Ideal Online Documentation

14402 T/T MAINTENANCE
TT4-02 Bank Account Maintenance

 

PURPOSE

 

The trust bank account maintenance program is used to add, modify and delete trust bank account codes. The bank account code is a 5 character alpha/numeric code used to identify the different bank accounts that you maintain. The code is composed of a 3 character bank code (assigned by the bank code maintenance program) combined with a 1 character account type code (assigned by the account type maintenance program) and a 1 character currency code. The currency codes are defined in the currency code maintenance program of the A/P module.

 

Characters 1, 2 and 3 of the bank account code represent the bank code; 4 represents the currency code; and 5 represents the account type code. An example bank account code would be: BOM12 where BOM is the bank code, 1 is the currency code, and 2 is the account type code.

 

Bank Account Maintenance is accessed from:

  • Bank Account Maintenance menu.

 

PROCEDURE

 

Select Bank Account Maintenance from the Bank Account Maintenance menu. The bank account maintenance screen displays.

 

TRUST BANK ACCOUNT MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│08/22/07                       The Ideal Law Firm                               â”‚
│                         TRUST BANK ACCOUNT MAINTENANCE                         â”‚
│                                                                                â”‚
│   BANK CODE             ___                                                    â”‚
│   CDN/US                                                                       â”‚
│   ACCOUNT TYPE                                                                 â”‚
│                                                                                â”‚
│ 1 DESCRIPTION                                                                  â”‚
│ 2 ASSET G/L CODE                                                               â”‚
│ 3 LIAB' G/L CODE                                                               â”‚
│ 4 CHEQUES ALLOWED (Y/N)                                                        â”‚
│ 5 SUB-ACCOUNTS (Y/N)                                                           â”‚
│   BALANCE                                                                      â”‚
│ ** SUB-ACCOUNTS **                                                             â”‚
│ 6 ACCOUNT #                                                                    â”‚
│ 7 DESCRIPTION                                                                  â”‚
│ 8 MULTIPLE FILES (Y/N)                                                         â”‚
│ 9 CLIENT #                                                                     â”‚
│10 MATTER                                                                       â”‚
│   BALANCE                                                                      â”‚
│   LAST ACTIVITY                                                                â”‚
│                                                                                â”‚
│F2 TO SCAN, ENTER FOR SAME AS LAST.                                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
BANK CODE

 

[F2] to display existing codes for selection.

 

You must use the bank code maintenance program to create new codes. You can not create a new bank code here.

 

 

[F4] to exit to menu.

 

[F5] to display list of existing codes for selection.

 

CDN/US

 

Enter currency code.

 

Generally "1" for Canadian or "2" for U.S. You must use the currency code maintenance program of the A/P module to create a new currency code. You may create as many currency codes as you require.

 

 

[F3] to return to the previous field.

 

[F5] to display list of existing codes for selection.

 

ACCOUNT TYPE

 

Enter account type code.

 

You may enter either the 1 character code or the 5 character description. You must use the account type maintenance program to create new account types. To add a new trust bank code see ADD A CODE. To view or modify an existing trust bank code see MODIFY AN EXISTING CODE.

 

 

[F3] to return to the previous field.

 

[F5] to display list of existing codes for selection. 

 

 

ADD A CODE

 

This program enables you to define new trust bank account codes by combining existing bank, currency and account type codes previously created in their specific maintenance programs. You can not create these component codes here, only combine them.

 

If you enter a code which is not defined the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (ENTER=YES/F2=NO):

 

[Enter] to add a new code.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (ENTER TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

You may enter a different NEW code, an existing code or press [F4] to exit.

 

 

 

MODIFY AN EXISTING CODE

 

If you enter an existing code you will be prompted whether or not you wish to modify, delete, print the data or display subaccount information (if any exists).

 

** 'M'-MODIFY; 'D'-DELETE; 'P'-PRINTOUT; ENTER TO CONTINUE:

 

When subaccount information exists the following prompt displays.

 

** 'M'-MODIFY; 'D'-DELETE; 'P'-PRINTOUT; 'S'-SUB ACCOUNTS; ENTER TO CONTINUE:

 

[Enter] to clear display and return to BANK CODE field.

 

"M" to modify field information.

 

** FIELD NUMBER (ENTER TO CONTINUE):

 

Enter number of field to modify.

 

Once you have modified the field data press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to complete modifications.

 

 

[Enter] for field modifications complete.

 

** OK TO UPDATE? (ENTER TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update file.

 

You are returned to the BANK CODE field.

 

 

[F2] to make additional modifications.

 

See FIELD NUMBER prompt above.

 

 

[F4] to cancel changes and return to BANK CODE field.

 

"D" to delete the code.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the code.

 

"N" to not delete the code.

 

"P" to print the displayed data.

 

You are taken to the print selection menu when you exit the program. You can flag multiple codes for printing.

 

 

"S" to display subaccount details.

 

F2 TO SCAN; F4 TO EXIT

 

Enter subaccount number to display.

 

[F2] to display existing subaccounts.

 

[F4] to exit to menu.

 

[F5] to display list of subaccounts for selection.

 

Example Bank Account Maintenance Sub Account Detail display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/22/07                       The Ideal Law Firm                               â”‚
│                         TRUST BANK ACCOUNT MAINTENANCE                         â”‚
│                                                                                â”‚
│   BANK CODE             BM0  BANK OF MONTREAL 245-2346                         â”‚
│   CDN/US                1    CDN                                               â”‚
│   ACCOUNT TYPE          1    POOL                                              â”‚
│                                                                                â”‚
│ 1 DESCRIPTION           BOM-KENNEDY HEIGHTS POOLED TRUST (ACCT. 245-2346)      â”‚
│ 2 ASSET G/L CODE        001500     CIBC - KENNEDY HEIGHTS                      â”‚
│ 3 LIAB' G/L CODE        002900     CLIENT FUNDS HELD IN TRUST                  â”‚
│ 4 CHEQUES ALLOWED (Y/N) Y                                                      â”‚
│ 5 SUB-ACCOUNTS (Y/N)    Y                                                      â”‚
│   BALANCE                    47,850.00                                         â”‚
│ ** SUB-ACCOUNTS **                                                             â”‚
│ 6 ACCOUNT #             00150100                                               â”‚
│ 7 DESCRIPTION           KENNEDY HEIGHTS FUND RAISING                           â”‚
│ 8 MULTIPLE FILES (Y/N)  Y                                                      â”‚
│ 9 CLIENT #                                                                     â”‚
│10 MATTER                                                                       â”‚
│   BALANCE                    47,850.00                                         â”‚
│   LAST ACTIVITY                                                                â”‚
│                                                                                â”‚
│** 'M' TO MODIFY; 'D' TO DELETE; ENTER TO CONTINUE:                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** 'M' TO MODIFY; 'D' TO DELETE; ENTER TO CONTINUE:

 

[Enter] to clear sub account display and return to sub ACCOUNT # field.

 

"M" to modify field information.

 

** FIELD NUMBER (ENTER TO CONTINUE):

 

Enter number of field to modify.

 

Once you have modified the field data press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to complete modifications.

 

 

[Enter] for modifications complete.

 

** OK TO UPDATE? (ENTER TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update file.

 

You are returned to the sub ACCOUNT # field.

 

 

[F2] to make additional modifications.

 

See FIELD NUMBER prompt above.

 

 

[F4] to cancel changes and return to sub ACCOUNT # field.

 

"D" to delete the code

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the subaccount.

 

"N" to not delete the subaccount.


Example Bank Account Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/22/07                       The Ideal Law Firm                               â”‚
│                         TRUST BANK ACCOUNT MAINTENANCE                         â”‚
│                                                                                â”‚
│   BANK CODE             BM0  BANK OF MONTREAL 245-2346                         â”‚
│   CDN/US                1    CDN                                               â”‚
│   ACCOUNT TYPE          1    POOL                                              â”‚
│                                                                                â”‚
│ 1 DESCRIPTION           BOM-KENNEDY HEIGHTS POOLED TRUST (ACCT. 245-2346)      â”‚
│ 2 ASSET G/L CODE        001500     CIBC - KENNEDY HEIGHTS                      â”‚
│ 3 LIAB' G/L CODE        002900     CLIENT FUNDS HELD IN TRUST                  â”‚
│ 4 CHEQUES ALLOWED (Y/N) Y                                                      â”‚
│ 5 SUB-ACCOUNTS (Y/N)    Y                                                      â”‚
│   BALANCE                    47,850.00                                         â”‚
│ ** SUB-ACCOUNTS **                                                             â”‚
│ 6 ACCOUNT #                                                                    â”‚
│ 7 DESCRIPTION                                                                  â”‚
│ 8 MULTIPLE FILES (Y/N)                                                         â”‚
│ 9 CLIENT #                                                                     â”‚
│10 MATTER                                                                       â”‚
│   BALANCE                                                                      â”‚
│   LAST ACTIVITY                                                                â”‚
│                                                                                â”‚
│** 'M'-MODIFY; 'D'-DELETE; 'P'-PRINTOUT; 'S'-SUB ACCOUNTS; ENTER TO CONTINUE:   â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

BANK CODE

 

You must use the bank code maintenance program to create new codes. You can not create a new bank code here.

 

 

[F2] to display existing bank codes for selection.

 

[F4] to exit to menu.

 

[F5] to display list of existing codes for selection.

 

CDN/US

 

Enter currency code.

 

Generally "1" for Canadian or "2" for U.S. You must use the currency code maintenance program of the A/P module to create currency codes. You may create as many currency codes as you require.

 

 

[F3] to return to the previous field.

 

[F5] to display list of existing codes for selection. 

 

ACCOUNT TYPE

 

Enter account type code.

 

You may enter either the 1 character code or the 5 character description. You must use the account type maintenance program to create new account types.

 

 

[F3] to return to the previous field.

 

[F5] to display list of existing codes for selection.


 1 DESCRIPTION

 

Enter a description.

 

You can enter up to 50 characters. You may wish to include the actual account number for your information.

 

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

 2 ASSET G/L CODE

 

Enter G/L asset code for account.

 

This G/L account will be debitted/credited automatically as transactions are entered referencing this bank account code.

 

 

[F3] to return to the previous field.

 

 3 LIAB' G/L CODE

 

Enter G/L liability code for account.

 

This G/L account will be debitted/credited automatically as transactions are entered referencing this bank account code.

 

 

[F3] to return to the previous field.

 

 4 CHEQUES ALLOWED (Y/N)

 

"Y" to allow cheques to be written from account.

 

When transactions are posted and a transaction code is used that has been set up as being a cheque, the system will automatically update the cheque reconciliation file with the cheque information. During transaction entry, the reference number will be the cheque number.

 

 

"N" to disallow cheques from account.

 

[F3] to return to the previous field.

 

 5 SUB-ACCOUNTS (Y/N)

 

"Y" to associate subaccounts with account.

 

If you wish to add subaccounts you must enter "Y" in this field.

 

 

"N" to not associate subaccounts with account.

 

[F3] to return to the previous field.

 

BALANCE

 

Displays the current account balance.

 

** SUB-ACCOUNTS **

 

The following fields refer to subaccount information.


 6 ACCOUNT #

 

Enter subaccount number to add or display.

 

If you enter an existing subaccount number the system will display all information. If you enter a subaccount number that does not exist you will be prompted whether or not you wish to add a new subaccount.

 

 

** NOT ON FILE. DO YOU WANT TO ADD ? (ENTER=YES/F2=NO):

 

[Enter] to add a new subaccount.

 

[F2] to not add a new subaccount.

 

[F2] to display existing subaccounts.

 

[F3] to return to the previous field.

 

 7 DESCRIPTION

 

Enter a description.

 

You can enter up to 30 characters. You may wish to include the actual account number for your information.

 

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

 8 MULTIPLE FILES (Y/N)

 

"Y" to enable multiple files in subaccount.

  

If you enable multiple files, fields 9 & 10 are bypassed.

 

 

"N" to not enable mulitple files in subaccount.

 

If you disable multiple files you must specify a client and matter for the subaccount.

 

 

[F3] to return to the previous field.

 

 9 CLIENT #

 

Enter client associated with subaccount.

 

[F3] to return to the previous field.

 

[F5] to display list of client/matters for selection.

 

10 MATTER

 

Enter matter associated with subaccount.

 

[F3] to return to the previous field.

 

[F5] to display list of client/matters for selection.

 

BALANCE

 

Displays the current balance of subaccount.


LAST ACTIVITY

 

Displays date of last activity for subaccount in format MMDDYY.