To add a new individual client to the Loan Performer database, you first have to enter the clients basic data in the fields provided on the Individual Clients screen and then enter the client's detailed information under the following tabs:
The information could be obtained either directly from the client, or transferred from the individual client Data-Entry Form.
How to register individual clients
To register individual clients you go to Clients->Individual Clients and a screen like the one below shows up:
Note that you can also access the Clients menu by pressing Ctrl + I". and that the yellow fields in Loan Performer are compulsory. So you cannot save the client details without entering this information.
Branch: This is the code of a branch of your organization to which the client belongs, e.g., "KA". 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., "000016". The clients registration number will therefore be, "KA/000016" 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. .
Client Names: There are 3 fields for entry of the clients' names: First Name (compulsory), e.g. "Okello", Middle Name (optional), e.g., "Luke" and a Surname (compulsory), "Johnmary". Each of these fields can contain up to 30 characters.
If a client opens a joint savings account (an individual account with a co-holder) at your organization, this account should be in the names of only one person. E.g., Mr. and Mrs. Smith want to have a joint account. One of them should be entered as a client - account holder, the other should be indicated as a co-account holder on the Savings details page.
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. It is a compulsory field, and the date entered here should precede any transactions with the client.
Sex: A compulsory field, where you indicate your client's gender, choosing from options Female or Male in the drop-down box.
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.
Delete: Click on the delete command button if you want to delete a client
After entering client's information, press the Save button. The Registration Fees screen will be displayed:
Transaction No.: This read only field will automatically be populated with a transaction code, assigned by Loan Performer to every transaction, e.g., "208/000003". This code is a key control instrument in monitoring of transactions.
Date: This is the date of transaction. In this case, the date of payment of registration and/or stationary fees ,e.g., "01/01/2015".
Voucher: Enter the number on the document you issue in order to confirm the receipt of money, e.g.;."32566".
Registration /Stationary/Administration fees: Enter the fees you charge at registration of the client. to ease the mode of transaction, default amounts of the these fees can be set at System/Configuration/Register Part 1.
Please note that at data entry you will only be able to enter the amounts equal or higher than the ones that are set at Configuration. If you do not charge any fees at registration, just leave the amounts at zero. For zero amounts there will be no bookings made to the corresponding General Ledgers.
Select Cash Account: If you have previously, for each type of fee, defined your the Cash Accounts, select the appropriate cash account from the drop-down list box for booking of the fees. This is only important if you have activated the booking of financial transactions into General Ledger at System/Configuration/Accounting.
Click on the Save button to complete the client registration or on the Close button to exit without saving.
Please note that if you press the Close command button you will cancel all the client's data previously entered on the Individual Clients screen.
How to modify/delete the individual clients' data
To delete/modify the individual clients you go to Clients/Individual Clients and a screen like the one below shows up:
Click on the Retrieve command button and from the displayed window search and click on the name that you want to delete/ modify. The variables for the selected client will be displayed in the in the individual client text boxes. .
To modify the client details make the necessary changes and click on the Update button. To delete the client from the database click on the Delete button and repeat this for all clients that you need to delete\modify.
Note that it is not possible to delete a client, who had paid registration fees! You can only end the client's registration on the Other details page. Such client will no longer be considered as your current (active) client in the reports, and you will not be able to enter a loan application for him/her after the end of the registration.
