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Daily Batch Posting Tutorial
Initializing the Daily Batch
Overview: The Daily Batch program is designed for automated transactions that are set to post in a repeated frequency. This frequency could be weekly, monthly, annually, etc. For example, if a member wants to have money transferred from Shares to Clubs on the 3rd of every month, this program can be utilized.
Before you start using Daily Batch Posting, you must initialize the Daily Batch Index file. You must be in Single User to run this program. Follow these steps.
- From the Master Menu, select 1 - Posting Menu, A - Daily Batch Process Posting Menu, and 4 - Daily Batch Process Utilities.
- Click the Options menu and select Initialize Daily Batch Index.
- Click OK when prompted.
- Click Exit.
Adding a New Account
Follow these directions to add a new account to the Daily Batch Posting.
- From the Master Menu, select 1 - Posting Menu, A - Daily Batch Process Posting, and 1 - Daily Batch Process Maintenance.
- Enter the member's Control/Account# and press Tab.
- Click Select Member.
- A Msgbox prompt: Control/Account Does Not Exist In File. Do You Want to Add This Account To the File?
Click Yes.
- The following screen will appear. Follow the table below for information on each field.
Example: Member wants to transfer money from Shares to Clubs on the 3rd of every month.
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Desc:
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Type in description of the transaction.
Press Tab to advance to the next field.
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Priority:
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Click the down arrow for a list of priorities.
Valid priorities are 1 - 9, with 1 being the highest. The question here is if two transactions are to post on the same day and the member only has enough money for one of them, which should it try to post first?
For example, if this member has a Loan Transfer and a Club Transfer on the 3rd of each month, we would want to make the Loan Transfer to be a priority 1 and the Club Transfer a priority 2 so the loan will post first in case there is not enough money to make the club transfer.
Click the Priority you want to use.
Press Tab to advance to the next field.
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From Account:
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Click the Down Arrow to get a list of all the member's accounts.
Select the Sub Account you want to use for the transaction.
Press Tab to advance to the next field.
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Tran Code:
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Click Down Arrow to get a list of all available Transaction Codes.
Click the Transaction Code you want to use.
In our example, we are taking money from the member's Share Account 1. The code would be TRFR- Transfer From.
Press Tab to advance to next field.
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Frequency:
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Click Down Arrow to get a list of all available Frequencies.
Click the Frequency you want to use.
In our example, we will choose 4 - Monthly.
Press Tab to advance to the next field.
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To Cn/Acct#:
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Enter the Control/Account # that the funds should be transferred to. You can either choose the same member's Cn/Acct# or another member's Cn/Acct#.
In our example, we are transferring to the same member's account.
Note: This option only comes up with Transfer From transactions.
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To Account:
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Click the Down Arrow to get a list of all available Sub Accounts.
Click the Sub Account you want to transfer the money to.
In our example, we are transferring funds into the member's Club #1 Account.
Press Tab to advance to the next field.
Note: This option only comes up with Transfer From transactions.
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Tran Code:
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Click Down Arrow to get a list of available Tran Codes.
Click the Tran Code you want to use to transfer the funds.
In our example, we want to transfer money to member's Club #1 Account. The Tran Code will be TRTO - Transfer To.
Press Tab to advance to the next field.
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Normal Amount:
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Enter the Normal Amount of money the member wants to consistently transfer.
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Exception Code:
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Click the Down Arrow to get a list of Exception Codes.
Click the Exception Code you want to use.
Press Tab to advance to the next field.
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Exception Code Descriptions:
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P - Normal Amount
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The system will automatically move the normal into the Posting Amount field.
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E - Exception Amount
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The system will insert 0.00 into the Posting Amount field.
Example: Member wants to stop the transfer post for a while, but wants to start it up again in the future.
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C - Change Amount
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The system will stop on the Posting Amount field so you can enter a Posting Amount. This amount may be a temporary change from the normal amount.
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Note: Unlike the Batch Processing, the "E" and the "C" will not change back automatically. If changed, they need to be maintained back to the original setting by the Credit Union staff.
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Start Date:
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Date the transaction begins in posting.
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End Date:
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Date when you want the transaction to stop.
Leaving the date 00/00/0000 will allow the transaction to keep posting until you manually stop it.
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Next Date:
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This is the next date in which this transfer is due to post.
On a new transaction, the Start Date and the Next Date will be the same unless manually changed. After the first update, the system maintains this date to the next time it should post.
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Withdrawal Transaction Note:
If you use the WD - Withdrawal Transaction Code, you will be given additional fields to indicate how the withdrawal check should be addressed.
To complete this member's transaction, click Save.
Maintenance An Existing Account
Follow these steps to maintain an existing account.
- From the Master Menu, select 1 - Posting Menu, A - Daily Batch Process Posting Menu, and 1 - Daily Batch Process Maintenance.
- Enter the member's Control/Account# and click the Select Member button.
OR
Click the Browse button for the Account Lookup screen.
Select the member you want to maintain and click Select.
- Double Click on the transaction you want to maintain.
- Make the changes you want and click Save.
The system will return you to the Daily Batch Maintenance screen. If you want to maintain another member, click Change Member. Click Exit when you are done.
Deleting Transaction
Follow this steps.
- Follow the same directions above to select the member. After their transaction detail is listed, select the transaction you want to delete.
- Click Delete Record.
- Click the Delete button.
- On the confirmation Msgbox: Are you sure you want to delete this transaction? Click Yes.
The system will return you to the Daily Batch Maintenance screen. If you want to maintain another member, click Change Member. Click Exit when you are done.
Posting Daily Batch
Once members are set up in the Daily Batch Processing file, the posting program will automatically come up in Daily Startup. If you do not wish to post the transfer batch in the Start Up Procedures, you can xit out of the task and use the program directly out of the menu.
Example: You may want to post Payrolls or ACH Deposits before you do the Daily Batch Processing to insure money will be available for the transfers.
Follow these directions.
- From the Master Menu, select 1 - Posting Menu, A - Daily Batch Process Posting Menu, and 3 - Daily Batch Process Posting.
- Review the Report Options. Listed below is details on each parameter.
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Processing Date:
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The system will automatically enter the current date.
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Check Register:
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Depending on the Credit Union setup, you may want to change this to a different check register. This will be used in check printing if any member has a Withdrawal setup in the Daily Batch process.
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Print Receipts:
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Print or do not print receipts
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Net Due Date Option:
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This parameter is used if the member does not have enough money in the account for the transaction.
If this option is set to "Always Advance Next Due Date", the next posting date will be advanced as if the transaction posted.
If this option is set to "Advance Only When Transaction Is Posted", the system will try again each day until the funds are available to post the transaction. Once the transaction has posted, the system will advance the next posting date.
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- To print the report, select Reports and choose Print Only Batch Process to review what will be posted before it is actually posted. Select Print and Update Batch Process which will post to the member's accounts.
- Click OK when prompted. If you spooled the report, you can click Yes to view the spooled report upon completion.
- When you done, click Exit.
You have completed this tutorial.
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