Month-End Reporting and Adjustments

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Tracking records for most activity will appear on the Account Analysis Current Month Tracking dialog box the next day, and tracking records for some pricing codes are available real-time. However, some tracking records are not generated or displayed on the Shares – Account Analysis tab until month-end. Keep in mind the following information when processing month-end adjustments and reports.

  • Once the month-end process has run, the cumulative tracking records such as activity for service-included share draft accounts are displayed on the Shares – Account Analysis tab showing activity incurred for any pricing record set up on the member’s plan at the month-end. The Shares – Account Analysis tab cumulative pricing records can be altered within the adjustment window by the Account Analysis officers. All Shares – Account Analysis tab changes are reported on Account Analysis Preliminary Combined Report 899 reruns, Account Analysis Statement Report 398, and Account Analysis Non-Financial Transaction Register Report 021.
  • The Account Analysis officer can change the Average Balance or Check Holds fields on the Shares – Account Analysis tab within the adjustment window. Changes to these fields will result in a new Average Collected balance. The Average Collected balance is used to determine the Earnings Allowance amount for the member and will be recalculated if these fields are altered during the adjustment window. Adjustments to the Cost Amount or Quantity fields for any pricing code will not recalculate the Earnings Allowance amount, but will impact the overall charges applied by increasing or decreasing the total costs of services.
  • Changes to the previous months Earnings Rate or to the previous month’s Reserve fields (if used) on the Account Analysis Rates window will recalculate the Earnings Allowance amount on the Shares – Account Analysis tab prior to the generation of the analysis statement.
  • Tracking records with a cumulative value of 0.00 in the Quantity field will not appear on the Shares – Account Analysis tab. Amount pricing codes with a cumulative cost of 0.00 will not appear on the Shares – Account Analysis tab.
  • Amount only tracking records (pricing codes 113-Dividends Paid and 115-Negative Interest Expense) on the Shares – Account Analysis tab where the cost was changed to 0.00 will remain on the Shares – Account Analysis tab to indicate that the tracking records were manually altered to 0.00, unless the record is deleted. These tracking records will not appear on the analysis statement or the 899 Report reruns.
  • Changing the fees on the previous month’s Account Analysis plan within the adjustment window using the Account Analysis Pricing Plan Information window will recalculate the cost of the affected pricing records on the Shares – Account Analysis tab, 899 Report reruns, and analysis statements for all members who were on that plan at month-end. Exception: You cannot change the Fee 1 field on the Account Analysis Pricing Plan Information window for the 112 pricing code once the month-end process has run. Changing the fee associated with the 112 pricing code must be performed for the individual member using the Shares – Account Analysis tab.
  • Changes to the previous month’s negative balance rate on the Account Analysis Rates window are not allowed after month-end processing since the 115 pricing code is built from the month-end cycle using the negative balance rate as of month-end. The system will not automatically recalculate the 115 pricing code cost after month-end. To adjust the 115 pricing code cost, the Account Analysis officer must complete the changes for the individual member using the Shares – Account Analysis tab.
  • If you remove a pricing record from the previous month’s Account Analysis plan using the Account Analysis Pricing Plan Information window, within the adjustment window, the system will remove the tracking record from the Shares – Account Analysis tab, any 899 Report reruns, and the final analysis statement for all members who were on this plan at month-end.
  • Adding pricing records to the previous month’s plan will cause a cumulative pricing record to appear on the Shares – Account Analysis tab, if the member had activity for the pricing code during the month for its service-included share draft accounts at month-end, only for members who were on this plan at month-end.
  • The officer can add tracking records for a member on the Shares – Account Analysis tab for any pricing record that existed on the previous month’s plan for the plan the member was on at month-end.
  • Changing the member’s plan on the Account Analysis dialog box will not affect the plan the member was on for the previous month and therefore will not affect the Shares – Account Analysis tab or the pricing records displayed or their associated cost. The plan the member was on at month-end is the plan that Shares – Account Analysis tab and the analysis statement will consider when displaying tracking records, calculating cost of services etc.
  • Adding share draft accounts to or removing share draft accounts from service inclusion on the Account Analysis dialog box during the adjustment window will not affect the cumulative pricing records counts displayed on the Shares – Account Analysis tab. The impact will be for current month only and is displayed on the Account Analysis Current Month Tracking dialog box.
  • Adding share or certificate accounts to or removing share or certificate accounts from balance consideration on the Account Analysis dialog box during the adjustment window will not affect the Earnings Credit Calculation or the Average Balance displayed on the Shares – Account Analysis tab. The impact will be for current month only and will not appear until the next month-end cycle. Use the Shares – Account Analysis tab to adjust the Average Balance during the adjustment window.
  • Changing the member’s master share draft account on the Account Analysis dialog box during the adjustment window will not affect the tracking records displayed or the earnings credit allowance, but will alter the share type the fee is actually applied to once the analysis statement is generated and the fees are posted.
  • Fees will be posted the day after the analysis statements are generated. Fees are posted to the member’s master share draft account on the Account Analysis dialog box and the fee posting process will always take the account negative. If for any reason fees could not be posted, the exceptions are noted on the 585 Report and can be viewed online using the Short Reports - Critical window. We recommend that you check this report every month after analysis statements are generated and manually post any fees that were not posted at this time.
  • For members who were on Account Analysis at month-end and the adjustment window is closed, the analysis statement will indicate what fee, if any, will be applied to the member based on the earnings credit allowance, the cost of services, and the charge type of the member at the end of the adjustment window. The following examples describe the month-end fee assessment process.
  • If the member’s charge type on the Account Analysis dialog box is H (Hard Dollar) at finalization, no fee will be applied to the member. These members will not appear on the Account Analysis Fee Income Report 585.
  • If the member’s charge type on the Account Analysis dialog box is F (Flat Fee) or S (Soft Dollar) at finalization, and if the earnings credit is greater than the cost of services, no fee will be applied to the member. Waived fees will be reported on the analysis statements. These members will not appear on the Account Analysis Fee Income Report 585.
  • If the member’s charge type on the Account Analysis dialog box is F (Flat Fee) at finalization and the earnings credit is less than the cost of services, then the flat fee amount is applied to the member’s master share draft account. The flat fee amount is applied if the Flat Fee Override check box is selected. If the Flat Fee Override check box is not selected, the system will consider the flat fee amount from the member’s previous month’s Account Analysis plan. If this amount is greater than 0.00 then the greater fee amount will be applied to the member. If the Account Analysis plan flat fee amount is 0.00, then 0.00 will be applied to the member regardless of the cost of services of the member. Note: If the member’s charge type on the Account Analysis dialog box is F (Flat Fee), and is assigned to a plan that has a different charge type default, you should enter the desired amount in the Flat Fee Amount field on the Account Analysis dialog box and select the Flat Fee Override check box. Otherwise, no fee will be applied to the member.
  • If the member’s charge type on the Account Analysis dialog box is S (Soft Dollar) at finalization and the earnings credit is less than the cost of services, then the fee to be applied is determined as follows:
    • If the member’s Account Analysis dialog box has a value defined in the Maximum Fee Amount field, and the Maximum Fee Override check box is selected at finalization, and if the maximum fee amount is less than the cost of services minus the earnings credit amount, then the maximum fee amount is applied.
    • If the maximum fee amount is greater than the cost of services minus the earnings credit amount, then the cost of services minus the earnings credit amount is applied to the member’s master share draft account.
    • If the maximum fee amount is not set up at finalization, then the system looks at the previous month’s maximum fee amount for the plan the member was on at month-end. If this Account Analysis plan maximum fee amount is less than the cost of services minus the earnings credit amount, then the previous month’s Account Analysis plan maximum fee amount is applied. If this previous month’s Account Analysis plan maximum fee amount is greater than the cost of services minus the earnings credit amount, then the cost of services minus the earnings credit amount is actually applied to the member’s master share draft account.
    • If the maximum fee amount is not defined on either the Account Analysis dialog box at finalization or on the previous month’s Account Analysis plan for the plan the member was on at month-end, then the cost of services minus the earnings credit amount is applied to the member’s master share draft account. The Account Analysis fee will be posted regardless of member dormancy.