Summary

The Factor Deposit Interest feature is used to accrue interest on customer deposits. The interest rate used to calculate the accrued interest is the interest rate attached to the deposit fee code used to generate the deposit (UB> Maintenance> Fee Code> Percentage Amount field). If you do not want to factor interest using the interest rate attached to the deposit fee code used to generate the deposit, you can select a different deposit fee code. The factored interest on the deposits can be applied to the deposits (increases the deposit amount), or it can be applied to the customer account (lower the customer account balance). This will affect the journal entry generated by the process.

Before you use the Factor Deposit Interest feature, you must have the following set up: a deposit adjustment type in the Setup window (UB> Utilities> Setup> General tab> Apply Deposit Adjustment Type field), a fee code labeled INT and interest rates attached to the deposit fee codes you would like to factor interest on (UB> Maintenance> Fee Code> Percentage Amount field). The charge service on the deposit fee codes must also be attached to the UB customer accounts you would like to factor interest on (UB> Maintenance> Fee Code> Select a deposit fee code> Service to Charge field).

The deposit adjustment type selected in the Setup window affects the journal entries created in the factor deposit interest process. The GL accounts attached to the INT fee code will be used to record the interest amount if you choose to decrease the UB customer account balance. And the interest rate attached to the deposit fee codes you would like to factor interest on will be used to calculate interest on the deposit amounts.

The process will create the following journal entry based on how the interest will be applied:

Increase the Deposit Amount

Decrease the Customer Account Balance

If the deposit adjustment type selected in the Setup window (UB> Utilities> Setup> General tab> Apply Deposit Adjustment Type field) is set up as a Bill rather than Cash type (UB> Maintenance> Adjustment Type> Select the deposit adjustment type> GL Type drop-down menu) the Revenue account on the service rate will be debited instead of the cash account attached to the service rate.

Interest can also be factored when the deposit is being refunded (UB> Refunds).

Step by Step

1     Create a UB Adjustments and Fees batch.

• Open the Adjustments and Fees Batches window (UB> Adjustments and Fees). The Batches window will display all the open Adjustments and Fees batches.
• Click the Create New Batch button   to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Adjustments and Fees process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year and are used for reference only. The batch month and batch year do not affect the transaction or journal entry date of the transactions in the batch.
  • The fiscal period the transactions in the batch are posted to is determined by the Journal Entry date entered when creating the GL Distribution report (UB> Adjustments and Fees> GL Distribution).
• Click Create to create the new Adjustments and Fees batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Adjustments and Fees process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Adjustments and Fees process.

3     Factor interest on selected customer accounts.

• Open the Factor Deposit Interest window (UB> Adjustments and Fees> Factor Deposit Interest).
• Select the billing cycles you would like to include the process in the Cycles field. You can also accrue interest on a single UB customer account by using the Account Number field.
  • Click SELECT ALL or DESELECT ALL to select or deselect all the displayed cycles. These selection options appear in the other fields as well.
• Select the deposit codes you would like to factor interest on in the Deposit Codes field.
  • There must be an interest rate attached to the deposit fee code before it will display in the field. Interest rates are attached to deposit fee codes in the Fee Code Maintenance window (UB> Maintenance> Fee Code> Select the deposit fee code> Percentage Amount field).
• Click the Account Number field search button to accrue interest on a single customer account. This will open a window to select a customer account. Leave this field blank if you would like to accrue interest on customer accounts by billing cycles.
• The Transaction Date field is used to enter the transaction date of the interest factored on the deposits.
  • If you select Calculate Interest Since Last Time in the Calculate Interest Range drop-down menu, the date entered in this field will determine how interest will be calculated on the customer accounts.
    • For example, if interest was last calculated on a customer account on 06/01/2022 and 08/15/2022 is entered in the Transaction Date field, interest will be calculated on the account for 06/01/2022 to 08/15/2022.
  • The Transaction Date field will default to the current date, but you can modify the date if you would like to factor interest to a different date.
• The Use Alternate Interest Rate drop-down menu is used to select a deposit fee code that contains the interest rate you would like to apply to the deposits. If there are multiple deposit fee codes selected in the Deposit Codes field, the selected interest rate will be applied to all of the deposit codes.
  • Select None if you would like to apply the interest rate attached to the deposit fee code. Interest rates are attached to deposit fee codes using the Fee Code Maintenance window (UB> Maintenance> Fee Code> Percentage Amount field). If there are multiple deposit fee codes selected in the Deposit Codes field, the interest rate attached to each fee code will be used to calculate the interest on the deposits.
  • The GL accounts used to create the interest on the deposit codes will be pulled from the GL accounts attached to the deposit fee codes. If you do not want to use the GL accounts attached to the deposit fee codes, create a new deposit fee code with the correct GL accounts and select it in the Use Alternative Interest Rate drop-down menu.
• The Calculate Interest Range drop-down menu is used to select how you would like to calculate interest on the customer accounts in the batch.
  • Select Calculate Interest For One Year to accrue interest for an entire year.
  • Select Calculate Interest Since the Last Time toggle to accrue interest since the last time interest was calculated on the deposit fee codes included in the batch.
• Check the Apply the interest to accounts toggle if you would like to apply the interest to the customer account rather than the deposit. This will lower the customer account balance, rather than increase the deposit amount.
  • The selection in this toggle will affect the journal entry created by this process.
• Click the Submit button to factor the interest.
  • Once the process is complete, the interest transactions will display in the Input window (UB> Adjustments and Fees> Input).

4     View the interest transactions.

• After the Factor Deposit Interest process is complete, the interest transactions will populate in the Input window (UB> Adjustments and Fees> Input).
• Open the Input window to view the interest transactions.
• Highlight a transaction and click Delete to delete the selected transaction.
• Highlight a transaction and click Edit to open the selected transaction. This will open the Cash Receipt Maintenance window.
  • The Cash Receipt Maintenance window will display the detail line items attached to the transaction.

5     Print a Proof List.

• Open the Proof List window (UB> Adjustments and Fees> Proof List) and print the Proof List Report.
• The Report Sort field is used to sort the Proof List by either Customer Number or Order of Input.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The Proof List will display the amount of the interest.
  • If the interest was applied to the customer account balance, the interest amount will display attached to the service that will be credited.
  • If the interest was applied to the deposit amount, the interest amount will not be attached to a service on the Proof List. The interest amount will not be applied to a service because the amount is increasing the deposit amount.

6     Print a General Ledger Distribution Report.

• Open the GL Distribution window and print a GL Distribution report.
  • Enter the Journal Entry date for the GL Distribution report.
  • Select a detailed option in the Report Type drop-down menu if you would like to display the journal entry line item created by each customer account in the batch.
  • Select a summary option if you would like to display the net journal entry created by all the transactions in the batch.
  • Once a Report Type is selected for a GL Distribution report, that report type will be automatically set as the default for all UB GL Distribution reports.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The journal entry created by this process will vary depending on how the factored interest is applied.
• If you are applying the factored interest to the deposit amount the following journal entry will be created.

• XXX - The debit and credit amounts will be the amount of interest factored on the accounts pulled into the batch. This amount will vary based on the interest rate (rate), the deposit amounts (principal amount), and length of time that you are generating interest on.
• The GL accounts are not affected by the GL type of the deposit adjustment type code selected in the Setup window (UB> Utilities> Setup> General tab> Apply Deposit Adjustment Type field). The GL type of an adjustment code is set up using the Adjustment Type Maintenance window (UB> Maintenance> Adjustment Type> Select the deposit adjustment type> GL Type field).

• If you are applying the factored interest to the accounts, the following journal entry will be created.

• If the deposit adjustment type selected in the Setup window (UB> Utilities> Setup> General tab> Apply Deposit Adjustment Type field) is set up as a Cash rather than Bill type (UB> Maintenance> Adjustment Type> Select the deposit adjustment type> GL Type drop-down menu) the Revenue account on the service rate will be debited instead of the cash account attached to the service rate.
• XXX - The debit and credit amounts will be the amount of interest factored on the accounts pulled into the batch. This amount will vary based on the interest rate (rate), the deposit amounts (principal amount), and length of time that you are generating interest on.

7     Commit the batch.

• Open the Commit window (UB> Adjustments and Fees> Commit) and commit the batch.

8     View a customer account processed in the batch.

• Open a customer account processed in the batch (UB> Maintenance> Account> History tab> Deposit History sub-tab).
• If you applied the factored interest to the balance of the customer account, there will be only one interest line item. The single line item records the interest on the account and has a transaction type of Interest. Select Account History from the drop-down menu at the top of the window to view the Adjustment transaction line item than reduces the balance of the customer account.
  • Click on the Overview tab of the Account Maintenance window to view how the interest transaction has affected the Ending Balance on the customer account.
• If you did not apply the factored interest to the balance of the customer account, there will be two new line items in the Deposit History.
  • The first line item records the interest factored on the deposit and has a transaction type of Interest.
  • The second line item in the increase in the deposit and it has a transaction type of Deposit.