Update Bank Account on Transactions

Use the Update Bank Account on Transactions page to assign or reassign bank account values on Fund Accounting transaction records. This is a periodic processing utility that derives the correct bank account from the bankacct_dtl and bankacct_hdr tables (based on each transaction's cash account and fund) and writes it back to the transaction records.

This page is typically used when:

• Bank account assignments have been added or changed in the Bank Account Setup tables, and existing transactions need to reflect the new assignments.

• Transactions were entered before bank accounts were configured, leaving the bank account field blank.

• A bank reconciliation process requires all transactions to carry a bank account. This page can also be launched directly from Bank Reconciliation.

Prerequisites

Before running this process, verify the following:

• Security: You must have security authorization for FAM function 20 and package lock privilege (SYS function 554).

• Bank Account Setup: Bank account header and detail records (bankacct_hdr / bankacct_dtl) must already be configured with the correct cash account mappings on the Bank Account Information page.

• No Vendor Checks Printing: The process cannot run while vendor checks are being printed (VENCHKS lock in fincustom). If vendor checks are in progress, exit and retry later.

• No Other Users in the Fund Accounting Module: The save step locks the Fund Accounting package. The Fund Accounting package must be lockable. Ensure other users are not actively working in FAM, or coordinate a maintenance window.

Menu path

From the Fund Accounting menu, select Periodic Routines. From the Periodic Processing menu, select Update Bank Account on Transactions.

This process can also be triggered from the following pages:

• Bank Account Information page: When cash accounts are changed on a bank account, the system prompts the user to run this option. In this case, the Update Type is set to All Transactions and cannot be changed.

• Fund Accounting Profile page: This process is triggered when the Print Checks by Bank Account option is selected on the Accounts Payable tab and the Accept button is clicked.

1. On the Update Bank Account on Transactions page, refer to the Field descriptions and select valid information.

2. Select Accept and then OK.

3. The system loads all matching records, derives a new bank account for each, and presents a preview organized into five collapsible sections. Refer to Process Workflow for more information.

4. Select Excel to download reports in .xlsx format. This is recommended for audit purposes, so you have a record of the original vs. the new bank account values before committing. The default file names are:

   • dpayableBankacctsrpt5151_47613.xlsx

   • dreceiptBankacctsrpt5146_80482.xlsx

   • transactBankacctsrpt4943_47537.xlsx

5. Resolve any issues found. If duplicate check records are detected (the same check number, disbursement fund, and check bank account combination would appear more than once in chkstat), the Error column displays Yes on the affected rows, and the Save button is disabled. The system displays the message: "Duplicate checks exist for some transactions. Please review the Transactions and Batch Manual Checks lists to see where the errors are occurring." Correct the bank account setup on the Bank Account Information page to eliminate duplicate check/bank account combinations, then re-run the process.

6. Select Save and then Proceed.

7. The system:

   1. Locks Fund Accounting (and HRM if applicable) to prevent other users from making changes during the update.

   2. Displays a progress bar.

   3. Begins a database transaction (BEGIN WORK).

   4. Updates the following tables in order:

      1. transact

      2. stuact_transact

      3. check_record

      4. chkstat

      5. mapckhld

      6. dreceipt

      7. dpayable

      8. spayable

      9. dmanchk

   5. Writes audit trail entries for every update to the financial audit log, recording the old value, new value, table name, column name, and a descriptive change note.

   6. Commits the transaction (COMMIT WORK).

   7. Unlocks Fund Accounting.

Field descriptions

The following table describes the fields on the Update Bank Account on Transactions page.

Process Workflow

After submitting the criteria, the system loads all matching records, derives the new bank account for each one, and presents a preview organized into five collapsible sections:

Each section displays the Original Bank Account alongside the New Bank Account so the user can compare before saving. An Error column flags records where duplicate check numbers would result (based on chkstat data), preventing the data from being saved until the issue is resolved.

On save, the system updates the bankacct (and, where applicable, check_bankacct) columns on the transaction records, as well as related tables, including check_record, chkstat, mapckhld, and stuact_transact. The preview also supports Export to Excel.

Key Considerations

• Cash Interfund: If the district uses cash interfund processing (cash_interfund = 'Y' in the profile), the system performs additional logic to determine the correct bank account when funds cross bank account boundaries. It checks whether funds are available across multiple bank accounts and whether interfund accounts are present on the Bank Account Information page.

• Reversals: Reversed transactions (cleared = 'R') are excluded from processing.

• Voided Checks: Voided check status records (chk_status = 'V') in chkstat are excluded from the duplicate-check validation.

• Audit Trail: Every column change is individually logged to the financial audit trail with detailed linking information (transaction number, check number, vendor, etc.).