SECTION 1 GENERAL INFORMATION

1.1 SYSTEM INTRODUCTION

The BANCADO System provides community banks with a modern and simple method of accounting for deposits, loans, and the bank's general ledger. The method of accounting provided by the BANCADO SYSTEM combines the flexibility of magnetic disk storage with the power of the today's microprocessors.

The BANCADO System also provides for user-designed report generation and system maintenance. These features are standard system applications, and user documentation is available. Therefore, these features will not be described in this manual.

The BANCADO System is designed to provide the features most desired by the community banker. These features include:

1. Deposit Accounting

Checking, Savings, Club, Money Market, and N.O.W. Accounts
Certificates of Deposit

2. Loan Accounting

Installment Loans
Commercial Loans
Construction Loans
Mortgage Loans

3. General Ledger Accounting

4. Forecasting

5. Bond Accounting

The BANCADO System maintains a complete set of files used for account processing. A file is defined as a group of like records, with a record being a group of related data elements or pieces of information pertaining to an individual customer or account. The BANCADO System maintains a complete customer files, called the Customer Information File, which contains one record for each customer of the bank. The system also maintains a file for each type of deposit and each type of loan, as well as a transaction file. A complete description of these files is presented in Section 1.3, Disk Files.

The BANCADO System consists of the following equipment:

Keyboard/display units referred to as CRTs. From one to 64 CRTs can be connected to a system. These devices allow the operator to enter information into the system and provide screen display of the system dialogue.
A processor unit that contains the system logic.
Disk storage units referred to as disk drives. These drives hold disks that contain customer and account information. A system can have one or two flexible diskette drives and one or more rigid disk drives.
Word processing printers and/or high-speed printers referred to as a data processing printers. The printers are used to produce reports. Data processing printers are significantly faster than word processing printers.
An optional tape cartridge drive used to backup BANCADO files to magnetic tape.
An optional tape cassette drive used to load proof information from proof machines equipment with compatible cassette tape output.

The BANCADO System is menu driven. Each menu displays the operations that can be initiated. Selection of an operation often causes display of another menu for further definition of the task to be performed.

1.2 SYSTEM FLOW

The flow of data through each application accounting system is dependent on the requirements of each installation. Few restrictions are built into the BANCADO System. In general, the following requirements must be met and determine system flow:

During installation, the system files must be built.
On a daily basis, transactions are entered into the system and an update program that performs interest accrual is run.
Reports are generated as required by each installation.

1.2.1 INSTALLATION

The first step in installing a BANCADO accounting system is to build the system files. The system files that must be set up depend on the application systems that will be used.

Most application systems use the Customer Information File (CIF). After building the Customer Information File, each system requires the building of other pertinent files. For example, the Deposit system requires the Deposit Account file and the Installment Loan system requires the Loan file.

1.2.2 DAILY PROCESSING

On a daily basis, transactions and new accounts, loans, or certificates of deposit are entered for each application system. The transactions are stored in Transaction files for printing transaction journals. Each transaction journal must be generated every day because the daily accrual update is performed during the printing of the transaction journals. The frequency of printing other reports is left to the discretion of each bank.

The processing schedule presented below is intended as a guide and should be adjusted according to the needs of your bank.

DAILY PROCESSING SCHEDULE

MORNING:

Transaction Journal Update for Deposits (except day after statements)
Transaction Journal Update for Certificates of Deposit
Certificates of Deposit Interest Checks
Certificates of Deposit Interest Notices
Transaction Journal Update for Installment Loans
Transaction Journal Update for Commercial Loans
Complete Deposit Account Overdraft List
Deposit Account Type Summary
Enter General Ledger entries for Overdrafts and Interest Accruals
List General Ledger Journal
Post General Ledger Transactions
Print Daily Statement
Print Trial Balances as schedules
Clear Proof Files
Enter Cash Letter and Over-the-counter work after cutoff yesterday
Proof Pocket Summary
List Proof by Batch
Backup
Post Proof Items
Active Overdraft List
Stop Payment Suspect List

AFTERNOON:

Enter Over-the-counter work
Proof Pocket Summary
List Proof by Pocket
List Proof by Batch
Backup
Post Proof Items
Active Overdraft List
Stop Payment Suspect List
Enter adjusting entries (Nonsufficient Funds, Stop Payments, Over and Short)
List adjust batches
Post proof items
Enter Certificate of Deposit Transactions
Enter Installment Loan Transactions
Enter Commercial Loan Transactions
Backup

STATEMENT DAYS:

Deposit Account Transaction Journal Update
Post Service Charges for desired cycles
Enter General Ledger entries for service charges
Print Statements, reset transaction file
Backup

1.2.3 REPORT GENERATION

The BANCADO accounting systems are used to generate numerous reports. The reports can be generated on any cyclic basis or whenever requested by the bank. Each installation will have different requirements for report generation. In general, the accounting reports will be generated as follows:

Daily Basis
Transaction Journals
Trial Balances
Paid Out Loans Reports
Closed Account and Cashed Certificate of Deposit Reports
New and Extended Loan Reports
New Account and New Certificate of Deposit Reports
Overdraft Lists
Overdraft Notices
Stop Payment Lists
Proof Lists
Certificate of Deposit Interest Notices
Interest Checks
Check Registers
General Ledger Daily Journals
Daily Statements
Weekly Basis
Past Due Reports
Advance Notices
Late Notices
Delinquency Notices

Monthly Basis
Performance Reports
Payoff Forecasts
Paid Out Loan Reports (also generated daily)
Closed Account and Cashed Certificate of Deposit Reports (also generated daily)
New and Extended Loan Reports (also generated daily)
New Account and New Certificate of Deposit Reports (also generated daily)
Statements
Dealer Allocation Reports
Delinquency Reports
Delinquent Earnings Reports
Financial Statements Due Reports
Floor Plan Statements
Monthly General Ledger Transaction Journals
Annual Basis
Annual Interest Notices
1099 Reports
Year-end Bond Maintenance

On Request
Customer Lists
Customer Ledgers
Call Reports
Audit Statements
Certificate of Deposit Edit Lists
Variable Rate Change Reports
Participation Registers
Participation Trial Balances
Commercial Loan and Certificate of Deposit Forecasts
Floor Plan Reports
Bond Inventory Reports
Construction Loan Status Reports

1.3 DISK FILES

File No.	File Name	Description
0	System Control	This file contains control information used in system operation.
1	Customer Information	This file contains one record for each customer. The information contained in the file pertains to the customer rather than to an individual loan or account. In this way, the system is able to group a customer's loans and accounts together for reporting purposes, while conserving disk space by not repeating information such as name and address for each record.
1	General Ledger Account	This file contains two records for each general ledger account; one for the current year and one for the prior year.
1	Construction Loan Project	This file contains the basic descriptive information concerning construction loan projects.
2	Commercial Loan	This file contains information pertaining to individual notes, such as amount, balance, and interest due.
2	Proof Transaction	This file contains daily transaction data for the proof entry system.
2	Bond Description	This file contains descriptive data concerning bank owned bonds.
2	G/L Report Control	This file contains records that control the printing of general ledger daily statement and income reports.
2	Construction Loan Cost Center	This file contains the various balances for each cost center involved in the current construction loan projects.
3	Installment Loan	This file contains information pertaining to individual loans such as amount, balance, and payoff.
3	Bond Accounting	This file contains the accounting data pertaining to bond accounts.
3	G/L Automatic Entries	This file contains records for general ledger transactions that are generated automatically on a regular basis.
3	Construction Loan Transaction	This file contains detail transaction history for construction loan projects.
3	ForeCash Assumptions	This file contains the assumptions for forecast accounts with one record per forecast account number.
4	Floor Plan Detail	This file contains detailed descriptions of the collateral for floor plan loans.
4	Performance	This file contains records for each type of installment loan by office and dealer for storage of earnings information.
4	G/L Transaction	This file contains detail general ledger transactions. Normally, 13 areas are reserved for the transactions so that annual general journals may be produced.
4	Inquiry Control File	This file contains control records for the BANCADO Inquiry system. There are records for valid commands, stations, and passwords.
4	ForeCash Assumptions	This file is used to temporarily save the assumptions for forecast accounts with one record per forecast account number.
4	ForeCalc History Text	This file contains one record per text row on forecasts.
4	Certificates of Deposit	This file contains information pertaining to the terms of each individual certificate of deposit.
5	ForeCash Forecast File	This file contains actual forecast records.
5	IRA	This file contains information pertaining to Individual Retirement Accounts such as balance, year-to-date interest, and account type.
6	Deposit Account	This file contains information pertaining to individual accounts such as balance, year-to-date interest and account type.
6	ForeCash Tables	This file contains various tables used by ForeCash.
6	ForeCalc Master Reference	This file contains one reference record for each fifty rows of forecasts on file.
7	Transaction (for each application)	All transaction history is contained in the Transaction file. The current day's transaction journal and prior transactions are retained for printing on the customer ledger. In addition, file 7 contains special records pertaining to Bank Control information such as last posting date, total balance, etc.
8	Deposit Control	This file contains control records for interest calculations and proof entry.
8	Name Lookup	This file contains cross-reference data for accessing accounts by last name. Since it also contains cross-reference data for deposit accounts, it is defined as file number 9 for the Deposit Account System.
8	ForeCash Master Accounts	This file contains the master account records for ForeCash.
9	Lookup (for each application)	The lookup file is a cross-reference file and is used to access a particular customer record by account number when the customer number is unknow.
9	G/L Average Balance	This file contains two records for each general ledger account. The records store average balance information for the current year and for last year.
9	Inquiry Log	This file is used to log all accesses through the BANCADO Inquiry System for management review. The file size will depend on the maximum number accesses and the frequency of the running of the clearing function.
9	ForeCash General Purpose	This file is used to temporarily store information during ForeCash operation.
9	ForeCalc User Work Area	One single track user work area must be available for each station permitted to access ForeCalc.
9	Sort Work	This area is used for temporary storage of sort information during sort, merge, and fetch cycles. In most Winchester disk installations, 75 tracks are reserved for the sort work area. In flexible diskette installations, at least 25 tracks are necessary for this file. Installations with two printers will require two sort work areas of equal size.

END OF SECTION 1

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