Deposits on Hand > Modify >

Account Information > Update

 

         

 

 

Overview

Account Information - Update allows you to add or edit your Deposits on Hand account. Select the Account Type and then for Type select if the Depositor is an Organization or Individual.

 

If you filtered by Account Type on the Account Information page, the Account Type cannot be changed.

 

If the depositor is an organization enter the Organization Name. If the depositor is an individual you can specify a Title and edit the First Name, Middle Name, Last Name, Salutation, and Suffix fields. If the individual is already in the system select the Depositor by clicking the (not set) link. There are also the following tabs: Account Information, Transactions, Attachments, Note, Phones, Emails, Addresses, and Demographics. You can also use the Mail Merge button to create a merge file.

 

This Help page contains the following sections:

Account Information Tab

Transactions Tab

Attachments Tab

Note Tab

Phones Tab

Emails Tab

Addresses Tab

Demographics Tab

Mail Merge

 

 

Account Information Tab

Select if the account is Active and if you want to Use ACH. Type an Account # for reference. The Account Name defaults to the name of the selected Depositor but you can type a different name if desired. Specify the Inception Date of the account. The maturity date of the account (if applicable) displays in blue to the right of the specified Inception Date.

 

The Renew Account at Maturity option allows the account to be automatically renewed when the deposit matures on a specified date. The new maturity date will be based on the Account Duration specified in Account Type Information and the Inception Date specified in Account Information.

 

Select the option to Apply Withdrawal Penalty if the account has a penalty for early withdrawal. This option is only available if the Account Type associated with the account allows early withdrawals.

 

Interest Posting Information

The Interest Rate and other settings are pulled from the Account Type associated with the account. If the Account Type has the Lock Rate and Frequency on Accounts option selected, these settings cannot be changed when setting up an account. If desired, these settings can be adjusted for all associated accounts in Modify Account Type Information (More Information). You are able to change the account from Compound to Pay Out or vice versa.

 

If the settings are not locked you can type the Interest Rate. You can type zero here, but this field cannot be left blank. Choose whether this account type is either Compound or Pay Out. Compound account types add interest back to the account balance. Pay Out account types generate checks to the account holder for any interest. Choose the Frequency from the drop-down: Daily, Monthly (on 1st of month), Monthly (on 15th of month), Quarterly, Semi-Annually, Annually, and Once at end of term.

 

The Once at end of term option is only available if this account type has an Account Duration. Since Account Types with an account duration are always locked in terms of rate and frequency, this option will not be available when selecting on this page.

 

The Based on Inception Date option makes the program compound or payout interest based on the inception date of the deposit account. You only want to check this option if Accrue Frequency is set to either Daily or Monthly.

 

The Accrue Interest Frequency option allows you to accrue interest at a different frequency than your Compound/Pay Out Frequency. Choose the Accrue Interest Frequency from the drop-down: Daily, Monthly (on 1st of month), Monthly (on 15th of month), Quarterly, Semi-Annually, Annually, and Once at end of term.

 

The Once at end of term option is only available if this account type has an Account Duration. Since Account Types with an account duration are always locked in terms of rate and frequency, this option will not be available when selecting on this page.

 

The Accrue Interest Frequency setting allows you to post interest to the General Ledger on a regular basis for account types that Compound or Pay Out on a Quarterly, Semi-Annual, or Annual Frequency. If your organization posts accrued interest, the Accrue Interest Frequency option is typically set to Daily or Monthly (1st) for all account types. Otherwise, the Accrue Frequency option is set to match your Frequency selection.

 

In the below example, a journal is created in the General ledger for the interest every month. However, the interest is only added to the account quarterly (1/1, 4/1, 7/1, and 10/1).

 

 

If the account type set to Pay Out, the posted interest (in this case, quarterly) turns into a withdrawal check.

 

 

Tenants

If there are other individuals who have access to the account, you can add them to the Tenants area. Click the (not set) link or the Search  icon to display the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the record to connect to the user and click the Select button. Alternately, click the Close link to return to the previous page without selecting a user.

 

Note: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of individuals by searching for just a comma. Results default to Accounts Payable, select All Applications from the drop-down list to view all names.

 

 

Transactions Tab

This tab displays transactions that have been processed on the account. All detail is shown on the left, with columns for Date, Type, Check/Invoice#, Amount, and Note. Totals are shown on the light, including Deposits, Withdrawals, Withdrawal Penalties, Interest, Unposted Interest, Adjustments, and Ending Balance. The Date Accrue and Date Compound are also displayed.

 

Unposted withdrawal transactions do not add to the Withdrawals total. If you have posted interest deposits and generated withdrawal transactions, the amount will be reflected in the Interest total but not the Withdrawals total until you post the transactions from the Manage Unposted Transactions

 

Unposted Interest is calculated from the last interest date through the first day of the month (unless the Accrue Frequency on the account is set to Daily or Monthly on the 15th).

 

Click the Trial Balance button to display a report for the account displaying the depositor, account information, beginning ending balances, interest, and all detail transactions for the account.

 

Attachments Tab

The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

 

 

Note Tab

Type a note for the account if desired.

 

 

Phones Tab

The Phones tab displays the phone numbers assigned to a depositor and has options to modify these phone numbers.

 

Phones Tab

The following options are available on the Phones tab.

Click the  link to add a new phone number.

Click the Edit  icon to modify an existing phone number.

Click the Delete  icon to remove a phone number from the system.

Click on the Phone Type, Phone Number, or Extension header to sort the list of phone numbers by that header.

 

Add or Edit a Phone Number

The following fields are available when selecting to add or edit a phone number.

Phone Type: Select the phone type from the drop-down list. (Phone types can be modified on the Lookups page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Lookups. Also, the order of the Phone types can be modified on the Lookups page.)

Phone Number: Enter the phone number. The phone number is automatically formatted when your cursor leaves the Phone Number field. For example, if you enter "9015551234", the number is automatically formatted to display "(901) 555-1234".

ext.: Enter the phone number extension (optional).

Unlisted: This check box is informational. Selecting this option does not prevent the phone number from printing on reports.

SMS: This check box is informational.

 

All phone numbers must have an Area Code. If a phone number is entered without an area code (7-digits), then the default area code is added automatically.

The default area code is specified on the Utilities > Organization page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Organization.

 

Click the  button to save your changes and return to the Phones tab.

Click the Close link to return to the Phones tab without saving your changes.

 

 

Emails Tab

The Emails tab displays the email addresses assigned to a depositor and has options to modify these email addresses.

 

Emails Tab

The following options are available on the Emails tab.

Click the  link to add a new email address.

Click the Edit  icon to modify an existing email address.

Click the Delete  icon to remove an email address from the system.

Hover over the Note  icon to display the text stored in the Note field.

 

Add or Edit an Email Address

The following fields are available when selecting to add or edit an email address.

Email: Enter an email address. The email address must be formatted correctly using the "@" symbol and a period.

Note: Enter a Note (optional). Entering a note causes the Note  icon to display on the Emails tab.

Active: Only Active Email Addresses are used for contacting the depositor and for reporting purposes.

Preferred: Only one email address can be designated as the Preferred email address. The Preferred Email address displays at the top of the List of Emails grid. It is used by the system to contact the depositor and for reporting purposes.

 

If the Preferred email address is not marked Active, the system defaults to using the next available Active email address listed on the List of Emails grid.

 

Click the  button to save your changes and return to the Emails tab.

Click the Close link to return to the Emails tab without saving your changes.

 

 

Addresses Tab

The Addresses tab displays the addresses assigned to a depositor and has options to modify these addresses.

 

Addresses Tab

The following options are available on the Addresses tab.

Click the  link to add a new address.

Click the Edit  icon to modify an existing address.

Click the Delete  icon to remove an address from the system.

Click on the Address Type, or Address header to sort the list of addresses by that header.

 

Add or Edit an Address

The following fields are available when selecting to add or edit an address.

Address Type: Select the address type from the drop-down list.

Address Line 1: Enter the first line of the address.

Address Line 2: Enter the second line of the address (Optional).

Postal Code: Enter the Postal Code/Zip Code.

City: Enter the name of the City.

State: Select the State from the drop-down list using your mouse or type the first letter of the state. (You can continue to press the first letter of the state to scroll through the states that start with that letter.)

Country: Select the Country from the drop-down list.

Primary: Only one address can be designated as the Primary address. The Primary address displays on grids and is used by the system to contact the depositor and for reporting purposes.

 

The Address Types and the Country drop-down options can be modified on the Lookups page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Lookups.

Also, the order of the Address types and Countries can be modified on the Lookups page.

 

Click the  button to save your changes and return to the Addresses tab.

Click the Close link to return to the Addresses tab without saving your changes.

 

 

Demographics Tab

Enter the Birth Date, Social Security Number, Salutation, Gender, Employer, and Position in the fields provided.

 

If the account belongs to an organization, the following fields display:  Date CreatedFederal Tax ID Number, and Salutation.

 

The Doing Business As field only applies to 'Individual' type records Any text in this field appears on checks, vouchers, and 1099s, preceded by the abbreviation 'dba'. The program also includes results from the Doing Business As field when performing vendor name searches throughout Accounts Payable.

 

Vendors with a Doing Business As normally require a Miscellaneous 1099. You can specify the Default 1099 Status for future invoices on the Vendor Information tab within the vendor record in Accounts Payable.

 

 

Mail Merge

Click the Mail Merge button if you have a document ready to mail merge (see below).  You can then select to Include Titles, Include First Names, and/or Include Salutations. Click any existing document link or use the Choose File button to upload another document. The program performs the mail merge and then allows you to download the merged document. Click the Delete  icon by an existing document to be prompted to delete that document. You can also click the Create Mail Merge File button to download a "DepositsOnHandMergeFile.csv" file containing your merge fields and data.

 

Mail Merge

 

You can Mail Merge with any document (".doc" or ".docx" file) you have composed along with the merge fields you wish to use. The merge files are in the following document: MergeFields.docx.

 

Either create your document using the above merge fields document or copy and paste from the document to one of your creation. Documents that you upload are retained for future use.

 

When finished click the Update button to save your changes and return to the Account Information page, the Reset link to undo all changes since the last time the account was updated, or the Cancel link to discard all changes and return to the Account Information page.

 

Compiled on 1/24/2018 8:42:27 AM