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Bank of America

Account Reconcilement Data Communications User Guide

Cash Management Services

Contents

Overview of Account Reconcilement ............................. 1
Using This Guide ............................. I
Getting Help ............................. 2
Transmitting Data ............................. 3
The Account Reconcilement Transmission System ............................. 3
Security Procedures ............................. 3
Transmission Line Requirements ............................. 4
Input/Output Transmission Schedules ............................. 6
Transmission Sequence ............................. 6
File Format Options ............................. 7
Data Integrity ............................. 7
Sending and Receiving Data Using Magnetic Media ............................. 8
Magnetic Tape Specifications ............................. 8
Cartridge Tape Specifications ............................. 8
Diskette Specifications ............................. 9
File Format Options ............................. 10
Data Integrity ............................. 10
Using the Account Reconcilement Service ............................. 11
Getting Started ............................. 11
Testing the Service ............................. 11
Accessing Data through EREC ............................. 12
Appendix A: Logon Record ............................. A-1
'LOGDX' Record Format ............................. A-1
Appendix B: Input Formats ............................. B-1
Option 1 ............................. B-1
Option 2 ............................. B-1
Option 3 ............................. B-1
File Formats ............................. B-2
   File Header Record ............................. B-2
   Detail Record ............................. B-3
   File Trailer Record ............................. B-3
Appendix c: Output Formats ............................. C-1
Partial and Deposit Reconcilement ............................. C-1
   Header Record ............................. C-1
   Detail Record ............................. C-2
   Trailer Record ............................. C-2
Full Account Reconcilement ............................. C-3
   Header Record ............................. C-3
   Detail Record ............................. C-3
   Trailer Record ............................. C-4
   Paid Checks Format Option ............................. C-4
   Outstanding Issue Format Option ............................. C-4
   All Certification Data Format Option ............................. C-5
Electronic Reconcilement Services ............................. C-6
   Header Record ............................. C-6
   Detail Record ............................. C-7

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:

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:

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.

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

Trasmission Protocol File Transfer Protocol Line Type Modem/Line Speed Communication Parameters Time Line
Asynchronous XMODEM,

XMODEM 1K

Switched Hayes-compatible

14000, 9600,

4800 2400

  • Parity- None
  • Duplex - Full
  • AutoLinefeed-Yes
  • Flow Control - Disabled
  • Data Bits - 8
  • Stop Bits -1
  • Character set - ASCII
  • Error Checking: Check Sum, CRC
1-3 weeks
Asynchronous Kerrnit Switched Hayes-compatible

9600, 4800, 2400

  • File Transfer bits - 7, 8 (Default = 8)
  • Receive/Send Packet     Characters - Start 1
  • Receive/Send Packet     Characters- End 13
  • Error Checking Method:                       1 Byte - Check Sum         2 Byte - Check Sum         3 Byte-CRC
  • Max Packet Size - 7 Bit 1016 (Allowable Values 80-1016)
  • Max Window Size = 1
  • Max Packet Size - 8 Bit 330
  • Max Window Size = 3

1-3 weeks
Bisynchronous 3780 RJE Switched BELL 208 A/B 4800,

CCITT V.32

9600, 4800

  • Duplex:                         BELL- Half                       CCITT--Full
  • Transparency:               Yes (record size must be = 80)      or No
  • Compression - On or Off  (Off if Transparency = Yes)
  • Character set - EBCDIC
7-12, weeks May take up to 24 weeks depending on compatibility.

SNA RJP(JES3)or RJE(JES2)-IBM NJE-JES2/3      Direct Connect Leased via BofA SNI or third party networks 19200/9600 BPS 56KB

19200/9600 BPS 56KB

  • Analog or Digital, Full Duplex
  • Character set - EBCDIC
7-12 weeks May take up to 24 weeks depending on compatibility.
NDM 3770 Model 3 or 4 Switched V.32 9600 Bank defined as a Node to your system.

VTAM definitions provided for cornpatibility.

7-12 weeks May take up to 24 weeks depending on compatibility.

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:

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:  

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:

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:

CARTRIDGE TAPE SPECIFICATIONS

DISKETTE SPECIFICATIONS

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:

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:

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:

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

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 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

Columns Contents Description
01-05 "LOGDX" Constant
06-08 "ARC" Constant
09-15 Spaces Customer ID supplied by Bank of America
16-25 X (10) File ID assigned by the bank
26-30 X (5)
31 -39 Zeros Password as agreed between the customer and the bank
40-47 X (8) Collect/Distribute Indicator
48-48 C" for customer input; "D" for customer output
49-62 Zeros Distribution Sequence Number assigned by the bank
63-64 X (2)
65-80 Spaces

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:

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

Columns Option Contents Description
01-04 ALL "1HDR" or

"2HDR" or

"3HDR"

Constant (Header Record)

As appropriate for Option 1, 2, or 3

05-15 ALL Blanks
16-19 ALL "-001" Constant
20 ALL Blank
21-30 ALL X(10) Any 10 characters
31-35 ALL MMDDY Issue Dab: MM = Month; DD = Day; Y = Low Order Digit of the Year
36-39 ALL "-051" Constant
40 ALL Blank
41-50 ALL BBBBTAAAAA Commercial Account Number BBBB = Gustomer Branch Number; T = Check Digit; AAMA = Account Number- must be 10 digits with leading zeros on branch and/or account numbers
51-58* ALL MMDDCCYY MM = Month; DD = Day; CC = Century; W = Year Cutoff date.
59* ALL X Y = Yes final input; N = No, not the final input
60-70 ALL Blanks
71-74 ALL "CARD" Constant
75-80 ALL Blanks

*For transmission input only

Detail Record

Columns Option Contents Description
01-10 1, 2, 3 N (10) Check issue number. Right adjusted; leading zeros
11-20 1, 2, 3 $$$$$$$$cc Right adjusted; leading zeros. For voids enter all zeros.
21-30 1, 2, 3 BBBBTAAAAA Same as commercial account number in header record
31-36 1, 2, 3 MMDDYY Actual date of this issue (or cancellation):

MM = Month; DD - Day; W = Two low order digits of year

37 1, 2, 3 Blank or "-" Blank = Issue Record

"-" (Minus) = Cancellation

38-43 2, 3 N (6) Accounting Control Number. Right adjusted; leading zeroes
44-54 2, 3 N (11) Numeric Description Field. Right adjusted; leading zeroes.

Only low order 6 digits will appear on the three-column Certification Register

55-78 3 only Available for customer use - Entries should be left justified with trailing spaces. If no entry, leave blank.

| Printed only on the two-column Certification Register.

79-80

File Trailer Record

Columns Option Contents Description
01-04 ALL "1EOF" CONSTANT (TRAILER RECORD)
05 ALL Blank
06-10 ALL N (5) Total number of Detail Records (Issues and Cancellations) nurneric with leading zeroes
11-30 ALL Blank Should be blanks for consistency
31-40 ALL N (10) Hash Total (summation) of all Check Issue Numbers, numeric with leading zeroes
41-50 ALL $$$$$$$$cc Summation of dollar amounts (Issues and Cancellations)
51-80 ALL Blanks

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

Columns Contents Description
01-10 BBBBTAAAAA Bank Account Number BBBB = Branch Number, T = Check Digit; AAAAA= Account Number
11-30 X (20) Account Name, Left justified with trailing spaces
31-36 MMDDYY Processing Date
37-48 Zeros
49-50 10 Record Code

Detail Record (Partial File)

Columns Contents Description
01-10 BBBBTAAAAA Bank Account Number BBBB = Branch Number; T = Check Digit; AAAAA = Account Number
11-20 Item Serial Number, right justified and zero filled
21-30 Dollar Amount
31-36 Paid Date
37-48 Item Sequence Number, right justified and zero filled or Trace ID
49-50 For early CDA transmission
  • Check Reversal
  • Paid Check
  • Deposit Information
  • Misc. Credit
49-50 For partial output transmissions
  • Check Reversal
  • Paid Check
  • Deposit Information
  • Deposit Reversal
  • Misc. Debit
  • Misc. Credit

Trailer Record

Columns Contents Description
01-10 BBBBTAAAAA Bank Account Number BBBB = Branch Number; T = Check Digit; AAAAA = Account Number
11-20 N (10) Summation of Item Serial Numbers, right justified, leading zeroes
21-30 $$$$$$$$cc Dollar sum of Detail Records
31-40 Zeros
41-48 N (8) Total number of Detail Records plus company header
49-50 50 Record Code

FULL ACCOUNT RECONCILEMENT

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

The output file contains 80-byte records.

Header Record

Columns Contents Description
01 1=Record ID Constant (Header Record)
02-11 BBBBTAAAAA Bank Account Number BBBB = Branch Number; T = Check Digit; AAAAA = Account Number
12-13 Blank
14-19 MMDDYY Certification date
20-54 Any 35 characters Customer name
55-80 Blank

Detail Record

Columns Contents Description
01 5=Record ID Constant (Detail Record)
02 Blank
03-12 N (10) Check number (maybe 0). Right adjusted; leading zeros
13 Blank
14-23 $$$$$$$$cc Dollar amount. Right adjusted; leading zeros
24 Balnk
25-30 YYMMDD Date 1
31-36 YYMMDD Date 2
37-38 N (2) Transaction identifier
39-45 N (7) Pay period (accounting number)
46-56 N (11) Numeric description
57-80 X 24) Alphanumeric description

Trailer Record

Columns Contents Description
01 9=Record ID Constant (Trailer Record)
02-11 BBBBTAAAAA Bank Account Number BBBB = Branch Number; T = Check Digit; AAAA = Account Number
12-13 Blank
14-19 MMDDYY Date of certification
20-26 N (7) Record count
27-29 Blank
30-44 Dollar and cents hash
45-80 Blank

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

Transaction Type Date 1 Positions 25-30 Date 2 Positions 31-36 Transaction ID Positions 37-38
Paid Check/No Issue (INI) 0 Posting date 09
Paid and Reconciled Check Issue date Posting date 00
Stop Payment Issue date (Full Stop Account) 0(Memo Stop Account) Stop Payment Due 20
Expired Stop Payment Issue date (Full Stop Account) 0(Memo Stop Account) Stop Payment Date 24
Removed Stop Payment Issue date (Full Stop Account) 0 (Memo Stop Account) Stop Payment Date 23

Outstanding Issue Format Option

Transaction Type  Date 1 Positions 25-30 Date 2 Positions 31-36 Transaction ID Positions 37-38
Outstanding Issue  Issue date 0 00

All Certificaton Data Format Option

Transaction Type Date 1

Positions 25-30

Date 2

Positions 31-36

Transaction ID

Positions 37-38

Outstanding Issue Issue date 0 00
Paid Check/No Issue (INI) 0 Posting date 09
Paid and Reconciled Check Issue date Posting date 00
Reversed Issue Original issue date 0 01
Reversed Check 0 Original posting date 02
Cancellation Issue date Cancellation date 10
Void 0 Void date 10
Removed Cancellation Original issue date Original cancellation date 15
Memo Stop (Unmatched Stop for Full Stop accounts) 0 Stop Payment date 20
Stopped Issue (Matched Stop for Memo Stop accounts) Issue date 0 30
Full Stop (Matched Stop for Full Stop accounts) Issue date Stop Payment date 20
Expired Stop Payment Issue date (Full Stop account) 0 (Memo Stop account) Original Stop Payment date 24
Removed Stop Payment Issue date (Full Stop account) 0 (Memo Stop account) Original Stop Payment date 23

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

Columns Contents Description
01-30 Constant Information network - account
31 Blank
32-42 BBBBTAAAAA BBBB=customer branch number

T=check digit

AAAAA=account number

43 Blank
44 Constant -(Hyphen is literal.)
45 Blank
46-53 X (8) Account name

Detail Record

Columns Contents Description
01-03 N (3) Numeric transaction code
4 Blank
05-07 "X" Alphanumeric error code (quotations are literals)
8 Blank
09-11 "X" Alphanumeric out of sequence code (quotations are literals)
12 Blank
13-22 N (10) Item number (check number or deposit location number, right justified)
23-24 Blank
25-35 $$$$$$$$.cc Dollar amount. Right justified; leading zeros are blank
36 Blank
37-42 YYMMDD Date the item posted to bank's books
43 Blank
44-58 N (15) Trace identification number. Left justified
59 Blank
60-65 YYMMDD Correction date (if any)

See also:


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