Click on System Administration from the modules menu System Administration -->Setup--> Companies.
Creating a Company
Click the Add New icon to open the following window:
On the above screen:
Provide the company's Name, Registration Number, Personal Identification Number (PIN), Mission, Vision and Motto.
Currency - Lookup for the target currency that the company will use.
Logo - click on the look up icon to open the Windows Explorer dialog box:
Address Tab:
Capture the Company's address details on the above fields respectively.
Note: Mobile number should start with a plus sign (+), followed by the country code (254) and national number. i.e. +254722000000.
Miscellaneous Pane:
Transaction Receipt Top Indentation: Enter the value to set up Indentation from the top.
Transaction Receipt Left Indentation: Enter the value to set up Indentation from the left.
Transaction Receipt Footer: Use this to set Transaction receipt footer.
Biometric Threshold - Define the biometric threshold to be used with the biometric verification.
The defined threshold will be the reference point for matching the captured prints. Any verification that falls below the threshold is a failure.
The optimal threshold is 10,000 with a variance of up to 8,000.
Maximum Loan Eligibility Investment multiplier: Use this to set global Investment multiplier.
Logo (Max Width): Use this to set max Width.
Logo (Max Height): Use this to set max logo Height.
Default Customer Filter: Use this to select default customer filters whenever a look up is done.
Customer Statement Password: Use this to Specify Password, the field selected will be used as statement password whenever one is printed.
Immediate Member Number: Use this to set Automatic Member number initialization allocation.
Report Display Name: Specify the Name you would like to appear on the report in this field.
Recovery Priority: Define the priority in which recoveries should occur. Select and drag the respective item upwards or downwards depending on the priority level.
Customer Statement Footer: Use this to set Statement footer.
Working Time:
Use this to set specific working times and system lock times for each day of the week.
Working Day of Week - Select the working day of the week, key in the system initialization time and system lock time then click on add.
System Initialization Time - Set the time staff may be able to log in into the system on the specified day of the week.
System Lock Time - Set the time staff will be locked out of the system and will not be able to log in on the specified day of the week.
Working Time Preference pane:
Here you will view all the work time preferences set as shown below.
Flags:
On this window, check the necessary rules to be considered by the system in reference to your company's operations.
Flags expounded:
- Allow tariffs to overdraw account? - Check to allow overdrawing of customer accounts by charges that may exceed the current account balance.
- Auto fill approved loan amount? - During approval, the Amount approved is normally zero by default, this flag will autofill it with amount appraised and also allows the user to edit.
- Auto fill loan registration term? - During loan registration, the loan term is zero by default, this flag will autofill it with loan product term in months defined on the loan's setup and also allows the user to edit.
- Bypass credit batch verification? - check to bypass credit batch verification stage after origination.
- Bypass debit batch verification? - check to bypass debit batch verification stage after it is originated.
- Bypass disbursement batch verification? - check to bypass disbursement batch verification after its origination.
- Bypass EFT batch verification? - check to bypass wire transfer batch verification stage.
- Bypass Emolument batch verification? - check to bypass Emolument batch verification stage after it is originated.
- Bypass enrollment request verification? - check to bypass enrollment request verification stage after it is originated.
- Bypass expense payable verification? - check to bypass the expense payable verification.
- Bypass general ledger verification? - check to bypass general ledger verification after its origination.
- Bypass inter-account transfer batch verification? - check to bypass inter-account transfer batch verification.
- Bypass journal voucher verification? - check to bypass journal voucher verification step.
- Bypass refund batch verification - check to bypass refund batch verification. (automatically verified after origination)
- Bypass reversal batch verification? - check to bypass reversal batch verification.
- Bypass Withdrawal settlement batch verification? - check to bypass Withdrawal settlement batch verification stage after it is originated.
- Do interest recovery for straight line periodic loans per standing order? - Check this to effect recoveries according to standing order for straight line loans.
- Enable detailed customer statement particulars? - The Normal statement has very minimal columns, this flag includes extra columns e.g. Primary Description, Secondary Description and Reference.
- Enable Interactive Guarantor Alert? -
- Enable Watermarking? - Check this to watermark the companies' name on a customer's printed account statement.
- Enforce Bank to bank reconciliation verification? - Check this to enforce the verification of any bank-to-bank reconciliation carried out.
- Enforce Budget Control? - Check if the budgetary amount allocations are to be validated in case of an overdraw from an allocation.
- Enforce customer account maker/checker? - check to enforce customer account maker/ checker. (unique action performers).
- Enforce Fixed Deposit Bands? - Check to enforce fixed deposit bands (applicable for fixed deposits).
- Enforce investment products exemptions? - Check this to exempt customers from the normal investment product(s) consideration during loan appraisals and make use of the customers' classification details for the appraisal of loans.
The customer loan appraisal factor and normalization will now make use of the investment product exemption details based on the customer class and is subject to the customer's investment balance being within the defined ranges for the auxiliary investment appraisal factors for the subject loan.
The investment product exemptions are defined under investment products, define the maximum balance and appraisal multiplier for each customer class accordingly. - Enforce Loan Application sanity checks? - Check this option to enforce Loan Application sanity checks (To evaluate the correctness of computation).
- Enforce mobile to bank reconciliation verification? - Check this to enforce the verification of any mobile to bank reconciliation carried out.
- Enforce single user session? - Check this option to allow only one v session to run at any given time.
If a second session is initiated and the first session is on, the first session will be automatically locked, and the system persists with the latter session. - Enforce strict maker checker validation - Check to enforce strict segregation of duties.
- Enforce system initialization/lock time? - Use this flag to enforce the system's access time. It's also an extra security measure.
The system will automatically allow log ins from the defined system initialization time and automatically lock when the defined system lock time is reached. - Enforce Teller Limits? - Check this flag to observe a teller's upper limit and ensure that s/he does not do a transaction that will increase the balance above the upper limit.
This is because any money above his limit is not insured. - Enforce Treasury Limits? - check to consider treasury upper and lower limits.
- Exclude charges in TxRcpt? - check to exclude charges from transaction receipts.
- Exclude cheque maturity date in TxRcpt? - check to exclude cheque maturity date from the Transaction Receipt.
- Exclude Customer Account Balance in TxRcpt? - Check to exclude the customer's account balance from the transaction receipt.
- Is File Tracking Enforced? - check to enforce file tracking during any process involving file transfers.
- Is Locked? - check to lock the institution if it is no longer usable/operational.
- Is withholding tax agent? - check if you want your organization to deduct VAT from payments made to third parties e.g. honoring of an invoice from a supplier.
- Localize online notifications? - check to enforce online notifications only within a specific branch.
- Open Membership recruitment policy? - check this if any member of your institution can recruit a new member, else it will be restricted to staff only.
- Override straight-line capitalization if loan past due-date? - check this to charge straight line loans on reducing balance mode once the loan is past due date.
- Permit own-account transactions? - This Flag allows for Staff to Transact to their own account. For example, Loan applications.
- Receive enrollment request before customer registration? - check this to have enrollment requests received before a new member can be created on the member register.
- Receive loan request before loan registration? - check if a loan request should first be filed before the loaning process can begin.
- Recover arrears on cash deposit? - Check this option to recover any existent arrears on the customer's account when a deposit is done.
- Recover Arrears On external cheque clearance? - Check this flag to recover any outstanding customer account arrears upon clearance of an external cheque.
- Recover arrears on fixed deposit payment? - Check to recover any outstanding arrears upon payment of a fixed deposit.
- Recover Text Alert Tariffs From Default Savings Product? -
- Relieve initial amount attached to guarantor? - By default, the system Relieves the remaining balance from an attached guarantor, especially after the defaulter's Loan has been paid for a while, this flag ensures the initial attached amount is what is relieved.
- Restrict loan repayment mode lookup? - This will disable look up Repayment mode at loan approval.
- Staff Membership text alerts enabled? - check this flag to enable membership text alerts (normally applicable for new members, not chargeable).
This alert is automatically sent when new member/s are registered into the system. - Suppress customer loan statement merging? -
- Suppress Guarantor Validation? - check this to allow guaranteeing of amounts greater than a member's available investment balance.
- Suppress Loaning Approvals Printouts? - Check this to disable loaning approval print outs.
- Suppress Loaning Performance Assessment? -
- Track guarantor committed investments? - check to track guarantor committed investments.
- Validate maximum loan eligibility investments multiplier? - This goes hand with "Max Loan Eligibility Investments Multiplier:" in Company>Miscellaneous Tab, where the set multiplier checks and enforces a member's total of all loans does not exceed the multiplier.
Click create to capture the newly defined company into the system.
On successful completion you will get a pop-up message confirming that the operation was successful.
Editing A Company
Identify the company to be edited.
Right click on it and click on edit as shown below:
On the screen below:
Modify the company's details by making appropriate changes to the fields that are to be altered. Make appropriate changes to the Company's Address, working time, miscellaneous and flags.
Click update to commit the changes into the system.
On successful completion you will get a pop-up message confirming that the operation was successful.
View Company Details
Right Click on company and click on view as shown below:
The screen below will pop up:
