:

• The first total represents the difference between issues (I) and returns (R). This number tells you how many carbons should be in your drawer. However, the total can be misleading if you have performed returns to inventory for issues done by other tellers. This number may be negative if the returns to inventory exceed the total number of issues.
• The second total represents the sum of the substitution (S), mutilation (M), and void (V) counts. This number tells you how many voided forms should be in your drawer.
• The third total represents the total dollar amount of issued forms.

Complete the following steps to balance the forms to your drawer:

1. Put the carbons in order by type of form.
2. Put the carbons in order by serial number within the type.
3. Count the number of carbons.
4. Total the disbursed amounts.
5. Match your totals to the totals appearing on the Forms Disbursal Journal.

General Ledger Effects: none

Related Reports:

• Forms Register Report 820
• Check Register Report 900

Portico Host: AFI