Receiving Forms

The Forms Management – Movements – Receive Forms tab lets you receive bundles of forms from a sending location. Only drawer and vault locations are valid receiving locations. The forms were placed in an in-transit file by the Send Forms tab. The Receive Forms tab removes the forms from the in-transit file and increases the available inventory for the receiving location.

Before you can perform the Receive 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.
• You must have completed the Form Information window and Send Forms tab.
• 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).
• The teller completing the Receive Forms tab must be open and logged into the receiving location branch.
• The teller completing the Receive Forms tab must be the same as the receiving teller unless the receiving location is the vault. The message RECEIVING TELLER ID CONTAINS INVALID VALUE appears if the teller IDs are not the same. Any teller can receive in vault inventory as long as the teller's location branch is the same as the vault location branch.
• In order to receive forms for a drawer location, the teller receiving the forms must have that drawer assigned as the primary or alternate location unless the drawer is for Audio Response activity.

You can print the file while receiving in-transit form shipments; the system will only print the shipments received successfully. Or you can print the file after completing the Receive Forms tab for inquiry purposes; the system will print all remaining in-transit shipments for that location. Once the form shipment is received, the inventory will not be displayed on the Receive Forms tab.

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 Receive Forms.

How do I? and Field Help

Complete the following steps to receive bundled forms from a sending location.

1. Click the Receiving Location Type down arrow to select a receiving location type. The Receive Forms tab allows receive activity for location types Vault and Drawer. The forms are considered intransit and must be received in by a teller at another location to initiate inventory. For types Supplier and Mutilated, the system automatically generates the receive activity. (Keyword: RT)
2. Then, click the Receiving Location ID down arrow and select the receiving location ID. (Keyword: RL)
3. Click the green arrow. All the forms sent to the receiving location will appear in the Forms to Receive grid.
4. Select the check box next to the individual form shipments or select the check box in the column heading to select all the 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 receiving.
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
Date Sent	The date the form shipment was sent. This is a system-maintained field.
Sending Branch	The branch that originated the form shipment.
Location Type	The type of sending 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) If the location type is D or V, you must be logged into the sending branch.
Location ID	The sending location ID.
Form Short Description	The short description of the form from the Form Information window.
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.

Click Submit to remove the forms from the in-transit file and increase the available inventory for the receiving location.

You can receive forms whether or not the Track check box is selected on the Form Information window, or if the master product code is ****.

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 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 (if the form is tracked)

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