USER GUIDE
COPYRIGHT RESERVE
The Copyright in this manual vests exclusively with The Titan Trust. All rights are reserved. No part of the manual may be modified, added to, reproduced, transmitted, transcribed, stored in a retrievable system or translated into any language in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, in whole or in part, without the prior consent of The Titan Trust. Any unauthorised use of this manual, in whole or in part, will result in legal action being taken against such user.
DISCLAIMER
The Titan Trust hereby disclaims any and all guarantees and warranties on this manual or on the documentation relating to or backing up this manual (“the documentation”), and specifically disclaims any implied warranties of the merchantability or fitness of this manual or the documentation for any particular purpose. This manual and documentation are sold on an “as is” basis; any user of this manual or the documentation uses it entirely at his own risk.
The Titan Trust reserves the right to revise the publication and to make changes from time to time in this manual and the documentation.
The Trademark in the name “Titan” is registered in the name of The Titan Trust. Any unauthorised use of the name “Titan” will result in legal action being taken against such user.
OTHER TRADEMARKS
- ACUCOBOL is a registered trademark of ACUCORP Inc.
- Other brand and product names are trademarks or registered trademarks of their holders.
CONTENTS
1. GETTING STARTED 1
1.1. HOW TO USE THIS MANUAL 1
1.2. BANK LINK 2
1.3. THE BANK LINK SYSTEM MENU 4
2. SET-UP AND RUN 5
2.1. SETTING UP THE SYSTEM 5
2.2. SYSTEM PARAMETER MAINTENANCE - BL00 7
2.3. CLEAR BANK STATEMENT FILE - BL90 10
3. INPUT MODULE 12
3.1. THE INPUT MODULE MENU 12
3.2. BANK LINK ENTRY - BL10 13
4. Interface Module 16
4.1. THE INTERFACE MODULE MENU 16
4.2. PAYMENT UPLOAD FROM CREDITORS – BL23 17
4.3. PAYMENT UPLOAD FROM CASH BOOK - BL26 20
4.4. PAYMENT UPLOAD FROM WEEKLY PAYROLL - BL28 23
4.5. PAYMENT UPLOAD FROM MONTHLY PAYROLL - BL29 24
5. maintenance MODULE 25
5.1. THE MAINTENANCE MODULE MENU 25
5.2. BANK INTERFACE PARAMETERS – BL30 26
5.3. MAINTAIN SUPPLIERS BANKING DETAILS – BL33 40
5.4. MAINTAIN SUPPLIERS BANKING DETAILS – BL34 41
5.5. MAINTAIN CB SUPPLIER BANKING DETAIL - BL36 42
6. ENQUIRY MODULE 43
6.1. THE ENQUIRY MODULE MENU 43
6.2. BANK STATEMENT FILE ENQUIRY - BL50 44
7. PRINT MODULE 45
7.1. THE PRINT MODULE MENU 45
7.2. BANK STATEMENT FILE REPORT - BL70 46
INDEX 50
Although the Bank Link System is sold as a separate Titan module, the documentation logically fits in with that of the Titan Cashbook, as certain parts cannot be run without that module. For that reason it is incorporated in this User Guide.
iii
1. GETTING STARTED
1.1. HOW TO USE THIS MANUAL
Normally each chapter in the Titan User Guides lead logically through the important steps to install and maintain your system.
Chapter 1 - Getting Started, describes the hard/software requirements and special features of the TITAN systems.
Chapter 2 - Set-up and Run will take you through the sequential steps required to run the program effectively. As each program has a System Parameter File Program (SU00, AP00 etc.) and usually a Period End Module (SU9, AP9 etc.) these are combined in this chapter to ensure all the set-up data is understood.
The following chapters are the same for most systems. They start with the Input Module, then the Maintenance Module which helps you set up and maintain your file requirements. Then the Enquiry Module which helps you search for data in your files. After that specific modules such as Report Management, Interface to Other Systems will follow. The last chapter deals with the printing of reports.
If there are specific examples required these are entered in the Appendix. The Index provides a reference to the actual screen prompts as well as key words.
This Bank Link User Guide must be filed at the back of your Cashbook User Guide and will therefore NOT duplicate the said information. It will contain only a few chapters, namely 'Set-up and Run', 'Input', 'Enquiry', ‘Interface’, ‘Maintenance’ and 'Print'.
Screens are provided as a guide to the fields to be entered. Each screen prompt will be indented and bold with the field length and further information on that field for example,
BATCH # : 6 digits
When entering a new batch, press [Enter] for the next sequential batch number.
When information is accepted and another screen appears this will be shown in the manual as Level 1, Level 2 and so on.
When multiple choices appear and these have to be described individually, the first level will be the major input screen.
1.2. BANK LINK
The Bank Link system has been designed to read flat files from various banks in order to post statement transactions automatically to the TITAN Cash Book Reconciler.
It also offers the facility to create flat files from the Titan Accounts Payable and Monthly Payroll systems to submit to various banks for payment of creditors or employees.
The Bank Link will achieve the following results;
· Eliminate the capture of large volumes of data from the bank statement to the Cash Book Reconciler.
· Eliminate faulty data capture.
· Provide management with fully reconciled Cash Books in a shorter time frame.
· Increase the level of financial control.
SYSTEM FEATURES
· Supervisor password protection
· Input from different banks may be interfaced
· Bank Statement details may be retained as long as required
MODULE REVIEW
The Bank Link system consists of an input, enquiry, print, interface, maintenance and period end module.
INPUT MODULE
Use this to perform the following functions;
· Interface data from a flat file produced by the bank to the Cash Book Reconciler and optionally to the Cash Book transaction file.
· Write details to a Bank Statement File.
INTERFACE MODULE
· This module produces a flat file of payments from Accounts Payable or Monthly Payroll for upload to the required bank.
ENQUIRY MODULE
· Enquire into the Bank Statement File using various sequences.
MAINTENANCE MODULE
This provides the following facilities,
· Capture banking details supplied by the participating bank for the upload of payments.
· Capture banking details for Creditors.
PRINT MODULE
· Print the Bank Statement File details for a selected bank using various sequences.
PERIOD END MODULE
· Clear the Bank Statement File details for a selected bank and a range of transaction dates.
1.3. THE BANK LINK SYSTEM MENU
To select the system from the main menu, enter BL. The following modules and programs form part of the Bank Link system.
TITAN BANK LINK MENUBL1 - INPUT
BL10 / BANK LINK INPUT
BL2 - INTERFACE
BL23 / PAYMENT INTERFACE FROM CREDITORS / BL29 / PAYMENT UPLOAD FROM MONTHLY PAYROLL
BL28 / PAYMENT UPLOAD FROM WEEKLY PAYROLL
BL3 - MAINTENANCE
BL30 / PAYMENT INTERFACE PARAMETERS / BL33 / MAINTAIN SUPPLIER BANKING DETAILS
BL5 - ENQUIRY
BL50 / BANK STATEMENT FILE ENQUIRY
BL7 - PRINT
BL70 / BANK STATEMENT FILE REPORT
BL9 - PERIOD END
BL90 / CLEAR BANK STATEMENT FILE
Modules are organised into functional groups, for example BL1 - Input Module contains all the programs that are concerned with data input.
The menu system has pre-loaded the BL mnemonic and all that is required is to enter the relevant module number, for example 1 for the input module.
Enter [M] to select the main menu.
BL - Getting Started JULY 2006 1 - 3
2. SET-UP AND RUN
2.1. SETTING UP THE SYSTEM
This section sets out the sequence of procedures that must be followed for setting up the Bank Link system.
It also describes functions which should be performed periodically - preferably at month end.
Some of the programs are contained in this system while others, which are common to most programs, will be found in the Utilities System.
Bank Link program numbers are preceded by BL. System Utilities programs are preceded by SU.
Should any difficulty be encountered during this set up procedure please contact the Dealer or Distributor immediately.
After installing the system please follow this SET UP procedure.
STEP / PROGRAM / FUNCTION AND PROCEDURE /1. / Both the Cashbook and Systems Utilities system must be set up.
Please refer to the CB and SU User Guides for detailed instructions.
2. / BL00
Mandatory / The System Record Maintenance program contains various essential parameters that are used by the Bank Link System (refer to Part 2 - Set-up and run - section 2.2 of this guide for details.
3. / BL30
Optional / Bank Interface Parameters – use this only if you use the payment download facility.
4. / SU31
Mandatory
TT / Descriptions File types are automatically set up by program BL00 - System Record Maintenance.
Description file codes and their descriptions must be entered for the following.
Please refer to the Systems Utilities User Guide for more information. You must enter the statement codes and descriptions supplied by your bank.
BI / Please refer to the Systems Utilities User Guide for more information. You must enter the interface types you will be using, for example CATS/CAMS/BEST/ABSA/NED..
5. / SU32
Mandatory
t / The Numbers File Maintenance program will set up and maintain the Bank Link audit number in the system.
This is the next reconciliation audit number.
If you use the payment upload facility ONLY the do the following:
1. / The Accounts payable, Monthly Payroll and Systems Utilities system must be set up depending on which of these systems you will be using.
Please refer to the relevant User Guides for detailed instructions.
2. / BL00
Mandatory / The System Record Maintenance program contains various essential parameters that are used by the Bank Link System.
3. / BL30
Mandatory / Bank Interface Parameters must be set-up.
As the system is a multi-company and multi-branch system, this sequence of SET UP procedures needs to be repeated for each company/branch combination to be used.
2.2. SYSTEM PARAMETER MAINTENANCE - BL00
The program is used to set up and maintain the following system parameters;
· Date match for reconciliation.
· Cash Book posting mode.
Enter BL00 to select the program.
Press [F3] to save the parameters once they have been completed.
On all screens there is an F4 - COPY facility which allows you to copy all the details entered from the currently selected Company and Branch to a different Company/Branch combination. If details exist, you will be warned but will be able to continue if required.
The default Company/Branch combination may also be optionally displayed. The screen prompt WILL NOT be displayed if this has been specified in SU30 - Installation Management. In order to access this option press the [F10] key and the following details will be available for data input;
Level 1
COMPANY/BRANCH : 2 digits/2 digit
For example 01/01.
Accept or alter the data on this screen and enter [Y] to proceed to the next level.
Level 2
The details below represent the only additional information required from you.
BANK LINK - SYSTEM RECORD MAINTENANCE BL00 11/002
CO - 01 - TECHNOLOGIES INCORPORATED
BR - 01 - CAPE TOWN
HUNT ON EXACT DATE MATCH [05]
CB POSTING MODE [A] A-Automatic P-Prompt
NEXT CB BATCH NUMBER FOR : DEPOSITS [100007]
PAYMENTS [200002]
JOURNALS [300010]
EXTRACT AP PAYMENTS FOR UPLOAD VIA [1] 1-BL23(AP) 2-BL26(CB)
F3-UPDATE, F4 - COPY, F8-DELETE, F9-PRINT, F10-CO/BR, ESC-EXIT
HUNT ON EXACT
DATE MATCH : 2 digits
This represents the number of days that the date on the transaction and the date on the incoming reconciliation item may differ for them to be automatically regarded as being matched. The maximum allowed is 15 (fifteen). This is only used where you have included 'date' on your match string in SU31 - Descriptions File Maintenance, type 'TT'. If you enter [00] here, the system will insist on an exact match.
CB POSTING MODE : 1 character
If you enter [A], items on the incoming Bank Link file for which no corresponding match is found, will automatically be posted to the Cashbook provided the program SU31 - Descriptions File Maintenance AUTOPOST option has been set to [Y].
If you enter [P], the system will prompt you for each transaction read and you will be able to decide which items to post, and which to ignore.
NEXT CB BATCH NUMBER FOR
The next three entries refer to the next batch number to be used when interfacing details to the Cash Book in batch mode.
DEPOSITS : 6 digits
PAYMENTS : 6 digits
JOURNALS : 6 digits
Accept your entries or accept them and use [F3] to update the record.
EXTRACT AP PAYMENTS
FOR UPLOAD VIA : 1 digit
[1] - Accounts Payable payments will be uploaded via BL23 - Payment Upload from Accounts Payable, which takes payments directly from the Accounts Payable system.
[2] - Accounts Payable payments will be uploaded via BL26 - Payment Upload from Cash Book which takes payments from the Cash Book after CB43 - Interface From Accounts Payable has been run to interface payments to the Cash Book.
2.3. CLEAR BANK STATEMENT FILE - BL90
This program is used to clear details from the Bank Statement File. You may do this at any stage during the month, not necessarily at month end. You may retain this data for as long as required.
We strongly recommend that you take a backup before you run this program.
Enter BL90 to select the program.
The default Company/Branch combination may also be optionally displayed. The screen prompt WILL NOT be displayed if this has been specified in SU30 - Installation Management. In order to access this option press the [F10] key and the following details will be available for data input;
Level 1
BANK # : 6 digits
Enter the bank number or press [F1] to scan all banks on file. Press [F5] to change from bank number sequence to alpha code sequence if required, and then press [F1] again.