9.  Data Entry Control Operations

The Data Entry Supervisor of your branch performs certain operations during the day. The following are the functions that the Data Entry Supervisor would perform

This chapter contains the following sections:

9.1 Batch Authorization

Authorization is a cross-checking mechanism that Oracle FLEXCUBE offers. The transactions that tellers enter during the day must be ‘authorized’ by the Data Entry Supervisor at the end of day.

This ensures that all the transactions that have been entered by tellers conform to the parameters that have been defined for your branch.

This section contains the following topic:

9.1.1 Authorizing Batches

At the Beginning of Day, each teller opens a batch to post a particular type of transaction. A teller who enters three different types of transactions will open as many batches. Instead of authorizing individual transactions that have been entered during the day, you can authorize the batches into which they have been posted. This is called ‘summary authorization.’

Summary Authorization of a batch

At the End of Day, authorizing every transaction could be a tedious process. You can instead do, what is called, a Summary Authorization of the batch into which the transactions have been posted.

Only users other than the one who posted transactions (the Data Entry supervisor, for example) into a batch can authorize the transactions in the batch.

Summary Authorization is possible in two ways.

You can invoke the ‘Journal Batch Authorization’ screen by typing ‘DEDBTHAU’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

The ‘Batch authorization’ screen can be invoked from the Application Browser.

Summary Authorization of a Batch with Limits

It is possible to define authorization limits for a user with authorization rights (Refer the SMS Manual). If such a limit has been defined for you, you cannot authorize transactions which cross the limit. That is, if the transaction amount exceeds the limit specified, you will not be allowed to authorize the transaction.

A user whose authorization limits have been defined, can perform a summary authorization of a batch. If the transaction size of any transaction posted to the batch exceeds the authorization limit defined for the authorizer, it will not be authorized.

When the summary authorization of the batch is complete, the number of transactions that were authorized and the number of transactions that were not authorized (those that crossed the authorization limit) will be displayed.

Summary Authorization of a Batch without Limits

If no authorization limits have been specified for you, you can authorize transactions of any size. If a user with an unspecified authorization limits does a summary authorization of a batch, all the transactions in the batch will be authorized.

When the summary authorization of the batch is complete, the number of entries that were authorized will be displayed.

To Authorized the transactions in a batch choose Jrnl/Teller Batch Op in the Application Browser. Click on Auth Without Limits. The ‘Batch Authorization’ screen will be displayed.

The date and the time at which the batch was authorized will be displayed in the bottom of the screen.

In this screen, you can enter the following details:

Batch Number

Specify the batch number.

Description

Enter a brief description about batch.

Batch Type

Specify the type of batch.

Entry Total

Debit

Enter the total debit amount of the journal transaction.

Credit

Enter the total credit amount of the journal transaction.

Last Open By

The system displays the name of the person who last opened the batch.

Last Auth By

The system displays the name of the person who last authorized the batch.

Date Time

The system displays the date and time of the batch.

Authorized Date

The system displays the authorized date.

9.2 Journal Batch Reassign

This section contains the following topic:

9.2.1 Reassigning Batch

To ‘reassign’ a batch is to allow a teller who did not originally open a batch to use it. The Data Entry Supervisor has the rights to reassign a batch to a teller who did not originally open a batch. However, only unauthorized batches can be reassigned.

You can invoke the ‘Journal Batch Reassign’ screen by typing ‘DEDBATRE’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

To reassign a batch to a different user click on Jrnl/Teller Batch Op in the Application Browser. Choose Reassign Batch displayed under it. The ‘Batch Reassign’ screen will be displayed.

Batch Number

The adjoining option list displays a list of unauthorized batches that are opened for the day. Choose the batch that you want reassign in the batch number field.

Reassign Identification

Choose the User Id of the teller to whom you want reassign the batch in the Reassign ID field.

The system ensures that the batch is not currently in use. If you choose to reassign the batch to yourself, the system will seek an override.

Entry Total

Total Entries indicates the total amount debited and credited for a particular batch.

Last Operator Details

Last Operated By

The system displays the name of the person who last operated the batch.

Date Time

The system displays the date and time of the batch.

Last Authorizer Details

Last Auth By

The system displays the name of the person who last authorized the batch.

Date Time

The system displays the date and time of the batch.

Click ‘Ok’ button to confirm the reassign operation. If you do not want to continue with the reassign operation, choose ‘Exit’ or ‘Cancel’ button to exit the function.

9.3 Journal Batch Browser

This chapter contains the following sections:

9.3.1 Processing Journal Batch

Using Oracle FLEXCUBE, you can view, unlock, reserve journal batches and set your preferences with regard to journal upload.

9.3.2 Viewing Journal Batches

You can search and view all journal batches using ‘Journal Batch Browser’ screen. To invoke the screen, type ‘DEDBTTOT’ in the field at the top right corner of the Application Browser and click the adjoining arrow button.

Batch Number

Specify the batch number. Alternatively, you can select the batch number from the option list. The list displays all valid batch numbers maintained in the system.

Authorization Status

Select the authorization status from the drop-down list. The list displays the following values:

Last Operator ID

Specify the ID of the last operator. Alternatively, you can select the last operator ID from the option list. The list displays all valid IDs maintained in the system.

Check Total

Select the query criteria for the batches from the Check Total drop-down list. The list displays the following values:

This screen displays all the following details that have been created in the current branch:

You can delete or authorize the batches based on your requirement. Select the record / records that you wish to delete or authorize by checking the adjoining box. Further click the delete button or authorize button for respective actions.

9.3.3 Unlocking Journal Batches

While entering a transaction through Journal Single and Multi Offset entries, if you have not checked the option ‘Batch Close’, the system locks the batches in. You can unlock such locked journal batches using Journal Batch Unlock screen. To invoke the screen, type ‘DEDBATUK’ in the field at the top right corner of the Application Browser and click the adjoining arrow button.

You can search for the records based on batch number and / or operator.

Batch Number

Specify the batch number. Alternatively, you can select the batch number from the option list. The list displays all valid batch numbers maintained in the system.

Description

The system displays the description for the selected batch number.

Last Operator ID

Specify the ID of the last operator. Alternatively, you can select the last operator ID from the option list. The list displays all valid IDs maintained in the system.

Batch Type

Select the type of batch from the from-down list.

The system fetches the records based on the search criteria. Select the batches that you wish to unlock and click ‘Batch Unlock’ button. The system unlocks the selected batches.

This screen displays all the following details that have been created in the current branch:

9.3.4 Reserving Journal Batches

You can reserve journal batches for DE Macro upload purpose (excel upload) for a specific branch and source combination.

To invoke Journal Batch Reservation screen, type ‘DEDBARES’ in the field at the top right corner of the Application Browser and click the adjoining arrow button:

Here, you can capture the following details:

Branch Code

Specify the branch code for which you wish to apply the restriction.

Source Code

Specify the source code. The system will apply this restriction to the branch-source combination maintained here.

Batch Restriction Details

Batch Number

This is the batch identification number.

Remarks

This field captures the remarks about the branch.

You can add more rows to the restriction list by clicking add button. Once you save the maintenance, the system considers these batches as reserved. You cannot input transactions through Single or Multi Offset Entry. These batches can be used for DE Excel Upload transactions only.

9.3.5 Fields Button

Click ‘Fields’ button and invoke the ‘Fields’ screen to specify values for user-defined fields.

Here you can capture the following details:

Field Name

The system displays all UDFs linked to the product.

Value

Specify a value for each UDF.

9.3.6 Maintaining Journal Batch Upload

You can upload journal batches into Oracle FLEXCUBE using 'Journal Batch Upload' screen. To invoke the screen, type 'DEDUPONL' in the field at the top right corner of the application toolbar and click the adjoining arrow button.

You can capture the following details on this screen:

Source Code

Select the source code from the adjoining option list.

Branch

Specify the branch code.

Batch Number

Specify the batch number.

Batch Description

Provide description for the batch code specified.

Debit Total

Specify the debit total.

Number of Debits

Specify the number of debits.

Credit Total

Specify the credit total.

Number of Credits

Specify the number of credits.

Difference

Specify the difference.

Variance

Specify the variance.

Positioning Required

Check this box if positioning is required.

Credit/Debit Check

Check this box to check debit/credit.

Balancing

You can indicate whether the entries being uploaded should be balance at the branch level. If you have enabled this option and if the batch does not balance, a message is displayed at the end of the upload session.

MIS Required

Check this box if MIS is required.

Click ‘Validate’ button to validate the journal batch upload.

Ignore Overrides

Check this box to ignore override.

Currency Details

Currency

Specify the currency.

Debit

Specify the debit amount.

Credit

Specify the credit amount.

Difference

Specify the difference amount in local currency.

Oracle FLEXCUBE supports batch upload of DE save operations. For this, you need to first maintain a job ‘GIUPLOAD’ using ‘Job Maintenance’ screen.

You can schedule your batch upload in ‘Journal Batch Upload’ screen. The system will consider the records for upload based on the value of the parameter ‘IS_UPLOAD_SCHEDULED’. If the value is ‘Y’, then the system will consider the record for upload as part of the job.

The parameter ‘IS_UPLOAD_SCHEDULED’ determines whether an upload is scheduled or not. If the value of the parameter is set to ‘Y’, then it indicates that an upload is scheduled.

As part of the job, the system will pick up all records that are scheduled for upload and start the process.

9.3.7 Account Statistics Button

You can view the status of each record in ‘Journal Batch Upload Account Statistics’ screen. Click ‘Account Statistics’ button on ‘Journal Batch Upload’ screen to view this screen. You can also invoke this screen by typing ‘DEDACSTA’ in the field at the top right corner of the application toolbar and clicking the adjoining arrow button.

This screen shows the status of all the records uploaded for a specific batch, branch and source combination.

You can search for the details based on the following parameters:

Once you have specified the search parameters, click ‘Execute Query’ button. The system displays the following details:

9.3.8 Upload Logs Button

To view the upload logs for a selected entry, click ‘Upload Logs’ button. You can also invoke this screen by typing ‘DEDUPLOG’ in the field at the top right corner of the application toolbar and by clicking the adjoining arrow button.

In this screen, the system displays the upload logs for the selected record.

You can search for the journal batch upload logs based on the following parameters:

Once you have specified the search criteria, click ‘Execute Query’ button. The system displays the following details in the log.

9.3.9 Maintaining Journal Upload Preferences

You can set your preferences specific to journal upload using ‘Journal Upload Preferences Maintenance’ screen.

To invoke the screen, type ‘DEDUPLPF’ in the field at the top right corner of the Application Browser and click the adjoining arrow button.

You can maintain Suspense GLs where entries have to be posted for each external system in the event of failure of account validation during DE Upload.

You can capture the following details on this screen:

Source Code

Specify the source code for upload.

Real Local Currency

Specify the suspense GL for real local currency on credit as well as debit transactions.

Real Foreign Currency

Specify the suspense GL for real foreign currency on credit as well as debit transactions.

Contingent Local Currency

Specify the suspense GL for contingent local currency on credit as well as debit transactions.

Contingent Foreign Currency

Specify the suspense GL for contingent foreign currency on credit as well as debit transactions.

Once you have captured all the details, save the maintenance. If an invalid account is specified in the upload process, the respective Suspense GLs maintained for that external system will be debited or credited based on the nature of the transaction.