Reviewing the Forms Movement Journal

The Forms Management – Journals - Forms Movement Journal tab displays all journal movements of bundled forms and any intransit shipments. You can request that the Forms Movement Journal tab only display the send activity, the receive activity, or the intransit activity. You can also print the information that appears in the journal.

The Forms Management check box must be selected in the Products section on the Credit Union Profile - Products & Services tab. The activity displayed on the Forms Movement Journal tab includes journal movements for both tracked and untracked forms. 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. Any in-transit items will remain on the file until received. Once received, the system will purge the item during the Friday purge if the purge criteria is met.

The teller does not have to be open to access the Forms Movement Journal tab for inquiry purposes. You do not have to be logged into the branch associated with the location to access the Forms Movement Journal 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 Movement Journal. The Forms Movement Journal tab appears.

How do I? and Field Help

Complete the following information to display the activity for all serial-numbered forms that were issued or corrected for a location:

• Click the Location Type down arrow to select a location type. The valid options are: D - Drawer, S - Supplier, U - Mutilated, and V - Vault.
• Click the Location ID down arrow to select a location ID. The branch associated with the forms location automatically appears.
• Click the Movement Type down arrow to select the type of movement:
  • Sends - Displays shipments sent by the location specified. The forms may or may not have been received.
  • Receives - Displays shipments sent to the location specified. The forms may or may not have been received.
  • Intransit sends - Display in-transit shipments that have been sent by the location specified but have not been received.
  • Intransit receives - Display in-transit shipments that have been sent to the location specified but have not been received.
• To search by form number, click the Form Number down arrow to select the credit union-defined form number. (Keyword: FN)
• To search by revision number, Click the Revision Number 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 date range, Click the Beginning Date down arrow to select the beginning date for the desired form movement history entries from the pop-up calendar or enter the date in MM/DD/YYYY format. In the Beginning Time field, enter ihe beginning time for the desired form 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 form 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 form movement history entries. Specify the time in military HH:MM format.
• You can narrow your search by selecting the form number, revision number, beginning date and time, and ending date and time.

Click Search to display the forms movement journal that meets the selection criteria. Click Reset to clear the selection criteria fields.

The Forms Movement 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 Movement Journal. Click the printer icon to print the journal results.

Column Heading	Description
Form Nbr	The credit union-defined form number from the Form Information window.
Rev Nbr	The revision number that corresponds to the form. 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. The system allows a maximum of three revision numbers for each master form ID. Once you have disbursed all forms within a specific revision number, Portico recommends that you delete that revision number.
Beginning Serial Nbr	The beginning serial number of the forms in the form shipment. If the sending type is V (vault) or D (drawer), the system will verify that the form exists in the sending location's inventory. This field is required on the Movements – Send Forms tab. If the form type is for traveler's checks, the beginning serial number indicates the first serial number within the package based on the increment specified on the Form Information window. The system will not allow a beginning serial number of zero. Note: For American Express master product codes GOTC, GOT2 and GOGC, the serial number must be alpha characters.
Ending Serial Nbr	The ending serial number of the forms in the form shipment. If the sending type is V (vault) or D (drawer), the system will verify that the form exists in the sending location's inventory. This field is required on the Movements – Send Forms tab If the form type is for traveler's checks, the ending serial number indicates the first serial number within the last package based on the increment specified on the Form Information window. Note: For American Express master product codes GOTC, GOT2 and GOGC, the serial number must be alpha characters.
S/R Branch	The branch that sent or received the form shipment.
Loc Type	The type of sending or receiving location. The valid options are: S - Supplier (credit union forms vendor) V - Vault (main inventory for branch) D - Drawer (distribution point for members) U - Mutilated (forms destruction inventory)
Loc ID	The sending or receiving location ID.
Sending Teller	The teller who sent the bundled forms.
Date Sent	The date the form shipment was sent. This is a system-maintained field.
Receiving Teller	The teller who received the bundled forms. Once received, the forms are marked as received and are available for issuance by the teller. The forms inventory for the receiving location is increased by the number of forms received. The teller performing the Movements – Receive Forms tab must be the teller receiving the forms and must be associated to the location.
Date Received	The date the form shipment was received. This is a system-maintained field.

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