Financial Inclusion/Accelerator

Accounts (AC)
User Guide

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Accounts User Guide

Table of Contents

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Document History............................................................................................................................................................................................4
Introduction .......................................................................................................................................................................................................5
Pre-requisites .............................................................................................................................................................................................. 5
Accounts .............................................................................................................................................................................................................6
Note ................................................................................................................................................................................................................ 6
Overview ....................................................................................................................................................................................................... 6
Blocked (Held) Funds ................................................................................................................................................................................ 6
AC.LOCKED.EVENTS version ................................................................................................................................................................... 7
ACCOUNT version ...................................................................................................................................................................................... 7
AC.LOCKED.EVENTS version ................................................................................................................................................................... 8
Online Account Closing .......................................................................................................................................................................... 10
ACCOUNT.ACCRUAL ............................................................................................................................................................................... 10
Category Codes and Interest Adjustments ....................................................................................................................................... 10
Accounts Menu .................................................................................................................................................................................... 11
Role Based Home Page ...................................................................................................................................................................... 12
Operations.................................................................................................................................................................................................. 13
View Account Record ......................................................................................................................................................................... 13
Edit ........................................................................................................................................................................................................... 14
View Transactions................................................................................................................................................................................ 14
Overview ................................................................................................................................................................................................ 15
Teller Operations ................................................................................................................................................................................. 15
Documents ............................................................................................................................................................................................ 16
Close the Account ............................................................................................................................................................................... 17
Account Close Simulation ................................................................................................................................................................. 17
Account Closure ................................................................................................................................................................................... 17
Linked contracts................................................................................................................................................................................... 19
Customer Accounts ................................................................................................................................................................................. 20
NOSTRO Account ..................................................................................................................................................................................... 21
Internal Accounts ..................................................................................................................................................................................... 21
Setting up a Nostro Account ...................................................................................................................................................................... 22
Customer Account ........................................................................................................................................................................................ 32
Internal Accounts .......................................................................................................................................................................................... 39
Close Accounts .............................................................................................................................................................................................. 41
List of Accounts ............................................................................................................................................................................................. 48
Shortcuts ..................................................................................................................................................................................................... 49

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Live Accounts ........................................................................................................................................................................................ 49

Pending Records .................................................................................................................................................................................. 50
Opened Today ...................................................................................................................................................................................... 50
New Account ......................................................................................................................................................................................... 50
Inactive Accounts .......................................................................................................................................................................................... 51
Reset Inactive Accounts .............................................................................................................................................................................. 51
Closed Accounts ............................................................................................................................................................................................ 53
Overview ..................................................................................................................................................................................................... 53
Access .......................................................................................................................................................................................................... 53
Screen .......................................................................................................................................................................................................... 53
Reports ............................................................................................................................................................................................................. 54
Savings Account Activity – CGAP A1 .............................................................................................................................................. 54
Teller Savings Report (CGAP A2) .................................................................................................................................................... 56
Active Savings Accounts by Branch (CGAP A3) .......................................................................................................................... 56
Dormant Savings Accounts by Branch (CGAP A4) ..................................................................................................................... 57
Upcoming Maturing Time Deposits (CGAP A5) .......................................................................................................................... 58
Savings Concentration Report (CGAP A6) .................................................................................................................................... 59
Current Account with Revolving Credit Facility .................................................................................................................................... 60
Overview ..................................................................................................................................................................................................... 60
Category Code .......................................................................................................................................................................................... 60
Account General Condition ................................................................................................................................................................... 61
Account Debit Interest ............................................................................................................................................................................ 61
Account Credit Interest ........................................................................................................................................................................... 62
Group Capitalisation................................................................................................................................................................................ 62
Account Accrual ........................................................................................................................................................................................ 62
Limit Reference ......................................................................................................................................................................................... 63
Create a Limit for the Customer .......................................................................................................................................................... 64
Apply the Limit to the Account ............................................................................................................................................................. 65
Set the Account Debit Limit .................................................................................................................................................................. 65
Transaction on the Account .................................................................................................................................................................. 66
View Customer Liability .......................................................................................................................................................................... 66
Messaging ....................................................................................................................................................................................................... 68
Dividend Processing..................................................................................................................................................................................... 71
Savings Insurance ......................................................................................................................................................................................... 71
Savings Insurance Claim Processing ....................................................................................................................................................... 71
Statements on Accounts ............................................................................................................................................................................. 72
Maximum Saving Balance .......................................................................................................................................................................... 74
Notes ................................................................................................................................................................................................................ 79

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Document History

Author Version Date

Esther Muniu 2.1 24th April 2017

Lynn Petersen 2.2 23rd December 2022

Comments:

23rd December 2022 – updated with new functionality and the corporate branding.

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Introduction
Pre-requisites
To get the most out of this user guide, it is essential that you are familiar with the standard procedures regarding
navigating your way around the system. This includes items such as program access via Role Based Home Pages,
menus, data entry and editing, mandatory and multi‐level fields, committing details, and so forth. All of these are
described in detail in the Navigation user guide.

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Accounts
Note
This user guide describes the banking capabilities of the Accounts (AC) module. For processes and procedures
pertaining to Retail Accounts (the AR module), refer to the Retail Accounts user guide.
All references in this document are for the AC module only.

Overview
Two types of accounts are held in the Banking system; these are customer accounts (for example savings) and internal
accounts (your institution’s general ledger accounts).
The category codes refer to the actual accounts in the General Ledger where transactions (customer and internal) will
be placed.
The category codes in the range 1000 to 9999 are defined at implementation and restricted.
These include any accounts related to a customer and are identified by account numbers of up to 14 digits including
the check digit (We use modulo 11 as the default formula for calculating the check digit. Other options are available).
It is not possible to open a customer account until the relevant customer base record and group interest and charges
conditions have been created.
In addition to the account number and the number of the customer base record to which the account relates, the record
contains details such as: Currency, Category, Limit, Account officer and so on. Customer details such as name,
nationality, residence, etc., are held in the customer base record and will be taken form that record as and when
required.
Internal accounts are defined in the range 10 000 to 19999.
The internal account numbers are made up by the key: currency code / category code / sequential number e.g.,
EUR/10000/0100.
These include any accounts related to the institution, such as cash, profit, and capital. Since there is no customer base
record related to Internal Accounts, details such as account title need to be specified when the account is created.
Internal Accounts are identified by codes specifically structured to include information defining the account as follows:
Currency ‐ Category‐ Subdivision within the main category classification.
To allow accurate and detailed MIS analysis, profit and loss data is not held in internal accounts but is kept at the lowest
level by use of specific category codes which are used by all applications to record profit and loss entries.

Blocked (Held) Funds

In previous releases, blocked funds were recorded directly into the ACCOUNT application as a ‘Locked Amount’ with
an associated ‘From Date’. The balance of the account was checked against the total amount of locked amounts, and
if it fell below an override message was generated.
The system has been enhanced to give much more control over these locked amounts, with each amount being
recorded as an EVENT in a new application called AC.LOCKED.EVENTS.

This file contains details of each amount to be locked in an account, with both start and end dates. These events are
recorded on the ACCOUNT application using the existing fields FROM.DATE and LOCKED.AMOUNT, which are no longer
available for direct input. The system now builds a ‘ladder; of values by date, automatically combining locked events
that cover the same periods and accommodates all increases and decreases. An event for zero amounts is automatically
created to take effect from the date after the last locked amount ends.

Depending on the settings of the CREDIT.CHECK field affecting the account in question, the system checks either the
WORKING.BALANCE against the highest amount locked or checks each AVAILABLE.BALANCE within the cash‐flow
period against each locked amount within the same period.

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Whenever the balance falls below the locked amount (in accordance with the above rules) an override is generated to
warn of that fact. Note that the override does not indicate by how much the account balance is short.

AC.LOCKED.EVENTS version

The block on the account is in the amount of USD500, when set as a ‘reducing block’ the system updates the blocked
amount after the COB processed the loan repayment on a contract where the amount blocked reduces progressively
(in line with the outstanding principal).

ACCOUNT version

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AC.LOCKED.EVENTS version

AC.LOCKED.EVENTS

Field Description

Transaction Reference ID A unique reference number that identifies a particular locking event.
The number is automatically generated by the system.

Account Number Identifies an account on which the funds are blocked.

Description A free-format field describing the reason for locking the amount on
this record. This description is auto-generated as per the product
parameters defined (as the AC.LOCKED.EVENTS is auto-generated).

From Date This is the date on which the lock on the amount commences.

To Date This is the date on which the lock will end. If left blank, the event will
have no end date.

Locked Amount The amount of funds that is locked during each event.

Contract ID The contract reference, to identify which loan contract the amount is
held as security for.
The 'YES' or 'NO' optional field to decide if a blocked funds
Rc Retry
transaction should be captured by the RC framework and retried on
a pre-defined frequency or not.
Once entered, the value in this field cannot be changed.
‘Yes’ – the block on the account is handed over to the RC framework
and retried on pre-defined frequency.
This AC.LOCKED.EVENTS record can be reversed and in turn the
corresponding RC.DETAIL record set STATUS = "TERMINATED",
END.DATE='TODAY' and NEXT.RETRY.DATE= 'TODAY'.

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During that day's COB, the corresponding RC.DETAIL is moved for

tidy-up processing and this action will either move the record to
history or delete the record as per condition.
When set to ‘No’, the block on the account will not be handed over
to the RC framework.
Txn Sign A no-input field which identifies the types of reservation, DR for debit
and CR for credit.

Whether the balance is checked against WORKING.BALANCE or AVAILABLE.BALANCE depends on the input in the field
CREDIT.CHECK on the ACCOUNT, ACCOUNT.GROUP.CONDITION or ACCOUNT.PARAMETER.

Validation Rules

Field Description

Available Credit check is done using AVAILABLE.BAL

Working Credit check is done using WORKING.BAL

Forward Credit check is done using WORKING.BAL plus today’s forward

movements

Availwork Credit check is done using AVAILABLE.BAL and WORKING.BAL

Availfwd Credit check is done using AVAILABLE.BAL and WORKING.BAL plus

today’s forward movements

Blank The default check is done against the WORKING.BAL

A teller transaction against the locked amount generates this message to the user:

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Online Account Closing

New functionality is developed to facilitate ONLINE closure of accounts. There are two types of Account Closures
handled here. One is closure of account online and transfer of the proceeds to a settlement account, the other is Cash
Closure, i.e., Closure of the account and process of the transaction through the teller for the receipt or payment of cash.
A new field is included in the application ACCOUNT.CLOSURE, called CLOSE.ONLINE. This is to be input as ‘Y’ to enable
online closure of an account.
If a settlement account is supplied and this field is set to ‘Y’, then at the time of authorisation of an ACCOUNT.CLOSURE
record, an FT is generated to transfer the net balance in the account to the SETTLEMENT.ACCOUNT. The interest and
charges for the account that is closed are passed through an intermediary account. This account is to be opened as an
Internal Account with ACCOUNT.CLASS as SUSACONLINE.
In the case of cash closure, the settlement account is not supplied in the ACCOUNT.CLOSURE application. At the time
of committing the ACCOUNT.CLOSURE record, an override will appear to inform the user “CASH TYPE CLOSURE, NO
SETTLEMENT ACCOUNT SPECIFIED”. If the override is accepted, then a TELLER record is generated in IHLD.
Here also the interest and charges for the account that is closed are passed through an intermediary account and the
NET amount is populated in the TELLER record generated in IHLD.
On authorisation of the TELLER record, the ACCOUNT.CLOSURE record is authorised, and necessary entries are
generated. Care should be taken to use the correct TELLER.TRANSACTION ID depending upon the nature of the balance
(Dr/Cr) in the closed account.
If the TELLER record that was generated is deleted, then the ACCOUNT.CLOSURE record is also deleted by the system.
On the other hand, if the ACCOUNT.CLOSURE record is deleted, the corresponding TELLER record is also deleted. When
this is done, the update in the ACCOUNT record is also removed and the field is updated with null.
During Close of Business the capitalisation entries are generated and posted to the intermediary internal account and
its balance becomes zero. The closed account is then moved to History.

ACCOUNT.ACCRUAL
The purpose of the Account Accrual table is to provide the system with information at Company level about how and
when to process Accruals of interest and charges on Customer Accounts and whether interest capitalisation is inclusive
or exclusive of the balance on capitalisation date, the value dates of interest entries generated and the day on which
the entries are booked.
Interest Accruals may be processed daily or monthly, or it could be specified that no accrual is to be made. Account
charges may only be processed at calendar month end.
The periods of interest accrual could be specified at Account Group or Category Level for different Currency types
(foreign or local). For Accounts not covered by specified definition, default interest accrual periodicity could be defined
based on Account Currency type.
Dates for interest capitalisation are specified at group level in the Group Capitalisation table and for specific Accounts
in the Account Capitalisation table.

Category Codes and Interest Adjustments

It is possible through fields on the ACCOUNT.PARAMETER application to configure the CATEGORY codes used to book
adjustments to the previous year and month, for all types of interest (Debit, Debit2, Credit and Credit2). At correction
time of a previous capitalisation the system will compare the capitalisation date against the last FINANCIAL YEAR.END.
In the COMPANY record and if the correction date falls in the last year the P&L adjustment will be posted to the last
year category, if not it will be posted to this year. Debit interest adjustment categories must be in the range 51000 to
51999 and credit interest adjustment categories must be in the range 50000 to 50999.

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The ACCOUNT application is accessed through the following menus and sub‐menus.

Accounts Menu
▪ Account Applications (AR account)
▪ Facility Applications (AR account)
▪ AA Accounts (AR account)
▪ AC Accounts
o Live Accounts
o Pending Records
o Opened Today
o New Account
▪ New Current Account
▪ New Savings Account
▪ Etc.
▪ Inactive Accounts
o AA Accounts
o AC Accounts
▪ Closed Accounts
o AA Accounts
o AC Accounts
▪ Reports
o CGAP Savings Reports
▪ Savings Account Activity (CGAP A1)
▪ Teller Savings Report (CGAP A2)
▪ Active Savings Accounts by Branch (CGAP A3)
▪ Dormant Savings Accounts by Branch (CGAP A4)
▪ Upcoming Maturing Time Deposits (CGAP A5)
▪ Savings Concentration Report (CGAP A6)
Other Actions:
▪ Reset Inactive Accounts
▪ Current Accounts with Revolving Credit Facility
▪ Dividend Handling
▪ Messaging
▪ Savings Insurance Claim Processing

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Role Based Home Page

Customer Service Agent Home Page>>Search Customer>>Accounts>>Select from the menu under ‘Shortcuts’ and
actions/operations are performed by selecting from the icons to the right-hand side of the listed accounts.

The landing page displays all the accounts held by the selected customer.
NOTE: AR accounts are at the top of the list, while AC accounts are reported towards the foot of the page.
Alternatively,
All-in-One Home Page>>Customers>>Search for Customer>>Accounts>>Select from menu under ‘Shortcuts’ and
actions/operations are performed by selecting from the icons to the right-hand side of the listed accounts.

The page also provides a variety of options to perform operations on the account/s. These are discussed here:

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Operations
On the right hand-side of the account, the following icons are presented:

View the account record

Edit

View transactions (statement)

Overview

Teller operations

Documents

Close the account

View Account Record

When the option to ‘View’ is selected, the Account static information is presented in no-input mode:

Move between the tabs to view the additional information.

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Edit
If the static information on the Account record is to be updated, select the ‘Edit’ option and process the changes.

Remember to have the changes to the record authorised so that these are reflected on the account.
(NOTE: DIRT Payable is the same as Withholding Tax Payable. The field label will be edited at your implementation to
reflect the terminology used at your institution.) Tax will be deducted from the dividends and paid over to the Tax
Authorities as per the instructions in your country. For more information, please see the chapter on Dividends and
Insurance in this guide.

View Transactions
This represents a statement of the account, detailing all transactions that were booked.

By clicking on the icon to the right of the transaction, the details are presented. Here one can see when the transaction
was processed, by whom, the contra entries, and so on.

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Overview
The information on this screen aims to provide the bank user with as much information as possible. Click on the tabs
for more information on the various facilities that may be set up on the account.

When clicking on the (view details) icon next to the entry on the Monthly Activity section and then on the
(view transactions) icon next to the Daily Activity, the system presents a statement on the account:

Teller Operations
It is possible to access the Teller Menu to perform transactions against the selected account:

See the Teller user guide for descriptions of the various Teller type transactions.

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Below is the input screen when ‘Cash Withdrawal’ is selected from the menu:

Documents
Documents are generated, for example, a welcome letter, statement of the account, certificate of interest, and so on.
These are stored in the document repository for each customer. It is possible to view and request documents by using
this menu option. Also see the chapter on Account Statements elsewhere in this document.
Users can also upload documentation. Once verified, the documents will be available for view. See the Document
Output and Document Scanning & Indexing user guides for more details.

Select from ‘Request New Document’ or ‘Upload New Document’ as required.

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Close the Account

Also see the chapter on closing an account elsewhere in this document.
The following options are available to provide information to the user when requested to close an account:

this icon against the menu items is used to obtain the details. Select as required.

Account Close Simulation

This process calculates the closing balance and provides a detailed list of all the components in the settlement figure.

Account Closure
This is where we inform the system of how the account is to be closed and if any settlement charges are to be
applied. The Balances can be seen in the ‘Balances’ tab.

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The balance details are found in the next tab, ‘Balance Details’:

When an account is closed the default posting restriction is in the range 90 to 95.

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Linked contracts
All contracts that are linked to the account will be presented here, be it that the account is being held as security for a
loan (AC.LOCKED.EVENTS), a Standing Order, Direct Debit, a card, signatory, or mandate that still need to be
terminated/cancelled.

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Customer Accounts
A customer ACCOUNT can be one of many different types, a simple current account, overdraft, or savings accounts and
many more. The strength of the Banking system lies in the flexibility within which new account types can be added to
it to meet the institution’s ongoing requirements.

This is a customer‐orientated system. An account is connected to a CUSTOMER record and thus the owner and address
details are not entered on the individual ACCOUNT. This eliminates the need for extensive maintenance of customer
information such as when a customer changes their address.

When the Banking system is installed, part of the implementation process is to configure the types of accounts the
institution wishes to offer and their characteristics. Typically, this would include the debit/credit interest rates, interest
and charges capitalisation frequencies, statement production cycle, charges, other account group conditions etc. Once
these key files are set up the addition of a new customer ACCOUNT is very simple.

The processing options available on customer accounts include:

▪ Posting Restrictions
▪ Referral Conditions
▪ Alternate Account IDs
▪ Mnemonic Codes
▪ Joint account holders
▪ Liquidation of interest to another account
▪ Charges capitalised to another account
▪ Interest and Charges settled in currencies other than the account currency
▪ Combining balances across accounts before interest calculations
▪ System information fields such as balances, etc.
An example of a regular share/savings account is shown below:

In the above example, the account 1064185 has a field ACCOUNT MNEMONIC, M100002-02 that can be entered into any
standard Transact ACCOUNT field and is translated automatically into the correct ACCOUNT number.

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NOSTRO Account
NOSTRO account records have a key in the same format as a customer ACCOUNT and the account-servicing bank is
treated as a CUSTOMER for most purposes. It is identified by the CATEGORY code and the LIMIT.REF field containing
the word “NOSTRO”. As it is a shadow of the VOSTRO account maintained by the correspondent, the customer ID is
informational the real account owner is your institution. An example of a NOSTRO account is shown below:

When setting up a Nostro Account the customer of the ACCOUNT should not receive a statement, or debit/credit
advices. These should be re-directed to your reconciliation department. Create a print re-direct address for the
correspondent (e.g., US0010001.C-100002.PRINT.2 on DE.ADDRESS) then in DE.PRODUCT create a record for the
Nostro Account (e.g., US0010001.A-10065.ALL.ALL) this will prevent any advices for this account being sent to your
correspondent.

For information on the Reconciliation module, its capabilities and how it can assist your Finance Department in their
daily workflow please refer to the Nostro Reconciliation User Guide.

Internal Accounts
Internal accounts are not related to a CUSTOMER record, and are used for maintenance of cash accounts, accrued
profits, suspense accounts, tax, and capital accounts. Since there is no CUSTOMER record related to internal accounts,
details such as account title and short title need to be specified when the account is created. The account number of
an internal account consists of the currency, category, and a subdivision number. An example of a simple internal cash
account is shown below:

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Setting up a Nostro Account

Overview
A Nostro Account is a duplicate of the account that your institution holds in the books of another financial
institution. There is no limitation on the number of Nostro Accounts that may be held.

Access and Set-up

1. All-in-One RBHP>>System Parameters>>Customers>>Customer Tables>>Sector Code

Ensure that code 8001 - Banks has been defined in this table.

2. All-in-One RBHP>>System Parameters>>Customers>>Customer Tables>>Industry Code

Ensure that code 8000 - Banks has been defined in this table.

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3. CATEGORY
Create CATEGORY 5001, called Nostro Account

4. ACCOUNT.CLASS
Use the parameters defined earlier to create the NOSTRO and BANK records in the ACCOUNT.CLASS
application.

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5. Customer Menu>>Non‐Individual Customer

Create a Non‐Individual Customer record for the financial institution. Ensure that the Sector code is as defined
in the ACCOUNT.CLASS application:

6. Account
Create an account by entering ACCOUNT, (comma) in the command line
Click on the New Deal icon and complete the fields as described below
When all the details have been entered, click on the Commit icon

ACCOUNT version

NOTE: the ‘Y’ flag at RECONCILE ACCT field will mean consolidated entries on the account statement.

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Field Description

Account Number This is the number of the account. The format is defined by your
institution and set up at the time of implementation.

Customer Number Specify the customer for whom the account is being opened. Select
the number from the drop-down list.

Category The category code is the unique identification number for this
product (in the GL) and allocated on configuration of your system, in
this example it is 5001 for a NOSTRO account.

Account Name This is the name that describes the account. You may use up to 35
characters.

Currency This specifies the currency in which all financial entries for this
account will be recorded. Select the appropriate code from the drop-
down list. The default is the local currency of your institution.
Identifies the Currency Market for exchange rate information for this
Currency Market
Account, in countries where different rates are quoted for the same
Currency.
The use of this field is only applicable in countries where the
exchange market defines different rates for the same Currency,
according to rules determined by the local authorities or central
bank.
A typical example would be Belgium, where foreign currencies are
quoted on the Regular Market and also on the Free Market. Different
sets of exchange rates exist for these two markets.
The Currency Market flag may also be used to denote notional
markets, i.e., where the User would like to define different sets of
exchange rates according to the type of product handled.
Limit Reference The system will default NOSTRO in this field once the record is
validated or committed,

Account Officer This is the main Account Officer responsible for the account. The
field will be populated with the ID of the account officer as defined
on the Customer Information File.
Alternatively, select an Account Officer from the drop-down list.
The details are created and maintained in All-in-One RBHP>>System
Parameters>>General>>General Parameters>>Account Officers

Reconcile Acct Set the value to ‘Yes’.

7. AGENCY
The Agency File contains settlement details of major customers and all banks irrespective of whether there is any
business connection. Details include any arrangements, account relationships and, where possible, the Agents
correspondent bankers for specific currencies. This information is entered centrally to supply Automatic Routing
instructions for remittances/cover to all banks and customers with whom your institution has numerous
dealings. This eliminates the need to re-enter the details at transaction level. It thus allows full advantage to be
taken of electronic delivery facilities by providing, automatically, the settlement agents for remittances/cover
involved in outward payments.
The absence of Agent's correspondent bankers’ information in this file will force the user to enter these details
each time at the transaction level.

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Any Nostro account defined in this table is for information only and will not be used as a default Nostro by the
Transaction Processing Application which always uses the NOSTRO.ACCOUNT file.
The basic details of these banks and major customers must first be defined in the Customer file before the
creation of the Agent details will be allowed. Having created a Customer record, which is a Bank, it is advisable
to create an Agency record with the same key, and all available auto-routing details.

AGENCY version

Field Description

Nostro Acct No This is the number of the account opened in step 6 above. The format
is defined by your institution and set up at the time of
implementation.
Defines our actual Account Number in the Books of the Agent Bank
Our Ext Acct No
with whom a Nostro Account relationship exists. It is used to identify
the correspondent's statements related to the account.
Any details entered in this field will be accepted without further
validation and are for information only.
Validation Rules:
Up to 34 type A (alphanumeric) characters. Multi value field to define
actual Nostro account numbers. Associated with field
NOSTRO.ACCT.NO. (Optional input if Nostro Account details input,
otherwise not allowed.)
Holds IBAN of the OUR.EXT.ACCT.NO
Iban Our Ex Acc
If value is entered, it will be validated against IN.IBAN.STRUCTURE
file, else an equivalent IBAN will be retrieved from an external
account record with alternate account type set as “T24.IBAN”

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Draft Advice Defines those bank accounts which require drawing advices to be
issued and sent to them when drafts are drawn on them.
Defines the Account Number of an account belonging to an Agent
Their Acct No
(correspondent) maintaining a Vostro Account in our Books.
The Currency of the Vostro Account will be checked to ensure that it
is OUR local currency. Where it is in a Currency other than local, an
override will be required.
The Customer number on the Account record must correspond to
the ID field of the Agent being defined.
Validation Rules:
2-16 numeric character Account number or 3-10 type MNE
(uppercase alpha or numeric or '.') character mnemonic. Multi value
field. (Optional input if Agent is defined as a bank and the Account
as a Vostro as per ACCOUNT.CLASS file. Otherwise not allowed.)
Defines the American Banks Association (ABA) unique identification
Aba Number
for banks in the U.S.
Within Funds Transfer, the SWIFT standard for Country codes has
been adopted. Therefore, the program tests for Residence = US, if
SWIFT is not being used this can be amended to test for the actual
code used.
Validation Rules:
4 numeric characters. Optional input if Agent is defined as a Bank (as
per ACCOUNT.CLASS file). Otherwise not allowed.
The Residence on the Customer record must be United States of
America.
Defines the Universal ID applicable to banks and some multi-
Univ Id
national Customers.
This identification is acknowledged throughout the world and thus
the field values are obtainable from a published user guide.
Validation Rules:
6 numeric characters. (Optional input if ABA number is blank,
otherwise not allowed.)
Defines the SWIFT confirmation address to be used on
Swift Conf Addr
inward/outward telex payments involving this Agent (bank).
It is used in the generation of S.W.I.F.T. Common Reference in
S.W.I.F.T. messages. If this field is not completed then invalid
S.W.I.F.T. messages may be generated for this addressee.
Validation Rules:
8 or 11 characters in the following format: a) Bank code: 4 type SSS
(uppercase alpha) characters. b) Country: 2 type SSS (uppercase
alpha) character country code. c) Location/ Bank code: 2 or 5
characters in the range A-Z and 0-9. (Optional input, otherwise not
allowed.)
The country will be checked to the COUNTRY Code file.
If an input is made and the Agent is not defined as a bank then an
override is required.
Test Signature Defines if testing arrangements exist with the Agent and if they hold
our authorised signatures.
Where a NOSTRO.ACCOUNT relationship is maintained with this
Agent, input must be T or B;
T = Telegraphic testing arrangements exist
S = Signature arrangements exist
B = Both conditions T and S exist

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Blank = No control documents

Autorouting Defines whether or no automatic routing instructions are to be used

for this Agent.
Defines the Currency for which the associated settlement
Autorte Ccy
(Autorouting) instructions are to be used.
Each Autoroute is defined by the Currency of the remittance. For
each Currency separate routing instructions can be defined for each
Application.
Validation Rules:
3 type SSS (Uppercase alpha) characters or 1-3 numeric character
Currency code. Multi value field associated with field range
AUTORTE.APPL to AUTORTE.ACCT. (Mandatory input if Autorouting
indicator is Y.)
Any specific Currency code can only be defined once per Agent.
The specified Autoroute Bank must also have the same currency
quoted before data may be accepted for this Agent record.
Defines the Application to which the associated Autoroute
Autorte Appl
instructions apply.
When an ALL condition has been input in this field for a specific
Currency, an Application ID for the same Currency will only be
accepted if the Autoroute bank or the Autoroute Account are
different between the ALL and Application condition.
Validation Rules:
FD = Fiduciary FR = Future Rate Agreement
FT = Funds Transfer FX = Foreign Exchange
LC = Letters of Credit LD = Loans/Deposits
MM = Money Market SC = Securities
ALL = All of above Sub-value field of multi value field AUTORTE.CCY
associated with the sub-value fields AUTORTE.BANK to
AUTORTE.ACCT. (Mandatory input if associated Autoroute Currency
is input. Otherwise not allowed.)
Any specific Application ID can only be defined once per Currency.
ALL can be used to represent all Applications or all other
Applications.
Where both ALL and a specific Application is defined, the System first
attempts to use the specific Application. If not acceptable (e.g. wrong
Transaction Type) then use will be made of the ALL default values.
Defines the bank to whom the Agent wishes cover to be paid for
Autorte Bank
payments in a specified Currency and Application or a specific
Customer or Vostro account or BIC code prefixed by SW- to be used
as the default.
If VOSTRO has been input there must be a valid Vostro Account in
THEIR.ACCT.NO, with the same Currency as the Currency input.
Validation Rules:
1-10 numeric character Customer code or 3-10 or type MNE
(uppercase alpha or numeric or '.') character Customer mnemonic or
CUSTOMER or VOSTRO. Sub-value field of multi value field
AUTORTE.CCY and has associated fields AUTORTE.APPL to
AUTORTE.ACCT. (Mandatory input if AUTORTE.CCY is input
otherwise not allowed.) If the data input is not CUSTOMER or
VOSTRO it will be checked against the ACCOUNT.CLASS file to
ensure that it is a bank. If the data input is not CUSTOMER or VOSTRO
then it must either be itself or exist on the AGENCY File. If the data
input is not CUSTOMER or VOSTRO then the Residence of the
Autoroute Bank is not the same as the Country of the Currency
defined in the prior field, an override will be requested but before

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this the following additional checks will be performed on the Agency

record of the Autoroute Bank entered: - The Currency input must
already exist on the Autoroute Bank entered. - The Autoroute Bank
for that Currency is not the same as the Agent being defined. - The
Residence of the Autoroute Bank for that Currency must equal the
Country of the Currency defined in Autoroute Currency of the Agent
being defined. If the data input is not CUSTOMER or VOSTRO then
the Autoroute Bank cannot be the same as the Agent except if
defining the Autorouting conditions for the local currency of the
Agent.
The BIC code entered must be valid BIC code and should already
exist on the Agency file and should be prefixed by SW-. The total
length of this field is 14 characters. The BIC code may also exist in
DE.BIC.
N.B. In order to use the 'SW-' functionality in Funds Transfer, the
FT.TXN.TYPE.CONDITION field SWIFT.ADDRESS must be set to YES
for each of the types e.g. AC, OT, IC.
Defines the Region of the Country in which the Autoroute Bank
Autorte Regn
resides.
If required the location of banks within a Country can be divided into
Regions to cater for specific local holidays in order that varying
notice periods may be applied.
Validation Rules:
1-2 numeric characters. Sub-value field of multi value field
AUTORTE.CCY associated with field range AUTORTE.APPL to
AUTORTE.ACCT. (Optional input)
It must be a valid code on the REGION table. (The Residence of the
Autoroute Bank is linked with the Region input in order to validate
against the REGION table.)
If CUSTOMER or VOSTRO has been input in the Autoroute Bank field,
the Region of the Country will be checked.
Defines the external Account number of the Agent with the
Autorte Acct
Autoroute Bank.
If CUSTOMER is entered as the Autoroute Bank for the associated
AUTORTE.BANK field then an account number must be entered in
this field. The account must be in the same currency as the
associated AUTORTE.CCY, it must have the same customer as the key
to the AGENCY file and it must not be defined as a NOSTRO or
VOSTRO account.
If VOSTRO is entered as the Autoroute Bank, the System defaults to
the first THEIR.ACCT.NO with the Currency as specified. If entered,
must be one of the Vostro accounts specified in THEIR.ACCT.NO
fields.
Example:
Let us suppose that we are ABC bank and that we want to load the
AGENCY file with Deutsche Bank Frankfurt who wish to receive for all
Applications:
GBP with ABC bank 654321 USD with Morgan N.Y./Acct 123456 FRF
with BNP Paris Acct 234567 DEM with themselves
The following Agent record will be loaded up:
Deutsche Bank Frankfurt
Field Description Field Input
THEIR.ACCT.NO : 654321 AUTOROUTING : Yes AUTORTE.CCY : GBP
AUTORTE.APPL : ALL AUTORTE.BANK : VOSTRO AUTORTE.REGN : 01
AUTORTE.ACCT : 654321 (defaulted)
AUTORTE.CCY : USD AUTORTE.APPL : ALL AUTORTE.BANK : Morgan
NY AUTORTE.REGN : 01 AUTORTE.ACCT : 123456

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AUTORTE.CCY : FRF AUTORTE.APPL : ALL AUTORTE.BANK : BNP Paris

AUTORTE.REGN : 01 AUTORTE.ACCT : 234567
AUTORTE.CCY : DEM AUTORTE.APPL : ALL AUTORTE.BANK :
Deutsche Fft (same as Agent) AUTORTE.REGN : 01 AUTORTE.ACCT
Validation Rules:
Up to 34 type A (alphanumeric) characters or If CUSTOMER or
VOSTRO is the Autoroute Bank either: 2-16 numeric character
Account number or 3-10 type MNE (Uppercase alpha or numeric or
'.') character Account mnemonic. Sub-value field of multi value field
AUTORTE.CCY and associated with field range AUTORTE.APPL to
AUTORTE.REGN. (Optional input. Not allowed if associated
Autoroute Bank is this actual Agent record.)
Specifies the currency for which a national clearing system code is
Clear Ccy
required on a SWIFT message.
This field is multivalued and associated with field CLEAR.CODE.
It is used with the "AGENT" conversion when defining a message on
the DE.FORMAT.SWIFT file.
Validation Rules:
3 type SSS (uppercase alpha) characters or 1-3 numeric character
currency code.
Must not be duplicated.
Must be input if the corresponding CLEAR.CODE field is input.
Specifies the national clearing system code to be used on a SWIFT
Clear Code
message.
This field is multi-valued and associated with field CLEAR.CCY.
It is used with the "AGENT" conversion when defining a message on
the DE.FORMAT.SWIFT file.
Validation Rules:
Up to 13 type A (alphanumeric) characters.
Input must be in the format of 2 alpha characters followed by up to
11 numeric characters.
Must be input if the corresponding CLEAR.CCY field is input.
This field is used to indicate that an Agreement exists with the
Autoroute Agrd
correspondent bank whose AGENCY record this is. Limited to the
FUNDS.TRANSFER application, the use of this field controls whether
a cover payment is sent to the correspondent bank (or not) in
situations where the receiving bank of the direct payment has the
same correspondent as we do.
The field has three possible values:
Blank
Where it is blank then cover payments will be sent where required
and the SWIFT message will contain values in both the Sender
Correspondent and Receivers Correspondent.
NO
Similar to above but only the senders correspondent is present.
YES
An agreement exists, and if both we and the receiver of the direct
payment message share the same correspondent the cover payment
is to be suppressed. Additionally, only the receivers correspondent
field will be populated (the senders correspondent will be blank).
This field is used in conjunction with field
Cut Off Rule
CUT.OFF.TIME
DEBIT.VALUE.DATE
If the transaction is entered before the cut off time on the currency
file (for the debit currency) and
CUT.OFF.RULE
Validation Rules:

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Valid values are 0 and 1

A value of 0 indicates that the 48 hour cut off time rule is not being
applied to this AGENCY record.
A value of 1 indicates that the rule is being applied.
This no-input field holds the list of effective dated records, updated
Effective Date
on the current record i.e., the record which does not have an effective
date in the key, when an effective dated record is input.
Standard multi-value language field to allow users to add their own
Notes
comments on the effective date records.

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Customer Account
Overview
Various menu options are available for the creation of Customer Accounts. This is where we open the accounts of the
products that our institution offers our customers.

Access
All-in-One RBHP>>Customers>>Search for Customer>>Accounts
OR
Role Based Home Page>>Customer Services Agent>>Search for Customer>>Accounts

Procedure
1. Select the account type from the menu.
2. Click on the New Deal icon. The system will allocate the next available account number.
3. Enter the details as described below.
4. When everything has been completed click on the Commit icon.
5. It is important to remember to have the entry authorised before the record will be available for transactions.

Fields for entry

Mandatory fields are identified by an asterisk to the left of the input area and needs to be filled with relevant data.

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ACCOUNT version

Field Description

Account Number This is the number of the account. The format is defined by your
institution and set up at the time of implementation.

Customer Number Specify the customer for whom the account is being opened. Select
the number from the drop-down list.

Other context enquiries are available at the prompt on this field:

Category The category code is the unique identification number of this product
and allocated on configuration of your system.
This is automatically allocated by the system and depends on the
menu option selected by you, for example 7313 is a regular share
and 6002 is a savings account.

Account Name This is the name that describes the account. You may use up to 35
characters.
The name defaults from the information as stored on the Customer
Information File and you can change the name of the account as
requested by the customer, for example HOLIDAY account, should
the customer wish to allocate different savings accounts for different
purposes.

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Currency This specifies the currency in which all entries for this account will be
made.
Select the appropriate one from the drop‐down list.
The default is the local currency of the institution.

Account Officer This is the main Account Officer responsible for the account. The
value in the field will be populated with the ID of the Account Officer
as defined in the Customer Information File.
Alternatively, select the appropriate ID from the drop-down list. The
details are created and maintained in Administrator Menu>>System
Tables>>Account Officer.

Account Mnemonic The account mnemonic is of great importance in this release of

the software. To make use of the Teller Applications and Payroll
Processing that allow for the payment of money into savings, loans,
and loan interest, all on one version, care needs to be taken when
setting up the account mnemonics.
The account mnemonic must be unique, in fact, the system does not
allow duplicate records, and the savings, and loan and interest
accounts are linked as follows:
Mnemonic for the savings account: M100119‐0
Mnemonic for the loan account: M100119‐0A
Mnemonic for the interest account: M100119‐00
The system requires that the first character of the mnemonic be an
alpha character, 100119 represents the customer number, this may
however, be the unique identifying number from the legacy system.
For example, the customer account was 1800Q, the savings account
mnemonic may be set as M001800‐0, or Q001800‐0.

Employee Number The system will default the Employee Number as maintained in the
Customer Information File. This is a no-input field and for
information purposes only.

Limit Reference If this product allows an overdraft facility and the customer has a
credit limit covering this account, enter the applicable limit reference
here.
Limits may be set up per customer, group, product, industry and/or
currency.
Should you leave this field blank, and a limit reference exists for this
product, the system will display the reference on committing the
record.

Blocked Reasons If this account is blocked, record this by selecting a reason from the
drop-down list. When the account is blocked as security for a loan,
the amount will be automatically blocked during the loans
processing (there is no requirement to repeat the block on the
account (which is done through AC.LOCKED.EVENTS described
elsewhere in this document)).
The block will prevent the account from receiving debit or credit or
both debit and credit transactions while in force.

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Opening Date This is the date on which the account was opened. If you leave this
blank, then the system will default the current system date.
Dates are entered in the format DD-MMM-YYYY, for example 29
MAR 2021, or use the calendar provided.
Contains the value date of future credit and debit movements to the
Value Date
account for the purpose of cash flow processing.
Fields CREDIT.MOVEMENT to VALUE.DATED.BAL indicate all debit
and credit movements to the account valued on the date in this field.
Cash flow Balances are held here for all forward dated and value
dated account movements up to the number of calendar days
forward from today as specified on the 'CASH FLOW DAYS' field on
the ACCOUNT.PARAMETER file.
If a value dated entry (not forward dated), is made to the account for
a value date that is past the cash flow window, then this value date
will replace the old window end date and all cash flow balances will
be shown up to this new date.
Validation Rules:
Standard date format. This field forms a multi value set with fields
VALUE.DATE and field VALUE.DATED.BAL.
Dormancy period is tracked. The inactive period (per product) is set
Inactive Marker
up at implementation. Once an account reaches that period of
inactivity, a report is generated, and the account flagged accordingly.
The processes to reset an inactive account is described elsewhere in
this user guide.
The default value for share accounts is ‘Yes’. The system will track the
Calculate Dividend
daily closing balance for the purposes of calculating dividends.
Indicate whether the customer (member) would like Withholding
Tax Payable Y/N
Tax to be deducted from the dividend earned by selecting either Y or
N.
Insurable Y/N Indicate whether the balance on this account is to be tracked for
savings insurance purposes. The total insurable balances of this
customer will be tracked, and the overall position is to be added to
the Customer Information File>>Individual Customer>>Other Info
(stores the value from the legacy system) at the time of processing
an insurance claim.
Note: The Customer Information File setting takes preference over
the Account setting, to explain - the setting on the customer record
is ‘Yes’ and the setting on the account is ‘No’, insurance will be
calculated on this particular account.
However, if the setting on the customer record is ‘No’, insurance will
not be calculated even if you set the value of this field on the account
to ‘Yes’.
Current Year Dividend Points For Credit Union implementations: the system calculates and
displays the dividend points earned on this account during the
current year.
At the End of the Financial Year, the figure in this field is transferred
to the field below and dividend points are accumulated anew.
Dividends will be paid on the figure recorded in this field after the
Previous Year Dividend Points
AGM when the dividend will be declared. This figure will be stored
for the duration of the Financial Year.
For Credit Union implementations: the system calculates the
Savings Insurance Value
Insurance Value per age band and displays the values in these sets
of fields.

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For more on dividend processing and handling, please refer to the user guide on Dividend Processing and Insurance
Processing.

JOINT ACCOUNT HOLDER(S) version

Field Description

Joint Customer Should the account be a joint account between two or more
customers, each customer must be recorded as a customer on the
system. In other words, each customer will have a Customer
Information File and therefore a Customer Number. A relationship
needs to exist between the customers of a joint account.
Enter the Customer Number in this field.

Relationship On entering the Customer Number in the field above, the

relationship code is populated in this field.
Note: It is necessary that the relationship be created on Customer
level first.

Joint Notes This is a free-format field where you may record any relevant
information. The fields above are associated multi value to allow you
to record the data for each customer.
Should a customer leave the joint account, merely remove the multi
value set of fields that contain his/her data. The history file stores
details where you may refer in need.

ATM CARD version

The purpose of this version is not to provide card management, but to facilitate the ordering, issuing and status updates
of a plastic card to the customer/s of the account. An interface to the card production company will place the order

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and when the card is issued, transactions processed on the card will be authenticated. This discussion assumes that the
interface with the card production company is in place and that the orders are placed when the batch job is processed
during the COB.

Field Description

ATM Card (Y/N) Indicate whether cards have been ordered/issued on this account.

ATM Card Number Enter the Card Number (one received from the card production
company or from existing stock)

ATM Cardholder The ATM Card Holder must be a customer on the system. Enter the
Customer Number or select from the drop-down list. Enhanced
search options are available at the icon adjacent to the field.

ATM Card Status Select the status of the card from the drop-down list. This list is
maintained in Administrator Manu>>System Tables>>ATM Status.
Statuses are: Ordered, Issued, Lost, Replaced, Closed, etc.

Last Status Update The system displays the date of the last card status update.

Max Card Balance This is the maximum withdrawal amount that the cardholder/s may
process against the card during any one day. This limit is typically
defined by the customer.

SIGNATORIES version

Field Description

Signing Instructions Indicate whether there are any signing instructions (mandate or
power of attorney) on the account by selecting ‘Y’ in this field.

Signatory Code/name Enter the Customer Number or if the signatory is not a customer of
your institution, then enter the signatory’s name.

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Sign Pport/ID Type The system populates this field with the signatory’s Identification
details, if the signatory is not a customer of your institution, you will
need to enter the relevant information.

Sign ID/Ppport No The system populates this field with the signatory’s Identification Number,
if the signatory is not a customer of your institution, you will need to enter
the relevant information.
The system populates this field with the expiry date (if applicable) of the
Pport Expiry Date
Identification Document, if the signatory is not a customer of your
institution, you will need to enter the relevant information.
Date of Signing Enter the date on which the signing instructions were received.

Signing Instructions Capture the instructions as per the customer/s’ requirements.

The fields above as associated multi value to allow you to record the data for each signatory. Should the signatory resign
from the account, merely remove the associated multi value set. The history file stores details where you may refer in need.

DIARY version

Field Description

Date Enter the date on which the Notes are captured. Entries captured
here are for memo purposes only and will not generate any report as
is the case with DIARY Standing Order instructions.

Notes Free format field to capture any notes.

The AUDIT Version displays audit details such as who was the inputter, who the authoriser, and so forth, which are not
available for entry or editing as they are automatically updated by the system.

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Internal Accounts
Overview
The internal accounts refer directly to the accounts within your institution’s General Ledger. Great care should be
exercised when setting up or maintaining these, as the consequences will be far‐reaching in reporting the balances in
the financial books. Internal accounts are configured at implementation.

Access
All-in-One or Finance RBHP>>Finance>>Internal/Nostro Account >>New Internal Account

Procedure
1. Select the menu option.
2. Enter the Account Number. The format is CCYXXXXXXXXX. For example, the USD cash account for Till Two would be
entered as USD100000002.
3. Click on the New Deal icon.
4. Enter the details as described below.
5. When everything has been completed click on the Commit icon.
6. It is important to remember to have the entry authorised before the record will become “Live”.

Fields for entry

Mandatory fields are identified by an asterisk to the left of the input area and needs to be filled with relevant data.

INTERNAL ACCOUNT version

Field Description

Internal Account Number The key to the internal account number is:
Currency/category code/sequence number, for example
USD100000002, the system converts the input to
USD-10000-0002
In Multi Company deployments, the system will add ‘-0001’.

Account Name Enter the name of the account

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Short Name An abbreviated description which may for instance be used on

reports where space is limited. The minimum length is 3 and the
maximum 15 characters.

Mnemonic Enter the mnemonic for the account, up to 10 characters of which

the first is to be an Alpha character. This is an alternative identifier
(perhaps the number on the external third -party GL).

Category The category is identical to the category code in the account number
key.

Currency Enter the currency code, to be the same as the currency code in the
account number key. The system defaults to the local currency code
of your institution.

Account Officer Enter the ID of the account officer responsible for this account.

Opening Date This is the date on which the account was opened. If you leave this
field blank, the system will default the current system date in this
field. Dates are either in the format DDMMMYYYY such as
29MAR2021, 20210329 or selected from the calendar provided,

The AUDIT Version displays details such as who was the inputter, who the authoriser, and so forth, which are not
available for entry or editing as they are automatically updated by the system.

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Close Accounts
Overview
This option allows you to close an account for any number of reasons.
This file contains details such as outstanding interest and charges and is used to indicate that an account is flagged for
closure.
The information is provided to help the user determine the entries which must be entered to bring the balance to zero
and allow automatic closing to take place.

Access
All-in-One Home Page>>Customers>>Search for Customer>>Accounts>>select the AC account and actions/operations
are performed by selecting from the icons to the right-hand side of the listed accounts.

Procedure

1. Select the menu option.

2. Enter the number of the account you wish to close.

3. Click on the icon.

4. Enter the details as described below.
5. When everything has been completed click on the Commit icon.
6. It is important to have the record authorised for the account to be closed.

Fields for entry

Mandatory fields are identified by an asterisk to the left of the input area and needs to be filled with relevant data.

We recommend that you attend to:

Linked contracts
All contracts that are linked to the account will be presented here, be it that the account is being held as security for a
loan (AC.LOCKED.EVENTS), a Standing Order, Direct Debit, a card, signatory, or mandate that still need to be
terminated/cancelled.

Thereafter proceed with the closing of the account activities.

Account Close Simulation

This process calculates the closing balance and provides a detailed list of all the components in the settlement figure.
The customer can then give instructions as to how to treat the closing balance.

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The AUDIT Version displays details such as who was the inputter, who the authoriser, and so forth, which are not
available for entry or editing as they are automatically updated by the system.

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Account Closure
This is where we inform the system of how the account is to be closed and if any settlement charges are to be
applied. The Balances can be seen in the ‘Balances’ tab.

The balance details are found in the next tab, ‘Balance Details’:

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When an account is closed the default posting restriction is in the range 90 to 95.

Account Closure version

Field Description

Account Closure The number of the account selected to be closed is defaulted in the
ID bar.
When an ACCOUNT is flagged for closure, any entries processed to
the ACCOUNT require an override.
The ACCOUNT.CLOSURE.PARAM is also checked during account
closure and provides overrides if any based on the parameters set.

Closure Date This is the date that is specified for the interest and charges
capitalisation which is the start of the automatic closing process.
During the Close of Business (COB) batch processing on the Closure
Capitalisation date specified, or if this is a non-working day, on the
previous working day, the outstanding interest and charges are
recalculated and capitalised.
During COB processing the following day, if the ACTUAL and CLEARED
BALANCE are both zero, the account is closed.

If either BALANCE is not zero, the account remains open and interest
capitalisations are processed during every Close of Business run until
it can be closed.
When the account is closed, it is removed from the LIVE ACCOUNT
file and written to the ACCOUNT HISTORY (ACCOUNT$HIS) file with
a RECORD STATUS of CLOSED, a closing statement is produced, and any
remaining Standing Orders cancelled.

Posting Restrict Select a reason for closing the account from the drop-down list. You
may select a code between 90 and 99 (for the system to close the
account when the balance is zero).

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Close Online When on-line closure is required, then select ‘Y’, when this field is set
to ‘Y’ the following actions will take place at the time of committing
the record:
1. The field CLOSED.ON.LINE in ACCOUNT application is set to ‘Y’
2. If the field CAPITAL.DATE in this application is set to a future date,
then an error message will appear stating that the CAPITAL.DATE
cannot be a future date.
If the record is subsequently deleted, then the earlier update in the
ACCOUNT application will be restored back to NULL.
If the SETTLEMENT.ACCOUNT is supplied, then, at the time of
authorisation of the ACCOUNT.CLOSURE record, the final settlement
will take place between the account that is to be closed and the
SETTLEMENT.ACCOUNT.
If the SETTLEMENT.ACCOUNT is not supplied, then a TELLER record will
be created in IHLD. On authorisation of the TELLER record, the
ACCOUNT.CLOSURE record will also be authorised, and settlement
entries generated by the system.
In both cases above, the interest and charges will be posted in an
intermediary account (internal account) mentioned in the
ACCOUNT.CLASS application as SUSACONLINE and the net balance in
the account will be settled.

Close Mode Select the mode by which the account will be closed. The balance in
the account needs to be liquidated to the beneficiary/account
holder. Options are:
Auto
Ft
Payment Order
Teller

Settlement Account Enter the number of the account to/from which the closing balance
must be transferred. In the event of specifying an internal account,
ensure that the ACCOUNT.CLASS has been defined as SUSACONLINE.
If a SETTLEMENT.ACCOUNT is specified, an override will be required if the
sum of the balance and outstanding interest and charges is negative.
If the SETTLEMENT.ACCOUNT belongs to a different CUSTOMER an
override will be required.

Capitalise Int Indicate whether interest is to be capitalised

Once
Waived
Yes

Ft Id When the account is closed by means of a Funds Transfer

transaction, the FT reference will be reported in this no-input field.

Charge Details

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Charge Type Enter the applicable charge for closing the account. Charges are
defined in All-in-One RBHP>>Product Parameters>>General>>Fees –
select Commission (percentage) or Charge (fixed amount).

Charge Amount The system displays the charge amount once the record is validated
and can be manually overwritten.

During Close of Business batch processing, the actual interest and charges entries will be raised and posted
to the intermediary account, so that the balance in the intermediary account becomes zero.
If the SETTLEMENT ACCOUNT exists within the system an AC type FT (funds transfer) record will be
generated. Debit balances can be transferred by this type of transaction, the settlement account need not
have the same currency as the account being closed.
If the SETTLEMENT ACCOUNT does not exist in the system, a BC type FT is generated. Only local currency
accounts with credit balances will successfully generate these transactions. The FT will be automatically
authorised on successful validation, otherwise it will be put IHLD status.
During Close of Business the following working day, if the ACTUAL and CLEARED.BALANCE are both zero, the
ACCOUNT is closed.
If either BALANCE is not zero, the ACCOUNT remains open and interest capitalisation are processed during
every Close of Business until the account can be closed.
On processing the account closure, the system transfers the balance to or from the settlement account.
The account status will remain ‘open’ until one Close of Business process has been run if there are no
further transactions posted to the account.
The account will NOT be closed if there are any future-dated transactions.
Subsequent input to this record will allow the CAPITALISATION.DATE and SETTLEMENT.ACCOUNT to be
changed. Interest and Charges will also be recalculated.
Interest and Charges are calculated on the value dated balances and account activity statistics stored in
the ACCT.ACTIVITY file, considering all entries over the ACCOUNT up to and including the last Close of
Business processing.
Notes:
1. For new accounts no charges are calculated for the month in which the ACCOUNT is created.
2. No account charges are calculated for the month in which the account is closed unless the CLOSURE
CAPITALISATION date is the last day of the month.
3. No bookkeeping entries are generated by this application. All details contained in this file are for
information only.
4. The calculations do not take into account the effect of any transaction/s which have not yet taken place
but which are expected to happen before the CAPITALISATION DATE specified (e.g. Standing Orders
or regular interest capitalisation), or any transactions which have been processed since the last Close
of Business.
The user will have to re-enter the account closure instructions after the future-dated transaction has been
processed.
Note: In the event of the account being linked to a Loan or Deposit account, the system will also not permit
the closure unless and alternative account has been defined on the contract or the contract is settled first.
When the ACCOUNT is closed, it is removed from the live ACCOUNT file and written in the ACCOUNT
HISTORY file (ACCOUNT$HIS) with a RECORD.STATUS of ‘CLOSED’ and a closing account statement is generated.
Should there be an ATM card issued on this account, remember to change the ATM card status to 900
(delete/closed) in the ATM Card version of the account.
All Standing Order instructions, including Direct Debits are to be reversed from the account. See relevant
user guides for details on reversals.

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The screen below displays the record after the Close Account Online record has been authorised.

The screen below displays the record after the Close of Business has been processed.

The AUDIT Version displays details such as who was the inputter, who the authoriser, and so forth, which are not
available for entry or editing as they are automatically updated by the system.

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List of Accounts
Overview

The landing page presents the list of accounts, it is possible to filter the results by using the selection icon , for
example exclude a certain category of accounts.

Access
All-in-One RBHP>Accounts >>AC Accounts

Procedure
1. Select the menu option.
2. If you wish to filter, enter the search criteria, and click on the Find icon.
3. View the resulting enquiry on‐screen and manipulate as described in the Navigation user guide.
4. Close the enquiry.

Screen
When the enquiry displays, it will appear like the screen shown below.

This screen displays the Enquiry Actions allowing you to perform the functions such as print and save in a variety
of formats.
You are also able to filter the results by using the box on the screen as can be seen below:

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You can view the Account or Customer details by selecting the option on the right side of the data in the enquiry.

View

Edit

Transactions

Documents

Selection
A screen like the one shown below displays, allowing you to filter the records for on‐screen enquiry or report:

Shortcuts
Live Accounts
This is an alternative menu option to display a list of accounts.

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Pending Records
This is where the accounts awaiting authorisation are found.

Select the account record to be viewed, edited, authorised, or deleted (prior to authorisation) from this list.

Opened Today
The list of accounts that were opened today is presented here. The user has the option to view and edit the account
record, as well as view the transactions processed on the account.

New Account
This menu option can be used to open an account for a customer if access is not via the SCV.

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Inactive Accounts
Inactive, also known as dormant, accounts are a significant risk to any financial institution.

Overview
This is an on-line report of accounts that reached the inactivity period (as set up in the COMPANY parameter or in
ACCT.GROUP.CONDITION where the period per product is defined in field INACTIVITY.MONTHS) and have been flagged as
inactive.

Access
All-in-One RBHP>>Accounts>>Inactive Accounts>>AC Accounts

Screen

The user us able to action the inactive accounts, by selecting from the icons to the right hand-side of the respective
records:

Overview of the account

Reset dormancy

View transactions

Request a document.

Reset Inactive Accounts

Overview
When no customer-related debits and/or credit transactions are processed to an account for a period as defined in the
INACTIVITY MONTHS field of the COMPANY application, the account is flagged as inactive by the system, through the Close
of Business processing, setting the value in this field on the ACCOUNT record to ‘Y’.
It is also possible to define a different value for accounts of a specific product in the ACCT.GROUP.CONDITION application.
When this marker is set, no entries will be accepted without an override.

Accounts are reactivated by running a special Account Inactive Reset program. The process is described below:

Access
In the Command Line, enter ACCT.INACTIVE.RESET or ENQ %ACCT.INACTIVE.RESET which will provide a list of inactive
accounts for you to select the account that you wish to reactivate from.

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Procedure
1. Enter the account number for which the Inactive Marker is to be reset.
2. Click on the Edit icon.
3. Enter the reset date.
4. Click on the Commit icon.
5. Remember to authorise the record for the account to be reset.
6. Authorised ACCT.INACTIVE.RESET records remain on the file as an audit trial.

Screen

When we type the inactive account number, the screen as below will display:

Enter the value in the RESET DATE field and after authorisation of the record, the Inactive Account is reactivated.

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Closed Accounts
Overview
This is a list of all closed accounts, the date on which these were closed as well as the reason for closure.

Access
All-in-One RBHP>>Accounts>>Closed Accounts>>AC Accounts

Screen
The enquiry information is presented as follows:

The landing page provides information on accounts already closed, pending closure (awaiting authorisation) as well
as accounts that were closed today.
You can also initiate the closing of an account from this page.

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Reports
Overview
Account-related GCAP reports that are generated during the COB are available to view, print and download from this
page.
These reports include results of the accounts of both the AC and AR products.

Access
All-in-One RBHP>>Accounts>>Reports

Screen

Process
1. Select from the menu the report you wish to view/print/download
2. Enter the selection criteria
3. View/print/download the report
4. Close the screen

Savings Account Activity – CGAP A1

This report is a statement of an account. The account number and posting dates need to be provided by the user in
the selection box as can be seen below:

The report then displays the information as can be seen in this screen:

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It is possible to drill down against the transaction entries to view the root transaction. When we look at the USD250
cash withdrawal in the 29th of March 2021:

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Teller Savings Report (CGAP A2)

This report provides the Account/Field Officer with information on the accounts of the customer in the portfolio. This
can be printed/downloaded and taken on the road trip when visiting outlying areas.
Select the accounts per Department Account Officer (DAO) defined in All-in-One RBHP>>System
Parameters>>General>>General Parameters>>Account Officers.

The information is then displayed as:

Active Savings Accounts by Branch (CGAP A3)

Details of all active savings and deposit accounts are presented per DAO.

The details are presented as can be seen below:

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This report includes the last interest amount capitalised, interest accrued to date and the date on which the last
transaction was processed to the account. When the account is held as security for a loan (AC.LOCKED.EVENTS) the
loan number will be provided as well.

Dormant Savings Accounts by Branch (CGAP A4)

Accounts that have been flagged as inactive (see chapter on inactive/dormant accounts elsewhere in this document)
will be provided in this report, per DAO.

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Upcoming Maturing Time Deposits (CGAP A5)

Deposits that will be maturing in the next 2 months are presented in this report.
Filter by DAO and Product as required.

The report can be used to contact the customers, confirm maturity instructions and cross-sell other products and
services.

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Savings Concentration Report (CGAP A6)

This report serves as a summary of the number of accounts and their balances for each account product per DAO.

FCY balances are converted to LCY, in the case of this report, the USD equivalent is in the Totals line.

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Current Account with Revolving Credit Facility

Overview
It is recommended that you use the Facilities in the Retail Accounts (AR) module to provide overdraft services to your
customers.
For clients who provide a revolving line of credit, i.e., a borrowing facility on the AC Accounts:
The accounts have a limit on the amount that is available to the customer, but within that limit, the customer may take
money when required and may repay when it is convenient to the customer.

Therefore, the balance outstanding on the line of credit will fluctuate. Debit interest is to be accrued on the daily
outstanding balance and capitalised at the frequency as determined by the institution, for example monthly, quarterly,
half yearly or annually.

This limit may be fixed or reducing. The limit is to be reviewed as defined in the LIMIT and the exposure against the
limit is reported daily.

To meet the requirement, the following need to be set up:

▪ Category Code
▪ Account General Condition
▪ Account Debit Interest
▪ Account Credit Interest
▪ Group Capitalisation
▪ Account Accrual
▪ Limit Reference

Category Code
Access
In the Command Line, enter CATEGORY, (comma) and create a record for example, 6001 for Current Accounts as
record ID.

Note: Remember to include this category in the reporting lines of the General Ledger and Profit and Loss Statement.

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Account General Condition

Access
Administrator Menu>>Set Up Account Condition>>New Product Records

In the screen above, record ID 1 represents the Current Account and the Category Code 6001.

Account Debit Interest

Access
Administrator Menu>>Set Up Account Conditions>>Debit Interest Record

Enter the values as appropriate in the fields. In this example, the interest on current account daily debit balances is
calculated at 8.75 % pa.
Note: Remember to authorise the record.

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Account Credit Interest

Access
Administrator Menu>>Set Up Account Conditions>>Credit Interest Record

Enter the values as appropriate in the fields. In this example credit interest on current account daily balances is calculated
at 2.75 % on balances greater than USD50.

Note: Remember to authorise the record.

Group Capitalisation
Access
Administrator Menu>>Capitalisation Dates

Debit and Credit Interest can follow independent capitalisation dates and frequencies.
Note: Remember to authorise the record.

Account Accrual
Include the product category in the ACCOUNT.ACCRUAL application.

The purpose of the Account Accrual table is to provide the system with information at Company level about how
and when to process Accruals of interest and charges on Customer Accounts and whether interest capitalisation
is inclusive or exclusive of the balance on capitalisation date, the value dates of interest entries generated and the
day on which the entries are booked.

Interest Accruals may be processed daily or monthly, or it could be specified that no accrual is to be made. Account
charges may only be processed at calendar month end.

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The frequency of interest accrual could be specified at Account Group or Category Level for different Currency
types (foreign or local). For Accounts not covered by specified definition, default interest accrual frequency could
be defined based on Account Currency type.

Dates for interest capitalisation are specified at group level in the Group Capitalisation table and for specific
Accounts in the Account Capitalisation table.

Access
In the Command Line, enter ACCOUNT.ACCRUAL,(comma) and update the record to include the category code of the
Current Account product.

This product is now ready for use, i.e., customer accounts of this product may now be opened. However, continue with the
steps on the next page for complete set up.

Limit Reference
We make use of the LIMIT application to allow credit facilities on accounts. Firstly, we need to define the Limit Reference.

Access
Limits Menu>>Limit Reference Codes

The Limit Reference is included in the standard configuration. Complete the relevant fields in need.
Note: Remember to authorise the record.

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Create a Limit for the Customer

Access
Limits Menu>>Limit Definition

Enter the appropriate values in the fields. In the example above, a limit of USD 2000 is to be reviewed after one year.
The ID of the limit reference is comprised as follows:
CUSTOMER.NO-LIMIT.REFERENCE-SEQUENTIAL NUMBER

Tip: By using the Validate icon, the system will populate the values in accordance with the LIMIT parameters; change
only those necessary to meet the requirements of this customer.

Note: Remember to authorise the record.

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Apply the Limit to the Account

Access
Account Menu>>Current Account

Enter the value in the LIMIT REFERENCE field of the account record as can be seen above.
Note: Remember to authorise the record.

Set the Account Debit Limit

Access
In the Command Line, enter ACCOUNT.DEBIT.LIMIT and enter the values as appropriate.

Note: Remember to authorise the record.

The account with revolving credit limit has now been set up and is ready for use.

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Transaction on the Account

In the screen print below a cash withdrawal of USD1500 against the limit of USD2000 was processed. The Teller
Transaction is:

Overrides on the limits may be controlled through the Security Management System.
The limit record now looks as follows:

View Customer Liability

The customer liability can be viewed in a single screen.

Access
Limits Menu >> Liability Report

Procedure
1. Enter the customer number in the mandatory field.
2. Click on the Find icon.
3. View the record.
4. Close the enquiry.

Screen

When the information displays, it will be as in the screen below:

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Drill down for further information.

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Messaging
Overview
To facilitate special messages to or about customers on their accounts, the POSTING RESTRICTION table is utilised.

Access
All-in-One RBHP>>Product Parameters>>Accounts>>Account Tables>>Posting Restrictions
In this table, you will find option 6 - See Notes on Customer Info File.

Procedure to Capture Message on the Customer File

1. Access the Customer record through All-in-One RBHP>>Customer>>Individual Customer or Non-Individual
Customer>>Single Customer View>>Amend Customer
2. Select Edit Customer
3. Go to the ‘Other Info’ version and enter the message in the ADDITIONAL INFO field. This is a multi-value field, repeat
the lines as many times as required to capture the entire message.
4. When everything has been completed click on the Commit icon.
Note: Remember to authorise the record.

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Procedure to Link the Message to the Account

1. Access the Account through Account Menu>>…Account
2. Enter or select the Account Number from the drop-down list
3. Click on the Edit icon
4. Change the value of BLOCKED REASONS by selecting option ‘6’ from the drop-down list.
5. When everything has been completed click on the Commit icon.
Note: Remember to authorise the record.

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Procedure to Delete the Message from the Customer File

1. Access the Customer record
2. Select Amend Customer
3. Proceed to the Other Information version and remove the message, remember to also remove the additional
multi value fields if these were created
4. Click on the Commit icon
Note: Remember to authorise the record.

Procedure to delete the message from the account

1. Access the Account through Account Menu>>…Account
2. Enter or select the Account Number from the drop-down list
3. Click on the Edit icon
4. Set the value in the POSTING RESTRICTION field to ‘blank.
5. Click on the Commit icon
Note: Remember to authorise the record.

The Customer History File and Account History File store the details of the captured and subsequent deleted messages.

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Dividend Processing
For our Credit Union clients who pay dividends on members’ share accounts, the dividend processing procedures are
described in the Dividend Processing user guide.

Savings Insurance
Overview
Credit Unions can also opt to buy savings insurance for the members from the annual membership fees. While the
FI/ACL solution does not do the underwriting of the insurance, it is possible to define the age bands during which the
savings balances need to be tracked for claims processing.

Savings Insurance Claim Processing

Overview
Customers may qualify for savings insurance, for example:
▪ Up to the age of 55 - the cover is 100% of the savings balance at the time of death
▪ Age 56 to 60 - the cover is at 75%
▪ Age 61 to 65 - the cover is at 50%
▪ Age 66 to 70 - the cover is at 25%
The minimum balance during an age band is tracked by the system. If the closing balance at the end of the day is less
than the opening balance, then the closing balance is stored as the minimum balance for the age band.

The minimum balances are stored on each account and updated daily. The summary of all savings accounts held by
the customer is updated and stored on the Customer Information File, if the field INSURABLE has been set to ‘Yes’.

Procedure and Access

On learning that a customer has passed away, update the customer record as follows:
SCV>>Amend Customer>>Other Info
Change the Classification of the customer to ‘6’ (deceased)
Enter the ‘Death Date’, ‘Notification of Death Date’ and ‘Probate Date’
The posting restriction on the accounts of the customer will be applied if the service is running when the customer
status is updated.

Procedure to Process the Insurance Claim

1. Obtain the minimum savings balances per age band from Account, add this to the figure as captured in the …
2. …minimum savings balances per age band from All-in-One RBHP>>Customer>>SCV>>Other Info at the time of
data take-on
3. Advise the insurance company of the insurance amount and the beneficiaries’ details. The beneficiaries are
captured in All-in-One RBHP>>Customer>>SCV>> Nomination. For more information refer to the Customer user
guide.

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Statements on Accounts
Overview
Customers need a record of transactions on their accounts. It is possible to schedule the statement production as a
batch job, send the output to a printing/mailing company, or attach as PDF documents to a secure message to the
customer, be this via SMS, an attachment to an e-mail, or accessible from the channel applications. The statements
are also held in the customer document repository from where it may be viewed/printed at any time.
The Statement Narratives user guide provide details in how to configure the statements, including a single statement
for all accounts of the customer. The processes on how to view the statements are described here.

Access
All-in-One RBHP>>Customer>>SCV>>Accounts>>Documents or
All-in-One RBHP>>Customer>>SCV>>Documents

Procedure
Select the statement record and click on view.

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You can also request a new statement to be generated from these links.

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Maximum Saving Balance

Overview
Some institutions such as Credit Unions are subject to regulatory limits which prohibit their members from holding
deposits more than a certain amount (for example €100,000 in savings across all accounts).
The member’s share of joint accounts is included but adjusted accordingly – with 50% of the balance being counted
towards that member’s limit if the account is held jointly with one other member.
All balances held in member accounts count towards the balance. That is, regular share accounts, current accounts
etc. The categories for inclusion are be held on a parameter table.
To allow Credit Unions to proactively manage member savings limits, a task is generated when total savings balance
nears a defined amount, which can be set as a parameter to reflect business requirements.

Parameters
The main parameters are maintained in EB.PARAM record ALL-MAX.SAV.BAL.EXCEEDED.

Field name Description

MAX.SAV.BAL
This is the maximum balance requirement in Local Currency

EXCLUDE.TXN.CODE The transaction codes to be excluded from the online check. Such transactions may cause
the maximum balance requirement to be breached.

SAVING.ACCT.CATEG The account categories to be checked

BALANCE.TO.MERGE The balances to be taken into the calculation for AA accounts

WARNING.PERC.LIMIT The balance warning percentage (for reporting). Accounts with balances exceeding the
warning limit will be displayed in the report “Members Approaching Max Sav. Bal.”

DISPLAY.ENQ.IN.RBHP Set to Y or N to show / hide reports in Business Overview home page

Additional parameterization is required in ACCOUNT.PARAMETERS, record SYSTEM as follows.

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Special Limits
In exceptional cases some members may have agreed balances more than the Credit Union’s limit, for example, they
may have held the balance before the regulations came into effect. The maximum saving balance for such members
can be set on Amend Customer >> Other Info tab.

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Balance Checking
An error message is raised for credit transactions causing the maximum balance to be exceeded.

NOTE: for this to work, the record SYSTEM in ACCOUNT.PARAMETER needs to be updated as below:

The limit balance is calculated for a given member by adding balances of qualifying accounts. For joint accounts, the
check is based on with how many members the balance is shared with. For example, if an account is jointly held by two
members, then 50% of the account balance is considered for limit checking.

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Reports
The two reports described below are displayed in the Business Overview home page is enabled in the parameter table.
They are updated through the Close of Business process.
NOTE: The batch job is set to ad-hoc by default and should be updated accordingly for the reports to be generated.

Members Approaching Maximum Savings Balance

This report generates a list of members whose balances have exceeded the Minimum Savings Balance warning limit.
For example, assuming a warning limit of 90% and a maximum balance limit of €100,000 set in the parameter table.
This report would display all members with balances in the range €90,000 – €100,000 in qualifying accounts.
It is also possible that this enquiry may sometimes present members which balance is above the maximum balance
limit if certain transaction codes have been excluded from the limit checking mechanism as per parameter set up.
This enquiry acts as a warning tool. Credit Union users can use it to assess the risk of future incoming transactions being
blocked/rejected and contact the respective members to inform them accordingly.
In addition to the report, a task is generated to alert the user to contact members approaching the Maximum balance
limit.

Members with Exceeded Maximum Savings Balance

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This enquiry shows incoming external transfers, which have been rejected due to the maximum balance limit and funds
have been returned to the sending bank. Internal transactions, e.g., Cash deposit, Account Transfers, Loan
Disbursements, are blocked during commit and hence not rejected. Such blocked payments are not presented in this
enquiry.

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Notes
Use this page to record your own notes.

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