RDA Systems Inc

Main Page → Bank Reconciliation → Documentation → Maintenance → Changing a Bank ID

Requirements (VERY IMPORTANT!)

• Remove Deleted Records - if deleted records are not removed prior to running the Change Bank ID process, the process uses a deleted Bank ID in either the FROM or TO field. All records will be marked as deleted and it is extremely difficult, if not impossible, to undelete the records. This will be explained again in the directions below.
• No Duplicates - the Bank ID must be searched and checked to make sure the Bank ID that is being created does not already exist.
• Cease Processes - there should be NO processes run by any user in XPERT/OpenRDA while the Change Bank ID process is being run.

Changing a New Bank ID

1. Finance → Bank Reconciliation → Maintenance → Change Bank ID
2. The instructions below will guide the user through the process of changing your Bank ID.
3. The last paragraph in the instructions calls for the user to notify RDA, confirming that the proper steps have been taken before an access code is given to continue.
4. Once the access code is given to the user, the screen shot and field description below the instructions shows the fields that must be populated for the Bank ID to be properly changed.

Instructions

The Change Bank IDs process, located on the Bank Reconciliation Setup Menu, is used to change a Bank Identification from one ID to another. This process is not designed to merge Bank IDs together; therefore, you should not create a new Bank Identification with the new ID prior to running this process.

Ceasing of XPERT/OpenRDA processes

NOTE: USERS SHOULD NOT RUN ANY OPENRDA PROCESSES WHILE RUNNING THE CHANGE ID PROCESS. ONCE YOU START THE CHANGE ID PROCESS, DO NOT START ANOTHER OCCURRENCE OF THE PROCESS UNTIL THE FIRST ONE FINISHES. ALSO NOTE THAT THIS PROCESS COULD TAKE SEVERAL HOURS TO COMPLETE DUE TO THE MODULES INVOLVED.

Brief Synopsis of the Process

When this process is run, it looks throughout the entire database for the current Bank Identification (FROM) and changes it to the new Bank ID (TO). All occurrences of the current Bank ID are marked as deleted and identical records are created for the new Bank ID. Records where the Bank identification is a supporting field are simply updated with the new Bank identification (e.g., receipts in the Vendor Payments module).

Step One: Removing Deleted Records

Due to the records associated with the current, now former, Bank ID being marked as deleted, it is critical that those deleted records be removed from the database. This is because if the Change Bank ID process is run using a deleted Bank ID in the FROM or TO field, then all records will be marked as deleted and it is difficult, if not impossible, to undelete those records.

Therefore, prior to running the Change Bank ID process, deleted records must be removed from the database. The process to Remove Deleted Records is found on the (System Administration → Database / Transaction Processing → Maintenance Tab → Remove Deleted Records). Once Remove Deleted Records has been accessed, you will see a Library List, which corresponds to the module, and a File list. Highlight the appropriate module from the Library List; then highlight the File where the deleted records need to be removed. Once the File is highlighted, select the green button which looks like a cog/gear. Highlight the next File and select the green button; then repeat until all necessary files have been selected. (When files contain a lot of records, such as BNKCHK, you will not be able to select the next file until the process is complete.) Highlight the next module and remove records from the necessary files.

The specific module and files affected by the Change Bank ID process are listed below. Remove deleted records must be done for all files in the BNKREC module (but is not necessary in the supporting modules/files). NOTE: Records that have been deleted via any manner will also be removed when the remove deleted records process is run.

• BNKREC
  • BNKACC
  • BNKCHG
  • BNKCHK
  • BNKDEP
  • BNKETR
  • BNKRTN
  • BNKUPL

Supporting Modules/Files: BLDPRMT (PRMTPAID, PRMTRATE, PRMTTYPE); FINMGT (FINREC, FINRJRNL); FIXASS (FIXITEM, FIXTRAN); MISCBILL (MISCCLAS, MISCINT, MISCPAY, MISCPEN, MISCRATE); OCCTAX (OCCCLS, OCCREC); PAYROLL (PAYJPMS, PAYDDSV), PROPERTY (PRPCLS, PRPINT, PRPPAY, PRPPEN, PRPRATE); RLSTMGT (RESTCLAS, RESTCLML, RESTINT, RESTPAID, RESTPEN); UTLBLL ( UTBCDS, UTBSDS, UTBTRN); VENPMT ( VENRVCH, VENVCH)

Step Two: RDA Notification

After deleted records have been removed, confirmation must be provided to RDA indicating that you queried the Bank Master and the identification didn't exist and that you have removed deleted records from the above files.

Step Three: Change Bank ID Process

Once the confirmation is received, an access code (valid for one day only) will be provided so that the Change Bank ID process can be run. The process may take a while depending on the number of records in the banks, vendor and payroll vouchers, job pay masters, receipts, and revenue module payments databases. Be sure to only run this process once for each Bank ID which needs to be changed! Once the process is completed, access Bank Masters to confirm that the new ID has been created.

Step Four: Remove Deleted Records for a Second Time

It is recommended that Remove Deleted Records be run again after the Change Bank ID process has been completed (System Administration → Database / Transaction Processing → Maintenance Tab → Remove Deleted Records).

Step Five: Change Pay Archives

If you use the archive checks processes in Vendor Payments, Payroll, and/or Vendor Withholding, you must run the Change Pay Archives process next. Change Pay Archives changes the saved Bank ID in the Archived checks files in order for you to be able to view your archived check after you have changed a Bank ID. Change Pay Archives is located in the Bank Reconcilation module on the Maintenance → Change and Re-establish → Change Pay Archives.