CHAPTER 7: CASH AND BANK MANAGEMENT SETUP

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1 Chapter 7: Cash and Bank Management Setup CHAPTER 7: CASH AND BANK MANAGEMENT SETUP Objectives Introduction The objectives are: Set up cash bank transaction types. Set up bank transaction groups. Set up bank parameters. Set up payment purpose codes. Set up bank groups. Create a bank account. Define the check layout for a bank account. In Microsoft Dynamics AX, companies use the Cash and Bank Management module to create and maintain bank accounts. The bank account table contains a record for each bank account. Each record contains bank account information, such as the following: Registration number and account number Address Other contact information Currency Check set up Main account for posting The application uses this information to process all bank transactions, such as payments and deposits. To use the Cash and Bank Management module, set up the following: Bank transaction types Bank transaction groups Bank groups Cash and bank parameters Bank accounts Checks 7-1

2 Financials I in Microsoft Dynamics AX 2012 Scenario Bank Transaction Types Annie, the bookkeeper at Contoso, must set up the banking functions for a new company. Annie first sets up the types of transactions Contoso must make, such as deposits and withdrawals. She then groups these transaction types to allow for an additional level for reporting and analysis. Next, Annie sets up bank groups for the banks with whom the company holds multiple accounts. Annie creates payment purpose codes for reporting to the central bank. Finally, Annie indicates which account is used for checks returned from the bank and the number series that is used for banking documents. After Annie finishes setting up the banking functions, she enters the information for the company's bank accounts and indicates, for each account, how checks are to be designed. Use bank transaction types to set up the types of transactions to be made in company bank accounts, such as deposit slips, fees, and interest charges. If the bank reports transactions on its account statements, companies can use a summation of the transaction types for summary reconciliation. Users can indicate the transaction type on journal worksheets. When the journal is recorded, the application copies the contents of the Bank transaction type field to the bank transaction. Create one transaction type for Non-Sufficient Funds (NSF) transactions. NSF transactions occur when a check is returned from the bank because the bank account lacks sufficient funds to honor the check. Procedure: Create Bank Transaction Types Perform the following to create bank transaction types. 1. Click Cash and Bank Management, click Setup, and then click Bank transaction types. 2. Click the New button to create a new record. 3. Enter a unique code in the Bank transaction type field. 4. Enter the name of the transaction type in the Name field. 7-2

3 Chapter 7: Cash and Bank Management Setup 5. Click the Main account arrow to select the ledger account to post corrections to and to add data for bank reconciliation. 6. Repeat steps 2 through 5 to create each new Bank transaction type. FIGURE 7.1 BANK TRANSACTION TYPE FORM 7-3

4 Financials I in Microsoft Dynamics AX 2012 Bank Transaction Groups Use bank transaction groups to set up groups of different bank transaction types. In the bank statement reconciliation, calculate totals for each bank transaction group and for each bank transaction type. For example, a group of transfers may include the bank transaction types of transfer and wire transfer. Procedure: Create Bank Transaction Groups Perform the following to set up bank transaction groups. 1. Click Cash and bank management, click Setup, and then click Bank transaction groups. 2. Click the New button to create a new record. 3. In the Bank transaction groups field, enter a group identification code that refers to this group when a code is used in other system tables. The bank transaction group is an alphanumeric string of up to 10 characters. 4. Enter a short description in the Description field. 5. Click the Type FastTab. 6. Click the Bank transaction type arrow and select a bank transaction type to relate to the selected bank transaction group. The Name field is populated automatically with the Bank transaction type name. 7. Click the Add button to add additional Bank transaction types to this Bank transaction group. 8. Click the Remove button to remove Bank transaction types from this Bank transaction group. 7-4

5 Chapter 7: Cash and Bank Management Setup Lab Create Bank Transaction Types and Bank Transaction Groups Scenario Annie, the bookkeeper at Contoso, must create a bank transaction type for cash withdrawals. In addition, Contoso wants the option to analyze the total charges paid to each bank. Annie will create an additional bank transaction group for bank fees and interest charges. Challenge Yourself! Help Annie by creating a new bank transaction type of 20 for cash withdrawals and a new bank transaction group of 80. Need a Little Help? 1. Create a bank transaction type for cash withdrawals. 2. Create a bank transaction group for bank charges. 3. Associate the new bank transaction group with fees and interest charges. Step by Step Create a bank transaction type for cash withdrawals. 1. Click Cash and bank management, click Setup, and then click Bank transaction types. 2. Click the New button to insert a new record. 3. In the Bank transaction type field, enter Enter the name Cash Withdrawal in the Name field. 5. Type in in the Main account field. 6. Close the Bank transaction type form. Create a bank transaction group for bank charges. 1. Click Cash and bank management, click Setup, and then click Bank transaction groups. 2. Click the New button to insert a new record. 3. In the Bank transaction groups field, enter Enter Bank Charges in the Description field. 5. From the Bank transaction groups form click the Type FastTab. 7-5

6 Financials I in Microsoft Dynamics AX Click the Bank transaction type arrow and select the bank transaction type of 07 for Fees. The Name field is automatically populated with the Bank transaction type name. 7. Click the Add button to insert a new record. 8. Click the Bank transaction type arrow and select the bank transaction type of 08 for Interest charges. The Name field is automatically populated with the Bank transaction type name. 9. Close the form. 7-6

7 Cash and Bank Management Parameters Chapter 7: Cash and Bank Management Setup Use the Cash and bank management parameters form to define rules for checks and to indicate the number sequences for the various kinds of transactions within Microsoft Dynamics AX. Procedure: Define Cash and Bank Parameters Perform the following to set up Bank parameters. 1. Click Cash and bank management, click Setup, and then click Cash and bank management parameters. 2. Click General on the left hand navigation pane. 3. Select the Bank transaction type that is used for Non-Sufficient Funds (NSF) from the NSF list. NSF is used to identify returned payments. When the bank returns a payment the NSF identifier automatically cancels the payment from the system. It also marks the payment so that it is not selected when you reconcile the bank account. 4. Select the Allow checks for bank or ledger accounts check box to indicate whether a check can be printed for a bank or ledger account. 5. Select the Allow check reuse check box to indicate whether a check number can be reused if the check was printed incorrectly or the check stock was not used. 7-7

8 Financials I in Microsoft Dynamics AX To require reason codes for bank transactions, select one or more of the following check boxes in the Reason code requirements area: o Require reasons for payment reversals o Require reasons for deposit slip payment cancellations FIGURE 7.2 CASH AND BANK PARAMETERS FORM Procedures: Define Reversal Process Select the Use review process for payment reversals check box to require that check reversals must be reviewed in the Check reversals journal before they are posted. If this check box is cleared, the reversal is posted immediately when you click the Payment reversal button in the Check form. Select the Use review process for deposit slip payment cancellations check box to require that deposit slip payment cancellations must be reviewed in the Deposit slip payment cancellations journal before they are posted. If this check box is cleared, the cancellation is posted immediately when you click the Cancel payment button in the Deposit slips form 7-8

9 Chapter 7: Cash and Bank Management Setup Prenotes and Copies of Payments Select the Allow prenote creation on inactive bank accounts check box to allow users to create prenotes for inactive bank accounts. Select the Allow copies of payments check box to allow users to print copies of payments. These include checks, promissory notes, and electronic payments. The payment copies are printed as non-negotiable checks, which users can use to settle disagreements with vendors or customers. Credit Limit Tolerance Use the Bank credit limit tolerance list to select how to notify the user when a payment journal that is posted, causes a balance that exceeds the credit limit. The following options are available: None - no warning or error is generated in the system. Warning - the system generates a warning notification. Error - the system generates a error notification. Define Number Sequence Payment Purpose Codes Click Number sequence on the left navigation pane to select or change the number sequences for each reference and corresponding sequence code. Select a number sequence to associate with each reference from the Number sequence code list. Use the Payment purpose codes form to create payment purpose codes for the central bank, if it is required. The central bank is the official bank of a country or region. Procedure: Create Payment Purpose Codes Perform the following to set up payment purpose codes. 1. Click Cash and bank management, click Setup, and then click Payment purpose codes. 2. Click the New button to enter a new record or click on a line record to modify an existing code. 3. In the Central bank purpose code field, enter the code used when reporting to the central bank. 4. Enter the name of the payment purpose code in the Name field. 5. Click the General FastTab. 7-9

10 Financials I in Microsoft Dynamics AX Enter a description of the payment purpose code in the Purpose text field. 7. Enter any additional information about the payment purpose code in the Text field. 8. Close the form. Bank Groups FIGURE 7.3 PAYMENT PURPOSE CODES Use bank groups when several bank accounts share the same address information or routing number. When you create a new bank account and enter the bank group, the bank group information is copied to the account automatically. For example, you can create a bank group for one financial institution at which five accounts are open. Procedure: Create Bank Groups Perform the following to create bank groups. 1. Click Cash and bank management, click Setup, and then click Bank groups. 2. Click the New button to create a new record. 3. Enter a unique code in the Bank groups field 4. Enter the bank's routing number in the Routing number field. The bank provides the routing number. 5. Enter a brief description of the bank group in the Description field. 6. Click on the General FastTab to enter any additional information for this account, such as the following: o Routing number Type: code identifying the type of the routing number. o Company ID: banking identification of the bank group that is used in connection with payments. o Currency: currency code for the bank group. 7-10

11 Chapter 7: Cash and Bank Management Setup o o o o Post account: also known as PTT. This is an account that is used in European countries for electronic banking. It is a combined postal, telephone, and telegraph ID. Days: time limit, in days, for feedback from the bank on payments. Suffix: suffix of the bank. Drawer: code of the drawer. The bank provides this code. 7. Click the Address FastTab and enter the address for the bank. 8. Click the Contact information FastTab and enter the information for the bank group's contact person. Bank Accounts FIGURE 7.4 BANK GROUPS FORM Enter and maintain all information for the company bank accounts in the Bank accounts form. Use the options on the form to view the details for each bank account, such as transactions, current balance, and checks that have been created. Procedure: Create Bank Accounts - General Perform the following to create general information for a new bank account. 1. To access the Bank accounts form, click Cash and bank management, click Common, and then click Bank accounts. 2. Click the New- Bank account button to create a new record. 3. Select the kind of bank account routing number from the Routing number type field. If your company makes international payments, you may be required to make a selection in this field. 7-11

12 Financials I in Microsoft Dynamics AX In the Bank account field, enter a unique ID number to identify the bank account. You cannot modify the bank account value for existing bank accounts. 5. Use the Bank account number field to enter the account number specified by your bank. It is an alphanumeric string up to 34 characters. 6. Select the group to which this bank belongs, if applicable, from the Bank groups list. If a Bank group is selected, the Routing number field will be populated automatically based on the bank group setup. FIGURE 7.5 BANK ACCOUNTS Procedure: Create Bank Accounts - General Descriptions Perform the following to create descriptions for a new bank account. 1. In the Name field, enter a name that is used to identify this account on printed reports and other areas. 2. Use the Company statement name to enter the company name as you want it to appear on your bank statement. This field is only available when the company's primary address is in Canada or the United States. 3. Use the Destination name field to enter the name of the Automated Clearing House (ACH) or receiving point of an Electronic Funds Transfer (EFT) transaction. This field is only available to legal entities whose primary address is in the United States. NOTE: Name accounts so that they can be easily identified. In Microsoft Dynamics AX, bank accounts are identified by name and account number. 7-12

13 Chapter 7: Cash and Bank Management Setup Prenotes Select the Prenote required check box if the bank requires prenotes for electronic transactions. If prenotes are required, specify the number of days that the bank requires to process a prenote in the Prenote response days field. The bank must process the prenote before electronic payments will be accepted. This field is available only if you selected the Prenote required check box. Active Status Use the Active fields to enter specific dates when the bank account becomes active. The following two fields are optional and available if the Bank account status field is set to Active for all transactions: Active from: enter the date when the bank account will become active and be available for new transactions. If you do not enter a date, the bank account is immediately available for new transactions. Active to: enter the date when the bank account will no longer be active for new transactions. Any existing transactions that are not completed by this date, such as pending payments, will still occur as they were originally scheduled. If you do not enter a date, the bank account remains active indefinitely. Use the Bank account status to select the status to use for the bank account. Active for all transactions - the bank account is active and available for all transactions. Inactive for new transactions - no new transactions can be scheduled for this bank account. Existing transactions that have not yet been completed, such as pending payments, will still occur as they were originally scheduled. Inactive for all transactions - no transactions, either new or existing, can be scheduled or processed for this bank account. Credit Limit If the bank uses credit limits for this account, use the Credit limit field to enter the amount that the bank offers for this account. 7-13

14 Financials I in Microsoft Dynamics AX 2012 Procedure: Create Bank Accounts - Additional Information Follow these steps to enter additional details on the bank account. 1. From the Bank accounts form, click the Additional identification FastTab. 2. In the SWIFT code field, enter the Society for Worldwide Interbank Financial Telecommunication code, also known as the Bank Identifier Code (BIC). 3. In the IBAN field enter the International Bank Account Number (IBAN). 4. Enter the bank or postal identification of the company in the Company ID field. 5. Enter the Post, Telegraph, and Telephone (PTT) account number in the Post account field. It is used when transferring money to a PTT bank account. 6. Enter the code stated by the Banks Automated Clearing System (BACS) in the Sort code field. This code is used for electronic bank payments for BACS 7. Use the Debit Direct ID field to enter the customer number of the company for debit direct. 8. Use the Clearing field to enter the control code of the bank. Procedure: Create Bank Accounts - Currency Management Perform the following to enter more information about Currency management for the bank account. 1. Click the Currency management FastTab. 2. Select a Main account to which all bank account transactions are automatically posted. Corrections, which are entered during the reconciliation of the bank account with the bank account statement, are posted to the main account when the statement reconciliation is complete and posted 3. Select the More currencies check box to enable posting in more than one currency for this bank account. When you generate deposit slips, one deposit slip is generated for each currency. 4. Select the currency code from the Currency list. 5. Enter a maximum number of days for the bank to return a paymentrelated message in the Days field. The value determines the date in the Deadline field on the Open transaction editing form. 6. Select the Keep check box to keep the bank account number of the payment transaction if the transaction is removed from a remittance batch. 7. Enter the bank suffix in the Suffix field. 7-14

15 Chapter 7: Cash and Bank Management Setup 8. Enter the bank-issued drawer code in the Drawer field. 9. In the Discounting maximum field, enter an amount for the maximum remittance for discount amount granted for the current bank. The amount is displayed in the Remittance journal. NOTE: The values in the Days, Suffix, and Drawer fields all default from the Bank group, if defined. FIGURE 7.6 CURRENCY MANAGEMENT Procedure: Create Bank Accounts - Other Perform the following to complete the remaining bank account setup. 1. From the Bank accounts form, click the Negotiable instrument FastTab. 2. Select the journal to hold the generated remittance fees from the Fee journal list. 3. Enter any additional information about fees and the ledger accounts to which the application posts the fees as required by the company in the remaining fields on the Negotiable instrument FastTab. 4. Click the Address FastTab and enter the address for the bank. 5. Click the Contact information FastTab and enter the information for the bank group's contact person. 7-15

16 Financials I in Microsoft Dynamics AX 2012 Lab Create a Bank Group and Bank Account Scenario Contoso has opened a new bank account. The bank account will operate primarily in Chinese Yuan (CNY), but may operate in other currencies. Annie, the bookkeeper, must create a new bank group and new bank account in Microsoft Dynamics AX for this bank. Annie does not have address information for the bank account, but she does have the following specifications: For the bank group: o The bank group name is CHTB for Chinese Trade Bank. o The bank group routing number is For the bank account: o The bank account name is Bank Account - CNY. o The bank account is part of the Chinese Trade Bank group. o The bank account number is o Postings should use a new balance account called Bank account - CNY. Challenge Yourself! 1. Create the new bank group. 2. Create the new bank account. Need a Little Help? 1. Add a new account for Cash in bank - CNY to the Chart of accounts. 2. Create the new bank group and assign the Chinese Yuan (CNY) to the group. 3. Create the new bank account, which is part of the CHTB bank group. Select the option to enable posting in more than one currency for this bank account. Step by Step Create a new account for Cash in bank - CNY to the Chart of accounts. 1. Click General ledger, click Common, and then click Main accounts. 2. Click the Main account button to create a new record. 3. In the Main account field, enter In the Name field, enter Bank Account CNY. 5. Click the General FastTab and select Balance sheet in the Main account type field. 7-16

17 Chapter 7: Cash and Bank Management Setup 6. Click the Setup FastTab. 7. Click the arrow in the Currency field, click the All tab, and then click CNY. 8. Close the form. Create the new bank group and assign the Chinese Yuan (CNY) to it. 1. Click Cash and bank management, click Setup, and then click Bank groups. 2. Click the New button to create a new record. 3. In the Bank groups field, enter CHTB. 4. Enter 9876 in the Routing number field. 5. In the Description field, enter Chinese Trading Bank. 6. Click the General FastTab. 7. From the Currency list select CNY. 8. Close the Bank groups form. Create the new bank account that is part of the CHTB bank group. 1. From the Navigation pane, click Cash and bank management, click Common, and then click Bank accounts. 2. Click the Bank Account button to create a new record. 3. In the Bank account field, enter CNYBANK. 4. In the Name field, enter Bank Account - CNY. 5. Click the Bank groups arrow and select CHTB. 6. The Routing number field automatically will display In the Bank account number field, enter Click the Currency management FastTab. 9. Click the Main account field arrow and select The Currency field automatically displays CNY, which defaults from the bank group. 11. In the More currencies field, select the check box to enable posting in more than one currency for this bank account. 12. Close the form. 7-17

18 Financials I in Microsoft Dynamics AX 2012 Check Layout Use the Check layout form to set up the check layout for the bank accounts. You can define a different check layout for each bank account. FIGURE 7.7 CHECK LAYOUT FORM Procedure: Define the Check Number Perform the following to define the check numbering. 1. To access the Check layout form, first access the Bank accounts form by clicking Cash and bank management, click Common, and then click Bank accounts. 2. Double-click on a Bank account. 3. On the Action Pane, click the Setup tab, and then click Check. 4. Select the method to use for generating check numbers from the Check number method list. Select either method: o Fixed: use this method when you have preprinted checks. Before you can use checks for payment, they must be created by clicking Check numbers from the Set up tab on the Action Pane in the Bank accounts form. o Free: use this method when you do not have preprinted checks. Check numbers are automatically proposed when you use checks for payment. 7-18

19 Chapter 7: Cash and Bank Management Setup Procedure: Define Check format To define the check format, follow these steps: 1. In the Check layout form, select a layout for the check in the Check form field. 2. Enter the length of the paper on which the check is printing in the Paper length field. 3. Select the unit in which the paper size is measured from the Paper length unit list 4. Enter the starting position on the paper where the check must be printed in the Check start position field. 5. Enter the unit in which the start position is measured from the Unit for the start position of the check list. EXAMPLE: To start the check 3 inches from the top of the paper, enter 3.00 in the Check start position field and select 'Inch' in the Unit for the start position of the check field. 6. Enter either 1 or 2 to indicate whether to print one or two slip text copies in the Number of slip copies field. Even if you enter a number larger than two, no more than two copies can be printed at the same time. BEST PRACTICES: Print two slip texts so that you can keep one and send the other. 8. In the Prefix field, enter the text to print in front of the amount on the check. For example, if you are entering USD in this field and the check amount is , the printer will print USD on the check. 9. From the Ruler list, select one of the following rulers to display when you test print. o None: shows no ruler on test prints. o cm: shows the ruler in centimeters. o Inches: shows the ruler in inches. 7-19

20 Financials I in Microsoft Dynamics AX 2012 Procedure: Select the Fields to Print on the Check Perform the following to select the fields that print on the check. 1. From the Check layout form, click the Setup tab. 2. Select from the following list of check boxes for every field to be printed on the check. o Bank account o Bank name o Bank number o Company name o Company logo If you select the Company logo check box, click the Company logo button to select the company logo to print on the checks. From the Image form, click the Change button to select the file that contains the company logo. 3. Click the Codes tab. 4. Select the option to print ABC codes on the check. For each check box selected, enter the associated routing number to print on the check. FIGURE 7.8 CHECK LAYOUT FORM, SETUP TAB 7-20

21 Chapter 7: Cash and Bank Management Setup Procedure: Define MICR Options Perform the following to define MICR options. 1. From the Check layout form, click the Codes tab. 2. Select the Print MICR line check box to print the MICR line on the check. 3. Enter the following information: o o o Leading zeros: indicate whether the MICR line contains leading zeros. Length of check number: indicate the number of characters entered in the MICR line for the check number. MICR-line: enter the complete MICR line, which includes the delimiters. The check number cannot be entered because it is unique to each check. Designate the place for the check number in the MICR line with the character sequence %1. NOTE: The MICR line can be included only if the check is to be printed on blank paper without preprinted information, such as watermarks. Procedure: Define Signatures Perform the following to define signatures. 1. From the Check layout form, click the Signatures tab. 2. Select the check box for Print first signature or Print second signature to print signatures on the check. 3. Enter the highest amount that each signature is allowed in the First amount limit and Second amount limit fields. 7-21

22 Financials I in Microsoft Dynamics AX If the Print first signature or Print second signature check boxes are selected, click the Signature button to select the signatures to print on the checks. 5. For each selected signature, click the Change button to select the file that contains the signature. FIGURE 7.9 CHECK LAYOUT FORM, SIGNATURE TAB Procedure: Print a Test Check When the check layout is complete, click the Print test button to preview the check layout. 7-22

23 Lab Define a Check Layout Chapter 7: Cash and Bank Management Setup During this lab you will define a check layout. Scenario Set up the check layout for the new bank account that you created in the previous lab. Use these check layout requirements. Pre-printed checks cannot be used for this account. Checks must be printed in the U.S. format. The paper must be 8.5 inches long. The checks must print two inches under the top of the page. Two slip copies are required for each check. Before the check amount, the letters CHY must be displayed. The bank account, name, and number must be printed on the check. Challenge Yourself! 1. Define the check layout for CNYBANK. 2. Preview the check layout. Need a Little Help? 1. From the Bank accounts form, select CNYBANK. 2. Open the Check layout form. 3. On the General and Setup tabs, enter the specified information. 4. Print a preview of the check layout. Step by Step 1. Click Cash and bank management, click Common, and then click Bank Accounts. 2. Double-click the line for CNYBANK. 3. Click the Setup tab, then click the Check button on the Action Pane. 4. In the Check number method field, select Free, because pre-printed checks are not used. 5. In the Check form field, select U.S. check format. 6. In the Paper length field, enter In the Paper length unit field, select Inch. 8. In the Check start position field, enter In the Unit for the start position of the check field, select Inch. 10. In the Number of slip copies field, enter

24 Financials I in Microsoft Dynamics AX In the Prefix field, enter CHY. 12. Click the Setup tab. Select the check boxes for: o Bank account o Bank name o Bank number 13. Click the Print test button to preview the check layout. 7-24

25 Chapter 7: Cash and Bank Management Setup Summary This course focuses on how banking functions are structured in Microsoft Dynamics AX. Companies define bank transaction types to manage transactions, such as the following: Deposits Fees Payments Companies then create groups of transaction types for analysis and reporting. In Microsoft Dynamics AX, companies have the option to create bank groups for banks in which they hold more than one bank account. The bank account window holds all the information about each company bank account and provides quick access to detailed information about each account, which includes transactions and current balance. For each bank account from which checks are printed, companies define how the checks for that account will look. 7-25

26 Financials I in Microsoft Dynamics AX 2012 Test Your Knowledge Test your knowledge with the following questions. 1. What is a Bank Transaction Group? 2. What is a Bank Group? 3. If you are using pre-printed checks, what method do you select in the Check number method field? ( ) Variable ( ) Fixed ( ) Print ( ) Original 4. How many signatures can the application print on a check? (Select all that apply) ( ) 1 ( ) 2 ( ) 3 ( )

27 Quick Interaction: Lessons Learned Chapter 7: Cash and Bank Management Setup Take a moment and write down three key points you have learned from this chapter

28 Financials I in Microsoft Dynamics AX 2012 Solutions 1. What is a Bank Transaction Group? MODEL ANSWER: A bank transaction group is used to set up groups of different bank transaction types. In the bank statement reconciliation, totals can be calculated for each bank transaction group and for each bank transaction type. 2. What is a Bank Group? MODEL ANSWER: A bank group is used when several bank accounts share the same address information or routing number. When you create a new bank account and enter the bank group, the bank group information is copied to the account automatically.. 3. If you are using pre-printed checks, what method do you select in the Check number method field? ( ) Variable ( ) Fixed ( ) Print ( ) Original 4. How many signatures can the application print on a check? (Select all that apply) ( ) 1 ( ) 2 ( ) 3 ( )

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