OPENCBS Microfinance Software User Guide

OPENCBS USER GUIDE 14.14
OPENCBS User Guide
Adaptive, open source software for microfinance
Updated for 14.14
Preliminary info:
This guide is a reference for the free core software OPENCBS and is the only document for that
purpose.
It gives an introduction to the modules and services that OPENCBS sells.
We recommend you follow along with this guide when first using OPENCBS. It is designed to give you a
comprehensive idea of how the software works in the shortest amount of time.
You will need the annexes to perform a complete implementation and configuration.
Our forum (“opencbs.freeforum.com”) may also be useful, especially for common troubleshooting
issues. Search previous threads or submit your own questions to the community.
To contact us, send an email to [email protected] or Skype us at info.opencbs.
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OPENCBS USER GUIDE 14.14
Table of content
1.
Get started ...................................................................................................................... 5
1.1
1.2
1.3
2.
Download & install OPENCBS ........................................................................................................... 5
Download Crystal Reports ................................................................................................................. 6
Start OPENCBS ................................................................................................................................. 7
First steps ....................................................................................................................... 8
2.1
2.2
Interface............................................................................................................................................ 8
Dashboard ........................................................................................................................................ 9
2.2.1
2.2.2
2.3
Alert System ................................................................................................................................... 10
2.3.1
2.3.2
2.4
3.
Purpose ...................................................................................................................................................... 10
Description and user guidance..................................................................................................................... 11
Configuration overview ................................................................................................................... 12
Client mapping (Know-Your-Customer) ........................................................................ 12
3.1
3.2
Individual, Solidarity Group (or simply “Group”), Non-Solidarity Group (NSG) and Corporate ......... 12
Data fields ........................................................................................................................................13
3.2.1
3.2.2
3.2.3
3.2.4
3.3
4.
Individual clients ......................................................................................................................................... 13
Solidarity Group .......................................................................................................................................... 14
Non-Solidarity Groups (NSG) ...................................................................................................................... 15
Corporate ................................................................................................................................................... 16
Additional fields ............................................................................................................................... 17
Loan Management........................................................................................................ 18
4.1
Product definition ........................................................................................................................... 18
4.1.1
4.1.2
4.1.3
4.1.4
4.1.5
4.1.6
4.2
4.3
Choose client and loan product ................................................................................................................... 29
Define loan details ...................................................................................................................................... 30
Advanced settings....................................................................................................................................... 31
Add guarantors and collaterals .................................................................................................................... 32
Credit committee ........................................................................................................................................ 33
Disbursement process ................................................................................................................................. 34
Loan cycle management ................................................................................................................. 35
4.3.1
4.3.2
4.3.3
4.4
Repayment Schedule .................................................................................................................................. 35
Repayments ................................................................................................................................................ 36
Events ..........................................................................................................................................................37
Special operations ........................................................................................................................... 38
4.4.1
4.4.2
4.4.3
4.4.4
5.
Main settings .............................................................................................................................................. 19
Fees ............................................................................................................................................................ 24
Exotic Installments ...................................................................................................................................... 26
Line of credit ............................................................................................................................................... 27
Guarantees ................................................................................................................................................. 28
Credit Insurance .......................................................................................................................................... 29
Loan Disbursement process ............................................................................................................ 29
4.2.1
4.2.2
4.2.3
4.2.4
4.2.5
4.2.6
Reschedule ................................................................................................................................................. 38
Manual schedule adjustment ....................................................................................................................... 40
Tranches ..................................................................................................................................................... 40
Write-off ..................................................................................................................................................... 41
Savings Management ................................................................................................... 42
5.1
5.1.1
5.1.2
5.1.3
2
Purpose ........................................................................................................................................................ 9
Description and user guidance....................................................................................................................... 9
Create/edit Savings products .......................................................................................................... 42
Main settings .............................................................................................................................................. 42
Transactions ............................................................................................................................................... 44
Fees ............................................................................................................................................................ 45
OPENCBS USER GUIDE 14.14
5.1.4
5.1.5
5.2
Overdraft .................................................................................................................................................... 46
Term deposit............................................................................................................................................... 47
Manage savings contracts ............................................................................................................... 47
5.2.1
5.2.2
5.2.3
5.2.4
5.2.5
6.
Create savings contracts ............................................................................................................................. 47
Perform operations ..................................................................................................................................... 50
Interest calculation...................................................................................................................................... 51
Overdraft and agios calculation ................................................................................................................... 52
Mandatory savings ...................................................................................................................................... 53
Collateral products........................................................................................................ 54
7.
Forms & reports ............................................................................................................ 56
7.1
7.2
7.3
8.
Internal Forms ................................................................................................................................. 56
Reports ........................................................................................................................................... 58
Customized reports ......................................................................................................................... 59
Extensions .................................................................................................................... 60
8.1
8.2
8.3
8.4
9.
Client mapping ................................................................................................................................ 60
Event fields ..................................................................................................................................... 60
Delinquency management .............................................................................................................. 62
Custom fields .................................................................................................................................. 64
Appendix 1: System requirements ................................................................................ 67
9.1
9.2
10.
Hardware requirements .................................................................................................................. 67
Software requirements ................................................................................................................... 68
Appendix 2: System Configuration ............................................................................... 69
10.1
Settings .......................................................................................................................................... 69
10.1.1
10.1.2
10.1.3
10.1.4
10.1.5
10.2
Configurations ................................................................................................................................ 76
10.2.1
10.2.2
10.2.3
10.2.4
10.2.5
10.2.6
10.2.7
10.2.8
10.3
11.1
11.2
11.3
11.4
11.5
12.
3
Configure branches ................................................................................................................................. 76
Economic activity..................................................................................................................................... 77
Regions, Districts, Cities ........................................................................................................................... 77
Funding lines ........................................................................................................................................... 77
Installment periodicity ............................................................................................................................ 78
Exchange Rate ........................................................................................................................................ 79
Currencies............................................................................................................................................... 79
Contract code ......................................................................................................................................... 80
Security Management ..................................................................................................................... 80
10.3.1
10.3.2
10.3.3
10.3.4
10.3.5
11.
General settings ...................................................................................................................................... 69
Other settings ..........................................................................................................................................71
Database control panel ............................................................................................................................73
Change application date ......................................................................................................................... 75
Language ............................................................................................................................................... 75
Roles, Users and Subordination ............................................................................................................... 80
Roles....................................................................................................................................................... 81
Users definition ....................................................................................................................................... 82
Audit Trail ............................................................................................................................................... 83
Change Password ................................................................................................................................... 84
Appendix 3: SQL Server (network) ............................................................................... 85
Download SQL Express ................................................................................................................... 85
Install your SQL Server .................................................................................................................... 85
Plug OPENCBS with your SQL Server ............................................................................................. 90
Use OPENCBS on a local network ................................................................................................... 91
Use OPENCBS online ...................................................................................................................... 91
Appendix 4: OPENCBS services .................................................................................. 92
OPENCBS USER GUIDE 14.14
12.1
12.2
12.3
12.4
12.5
12.6
4
Custom developments and configurations ...................................................................................... 92
Training and implementation .......................................................................................................... 92
Technical support ............................................................................................................................ 93
Software guarantee ........................................................................................................................ 93
Standard offer ................................................................................................................................. 94
Contact ........................................................................................................................................... 94
OPENCBS USER GUIDE 14.14
1.
Get started
1.1 Download & install OPENCBS
Download the ‘’.msi’’ file from the following address:
http://sourceforge.net/projects/OPENCBS/files/latest/download.
If you are using a 32-bit machine (x86), please follow this link:
http://sourceforge.net/projects/opencbs/files/opencbs-14.10/opencbs-14.10.835.e608813-releasex86.exe/download
Once downloaded, click the .exe to launch the setup and follow the default installation of the system:
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OPENCBS USER GUIDE 14.14
1.2 Download Crystal Reports
Crystal Reports is not strictly necessary to run OPENCBS, but it will allow you to export ready-to-print forms and
reports. Excel and Word forms and reports are also available. If you don’t think you need it now, go to 1.3
“Start OPENCBS”. Crystal Report Reader can be downloaded for free from the following links:
Crystal Reports Viewer 2013 x64
Crystal Reports Viewer 2013 x86
Make sure you download the version required by your operating system (x64 or x86). Once downloaded, unzip
it and launch the setup (click on the .exe), then follow the default installation (see the screenshots below). No
product ID is required because the software is free. However, if you want to create your own reports, you will
need
Crystal
Reports
Creator
available
at
the
following
address:
http://www54.sap.com/solution/sme/software/analytics/crystal-reports/index.html
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OPENCBS USER GUIDE 14.14
1.3 Start OPENCBS
Launch OPENCBS. If it is the first time you have done so, it should
automatically display “DemoDB”, a test database. If not, open the dropdown list under Database and click on DemoDB.
Enter “admin” for username and “admin” for password, and click “Login”.
The system is now ready to go.
Once you have configured your default database, the launch process will be
the same, but it will automatically show your work database. The databases
can be stored locally (like DemoDB) or on an SQL Server instance accessible
from multiple computers. You can learn more about this in 10.1.3 Database
Control Panel (p. 73) and 11. SQL Server (p. 86).
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OPENCBS USER GUIDE 14.14
2.
First steps
2.1 Interface
1.
2.
3.
4.
8
Operations Dashboard. Gives key performance indicators on risk and productivity for all or part of the
loan portfolio.
Fast menu access. Direct links to the most commonly used parts of the system.
Alert window. Displays and gives access to all the loans and savings requiring specific attention.
Top menu bar. Allows the user to access the whole system. Menu items are organized in this manner:
a. Configuration tabs:
i. Settings. General system parameters that are usually configured upon initial setup
and are rarely modified afterwards. They are configured to the laws and regulations
of the region where the company operates.
ii. Configuration. Includes settings more specific to the institution or office using the
system.
iii. Security. Where roles and user profiles are defined.
iv. Products. The most important step of system configuration. Here you configure your
loans, savings and collateral products.
b. Client and contract. Here you can create and search for every type of contract and client and
also reassign contracts from one user to another.
c. Extensions. Here you can find all available software extensions. Extensions that are included
in the free version are limited in functionality. Full functionality for extensions can be
purchased by contacting our commercial team.
d. Accounting. You can manually configure your accounting rules in the free version or access a
preconfigured integrated accounting module if one has been developed for you by our team.
e. Reports. The free version of OPENCBS includes standard reports that can be exported to both
Crystal Reports and Excel.
OPENCBS USER GUIDE 14.14
2.2 Dashboard
2.2.1 Purpose
The dashboard’s primary role is to give to loan employees a straightforward overview of key performance
indicators related to the portfolio they supervise.
Using filters, the dashboard also allows supervisors or managers to simply and quickly review the performance
of different offices, employees or loan products they oversee.
2.2.2 Description and user guidance
The dashboard includes:
1.
2.
3.
4.
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Header. The OPENCBS logo and links to useful services.
Filter. Filter the data displayed by branch, user and loan product. Use the filter by:
a. Refresh after selecting one specific portfolio portion.
b. Combine filters to search more accurately. Note: You cannot combine Branch and User
because users are not organized by branch.
Risk section.
a. 1st Chart. Displays the proportion (in amount) of the late portfolio (in red) in comparison to
one that is performing (in green).
b. 2nd Chart. Displays portions of the late portfolio defined by ranges. Please note that these
ranges can be modified in the database by OPENCBS upon request.
c. Table. Details the amount per different delinquency ranges as well as the number of late
clients these amounts represent.
Productivity section.
OPENCBS USER GUIDE 14.14
a.
b.
1st Graph. The number of disbursements performed in the previous 10 days for the selected
portion of the portfolio. If nothing appears, it means nothing has been disbursed in the last
10 days. In case disbursements did occur, blue bars will appear corresponding in height to the
number of disbursements.
2nd Graph. The evolution of the portfolio size (OLB) in the last 10 days. It starts at 0 and rises
or decreases depending on the growth or decline of the portfolio size. It calculates
disbursements minus capital repaid. In addition to the first graph, the second gives a clearer
idea of the actual growth performance of the portfolio, as often big institutions actually
disburse quite a bit while decreasing the sizes of their portfolios.
2.3 Alert System
2.3.1 Purpose
The role of the alert system is to notify the user of all contracts that require immediate attention. Details:
-
-
Late loan contracts in need of careful attention.
Loan contracts left in a temporary status:
Pending
Validated
Postponed
Savings contracts created but still pending.
Overdraft savings to be closely monitored.
This section is designed to enable operations employees to save time when performing actions on contracts.
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OPENCBS USER GUIDE 14.14
2.3.2 Description and user guidance
1.
2.
3.
4.
11
The loan and savings contracts are displayed line by line. You can see a contract’s details by clicking on
one. You can hide or unhide the window by clicking on the small bar on the right side of the window
and dragging it in the direction that the blue arrow points.
You can select the columns you want to appear in this list. You may choose between 10 information
fields related to contracts.
The filter located just below the displayed contracts enables you to search by contract code, client
name and loan officer name.
The bottom section allows you to filter the type of contracts you want to see by ticking or un-ticking
the options as you wish.
OPENCBS USER GUIDE 14.14
2.4 Configuration overview
Configuration is a lengthy but important process. We suggest you have a sufficient understanding of the system
before beginning a complete configuration. The DemoDB is preconfigured, and even if you are trying the
software with an empty database, you can use the software immediately while all options are set to default.
To perform a complete configuration, see 10. System configuration (p.69).
To begin with, you may want check out 10.1.3 Database control panel, 10.1.4 Change application date and
10.1.5 Language, as these are useful settings for testing purposes (p. 73).
3.
Client mapping (Know-Your-Customer)
3.1 Individual, Solidarity Group (or simply “Group”), NonSolidarity Group (NSG) and Corporate
You can access client data through the tab in the top menu bar called “Client and contract”, or from the
Dashboard menu on the left of the screen. Your options will be to “Create client/group” or “Search client”.
OPENCBS can track four (4) different types of clients:
1.
2.
3.
4.
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Individual clients. One physical person to whom you are providing loan and/or savings products.
Solidarity Group. A group of individuals to whom you are providing products. The contracts are not
given to specific members of the group, but to the group as whole. With loans for example,
repayments are always made in the name of the whole group. It is however possible to note what
portion of the product falls to which member.
Non-Solidarity Group. A group of individuals bound together by agreement, but who receive products
individually. This section can also be described as a batch contract management section.
Corporate. This is when you provide loan or savings products to a legal entity. The legal entity is
connected to individuals who are the corporate representatives of the legal entity.
OPENCBS USER GUIDE 14.14
3.2 Data fields
Each type of client has different default data fields:
3.2.1 Individual clients
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OPENCBS USER GUIDE 14.14
Default individual client data fields include:
1.
Client profile data fields











2.
First name
Last Name
Date of birth
Gender
ID Number
Economic activity
Loan Cycle (Automatically
calculated)
Head
of
household.
(Yes/No)
Place of birth
Father’s name
Citizenship
 Branch
Two (2) Pictures
3.
Primary and secondary address
fields






4.
5.
6.
Province, District, City,
Address
Zip code
Home type
Home phone
Personal phone
Email
Group to which the individual
belongs
Client location (See 8.1 “Client
location”
for
more
information)
Print option allowing you to
print
clients’
personal
information on single page
Mandatory fields are marked with asterisks. Click the Save/Update button to save what you have entered.
After saving the contract, a tab will appear at the top of the page where you can designate a loan or savings
product to this individual.
3.2.2 Solidarity Group
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OPENCBS USER GUIDE 14.14
1.






2.
3.




Group profile data fields:
Name
Meeting day
Date of establishment
Economic activity
Group cycle
Branch
4.
Two (2) Pictures
Home and secondary business
address fields

Province,
Address
District,
City,
5.
6.
Zip code
Home type
Home phone
Personal phone
 Email
Group members with group
leader marked in green
History sheet – A list of former
group members
Print button that can be used
to print internal forms
Individuals new or existing in the system can be added to a group. After saving, the Contract tab will appear at
the top of the page.
3.2.3 Non-Solidarity Groups (NSG)
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OPENCBS USER GUIDE 14.14
1.


Group profile data fields:










Name
Date of establishment
Group officer
Meeting day
Branch
Two (2) Pictures
Primary address
Province, District, City,
Address
Zip code
Home type

Home phone
2.
Personal phone
Email
Group members with the
leader marked in green
Loan sheet with all the loans
received by group members
Savings sheet with all the
savings received by group
members
Meetings. Group members’
attendance to each meeting
Print button to print reports on
NSG activity
3.
4.
5.
6.
Note: Loan and savings tabs will also enable you to batch manage products provided to NSG members via the
“Loans” and “Savings” tabs. This is a significant advantage of NSG clients.
3.2.4 Corporate
1.
16
Corporate profile data fields
 Name
 Date of establishment


4.
Personal phone
Email
Individual corporate contact to
OPENCBS USER GUIDE 14.14
2.
3.
 Abbreviation
 Short name
 Corporate cycle
 Branch
 Economic activity
Two (2) Pictures
Primary address




Province,
District,
Address
Zip code
Home type
Home phone
5.
be designated in the database
or added later
Print button for reports
displaying
corporate
information
City,
3.3 Additional fields
OPENCBS can add additional data fields for any type of information or client if and when you need more than
the default fields. Here are a few examples of additional data fields we’ve created:
Co-Applicant tabs. A simple list of additional fields to store information on individuals in charge of the loan
application for a corporate client.
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OPENCBS USER GUIDE 14.14
Client Monitoring tabs. Created to track staff visits to clients.
You can try out limited versions of these tabs through the Custom Events and Custom fields extensions (See
Extensions).
4.
Loan Management
4.1 Product definition
To add a new loan product or edit an existing
one, click the top menu tab labeled ‘’Products’’
and then select ‘’Loan products’’. Having done
so, you can see all of the loan products in the
database. Click ‘’Add’’ to create a new product,
or click “Edit” to modify an existing product. In
both cases, the product editor window appears.
The product editor window contains six (6) tabs.
Their content is detailed below:
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OPENCBS USER GUIDE 14.14
4.1.1 Main settings
Main product info
1.
In the Main parameters tab, you can adjust the following:
 Name. Name of the product. This will also be displayed in all reports.
 Code. Will appear wherever a contract’s code is listed.
 Installment type. Defined in Configurations->Installments periodicity.
 Funding line. Choose the funding line to which you want to attach your product. Choose ‘’No
funding line’’ if you are not using a funding line for this product.
 Grace Period. Define how many installments without principal repayment can be set at the
beginning of the loan cycle. You can define a range of values to then be chosen at loan
definition level by using the min/max cells, or if you want to define one value for the grace
periods of all loans of this type, fill the field located after ‘’or’’.
Note: A grace period is a period of time defined by a certain number of installments during which the clients
won’t have to repay principal, and in some cases, won’t even have to repay interest. This practice is usually used
by businesses that need some time to allow their initial investment to start generating revenues.
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OPENCBS USER GUIDE 14.14
Loan schedule with 2 months grace period on principal
Interest
This section enables you to define three (3) things:
-
Interest rate type. This section gives you the choice between at least three (3) modes of distribution
of the interest and principal over the repayment schedule:
 Flat (Fixed Principal, Fixed Interest). The interest and the principal to be paid over the
schedule are the same for each installment. The principal is equal to the amount disbursed
divided by the number of installments and the interest is equal to the amount disbursed
multiplied by the defined interest rate. As such, a flat interest rate is always equivalent to a
higher declining interest rate in terms of cost for the client.

20
Declining – Fixed Principal. The client pays the same principal on every installment, but the
interest declines as the OLB declines. The client will pay less at the end of this cycle than at
the beginning.
OPENCBS USER GUIDE 14.14
-
21

Declining – Equal Monthly Installments. The client pays less principal at the beginning than
at the end to compensate for the fact that interest will decline as the OLB decreases.

Customized schedule. If one of your schedules doesn’t fall into one of the categories above,
contact us and we’ll create a schedule tailored to your needs. For example, below is a flat
schedule with installment dates set to the last Sunday of each month.
Interest scheme. To activate this section, you first need to set the ‘’Accounting Process’’ option in
General Settings to accrual. This section will then ask you to choose which type of interest accrual you
want to use for your loan product. Four (4) types of calculations are available: Actual/360,
Actual/Actual, 30/360 or 30/Actual. The graph below explains the difference between these four (4)
types:
OPENCBS USER GUIDE 14.14
This graph shows how accrued interest is calculated using each of the four loan schemas for a loan with repayments on the
20th of each month.

-
In Actual/360, interest is accrued according to the real number of days in each month and
360 days in the year. In our case, that means that the accruals between a March 20th date of
last repayment and the end of month would be the real number of days (11 in this case)
divided by the number of days in a year (360 according to this model), multiplied by the
yearly interest rate (here 23%) and then multiplied again by the OLB at that time (OLB1). In
April, we would take 10 days instead of 11 as the month is shorter and the OLB would instead
fall into OLB2.
 In Actual/Actual, we consider the real number of days for both months and years. The
difference with the previous system is that we divide by 365 and not 360.
 In 30/360, we always consider there to be 30 days in a month. In the 30/360 example above,
we’ll accrue interest for 10 days of each month.
 In 30/Actual, we assume there are 30 days in every month, but the real number of days in a
year.
Interest over grace period. You can decide whether you want to accrue interest over the grace period
or not. If you don’t, the client will pay neither interest nor principal during the grace period.
Advanced options
In this section, you can adjust the following characteristics for your loan product:
-
Amount. The unique value or the range of values inside which any disbursed loan under this definition
will have to be.
Interest Rate. The unique value or range of values the interest rate can have for this type of loan
product. Important! The interest rate in our example is calculated per year.
Number of installments. The number of repayment in which the client will have to repay his loan.
Loan Cycle
By clicking the button to the left of “Advanced options”, you can define advanced parameters attributed to the
loan cycle of the client. Many institutions apply more flexibility in their loan products for clients who have
already been through a certain number of loan cycles.
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OPENCBS USER GUIDE 14.14
Once clicked, an additional window displaying the loan cycle settings will appear. You can attribute certain
options to specific loan cycles by doing the following:
-
-
23
If it is the first time you are using feature, you should choose ‘’New loan cycle’’ to configure a new
loan cycle (“1”).
You then need to adjust three things: “Loan amount”, “Interest rate” and “Number of
installments” for the number of loan cycles you choose. (“2” & “3”) You need to have at least the
loan cycle one defined for all three objects to be able to save a configuration (“4”).
To be able to save, you will need to configure all three options for at least the first cycle.
Here you will configure loan cycles in order (Loan Cycle 1, Loan Cycle 2, Loan Cycle 3 and so on).
The properties related to the latest loan cycle you define will apply for all subsequent cycles. For
example, in the image above loan cycle three is defined by loan amounts between 5000 and
20000, and all loan cycles greater than three will also share the same loan amount range.
OPENCBS USER GUIDE 14.14
4.1.2 Fees
Through this section you can define the fee structure of the loan product. Three (3) types of fees can be
configured here:
1.
2.
24
Entry Fees. They are applied to the loan at the disbursement level. You give these fees a
name and attach to them either a range of possible values or a fixed value like for previous
settings. Additionally, the ‘’rate’’ column enables you to define these fees either as a fixed
value (rate=false) or as a percentage of the disbursed amount (rate=true). Like advanced
options, these fees can also be configured according to loan cycles. For example, in the
screenshot above, we see that all loans with a loan cycle of 2 will be applied one starting fee
of 300 and one admin fee of 500.
Late fees. Late fees are applied to clients who make late repayments. They are accrued on a
daily basis as a percentage of the following loan parameters:
 Total Loan Amount
 OLB
 Overdue Principal
OPENCBS USER GUIDE 14.14
3.
4.
 Overdue Interest
Like with previous settings, the user can define either a range of values or a fixed value.
The global late fee consists of the sum of the four previous fees.
Fee grace period. You can define grace periods during which the client will not receive
penalties. For example, if this number is defined as three (3), then a client coming 1, 2 or 3
days after the planned repayment date will not receive a penalty. However, if the client is
four (4) days late, four (4) days of penalties will be applied.
Anticipated repayments. In case of payments before the expected date of repayment, the
system can charge the client an additional fee. These fees can be defined at the bottom of
the window:
 Anticipated total repayment. This is the amount charged if the client pays off his full
loan before the expected date. It is defined as a percentage of OLB closed off or as a
percentage part of the percentage not paid. In this example, the client is charged 1%
of all remaining OLB
 Anticipated partial repayment. This happens when the client pays only one portion
of the principal still expected to be paid. A fee is applied as a percentage of the OLB
at the moment of prepayment, as a percentage of the prepaid principal or as a
percentage of the interest that should have been paid. In the example below, the
client is charged 1% on the prepaid principal.
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Note: If the kinds of fees you use don’t correspond to the types described above, OPENCBS can customize the
system for you. Contact us for full details.
4.1.3 Exotic Installments
In next tab, you are able to define more ‘’exotic” schedules. By selecting ‘’Use exotic schedule’’ you can define
the loan schedule by how much of the total interest and total principal have to be collected at each installment
of the loan.
In the example above, we select a type of schedule called “Special 5 Installments” which has payments divided
up among five (5) installments. The schedule is then generated according to this rule. This type of product can
be especially useful for institutions working with agriculture workers or others who work seasonally.
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If you select the option ‘’Allow flexible schedule’’ you will have the ability to perform manual adjustment of the
schedule before disbursement similar to how you would manipulate an Excel spreadsheet.
4.1.4 Line of credit
The line of credit option enables you to disburse money to your clients in several tranches. If you select this
option, you will need to define the following three (3) parameters:
1.
2.
3.
Maximum number of tranches. The number of times you will be allowed to disburse additional money
to your client in addition to the initial disbursement. This would be twice in the example we’ve
provided.
Total amount of the line of credit. Define a fixed or range of amounts for your whole line of credit.
Tranche maturity. Allowed maturity of the additional tranches disbursed to the loan.
When modifying loans, you will have the capacity to add tranches to the loan through the repayment window
as you see below.
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4.1.5 Guarantees
Here you can define additional guarantees you will require from clients. There can be three (3) types of
guarantees:
-
Guarantor. An individual registered inside the database who guarantees a certain amount of a client’s
loan. In case of non-repayment, this person will help the client repay.
Collateral. A physical object (a car, house, gold, etc.) put up as a guarantee by the client. In case of
non-repayment, this asset could be sold to repay the loan.
Mandatory savings. Here, a client must have saved a certain amount of money before being able to
receive a loan.
In this window you can define guarantee requirements as follows:
1.
28
A guarantor or collateral should cover a certain percentage of the loan amount disbursed.
The client has a choice, but one must be chosen.
OPENCBS USER GUIDE 14.14
2.
3.
The client should cover X percent of his loan amount with a guarantor and Y percent with
collateral. In our example (50% and 50%), you don’t leave choice to the client, he needs both.
You require mandatory savings a percentage of the disbursed loan amount or as a fixed value.
4.1.6 Credit Insurance
On the final tab, you can define credit insurance to be paid by the client at the time of disbursement. You may
define a range of percentages of the possible disbursed loan amounts. If so, this amount will be taken as a
commission at the time of disbursement.
4.2 Loan Disbursement process
4.2.1 Choose client and loan product
Start by opening the profile of the client to whom you want to disburse a loan. Then go to the tab labeled
“Contract” and click the ‘’Add loan’’ button located on the right side of the window. All available loan products
will appear. Simply select the one you want to give to your client.
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4.2.2 Define loan details
Here’s where you will define the precise characteristics of the loan you will disburse to your client. These
characteristics are conditioned by the loan product parameters that you set earlier.
You should define:
1.
2.
3.
4.
5.
6.
7.
8.
Main characteristics: Amount, Interest rate, grace period and number of installments.
The loan officer that is in charge of this loan.
The disbursement date and preferred first installment date. If it is a loan with a declining
schedule, the interest payment will be impacted accordingly.
Attribute the loan to a funding line, choose the type of activity this loan is dedicated to and
add a comment if required.
Click “Preview” to see the schedule appear.
Check to make sure the schedule matches your expectations exactly.
Be sure that you have filled in all the mandatory custom fields you may have had specially
added to other tabs.
Click “Save”.
Note: If you enabled manual adjustment in the loan product options, you can make adjustments to the schedule
by clicking “Manual schedule”. You may modify Expected Interests as you choose and also Expected Principal
provided that the total amount remains equal to the disbursed amount.
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4.2.3 Advanced settings
If you chose to allow it when you set loan products characteristics, you may also define advanced settings for a
loan. If you did, advanced setting cells will appear with white backgrounds; if not, those cells will appear grey.
The following settings can be adjusted:
1.
2.
3.
4.
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The amount of the line of credit (LOC) available to the client and the percentage of credit
insurance that will have to be paid by the client at disbursement. In our example, just the
credit insurance can be adjusted between 1% and 3%. The LOC amount is fixed at one million.
The early and late fees for this loan.
The entry fees defined for this loan. Please note that these can be modified.
In case compulsory savings are required, the system will ask you to select the savings account
belonging to the client that will be attached to this loan.
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5.
A comment section for the credit agent to add any additional information to be transmitted
to the managers in charge of making a final decision on the loan.
Click “Save” to move on to the next step.
6.
4.2.4 Add guarantors and collaterals
If the loan product you have chosen requires either a guarantor or collateral, you will have to define what
those are:
Proceed as follows:
9.
Use the right side menu to add, modify, view or delete this item. The “View” option is to be
used to see information about the guarantee but don’t have not been designated the
ability to modify this information.
10. To attach a guarantor to the loan, you can either select an individual already existing in the
database by choosing the ‘’Search’’ option in the menu or adding a new individual by
choosing ‘’Add’’. Additionally, you will need to define what amount this individual
guarantees. You may also add a description of the relationship the guarantor has to the
client.
11. For collaterals, you simply fill the collateral indicators as they were defined in the Collateral
product section (see 4.1.5).
12. You will then see the guarantees appear in the table with the percentage of the total loan
amount they can cover. You should make sure these percentages are enough to cover the
loans as per the requirements defined in the Product settings.
Once this is completed, you can click on the “Credit committee” tab.
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4.2.5 Credit committee
The loan now has to be validated by the group or individual who act as the loan approval committee (Credit
committee).
13. To begin with, the status of a loan is set to ‘’Pending’’. After discussion among the credit
committee, the loan status will change to one of the following:
 Postponed. Will not be disbursed now, but might be in the future.
 Validated. Loan ready for disbursement. Go back to the “Loan details” tab to
confirm.
 Refused. The committee decided not to disburse the loan.
 Abandoned. The loan will not be disbursed for another reason not related to the
credit committee’s decision, for example if the client decides he doesn’t need the
loan anymore.
 Deleted. For test loans that shouldn’t appear in any report.
14. You must define the date of the loan approval committee’s decision (which cannot be after
the date of planned disbursement), the committee’s code and comments that explain the
committee’s decision.
15. You can print a committee appraisal document or any custom reports related to the credit
committee here.
16. Once completed these steps, you must click “Save” to save the decision of the loan
committee.
Note: If the committee changes its decision, the loan’s status can be changed again by clicking “Update” which
will appear after the decision has been saved once where the “Save” button was previously.
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4.2.6 Disbursement process
At last, to disburse the loan to the client you should return to the “Loan details” tab.
To confirm the disbursement:
1.
2.
3.
4.
5.
6.
7.
34
Click on “Disbursement” and the Disbursement window will appear.
Start by defining the method used to disburse the loan as cash, cheque, direct deposit, wire
transfer, debit card, voucher or savings.
Below you will see a preview of the Contract code, Funding line, Amount and Early fee to be
charged if the loan repayments are made early. Ensure that all these parameters are what
you want.
If you are authorized to, you can disable the Entry fee for this loan.
Add a comment on the disbursement process.
Before confirming the disbursal, you can print a disbursement receipt and a standard contract
form for the client. These documents can be customized upon request – contact us for a
quote.
Click “OK” to confirm the disbursement.
OPENCBS USER GUIDE 14.14
4.3 Loan cycle management
After disbursement, an additional tab labeled “Loan repayment” will appear. To test loan cycle management by
generating a mock schedule in the software, go to “Settings” (upper left menu) and click “Change application
date”.
4.3.1 Repayment Schedule
-
35
In this window you will see:
1. The current status of the loan with its currency, current OLB and remaining
interest due.
2. The loan schedule as it currently stands, with the repaid installment
highlighted in green, information on paid interests, paid principal, paid
date, late days and comments, all of which you entered when configuring
repayments.
3. Buttons enabling to perform repayments and other special operations
OPENCBS USER GUIDE 14.14
4.3.2 Repayments
When you click “Repay”, the following window will appear:
To perform a repayment, follow these steps:
1.
2.
3.
4.
36
Make sure that “Contract code”, “Name of client”, “Installment number” and “Date” are correct.
Please note that you can fully repay the loan by simply clicking ‘’Total repayment’’. Be sure to choose
the payment method used by the client.
Enter the amount the client is about to repay. A link below the field will enable you to automatically
retrieve the amount the client has to pay to return his or her loan to “normal’’ if it is a case of late
repayment.
Now you need to decide whether the system should recalculate the interest to be paid on the
decreased OLB or if the schedule should remain the same, as in the cases of “flat” schedules or
prepayments for loans with declining interests. See the two (2) examples above.
Here you see the repayment distributed between principal, interests, penalties and commissions. The
system will automatically suggest an amount as per the options you defined in “Products”. If
authorized to do so, you may disable this automated calculation and enter the amount manually. In
case the way you divide the amount between these categories is not covered by the default version of
our software, contact the OPENCBS team and we can customize it for you.
OPENCBS USER GUIDE 14.14
5.
6.
Add additional comments if required.
A preview will show the schedule as it would appear following disbursement. Once you’re sure
everything is correct, click “OK” to confirm the repayment.
4.3.3 Events
The events tab enables your back office to view a detailed history of operations performed on a loan.
The different features useful to your back office are as follows:
1.
2.
3.
4.
37
All events generated by the software can be seen here: “Date & Time”, “Entry Date”, “Type”,
“Principal”, “Interest”, “Commissions”, “Penalties”, “Overdue principal”, “Overdue days”,
“Cancelable”, “User”, “Exported date”, “ID”, “Installment number”, “Comment”, “Payment method”
and “Deleted”. Note that depending on the type of events configured, some fields will remain unfilled.
Events can be of several types: LOVE is disbursement, RGLE regular repayment. For a full list of events,
go to Accounting -> Accounting rules and choose “All”.
Deleted loans are highlighted in light green.
To delete the last event performed, click on ‘’Delete most recent event’’. An additional window will
appear where you can produce a preview of the schedule as it would appear following deletion of this
event. You can then add a comment if you like, and confirm. It is possible to delete several events if an
issue occurred in the few most recent repayments. However, for more complex schedule fixing, please
contact the OPENCBS Support Desk.
OPENCBS USER GUIDE 14.14
5.
You can also cancel a penalty here. Select the installment to which the penalty was charged and click
“Wave late fees”. It will delete the original installment event to which the penalty was charged and
create a new one with the penalty on principal or interest expunged.
4.4 Special operations
4.4.1 Reschedule
The rescheduling functionality allows you to change the active portion of the repayment schedule according to
new requirements.
The active portion of the repayment schedule is the remaining schedule of installments (those that have not
yet been paid). Rescheduling allows you to change the number of installments, change the interest rate for
those remaining installments, add a grace period or change the dates of installments as necessary.
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Click “Reschedule” to see the “Contract rescheduling” window:
In the default display, you will see the current repayment schedule and the controls to modify it. Those
controls are as follows:
-
New installments. Defines how many installments will be part of the active schedule.
New interest rate. Applies a new interest rate for the active part of schedule.
Grace period. Defines the number of installments with a new grace period.
Charge interest during grace period. Enable/disable the charging of interest during a grace period.
This is not applicable if there is no grace period.
Start date. Defines the date when you want to initiate the rescheduling, a date after which interest
calculations and the active portion of the schedule will change.
First repayment date. Date when the active portion of the schedule will begin. This option will affect
interest calculation for the first active installment; the system will calculate how many days between
Start date and First repayment date.
On the two screenshots above, a loan has been rescheduled from an active portion with three (3)
installments at a 36% interest rate to one with four (4) installments at a 40% interest rate that also has a
grace period.
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OPENCBS USER GUIDE 14.14
4.4.2 Manual schedule adjustment
If the “Reschedule” function doesn’t allow you to modify loan repayment schedules in the way you’d like, you
can manually change the schedule using “Manual schedule adjustment”.
You can modify the schedule manually the same way you would an Excel sheet. The only constraint is that you
must keep the total principal to be repaid equal to the total loan amount.
4.4.3 Tranches
This function is only enabled for loan products you have configured for credit lines.
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Adding a tranche works in a similar way to disbursing a new loan:
17. First, you define the amount of the tranche to be added to the existing loan. You choose
the number of installments and the grace period for the new schedule.
18. Select the interest rate of the tranche to be disbursed. You have the choice to apply this
rate to the remaining OLB from previous disbursements or not. If you select this option, the
interest will be applied to the whole OLB after adding the tranche. If not, the interests of
already disbursed tranches will remain unchanged. You may also define the method of
payment for the tranche here.
19. Enter the start date and date of first installment similar to how you did in “Disbursement“.
20. Preview how the schedule would look after adding the tranche.
4.4.4 Write-off
Any loan can be written off. By default, the write-off is set to ‘’standard’, however, OPENCBS can configure any
specific accounting rules related to write-offs that your organization has.
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5.
Savings Management
5.1 Create/edit Savings products
To create or edit a savings product, go to the top menu tab labeled “Products” and click ‘’Savings products’’.
You’ll then see a list of existing savings products appear. To edit a product, select it and click “Edit product”; to
add a new one click “Add” and then select ‘’Saving Book Product’’.
The Savings product creation window has five (5) tabs with descriptions.
5.1.1 Main settings
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OPENCBS USER GUIDE 14.14
Through the “Main settings” tab, you can adjust the main settings of a savings product:
1.
2.
3.
4.
Product identity.
- The name of the product to appear in reports and contracts;
- Product code that will appear in “Contract code” fields;
- Types of client this product can be provided to;
- Currency of this product.
Savings ‘’size’’
- Range of the initial amounts possible for the savings account;
- Range of balances possible for the savings account.
Interest
- Percentage of interest to be collected for every frequency period (defined
below) and the equivalent in interest rate per year.
Frequency
- Frequency of interest accrual, i.e. how often the client earns interest on his or
her savings. Accruals can be daily, weekly or monthly.
- Posting frequency at which the interest collected is posted back into the
account. This can be end of day, end of week, end of month or end of year.
- On what the interest calculation is based.
Note: The posting frequency is applicable only if the term deposit option is not activated, otherwise the “Term
deposit” rule will be applied.
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5.1.2 Transactions
In second tab, “Transactions”, you can make specifications for the transactions related to this savings product:
21. Deposits
 Specify whether the transactions will be in “Cash” or “Cheque”, or both.
 Define the minimum and maximum amounts of cash that can be deposited during a
single transaction.
 Determine fee amount to be charged on deposits.
22. Withdrawals
 Determine the minimum and maximum amounts allowed to be withdrawn during
one transaction.
 Set a fee amount or percentage charge on money withdrawn.
23. Transfer
 Set a range of amounts permitted to be transferred to another account in a single
transaction.
 Determine a transfer fee amount percentage for both inter-branch and intra-branch
transactions.
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5.1.3 Fees
The different types of fees that can be charged on a savings product are:
-
45
Entry fee. Charged when the first deposit is made into a new savings account.
Reopen fee. If the savings product has been closed and needs to be reopened,
this charge will occur at the point of reopening.
Close fees. Fee charged to close the account.
Management fee. Regular payment for the maintenance of the account.
OPENCBS USER GUIDE 14.14
5.1.4 Overdraft
On the “Overdraft” tab, you can set the following overdraft fees:
-
46
Fixed overdraft fees. Charged to the client when his or her account goes into
overdraft, i.e. from a positive to a negative balance.
Agio. The amount charged daily to the client as a percentage of the negative
balance of his account.
OPENCBS USER GUIDE 14.14
5.1.5 Term deposit
On the final tab, “Term Deposit”, you may decide whether you want to activate the term deposit option for this
product. Term deposits mean that funds in the account will not be available until the end of a set term. Here
you define the two (2) key term deposit parameters:
-
-
Number of periods. After how many periods of interest accrual the term will
end. In the screenshot, funds will be available after 30 days because the interest
period is daily.
Posting frequency. How often the accrued interest will be posted to the
designated account.
5.2 Manage savings contracts
5.2.1 Create savings contracts
Savings contracts are created through the ‘’Contracts’’ section of a client’s profile, the same as it was done for
loan contracts.
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After you select the type of product you want to provide to the client, the following window will appear:
Here you can choose the characteristics of the specific contract you want to a client.
1.
Main settings. In addition to what you defined when you created a savings product, you
may adjust the following:
-
48
Savings contract code. Automatically generated
Initial amount
Entry fees
OPENCBS USER GUIDE 14.14
-
2.
Savings officer (the user in charge of the contract)
Interest rate
Withdrawal fees
Fees and limits.
-
Transfer fees
Cash deposit fees
Close fees
Management fees
Overdraft fees
Agio
Reopen fees
Inter-branch transfer fees
Cheque deposit fees
On the right side of this section, you will find information on the amount ranges
allowed for different operations in the system as well as a reminder of the type of
interest accrual.
3.
Term deposits (if activated). You have the ability to define the specific characteristics of
this account’s term deposit:
- Duration of the term in number of period.
- Type of rollover. Two (2) options are available here:
- ‘’Principal’’. At the end of the term, the principal will stay in the balance
and keep accruing interest.
- ‘’Principal and Interest’’. At the end of the term, the principal and the
accrued interest will be reinvested into the account.
- Transfer to account. If you choose ‘’Principal’’ for the rollover, you will need to
select the savings account into which the accrued interest will be transferred at
the end of the term.
Click “Save” after you have adjusted all settings.
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The savings contract will be classified as ‘’pending’’ until you click “First deposit” and specify the initial amount
to be deposited into the account.
It is only after confirming the first deposit that the account will be officially open.
5.2.2 Perform operations
Use the buttons on the savings contract front page to perform one of the following operations:
-
-
-
-
Deposit. When the client adds money to the savings account, you may enter the
following information:
- Date
- Amount deposited
- Transaction fees
- Description
- Type of transaction. The method used by client to deposit the money
(Cash, cheque, withdrawal, direct debit, wire transfer, debit card)
Withdrawal. The client takes out money from the savings account.
- Same parameters as “Deposit”, except that transaction “Type” is not
required because the money is expected to be withdrawn in cash no
matter what.
Transfer. The client transfers a certain amount from his savings account to
another account.
- Same parameters as “Withdrawal, but you must choose the savings
account(s) to which the money will be transferred.
Special operation. This operation has to be defined in the ‘’Standard booking’’
section of Accounting before you will have the ability to do this in Savings
(please contact OPENCBS for more information about Accounting). It will debit
or credit a savings account a certain amount while performing the accounting
transaction you defined in ‘’Standard booking’’. Here you may enter the
following:
-
50
Date
Amount
Debit or credit
Description
‘‘To account’’, or the predefined bookings this transaction will perform
OPENCBS USER GUIDE 14.14
These operations will then be displayed in the “Events” tab of the savings contract.
5.2.3 Interest calculation
To generate interest accrual events, as well as overdraft, agios and management fees, you must perform
account closures.
If no term deposit is set, the system will accrue interest at the frequency defined before and post it directly
back into the same savings account at the posting frequency you decided on when you created in the savings
product.
In this example, the savings amount is 100000 with 1% interest accrued daily and posted daily.
In case term deposit is activated, process will be the same except that the interest accrual would be posted
back to another account at the end of the term period.
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In this example, 15000 was posted to this account on 01/06 as interest accrued on a term deposit account.
5.2.4 Overdraft and agios calculation
Overdraft and agio payments are also generated through closure and will appear in the “Events” tab:
The example above, no deposit was made into the account at the start, and the account went to overdraft
when the first management fee of 100 USD had to be paid. The system will charge an initial overdraft fee of 1%
and then an agio of 1% of the negative balance everyday thereafter, which is expressed in the series of events
displayed here.
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5.2.5 Mandatory savings
On the “Loan” tab under “Savings details”, you can see all the loans that are guaranteed by this savings account
as mandatory savings, if there are any:
If there are loans associated with the account, you will see a note labeled ‘’Available balance’’ below the main
balance of the account. “Available balance” is the amount that can be used by the client considering a portion
of the funds in the account is marked for mandatory savings.
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6.
Collateral products
To add a collateral product, select ‘’Products’’ from the top menu bar and choose “Collateral products”. You
will see a list of previously created collaterals. Select a collateral and click “Edit product” on the right to edit an
existing product, or click ‘’Add product’’ to create a new one.
Below is the “Add collateral” product window, which you can use to create a new collateral object.
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The “Add collateral product” window will allow you to define the characteristics of a collateral object you wish
to use as a guarantee for future loans.
You need to determine the:
1.
2.
3.
Name of the collateral product and a description providing some explanation of
the collateral.
Collateral characteristics (in a window that will appear after naming and
describing the collateral). Please note that “Amount” and “Description” are
mandatory fields that cannot be deleted.
There are five (5) types of characteristics you can define for a collateral:
- Number.
- String (text).
- Date.
- Collection (Multiple choice).
- Owner or an individual register in the database.
Choose the type characteristic you want, the specific name of the field and a
description to assist those who will enter this information into the system later on.
Once you have completed this, click ‘’Add property’’. You can also delete a property
if necessary.
4.
5.
This section is where you can add multiple choice items if you choose a
collection field. Enter the item name and choose either “Add” or “Delete” to
edit the list choices.
Click “Save” to confirm the creation of a new type of collateral.
Please note that OPENCBS can add collateral reports upon request that display a full list of collaterals
registered within the software.
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7.
Forms & reports
OPENCBS includes standard reports that can be exported through either Microsoft Office or Crystal Reports
Reader. Reports exported through Microsoft Office via Word or Excel are simple and easy to edit. Crystal
Reports Reader creates ready-to-print reports and is free to use (see 1.2).
7.1 Internal Forms
The OPENCBS software can produce basic operational forms such as receipts, ready for print contracts or loan
schedules. Customization of these basic forms can be made through Crystal Reports and Microsoft Word but
this will require knowledge of SQL. The OPENCBS team can fully customize these forms according to your needs
for an attractive price. Contact us for more information.
Internal forms are accessible via the “Print” buttons you will find on the tabs you use to perform everyday
operations.
Here are a few examples of basic, non-customized forms from both Crystal Reports and Microsoft Word with
descriptions:
Client Personal information. Found on the “Client
details” tab; displays the client’s profile as well as all
contracts open and closed on behalf of this client.
(Crystal Reports version)
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Contract History. Found on the “Loan details” tab;
displays a contract’s loan schedule and all events
attached to the contract. (Microsoft Word version)
OPENCBS USER GUIDE 14.14
Disbursement cash receipt. Found in “Loan details”;
provides disbursement information to keep track of
the disbursement event and/or give to the client.
(Microsoft Word version)
Individual loan agreement. Also found in “Loan
details”; produces a standard contract agreement
displaying the contract code, interest rate and all
other legal information to be shared with the client.
(Crystal Reports version)
Also available:







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Committee Appraisal. On the “Committee credit” tab. Allows you to display information related to
the credit committee and to track the reasons for its decisions.
Repayment receipt. On the “Loan repayment” tab. Provides detailed repayment information to be
signed by both the client and the cashier to be kept as a proof of the payment performed.
Repayment schedule. Also on the “Loan repayment” tab. Displays an updated schedule able to be
provided to the client.
Loan’s events. On the “Loan events” tab. Provides a full list of events having occurred with a loan.
Savings booking agreement. In “Savings details”. Produces all the requisite legal information to be
shared with client.
Cash receipt. Also in “Saving details”. Displays information on the last transaction performed.
Contract status. Also in “Savings details”. Displays a list of all transactions performed within the
savings contract.
OPENCBS USER GUIDE 14.14
7.2 Reports
Reports are used to export usable data from the database that the management team can analyze. You can
export data through Crystal Reports or Excel. Excel gives you more tools to analyze the data, while Crystal
Reports usually exports ready-to-print sheets. The free version of OPENCBS includes nine (9) reports from
Crystal Reports and seven (7) from Excel.
Reports are accessible through the top menu item labeled “Reports”. Here are some examples:
Active loans report. Loans grouped by product,
type of business, loan officer, size, etc… (Excel
version pictured)
Client information. A list of clients with all available information
on them. (Crystal Reports version pictured)
OLB and LLP (Loan Loss Provision). A list of all
loans with their LLP at a certain point in time.
(Excel version pictured)
PAR analysis. Statistics displaying of the portfolio at risk
grouped by loan officer, branch, product, etc… (Crystal Reports
version pictured)
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OPENCBS USER GUIDE 14.14
Repayments. A list of all repayments performed
over a certain period of time. (Crystal Reports
version pictured)
Other reports:




Closed contracts. Lists all contracts closed during a certain period.
Delinquent loans. Lists all delinquent loans at a certain moment in time.
Collection sheet. Lists all installments supposed to be repaid during a certain period.
Disbursements. Lists all disbursement events performed during a certain period.
7.3 Customized reports
In addition to the reports listed above, OPENCBS can develop any additional reports you may need. As long as it
is saved somewhere within the software, we have the ability to extract and process data into the kind of report
you need.
Furthermore, if you have knowledge of Crystal Reports, you can create your own reports using SQL Server
Management Studio and Crystal Reports Designer.
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8.
Extensions
In the Core version, five (5) extensions are available for free for 30 days. They are accessible through the
“Extensions” menu item. Extensions include: “Client mapping”, “Custom fields”, “Custom events”, “Task
management”, “Delinquency management”, “Fast repayment” (otherwise known as “Batch repayment”),
“Operational accounting”, “Accounting integration” and “Document tracking”. The last three require
configuration by OPENCBS on a client-by-client basis before using.
Extensions are purchasable on a monthly or yearly basis. You can pay for a specific extension or get access to all
extensions by upgrading to our “Professional” or “Business” offers.
8.1 Client mapping
See all your clients’ addresses recorded in the system displayed on a Google Map.
If you want to use more sophisticated maps, for example maps that filter by type of product, activity, facility or
delinquent clients, OPENCBS can customize mapping reports to suit your needs.
8.2 Event fields
In many microfinance institutions, regular monitoring or trainings are performed by operations staff members
to ensure to ensure client follow-up, risk control and a high quality portfolio. However, enforcing monitoring or
training policies is not always easy. OPENCBS’ “Event fields” allow you to track events that are not directly
related to the repayment schedule.
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1.
2.
3.
4.
Events can be added to any part of the software. Choose where (individual, group,
legal entity, loan, savings or somewhere else) and what you want to track with the
new event.
In the above example, there are listed the different types of events that have been
created for the “Monitoring” tab. In the example, we are tracking monitoring and
training events in which a client has participated.
By selecting the event you want to modify or by adding a new type of event, you
reach this window where you see the name and options specific to this event. You
can add new options or edit existing ones.
It is in this section where you can define the type of data you want to collect for
events. The “Custom events” extension works similarly to “Custom fields” which will
be dealt with following the next section, “Delinquency management”.
After you create an event or events, an additional tab(s) to record events information will appear in the
relevant parts of the software.
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In this example, you can see tracking of training events that a client attends.
8.3 Delinquency management
Delinquency management is one of the most important tools available to microfinance institutions. Risky loans
must be followed closely to maintain the overall quality of the portfolio. The “Delinquency management”
extension gives you the ability to track delinquent loans and all the actions that have been performed by your
operations team to control delinquency in one convenient location.
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1.
In the main section, you will see all of the contracts the delinquency management extension is tracking
and the events associated with each. The contract “Code” appears in the left column, while the other
columns display information on the events related to each code. That information includes:
-
Date and time of the event
Late amount (at the time of the event)
Late interest (at the time of the event)
Late days (at the time of the event)
Description of the event
Person in charge of the delinquency follow-up
The most recent events appear at the top. Thus, you can easily see how delinquency has evolved through
the actions performed by the relevant employees. You can hide old events by using the small ‘’-‘’ sign on
the top of the window.
2.
To add or delete a contract:
This list of contracts will appear. You can put them in alphabetical order by name by clicking on
“Client” over the relevant column. Select the contract you want to add to the extension and click
“Save”.
63
3.
To add an event, select the contract to which you want to add an event to and click “Add event”.
4.
Here you can enter a description of the event you want to track and determine the employee in charge
of it. Click “Save” to add the event.
Click “Print” to export the data to Excel.
OPENCBS USER GUIDE 14.14
8.4 Custom fields
The “Custom fields” extension enables the user to supplement any additional data fields to those available in
the software by default.
Appearance
Configuration
-
64
In Section 1, “Fields’ location”, select the tab corresponding to the part of the software where you
want your new data field to appear. We want the field to appear in “Person” in the example above.
You will then see a page with a Section 2, “Saved fields” which contains a list of previously created
fields (if you’ve created any).
OPENCBS USER GUIDE 14.14
-
-
65
Click “Add” in the upper right-hand corner of the window to open the “Custom field editor”.
In the “Custom field editor”, you may:
o A. Write the name of the custom field you want to see appear. In our case, “Situation Socioeconomique”.
o B. Choose the tab in which you want it appear. This will be empty if you’re using the software
for the first time. If so, type the name under which you want the tab to appear in the system.
In our case, we’ve chosen ‘New custom field’’.
o C. Choose the type of info you want to track:
 Boolean (Yes or No)
 Number
 Text
 Date
 List (multiple choice)
 If you choose “List”, an additional section will appear below allowing you to
configure the items on the list. Use the “Add” and “Edit” buttons to
configure these choices.
 Person (connection to an individual already recorded in the system).
o D. You can define the fields as either mandatory or unique:
 Mandatory- The software will prevent you from saving the client, loan product,
savings product or whatever else you were creating if this field isn’t completed.
 Unique- The system will prevent you from having two clients, loan products, savings
products, etc. with the same information in this field.
 Important: Be cautious before using either of these options as they can be quite
restrictive if you want test your database without having to enter a multitude of
custom fields.
o Click “OK”. The custom field will now appear in the software where you specified.
Later on, you can delete or move the field up or down in the list by selecting it and using the buttons
marked by “Section 4. ‘Delete, up, down’”.
OPENCBS USER GUIDE 14.14
Use
When you access Savings you will now see an additional tab called ‘’Savings info’’ with one multiple choice
dropdown button labeled ‘’Quality of client’’ and one other Boolean field labeled ‘’Married’’.
You can save your data related to savings here and then easily extract this information from the database via
customized reports.
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9.
Appendix 1: System requirements
9.1 Hardware requirements
OPENCBS requires only basic hardware to operate. OPENCBS will run on most Windows systems. However,
we advise you to increase your computing capacity progressively depending on how you use the software.
OPENCBS suggests three (3) types of configuration:
Minimum hardware set up Standard hardware set up Recommended hardware set up
# clients
< 5000 clients or 500
groups
< 20000 clients or 2000
groups
Any size
Simultaneous
connection
<5
5-15
More than 15
Any computer connecting
Central head office server
Recommended remotely to the database
Local server hosting database containing all databases of the
use
(DB) or for very small DB
institution
hosting
•Standard CPU
•Operating System:
Windows XP / Vista /
Windows 2003 Server /
•Standard CPU
•Standard CPU or blades for
Windows 7 / Windows 2008 •Operating
server setup
Server (32bit and 64bit)
System: Windows 2003
•Operating System: Windows 7 /
•At least 1GB of disk space Server / Windows 7 / Windows
Windows 2008 Server (32bit and
for installation and
2008 Server (32bit and 64bit)
Requirements
64bit)
database
•At least 5 GB of disk space
•At least 10 GB of disk space
•Minimum 1.6 GHz
in 256GB HDD
in 256GB SSD
processor (recommended • Intel I3 or I5
• Intel I7
dual core 3 GHz or higher) •RAM: 4 GB
•RAM: 8 or 16GB
•RAM: 2GB minimum (3GB •2mbps network connection
recommended)
•512kbps minimum
network connection
OPENCBS recommends your hardware be sufficient for your use of the software:
If you and your staff will connect remotely to the server to enter information into the system, only the
minimum hardware set-up is required. However, your internet or internal server connection should be good
enough to enable smooth use (512k recommended).
If your institution will host the database itself and perhaps allow a few users to connect remotely, we also
recommend your hardware meet the minimum requirements.
For a centralized server to which all your offices will connect, we advise you to have at least the standard
hardware set up (middle column) or even the recommended hardware set up (right column).
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9.2 Software requirements
To get full potential of OPENCBS, you need to be sure to install it on your computer:
Database engine
For use on a single computer, the database will be handled locally inside the software.
If several computers will work with the same database you will need:
-Database one (1) gigabyte or less: SQLServer Express, (2012 or 2008) which is free.
-Database over one (1) gigabyte (more than 100,000 clients): SQLServer Standard, which is premium.
Report displayer
Crystal Reports Viewer 2012
Microsoft Office Suite. (Word and Excel)
More
.Net Framework 4.0
Windows XP / Vista / Windows 2003 Server / Windows 7 (recommended) / Windows 2008 Server (32bit and
64bit).
SQLServer Management Studio (required for database management tasks).
The latest version of OPENCBS should always be used!
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10.
Appendix 2: System Configuration
This section is dedicated to system configuration. It follows the structure of the system explaining the
configuration options available in the tabs ‘’Settings’’, ‘’Configuration’’ and ‘’Security’’
10.1 Settings
10.1.1 General settings
Settings
Accounting process
Allow multiple groups?
Allow multiple loans?
Create automatic IDs?
Choice
Cash/Accrual
Yes/No
Yes/No
Yes/No
Mandatory city?
Yes/No
Maximum client age
Number
Minimum client age
Number
69
Description
If Cash: The system doesn’t accrue any
interest or penalty. A client pays only what is
within the repayment schedule.
If Accrual: You can use the “Closure” section
in the “Accounting” menu tab to generate
interest and penalty accrual events and also
configure the custom accrual accounting
system. Generated accrual events can be
used in reports.
If “Yes”: An individual can be in several
groups at the same time.
If “No”: An individual can be in one and only
one group.
If “Yes”: Individuals, solidarity groups and
legal entities can have as many loans as you
choose.
If “No”: Individuals, solidarity groups and
legal entities can have one and only one
active loan at a time.
If “Yes”: When saving a loan for an individual
client, the software will automatically attach
a unique ID which is a simple number related
to its position in the database to the client.
If “No”: The ID number must be entered by
the operator. It can then be used to record
any type of number related to the client,
such as passport number.
If “Yes”: You will have to select from a
predefined list of cities when setting
locations.
If “No”: You may manually enter any cities
you wish.
Clients with ages above this number cannot
be saved within the software.
Clients with aged below this number cannot
be saved within the software.
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Name of
country
Country
Skip
non-working
days
scheduling repayments?
when
Yes/No
Enforce ID pattern?
Yes/No
Maximum group members
Minimum group members
Number
Number
ID pattern
[A-Z]{2}[09]{7}
Push planned events before or after
“off” days?
Yes/No
Number of interest rate decimal places
Number
Maximum number of loans covered by
a guarantor
Number
Institution name
Name of your
institution
Maximum members in a NSG
Number
Minimum members in a NSG
Number
Decimal punctuation
“Thousands” punctuation
“,”/”.” or any
other symbol
“,”/“.” or any
other symbol
Choose your pending savings mode
Multiple
choice
Timeout when loading reports
Number
Savings code template
Use Mandatory Savings accounts?
70
IC/BC/CS/ID
Yes/No
The country where you operate. This info can
be used in reports.
If “Yes”: Schedule calculation doesn’t take
weekends or holidays into consideration.
Installments can occur on weekends or
holidays.
If “No”: Weekend and holiday installments
are pushed to the next working day.
If True: The ID pattern option defined below
in “ID Pattern” must be followed.
If “No”: You can enter any ID type.
Maximum members in a group.
Minimum members in a group.
You can define the type of ID information
used in the software. This can be used if you
want to ensure that all your operations staff
members enter ID information according to
the standard types of ID numbers in the
country where you operate.
A-Z]{2}[0-9]{7} means 2 big letters characters
followed by 7 figures.
[0-1]{3} [A-Z]{2}[0-9]{7} would mean 3
figures which could be 0 or 1 only followed
by 2 letters followed by 7 figures.
If “Yes”: In case of a day off, the planned
event is set after the off day(s).
If “No”: In case of a day off, the planned
event is set before the off day(s).
The maximum number of decimal places that
an interest rate can be taken to.
The maximum number of loans a single
guarantor can guarantee.
The name of your institution to be displayed
in reports.
The maximum numbers of members allowed
in a non-solidarity group.
The minimum number of members allowed
in a non-solidarity group.
The symbol you want to as decimal points in
displayed numbers (for example, 1,0 or 1.0).
The symbol you want to separate
“thousands” (for example, 1,000 or 1.000).
Choose the type of payments that can be set
as pending in savings before being
confirmed.
Maximum time in seconds the system can
take to open a report before displaying an
error.
Format generated automatically for savings
codes. Contact the OPENCBS team for
customization.
If “Yes”: A savings account is automatically
created for every client registered in the
system. It allows special customization at
OPENCBS USER GUIDE 14.14
Skip weekend day 1?
Skip weekend day 2?
From 0 to 6,
0=Sunday,
6=Saturday
From 0 to 6,
0=Sunday,
6=Saturday
repayment level, such as automated
repayment of loan from savings account or
customization of repayment methodology.
Consult the OPENCBS team for more details.
If “No”: No savings account will be
automatically generated.
The first weekend day that will be skipped if
“Skip Weekends and Holidays When
Rescheduling Repayment?’’ is enabled.
The second weekend day that will be skipped
if “Skip Weekends and Holidays When
Rescheduling Repayment?’’ is enabled.
10.1.2 Other settings
Three other tabs enable configuration in addition to the three dealt with in the previous section.
Provisioning rules
The window (1) displays the provisioning rules
enabled in the system. These are rules taken into
consideration when you are opening the standard
report called OLB and LLP. These rules can also be
used inside any custom report. Some provision
rules appear by default in the system.
Provisioning rules can be defined on OLB as well
as on expected interest and penalties.
To set your own rules, you should first select the
lines you want to modify. Then use the fields at
the bottom of the window (2) to change settings.
When you are finished, click ‘’Save’’ to update the
rules.
Note: Be careful when setting ranges to ensure there is no overlapping. For instance, 30-60 and 61-90 are
correct ranges; however, if you enter 30-60 and 60-90, loans late by 60 days will appear twice in the OLB and
LLP report which will give an incorrect total.
Holidays
Section (1) displays public holidays and their
dates. These dates will be automatically skipped
by the system while generating schedules. In
case a holiday is added after contracts are
already in the system, the system will
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automatically move the installments initially planned for that day earlier or later.
Section (2) enables you to add holidays. Select the date, enter a description and validate by clicking “Save”. In
case of a mistake, delete and reenter the holiday.
Note: For unexpected schedule changes, we advise you to make these entries before you start operating and
that you make sure to update them regularly.
Loan Scale
On the “Loan scale” tab, you can define the ranges of loan amounts you want to see used to display
information about your portfolio at reporting level. Among the nine (9) standard reports, these ranges will be
displayed in the active loan report only. These ranges can be used in any other report you would like OPENCBS
team to create for you.
Import/Export general settings
Please note the “Import” and “Export” buttons at
the bottom of the “Loan scale” window. You can
export settings to a Visual Studio file and then
import it back to another database and thereby
save a significant amount of time configuring
several databases. You should first select the
settings you wish to export (1) and then choose
the place to where you want to export this file (2).
To import, you should select the Visual Studio file
saved on your computer
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10.1.3 Database control panel
This section is used to perform operations related to the database such as restoring, creating or upgrading a
new database or connecting to another instance of SQLExpress.
Go to Settings>Database Control Panel to open this window:
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OPENCBS USER GUIDE 14.14
1) List of your databases, click to select one.
2) Create new database.
3) Control buttons:
1. Set as default. The system will now directly open on the selected database.
2. See details. Provides more information on the characteristics of a database and allows you to upgrade
databases. This is what you will need to do if you just restored a database that was running on a
previous version of OPENCBS (or even Octopus):
3. Restore. Fill the selected database with data you have previously backed-up (.zip file).
4. Backup. Exports your current data to a .zip file inside any folder you choose.
4) Launch OPENCBS. Launches the software using the selected database.
5) Change SQL Server settings. In the top left of the window above you can see the SQL Server. In this
instance though, the LocalDB is listed as the server even though it is not a true server.
If you click “Change”, the following window will appear:
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OPENCBS USER GUIDE 14.14
1.
2.
3.
This is where you enter your SQL Server instance name if you want to use one. To learn more about
SQL Server installation, please see 11. SQL Server.
Here you will also find the login and password of your SQL Server instance.
If you don’t want to connect to a server, you can choose “LocalDB”.
The difference between LocalDB and having a SQL Server is that with LocalDB you cannot connect via either a
local network or the internet. It’s for using the software on a single computer.
10.1.4 Change application date
This function enables the user to visualize the data in the system as if the
date was different. Select the date and click “OK”. Your alerts will be
automatically updated, you can refresh the dashboard to see the changes
there, and if you open a loan schedule, repayment schedules will be
displayed taking into account the events that occurred before the
application date you have just set.
Warning: This feature is useful for a manager to go back in time to see
the system as it stood at some point in time in the past.
10.1.5 Language
OPENCBS is available in five (5) languages: English, Russian, French,
Spanish and Portuguese. The user can switch
from one language to another by using this
menu option. The system will automatically
restart and reopen using the new language.
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10.2 Configurations
10.2.1 Configure branches
Several offices can be managed within the same database. For this, you need to configure branches. You will
then have the capacity to move software users to different branches and see specific reports for each office.
1.
2.
3.
76
The “Branch” window displays the branches already entered into the database. It displays the name of
the branch and the branch code that appears as part of your contract codes. It will also display branch
addresses that can be used on internal documents such as contracts or receipts and a description box
where you can enter any additional information you want.
Clicking “Add” on the right side of the window, this window will appear allowing you to create a new
branch.
After creating a branch, you have the ability to preconfigure the accounting rules related to payment
methods for each branch. You can then different cash desk settings for different branches when you
edit your “Accounting” settings later.
OPENCBS USER GUIDE 14.14
10.2.2 Economic activity
This window allows you to enter the economic activity of your
clients. This information will be attached to the client profile
and can then be used in reports. You can define categories by
clicking “Add” and sub-categories by selecting one existing
activity and then clicking “Add”.
If you are working with a significant number of activities,
contact us and we’ll help you import them automatically.
10.2.3 Regions, Districts, Cities
In this section, you define the geographic location of your
operations. OPENCBS uses three (3) defaults geographic levels:
Regions, districts and cities.
The window displayed here allows you to add, delete and edit
the geographic locations of your clients. If your database is
empty, the locations you add will first show up as “Regions”. To
enter districts, you should first select the province in which you
want to add this district. To enter cities, you should select the
district in which the city is located.
If you are working with a significant number of locations, contact
us and we can help you import your list of regions, districts and
cities.
10.2.4 Funding lines
The funding lines feature helps you track the origin of the money that finances your loan activity. This is often
required by financiers who want to see the type of loans they back financially. This section enables you to
define the funding lines, their amounts and periods.
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OPENCBS USER GUIDE 14.14
1.
2.
3.
4.
Enter the name of your funding line as well as the code of this funding line. The code will appear when
you will have to choose a funding line when you disburse funds to a client. Both name and code can be
used in reports. You can also apply a currency to your finding line if you are using the software in
double currency mode.
Define the beginning and ending date of your funding line. This is the period during which loan
disbursement will be attached to this funding line.
Here you can find the initial amount of the funding line, which is the total ‘’external’’ amount credited
to this funding line. This is only money coming from outside the organization; it doesn’t include the
amounts repaid and credited back to this funding line.
Here you will see all of the credits and debits that have occurred on the funding line. These operations
will be one of the following:
 Entry: Initial crediting of the funding line.
 Commitment: Amount promised to one specific loan.
 Disbursement: The amount officially attached to one specific loan.
 Repayment: The principal or the principal + interest repaid on the loan returned to the
funding line (configurable through “General
settings”).
To repeat, the funding line must be chosen at the
time of disbursement in the “Funding line” tab. If
you don’t want to attach a loan to any funding
line, simply keep the loan on set to ‘’No funding
line’’.
10.2.5 Installment periodicity
The software includes three (3) default types of
periodicity for loan and savings installments: monthly,
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OPENCBS USER GUIDE 14.14
weekly and daily. This section enables you to add any other type of periodicity you want.
Create the name of your periodicity, choose how many months and days long these installments will be and
validate.
These installments will be available when you create a new loan product.
10.2.6 Exchange Rate
If you use two currencies, the exchange rate between these currencies must be defined for every day on which
you would like to display converted amounts.
This can be done in the following way:
1. A graph displaying the evolution of
the interest rate during the selected time
period.
2. Place where you enter the exchange
rate.
3. Place where you enter the date for
which you want to define an exchange rate.
4. A list of existing exchange rates by
day.
OPENCBS can automate this in such a way
that the software finds the exchange rate daily
from some defined external source. Contact us
for more details.
You can then choose the currency for which you have established an exchange rate when you create a loan or
savings product or when you open a report.
10.2.7 Currencies
OPENCBS allows you to configure two (2)
currencies. To do this, you need to enter the
following:
1.
2.
3.
4.
79
Name. Name of the currency.
Code. Code of the currency which will
show up next to currency amounts in
the software and in reports.
Pivot. The pivot currency is the base
currency you will use in the software
when you enter amounts.
Swap. This option allows you to
choose the direction in which you will
OPENCBS USER GUIDE 14.14
5.
define your exchange rate. If swap is true for currency X and false for Y, the exchange rate will be
defined as 1 X= the number of Y. In other words, do you want to say 1 USD= 50 INR or 1 INR=0.02
USD?
Use cents. Whether cents will be used for this currency.
Currencies can be edited later on by clicking “Update”.
10.2.8 Contract code
The software allows you to customize contract codes by the
types of information that show up in the code. By default, the
contract code includes “Loan cycle”, “Client ID” and “Contract
ID”. You may add:
1.
2.
3.
4.
5.
6.
Contract code name
Branch code
District name
Year of disbursement
Loan officer name
Product code
If you would like a contract code that uses some other identifier or
that is ordered in a different way, OPENCBS can customize any type of contract code pattern for you. Contact
us for more information.
10.3 Security Management
10.3.1 Roles, Users and Subordination
Security management in OPENCBS
works via a series of roles, users and
user definitions.
Each employee in your institution will
have a role, and this role will have
specific rights inside the software,
including rights to access some
specific functions and to perform
certain tasks. These rights will be
defined according to the internal
policies of your institution ensuring
tight control over the quality of the
data in the system.
After creating roles, you need to create user profiles. These will include information on each user, his/her
credentials and the role each will have in the system.
Finally, you must define the users’ position in what is called
the “Subordination structure”. This is where you determine
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OPENCBS USER GUIDE 14.14
which employees will be this user’s subordinates and from which branch this user will operate. This function
ensures that each user only sees and interacts with the portfolio he or she supervises.
Most institutions define roles according to positions in the company: Cashier, Loan Officer, etc…
OPENCBS can customize the security system if specific needs are not covered by what’s included in the
software.
10.3.2 Roles
Roles are defined via the window below:
1.
2.
3.
81
This main window displays existing roles and their descriptions. By default, the system includes five (5)
roles: “Admin”, “Cashier”, “Loan officer”, “Super administrator” and “Visitor”, each having a different
level of authorization. You need to select a role to see its authorizations.
Authorizations are organized in two (2) tabs. In the first tab, you define access to different software
sections. The items in this menu are exactly like same as the items on the top menu bar of the
software. By un-ticking items in this list, you block access to those system functions for this user.
In the second tab, you can authorize certain actions for the user with this role. This list includes most
of the actions possible within the software. Tick or un-tick the appropriate lines to allow or forbid an
action. If an action is forbidden to a user, the related button in the system will be disabled or the
system will display the following error message:
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4.
This section below enables you to add or delete existing roles. Be informed that before deleting a role
you need to ensure that no user is attached to this role. Here you will enter the title and a description
of the role.
10.3.3 Users definition
Here you can define who uses the software and for what purpose.
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2.
3.
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The main window displays user information:
 User name
 Role
 First Name
 Last Name
 Email
 Gender
 Number of subordinates
 Phone
In this section, the administrator enters user information and a password for the user. This password
can then be changed by the user without having to access this section.
To define the subordinates of each user, you must select the user and click “Subordinates” on the right
side of the window.
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4.
You’ll see a window with two (2) tabs appear. The tab labeled “Subordinates” is where you can select
the subordinated users, and the tab labeled “Branch” is where can choose the branch the user will
have under his or her supervision.
Note: High level managers should select all staff members as subordinates, not only the next lower level of
management. For example, for a chief of operations, selecting only branch managers as subordinates will
not be enough to see all loans; he or she should also select all loan officers as subordinates to do so.
10.3.4 Audit Trail
This section allows you to see all the actions that have been performed in the software system over a given
period of time and also which users have performed them.
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2.
3.
4.
5.
6.
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Select the event you want to see. Use the options ‘’Check all’’ and ‘’Uncheck all’’ to do so more
quickly.
Include or exclude deleted events.
Select only events performed by one specific user or see only events which occurred at one specific
branch.
Select the period on which you want to display events.
Click “Refresh” to display the events related to your selection.
All events corresponding to your selection will be displayed in the main window with the following
information:
1. Event date and time
2. Entry date or when the action has been done in the software
3. Event Type
4. User who performed the action
5. His/her Role
6. Description of the event to track it in the database if required
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7.
7. Branch where this event occurred
Click “Print” to create an extract of the audit trail.
10.3.5 Change Password
This section allows users who don’t have access
to “Users definition” to modify their passwords.
Just enter your current password and the new
password twice to confirm.
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11. Appendix 3: SQL Server (network)
11.1 Download SQL Express
If you don’t have any database engine yet, please follow this link SQLServer Express.
There are about 10 different downloads. We recommend you download SQLEXPRWT_x64_ENU for 64-bit or
SQLEXPRWT_x86_ENU for 32-bit because they will give you immediate access to SQL Server Management
Studio. However, the minimum download is SQLEXPR simple (the first item in the image below).
11.2 Install your SQL Server
Launch the .exe you just downloaded.
For a classic configuration, follow the installation instructions explained below. Other configurations are also
fine. If you need more information, please don’t hesitate to contact us. The instructions below are typical but
your installation may vary slightly depending on the version you downloaded.
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Within “Installation”, click “New SQL Server stand-alone installation or add features to an existing installation”.
Depending on the version you are using, a “Product Key” step may appear. If you use SQLServer Express, you
should only have to click “Next” as it is free.
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Accept the license terms and click “Next”.
Wait for the check to finish, then click “Next”. If the check takes too long or seems to stop, you can click “Next”
anyway.
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Wait for the tasks to be completed.
At the “Feature Selection” step, don’t forget tick Management Tools if you want to be able to use the
Management Studio.
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At the “Instance Configuration” step, choose a name you will remember because you will need it to connect
OPENCBS to your SQL Database. We advise you to name it “SQLExpress” to make it easy.
If you have enough disk space, you should go through Disk Space Requirements step quickly.
The default configuration in this step is correct for the majority of users.
At “Database Engine Configuration”, select “Mixed Mode”, choose a password and record it (you will need the
password to connect OPENCBS to your database).
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At “Error Reporting”, click “Next”.
You should move through the “Installation Configuration Rules” step without issue.
Wait for the installation to finish.
When you reach the “Complete”, click “Close”.
11.3 Plug OPENCBS with your SQL Server
Once you have created your SQL server instance, you need to use it inside OPENCBS.
Open OPENCBS, Go to Settings>Database Control Panel>Change.
You will see this window:
Enter the server instance name (configured at the “Instance Configuration” step). If you followed our advice
and named the instance “SQLEXPRESS”, it should appear as COMPUTER_NAME\SQLEXPRESS. If you created a
default instance, just put the name of your computer.
Then, “sa” is the default login name and the password will be the one you
inputted while creating the server (at the “Database Configuration” step).
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11.4 Use OPENCBS on a local network
To use OPENCBS on a local network, you need to activate SQL Server Browser. Also, use SQL Server
Management Studio to verify that the number of allowed connections is enough for your institution.
If all settings are correct, connections through other computers work the same as in the previous section (see
previous screenshot).
11.5 Use OPENCBS online
OPENCBS can be used online:
-Host OPENCBS remotely with RDP.
-If you want to host the database remotely, then further configuration on your SQL Server will be required. You
must enable the adapted protocols and make sure your router ports are enabled for SQL Server. Only then will
you be able to use your SQL Server remotely through the IP address. You can find more information about
configuring the SQL Server for online use via the internet or by contacting us.
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12. Appendix 4: OPENCBS services
This User Guide provides descriptions and explanations of OPENCBS’ Core software. The Core software includes
the minimum functionality required for an institution to operate. We hope this tool will help users learn the
software well enough to want to explore its extensive abilities.
However, to use your software more effectively, OPENCBS offers premium services and features. Visit our
website www.opencbs.com to see our most popular offers.
If you aren’t connected to the internet right now, here is a rundown of our services:
12.1 Custom developments and configurations
We can modify our software to suit your needs. To start, we can:
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Configure as many additional data fields as you need.
Configure system to create exactly your unique loan or repayment schedules.
Integrate your internal interest and penalty accrual policies into the software.
Configure an infinite variety of schedules, repayments and rescheduling operations.
Integrate your exact accounting policies into the accounting module of our software.
Develop external reports to suit your management needs.
Customize your internal forms.
Develop any extensions you need.
Integrate the OPENCBS software into your external accounting software.
Connect the system to your local credit bureau office.
And much more! Please contact us at [email protected] for more information.
12.2 Training and implementation
We can assist you in the implementation of the system. This service usually includes the following:
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Preliminary audit mission. For large organizations, we will make a full, on-site audit of your
organizational processes in preparation for the implementation of OPENCBS. From this, we design an
implementation plan tailored to your organization.
Gap assessment. We perform a detailed review of your policies, production and validation and create
a detailed function specification document (FSD).
Training. We perform trainings with the following sessions:
o Staff Training. Provide your staff practical training on how to use OPENCBS. The training will
be directed at those who will have to perform day-to-day operations using the software.
o Manager Training. This one-day session gives an introduction to the management team on
the system and on everything they need to know to maximize OPENCBS’ impact on their
operations. It pays special attention to reporting functions.
o MIS Manager Training. Dedicated to the person(s) who will be in charge of maintaining the
software system at the organization. It includes a full training on system configuration,
database management, basic troubleshooting, issue reporting/asking for help from the
OPENCBS team and an introduction to report and form design.
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User Acceptance phase.
o Collaboration between you and OPENCBS to develop user acceptance tests.
o You try out the software using the user acceptance tests that were developed between you
and OPENCBS. The OPENCBS team provides support and performs additional work as issues
are identified by the user acceptance test. OPENCBS provisions additional development days.
‘’Go-live’’ phase. Your institution begins to use the software for real. At the beginning, OPENCBS will
provide support via one staff member on-site, and then via dedicated off-site support for a period of
1-4 weeks.
Share your plans with us via our email [email protected]. We can design the perfect implementation plan
for your institution!
12.3 Technical support
OPENCBS will support your team in its day-to-day activities through:
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Off-site technical support via mail, phone and Skype with a
guarantee of a response within one working day for any issue
reported.
Upgrades of your database to the most recent version of the
system anytime you request it.
A bug fix for any issues you might face within three (3) weeks
of upgrading the software.
Consideration of all your requests for additional functions and
an adjustment proposal with clear pricing and time frame sent back within 2 weeks.
12.4 Software guarantee
We maintain guarantee that all the features you currently use will be available in future software releases. We
will test your database before release to ensure a smooth transition.
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12.5 Standard offer
In order to have clear offers, we decided to create two packages, standard and enterprise. You can ask us for a
particular service, but packages are really cost-efficient. Here is the comparison between using freely OPENCBS
and subscribing to a package:
Please note those offers are subject to change. Institutions must fulfill conditions certain conditions to be able
to subscribe to some packages.
12.6 Contact
Get in touch with OPENCBS in the following ways:
Try to find answers to many software issues via our Forum, which is completely free.
By mail: [email protected].
By Skype info.opencbs.
Please visit our website for the most up-to-date telephone number.
Find us on GitHub, Facebook, Twitter and LinkedIn.
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