Sending Forms

Related Topics

The Forms Management – Movements – Send Forms tab lets you send bundled forms to a receiving location to generate the initial inventory. Forms Management decreases the drawer and vault inventory at the sending location and places the forms in transit. (Inventory for supplier and mutilated locations are not kept.)

A teller at the receiving location must complete the Forms Management – Movements – Receive Forms tab to add the forms to the receiving location's inventory. The system automatically creates the Forms Management – Movements – Receive Forms tab if the type is S (supplier) or U (mutilated) and does not require any action by the receiving teller location.

Before you can complete the Send Forms tab, the following criteria must be met:

  • The Forms Management check box must be selected in the Products section on the Credit Union Profile - Products & Services tab.
  • The Form Information window must have been completed defining one form type with at least one revision.
  • The Location Information window must define at least one location to send forms from and to for each of the following location types: D (drawer), S (supplier), V (vault), and U (mutilated).
  • Inventory must already exist for location types V (vault) and D (drawer) in order to send from inventory.
  • The teller completing the Send Forms tab must be open.

You can perform a maximum of 14 separate send movements from one tab. After you have completed the Send Forms tab, you can print the information.

The system creates a journal record for each send movement and updates all appropriate inventory records regardless of whether the revision is tracked or not. If the sending location was supplier (S) or mutilated (U), the system creates a journal record for each receiving movement.

To access the Forms Management – Movements – Receive Forms 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.

On the Movements tab, click the down arrow on the Select a Forms Movement Type drop-down box and select Send Forms.

Movements - Send Forms

How do I? and Field Help

Complete the following steps to send bundled forms to a receiving location.

  1. Click the Sending Location Type down arrow to select a sending location type. The valid options are: S - Supplier (credit union forms vendor), V - Vault (main inventory for branch), D - Drawer (distribution point for members), or U - Mutilated (forms destruction inventory).
  2. Then, click the Sending Location ID down arrow and select the sending location ID. If the location type is Drawer or Vault, you must be logged into the sending branch.
  3. Click the Receiving Location Type down arrow to select the receiving location type. The valid options are: S - Supplier (credit union forms vendor), V - Vault (main inventory for branch), D - Drawer (distribution point for members), or U - Mutilated (forms destruction inventory).
  4. Then, click the Receiving Location ID down arrow and select the receiving location ID.
  5. Click the Form Number down arrow to select the form you wish to send.
  6. Click the Revision Number down arrow to select the revision number that corresponds to the master form ID.
  7. In the Beginning Serial Number and Ending Serial Number fields, enter the serial number range of the forms being shipped. You must type the entire serial number in the Beginning Serial Number field and Ending Serial Number field. The system will not allow a beginning serial number of zero. If the sending location type is Vault or Drawer, Portico will verify that the form exists in the sending location's inventory. If the form type is for traveler's checks, the beginning serial number indicates the first serial number within the package, and the ending serial number indicates the first serial number within the last package, based on the increment specified on the Form Information window. For American Express master product codes GOTC, GOT2 and GOGC, the serial number must be alpha characters. This field is required on the Movements – Send Forms tab. Length: 14 numeric. Check Forms (CUCK and OPCK) only allow a max of 6 digits. Money Orders allow 11 digits.
  8. For forms like gift cards, which have the same form type and revision number, but have varying serial number increments, you can select the Retain Form and Revision check box to retain the previously-entered form number and revision number. Then, select the Default Ending Serial Number check box to automatically default the Ending Serial Number field to the serial number entered in the Beginning Serial Number field.
  9. Then, click Add. The forms shipment appears in the Forms to Send grid. Repeat steps 4 through 9 to send additional forms.

The Forms to Send grid lists the bundle of form shipments. Click the arrows to scroll through the form shipments.

Column Heading Description

Select

Select this check box to select a form shipment for updating or deletion.

Branch

The branch that will receive the form shipment.

Receiving Location Type

The type of receiving location.

Receiving Location ID

The receiving location ID.

Form Number

The credit union-defined form number from the Form Information window.

Keyword: FN

Revision Number

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.

Length: 4 numeric

Keyword: RN

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 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. Check Forms (CUCK and OPCK) only allow a max of 6 digits. Money Orders allow 11 digits.

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 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. Check Forms (CUCK and OPCK) only allow a max of 6 digits. Money Orders allow 11 digits.

If desired, select the Print Form Movement Report check box to print a report of the forms movement.

You can add more than 99 forms with master code GOMI in one form location with the same form number and revision number to allow your tellers to have a large inventory of miscellaneous forms in their forms location inventory.

To update a form shipment, select the check box next to the form shipment, then click Update.

To delete a form shipment, select the check box next to the form shipment, then click Delete.

Click Submit to send the form shipments.

You must use the Receive Forms tab to add the forms to the receiving location's inventory. The system automatically adds the forms to the receiving location's inventory if the sending location type is Supplier or Mutilated.

The message DUPLICATE SENDS NOT ALLOWED appears when you attempt to send the same form and revision beginning and ending serial numbers at the same time.

You can send forms whether or not the Track check box is selected on the Form Information window.

Shipments can be made in bundled movements, or if an individual movement is required, the beginning and ending serial numbers must equal.

To correct forms movement, the receiving location teller must first complete the Receive Forms tab to increase the receiving forms inventory, and then complete the Send Forms tab to send the inventory back to the original sending location. The original sending location teller must then perform the Receive Forms tab to receive the forms back into inventory.

General Ledger Effects: none | Related Reports: Forms Register Report 820

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