Setting Up Forms Management

The following windows and tabs are used to set up Forms Management:

• Credit Union Profile - Products & Services tab
• Credit Union Profile - History/Reversals tab
• Location Information window
• Forms Information window
• Forms Management – Inquiries – Form Numbers tab

To activate Forms Management, 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 Journals – Forms Movement Journal tab is specified in the Forms Management Journal field in the Journaling section on the Credit Union Profile - History/Reversals tab. The system runs the purge program each Friday. During the purge, the system begins with the previous day and counts back the number of days specified to calculate a purge date. The system then purges all journal entries with a transaction date less than the calculated purge date.

The number of days of history the system retains for the Forms Management register ( Journals – Forms Disbursal Journal window, Corrections – Forms Register Maintenance – Teller Locations Only window, and Corrections – Forms Register Maintenance – Any Location window) is specified in the Forms Management Register field in the Journaling section on the Credit Union Profiles - History/Reversals tab. The system runs a purge program each Friday. During the purge, the system begins with the previous day and counts back the number of days specified to calculate a purge date. The system then purges all register entries with a transaction date less than the calculated purge date.

To implement Forms Management, determine the following:

• The types of serial-numbered forms to be tracked by Forms Management. Decide on a form number for each type of form. The form number is a credit union-defined code that identifies the type of serial-numbered form to be tracked. For example, the form number CUCK could indicate credit union check, and CERT could indicate share certificate.
• The location types. Location types that need to be established include suppliers (S), vaults (V) drawers (D), and mutilate (U). You will need a drawer location for each teller ID on the Tellers window and also any alternate locations if forms will be disbursed from specific locations. For example, your teller line issues traveler’s checks and money orders from a drawer behind the counter. This drawer needs a primary location defined so that it can be defined as an alternate location for each teller drawer location you have.
• The credit union branches that will use Forms Management.