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SECTION 1 GENERAL INFORMATION

1.1 SYSTEM INTRODUCTION

The BANCADO System provides community banks with a modern and simple method of accounting for deposits, loans, and the bank's general ledger. The method of accounting provided by the BANCADO SYSTEM combines the flexibility of magnetic disk storage with the power of the today's microprocessors.

The BANCADO System also provides for user-designed report generation and system maintenance. These features are standard system applications, and user documentation is available. Therefore, these features will not be described in this manual.

The BANCADO System is designed to provide the features most desired by the community banker. These features include:

1. Deposit Accounting

  • Checking, Savings, Club, Money Market, and N.O.W. Accounts
  • Certificates of Deposit

2. Loan Accounting

  • Installment Loans
  • Commercial Loans
  • Construction Loans
  • Mortgage Loans

3. General Ledger Accounting

4. Forecasting

5. Bond Accounting

The BANCADO System maintains a complete set of files used for account processing. A file is defined as a group of like records, with a record being a group of related data elements or pieces of information pertaining to an individual customer or account. The BANCADO System maintains a complete customer files, called the Customer Information File, which contains one record for each customer of the bank. The system also maintains a file for each type of deposit and each type of loan, as well as a transaction file. A complete description of these files is presented in Section 1.3, Disk Files.

The BANCADO System consists of the following equipment:

  • Keyboard/display units referred to as CRTs. From one to 64 CRTs can be connected to a system. These devices allow the operator to enter information into the system and provide screen display of the system dialogue.
  • A processor unit that contains the system logic.
  • Disk storage units referred to as disk drives. These drives hold disks that contain customer and account information. A system can have one or two flexible diskette drives and one or more rigid disk drives.
  • Word processing printers and/or high-speed printers referred to as a data processing printers. The printers are used to produce reports. Data processing printers are significantly faster than word processing printers.
  • An optional tape cartridge drive used to backup BANCADO files to magnetic tape.
  • An optional tape cassette drive used to load proof information from proof machines equipment with compatible cassette tape output.

The BANCADO System is menu driven. Each menu displays the operations that can be initiated. Selection of an operation often causes display of another menu for further definition of the task to be performed.

1.2 SYSTEM FLOW

The flow of data through each application accounting system is dependent on the requirements of each installation. Few restrictions are built into the BANCADO System. In general, the following requirements must be met and determine system flow:

  • During installation, the system files must be built.
  • On a daily basis, transactions are entered into the system and an update program that performs interest accrual is run.
  • Reports are generated as required by each installation.

1.2.1 INSTALLATION

The first step in installing a BANCADO accounting system is to build the system files. The system files that must be set up depend on the application systems that will be used.

Most application systems use the Customer Information File (CIF). After building the Customer Information File, each system requires the building of other pertinent files. For example, the Deposit system requires the Deposit Account file and the Installment Loan system requires the Loan file.

1.2.2 DAILY PROCESSING

On a daily basis, transactions and new accounts, loans, or certificates of deposit are entered for each application system. The transactions are stored in Transaction files for printing transaction journals. Each transaction journal must be generated every day because the daily accrual update is performed during the printing of the transaction journals. The frequency of printing other reports is left to the discretion of each bank.

The processing schedule presented below is intended as a guide and should be adjusted according to the needs of your bank.

DAILY PROCESSING SCHEDULE

MORNING:

  1. Transaction Journal Update for Deposits (except day after statements)
  2. Transaction Journal Update for Certificates of Deposit
  3. Certificates of Deposit Interest Checks
  4. Certificates of Deposit Interest Notices
  5. Transaction Journal Update for Installment Loans
  6. Transaction Journal Update for Commercial Loans
  7. Complete Deposit Account Overdraft List
  8. Deposit Account Type Summary
  9. Enter General Ledger entries for Overdrafts and Interest Accruals
  10. List General Ledger Journal
  11. Post General Ledger Transactions
  12. Print Daily Statement
  13. Print Trial Balances as schedules
  14. Clear Proof Files
  15. Enter Cash Letter and Over-the-counter work after cutoff yesterday
  16. Proof Pocket Summary
  17. List Proof by Batch
  18. Backup
  19. Post Proof Items
  20. Active Overdraft List
  21. Stop Payment Suspect List

AFTERNOON:

  1. Enter Over-the-counter work
  2. Proof Pocket Summary
  3. List Proof by Pocket
  4. List Proof by Batch
  5. Backup
  6. Post Proof Items
  7. Active Overdraft List
  8. Stop Payment Suspect List
  9. Enter adjusting entries (Nonsufficient Funds, Stop Payments, Over and Short)
  10. List adjust batches
  11. Post proof items
  12. Enter Certificate of Deposit Transactions
  13. Enter Installment Loan Transactions
  14. Enter Commercial Loan Transactions
  15. Backup

STATEMENT DAYS:

  1. Deposit Account Transaction Journal Update
  2. Post Service Charges for desired cycles
  3. Enter General Ledger entries for service charges
  4. Print Statements, reset transaction file
  5. Backup 

1.2.3 REPORT GENERATION

The BANCADO accounting systems are used to generate numerous reports. The reports can be generated on any cyclic basis or whenever requested by the bank. Each installation will have different requirements for report generation. In general, the accounting reports will be generated as follows: 

  • Daily Basis
    Transaction Journals
    Trial Balances
    Paid Out Loans Reports
    Closed Account and Cashed Certificate of Deposit Reports
    New and Extended Loan Reports
    New Account and New Certificate of Deposit Reports
    Overdraft Lists
    Overdraft Notices
    Stop Payment Lists
    Proof Lists
    Certificate of Deposit Interest Notices
    Interest Checks
    Check Registers
    General Ledger Daily Journals
    Daily Statements
    Weekly Basis
    Past Due Reports
    Advance Notices
    Late Notices
    Delinquency Notices
  • Monthly Basis
    Performance Reports
    Payoff Forecasts
    Paid Out Loan Reports (also generated daily)
    Closed Account and Cashed Certificate of Deposit Reports (also generated daily)
    New and Extended Loan Reports (also generated daily)
    New Account and New Certificate of Deposit Reports (also generated daily)
    Statements
    Dealer Allocation Reports
    Delinquency Reports
    Delinquent Earnings Reports
    Financial Statements Due Reports
    Floor Plan Statements
    Monthly General Ledger Transaction Journals
    Annual Basis
    Annual Interest Notices
    1099 Reports
    Year-end Bond Maintenance
  • On Request
    Customer Lists
    Customer Ledgers
    Call Reports
    Audit Statements
    Certificate of Deposit Edit Lists
    Variable Rate Change Reports
    Participation Registers
    Participation Trial Balances
    Commercial Loan and Certificate of Deposit Forecasts
    Floor Plan Reports
    Bond Inventory Reports
    Construction Loan Status Reports  

1.3 DISK FILES

File No.

File Name

Description

0

System Control

This file contains control information used in system operation.

1

Customer Information

This file contains one record for each customer. The information contained in the file pertains to the customer rather than to an individual loan or account. In this way, the system is able to group a customer's loans and accounts together for reporting purposes, while conserving disk space by not repeating information such as name and address for each record.

1

General Ledger Account

This file contains two records for each general ledger account; one for the current year and one for the prior year.

1

Construction Loan Project

This file contains the basic descriptive information concerning construction loan projects.

2

Commercial Loan

This file contains information pertaining to individual notes, such as amount, balance, and interest due.

2

Proof Transaction

This file contains daily transaction data for the proof entry system.

2

Bond Description

This file contains descriptive data concerning bank owned bonds.

2

G/L Report Control

This file contains records that control the printing of general ledger daily statement and income reports.

2

Construction Loan Cost Center

This file contains the various balances for each cost center involved in the current construction loan projects.

3

Installment Loan

This file contains information pertaining to individual loans such as amount, balance, and payoff.

3

Bond Accounting

This file contains the accounting data pertaining to bond accounts.

3

G/L Automatic Entries

This file contains records for general ledger transactions that are generated automatically on a regular basis.

3

Construction Loan Transaction

This file contains detail transaction history for construction loan projects.

3

ForeCash Assumptions

This file contains the assumptions for forecast accounts with one record per forecast account number.

4

Floor Plan Detail

This file contains detailed descriptions of the collateral for floor plan loans.

4

Performance

This file contains records for each type of installment loan by office and dealer for storage of earnings information.

4

G/L Transaction

This file contains detail general ledger transactions. Normally, 13 areas are reserved for the transactions so that annual general journals may be produced.

4

Inquiry Control File

This file contains control records for the BANCADO Inquiry system. There are records for valid commands, stations, and passwords.

4

ForeCash Assumptions

This file is used to temporarily save the assumptions for forecast accounts with one record per forecast account number.

4

ForeCalc History Text

This file contains one record per text row on forecasts.

4

Certificates of Deposit

This file contains information pertaining to the terms of each individual certificate of deposit.

5

ForeCash Forecast File

This file contains actual forecast records.

5

IRA

This file contains information pertaining to Individual Retirement Accounts such as balance, year-to-date interest, and account type.

6

Deposit Account

This file contains information pertaining to individual accounts such as balance, year-to-date interest and account type.

6

ForeCash Tables

This file contains various tables used by ForeCash.

6

ForeCalc Master Reference

This file contains one reference record for each fifty rows of forecasts on file.

7

Transaction

(for each application)

All transaction history is contained in the Transaction file. The current day's transaction journal and prior transactions are retained for printing on the customer ledger. In addition, file 7 contains special records pertaining to Bank Control information such as last posting date, total balance, etc.

8

Deposit Control

This file contains control records for interest calculations and proof entry.

8

Name Lookup

This file contains cross-reference data for accessing accounts by last name. Since it also contains cross-reference data for deposit accounts, it is defined as file number 9 for the Deposit Account System.

8

ForeCash Master Accounts

This file contains the master account records for ForeCash.

9

Lookup

(for each application)

The lookup file is a cross-reference file and is used to access a particular customer record by account number when the customer number is unknow.

9

G/L Average Balance

This file contains two records for each general ledger account. The records store average balance information for the current year and for last year.

9

Inquiry Log

This file is used to log all accesses through the BANCADO Inquiry System for management review. The file size will depend on the maximum number accesses and the frequency of the running of the clearing function.

9

ForeCash General Purpose

This file is used to temporarily store information during ForeCash operation.

9

ForeCalc User Work Area

One single track user work area must be available for each station permitted to access ForeCalc.

9

Sort Work

This area is used for temporary storage of sort information during sort, merge, and fetch cycles. In most Winchester disk installations, 75 tracks are reserved for the sort work area. In flexible diskette installations, at least 25 tracks are necessary for this file. Installations with two printers will require two sort work areas of equal size.

 

END OF SECTION 1

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