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Amounts Due

This module will enable you to generate a report which will show or give details of the amount of money that is expected to be paid for a particular period of time; in Loan performer this will be for six consecutive periods.

You can also be able to generate invoices which are issued to clients as at a particular date or you can store them (invoices) for future use in a special folder which is created to store the invoices. Invoices can be issued to individual clients and group members who took loans and have amounts due at a particular date.

When you click at Menu Loans\Portfolio Reports\Reports on Dues\Amounts Due, a screen will look as follows;

• Daily Periods: When this option is selected, you will produce a report showing the amount of money due for repayment on a loan on a day to day basis for six consecutive days.
• Weekly Periods: When this option is selected, you will produce a report showing the amount of money due for repayment once every week for six consecutive weeks.
• Monthly Periods: When this option is selected, you will produce a report showing the amount of money due for repayment every month for six consecutive months.
• Quarterly Periods: When this option is selected, you will produce a report showing the amount of money due for repayment every 3 months which will run for six quarters.
• Semi-Annual Periods: When this option is selected, you will produce a report showing the amount of money due for repayment on a loan on a half yearly basis for six consecutive semi-annual periods.
• Annual Period: When this option is selected, you will produce a report showing the amount of money due for repayment on a loan on yearly basis for six consecutive years. In the screen above, annual period is selected.
• Report date from: Enter the date from which the report on amounts due is to start. This will run for six consecutive periods from the date selected. It will be inclusive of the date selected.  e.g. "21/08/2008" as seen in the screen above. If the option “Generate invoice" is selected, then the user will get the invoice report on amounts due for only the particular date selected.
• Expected Repayment Rate: Enter the percentage of which you expect the loans to be repaid in the text box. This percentage depends on the decision by management or credit officer. In the example above, 5% is the expected repayment rate.
• Check if only due in period: When this option is selected, the report to be generated will only show the amounts that are expected for payment in the period selected. In case there is no amount falling due in the period selected, then there will be no amount displayed in the report.
• Show Principal Only:  When this option is selected, the report to be generated will show the original amount of money that was lent to the client. Other amounts like interest and other charges will not be included in the figure displayed in the report.
• Generate Invoices: When this option is selected, invoices can be created so as to be sent to each client who has some amount due as at a particular date. The wording in the screen will change as seen in the screen below;

  Note that; after checking the Generate Invoice option, reports will not be generated for six consecutive periods; it will be as at the date selected. In the screen above, the date entered is 21/08/2008. Click the ok button and a screen like one below will appear.

  

  In the screen above, you will be able to select various clients and generate invoices which can be printed out and sent to them. The invoices to be generated will show the amount due on a particular date. The screen appears with all the Loans already checked.

• Invoice Date: Enter the date on which you would like to generate an invoice (s). In the screen above, the date entered is 15/08/2008.
• Starting Invoice No:  Enter the number on which you want your invoice to start from, for example; in the screen below, 12(twelve) is inserted as the number that will be first on the invoices to be generated. 
• Invoice Template: Click the find button (which has three dots) i.e.   And select the location where your invoice template is located. When you click in the find box, you will get a pop up screen from which you will choose the Invoice template. It will look as follows;

In the Screen above, Invoiced.doc is the document that has the invoice template.

It may differ from yours depending on the location and naming of your invoice template.                                                       

Click Ok button after locating the right document that had the Invoice template. The link will be shown alongside the Invoice template text box.

• Folder to save invoices: You select a location where you are to store invoices that will be generated by Loan Performer. Click in the find box and choose the folder into which to store the invoices. You can call that folder "Invoices"(i.e. in the LPF working file) for easy or quick reference. The invoice folder should have already been created so as to select it. This folder is selected as follows; After selecting the right paths to the invoice template and Invoice folder, then the screen will appear as follows;
• Select All: When you click on this button, all the Loans will be checked for processing an invoice.
• Deselect all: When you do not want any loans checked, you check this option or if you want a selected few of the loans deselect all and click in the print column against the loan(s) that you want to be printed. In the screen above a Loan to Gimei Adrian - DB/00006 is selected and the invoice number is 12.
• Save invoices without printing: When this option is checked, the invoices generated will be saved in the folder that was created for storage of Invoices. There will be no print out of the invoices. This may be for records of the institution.

Click okay if all the fields or data entered is right. You will have an invoice that looks as follows fig. 1;

NB: The invoice shown above is a sample, you can create one that is tailored to your organisation’s needs using the Invoice variable template that comes along with the Loan Performer Installation CD or can be downloaded from the Loan Performer Website (www.loanperformer.com).

N.B:     How to use the Invoice Variable Template

1. Open a new word document in which you will paste the variables that you need to use.

2. Use the Invoice variable template that comes along with the Loan performer installation CD. Open it and copy the variables that you will use in your invoice. Format them to suite the layout of a page that you need. The invoice variable template from which you pick the variables looks as follows:

INVOICE VARIABLE NAMES

For example you can use the variables above to create an invoice as shown below:

<Long name organisation>,

3rd

Invoice No. <Invoice Number>

<Branch>                                                                     Invoice Date :<Invoice Date>

To: <Client Title> <Client Name>

Date: <Today>

Ref: Amount due for payment on Loan

Amount due for payment on Loan

Savings A/C No. :<Client Savings Account>

Date of Membership:<Client's Date of Membership>

Loan number :<Loan Number> 

Loan Amount:<Loan Amount> (<Loan Amount in Words>).

Loan Application Date:<Loan Application Date>

Disbursement Date :<Disbursement Date> Loan Period <Loan Period in Months>months

Monthly Interest Rate:<Monthly Interest Rate> Interest Calculation Mode:<Interest Calculation Mode>

Total Repayable Amount:<Total Repayable Amount>

Amount Due : <Amount Due>

Due Date :<Due Date>

Penalty Rate:<Penalty Rate>

Please pay your installment promptly.

Thank you,

<Credit Officer>

(Credit Officer)

From the template above, you will have an invoice generated like in fig.1.

• Recalculate interests for loans on Declining Balance: When this option is selected, interest will be calculated and included in the report at the time of generating a report for amount due. It will only apply to the loans whose method/mode of calculation of interest is Declining balance, in case there are no loans under this method, then there will be no recalculation of interest.
• Branch Code: Select a branch for which you want to generate a report. In the example above, we have checked "For all" option to have a report for all branches. In case you are using a Demo Database, then the default will be DB in the options in the drop down box.
• Loan Fund: From the drop down box, select a particular Loan Fund that you want to generate a report about the utilisation of the money for provision of loans or the status at a particular period of time. The Loan Fund is set at Menu System/Configuration/Funds. In the example, the "For all" option is checked, this is in order to have a report on all Funds that are available in the system.
• Geographical Area: From the drop down box, you can select a particular area/location/region of which you would like to generate a report about. It may be a town, City as specified in your settings under Menu Support Files/Geographical Area's. In the example above, the "For all" option is selected in order to have a report on all geographical areas.
• Loan Product: From the drop down box, select a loan Product that you want to generate a report about. The Loan product depends on what was set at Menu System/Configuration/Products. You may have Loan Products like School Fees Loans, Agricultural Loans etc. In the example above, the "For all" option is selected in order to have a report on all Loan Products.
• Business Sector: From the drop down box, select a business sector from which you want to generate a report about. This can be Agriculture, Industry, Services or any other depending on what you set at Menu Support files/Business Sector. In the example above, the "For all" option is selected to have a report of all sectors that were granted loans in the selected period.
• Grouping/Order: Select from the drop down box how the report to be generated will be classified in the column title/heading. In the example above, we select Client Name. The screen from which you select from will look as follows;
• Report Format: Select from the drop down box the sequence in which the column titles in your report will appear. In the example, the first option was selected.
• Client Category 1: From the drop down box, select a client based on the classification that you made at Menu Support Files Client Category 1 / Client Category 2 and Client Category 3. You may tick the Check for all option to have a report on all options under each client category.
• Loan Category 1: From the drop down box, select a classification of a loan that you made at Menu Support Files/Loan Category 1 / Loan Category 2 and Loan Category 3. You may tick the Check for all option to have a report on all options under each loan category.
• Collateral Type: Select a class of items that were used as security for loans from the drop down box. These are set at Menu Support Files/ Loan Guarantee Items.

Additional filtering options? : This option is used to get a particular field or specification that you want. It helps you to narrow down the information that you need. When you check this option and click ok, a pop up screen will appear that looks as follows;

In the screen above, the filter criteria selected is CLIENTCODE and the VALUE is DB\00002. You have to select the field in the Filter Criteria and also choose a relational Operator. In the example above we checked "=" (the equals symbol). This symbol means the CLIENTCODE will be equal to the value selected i.e. DB/00002.

If the “Additional filter option” was not selected, we will continue with the details in the first screen and it will be as follows:

Detail: Select this option when you want much information about the outstanding balances for the selected period. Basing on the options selected in the first screen, you will generate a report that looks as follows:

View:  If you want to look at the soft copy of the amounts due report, then this option should be selected.

Print: If you want to look a hard copy (on paper) of the amounts due report, then this option should be selected.

Report PDF File Format: Select this option if the report to be generated is to be displayed in Portable Document File Format.

Report XLS File Format: Select this option if the report to be generated is to be displayed in Excel File Format.

Report DBF File Format: Select this option if the report to be generated is to be displayed in Database File format.

Create Graph: Select this option if the report to be generated is to be displayed on a chart.

Individual Loans Only: Select this option if the report to be generated is for only clients who have any amount due as individuals.

Group Loans Only: Select this option if the report to be generated is for only clients who have any amounts due and are found in groups.

All Loans: When this option is selected, the report generated will display all amounts due for both Individual loans and Group Loans.

All Pages : Check this option to print a report for all the pages of the amounts due report.

Pages : You can select a specific range of pages to be printed for the amounts due report.

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