Before you start entering the clients details, please, specify the location of picture files for the photos and signature at System/Configuration/General menu.
How to enter additional information to identify clients
To enter additional information for client identification you go to Client/Individual clients/Identification and a screen like the one below appears:
Branch: This is the code of a branch of your organization to which the client belongs, e.g., "TA". If there are no branches, it is the code of your organization. The branch codes are not modifiable and are assigned to the organization at licensing. Unless you have a corporate license or a license for centralized data administration, your choice will be limited to only one branch code. In the demo version of Loan Performer the branch code is the abbreviation DB standing for Demonstration Branch.
Reg. Code (Registration Code): The program automatically chronologically assigns a new registration code to every new client, e.g., "000012". The clients registration number will therefore be, "KA/000012" which is a combination of a branch code and the reg. code of six (6) digits,. This means that the maximum number of individual clients that can be registered is 999999.
Send to word: Click the "Send to Word" button and select the directory to where the word document containing the client registration details will be saved. This path should have been created under System/Configuration/Register Part 2.
Approved by: The name of the person logged in will appear in this field also as the approving person e.g. "Performer".
Approval date: The date the client was approved will appear here e.g. "21/10/2015".
Client Names: There are 3 fields for entry of the clients' names: First Name, can be optional e.g. "Mary", Middle Name optional can be left blank and Surname compulsory e.g "Jacqueline". Each of these fields can contain up to 30 characters. You can chose which name is compulsory or optional under the menu System/Configuration/Register Part 2 "Word to export client's data"
Title: This is a drop-down box with options like: Mr.\Ms.\Mrs.\Dr.\Hajj, etc. You can set these options the way it suits you at Support files\Name Titles menu and add/modify/delete them later.
Registration Date: This is the date when you register someone as your client e.g "21/10/2015". It is a compulsory field, and the date entered here should precede any transactions with the client.
Gender: A compulsory field, where you indicate your client's gender, choosing from options Female or Male in the drop-down box.
Retrieve: Click on the Retrieve command button and choose the client for whom you wish to edit the data
Client Exists: When entering a new client, you can always check if the same person or a client with similar characteristics does not already exist in your database.
Client is also a guarantor: Tick this checkbox if the client can stand in as a guarantor to other clients. If this checkbox is not ticked, he will not appear among the acceptable guarantors.
Client can buy shares: Tick this checkbox if the client is allowed to own shares in the organisation. If this checkbox is not ticked, he will not be able to purchase or sell shares to the company.
Member of a group: Click the drop down menu to display the groups and select the one that the client belongs this will save the user from registering the member independently from the menu Clients/group Clients.
Start of membership: Enter here the date when the individual client started his membership in the selected group.
Add Photo and Signature: You may want to verify your clients' identities by their photographs and/or signatures (it is essential if you are engaged in savings activities). For that purpose, catalogues, storing the files with photo images and signature samples of the clients must be maintained. These files should be the picture files of the following types: Bitmap (with extension .BMP), Device Independent Bitmap (extension .DIB), Graphics Interchange Format (extension .JPG), Joint Photographic Electronic Group (extension .GIG), Cursor (extension .CUR), Animated Cursor (extension ANI) or Icon (extension .ICO).
"Photo" and "Signatures" catalogues are created at the installation of Loan Performer and meant for storage of scanned photos and signatures of the clients.
Please note that your photo and signature files should be saved with the names of not more than 14 characters. We recommend to save them with the client's code followed by the first characters of the surname and an indication whether this is a photo or a signature file (see an example in the Configuration/General).
Reference Number: This could be a number or a code, used in your administration to identify the client in addition to the registration code given by Loan Performer (e.g., client's file number). You can successfully utilize this field if the numbering you use does not match the way Loan Performer does it.
Nationality: From the drop down select the nationality of the client being registered. The drop down contains all Nationalities that are contained under Support Files/Nationality
Documents The formats of all ID documents acceptable in your institution should be preset in the Support Files/Identity Documents menu.
Here you have to click on the "Documents" button and the screen below shows up:
ID Document: Select the ID document type from the "ID Document" drop down list box.
Date of Issue: Enter the "Date of Issue" e.g "03/12/2002"
Valid until: Enter date of expiry in the "Valid Until" date box e.g "31/12/2018".
ID Number: Enter here the ID Number.
Issued by: Enter here the authority that issued the document e.g "Toamasina".
Priority: Enter the Priority level of the document. That is the degree of importance the document carries if holder has several ID documents.
Area Name /code: Click on the Choose button to select the Area name and code of the client.
To update/delete record, click on the ID document on the list, make modifications in the text-boxes at the bottom of the page (if updating) and press on the corresponding button.
Note that all clients that qualify for Identity Cards should have their Photos and Signatures appended to their client records.
Press the button "Return" to go back to the client's screen.
Partner's Name: Enter the name of the client's partner or spouse here if considered necessary.
Next of kin: Enter here the name of the person who will have a claim on the client's account balance in case of death of the account holder.
