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.

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

* BRANCH OFFICE NUMBER

* SIZE CODE

* SEALED

* CODE

* BALANCE DUE

* KEY DEPOSIT

* DISCOUNT RATE

* BILLING FREQUENCY

* DATE RENTED

* DATE TERMINATED

* NEXT DUE DATE

* AUTOMATIC PAYMENT ACCOUNT TYPE

* AUTOMATIC PAYMENT ACCOUNT NUMBER

* LEGAL TITLE LINE 1

* LEGAL TITLE LINE 2

* AUTHORIZED ACCESS 1 - 6

The Safe Deposit Activity procedures provide functions to:

* Change existing box rental records

* Post safe deposit box transactions

* Review current box size information

* Print and purge box transaction activity

* Delete terminated rentals from the system

* Rebuild the Safe Deposit Box Lookup file.

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:

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: []

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:

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

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

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

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:

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

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

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

If a description is required, the system displays:

For box accesses, the system displays:

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

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.

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.

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.

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.

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:

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:

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

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:

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

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:

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:

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:

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:

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:

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

* Customer Number by Branch

* Customer Name 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:

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

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:

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

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:

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:

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:

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.

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:

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:

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:

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.

The Safe Deposit Box Customer Notice procedures provide functions to:

* Print Late Notices for past-due rental payments

* Print Rate Change Notices for changes in rental rates

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:

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.

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:

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.

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.

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:

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.

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

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.

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:

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.

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:

Enter the number of the customer to be reported.

The system displays the requested customer ledger on the screen.

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:

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.

The Safe Deposit Box Utility procedures provide functions to:

* Access the BANCADO Utility library

* Switch to the Versyss Just Ask library

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.

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.

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.