Front Office: Fund Transfer (Sending)

This form allows funds to be transferred from one cash desk to another that does not have one. NB: The credit union must hold a minimum of funds necessary for the issue.


The user performs the ticketing, between the transaction name and the part number and clicks .
The system immediately performs the operation.

Front Office: Fund Transfer (Receiving)

This form allows transfered funds (funds sent), to be received by another cash-desk.
NB: It is important to note that this receipt is only possible if the cash-desk requiring the funds must have a balance lower than the minimum balance that a cash-desk must hold.


The user performs the ticketing, between the transaction name and the part number and clicks . The system immediately performs the operation.

Front Office: External deposit

This form allows funds to be transferred from the collectors to the cash-desk.

The user selects the account number of the collector by clicking on the button .
The list below is displayed:

.

He/she performs the ticketing, between the transaction's wording and the number of the coin then clicks on .
The system immediately performs the operation.

Front Office: Collector Funds Withdrawal

This form allows funds to be taken out of the cash register and transferred to the collector's account.



The user selects the account number of the collector by clicking on the button .
The list below is displayed:


He/she performs the ticketing, between the transaction's wording and the number of the cash/coin then clicks on . .
The system immediately performs the operation.

Front Office: Cash Desk closure

This section allows you to close an already opened cash register.
This form is as follows:


The user enters the ticket corresponding to his cash register.
NB: A cash register can only be closed by the user who opened it.

Click on "" close the box. The following dialog box appears:

Back Office

This menu concerns:
-transaction entry,
-batch validation and
-account transfer.
To access it, go to the Treatment »BackOffice menu.

Back Office: Entering Transactions

Procedure: Processing » BackOffice » Entering Transactions.
This section deals with the entry of debit and credit transactions in the customer's account and their registration.



This form is used to define the situation (number of debit and credit, the writing'[inputs]) of each batch entered by the user who is connected.
To enter the data concerning the operation, click on .
The following form appears:



This form deals with the entries and the modification.
To add a new batch(record);
-Enter the details of the transaction (code, account number, debit amount, credit amount, the transaction date will appear automatically, value date that appears depending on the nature of the transaction on the Account,
It can be modified as the 'date value' of the transaction by the user after the entry,
Click on the »button to validate.
In case of error, or forgetting to write (inputs), modification or cancellation is possible.
-To modify an operation (account, or amount in the batch (record) number,
-It is necessary to select a writing, and either click on the button, or double-click on the input.
The operation appears with its elements in the text field.
You can edit and click to save and commit the changes.
In case of erroneous data entry,
Cancel by clicking on the button.
To delete the data, click on
It is possible to add an accounting document to a batch (record) number,
This just by selecting the "accounting document" tab.
-To do this, click on the "Browse" tab of the tab,
select the image and save.
Click on to print.

Back Office: Batch(Record or Inputs) validation

Regarding the validation of the batches (records), this sheet shows the list of entries to validate.
It is important to know that the user who entered the entries cannot validate his own entries.
The validation of an entry (input or record) is done by a user having the validation rights.
For this validation, it is necessary to select an entry (input or record), and either click on to modify, or double-click on the batch (input or record).
To access the batch validation form; go to the menu "BackOffice" »Validation of batches (input or record).



The operation appears with its elements in the text field.
You can modify and click on the button.
To cancel the entry, click on .

Back Office: Transfer from Account to Account

This form makes it possible to carry out a cash transfer from the account of the payer to that of the beneficiary.
To make the transfer, click on and fill in the form.



Click on to save the document and to exit.

Back Office: Internal cheque book management

As indicated, this menu deals with the internal management of the checkbook held by the customer.
To access it, go to the menu Processing »Internal checkbook management.

Customization of checks

The check personalization form allows you to customize the checkbook at the customer's request.
To fill in this form, you must enter the data in the various fields and click on to save the document and to exit.

Checkbook Entry

To activate it, click on ; the following form appears:

To save the checkbook, click on and to exit.

Check situation

To see this information, click on ,
Click on to print,
Click on to exit.

Loan Types

Note

Types of Loan

The establishment offers different types of loans.
We distinguish:

1. Social loan
2. The advance / listing
3. The productive loan
4. The discovery
5. Line of credit
6. Purchase order
7. Staff loan

Loan Management

This menu allows you to efficiently manage loans that are in demand, those in progress or granted to customers depending on the type of depreciation, the interest rate, the maturity and the money back guarantee.
To access it, go to the menu Processing »Loan Management.
This submenu has the following features:

• Loan simulation
• Loan application
• Loan Analysis
• Loan approval
• Release of funds

Loan simulation(Amortization table simulation)

The simulation of the amortization table allows a visualization on the loan schedule before another is one requested.
This table calculates the amount of the loan to be repaid according to the type of depreciation, interest rate, maturity and annuities.



The user must enter the data below:

1. The customer's account number
2. The loan amount
3. The loan deferral(Grace period)
4. The Periodicity(indicates the regularity with which the loan must be repaid);
5. The type of depreciation (constant or decreasing)
6. The annual interest rate
7. The due date

To see the simulation of the amortization table, click on , and ,to print.

The user enters the client's name, the loan amount, and then selects the due date.
He/she enters depreciation, interest, tax and the number of due dates and the remaining amount.
To see the simulation of the amortization table, click on , and ,to print.

Loan Application

This sheet allows members to apply for a loan at our microfinance facility. Obtaining a loan follows a well-defined process.
For this to be possible, the system administrator must configure the loan request. To do this, complete the loan application form
. It can be automatic or manual.
This automatic loan application form is as follows:



To apply for a loan, click on . The following form appears:



The user selects the loan number by clicking on the button and the system automatically generates all the information requested in the sheet namely
The index and the name of the customer,
The income of the applicant,
The reason for the loan request that the client wishes to obtain,
The type and amount of the loan as well as the number of due dates,
The type of depreciation,
The interest rate,
The periodicity of repayment,
The deferred payment which makes it possible to know when one calculates the amortization, maturity and the money back guarantee.



After completing the form, click on to save and to cancel.
To enter the customer index, the customer must click on the button; the list below is displayed:



Double-click on the customer's name: the index and the customer's name are automatically generated by the system in the fields provided for these elements.
In addition to the loan application, the guarantee and insurance / expense forms must be completed beforehand.



To print, click on .



The warranty documents are downloaded from the document card.

Loan Analysis

loan-analysis This form allows you to perform a loan analysis for approval.
To access this sheet, go to the menu Processing »Loan Management» Loan Analysis.
The following observation form appears:



To enter the customer data and print it, click and respectively.
To cancel, click on .
For a new analysis, click on « ».
The form below is displayed:



After completing the form, click on . to save and to cancel.

Loan Approval

The customer having made the request, it must be approved.
Just fill out the following loan approval form



After entering the data, click on the . button to save this data and .to exit.
In addition to the other forms, the loan approval sub-menu includes the analysis sheet that analyzes the loan application.
It is as follows:



For a new analysis, click on and to cancel.

Release of funds

This submenu allows the transfer and provision of funds from the customer's account.
To access this sheet, go to the menu Processing »Loan Management» Release of funds.
It is as follows:



The user clicks on and enters the information about the loan (the file number, number and name of the customer, his account and the transit account, the amount to be unlocked, the amount of the loan and the date of the next release).

To save, click on and to cancel.
If the customer can not benefit from a loan, when entering the file number, the system will send the message:

Cheque processing

To access this sub-menu, go to the Treatment menu »Check Processing. This menu includes the following items:

• Cheque Payment Entry
• Cheque validation
• Cheque Payment
• Situation of the customer's Cheque (Customer cheque status)
• Internal Cheque payment Entry

Cheque Payment Entry

This form is used to record the Cheque payment from confreres.
Microfinance receives the Cheque and verifies that the account to be debited has the necessary funds.
The Cheque can be registered either at collection on the cash desk or immediate credit.

1. Cashing

Procedure: Processing Cheque processing» Cheque Payment Entry »Cashing .



The receipt form allows the customer to cash the Cheque delivered to the micro-finance.
The cashing of the Cheque follows a specific process, for the cashing of the Cheque by the customer.

This sheet presents 3 parts namely:

• The date of handing cheque payment
• Customer's account number (To add a customer's number, click on the button ,
  The following list is displayed:




• Name of the customer
• Billing number (To add the number of a customer, click on the button ,
  The following list is displayed:




• The date of handing over Cheque,
• Credit Account number
• Total amount of the slip
• Place of payment
• The date value

• Cheaue number
• Client Account number of the correspondent bank
• Cheque payment Amount
• The collection (receiving) bank and its account number,
• The payment bank and its account number.

• Customer's Account number
• Cheque payment amount
• Date of the operation
• Date of value
• Customer Name
• The payment bank
• The place of payment
• The collection (receiving) bank

To enter the data, click on .
The system automatically generates a list of all checks issued.

To save them, click on .
To cancel the changes and refresh the list, click on and to close.

2. Immediate credit

Procedure: Processing »Cheque processing» Coresponding Cheque entry payment »Immediate credit



This form makes it possible to cash the cheque delivered by the customer in order to grant him the credit.


Like the receipt card, it has 3 parts:

1. The first part represents the cheque slip.
This slip contains the information on the cheque below:

• The date of handing over cheque
• Customer's account number (To add a customer's number, click on the button ,
  The following list is displayed:




• Customer Name
• Billing Number (To add the number of a customer, click on the button ,
  The following list is displayed:




• The date of handing over cheque
• Credit account number
• Total amount of the slip
• Place of payment and
• The date value

• Cheque Number
• Client account number of the correspondent bank
• Amount of the pay cheque
• The collection (receiving) bank and its account number
• The bank paying and its Account number

• Customer's account number
• Amount of the pay cheque
• Date of the operation
• Date value
• Customer Name
• The paying bank
• The place of payment
• The collection (receiving) bank

To enter the data, click on .
The system automatically generates a list of all the cheques issued.

To save them, click on .
To cancel the changes and refresh the list, click on and to close.

3. Cheque Validation

This form allows to see all the slips including the various cheques delivered by the customers and to validate them.
To access this form, go to the menu Processing » Cheque Processing » Cheque Validation.



By clicking on a slip, the system displays a list of all the cheques of the latter:



To validate a slip, the user must enter the posting date and check slip number.
To refresh the list, click on «».

4. Cheque Payment

This document shows the status of the check.
To access this form, go to the menu Processing Cheque Processing» Cheque Payment.

• Choose the type (paid or unpaid) and the nature of the check (cashing or immediate credit).
• Enter or select the check number in the form.
  To select the cheque number, click on the button Then Click on the number field.
  The following list is displayed:





• Clicking on the member's Account number, allows it to appear automatically.
• To save, click on and to cancel the entry.
  The data is generated automatically according to the check configuration.

5. Customer cheque status

This form allows you to see the status of customer checks during a given period.
To do this, the user must enter the information concerning the cheque requested in the form:
Customer's Account number: To add a customer's number, click on the button . Click on the number field.
The following list is displayed:



Select the customer Number

• The collection (receiving) bank
• The pay cheque
• The payment bank
• Currency
• The nature of the cheque
• The cheque value
• The place of payment
• The starting date

Click on to display. The system automatically generates the document.
To save, click on and to cancel.

6. Internal Cheque payment Entry

This form allows you to enter the cheque issued by a micro-finance customer for another who also has an account within the agency.



The user must enter the serial number of the check, number and the amount of the check, the account number to be debited (issuer) and to be credited (beneficiary) and click respectively and to save and cancel.

Updated Controls

The main novelties of Alpha are its bilingualism, its quick access by means of shortened keys.

1. Keyboard shortcuts
• Alt + F: scrolls the file menu
• Alt + A: scrolls the help menu
• Ctrl + N: open the form for sending messages
• Ctrl + O: open the message import file
• Alt + P: opens the system configuration file
• F1: open the help file
• Shift + F1: open the form about
• Alt + F4: close a window
2. The Bilingualism of Alpha
Alpha is set of applications that can be used in either English or French. Switching from one language to another is instantaneous, this is done durig the login proress.