Bank of America

Account Reconcilement Data Communications User Guide

Cash Management Services

Contents

Overview of Account Reconcilement

Bank of America's reconcilement services provide a wide range of options to accommodate the specific requirements of your accounting system. You select the combination of options that best meets your information input and output needs. We offer three types of account reconcilement services:

• Full Account Reconcilement. You receive a comparison of your checkissued information with Bank of America' s record of checks cleared, checks that are outstanding, and checks with stop payment requests against them. You supply the check-issued data to us through a medium that best fits your operation. Users of this service may also use our optional Online Positive Pay Service. With Online Positive Pay, you use a personal computer or terminal to view daily reports listing questionable checks presented for payment against your account. You may then issue online instructions to have fraudulent checks returned unpaid to the depositor .

• Partial Account Reconcilement. You track your clearing checks and reconcile them in your office. During check prOcessing, we capture the transaction serial numbers and the dollar amounts. You receive an audited, detailed listing about when the checks were cleared and for what amount.

• Deposit Reconcilement. We assign a unique identification number to each of your locations or divisions. This number is captured as part of our daily processing of deposits. You receive a list of these identification numbers along with the dollar amount of each deposit submitted by those locations or divisions.

Each of these account reconcilement services includes a choice of reporting options. Each can also be used with our EIectronic Reconcilement Service (EREC) that enables you to review daily posted debit and credit information on your computer terminal.

USING THIS GUIDE

This publication defines the specifications for sending and receiving Account Reconcilement data to and from Bank of America.

We describe the bank's technical environment and the options available for data input (check issues) and output (checks paid).

Bank of America strongly recommends that data be exchanged via data transmission. It is the most secure, timely, and productive way to reconcile accounts. See "Transmitting Data, " beginning on page 3, which describes the options and requirements when transmitting data between your equipment (PC, mini-computer or mainframe computer) and the bank.

For those customers not transmitting data, we can receive input on magnetic tape, cartridge tape, or diskette. Output data can be provided on these media as well as hard copy. The physical specifications of the magnetic media are described in "Sending and Receiving Data Using Magnetic Media, " page 8.

GETTING HELP

If you have any questions or require further information please contact the Communication and Technical Support Group of Account Reconcilement Operations at (510) 675-7461.

Transmitting Data

THE ACCOUNT RECONCILEMENT TRANSMISSION SYSTEM

The bank's Account Reconcilement transmission system provides flexibility in the transmission connectivity protocols, equipment, and line speeds in standard formats for the data Within certain limitations, it can also support customer formats.

The system offers:

• Comprehensive security procedures
• Bank or customer initiated transfers for both input and output data
• Multiple standard line speeds, protocols and line interface types; file transfer protocols; and modems from which you may choose
• Standard file formats

SECURITY PROCEDURES

You can choose from the three security procedures listed below. These security procedures verify the source and destination of files transferred between your company and the bank. They do not, however, detect errors in the transmission or in the file contents.

• Access Control
  • Access Control gives you access, passwords, and input/output scheduled file delivery security control. You dial into the bank's transmission system on the scheduled date using passwords on the "logon" record. Once the system verifies the logon infor nation, it sends your input file or retrieves your output file.

• Extract Security
  • Extract Security gives you input/output file delivery security control. The bank's transmission system dials into your designated system on the scheduled date and sends your output file (or retrieves your input file) upon connection.

• Dedicated Line Security
  • Dedicated Line Security adds the security of a dedicated connection to the controls already mentioned. Either of the two security procedures reviewed above can be implemented using a dedicated leased line that either you or the bank can set up.

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  • Installation of a dedicated line will lengthen the implementation. Please contact your bank representative for more information regarding the feasibility and costs associated with this service.

TRANSMISSION LINE REQUIREMENTS

The bank's Account Reconcilement transmission system provides a standard set of connectivity options.

Additional line speeds, protocols, and line interface types may be considered upon request but could significantly delay the account opening process.

The volume, frequency, and duration of transmissions between your company and the bank must be considered when selecting the correct connectivity options. The lead time for the design, engineering, ordering, and installation activities vary greatly according to the final file delivery solution you select.

Please see the communication options listed in the table on the next page. All options may be used with either the Access Control or Security Extract security procedures.

Communication Options

INPUT/OUTPUT TRANSMISSION SCHEDULES

We will work with you to arrange a transmission schedule. The schedule defines the day and the time range that the transmissions are expected to occur. For example: Between 10:00 a.m. and 12:00 noon daily; weekly; third business day of the month; etc.

We use this schedule to prepare for future transmissions and warn of overdue transmissions. The schedule should ensure that support personnel are available at both locations if there are problems. The transmission schedule must be in place three days before transmission begins.

If you ask the bank to initiate input transmissions, the transmissions will be attempted automatically according to the agreed schedule. If the transmission fails because the data is unavailable, you will be contacted to reschedule.

If you initiate the transmission, it will decline if the following conditions occur:

• You initiate the transmission prior to the scheduled time range
• You initiate when no transmission is expected

For a file to be processed on the same business day as it is transmitted, it must be received successfully before 5:00 p.m. Pacific Time. A file is considered to be received successfully when it passes all security, integrity, and schedule checks. Files received beyond the deadline will be processed on the next business day.

Files received during a non-business day will be processed automatically on the next business day.

TRANSMISSION SEQUENCE

If input transmissions are initiated by your system, the File Data must be preceded by a logon record as shown in Appendix A.

If output transmissions are initiated by your system, you must transmit a logon record, as shown in Appendix A, before the bank will transmit the output file.

If the bank initiates an input or output transmission, a logon record and/or Job Control Language (JCL) identifier required by your system can be sent prior to any other data being exchanged.

FILE FORMAT OPTIONS

The input and output file formats defined in Appendices B and C, respectively, can be modified without significantly delaying the implementation processing providing such modifications follow these rules:  

• The general file structure is preserved (i.e., Header, Details, Trailer)
• The respective record types contain the required data elements; the elements may change position and size
• Data provided by the source may be translated before delivery to the destination (for example, your six digit account number can be converted to the required 10 digit bank account number, or vice versa)

Customization beyond the above specifications may be accommodated, but could lead to an extended implementation process.

The standard input format provides three options: Option I provides for the minimum data necessary to reconcile an item; Options 2 and 3 provide additional fields in which you may place data to aid in further processing of the output. Note that data provided in these additional fields in Options 2 and 3 is output only if the corresponding Certification Register format is selected.

DATA INTEGRITY

The bank's transmission system performs extensive validation edits on the data you provide to ensure the integrity of your input.

These edits include:

• Checking the format of the data against the agreed specifications
• Ensuring the data is received only when scheduled or advised by you
• Checking the detail record dollar amount totals and check number hash counts against the totals provided in the File Trailer Record

You will be contacted by the Account Reconcilement department if there are any problems. Under some circumstances this may require that you correct and retransmit the file.

Sending and Receiving Data Using Magnetic Media

The bank can accept input or provide output on magnetic tape, cartridge tape or diskette.

MAGNETIC TAPE SPECIFICATIONS

Input or output data on magnetic tape must conform to the following specifications:

• Tape must be IBM-compatible EBCDIC, nine-track, 1600 or 6250 BPI only
• IBM standard label and unlabeled tapes are acceptable
• Tape must be externally labeled with the following information:
  • "BANK OF AMERICA - ACCT RECON"
  • Your Company Name
  • Branch and Account Number (of first account if multiples)
  • Amount (total dollar value of records)
  • Issue Date

• Fixed length records and blocks--block size must be a multiple of the record size with a maximum of 24000 bytes
• All numeric fields must be unsigned
• For tapes created on older equipment, word marks must not be used and for tapes produced by 7070 the numeric data must be written without zero suppression

CARTRIDGE TAPE SPECIFICATIONS

• Standard labels are required
• TRTCH=NOCOMP (No compression) must be specified
• Cartridge must be externally labeled with the following information:
  • "BANK OF AMERICA - ACCT RECON"
  • Your Company Narne
  • Branch and Account Number (of first account if multiples)
  • Amount (total dollar value of records)
  • Issue Date

• Fixed length records and blocks--block size must be a multiple of the record size with a maximum of 24000 bytes
• All numeric fields must be unsigned

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DISKETTE SPECIFICATIONS

• Two-sided, high density 3 1/2" diskettes are preferred, but two-sided, double density 5 1/4" diskettes are acceptable
• Created on an IBM compatible personal computer using DOS 2.0 or higher
• All diskettes must be formatted on an IBM-compatible personal computer
• Diskettes must be of good quality and free of media errors
• Diskette must be extemally labeled with the following information:
  • "BANK OF AMERICA - ACCT RECON"
  • Your Company Name
  • Branch and Account Number (of first account if multiples)
  • Amount (total dollar value of records)
  • Issue Date
  • File Name
  • VolumeNumber(l of 1,1 of 3,etc.)

• File should be created using DOS COPY
• Files must be sequential, with fixed record length (80 bytes input or 50 bytes output) and contain standard seven-bit ASCII data
• The following data characters must NOT appear in the data fields: HEX 00, 02, 03, 07, lB
• All fields are positional, field delimiters are not allowed
• "End of Record" is designated by a carriage return (HEX OD, OA) and "End of File" by a Control Z (HEX IA)
• All numeric fields must be unsigned

FILE FORMAT OPTIONS

The input and output file formats defined in Appendices B and C, respectively, can be modified without significantly delaying the implementation processing providing such modifications follow these rules:

• The general file structure is preserved (i.e., Header, Details, Trailer)
• The respective record types contain the required data elements; the elements may change position and size
• Data provided by the source may be translated before delivery to the destination (for example, your six digit account number can be converted to the required 10 digit bank account number, or vice versa)

Customization beyond the above specifications may be accommodated, but could lead to an extended implementation process.

The standard input format provides three options: Option I provides for the minimum data necessary to reconcile an item; Options 2 and 3 provide additional fields in which you may place data to aid in further processing of the output. Note that data provided in these additional fields in Options 2 and 3 is output only if the corresponding Certification Register format is selected.

DATA INTEGRITY

The bank's transmission system performs extensive validation edits on the data you provide to ensure the integrity of your input.

These edits include:

• Checking the format of the data against the agreed specifications
• Ensuring the data is received only when scheduled or advised by you

• Checking the detail record dollar amount totals and check number hash counts against the totals provided in the File Trailer Record

You will be contacted by the Account Reconcilement department if there are any problems. Under some circumstances this may require that you correct and retransmit the file.

Using the Account Reconcilement Service

GETTING STARTED

Soon after ordering the Account Reconcilement Service you will be contacted by a representative of the Technical Support Group. The following steps will take place:

• Customer ID. The representative will give you your unique Customer ID and will discuss with you the data exchange method(s) you wish to use.

You will need to make decisions regarding transmission/media, connectivity, who will initiate transmissions, transmission schedules, proposed testing and implementation dates.

• Transmission/media. Based on these decisions you will be provided with, or requested to provide, additional information such as telephone numbers, security logon information, and JCL.

When the exchange of information is completed and both parties have installed the required equipment, software, or communication definitions, a number of test data exchanges will be performed to ensure the reliability of the exchange and the integrity of the data.

• Testing. When testing is completed, we will ask you to confirm the expected schedule and, if necessary, provide you with the telephone numbers, addresses and other information you will use in production.

• Test Confirmation. You will receive an authorization letter by fax confirming the test results and schedule. After you sign and return the letter, the production transmission will begin the next business day, or as your schedule dictates.

TESTING THE SERVICE

The time required between initial contact and implementation of production exchanges varies depending upon the type of exchange required and the possible need to order, install, and certify equipment and/or software.

Exchanging data via magnetic media requires the least time to test and establish since standard media and formats are used.

Asynchronous or bisynchronous transmission customers who have the required hardware and software installed and available can be routinely tested and implemented within 30 days.

SNA facilities require a minimum of seven weeks and a maximum of 12 weeks depending on the options chosen and the need to install lines, update system generations (SYSGENs), etc.

Once you agree to the exchange method, we will work with your technical staffto establish and test the exchange.

Full production implementation will not be established until both parties agree that all tests, transmission and file formats, and file content have been satisfactorily completed.

ACCESSING DATA THROUGH EREC

Data file may be accessed at any time during an active scssion on the Electronic Reconcilement service. Aer logging on, you enter the reporting function and select the items to report and the sorting sequence. You then specify the desired report number plus a "d" suffix (for example, Sd. The data file is transmitted to your PC after you respond to the prompt: Press [CRl when ready.

Your PC must be set to store and write data to disk before pressing the carriage return. When the transmission is complete, the reporting dialogue resumes at the prompt: Enter account number.

Appendix A: Logon Record

If input transmissions are initiated by your system, the File Data must be preceded by a logon record as shown below.

If output transmissions are initiated by your system, you must transmit a logon record, as shown below, before the bank will transmit the output file.

If the bank initiates an input or output transmission, a logon record and/or Job Control Language (JCL) identifier required by your system can be sent prior to any other data being exchanged.

'LOGDX' Record Format

Appendix B: Input Formats...

You may submit differing amounts of information depending on your needs. The input format you use will be dictated by your information needs in your Certification Register report. This report is generally printed in a three-column layout. However, if you select input Options 2 or 3, this report is printed in a two-column layout, since the entire contents of the additional descriptive fields in those options will not appear in the three-column layout. Each option is discussed below and the file specifications are described on the following pages.

OPTION 1

Option 1 contains the most basic information. Each issue record includes:

• Check issue number
• Dollar amount
• Account number
• Issue date
• Cancellation field

OPTION 2

Option 2 lets you provide the same information as Option I, as well as two additional descriptive fields for each detail record: a six-digit numeric description and an I l-digit numeric description.

You can use the numeric description to identify payables by division number, subsidiary number, or disbursement type such as payroll, specific general ledger expense line, or vendor number.

OPTION 3

Option 3 has the same flexibility as Option 2, plus it lets you add up to 14 characters of information in an alphanumeric descriptive field. This field can be used, for example, to identify payroll employee name, dividend recipient, or a repetitive accounts payable payee.

FILE FORMATS

The following formats will be used for submitting input by data transmission, magnetic tape, cartridge tape, and diskette. The input file contains fixed length 80 byte records in the sequence:

FILE HEADER RECORD

DETAIL RECORD

DETAIL RECORD

FILE TRAILER RECORD

The following tables detail the record formats.

File Header Record

*For transmission input only

Detail Record

File Trailer Record

Note: Dollar amounts of cancellations are to be added to the trailer summation as positive dollars.

Appendix C: Output Formats

PARTIAL AND DEPOSIT RECONCILEMENT

You can receive your debit/credit reconcilement information from Bank of America by data transmission or on magnetic tape, cartridge, or diskette. This is the same data that appears on the Daily Paid Check Register, Daily Deposit Register, Cumulative Follow Sheet Paid Checks, and Cumulative Follow Sheet Deposit Register reports.

The cumulative record format used on the file is the same for monthly, weekly, or daily information. The data will be formatted to the following specifications.

The output file contains fixed length 50-byte records in the sequence:

COMPANY HEADER RECORD

DETAIL RECORD

DETAIL RECORD

COMPANY TRAILER RECORD

The following tables detail the record formats.

Header Record

Detail Record (Partial File)

Trailer Record

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FULL ACCOUNT RECONCILEMENT

The following defines the manner and options for Full Account Reconcilement output.

The output file contains 80-byte records.

Header Record

Detail Record

Trailer Record

The following are optional reports available to Full Account Reconcilement customers who wish to view elective file formats. Contact your Account Reconcilement customer service officer for more information.

Paid Checks Format Option

Outstanding Issue Format Option

All Certificaton Data Format Option

ELECTRONIC RECONCILEMENT SERVICES

The following tables show how debit/credit reconcilement information is reported to users online through Bank of America's Electronic Reconcilement service (EREC).

Data files can be loaded into Lotus 1-2-3 and MicrosoR Excel spreadsheets as "PRN" files. Records can be as short as 45 characters or as long as 65 characters with no packed fields. Alphanumeric fields are enclosed in quotation marks; numeric fields are not.

Records are not blocked and characters are transmitted in ASCII format. No error checking (except for parity checking) is done by protocol.

Header Record

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Detail Record