By default, a report will print to the
default printer selected in your Windows print control manager. To print to a
different printer, select the Page Setup button on the report tool bar.
Click the middle tab for Printer Setup (or use CTRL-P from the report
preview) and from there you can select a printer to which to print the report.
The report will load again with the new printer format, so there may be a small
delay in refreshing the preview.
NOTE: This only changes the printer selection for the
open report. The next time you run a report, your Windows default printer will
be the default DLS printer again.
Contact
your network administrator to back up the DLS install directory and sub
directories. A daily backup is recommended.
From
time to time, free updates will become available.
Once
the new update is placed onto the server, the version control software will
update each workstation the next time DLS is started.
NOTE: A message box should appear saying, “Initialization
Properties have been set. Please run this program again” when the workstations
start DLS after an update. DLS needs to read and save the workstation's
environment the first time it is ran. For this reason, it will need to be
restarted the first time the new version is ran on each workstation. If a
workstation does not get this message after the update or if the build date
does not change, there is a strong chance that the workstation did not get
updated because of a problem with the version control software. Please contact TCDI to have the workstation’s
version control checked.
The main screen is displayed when the
program opens. It consists of up to twelve buttons, depending on which version
and edition of DLS you are using.
Looking
at the sample on the left, you will see the name of your deposit and loan fund
program at the top. Next to the DLS logo, you will see two globes if you have
DLS Online functionality. If you see a set of three documents in the little box,
it means that you have access to the DLS Docs module which provides special
documents functionality.
Below
the logo is the accounting interface that you are currently using and the
version and edition of DLS and the build date. Following that is the data file
that is being used with this login. You can have DLS installed more than once
for use with two different data files. Finally, you will see the contact
information for DLS.
The
main menu is on the left side of the screen. There are two different menus
based upon DLS or DLS+. The menu on the Main Screen above is for DLS+ and the
menu below is for DLS Advanced. DLS Basic is the same as DLS Advanced except it
is missing the Quick Key Entry option. If a user doesn’t have security rights
to an area, the buttons will be dimmed out for them.
Location Maintenance
Account Maintenance
Quick Key Entry Advanced Edition only
Daily Posting
Month-End Close
Valuation DLS+ only
General Reports
Fund Report DLS+ only
General Maintenance
Change User Password
Exit Program
The last three menu items are used to
change the password
for the currently logged in user, the
button is for changing the colors of the DLS to the user’s
own preferences, and the button with two computers connected to each other is
used to get to FastSupport.com which allows support to get on your computer to
work on your DLS.
Over
the past 20 years that DLS has existed, employees have retired or left the
diocese for other opportunities. It is also possible that because of changes
and enhancements to DLS over that time, employees are unfamiliar with just how
to get the most from their DLS. Training is not included in the purchase of the
program or the support agreement. Call TCDI to get the current price of
training which is done online and takes about 2 ½ - 3 hours depending on the
number of people that have questions.
Also,
DLS has always been compiled for 32-Bit MS Office but since 2010, some dioceses
have upgraded their workstations to 64-Bit MS Office. For those that want to
upgrade to 64-Bit, please contact TCDI to get this latest version set up at
your location. Not all workstations have to be running the same version of MS
Office.
This
section of the DLS system allows you to do certain activities that are
performed either during set-up or only on a non-routine basis.
The General Maintenance menu is divided up
into basic functions.
- Interest
Rate functions
- Support Files
- Special Functions
- Management Functions
- Account Classifications
- Export
Balances
- System Setup
Based upon your security rights, some buttons
may not be available to you and will be dimmed out. Other buttons may be dimmed
out if the DLS was configured to use those.
Some of the buttons will not be seen by Basic
Edition users. Those items will be noted below in their section of the manual.
Call TCDI for information on upgrading to Advance Edition of DLS to get those
features and functions.
This area allows you to change options that configure DLS to operate the
way that is best for your location. All settings are system-wide. Depending on
your edition and what optional features you have purchased there are eight areas
where you can change the settings: System Setup, Configuration, Account
Defaults, Statements, Billings/Letters, Audit, Email, and DLS Online. Audit and
Email will not show up for users of the Basic Edition. DLS Online will not show
up if you are not using DLS Online for your locations to view their accounts.
SPECIAL NOTE: There are some options that’s are only available when the program is
first started and would require transferring all the accounts to a new data
file in order to set them. These items are Compound Interest Daily for Deposits
and/or Loans. Talk to TCDI if you are interested in having these options turned
on or off.
o
Organization Name
This name will appear on all reports and statements generated by
DLS and on the Main Menu.
o
Contact Information
This
information will appear on various statements and letters sent to locations.
This should be the information on how the locations can contact you. Suggested
items would be the organizations physical and mailing address, phone number and
email address.
o
Accounting Interface
If you purchased the ability to interface with your accounting
system from TCDI, you will be allowed to select the interface that will be used
by DLS. Changing the interface will cause DLS to exit and for you to log into
DLS again. You should also check with Workstation Setup to make sure that
everything is configured correctly for the workstation to export the interface
file.
o
Interface Bank Code
Certain interfaces require a bank code in the information sent
to them. If your interface requires such a code, this field will be turned on
so you can enter it here.
o
Ledger Code
Certain interfaces require a ledger code in the information sent
to them. If your interface requires such a code, this field will be turned on
so you can enter it here.
o
UnDeposited Acct #
Certain interfaces require an
undeposited account number in the information sent to them. If your interface
requires such a code, this field will be turned on so you can enter it here.
o
Cash Recpt Memo
Certain interfaces require a cash receipt memo in the
information sent to them. If your interface requires such a code, this field
will be turned on so you can enter it here.
o
Save Batches
Depending on your interface, you may select to mark the
interface file so that the accounting system will save your batches when
imported in.
o
Auto Sync Location Records
Depending on your accounting interface, you may select to have
location information automatically updated from the accounting system every
time a user logs into DLS. If you turn this option off, you will need to run
the Update Vendor File Information whenever you make changes to a location.
o
Use DLS Login
Certain
interfaces require that DLS log onto the accounting system to interface with
it. When this option is checked, the system will use a default user ID and
password to log onto the accounting system. If turned off, the system will use
the user ID and their DLS password to log onto the accounting system. Contact TCDI for the default user ID and
password for your accounting system.
o
Period Set-up
This
area allows you to choose the month the fiscal year begins. When you select the
month that starts the fiscal year, the check marks under semi-annual and
quarterly will indicate the months that these periods will close when the
Month-End process is run.
Reports
are generated based on fiscal year. In addition, interest can be capitalized on
an annual, semi-annual, quarterly or monthly basis.
If
your periods do not line up with your fiscal year, use the Shift Periods By
option to shift your periods by up to 10 months so they line up to your
periods.
·
Configuration
o
Use Lookup Numbers
If this box is checked, lists in DLS will sort by lookup number,
and typing a lookup number into a list box will display the first closest
match. If this box is unchecked, lists will be sorted alphabetically, and
typing a location name into a list box will bring up the first closest match.
§
Standardized Lookup Numbers
If “Use Lookup Numbers” is checked on, this option will be available.
Under each account, you may select the account description from the list and
the standardized Lookup Number will then be used on that account. Check this
option yes to use standardized lookup numbers.
o
Print Confirmation
If this box is checked letters to each location will
automatically default to be printed confirming the transactions that were
posted to their accounts. This printing will occur after each daily posting.
You will always be allowed to change the print setting after the daily post.
This just sets the default.
§
Use Custom Letters (Advanced Edition Only)
If “Print Confirmation” is checked on, this option will be
available. With this option, you can use MS Word with mail merge to create
custom confirmation letters and a few others to be printed instead of the basic
letter DLS generates. Check this option to use the custom letters.
o
Limit Allowable Credit
If this box is checked, a credit limit will be settable for each
location. (See Location Maintenance for how to set and edit credit limits.) Loans
to a location exceeding that location’s credit limit will not be allowed by DLS
without first increasing that limit. With this box unchecked, setting a credit
limit on locations will not be available.
(Advanced Edition Only) A credit limit will also be available
for each individual loan account allowing you to approve a loan for a certain
amount that can be drawn upon over time. The system will not allow the loan to
go over that limit until it is changed in the loan record.
§
Removed Capitalized Interest
If
“Limit Allowable Credit” is checked on, this option will be available. With
this option, you can tell DLS to only use the actual funds given when comparing
the balance to the credit limit. With this switch turned on, DLS removes any
interest capitalized by DLS from the balance before doing any checks to see if
the location is over limit.
o
Require Location Type (Advanced Edition Only)
This will require you to select a location type for each and
every location record entered.
o
Require Acct Classification
This will require you to select an account classification for
each and every deposit and loan account entered.
o
Report Header Default ON
Use this switch for how you want the Print Report Header switch in
the reports menu to default to. The report header will print the filter and
sort order information about each report on a cover page for most reports.
Account statements will print the DLS statement header for locations that do
not use preprinted paper for their statements.
o
Days Password Valid
Enter the number of days that a user may use the current
password before they are forced to change it. DLS does not keep a record of
prior passwords so a user may reuse a password. Enter 0 to disable this
feature.
o
Monthly Post Transactions
Turn this switch on if you do not want to send the transactions
to the accounting system with each daily post but send all the transactions for
the month to the accounting system at Month End Close. This means that
transactions will not be sent to the accounting system via the AP ledger to
have checks printed but will send them via the GL to show that they were paid.
o
Use Cash System (Advanced Edition Only)
Turn this switch on if you do not want to bypass the interest
receivable/payable GL accounts in your accounting system and send the interest
directly to the interest income/expense GL accounts. This has the same effect
as using the same GL numbers in DLS for receivable/income and payable/expense
but with only one entry.
o
Post One Cash Acct Only (Advanced Edition Only)
Certain accounting systems have a check reconciliation function
that requires that transactions that affect the same cash account be posted
together. Turn this option on to prevent multiple cash accounts from being
posted at the same time.
o
Deposit Interest Tier System
This
option allows you to assign interest rates with a tier number for reference.
Unlike the Variable Deposit Rate table which changes the rate of the deposit accounts,
this only defines which tier the deposit account is in based upon the interest
rate that the account has. During rate changes, you can change an account’s
tier rather than the rate.
o
Reserve Percentage
In
the Account Summary Report, there is a field that shows what the amount that
the deposit reserves should be based upon the percentage that you enter here.
Default is 15% but you can set this figure to any percentage that your
organization requires that should be held in reserve.
o
Cash Only Funds (DLS+)
Turn this switch on if you do not want to use shares for
investment funds. Turning it off will change the investment funds to act more
like an actual deposit account where the market changes are taken out of the realized
profit/loss field rather than the unrealized profit/loss field.
§
Use Spending Policy (DLS+) (Advanced Edition
Only)
This option works with non-cash investment system. At the end of
each valuation, a certain percentage of share will automatically be sold and
the cash sent to the location.
o
Recalc Schedule After Prin Only Pymt
DLS
normally uses extra principal payments to shorten the term of the loan so that
only the ending payments affect the amount of interest paid. With this option
turned on, you cause DLS to recalculate the interest calculations for all
unpaid schedule payments from the date the extra principal was paid to the end
of the schedule. This result is a much larger saving of interest for the
location than if the extra principal was taken off at the bottom of the
schedule.
o
Pay Interest First
When turned on, this will cause the system to breakdown simple
interest loan payments to pay the entire interest balance first. Simple
Amortized loans will always to this. Users are always able to override this
breakdown.
o
Allow Interest Only Pymts
Amortized loans are based upon the schedule that is created for
the loan contract. By turning on this option, you will allow the user to enter
an interest only payment on amortized loans, which can be made in lieu of a
regular payment to extend the loan by one period. The schedule is NOT
recalculated but shifted by one period with the interest only payment being
added in place of the scheduled payment for that period.
o
Allow Thousandths of % Rates
DLS
defaults to allowing only hundredth of a percent rates for interest. This would
allow you to use 5.25% or 3.98%. By checking this option, you are provided one
more point after the decimal for interest rates like 4.275% or 1.066%.
o
Prevent Negative Deposit Accts (Advanced Edition
Only)
By
default, DLS has always allowed for deposit accounts to be overdrawn. In these
cases, DLS will calculate negative interest amounts so that the location would
need to pay the overdrawn amount as well as the interest that it calculated. By
checking this option, you can cause DLS to refuse to withdraw any amount that
would result in a negative balance. The user would have to change the amount of
the withdraw to only zero the principal or use Withdraw All to zero the
principal and interest of an account only.
o
Allow EFT Transactions (Advanced Edition Only)
For
certain accounting interfaces, DLS can send a switch telling the accounting system
to include the DLS transaction in a NACHA file that it creates rather than
printing a check. By checking this option, DLS will unlock the option on
deposit accounts to disburse interest on an account via EFT rather than
reinvestment or printing of a check. It will also turn on two other options
below to allow for other transactions to be selected for EFT rather than printing
of a check.
§
Allow EFT On Withdrawals
When
the Allow EFT Transactions switch is checked, this option is available. By
checking this option, DLS will allow the user to check the option on a withdraw
transaction to be paid via an EFT transfer rather than with a check.
§
Allow EFT On Loan Increases
When
the Allow EFT Transactions switch is checked, this option is available. By
checking this option, DLS will allow the user to check the option on a loan
increase transaction to be paid via an EFT transfer rather than with a check.
·
Account Defaults
o
Deposit Accounts
§
Deposit Interest Rate
This is the default interest rate that DLS will give any new
deposit account when it is created. This rate may be changed for individual
accounts when they are created.
§
Deposit Capitalization Period
This is the default number of times a year that interest will be
moved to a deposit account’s principal for inclusion in daily compound interest
calculations or paid out via a check or EFT disbursement. This period may be
changed for individual accounts at any time.
§
Re-invest Deposit Interest
This will allow the option to have the “Re-Invest Deposit
Interest” setting be the default setting for any new deposit account is
created. That setting may be changed for individual accounts at any time.
§
EFT Deposit Interest (Advanced Edition Only)
This
option is only available when you have checked the Allow EFT Transactions
switch in Configuration. This will allow the option to have the EFT of Interest
setting be the default setting for any new deposit account that is created.
That setting may be changed for individual accounts at any time.
§
Variable Deposit Interest (Advanced Edition
Only)
This will be what the default setting is for the “Variable Rate”
option whenever a new deposit account is created. That setting may be changed
for individual accounts at any time.
·
Loan Accounts
§
Interest Rate
This is the default interest rate that DLS will give any new
simple interest, simple-amortized, and fixed principal loan account when it is
created. This may be changed for individual accounts at any time.
§
Amortized ONLY Rate
This is the default interest rate that DLS will give any new
amortized loan account when it is created. This rate may be changed for
individual accounts at any time.
§
Loan Capitalization Period (Simple & Simple
Amortized Loans Only)
This is the default number of times a year that interest will be
moved to a loan account’s principal for inclusion in daily compound interest
calculations if the loan interest is to be capitalized. Only simple interest
& simple-amortized loans can capitalize interest. This period may be
changed for individual accounts when they are created.
§
Capitalize Loan Interest (Simple & Simple
Amortized Loans Only)
This will be what the default setting is for the option to
“Capitalize Interest” whenever a new simple interest or simple-amortized loan
account is created. That setting may be changed for individual accounts at any
time.
·
Investment Accounts (DLS+ Only)
§
Use Prior Period Share Bal
This will be what the default setting is for the option to “Use
Prior” whenever a valuation, dividend disbursement, or fee collection is done.
This setting may be changed on the valuation, dividend disbursement, or fee
collection form.
·
Default All Rates Based On
Interest
rates can be based upon a fixed 360-day year, 365-day year, or use the actual
number of days in the year in which the interest is being calculated for (365
or 366 days in the year). The setting you make here is what the default will be
for all account types but can be changed on each individual account at the
point when it is created. Once set for an individual account, it may NOT be
changed.
·
Write Individual Checks
(USL Interface Only) If this box is checked the default setting
for individual checks during account creation will be “Yes”, meaning that that
particular account will by default be paid to the location as a separate check
from other payments. (This setting may be changed for each account upon account
creation.) Accounts with this setting off will be lumped together in one check
upon payment.
·
Default GL Numbers
The button at the bottom of the page will
bring up the form that allows you to set the default GL number for the
following accounts:
Cash
Account
Payable
Interest
Income
Interest
Expense
Interest
Receivable
Interest
Payable
Notes
Payable
Notes
Receivable
*Deposit
Location
*Loan
Location
*Deposit
Department
*Loan
Department
*
Depending on the accounting system being used.
If
your accounting system allows access to the Chart of Accounts then an ellipsis
button will show up next to the field to allow you to select the number
directly from their data table.
o
Statement Title
This title will appear at the top of all statements. (See Reports
for available statements.) If you need to include an ampersand (&) in the
title, enter two of them (&&) or use the word AND. This is an issue with Access and not DLS.
o Type O Footer Msg
§
Center of Page
If the footer is short, centered on the page looks best. If the
footer is long, left justified looks best. Turning the switch on, the footer
will be centered at the end of that statement. Turning it off, the footer will
be left justified.
o Deposit Footer Msg
§
Center of Page
If the footer is short, centered on the page looks best. If the
footer is long, left justified looks best. Turning the switch on, the footer
will be centered at the end of that statement. Turning it off, the footer will
be left justified.
o Loan Footer Msg
§
Center of Page
If the footer is short, centered on the page looks best. If the
footer is long, left justified looks best. Turning the switch on, the footer
will be centered at the end of that statement. Turning it off, the footer will
be left justified.
o Fund Footer Msg
(DLS+)
§
Center of Page
If the footer is short, centered on the page looks best. If the
footer is long, left justified looks best. Turning the switch on, the footer
will be centered at the end of that statement. Turning it off, the footer will
be left justified.
o
Loan Billing Report
§
Make Checks Paid To
Enter
the name that you want to print on the Loan Billing report instructing the
location who to make the checks out to when remitting their payment.
§
Loan Billing Instructions
Enter
any special instructions that you want to print on the Loan Billing report.
o
Deposit Interest Distribution Letter
§
Interest Dist Letter Footer
Enter
any additional information that you want to print on bottom of the Interest
Distribution Letter.
§
Interest Dist. Name
This
is the name of the person who would be signing the interest distribution
letters so that it can be printed at the bottom of the letter
§
Position Title
This
is the title of the person who would be signing the interest distribution
letters so that it can be printed at the bottom of the letter below the name
o
Deposit Letter Body
This is the body of the letter explaining that their deposit
accounts are being audited and what they need to do. The form that they need to
complete and return to the auditors will be printed at the bottom of the page.
o
Loan Letter Body
This is the body of the letter explaining that their loan
accounts are being audited and what they need to do. The form that they need to
complete and return to the auditors will be printed at the bottom of the page.
o
Funds Letter Body (DLS+)
This is the body of the letter explaining that their investment
funds account is being audited and what they need to do. The form that they
need to complete and return to the auditors will be printed at the bottom of
the page.
o
Auditors Name
This is the name of the company that is doing the internal
audit, which will be printed on the form.
o
Letters Signed By
This is the name of the person would will be signing the letters
that are printed. This will be printed at the end of the letter body.
o
SMTP Server
This is the address to the SMTP server that the diocese uses for
sending their emails.
o
SMTP Server Port
Enter the port that the SMTP server uses to receive emails to be
sent
o
SMTP Login ID
The Login ID used to get into SMTP server. You can use on the
current users or create a special user ID for the program
o
SMTP Login Password
Enter the password that goes with the Login ID entered above.
The password will not be displayed and is encrypted when saved.
o
No Reply Address
When an email is sent, the currently logged in user’s email
address is the return address but in some situations, the user may not want to
get a reply in which case, this is the address that will be the reply to
address of the email. This is typically a bogus email account that doesn’t
really exist but you can actually send it to a real address if you want.
Then the No Reply address is used, DLS will include a footer to
the email stating that the receiver shouldn’t reply to the email and will not
be seen by anyone if a reply is sent.
o
Use No Reply
This is the default setting of the Use No Reply Address switch
for emails. The switch may be turned on or off at the time when the email is
sent but this is the setting that the switch defaults to when you enter the
email form.
o
Default Email
Confirmation
This is the default setting for the Email Confirmation switch in
Daily Post.
o
Default Email Interest
Dist Letters
This is the default setting for the Email Interest Dist Letters
switch in Month-End Close.
o
Confirmation Email Body
This is the body of the email for confirmation of transactions
posted to DLS. This will be at the top of the email followed by the
transactions that this email is confirming has posted.
o
Interest Dist Email Body
This is the body of the email for distribution of interest in
DLS at month end. This will be at the top of the email followed by the amount
of interest paid for each account and how it was paid to the location.
o
Statement Available Email
This is the body of the email for announcing that DLS has closed
for the month and that statements will be available online to the parishes.
·
DLS
Online (DLS Online Only)
o
Web Site Title
The information in this field will be displayed on the title bar
of the user’s browser
o
Allow Internet Transactions
If this switch is turned on, it will give internet users access
to the buttons to create deposit withdrawals, loan increases, and fund
withdrawal into DLS. These transactions will not be processed until a user in
the main DLS program approves the transactions by posting them in DLS. This option should not be checked if TCDI is
hosting your DLS Online.
o
Block All Amortization Schedules
Check
this option if you want to prevent amortization schedules from being printed by
the locations via DLS Online.
o
Internet Footer Message
When an internet user prints a statement, this is the message
that will be printed at the bottom of the statement. This function is similar
to the statement footers printed within DLS.
o
Skip Internet Statement Footer
When checked, this will prevent the Internet Footer Message from
being printed on statements that the internet user has generated.
If
for some reason you would like to prevent anyone from entering data into DLS,
you can turn on the switch and then save the changes. DLS on everyone’s
workstation will display on the main menu the message that the data is locked
and everyone will be set to “view only” mode until the data is unlocked again.
This
button saves the current system setup options and takes you to the Workstation
Setup screen that allows you to set up the environment for the current
workstation. You will be logged out of DLS and any settings that you changed in
this form will be saved.
NOTE: This is the same Workstation
Setup screen accessible via the logon screen.
This area allows you to select any number of
deposits or loans for which to change the interest rates.
Choose
the Deposits, Simple Loans,
Simple-Amortized Loans, Amortized Loans or Fixed Principal tab to select accounts whose
interest rates need to be changed. The list can be sorted by Location or by
current rates. Advanced Edition will
allow you to filter out all zero balanced accounts as well. All accounts
can be selected by clicking the Select All button or one or more
accounts can be selected by highlighting them. Clear All deselects
whatever is currently selected. Select All is the default. Enter the interest
rate (or tier number) from which the account(s) are to be changed (old) and the
interest rate (or tier number) to which the accounts are being changed (new).
Also enter the effective date that this change will take place.
NOTE: Interest rate changes can’t be
performed on a month that has been closed.
Push
Change to complete changing the interest rate(s). Push Close when
you are ready to exit the screen. Change
Report will print a report showing the interest rate changes made on the
effective date entered.
NOTE: Changing interest rates for Amortized and Simple-amortized
loans will change the loan term or payment amount as well. Which one is changed
is dependent upon the user setting. Each account will be refinanced and new
schedules will be created with the new interest rate starting on the month the
rate change was effective. Only the payments starting from the effective date
that have not been paid will be changed.
Loans
that are set up to be ±
the prime rate will have their interest rate changed when the prime rate is
changed here. Enter the effective date of the change and the new rate that you
want to set the prime rate to. When you click on the Change button, all loans
with the Add To Prime switch turned on will add the rate listed in the loan
record with the new prime rate and create a rate change transaction to the new
rate.
Example:
If a loan is set for 1% over prime and you change the prime rate to 3%, this
will result in a rate change to 4% for that loan.
This
area is only available if you have configured your system to show interest
tiers for deposit accounts. To define a Deposit Interest Tier, click on Add and
enter the tier number and the rate associated with that tier. You can later
edit a record to change the rate associated with that tier or delete the
record. Tiers are only used for reference within DLS. Changing a rate on a tier
does NOT change the rate on any accounts.
Use
this area to create the different interest rate that variable rate deposit
accounts will use. The lowest level is the default rate in the System Setup
Options. If you change the lowest level here, it will change the default rate
there.
o
Add Branch:
Click on Add Branch and
enter the lowest value for the rate and the rate that you want to give for that
amount or higher. To save that branch, you must click on the grey rectangle to
the left of the branch with the pencil in it.
o
Delete Branch:
Click on the branch that you
want to remove so that the grey rectangle with the black arrow is to the left
of the branch. Then click on the Delete Branch button and the confirm the
delete.
o
Options:
You can have the rate affect the
current period that is closing and the rate is based upon or you can have it
affect the next period. By checking the option Change Rate For Next Period, the
rate change will occur at the end of the closing period. When left unchecked,
the rate will change at the beginning of the period that is closing. When this
occurs, the change in the rate will cascade through all the transactions during
that period and the interface last export to the accounting interface will
contain the adjustment to the interest calculated in prior non-period closes.
You can also have the rate based
upon the Average Daily Balance during the period that is closing or based upon
the ending balance after interest is disbursed at the end of the closing
period. Just check the option to Use Period Ending Balance if you do not want
it based upon the Average Daily Balance.
This
area allows you to create a list of Location Types that can be used to define
location records and filter reports based upon the different types of location
records
This
area allows you to maintain the list that appears in the Account Classification
selection (on the Add Deposit/Loan/Fund screen) and the Classification Filter
(in the Reports area). Account Classifications allow you the option to organize
accounts into classifications that can later be used to restrict report data.
This
area allows you to maintain the list that appears in the Account Category
selection (on the Add Deposit/Loan/Fund screen) and the Category Filter (in the
Reports area). Account Category allow you the option to organize accounts into
categories that can later be used to restrict report data.
Enter the account type (L, D, F,
or A for all account types) and a unique comment. When “Select Comments” is
pushed during a transaction, this list will appear so that a comment can be
inserted.
This
area allows you to maintain the list that appears in the Account Restriction selection
(on the Add Deposit/Loan/Fund screen) so that you can easily define any
restrictions that may be on an account.
This will appear if you have
turned on the option to use standardized Look up Numbers in the system. (See
System Setup Options for more information about Standardized Lookup Numbers).
You will need to enter the account type (L or D), a unique description, and the
lookup number that will be assigned to this description for this account type.
(A description can be duplicated between account types, but not within the same
type. In other words, you can use Building Fund in both Deposit and Loan, but
you cannot enter Building Fund twice within Deposit or Loan).
This
area allows you to manage your list of third party vendors needed in the
Deposit and Loan Maintenance area. Third parties may be added, edited, and
deleted. To add a third-party vendor, push the Add button. A screen
appears allowing you to enter specific information regarding the new vendor.
When finished adding the new vendor, push the Save button. To edit the
information for a third party vendor, push the Edit button. After making
all changes, push Save.
For
users that have the USL or AFC interface, you have the ability to update your
location information with updated information contained within your accounting
system. By clicking on this option, DLS will open the vendor file of the
accounting system and change the location address and contact information that
is locked in Location Maintenance.
This
area allows you to enter descriptions for all the GL Account numbers used
within the system. These descriptions will be used during the printing of some
reports to help understand which accounts are being used.
This
area allows you to Add, Edit or Delete a user. You can
also print out a list of all the current users and their currently selected
security rights. Information applicable under the Add and Edit areas includes
User ID (the user’s logon name), his or her first and last names, and his or
her password (which here appears in asterisks to maintain security). Security
for each user can be set based upon rights to access the buttons on the main
menu. Check the box next to the button name to allow that user access to the
functions under that button. View Only Rights option will only allow the user
to access certain areas with View Only permission in those areas. Advanced
Edition version also has the option to prevent certain users from being able to
delete.
Advanced
Edition: Additional security options are available to allow only certain
users the right to delete any information from DLS, give certain users access
to Advanced Functions. Click on the Allow Deletions option to allow the user
to remove records from the areas that they have access to. Without this option
turned on, the user cannot delete any records in DLS. Check the Advanced Functions option the user will
have access to more maintenance function like Move Accounts, Merge Locations, access the Loan Write-off button and
Recalculate All Accounts. The user’s email address is primarily used in the
Advanced Edition to send emails from the user from within DLS.
This
area allows you to select which reports you will be using in DLS from the
master list for Deposits, Loans, Funds, and Locations. Double-click on the
report name to move it from one list to the other. Click on the Deposits,
Loans, Funds, and Locations to switch between each report type.
This area allows you to create Master
Investment portfolios into which Locations may invest. More than one portfolio
can be created. There are two different types of investment funds that can be
managed within DLS+. You need to select which type to use within System Setup
Options before you being entering Investment Funds. The information needed to
establish a portfolio is:
o
Fund Description
This
describes the portfolio in general
o
Begin Date
The
date that sales of this fund can begin
o
Days Open
All
sales and purchases are restricted to within this number of days after the
begin date or a valuation of the fund.
o
Current Share Value
Current
price per share for each whole share of the fund.
o
Total Shares (Display only)
Total
number of shares owned by the locations
o
Est. Market Value (Display only)
The
estimated total market value of the fund based upon the current total shares
and the per share market value entered at the last valuation
o
Valuation Period
From
the begin date of the fund, how often are valuations going to be done on this
fund
o
Location
Used
by some accounting interfaces. The default used when locations invest in this
fund.
o
Department
Used
by some accounting interfaces. The default used when locations invest in this
fund.
o
Terms
A
memo field where the general description of the terms surrounding the master
fund can be entered
o
Comment
A
memo field for entering any general comments about the master fund
o
Cash
The
GL Cash account for this fund. The default used when locations invest in this
fund.
o
Accounts Payable
The
GL Acct Payable account for this fund. The default used when locations invest
in this fund.
o
Notes Payable
The
GL Notes Payable account for this fund. The default used when locations invest
in this fund.
o
Fund Expense
The
GL Fund Expense account for this fund. The default used when locations invest
in this fund.
o
Dividends Paid
The
GL Dividends Paid account for this fund. The default used when locations invest
in this fund.
o
Value Change
The
GL Value Change account for this fund. The default used when locations invest
in this fund.
This
area allows you to view, edit, or delete scheduled transaction instructions for
Deposits, Loans, and Investments. Click on the Deposits,
Loans, and Investments to switch between each account type. You can NOT add new
instructions from this screen. To add new instructions, go to the account in the
Account Maintenance screen. Instructions are executed during the week that they
are scheduled for when a user logs into DLS.
·
Move
Accounts (Advanced Edition Only)
Occasionally,
there is a need for an account to be moved from one location. Use this option
to move any one account from one location to another location.
There
are two ways to move an account. The first is without an audit trail. This will
remove the links for the account and all transactions associated with the
account from one location to the other location. With no audit trail, the
account will be completely removed from the old location and will look like it
had always been in the new location.
The
second way to move an account is using an audit trail. With an audit trail, the
old location will have a withdrawal all/pay all made to the account to zero the
balance and the new location will have the account created in it list of
accounts with an opening transaction for the balances from the old location. These
transactions will happen on the date that you enter for the effective date.
Occasionally,
there is a need for two locations to merge. Use this option to move all
accounts from one location to another location. There is no audit trail and it
will move ALL transactions from Deposit, Loan, and Funds.
Over
time, Simple Amortized loans will get further and further out of sync with the
suggested schedule as locations may pay early, later, more, or less than expected
in the schedule. When you select this option, the system will reamortize all
the Simple Amortized loans based upon the current balance and the current date.
If
for some reason the system displays balances that are not correct, users with
Advanced Functions rights can use this feature to force the system to run
through every account and recalculate the balances from the opening transaction
to the last transaction entered. Depending on the number of accounts and
transactions, this could take several minutes. It will ask you before starting
each account type (Deposit, Loan, or Fund) so that you can do just one account
type rather than every account.
About
once a year, it is suggested that you do a compact of the DLS data file. When
you delete records in the data tables, it leaves blank spaces which waste space
on your hard drive and the only way to remove those blank spaces is to do this
function. In order to do this, you must be the only person to have the data
file open and then select this option.
This
function allows you to print audit letters by selecting the accounts that are
being audited, the date that the account balances are being audited to, and
information about the auditors. The letter uses the body of text entered under
System Setup Options and the information from the account itself.
To
send bulk emails to all account holders or locations, you will need to make
sure that you have configured and tested your SMTP server connection in System
Setup Options. Also, you need to make sure that each location or account has an
email address attached to it and verified. When you enter this form, you can
select the accounts or locations that you would like to send to. The list can
be filtered just like the reports menu based upon zero balances, location type,
account classification, standard LU#, deanery code and account category.
Select the email form that you
would like to send and then click on Create Emails. The email address list will
be created and depending on the email requested, you may be giving a form to
write your email message and to select if the email is coming from you or a
“NoReply” address.
This
area will allow you to create notices that will be displayed on the day that
the notice is scheduled until the notice has been marked as completed. This is
handy when you need to work on an account or do some function in the future and
need to be notified of that event when it comes due. The list of events that are
coming within the next 5 days will be seen at the bottom of the main menu and a
notice will appear on the due date or past due when you log into DLS. These
notices just general notices for all users and are not linked to any particular
location or account. They are
not scheduled functions that DLS will do on its own on that date but reminders
to have something done by the users.
As
fixed term CDs come towards their maturity date, you can use this function to
view the list of maturing CDs and process them by paying out the CD or rolling
over the CD. When there are mature CDs, you will be asked when you log in if
you want to process the CDs first thing. Selecting yes at that time will give
you this list.
o
Payout CD:
Highlight
the CD you wish to payout and click on the Payout button. You will then be able
to select another deposit account to transfer the funds to or leave the field
blank to send a check. If available, you can check the box to send the funds
via EFT instead of a check. Click Save to process the payout.
o
Rollover CD
Highlight
the CD you wish to rollover and click on the Rollover button. You will then be
able to change the description of the CD, change the rate and set the new term
of the CD. Click Save to process the rollover.
·
Loan Calculator
(Advanced Edition Only)
The
loan calculator allows you to enter information about a loan that a location
has applied for like the amount, how often payments are expected and the
interest rate.
You
can then enter up to six different payment amounts to show the number of
payments or click on # Pymts and enter up to six different payment numbers to
show the payment amounts for each. By clicking on the print button, the form
will print on the default printer for the workstation.
No
information is saved since this is just to provide the location with different
options for repayment of the loan that they have applied for.
Use
area to create triggers for custom letters and to select and edit the custom
letters in MS Word that you want to use in DLS.
o
Adding/Editing New Trigger
Letter File Path: Use the
ellipsis button to explore your workstation for a MS Word document that
contains the letter that you are creating the trigger for.
Account Type: Click on
the type of account that the letter will be used for. This will turn on the
transaction types to trigger the letter.
Transaction Type: Select
which transaction for this account this letter will be used for. There are four
main transaction types for each account type but loans also have the option of
triggering letters for Refinancing a loan or a Change Type.
o
Deleting Trigger
Highlight the trigger that you
would like to delete and click on the Delete button.
o
Edit Template
Highlight the trigger that you
would like to edit the letter for and then click on the Edit Template button.
DLS will start MS Word with that template letter and will tell you to tell MS
Word to run the query associated with that letter when asked. If you have not
already linked the letter to one of the queries in DLS, you will need to use
the mail merge functions in MS Word to connect the query and put the fields
needed in their proper place in the letter.
There are three queries in your
local DLS ACCDE file that are for custom letters. These are Confirmation Letter (used for the four
main transaction confirmation letters),
Refinance Letter (used for the refinance letter) and Convert Letter (used
for converting a loan to a different type).
Once you connect the query to the file, you need to use the mail merge
functions to place the fields within the query into the letter. When you use
the Edit Template button, the queries will be filled in with generic data to
help to proof the letter in a merged form.
For more information on your
version of MS Word and the mail merge feature, please refer to the MS Word
manual or help screens.
Use
this feature to create a CSV file containing the current balances of all your
deposits or loans in DLS for the month ending date that you enter. If the month
that you select has not been closed yet, the interest balances will not be
correct and will only show the balance at the end of the last transaction
entered. The exported file will be located in the workstation’s DLS directory.
Use
this feature to create a CSV file containing the current unpaid scheduled loan
payments for use in another application used for online invoicing. Do not run
this function until you have closed the month!
This
section of the DLS system allows you to add, delete, or change location
information. These records are the locations that will have deposit, loan, and
investment fund accounts associated with them.
Location
Browse
The location browse can be filtered by typing a location
number, name, address, or city of any location record to see only those records
that contain the search criteria in any part of those fields.
Push
the Add button on the Location Browse screen. A new location can at that
point be entered.
NOTE: If DLS is connected directly with an accounting
system and you select Add, the vendor file from the interfaced
accounting system will be displayed. (Before adding a new location into DLS
that is connected with an accounting system, be sure that the new location has
first been added to the vendor file of the accounting system.) Highlight the
location to be added to DLS and then push Add. The vendor information
for the new location is displayed on the main location screen. Any areas that
are grayed are coming directly from the accounting system. Sections that are
not grayed can be changed before saving the new location within DLS.
Highlight
a location and push the Edit button. Information that is grayed out is
coming directly from an interfaced accounting system and can only be changed
from within the accounting system. Change the location information and select Save
to save changes.
Select
a location and push the Delete button. A warning screen will appear to
verify that this is the correct course of action. (Advanced Edition: Only users
with rights to delete will be able to delete a location.)
NOTE: When a location is deleted all
transactions associated with that location are also deleted.
In
order to maintain Internet users to have access to the highlighted location’s
accounts click on this button.
o
Location User List
This
is the list of current locations found in DLS.
o
Adding
New User
Click
on Add and enter the users ID, name and password into the form. If you are
allowing internet transactions to be entered you can click on Allow Transactions to allow the user to
enter those transaction. If you would like to select other locations for this
user to access, double-click on the location in the location list to move it to
the allowed list. Click Save to save record.
o
Edit User
Highlight
a user and click on Edit to change the user’s ID, name or password into the
form. If you are allowing internet transactions to be entered you can click on Allow Transactions to allow the user to
enter those transaction. If you would like to add or remove other locations for
this user to access, double-click on the location in one list to move it to the
other list. Click Save to save record.
o
Delete User
Highlight
a user and click Delete to remove the record from the database.
By
clicking on this button, a report can be previewed and printed showing all the
locations currently in the system. It will also create a file called
AcctList.txt in your local DLS directory.
This file is a tab-delimited file that can be used to import into other
programs for mail merging or other applications.
The
location information screen contains information about a location including the
following:
·
Location
Number
A
location number can be assigned to each location. The location number can be
made up of letters as well as numbers. If you want lists to sort by lookup
numbers, the "Use lookup numbers" box needs to be checked under
program options (see System Setup Options in General Maintenance.)
This
number is used primarily for interfacing with an accounting system. The number
entered here is the number that is assigned to the location within that
accounting system.
If
for some reason you wish to lock down all the accounts for the location, you
can check this box and save the record to cause the accounts to be locked into
a view only format until this box is unchecked and saved again.
This
location may be assigned a location type from the list defined in General
Maintenance. This field may be required if the System Setup Option has been set
to make it required.
Holds
the code that assigns it to a particular deanery. This code can be used for
filtering in Reports and Emails.
The
federal employer identification number for the location. (Not used by DLS)
Check
this box if this location is an IPF (Inner Parish Fund) location.
If
the system is using an interface that receives data from the accounting system,
the fields in this section (except for location number) will be dimmed out and
cannot be updated through DLS.
o
Location Name
The
name of the location
o
Address
The
location’s physical address, including city, state, and zip code. If the
location is out of the USA, you can check the Foreign box next to the zip code
the enter a foreign postal code.
The
information contained in this section is held entirely in the DLS system and is
not imported from any accounting system.
NOTE: The first field of the "mailing" address
is what determines if the "mailing" address or the physical address
is used. If the first field of the "mailing" address is blank, the
physical address will be used.
o
Alternate Name
If
the account statement needs to be mailed to a different name other than the location’s
name, enter the “mail to” name. This name will be used when mailing account
statements and confirmation letters.
o
Address
If
the account statement needs to be mailed to a different address other than the location’s
physical address, enter the “mail to” address. If the location is out of the
USA, you can check the Foreign box next to the zip code the enter a foreign
postal code.
This
is the phone number of the contact person for this location. Enter numbers only
and the dashes will be filled in after leaving the field. (Not used by DLS)
This
is the fax number of the location. Enter numbers only and the dashes will be
filled in after leaving the field. (Not used by DLS)
The
email address for the location. (Advanced Edition: The field label is actually
a button that when clicked on, it will open an email already addressed using
the email address shown in the field.
This allows you to write the email and send it without having to copy
and paste the address to an email.)
When
you save the email address and your SMTP server information has been
configured, a confirmation email will be sent to the address asking the
location to verify the email was received. Once you have verified that the
address is correct, check this box to tell DLS to start using this email
address to send emails to.
The
name of the pastor or main contact for the location. This is added to the address
in the ATTN: line.
Used
for Custom Letters, this is the way that you would like to write the salutation
in the letter. While you can enter this information in Basic Edition as well, Custom
Letters is only available in the Advanced Edition.
If
you have turned on the credit limit option in System Setup Options, you will be
able to put in a dollar amount as the limit which this location is allowed to
borrow up to. It is compared to the sum of all loans for this account with an
outstanding balance of principal.
Use
the drop-down list to select which Deposit account for this location should be
the default account to view when this location is selected in Account Review.
Use
the drop-down list to select which Loan account for this location should be the
default account to view when this location is selected in Account Review.
Use
the drop-down list to select which Investment account for this location should
be the default account to view when this location is selected in Account
Review.
Any
additional notes can be entered in this field. (Not used by DLS)
This
section of the DLS system allows you to add, delete, or change deposit, loan,
and investment accounts in DLS. This section is where account transactions such
as withdrawals, deposits, payments, investments, transfers, and loan increases
are entered. New accounts are also created here.
The
account review screen displays deposit, loan, and investment accounts for a
selected location. The fields are blank until a location is selected. You may
start typing the name or location number (see System Setup Options under
General Maintenance for how to turn on/off lookup numbers for lists) and DLS
will show the closest matching location as you type. The drop-down button at
the right of the list box can also be clicked to see all locations that
currently have accounts associated with them unless the ALL LOC checkbox has
been checked, then all locations in DLS are shown. The lookup button to the
right of the ALL LOC checkbox will bring up the location search box where you
can enter any part of the location number, name, address or city for a location
and the list will show the best results. Double-click on the location on the
list to select that location for the account review.
Once
a location is selected, its name and city are displayed on the title bar and
the default deposit account for that location is displayed on the screen. The
screen defaults to the deposits tab but you can move back and forth between
different account types by clicking the Deposits, Loans, and Invest (DLS+ only) tabs. The
default account for that account type will always be displayed first but you
can click on the Account List (Alt-A) to bring up a list of all the current
accounts for the selected type.
On the left side of the window
you will see the current information about the account itself. This includes
the description, sub-description, balances, terms, and comments. It also can
have up to three special function buttons for the selected account.
On the right side you will find
the list of transaction for this account with the latest one at the top. By
highlighting a transaction in the list, you will see the transaction detailed
information below the list box.
The calendar 
button below the list will allow you to add a
new scheduled transaction instruction set. The same button is on the account
side near the Close button. This one will bring up the current list of Scheduled Transactions for this account and allow you to Add, Edit, or Delete any Scheduled Transaction for this account. This is only available if you have
the DLS Doc module
The
next button below the list will allow you to add a new transaction to the account.
The 
button with the pencil and paper
means that the transaction has not been posted yet and may be edited. But if
the button is just the paper without the pencil, it means that it has been
posted and locked down. Clicking on this button 
, you can get a lock serial number and call 217-788-8234 to get an
unlock code for that serial number. Serial numbers are unique and change each
time the button is clicked so call while the screen in currently displaying the
number.
The last button
is available only when a transaction has
not been posted and locked. The edit, unpost, and delete buttons will not be
available for system created transactions. These transactions will have the * asterisk
at the start of the transaction description. In order the delete them, you will
need to reverse the action the transaction that created them or contact TCDI
support to have them deleted.
The
Deposits tab can be selected to have the account review screen function
for Deposits. The default deposit account for the location or the first open
deposit account for the location will be selected and displayed in the form
To
select a different account, use the Account List (ALT-A) button to bring up the
list of deposits available. Advanced
Edition: The list of accounts defaults to the list of current open accounts. If
you would like to view closed accounts, you need to select the option for
Closed Accts.
There are several buttons located below the
list of account. These include Add, Edit, Delete, Print Contract, Recalculate
Account, Select, and Close. All the buttons will
be dimmed out except for Add and Close until you highlight an account.
o
Print Contract (Advanced Edition Only)
If
you have created a contract in a MS Word document and linking it to DLS, you
will be able to print that document with the fields for the highlighted account
inserted into the document. For more information on creating a contract to be
printing using DLS fields, contact TCDI for help.
If for some reason you feel that this
account might be out of balanced, with the transactions that have been entered,
you can highlight the account and click this button to cause DLS to recalculate
the account transactions from the opening transaction to the last one.
o
Select
Double-clicking on an account in the list
will highlight the account and click the select button. But if you want to
click on an account and then click on the Select button, you can and it will
display the account in the account review screen.
Highlight the deposit account to delete and
click the Delete button. A screen will appear which allows you to verify
deletion of this deposit account. (Advanced Edition: A user must have deletion
rights to delete before the delete button is available)
NOTE: When a
deposit account is deleted, all deposit transactions associated with that
deposit account are also deleted and can not be recovered from within DLS.
o
Edit a Deposit Account
Highlight the deposit account and click the Edit button. A screen will appear
which allows you to edit certain information about the deposit account. Fields
that cannot be edited appear in gray.
o
Add
a New Deposit
Account
Click
the Add button. The screen to the right will appear which allows you to
enter the information for a new deposit account.
§
New Deposit
Only
uncheck this box if you are moving an account from another software and want to
enter the beginning interest balance. This is normally done when you first
start DLS and manually key in your starting data from a report that you got
from the old D & L software.
§
Location
This
is field can’t be changed and shows which location number: location name the
account is being assigned to.
§
Deposit Description
This
is the name of the deposit account. If the system is setup to use standardized
lookup numbers, you may only select an established description linked to a
standard lookup number from the dropdown box.
§
Sub Description (Advanced Edition Only)
You
may enter a secondary name of the deposit account. The Sub Description field is
helpful if you are using standardized description and lookup numbers.
§
Lookup Number
The
number associated with the deposit account. If the system is setup to use
standardized lookup numbers, you may not enter a lookup number as it is entered
when you select the description. Lookup numbers are not used internally with
DLS so this allows you to change the number at any time and not lose any data
connected to the account.
§
Fixed Term CD (Advanced Edition Only)
Check
this box if you want to assign a fixed term for this account and classify it as
a CD.
§
Term (Advanced Edition Only)
If
you selected to make this account a Fixed Term CD, the Term dropdown field will
appear so that you can select one of the fixed terms. If you a different term
than is available, contact TCDI in order to have it added to the list.
§
Date Opened
The
beginning date of the deposit account.
§
Capitalization Period
The
capitalization period can be one of four selections: annual, semi-annual,
quarterly or monthly. Interest will be transferred to principal or an interest
check will be generated depending on the capitalization period selected. For
example, if the capitalization period selected is quarterly, interest will generate
through the period and be paid to the location in the selected disbursement
method. Account statements can be generated at any interval and are not related
to the capitalization period chosen.
§
Interest Disbursement Method
There
are up to four options that you can select from in paying out interest at the
end of the capitalization period.
·
Check
Interest
will be shown as paid for by the printing and sending of a check to the
location. If you are interfaced with an accounting system, this will generate a
transaction to the AP module in order to have a check printed from the
accounting system.
Request
Separate Check
Some accounting systems will group checks of a location into one check.
If your accounting system does this and it is possible to tell the accounting
system to not group a transaction with others into one check, you will see this
check box. When you turn it on, the accounting system will be told to not group
this transaction with any other transactions.
·
Electronic Funds Transfer (EFT)
Interest
will be shown as paid for by being send via an EFT process to the registered
account for the location in the accounting system. If you are interfaced with
an accounting system, this will generate a transaction to the AP module in
order to have EFT sent from the accounting system.
·
Re-Invest Back Into Account
Interest
will be shown as paid for by transferring the interest balance from interest to
principal within the same account. If you are interfaced with an accounting
system, this will generate a transaction to the GL module in order to show the
transfer from Interest Payable to Notes Payable and to show the payment as
Interest Expense.
·
Re-Invest Back Into (Another Account)
Interest
will be shown as paid for by transferring the interest balance from interest to
principal in another account within the same location. If you are interfaced
with an accounting system, this will generate a transaction to the GL module in
order to show the transfer from Interest Payable to Notes Payable and to show
the payment as Interest Expense.
§
Interest Rate
The
annual interest rate the system will use to calculate interest for the deposit
§
Rate Based On Variable Rate Table (Advanced Edition
Only)
Check
this box if you would like to have the account change the rate based upon the
Average Daily Balance of the account during the period. The rate will change
based upon the table of balance ranges at the end of each period during the
month end close.
§
Daily Rate Based On (Advanced Edition Only)
You
can change the fiscal year to be Actual number of days in the current year, a
fixed 360-day year or a fixed 365-day year. Daily interest calculations are
based upon the following formula: Principal x (Annual Rate / Days In Year) x
(Current Transaction Effective Date - Prior Transaction Effective Date)
§
Principal Balance
The
principal balance for the deposit is the principal amount from an old system or
the initial deposit that was used to open the account. You can enter a zero if
you want to create the account without an opening balance.
§
Restricted Principal (Advanced Edition Only)
The
restricted principal for the deposit is the principal amount that the location
is not allowed to withdraw from the account. Interest made from the restricted
balance may be withdrawn from the account once disbursed.
§
Restriction Expiration Date (Advanced Edition
Only)
When
you enter a restricted principal amount for the deposit, the Restriction
Expiration Date field will appear requesting you to enter the date when the
restricted balance may be withdrawn.
§
Interest Balance
If
the New Deposit checkbox at the top is unchecked, then you will be able to
enter the current interest balance for the account that is being transferred
from another software. If this field is not disabled and this is a new account,
make sure to check the New Deposit checkbox at the top so interest is
calculated correctly.
§
Closed (Advanced Edition Only)
When
an account principal and interest balance is zero, this field will be open to
allow the account to be marked as closed. This will result in the account being
left off of reports and month end functions. Transactions cannot be added to
the account until the closed switch is turned off.
§
Hide on DLS Online (DLS Online Only)
If
you don’t want to have this account visible to the parish when they log into
DLS Online.
§
Flag Account (Advanced Edition Only)
By
turning on this switch, the system will change the account description field
yellow and put up a message telling the user that there is something in the
comments that should be read before working on this account when the account is
selected. Make sure you put something in the comment field to explain WHY the
account was flagged.
§
Account Classification
A
list of available classifications for the account (entered in General
Maintenance) used for restricting reports
This
may or may not be optional and may be changed at a later time.
§
Account Category (Advanced Edition Only)
A
list of available categories for the account (entered in General Maintenance)
used for restricting reports
§
Restriction Type (Advanced Edition Only)
A
list of available restrictions for the account (entered in General
Maintenance). This is an informational only field.
§
Terms Comment
A
comment field for details or notes about the terms of the deposit.
§
General Account Comment
A
comment field for details or notes about the deposit account in general.
§
Holding Bank (Advanced Edition Only)
Enter the name of the bank that is holding the funds
for this account. This information is only used for Custom Letters. If you
don’t use this field, you can put other information in it for use in your
Custom Letters.
§
Holding Account (Advanced Edition Only)
Enter the account number at the bank that is holding
the funds for this account. This information is only used for Custom Letters.
If you don’t use this field, you can put other information in it for use in
your Custom Letters.
§ Account
Numbers
If
DLS is being interfaced with an accounting package, this button can be clicked
to select the account numbers that DLS will use. For a deposit, the following
items need account numbers from the accounting system’s chart of accounts: cash
account, accounts payable, interest expense, interest payable, and notes
payable. Other accounting packages may require extra information which are the
Location and Department numbers for the account.
Each
individual deposit account can have its own account numbers that will interface
with an accounting package. For example, one deposit account (regular savings)
can select a “Notes Payable - regular savings” account number (for example,
acct.# 3080.00) while another deposit account (special savings) can select a
“Notes Payable - special savings” account number (for example, acct.# 3085.00).
If
an account is a local account, owned by the diocese itself, then the switch for
Local Account may be turned on which
will provide two more fields for Interest Income and the Asset Account GL
numbers.
§
Alt Address (Advanced Edition Only)
If
this account should go to a person and address different from that listed under
the location record, an alternate name and address should be listed under this
button. When an address is entered here, all confirmation letters and
statements for this account will be sent to this alternate address rather than
the main location address.
§
Alt Email (Advanced Edition Only)
If
this account should go to an email address different from that listed under the
location record, an alternate email address should be listed under this button.
When an address is entered here, all confirmation emails and emailed statements
for this account will be sent to this alternate email address rather than the
main location email address.
After
transactions are entered, the transaction amount, principal (amount of transaction
affecting principal), interest accumulation, balance after transaction,
interest balance (after transaction), user ID who last updated the transaction,
transaction date, effective date, and comment for the newly entered transaction
will appear in the Account Review screen. The Tx Int Rate field is the rate
that was used to calculate the interest that appears in the Interest Accumulation field.
Only Withdrawal transactions can be scheduled ahead of time. You can set up transactions to be created on a Monthly, Quarterly, Semi-Annual, or Annually.
The next field is the number of times that you want the transaction to create this transaction. For example, if you would like to set up a monthly transaction for the next year, you would select Monthly and the term would be 12. As each transaction is created, this number will go down by one. If you want to create the transaction every month until you delete the instructions yourself, enter a zero into the term field.
Next you will need to enter the date that the next transaction is to be created. You can enter a date for the current week and in the future. So if it is Thursday, you can enter the date for Monday and it will create that transaction when someone logs into DLS next. But it will reject a date for the previous Thursday because that week has passed.
Enter the amount that the transaction will be. No matter what you enter, it will change it to a positive number. You will then need to enter a description of the transaction. It is suggested that you note that this is an automated transaction in some way. If you are using an accounting interface you can force the interface to send the transaction through the GL module rather than the AP module to print a check by clicking on NO CHECK.
Should you want to transfer the funds from this withdrawal to another current account, use the drop down list to select the type of account you would like to transfer the funds to. Once selected, an option will appear to select the account that you would like to deposit the money into or make the payment on.
To
add a deposit transaction, enter the date of transaction (defaults to the
current date which may be overridden), effective date, and then select which
type of transaction you are entering.
§
Deposit
Enter
the amount of deposit, check number, and comment (if any). If you would like to
have the “Auto Description” entered into the comment field before entering
their own comments, they should click the Auto Description button and then
enter their own comments. (Advanced
Edition: If there are standard comments listed in the system, you may click on
the Std Comment button to select a standard comment from the list of comments
available.) Push the Save button
to save the transaction. If no comment was entered, the Auto Description will
be used.
§ Withdrawal
Enter
the amount of withdrawal, check number (if you are not interfaced with an
accounting system) and comment (if any). You are NOT able to withdraw any of
the interest that has accumulated since the last period close! If you do, it
will result in a negative balance in the principal which will start calculating
a negative amount of interest. The principal and interest will NOT match at the
end of the period. Use the Withdrawal All closeout function.
Users
may also set the Check/EFT/No Check switch. Depending on a variety of
situations, this switch will say either Check, No Check or EFT. Accounting Interface Only: NO CHECK will cause the
transaction to be sent to the accounting system via the GL import rather than
the AP import; thereby preventing a check from being queued to be printed.
CHECK or EFT will cause the transaction to be sent to the accounting system via
the AP import. If set to EFT, the AP import will include a switch to tell the
accounting system to send the payment via EFT.
A
Third Party Vendor can also be
selected in the event that the withdrawal is being paid directly to a third
party. To do so, push the Ellipsis button to the right of the Third-Party
Vendor field. The Third Party Browse screen will appear. To select a third
party, highlight it and then push the Select button. (To edit your third-party
list, see General Maintenance under “Update Vendor File Changes” or “Third
Party Vendor File”). If you would like to have the “Auto Description” entered
into the comment field before entering their own comments, they should click
the Auto Description button and then enter their own comments. (Advanced Edition: If there are standard
comments listed in the system, you may click on the Std Comment button to
select a standard comment from the list of comments available.) Push the Save button to save the
transaction. If no comment was entered, the Auto Description will be used.
§ Deposit
Adjustments
Enter
the adjustment principal amount using a positive number to increase the balance
or negative to decrease the balance, and a required comment. Auto comment is
not available with adjustments. (Advanced Edition: Standard Comments are not
available with adjustments.)
Be
sure to make a good descriptive comment as the reason for the adjustment.
Adjustments are non-cash transactions. Their only purpose is to raise or lower
the balance of the principal because of a special offer or general error. Use
positive and negative values to raise and lower the principal balance. Push the
Save button to save the transaction.
NOTES:
Interest on a transaction cannot be adjusted. If interest needs to be adjusted,
it can only be because of a failure in the program that needs to be fixed by
TCDI or an error in the principal. No
entry will be sent to any accounting system via the interface; any such
adjusting must be manually done in the accounting system itself.
§ Change
Int Rate
Typically,
interest rates are changed globally under General Maintenance. But should only
one account need to have an interest rate change, adding a Change Int Rate
transaction will change it. Select Change Int Rate as the transaction type and
then enter the new interest rate and a comment (if any). Your comments will be
added after the default interest rate change comment. Interest rate changes
will actually occur at 11:59:59pm on the night before the effective date that
you enter. Push the Save button to save the transaction.
The
account review screen displays loan information for a selected account. Once a
deposit account has been selected, detailed transactions involving the selected
deposit account can be seen in the middle of the account review screen.
Highlight
the transaction and click the Paper-Pencil icon in the middle-right of the account
review screen to edit transactions for the selected account. If the pencil is
missing from the icon, it means the transaction has been posted and it will
first need to be unposted before an edit can happen (see note below).
The
opening transaction or account creation transactions cannot be edited. If you
need to edit these transactions, you will need to delete the entire account and
recreate the deposit.
Transfer
transactions where funds are moving from one account to another should not be
edited if they are incorrect unless you edit both sides of the transfer. It
would be easier and faster to just delete the incorrect transaction from either
side which will delete both sides and then re-enter the transfer.
The
account review screen displays loan information for a selected account. Once a
loan account has been selected, detailed transactions involving the selected
deposit or loan account can be seen in the middle of the account review screen.
Highlight
the transaction and click the Delete (X) button in the middle-right of the
account review screen to delete transactions for the selected account.
Transactions can be deleted until they are daily posted.
The
opening transaction or account creation transactions cannot be deleted. If you
need to delete these transactions, you will need to delete the entire account.
NOTE: While posted transaction are locked to prevent them
from being deleted or changed, it is possible to unpost a transaction by
receiving an unlock code from TCDI. This code will be given out as per the
policies established by the client supervisor and a support agreement with TCDI.
To unpost a transaction, highlight the transaction and click on the edit button
without the pencil. You will be given a lock serial number and instructed to
call TCDI to get an unlock code. When the correct code is entered, the
transaction will be unposted and the pencil will reappear on the edit button
and the delete button will also reappear. For users with account interfaces,
nothing will be sent to the accounting system to show that the transaction was
unposted in DLS. When the transaction is posted again, the information will be
sent to the accounting system again. Be
sure to delete the transaction in the accounting system to prevent DLS from
becoming out of balance with the accounting system.
o
Withdraw
All
The
account review screen displays a Withdraw All button on the left-hand
side of the screen when the deposit information is displayed.
Selecting
the Withdraw All button will bring up the deposit closeout screen where
the date of the withdrawal and effective date can be entered. The system will
automatically calculate the interest and principal amounts to be withdrawn
including any interest that has been earned in the current month. The closeout
balance (including any accumulated interest) for the effective date will be
displayed, allowing the date to be changed to see what the total amount of the
withdraw will be before actually making the transaction in the system.
Users
may also set the Check/EFT/No Check switch. Depending on a variety of
situations, this switch will say either Check, No Check or EFT. Accounting Interface Only: NO CHECK will cause the
transaction to be sent to the accounting system via the GL import rather than
the AP import; thereby preventing a check from being queued to be printed.
CHECK or EFT will cause the transaction to be sent to the accounting system via
the AP import. If set to EFT, the AP import will include a switch to tell the
accounting system to send the payment via EFT.
A
Third Party Vendor can also be
selected in the event that the withdrawal is being paid directly to a third
party with a check. To do so, push the Ellipsis button to the right of
the Third-Party Vendor field. The Third Party Browse screen will appear. To
select a third party, highlight it and then push the Select button. (To
edit your third-party list, see General Maintenance under “Update Vendor File
Changes” or “Third Party Vendor File”).
The
account review screen displays a Transfer button on the left-hand side
of the screen when the deposit or investment information is displayed.
Selecting
the Transfer button will bring up a screen where the choice can be made
between transferring an amount to another deposit account, to an investment
account, or as a payment to a loan account. Selecting one will automatically
take you to the transfer screen where information can be entered to complete a
transfer. If the entire principal balance is transferred out of one
account, the system will ask if the accumulated interest should also be
transferred over and the account closed (like a withdrawal all).
§ Location
The
Location for which the transfer is going to take place. (Cannot be changed.)
§ From
The
deposit account from where the transfer is coming. (Cannot be changed.)
§ To
The
account to where the transfer is going. This is selected from a drop-down list
of all deposit, investment, or loan accounts associated with the Location
selected.
§ Effective
Date
The
date that will be sent to the accounting system for this transaction
The
default date is the current date, which may be overridden.
§ Date
of Transfer
The
date of the transfer
The
default date is the current date, which may be overridden.
§ Amount
of Transfer Amount
The
amount of the transfer
For
simple interest and simple-amortized loans, you must fill in the amount. For
amortized loans, the system automatically takes the next payment from the
amortized schedule including principal and interest amounts. This default
payment amount may be overridden. You may also select the Pay Off Loan button to have the total
amount of principal/interest paid in order to pay off the loan.
§ Principal
For
transferring to loans, the amount of the transfer that is applied to principal
§ Interest
For
transferring to loans, the amount of the transfer that is applied to interest
§ Comment
Enter
any comments about the transfer.
The Loans tab can be selected to have the account review
screen function for Loans. The default loan account for the location or the
first open loan account for the location will be selected and displayed in the
form
To
select a different account, use the Account List (ALT-A) button to bring up the
list of loans available. Advanced
Edition: The list of accounts defaults to the list of current open accounts. If
you would like to view closed accounts, you need to select the option for
Closed Accts.
There
are several buttons located below the list of account. These include Add, Edit,
Delete, Loan Calculator, Print Contract, Reamortize SA Loan Schedule, Recalculate
Account, Select, and Close. All the buttons will
be dimmed out except for Add, Close, and Loan Calculator until you highlight an
account.
The
loan calculator allows you to enter information about a loan that a location
has applied for like the amount, how often payments are expected and the
interest rate.
You
can then enter up to six different payment amounts to show the number of
payments or click on # Pymts and enter up to six different payment numbers to
show the payment amounts for each. By clicking on the print button, the form
will print on the default printer for the workstation.
No
information is saved since this is just to provide the location with different
options for repayment of the loan that they have applied for.
If
you have created a contract in a MS Word document and linking it to DLS, you
will be able to print that document with the fields for the highlighted account
inserted into the document. For more information on creating a contract to be
printing using DLS fields, contact TCDI for help.
Simple
Amortized loan schedules are not used to determine the principal/interest
division for the payments as interest is calculated day to day and the interest
amount paid is based upon the balance on the date paid. For this reason,
clicking on this button will reamortize the schedule based upon the current
balance on the day the button is pushed.
If
for some reason you feel that this account might be out of balanced, with the
transactions that have been entered, you can highlight the account and click
this button to cause DLS to recalculate the account transactions from the
opening transaction to the last one.
Double-clicking
on an account in the list will highlight the account and click the select button.
But if you want to click on an account and then click on the Select button, you
can and it will display the account in the account review screen.
Highlight
the loan account to delete and click the Delete button. A screen will appear which allows you to verify
deletion of this loan account. (Advanced Edition: A user must have deletion
rights to delete before the delete button is available)
NOTE: When a loan account is deleted, all loan transactions
associated with that loan account are also deleted and cannot be recovered from
within DLS.
Highlight
the loan account and click the Edit button. A screen will appear which
allows you to edit certain information about the loan account. Fields that
cannot be edited appear in gray.
NOTE: When editing an account, you are allowed to change
it from one type to another. When you change from one loan type to another, DLS
actually capitalizes the interest and transfers the current balance of the loan
to a new loan. In effect this is a type of re-financing. The old loan, for the
purpose of keeping records, will remain in the database but its lookup number
and description will have a hyphen and code in parentheses will be appended to
them to signify what its loan type was (“-SI” for simple-interest, “-SA” for
simple-amortized, “-A” for amortized and “-FP” for fixed principal). Most
importantly, the new loan will take over the original lookup number and
description and all transactions will be entered from that point forward in the
new account.
To add a new loan account, simply click the Add
button. A screen will appear which allows you to enter the information about
this loan account.
The
following attributes can be set for a new loan account:
§
New Loan
Only
uncheck this box if you are moving an account from another software and want to
enter the beginning interest balance. This is normally done when you first
start DLS and manually key in your starting data from a report that you got
from the old D & L software.
§
Loan Description
This
is the name of the loan account. If the system is setup to use standardized
lookup numbers, you may only select an established description linked to a
standard lookup number from the dropdown box.
§
Sub Description
This
is a sub description of the loan account if you would like to describe it
further.
§
Lookup Number
§
Date Opened
The
date that the loan was opened. Schedule repayment dates will start a month from
this date or the first of the month that is at least 15 days after this date. (If the date opened is less than 15 days to
the end of the current month and you select to have payments on the first of
every month, then the first payment will be delayed until the NEXT first of the
month: EX: Date Opened is 12/25 then the first payment will be dated 2/1
instead of 1/1)
§
Loan Type
Select
which type of loan this will be.
·
Simple Interest
Simple
Interest loans have no fixed payments, no fixed length, and accumulate interest
on a daily basis.
·
Amortized Loan
Amortized
loans have a set payment schedule for a fixed amount of time. Interest is
calculated based upon that payment schedule which could be accumulated on a monthly
or daily rate.
·
Simple Amortized
Simple
Amortized loans have a suggested schedule of interest
calculation and designated payment amounts but like simple interest loans have
no fixed schedule, amount, or term. Repayment is made to interest first with
the remainder going toward principal. Interest accumulates on a daily basis.
·
Fixed Principal
Fixed
Principal loans have a set amount of principal and whatever interest amount is
calculated during the period. When the loan is closed for a period, the
month-end close process will generate an invoice for the amount of interest and
the fixed principal amount.
NOTE: Depending on loan type, certain subsequent fields
will or will not be available.
§
Interest Only (Advanced Edition Only)
This
field is not used within DLS and is for telling the user that the loan is
considered an Interest Only loan.
§
Stewardship (Advanced Edition Only)
This
field is not used within DLS and is for telling the user that the loan is
considered a stewardship loan.
§
Loan Approval Limit (Advanced Edition Only)
This
field lets you limit the total approved loan amount for this one loan. This is
used in addition to the location credit limit. This allows the location to get
approval for a loan but get the funds over time yet prevents the loan from
disbursing too much.
§
PENDING/LOCKED (Advanced Edition Only)
Checking
this box will cause the loan to be locked from doing any disbursements but is
reported as being approved by pending disbursement. In reports, this switch
will show the Loan Approval Limit as the pending amount.
§
Capitalize Interest (Simple Interest &
Simple-Amortized Only)
Checking
this box will tell DLS to capitalize the interest into the loan principal at
the end of certain periods of time. This option is only available with Simple
Interest and Simple Amortized loans. When checked you will have the following period
options:
Monthly
Quarterly
Semi-Annual
Annual
§
Interest Rate
The
annual interest rate the system will use to calculate interest for the loan
§
Add Rate To Prime (Advanced Edition Only)
This
option is available for all loan types EXCEPT Amortized and tells DLS to add
the Interest Rate to the Prime Rate entered into DLS to come up with the rate
which this loan will calculate. A negative interest rate will lower the prime
rate by that amount for a “sub-prime” rate.
§
Fixed Rate (Advanced Edition Only)
The
interest rate cannot be changed by the global rate change function as long as
this switch is turned on.
§
Daily Rate Based On (Advanced Edition Only)
Default
is the Actual number of days in the current year. But since it is possible that
an old account might have been created under different rules, DLS allows for a
fixed 360 and 365 day year.
§
Set Max Rate (Advanced Edition Only)
The
interest rate cannot be changed to higher than the entered Max rate as long as
this switch is turned on.
§
Accumulate Interest Daily On Schedule (Amortized
Loans Only)
When
check, DLS will calculate the interest in the schedule the same way it does
with the other types by looking at the number of days in the month. Otherwise,
when unchecked, the schedule calculates as 1/12th of the annual rate
which is basically a 360-day year no matter what the Daily Rate Based On is set
for.
§
Principal Balance
The
principal balance for the loan is the principal amount from an old system or
the initial draw that is used to open the account. Amortized loans MUST have a
beginning balance or initial draw in order to create a payment schedule. After
created, this field will hold the starting balance that the current schedule
starts with.
§
Interest Balance
If
the New Loan checkbox at the top is unchecked, then you will be able to enter
the current interest balance for the account that is being transferred from
another software. If this field is not disabled and this is a new account, make
sure to check the New Loan checkbox at the top so interest is calculated
correctly.
§
Separate Check (USL Interface Only)
Some
accounting systems will group checks of a location into one check. If your
accounting system does this and it is possible to tell the accounting system to
not group a transaction with others into one check, you will see this check
box. When you turn it on, the accounting system will be told to not group this
transaction with any other transactions.
Users
may also set the Check/EFT/No Check switch. Depending on a variety of
situations, this switch will say either Check, No Check or EFT. Accounting Interface Only: NO CHECK will cause the
transaction to be sent to the accounting system via the GL import rather than
the AP import; thereby preventing a check from being queued to be printed.
CHECK or EFT will cause the transaction to be sent to the accounting system via
the AP import. If set to EFT, the AP import will include a switch to tell the
accounting system to send the payment via EFT.
The following options are NOT visible for
Simple Interest Loans
§
Payment Period (Amortized/Simple-Amortized/Fixed
Principal)
The
term for which the payment amount covers. Selections are limited to:
Weekly
Monthly
Quarterly
Semi-Annual
Annually
§
Payment Amount (Amortized/Simple-Amortized)
The
total principal/interest repayment amount for each period.
§
Principal Payment (Fixed Principal)
The
principal repayment amount for each period. The total payment amount will be
the principal repayment amount and interest calculated during the period.
§
Loan Term (Amortized/Simple-Amortized)
Defines
how many payment periods will be required to pay off the loan.
§
Payoff Date (Amortized/Simple-Amortized) (Advanced Edition
Only)
Once
a payment schedule is created you will be able to see the date for the final
payment is scheduled for in this field.
§
Balloon Payment (Amortized/Simple-Amortized)
Selecting
this option will allow you to enter both the payment amount and the term. Any leftover
principal at the end of the term will be added to the last payment making this
the balloon payment.
§ Generate
Sample Pymt Schedule (Amortized/Simple-Amortized)
This
will be available when the principal, rate, and payment amount/loan term fields
are completed. Clicking this will generate a sample schedule that can then be
viewed or printed. The final schedule will generate when the loan record is
actually created.
NOTE: The
payment amount for the final period might be more or less than the loan’s
normal amortized payment due to rounding and other factors. DLS will
automatically calculate the last payment amount so that the loan balance is
zero.
§ Re-Finance
Loan
A simple-amortized or an amortized loan can
be re-financed at any point. It is highly recommended that any time a loan
increase is performed, you should re-finance so that additional principal gets
added to the loan payment schedule. Refinancing after additional principal has
been paid is up to your own rules. The system will automatically shorten the
term of the loan when additional principal is paid. But if you want to have the
interest affect the interest immediately in the schedule, you will need to
manually reamortize the loan or turn on the “Recalc Schedule After Prin Only
Pymt” in System Setup Option of General Maintenance in the Configuration tab to
have it done when you post the extra principal payment.
·
Current Balance
The
current outstanding principal balance of the amortized loan including all
payments that have been daily posted. This cannot be changed. When refinance is
completed, this balance will show in the Principal Balance field of the loan
and the old balance will be put into the loan’s comment field.
·
Refinance Date
The
date the re-financing will be effective. The default date is the date of the
last transaction to the account. The first payment will be scheduled after one
payment period from this date. (If your payment period is monthly, then the
next payment will be scheduled one month from this date. If your payment period
is weekly, then the next payment will be scheduled one week from this date.)
·
Change Interest Rate
The
interest rate used to calculate the amortization schedule.
·
Accumulate Interest Daily on Schedule (Amortized Loans Only)
Checking
this box will cause interest on the payment schedule to be calculated daily
basis rather than a monthly basis.
·
Balloon Payment
Selecting
this option will allow you to enter both the payment amount and the term. Any
leftover principal at the end of the term will be added to the last payment
making this the balloon payment.
NOTE: Either term or payment may be changed if balloon
payment is not checked. The “User Control” check boxes next to term and payment
tells the system which one you are going to fix. The other one will be
calculated by DLS. When the screen is first opened, typing in either term or
payment will disable the other one.
·
User Control/Auto Calc Term
When
checked the user can enter the number of payment periods for this new
refinanced loan schedule. The new term does NOT include terms in which payments
were made prior to re-financing. Re-financing will create a new schedule
starting with the current outstanding balance. (Example: The initial loan had
12 payments and 4 have been paid. Now you can enter 6 to refinance this to be a
loan with 6 payments. The term for which the payment amount covers are:
Weekly
Monthly
Quarterly
Semi-Annual
Annually
·
User Control/Auto Calc Payment (Amortized/Simple-Amortized)
The
total principal/interest repayment amount for each period.
·
Run Re-Finance button
Once
you are positive that you have all the refinance settings correct, click on
this button to delete the old schedule and create a new schedule for the loan.
This process cannot be reversed without a backup of your data so make sure you
are sure you want to run this process.
NOTE: The
payment amount for the final period might be more or less than the loan’s
normal amortized payment due to rounding and other factors. DLS will
automatically calculate the last payment amount so that the loan balance is
zero.
§ View
Schedule (Amortized/Simple-Amortized)
Clicking
this will show the list of payments in the schedule. If you have not generated
a schedule, this form will be empty.
·
Period
The
payment number of the payment record in the amortization schedule.
·
Date
The
due date of the payment
·
Principal
The
principal amount of the payment for the associated period and date
·
Interest
The
interest amount of the payment for the associated period and date
·
Payment
The
payment amount including interest and principal amounts for the associated
period and date
·
Paid
This
is a Y (yes) or N (no) field that lets you know if the payment has been
received. This field is Y (yes) only for Amortized Loans when the payment has
been paid.
·
Print Schedule (Amortized/Simple-Amortized)
This
option will print an amortized loan payment schedule or a simple-amortized
SUGGESTED payment schedule. The principal/interest amount may not match the
breakdown in the schedule because in simple-amortized loans the interest is
calculated at the time of payment and not in the schedule. The interest rate
used for the calculation of each payments interest amount is printed on each
payment.
The options above are NOT visible for
Simple Interest Loans
§ Holding
Bank (Advanced Edition Only)
Enter the
name of the bank that is holding the note for this account. This information is
only used for Custom Letters. If you don’t use this field, you can put other
information in it for use in your Custom Letters.
§ Holding
Account (Advanced Edition Only)
Enter the
account number at the bank that is holding the note for this account. This
information is only used for Custom Letters. If you don’t use this field, you
can put other information in it for use in your Custom Letters.
§ Loan
Reason (Advanced Edition Only)
This field
allows you to provide a reason for the loan. This field is accessible in the
query used by the Custom Letters.
§ Account
Closed (Advanced Edition Only)
When an account principal and interest
balance is zero, this field will be opened to allow the account to be marked as
closed. This will result in the account being left off of reports and month end
functions. Transactions cannot be added to the account until the closed switch
is turned off.
§
Hide on DLS Online (DLS Online Only)
If
you don’t want to have this account visible to the parish when they log into
DLS Online.
§
Flag Account (Advanced Edition Only)
By
turning on this switch, the system will change the account description field
yellow and put up a message telling the user that there is something in the
comments that should be read before working on this account when the account is
selected. Make sure you put something in the comment field to explain WHY the
account was flagged.
§
Account Classification
A
list of available classifications for the account (entered in General
Maintenance) used for restricting reports
This
may or may not be optional and may be changed at a later time.
§
Account Category
A
list of available categories for the account (entered in General Maintenance)
used for restricting reports
§
Restriction Type
A
list of available restrictions for the account (entered in General
Maintenance). This is an informational only field.
§
Terms Comment
A
comment field for details or notes about the terms of the loan.
§
General Account Comment
A
comment field for details or notes about the loan account in general.
§ Account
Numbers
If
DLS is being interfaced with an accounting package, this button can be clicked
to select the account numbers that DLS will use. For a deposit, the following
items need account numbers from the accounting system’s chart of accounts: cash
account, accounts payable, interest income, interest receivable, and notes receivable.
Other accounting packages may require extra information which are the Location
and Department numbers for the account.
Each
individual loan account can have its own account numbers that will interface
with an accounting package. For example, one loan account (regular loans) can
select a “Notes Receivable - regular loans” account number (for example, acct.#
3080.00) while another loan account (special loans) can select a “Notes Receivable
- special loans” account number (for example, acct.# 3085.00).
§ Alt
Address (Advanced Edition Only)
If
this account should go to a person and address different from that listed under
the location record, an alternate name and address should be listed under this
button. When an address is entered here, all confirmation letters and
statements for this account will be sent to this alternate address rather than
the main location address.
§ Alt
Email (Advanced Edition Only)
If
this account should go to an email address different from that listed under the
location record, an alternate email address should be listed under this button.
When an address is entered here, all confirmation emails and emailed statements
for this account will be sent to this alternate email address rather than the
main location email address.
After
transactions are entered, the transaction amount, principal (amount of
transaction affecting principal), interest trans (amount of transaction
affecting interest), interest accum (amount of interest calculated between this
transaction and the last one), user ID who last updated the transaction, balance
after transaction, interest balance (after transaction), transaction date,
effective date, and comment for the selected transaction will appear in the
Account Review screen. The Tx Int Rate field is the rate that was used to
calculate the interest that appears in the Interest Accumulation field.
o
Scheduling Loan Transactions (DLS Docs)
Only
Loan Increase transactions can be scheduled ahead of time. You can set up transactions to be created on a Monthly, Quarterly, Semi-Annual, or Annually.
The next field is the number of times that you want the transaction to create this transaction. For example, if you would like to set up a monthly transaction for the next year, you would select Monthly and the term would be 12. As each transaction is created, this number will go down by one. If you want to create the transaction every month until you delete the instructions yourself, enter a zero into the term field.
Next you will need to enter the date that the next transaction is to be created. You can enter a date for the current week and in the future. So if it is Thursday, you can enter the date for Monday and it will create that transaction when someone logs into DLS next. But it will reject a date for the previous Thursday because that week has passed.
Enter the amount that the transaction will be. No matter what you enter, it will change it to a positive number. You will then need to enter a description of the transaction. It is suggested that you note that this is an automated transaction in some way. If you are using an accounting interface you can force the interface to send the transaction through the GL module rather than the AP module to print a check by clicking on NO CHECK.
o
Loan
Account Transaction
To
add a loan transaction, enter the date of transaction (defaults to the current
date which may be overridden), effective date, and then select which type of
transaction you are entering.
§
Loan Payment
Enter
the amount of payment, principal amount to be paid, interest amount to be paid,
check number, and comment (if any). The principal and interest amounts may fill
in automatically for certain loan types. You may override these amounts if you
want to apply the amount paid differently. Do no overpay a loan! If you do, it
will result in a positive loan balance in the principal which will start
calculating a positive amount of interest in Simple Interest and Simple
Amortized loans.
NOTE: Amortized loans
REQUIRE the normal payments be paid
exactly like the schedule. If you feel that they are incorrect, you should
contact TCDI for help finding out why the schedule may be wrong. If you have
set DLS to allow interest only payments, you can set the principal amount to
zero and pay only the interest part. If you want to pay more on the principal,
enter the amount of the total payment and DLS will ask if you want to pay off
extra payments or apply it all to principal.
If
you would like to have the “Auto Description” entered into the comment field
before entering their own comments, they should click the Auto Description
button and then enter their own comments. (Advanced Edition: If there are
standard comments listed in the system, you may click on the Std Comment button
to select a standard comment from the list of comments available.) Push the Save button to save the
transaction. If no comment was entered, the Auto Description will be used.
NOTE: While you can
pay off a loan with a payment transaction it is not advised because different
loan types require different processes for paying off the loan completely
because schedules and invoices may be involved. To pay off a loan, please use
the Pay All function (see Pay All function below) for the last payment to
insure all balances on all tables are zero.
§ Loan
Increase
Enter
the amount of increase, check number (if you are not interfaced with an
accounting system) and comment (if any). You are NOT able to increase the loan
balance past the approved loan amount or the credit limit for the location!
Users
may also set the Check/EFT/No Check switch. Depending on a variety of
situations, this switch will say either Check, No Check or EFT. Accounting Interface Only: NO CHECK will cause the
transaction to be sent to the accounting system via the GL import rather than
the AP import; thereby preventing a check from being queued to be printed.
CHECK or EFT will cause the transaction to be sent to the accounting system via
the AP import. If set to EFT, the AP import will include a switch to tell the
accounting system to send the payment via EFT.
A
Third Party Vendor can also be
selected in the event that the increase should be paid directly to a third party.
To do so, push the Ellipsis button to the right of the Third Party
Vendor field. The Third Party Browse screen will appear. To select a third
party, highlight it and then push the Select button. (To edit your third
party list, see General Maintenance under “Update Vendor File Changes” or
“Third Party Vendor File”). If you would like to have the “Auto Description”
entered into the comment field before entering their own comments, they should
click the Auto Description button and then enter their own comments. (Advanced Edition: If there are standard
comments listed in the system, you may click on the Std Comment button to
select a standard comment from the list of comments available.) Push the Save button to save the
transaction. If no comment was entered, the Auto Description will be used.
§ Adj
Entry
Enter
the adjustment principal and/or interest amounts using a positive number to
increase the balance or negative to decrease the balance, and a required
comment. Auto comment is not available with adjustments. (Advanced Edition:
Standard Comments are not available with adjustments.)
Be
sure to make a good descriptive comment as the reason for the adjustment.
Adjustments are non-cash transactions. Their only purpose is to raise or lower
the balance of the principal because of a special offer or general error. Use
positive and negative values to raise and lower the principal balance. Push the
Save button to save the transaction.
NOTE FOR AMORTIZED LOANS: Interest cannot be adjusted as
interest is amortized(accumulated) from the schedule. If the interest balance
is not zero, contact TCDI right away. DLS may see that it has an interest
balance to warn you of the situation and tell you to call TCDI. Adjusting the loan balances does nothing
to the payment schedule. After adjusting, you should refinance the loan to
create a new schedule for the new balance.
NOTE FOR ACCOUNTING INTERFACE USERS: No entry will be sent to any accounting
system via the interface. Any adjusting must be made manually in the accounting
system itself.
·
Adj Entry Invoice (Fixed Principal Only)
Fixed
Principal loans invoice interest to invoices so if the interest that you are
adjusting has already been invoiced, you will need to check the Invoice box so
that the adjusting entry will make an invoice transaction to change the
interest balance of the last invoice. If uncheck, then it will adjust the
interest that is currently being accumulated for the next invoice.
§ Change
Int Rate (Not Available on Amortized Loans)
Typically,
interest rates are changed globally under General Maintenance. But should only
one account need to have an interest rate change, adding a Change Int Rate
transaction will change it. Select Change Int Rate as the transaction type and
then enter the new interest rate and a comment (if any). Your comments will be
added after the default interest rate change comment. Interest rate changes
will actually occur at 11:59:59pm on the night before the effective date that
you enter. Push the Save button to save the transaction.
The
account review screen displays loan information for a selected account. Once a loan
account has been selected, detailed transactions involving the selected loan account
can be seen in the middle of the account review screen.
Highlight
the transaction and click the Paper-Pencil icon in the middle-right of the account
review screen to edit transactions for the selected account. If the pencil is
missing from the icon, it means the transaction has been posted and it will
first need to be unposted before an edit can happen (see note below).
The
opening transaction or account creation transactions cannot be edited. If you
need to edit these transactions, you will need to delete the entire account and
recreate the loan.
Transfer
transactions where funds are moving from one account to another should not be
edited if they are incorrect unless you edit both sides of the transfer. It
would be easier and faster to just delete the incorrect transaction from either
side which will delete both sides and then re-enter the transfer.
NOTE: It is strongly advised that Amortized Loan Payments
NOT be edited if they are incorrect and should actually be deleted and
reentered correctly. If the transaction has been posted and then unlocked, it
should NEVER be edited but actually
deleted and reentered correctly as the loan schedule would have been changed
during the posting of the transaction and is only reversed with the transaction
being deleted!
o
Deleting Transactions
The
account review screen displays loan information for a selected account. Once a
loan account has been selected, detailed transactions involving the selected
loan account can be seen in the middle of the account review screen.
Highlight
the transaction and click the Delete (X) button in the middle-right of the
account review screen to delete transactions for the selected account.
Transactions can be deleted until they are daily posted.
The
opening transaction or account creation transactions cannot be deleted. If you
need to delete these transactions, you will need to delete the entire account.
NOTE: While posted transaction are locked to prevent them
from being deleted or changed, it is possible to unpost a transaction by
receiving an unlock code from TCDI. This code will be given out as per the
policies established by the client supervisor and a support agreement with
TCDI. To unpost a transaction, highlight the transaction and click on the edit
button without the pencil. You will be given a lock serial number and
instructed to call TCDI to get an unlock code. When the correct code is
entered, the transaction will be unposted and the pencil will reappear on the
edit button and the delete button will also reappear. For users with account
interfaces, nothing will be sent to the accounting system to show that the
transaction was unposted in DLS. When the transaction is posted again, the
information will be sent to the accounting system again. Be sure to delete the transaction in the
accounting system to prevent DLS from becoming out of balance with the
accounting system.
o
Write
Off (Advanced Edition Only)
After
confirming that you want to write off the entire balance of the loan account,
you will be given a form where you can enter the Effective Date of the
Write-Off. When done, the interest will accumulate to that date, be transferred
to principal and then written off for that balance on that date.
If
you are looking to write off just a portion of a loan, use the Adjusting Entry
transaction type to lower the balance. Write-offs like adjustments do not
currently get sent to accounting systems via the interface.
The Pay All function is similar to the
Write-Off function that you enter the effective date that you want to make the
final payment and the amount of the remaining principal and interest will be
shown. You cannot change the Payoff Balance as it is based upon the interest
calculation, payment schedule, and/or outstanding invoice balances that may be
out there. If you feel that the amount is incorrect, please contact TCDI for
help if figuring out why it is different than you expected.
Once
the payment is saved, the account, payment schedule, and invoices will all show
zero balance. If not, please contact TCDI for assistance.
o
Consolidate (Advanced Edition Only)
If
you have more than one outstanding loan for the location, you can select some
or all of those accounts to be paid off by a new Consolidation Loan. When you
enter the function, you will be giving a list of outstanding loans for the
location. Using the Ctrl and Shift key select the loans that you would like to
consolidate. While you can just select one account, it seems rather pointless
as you can just edit that one loan record to change it.
When
you have highlighted the loans to consolidate, click on the Add Consolidated
Loan button on the form and the new loan form will come up for you to set up
the terms and other fields. The Principal Balance field has the amount of the
selected loans current outstanding balance of principal, interest
(capitalized), and invoiced based upon the Date Opened you have entered. The
amount will change if you change the Date Opened as the interest for
recalculate for those accounts. Once done entering everything for the new loan,
save it and the loans that you paid off with this loan will be paid and this
new loan will appear with the balance that paid them off.
The
Invest tab can be selected to have the account review screen function
for Investments. The default investment account for the location or the first
open deposit account for the location will be selected and displayed in the
form
To
select a different account, use the Account List (ALT-A) button to bring up the
list of investments available. Advanced
Edition: The list of accounts defaults to the list of current open accounts. If
you would like to view closed accounts, you need to select the option for
Closed Accts.
There are several buttons located below the
list of account. These include Add, Edit, Delete, Select, and Close. All the buttons will be dimmed out except for Add and
Close until you highlight an account.
Double-clicking
on an account in the list will highlight the account and click the select
button. But if you want to click on an account and then click on the Select
button, you can and it will display the account in the account review screen.
Highlight
the investment account to delete and click the Delete button. A screen
will appear which allows you to verify deletion of this investment account.
(Advanced Edition: A user must have deletion rights to delete before the delete
button is available)
NOTE: When a investment account is deleted, all
investment transactions associated with that investment account are also
deleted and cannot be recovered from within DLS.
Highlight
the investment account and click the Edit
button. A screen will appear which allows you to edit certain information about
the investment account. Fields that cannot be edited appear in gray.
Click
the Add button. The screen to the right will appear which allows you to
enter the information for a new investment account.
§
New Investment
Only
uncheck this box if you are moving an account from another software and want to
enter the beginning share balance. This is normally done when you first start
DLS and manually key in your starting data from a report that you got from the
old D & L software.
§
Location
This
is field can’t be changed and shows which location number: location name the
account is being assigned to.
§
Fund Description
Once
a Fund account has been created in General Maintenance you will be able to
select the Fund account that this investment will be connected to.
§
Investment Description
This
is the name that the location uses to describe their account.
§
Lookup Number
The
number associated with the investment account. Lookup numbers are not used
internally with DLS so this allows you to change the number at any time and not
lose any data connected to the account.
§
Date Opened
The
beginning date of the investment account.
§
Dividend Disbursement
This
area defines how any dividends are to be paid out for this fund. There is a
total of five ways to divide up the dividends when paid. Put a percentage into
the field for each one but all the percentages together must add up to 100% in
order to save the investment record. These methods are:
·
Check
The
entered percentage of any dividend will be shown as paid for by the printing
and sending of a check to the location. If you are interfaced with an
accounting system, this will generate a transaction to the AP module in order
to have a check printed from the accounting system.
o
Request Separate Check
Some accounting systems will group checks of a location into one check.
If your accounting system does this and it is possible to tell the accounting
system to not group a transaction with others into one check, you will see this
check box. When you turn it on, the accounting system will be told to not group
this transaction with any other transactions.
·
Re-Invest Back Into Same Account
The
entered percentage of any dividend will be shown as paid for by transferring
the amount into the investment within the same account.
·
Transfer To Deposit Account
The
entered percentage of any dividend will be shown as paid for by transferring
the amount into a Deposit account within the same location. Select the account
to transfer to from the list in the drop-down list. If you are interfaced with
an accounting system, this will generate a transaction to the GL
·
Transfer To (Another Investment Account)
The
entered percentage of any dividend will be shown as paid for by transferring to
amount into another Investment account within the same location. Select the
account to transfer to from the list in the drop-down list. If you are
interfaced with an accounting system, this will generate a transaction to the
GL module.
·
Electronic Funds Transfer (EFT)
The
entered percentage of any dividend will be shown as paid for by being send the
amount via an EFT process to the registered account for the location in the
accounting system. If you are interfaced with an accounting system, this will
generate a transaction to the AP module in order to have EFT sent from the
accounting system.
§
Spending Policy % (Advanced Edition Only)
If
DLS is configured to pay out a percentage of the investment value at each
valuation then enter the percentage to pay out.
§
Initial Investment
The
amount that was invested into the fund from an old system or the initial
deposit that was used to open the account. You can enter a zero if you want to
create the account without an opening balance.
§
Initial Shares
If
the New Account checkbox at the top is unchecked, then you will be able to
enter the current share balance for the account that is being transferred from
another software. If this field is not disabled and this is a new account, make
sure to check the New Account checkbox at the top so that the initial shares
will be based upon the current share price and the initial investment.
§
Closed (Advanced Edition Only)
When
an account balance is zero, this field will be open to allow the account to be
marked as closed. This will result in the account being left off of reports, valuation
and disbursement functions. Transactions cannot be added to the account until
the closed switch is turned off.
§
Hide on DLS Online (DLS Online Only)
If
you don’t want to have this account visible to the parish when they log into
DLS Online.
§
Flag Account (Advanced Edition Only)
By
turning on this switch, the system will change the account description field
yellow and put up a message telling the user that there is something in the
comments that should be read before working on this account when the account is
selected. Make sure you put something in the comment field to explain WHY the
account was flagged.
§
Account Classification
A
list of available classifications for the account (entered in General
Maintenance) used for restricting reports
This
may or may not be optional and may be changed at a later time.
§
Account Category (Advanced Edition Only)
A
list of available categories for the account (entered in General Maintenance)
used for restricting reports
§
Restriction Type (Advanced Edition Only)
A
list of available restrictions for the account (entered in General
Maintenance). This is an informational only field.
§
Terms Comment
A
comment field for details or notes about the terms of the investment.
§
General Account Comment
A
comment field for details or notes about the investment account in general.
§ Account
Numbers
If
DLS is being interfaced with an accounting package, this button can be clicked
to select the account numbers that DLS will use. For an investment, the
following items need account numbers from the accounting system’s chart of
accounts: cash account, accounts payable, fund expense, dividends paid, notes
payable, and value change account. Other accounting packages may require extra
information which are the Location and Department numbers for the account.
Each
individual investment account can have its own account numbers that will
interface with an accounting package. For example, one investment account
(regular investment) can select a “Notes Payable - regular investment” account
number (for example, acct.# 3080.00) while another investment account (special investment)
can select a “Notes Payable - special investment” account number (for example,
acct.# 3085.00).
§ Alt
Address (Advanced Edition Only)
If
this account should go to a person and address different from that listed under
the location record, an alternate name and address should be listed under this
button. When an address is entered here, all confirmation letters and
statements for this account will be sent to this alternate address rather than
the main location address.
§ Alt
Email (Advanced Edition Only)
If
this account should go to an email address different from that listed under the
location record, an alternate email address should be listed under this button.
When an address is entered here, all confirmation emails and emailed statements
for this account will be sent to this alternate email address rather than the
main location email address.
After
transactions are entered, the transaction amount, investment, profit/loss
amount, share balance (after transaction), user ID who last updated the
transaction, market value after transaction, total investment after transaction,
transaction date, effective date, and comment for the transaction will appear
in the Account Review screen.
o
Investment
Account Transactions
To
add an investment transaction, enter the date of transaction (defaults to the
current date which may be overridden), effective date, and then select which
type of transaction you are entering.
§
Investment
Enter
the amount of investment, check number, and comment (if any). If you would like
to have the “Auto Description” entered into the comment field before entering
their own comments, they should click the Auto Description button and then
enter their own comments. (Advanced
Edition: If there are standard comments listed in the system, you may click on
the Std Description button to select a standard comment from the list of
comments available.) Push the Save
button to save the transaction. If no comment was entered, the Auto Description
will be used.
§ Withdrawal
By Check
Enter
the amount of withdrawal, check number (if you are not interfaced with an
accounting system) and comment (if any).
A
Third Party Vendor can also be
selected in the event that the withdrawal is being paid directly to a third
party. To do so, push the Ellipsis button to the right of the Third
Party Vendor field. The Third Party Browse screen will appear. To select a
third party, highlight it and then push the Select button. (To edit your
third party list, see General Maintenance under “Update Vendor File Changes” or
“Third Party Vendor File”).
If
you would like to have the “Auto Description” entered into the comment field
before entering their own comments, they should click the Auto Description
button and then enter their own comments.
(Advanced Edition: If there are standard comments listed in the system,
you may click on the Std Description button to select a standard comment from
the list of comments available.) Push
the Save button to save the transaction. If no comment was entered, the Auto
Description will be used.
§ Withdrawal
By EFT
This
option is only available if your accounting interface allows the EFT switch to
be set for the transactions. Enter the amount of withdrawal and comment (if
any).
A
Third Party Vendor can also be
selected in the event that the withdrawal is being paid directly to a third
party. To do so, push the Ellipsis button to the right of the Third-Party
Vendor field. The Third Party Browse screen will appear. To select a third
party, highlight it and then push the Select button. (To edit your third-party
list, see General Maintenance under “Update Vendor File Changes” or “Third
Party Vendor File”).
If
you would like to have the “Auto Description” entered into the comment field
before entering their own comments, they should click the Auto Description
button and then enter their own comments.
(Advanced Edition: If there are standard comments listed in the system,
you may click on the Std Description button to select a standard comment from
the list of comments available.) Push
the Save button to save the transaction. If no comment was entered, the Auto
Description will be used.
§ Withdrawal
To Deposit Account
This
option is only available if you have selected to link a deposit account to this
investment. Enter the amount of withdrawal and comment (if any).
If
you would like to have the “Auto Description” entered into the comment field
before entering their own comments, they should click the Auto Description
button and then enter their own comments.
(Advanced Edition: If there are standard comments listed in the system,
you may click on the Std Comment button to select a standard comment from the
list of comments available.) Push the Save
button to save the transaction. If no comment was entered, the Auto Description
will be used.
§ Adj
Entry
Enter
the adjustment principal amount using a positive number to increase the balance
or negative to decrease the balance, and a required comment. Auto comment is
not available with adjustments. (Advanced Edition: Standard Comments are not
available with adjustments.)
Be
sure to make a good descriptive comment as the reason for the adjustment.
Adjustments are non-cash transactions. Their only purpose is to raise or lower
the balance of the principal because of a special offer or general error. Use
positive and negative values to raise and lower the principal balance. Push the
Save button to save the transaction.
NOTES:
No entry will be sent to any
accounting system via the interface; any such adjusting must be manually done
in the accounting system itself.
The
account review screen displays loan information for a selected account. Once a investment
account has been selected, detailed transactions involving the selected investment
account can be seen in the middle of the account review screen.
Highlight
the transaction and click the Paper-Pencil icon in the middle-right of the account
review screen to edit transactions for the selected account. If the pencil is missing
from the icon, it means the transaction has been posted and it will first need
to be unposted before an edit can happen (see note below).
The
opening transaction or account creation transactions cannot be edited. If you
need to edit these transactions, you will need to delete the entire account and
recreate the investment.
Transfer
transactions where funds are moving from one account to another should not be
edited if they are incorrect unless you edit both sides of the transfer. It
would be easier and faster to just delete the incorrect transaction from either
side which will delete both sides and then re-enter the transfer.
The
account review screen displays investment information for a selected account.
Once an investment account has been selected, detailed transactions involving
the selected investment account can be seen in the middle of the account review
screen.
Highlight
the transaction and click the Delete (X) button in the middle-right of the
account review screen to delete transactions for the selected account.
Transactions can be deleted until they are daily posted.
The
opening transaction or account creation transactions cannot be deleted. If you
need to delete these transactions, you will need to delete the entire account.
NOTE: While posted transaction are locked to prevent them
from being deleted or changed, it is possible to unpost a transaction by
receiving an unlock code from TCDI. This code will be given out as per the
policies established by the client supervisor and a support agreement with
TCDI. To unpost a transaction, highlight the transaction and click on the edit
button without the pencil. You will be given a lock serial number and
instructed to call TCDI to get an unlock code. When the correct code is
entered, the transaction will be unposted and the pencil will reappear on the
edit button and the delete button will also reappear. For users with account
interfaces, nothing will be sent to the accounting system to show that the
transaction was unposted in DLS. When the transaction is posted again, the
information will be sent to the accounting system again. Be sure to delete the transaction in the
accounting system to prevent DLS from becoming out of balance with the
accounting system.
The account review screen displays a Withdraw
All button on the left-hand side of the screen when the investment information
is displayed.
Selecting
the Withdraw All button will bring up the investment closeout screen
where the date of the withdrawal, effective date and a transaction description
can be entered. The system will automatically calculate the closeout balance.
The
Quick Key Entry System uses an Excel spreadsheet provided by TCDI that allows
the user to enter the location, account, account type, transaction description,
income amount, payment amount, and effective date of all the general
transactions for all three of the different types of accounts. Once they have
been entered into the spreadsheet, the spreadsheet can be imported into DLS to
create all the transactions in a batch format.
Before
a batch is imported, the file will be checked for any missing or incomplete
information. If any information is missing, no transactions will be imported.
At this time, only Deposit account transactions can be entered in this fashion
as Loan and Investment accounts coming soon.
If
you have several transactions that occur every month at the same time, for
example service fees, you can have a spreadsheet file saved in another
directory and then just copy it over to the DLS directory and import it in each
month so you don’t have to key in these transactions manually.
When
you click on the Quick Key Entry button, there are three options that you can
do. Open the Excel spreadsheet, process the batch or reverse a prior batch.
Understand that removing a prior batch will not recreate the spreadsheet file
that created the batch.
To
reverse a batch, click on the Reverse button and then key in the date that the
batch was done. You will then see a list of batches that were done on that
date. Click on the time stamp for the batch that you want to reverse and then
click on the Reverse Import button.
The
daily posting section allows you to post transactions within DLS. Before a
daily post, transactions can be edited and deleted. Once a transaction has been
daily posted, it is “locked” into the DLS system.
The
following filters can be set in order to post only certain transactions. Each
filter has a specific reason for being used.
Default
is the current date. The list of transactions will be filtered to prevent
future transaction after this date from being posted. But if you want to post a
transaction that you entered early into DLS, you can change this date to a
different date in order to see and post the transaction.
Default
is the user that is currently logged into DLS. If you wish to post another
user’s transactions, enter the user ID for the person that you wish to post
transactions for.
If
you wish to post transaction for all the users, just check the All Users box to
see all transactions entered by anyone.
If
you have DLS Online and allow users to enter transaction requests, you can
check this box to view all the transactions that have been entered into DLS
Online for consideration.
The
See All switch will remove ALL filters on the unposted transaction list. When
you use this, the Post button will be disabled to prevent transactions that are
not entered correctly from being posted into DLS. Use this switch to find the
transaction and then look it up and fix it or correctly enter the filters to
get it to appear in the list.
If
you have set DLS up to post to one cash account at a time, you will need to
select the cash account that you would like to post to at this time. Only
transaction posting to the displayed account will be seen in the list. If you
have not set DLS to post to one cash account, then the default is All Accounts
but you can still select to post to one cash account by selecting the cash
account from the list.
The
list of transaction shown are the transactions that meet the filters above. You
will see the Date, Location, Acct Type (D/L/F), Acct Description, Transaction
Type, Amount, the local user ID that entered or last changed the transaction,
and the Internet User ID if the transaction was requested online by a parish
member via DLS Online. You can post 1 up to all the transaction in the list by
highlighting the ones that you wish to post.
Transaction
Type Codes:
+ Acct Creation Transaction
O Opening Transaction
P Principal Transaction
I Interest
Only Transaction
A Adjustment Transaction
T Transfer
% Interest Rate Change
If
you need to print a report or create an interface file, you can go into this
screen and enter the date of the post that you wish to recreate. This will
provide you with a list of post times for you to select and then select what
report or file you wish to recreate.
The
Unposted Transaction Report will print all the transactions in the list for
your records.
If
you would like to delete transactions that are in the list, highlight the transactions
and click on this button. You will get a warning message telling you that you
are about to remove the transactions from DLS and asks that you THINK about
this before proceeding. Deleted transactions cannot be reversed and you will
need to re-enter them if they were deleted by mistake.
Click
on this button to highlight all the transaction on the list.
Click
on this button to un-highlight all the transaction on the list.
·
Import
(Limited Interfaces Only)
A
few interface accounting systems were designed to import transactions from the
accounting system. If your selected interface is designed to import, you will
click on this button so that you can select your file containing the
transactions to import. Understand that importing into DLS limits what DLS can
do so we advise against these types of interfaces so that you can get the full
functionality of DLS.
This
will lock all the highlighted transactions in DLS. If DLS interfaces with an
accounting package and the Monthly Post Transaction option is turned off, the
daily post option also creates entries that are exported to the accounting
package. Invoices are created for withdrawals and loan increases, and general
journal entries are created for deposits, loan payments, and transfers.
REMINDER: After
daily posting, transactions cannot be edited or deleted without special access.
NOTE: If the word
POST is in red, it means that your accounting interface will NOT be creating
the export files when the transactions are posted. You will get a warning
message confirming that you do not want these files created if you click on a
red post button. To turn on the accounting interface, return to the workstation
setup and check the box for the Export To Accounting option.
§ New
Deposit/Add to a Deposit
For
a new deposit account or addition to an existing deposit account, cash is
debited and notes payable is credited through the general ledger module.
§ Withdrawal
For
a withdrawal from a deposit account, notes payable is debited and accounts
payable is credited through the accounts payable module unless the EFT/No Check
switch is turned on, then it will go through the general ledger module.
§
Deposit Adjustments
NO
ADJUSTMENT TRANSACTIONS ARE SENT TO THE ACCOUNTING PACKAGE.
For
a new loan or loan increase, notes receivable is debited and accounts payable
is credited through the accounts payable module unless the EFT/No Check switch
is turned on, then it will go through the general ledger module.
For
a loan payment, cash is debited and interest receivable is credited for a payment
to interest, and notes receivable is credited for a payment to principal
through the general ledger module.
§
Loan Adjustments
NO ADJUSTMENT TRANSACTIONS ARE SENT TO THE ACCOUNTING PACKAGE.
§
New Investment/Add to an Investment
For
a new investment account or addition to an existing investment account, cash is
debited and notes payable is credited through the general ledger module.
§
Withdrawal
For
a withdrawal from an investment account, notes payable is debited and accounts
payable is credited through the accounts payable module.
§
Investment Adjustments
NO
ADJUSTMENT TRANSACTIONS ARE SENT TO THE ACCOUNTING PACKAGE.
For
a transfer from a deposit account to another deposit account, notes payable is
debited and credited using the GL accounts assigned to the two deposit accounts
in question through the general ledger module.
§
Transfer from a Deposit Account to Loan
For
a transfer from a deposit account to a loan account for a loan payment, notes
payable is debited and interest receivable is credited (for a payment to
interest) and notes receivable is credited (for a payment to principal) through
the general ledger module.
§
Transfer from a Deposit Account to an Investment
Account
For
a transfer from a deposit account to an investment account, notes payable is
debited for the deposit account and notes payable is credited for the
investment account through the general ledger module.
§
Transfer from an Investment Deposit Account to a
Deposit Account
For
a transfer from an investment account to a deposit account, notes payable is
debited for the investment account and notes payable is credited for the
deposit account through the general ledger module.
§
Transfer from an Investment Account to Loan
For
a transfer from an investment account to a loan account for a loan payment,
notes payable is debited and interest receivable is credited (for a payment to
interest) and notes receivable is credited (for a payment to principal) through
the general ledger module.
§
Transfer from an Investment Account to another
Investment Account
For
a transfer from an investment account to another investment account, notes
payable is debited and credited using the GL accounts assigned to the two
deposit accounts in question through the general ledger module.
NOTE: When an adjusting entry is posted and the system is
interfaced with an accounting package, a message will appear telling you that
the adjusting transactions will need to be manually added to the accounting
system.
When
the system has finished posting the transactions, a Daily Post Wrap-up screen
will come up allowing you to request reports and confirmation letters. Each
report/letter has three options: Print, Preview, Email, and Skip. When Print is
checked, the report/letters will be sent directly to the printer. Preview will
allow you to view the report/letters and then deciding to print or not. Email
will send the letters via email when a location has a certified email address,
otherwise it will be sent to the printer to be sent via USPS. Skip will not
generate that report/letter. It the report/letter is dimmed out it is because
there were no transactions posted that would print in that report. (Example:
Principal Distribution Report only prints when a withdraw is done in an
investment.) There may also be informational notices because of special
transactions that were posted.
Report
printed showing all the records that were just posted.
Confirmation
letters are letters to the locations that list what transactions have been
daily posted into the system. Confirmation letters list deposits, withdrawals,
loan increases, loan payments and transfers so that the location can verify the
amounts and report any discrepancies. Adjustments currently do not print on
confirmation letters. If you have Custom Letters option checked and a trigger
made for the transactions bring posted, the system will call MS Word and merge
in the transaction information into the form letter that you created. If no
trigger is created for that type of transaction, no letter will be printed for
that transaction.
Report
printed showing all the records that were just posted grouped by the GL account
number that was affected.
Like
confirmation letters, these are printed showing the breakdown of how the number
of shares sold was determined in order to get the amount withdrawn.
The
month-end close area allows you to close out a month and calculate and create
interest entries for deposit accounts, simple interest and simple-amortized
loan accounts. Before the month-end close process, transactions can be entered
for that month. Once the month-end close option has been ra n for a
particular month, no more transactions can be entered for that particular
month. All open accounts should run through the month-end process even though
interest transaction may not be created. All reports are based upon the
month-end close process.
If DLS interfaces with an accounting
package, the month-end close option also creates entries that are exported to
the accounting package. Interest entries are created for the general ledger
module. If the Monthly Post Transaction switch has been checked, all the
transactions for the month will also be exported to the accounting system.
The
Deposits tab can be clicked and the screen will list all deposit
accounts
The
Loans tab can be clicked and the screen will list all loan accounts
If
the Select All button is clicked, all accounts listed will be selected
for posting. (Select All is the default choice when the screen is first
opened.)
If
the Clear All button is clicked, selected accounts will be deselected.
At that point one or more accounts can be clicked and selected for posting.
Multiple selections can be made by holding down Shift and pushing the left
mouse button (to select all entries within an entire span between two entries)
or by holding down Ctrl and pushing the left mouse button (to select various
entries one at a time).
These
dates define the month that will be reversed during the reverse closeing
process.
This
option is used when a month needs to be re-opened and is usually only necessary
in order to add more transactions to a previously closed period.
NOTE: Transactions cannot be edited or deleted without
special access after the reverse close occurs.
NOTE FOR ACCOUTNING INTERFACES: if the period that is being reversed was already imported into the
accounting system, those transactions will need to be manually reversed in the
accounting system.
To
perform a reverse close, highlight the account (s) that you wish to reverse, enter
the month that you want reversed in the reverse date fields, and then push the Reverse
Closing button.
These
dates define the month that will be closed during the month-end close process.
If
checked, the letters for interest distribution will be sent to the printer so
that they can be mailed.
If
checked, the letters for interest distribution will be emailed to the locations
that have certified email addresses and the rest will be sent to the printer so
that they can be mailed.
If
checked, DLS will export to the Reports Export folder an CSV file containing
all the accounts with their current balance after the close.
This
is not a user-defined choice per se, but rather a reflection of the month
choice for closure. DLS automatically fills in the capitalization periods for
you to remind you what capitalization periods are being closed out for the
month.
This
button can be labeled differently based upon the settings on the system. Interfaced Month-End Close is shown
when the system is going to create the accounting interface file during the
month end. All Transactions/Month-End
Close is shown when the system is set for Monthly Post Transactions to
indicate that all the transactions will be sent with the month end transactions
to the accounting system. No matter which button is displayed, the button is
disabled until an account is selected and you are ready to perform a month-end
close.
When
a month-end close process is complete for a deposit, a Calculated Interest
entry from the beginning of the month to the end of month is created in DLS.
Interest is calculated based on the principal balance each day and the interest
rate.
If
the month-end close process occurs at the end of the capitalization period for
a deposit account and the account is a re-invest interest account, a Transfer
of Interest to Principal at Period Close entry is created in DLS. Interest for
the account will be added to the principal balance and the interest balance
will become $0.00.
If
the month-end close process occurs at the end of the capitalization period for
a deposit account and the account is not a re-invest interest account, an
Interest Payment by Check entry is created in DLS. Interest for the account
will be sent as a check to the location and the interest balance will become
$0.00.
o
Interest Payment By Transfer
If
the month-end close process occurs at the end of the capitalization period for
a deposit account and the account is set to re-invest interest to another
account, an Interest Payment by Transfer entry is created in DLS.
When
a month-end close process is complete for a loan, a Calculated Interest entry
from the beginning of the month to the end of month is created in DLS. Interest
is calculated based on the principal balance each day and the interest rate. If
the Loan Interest To Principal option is selected in General Maintenance
(System Setup Options) interest will be moved from accumulated interest into
the loan principal if it is the end of a period. This will result in the
accumulated interest becoming a part of the loan principal.
The
interest entry for amortized loans occurs at the same time as the payment. No
additional interest entries are created during the month-end close process for
amortized loans. Even though no transactions are created, you should still do
the month-end close process on these loans.
A
valuation is done at certain points of time to update a funds market value,
disburse dividends, and disburse fees that may have accumulated. When a
valuation is done, the system will divide out the market value to all location
accounts so that reports can be made showing their profit/loss for the period
of time. It also opens up a window of opportunity for locations to buy and sell
shares of the fund.
Using
the drop-down box, select the investment fund portfolio that the valuation will
be done on. When an investment is selected, the buttons for Transaction Type
will become available for you to select.
This
is will allow you to enter the amount that the fund changed up/down during the
last period. Enter a positive number if the value increased and a negative
number if the value decreased. Do not include any fees or dividends that may
have been applied during the period.
This
is will allow you to enter the current value of the fund. DLS will compare this
amount to the last valuation to figure out how the value of the fund has
changed. Do not include any fees or dividends that may have been applied during
the period.
Enter
the total amount of the dividend that should be disbursed to all the location’s
accounts. Enter the date that the transaction should be effective. The
transaction created will increase the balance of the account.
Enter
the total amount of the fees that should be disbursed to all the location’s
accounts. Enter the date that the transaction should be effective. The
transaction created will decrease the balance of the account.
When
the investment and the Value Change or Current Value is selected, this will
show the period of time that has passed since the last valuation was completed.
This information is based upon the last valuation date and the valuation
frequency set up by the fund. You cannot change this date.
When
the investment and the Dividend Disbursement or Fee Disbursement is selected,
this will show the period ending date. This information is based upon the last
valuation date and the valuation frequency set up by the fund. You can change
the date if you feel that it should be done on a different date than shown.
When
the investment and the Value Change or Dividend Disbursement or Fee
Disbursement is selected, this will show the default setting. If checked, the
value will be divided up based upon the share balance at the end of the
previous period. This will prevent accounts that have purchased shares during the
current period of sharing in the value being disbursed. Unchecked, it will use
the current share balance.
Once
the investment has been selected, the last valuation can be reversed so that
all location valuation transactions are removed as well as dividend
disbursements.
NOTE: For locations interfacing with their accounting
system, if the period that is being reversed was already imported into the
accounting system, those transactions will need to be manually reversed in the
accounting system.
Once
all the required fields are completed, the disburse button will be available.
Clicking this button will create transactions showing the current value of each
location’s account and a transaction showing the disbursement of any dividends
or fees.
This section of the DLS
system allows you to run reports based on the deposit, loan, funds and location
account information that have been added to the system. All reports will
generate and will preview to the screen so that you are able to see the results
before actually printing them. During the preview of any report, you may enter
CTRL-P to bring up the printer control window, which will allow options to
print only certain pages or multiple copies as well as print to different
printers.
The
Deposits tab can be clicked and the screen will list all reports
available for deposit accounts.
The
Loans tab can be clicked and the screen will list all reports available
for loan accounts.
The
Funds tab can be clicked and the screen will list all reports available
for fund accounts.
The
Location tab can be clicked and the screen will list reports available
for locations.
If
the Select All button is clicked, all accounts or locations listed will
be selected for reporting.
If
the Clear All button is clicked, selected accounts or locations will be
deselected. At that point one or more accounts or locations can be clicked and
selected for reporting. Multiple selections can be made by holding down Shift
and pushing the left mouse button (to select all entries within an entire span
between two entries) or by holding down Ctrl and pushing the left mouse button
(to select various entries one at a time).
If
the Filter Closed Accts option is checked, then the list of accounts
will filter out any closed accounts to make it easier to find the accounts that
you want to select for reporting.
The
reports shown in this list are based upon the reports that you selected in the
General Maintenance menu. Based upon which report you select, the options below
will be available.
The
date range specifies the time period the selected report will cover. The drop-down
button next to the “from date” will bring up a list of time periods, including
current fiscal year, prior fiscal year, first half of fiscal year, second half
of fiscal year, first quarter, etc. from which you may select. If you select a
quarter or half that includes the current date, since that time period for the
current fiscal year has not been completed, you will be prompted on whether or
not you need that time frame for the prior fiscal year. Other past quarters,
halves, or fiscal years (besides the whole prior fiscal year) must be chosen by
manually typing in a date range.
This is for reporting only
interest rates that match this amount. When the field is blank, this filter is
not used.
Reports can be ordered by
location number, location name, location city/number, and location city/name.
Advanced Edition users may also select location type/number and location
type/name.
With statements, a report header
can be removed if letterhead paper is being used. This header will print the
name of the diocese and contact information at the top of each statement.
When enabled, accounts that have
a zero balance and have no activity during the month will be filtered from the
reports.
This
option is based upon the list you maintain in General Maintenance (Location
Types). Location records, during creation or editing, may be typed based upon
the location types in this list. One or more location types may be selected for reporting. When the
button is pushed, you may select one or more location types to print. Only the
locations that are selected will be included in the report.
This
option is based upon the list you maintain in General Maintenance (Account
Classifications). Accounts, during creation or editing, may be classified based
upon the classifications in this list.
Basic
Edition: Applying a Classification Filter to a report restricts the report’s
output to only those accounts that have that one particular classification. An
account classification does not have to be selected.
Advanced
Edition: One or more location types may be selected for reporting. When the
button is pushed, you may select one or more location types to print. Only the
accounts that are selected will be included in the report
This will only appear when the
system is set up to use Standardized Lookup Numbers in System Setup Options. This
option is based upon the list you maintain in General Maintenance (Standard LU
Numbers). Accounts, during creation or editing, are assigned a standard lookup
number and description based upon this list.
Basic
Edition: You can select a standardized lookup number from the drop-down
list to report only on those accounts. A standardized lookup number does
not have to be selected.
Advanced
Edition: One or more standardized lookup numbers may be selected for reporting. When the button is pushed, you may
select one or more standardized lookup numbers to print. Only the standardized lookup numbers that are selected will be included in the report
Applying a Deanery Code Filter to a report
restricts the report’s output to only those accounts that have that one
particular code. A Deanery Code does not have to be selected.
This
option is based upon the list you maintain in General Maintenance (Account
Category). Accounts, during creation or editing, may be classified based upon the
categories in this list.
Basic
Edition: Applying a Classification Filter to a report restricts the report’s
output to only those accounts that have that particular classification. An
account classification does not have to be selected.
Advanced
Edition: One or more location types may be selected for reporting. When the
button is pushed, you may select one or more location types to print. Only the
accounts that are selected will be included in the report
Checking
this box will include any transactions that have not yet been daily posted.
When
Account Statements is selected, the form will open up at the bottom to show the
list of possible statements and different types for you to select.
NOTE: Advanced
Edition includes the ability to print temporary statement footers along with
the fixed statement footers set in the System Setup. When you click on the Set
Temporary Statement Footers you will be able to enter footers that will print
for statement printed during this session of DLS. When DLS is exited, these
temporary footers will be deleted from the system.
§
Type O
Provides
detailed statements for mailing to locations showing transactions and balances
for the date range selected. Accounts are divided into deposits, loans, and
funds with each account printing right after each other. Heading information
printed includes date range and location name, number, and address. Deposit
account data shown are name, number, interest rate, beginning balance,
transaction date, type, description, amount, and ending balance. Loan account
data are name, number, interest rate, beginning balance, transaction date, type,
description, amount, and ending balance. No report totals are furnished.
Options for customizations include show deposit accounts, show loan accounts,
show loan interest, show amortized loans, include report heading, and skip
accounts that have no activity.
§
Type O1
Provides
detailed statements for mailing to locations showing transactions and balances
for the date range selected. Accounts are divided into deposits, loans, and
funds with each account printing right after each other. Heading information
printed includes date range and location name, number, and address. Deposit
account data shown are name, number, interest rate, beginning balance,
transaction date, check number, description, amount, and ending balance. Loan
account data are name, number, interest rate, beginning balance, transaction
date, check number, description, amount, and ending balance. No report totals
are furnished. Options for customizations include show deposit accounts, show
loan accounts, show loan interest, show amortized loans, include report
heading, and skip accounts that have no activity.
§
Type A
Provides
detailed and customizable statements for mailing to locations showing
transactions for the date range selected. Accounts are divided into deposits,
loans, and funds with each account printing on a separate page. If an account
has an alternate address, that account will print the alternate address instead
of the location default address. Heading information printed includes date range
and location name/address. Deposit account data shown are name, number,
beginning balance, deposits/credits, withdrawals/debits, adjustments, ending
balance, transaction date, description, and amount, interest earned in date
range, and interest rate at end of period. Loan account data are name, number,
beginning balance, additional borrowing/debits, payments/credits, adjustments,
ending balance, transaction date, type, and description, total amount, total
applied principal, total applied interest, interest incurred in date range, and
interest rate at end of period. No report totals are furnished. Options for
customization include show deposit accounts, show loan accounts, show amortized
loans, include report heading, and skip accounts that have no activity.
§
Type A1
This
statement provides the same information as Type A but includes an interest
column on loan statements and the address information is a little higher.
§
Type LV
This
statement does not provide a summary section but includes a column showing the
calculation of interest with each transaction entered.
§ Type
AO1
This is a hybrid of Type A for
loans which provides detailed statements for each account on a page and Type O1
for deposits which provides detail statements for all accounts one right after
the other account. Heading information printed includes date range and location
name, number, and address. No report totals are furnished. Options for
customizations include show deposit accounts, show loan accounts, show loan
interest, show amortized loans, include report heading, and skip accounts that
have no activity.
§ Set
Temporary Statement Footers (Advanced Edition Only)
When you select Account
Statements, you will be able to enter temporary statement footers to the
statements that you print. Unlike the regular footers, these footers will print
only for the current session of the program. These footers are to inform the
locations of immediate short-term situations. Things like announcing holiday
closures or changes in procedures.
Click on the button and then enter
the footers they way you would like them to appear. If the message is short,
you can select to center the message on the page. Once saved, the footers will
be saved until you exit the program.
Once you have set up the filters
and other settings, click on this button to print the report that you have
selected.
Once you have set up the filters
and other settings, click on this button to export the report into a CSV file
in to the Report Exports folder. The file will automatically bring the file up
in Excel once it has been created.
Not every report can be exported.
The button will only be available if the report can be exported. If you need to
have a report exportable, then contact TCDI to have it created for you.
This section of the DLS system allows you to run reports
based on the master investment funds. These reports will report on the all the
activity for the investment fund regardless of the locations that made the
transactions. The only filter options are a date range, unposted transactions,
zero balanced (Advanced Edition: Closed Accounts) and account classification.
If the Select All button is
clicked, all funds listed will be selected for reporting. (Select All is the
default choice when the screen is first opened.)
If the Clear All button is
clicked, selected accounts or locations will be deselected. At that point one
or more accounts or locations can be clicked and selected for reporting.
Multiple selections can be made by holding down Shift and pushing the left
mouse button (to select all entries within an entire span between two entries)
or by holding down Ctrl and pushing the left mouse button (to select various
entries one at a time).
This is the list of reports that
are available for the account type selected
The date range specifies the time
period the selected report will cover. The drop down button next to the “from
date” will bring up a list of time periods, including current fiscal year,
prior fiscal year, first half of fiscal year, second half of fiscal year, first
quarter, etc. from which you may select. If you select a quarter or half that
includes the current date, since that time period for the current fiscal year
has not been completed, you will be prompted on whether or not you need that
time frame for the prior fiscal year. Other past quarters, halves, or fiscal
years (besides the whole prior fiscal year) must be chosen by manually typing
in a date range. The calendar icon at the right can be pushed to call up a
window from which dates can be selected out of a desktop-style calendar.
This option is based upon the list
you maintain in General Maintenance (Account Classifications). Accounts, during
creation or editing, may be classified based upon the categories in this list.
Applying a Classification Filter to a report restricts the report’s output to
only those accounts that have that particular classification. An account
classification does not have to be selected.
Checking this box will include any
transactions that have not yet been daily posted.
INDEX
Account Category, 26, 37,
44
Account Category Filter, 58
Account Category List, 15
Account Classification, 26,
37, 44
Account Classification
Filter, 58, 61
Account Classifications
List, 15
Account Closed, 26, 37, 44
Account Maintenance, 23
Account Numbers - Deposit,
27
Account Numbers -
Investment, 44
Account Numbers - Loan, 37
Account Restriction List,
15
Account Review Screen, 23
Account
Statements, 59
Account Type, 19
Accounting ID Number, 21
Accounting Interface, 5, 6,
7
Accounting Package, 50
Accumulate Interest Daily
on Schedule, 35
Accumulate Interest Daily
On Schedule, 34
Add a New Deposit, 24
Add a New Investment, 42
Add a New Loan, 32
Add To Prime
Interest Rate - Loan,
34
Add Trigger, 19
Adding a New Location, 20
Adding New
Users, 20
Address -
Location, 21
Adjustments, to Deposits,
28
Adjustments, to Investment,
46
Adjustments, to Loan
Invoices, 40
Adjustments, to Loans, 39
All Users, 49
Allow EFT On Loan
Increases, 9
Allow EFT On Withdrawals, 9
Allow EFT Transactions, 8
Allow Interest Only
Payments, 8
Allow Thousandths of %
Rates, 8
Alt Address - Deposit, 27
Alt Address - Investment,
44
Alt Address - Loan, 38
Alt Email Address -
Deposit, 27
Alt Email Address -
Investment, 44
Alt Email Address - Loan,
38
Alternate Name, 22
Amortization Schedule, 37
Amortized Loan, 33
Amount -
Transfer, 31
Audit Letter – Auditors
Name, 12
Audit Letter - Deposit, 12
Audit Letter - Funds, 12
Audit Letter - Loan, 12
Audit Letter - Signature,
12
Audit Letters, 18
Backing Up Important Files,
2
Balloon Payment, 35, 36
Begin Interest Balance, 26,
34
Begin Principal Balance, 34
Begining Principal Balance,
26
Billings/Letters, 11
Capitalization Period, 25,
33
Capitalization Period -
Deposit, 9
Capitalization Period -
Loans, 9
Capitalize Interest - Loan,
33
Capitalize Loan Interest
Default, 10
Cash Account, 49
Cash Account, 7
Cash Only Funds, 8
Cash Recpt Memo, 6
CD Term, Deposit Account,
25
Center of Page - Deposit,
11
Center of Page - Funds, 11
Center of Page - Loan, 11
Center of Page – Type O, 11
Change Default Interest
Rate, 14
Change Interest -
Refinance, 35
Change Interest Rate, 29,
40
Change Prime Rate, 14
Check, Interest Payment, 54
Checks, Separate, 10
Clear All, 50
Closed Account, 26, 37, 44
Comment - Transfer, 31
Comments, 17
Comments, for Location, 22
Compact Database, 18
Configuration, 6
Confirmation Email Body, 13
Confirmation Letters, 7, 52
Confirmation Signature
Path/Filename, 2
Consolidate, 41
Contact Information, 5
Contact, Location, 22
Create Export of Ending
Balances, 54
Credit Limit - Loan, 33
Credit Limit - Location, 22
Current Balance -
Refinance, 35
Current Share
Value, 16
Current Value - Valuation,
55
Custom Letters, 7, 19
Custom Letters -
Salutation, 22
Daily Post, 7
Daily Post Filters, 49
Daily Post Wrap-up, 52
Daily Posting, 49
Daily Rate Based On - Loan
Account, 34
Data Directory, 1
Data File Name, 1
Date of
Transfer, 31
Date Opened, Deposit
Account, 25
Date Opened, Investment
Account, 43
Date Opened, Loan Account,
33
Date Range, 57, 61
Deanery Code, 21
Deanery Code Filter, 58
Default Accts - Deposit, 22
Default Accts - Investment,
22
Default Accts - Loan, 22
Default Amortized Interest
Rate, 9
Default Deposit
Capitalization Period, 9
Default Deposit Interest
Rate, 9
Default Email Confirmation,
12
Default Email Dist Letters,
13
Default GL Numbers, 10
Default Loan Capitalization
Period, 9
Default Loan Interest Rate,
9
Defaults, 9
Define Deposit Interest
Tiers, 14
Define Report List, 16
Delete (X) Button, 29, 40,
46
Delete a Deposit Account,
24
Delete a Loan Account, 32
Delete an Investment
Account, 42
Delete Location, 20
Delete Transactions, 50
Delete Trigger, 19
Delete Users, 20
Deleting Transactions, 29,
40, 46
Department Code, 17
Deposit - New, 24
Deposit Account
Delete, 24
Deposit Account
Edit, 24
Deposit Account
Transaction, 27
Deposit
Accounts, 23
Deposit Adjustments, 28
Deposit Description, 24
Deposit Transaction, 28
Deposit
Transactions,
27
Deposit Variable Rate
Table, 14
Add Branch, 14
Delete Branch, 15
Options, 15
Disburse -
Valuation, 56
Dividend Disbursement, 43
Dividend Disbursement -
Valuation, 55
Dividend Disbursement
Method
Check, 43
Invest to Investment
Account, 43
Reinvested, 43
Transfer to Deposit
Account, 43
Division, 2
DLS Online – Allow Internet
Transactions, 13
DLS Online – Block All
Amortization Schedules, 13
DLS Online – Internet
Footer Message, 13
DLS Online – Skip Statement
Footer, 13
DLS Online – Web Site
Title, 13
DLS Training & 64-Bit
Version Available, 4
DLS User List, 16
Edit a Deposit Account, 24
Edit a Loan Account, 32
Edit an Investment Account,
42
Edit Location, 20
Edit Template, 19
Edit Trigger, 19
Edit Users, 20
Editing Transactions, 29,
40, 46
Effective Date, 30
EFT, 28, 30, 34, 39
Email Address, Location, 22
Email Setup – Email Server,
12
Email Setup – No Reply
Address, 12
Email Setup – SMTP Login
ID, 12
Email Setup – SMTP Login
Password, 12
Email Setup – SMTP Server
Port, 12
Email Setup – Use No Reply,
12
Email Verified, Location,
22
Entering Deposit Transactions,
27
Entering Loan Transactions,
38
Entries to Accounting
Package, 50
Est. Market
Value, 17
Expiration Date, 26
Export Balances, 19
Export File Path, 2
Export Report, 60
Export To Accounting
System, 2
Fax Number, Location, 22
Fee Disbursement - Valuation,
55
FEIN, 21
Fixed Principal Loan, 33
Fixed Rate - Loan, 34
Fixed Term CD, Deposit
Account, 25
Flag Account, 26, 37, 44
For User, 49
Freeze Accounts, 21
Fund Begin Date, 16
Fund Days Open, 16
Fund Description, 42
Fund
Description,
16
Fund Report Options, 61
Fund Reports, 61
General Account Comment,
for Deposit Account, 27
General Account Comment,
for Investment Account, 44
General Account Comment,
for Loan Account, 37
General Maintenance
DLS Setup &
Utilities, 5
General Maintenance
INTEREST RATES, 14
General Maintenance
SUPPORT FILES, 15
General Maintenance
MGMT FUNCTIONS, 17
General Maintenance
SPECIAL FUNCTIONS, 18
General Reports, 57
Generate Sample Payment
Schedule, 35, 36
GL Account Descriptions, 16
GL Accounts
Payable, 17
GL Cash
Account, 17
GL Distribution
Report, 52
GL Dividends Paid, 17
GL Fund
Expense, 17
GL Notes
Payable, 17
Hide on DLS Online, 26, 37,
44
Holding Account, 27, 37
Holding Bank, 27, 37
Import, 50
Include Unposted
Transactions, 58, 61
Individual Checks Default,
10
Initial Investment, 43
Initial Shares, 43
Installing Updates, 3
Interest – Payment
Schedule, 36
Interest - Transfer, 31
Interest Balance, 26, 34
Interest Disbursement
Method
Check, 25
EFT, 25, 43
Reinvested, 25
Reinvested Another
Account, 25
Interest Disbursement Method,
25
Interest Dist Email Body,
13
Interest Dist Letter
Footer, 11
Interest Distribution
Position Title, 12
Interest Distribution
Signature Name, 11
Interest Entry, Month-End
Close, 54
Interest Entry-Amortized,
Month-End Close, 54
Interest Entry-Simple, Month-End
Close, 54
Interest Only, 33
Interest Payment By Check,
54
Interest Payment By
Transfer, 54
Interest Rate - Amortized
Defaults, 9
Interest Rate - Defaults, 9
Interest Rate - Deposit
Account, 25
Interest Rate - Deposit
Defaults, 9
Interest Rate - Loan, 33
Interest Rate Change
Transaction, 29, 40
Interest Rate Filter, 57
Interest Rate, Changing, 14
Interest to Principal, 54
Interface, 6
Interface, 5
Interface, 6
Interface, 6
Interface, 7
Interface, 7
Interface Bank Code, 6
Internet Transactions, 49
Internet Users, 20
Investment - New, 42
Investment
Account Delete,
42
Investment Account Edit, 42
Investment Account
Transaction, 45
Investment Accounts, 42
Investment Adjustments, 46
Investment Description, 42
Investment Fund -
Valuation, 55
Investment Funds List, 16
Investment Terms, 17
Investment Transaction, 45
Investment Transactions, 45
IPF Switch, 21
Ledger Code, 6
Letter File
Path, 19
Letters, 52
Limit Allowable Credit, 7
Listing
Report/File,
21
Loan Account Delete, 32
Loan Account Edit, 32
Loan Account Transaction,
38
Loan Accounts, 31
Loan Adjustments, 39
Loan Approval Limit, 33
Loan Billing Instructions,
11
Loan Calculator, 19
Loan Calculator, 31
Loan Description, 32
Loan Increase, 39
Loan Invoice Adjustments,
40
Loan Payment
Amount, 35, 36
Loan Payment
Period, 34
Loan Payment Transaction,
38
Loan Payoff Date, 35
Loan Reason, 37
Loan Sub Description, 32
Loan Term, 35
Loan Transactions, 38
Loan Type, 33
Location, 20
Location Add, 20
Location Address, 21
Location Browse, 20
Location Code, 17
Location Credit
Limit, 22
Location Delete, 20
Location Edit, 20
Location Information
Screen, 21
Location Maintenance, 20
Location Name, 30
Location Number, 21
Location Phone
Number, 22
Location Type, 21
Location Type
Filter, 58
Location Types List, 15
Location User List, 20
Lock Down Data, 13
Login Screen, 1
Lookup Number, Deposit
Account, 24
Lookup Number, Investment
Account, 42
Lookup Number, Loan, 32
Mailing Address, 21, 22
Main Screen, 4
Make Checks Paid To, 11
Max Rate, 34
Merge Locations, 17
Month End Close Options, 53
Month That Is Closing, 53
Month That Will Reverse, 53
Month-End Close, 53
Month-End Close, 54
Month-End Close Button, 54
Monthly Post Transactions,
7
Move Accounts, 17
Name, Location, 21
New Deposit, 24
New Deposit Account, 24
New Investment, 42
New Investment Account, 42
New Loan, 32
New Loan Account, 32
New Location, 20
No Activity/Zero Balance,
58
No Check, 28, 30, 34, 39
Online Manual Help, 1
Organization Logo
Path/Filename, 2
Organization
Name, 5
Paid Field, 36
Paper-Pencil Button, 29,
40, 46
Password, 7
Pay All, 41
Pay Interest First, 8
Pay Off Loan -
Transfer, 31
Payment - Scheduled, 36
Payment Amount, Setting
Loan, 35
Payment Date, 55
Payment Schedule Date, 36
Payment, Refinance, 36
Payment, Setting Loan, 34
Payoff Date, Loan, 35
Pending/Locked, 33
Period, 36
Period Set-up, 6
Period, Deposit, 25
Periods That Are Closing,
54
Phone Number, Location, 22
Physical Address -
Location, 21
Post Btn, 50
Posted Transactions Report,
52
Prevent Negative Deposit
Accts, 8
Principal – Payment
Schedule, 36
Principal - Transfer, 31
Principal Balance, 26, 34
Principal Distribution
Forms, 52
Principal
Payment – Fixed Principal, 35
Principal Payment Amount,
Setting Loan, 35
Print Amortization
Schedule, 37
Print CD Contract, 24
Print Interest Distribution
Letters, 53
Print Loan Contract, 31
Print/Email Interest
Distribution Letters, 54
Printer Configuration, 2
Quick Key Entry, 48
Rate Based On - Deposit
Account, 26
Reamortize SA Loan
Schedule, 31
Reamortize SA Loans
Accounts, 17
Recalc All Accounts, 18
Recalc Schedule After Prin
Only Pymt, 8
Recalculate Account, 24, 32
Recreate Past Posts, 50
Refinance Date, 35
Re-Financing, 35
Re-invest Deposit Interest
Default, 9
Report Filters, 57, 61
Report Header, 58
Report Header Default ON, 7
Report Options, 57
Reports, Available, 57
Request
Separate Check - Deposit Account, 25, 43
Require Acct
Classification, 7
Require Parish Type, 7
Restricted Balance, 26
Restricted Principal, 26
Restriction Expiration
Date, 26
Restriction Type, 26, 37,
44
Reverse -
Valuation, 56
Reverse Closing, 53
Run Re-Finance Button, 36
Run Report, 60
Schedule, 37
Scheduled Notices, 18
Scheduled Payment, 36
Security, 7
See All, 49
Select
Deposit Account, 24, 42
Loan Account, 32
Select All, 50
Send Emails, 18
Separate Check, 34
Set Max Rate, 34
Set Temporary Statement
Footers, 60
Setup, 13
Simple Amortized Loan, 33
Simple Interest Loan, 33
Sort Order, 57
Spending Policy, 8
Spending Policy %, 43
SQL Database Name, 2
SQL Server Name, 2
Standardized Comments List,
15
Standardized
Description,
24
Standardized Lookup
Number, 24
Standardized Lookup
Numbers, 6, 15
Standardized LU Number
Filter, 58
Statement Available Email,
13
Statement Footer Message,
11
Statement Title, 10
Statement Type A, 59
Statement Type A1, 59
Statement Type AO1, 60
Statement Type LV, 59
Statement Type O, 59
Statement Type O Footer
Message, 10
Statement Type O1, 59
Statements, 10
Statements, 59
Stewardship, 33
Sub Description, 24
System Requirements, b
System Setup, 5
System Setup Options, 5
Term -
Refinance, 36
Term, Loan, 35
Terminal Code, 2
Terms Comment, for Deposit
Account, 26
Terms Comment, for
Investment Account, 44
Terms Comment, for Loan
Account, 37
Third Party Vendor, 28, 30,
39, 45
Third Party Vendor File, 15
Total Shares, 16
Transaction
Type, 19
Transaction Type -
Valuation, 55
Transactions, 27, 29, 38,
40, 45, 46
Transactions Created,
Month-End Close, 54
Transfer, 30
Transfer Amount, 31
Transfer From, 30
Transfer To, 30
Transfer, Interest Payment,
54
Type of Loan, 33
UnDeposited Acct #, 6
Unposted Transaction List,
49
Unposted Transaction
Report, 50
Unposted Transactions Thru,
49
Update Vendor File Changes,
16
Updates, 3
Use DLS Login, 6
Use Lookup Numbers, 6
Use Prior Period Share Bal,
10
Use Prior Period Share
Balance, 55
Valuation Button, 55
Valuation
Period, 17, 55
Value Change, 17
Value Change - Valuation,
55
Variable Deposit Interest
Default, 9
Variable Interest Rate -
Deposit Account, 26
Variable Rate, 14
Withdraw All, 30, 47
Withdrawal By Check
Transaction, 45
Withdrawal By EFT
Transaction, 45
Withdrawal To Deposit
Account Transaction, 46
Withdrawal Transaction, 28
Workstation Setup, 1, 13
Write Off, 41
Zero Balance/No Activity,
58
Login Screen
