User's Guide G-Kudi Microfinance Management Software A Quick Guide

Transcription

1 User's Guide G-Kudi Microfinance Management Software A Quick Guide 2013 Ahmed Tijani, Derrick Dankyi, Matthew Loh Licensing Agreement By obtaining this free legal document, you accept and agree to our terms and conditions. The main terms of the licence incorporated into the terms and conditions are as follows. Unless you have paid for the right to use the relevant document without a credit and hyperlink, you must: (a) retain the credit in the free legal document; and (b) if you publish the document on a website, include a link to from your website. The link can be pointed at any page on Subject to this point, you may edit and amend the documents to render them suitable for your purposes. You must not re-publish the free legal documents in unamended form. All footnotes and brackets should be removed from the documents before publication. You must not sell or re-distribute the free legal documents or derivatives thereof. We give no warranties or representations concerning this free legal document, and accept no liability in relation to the use of the free legal documents.

2 Contents Chapter 1 1 Getting Started Chapter 2 1 Dashboard Chapter 3 1 Live Statistics Chapter 4 1 Customer 2 New customer 3 Search for customer 4 Editing a customer information 4 Creating / Editing and Closing of customer account 5 Savings: 6 Susu: 7 Fixed Deposit: 8 Editing / Closing of customer account 8 Creating / Altering of customer s other details Chapter 5 9 Operations 9 Reconciliation 10 Routine Operations 10 Close of Business Day 11 End of Day 12 Start of Business Day 13 Penalties on Past Due Loans. 13 GL Transfers 17 JV Transfers 17 Agent Re-assignment 17 Notice Board 18 E-Cash Chapter Assigning e-cash 18 Transacting with e-cash To receive cash from other collecting agents; 2.2To give cash to other collecting agents; Cashier

3 Contents 21 To perform a customer deposit, 22 To perform a customer withdrawal, Chapter 7 22 Loans 22 Application stage 23 Loan Details 24 Customer Business Info. 25 Collateral form 25 Guarantors form 26 Review Application 27 Appraisal of Loan 28 Sanctioning of Loan 29 Disbursement of Loan Chapter 8 30 Reports 30 Loan Reports 33 Customer Reports 36 Regulatory (BOG) Reports 37 GL Reports Chapter 9 38 Creating System Users 38 Creating Users Chapter Appendix 41 GL Transfers Guide 41 Customers Transactions 42 Banking Transactions 42 Inter-agency Transfers (including H/O) 42 Cash Shortages / Excesses 42 Loan Disbursement 42 Agency Expenses 42 Cash Advances & Prepayments 42 Accrued Income & Expenses 43 E-cash 43 Capital Expenses 3

4 Getting Started 1 Gkudi is an online application designed specifically for Microfinance operations in Ghana. Gkudi can be accessed from any internet enabled device browser. To access the online platform, simply type the link to Gkudi you provided to your company as in the figure shown below and press enter. Fig. 1 If you have difficulty accessing the internet link, contact Logiciel support for further assistance on info@logicielsupportgh.com or call 030 Next, you shall be welcomed to a Gkudi login screen requiring you to provide your Username and password. Usernames and passwords are assigned by the company system administrator. Fig. 2 If you are logging in for the first time, Gkudi shall require you to change your password. Be sure to keep your password safe and never give it out. Refer to the company password policy for further guidance. When a login has been successful, Gkudi greets you with a dashboard screen as shown in Fig 3, providing a quick display of vital stats, notices and indicators of other parameters. Fig. 3 Live statistics shows transactions real time providing a quick and concise view to customers deposits and withdrawals as at when and where (branch) these transactions had occured. Fig. 4 Working with customers, Gkudi provides an easier and faster interface that facilitates creation, editing and searching for customers from the database. Clicking on the Customer tab shows a sub-menu for creating and searching for database customers. This is examplified in fig. 5 below. 1 Chapter 1 Getting Started

5 Customer 4 Fig 5 New customer Creating new customers with Gkudi requires a few easy steps thus described; i. From any part of Gkudi, go to the Customer Tab ii. Select Create new customer from the sub-menu that pops up a form such as depicted in fig. 3 comes up. Fig. 6 Chapter 4 Customer 2

6 Customer 4 iii. Complete the form with the new customer details and click on the Update button at the button of the screen to save it to the database. Sample of a completed customer details Search for customer Looking up for customers can be very conforting in Gkudi. Simply provide a data, Gkudi digs out the customer. Customer searching window will appear as shown in fig. 4. Customers can searched with any of the following criteria customer unique identification number (i.e. Customer#) customer account number (Account #) customer name or customer phone number it is important to point out it is mostly advisable to search using only one of the four criteria, that is, search using only customer Id or customer account number or customer name or phone number but not not any two at a time, though using multiple criteria will work, the tendency of making errors will increase. An illustration of a search for customer named Konkonsah Amoah with a mobile number of is shown in Fig 7 and Fig 8. Fig. 7 3 Chapter 4 Customer

7 4 Customer fig 8 Mind you that only one of the customer details was used in the search samples above. Editing a customer information Follow these easy steps to edit any customer information on Gkudi. Go to Customer tab and select search for customer Enter the customer search criterion (e.g. mobile number, customer id, account name or account number) Click on search to proceed A window with the customer information shall pop up, click on the Edit button at the bottom of the page Customer information comes up in an entry-form view ready for editing. Modify details as necessary. To add or change picture, click on browse button closely located by the update button. Browse for the picture to be uploaded and click on Update to save changes made. Creating / Editing and Closing of customer account Remember each customer is assigned a unique identification number (known as Customer ID or #) after a creating one successfully. This ID number has been already illustrated in fig.. It is important to note that customer IDs are not account numbers which can be used to transact client deposit taking transactions. To conduct these transactions, an account will have to be created for the customer. With the exception of loan accounts which are created after loan disbursements, all customer account will be created through the process described here. To create a customer account (i.e. business account, savings account, salary account, susu account investment account etc.) follow these simple steps. Chapter 4 Customer 4

8 4 Customer Go to Customer tab and select search for customer Enter the customer search criterion (e.g. mobile number, customer id, account name or account number) Click Search to proceed Click accounts tab next to the Personal Identification tab situated at the top of page The page loads as shown on fig. below. Fig.. Click the drop down arrow as shown on fig to select the type of account being created. Fig The dropdown arrow lists down the following options: Savings: Select this option to create all customer account which is not a recurring susu account or a term deposit account. 5 Chapter 4 Customer

9 Customer 4 Complete the Accounts Opening Form as show above and click save at the bottom to create the account. Susu: Select this option to create a customer susu account. Susu here refers to traditional susu saving featuring recurring contribution amount. Chapter 4 Customer 6

10 4 Customer Cl i ck the drop down a rrow to s el ect the s us u product type Enter the a ccount na me of the s us u a ccount e.g. s chool fees s us u, l i ght bi l l s us u etc. Enter the recurri ng contri buti on e.g. Ghs 1, Ghs 2, Ghs 3 etc. Cl i ck s a ve to crea te the a ccount. Fixed Deposit: Select this option to open a term deposit account. Term deposit here refers to normal investment accounts. The fixed deposit page appears as in fig.. Fig. 7 Chapter 4 Customer

11 4 Customer Editing / Closing of customer account After customer account has been created succesfullly, Gkudi may still allow you to modify the account details should the need arises. This could be due to errors made earlier or changes necessitated by external factors. In a similar vein, an account may be required for closure after management convictions that it will no longer be operated. To alter a customer account, Go to Customer tab and select search for customer Enter the customer search criterion (e.g. mobile number, customer id, account name or account number) Click Search to proceed Click accounts tab Click Edit to modify the account setting or Click Close Account to close the account. Creating / Altering of customer s other details Other information about a customer may be vital to certain management decision especially when it comes to advancing of credit customers or for analytical purposes. Gkudi simplifies this process of updating a customer database with other pertinent information. A sample form is illustrated thus: To update customer other details; Go to Customer tab and select search for customer Enter the customer search criterion (e.g. mobile number, customer id, account name or account number) Click on search to proceed Click other details tab. See the fig.. above Complete all relevant information and save to update the database. Chapter 4 Customer 8

12 4 Customer To alter existing customer information, simply follow the steps described above and save any changes made you have made. On Gkudi, performance of operational rudiments such as passing of ledger entries, closing of branches, deletion of transactions and approving transactions amongst others, have been incorporated under the Operations tab. A listing of functions under operational tab is provided in fig. 5 below. Fig. 5 Reconciliation Gkudi allows deletion of errors and duplication of transactions in as much the user has authorisation to do so. To delete and entry; Go to Operations Select reconcilitation Select delete transaction Select branch Select Agent Check the transaction box(es) to select transaction to be deleted 9 Chapter 4 Customer

13 Operations 5 Gkudi shall prompt you to confirm selected transactions for deletions. Confirm the selection(s), write reasons for deletions by each transaction and click Delete button. See Fig. below Gkudi shall notify you that Transactions have been deleted to complete this process. Note that this only allows for deletion of customer related transactions and will not apply to general ledger and, in some cases, loan transactions Routine Operations System administrators must close each day of business and start the next working day on the systems. Branch administrators must close their branch at the end of every business day. Close of Business Day Branches shall be required to close their branch at the end of business day. Leaving a branch unclosed will prevent the system administrator to run End of Business day which also implies all branches cannot start their nex working day. To close the business day at the branch, Go to Operations Select Routine Operation. See fig Select Close of Business Click on Close Business You shall be prompted branch has been closed Chapter 5 Operations 10

14 Operations 5 End of Day After all branches have been closed at their respective branches, the system administrator can now go ahead to run end of day. To run end of day; Go to Operation Select Routine Operation Select End of Day Select as next working date as illustrated below on fig. Click the End Day button to proceed Gkudi shall prompt you twice for confirmations. See fig Confirm the confirmations and the day will be ended. 11 Chapter 5 Operations

15 Operations 5 Start of Business Day Branches will have to start day of business to commence operations on any day. To start a day of business, Go to ooperatrions Select Routine Operations Select Start of Business Click Open Branch and proceed thereafter. Chapter 5 Operations 12

16 Operations 5 Penalties on Past Due Loans. Gkudi allows you to run penalties on unpaid loans at a click of a button. To run penalties on outstanding loans; Go to Operations Select Routine Operations Select Past Due Loan Penalties Click on Run Penalties GL Transfers GL is the short form for General Ledger and is the term used to describe the list of all accounts on the trial balance. To enter transactions, the steps are as follows: i. Go to Operations ii. Select GL transfers The following window shall pop to accept ledger entries. Fig Chapter 5 Operations

17 Operations 5 Clicking the drop-down menu shows a sub-menu of ledger links as follows: Bank a quick link to bank ledger acccounts as might have been assigned to the user. Customer enty box for customer account number (i.e. loan account no., savings account no. etc.) E-cash e-cash(or eletronic cash) GL links up to other ledger accounts not indicated in the previous links. Debit Account Type: Select this to enter debit transactions. Examples of debit transactions are listed below Credit Account Type: Select to enter accounting credit transactions. Amount: Enter the correct value of the transaction here. Transaction Description: Provide a vivid but concise description of the transaction. Voucher (ref) No.: Enter the transaction reference number in this box. Normally, this would be voucher numbers but may also be receipts and invoices references, cheque numbers etc. Branch: Select the branch to which the transaction is related to. Transfer: Finally, click on transfer to commence processing of transaction. A sample of a completed form is shown below: Fig. 7 Upon successful completion of an Account Transfer form, the next step will be to verify details of transactions entered as shown in fig 8. Fig. 8 Chapter 5 Operations 14

18 Operations 5 Where details of transactions have been correctly verified, click to on the Transfer button to complete the data entry process. Should there be a need to make adjustment to the form, just go back by clicking on back (? ) of the browser. Though, the ledger entry process has been completed, processed transactions will have to verified by different user, normally by a higher officer. As a control measure, Gkudi shall require all ledger transfers to be approved by a different user with the appropriate level of permission. To approve these transactions, simply follow these steps; Go to Operations tab Then hover the mouse pointer workflow to reveal its sub-menu Select Pending Transactions The next figure shows the pending transactions passed earlier on. Fig. 9 Entries could either be Approved or Rejected depending on the outcome of the verification process carried out by the officer. This marks the end of the ledger entry processing. Now, return to GL Transfer and it can seen that the approved transaction is listed below the search filter section as shown in fig 10. Fig Chapter 5 Operations

19 Operations 5 Quick hint. To be able to pass accounting entries correctly, have this accounting terminology in mind Debit the receiving account (e.g. cash and bank) Credit the giving account (e.g. customer) Here are some transactions and their double entry i. Received loan repayment from a customer Debit account cash or bank(if cheque received) account Credit account customer loan account ii. Paid for expenses Debit account - expense account (e.g. fuel, electricity, ssnit, telecom etc) Credit account cash or bank (if cheque paid) account iii. Received deposit from customer Debit account - cash or bank account Credit account customer account iv. Received cash\cheque from sale of passbook\equipment Debit account - cash\bank account Credit account income\disposal\loan\inventory account Chapter 5 Operations 16

20 Operations 5 JV Transfers JV transfers module is, in most respect, similar to the GL Transfer in terms entry and processing. However, JV Transfers are mainly used to enter backdated ledger entries. A sample is exhibited as follows. Fig. 10 Agent Re-assignment In cases where an agent may longer be able to continue in operations of a branch or company in his/her capacity as a field agent (which may arise from promotion, transfer, termination, incapacitation etc of or affecting an agent), Gkudi provides a way to re-assign tied customers to the replacing field officer. For instance, figure.. shows the re-assigment of system administrator s customers to another agent. Notice Board Gkudi provides a way to paste quick notices of information such as management meetings, wedding announcements new regulations or requirments etc. To post a notice; Go to Operations Select Noticeboard Go to the bottom of the page and select New Notice as shown in fig,,,,,,, below Fill in the forms as desirable and click Save to post the notice. 17 Chapter 5 Operations

21 Operations 5 E-Cash E-cash stands for Electronic Cash. Its is a virtual cashing system developed by Logiciel Ltd to provide clients with ability to restrict and monitor field agents cash transactions and also to give client, a control mechanism, to manage risks exposure associated with cash handling. The e-cash process has been summarised in bulleted points thus; Its works by assigning collecting officers an electronic value of cash transactions they are allowed to conduct. A collecting officer will not be able to continue deposit taking once his/her e-cash value has been exhausted. In order to continue deposit taking, collecting officers must remit their collections to a supervising officer. Supervising officer shall verify collecting officers in strict accordance with the company internal control procedures in this respect. Supervising officer receives collecting officers transactions and returns/restore their e-cash balance to the value of what has been accounted for. There are a series of accounting entries passed at most of the processes described in above bulleted points. Gkudi passes all of these accounting entries reliveing users of the head ache of having to recall the right accounting entries at the steps described above. The series of accounting entries passed have been described in Appendix I if you care to know further. Assigning e-cash To assign e-cash to a colllecting officer (or an agent) see Editing of user profiles on page. Transacting with e-cash An agent or any other collecting officer may transact with assigned e-cash. Typically, users profiled as Agent on Gkudi will only be able to transact business dealings via Gkudi mobile link. the mobile link can be accessed from any mobile device with lgbrowser installed or from any other internet browser. Gkudi mobile link will be provided to the system administrator but an illustration is provided thus; gkudi.com/m.democompany/ Enter agent s username and password to access Gkudi mobile resources. Gkudi mobile platform allows an agent to conduct a minimal series of banking transactions underlisted here as follows; Deposit taking Checking account balance Printing of mini statement and Chapter 5 Operations 18

22 Operations 5 Change of password Performing any of the first three transactions listed above will require searching for customer with the customer s mobile number. Incorrect mobile numbers will cause errors hence agent must be updated regularly with customers mobile details. Other collecting officers not profiled as agent will have to connect Gkudi web interface to pass banking transactions. Deposits and withdrawals from customers accounts shall be passed via the Cashier tab on the menu bar. See Chapter F. Other transactions requiring e-cash are; Deposit to bank and withdrawals therefrom. See Gl transfers on page Receiving of cash from other collecting officers Performing other gl transfers e.g. cash payments or receipts To view collecting officers e-cash balances; Go to Operations Select E-cash balances A window similar fig.. shall be loaded showing all collecting officers name, role assigned, branch assigned, e-cash limit assigned, value of e-cash balance and cash collections made. You can filter by role, branch or officer name to change view of e-cash balances. 2.1To receive cash from other collecting agents; Go to Operations Select E-cash Balances Click the collecting officer s name; taking the fourth agent as an example. Credit E-cash loads up as shown in fig. below ready to take input Enter amounts collected by collecting officer and being accounted for; in this example, a cash sum of Ghs 193. See fig 19 Chapter 5 Operations

23 5 Operations Click Credit E-cash to accept the value and to restore the collecting officer s balance. In this example, the collecting officer s balance shall be restored to 2,000 and cash in hand shall be returned to zero (0.00). the receiving officer, however, will have the value of Ghs 193 in his/her cash in hand and corresponding reduction in his/her e-cash balance. What happen in reality is that Gkudi passed an accounting entry on the user s behalf by Debiting : the receiver e-cash account and Crediting: the returning officer e-cash account 2.2To give cash to other collecting agents; Go to Operations Select E-cash Balances Click the collecting officer s name Enter amounts given to other collecting officer Click Debit E-cash to complete the transaction Above transactions can be summarised in table 1 as follows; When receiving cash from other collecting officers When giving cash to other collecting officers Button to click Important! Remember that only one click is required for this transaction. This means that once an officer has gone through with the process and has clicked to receive or give e-cash, the other party need not click to repeat this in his/her login as this would result in double posting. Gkudi will not allow non-agent collecting officers to post customer transactions via the mobile link. Nonagent collecting officers must post customers deposits and withdrawals via the Cashier tab. The cashier tab and its sub-menu is shown on fig Chapter 5 Operations 20

24 Cashier 6 To perform a customer deposit, Go to Cashier tab Select Customer Deposit Gkudi loads the cashier deposit page similar to fig.. below. Enter customer account number, brief description of the transaction and amount being deposited Click Deposit to proceed Gkudi shall prompt you to verify and confirm transaction details Click Deposit to complete the transaction. 21 Chapter 6 Cashier

25 6 Cashier To perform a customer withdrawal, Go to Cashier tab Select Customer Withdrawal Gkudi loads the cashier deposit page similar to fig.. below. Fill in the form with customer account number, transaction narration and the amount involved Click the Withdraw button to proceed Verify and confirm transaction details Click Withdraw to complete the transaction Gkudi takes loan processing through a four (4) stage process. The stages are: Application stage, Appraisal stage, Sanctioning stage and finally, Disbursement stage. Application stage This is the first step in the loan application process. It is the basic form filling exercise of the loan application process. To initiate a loan application; Go to Loans tab Chapter 6 Cashier 22

26 7 Loans Select Application from the drop down list Select Apply from the sub-menu that pops out Select Regular Loan A screenshot of steps described above is demonstrated here on fig.. The application stage shall require completion of four forms arrayed from left to right. The four forms are the Loan Details form, Customer Business Info. form, Collateral and the Guarantors form. See fig. Loan Details The loan details form is explained thus; Loan: Click the drop down arrow to select the loan type being applied for e.g. Business loan, Salary loan, Personal loan etc. Amount: Enter the principal amount being requested by the client here Interest Rate: Enter the applicable interest rates here, though the default rate set will be pre-loaded already. For now, interest rates are to be expressed in annual percentage terms. Repayment Frequency: Select how a client prefers to remit the credit granted, Monthly, Weekly, and Fortnightly etc. No. of Repayments: Enter the number of repayments required to settle the principal plus interest advanced to the customer. 23 Chapter 7 Loans

27 7 Loans No. of Grace Periods: Enter grace periods allowed for the client here. Penalty Rate: Provide the penalty rate applicable to the client. Date Applied: Enter the date the loan application is initiated Business Sector: Click the drop down arrow to select a sector the client business or condition fits in. Reason for Loan: Click to select a reason for the loan applied. If you can t find a relevant reason for any particular client, you may suggest to the administrator to update this list as necessary. Credit Officer: Click to select the loan officer who will be managing this client. Repayment Account: Click to select the primary account to which the customer may deposit funds and from which the system shall make repayment deductions. Donor Fund: Click to select the fund from which the credit has been advanced. For credits advanced from the company own fund, select own or primary fund or as might have been configured. For advances from other institutions or agencies, select the donor agency and proceed. Example is funds donated by institution such as Africa Development Bank, Masloc, BoG, Venture Capital Funds, World Bank or IMF etc. Expected Cutoff Date: Enter the date the credit shall expire. Click Continue to proceed to the next form. See fig Customer Business Info. This is the second form at the application stage. You will be required to provide the customer business name or place of employment, an overview of the customer business and income generated on monthly basis. Chapter 7 Loans 24

28 7 Loans An overview of a business can be illustrated as follows; - A seamstress by profession running a standard shop at Kojokrom market center employing 3 staff and 5 apprentices - A nurse by profession employed at Mama Take Care Hospital ranked at middle level of management etc. you may now click Continue to proceed.. Collateral form Once you are done with form 2, you will be required to provide a description of any assets securing the credit and provide an estimated value of the collateral. Click Continue to proceed. Guarantors form This the last form required at the application stage. At this stage, simply provide the guarantor s customer Id and click the button. Note that before a guarantor can be added to the application, the guarantor must be in the customer database on Gkudi. The guarantor can be any existing customer in the database but if it s a new guarantor not on the system already, you will then have to create the guarantor as customer on Gkudi. See Chapter D on Customer 25 Chapter 7 Loans

29 Loans 7 Type in the guarantor customer id or copy and paste if you don t mind, and click add to proceed. An illustration of a completed guarantor form is demonstrated in fig below. Review Application The application process is now completed. Gkudi will present you with a screen view of the data you have provided so far. Once you have verified and validated the form entries presented, click Create Loan Application at the bottom of the page. You will be prompted that you have now completed a loan application successfully. See fig. for example Once you have clicked the Create Loan Application button, you will be notified that the application has been successful. The next step will be for the loan application to be appraised by another official, such as a branch supervisor or manager etc. Chapter 7 Loans 26

30 7 Loans Appraisal of Loan To appraise loan on Gkudi, Go to Loans tab Select Appraisal from the drop down list and select the The loans Pending Appraisal page loads Click on 'Add Appraisal" 27 Chapter 7 Loans

31 7 Loans Enter Appraisal information and click on Update Sanctioning of Loan To sanction loan on Gkudi, Go to Loans tab Chapter 7 Loans 28

32 7 Loans Select Sanctioning' from the drop down list and select the The loans Pending Sanctioning page loads Disbursement of Loan To disburse loan on Gkudi, Go to Loans tab Select disbursement from the drop down list and select the The 'loans pending disbursement' page loads 29 Chapter 7 Loans

33 7 Loans Select the loan that is pending disbursement and specify mode of disbursement and disburse or hit reject to reject the entire loan process Loan Reports To view a loan report on Gkudi, Go to Reports' Menus Select loans' from the drop down list and select the desired loan report The loan report page loads Chapter 7 Loans 30

34 Reports Select the document format of report [excel/html/pdf] Now select additional parameters as desired and hit the button to generate Click the report link 'click here to view report' to view the desired report 31 Chapter 8 Reports 8

35 Reports 8 You may use a date picker if available to refine reports results Clicking "Click here to view report" will display the report or download it to your system based on the document format chosen. Chapter 8 Reports 32

36 8 Reports Customer Reports To view a customer report on Gkudi, Go to Reports' Menus Select customers' from the drop down list and select the desired customers report The customer report page loads 33 Chapter 8 Reports

37 Reports Chapter 8 Reports 8 34

38 Reports 35 Chapter 8 Reports 8

39 8 Reports Regulatory (BOG) Reports To view a Regulatory report on Gkudi, Go to Reports' Menus Select regulatory reports' from the drop down list and select the desired regulatory report The regulatory report page loads Chapter 8 Reports 36

40 8 Reports GL Reports To view a GL reports on Gkudi, Go to Reports' Menus Select GL' from the drop down list and select the desired GL report The GL report page loads 37 Chapter 8 Reports

41 8 Reports Creating Users Users can be created and changes made to their roles through the Administration menu To create or update users in Gkudi, the person must first exist as a customer in the system. Go to Administration' Menus Chapter 8 Reports 38

42 Creating System Users Select Administration' from the drop down list Select 'Users' and select 'Staff Profiles' The Staff profiles list loads 39 Chapter 9 Creating System Users 9

43 Creating System Users 9 You may click on a username to edit various parameters such as Set Ecash Limit, Change Role, Disable Profile and Reset password Click on 'New Staff Profile" Paste the new system users customer ID in the 'Customer ID' Field, Set their password Select the role from the dropdown and Save Chapter 9 Creating System Users 40

44 Creating System Users GL Transfers Guide Users can be created and changes made to their roles through the Administration menu To create or update users in Gkudi, Customers Transactions a. Deposits DR E-cash CR Customer A/c (Hi-life, Dharma, E-Cash etc.). b. Withdrawals DR Customers A/c CR E-cash A/c 41 Chapter 9 Creating System Users 9

45 Appendix 10 Banking Transactions a. Bank Deposits DR Bank A/c CR E-cash A/c b. Bank Withdrawals DR E-cash A/c CR Bank A/c Inter-agency Transfers (including H/O) a. Originating Agency Entries cash or cash values DR Inter-Agency Transfers A/c CR E-cash A/c b. Receiving Agency Entries cash or cash values DR E-cash A/c CR Inter-Agency Transfers A/c Cash Shortages / Excesses a. Cash Shortages DR Cash in Suspense CR E-cash b. Cash Excesses DR E-cash A/c CR Cash in suspense Loan Disbursement a. Cash Disbursements DR Customer A/c CR E-cash b. Cheque Disbursements DR Customer A/c CR Bank A/c- Agency Expenses a. Paid expenses DR Expenses A/c CR E-cash A/c Cash Advances & Prepayments a. Advances and Prepayments DR Advances & Prepayments CR E-cash A/c b. On repayments DR E-cash A/c CR Advances & Prepayment Accrued Income & Expenses a. Income DR Customer/Agency/Company/Individual CR Other Income b. Expenses DR Expenses A/c CR Accrued Expenses A/c Chapter 10 Appendix 42

46 Appendix E-cash a. Buying/Loading of Electronics Cash DR E-zwich A/c CR Cash / Bank / E-cash A/c b. Loading of Electronic Cash from Master Card to E-zwich Cards (i.e. E-zwich Deposits) DR E-cash A/c CR E-zwich A/c c. Loading of Electronic Cash from E-zwich Cards to Master Card (i.e. E-zwich Withdrawals) DR E-zwich A/c CR E-cash A/c Capital Expenses a. Payments for fixed items (assets) DR Capital Assets CR E-cash A/c b. Sale of fixed items DR E-cash A/c CR Capital Assets 43 Chapter 10 Appendix 10

47 2013 Ahmed Tijani, Derrick Dankyi, Matthew Loh. All rights reserved. Product and company names mentioned in this manual may be trademarks or registered trademarks of their respective companies. Mention of third-party products is for informational purposes only and constitutes neither an endorsement nor a recommendation. The author assumes no responsibility w ith regard to the performance or use of these products. All understandings, agreements, or w arranties, if any, take place directly betw een the vendors and the prospective users. Every effort has been made to ensure that the information in this manual is accurate. The author is not responsible for printing or clerical errors. The product described in this manual incorporates copyright protection technology that is protected by method claims of certain U.S. patents and other intellectual property rights.