Data Capture - User Guide

Release - R18AMR
May 2018

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Table of Contents

Introduction 3
Purpose of this Guide 3
Intended Audience 3
Data Capture 4
Setup 5
Components 5
Entries 5
Data Capture Item 5
Parameter Files 7
Additional set up 9
Deal / Transaction Processing 12
Data Capture Navigation 12
Dates 15
General Accounting 16
Reports 18
DATA.CAP.ACTIVITY.JNL 18
DATA.CAP.DIFF.ENTRIES 18
DATA.CAP.SUSP.ENTRIES 18
DATA.CAPTURE.JOURNAL 18
Enquiries 19
DATA.CAPTURE.JOURNAL 19

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 Introduction
Purpose of this Guide
The Banking Framework User Guides provide a profound insight into the developments and changes to
the Core Financial Products and Core Financial Services of T24.

Intended Audience
This Banking Framework User Guides are intended for T24 Customers and Internal Stakeholders to
stay informed of the latest developments and changes on the Licensed Core Financial Products and
Core Financial Services of T24, which are constantly revised and upgraded to leverage new tech-
nologies and new technical architectures.

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 Data Capture
DATA.CAPTURE is the most basic method of creating accounting entries in T24. The application allows
banking personnel to pass debit and credit transactions to all customer accounts, internal accounts and
profit and loss accounts maintained within T24. It is used to capture all entries which do not justify a
transaction processing system (e.g. recording of business travel expenses) or for which an automated
system is not yet available.
Use of customised screens created with the VERSION application can make this general application spe-
cific to particular accounting requirements.
DATA.CAPTURE items are grouped in batches and each batch must have balancing debits and credits
in local currency.

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 Setup
Components
Unlike other applications in T24 where a single transaction may create multiple accounting entries,
DATA.CAPTURE operates by creating each accounting entry as a single transaction which, when com-
bined with other transactions, form a ‘batch’. The following sections clarify the main components.

Entries
Individual debits or credits, either STMT.ENTRY or CATEG.ENTRY created by a T24 transaction or
DATA.CAPTURE item.

Data Capture Item

A DATA.CAPTURE record which generates one accounting entry. For example, to charge a simple fee
would require one item to debit a client’s account, and another to credit the P&L income account. This
is a simple ‘batch’.

Batches
The groups into which items are separated for control purposes, i.e. a typical batch could be a single
debit to a Nostro account, balanced by many credits to varying client accounts. DATA.CAPTURE applies
most of its accounting updates on-line. Only where a batch has not been fully authorised, or does not
balance, will any entries be generated during the Close of Business process.
Unlike the main T24 applications which share a common reference structure, the 10 digit reference
number used in DATA.CAPTURE is comprised of a Department code, Batch number and Item number.
The Department code is derived from the DEPT.ACCT.OFFICER system table, the full reference is as fol-
lows:

Department Code Batch Number Item number

Value 0001 - 9999 Value 001 - 999 Value 001 – 998

The department of the inputter is used as a default, especially when using the auto id function.
However, as it may be a requirement to enter batches on behalf of another department, this can be
entered manually.
When using the reference number or part of it to access batches or item records, leading zeros are
required to ensure the correct length.

System Validation Example See Note

User Input
7 Characters Department Code + Batch Number 1111222333 1

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 6 Characters Batch Number+ Item Number 222333 2
4 Characters Department Code 1111 3
3 Characters Batch Number 222 4

Notes:
1. The full key has been entered and provided the item exists will be shown regardless of the user
department of the inputter.
2. The Department code of the user will be defaulted
3. The next batch number available for that department will be used, and the first item will default
to 001
4. If an item number is not entered, then the next available item number within the Batch will be
used. Up to a maximum number of 998 items per batch will be allowed. The item number 999 is
reserved in case a difference item needs to be raised during the end of day processing.
Batch numbers and item numbers can be input specifically but it is more convenient to allow the sys-
tem to allocate them in sequence.
The batch total of debits and credits in local currency is shown above the item input so the batch bal-
ance can be viewed during the batch entry stage.
A valid batch must have at least two items. (E.g. One debit and one credit)
If the account is contingent, make sure that the batch is balanced either by setting the field
DC.BALANCED in ACCOUNT.PARAMETER or manually.

Suspense account
An internal account used to pass debit or credit entries to when the correct account is not known or
cannot be used. The default suspense accounts to be used in these circumstances are defined in
ACCOUNT.CLASS on the SUSPENSE record. Non-zero balances in suspense accounts indicate problems
and should be rectified as quickly as possible.

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 Defining a Suspense Account Record

Parameter Files
DC.PARAMETER
This parameter file contains the CATEGORY for each of the suspense accounts used by DATA.CAPTURE
when either an entry needs to be suspensed or a difference in a batch needs an adjustment entry. As
DATA.CAPTURE is allowed to post entries to Accounts which are in POSITION.TYPE other than (as well
as) TR the CATEGORY details entered are set to each FX.POS.TYPE used.

Defining CATEGORY to use for each type of suspense and POSITION.TYPE

DC.BATCH.CONTROL
As each entry is posted singly in the batch it is important to keep track of the POSITION.TYPE for each
one as it is not permissible to have a mix of POSITION.TYPE entries in the same batch.  This file keeps
track of each entry and is used to inform the user if the next entry matches the details of those pre-
viously entered for the batch.

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Account Class
This file is used by most T24 applications where a specific CATEGORY, ACCOUNT or CUSTOMER type is
specified.
The record SUSPENSE contains the category for DATA.CAPTURE items to use when the Close of Busi-
ness is run and batches have been left unauthorised. During the Close of Business processing, all items
that have not been authorised are replaced by suspense entries.
Additionally, a balancing item is generated if a batch is found to be out of balance. The internal
account number for this is found by reference to a record identified as DIFFERENCE on the
ACCOUNT.CLASS file. 

Defining a “Difference” Record on the Account Class File

Transaction
TRANSACTION codes are low-level codes used by applications when creating accounting entries. These
can indicate whether an entry: 
l Is a debit or credit
l Incurs transaction charges
l References to be used on statements. 
DATA.CAPTURE uses codes for balancing items of: 
l 98 for Credit
l 99 for Debit. 

DC.ADVICES
This file has only one record and it is used to control the printing of advices from within the
DATA.CAPTURE module. The production of advices is requested via input in a LOCAL.REF field at the
transaction level during DATA.CAPTURE input. This item specifies which of the LOCAL.REF fields is to

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be used to request the production of an advice, which will subsequently record the delivery reference
for the advice produced.

The DC Advices File controls printing of advices from within the Data Capture module

Additional set up
Treat a batch as one transaction
This feature is available if the blocking options have been set in ACCOUNT.PARAMETER.
The ACCOUNT.PARAMETERfile has a single record, SYSTEM, which is used to control the behaviour of
the ACCOUNT module. In addition, it has a field DC.BALANCED, an indicator for the DATA.CAPTURE
application that all batches input must balance before they may be either authorised, or put on hold,
the options being "LOCK", "YES", OR BLANK = "NO".
The blocking options in DC.BALANCED enable authorisation of all items in the batch to occur con-
sistently so that all items of the batch will have the same status after the batch has been authorised.

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 Treat a batch as one transaction in Accounting Parameter Record

Input
Blocking options when leaving the Batch
If the DC.BALANCED is set to ‘LOCK’ the batch cannot be left unbalanced, the user is then prompted
with the option to ‘delete’, ‘hold’ the batch, or continue inputting until the batch balances.
If set to ‘YES’, the batch may be left unbalanced after the user has been prompted with the options to
‘delete’ or ‘hold’ the batch
If the batch balances then a message will be displayed to indicate this prior to exiting the batch. A
batch is balanced if the net of local debits and credits is equal to zero.

Zero Authoriser
In Zero authoriser modes, the items will be written and authorised only after the whole batch has been
input and the features of the blocking options have been applied.  The authoriser will be displayed as
the inputter followed by ‘/A’. If the batch is left unbalanced then all items of the batch will be in an
unauthorised status.

Authorisation
Individual items will not be written to the journal and the whole batch will not be authorised until all
items of the batch have been viewed and committed. If the batch is left in the middle of authorisation
the committed items are aborted.
No authorisation is allowed if: 

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 1. Batch is unbalanced
2. There is at least one item in ‘hold’ status in the batch
3. If Authoriser has input at least one item in the batch

Override Class
If the authoriser does not have the class to override at least one item in the batch, then all items of the
batch will have the status ‘NAO’ after the 1st level authorisation.
The DC.BATCH.CONTROL application will hold a list of the items on hold under ITEMS.ON.HOLD, a list
of the inputters to the batch under INPUTTERS and a list of the override classes required for the batch
under OVERRIDE.CLASS.

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 Deal / Transaction Processing
Data Capture Navigation
In T24 you will be accustomed to using the List and Exception functions to show records that have
been, or need to be, authorised. Since standard transactions are individual records the display will
show the record details on the screen.
With DATA.CAPTURE you are dealing with batches that comprise multiple records that may be at vary-
ing stages of processing. The example below shows batches with various status, i.e. balanced or unbal-
anced and with a differing record.status. The ENQUIRY ENQ DATA.CAPTURE.BATCH has been used to
interrogate the application.

ENQ DATA.CAPTURE.BATCH
From the ENQUIRY ENQ DATA.CAPTURE.BATCH it is then possible to “drill down” and view the indi-
vidual “items” that comprise the “batch” by selecting either “List Unauthorised” or “List Authorised”
against the relevant batch record.

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 Display of Unauthorised Items in Batch 004

Display of Authorised Items in Batch 004

Deleting an Entry
A direct deletion can be made if you know the record ID; conversely you can request a list of the unau-
thorised batches, select the required item and then use the Delete function against the record of your
choice.

Adding entries to a batch

To add an entry to a batch it is possible to create the new record by using one of the following “key-
ing” methods: Full record ID (DC032520001004004), Department Code + Batch Number (1112223333),
Batch Number+ Item Number (2223333) or Batch Number (222). Using just the Batch Number will
automatically generate the next Item Number in the sequence for the Batch.

Add an entry to a batch

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 Auto Generated Next Batch Record Item Number

Amending an Entry
If you need to change an unauthorised record in a batch you need to select a particular record and
then utilise the input function to change/amend the record. The direct command, i.e. DC I 3000100001
would take you to the first record. If you did not create the record you will receive the standard warn-
ing that you are overtaking the input of another user.

Authorising Entries
Authorisation is normally made on a batch basis; select the batches using normal T24 functionality.

Departmental Batches
Providing the USER profile permits access to other departments, batches from other areas can be
accessed and modified as above.

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 Listing information by Department

Foreign Currency Entries

Where the items are in foreign currency then a local currency equivalent is required. This can be
entered directly or the foreign amount and a rate can be entered or the middle rate from the currency
file can be used. There is no check that foreign money amounts balance within a batch.
For large amounts (as defined on the currency file) a rate must be negotiated and the item is cross-
referred to the FOREX module.

Dates
Value Date
The value date is the date from which the entry is included for calculation of interest. A default can be
calculated based on the BC.SORT.CODE record if a sort has been entered or calculated based upon the
settings derived from the TRANSACTION record.

Exposure Date
The exposure date is the date on which a credit entry is included in the available balance of an
account. A bank may wish to pay interest on funds which have not technically cleared. The use of the
exposure date will allow the funds to receive interest but generate an override if the funds are with-
drawn before the exposure date has passed.

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 Setting an Exposure Date

General Accounting
Override messages are generated for entries that affect or create overdrafts and/or forward cash
flow overdrafts.
A compensating suspense account item can be automatically generated for any unbalanced batch, for
example if a large debit amount covers small payments to numerous credit accounts and one entry
had not been authorised, a suspense item will be raised rather than rejecting the whole batch.
It is also possible to automatically balance a batch. This is to handle instances where, due to exchange
rates, there may be a minimal difference in the local currency totals but the foreign currency amounts
balance.
Reversals are not possible in DATA.CAPTURE . However, in order to refund a client without impacting
interest, charges or statements a special field REVERSAL.MARKER can be set which will offset the ori-
ginal entry. Unless the statement has already been issued the original and reversing entries will not
appear on a client's statement. If the original transaction incurred a turnover or transaction charge
this will be cancelled.

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General Accounting – Reversing an Entry

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 Reports
The following reports are produced as a standard part of the DATA.CAPTURE module:

DATA.CAP.ACTIVITY.JNL
A hard-coded report, which uses a routine called DC.REP.PH to produce a report during the end of day
process for DATA.CAPTURE. The report details the batches input for each department for audit pur-
poses.

DATA.CAP.DIFF.ENTRIES
This report is hard-coded and uses a routine called DC.SUS to produce a report as and when the close
of buisiness process checks for any differences in DATA.CAPTURE. A report is produced even if no dif-
ference entries are raised.

DATA.CAP.SUSP.ENTRIES
This report is also hard-coded and uses the same routine DC.SUS to produce a report as and when
the close of business process raises suspense items for DATA.CAPTURE. A report is produced even if no
suspense entries are raised.

DATA.CAPTURE.JOURNAL
This report is derived from an ENQUIRY called DATA.CAPTURE.JOURNAL, which is produced during the
Close of Business run in the BATCH record called EOD.DATA.CAPTURE.
It can also be run on-line by using the Verify function on the ENQUIRY.REPORT record.
The report details all batches by department and the entries in each batch. Users may modify the
report contents by making, and changing, a copy of the ENQUIRY to suit local requirements.

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 Enquiries
DATA.CAPTURE.JOURNAL
This ENQUIRY for DATA.CAPTURE shows the entries, dates and totals of specific batches. It is also used
to provide a hard-copy report during the Close of Business processing.

Enquiry DATA.CAPTURE.JOURNAL

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