Table of Contents IndexTop

 

 

 

14.1 INTRODUCTION

 

 

The BANCADO Safe Deposit Box System was designed to perform the functions necessary to maintain safe deposit box billing information, provide management information regarding safe deposit box operations, and integrate customer safe deposit box rental data into BANCADO's comprehensive CIF System.

Billing options include periodic billing on a weekly, bi-weekly, semi-monthly, monthly, bi-monthly, quarterly, semi-annual, or annual basis. Charges may be billed to the customer or automatically charged to a checking or savings account. Various categories of discounts may be established.

Management reports indicate the potential for safe deposit box rental income versus the actual income being realized due to discounts and vacant boxes.

The use of the Safe Deposit Box Billing System along with BANCADO's CIF System notifies tellers of rental payments due any time a customer inquiry is made. Various CIF reports provide marketing information concerning customers not taking advantage of safe deposit box availability and safe deposit box customers not using other services offered.

14.2 SAFE DEPOSIT BOX FILE

 

The Safe Deposit Box file contains one record for each safe deposit box processed by the institution. A safe deposit box record consists of 24 fields of data items designed to describe a box. The fields are as follows:

* BOX NUMBER

This field is a maximum of nine digits and contains the customer box number. Box numbers are unique within a branch but may be duplicated from branch to branch.

* BRANCH OFFICE NUMBER

This field contains a maximum of two numeric digits indicating the branch or office number.

* SIZE CODE

This field contains a maximum of two numeric digits that correspond to a box control record which contains a description of the boxes within the assigned branch with the same size code.

* SEALED

This field contains a maximum of two digits and contains a user-assigned number indicating that a box has been sealed and for what reason. An entry of zero (0) indicates that the box is not currently sealed. Any other entry is assigned a definition by the user. e.g. 1 = deceased.

* CODE

This field may be a maximum of two digits and contains the user-assigned code for the box. The assigned codes may have any meaning the user wishes.

* BALANCE DUE

This field has a maximum value of 99999.99 and contains the current balance due for rent of the safe deposit box in dollars and cents.

* KEY DEPOSIT

This field has a maximum value of 99999.99 in dollars and cents and contains the current balance, if any, of the key security deposit required of the customer.

* DISCOUNT RATE

This field has a maximum value of 100% and reflects any discount given to a customer for safe deposit box rental charges.

* BILLING FREQUENCY

This field contains the frequency at which a customer is to be billed for a safe deposit box. The choices are as follows:

ANNUAL MONTHLY

SEMI-ANNUAL SEMI-MONTHLY

QUARTERLY BI-WEEKLY

WEEKLY

 

* DATE RENTED

This field contains the date the safe deposit box was rented in MM/DD/YYYY format. During entry of a new safe deposit box, the system automatically displays the current date. The operator may either accept this date or backspace and enter a different date.

* DATE TERMINATED

This field contains the date the rental agreement of the box was terminated. It is entered and displayed in MM/DD/YYYY format. The field is blank if the rental agreement has not been terminated.

* NEXT DUE DATE

This field contains the next due date based on the day the box was rented and the billing frequency. It is displayed as mm/dd/yyyy. If all or part of a prior rental amount has not been paid, this field will reflect the date that the past-due amount was due.

* AUTOMATIC PAYMENT ACCOUNT TYPE

This field contains the type of account (if any) which is to be automatically charged for safe deposit box rent. The choices are as follows:

Blank or NONE (not automatically paid)

C or CHECKING

N or NOW

S or SAVINGS

 

* AUTOMATIC PAYMENT ACCOUNT NUMBER

If the rent for the box stored in this record is to be automatically charged to a checking, N.O.W., or savings account, this field contains the account number to be charged to a maximum of nine digits.

* LEGAL TITLE LINE 1

This field is 35 alphanumeric characters and contains the legal title for the renter of the safe deposit box if the legal title is different from the customer's CIF name. If a legal title is present, the system substitutes the legal title for the Customer name on bills and notices printed for the box.

* LEGAL TITLE LINE 2

This field is 35 alphanumeric characters and contains any additional legal title information that will not fit in the first legal title line.

* AUTHORIZED ACCESS 1 - 6

The six authorized-access fields are 35 alphanumeric characters each and contain the names of individuals who are authorized to have access to the safe deposit box. The optional "Access Transaction" may be used to maintain a computerized log of box accesses.

14.3 SAFE DEPOSIT BOX ACTIVITY

 

The Safe Deposit Activity procedures provide functions to:

* Enter new safe deposit box rentals into the system

* Change existing box rental records

* Post safe deposit box transactions

* Review the current status of safe deposit box totals at any time

* Review current box size information

* Print and purge box transaction activity

* Delete terminated rentals from the system

* Rebuild the Safe Deposit Box Lookup file.

Function Selection

 

Throughout this section, you will asked to select a particular function from the Safe Deposit Box Activity portion of the Safe Deposit Box menu. The following is an example of the Safe Deposit Box Activity portion of the menu:

 

 

 

14.3.1 NEW RENTAL

 

This procedure is used to enter new safe deposit box rentals into the system.

From the Safe Deposit Box menu, enter 9 for New Rental. The system displays the prompt:

Customer Number: []

 

Enter the number assigned to the customer renting the box and press RETURN. The system displays the customer information and lists any safe deposit boxes the customer already has rented as well as any other accounts owned by the customer. The following sample illustrates this display:

The system then prompts:

Box Number: []

 

Enter the new safe deposit box number and press RETURN. The system then displays:

Enter data in each field of the safe deposit box record as requested according to the definitions given in Section 14.2. Table 14.1 summarizes the data in the safe deposit box record.

Table 14.1 Safe Deposit Box Record Summary

Field No.

Field Name

Field Type

Field Length

1

Box Number

Numeric

9

2

Branch (Office) Number

Numeric

2

3

Size Code

Numeric

2

4

Sealed Code

Numeric

2

5

User Assigned Code

Numeric

2

6

Balance Due

Numeric

5.2

7

Key Deposit

Numeric

5.2

8

Discount rate (+) or Discount Dollar Amount (-)

Numeric

3

9

Billing Frequency

Alphanumeric

12

10

Date Rented

Date (MM/DD/YYYY)

10

11

Date Terminated

Date (MM/DD/YYYY)

10

12

Next Due Date

Date (MM/DD/YYYY)

10

13

Automatic Payment Account Type

Alphanumeric

8

14

Automatic Payment Account Number

Numeric

9

15

First Transaction Record Number

Numeric

6

16

Last Transaction Record Number

Numeric

6

17

Legal Title Line 1

Alphanumeric

35

18

Legal Title Line 2

Alphanumeric

35

19

Authorized Access 1

Alphanumeric

35

20

Authorized Access 2

Alphanumeric

35

21

Authorized Access 3

Alphanumeric

35

22

Authorized Access 4

Alphanumeric

35

23

Authorized Access 5

Alphanumeric

35

24

Authorized Access 6

Alphanumeric

35

 

After you enter the last field of a safe deposit box record, the system allows you to enter a transaction. The customer information and safe deposit box information are displayed followed by the prompt:

Transaction Code: []

 

To change customers, press RETURN only. To return to this customer's CIF display, enter 99 and press RETURN. To enter a transaction, refer to Section 14.3.3 for a description of transaction entry. The following sample illustrates the information displayed on the screen:

14.3.2 CHANGE SAFE DEPOSIT BOX RECORD

 

This procedure is used to examine and change existing safe deposit box records.

From the Safe Deposit Box menu, enter 10 for Change Rental Record. Enter the customer number and press RETURN. Enter the box number to be edited or examined and press RETURN. The system displays the safe deposit box information as follows:

Move the cursor to each field to be changed by pressing RETURN. Backspace over the incorrect data and enter the correct information and press RETURN. Correct fields can be skipped by pressing RETURN only. After accepting or changing the last item (Authorized Access 6), the system requests another customer number. Perform the ESCAPE function to terminate the Change Rental Record procedure and return to the Safe Deposit Box menu.

14.3.3 TRANSACTION

 

This procedure is used to enter transactions that are posted to safe deposit boxes and stored in the Transaction file. The Transaction file is then used to print the Transaction Journal and to prepare Customer Ledgers.

The procedure performs a variety of functions based on the specified transaction code. The safe deposit box transaction codes are:

CODE TRANSACTION

20 New Rental Reversal

30 Payment Reversal

31 Miscellaneous Debit

32 Reinstate Rental Agreement

33 Seal Box

34 Rent Charge

35 Late Fee Charge

38 Key Deposit Refund

39 Key Deposit Forfeiture

40 Rent Payment

41 Miscellaneous Credit

42 Terminate Rental Agreement

43 Unseal Box

44 Waive Rent Charge

45 Late Fee Payment

46 Late Fee Waiver

48 Key Deposit

50 Safe Deposit Box Access

96 Change Box Record

97 Display Ledger

98 Next Box

99 Back to CIF

 

From the Safe Deposit Box menu, enter 11 for Transactions. The system displays:

Customer Number: []

 

Enter the customer number and press return. The system displays the CIF and prompts the user to enter a box number.

Box Number: []

 

Enter the box number and press RETURN. The system displays the safe deposit record and then requests:

Transaction Code: []

 

Enter the desired transaction code from the list above and press RETURN.

After the transaction code is specified, the system displays a series of prompts depending on the transaction code.

If the transaction is one that requires an amount, the system displays:

Amount: []

 

Key the amount including the decimal point if necessary and press RETURN.

If the transaction involves changing the Sealed Code, the system displays:

Sealed Code: []

 

Type the Sealed Code as established for your institution and press RETURN.

If the transaction involves changing the Sealed Code, the system displays:

Are you sure? (Y/N): []

Enter a Y to approve or an N to cancel and press RETURN.

Since the transaction date may not be the same as the system date, this prompt is displayed with the current system date.

Date: xx/xx/xxx[]

If the date shown is correct, press ENTER. If it must be changed, backspace and re-key the data and press ENTER.

If a description is required, the system displays:

Description: []

Type the description and press ENTER.

For box accesses, the system displays:

Name: []

Type the customer's name and press ENTER.

If a reference such as check number is required the system displays:

Reference: []

Type any required reference and press ENTER.

14.3.4 ACTIVITY SUMMARY

 

The Activity Summary is used to review the current status of safe deposit box activity. This procedure displays a list of the various transaction types and shows the number and amount of each transaction type entered thus far today and for the previous day. Also, the display shows the safe deposit box balance as of the last transaction and as of the last close of business.

From the Safe Deposit Box menu, enter 12 for Activity Summary. The system automatically displays the activity summary on the screen, as follows:

After viewing the Activity Summary screen, press RETURN to return to the Safe Deposit Box menu.

14.3.5 BOX SIZE SUMMARY

 

This procedure is used to review the current status of the various defined box sizes. The program displays a list of the box descriptions for each box size code within each branch showing the total number of boxes and the current number of boxes available.

From the Safe Deposit Box menu, enter 13 for Box Size Summary. The system automatically displays the box size summary on the screen as follows:

After viewing the Box Size Summary screen, press Y to print a summary or N to return to the Safe Deposit Box menu.

14.3.6 PRINT AND PURGE ACTIVITY

 

The Print and Purge Activity procedure is used to remove old transaction history from the computer system after a period of time determined by the user has elapsed. Most users maintain history on the computer for a minimum of two years for ease of review.

Since the Print and Purge function cannot be restarted if it is not allowed to run to completion, it is important to perform a backup procedure before the purge is started.

From the Safe Deposit Box menu, select number 14 for Print and Purge. The system displays the prompt:

Purge safe deposit box transactions posted prior to: []

Enter the cutoff date selected in the format MM/DD/YYYY and press RETURN.

The system then sorts and prints a list of the transactions to be deleted from the system. After the printing has been completed, the following prompt is displayed:

Do you wish to delete the printed transactions? (Y/N): []

If the list was printed properly and you want to proceed with the purge, enter a Y and press RETURN. Otherwise, enter an N and the system will return to the Safe Deposit Box menu without deleting the printed transactions.

After the transactions have been deleted, the system must reorganize the safe deposit box transaction file in order to make the disk space occupied by the deleted transactions available for use. During the reorganization process, the system keeps you informed of its progress with various status messages. Upon completion, the following is displayed:

Safe deposit box transaction purge completed at hh:mm.

Simply press RETURN to return to the Safe Deposit Box menu.

If this procedure must be terminated prematurely for any reason, you must perform a restore function before continuing with any work.

14.3.7 DELETE TERMINATED BOXES

 

This utility deletes records of safe deposit box rentals that have been terminated. A box must show a zero balance due, a zero key deposit balance, and have a sealed code of zero before the rental agreement can be terminated and deleted.

Safe Deposit Boxes are deleted by termination date. That is, all boxes that were terminated prior to the specified date are deleted.

Note that deleting terminated boxes does not affect the preparation of customer ledgers. Customer ledgers are prepared using the customer transactions only.

From the Safe Deposit Box menu, select number 15 for Delete Terminated Boxes. The system displays the prompt:

Delete Safe Deposit Boxes terminated on or before: []

Key the date of the most recent safe deposit box rental termination to be deleted from the file. The system automatically deletes all boxes that were terminated on or before the specified date.

The system then automatically compresses the Safe Deposit Box file to make the disk space occupied by the deleted records available for use. A report is printed indicating the number of boxes deleted and the current date. A sample appears below.

14.3.8 REBUILD LOOKUP FILE

 

 

In order to provide users the capability of looking up safe deposit box records by customer name or number, or by box number, the BANCADO Safe Deposit Box System maintains separate "lookup" files of these data elements.

This utility is used to initialize and reconstruct the Lookup files. It is normally used only if the size of a Lookup file must be increased.

From the Safe Deposit Box menu, enter 16 for Rebuild Lookup File. The system displays the prompt:

Rebuild box number lookup file? (Y/N): []

Rebuild customer name lookup file ? (Y/N):

To rebuild the files, answer Y to box number, customer name, or both and press RETURN. The system automatically initializes and rebuilds the files.

Upon completion, the system returns to the Safe Deposit Box menu.

CAUTION: If this program is terminated due to file error or power failure prior to normal completion, the utility must be restarted and completed before any customer or safe deposit box lookup can be performed. It is not necessary to perform a restore function.

14.4 SAFE DEPOSIT BOX REPORTS

 

The Safe Deposit Box system produces a variety of reports. Most reports can be printed on an optional basis, with the exception of the Transaction Journal. The Transaction Journal must be printed as an update run on a regularly scheduled basis after all activity for the period has been entered. When this report is printed as an update, the system is advanced and the necessary calculations are made.

If all safe deposit box billing is performed on the same date once each year, you may wish to perform daily updates during the time that most payments are received and then change to a weekly or monthly update as transaction activity lessens.

Function Selection

 

Throughout this section you will be asked to select a particular function from the REPORTS portion of the Safe Deposit Box menu. The following is an example of this portion of the menu:

 

 

 

 

14.4.1 TRANSACTION JOURNAL

 

This report is a journal of the transactions entered for the current processing period. Optionally, this procedure updates the balances with scheduled charges for the period in the Safe Deposit Box file.

Normally, a Transaction Journal is printed once each period, and at least one run per period is required for proper posting of rental charges. Because the file update portion of the procedure is optional, a Transaction Journal may be produced without the update option at any time to indicate the current status of box activity since the last update.

From the Safe Deposit Box menu, enter 20 for Transaction Journal.

If the system date is not the same as the next scheduled date, the system starts to print the Transaction Journal and displays the Safe Deposit Box menu.

When the system date is the correct date, the system displays the prompt:

Is this an Update Run? (Y/N): []

 

Update Run

Since an abnormally terminated update run may not be restarted without a restoration of the files, your backup procedure should be performed before you initiate an update run.

To update the safe deposit box system for the period, enter a Y and press RETURN. The system displays the prompt:

Enter Next Processing Date: []

 

Enter the next date that you will want to process safe deposit box activity. The system then determines the number of days for which the update is to be performed.

To cut off general ledger income posting at the end of a month, quarter, or year in the middle of a weekend, you may wish to run a separate update for the portion of the weekend after the cutoff.

Because the update will create a Proof Batch of transactions for automatic Safe Deposit Box charges, the system next asks for a proof batch number to use. Key the batch number you wish to use and press RETURN.

After the date and batch number are specified, the system prints the Transaction Journal as shown below.

CAUTION: If, for some reason, the report does not complete and an update run has been specified, you must NOT restart the procedure. You must reload backup files and start the procedure form the beginning.

Non-Update Run

To print the Transaction Journal without updating, enter N in response to the update prompt. The system prints then the transaction journal as shown below and displays the Safe Deposit Box menu.

Figure 14.1 Sample Transaction Journal

 

14.4.2 TRIAL BALANCE

 

This program prints a trial balance of all safe deposit box rental records. The trial balance can be generated in the following sequences:

* By Customer Number, optionally within branch

* By Customer Name, optionally within branch

* By Box Number, optionally within branch

Bank totals are printed at the end of the report. Reports that are printed in customer number or name sequence include sub-totals for each customer.

Normally, a trial balance is printed after the Transaction Journal procedure is performed as an update. Thus, the Trial Balance is run at the close of business each day and the report can be saved for bank records.

Because the Trial Balance procedure does not update any disk files, the report can be printed at any time during the day. When the procedure is run prior to the Transaction Journal update run, the balances shown on the report are current as of the time of the run.

From the Safe Deposit Box menu, enter 21 for Trial Balance. After selection of 21, the system requests the sequence in which to print the report as follows:

+---------------------------------------------------------+

01/01/1991 SAFE DEPOSIT BOX TRIAL BALANCE Station: 3

+---------------------------------------------------------

Enter Trial Balance Sequence: []

1. Customer Number 4. Customer Number by Branch

2. Customer Name 5. Customer Name by Branch

3. Box Number 6. Box Number by Branch

+---------------------------------------------------------+

 

 

 

 

Type the number of the desired sequence and press RETURN.

The system starts to print the Trial Balance in the specified sequence and displays the Safe Deposit Box menu. A sample Trial Balance is shown in Figure 14.2 on the following page.

Figure 14.2 Sample Trial Balance

 

14.4.3 KEY DEPOSIT REPORT

 

This report lists all key deposits of safe deposit boxes. The key deposit report can be printed in the following sequences:

* By Customer Number, optionally within branch

* By Customer Name, optionally within branch

* By Box Number, optionally within branch

Bank totals are printed at the end of the report. Reports that are printed in customer number or name sequence include totals for each customer.

Because the Trial Balance program does not update any files, it can be printed at any time during the day. Balances shown on the report are current as of the time of the run.

From the Safe Deposit Box menu, enter 22 for Key Deposit Report. After selection of 22, the system requests the sequence in which to print the report as follows:

+---------------------------------------------------------+

01/01/1991 SDB KEY DEPOSIT TRIAL BALANCE Station: 3

+---------------------------------------------------------

Enter Key Deposit Trial Balance Sequence: []

1. Customer Number 4. Customer Number by Branch

2. Customer Name 5. Customer Name by Branch

3. Box Number 6. Box Number by Branch

+---------------------------------------------------------+

 

Type the number of the desired sequence and press RETURN. The system starts to print the Key Deposit Trial Balance in the specified sequence and returns to the Safe Deposit Box menu.

14.4.4 NEW RENTAL LIST

 

This report lists all new safe deposit box rentals that have been entered either since the last update run or for the month. The operator selects the period for the printed report. The report can be printed in the following sequences:

* By Customer Number, optionally within branch

* By Customer Name, optionally within branch

* By Box Number, optionally within branch

From the Safe Deposit Box menu, enter 23 for Key Deposit Report. After selection of 23, the system requests the sequence in which to print the report as follows:

+---------------------------------------------------------+

01/01/1991 NEW SAFE DEPOSIT BOX REPORT Station: 3

+---------------------------------------------------------

Enter New Box Report Sequence: []

1. Customer Number 4. Customer Number by Branch

2. Customer Name 5. Customer Name by Branch

3. Box Number 6. Box Number by Branch

Include New Boxes from through inclusive.

+---------------------------------------------------------+

 

Type the number of the desired sequence and press RETURN. The operator is then prompted to enter the report period.

The system then starts to print the New Safe Deposit Box list and returns to the Safe Deposit Box menu.

14.4.5 TERMINATED RENTAL LIST

 

This report lists all safe deposit boxes that have been terminated since the last update or during the month. The operator selects the period for the printed report. The report can be generated in the following sequences:

* By Customer Number, optionally within branch

* By Customer Name, optionally within branch

* By Box Number, optionally within branch

From the Safe Deposit Box menu, enter 24 for Key Deposit Report. After selection of 24, the system requests the sequence in which to print the report as follows:

+---------------------------------------------------------+

01/01/1991 TERMINATED SAFE DEPOSIT BOX REPORT Station: 3

+---------------------------------------------------------

Enter Terminated Box Report Sequence: []

1. Customer Number 4. Customer Number by Branch

2. Customer Name 5. Customer Name by Branch

3. Box Number 6. Box Number by Branch

Include Terminated Boxes from through inclusive.

+---------------------------------------------------------+

 

Type the number of the desired sequence and press RETURN. The operator will then be prompted to enter the specific period for which to print the report.

The system then starts to print the Terminated Safe Deposit Box list in the specified sequence and returns to the Safe Deposit Box menu.

14.4.6 SEALED BOX REPORT

 

This report lists all sealed safe deposit boxes. The report can be generated in the following sequences:

* By Customer Number

* Customer Number by Branch

* By Customer Name

* Customer Name by Branch

* By Box Number

* Box Number by Branch

Reports that are printed in customer number or name sequence include sub-totals for each customer. Reports in branch sequence include branch sub-totals.

From the Safe Deposit Box menu, enter 25 for Sealed Box Report. After selection of 25, the system requests the sequence in which to print the report as follows:

+---------------------------------------------------------+

01/01/1991 SEALED SAFE DEPOSIT BOX REPORT Station: 3

+---------------------------------------------------------

Enter Sealed Box Report Sequence: []

1. Customer Number 4. Customer Number by Branch

2. Customer Name 5. Customer Name by Branch

3. Box Number 6. Box Number by Branch

+---------------------------------------------------------+

 

Type the number of the desired sequence and press RETURN. The system then starts to print the Sealed Box report in the specified sequence and returns to the Safe Deposit Box menu.

14.4.7 DISCOUNTED BOX LIST

 

This report lists all discounted safe deposit boxes. The report can be generated in the following sequences:

* By Customer Number, optionally within branch

* By Customer Name, optionally within branch

* By Box Number, optionally within branch

Reports that are printed in customer number or name sequence include sub-totals for each customer. Reports printed in branch sequence include branch sub-totals.

From the Safe Deposit Box menu, enter 26 for Sealed Box Report. After selection of 26, the system requests the sequence in which to print the report as follows:

+---------------------------------------------------------+

01/01/1991 DISCOUNTED SAFE DEPOSIT BOX REPORT Station: 3

+---------------------------------------------------------

Enter Discounted Box Report Sequence: []

1. Customer Number 4. Customer Number by Branch

2. Customer Name 5. Customer Name by Branch

3. Box Number 6. Box Number by Branch

+---------------------------------------------------------+

 

Type the number of the desired sequence and press RETURN. The system then starts to print the Discounted Box list in the specified sequence and returns to the Safe Deposit Box menu.

14.4.8 COMPLIMENTARY BOX LIST

 

This report lists all complimentary safe deposit boxes on file. The report can be printed in any of the following sequences:

* By Customer Number, optionally within branch

* By Customer Name, optionally within branch

* By Box Number, optionally within branch

Reports printed in customer number or name sequence include sub-totals for each customer. Reports in branch sequence include branch sub-totals.

From the Safe Deposit Box menu, enter 27 for Complimentary Box List. After selection of 27, the system requests the sequence in which to print the report as follows:

+---------------------------------------------------------+

01/01/1991 COMPLIMENTARY SAFE DEPOSIT REPORT Station: 3

+---------------------------------------------------------

Enter Complimentary Box Report Sequence: []

1. Customer Number 4. Customer Number by Branch

2. Customer Name 5. Customer Name by Branch

3. Box Number 6. Box Number by Branch

+---------------------------------------------------------+

 

Type the number of the desired sequence and press RETURN. The system then starts to print the Complimentary Box list in the specified sequence and returns to the Safe Deposit Box menu.

14.4.9 AVAILABLE BOX LIST

 

This function generates a list of all available safe deposit boxe numbers at each branch.

From the Safe Deposit Box menu, select 28 for Available Box List and press RETURN. The system displays the prompt:

Include all branches? (Y/N): []

 

The operator may key "Y" and press RETURN for a complete list. If the operator answers "N" and presses RETURN, the following message is displayed:

Print available boxes for branch: []

 

The operator then enters the branch number and presses RETURN. The system then starts to print the Available Box list and returns to the Safe Deposit Box menu.

14.4.10 REVENUE FORECAST

 

This function generates a forecast of safe deposit box rental income based on current rental percentages and based on 100% rental.

From the Safe Deposit Box menu, select 29 for Revenue Forecast and press RETURN. The system displays the prompt:

Include all branches? (Y/N): []

 

The operator may answer "Y" and press ENTER for a complete list. The system then starts to print the Revenue Forecast in sequence by branch and returns to the Safe Deposit Box menu.

If the operator answers "N" and presses ENTER the following message is displayed:

Print Revenue Forecast for branch: []

 

The operator then enters the branch number and presses ENTER. The system then starts to print the Revenue Forecast and returns to the Safe Deposit Box menu.

14.4.11 FILE CARDS

 

This program is used to print file cards of a size determined by the operator for rented safe deposit boxes. The file cards contain basic customer and box information as well as the names of the individuals authorized to access the box. From the Safe Deposit Box menu, select item number 30 for File Cards and press RETURN. The system then displays the following prompts:

+---------------------------------------------------------+

01/01/1991 SAFE DEPOSIT BOX FILE CARDS Station: 3

+---------------------------------------------------------

Enter File Card Sequence: []

1. Customer Number 4. Customer Number by Branch

2. Customer Name 5. Customer Name by Branch

3. Box Number 6. Box Number by Branch

Enter Number of Lines Down per Card:

Enter Number of Characters Across per Card:

Enter Starting Print Position:

Enter Number of File Cards Across:

Include Terminated Boxes? (Y/N):

Include Sealed Boxes? (Y/N):

+---------------------------------------------------------+

 

Type the number of the desired sequence and press RETURN. Using your BANCADO ruler, determine the number of lines at six lines per inch that will fit on your continuous form file cards. (For a card three inches long by five inches wide, this will be 18.) Type the number and press RETURN. Next, determine the number of characters that will fit across the card at ten characters per inch and enter that number. (For a 3x5 card, the answer is 50.)

You won't want the printing to start at the edge of the card. At the starting print position prompt, key 4 or 5 to indent the data and press RETURN.

Depending on the width of the card, you may purchase them on a single strip or with two or three cards side-by-side. Key the appropriate number for your forms and press RETURN.

The system then asks if you want to include file cards for terminated boxes and for sealed boxes. Answer each prompt with a "Y" or an "N" and press RETURN.

The computer will then begin printing the file cards in the sequence requested and return to the Safe Deposit Box Menu. Sample file cards are shown below.

14.5 CUSTOMER NOTICES

 

The Safe Deposit Box Customer Notice procedures provide functions to:

* Print Billing Notices for individual safe deposit boxes

* Print Late Notices for past-due rental payments

* Print Rate Change Notices for changes in rental rates

* Print mailing labels for safe deposit box customers

Function Selection

 

Throughout this section, you will asked to select a particular function from the Safe Deposit Box Customer Notice portion of the Safe Deposit Box menu. The following is an example of the Customer Notice portion of the menu:

 

+-------------------------+

----CUSTOMER NOTICES----

40.Billing

41.Late Notices

42.Rate Change Notices

43.Mailing Labels

+-------------------------+

 

14.5.1 BILLING

 

This program generates billing notices for safe deposit box customers. From the Safe Deposit Box menu, select 40 for Safe Deposit Box Billing. The system then displays the following:

+---------------------------------------------------------+

01/01/1991 SAFE DEPOSIT BOX BILLING Station: 3

+---------------------------------------------------------

Enter Billing Sequence: 2[]

1. Customer Number 5. Customer Number by Branch

2. Customer Name 6. Customer Name by Branch

3. Box Number 7. Box Number by Branch

4. Zip Code 8. Zip Code by Branch

Enter Number of Lines per Form:

Print Bank Name and Address? (Y/N):

Enter Starting Date to be Billed:

Enter Last Date to be Billed:

+---------------------------------------------------------+

 

The first promp is for billing sequence. A 2 appears automatically, but the operator may backspace over it, input the desired sequence number,and press RETURN.

The system displays 22 for the number of lines per form . If your form is not 22 lines in length, backspace over the 22, input the correct number of lines and press RETURN.

The operator will then be asked if the bank name and address should be printed and an N automatically appears. Press RETURN if the response is NO or backspace over the N, input Y, and press RETURN.

The system will then display the first day of the current month of the current year as the starting date to be billed. If this date is incorrect, press DEL to delete the date, input the correct starting date, and press RETURN. Note that Billing Notices are to be prepared in advance and that you may not enter a range of billing dates that has already past.

The last day of the month and year which coincide with the starting date that was entered are then displayed. If this date is incorrect, press DEL, input the correct ending date, and press RETURN.

The system will process the data, begin printing the notices and return the operator to the Safe Deposit Box menu. Sample billing notices are shown below.

14.5.2 LATE NOTICES

 

This program generates late notices for your customers. From the Safe Deposit Box menu, select 41 for Safe Deposit Box Late Notices. The system displays the following:

+---------------------------------------------------------+

01/01/1991 SAFE DEPOSIT BOX LATE NOTICES Station: 3

+---------------------------------------------------------

Enter Notice Sequence: 4[]

1. Customer Number 5. Customer Number by Branch

2. Customer Name 6. Customer Name by Branch

3. Box Number 7. Box Number by Branch

4. Zip Code 8. Zip Code by Branch

Enter Number of Lines per Form:

Print Bank Name and Address? (Y/N):

Enter Starting Date to be Notified:

Enter Last Date to be Notified:

+---------------------------------------------------------+

 

The operator is then prompted to enter the notice sequence. A 4 appears automatically, but the operator may backspace over it, input the desired sequence number, and press RETURN.

The system displays 22 for the number of lines per form which represents the actual form size. If your form is not 22 lines in length, backspace over the 22, input the correct number of lines, and press RETURN.

The operator will then be asked if the bank name and address should be printed and a Y automatically appears. Press RETURN if the response is YES or backspace over the Y, input N for No, and press RETURN.

The system will then display the first day of the current month of the current year as the starting date to be notified. If this date is incorrect, press DEL to delete the date, input the correct starting date, and press RETURN.

The last day of the month and year which coincide with the starting date that was entered is then displayed. If this date is incorrect, press DEL, input the correct ending date, and press RETURN.

The system will process the data, begin printing the notices and return the operator to the Safe Deposit Box menu.

The operator may escape at any time prior to entering the last date to be billed.

Sample late notices are shown below.

14.5.3 RATE CHANGE NOTICES

 

The Rate Change Notice program is used to notify safe deposit box customers in advance of a change in rental rates. It is run by branch and box size so that not all rental rates must be changed at once. The notice shows the old rate, the new rate, and the effective date of the change.

14.5.4 MAILING LABELS

 

This program provides pertinent information for use with gummed or self-adhesive labels. From the Safe Deposit Box menu, select 43 for Safe Deposit Box Mailing Labels. The system displays the following:

+---------------------------------------------------------+

01/01/1991 SAFE DEPOSIT BOX MAILING LABELS Station: 3

+---------------------------------------------------------

Enter Mailing Label Sequence: 4[]

1. Customer Number 5. Customer Number by Branch

2. Customer Name 6. Customer Name by Branch

3. Box Number 7. Box Number by Branch

4. Zip Code 8. Zip Code by Branch

Enter Number of Lines Down per Label:

Enter Number of Characters Across per Label:

Enter Starting Print Position:

Enter Number of Labels Across:

Enter a 'Y' for those items to be included:

Terminated Boxes: Sealed Boxes:

Telephone Numbers: Box Number:

Branch Number: Box Size:

+---------------------------------------------------------+

 

The operator is prompted to enter the sequence and a 4 appears. If another sequence is desired, press DEL, input the correct sequence number, and press RETURN.

The operator is then asked for the number of lines down per label and 12 appears. If this number is incorrect, press DEL, input the correct number of lines, and press RETURN.

A 36 appears automatically in the number of characters across per label field. If another number is desired, press DEL, input the correct number of characters, and press RETURN.

The operator is then prompted to input the starting print position and 5 appears. If this is incorrect, press DEL, enter the correct beginning print position, and press RETURN.

The system then asks for the number of labels across, and 2 appears. If this is incorrect, press DEL, input the correct number, and press RETURN.

The operator will then respond 'Y' or 'N' to the items to be included on the label. After the information has been entered, the system displays:

IS THE FORM ALIGNED? (Y/N): []

If the operator responds 'Y' the system processes the information, begins printing the labels and returns to the Safe Deposit Box menu. Sample labels are shown below.

14.6 FILE INQUIRIES

 

The Safe Deposit Box system provides the following functions for file inquiries.

* Display customer and safe deposit box information on the terminal screen.

* Display a report showing account activity for a particular customer.

* Print a report showing account activity for a particular customer.

* Show box size(s) and availability at each branch.

Function Selection

Throughout this section you will be asked to select a particular function from the INQUIRIES portion of the Safe Deposit Box menu. The following example illustrates the INQUIRIES portion of the Safe Deposit Box menu.

+----------------------------+

--------INQUIRIES-------

5.Customer/Box Inquiry

6.Display Ledger

7.Print Ledger

8.Box Availability

+----------------------------+

 

14.6.1 CUSTOMER/BOX INQUIRY

 

The Customer/Box Inquiry procedure displays the information for a specific customer. The system displays customer information, numbers, and balances for requested customer accounts. Accounts requiring attention appear in a blinking mode on the screen.

Inquiries are made by specifying the customer number of the desired customer. The system then requests whether data for a specific box number is to be displayed.

From the Safe Deposit Box menu, enter 5 for Customer/Box Inquiry. After selection of 5, the system displays:

Customer Number: []

 

Enter the number of the customer to be displayed. The system displays the information from the customer record. The following screen is a sample of the display.

The system then requests whether the detail for particular safe deposit box is to be displayed. The system displays the prompt:

Box Number:

 

To display the detail for a safe deposit box, enter the number. If the number does not exist in the file, the system assumes that you want to enter a new box. Refer to Section 14.3.1 for entry of a new safe deposit box.

When the number does exist in the file being processed, the safe deposit box information is displayed. The following screen is a sample of the display.

This procedure also allows you to process a transaction against the specified safe deposit box. After the box information is displayed, the system displays the prompt:

Transaction Code: []

 

To process a transaction, refer to Section 14.3.3 for a description of transaction entry.

When all inquiries have been made, perform an ESCAPE operation to return to the Safe Deposit menu.

14.6.2 DISPLAY LEDGER

 

The Display Customer Ledger procedure displays a report showing account activity for a particular customer.

From the Safe Deposit Box menu, enter 6 for Display Ledger. After selection of 6, the system displays the prompt:

Customer Number: []

 

Enter the number of the customer to be reported.

The system displays the requested customer ledger on the screen.

14.6.3 PRINT LEDGER

 

The Print Customer Ledger procedure prints a report showing account activity for a particular customer.

From the Safe Deposit Box menu, enter 7 for Print Ledger. After selection of 7, the system displays the prompt:

Customer Number: []

 

Enter the number of the customer to be reported. The system prints the requested customer ledger and returns to the Safe Deposit Box menu. A sample customer ledger appears below.

14.6.4 BOX AVAILABILITY

 

The Box Availability procedure prints a report showing the total number of boxes available by size, branch, description, and annual fee. It also shows the available box numbers.

From the Safe Deposit Box menu, enter 8 for Box Availability. The system displays the prompt:

Show box availability for branch: []

Enter the number for the desired branch information. The following is a sample of the screen display.

After your request has been completed, press RETURN to return to the Safe Deposit Box menu.

14.7 UTILITIES

 

The Safe Deposit Box Utility procedures provide functions to:

* Change Bank Control information

* Access the BANCADO Utility library

* Switch to the Versyss Just Ask library

* Change Applications (return to the main system menu)

Function Selection

 

Throughout this section, you will asked to select a particular function from the Safe Deposit Box Utilities portion of the Safe Deposit Box menu. The following is an example of the Utilities portion of the menu:

 

+-------------------------+

-------UTILITIES--------

96.Change Bank Control

97.BANCADO Utilities

98.Just Ask

99.Change Applications

+-------------------------+

 

14.7.1 CONTROL RECORD MAINTENANCE

 

This procedure is used by the banks to initialize and maintain the Safe Deposit Box system. The Size Control Records must be entered prior to assigning customers' safe deposit boxes. These records must be set up by each institution for each size of box in each branch and numeric range assignment.

From the Safe Deposit Box, enter 96 for Change Bank Control. The system displays the following menu:

From this menu, enter 5 for Change Box Size Control Records. The screen will display the following:

The Size Code Record is unique to each branch. The Size Code is used so an Annual Fee, Description, and General Ledger Account will not have to be entered for each box size. You may have up to 99 Size Codes for each branch and up to 99 branches for each institution. For each Size Control Record to be entered , the system requests the following fields as required:

Size Code

This field contains the code assigned to a specific range of box numbers that are the same size. The maximum value is 99.

Branch

This field contains the branch to which a specific range of box numbers is assigned. The maximum value is 99.

Low Box Number

This field contains the lowest box number assigned to the branch. The maximum value is 999999999.

High Box Number

This field contains the highest number assigned to the branch. The maximum value is 999999999.

Annual Fee

This field contains the total annual amount to be charged for each particular safe deposit box size. The maximum value is 9999999.99

Description

This field contains a description of the box size. This is a thirty-five character alphanumeric field.

General Ledger Income Account

This field contains the number of the General Ledger Account to which the system is to post box income as it is billed. Separate General Ledger income accounts may be specified for each Size Code and branch.

14.7.2 BANCADO UTILITIES

 

 

 

This selection from the Safe Deposit Box menu gives the operator direct access to the BANCADO Utilities provided with each BANCADO system. There are user utilities for performing calculations and certain CIF functions as well as utilities for hardware and software technicians working on the system.

14.7.3 JUST ASK

 

 

 

This selection from the Safe Deposit Box menu gives the operator direct access to the Versyss Just Ask System. For Just Ask program operation, refer to the separate Just Ask User Manual provided by your system supplier.

14.7.4 CHANGE APPLICATIONS

 

 

 

Because a Versyss computer may have many other application systems installed, each site is furnished with a "Main Menu" program which is used to access individual applications. Selection 99, Change Applications, on the Safe Deposit Box menu is provided to allow the operator to return to the main menu to select another application.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Waldorf Computer Systems, Inc.

119 19th Street, Suite 205

West Des Moines, Iowa 50265-4212

U.S.A.

 

 

 

 

 

 

 

 

 

 

Copyright 1985 Waldorf Computer Systems, Inc.

All rights reserved.

 

 

 

 

 

 

 

 

 

 

Document Number 110310-H January 1990

Includes A, B, C, D, E, F, G, and H Change Pages

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