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MIFOS USER MANUAL

1. 1 At the bottom of the screen click View Transaction History A screen like the following appears only part of the screen shows here jbLoan1 Transaction history Date PaymentiD TransactioniD Type GLCode Debit Credit Clientname DatePoste EP Mati 24 03 2010 3434 20532 Principal 11201 50 0 Teacher 2403 201 e Mati 24 03 2010 3434 20531 Principal 1504 500 Teacher 24 03 201 Loan Mati 23 03 2010 3433 20530 co WM 34340 Teacher 23 03 201 23 03 2010 3433 20529 Loan 1504 3434 0 M osos 23 03 201 Disbursement Teacher _ Return to details page This screen shows the following All transactions ID number of Transaction Transaction Type General ledger code Amount of debit of credit Client or group name Date posted User who posted the transaction Any notes on adjustments HOW TO VIEW STATUS HISTORY At any point you can see the history of a loan the original application whether it was approved and whether it is active in good standing or closed You can use this information to track the progress of the loan and the efficiency of the loan officer or the MFI approval process itself 17 At the bottom of the screen click View Status History A screen like the following appears jbLoan1 000100000000537 Status history Date OldStatus NewStatus Application 17 01 2010 Pending Approval Application j 18 03 2010 Pending i Approval j Application Active in Good 23 03 2010 Approved Standi
2. The following table shows the various states that a group can be in State Description If the record has been created but data is incomplete or the user does not want the status to be pending approval the status can be marked as Partial Application Group creation status defaults to this status if configured by the MFI Partial application 86 Pending approval This is an optional state and can be hidden by the MFl during the initial system setup and configuration The status means that the record contains all necessary data and is waiting for approval pending any MFI manual process When a group is created this is the default status if the user does not have access to approve status Active Approved Group has been approved and is eligible to open a savings account or apply for a loan or for other products offered by the MFI To be Active every Group must have a loan officer assigned Cancel A group application can be canceled due to various reasons which include withdrawal of the application the application was rejected by an officer of the MFI the group is not eligible as it has been Blacklisted or a duplicate group record already exists and thus one record is being canceled On hold If the group status is marked On hold it will have the following implications e New accounts No new accounts will be opened for the group e Savings account Interest
3. Calculate interest in the principal due If balance 1000 and i 0 025 interest is 25 Calculate the amount to principal which is the monthly payment minus the interest due 518 83 25 493 83 Calculate the principal remaining which is the previous principal remaining minus the amount applied to principal 1000 493 83 506 17 remaining balance Once next payment is received repeat steps 1 to 3 Note Due to rounding of computed values it could potentially be off by a maximum of N number of pennies after the full term of the loan It will never be short if we round up rather principal could end up with a few more pennies 1 LUIGI IJ UUU Int Rate 25 96 No of payments 25 Payment schedule Every 2 weeks 14 days Principal 15 000 25 600 For Installment 1 Total due Principal Interest 600 143 83 743 83 For Installment 2 Interest 15000 600 25 14 365 140 Total due 600 140 740 Continue calculating for remaining installments P 100 r 3 100 per month n 4 Interest 100 3 100 4212 Monthly payments of 12 4 84 TIPS AND TECHNIQUES PRINTING REPORTS WITH A DOT MATRIX PRINTER Problem BIRT reports do not print out clearly on a dot matrix printer Solution Use the Arial font or another sans serif font These fonts print better on dot matrix printers which have lower print resolution than inkjet or laser printers CALCULATING
4. Adam Feuer 2010 Adam Monsen 2010 Ed Cable 2010 Kris Mani 2010 Tracy Mehoke 2010 How to work with user checklists O Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 Kris Mani 2010 Tracy Mehoke 2010 How to change a meeting schedule for a center Mike Dash 2010 Modifications Adam Monsen 2010 179 Ed Cable 2010 Kay Chau 2010 Sonia Lyris 2010 How to change the status of a savings account Mike Dash 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 How to create a new loan account anita Anderson 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Clytie Siddall 2010 Ed Cable 2010 How to make transactions for a savings account Mike Dash 2010 Modifications Adam Monsen 2010 Clytie Siddall 2010 Ed Cable 2010 Kay Chau 2010 How to manage savings account details O Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Clytie Siddall 2010 Ed Cable 2010 Kay Chau 2010 How to manage reports Mike Dash 2010 Modifications Adam Monsen 2010 Ajay Kumar 2010 anita Anderson 2010 Ed Cable 2010 Kay Chau 2010 How to view and create surveys O Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 Kay Chau 2010 Tracy Mehoke 2010 How to work with holidays O Mike Dash 2010 Modifications 180 Adam Monsen 2010 Ed Cable 2010 Forest Monsen 2010 Kr Pierce 20
5. MM YYYY Applicable for Select Currency INR All fees associated with that loan product must also use the same currency When the user chooses a loan product to create a loan account from the currency for that product appears in the definition of the product 55 HOW TO MANAGE THE PRODUCT MIX If you have the appropriate permissions you can decide which types of products a given client or group can mix In this way you can restrict clients from having active loans or savings accounts of different products at the same time For example if you have three different loan products A B and C you can make a rule that if a client has loan A they can have loan B but not C To establish the mix of loans and savings products that you want to allow follow these instructions 1 Click Admin Define Products Mix The following screen appears Add a new product mix Enter product mix information Complete the fields below Then click Preview Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Product mix details Producttype Loan Product instance name Greupalvestodetonn gt Remove not Click on a product in the right box to select Then allowed click Remove products Big business DB 1994 PrinOnly 0 LINE OF CREDIT Add gt gt 1994Product AAP Test Product _ lt lt Remove adsaq 7 Bi weekly testloa
6. Recent activity View all account activity Date Description Amount 28 02 2010 Interest Posting 0 0 31 01 2010 Interest_Posting 0 0 31 12 2009 Interest_Posting 0 0 Account details Recommended amount for deposit 10 0 Edit Account Information Type of deposits Mandatory Max amount per withdrawal 0 0 Interest rate 7 5 Additional information kay s savings More account and transaction details View transaction history SRR I ARRAL Make deposit withdrawal Apply adjustment Close account E EES Performance history Date account opened 17 07 2008 Total deposits 860 0 Total interest earned 25 1 Total withdrawals 25 0 Surveys Attach a survey View all surveys Recent notes No notes available Add a note View change log View status history The dashboard might include the following items Savings account header Recent Activity Account Details More account and transaction details Transactions Performance history Recent Notes Savings account number current status balance and amount due at next meeting if account is mandatory A list of transactions that have taken place with regard to the account Shows the savings account details which include recommended or mandatory amount for deposit type of deposit maximum amount allowed per withdrawal and interest rate Shows the status history change log and change history for the loan account Provides the links to mak
7. Specify the accepted payment types below Click on a payment type in the left box to select Then click Add To remove click on a payment type on the right box to select Then click remove Clients Groups Centers Fees TEE Cheque Add gt lt lt Remove Loans Disbursements Cheque Adi lt lt Remove Repayments GF Cheque Add gt Remove Savings Withdrawals Traper Cheque Add gt lt lt Remove ee Cheque Add gt gt lt lt Remove _ Submit Cancel 2 The payment types that show in the right box are the ones accepted and the ones in the left box are not accepted Click a payment type and use the Add gt gt and lt lt Remove buttons to move that type from one box to another 3 When you are satisfied with any changes you have made click Submit 33 HOW TO VIEW ORGANIZATIONAL SETTINGS It can be helpful to see all of the settings for your organization on one screen If you click Admin gt View Organizational Settings you will see a screen something like this Organizational Settings Fiscal year Working days Monday Tuesday Wednesday Thursday Friday Saturday Allow calendar definition for next year 30 days before end of current year Start of Week Monday Off days Sunday Meeting in case of a holiday same_day Locale Country GB Language EN Accounting rules Maximum Interest 999 0 Minimum Interest
8. 0 0 Number of digits before decimal 14 Number of digits after decimal for interest 5 Number of digits before decimal for interest 10 Number of interest days 365 Currency Rounding Mode HALF_UP Initial Rounding Mode HALF_UP Final Rounding Mode CEILING Currencies Currency INR Number of digits after decimal 1 Final Round Off Multiple 1 Initial Round Off Multiple 1 Client rules Center hierarchy exists Yes Groups allowed to apply for loans Yes Client can exist outside group Yes Name sequence first name middle name last name second last name Age check enabled No Minimum allowed age for new clients 0 Maximum allowed age for new clients 0 Additional family details required No Maximum number of family members 10 Process flow optional state Client pending approval state enabled Yes Group pending approval state enabled Yes Loan disbursed to loan officer state enabled No Loan pending approval state enabled Yes Savings pending approval state enabled Yes Miscellaneous Session timeout 30 minutes Number of days in advance the collection sheet should be generated 1 Back dated transactions allowed Yes Group loan with individual monitoring GLIM No Loan schedule independent of meeting LSIM No These are all the settings you specified during the configuration process To change them return to the configuration guide and follow instructions 34 HOW TO SET RULES FOR DATA DISPLAY How to
9. City District State Country Postal Code Telephone 4 Enter information using the descriptions in the following table Field Description Example name Address Address Address 1 3 city state country P O Box 2223 Stanford California postal code Telephone 94305 1650 271 2450 The next section is for additional information about the client if any is required 77 78 Additional Information SpouseDateOfBirth 30 03 1977 cit 0 Child1 Name Elena Child1 Age 8 car no region Enter information based on the descriptions in the following table Field name Description Example Additional Information Custom Field 1 6 Custom data for the MFI The next section is for MFl related information MFI related information Recruited By Sally Magalang External Id Trained wf Trained On Date 5e pp 0 MM 2010 YYYY 6 Enter information using the descriptions in the following table Field Description Example name MFI related information _ JSelect the loan officer to be assigned to the client This is Recruited f Loan applicable if you selected to assign the client directly to a branch by NE Officer 1 otherwise the value is inherited from the group Define the meeting schedule This
10. Loan Account 000100000000237 2 Client John Owens ID 0007 000000254 Status PartialApplication Loan Officer parth patel Also See chennai Alandur center group 3 Client John Smith ID 0041 000000219 Status E Active Loan Officer creova officer Loan Account 000100000000532 Also See Creova Paris creova kendra creova group Results 1 3 of 3 In this case click the correct one to view it PROCEDURE STEPS Some procedures like creating a loan account have several steps In those situations a bar across the screen tells you which step you are in It might look like this Q Select customer gt gt gt HOW TO GO BACK TO A PREVIOUS PAGE You can always press your browser s Back button to retrace your steps within Mifos You can also see the path you have taken near the top of the screen just underneath the tabs This path is sometimes called a breadcrumb trail Click anywhere on this path to return to that section EDITABLE AND NONEDITABLE FIELDS Depending on the choices you made during configuration and on your role within Mifos you may not be able to edit some fields If you try to type something in these fields you see an error message like this e You do not have permissions to perform this activity Contact your system administrator to grant you required permissions and try again In addition some fields may appear gray or dim this is another sign that you may not change those fields D
11. View offices Andaman Region Andaman Region Edit office information E Active Office short name ADR Office type Regional office Parent office srf finance Itd Address Port Blair Andaman Nicobor Island Andaman India Additional information I HOW TO DEFINE AN OFFICE You can define an office two ways 14 e From the previous screen you can click the Define new xxxx office link where xxx is the type of office e You can click Admin gt Define New Office Either way you see this screen next Add a new office Enter office information Complete the fields below Then click Preview Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Office details Office name laredo Office short name LD Office type Area Office a X Parentoffice Regional office Nagarcovil Region gt u Office address Address1 345 avenida real Address2 Address 3 City District nivocade State FE Country Langerhans pee Se Postal code 456 EUF Telephone 45 23 56732 Enter information using the descriptions in the following table Box Description Example Office details Office name The name of the office Kakakpura Office short name A short name for the office knkp Office code Office type The office code Code 1 p Office Branch Office Area Of
12. amour eos 0 0 U cw al dosed accounts Group information Group approval data 1 7407 7098 Extem zi ID Recrated By Zsl y Wayslary Training status Talna on 1290712008 Official titles assiqned Addiess Pldktonal information Seimin Meeting details amp Center member s up Masirigs Recur every 1 Weeki on Salurdity Canlar Office Barangay 05 Edi Center manberziy ew summanzad hisiadrs data ew charce loc From the group dashboard you can do the following e View and change group status e Add clients e Open new savings and loan accounts e View closed accounts e Edit group information e Edit center membership e Edit personal information e View summarized historical data e View the change log e View performance history e View and attach surveys e View and add notes Check the appropriate chapters of this manual for information on each of these HOW TO REASSIGN A GROUP TO A NEW CENTER If it ever becomes necessary you can reassign a group so that it is now associated with a different center Follow these instructions 1 From the Group Details page of the Group you d like to re assign scroll down to middle of this page and click Edit Center Membership If there is no center and you are reassigning the group to a new branch click Edit Branch Membership The Change Center Membership screen appears Suarez Group Change Center membership Enter a Center name and click Search Click Cancel to return to Gro
13. is automatically changed to Inactive If a transaction is made the state will changes to Approved Active Cancel A savings application can be cancelled for various reasons e The customer can withdraw the application e The application was rejected the MFI e Because the customer is blacklisted they are not eligible Closed he savings account is closed and archived From the account dashboard click Edit Account Status In the Status section click the Status you would like the Account to change to In the Notes box type a reason for the change in status Click Preview to review the change If you want to make changes click Edit Status make changes and click Preview again When you are satisfied with the changes click Submit The account dashboard shows the new status 0URWN gt 128 HOW TO MANAGE SAVINGS ACCOUNT DETAILS You can make changes to the recommended deposit amount If your MFI has defined additional fields you can change those in this section as well 1 2 From the savings account dashboard click Edit Account information The following screen appears Family Savings Account 000100000000114 Edit Savings account information Edit the fields below Then click Preview Click Cancel to return to Savings account details without submitting information Fields marked with an asterisk are required Savings account details Recommended 25 0 amount for deposit Ad
14. other program whose authors commit to using it Some other Free Software Foundation software is covered by the GNU Lesser General Public License instead You can apply it to your programs too When we speak of free software we are referring to freedom not price Our General Public Licenses are designed to make sure that you have the freedom to distribute copies of free software and charge for this service if you wish that you receive source code or can get it if you want it that you can change the software or use pieces of it in new free programs and that you know you can do these things To protect your rights we need to make restrictions that forbid anyone to deny you these rights or to ask you to surrender the rights These restrictions translate to certain responsibilities for you if you distribute copies of the software or if you modify it For example if you distribute copies of such a program whether gratis or for a fee you must give the recipients all the rights that you have You must make sure that they too receive or can get the source code And you must show them these terms so they know their rights We protect your rights with two steps 1 copyright the software and 2 offer you this license which gives you legal permission to copy distribute and or modify the software Also for each author s protection and ours we want to make certain that everyone understands that there is no warranty for this free software
15. 2010 Ed Cable 2010 Mike Dash 2010 How to log in and log out 176 Mike Dash 2010 Modifications Adam Monsen 2010 Edward Cherlin 2010 Kay Chau 2010 Kris Mani 2010 How to make transactions for a loan account Ed Cable 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Clytie Siddall 2010 Kay Chau 2010 How to manage loan account details O anita Anderson 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 How to manage the product mix O anita Anderson 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Van Mittal Henkle 2010 How to navigate within Mifos O anita Anderson 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Mike Dash 2010 How to run reports O Ed Cable 2010 Modifications Adam Monsen 2010 anita Anderson 2010 How to set product rules and attributes O anita Anderson 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Tracy Mehoke 2010 How to set rules for data display O anita Anderson 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Van Mittal Henkle 2010 177 How to set up MFl operations Overview Mike Dash 2010 Modifications Adam Monsen 2010 Kris Mani 2010 How to set up Mifos overview Mike Dash 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Kris Mani 2010 How to view organization settings anita Anderson 2010 Modifications Adam Feuer 2010 Ad
16. ACCOUNT HISTORY 93 INTRODUCTION TO LOAN ACCOUNTS What is a loan account Group loans versus client loans The loan account dashboard Loan account summary Group loans individual monitoring GLIM WHAT IS A LOAN ACCOUNT A single MFI typically has several loan products for example a 4 year housing loan and a 2 year educational loan The product provides the terms and definitions of these different programs to the Mifos system Loan products are available to the whole MFI If a customer wants to have a 2 year educational loan the MFI uses the 2 year educational loan to create an account for the customer The loan account is used to track transactions related to the loan which include interest repayment and any applicable charges The loan account is a specific instance of a loan product with a specified interest rate and an account number and it is owned by a specified MFI customer GROUP LOANS VERSUS CLIENT LOANS If your MFI is structured to have groups as well as clients you have a choice of issuing group loans or individual loans With group loans the group as a whole is responsible for repayment and fees and each individual in the group has a designated responsibility to pay their part of the debt The benefits of the group include the following e By vouching for other members of the group the group does the work of checking the creditworthiness of each individual in the group e By co signing the lo
17. Center Group Client Details The screen that was filled out when the center group or client was created appears For information on what each field means see How to create a new center How to create a new group or How to create a new client 3 Make any changes and dlick Preview 4 If you want to make changes click the edit button make changes and dick Submit HOW TO MAKE NOTES In the center group or client dashboard details page you can record any notes in the Recent Notes section To see all notes click See All Notes Any notes created about the group centre or client in the account status or adjustments section for example appear here as well To add a note follow these instructions 1 Click Add a Note The following screen appears Barangay 01 Add note Enter a note in the field below Then click Preview Click Cancel to return to Centre details without submitting information Note Lorem ipsum dolor sit amet consectetur adinisicin elit Preview Cancel 2 In the Note box type the note 3 Click Preview to review your work If you want to make changes click Edit make changes and click Submit The note now appears in the Recent Notes section HOW TO VIEW THE CHANGE LOG In the center group or client dashboard details page you can see a record of all changes 83 that have been made At the bottom of that screen click View Change Log It might look like the following scr
18. Dormancy in Savings m jew Accounts The account status will be changed to On Hold by the system Submit Cancel 2 In the Loan box type the number of days to wait after nonpayment before the account is marked Active Bad Standing 3 In the Savings box type the number of days to wait after no activity before it is marked On Hold 4 When you are satisfied with the changes click Submit If you decide not to make any changes to the definition at this time click Cancel HOW TO DEFINE NEW LOAN PRODUCTS e How to use multicurrency features In Mifos a loan product is a type of loan account A single MFI typically has several loan products for example a 4 year housing loan and a 2 year educational loan The product provides the terms and definitions of these different programs to the Mifos system Loan products are available to the whole MFI If a customer wants to borrow a 2 year educational loan the MFI uses the 2 year educational loan to create an account for the customer The loan account is used to track transactions related to the loan which include interest repayment and any applicable charges The loan account is a specific instance of a loan product with a specified interest rate and an account number and it is owned by a specified MFI customer For example Rashmi and Shalini might both have loans for income generating businesses They are separate accounts they have different account numbers and different
19. Each state for clients groups and products can only have one checklist attached Note You can change an existing checklist but you may not delete it HOW TO DEFINE A CHECKLIST 1 Click Admin gt Define New Checklist You can also click Admin gt View Checklists and click the Define a New Checklist from that screen The following screen appears Add new checklist Enter checklist information Complete the fields below Then click Preview Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Checklist details Name emergency loan Type Loan Displayed Application Pending Approval when moving into Status items Enter text for each item and click Add to save the item in the list below Add C Lorem ipsum dolor sit C Lorem ipsum dolorsit Lorem ipsum dolor sit amet consectetur amet consectetur amet consectetur Remove Selected Preview Cancel 2 Enter information about the checklist using the descriptions in the following table FEL I I 1 28 Bai Description Example Chk Name Type a unique name for the checklist Delete Member Click the type of checklist you want to create from the list of Client values The list includes Center Group Client Loan Savings Select the status that the checklist will be displayed for if that Displayed status is attached to t
20. If the software is modified by someone else and passed on we want its recipients to know that what they have is not the original so that any problems introduced by others will not reflect on the original authors reputations Finally any free program is threatened constantly by software patents We wish to avoid the danger that redistributors of a free program will individually obtain patent licenses in effect making the program proprietary To prevent this we have made it clear that any patent must be licensed for everyone s free use or not licensed at all The precise terms and conditions for copying distribution and modification follow TERMS AND CONDITIONS FOR COPYING DISTRIBUTION AND MODIFICATION 0 This License applies to any program or other work which contains a notice placed by the copyright holder saying it may be distributed under the terms of this General Public License The Program below refers to any such program or work and a work based on the Program means either the Program or any derivative work under copyright law that is to say a work containing the Program or a portion of it either verbatim or with modifications and or translated into another language Hereinafter translation is included without limitation in the term modification Each licensee is addressed as you 182 Activities other than copying distribution and modification are not covered by this License they are outside its scope The act of r
21. LOAN APPROVAL 50 HOW TO IMPORT TRANSACTIONS 135 HOW TO ENTER COLLECTION SHEET DATA The collection sheet is set up to make your collections easy After you type in the information for the branch loan officer date and mode of payment you see a form that already includes all payments and deposits that are expected on that date Fields that have changed such as missed payments and absences from meetings display in red so that you can see them immediately If you have appropriate permissions you can enter the data for collections from clients and groups Follow these instructions 1 Click Clients amp Accounts gt Enter Collection Sheet Data A screen like the following appears Bulk entry Select Centre To select choose an Office from the list below Then select the loan officer and the Centre Click Cancel to return to Clients amp Accounts Fields marked with an asterisk are required gt Branch Office Pasay Branch Loan officer Sally Magalang Centre Barangay 01 Date of transaction 14 DD 3 MM 2010 YYYY Mode of payment Voucher H Receipt ID Receiptdate DD MM YYYY Cane 2 Enter information using the descriptions in the following table Branch office he appropriate branch office KMN gt gt officer of accounts for this collection sheet he default is today s date If you need to ransaction change the date type over the existing dates Mode o
22. Software for generating reports from a description of the data required and the calculations to be performed In Mifos this is the BIRT engine Role Common tasks A named set of permissions enabling users to perform a set of activities Examples are Administrator able to reconfigure a Mifos installation and define or redefine products or Loan Officer with full control over the accounts of their own clients and the ability to view but not modify other accounts Data Entry able to enter transactions but not otherwise modify client accounts Savings Account An individual deposit account Survey Common tasks Surveys are ways for loan officers and others working in the center to collect information about groups and clients for analysis and reporting How ToViewAndWorkWithCenterDetails System User A person who works with clients such as a Loan Officer User A person authorized to use Mifos Users are limited to performing the activities that are associated with a defined role Virtual Branch Office How ToCreateAndorView TheOfficeStructure A branch office defined within the head office if that head office is to offer services directly to clients 172 LICENSE All chapters copyright of the authors see below Unless otherwise stated all chapters in this manual licensed with GNU General Public License version 2 This documentation is free documentation you can redistribute it and or modify it under the terms of the GN
23. Therefore by modifying or distributing the Program or any work based on the Program you indicate your acceptance of this License to do so and all its terms and conditions for copying distributing or modifying the Program or works based on it 6 Each time you redistribute the Program or any work based on the Program the recipient automatically receives a license from the original licensor to copy distribute or modify the Program subject to these terms and conditions You may not impose any further restrictions on the recipients exercise of the rights granted herein You are not responsible for enforcing compliance by third parties to this License 7 If as a consequence of a court judgment or allegation of patent infringement or for any other reason not limited to patent issues conditions are imposed on you whether by court order agreement or otherwise that contradict the conditions of this License they do not excuse you from the conditions of this License If you cannot distribute so as to satisfy simultaneously your obligations under this License and any other pertinent obligations then as a consequence you may not distribute the Program at all For example if a patent license would not permit royalty free redistribution of the Program by all those who receive copies directly or indirectly through you then the only way you could satisfy both it and this License would be to refrain entirely from distribution of the Program If a
24. Type of deposits Mandatory Max amount per 0 0 withdrawal Balance used for Interest Average Balance rate calculation Time period for Interest 30 day s rate calculation Frequency of Interest 1 month s posting to accounts Min balance required for 0 0 Interest rate calculation Interest rate 7 5 Savings account details Recommended amount for 49 9 deposit 3 Review the terms If you are satisfied click Preview 4 If you want to change anything about this savings account click Edit Savings Account Information make changes and click Preview again 5 When you are satisfied with all details click Submit for Approval or if you want to submit this account later Save for Later If you decide not to create a savings account at all at this time click Cancel HOW TO APPROVE A SAVINGS ACCOUNT When an application for a savings account is made the account appears in the Account Information section of the client or group dashboard with a yellow circle as in the following screen 125 Account information Open new account Loan Savings Savings Mandatory Savings Noni Application M Pending 000100000000617 Approval Balance 0 0 e To approve the account click the link for the account e Click Edit Account Status The following screen appears FreeSavings 000100000000637 Change status Current status Pending Approval Select from the status options below Then click Continue Cl
25. WITH OFFICES 11 HOW TO WORK WITH ROLES PERMISSIONS AND SYSTEM USERS 12 HOW TO DEFINE CHANGE APPLY FEES 13 HOW TO APPLY FEES CHARGES 14 HOW TO WORK WITH FUNDS DEFINE VIEW ASSIGN 15 HOW TO WORK WITH USER CHECKLISTS 16 HOW TO WORK WITH HOLIDAYS 17 HOW TO DEFINE ACCEPTED PAYMENT TYPES 18 HOW TO VIEW ORGANIZATION SETTINGS 19 HOW TO SET RULES FOR DATA DISPLAY 20 HOW TO VIEW SYSTEM INFORMATION AND MANAGE A MIFOS SHUT DOWN HOW TO SET UP MFI OPERATIONS OVERVIEW If you are setting up the operations for a microfinance institution MFI for the first time you need to make decisions about its structure its rules its user members and their roles Some of these decisions must be made immediately and some will be needed only when the MFI becomes more complex Other decisions are completely optional In the process of configuring Mifos see the Configuration guide you or your administrator made many other decisions such as the language in which Mifos is displayed to you If you are looking for ways to control Mifos behavior and do not see them shown here check the configuration file again We recommend that you make the decisions in this order if they apply to your situation Create any additional fields that you will need to create offices Create and or view an existing MFI structure including all offices Create roles and permissions for system users Create system users Create rules for data display labels lo
26. You can print this version now 11 When you are satisfied with the structure of the survey and the way it looks in the printer version if you choose to do this click Submit You now see a message confirming the creation of a new survey You have successfully defined a new survey Please note that surveys cannot be edited once created View survey details now Define new survey Note that you cannot change a survey once you have created it However you can create as many surveys as you like HOW TO VIEW AND DEFINE SURVEY QUESTIONS If others have created survey questions and you want to see the survey questions that are already available click Admin gt View Question Bank A list of question titles appears click any title to see its contents and to make changes to it The answers to questions have several kinds of formats you must choose one Text Single select answer must be one of the options presented Number Date e Multi select the answer can be one or more of the options presented If none of these questions is exactly what you want follow these instructions to create a new 157 question or series of questions 1 w 158 Click Admin gt Define Questions The following screen appears Add Questions Question Name Question Answertype Multi Select Answer choice Add gt gt Add Question Question Answer Name Question type Choices Remove What are your busin
27. account must be created it can have the same or different conditions and rules compared to the previous loan Closed he system will not link the old and new accounts ransactions can still be applied to accounts in this status but the user will be given a warning before proceeding In performance reporting and other reporting this loan will not be counted as 106 Active Bad standing 1 The system moves the account to this state automatically when the loan amount is completely paid off 2 The account can be moved to this status manually without validating if the amount has been paid off he system moves to this status any time the loan account terms are violated for example if there is nonpayment of an installment he system automatically moves the account to Active in Good Standing once the amount overdue has been paid A loan can be cancelled before it gets to Active and in Good Standing status The loan can be cancelled if the customer withdraws the application or an officer of the MFI rejects the application To approve or cancel a loan follow these instructions 1 From any Search screen search for the borrower name client or group or the loan account number if you know it In the list of clients or groups that appears click the correct one In the Account Information section find the loan you need to approve all loans that need approval have a yellow square next to them Click that link Click
28. an empty box for that option Type the new option and click Submit 4 To edit a lookup option click that option and click Edit A screen appears with a box showing the current option 5 Type the changed option and click Submit HOW TO SPECIFY THAT FIELDS BE MANDATORY AND OR HIDDEN w For many of the fields in Mifos if you have the appropriate permissions you can decide whether a field is mandatory meaning that the procedure cannot be completed until this field is filled in and also whether a field is hidden For example if it is essential to fill in the purpose of a loan before that loan is granted you can mark the Purpose of loan field as mandatory If a field such as Address 3 is unnecessary you can mark it as hidden Note Before marking a field as hidden be sure that you will not need it later MFI records that were created when the field was hidden may be different from those that are created later when the field is visible and this can create problems Follow these instructions to make the specifications 39 1 Click Admin gt Define Mandatory Hidden Fields A screen appears showing all fields for which you can make these specifications These are grouped Fields that are systemwide they appear everywhere in Mifos Fields that are filled with information about clients and system users Fields that are filled with information about groups Fields that are used for loan accounts The screen looks like this
29. balances but both loans are instances of the same product they were authorized by loan officers under the same program and share common traits such as the way that the proceeds are used the way interest is calculated and the general ledger entries they are posted to Although the terms of a loan account are governed by the product definition the loan officer may have some flexibility to change interest rates and other attributes Therefore many of the properties of a loan product define the minimum and maximum values that the user may choose when an account of that type is opened The purpose of a product is as follows e To offer MFI personnel a menu of choices of predefined services to offer clients and the range of legal parameters where variation is permitted e To define a link to the accounting system so that disbursements and receipts can be credited to the proper general ledger account e To provide a grouping of different accounts that should be combined for reporting purposes Before you can make individual loans you must define a loan product All individual loans created from the same product have the same basic attributes Note If you want to see the loan products that have already been created before you make a new one dick Admin gt View Loan Products and click any of the products displayed on that screen Follow these instructions 1 Click Admin Define New Loan Product A screen appears with all the specific
30. by the system administrator to allow the MFI to capture more information Administrative set fees Application or other fee if charged Fee charged to be a member process membership application etc These fees are set as default when defined 2 50 Periodicity The frequency the fee is applicable in a given period Pid fee Check to remove A user can check this box if they wish to remove the default fee An unchecked check box means that the fee is applicable Apply additional fees Fee Type Amount Additional fee type and amounts defined by the MFI 4 When you have made all specifications click Preview and review your work 5 If you want to make changes click Edit Center Information make the changes and dick Preview again 6 When you are satisfied with your changes click Submit If you decide not to create a center at this time click Cancel 7 A screen appears confirming the creation of the center and providing a system ID number You can use this number to find details on the center including its performance data quickly The screen might look like this 67 You have successfully created a new Center Please Note Rafaela Center has been assigned the system ID numker 0002 000000010 You can enter a system ID number into the search box to access Center details which also include a Center s account and performance data View Center details now Suggested ne
31. change details of centers 83 groups and clients How to change the status of centers groups and clients oP 32 How to view performance history 89 33 How to attach and collect surveys 91 LOAN ACCOUNTS 34 Introduction to loan accounts 94 35 How to create a new loan account 100 How to change the status of approve close loan 106 accounts 37 How to disburse pay out a loan 109 38 How to manage loan account details 112 39 How to make transactions for a loan account 113 40 How to track loan account history 117 SAVINGS ACCOUNTS 41 Introduction to savings accounts 121 42 How to create a new savings account 123 43 How to change the status of a savings account 128 44 How to manage savings account details 129 45 How to make transactions for a savings account 130 46 How to track savings account history 132 BULK TRANSACTION PROCESSING 47 How to enter Collection Sheet data 136 48 How to create multiple loans bulk loan creation 139 How to approve multiple loans bulk loan 141 approval 50 How to import transactions 143 REPORTS 51 How to manage reports 145 52 How to run reports 53 How to manage administrative documents 54 How to attach administrative documents SURVEYS 55 How to view and create surveys 56 How to manage collection of PPI data India only 57 How to attach and collect surveys APPENDIX 58 Rules for how to reschedule payment 59 How to calculate the EMI 60 Tips and Techniques 61 Glossary 62 Credits 149 1
32. click Submit w 26 HOW TO EDIT FUND NAMES 1 From the Admin gt View Funds screen click the Edit button for the fund you want to change 2 In the Name box type the new name for this fund You may not change the code for this fund 3 When you have made changes click Preview to review your changes 4 If you want to make further changes click Edit Fund Information make those changes and click Preview again 5 When you are satisfied with the changes to the fund click Submit 27 HOW TO WORK WITH USER CHECKLISTS e How to define a checklist e How to view existing checklists e How to change a checklist Checklists are lists of things that should be done before an action is completed If you have the appropriate permissions you can set up checklists that your users will see every time they start an action such as approving a loan The checklist serves as a reminder to the user to see that all processes are completed Checklists are defined by the head office and associated with certain states of customer records or accounts For example if the head office defines a checklist for the state Pending approval of a loan account every time a user attempts to change the state of a loan account to Pending Approval no matter what the state of the loan application was up to this point the checklist appears The user can then go through the list and make sure that all items on the checklist have been satisfied
33. deals with interest rates The loan product sets up a range of interest rates a manager can specify a rate within this range for an individual loan instance Interest rate Interest rate type Declining Balance 4 Max Interestrate 8 0 999 Min Interestrate 3 0 999 Default Interest rate 5 0 999 Enter information using the descriptions in the following table R 51 Field name Description Interest Rate Type The formula used to calculate interest due based on the amount of money borrowed For example the Flat rate sets the interest due as the product of the principal times the interest rate times the full term of the loan The amount can be paid all at once or distributed throughout the loan period The Declining Balance rate charges interest on the outstanding loan at the end of the instalment period As the loan amount decreases the interest due decreases as well The Declining Balance Equal Principal Instalment is like the Declining Balance type except that the borrower pays equal instalments of principal for the duration of the loan and the interest is calculated on principal that has not been paid for the loan period Max interest rate The maximum interest rate that can be charged with this loan product Min interest rate The minimum interest rate that can be charged with this loan product Default interest rate The standard interest rate that is charged with this loan product if
34. define and change labels How to define and change lookup options How to specify that fields be mandatory and or hidden How to define and change additional fields HOW TO DEFINE AND CHANGE LABELS When you or an administrator configured Mifos you chose the language that the software uses for its display All the labels for fields boxes commands etc are in that language In addition at any time you can change some of these labels to terms that are more familiar to your users and clients For example you might call a Subregion a Division or you might call a Center a Centre You might also define labels for office hierarchies and the names of account statuses If you change a label every instance of that label in Mifos is also changed Follow these instructions to change labels 1 Click Admin gt Define Labels A screen appears showing all current labels with a box to type any changes The whole screen in two pieces looks like this 35 36 Define Labels Office Hierarchy Head office Regional office Sub regional office Area office Branch office Clients Client Group Center Product Types Loans Savings Personal Information State Postal code Ethnicity Citizenship Handicapped Government ID Corporate office Regional office Sub regional offic Area Office Branch Office Client Group Centre Loan Savings State Postal code Ethnicity Citizenship In
35. download page With Mifos you can do the following things Set up microfinance institution MFI operations from scratch Maintain an MFI someone else created Change settings for your MFI Create and maintain a hierarchy of regions branches and centers within your MFI Create roles and assign permissions required by users at your MFI to work on Mifos Create users such as loan officers who can work with your MFI Create groups and register clients who will receive MFI services Create and change loan products Create and change savings products Create and maintain loan accounts Pay out disburse loans Collect repayments on loans Collect and keep records for all fees paid Create and maintain savings accounts Collect deposits and pay withdrawals for savings accounts Upload and create reports about MFI activity Before reading the rest of this manual be sure to read How to use this manual HOW TO SETUP MIFOS OVERVIEW System recommendations Latest release notes Installation guide Configuration guide Deployment methodology Maintenance and post deployment planning This manual contains information on the use of Mifos once it has been installed and configured For information on what needs to happen before you start to use Mifos check the following sections SYSTEM RECOMMENDATIONS Before you install Mifos you must read the system recommendations and be sure that your system is suitable to run Mifos LATES
36. finding the client group or center to create a savings account for To review or edit a Client Group or account Search OT Selecta Branch Office Search by name system ID or account number Bangalore branch1244723261188 a All Branch Offices 2 Bangalore branch1244724101456 Branch 1 Search Shen chennai chennai Alandur CMI Moumoace Si ao e If you are creating a savings account for a client navigate to the client details page A screen shows details about this client s information and history with your MFI In the Account Information section find the Open new account line and click the Savings link 123 Account information Open new account Loan Savings Loan Household Improvement Loan Acct lil Active in Bad 000100000000464 Standing Outstanding balance 31469 0 Amount due 10570 0 Application jbLoan1 Acct 000100000000537 Pending Approval Lazima Savings Acct ima ngs 000100000000463 ieie Balance 200 0 Client charges View details Amount Due 0 0 View all closed accounts Another way to create savings accounts is from the quick links in Mifos e From the Quick Start left navigation list click Open New Savings Account e From the Clients amp Accounts left navigation panel click Create Savings Account Clients amp Accounts Tasks All these methods ask for the name system ID or account number for a center group or dient When you type this information and click Search y
37. funds e How to edit fund names A certain number of fund codes are included in Mifos You can associate these codes with specific named funds such as funds made available by donors that you use for loans and other services HOW TO VIEW EXISTING FUNDS 1 Click Admin gt View Funds 2 A list of funds and their codes appears It might look like this Admin View funds View funds Name Fund code srf ltd 00 Edit sri 00 Edit SID 00 Edit Funding Org C 00 Edit Funding Org D 00 Edit FWWB 04 Edit Assurance d c s 01 Edit Lokhit Savings 01 Edit HOW TO DEFINE FUNDS If you have the appropriate permissions you can define a new fund and assign it a fund code This fund is then available when you create a loan product You can also assign a new fund to a loan account after it has been created 1 Click Admin gt Define New Fund A screen like this appears Define new fund Enter fund information Complete the fields below Then click Preview Click Cancel to return to Admin page without submitting information Fields marked with an asterisk are required Fund details Name DRT 89 Fund code 93 Preview Cancel 2 Type the name of the fund In the list of fund codes click the appropriate code 4 Click Preview to review the details of the fund If you want to change any details click Edit Fund Information make the changes and click Preview again 5 When you are satisfied with the fund details
38. group to take out and repay a loan Loan Cycle Counter A count of how many times a new loan account has been opened for the client Rescheduling or writing off a loan decrements the loan cycle count Loan Cycle A client s loan cycle begins when a new loan account is opened It closes when the loan is fully repaid Loan Officer User role for personnel permitted to act on client loan accounts Lookup Options HowToSetUpAnMFI In the mifos Ul a dropdown list of items to choose from LSIM Howtocreateanewloanaccount Loan schedule independent of meeting allows loan payments to be collected on nonmeeting days Management Information System MIS Software for aggregating and analyzing information from a business designed to answer essential management questions Welcome MFI Hierarchy See hierarchy MFI MFI Principles How ToCreateANewcClient The essential information that clients should know about the purposes and practices of a microfinance institution Microfinance Institution MFI Bank or NGO engaged in microfinance Welcome Microfinance Making small loans to poor people without collateral based on their ability to repay from a new or expanded business Begun by Muhammad Yunus founder of Grameen 170 Bank Welcome Mifos Microfinance Open Source software Web based software for microfinance institutions Welcome Minimum Balance The required minimum amount of money that must be kept at all times in a sa
39. in savings account will keep on accumulating interest but no withdrawals will be allowed Deposits will be allowed e Loans No new loans will be disbursed to the group but repayments for current loans will be as scheduled e On Hold status can either be changed to Closed or Active Approved The rules of the respective status will then be applicable on the record e f a group is On Hold clients and client accounts will not be affected Close e A group record can be Closed to indicate that the group is not banking with the branch anymore or a duplicate record for the group exists in the system The flags associated with this state are Transferred Duplicate Account Left Program Blacklisted and Other e A group cannot be closed if any client has on hold or active status e Once closed group can reapply again but the record creation has to follow the complete application procedure again e Every time the status of the group is changed to closed Mifos system has to validate if all group accounts have been closed and all individuals are either reassigned or closed Follow these instructions to change the status 1 Click Clients amp Accounts 2 In the Search box type the name of the group or client and click Search 3 In the results box click the name of the group or client you want The details page dashboard for that group or client appears 4 Click Edit Group Status or Edit Client Status T
40. in the branch to collect information about groups and clients These surveys can include demographic information income family size types of business that might change over time and they enable you to know your clients and serve their needs better The process of attaching surveys is the same for centers groups and clients The example used here is for a center Center workers can ask the survey questions directly from the computer screen or they can print a copy of the survey and take it directly to the client If they use a paper copy of the survey they must enter the answers in the computer later To create a new survey follow the instructions in How to create a new survey When you are ready to use the survey online or to enter survey data from the printed copy follow these instructions 1 In any Search box type the name of a center group or client and click Search 2 In the list that appears click the link for the correct center group or client 3 In the Center Details screen click Attach a Survey A screen like the following appears Suarez Group Attach survey Select a survey from the list below Then click Continue Click Cancel to return to client details without submitting information a Select survey groupinfo Continue Cancel 4 In the Select Survey list click the survey you want to enter data for and click Continue You can see only the surveys that are available for this center The onl
41. it 4 When you have made all specifications click Preview 5 Review the specifications if you want to change them click Edit Additional Field make the changes and click Preview again 6 When you are satisfied with all the specifications click Submit If you decide not to add an additional field at this time click Cancel You can also change these additional fields later Click Admin gt View Additional Fields click the group in which this field appears and click Edit for the specific field you want to change 4 Follow the instructions above to make your changes 42 HOW TO VIEW SYSTEM INFORMATION AND MANAGE A MIFOS SHUTDOWN e How to view system information e How to manage a Mifos shutdown HOW TO VIEW SYSTEM INFORMATION At any point you can check the basic information about the system you are using to run Mifos Click Admin gt View System Information to see items such as the following e Operating system version e Application server version e Database server name HOW TO MANAGE A MIFOS SHUTDOWN When you need to shut down Mifos for upgrades or maintenance for example you must give users a chance to finish their work first and you must prevent any new users from logging on For that reason the process includes ways to see how many users are currently working and to notify them of the shutdown To manage the shutdown of Mifos follow these instructions 1 Click Admin Shutdown A screen like
42. made to loan details are contained in the change log These might include e Account information changes e Addition removal of fee types 118 e Addition of notes and change in collateral notes e Status changes includes changes that were made by the user and the system However changes related to transactions such as payment of principal interest fees and penalties are not logged At the bottom of the screen click View Change Log to see these The log might look like this jbLoan1 000100000000537 Change Log Record Creation Date 17 01 2010 Date Field OldValue NewValue User Application 18 03 2010 Status Pending A mifos Approval p _ Return to account details To return to the center details page click Back to Details Page HOW TO VIEW AND ADD NOTES ABOUT THE LOAN You can record any notes about the loan To see all notes already recorded in the recent Notes box at the bottom right of the screen click See All Notes Any notes added in other sections such as account information or adjustments appear in this section as well To add a note follow these instructions 1 Click Add a Note The following screen appears Barangay 01 Add note Enter a note in the field below Then click Preview Click Cancel to return to Centre details without submitting information Note Lorem ipsum dolor sit amet consectetur adinisicin elit Preview Cancel 2 In the Note box type the note 3 Click Prev
43. modification Fields marked with an asterisk are required Household Improvement Loan Account 000100000000464 Client Mati Teacher ID 0011 000000148 Loan Officer wqe adw Bangalore branch1244723261 188 testcentre testgroup Amount disbursed 5000 0 Disbursal date 10 11 2009 No of payments made 2 Amount paid 580 0 Payments Made No Date paid Amount 1 10 11 2009 80 0 2 12 01 2010 500 0 note Preview Cancel 3 In the Note box type a note explaining why this loan payout is being reversed and click Preview to review your work 4 A summary of this action appears Be sure that you intend to reverse this payout as the action reverses all financial transactions made up to this date and the loan account status will be marked as cancelled 5 f you are satisfied with this action click Submit 110 The loan account is now marked cancelled This action is recorded in account notes and adjustment notes and the change is logged in account activity The cancelled loan is not included in loan counts for any reports HOW TO REDO A LOAN DISBURSAL PAYOUT If you have the appropriate permissions you can redo the payout disbursal of a loan that was previously reversed You can apply any repayments for the erroneous loan to the new loan Follow these instructions 1 2 w Click Admin gt Redo Loan Disbursal In the screen that appears in the Name box type the client or group who holds the loa
44. o View system users Define new system user o Manage roles and permissions Offices o View offices Define a new office o View office hierarchy Organization Preferences o View fees Define new fees o View funds Define new fund o View checklists Define new checklist o View holidays Define new holidays o Define accepted payment types o View organization settings o View PPI settings Configure PPI Settings Data display and rules o Define Labels o Define Lookup Options o Define mandatory hidden fields o View Additional Fields Define additional fields Manage Imports o Import transactions System Information o View System Information o Shutdown LEFT NAVIGATION PANEL Manage products Product rules amp attributes o View product categories Define new category o View lateness dormancy definition Manage product mix o View products mix Define products mix Manage Loan products o View Loan products Define new Loan product Manage Savings products o View Savings products Define new Savings product Manage accounts Manage Loan accounts o Reverse Loan Disbursal o Redo Loan Disbursal Manage reports o View admin documents Upload admin documents o View reports templates Upload report template o View reports category Define new report category Manage surveys o View surveys Define new survey o View question bank Define questions On the left links marked Quick Start will take you t
45. of a group where the entire group takes responsibility for managing the loan and making sure that the borrower repays it Group Loan In a group loan the group has a single loan account and the group is the primary unit that the MFI interacts with a single repayment schedule is maintained for the entire group The group as a whole is responsible for repayment and fees and each individual in the group has a designated responsibility to pay their part of the debt See also GLIM Individual lending Hierarchy MFI The structure of offices in an MFI is an inverted tree with the central office at the top and up to four levels below it The system uses the office hierarchy to structure management control and reporting on microfinance transactions Also called office hierarchy HO Head Office Holiday Common tasks Periods of time when no payment is due Each holiday has an associated repayment rule such as Next Working Day Individual Lending A loan made to an individual person See also Group loan Kendra See Center Label HowToSetRulesForDataDisplay Variable text in the user interface changeable by administrators These are in Unicode and can be in any language Lateness Common tasks An attribute of a loan product specifying how long to wait after nonpayment of a loan before the account is marked In arrears HowToSetProductRulesAndAttributes Loan Account Howtocreateanewloanaccount Account with an individual or
46. open a savings account or apply for a Active loan or is eligible for other products offered by the MFI Every client has to have a loan officer to be active A client application can be cancelled due to various reasons Client can withdraw the application The application was rejected by an Officer of the MFI The dlient is not eligible as the client has been Blacklisted A duplicate client record already exists and thus one record is being cancelled Cancel This status means No new accounts can be opened for the client Interest in the client s savings account will keep on accumulating but no withdrawals will be allowed Deposits will be allowed No new loans will be disbursed to the client but repayments for current loans On hold will be as scheduled On Hold status of a client should be indicated on all the client s accounts to ensure that the client is unable to operate the accounts On Hold status can either be changed to Closed or Approved The rules of the respective status will then be applicable on the record A client record can be closed to indicate that the client is not banking with the branch anymore or a duplicate record for the client exists in the system The Close flags associated with this state are Transferred Duplicate Account Blacklisted Left Program and Other Once closed client can reapply again but the client record has to follow the complete application procedure
47. the following appears Shutdown Information Welcome to the Mifos shutdown management area Shutdown status Not planned Schedule in 600 seconds LSumshudown 5 Refresh Active sessions 1 srffinance Itd TEST ACCOUNT Do Not Change MFI 15 03 10 18 07 load success pages application admin jsp sysinfo jsp The Shutdown Status shows whether a shutdown of the system is planned or not The Active Sessions section shows you the names of all system users logged on their branch office and the action or page they are involved in in Mifos When you start a shutdown of Mifos all active sessions will see a notification at the top of their screens indicating that a shutdown is imminent 2 To be sure that you are seeing all active sessions of Mifos click the Refresh button In the Schedule In box type the number of seconds delay until Mifos shuts down 4 Click Start Shutdown In the specified number of seconds all active sessions of Mifos will have to complete their work and no new sessions can be started If you need to cancel this operation dick Cancel Shutdown Active users will then be able to continue their sessions and new users can log on w Now that all sessions have shut down the Mifos administrator can stop the entire Mifos 43 application 44 HOW TO MANAGE PRODUCTS 21 HOW TO SET PRODUCT RULES AND ATTRIBUTES 22 HOW TO DEFINE NEW AND CHANGE EXISTING LOAN PRODUCTS 23 HOW TO MANAGE THE PRODUCT MIX
48. you do not make any changes to the rate The next section deals with the repayment schedule Repayment schedule O weeks months installments Specify the following Recur every 1 month s Calculate of Installments 9 Same for all Loans Bylastloan amount Byloan as Cycle Min st of installments Max of installments Default of installments 1 20 10 Grace period type Grace on all repayments Grace period duration 3 installments Enter information using the descriptions in the following table Loan product Description Example attribute Frequency of The frequency the payments are made to the Every week Instalments MFI In the Recur Every Box type the number of weeks or months in each instalment Calculate number Click one of three choices 52 of Instalments Max of Instalments Min of Instalments Default of instalments Grace Period Type Grace Period duration instalments Interest deducted at disbursement Same for all loans The number of instalments does not vary By last loan amount The number of instalments depends on the amount of the last loan this client or group received By loan cycle The number of instalments depends on the experience of the borrower prompt or late repayment for example with previous loans The maximum number of instalments in which the loan can be repaid The minimum number of instalments in which the lo
49. you offer Reasons for charging a fee can vary from one MFI to another Mifos gives flexibility to MFls and branches to define fee instances to meet their requirements Examples of fee instances are a client creation fee a training fee and an account creation fee HOW TO DEFINE A FEE TYPE 1 Click Admin gt Define New Fees You see a screen like the following Define a new fee Enter fee information Complete the fields below Then click Preview Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Fee details Fee Name membership Fee Applies To Centre 4 Default fees vf Frequency Periodic One Time Select time of charge for one time fees Upfront H Fee Calculation Amount 50 OR of Calculate Fee As Select 4 Accounting gt GL Code 6201 2 Enter specifications using the descriptions in the following table Description Example Field Fee name Name for the fee Training fee Fee m i Level of organization where this fee will apply Center applies to Default r f fee Check if fee is charged to all Check How often the fee is assessed Period every month for example or One Time Ana 22 Uli Frequency If you select One Time in the list below it select the time at which this fee will be charged In the Amount box type the amount of the f
50. 010 Clytie Siddall 2010 Ed Cable 2010 Kay Chau 2010 Mike Dash 2010 How to create multiple loans bulk loan creation O anita Anderson 2010 Modifications Adam Monsen 2010 Clytie Siddall 2010 Ed Cable 2010 Kay Chau 2010 Mike Dash 2010 Tracy Mehoke 2010 How to define accepted payment types O Mike Dash 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Tracy Mehoke 2010 How to define change apply fees O Mike Dash 2010 Modifications 175 Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 Kris Mani 2010 Tracy Mehoke 2010 How to define new and change existing loan products O anita Anderson 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Clytie Siddall 2010 Ed Cable 2010 Kay Chau 2010 How to define and change new savings products O anita Anderson 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 How to attach and collect surveys O anita Anderson 2010 Modifications Adam Monsen 2010 Clytie Siddall 2010 Ed Cable 2010 Kay Chau 2010 How to disburse pay out a loan O Mike Dash 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Clytie Siddall 2010 Ed Cable 2010 Kay Chau 2010 How to enter Collection Sheet data O anita Anderson 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Mike Dash 2010 Tracy Mehoke 2010 How to import transactions O anita Anderson 2010 Modifications Adam Monsen
51. 10 How to manage collection of PPI data India only Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 Tracy Mehoke 2010 Introduction to loan accounts Adam Monsen 2010 Modifications anita Anderson 2010 Clytie Siddall 2010 Ed Cable 2010 Introduction to savings accounts Ed Cable 2010 Modifications Adam Monsen 2010 Kay Chau 2010 Mike Dash 2010 Rules for how to reschedule payment Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Clytie Siddall 2010 Kay Chau 2010 Tips and Techniques Mike Dash 2010 Welcome to Mifos Mike Dash 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Edward Cherlin 2010 Kay Chau 2010 Kris Mani 2010 CJ FLOSS GE MANUALS Free manuals for free software 181 GENERAL PUBLIC LICENSE Version 2 June 1991 Copyright C 1989 1991 Free Software Foundation Inc 51 Franklin Street Fifth Floor Boston MA 02110 1301 USA Everyone is permitted to copy and distribute verbatim copies of this license document but changing it is not allowed Preamble The licenses for most software are designed to take away your freedom to share and change it By contrast the GNU General Public License is intended to guarantee your freedom to share and change free software to make sure the software is free for all its users This General Public License applies to most of the Free Software Foundation s software and to any
52. 181 8 92 0 0 191 0 6 27 Apr 2010 181 8 9 2 0 0 191 0 7 04 May 2010 181 8 9 2 0 0 191 0 8 11 May 2010 181 8 9 2 0 0 191 0 9 18 May 2010 181 8 9 2 0 0 191 0 10 25 May 2010 181 8 9 2 0 0 191 0 11 01 Jun 2010 182 0 10 0 0 0 192 0 _Preview Cancel The list of installments shows the following The number of installments The due date for each installment The principal for the loan at each installment The interest at each installment Any fee charged at the time of the installment The total amount of money due for each installment 104 7 Click Preview to review all the loan information If you want to make changes in the loan click Edit Account Information make the changes and click Preview again 8 When you are satisfied with all changes click Submit for Approval or if you want to wait to submit this loan click Save for Later If you decide not to create the loan at all at this time click Cancel A screen confirming the loan appears it might look like this Group Livestock Loan 000100000000616 Confirm status change New status E Application Approved 19 03 2010 This group is a good candidate for this loan TEST ACCOUNT Do Not Change MFI Complete and check off the following tasks Then click Continue Click Cancel to return to Loan account details without submitting information Client has completed loan survey Edit status Submit Cancel LOAN SCHEDULE INDEPENDENT OF MEETING LSIM If your M
53. 24 HOW TO DEFINE AND CHANGE NEW SAVINGS PRODUCTS 45 HOW TO SET PRODUCT RULES AND ATTRIBUTES e How to define new product categories e How to view and change existing product categories e How to view and change the lateness definition and the dormancy definition HOW TO DEFINE NEW PRODUCT CATEGORIES Most MFls have savings products and loan products In addition you can define subcategories of these products These can be useful in your reports if you want to compare the repayment rates and profitability of different kinds of loans For example you might want to create an Income generating loan category that is used to report on loans for business You could create different products within this category such as Farm loan and Food kiosk loan A second category Housing loan might contain different products for Standard housing loans and Tsunami rebuilding loans Then you could compare the categories to see which were the most popular and the most profitable If you have the appropriate permissions you can create new categories Follow these instructions 1 Click Admin gt Define New Category The following screen appears Define new category Enter Product category information Complete the fields below Then click Preview Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Category Details Product Type Savings d Category Name e
54. 51 153 155 159 161 164 165 167 168 173 INTRODUCTION 1 WELCOME TO MIFOS 2 HOW TO SET UP MIFOS OVERVIEW 3 HOW TO USE THIS MANUAL 4 HOW TO LOG IN AND LOG OUT 5 HOW TO CHANGE YOUR PASSWORD 6 HOW TO NAVIGATE WITHIN MIFOS 7 DATA ENTRY WELCOME TO MIFOS Important Before reading this document you must read the configuration guide and configure your Mifos Microfinance Open Source system Many of the choices you make within Mifos depend on your configuration decisions and some options may not appear or may be unavailable to you based on the configuration Mifos is a management information system MIS that can be accessed over a network using a web browser lt is designed to give microfinance institutions MFls a way to create and maintain their structure get information quickly about their operations and their clients and grow easily We assume that users of this manual are familiar with the purpose of microfinance starting with helping people out of poverty by basing loans on ability to repay not just collateral and the practices of at least one MFI such as loans to groups client training in business and banking and specific loan and savings account types This user manual applies to the current release Mifos 1 5 It s an update of our previous user manual doc covering 1 0 functionality To see new features and functionality covered by the scope of this new manual please see our features added since 1 0 on our
55. ATA ENTRY All data entry screens in the system behave in the same way Note the following 10 You can type data into a text field A text field requires typing or scanning as in the amount and interest rate fields in the above page In a pull down list or drop down list there is a predefined list of values the user must choose one from this list In some cases the items on this list are based on user entries in other cases they are configured by the MFI For information on how to change some of these values see How To Define And Change Lookup Options In some cases when the data is selected values that depend on it are displayed automatically and cannot be changed Fields that require no data entry are dimmed Mandatory fields have a red asterisk before the field name The user must enter data in this field before the form can be completed Where the form is longer than the screen use the scroll bar to display more fields Use the keyboard to move from one field to another after you have entered data in a field press Tab to move to the next field The data entry pages indicate the numbers of steps to be completed The above section of the create loan account screen at the top shows that the current step is the Loan Account Information You can click the previous step to go back to it ADMINISTRATION TASKS 8 HOW TO SET UP MFI OPERATIONS OVERVIEW 9 HOW TO CREATE AND VIEW THE OFFICE STRUCTURE 10 HOW TO WORK
56. Define mandatory hidden fields System wide fields Hide Mandatory External Id 0 0 Ethnicity D D Citizenship B D Income USD per month D 0 Education level D D Photo 0 o Assigning Client to positions O Address1 Q Address2 D Address 3 2 City District o State Q Country o Postal code 0 Receipt ID and Date B Collateral Type and Notes Q Client system users fields Hide Mandatory Middle name M Second last name v D National ID o o Poverty Status O D Spouse father middle name o Spouse father second lastname D Phone number Q Trained D Q Trained on m Business work activities Q Group fields Hide Mandatory Trained Q Loan Account Fields Hide Mandatory Purpose of Loan B Source of fund Q 2 Check and uncheck the boxes according to your preferences 3 When you are satisfied with your specifications click Submit If you decide not to change the status of any fields at this time click Cancel Note If you make a field mandatory it will always have an asterisk next to it HOW TO DEFINE AND CHANGE ADDITIONAL FIELDS 40 You may find that you need additional fields in Mifos for example you might need to gather additional information about a client s business If you have appropriate permissions you can create new fields and give them certain characteristics such as making those fields mandatory or assigning them default values Not all properties of fields can be changed TIP Consider adding addition
57. E Client Chery San Sletro ID 00C2 000007N0N3 Sanna man 100000 E gele x Loan oflicar Saly Kagalang Pasay Branch s Scrangay 01 r euamz Group Cen Mare Cpriano D JJU2 UJUUULLU4 500 0 JUU U ULUJU 3 Salatt m Loan officer Saly Magalany Pavey Drerh s 3erangey C1 Cuarez Group Cent Ana Flores ID 0002 000000005 5300 0 300 0 100090 9 Select Loan officer Sally Magalang Pasay Aranch s Sarangay 01 6 uanz Group Ghent Lro Aearez ID COO 000900037 Loan officer Saly Magalang Passy Brerich s Serangey U Marcel Group Clem Charisse Ann Agcinslec xxx O 0902 5300 0 300 0 100000 9 Selsct 00000020 Loan offlcar Saly Magalang Pasay Branch Sarangay 01 f Warselo Group Dient ryan Valdez D 9002 090000033 Loan officer Saly Kaqalang Passy Brenich s zeranyzy Ut Arile Group 000 0 100000 w 5300 0 Salat e k 5900 0 o00 0 100000 Salatl Im 7 When you are satisfied with the loans click Submit for Approval or if you want to submit this loan later click Save for Later If you decide not to create multiple loans at all at this time click Cancel A screen appears confirming the creation of the loans It might look like this You have successfully created new Loan accounts Please Note New Loan accounts with the following IDs have been created Account 000100000000650 Account 000100000000651 Account 000100000000652 Suggested next steps Create multiple Loan accounts Loan
58. EDITS 163 RULES FOR HOW TO RESCHEDULE REPAYMENT 1 164 If the client did not make the payment for an installment a For flat interest loans in next installment Penalty Payment Payment2 b For declining balance loans the next installment will be recalculated to include the missed installment There is no concept of payment 1 and payment 2 in this case If the repayment day falls on a holiday and repayment is set to the next repayment the client must pay two installments on the next repayment day No penalty will be calculated for that period A penalty for failing to pay an installment is calculated only for the affected installment period The same approach is applied to subsequent installments The grace period can be modified a For a loan account whose grace period has not ended b Only for future installments if the grace period has ended If client does not have any meeting date then repayment start date is the actual disbursement date repayment frequency grace period HOW TO CALCULATE THE EMI EMI Equated Monthly Installment is the amount payable to the lending institution every month till the loan is paid back in full It consists of a portion of the interest as well as the principal This is what is due at each installment of a loan Definition Formula Declining Balance Interest EMI of Principal and Interest Interest is computed at periodic intervals on the amount of the original prin
59. Edit Account Status A screen like the following appears Individual Medical Loan 000100000000609 Change status Current status Application Pending Approval Select from the status options below Then click Continue Click Cancel to return to Loan account details without submitting information Status Partial Application Application Approved C Cancel When cancelling a Loan select an explanation from the dropdown list below Select Note Click either Partial Application Application Approved or Cancel If you click Cancel you must click an explanation from the list that appears such as Rejected If the application was withdrawn click Withdraw If neither explanation fits click Other In the Note box type a note explaining any reasons for your action Click Preview to review your work If a survey is required for this loan product you must check the Client has Completed Loan Survey box Click Submit 107 The loan now appears on the details page with a green square showing that it is approved Individual Medical Edit account Loan status 000100000000609 W Application Approved Disbursal date 16 03 2010 Purpose of Loan HOW TO APPROVE MULTIPLE ACCOUNTS See How to approve multiple loans bulk loan approval under bulk transactions 108 HOW TO DISBURSE PAY OUT A LOAN e How to reverse a loan disbursal payout e How to redo a loan disbursal payout You can disburse pay
60. FI intends to collect loan payments on nonmeeting days it can set up this LSIM system to adjust the repayment schedule During the configuration process the Allow Payments on Nonmeeting Days setting is turned on Then in Mifos you see the following differences when you create a loan Ordinarily the default disbursal date is the next meeting date If LSIM is activated however you can change this date to something else However this disbursal date must be in the future You can also change the default repayment day to a nonmeeting day in the Repayment Day field but it must occur at the same frequency as meeting days that is if the meeting occurs once a month the repayment day must be once a month You may not change the frequency of repayments Mifos calculates the repayment schedule including grace periods based on these dates 105 HOW TO CHANGE THE STATUS OF APPROVE CLOSE LOAN ACCOUNTS HOW TO APPROVE OR CLOSE A SINGLE LOAN ACCOUNT Before loans can be disbursed they must be approved by someone with the appropriate permissions The same procedure is used to cancel loan applications The following table explains the meanings of the statuses that a loan can have When you configure Mifos you can decide which of these statuses is available for use See the Configuration guide for information Save the loan account in this status when he information entered is not complete or Is required by the MFI as
61. FLAT INTEREST RATES Problem You may have a loan product with a flat interest rate but Mifos requires you to enter the interest rates as APR Solution Use the following formula It will calculate the value you need to enter for the loan repayment schedule Formula To calculate the yearly APR use the following formula APR Interest Amount Period of Calculation 360 or 365 Principal Number of Weeks 7 Here is an example using the following values Calculation period 365 days Interest amount 40 Principal 200 Number of weeks 24 APR 40 365 200 24 7 43452 43 452 Notes You can schedule meetings every month or every two weeks If you schedule meetings every two weeks there may be some months that have three meetings and three payments For accuracy you must configure Mifos for at least three extra decimal places of precision See the accounting settings in the configuration guide 167 GLOSSARY Accepted Payment Types HowToDefineAcceptedPayment Types Forms of payment accepted by an MFI The default choices are cash check cheque and voucher Account Status History The account history shows listing of loan status changes with the first entry being the first status assigned to the loan when it was created The information can be used to track the progress of the loan the efficiency of the loan officer or MFI approval process not found Account Howtocreateanewloanacco
62. Follow these instructions 1 From the Clients amp Accounts Tasks list in the left navigation pane click Create Multiple Loan Accounts The following screen appears Create Loan Accounts Search Clients Enter details and click Search Click Cancel to return to Clients amp Accounts without submitting information Branch a Office Pasay Branch 7 Loan Sally Magalang lt Officer Centre Barangay 01 B Loan instance Emergency Loanl name Search Cancel 2 In the Branch Office Loan Officer Center and Loan Product Name lists click the appropriate values 3 Click Search 4 All client and groups in this center who are assigned to the loan officer appear in a list 5 In the checkbox at the far left of the list check those clients and groups who will receive the loan 6 Enter information using the descriptions in the following table Description Loan he amount of the loan for each client 200 Amount or group The default loan amount is in the box the range for this type of loan appears on the right Purpose of The appropriate purpose for each client Education Loan or group 139 Q Select cients Create Loan Accounts Search Clients Eror delal s srid click 2esech Clic Csrcel o ralum lo Clianis Accounts witout s don ilt er information Loan instance nama Emangensy Loar Account Ovener Loan Amount Allowed Amount No of installments Purpose of Loan
63. I Los Cete pee P nd aci Edaina Loan 2 Heeh d Incrowerent Lon 1 Pd od Mcd d Loon 1 Su ded Cie dou d Sure Bn niue PTT PETS Recem Hotes 17 07 2409 Ape weed TEST A COUNT Do faz Coorp MF EE IE Anis wta Check the appropriate chapters of this manual for information on each of these 80 81 HOW TO CHANGE A MEETING SCHEDULE FOR A CENTER Meeting schedules are set when you create a center If you ever need to change the schedule follow these instructions 1 2 BU 82 Click Clients amp Accounts In the Search box type the center name and click Search In the list that appears click the link for the correct center Click Edit Meeting Schedule Change the schedule according to the instructions in How to create a center Meeting Schedule changes take effect the day after the changes are made After changing the meeting schedule all associated clients and groups with that center will have an updated meeting schedule the next day If loan schedules are tied to meeting schedules loan repayment schedules will also be updated HOW TO VIEW AND CHANGE DETAILS FOR CENTERS GROUPS AND CLIENTS HOW TO EDIT DETAILS You can change details about a center group or client at any time Follow these instructions 1 From any search box type the name of the center group or client and click Search All entities with that name appear click the correct one 2 In the Center Group Client Information section click Edit
64. MIFOS USER MANUAL Copyright The Contributors see back Published 2010 12 23 License GPLv2 Note We offer no warranty if you follow this manual and something goes wrong So be careful TABLE OF CONTENTS INTRODUCTION 1 Welcome to Mifos 2 How to set up Mifos overview 3 How to use this manual 4 How to log in and log out 5 How to change your password 6 How to navigate within Mifos 7 Data entry ADMINISTRATION TASKS 8 How to set up MFI operations Overview 9 How to create and view the office structure 10 How to work with offices How to work with roles permissions and system users 1 12 How to define change apply fees 13 How to apply fees charges 14 How to work with funds define view assign 15 How to work with user checklists 16 How to work with holidays 17 How to define accepted payment types 18 How to view organization settings 19 How to set rules for data display How to view system information and manage a Mifos shut down HOW TO MANAGE PRODUCTS 21 How to set product rules and attributes How to define new and change existing loan products 23 How to manage the product mix 24 How to define and change new savings products 46 49 56 58 HOW TO MANAGE GROUPS CENTERS AND CLIENTS 25 Centers groups and clients overview 64 26 How to create a new center 65 27 How to create a new group 70 28 How to create a new client 75 29 How to change a meeting schedule for a center 82 How to view and
65. NGE REPORT TEMPLATES You can change certain things about existing uploaded report templates within Mifos Title Category Report Status active or inactive inactive reports do not appear on the Report page Template Follow these instructions 146 1 From the list of report templates click the Edit button next to the report template A screen like the following appears Admin View reports Branch Cash Confirmation Report Branch Cash Confirmation Report Edit report information Complete the fields below Then click Preview Click Cancel to return to report details without submitting information Fields marked with an asterisk are required Report details Report title Branch Cash Confirmatior Report category Analysis 4 Report Status Active 1 Select report template Choose File no file selected Preview Cancel 2 Enter information using the descriptions in the following table Field Description Report Title Change the title here Report Category Change the category here Report Status Active or Inactive Select Report Click Choose File browse your computer for a BIRT file and double Template click it The new filename appears 3 Click Preview to review your work 4 If you want to make changes click the Edit button make changes and click Preview again 5 When you are satisfied with your changes click Submit If
66. National ID or Social Security Number This is not National ID editable after a client enters Active N 001 state Some external IDs might have characters associated with them Date of Birth Nov 1 2005 Gender Male Marital Status Married Number of The total number of children the client 4 Children has Citizenship Kenyan Ethnicity Arab Captures the maximum level of Education Level education the client has attained for Graduate 76 example Graduate Activities The nature of the client s business Self owned business Handicapped If this field is present check whether No PP there is a handicap or not If this field is present click the Poverty Status appropriate status for the client if Very poor known If this field is present click the Income appropriate monthly income for the 200 dient if known User can upload a photo which will be a part of the client details page The maximum size allowed is 30KB Click Photograph Choose File browse your computer for C microfin photos smith01 gif the photograph file and double click it so that the filename appears next to the box Relationship First Name Names of the spouse or father Jane Smith Spouse Middle Name and Second Last Name and Last Name The next section is for the address of the group Address Address 1 Address 2 Address 3
67. Padod Typa Nona Ho of installmanta 2 Allee 4umaer cf Installments 6 13 Grace narod te repayments FC Installments Bore ot hires Collateral details Collateral t pe Culluterel kows External ld Admina alre documents Additional information Restnuzlurzd Recurrii account fass More account and transaction details The following table summarizes the sections of the dashboard Loan account header Account summary Recent activity Account details More account and transaction details Transactions Performance history Recent notes Loan account number current status disbursal date and purpose of the loan Shows the loan amount amount paid and the loan balance broken down by the principal interest fees and penalty It includes a link to the repayment schedule A list of transactions that have taken place with regard to the loan Shows the loan account details which include interest and repayment rules and collateral details It includes a link to a section where you can create a receipt for payment Shows the status history change log and change history for the loan account Provides the links to applying a payment an adjustment or a charge to the loan account Show various loan account performance indicators Shows the three most recent notes appended to the loan account with additional links to add a new note or view all the notes 95 LOAN ACCOUNT SUMMARY The secti
68. STMENTS TO A SAVINGS DEPOSIT Sometimes errors occur when savings accounts transactions are recorded If you need to cancel the full amount of the last deposit or withdrawal you can do this by making an adjustment If you need to cancel several transactions you must do each one separately 130 Follow these instructions 1 From the Transactions box at the upper right of the screen click Apply Adjustment A screen like the following appears showing the last payment made Family Savings Account 000100000000114 Apply adjustment Last transaction can be modified if required Ifthe adjustment is made system will make a reverse transaction entry and the account balance will be updated Last made 1 5 Correct Amount Notes _ReviewAdjustment Cancel 2 In the Correct Amount type the accurate deposit or withdrawal amount In the Notes box type information describing why you made this adjustment 4 When you have made the adjustment click Review Adjustment to review your work and click Submit w Adjustments appear in performance tracking summarized historical data and the change log 131 HOW TO TRACK SAVINGS ACCOUNT HISTORY TRANSACTIONS PERFORMANCE How to view the history of all transactions How to view status histor How to view performance history How to view the change log How to view and add notes about the savings account HOW TO VIEW THE HISTORY OF ALL TRANSACTIONS 1 At the
69. T RELEASE NOTES The release notes for each release of Mifos are here Read them to find important information about the latest release including known issues INSTALLATION GUIDE The installation guide gives you all the instructions you need to install Mifos CONFIGURATION GUIDE The configuration guide includes instructions on all the operations that must occur before you starting working with Mifos DEPLOYMENT METHODOLOGY The deployment guide includes tips and advice for deploying Mifos independently through community with support via our mailing lists MAINTENANCE AND POST DEPLOYMENT PLANNING The maintenance section of the Mifos knowledge base includes information on maintaining Mifos and on planning for future releases HOW TO USE THIS MANUAL Table of contents Using links Searching for information Tips and techniques Glossary Document conventions TABLE OF CONTENTS To read any of the sections listed on the left click the section name USING LINKS Any text in blue is a link click it to open a Web site For example the Mifos configuration guide is stored on a Web site and you may need to refer to it or change some of its details SEARCHING FOR INFORMATION All information in this manual is indexed by Google If you go to the Google com site and type words or phrases in the search box this manual will be searched for those words or phrases TIPS AND TECHNIQUES In this manual we present sever
70. U General Public License as published by the Free Software Foundation either version 2 of the License or at your option any later version This documentation is distributed in the hope that it will be useful but WITHOUT ANY WARRANTY without even the implied warranty of MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE See the GNU General Public License for more details You should have received a copy of the GNU General Public License along with this documentation if not write to the Free Software Foundation Inc 51 Franklin Street Fifth Floor Boston MA 02110 1301 USA AUTHORS Centers groups and clients overview O Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 Sonia Lyris 2010 Credits adam hyde 2006 2007 Modifications Adam Monsen 2010 Data entry O Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Kris Mani 2010 Glossary O Edward Cherlin 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 Mike Dash 2010 How to apply fees charges O Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 Kris Mani 2010 Van Mittal Henkle 2010 How to approve multiple loans bulk loan approval 173 Ed Cable 2010 Modifications Adam Feuer 2010 anita Anderson 2010 Kay Chau 2010 Mike Dash 2010 Tracy Mehoke 2010 How to attach administrative documents Ed Cable 2010 Modifications Ad
71. accounts created from those products but they do not affect savings accounts that were created before Follow these instructions 62 1 w Click Admin gt View Savings Products A screen appears like the following View Savings products Click on a Savings product below to view details and make changes or Define a new Savings product o Family Savings Account 0 FreeSavings o Group Savings o Group Savings Account o Individual Savings Account o Jewel o Lazima Savings o Mandatory Savings o savprodA o TermSavings Click the link for the product you want to change In the screen that appears review the terms of the product Click Edit Savings Product Information and proceed as in the procedure above clicking Submit when you are done HOW TO MANAGE GROUPS CENTERS AND CLIENTS 25 CENTERS GROUPS AND CLIENTS OVERVIEW 26 HOW TO CREATE A NEW CENTER 27 HOW TO CREATE A NEW GROUP 28 HOW TO CREATE A NEW CLIENT 29 HOW TO CHANGE A MEETING SCHEDULE FOR A CENTER 30 HOW TO VIEW AND CHANGE DETAILS OF CENTERS GROUPS AND CLIENTS 31 HOW TO CHANGE THE STATUS OF CENTERS GROUPS AND CLIENTS 32 HOW TO VIEW PERFORMANCE HISTORY 33 HOW TO ATTACH AND COLLECT SURVEYS CENTERS GROUPS AND CLIENTS OVERVIEW Below the level of the branch your MFI can have centers and groups to organize and empower clients Usually a single Loan Officer works in a center and has responsibility for several groups If there is a ce
72. al fields if you want the information to be collected as part of the regular MFI workflow For example perhaps you want the client s mother s name to be included in any account application If the information does not need to be collected each time but you would like to collect it periodically and save it for comparison such as annual income consider putting this information in a survey See How to create a survey for details Note You can add new fields or edit the ones that appear there but you may not delete any Follow these instructions to create new fields 1 Click Admin Define Additional Fields 2 The following screen appears Define additional fields Enter additional field information Complete the fields below Then click Preview Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Additional field details Category Centre B Label Alternate phone Mandatory Q Data Type Numeric Default Value Preview Cancel 3 Enter information using the descriptions in the following table he category that fits this field he label that will appear for this field in Mifos If you want this field to be mandatory meaning that the procedure cannot be completed without filling in this field check this en types text in this field they will see an error message he value that will appear if the field if the user does not alter
73. al helpful tips that we and our users have found to make operation of Mifos easier You may find other helpful tips under the FAQ section of this manual GLOSSARY The glossary in this manual see the appendix explains some finance terms and some terms that are used by MFls for their work It also includes definitions of terms used in Mifos DOCUMENT CONVENTIONS These are the rules for how information is presented in this manual e All names of items on the screen Ul elements have initial capital letters For example View Product Mix e Any message from the Mifos software is surrounded by quotation marks as in the following Please select the Product Type Please specify the Category Name e The names of commands and buttons that you click are shown in boldface type e Items in Mifos that must be clicked in order to navigate to a particular spot look like this Click Admin gt Define New Holidays This means click the Admin tab and in the screen that appears click Define New Holidays HOW TO LOG ON AND LOG OUT 1 Open a browser and navigate to the URL for Mifos provided by your system administrator 2 The login screen appears Login Welcome to mifos Username Password Login 3 In the Username box type the username provided for you on Mifos 4 In the Password box type the password provided for you and click the Login button 5 The main Mifos window appears Note The first time y
74. all groups loans and client loans This does not include group funded loan products Total savings All the savings accounts of the center PERFORMANCE HISTORY OF A GROUP For a group it includes the following Number of active clients Total number of clients belonging to the group irrespective of the client status Amount of last group loan Last largest group loan disbursed Average individual loan size Sum of active loan amount for all client loan accounts Number of active client loan accounts Total loan portfolio Total original value of all outstanding loans including group loans and all client loans This does not include group funded loan products Portfolio at risk The remaining balance of all outstanding loans that have one or more installments of principal past due more than 30 days total original value of all outstanding loans Principal amounts of loan product loans not group funded loan product excluding interest Total savings All the savings accounts of the group Loan cycle per product The number of times a loan product has been used for a loan account If the group has taken two agricultural loans and three cattle loans for example the performance history displays the following education loan 2 cattle loan 3 The counter is incremented when a loan account is approved and decremented for rescheduled loans or written off loans PERFORMANCE HISTORY OF A CLIENT For a client it includes the followi
75. am Feuer 2010 Adam Monsen 2010 anita Anderson 2010 Kay Chau 2010 Sonia Lyris 2010 How to attach and collect surveys Ed Cable 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Mike Dash 2010 Tracy Mehoke 2010 How to calculate the EMI anita Anderson 2010 Modifications Adam Monsen 2010 Kay Chau 2010 Kris Mani 2010 Sonia Lyris 2010 How to change the status of approve close loan accounts Mike Dash 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Clytie Siddall 2010 Ed Cable 2010 Kay Chau 2010 How to change your password O Mike Dash 2010 Modifications Adam Monsen 2010 Kris Mani 2010 How to change the status of centers groups and clients O Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 How to create a new center O anita Anderson 2010 Modifications 174 Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Mike Dash 2010 Sonia Lyris 2010 How to create a new client anita Anderson 2010 Modifications Adam Monsen 2010 Clytie Siddall 2010 Ed Cable 2010 Mike Dash 2010 How to create a new group O anita Anderson 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Sonia Lyris 2010 How to create a new savings account O anita Anderson 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Edward Cherlin 2010 Kay Chau 2010 How to create and view the office structure O anita Anderson 2010 Modifications Adam Monsen 2
76. am Monsen 2010 Kay Chau 2010 How to track loan account history Ed Cable 2010 Modifications anita Anderson 2010 Clytie Siddall 2010 Kay Chau 2010 How to track savings account history Ed Cable 2010 Modifications Adam Feuer 2010 anita Anderson 2010 Clytie Siddall 2010 Kay Chau 2010 Mike Dash 2010 How to manage administrative documents O anita Anderson 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Sonia Lyris 2010 How to use this manual O Mike Dash 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Kris Mani 2010 How to view and change details of centers groups and clients O anita Anderson 2010 Modifications 178 Adam Monsen 2010 Ed Cable 2010 Sonia Lyris 2010 How to view performance history Mike Dash 2010 Modifications Adam Monsen 2010 anita Anderson 2010 Ed Cable 2010 How to view system information and manage a Mifos shut down anita Anderson 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 How to work with funds define view assign Mike Dash 2010 Modifications Adam Monsen 2010 Ed Cable 2010 Kris Mani 2010 Tracy Mehoke 2010 How to work with offices Mike Dash 2010 Modifications Adam Feuer 2010 Adam Monsen 2010 Ed Cable 2010 Kay Chau 2010 Kris Mani 2010 Tracy Mehoke 2010 How to work with roles permissions and system users O anita Anderson 2010 Modifications
77. an the group provides insurance of payment by individuals e The group provides reinforcement esprit de corps and encouragement to individuals to bear their part of the debt responsibility THE LOAN ACCOUNT DASHBOARD At any point you can look at the details of a loan to find out its terms and its current status Such a dashboard might look like this 94 Po Secret Barwny 05 Cro SA Francine Vac Eduseadional Loan Educational Loan 4 000100000000183 Erit acce inf stat is Em BActys in Ba Standing Heads irae uf Dishursal Jata 2010009 Spat peutic Purpose of Loan Reger nm Account summary Ep co En sche ie Performance history Tota moure eus on 239040 C 1 870 nt payments fenotrr in arrears 97 9 at mezi comes E View instgl r Doyz e rez 351 Original Loan Anean paid Loan balance Loca metatty dete 20040009 Previpst 500 0 405 3 50 Surveys rterest 13 0 13 20 Faes 0 0 22 oc Wearhouse Penaty 0 0 23 00 Total 513 0 4523 e70 Recent notas 18010080 Agios FEST AZ OUNT Zo A Recent activity Vien al c ise ut Date Description Amount Set ol notes 071 W20C9 Pare rcod 230 0 443 a rate OWIWAUCY Paren ec 420 290W20C9 Parra rosd 4323 Account details marest rules Interasi ale Type Declining Dalance Equs Princioal nstalment Interaet ste 20 0 AFR Interast deducted al disbursemant No Er account nim matea Repayment rules Frequency cf lnstallmern 1 week s Prrelpal due cr last Installmevt No Graca
78. an can be repaid The default value entered in the number of instalments when defining a loan account The user will be able to change the instalments value when defining a loan account based on this loan product An initial grace period is the time between the Grace on All disbursal date of a loan and the collection of the Repayments first regular payment Click one of the following choices for the type of extra time allowed for repayment None No extra time is allowed Grace on All Repayments The client is not required to start repayment until the grace period ends and interest is not charged during this period That is extra time is given for both principal and interest Principal only Grace Extra time is allowed only for the principal not the interest of the loan The client must make regular interest payments but is not required to make payments against the principal during the grace period This is the number of initial due dates at the 3 first beginning of the loan when no payment is due payment due The first payment would be due on the next at period 4 instalment date Applicable only for flat interest loans If Yes Interest Deducted at Disbursement is clicked the grace period option will not be enabled for such loan products If this attribute is set to On for a product instance the first repayment date is the same as the loan disbursement date Grace period is not applicable since the repaym
79. and click Add Follow the instructions in How to view and define survey questions to add new questions to this question bank The question name and content appear in the table below If you add several questions the table might look like this Question Name Question Mandatory Delete CPI 11 Loan Cycle Current Loan Cycle CPI 13 Future What are your future economic plans B CPI 3 Gender Gender D CPI 5 Biz Type Type of Business Activity D CPI 12 Growth Business Growth Rate Q If you want to make a question mandatory that is the current procedure cannot be completed until the question is answered check the Mandatory box in its row If you change your mind and want to delete a question from the survey click the Delete button When you have added all the questions click Preview to review your work If you want to make changes click Edit Survey Information make changes and click Preview again If you plan to ask the questions with a paper copy of the survey click Printer Version to create a printable version of the survey that group members will actually have in their hands when they ask questions of clients It might look like this survey4 Indicates that you can select only one option Indicates that you can select more than one option 1 Gender O Male O Female 2 Type of Business Activity O Carpenter O Hairdresser O Fisherman O Farmer 3 Business Growth Rate O Positive O Stable O Negative Cancel 10
80. at statistics from your MFI are used to help calculate this index 1 Click Admin gt Configure PPI settings The following screen appears Q PPI Configuration gt Define Poverty Measurement Tool Progress out of Poverty Index Select the country and enter the information below Then click Submit Click Cancel to return to Select poverty measurement tool without submitting any information Fields marked with an asterisk are required Select Country Country India Status Active Preview Cancel 2 In the Country list click your country At this point only India can use the PPI tool In the Status box click Active or Inactive 4 Click Preview to review your choice If you are satisfied with the PPI setting click Submit If you do not want to change your PPI setting click Cancel HOW TO SEE THE SCORE RANGES FOR THE PPI TOOL w 1 Click Admin gt View PPI Settings The following screen appears PPI Tool Configuration Edit PPI Tool Configuration Active Country India Status Active Poverty statu Survey score limits Very Por 9724 Poor 25 49 AtRisk 50 74 Non Poor 75 101 159 2 Use this list to evaluate the financial health of a country From here you can click the Edit PPI Tool Configuration link to activate or inactivate the tool as in the previous procedure 160 HOW TO ATTACH AND COLLECT SURVEYS Surveys are ways for loan officers and others working
81. ations for the product The first part of the screen looks like this 49 Add a new Loan product Enter Loan product information Complete the fields below Then click Preview Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Loan product details Product instance name tsunami loan Shortname ts Description For reconstruction after tsunami Product category Select Start date 3 DD 0 MM 2010 YYYY End date DD MM YYYY Applicable for Groups 4 Include in Loan cycle M counter 2 Enter information using the descriptions in the following table Product instance The full name of the loan product being defined name Short name An abbreviated version of the name used in reports or menus where space is limited such as Collection Sheets Description A description of the loan product its purpose eligible recipients or other information that will help an employee determine whether it is appropriate for a particular client Product Category A selection from the list of all the active loan product categories Products not assigned to any category are assigned to the Other category The full date after which loans of this type may be issued The last date on which loans of this type may be issued Applicable For Click whether this is a loan given to groups or individual clients Include in Loan A Yes No choice for whe
82. be P 1 r n calculated 1 month 60 means that the interest here rate will be calculated at P Principal amount the end of every month initial amount r annual rate of interest as a decimal A amount of money accumulated including interest n number of times the interest is compounded per year Frequency of Interest ype the frequency of month every month Posting to Accounts posting into the accounts Posting is always at the for example interest is end of the period defined posted to the savings accounts once a month Changes to this account will affect future transactions only he frequency of deposit is inherited from the client s meeting frequency Min balance required for Enter the smallest interest rate calculation balance that the account must have before it can accrue interest If the amount is lower than the amount entered here interest will not be applied 5 In the Accounting section if you have general ledger codes for deposits and interest click those codes in each list 6 When you have made all choices for this savings product click Preview 7 Review your choices If you want to make changes click Edit Savings Product Information make changes and click Submit If you decide not to create a savings product at this time click Cancel 61 HOW TO CHANGE SAVINGS PRODUCTS If you change savings products that are already in use the changes affect all future savings
83. bmitting information Fields marked with an asterisk are required Branch Office Selected Pasay Branch Center details Name Rafaela Center Loan officer pzy assigned L M Meeting schedule Schedule Meeting External Id Useful if necessary to cross reference a client within a system E used prior to Mifos MFI joining date 2 DD 4 MM 2010 YYYY 3 Enter information about the center using the descriptions in the following table FEP Description Example name Branch i The center s parent branch Branch 01 selected Center details Name The center s name make sure that this is unique within the MFI cam Loan The loan officer assigned to the center Groups associated with this officer pum Sri Nagesh i center inherit this value assigned The 12t day of Click Schedule Meeting to set the number of times meetings are to be every third held within a time period Groups associated with this center inherit month 65 this value Click Weeks or Months or Meetin If you click Months set a meeting for a specific day in each period or a hed specific day of a specific week in each period If you click Weeks type The 4h Schnee the number of weeks between meetings and in the list next to it click Tuesday of the day of the week on which the meeting takes place every second In the Location of Meeting box type where the meeting is
84. bottom of the screen click View Transaction History A screen like the following appears only part of the screen shows here Group Savings Account 000100000000075 Transaction history Date PaymentiD TransactioniD Type GLCode Debit Credit Clientname DatePosted PostedBy Savings Suarez 03 04 2010 3447 7725 Interest 4603 59 Grou 31 03 2010 null Posting p Savings Suarez 03 04 2010 3447 7725 Interest 41102 59 31 03 2010 null Posting Group This screen shows the following Date of transaction Payment ID Transaction ID Type of transaction General ledger code Amount of debit or credit Client or group name Date posted User who posted the transaction Adjustment notes if any HOW TO VIEW STATUS HISTORY At any point you can see the history of a savings account the original application whether it was approved and its current status At the bottom of the screen click View Status History A screen like the following appears Group Savings Account 000100000000075 Status history Date OldStatus NewStatus User TEST ACCOUNT 21 07 2008 Pending Approval Do Not Change MFI TEST ACCOUNT Pending 21 07 2008 Approval Active ES Change _ Return to account details 132 HOW TO VIEW PERFORMANCE HISTORY On the details page dashboard for centers groups and clients performance history is summarized in a box at the upper right It includes the following Date account opened Total deposits T
85. charge their customer fee for the various services offered Reasons for charging a fee can vary from one MFI to another Mifos system gives the flexibility to MFls and branches to define fee types to meet their requirements Examples of fee types can be dlient creation fee training fee or account creation fee HowToSetUpYourOrganizationPreferences Fund Code HowToWorkWithFunds A predefined numeric code for identifying funds Fund Type Common tasks Name for group of sources of funds Fund HowToWorkWithFunds A source of money used to make loans or carry out other MFI functions Examples are donor funds and deposits Mifos provides a set of fund codes that Administrators can name as appropriate GI Code HowToDefineNewLoanProducts General Ledger code GLIM Group loans individual monitoring In a GLIM loan all transactions disbursals payments adjustments bulk entry and so forth take place at the group level The only major difference between GLIM and the usual group loans is that the initial loan account creation specifies the amounts given to each individual the purposes for these amounts and the way these loans affect the calculation of individual performance metrics See also Group loan Group A collection of clients working together that is assigned to a center or a branch The 169 group can act together to borrow money and hold a savings account How ToCreateANewGroup Group Loan Common tasks Loan to a member
86. cipal that has not yet been repaid Since the borrower only pays interest on that amount of original principal that has not yet been repaid interest paid will be smaller every period EMI i P I Hi n Where P Loan amount r Rate of interest per year n Term of the loan in periods Length of a period fraction of a year i e 1 12 1 month 14 360 bi weekly i Interest rate per period r P 1000 r 5 100 I 6 12 n 2 i 0 025 EMI 0 025 1000 1 1 0 025 2 EMI 518 83 Declining Balance Interest with equal principal installment The exception from the EMI computed in the first column is that interest is calculated using equal principal installments The client pays equal installments of principal for the duration of the loan and the interest is calculated on principal that has not been paid for the loan period Formula Interest P Pp r n Where P loan amount Pp Principal paid r rate of interest n term of loan Drinrinal 15 NNN Flat Interest Rate Flat interest refers to charging interest on the full original loan amount rather than on the declining balance This is the most common calculation used in Grameen Style MFls most MFls Interest P r n Where P loan amount Initial amount r rate of interest n term of the loan 165 Examples 166 The way to apply payments is as follows
87. come USD per month National ID Address Address 1 Address 2 Address 3 Statuses Partial Application Pending Approval Approved Cancel Closed On hold Active Inactive Active in good standing Active in bad standing Closed obligation met Closed rescheduled Closed written off Grace types None Grace on all repayments Principal only grace Miscellaneous Interest External ID Bulk entry Address1 Address2 Address 3 Partial Application Application Pending Appr Application Approved Cancel Closed On Hold Active Inactive Active in Good Standing Active in Bad Standing Closed Obligation met Closed Rescheduled Closed Written Off None Grace on all repayments Principal only grace Interest External Id Bulk entry 2 For any labels you want to change type the new label in the box to the right 3 When you are satisfied with the changes click Submit If you decide not to change any labels at this time click Cancel HOW TO DEFINE AND CHANGE LOOKUP OPTIONS In many procedures within Mifos you choose among items in a list These are called lookup options For some of these lists you can control the items that appear there to fit your local circumstances either by adding new options or editing the existing ones For example in the list of salutations you might want to add Sr
88. create funds Mi Can modify funds Fees M Can define new fee type Mi Can modify fee information Checklists Wi Can define new checklist type Can modify checklist information Can define Accepted Payment M Type V Office management V Offices M Can create new office M Can modify office information M Can modify office hierarchy Funds Can create funds Can modify funds Fees Can define new fee type Can modify fee information Checklists Can define new checklist type Can modify checklist information Can define Accepted Payment Type Offices Can create new office Can modify office information Can modify office hierarchy 3 In the Role Name box type a name for this role such as Loan Officer or Branch Administrator Note that loan officers can see information only on their clients 4 If you want to give a role all personnel permissions for example check the Personnel box If you want to give the role only certain of these permissions check them 18 individually 5 When you are satisfied with the permissions you have assigned to this role click Submit How to change a role 1 Click Admin gt Manage Roles and Permissions The list of defined roles appears 2 Click a role to see the screen with all its permissions 3 Check and uncheck boxes to make any changes 4 When you are satisfied with the changes you have made click Submit HOW TO WORK WITH SYSTEM USERS When you create system users the p
89. ditional information Savings Guarantor _ Preview Cancel Make any changes to the account 3 Click Preview to review them 4 When you are satisfied with the changes click Submit 129 HOW TO MAKE TRANSACTIONS FOR A SAVINGS ACCOUNT e How to make deposits to or withdrawals from a savings account e How to make adjustments to a savings deposit HOW TO MAKE DEPOSITS TO OR WITHDRAWALS FROM A SAVINGS ACCOUNT 1 Click Make Deposit Withdrawal A screen like the following appears Lazima Savings 000100000000463 Make deposit withdrawal Fields marked with an asterisk are required Date of 7 transaction 3C DD 0 MM 2010 YYYY Payment type Deposit 4 Enter amount 600 0 Mode of payment ReceiptID 90088 Cash Receipt date 30 DD 03 MM 2010 YYYY L Review Transaction Cance 2 Enter information using the decriptions in the following table Date of he date of this deposit or 03 04 2010 ransaction withdrawal ayment Type Deposit or withdrawal Enter Amount The amount of deposit or 200 withdrawal Mode of he way the money will be Cash Payment transferred he number of the receipt if ou use one if you use one 3 When you are done click Review Transaction to review your work 4 If you want to make changes click Edit Transaction make any changes and click Review Transaction again 5 When you are satisfied with all changes click Submit HOW TO MAKE ADJU
90. ducation Category Accounts for school fees books transportation etc Description 2 Enter information using the descriptions in the following table Savings or Loan These hierarchies are Loan separate so a loan product cannot be assigned to a savings product category and vice versa Category Name his name will be used to refer to the 3 year education loan category when new products are defined and also in the reports where data are summarized or filtered by the product category Category Description Type a description that will help 3 year education loan system users decide who to provide 46 the product for w When you are finished click Preview to review your work 4 If you want to make changes to the category click Edit Category Information make the changes and click Preview again 5 When you are satisfied with the details of the category click Submit If you decide not to add a new category at this time click Cancel HOW TO VIEW AND CHANGE EXISTING PRODUCT CATEGORIES 1 Click Admin gt View Product Categories A list of existing categories appears It might look like this View Product Categories Click on a category below to view details and make changes or define a new product category Loan o Cr dit Automobile o Cr dit Fonctionnement o Cr dit Investissement o Festival Loans o Kay s Loan Catego o LINE OF CREDIT o Loan o Micro Loan o Property Loan o shares l
91. e Meeting Repayment o Same Day no change to repayment schedule o Next Meeting Repayment payment due that falls on this holiday is now due at the next scheduled repayment date o Next Working day payment is now due on the next working day w When you have specified holiday details click Preview to review them 4 If you want to change details of the holiday click Edit Holiday make the changes and click Preview again 5 When you are satisfied with the details of the holiday click Submit If you decide not to create a new holiday at this time click Cancel HOW TO VIEW EXISTING HOLIDAYS Click Admin gt View Holidays From here you can click Add a New Holiday if you want to 31 create a new one follow the instructions above 32 HOW TO DEFINE ACCEPTED PAYMENT TYPES For all kinds of payments fees from clients groups centers loan disbursements repayments and savings withdrawal deposits you can specify what forms of payments you will accept By default Mifos puts cash cheque and voucher as accepted choices You could specify additional payment types to choose from as well click Admin gt Define Lookup Options to do this Once you have defined them as lookup options you can decide which ones are accepted at present and you can change these choices at any time 1 Click Admin gt Define Accepted Payment Types A screen like the following appears Define Accepted Payment Types
92. e 3 00 in the Amount box The next section is for savings accounts Create Savings accounts Savings instance name Family Savings Account 4 Savings instance name Individual Savings Account Savings instance name Select gt 8 If you want to create a savings account for this client now click the name of the savings product from the Savings Name list You can create up to three savings accounts 9 When you have finished click Preview to review your work 10 If you want to make changes click Edit MFl related Information and make the changes 11 When you are satisfied with all the changes click Submit for Approval If you want to submit this client later click Save for Later the account goes into a Partial Application state and you can build a custom report to find all client records in this state If you decide not to create this client at all at this time click Cancel A screen appears that might look like this 79 You have successfully created a new Client Please Note ibi nima has been assigned the system ID number 0009 000000251 You can enter a system ID number into the search box to access Client details which also include a Client s account and performance data View Client details now Suggested next steps Create new Group Create new Client Note the system ID number for this client so that you can use it to search for details about that client la
93. e Active Client Loan 9 Loan Approval Application Approved 9 sh Application Pending Approval Savings 2 To see the details of a checklist click the link for that checklist HOW TO CHANGE A CHECKLIST From the Admin gt View Checklists screen click the link for a checklist and then click Edit Checklist Information Follow the instructions above to make and save changes 30 HOW TO WORK WITH HOLIDAYS The repayment schedules that you set up can be interrupted by holidays If you have the appropriate permissions you can add holidays for your organization and set the rules for when repayments ordinarily due on that due will actually be due Note You may not delete a holiday once you have added it HOW TO DEFINE HOLIDAYS 1 Click Admin gt Define New Holiday The following screen appears Add Holiday Organization Wide Fields marked with an asterisk are required Holiday Name Tiveese From Date Of DD 11 MM 2010 YYYY To Date 0 DD 11 MM 2010 YYYY Repayment i La Rule Next Working Day z Preview Cancel 2 Enter information using the descriptions in the following table Field Description Example Holiday The name of the holiday Tet name From Date The first day of the holiday 04 08 2010 To Date The last day of the holiday 05 08 2010 Repayment If repayments are due during the holiday how to Next Rule calculate when they are due afterward Choices ar
94. e fees are for the services provided to a center group or client in any Search box type the name of the center group or client and click Search In the list that appears click the link for the correct one In the details page that appears in the Account Information and Center Group Client charges section click View Details and then Apply Charges Account information Open new account Loan Savings Group charges View details Amount due 0 0 View all closed accounts If the fees are for a specific loan account in any Search box type the ID for the account and click Search or navigate to that account from the center client group details page Click the link that appears for that loan In the details page that appears in the Transactions box in the upper right corner click Apply Charges Transactions Apply payment Apply charges Aj adjustment Repay Loan Click Apply Charges A screen like the following appears testcentre Apply charges Select charge type Select Amount Submit Cancel In the Select Charge Type list click the appropriate charge If there is a set amount for this charge it appears in the Amount box In the Amount box type the amount to apply Click Submit The charge now appears in the Upcoming Charges and the Recent Account Activity list It will appear in Transaction History when posted 25 HOW TO WORK WITH FUNDS e How to view existing funds e How to define
95. e month of August then for the month of September the installment due including penalty is 202 The following computation shows how the 202 is arrived at Principal due 80 Interest due 20 Penalty due 2 for the missed defaulted installment Principal overdue 80 for the missed defaulted installment Interest overdue 20 for the missed defaulted installment Total amount due 202 Partial payments are accepted GROUP LOANS INDIVIDUAL MONITORING GLIM Mifos currently offers two major types of loans individual and group In an individual loan the individual is totally responsible for repayment of the loan and for payment of any associated fees In a group loan the group has a single loan account and the group is the primary unit that the MFI interacts with a single repayment schedule is maintained for the entire group The group provides credit worthiness to all its members if one member is delinquent in the group then all the contracting group members are also considered delinquent If your MFI wants to do things differently that is if it wants to keep the credit worthiness of 98 each individual in a group loan separate it can use GLIM group loans individual monitoring which calculates performance history separately for each individual participating in a group loan With a GLIM loan the group is still the primary unit that participates in transactions but the performance history of each contracting member is calcu
96. ed or not The date the training was administered 01 12 2002 70 External ID Used to link Mifos group with another GRP 001 system This value represents the group identifier in another system The next section is for the address of the group Address Address 1 Address 2 Address 3 City District State Country Postal Code Telephone Group address Address 1 3 City Stat Country Postal 154 Wheeler Road Cooke Code Telephone Town Bangalore Karnataka India 560045 91 80 23549876 The next section is for additional information and fees Additional information Admin Administrative set fees RF 50 0 Periodicity One time C Check to Remove Training 300 0 Periodicity One time Check to Remove Additional fees Fee Type Group Startup Fee Amount 15 0 Fee Type tax t Amount 22 3 Fee Type Select lt Amount Administrative set fees n Any applicable Shows the mandatory fee for the group 3 07 fee Periodicity The time frequency during which the fee is applicable Check to Check to disable the fee from being Remove required for the group Additional Information Custom fields 1 Fields used to capture MFI custom data Apply additional fees Fee type Additional fee types amounts defined by Amount the MFI for the group 5 When you have made all specifications click Previ
97. ed to make any changes click Edit Transaction make changes and click Review Transaction again 5 When you are satisfied with the disbursal details click Submit The disbursal date in the account status summary changes to reflect your changes HOW TO REVERSE A LOAN DISBURSAL PAYOUT Sometimes data entry errors result in loans that are created for the wrong client or perhaps the wrong type of loan product is created for a client The error might not be detected until several repayments have been made To correct this error if you have the appropriate permissions you can reverse the loan disbursal and all repayments made up to this point This can happen only if the loan is in an Active in good standing or Active in bad standing state Afterward if repayments have already been made you can redo the disbursal by recreating the correct loan and applying all those repayments to it Make a note of any repayments so that you can apply them to the new loan See How to redo a loan disbursal payout Follow these instructions 1 Click Admin gt Reverse Loan Disbursal 2 In the screen that appears type the account ID for the loan and click Search A screen like the following appears Reverse Loan disbursal Following are the account details for the Loan account Specify the note and click Preview if you want to reverse the Loan disbursal and all payments made against this Loan Click cancel to return to Admin page without any
98. ee une time Calculate fee as Use this if you want to calculate the fee as a fixed amount or a percentage of another amount If you have configured Mifos to use multiple currencies for loan products you can specify the currency for a fixed amount loan fee A given fee can be applied multiple times to a customer account Interest is never charged on the fee amount The system will match the periodicity of the fee to the meeting schedule or repayment schedule depending on whether it s a client fee for example tied to meeting schedule or a loan fee tied to repayment schedule Fees are computed automatically by the system 5 of loan amount GL Code General ledger code that applies to this fee these codes are set during configuration 3 When you have made all your decisions click Preview to see a summary 4 If you have skipped any required fields you see an error message such as the following e Please select Customers Products to which fees apply e Please specify Amount e Please specify GL Code e Fix any errors in the Define New Fees screen 6 When you are satisfied with the fee click Submit to save it If you decide not to create a new fee at this time click Cancel HOW TO VIEW EXISTING FEE TYPES Before creating any new fees look at the existing fee types to see if the one you want already exists Click Admin gt View Fees You might see a screen like t
99. ee or Misc Penalty 115 type Amount The amount to apply If there is a set amount for this charge it appears in the Amount box type over this to change it 3 Click Submit The charge now appears in the Upcoming Charges and the Recent Account Activity list It will appear in Transaction History when posted Note the following e In addition to the penalty calculated for delayed repayment the user can apply a Misc penalty amount to the account If a Misc Penalty amount is applied to the account the same will be included in the next payment due for the account e f the penalty rate is changed in between two payments the old penalty rate should be taken for calculation until the date the change was made e A penalty is not calculated until the day after the due date HOW TO REMOVE RECURRING ACCOUNT FEES In the Recurring Account Fees section near the bottom of the account details screen a list of recurring account fees associated with the account are listed Click Remove for the fee you wish to remove The fee is now gone from the Account Details section and is no longer associated with the loan account 116 HOW TO TRACK LOAN ACCOUNT HISTORY TRANSACTIONS PERFORMANCE How to view the history of all transactions How to view status histor How to view performance history How to view missed installments How to view change log How to view and add notes about the loan HOW TO VIEW THE HISTORY OF ALL TRANSACTIONS
100. een Mati Teacher Change log Record Creation Date 26 08 2009 Date Field OldValue NewValue User Application 041 2009 Status Pending Active mifos Approval HOW TO CHANGE THE STATUS OF CENTERS GROUPS AND CLIENTS e Overview of status states for centers groups and clients e How to change the status of a center e How to change the status of groups and or clients OVERVIEW OF STATUS STATES FOR CENTERS GROUPS AND CLIENTS From the details page dashboard for centers groups and clients you can change the status from active to inactive or vice versa Clients and groups can have other statuses as well The procedure is the same for all three entities A green square next to the center group or client name means that it is active HOW TO CHANGE THE STATUS OF A CENTER The following rules apply when a center becomes inactive e Any periodic fee linked to the center record is not stopped e Transactions can still be made e A miscellaneous penalty or any amount that is due remains due e The system will not allow users to apply any periodic fee type to the account except for an upfront fee and any miscellaneous penalty fees Follow these instructions 1 Click Clients amp Accounts 2 In the Search box type the name of the center and click Search 3 In the results box click the name of the center you want The details page dashboard for that center appears 4 Click Edit Center Status The Change status bo
101. eft and then click Add gt gt to move it to the box on the right You can add more than one fund to this loan product To remove the fund from this loan product click it in the box on the right and then click lt lt Remove 2 The Product GL Code refers to general ledger codes set at the time of configuration Every transaction has a corresponding GL code for further financial tracking To apply a GL code to the interest for this loan product click a code in the Interest list To apply a GL code to the principal for this loan product click a code in the Principal list When you are done setting up the loan product click Preview to review your work If you want to make changes click Edit Loan Product Information and make changes 5 When you are satisfied with all the details click Submit If you decide not to create a loan product at this time click Cancel HOW TO USE MULTICURRENCY FEATURES BU If Mifos has been set up in configuration to handle more than one currency then when you define a new loan product you can keep the default currency or specify an additional currency The same choice appears when you define new fees All loan accounts created from 54 a loan product use the currency defined for that product When you create the new loan product a currency field appears in the Loan Product Details section as shown here Product category Select 4 Start date 01 DD 04 MM 2010 YYYY End date DD
102. egation of another work not based on the Program with the Program or with a work based on the Program on a volume of a storage or distribution medium does not bring the other work under the scope of this License 3 You may copy and distribute the Program or a work based on it under Section 2 in object code or executable form under the terms of Sections 1 and 2 above provided that you also do one of the following a Accompany it with the complete corresponding machine readable source code which 183 must be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange or b Accompany it with a written offer valid for at least three years to give any third party for a charge no more than your cost of physically performing source distribution a complete machine readable copy of the corresponding source code to be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange or c Accompany it with the information you received as to the offer to distribute corresponding source code This alternative is allowed only for noncommercial distribution and only if you received the program in object code or executable form with such an offer in accord with Subsection b above The source code for a work means the preferred form of the work for making modifications to it For an executable work complete source code means all the source code for a
103. enerate reports from the Reports tab To change how the reports appear on the Reports tab or to edit the appearance of the reports themselves by editing or creating your own reports templates click Admin gt View report templates and Admin gt Upload report templates For complete information on the current state and usage of Mifos reports see the reports guide You can also create and manage BIRT created administrative documents such a receipt forms and you can decide when these forms are available during procedures such as loan account applications See How to manage administrative documents for more details HOW TO UPLOAD NEW REPORT TEMPLATES You can upload new report templates from the View Reports page or you can click Admin gt Upload Reports Templates Note All templates must be BIRT files with the rptdesign format Follow these instructions 1 Click Admin gt Upload Reports Template The following screen appears Upload report Enter report information Complete the fields below Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Report details Report title monthly progress a Report category Client Report Select report template Choose File no file selected Preview Cancel 145 2 Enter information using the descriptions in the following table Field Description Report Title Title for the re
104. ent starts with loan disbursement 53 Principal due on last Check if interest is collected first and principal is instalment collected at the last instalment The next section deals with any fees that are attached to this loan Fees Attach fee types Click on a fee type in the left box to select Then click Add Upfront Loan Fee f Periodic Loan Fee Add Loan Insurance as Loan Application Fee Remove OneTime15 E 1 In the box on the left are all fees currently defined in Mifos The box on the right contains any fees applied to this loan Click any fee on the left and then click Add gt gt to move it to the box on the right You can add more than one fee to this loan product To remove the fee from this loan product click it in the box on the right and then click Remove The next section deals with accounting details for the loan product These details are sent to an external accounting application to keep track of the sources of funds and general ledger processing interest principal Accounting Sources of funds Click on a fund in the left box to select Then click Add srf ltd n sri Add gt gt SID Funding Org C 1 _5 lt Removej Funding Org D M Product GL code Interest Select Principal Select 1 In the box on the left are all funds currently defined in Mifos The box on the right contains any funds used as sources for this loan Click any fund on the l
105. eople who deal directly with clients they are always associated with an existing office Make sure that you have created the office before you create the system user You must have appropriate permissions to create and change users How to create a system user 1 Click Admin gt Define New System User A list of existing offices appears organized by type of office It might look like the following Add a new user Choose office To select click on an office from the list below Click Cancel to return to Admin page srf finance Itd Regional office o Andaman Region o CAISSE NATIONALE D INESTISSEMENT o Chennai Region o CNI Koumassi o Guwahati o Nagarcovil Region o Villupuram Region Sub regional offic o chennai sr o lima lima 2 Click the office that the new system user will belong to 3 Enter user details as explained in the following table All fields marked with a red asterisk are mandatory CDI Se 0 1 he office the user is attached to User details a a First Name Middle Name User s full names Kamalamma Leela Second Last Name Last National ID Any form of authorized ID in your 4440 2001 country that can be used to identify the person uniquely from the rest of the population such as a national ID passport number etc The user is uniquely identified using the combination of the government ID 19 Name and Date of Birth Emi TJ Date of Birth _ alan 1970 Ma
106. er In an MFI hierarchy a collection of multiple groups In India this is called a Kendra Change Log Common tasks The changes made to any of the following items on the accounts page will be logged in the change log e Account information changes e Addition removal of fee types e Addition of notes and change in collateral notes e Status changes includes changes that were made by the user and the system Checklist How ToWorkWithUserChecklists Checklists specify what steps must be completed before changing the status of accounts or customer records can proceed Each time a user attempts to change the status of an account or customer record the Checklist defined for that state change is shown to the user The user can read through the checklist and make sure all the requirements are met These checklists will be associated with all workflows for accounts and client records but are not automated Checklist types include Center Group 168 Client Loan Savings Client Common tasks To create a client you need to choose to attach a client to a branch or group and enter the client details The following steps provide more details on the how to create a client The individual client can have savings accounts and borrow money according to the rules of your MFI HowToCreateANewClient Collection Sheet Collection Sheet Report HowToEnterCollectionSheetData The collection sheet Web form shows all payments expected on that day and sit
107. es to the individual or the group That is the group could be responsible for the deposit amount dividing it up among the clients in the group or each client could be individually responsible for the deposit amount In a center savings account the recommended amount always applies to the client ype the largest amount of money that can be withdrawn from the account at any given time The next section deals with setting interest Interest rate Interestrate 2 0 100 Balance used for Average Balance 2 Interest calculation Time period for 1 CMonthtsyig Interest calculation Sa Frequency of Interest 7 7 month s posting to accounts Minimum balance required for Interest calculation 4 Enter information using the descriptions in the following table Description Interest rate ype the applicable interest rate Balance Used for Interest Select the type of Minimum Balance Rate Calculation balance that will be used for interest minimum balance or average balance Compound interest is the only method supported as a basis of calculating interest If you change this setting the change is reflected in the open accounts as soon as the change is detected by Mifos If the attribute is modified the interest installments should be recalculated ime Period for Interest Enter the time period Computation A Rate Calculation when the interest can
108. ess Free Not business plans for the remove plans enxt year text applicable Submit Cancel In the Question Name box type a title for this question that will make it easy for someone to identify its content when they are reusing it to create another survey In the Question box type the question itself In the Answer Type list click the kind of answer value that Mifos will accept such as a number a date or a selection from a list If you want to specify the specific answer choices to put in the list of possible answers type the first one in the Answer Choice box and click Add gt gt The choice appears in a table below this section Continue to type as many answer choices as you want to appear If you need to remove any of the choices click the Remove button When you are satisfied with the question click Add Question The question appears in the question table If you need to remove this question click the Remove button for it If you want to continue adding questions click Add Question and repeat this process If you do not want to add another question now click Submit The question or questions you add now appear on the list when you click Admin gt View Question Bank HOW TO MANAGE COLLECTION OF PPI DATA INDIA ONLY e How to see the score ranges for the PPI tool The Progress out of Poverty Index PPI measures the financial improvement of a country s population You can choose to activate this tool so th
109. etailed transactions and functions related to savings accounts It includes the account status the recent activity status and transaction tracking details To view the dashboard in any Search box type the account number for the savings account You can also type the client or group name and click the account link from the details page for that client or group The screen might look like the following 121 Individual Savings Account Editaccount status 000100000000050 adjustment E Active Close account Account balance 860 1 Performance history Total amount due on 29 03 2010 Date account opened A 17 07 2008 Recent activity View all account activi Total deposits 860 0 Date Description Amount Total interest earned 25 1 28 02 2010 Interest Posting 0 0 Total withdrawals 25 0 31 01 2010 Interest Posting 0 0 Surveys 31 12 2009 Interest Posting 0 0 Attach a survey View all surveys Account details Recommended amount for deposit 10 0 Edit Account E Information No notes available Type of deposits Mandatory Max amount per withdrawal 0 0 Interest rate 7 596 sens Additional information kay s savings More account and transaction details View transaction history View change log View status history The dashboard might include the following items Savings account Savings account number current status balance and Recent Activity JA list of transactions that have taken place with peter etes NO Account Details Sho
110. ew to review your work 6 If you want to make changes click Edit Group Information make changes and click Preview again 7 When you are satisfied with all changes you can click Submit for Approval or if you are not ready to submit the group Save for Later If you decide not to create a group at all at this time click Cancel 8 When the group application is approved you see a screen like the following You have successfully created a new Group Please Note Bana village has been assigned the system ID number 0009 000000250 You can enter a system ID number into the search box to access Group details which also include a Groups account and performance data View Group details now Suggested next steps Create a new Group account The group details page might look like this 72 Panay Darch Darema X Group GA Group 5A mna System ID 02 0JJ0U0C 23 Lesni officer Salty Magalang Clients assigned Ac C Click on a Cla be cn w few the Cliant Jafal Edr Coup status Porformance history 3 of ect Clams 3 Front ot ise Greup Low 50 0 Avg ne dog Loon siz 0 D Tots Loan joo tfo o 950 Fortis n 111 Tote Savings 22637 Losn Cycle per Product wdu 4 Lowe 3 kodelnoFau Gu dud rcp Loin Surveys Shame T Account information Opan nee zccnumt Loan Savings Recent notes Swans 11 07 2408 Appi TESTAZCCUNT Do ict cerni ae Tr Q2 Macie Coage AFI zasrce 567 9 TEA Ad andis Group charges E E
111. f Payment The appropriate type of payment Receipt ID he number of the receipt if any he date that the receipt was issued if any Click Continue 4 A screen appears summarizing all the accounts at this branch whose collections fall on the day you specified It might look like the following w 136 Bulk entry Enter data Enter data and click Preview Click Cancel to return to Clients amp Accounts Centre Barangay 01 Date of transaction 15 03 2010 Branch Office Pasay Branch Mode of payment Voucher Loan officer Sally Magalang Receipt ID Receipt date Due Collections Client Muse EDUL HIL SCL FSA GSA ISA MS1 EDUL Suarez Group Cherry San 22m Pietro 25 0 15540 1540 Maria Cipriano Ana Flores Group account 40 0 Group Total 0 0 0 0 0 0 25 0 40 0 15541 154 0 0 0 Issues Withdrawals HIL SCL FSA GSA ISA MS az Attn Collections 0 0 P 0 0 P H 0 0 P 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 5 Notice the following fields e Under Due Collections the short names of each loan and or savings product appear Under them are the amounts due for this collection period For loan accounts this is the amount of the payment due For savings accounts this is the deposit due e Under Issues Withdrawals the short names of each loan and or savings product appear Under them are the amounts expected for withdrawal if it is a savings account or disbursal if it is a loan account e Check all da
112. fice Parent office The office that is a level higher in the office hierarchy Office 1 Office address Office address Layout Cooke Town Bangalore Karnataka India 560090 91 80 23456787 H 224 Wheeler Road NGEF Additional information Type additional custom 15 Custom field information in fields 1 6 See How to define and change additional fields for information lon how to create custom fields 1 2 Click Preview to check your entries If you want to change anything click Edit Office Information to return to the earlier screen When the entries are correct click Submit to save them If you want to discard all information about this office click Cancel The new office appears in the display of offices you can see when you click Admin gt View Offices HOW TO CHANGE THE DETAILS OF OFFICES 16 From the details screen for a specific office click Edit Office Information Use the table above for information on how to fill in new information for the office details Click Preview to review your changes If you want to make further changes click Edit Office Information make those changes and click Preview again When you are satisfied with your changes click Submit to save the changes HOW TO WORK WITH ROLES PERMISSIONS AND SYSTEM USERS e Personnel hierarchies and office hierarchies e How to work with roles and permissions e How
113. fiedBCC o Test Unicode Kompanion o Test Performance o Financial Indicators o ram Performance Indicators o General Ledger o rpt o SEM report o ENDA Reports o New Fin Indicators Analysis o Branch Cash Confirmation Report o Branch Progress Report o PCFC o testreporti o Ryan Test GL o jbProgress o financiallndicatorsMod 1 o Detailed Aging Portfolio At Risk o test collection sheet report Tracking Report o Overdue Collection Sheet HOW TO MANAGE ADMINISTRATIVE DOCUMENTS e How to upload administrative documents e How to view and edit administrative documents HOW TO UPLOAD ADMINISTRATIVE DOCUMENTS 1 Click Admin gt Upload admin documents This screen appears Upload administrative document Enter document information Complete the fields below Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Administrative document details Administrative Document voucher receipt Title AccountType Savings Snow na Partial Application Active Application Pending A Add gt gt Cancel Closed lt lt Remove Inactive Select Administrative Choose File no file selected Document _Preview Cancel 2 Enter information using the descriptions in the following table Administrative he title for this document oucher Document title receipt Account Type Show When Status he status during which this document will be ava
114. field appears only if you assign the client directly to the branch otherwise the meeting schedule is Meeting Schedul inherited from the group A client can be created without a oka meeting schedule if there is no need for one Such client s name will not appear in the collection sheets External The client s unique identifier in another system that shares client ARE E003 ID details with Mifos Trained Has the client been trained Yes Trained l Dec 12 On The date when the client was trained 2005 The next section is for client fees Administrative set fees RF 50 0 Periodicity One time C Check to Remove Apply additional fees Fee Type New Client Fee Amount 10 0 Fee Type Select Amount Fee Type Select Amount 7 Enter information using the descriptions in the following table petu Description Example name Administrative set fees if Any group or branch fees such as membership application fees 8 85 applicable Periodicit The frequency the fee is applicable Periodicity can be Once One time y Daily Weekly Monthly Yearly fee ECS Check to remove the application fee Remove Apply additional fees Mifos allows the definition of three custom fee types Click the i Fee Type Processing applicable fee type from the list and type the amount of the fee Amount fe
115. h again Once you see the details page for a customer group or client the procedure is the same This example shows how to create a loan for a client Note By default repayments are due on center meeting dates If you have specified an LSIM arrangement during configuration you will see a box in which you can specify a repayment day that is different from the meeting day of the client s center See Loan schedule independent of meeting for information about LSIM A screen shows details about this client s information and history with your MFI 101 Mati Teacher Edit Client status E Active System ID 0011 000000148 Loan officer wqe adw Activities Micro Enterprise Account information 1 Open new account Loan Savings Loan Household Improvement W Active in Bad Loan Acct Standin 000100000000464 g Outstanding balance 31469 0 Amount due 10570 0 Application Pending Approval jbLoan1 Acct 000100000000537 Savings Lazima Savings Acct 000100000000463 Balance 200 0 W Active Client charges View details Amount Due 0 0 View all closed accounts In the Account Information section find the Open New Account line and click the Savings link 2 The following screen appears 102 Create Loan account Enter Loan account information Selecta Loan instance Then click Continue Click Cancel to return to Clients amp Accounts without submitting information Fields marked with an asteri
116. he Change status box appears It might look like the following screen 87 S 88 Mati Teacher Change status Current status Active Select from the status options below Then click Continue Click Cancel to return to Client details without submitting information Status On Hold Closed When cancelling a Client select an explanation from the dropdown list below Left Program Note Client has moved to another village Preview Cancel Click the button for the new status For a group if you click Closed click a reason from the list immediately below In the Note box type a note explaining why this status is changing Click Preview to review your change If you want to make further changes click Edit Status make any changes and click Preview again HOW TO VIEW PERFORMANCE HISTORY Performance history of a center e Performance history of a grou Performance history of a client On the details page dashboard for centers groups and clients performance history is summarized in a box at the upper right PERFORMANCE HISTORY OF A CENTER For a center it includes the following Number of active clients Total number of clients belonging to the center irrespective of the client status Number of active groups Total number of groups belonging to the center irrespective of the group status Total loan portfolio Total original value of all outstanding loans including
117. he savings product being defined Short name An abbreviated version of the name used in reports or menus where space is limited such as the Collection Sheet A description of the savings product its purpose eligible recipients or other information that will help an employee determine whether it is appropriate for a particular client Product A selection from the list of all the active savings product Category categories he full date after which products of this type may be Click whether this is an account given only to centers groups or individual clients The next section sets rules for deposits and withdrawals Targeted Deposits and Withdrawal Restrictions Type of deposits Voluntary Recommended Amount for Deposit 50 Amount Applies to Select Max amount per Tsg withdrawal 3 Enter information using the descriptions in the following table mandatory A voluntary deposit means that the client s or group s assigned this product are not obliged to save a mandatory product means that savings deposits must be made as defined in the product ype the recommended value of each deposit If the type of deposit is mandatory and the savings account requires a monthly deposit for example the client s or group s must make a savings deposit on a monthly basis If you chose Groups in the Applicable For Amount Applies list above you can choose who the to recommended savings amount appli
118. he type above When For example if the checklist type is Clients and the status is Pending Moving _ Pending Approval the checklist is displayed whenever any client Approval Status To record status is changed to Pending Approval Type the text for the checklist item and click Add to include the item in the checklist below the item field The text can accept a maximum of 250 characters The checklist can have any The lt ms number of check items defined for it member All the listed check items will be considered mandatory and will has been have to be checked before the status change can be accepted by registered the system Remove To remove a checklist item click the item and click Remove Selected Selected When you have finished typing all the items in the checklist click Preview to review the list If you want to change anything in the checklist click Edit Checklist Information make the changes and click Preview again When you are satisfied with the checklist click Submit or click Cancel if you decide not to create a checklist at this time HOW TO VIEW EXISTING CHECKLISTS Click Admin gt View Checklists If any checklists are defined they appear divided by type The screen might look like this 29 Admin View checklists View checklists Click on a checklist below to view details and make changes or define a new checklist Centre o lima checklist Active Group o Crit re de group
119. his 23 Admin View Fees View Fees Click on a fee below to view details and make changes or define a new fee Product Fees o 2090Fee Loan o 2090lEfee Loan o Emily Fee Loan o Fee at Disbursal Loan o Loan Application Fee Loan o Loan Insurance Loan a loan processing fee Loan o OneTime15 Loan o Periodic Loan Fee Loan o Real Asset Stamp Duty Registration for Security Loan o SBS Loan o Upfront Loan Fee Loan Client Fees o AAAA Client Inactive o BBBBB Client o currency fee Client o FEES Client o Group Startup Fee Group o Kay s Periodic Client fee Client o New Client Fee Client o one time monthly center fee Centre o periodic monthly center fee Centre o RF All Customers o TASA LIMA CENTER Centre o tax All Customers o test client fee Client o Training Fees Group HOW TO CHANGE A FEE 1 From the View Fees screen click an existing fee to see its details 2 Use the information above to decide how to change the details for this fee 3 Click Preview to see a summary of the fee details 4 When you are satisfied click Submit to save the new fee 24 HOW TO APPLY FEES CHARGES Your MFI can charge fees for any service such as membership and loan processing These fees and charges can be collected from centers groups and clients To apply charges follow these instructions 1 5 6 If th
120. i or Rev Note You can add new lookup options or edit the ones that appear there but you may not delete any 37 Follow these instructions to change lookup options 1 Click Admin gt Define Lookup Options A screen appears showing all current lookup options for lists that you can change This screen in two pieces looks like this Define Lookup Options Salutation Ms HH Master 0 Mrs Mr Mme Add Edit ae User Title Officer Manager Director engineer A Marital Single Status Married Divorced Widowed Separated EE Ethnicity Filipino a Indian Tunisian Kenyan American A z Education None level Primary Education Secondary Education High School Graduate College Degree gle Citizenship Natural Born Citizen Immigrant with Citizen Non Citizen AE 38 Business Daily Labor Activity agriculture Add Animal Husbandry Edit Micro Enterprise Production Purpose of Animal Husbandry Loan Animal Purchase Add Equipment Purchase Edit Materials Purchase Income yes USD per No Add month 100 to 200 Collateral None Type Savings Fund Add Equipment Edit Officer Title President Vice President Add Secretary Edit Treasurer Kay s Title Payment Cash n Modes Voucher Add Cheque Edit Kay s Payment a Mobile transaction 4 2 To add a lookup option click that option and click Add A screen appears with
121. ick Cancel to return to Savings account details without submitting information Status C Partial Application Active Cancel When cancelling a Savings select an explanation from the dropdown list below elect N Note _ Preview Cancel e Click Partial Application Active approved or Cancel not approved e If you click Cancel click a reason for our action from the list that appears You might reject the application or the client might withdraw the request e n the Notes box type any information about your reasons for approving delaying or not approving the savings account e Click Preview to review your work e f you want to make any changes click Edit Status make the changes and click Preview again e When you are satisfied with the change in status click Submit THE SAVINGS ACCOUNT DASHBOARD The savings account details page dashboard shows the detailed transactions and functions related to savings accounts It includes the account status the recent activity status and transaction tracking details To view the dashboard in any Search box type the account number for the savings account You can also type the client or group name and click the account link from the details page for that client or group The screen might look like the following 126 Individual Savings Account Editaccount status 000100000000050 E Active Account balance 860 1 Total amount due on 29 03 2010
122. iew to review your work If you want to make changes click Edit make changes and click Submit The note now appears in the Recent Notes section 119 SAVINGS ACCOUNTS 41 INTRODUCTION TO SAVINGS ACCOUNTS 42 HOW TO CREATE A NEW SAVINGS ACCOUNT 43 HOW TO CHANGE THE STATUS OF A SAVINGS ACCOUNT 44 HOW TO MANAGE SAVINGS ACCOUNT DETAILS 45 HOW TO MAKE TRANSACTIONS FOR A SAVINGS ACCOUNT 46 HOW TO TRACK SAVINGS ACCOUNT HISTORY 120 INTRODUCTION TO SAVINGS ACCOUNTS WHAT IS A SAVINGS ACCOUNT You can create savings accounts for centers groups and clients based on the savings products defined in Mifos All accounts inherit the rules of the product they are created from Note The savings product must be in an Active state before you can create an account based on it Savings accounts are vital to the economic health of the client or group MFls encourage regular contributions to these accounts and in some cases make contributions mandatory Your MFI could make a rule that you cannot create loan accounts for borrowers unless their savings accounts are at a minimum level You may also make a rule that the client or group does not earn interest if the savings account is lower than a specified minimum amount If you create a savings account for a group or a center all members of the group or center can deposit to and withdraw from these accounts Usually when a transaction is made the user chooses the client name from a list of a
123. ilable to the user to print Click the status and click Add gt gt The document can be available in more than one computer for a BIRT created administrative document and double click it Its name appears next to the box 3 Click Preview to review your choices 4 If you want to make changes click Edit document information make changes and dick Submit again 5 When you are satisfied with your choices click Submit HOW TO VIEW AND EDIT ADMINISTRATIVE DOCUMENTS 151 To view the entire list of administrative documents that have already been uploaded click View admin documents If you want to edit the basic fields of the document as in the table above click Edit make changes and click Preview and then Submit If you want to change the layout or the data fields click Download make changes in BIRT and upload the document to Mifos again 152 HOW TO ATTACH ADMINISTRATIVE DOCUMENTS MFls can use BIRT the same reporting tool used to create reports at the head office level to create a set of administrative documents that can be attached to specific loan and savings accounts and printed as needed The following might be available as administrative documents a voucher payment book disbursal receipt and payment receipt HOW TO ATTACH A PAYMENT RECEIPT TO A LOAN PAYMENT See How to manage administrative documents for instructions on how to upload administrative documents After doing so assume that an Administrati
124. ine form of the survey might appear like this screen 161 162 Enter survey data and click Preview Click Clear All to clear selections Click Cancel to return to client details without submitting information survey4 Date of survey 1 DD 3 MM 2010 YY Surveyed by Beatrice Madayang 1 Gender O Male O Female 2 Type of Business Activity O Carpenter O Hairdresser O Fisherman O Farmer 3 Business Growth Rate O Positive O Stable O Negative Clear All _Preview Cancel The default survey date is today s date If you need to change this type the day XX month XX and year XXXX of the actual survey In the Surveyed By box your name appears automatically Type over this name if someone else has asked these questions Click or type a response to each question If the question is mandatory you may not finish the survey until the question is answered If you need to change answers click Clear All to erase all of them When you have answered all questions click Preview to review the answers If you want to make changes to the answers click the Edit button click Clear All to erase the answers click or type the correct answers and click Submit In the Surveys box the name and date of the survey now appear To see details of that survey click the name of the survey APPENDIX 58 RULES FOR HOW TO RESCHEDULE PAYMENT 59 HOW TO CALCULATE THE EMI 60 TIPS AND TECHNIQUES 61 GLOSSARY 62 CR
125. ing a deposit withdrawal or adjustment or closing the savings account Show various account performance indicators such as total deposits withdrawals and interest Shows the three most recent notes appended to the account with additional links to add a new note or view all the notes 127 HOW TO CHANGE THE STATUS OF A SAVINGS ACCOUNT You can change the status of a savings account depending on what status it is in The following table shows the descriptions of all the statuses a savings account can have Depending on how your MFI is configured and in what status the savings account is in you may not see all of these status choices Status Description Partial If the record has been created but data is incomplete or if pplication the user does not want the status to be pending approval status can be marked as Partial Application More data can be added or the record can be edited in this state he record contains all necessary data and is waiting for approval Before and after this point there could be some offline processes which might govern the approval process These processes can be specific to each MFI and will not have an impact on Mifos functionality pproved The savings account has been approved After this the customer can start transacting and operating their savings account Inactive In case there are no transactions in the savings account for a certain number of days the default is 30 the state
126. ing holidays and nonworking days If the meeting day falls on a holiday the new repayment date will be the next working day or the next repayment day depending on how Mifos has been configured No penalty is calculated for the period between the actual repayment date and the new repayment date In case the loan duration extends beyond the current year the system will create the repayment schedule for all years However the 97 system assumes that the subsequent years have NO holidays When the holidays next year are defined in the system the repayment schedule for that year will be regenerated taking into account the Holidays specified If payment is not received the penalty will be calculated from the new rescheduled date Succeeding Installment Due Dates are calculated based on Previous Installment Due Date holidays and nonworking days as defined by the MFI In case of holidays if the head office configures it to be Next Repayment Day no penalty will be calculated for that period Penalty calculation will start if the client does not pay on the next repayment day Fees paid or due in the next payment or in the future Total of the Interest Principal Fees Missed Installments If a client or group misses payment for an installment the same amount is included in the next installment due For example if the client has to repay 100 principal 80 and interest 20 every month and he or she defaults for th
127. it Product Mix Information Make your changes and click Submit when you are done 57 HOW TO DEFINE AND CHANGE SAVINGS PRODUCTS e How to change savings products Before you can create individual savings accounts you must define a savings product All savings accounts are created from these products and inherit their characteristics Savings products can be set up for mandatory or voluntary deposits If the account holder does not make any deposits to or withdrawals from the account in a certain period of time the default is 30 days the account becomes dormant Note If you want to see the savings products that have already been created before making a new one click Admin gt View Savings Products and click any of the products displayed on that screen From that display you can make changes to the existing savings products Follow these instructions 1 Click Admin gt Define New Savings Product A screen appears with all the specifications for the product The first part of the screen looks like this Savings product details Product instance education name Shortname ne Description Deposits to cover educational fees transportation child care books etc Product category Standard Savings Start date 3 DD 0 MM 2010 YYYY End date DD MM YYYY 4 Applicable for Clients 2 Enter information using the descriptions in the following table Product instance The full name of t
128. its the loan officer and the meeting schedule if any from its parent center or branch The group can act to borrow money and hold a savings account as if it were an individual client It can also have an account for group fees for membership loan applications and so forth A group can have positions such as President and Treasurer that are assigned to group members Follow these instructions 1 Click Clients amp Accounts gt Create New Group The following screen appears Create New Group Select a Centre Enter a Centre name and click Search Click Cancel to return to Clients amp Accounts without submitting information Centre name suarez Cancel 2 In the Center Name box type the name of the center or branch that this group will belong to and click Search All centers with that name appear in a list 3 Click the correct center A screen appears for group details starting with this section Group details Group Name juarez Recruited By Sally Magalang Trained M Trained on 0 DD 0 MM 2010 YYYY A Useful if necessary to cross reference a client within a External Id system used prior to Mifos 4 Enter information using the descriptions in the following table The name of the group which must be Hope and Effort Group unique Formed By Type the name of the person who Venkatesh V facilitated the formation of the group Trained Check the correct box for if a group has Yes been train
129. l office an optional level of office used if the MFI covers a wide area that must be divided into smaller parts e Subregional office an optional level of office used if regions must be further subdivided On The Fly not found Calculations that can be performed at any time without waiting for any batch process to complete In particular calculations made and displayed immediately on a Web form from entered data Performance History Common tasks A summary of essential information on centers groups or clients Personnel Hierarchy HowToWorkWithRolesPermissionsAndSystemUsers Loan officers with restricted permissions and Others with unlimited permissions within their offices PPI Common tasks HowToSetUpYourOrganizationPreferences The Progress Out Of Poverty Index is used in India to measure the financial improvement of a country s population Product An MFI product is a type of loan or savings account with an individual name and with various defined rules and attributes Redo Disbursal Common tasks When a payment has been recorded and then reversed this function allows it to be recorded again Repayment Rule HowToSetUpYourOrganizationPreferences For a loan product the way to generate a repayment schedule and the requirements on borrowers in order to receive that type of loan Repayment Schedule Common tasks For any loan the dates and amounts of money to be repaid 171 Reporting Engine not found
130. lated in a slightly different way when compared to how it is calculated for a regular group loan In a GLIM loan all transactions disbursals payments adjustments bulk entry and so forth take place at the group level The only major difference between GLIM and the usual group loans is that the initial loan account creation specifies the amounts given to each individual the purposes for these amounts and the way these loans affect the calculation of individual performance metrics Note At the time of configuration you must decide whether your group loans will be standard or will use GLIM Once set this option cannot be changed after deploying Mifos 99 HOW TO CREATE A NEW LOAN ACCOUNT e Loan schedule independent of meeting LSIM You can create individual loans for clients and for groups All the loan products defined by your MFI are available for use and you can adjust the amount of these loans in the ranges set for those products You can also define and adjust the interest rate for each loan choose options for the payment schedule set a grace period extra time for repayment set fees in addition to the loan repayment choose the fund that this loan comes from and associate the loan with your general ledger codes Note If you want to make several loans at the same time to clients or groups see How to create multiple loans bulk loan creation Loans can be held by clients and groups To create a new loan for one of
131. ll modules it contains plus any associated interface definition files plus the scripts used to control compilation and installation of the executable However as a special exception the source code distributed need not include anything that is normally distributed in either source or binary form with the major components compiler kernel and so on of the operating system on which the executable runs unless that component itself accompanies the executable If distribution of executable or object code is made by offering access to copy from a designated place then offering equivalent access to copy the source code from the same place counts as distribution of the source code even though third parties are not compelled to copy the source along with the object code 4 You may not copy modify sublicense or distribute the Program except as expressly provided under this License Any attempt otherwise to copy modify sublicense or distribute the Program is void and will automatically terminate your rights under this License However parties who have received copies or rights from you under this License will not have their licenses terminated so long as such parties remain in full compliance 5 You are not required to accept this License since you have not signed it However nothing else grants you permission to modify or distribute the Program or its derivative works These actions are prohibited by law if you do not accept this License
132. loan will change to Closed Obligation Met 1 In the Transactions box at the upper right of the screen click Repay Loan 14 A screen like the following appears jbLoan1 000100000000537 Repay Loan Fields marked with an asterisk are required Actual Payment Date 30 03 2010 Amount 3384 0 Mode of f payment _Cheaue ReceiptID 000456 Receipt Date 02 DD 0 MM 2010 YYYY Review Transacton Cancel 2 Enter information using the descriptions in the following table Mode of Payment The way the payment was made Receipt ID A number for the receipt if you use one Receipt Date The date the receipt was issued if you use one 3 When you are done click Review Transaction to review your work 4 If you want to make changes click Edit Transaction make any changes and click Review Transaction again 5 When you are satisfied with all changes click Submit HOW TO APPLY CHARGES AND FEES If you want to apply fees or penalties directly to the loan following these instructions 1 In the Transactions box at the upper right of the screen click Apply Charges A screen like the following appears testcentre Apply charges Select charge type Select Amount Submit Cancel 2 Enter information using the descriptions in the following table Select Click the appropriate charge or fee These are loan fees that Charge have been created or you can select Misc F
133. n Preview Cancel 2 Enter information using the descriptions in the following table Product Name Click a loan product or savings account product you can then restrict the types of other loans or savings accounts that an individual client or group can have in addition to this product Remove Not Allowed All other products in this category are by default Products in the allowed section to the right To mark a product so that it cannot be used by a client group at the same time as the Product Name you chose click that product and click the lt lt Remove button The product moves to the box on the left To cancel the restriction and allow a product to be offered at the same time as the original Product 56 name you chose click that product and click Add gt gt That product moves to the box on the right 3 When you have made your choices click Preview to review your work 4 A list of products that are allowed appears follow by the list of products that are not allowed in combination with the product you originally chose 5 To change this product mix click Edit Product Mix Information make changes and click Preview again 6 When you are satisfied with the product mix click Submit If you decide not to make any changes to the product mix at this time click Cancel To change an existing product mix click Admin gt View Product Mix click the link for the product you want to change and click Ed
134. n account and click Search All clients groups with that name appear Click the link for the correct one In the screen that appears in the Loan Instance Name list click the type of loan product that you want to replace the incorrect one and click Continue In the screen that appears make your choices about the terms of the loan For instructions see How to create a loan account Note that the disbursal date must be earlier than today s date Click Continue A screen appears for redoing and reviewing the repayment installments For each installment the Actual Payment Date and the Actual Amount Paid are already filled and can be changed Update the appropriate values in each repayment Click Preview to review your work If you need to make changes click Edit Loan Account Information make changes and click Preview again When you are satisfied with the new loan click Submit A confirmation page appears 111 HOW TO MANAGE LOAN ACCOUNT DETAILS Once a loan account is created you can change a few details about it Follow these instructions 1 In any search box type the name of the borrower the system ID of the borrower or the loan account number and click Search 2 In the list of results that appears click the correct account The details page for that loan appears 3 In the Account Details section click Edit Account Information A screen like the following appears jbLoan1 000100000000537 Edit account i
135. nformation Edit the fields below Then click Preview Click Cancel to return to Loan Account Details without submitting information Fields marked with an asterisk are required Loan Account Details Account details Loan Amount 3434 0 Allowed Amount 1 0 50000 0 Interest rate 0 Allowed Interest rate amount 0 0 999 0 No of installments 10 Allowed Number of Installments 0 12 Disbursal date 2 DD 0 MM 2010 YYYY Grace period for 2 repayments Source of fund Select Purpose of Loan Equipment Purchase Collateral type Select Collateral Notes External Id 4 In the available fields type and click the appropriate changes you want to make Use the table in How to create a loan account for details on the meaning of each field 5 Click Preview to review your changes When you are satisfied click Submit 112 HOW TO MAKE TRANSACTIONS FOR A LOAN ACCOUNT How to apply payments How to apply adjustments How to repay a loan How to apply charges and fees How to remove recurring account fees Regardless of whether the loan is held by a client or a group the process of making transactions is the same In any Search box type the name of the client or the group or the number of the loan account if you know it If you type the client or group name a list appears with all clients and groups having that name Click the link for the correc
136. ng Return to account details User TEST ACCOUNT Do Not Change MFI TEST ACCOUNT Do Not Change MFI TEST ACCOUNT Do Not Change MFI HOW TO VIEW PERFORMANCE HISTORY The box in the upper right corner summarizes the performance of the client or group for this loan It includes the following e Number of payments The total number of payments installments that have been made successfully e Number of missed payments The total number of payments installments that are missed and are in arrears e Days in arrears The number of days the loan account is behind on payment that is the number of days overdue e Loan maturity date The date on which the loan matures and the outstanding loan balance is due HOW TO VIEW MISSED INSTALLMENTS If an installment payment is missed it is displayed in the overdue information and the Total Amount Due includes the missed installment For example if a client has to repay 100 principal 2 80 and Interest 20 every month and she defaults for the month of August then for the month of September the following amounts are displayed in the Next Payment details Principal Due 80 Interest Due 20 Total Amount Due 202 Penalty Due 2 for the missed defaulted installment Principal Overdue 80 for the missed defaulted installment Interest Overdue 20 for the missed defaulted installment HOW TO VIEW THE CHANGE LOG Any changes that have been
137. ng Loan cycle number A loan cycle number is incremented when a new loan account is 89 opened for the client Rescheduling or writing off a loan decrements the loan cycle count Amount of last loan The most recent loan with closed obligations met status Number of active loans Loans with active in good standing and active in bad standing statuses Delinquent portfolio Amount of overdue loan principal Total original value of all outstanding loans Loans with active in good standing active in bad standing statuses and rescheduled loans are still overdue Total savings All the savings accounts of the client Meetings attended Meetings missed Loan cycle per product The number of times a loan product has been used for a loan account If the client has taken two agricultural loans and three cattle loans for example the performance history displays the following education loan 2 cattle loan 3 The counter is incremented when a loan account is approved and decremented for rescheduled loans or written off loans This data is also viewable from the client and group dashboards at the bottom from the View Summarized Historical Data link 90 HOW TO ATTACH AND COLLECT SURVEYS Surveys are ways for loan officers and others working in the branch to collect information about groups and clients These surveys can include demographic information income family size types of business that might change o
138. normally reads commands interactively when run you must cause it when started running for such interactive use in the most ordinary way to print or display an announcement including an appropriate copyright notice and a notice that there is no warranty or else saying that you provide a warranty and that users may redistribute the program under these conditions and telling the user how to view a copy of this License Exception if the Program itself is interactive but does not normally print such an announcement your work based on the Program is not required to print an announcement These requirements apply to the modified work as a whole If identifiable sections of that work are not derived from the Program and can be reasonably considered independent and separate works in themselves then this License and its terms do not apply to those sections when you distribute them as separate works But when you distribute the same sections as part of a whole which is a work based on the Program the distribution of the whole must be on the terms of this License whose permissions for other licensees extend to the entire whole and thus to each and every part regardless of who wrote it Thus it is not the intent of this section to claim rights or contest your rights to work written entirely by you rather the intent is to exercise the right to control the distribution of derivative or collective works based on the Program In addition mere aggr
139. nter it determines the meeting schedule if there is one for all the groups contained in it Otherwise the branch does this Groups include clients they can sometimes act as a unit as in the case where a group has a savings or loan account and all clients in that group contribute to it Clients can act on their own with individual savings and loan accounts or they can act as part of a group 64 HOW TO CREATE A NEW CENTER A center is a collection of many groups It is associated with a branch office A center can have a savings account like a group or a client Groups or clients associated with that center can make deposits to and withdrawals from such an account and the center can also pay fees for accounts Follow these instructions 1 Click Clients amp Accounts gt Create New Center A screen appears that might look like this Create a new Center Choose Branch Office To select click on a Branch Office from the list below Click Cancel to return to Clients amp Accounts without submitting information Branch Office Mifos HO o Pasay Branch o Bukit Timah Branch o Patonq Branch 2 From the list of branches click the branch that this center will be associated with A screen appears showing the branch office you chose The first section might look like this Create New Center Enter Center information Complete the fields below Then click Preview Click Cancel to retum to Clients 8 Accounts without su
140. ny portion of this section is held invalid or unenforceable under any particular circumstance the balance of the section is intended to apply and the section as a whole is intended to apply 184 Thanks for reading Visit http flossmanuals net to make corrections or to find more manuals
141. o commonly used operations When you are in different sections of Mifos the left navigation panel does different things e While viewing the Admin tab you can use this panel to search for clients and accounts e While viewing the Clients amp Accounts tab you can use this panel to begin common operations e The left navigation panel is not used while viewing the Reports tab OPENING SCREEN When you first login to Mifos you see a screen that looks much like this mif e Microfinance Open Source Welcome TEST ACCOUNT Do Not Change MFI The last time you logged on was 06 03 10 You can navigate your way through Mifos using the links to the left the search tool below the tabs at the top To quickly find a Client Centre Group or account you can Search by name system ID or account number SEARCHING Any time you see a Search box as in the illustration above you can go directly to a client centre group or savings loan account Type the centre group client name the system ID for a client group or center client s government ID or loan savings account number and click Search If there are more than one possible responses a list appears which might look like the following Search jom 3 results for john in All Branches 1 Client John king ID 0005 00000007 1 Status Bi Active Loan Officer Brata2 Astritama Savings Account 000100000000234 Account 000100000000235 Account 000100000000236
142. oan o SHG Loan o Standard Loan Savings o Compte Courant o Compte Epargne o Depos o D p t Terme o savings o Standard Savings 2 To see the details on any category click its link From the screen that appears you can dick Edit Category Information to make changes as in the procedure above HOW TO VIEW AND CHANGE THE LATENESS DEFINITION AND THE DORMANCY DEFINITION If you have the appropriate permissions you can decide how long to wait after nonpayment of a loan before Mifos automatically changes a loan account s status from Active in Good Standing to Active Bad Standing The default Lateness value is 10 days and you can change this value Mifos moves the account back to the Active in Good Standing status when the total amount overdue has been paid the complete principal overdue interest overdue fee overdue penalty overdue You can also decide how long after a period of no deposits or withdrawals dormancy in a savings account to mark the account as On Hold The default value is 30 days You can change these definitions again at any time Follow these instructions 47 1 Click Admin gt View Lateness Dormancy Definitions A screen like the following appears Set Lateness Definition Loan Specify the numberofdaysof Mp non payment after which status of Loan account is changed to In Arrears by the system Set Dormancy Definition Savings Specify the number ofdaysto Fr define
143. oan you want to create and click Continue Enter information using the descriptions in the following table note that these fields may vary somewhat depending on the details of the loan product itself Amount he loan amount for the client limited to the 100 00 UNE a Interest Rate pplicable interest rate limited to the minimum and 18 maximum values shown in brackets If a default field was defined for the product this field shows the default interest rate value he rate field can be zero but cannot be left blank ou may not change the interest rate once the loan has been paid out to the client No of Installments The number of installments in which the loan will be 2 repaid limited to the values shown in brackets Disbursement Date The date when the loan is likely to be disbursed paid 02 07 2006 out If the client group has a meeting date the date must be one of the meeting dates his date will be used as a Loan Start Date to generate the repayment schedule This field can be updated with the Actual disbursement when the loan is actually disbursed to the client This date can be in the past The repayment schedule will be regenerated when this date is updated If a client has no meeting date this date will not be checked against the meeting date schedule History information about the date change will not be available except in the change log ou may not change this date after the account is set to acti
144. of these three optional types to any other level except for the head office level TIP If you work in an area office or a head office and also want to offer services directly to clients you must create a virtual branch office and assign clients to it To view and update the existing office hierarchy click Admin gt View Office Hierarchy 13 HOW TO WORK WITH OFFICES e How to view existing offices e How to define an office e How to change the details of offices Once you understand the current hierarchy of offices you can view existing offices define new ones if you have the appropriate permissions and change the specifications for existing offices HOW TO VIEW EXISTING OFFICES Click Admin gt View Offices You might see a screen like this View offices Click on an office below to view details and make changes or define a new office srf finance Itd Regional office Define new Regional o Andaman Region o CAISSE NATIONALE D INESTISSEMENT o Chennai Region o CNI Koumassi o Guwahati o Nagarcovil Region o Villupuram Region Sub regional office Define new Sub regional office o chennai sr o lima lima Area Office Define new Area Office o Demonstration 0 Lokhit Nagardeola If a level of office is checked this is set during configuration see How to Set Office Structure it is possible to create offices at that level Click the name of any office to see details about it as shown below Admin
145. okup options additional fields Define accepted payment types Create fees Create fund types Set product categories Create checklists optional Create holidays Define products loans and savings accounts NDZOWWONDUAWNNU 12 HOW TO SET OFFICE STRUCTURE Your MFI can have as many as five levels of offices which can be organized according to geographical or functional divisions All users and clients of the MFI must be attached to offices Head office Regional office Subregional office Area office Branch office The head office is the main or parent office for an MFI Mifos automatically creates it and there can be only one in an MFI During initial configuration see the Configuration guide you must decide on specifications for at least one branch office this is the level at which all client interactions take place You can also decide on specifications for the other three types of offices which are optional The following screenshot shows how to choose which levels of offices you want in Mifos INSERT SCREENSHOT HERE OF VIEW OFFICE HIERARCHY Once you have decided how many levels of office to have and have configured them you can add more instances of each of them if you have the appropriate permissions Once you have defined an office as a head office or branch office you cannot change it to a different office type such as regional office sub regional office or area office However you can change the offices
146. on displays the original loan the amount paid and the balance for the principal the loan interest and the total fees and penalties on the loan account These amounts are further subdivided by the balances for the loan account the amount paid and the loan balance Totals for the original loan related amount the amount paid and the total loan balance appear as well The summary might look like this Group Livestock Edit account Loan Status 000100000000616 E Application Approved Disbursal date 22 03 2010 Purpose of Loan Account View repayment summary Schedule Original Amount Loan Loan paid balance Principal 500 0 0 0 500 0 Interest 16 0 0 0 16 0 Fees 0 0 0 0 0 0 Penalty 0 0 0 0 0 0 Total 516 0 0 0 516 0 The following table explains the entries shown on this page Principal The original loan amount This cannot be updated once the account has been approved Interest A computed value showing the interest due from the loan account based on the original loan amount The amount expected from this account according to the fee types attached to the account Penalty loan Zero at the start of the The amount paid against the principal up to the present date The total interest paid up to the present date The amount paid can be greater than the amount calculated in the original loan if interest can be recalculated The amount paid against fees and miscellaneous fees up to the p
147. ormat list click the format of the transaction information 3 In the Select Import File section click Choose File to browse your files and double dick the one you want to import 4 The filename appears on the screen 5 Click Review to review your choice Check with your MFI for further instructions 143 REPORTS 51 HOW TO MANAGE REPORTS 52 HOW TO RUN REPORTS 53 HOW TO MANAGE ADMINISTRATIVE DOCUMENTS 54 HOW TO ATTACH ADMINISTRATIVE DOCUMENTS 144 HOW TO MANAGE REPORTS How to upload new report templates How to view report templates How to change report templates How to define a new report categor How to create a report Mifos ships with three reports Accessing and using these reports does not require that you install BIRT Business Intelligence and Reporting Tools a free open source application from Eclipse However if you want to customize the reports you must install BIRT You can also create your own reports using BIRT The three reports are as follows 1 Collection Sheet Report Helps Loan Officers organize and prepare for their repayment collection meetings with clients and groups See How to enter Collection Sheet data for information on how to collect the data that will appear in this report 2 Branch Cash Confirmation Report Assists management and accounting in tracking daily cash inflows and outflows 3 Branch Progress Report Helps management monitor office progress You g
148. otal interest earned Total withdrawals HOW TO VIEW THE CHANGE LOG In the center group or client dashboard details page you can see a record of all changes that have been made At the bottom of that screen click View Change Log It might look like the following screen Mati Teacher Change log Record Creation Date 26 08 2009 Date Field OldValue NewValue User Application 04 11 2009 Status Pending Active mifos Approval Back to details page HOW TO VIEW AND ADD NOTES ABOUT THE SAVINGS ACCOUNT You can record any notes about the savings account To see all notes already recorded in the recent Notes box at the bottom right of the screen click See All Notes Any notes added in other sections such as account information or adjustments appear in this section as well To add a note follow these instructions 1 Click Add a Note The following screen appears 133 134 Lazima Savings 000100000000463 Add Note Enter a note in the field below Then click Preview Click Cancel to return to Savings account details without submitting information Note In the Note box type the note Click Preview to review your work If you want to make changes click Edit make changes and click Submit The note now appears in the Recent Notes section BULK TRANSACTION PROCESSING 47 HOW TO ENTER COLLECTION SHEET DATA 48 HOW TO CREATE MULTIPLE LOANS BULK LOAN CREATION 49 HOW TO APPROVE MULTIPLE LOANS BULK
149. ou log on Mifos will show a screen to change your password immediately to one of your own choosing See the How to change your password section for how to change your password after this To log out click the Logout button in the upper right corner of the screen HOW TO CHANGE YOUR PASSWORD 1 In the upper right corner of the Mifos screen click Your settings A list of all current settings appears 2 Click Change password The following screen appears Change Password Enter current password and then choose your new password Click Submit when you are done Old Password New Password Confirm New Password Submit Cancel In the Old Password box type your current password 4 In the New Password box type the new password It must be at least 6 characters long letters and or numbers It cannot be longer than 20 characters In the Confirm New Password box type the new password again 6 Click Submit w e HOW TO NAVIGATE WITHIN MIFOS Tabs Left navigation panel Opening screen Searching Procedure steps How to go back to a previous page Editable and noneditable fields TABS The tabs near the top of the screen show you the main sections of Mifos Click any of these to move to that section For example if you click the Admin tab this screen appears Administrative tasks Welcome to mifos administrative area Click on a link below to begin Manage organization System users
150. ou might see a screen like the following View surveys Click on a survey below to view details and make changes or define a new survey Client o Client Business Information o client family o Clientinfo o groupinfo o Kay s Survey o PPI Survey India o PPI Survey Philippines o testCreate survey name o testsurvey Center o groupinfo ok Group o groupinfo Loan account o groupinfo o Loan Survey Savings account o groupinfo Click any of the surveys to see details about it HOW TO CREATE A NEW SURVEY Follow the instructions 1 Click Admin gt Define New Survey A screen like the following appears 155 w 156 Define new survey Enter survey information Complete the fields below To add questions click Add Questions Click Cancel to return to Admin without submitting information Fields marked with an asterisk are required Survey details Survey name Survey gelect applies to i Select CPI 10 Client Ref pj adios questions CP 14 Loan Cycle p CPI 12 Growth CPI 13 Future CPI 1 Document CPI 2 Doc Numbe CPI 3 Gender CPI 4 Stability CPI 5 Biz Type CPI 6 Ref 1 Question Name Question Mandatory Delete Preview Cancel In the Survey Name box type a name for the survey In the Survey Applies To list click the entity the survey will be used for or click All In the Select Questions list click the question s to include in the survey
151. ou see a list of all possible choices for your search information Click the correct one or if you don t see the customer you were expecting try retyping the search information carefully and then click Search again Once you have selected the customer you are creating the account for the procedure is the same 124 1 The following screen appears Create Savings account Enter Savings account information Select a Savings instance Then click Continue Click Cancel to return to Clients amp Accounts without submitting information Fields marked with an asterisk are required Account Owner Mati Teacher Savings instance gt 2 name f Individual Savings Account 21 Gonimue Cerca 2 In the Savings Product Name list click the type of account you want to create and click Continue A screen appears summarizing the terms of the savings product For information on these terms see How to define and change new savings products Create Savings account Enter Savings account information Complete the fields below Then click Continue Click Cancel to return to Clients amp Accounts without submitting information Fields marked with an asterisk are required Account Owner Mati Teacher Savings instance name Individual Savings Account Savings product summary Description Individual Savings account Used at client s discretion and as extra insurance against the loan in case the client defaults
152. out a loan to the borrower starting on the day specified in the loan account When you search for the loan the date of disbursal appears near the top of the screen for this particular loan jbLoan Edit account 000100000000537 status E Application Approved Disbursal date 19 01 2010 Purpose of Loan Equipment Purchase Follow these instructions 1 In the loan account screen for the client or group in the upper right corner click Disburse Loan A screen like the following appears jbLoan1 000100000000537 Disburse Loan Fields marked with an asterisk are required Disbursal Date 1 DD 01 MM 2010 YYYY Receipt ID Receipt Date 1 DD 01 MM 2010 YYYY Disbursement details Loan Amount 3434 0 Mode of a payment Voucher 4 Payment details Amount 0 0 Mode of pa nt Select Review Transacion Cance 2 Enter information using the descriptions in the following table he date the loan is being paid out 9 01 2010 Receipt ID If you are providing receipts the identification of this receipt Receipt Date he date the receipt was provided to the borrower he total amount of the loan 3434 0 Mode of Cash cheque voucher or a custom Cash payment mode set by your MH ayment Details Amount of any loan fee If there is a loan fee the way it is paid cash cheque voucher or a custom mode set by your MFI 109 w Click Review Transaction to review your choices 4 If you ne
153. part of the loan approval process or Want to save it with this status for the time being Most loan account attributes can be modified when the account is in this status Use the Save for later button when saving the loan account his is an optional status showing that loan account information is complete information This status allows the MFI to execute offline process with regard to the loan account before approving it in the system he loan account can be cancelled when it is in this status Use the Submit for Approval button when saving the loan account he loan amount and repayment schedule have been approved by the MFI All loan account parameters including the interest amount loan term and funding Approved source of the account are frozen and cannot be changed at this state he loan account can be cancelled when it is in this status his is an optional state showing that the loan amount has been disbursed to the loan officer of the customer he loan account can be cancelled when it is this status Can be changed to this status once the loan has been disbursed to the customer The Actual disbursement date can be entered at this point and the loan account grace period starts counting where applicable This status confirms that the loan has been issued to the client A loan can be rescheduled if the MFI allows rescheduling The current loan account has to be closed with the status marked as Closed Rescheduled and a new loan
154. port Report The kind of report this is use the categories that you or your Category administrator set up during configuration Click Choose File browse your computer to find the report template Select Report file and double click it Template 3 The filename now appears in this section If you have chosen a non BIRT file you will see the following error message Please choose a Birt report to upload gt gt Click Preview to review your work and if you like render the actual report template If you want to make changes click the Edit button make changes and click Preview again To change report information see the How to change report templates procedure below 6 When you are satisfied with the template click Submit HOW TO VIEW REPORT TEMPLATES ut R Mifos includes three standard reports that are already uploaded into BIRT the standard reporting tool for Mifos To see other report templates click Admin gt View Reports Templates The list of templates might look like the following View reports Click on the Edit link to make changes to report s status category or report design document To install a new BIRT report click on upload a new report Client Detail Collection Sheet Report Edit Download Performance Center Loan Product Detail Status Analysis Branch Cash Confirmation Report Edit Download Branch Progress Report Edit Download Miscellaneous HOW TO CHA
155. pproved clients belonging to that group or centre A center group or client can have more than one account of the same or different savings products but a single account cannot be shared by more than one center group or client In addition no conversion is allowed between individual client accounts and center group accounts MANDATORY VERSUS VOLUNTARY SAVINGS Some MFls make their savings accounts mandatory The minimum deposit amount is considered due at every meeting day of the account owner Partial payments are allowed If the client or group does not make this minimum deposit on time the required deposit amount at the next meeting is increased by that amount For example if the minimum deposit is 50 and the client does not pay then at the next meeting the required deposit will be 100 If the minimum deposit is 50 and the client pays 25 then at the next meeting the required deposit will be 75 If the savings account is held by a center the deposit amount is applied to all clients in Active or On Hold states If the savings account is held by a group and the minimum deposit applies to each group member separately the deposit amount is applied to clients in Active or On Hold states Voluntary accounts have no minimum deposit though there is a recommended deposit amount that can be included in the definition of the savings product THE SAVINGS ACCOUNT DASHBOARD The savings account details page dashboard shows the d
156. resent date The total penalty amount paid up to the present date The total of the amounts listed above 96 Original loan minus the amount paid The amount of interest remaining on the loan The unpaid fee amount expected from this account Penalties charged but not yet paid up to the present date Repayment schedule At any time you can look at the repayment schedule including all repayments to date the number of repayments due dates and so forth for a group or an individual loan While you are looking at this page you can use the links there to apply payment adjustments and charges The page might look like this Group Livestock Loan 000100000000616 Repayment Schedule as of 31 03 2010 Applytransactions Apply charges No Duedate Date paid Principal Interest Fees Total Installments due JE S 491 29 00 520 Future Installments s ag 494 26 00 520 ale 497 23 00 520 4 AM gt 500 20 00 520 Z n 503 17 00 520 s NY 50 5 15 00 520 ia 508 12 00 520 6 ae s 51 1 09 00 520 2 s 514 06 00 520 co 477 03 00 480 _Retum to account details The following table explains the entries on this page Column Description name Installment Sequence number of the installment No Due Date The first due date is the first repayment start date If the loan is disbursed during a meeting the repayment Start Date is the disbursal date frequency of loan repayment grace period duration consider
157. rital Status Married Gender S Femate MFI Joining Date AJMl9 2b 2De 200 Address Address 1 Address 2 Address 3 154 Wheeler Road City District State Country Postal Cooke Town Code Telephone Bangalore Karnataka Permissions l he user s title Tem Hierarchy Defines the user s data scope in the aa system Select the authorized role s to assign Manager Admin to the user The user can be assigned m than one role Login Information Information System oat characters Additional Information Custom fields 1 6 ype additional custom information in fields 1 6 See How to define and change additional fields for information on how to create custom fields LINK HERE 4 When you have filled out all appropriate fields click Preview to review your work 5 If you want to make changes or if any error messages identify fields that you have not specified click Edit User Information make those changes and click Preview again 6 When you are satisfied with all details click Submit If you decide not to create a system user at this time click Cancel You then see a message confirming the new user including that user s system ID number It might look like this You have successfully added a new user Please note hassan hasan has been assigned the system ID number 0013 00060 View user details now Add a new user How to view exi
158. rmissi n Applies to Applies to hierarchy hierarchy branch B1 Branch B2 Branch B1 Loan officer a Merana personal Yes No information Branch B2 Other Eont Mee personal Yes No information Headquarters Other eae babie personal Yes Yes information Branch B2 Loan officer Edit Mrana personal No Yes information Permissions apply only to centers groups and clients assigned to the loan officer This is an example of a permission See the full listing of possible permissions in Default roles and their activities HOW TO WORK WITH ROLES AND PERMISSIONS Many system users can have the same role How to create a role 1 Click Admin gt Manage Roles and Permissions If some roles are already defined you might see a screen like this Roles and permissions A role is the name for set of users with like permissions for system tasks Select a role from the list below to view or edit role name and task permissions You can also add a new Role Admin Delete role loan officer Delete role office manager Delete role 2 To define a new role click the New Role link A screen with many types of possible permissions appears A partial list looks like this Modify Role Check the boxes below to allow permissions for the specified role Click Submit to apply changes Click Cancel to return to Modify roles amp Permissions without saving changes Role Name Admin M Organization Management M Funds M Can
159. s are then subject to approval See How to approve multiple loans for information on how to approve this application Note To disburse pay out these loans and to see when they are ready to disburse read How to disburse pay out a loan 140 HOW TO APPROVE MULTIPLE LOANS BULK LOAN APPROVAL You can approve loans one at a time for each individual client see How to change the status approve close loan accounts or you can approve them all at once To do the latter follow these instructions 1 Click Clients amp Accounts 2 In the left navigation pane at the bottom click Change Account Status A screen like the following appears Change account status Search Branch pasay Branch Loan Sally Magalang Officer Type Loan Current Ww Application Pending Search Status 3 Enter information using the descriptions in the following table Branch he branch where these po eue Loan Officer The loan officer in charge of ES RE ype Loan category Emergency PR NN id MN RN NNNM Status 4 Click Search A list like the following appears 141 ps Account 5000 0 Application 000100000000628 Pending Approval g Account it 5000 0 Application 000100000000629 Pending Approval New proved Status 29 03 2010 Client 29 03 2010 Cherry San Pietro ID 0002 000000003 Loan Officer Sally Magalang Pasay Branch Barangay 01 S
160. sk are required Account Owner Loan instance name General Loan 1 Conine Canoe The list includes all loan products that are available to this account owner If the account owner is a client the loan products listed are restricted to those applicable to Clients in the product definition and products applicable to groups are not listed In addition the list includes only those products with a repayment frequency that is a multiple of the client s meeting frequency That is a client who has a meeting frequency of every third or sixth or ninth week a multiple of 3 is eligible for loan instances that have a repayment frequency of weeks in a multiple of 3 A client whose meeting frequency is the last Monday of every 2 months is eligible for loan instances that have a repayment frequency of months in a multiple of 2 This condition does not apply to clients who have no scheduled meetings If you attempt to change a meeting schedule so that it violates any of the above conditions the change will not be possible Note The only loans that appear on this list have a status of Eligible for New Accounts There are no built in restrictions on the number of loans that a client group can have Your MFI is responsible for the approval of any loan and for the mix of loan products that any client or group is allowed to have See How to manage the product mix for information In the Loan Product Name list click the type of l
161. so appears when you click the Reports tab to see all available reports HOW TO CREATE A REPORT You can design and build your own report templates using either Java or SQL First however you need to download the BIRT software For step by step instructions on how to build a report template in BIRT see http www mifos org developers wiki HowToCreateBIRTReport 148 HOW TO RUN REPORTS Follow these instructions 1 Click Reports and then click any of the report links If you clicked Branch Progress Report for example you might see a screen like this Parameters marked with are required Select Branch Pasay Branch c 4 Enter Date DD MM YYYY 03 04 2010 v 2 All reports ask for different information For this report follow the next steps 3 In the Select Branch list click the branch whose progress you want to see a summary of 4 In the Enter Date box type the day XX month XX and year XXXX that you want the report to give information for 5 Click OK The report appears in PDF form You can then download it and print it 149 150 Welcome to mifos reports area Click on a report name below to view the report Client Detail o Collection Sheet Report o General Ledger o Membership IDs o Subsidiary Ledger o Kay s 1 o asdf o Customer Summary Status o Loan Portfolio Agin o Collection Sheet Report 21Sept test o ZS o MIFOS 2746 Fonts Issue Client Report o Modi
162. sting system users 1 To see the details on any existing system user click Admin gt View System Users type the name of the user and click the Search button 20 2 All users with that name appear identified by their office View system users Search users by Name hassan _ Search 1 Chennai Region hassan hasan Results 1 1 of 1 3 When you see the one you were searching for click that name to see details on that user How to change a system user 1 Search for details on a system user in any of the following ways e In the Admin screen type the system ID for the user in the box in the left navigation panel and click Search e From Admin gt View System Users type the name of the user and click Search e In the user details screen that results click Edit User Information If you want to see changes that have been made to this user before now click View Change Log e f you want to make any notes about the user click the Add Note button type a note in the Note box click Preview to review the note if you want to change the note click Edit make the changes and click Preview again when you are satisfied with all the changes click Submit e Make any changes necessary in the screen that appears and click Submit 21 HOW TO DEFINE AND CHANGE FEES e How to define a fee type e How to view existing fee types e How to change a fee Your MFI can charge customer fees for the various services
163. t details without submitting information survey4 Date of survey 1 DD 3 MM 2010 YY Surveyed by Beatrice Madayang 1 Gender O Male O Female 2 Type of Business Activity O Carpenter O Hairdresser O Fisherman O Farmer 3 Business Growth Rate O Positive O Stable O Negative Clear All _Preview Cancel The default survey date is today s date If you need to change this type the day XX month XX and year XXXX of the actual survey In the Surveyed By box your name appears automatically Type over this name if someone else has asked these questions Click or type a response to each question If the question is mandatory you may not finish the survey until the question is answered If you need to change answers click Clear All to erase all of them When you have answered all questions click Preview to review the answers If you want to make changes to the answers click the Edit button click Clear All to erase the answers click or type the correct answers and click Submit In the Surveys box the name and date of the survey now appear To see details of that survey click the name of the survey LOAN ACCOUNTS 34 INTRODUCTION TO LOAN ACCOUNTS 35 HOW TO CREATE A NEW LOAN ACCOUNT 36 HOW TO CHANGE THE STATUS OF APPROVE CLOSE LOAN ACCOUNTS 37 HOW TO DISBURSE PAY OUT A LOAN 38 HOW TO MANAGE LOAN ACCOUNT DETAILS 39 HOW TO MAKE TRANSACTIONS FOR A LOAN ACCOUNT 40 HOW TO TRACK LOAN
164. t one and from the details page that appears click the link for the correct loan account Then follow these instructions for the transaction that you want to make HOW TO APPLY PAYMENTS 1 In the Transactions box at the upper right of the screen click Apply Payments A screen like the following appears Suarez Group Apply payment Fields marked with an asterisk are required Date of T 55 oz MM 2010 YYYY transaction Amount 0 0 Mode of payment Cash Receipt ID Receiptdate DD MM YYYY L Review vansacion Cancei 2 Enter information using the descriptions in the following table Date of This shows today s date If you need to change this date Transaction because the payment took place at another time type the day XX month XX and year XXXX of the payment Amount The amount of the payment If the borrower is making only a partial payment type the amount of this payment Mode of The way the payment was made Payment 113 Receipt ID The number of the receipt if you use one Receipt Date the receipt was issued if you used one Date 3 When you are done click Review Transaction to review your work For information on uploading administrative documents that you can use for payment transactions see How to manage administrative documents You can get information on entering information on several accounts at the same time see How to enter collection sheet da
165. ta HOW TO APPLY ADJUSTMENTS Sometimes errors occur when payments for a loan are recorded If you need to cancel the full amount of the last repayment you can do this by making an adjustment If you need to cancel several repayments you must do each one separately When you have made an adjustment Mifos divides the cancelled payment into principal interest and fees and makes adjustments in each of these categories to the total amount still due for the loan Follow these instructions 1 In the Transactions box at the upper right of the screen click Apply Adjustment Note If no payments have been made up to the present for this loan this button does not appear A screen like the following appears showing the last payment made Educational Loan 000100000000511 Apply adjustment Last payment can be reversed if required Ifthe adjustment is made system will make a reverse transaction entry and the account balance will be updated Last payment made 80 0 CI Checkto revertthe last payment Notes Review adjustment Cancel 2 Check the Check to Revert the Last Payment box 3 In the Notes box type information describing why you made this adjustment 4 When you have made the adjustment click Review Adjustment to review your work and click Submit HOW TO REPAY A LOAN You can repay the entire remaining loan balance at once using the Repay Loan link After following these instructions the status of the
166. ta for today s collection If the amounts match the amounts already in the boxes you do not need to type anything Type new amounts only if these have changed In the Due Collections section type any money you collect In the Issues Withdrawals section type any money that is being withdrawn or paid out disbursed for loans The numbers in the Total Collections Total Issues Withdrawals and Net Cash sections update accordingly 137 e In the Attn list click the appropriate code for client group attendance P present A Absent absence e When you have typed all collection data click Preview to review your work e All values that you changed from their expected amount appear in red e If you need to make changes click Edit Data make the changes and click Preview again e When you are satisfied with the collection data click Submit 138 HOW TO CREATE MULTIPLE LOANS BULK LOAN CREATION You can create loans of the same type at the same time for many clients and groups within the same center You might want to do this for example if there were a natural disaster in a village and many clients needed household improvement loans at the same time It takes only one process to create the loans you can also approve them in one step Clients or groups must be active at the time you create these loans You can specify the following e Which client or group will receive the loan e The amount of the loan e The purpose of the loan
167. ter The client details dashboard page might look like this Pay Deane Duram Cz 8 002 25 Madeline Fra Madeline Frau Bart Belen iL JJJ2 UJIKLLZE va effc Bale ndssslang Antes Account information Saangs Indistdua Szinqs Account sect 70001 00000992957 Dasncz 325 C Bat charges Amcunt Que DO MFI information Fetamal in Cheni stail dace 7 333 Rerr tisd By Sh kzezlan Training Samus Famed Un 0 92278 Group Membership amp Meeting Detalls Wesiny Reor every 1 Uses un Salute Comer Ceo Group 5 Personal information Nala Cf Firth 12 SET 4 mars ne Nar sl C Do red Falha dane Tany Yamal 2 chided Ehnicit Estaton Lavel Poverty Slates Very pccr Chzensht Hon Chzen Additional information foci eerstenidn che Chiles Name Chic Ape tat NA region Ace auris zed Antona Qo Ace zhanaz loq Oner nam anecorh Loan Sixinos made Vizy s cui OLE alzsrzygi e forstion From the client dashboard you can do the following View closed accounts Edit MFI information Edit personal information View the change log View performance history View and attach surveys View and add notes View and change client status Open new savings and loan accounts Edit or remove group membership View summarized historical data Performance History Lancre e J Amcu of est Losy 237 0 2 cf acts Lome 1 De ine aeri Parto 2 2 Tabl Sure ini 7862 E ren ge rn
168. ther these loans count towards the Cycle Counter experience level of this borrower The default option is Yes The next section deals with the amount of the loan If you have multiple currencies configured for loan products you can select the currency that the loan product applies to 50 w nens Loan Amount Calculate Loan Amount Same forallloans Bylastloan Amount By aS loan Cycle Min loan amount Max loan amount Default amount 300 1000 500 Enter information using the descriptions in the following table e Jem Jem Calculate Loan The way the loan should be calculated Same for All Loans Amount Same for All Loans The loan amount does not vary and the loan history is not taken into consideration By Last Loan Amount The loan amount depends on the amount of the last loan this client or group received After a successfully repaid loan the amount of money available for the next loan increases By Loan cycle The loan amount depends on the experience of the borrower prompt or late repayment for example with previous loans The larger the number of successfully repaid loan cycles the larger the amount of money available for the loan Min Amount The smallest amount that a loan of this type may be granted for Max Amount The largest amount that a loan of this type may be granted for Default Standard The typical amount that a loan of this type Amount may be granted for The next section
169. these you must navigate to the details page for that customer You can do this in several ways From the Home screen search function You can navigate your way through Mifos using the links to the left the search tool below the tabs at the top To quickly find a Client Centre Group or account you can Search by name system ID or account number Search From the Quick Start left navigation list click Open New Loan Account Manage Clients Create new Group Create new Client Manage Accounts Open new Loan Account in new Savings Account Enter Collection Sheet Data From the Clients amp Accounts left navigation panel click Create Loan Account 100 Clients amp Accounts Tasks From the Clients amp Accounts main panel click a Branch Office from the list on the right to narrow down the search for the customer To review or edit a Client Group or account Search OT Select a Branch Office Search by name system ID or account number Bangalore branch1244723261188 Bangalore_branch1244724101456 Branch 1 em tm chennai chennai Alandur EN a uS All these methods ask for the name system ID or account number for a group or client When you type this information and click Search you see a list of all possible choices for your search information Click the correct one or if you don t see the customer you were expecting try retyping the search information carefully and then click Searc
170. to take month place Click save to save this schedule and return to the previous page Nillage store 3 The type of collection sheet used for collecting payment from members type belonging to the center External A unique identifier of the center in another system This will be used to P f ME BRA 001 ID link the center in Mifos system and center s details in another system MFI oining Date when the center was first approved and saved in the system 01 02 2002 Date The next section is for the address of the center Address Address 1 Address 2 Address 3 City District State Country Postal Code Telephone Field name Description Example Center Address 224 Wheeler Road Bangalore Address lines 1 3 city State country Karnataka INDIA 560090 Postal code and Telephone 91 80 23456787 The next sections are for additional information and any fees 66 Additional information Center Bank ID Administrative set fees Center Membership 10 0 Charge Apply additional fees Periodicity One time CI Check to Remove Fee Type Select Amount Fee Type Select w Amount Fee Type Select Amount Field name Description Example Additional information Customized fields Fields that are configured
171. to work with system users Before you create the system users such as loan officers who will deal directly with clients you must decide what their roles are and what permissions they will have You must have appropriate permissions to create roles Before beginning note the following terms e Activity any system action that a user might perform such as creating a new system user e Permission authorization to execute an activity e Role a named set of permissions for a particular user e Data scope a set of permissions for a role determined by the user s place in the personnel hierarchy and in the office hierarchy PERSONNEL HIERARCHIES AND OFFICE HIERARCHIES The personnel hierarchy has two levels e The Loan Officer has a data scope that is limited to his her clients which only she or he is able to modify as appropriate The Loan Officer is able to view clients assigned to other Loan Officers but cannot modify the information for them A Loan Officer can be attached to only one branch If necessary you can create the same Loan Officer in a different branch as the same user but in the different branch this officer must have a different system ID e The Other level hierarchy has no restrictions and has unrestricted access subject to the office hierarchy explained below The following table illustrates how these two hierarchies are related User s office Personnel Pa
172. uarez Group Client Maria Cipriano ID 0002 000000004 Loan Officer Sally Magalang Pasay Branch Barangay 01 Suarez Group Note 5 At the top of the list next to the Current Status column heading check the box to select all pending loans at the same time 6 At the bottom of the list in the New Status list click Approved 7 In the Note box type any information explaining the circumstances of this approval action 8 Click Submit A confirmation box appears like the following Change account status confirmation The following account status has been successfully modified Account 000100000000628 Account 000100000000629 The loan now appears in the dashboard for each client with a green square indicating that it has been approved 142 HOW TO IMPORT TRANSACTIONS If you have appropriate permissions and if your MFI is set up for this action you can import transactions from another system Follow these instructions 1 Click Admin gt Import Transactions A screen like the following appears mifes Microfinasce Open import intormation Import transactions Enter file information Complete tna fields below Click Cancel to return to Admin without submitting information Fields marked wiih an asterisk are required Import format Select w Salaci import file Choose Fila No tle chosen Wieden conce import transactions Form 2 In the Import F
173. uations requiring attention including missed payments and missed meetings Custom Fields Additional Fields Mifos provides custom fields that enable MFls to capture additional information for customized processing The custom fields can be used by the MFI to capture different sets of information The fields can be used to capture text date or numeric data The system allows the system administrator to make the custom fields mandatory and to change the labels for such fields not found Dashboard HowToViewPerformanceHistory Information page in Mifos for centers groups and dlients Details Page HowToViewPerformanceHistory Information page in Mifos for centers groups and dlients Disbursal Disbursement Paying out a loan Commontasks Dormancy Common tasks How long after a period of no activity dormancy in a savings account to mark the account as On hold The default is 30 days HowToSetProductRulesAndAttributes EMI Equated Monthly Installment this is the amount payable to the MFI every month until the loan is paid back in full it consists of a portion of the interest as well as the principal See the Appendix for a discussion of how to compute this installment HowToCalculateTheEMI Fee Types HowToSetUpYourOrganizationPreferences Different fee types can be defined at the head office by authorized users The user must have Can define fee type permission in order to define a fee type Fees or Charges MFls can
174. unning the Program is not restricted and the output from the Program is covered only if its contents constitute a work based on the Program independent of having been made by running the Program Whether that is true depends on what the Program does 1 You may copy and distribute verbatim copies of the Program s source code as you receive it in any medium provided that you conspicuously and appropriately publish on each copy an appropriate copyright notice and disclaimer of warranty keep intact all the notices that refer to this License and to the absence of any warranty and give any other recipients of the Program a copy of this License along with the Program You may charge a fee for the physical act of transferring a copy and you may at your option offer warranty protection in exchange for a fee 2 You may modify your copy or copies of the Program or any portion of it thus forming a work based on the Program and copy and distribute such modifications or work under the terms of Section 1 above provided that you also meet all of these conditions a You must cause the modified files to carry prominent notices stating that you changed the files and the date of any change b You must cause any work that you distribute or publish that in whole or in part contains or is derived from the Program or any part thereof to be licensed as a whole at no charge to all third parties under the terms of this License c If the modified program
175. unt WhatlsASavingsAccount Savings account or loan account with an individual client or group Activity A function provided in the Mifos software that a user can perform Adjustments HowToViewAndWorkWithGroupDetails Changes made to an account other than normal disbursements and payments This can include rescheduling missed installments and Administrative Document A document that can be attached to a specific loan or savings account and printed as needed The administrative documents that ship with Mifos include a voucher payment book disbursal receipt and payment receipt Administrator A user role giving permission to view and modify the structure of the MFI product definitions and other internal settings Attributes HowToSetProductRulesAndAttributes The attributes of a product include currency interest rate and repayment schedule BIRT HowToCreateReports Business Intelligence and Reporting Tools is Free Libre Open Source Software for generating reports See http www eclipse org birt phoenix Blacklist A list of people that have been barred from getting loans Branch or Branch Office The level at which all client interactions take place Bulk Loan Bulk Loan Approval Bulk Loan Creation A bulk loan is several loans that can be created or approved all at once Category HowToSetProductRulesAndAttributes A named group of products Center or Kendra CentersGroupsAndClientsOverview How ToCreateANewCent
176. up Details without submitting information Center Name Search Cancel 2 Type the name of the center you want this group to belong to and click Search The center name appears Click its link 4 Review a summary of your change and click Submit The group is now included on the page for that center w Note The meeting time and Loan Officer of the new center is inherited by the group and all its members Groups cannot be transferred unless all the active loan accounts are closed 74 HOW TO CREATE A NEW CLIENT The individual client can have savings accounts and borrow money according to the rules of your MFI If the client is associated with a group that client inherits the loan officer the meeting schedule and the meeting location of the group Follow these instructions to create a client account 1 Click Clients amp Accounts In the left navigation panel click Create New Client The following screen appears Create new Client Select Group Enter a Group name and click Proceed Click Cancel to return to Clients amp Accounts without submitting information Proceed Cancel Click here to continue if Group membership is not required for our Client 2 In the Group Name box type the name of the group that this client is assigned to and click Proceed A list of groups by that name appears click the correct one If the correct group name is not on this list perhaps you mistyped it type the gro
177. up name again and click Search to try again When you see the correct group name click it 3 If group membership is not required for your client click that link to proceed A screen for information about the client appears The first section contains personal information All fields with an asterisk are required 75 Personal information Salutation Mrs First Name Felicia Last Name Badayang National ID 456 99 0000 Date Of Birth 04 DD 11 MM 1986 YYYY Gender Marital Status Number Of Children N Female t Married Citizenship Natural Born Citizen Ethnicity Filipino Education Level High School Graduate Activities Daily Labor Poverty Status Poor H Income USD 100to200 2 per month 100to200 7j Photograph no file selected Spouse Father Relationship First Name Middle Name ia Last Name Name Spouse Felipe Badayang 3 Enter information using the descriptions in the following table note that some fields may not appear or may have different choices depending on how Mifos is configured for your MFI Field name Description Example Mr Mrs etc In Mifos the system Salutation administrator can define more Mr salutations First Name Albert Middle Name Second Last Smith Name Last Name Anderson Can be Government ID or
178. ve Document called Payment Receipt has already been uploaded to Mifos Follow these instructions 1 In any Search box type the borrower name borrower system ID or loan account number and click Search 2 In the list that appears click the correct information and navigate to the loan account details page 3 In the Account Details section under Administrative Documents click Payment Receipt The receipt appears showing the amount paid 4 Print this receipt for the borrower 153 SURVEYS 55 HOW TO VIEW AND CREATE SURVEYS 56 HOW TO MANAGE COLLECTION OF PPI DATA INDIA ONLY 57 HOW TO ATTACH AND COLLECT SURVEYS 154 HOW TO VIEW AND CREATE SURVEYS e How to create a new survey e How to view and define survey questions Surveys are ways for loan officers and others working in the center to collect information about groups and clients These surveys can include demographic information income family size types of business that might change over time and they enable you to know your clients and serve their needs better Group members can ask the survey questions directly from the computer screen or they can print a copy of the survey and take it directly to the client If they use a paper copy of the survey they must enter the answers in the computer later You can look at surveys that have already been created to see if you want to create a new one To see existing surveys click Admin gt View Surveys Y
179. ve in good standing status ype how long to wait for late repayment that is how many installments If the loan product specifies No grace or if interest is automatically deducted at the time of disbursal this field cannot be used ou can extend or reduce the length of the grace period if the grace period has not yet expired he grace period starts as of the day the loan is disbursed to the client Source of Funds Click the applicable source of funds for the loan as Tsunami defined by the MFI Purpose of Loan Click the purpose of the loan 103 Additional Enter any additional Se required by your MFI information in the custom fields Custom fields pply any set fees for this loan as defined by your MFI If you want to change the default fee amount for any fee displayed type the amount in the box If you want to remove this fee check the Check to Remove Box Additional Fee typelApply up to a maximum of 3 different fee types as defined by your MFI 5 Click Continue 6 A screen appears summarizing the loan repayment installments The screen you see might look like this Account Owner Mati Teacher Loan Amount 2000 0 Disbursal date 16 03 2010 Loan Application Fee Amount 40 0 Installments Amount due Installment DueDate Principal Interest Fees Total 1 23 Mar 2010 181 8 92 0 0 191 0 2 30 Mar 2010 181 8 92 0 0 191 0 3 06 Apr 2010 181 8 92 0 0 191 0 4 13 Apr 2010 181 8 92 0 0 191 0 5 20 Apr 2010
180. ver time and they enable you to know your clients and serve their needs better The process of attaching surveys is the same for centers groups and clients The example used here is for a center Center workers can ask the survey questions directly from the computer screen or they can print a copy of the survey and take it directly to the client If they use a paper copy of the survey they must enter the answers in the computer later To create a new survey follow the instructions in How to create a new survey When you are ready to use the survey online or to enter survey data from the printed copy follow these instructions 1 In any Search box type the name of a center group or client and click Search 2 In the list that appears click the link for the correct center group or client 3 In the Center Details screen click Attach a Survey A screen like the following appears Suarez Group Attach survey Select a survey from the list below Then click Continue Click Cancel to return to client details without submitting information a Select survey groupinfo Continue Cancel 4 In the Select Survey list click the survey you want to enter data for and click Continue You can see only the surveys that are available for this center The online form of the survey might appear like this screen 91 92 Enter survey data and click Preview Click Clear All to clear selections Click Cancel to return to clien
181. vings account National ID How ToWorkWithRolesPermissionsAndSystemUsers Government ID national ID or social security number Also called UID NGO A nonprofit corporation or other organization for some public good which is not an agency of a government or a treaty organization such as the UN or a for profit business The legal basis for such organizations differs significantly in various countries not found Notes The following section of the loan account dashboard shows the Recent Notes of a loan account It shows various notes that have been appended to the loan account The loan dashboard shows the 3 most recent notes A note must be added when the user is changing the status of the account The user can also add a note when need arises by using the Add note link Commontasks Office HowToCreateAndorViewTheOfficeStructure Any part of an MFI hierarchy In Mifos typically based on a geographic area or functional division with users and clients assigned to it An MFI can have five levels of offices e Area office an optional level of office used if subregions must be further subdivided The Mifos structure does not support further divisions e Branch office the level at which all client interactions take place At least one branch office must be defined e Head office the mandatory main or parent office for an MFl Head offices do not offer client services directly but can do so through a virtual branch office e Regiona
182. ws the savings account details which include recommended or mandatory amount for deposit type of deposit maximum amount allowed per withdrawal and interest rate adjustment or closing the savings account history total deposits withdrawals and interest Shows the three most recent notes appended to the account with additional links to add a new note or view all the notes 122 HOW TO CREATE A NEW SAVINGS ACCOUNT The following are necessary for you to create a savings account e f the savings account is for a client or group the client and or group must be in Approved state e f the savings account is for a center the center must be Active Note You may not delete savings accounts You can create a new account from several places in Mifos One way is to navigate to the details page for that client group or center You can do this by searching for the client group or center from the Search on the Home screen or navigating to the details page directly e From the Home screen search function You can navigate your way through Mifos using the links to the left the search tool below the tabs at the top To quickly find a Client Centre Group or account you can Search by name system ID or account number Search e From the Clients amp Accounts main panel click a Branch Office from the list on the right to narrow down the search for the customer Continue to click on the Loan Officer then
183. x appears It might look like the following screen Barangay 01 Change status Current status B Active Select from the status options below Then click Continue Click Cancel to return to Center details without submitting information Status Inactive Note Preview Cancel 5 Click the button for the new status 6 In the Note box type a note explaining why this status is changing 85 7 Click Preview to review your change 8 If you want to make further changes click Edit Status make any changes and click Preview again HOW TO CHANGE THE STATUS OF GROUPS AND OR CLIENTS The following table shows the various states that a client can be in State Description Assigned to the client if the record has been created but data is incomplete or the user does not want the status to be as Pending Approval status can be marked as Partial Application Partial application This is an optional state and can be omitted during the initial system setup by the MFI Record contains all necessary data and is waiting for approval Before and after this point there could be some offline processes which might govern the approval process These processes can be specific to each MFI and will not impact Mifos functionality A record can be saved in this state after the mandatory fields according to the attributes table have been filled Pending approval Client has been Approved and is eligible to
184. xt steps Create an account for this Center Create a new Savings account Create a new Center The center details page might look like this Rafaela Center Edit Center Status W Active System ID 0002 00000001 0 Loan officer John Smith Groups assigned Add Group Click on a Group below to view the Group details Landings Group Malia Group Account information Open new account Savings Center charges View details Amount Due 0 0 View all closed accounts Center information Edit Center details MFI joining date 02 04 2010 Center start date 02 04 2010 External Id Official titles assigned Meeting details Edit Meeting Schedule Meetings Recur every 1 Week s on Friday Rafaela Drive Additional information Center Bank ID View change log From the center dashboard you can do the following View and change center status Add groups Open new savings accounts View closed accounts Edit center details Edit meeting schedule View the change log 68 Performance History of active Clients 0 of active Groups 0 Total Loan portfolio 0 0 Total Savings 0 0 Recent Notes No notes available e View performance history e View and attach surveys e View and add notes Check the appropriate chapters of this manual for information on each of these 69 HOW TO CREATE A NEW GROUP A group is a collection of clients that is assigned to a center or a branch depending on the MFI hierarchy It inher
185. you want to make further changes to the reports you need to download them click the Download button make changes within BIRT and upload them again HOW TO DEFINE A NEW REPORT CATEGORY You can divide the reports available in Mifos into categories Default categories are as follows Report Category Examples Client detail Collection Sheet report General ledger Membership IDs Performance Financial indicators Program performance indicators Center Daily Activity Summary Loan Product Detail Loan Disbursement Status Loan portfolio aging Analysis Branch cash confirmation report Branch progress report Miscellaneous These categories can be edited Follow these instructions 147 1 Click Admin gt Define New Report Category The following screen appears Define new report category Enter category information Complete the fields below Then click Preview Click Cancel to return to Admin Fields marked with an asterisk are required Category Details Category Name loan defaults _Preview Cancel 2 In the Category Name box type the name you want for this category and click Preview to review your work 3 If you want to make changes click Edit Category Information make changes and click Preview again 4 When you are satisfied with the category click Submit The category now appears when you click Admin gt View Reports Category It al

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