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Table of Contents (Online Help)

Issue Cheque Books

Loan Performer allows the user to issue Cheque books to its Clients for particular Savings Products. To do this you must have configured the Savings product to have Cheque books at Savings Accounts Settings.

Note:

1. Loan Performer allows you to offer current accounts with cheque books to your clients. The account holders will be able to withdraw money from their accounts or to pay third parties within the MFI. All you have to do is to create a savings product and indicate the product allows cheque transactions by activating the check box “Product has cheque books” under System Configuration/Savings/Savings Accounts Settings.

2. The charges for cheque books or cheque leafs and other cheque transactions are defined under the menu System Configuration/Savings/Savings Accounts Settings and the GL accounts on which these charges are booked are defined under the menu System/Configuration/Savings/ Savings GL accounts.

3. To issue a cheque book or a cheque leaf to a client, go to the menu Savings/Cheque Transactions/Issue cheque books or single cheque leaf. These cheques are for internal use within the MFI and don’t have to go through the clearing house of the Central Bank since MFIs and SACCOS are not regulated by the Central bank. The cheque transactions updates the account of the client immediately and there will be no need to clear the cheque.

4. To make a withdrawal using an internal cheque within the institution under the menu Savings/Savings Withdrawal - Transaction Information, the LPF user has to tick the option "Cheque", then enter the cheque number and the amount to withdraw if the bearer is the account holder. In this case the cheque is just like a savings withdraw slip. However, if the account holder is not the cheque bearer, then the third party has to take the internal cheque to the issuer's MFI to be paid. In this case the LPF user contacts the issuer before honouring it under the menu Savings/Cheque Transactions/Honour Cheque Payments (There must be sufficient funds in the account). Then the user makes a withdrawal by cheque if the beneficiary wishes to have cash or a deposit by cheque on to the beneficiary's account. In case of insufficient funds, you can dishonour the cheque under the menu Savings/Cheque Transactions/Stop Cheque

5. However, if it is an external cheque i.e if the MFI disburses a loan by cheque to a client from it's bank or if a client makes a loan repayment from his bank by cheque, then the bearer has to present the cheque to his bankers and wait for some days for the cheque to clear. At the clearing house of the central bank, the beneficiary's bank contacts the issuer's bank to clear the cheque once cleared, the LPF user will clear this cheque under the menu System/Cheque clearing (There must be sufficient funds)

6. Loan Performer allows cheque printing in batches. For example if you disburse loans to 100 clients every 10th of the month, you can automate the cheque printing. Do the disbursing to the clients before actually calling the beneficiaries and save the cheques as a batch file. The user with the appropriate access rights can then print all the cheques in the batch file at a go under System/Cheques awaiting printing. Ensure that the option "Activate cheque printing" under the menu System/Configuration/Design and print Cheques is ticked, otherwise, the cheques won't appear in the window.

7. Loan Performer allows you to design your own cheques and define the printer to use to print them under the menu System/Configuration/Design and print Cheques. LPF comes with a cheque template as a sample you can use and the designing is done inside LPF by clicking on the button "Modify cheque template" or outside in the LPF installation directory (C:\LPF816\External Files\Report Templates). Note that the actual cheque books are printed using a special printer outside Loan Performer. You need to find a service provider in this field. With Loan Performer, you only print the necessary information on the cheque leaf inserted into the ordinary printer such as the cheque beneficiary and the amount. For example Loan Performer allows you to disburse loans by cheque to your clients.

8. Note that to work with cheques in Loan Performer, you should have issued a branch cheque book under the menu Support Files/Branch Cheque Book.

9. In addition, you can consult at any time the report on issued cheque books under the menu Savings/Savings Reports/Issued Cheque Books Report.

10. All cheques internal and external must be cleared under the menu System/Cheque clearing.

Note that if you are to charge for the Branch Cheque book/cheque leaf once the option "Tracking of Savings at group member level" is activated and savings transaction entered into the system, the LPF user wont be able to deactivate the same option. The system returns a warning message.

How to Issue Cheque Books

To get to this menu, you go to Savings/Cheque Transactions/Issue Cheques books and a screen like the one below pops up:

• Search: Click on this button to select the Savings account for which you want to issue a Cheque Book. When the Search button is clicked a list of all opened savings accounts will be displayed as shown below.

Select the client Name or Savings Account Number that you wish to issue cheques to and click on the Pick command button.

• Client Name: The client name for the selected savings account will automatically be displayed in this field, e.g., "Michael Mukasa".

• Client Code: In this field, the client code will automatically show up for the selected savings account number, e.g., "DB/1/000001".

• Product: From the drop down menu, select the savings product. If the savings product has cheque books as set at Savings Accounts Settings then an extended Issue Cheque Books screen like the one below shows up.

Note that if the cheque book/cheque leaf are to be paid for, then you need to indicate the cost under configure System/Configuration/Savings/Savings accounts Settings. Remember also to specify the GL account under System/Configuration/Savings/Savings GL Accounts.

Click on the Add command button (the issue date and the cheque number range will be populated in the scroll space).

Also note that LPF allows you to print internal cheques under System/Print cheques but you need to have configured cheque printing under System/Configuration/Cheque printing.

Click on the Close command button. (The Cheque Book has been issued for this Particular Savings Product for the selected Client).

You can view a report on the issued cheque books at Issued Cheque Books Report.

Related Topics

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