Note Record

Note records maintain a history of text information for an account, share, dealer, participation, etc. You can enter information in free form or use system-defined note codes or note codes defined by your financial institution to produce pre-formatted text.

When creating a Note record, after you select a predefined custom note code from the drop-down list, Symitar Quest prefills the text box with the defined information. However, you can enter additional text in the free-form text box (up to 40 characters per line).

This document contains the field name, field description, field number, mnemonic, data type, and default information for each field. Other pertinent information includes:

**Source**  
Indicates where the data in the field comes from:

    **User-entered**  
    The user creates the information in this field.

    **System-entered**  
    A system process populates the value for the field. This value can include data transmitted by the ATM network, when applicable.

    **System-calculated**  
    The system calculates but does not store the value of the field each time the field appears on an inquiry or file maintenance screen.

The Note record includes the following fields, which are defined below:

ID

This field stores the share or loan ID.

This field is not visible. You cannot revise this field.

ID Type

This field determines which Note record type is affected.

This field is not visible. You cannot revise this field.

Data Type Descriptions

0 - For Share Note records and for Collection Work Card Note records pertaining to shares

1 - For Loan Note records and for Collection Work Card Note records pertaining to loans

2 - For Loan Application Note records

3 - For Account Note, Card Note, and Invoice Note records

4 - For Portfolio Note records

Note Code

This field indicates whether the Note record contains free-form text or predefined text.

Help File numbers

• 02703: Account Note record
• 02713: Share Note record
• 02714; Loan Note record
• 02715: Application Note record
• 02716: Collection Note record
• 02717: Card Note record
• 02718: Portfolio Note record
• 02720: Invoice Note record
• 02727: CTR Note record
• 15902: Participant Note record
• 15966: Participation Note record
• 16502: Dealer Note record

This field is used for normal access validation. For access with interactive validation, use the Note Codes field (field 700).

Caution: If you edit a note and use the drop-down field to change the note type, your existing note is lost. Click Cancel to recover your previous note.

• Select Free Form Text to enter free-form text notes for all Note record types.

• Select Custom Notes to use a predefined text note.

  When you select Custom Notes, the system displays a Custom Notes window with available predefined notes.

  Notes from 1–29 if available, vary by note type:

  • For Account Note records, this field can have the following values:

    • Use (1) Note to Member to identify a message the member can access through the home banking system.
    • Use (2) Note from Member to identify messages sent by a member to the financial institution via MemberConnect home banking.
    • Use (3) MC History for Mortgage Computer (MC) transaction history. You can then print this information on member statements. To print this information, you need a special MC history inquiry edit run that converts an MC transaction history file into Account Note records.

    For information on this edit run, contact Symitar Quest Support.

    Note: These Note records are in a special format recognized by the Statement Generation batch program and must not be modified.

    • Use (4) FICS History for FICS transaction history. You can then print this information on member statements. To print this information, you need a special FICS History Inquiry edit run that converts an FICS transaction history file into Account Note records. For information on this edit run, contact Symitar Quest Support.

    Note: These Note records are in a special format recognized by the Statement Generation batch program and must not be modified.

  • Note Codes 5–29 are reserved for future use.

  • You can use Account Note Codes 30, 31, and 32 to define custom notes for storing authorized signer information. Do this by using the Comment and Note Definitions parameters.

    See the Comment and Note Definitions topic for details on setting the proper parameters. See Storing Information on Authorized Signers for details on file maintenance for this type of Note record.

  • For Agreement Note records, note codes 1–29 are reserved for system use.

  • For Application Note records, Symitar Quest predefines note codes 1–12 and applies those notes as appropriate during Application Processing:

    • (1) Forwarded from user ### to user ###
    • (2) Denial Reason: ## or Denial Reasons: ##,##,##,##,##
    • (3) <denial notice description> sent
    • (4) <verification form description> sent
    • (5) Specfile <specfile name>
    • (6) Approved by user ### for <amount>
    • (7) Denied by user ###
    • (8) Countered by user ### Original amount: <amount> Countered amount: <amount>
    • (9) Canceled by user ###
    • (10) Placed in pending mode by user ###
    • (11) Work flow completed
    • (12) Work flow started

  • Note codes 13–29 are reserved for future use.

  • For Card Note records, note codes 1–29 are reserved for future use.

  • For Collection Note records, Symitar Quest predefines note codes 1–18 and applies those notes as appropriate during the collection process:

    • (1) New DQ
    • (2) Payment
    • (3) Brought Current
    • (4) Promise Made
    • (5) Promise Broken
    • (6) Letter Sent
    • (7) Over Limit
    • (8) Under Limit
    • (9) Removal (from Collections)
    • (10) DQ notice
    • (11) New warning
    • (12) No warning
    • (13) Check Held
    • (14) Check not Held
    • (15) Dispute Pending
    • (16) Dispute Approved
    • (17) Dispute Removed
    • (18) Dispute Denied

  • Note codes 19–29 are reserved for future use.

  • For CTR Note records, note codes 1–29 are reserved for system use.

  • For Dealer Note records, note codes 1–9 are reserved for system use.

  • For External Loan Note records, note codes 1–29 are reserved for system use.

  • For Invoice Note records, note codes 1–29 are reserved for future use.

  • For Loan Note records, note codes 1–29 are reserved for future use.

  • For Participant Note records, note codes 1–29 are reserved for system use.

  • For Participation Note records, note codes 1–29 are reserved for system use.

  • For Participation Loan Note records, note codes 1–29 are reserved for system use.

  • For Portfolio Note records, note codes 1–29 are reserved for future use.

  • For Share Note records, note codes 1–29 are reserved for future use.

  • Notes from 30-9999 are defined by the financial institution (see Comment and Note Definitions parameters).

You can enter more than one note code, but Symitar Quest stores only the first note code you enter in this field.

Text Line 01–Text Line 50

Each Text Line # field stores one line of note text.

• If the Note Code field is set to (0) Free Form Text, you can enter up to 40 characters of free-form text in this field.
• If the Note Code field specifies a system-defined or credit union-defined note, Symitar Quest enters the appropriate note text in this field.

User ID

This field stores the user number of the user who created the Note record.

Symitar Quest updates this field automatically. We recommend that you do not perform file maintenance on this field.

Enter Date

This field stores the date on which the Note record was created.

Symitar Quest updates this field automatically. You cannot revise this field.

Enter Time

This field records the time the Note record was created (HHMM).

Symitar Quest updates this field automatically. We recommend that you do not perform file maintenance on this field.

Voided

This field is set to 1 when you void a Collection Note record; otherwise, this field is set to 0.

This field is used for Collection Note records only, not for Account Note records, Application Note records, Card Note records, Invoice Note records, Loan Note records, Portfolio Note records, or Share Note records. You cannot revise this field.

Voided By

This field stores the user ID of the person who voids the Collection Note record.

This field is used for Collection Note records only, not for Account Note records, Application Note records, Card Note records, Invoice Note records, Loan Note records, Portfolio Note records, or Share Note records. You cannot revise this field.

Expiration Date

This field stores an expiration date for the Note record.

The Purge Account Processing batch program can use this field to determine if this Note record is eligible for the purge (if it meets all other purge criteria). A Note record with a blank Expiration Date field cannot be purged in this way unless the entire member account is purged.

Tip: System-generated Note records do not automatically expire, since retention of system-generated Note records is based on your financial institution’s policy. We recommend using a batch file maintenance specfile to set expiration dates based on the creation date, in addition to any other credit union criteria.

Locator

This field value in each record is unique for each member account.

Because each Locator field value is unique, it can be used as a unique identification of a specific record. Symitar Quest automatically assigns the Locator field value when the record is created, and you cannot change it. The value is a positive number greater than zero.

The Locator field can be used during PowerOn file maintenance (both demand and batch) to uniquely identify a record. We recommend using a Locator field because a record’s ordinal sequence number may change if someone else inserts or deletes a record with a lower ordinal sequence number just before you post your file maintenance.

Record Change Date

This field stores the system date when you create change, or save the Note record.

Symitar Quest may update this field because the record was saved, even though there may not be any actual changes in the record. However, Symitar Quest does not change this field when a calculated field changes. You cannot revise this field.

Note Codes

This field is used to perform some file maintenance action on other fields; it does not store anything.

Help File numbers

• 02703: Account Note record
• 02713: Share Note record
• 02714; Loan Note record
• 02715: Application Note record
• 02716: Collection Note record
• 02717: Card Note record
• 02718: Portfolio Note record
• 02720: Invoice Note record

This field is for access with interactive validation. For normal access validation, use Note Code (field 003).

The user can enter a single note code or a series of note codes and Symitar Quest does the following:

• Stores the first note code entered in the Note Code field
• Fills Text Line 01 through Text Line 12 based on the string of note codes entered and the answers to any corresponding prompts
• Discards the entered string (since the Note Codes field is not a regular field, nothing is stored in it)

Examples: If you type 44 in the Note Codes field and note code 44 is set up to prompt for an answer to a question and create two text lines, Symitar Quest does the following: Prompts as defined for note code 44 Stores 44 in the Note Code field Stores the first two text lines of the note If you type 44-46 in the Note Codes field and note code 44 is set up as above to prompt for an answer to a question and create two text lines, while both note code 45 and note code 46 are set up with no prompts and each create only one text line, Symitar Quest does the following: Prompts as defined for note code 44 Does not prompt for anything for note codes 45 or 46, since there is no prompt defined Sets the Note Code field to 44 Fills in the first two text lines based on note code 44 Fills in the third and fourth text lines based on the definitions of note codes 45 and 46

Text Line Count

This field stores the total number of text lines in the Note record.

Symitar Quest determines the number of the highest non-blank text line to calculate the number of text lines used. Symitar Quest counts blank lines between non-blank lines, but does not count any blank lines after the last non-blank line. You cannot access this field for file maintenance.