SECTION 3 CUSTOMER INFORMATION FILE

SECTION 3 CUSTOMER INFORMATION FILE

3.1 INTRODUCTION

The BANCADO System maintains a separate file for customer information, called the Customer Information File (CIF). This file provides for customer profile display, conserves disk space, and facilitates customer address maintenance.

Each customer is assigned an identifying number, which is a unique number or a unique combination of letters and numbers. This identification number is then used as the key under which all activity relating to a customer is stored.

This section of the manual describes the procedures necessary for Customer Information File (CIF) maintenance, inquiry, and reporting.

3.2 CUSTOMER RECORDS

The customer Information File contains one record for each customer of the bank. A customer record consists of 14 fields of data items designed to describe a customer. The fields and the valid contents of each data item are as follows:

CUSTOMER NUMBER

This field is a maximum of ten alphanumeric characters. Customer records are stored according to this customer number.

SORT KEY

This field is a maximum of 20 alphanumeric characters and contains the customer name in the order LAST FIRST MIDDLE, with no punctuation. Customer records are sorted according to this field when they are printed in the carious output reports.

NAME

This field is a maximum of 35 alphanumeric characters and contains the customer name as it appears on the deposit or loan.

ADDRESS

This field is a maximum of 35 alphanumeric characters and contains the customer=s street address.

CITY, STATE

This field is a maximum of 30 alphanumeric characters and contains the city and state portion of the customer=s address.

ZIP CODE

This is a nine-digit field that contains the zip code portion of the customer=s address.

COMMENTS

This field is a maximum of 30 alphanumeric characters and contains any comments pertaining to the customer.

TELEPHONE NUMBER

This is a 12 - character field that contains the customer=s home phone number in the form 999/999-9999.

EMPLOYER

This field is a maximum of 30 alphanumeric characters and contains the name of the customer=s employer.

BUSINESS TELEPHONE NUMBER

This is a 12-character field that contains the customer=s business phone number in the form 999/999-9999.

CUSTOMER SINCE

This is a ten-character field that contains the date on which the customer joined the bank. The date is entered in the form MM/DD/YYYY.

DATE UCC1 DUE

This is a ten-character field that contains the date on which the customer=s financial statement is due. The date is entered in the form MM/DD/YYYY.

SOCIAL SECURITY NUMBER

This is a nine-digit field that contains the customer=s Social Security number. If the customer is a corporation, this field contains the corporation Federal ID number.

LOAN LIMIT

This is a ten-digit field that contains the dollar value of this customer=s loan limit. The maximum dollar value is 9999999.99.

Table 3.1 summarizes the data in each customer record.

Field Number

Field Name

Field Type

Field Length

CUSTOMER NUMBER

SORT KEY

NAME

ADDRESS

CITY, STATE

ZIP CODE

COMMENTS

TELEPHONE NUMBER

EMPLOYER

BUSINESS TELEPHONE NUMBER

CUSTOMER SINCE

DATE UCC1 DUE

SOCIAL SECURITY NUMBER

LOAN LIMIT

ALPHANUMERIC

NUMERIC

ALPHANUMERIC

ALPHANUMERIC/DATE

NUMERIC

Table 3.1 Customer Record Summary

3.3 CUSTOMER FILE MAINTENANCE

The Customer Information File is used by each of the deposit and loan accounting systems. Each system provides functions necessary to maintain the file. The file maintenance functions include operations to:

Add new customer records to the file.

Edit existing customer records in the file.

Perform inquires by customer number into customer records on file.

Perform a search of the file by customer last name.

List all customer records in customer number or name sequence.

List customer records based on the account type of the customer number or name sequence.

Print mailing labels for all customers in customer number or name sequence.

Print mailing labels for customers based on the account type of the customer in customer number or name sequence.

This section of the manual describes the steps necessary to complete the above functions. These steps are the same for each deposit and loan accounting. Exceptions are noted.

Function Selection

Throughout this section you will be asked to select a particular function from the CIF portion of a BANCADO menu. The following is an example of the CIF portion of the BANCADO menu.

CIF

1. New/Change
2. Inquiry
3. Alphabetic Search
4. Customer List

3.3.1 NEW/CHANGE

This procedure creates or updates a record in the Customer Information File (CIF).

Form any BANCADO accounting system menu, enter 1 for new/change. After selection of 1, the system displays the following screen:

Enter the number of the customer to be created or updated.

Adding a New Customer Record

If the customer number does not exist in the CIF, enter data in each field of the customer record according to the definitions given in Section 3.2, Customer Records. After entering the data in each field, press <ENTER> and the system positions to the next field. To skip an optional field, press <ENTER> only.

Updating an Existing Customer Record

If the customer number exists in the CIF, the system displays the information currently on file for the specified customer and positions to the end of the Sort Key field. If the data item specified for a field is correct, press <ENTER>. To change a data item, press the backspace key for each character to be erased or perform a DELETE to erase the entire field. Enter the new value and press <ENTER>. Continue, field by field, to the end of the record. The modified record is not written to disk until <ENTER> is pressed after the last field.

Deleting a Customer Record

To delete a customer record that contains incorrect data, enter the customer number. The system displays the entire record and positions to the end of the Sort Key field. Backspace to the beginning of the field (or perform a DELETE), type DELETE, and press <ENTER>. The record is deleted, the screen is cleared, and the system positions to the Customer Number field.

Data Entry Operations

When adding or updating a customer record, you can only backspace in the current field to make a correction. You cannot backspace to the beginning of a record.

To cancel the current entry before completion, perform a CANCEL operation. The screen is cleared and the system positions to the Customer Number field.

When the customer record is complete (that is, when <ENTER> is pressed after the last field of the record), the record is written to the file. The screen is cleared and the system positions to the Customer Number field.

When all additions and modifications have been made, perform an ESCAPE to return to the BANCADO accounting system menu.

3.3.2 INQUIRY

The CIF Inquiry procedure displays a specific customer record that exists in the Customer Information File. The system displays both customer information and numbers and balances for the requested customer=s accounts.

Inquiries are made by specifying the customer cumber of the desired customer. The system then requests whether data for a specific account is to be displayed. The type of account is dependent on the accounting system being processed.

From any BANCADO accounting system menu, enter 2 for Inquiry. After selection of 2, the system displays the prompt:

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 information displayed:

The system then requests whether the detail for a particular deposit account or loan is to be displayed. The prompt that is displayed depends on the accounting system, as follows:

System Prompt
Checking, Savings, Club, N.O.W. Account Number:
Certificate of Deposit C.D. Number:
Installment Loan Number:
Commercial Loan Note Number:
Mortgage Loan Number:
Safe Deposit Box Number:

To display the detail for a deposit account or loan, enter the number. If the number does not exist in the file, the system assumes that you want to enter a new deposit account or loan. Refer to the appropriate section for entry of a new deposit account or loan.

If the number requested does exist in the file being processed, the deposit account or loan information is displayed.

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

Transaction Code:

To process a transaction, refer to the appropriate section for the accounting system being processed.

When all inquiries have been made, perform an ESCAPE operation to return to the BANCADO accounting system menu.

3.3.3 ALPHABETIC SEARCH

This procedure is used to display customer information that exists in the Customer Information File. The customer information is found by searching for the customer=s name as it is entered in the Sort Key field.

The system lists all customers with the specified name and then requests the customer number. After a specific customer number is specified, the system requests whether data for a specific account is to be displayed. The type of account is dependent upon the accounting systen being processed.

From any BANCADO accounting system menu, enter 3 for Alphabetic Search. After selection of 3, the system displays the prompt:

Search For Name: [ ]

Enter the name of the customer to be listed. This is the name specified in the Sort Key field of the customer record.

The system lists all customers with the specified name and then displays the following prompt:

Enter Customer Number: [ ]

For example:

Enter the number of the customer to be displayed or press <ENTER> to search for another name. When a customer number is entered, the system displays the information from the customer record. When <ENTER> only is pressed, the system returns to the Search for Name: prompt.

The system then requests whether the detail for a particular deposit or loan is to be displayed. The prompt that is displayed depends on the accounting system as follows:

System Prompt
Checking, Savings, Club, N.O.W. Account Number:
Certificate of Deposit C.D. Number:
Installment Loan Number:
Commercial Loan Note Number:
Mortgage Loan Number:
Safe Deposit Box Number:

If the number requested does exist in the file being processed, the deposit account or loan information is displayed.

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

Transaction Code: [ ]

To process a transaction, refer to the appropriate section for the accounting system being processed.

When all inquiries have been made, perform an ESCAPE operation to return to the BANCADO accounting system menu.

3.3.4 CUSTOMER LIST

This procedure is used to produce mailing labels, a log of changes made to accounts, customer lists, and customer balance lists. The information can be printed in customer number or customer name sequence.

From any BANCADO system menu, enter 4 for Customer List. After selection of 4, the system displays the screen:

To select the type of list you want, enter the number preceding that option and press <ENTER>. The cursor will move to the Asequence@ prompt. Type 1 to have the list sorted by customer number or 2 to print the list by customer name in alphabetical order (according to the Sort Key field). The following prompt will then display:

To list customers according to account activity, enter Y. To list all customers (regardless of account activity), enter N.

If you selected option 1 (Mailing Labels) or option 2 (New/Change List), the system will begin the print procedure and return to a BANCADO system menu.

If you selected option 3 (Customer List) or option 4 (Customer Balance List), additional information will be requested before the lists are printed. The following two subsection provide detailed information on the third and fourth options.

Listing Customers with Certain Types of Accounts

If you selected option 3 (Customer List), the system requests the types of accounts that a customer must have to be listed. The following screen is displayed:

Enter AY@ if the customer must have this type of account to be included on the list. Enter AN@ if the customer must not have this type of account to be included on the list. Press <ENTER> only if the customer may or may not have this type of account to be included on the list.

After each account type has been specified, the system begins the print procedure and returns to the BANCADO system menu.

Printing Customer Balance Lists

If you selected option 4 (Customer Balance List), the system will prompt you to select the type of customer balance list you want. The following screen will be displayed:

Select the type of report you want by entering 1, 2, or 3 and pressing <ENTER>. The cursor will move to the next field so you can indicate the specific information you want to include in the list.

Report Type 1: Single Customer Only

This type of report generates a list of current balances for accounts, deposits, and loans for one individual customer. After you respond to the two initial prompts discussed above, the system will display:

Now enter the number of the customer for whom the information should be printed and press <ENTER>. The system will generate a complete customer balance list of that individual=s account.

Report Type 2: Detail Report and
Report Type 3: Summary Report

These two types of reports generate lists of current balances for accounts, deposits, and loans for any number of customers who meet certain criteria specified by you. The Detail Report lists each account separately and a total balance for each type of account. The Summary Report lists only the total balance for each type of account, but does not list each individual account separately. For example, if a customer has four C.D.s the Detailed Report will list each C.D. separately and include the total balance of all four C.D.s. The Summary Report for this customer will include only the total balance of all four C.D.s.

The prompting routine outlined below is the same for Report Types 2 and 3. After you respond to the two initial prompts discussed above, the system will display.

Type 1, 2, 3, or 4 and press <ENTER> to indicate the basis on which the sequential order of the list is determined.

Type 1, 2, 3, 4, or 5 and press <ENTER> to indicate the customers to be included on the listing. If you respond A1@ to this prompt, the system will generate the customer balance list including all customers. If you select any of the options 2 through 5, the system will prompt you to specify one or two amounts for large balances. Enter the minimum amounts for balances to be included in the listing. The system will then generate the list in accordance with your answers to the series of prompts for this option.

Select the type of report you want by entering 1, 2, or 3 and pressing <ENTER>. The cursor will move to the next field so you can indicate the specific information you want to include in the list.

Report Type 1: Single Customer Only

Now enter the number of the customer for whom the information should be printed and press <ENTER>. The system will generate a complete customer balance list of that individual=s account.

Report Type 2: Detail Report and
Report Type 3: Summary Report

These two types of reports generate lists of current balances for accounts, deposits, and loans for any number of customers who meet certain criteria specified by you. The Detail Report lists each account separately and a total balance for each type of account. The Summary Report lists only the total balance for each type of account, but does not list each indiidual account separately. For example, if a customer has four C.D.s the Detailed Report will list each C.D. separately and include the total balance of all four C.D.s. The Summary Report for this customer will include only the total balance of all four C.D.s.

The prompting routine outlined below is the same for Report Types 2 and 3. After you respond to the two initial prompts discussed above, the system will display:

Type 1, 2, 3, or 4 and press <ENTER> to indicate the basis on which the sequential order of the list is determined. The system will then display:

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