Community Economic Ventures, Inc.

Transaction Type

Musoni System Process

Responsible Persons & Requirements

Cluster Creation

EDO to come up with a list of tentative client, cluster name, meeting schedule and EDO in charge to proceed with the cluster creation process.

Forms:

LAF and KYC Documents.

Cluster creation request form c/o OD.

Please see Cluster, Client and Loan Creation Process.

Requestor: EDO (hard copy)
Recommend: Branch Manager (Send email for approval)

Approver: Area Manager (Send emailed approval to AA for creation)
Creator: Area Accountant
Checker: Branch Accountant (Based on the Cluster By Laws)

• Upload the learning contract to the document folder of the group and make sure that client roles are updated

Client Creation

1. Go to Client Button
2. Create Client
3. Add to Existing Group (provide group name, client role, loan officer)
4. Complete Client Information
5. Client Identification > Add, provide Id type and #>Add
 6. Complete Client Location Details > Upload Documents for residency
7. Business Details
8. Family Members > Add family members (refer to pioneer form)
 9. Overview > Save

Forms:

LAF and KYC Documents.

Midas Approval (Soft Copy only. Indicate Midas Code or file name in the LAF.)

Note: All information must be in CAPSLOCK form

What to Review: Client Details per DFA vs. Loan Documents (KYC docs, Valid ID, Proof of Residency)

DFA:  Loan Forms to be uploaded KYC documents including, signature, valid ID and Residency.

Loan Creation

1. Go to Group
2. Branch (cluster name with branch code)
3. Search
4. View
5. Client
6. Click eye icon on the client
7. Click Add Loan Account
8. Select what product category
9. Select Product
10. Complete Terms
11. Settings
12. Guarantor > Add > New Guarantor (family co-maker) > Group Member > 2 co-makers
13. Repayment
14. SPI
15. CWBO
16. Cash Flow Analysis
17. PPI
18. Character Evaluation
19. Cluster Recommendation and Loan Analysis
20. File Uploads (in lieu of client signature)
21. Overview
 22. Save

Forms:

LAF and KYC Documents

Midas Approval (Soft Copy only Midas Code to indicated in the LAF and file name)

Creator: EDO
 Validator: BM/QCO

1^st Approver: BA

2^nd Approver: BM/AM/OM (depending on the limits of authority)

CIBI

c/o DFA or Manual CIBI

Validation

c/o DFA or Manual CIBI

PCT, Collection of Pre-CBU, Tasaka and ID

c/o EDO and BM
 

Loan Approval

1. Go to Dashboard
 2. Awaiting For Actions 

3. Loan

4. Click Approve

5. Branch Tab, type the name of branch

6. Loan Office Tab , leave blank

7. Click Search

8. List of clients for approval will appear. 

9. Click View and check the following:

1. Account History, if CBU and Tasaka was paid.
2. Loan Application Information – check amount, term then click preview schedule. Check first repayment date if coincides with the meeting schedule.
3. Go to Custom Form at the bottom, click CCRF/BCI and click view to review complete info.

• Cash Flow Analysis and Capacity
• Character Evaluation
• Cluster Recommendation and Loan Analysis

1. Click Surveys and Indicators and click view to review complete info.

• PPI
• CWBO
• SPI

12. Check if the client already pays ID.

12. Click APPROVED once okay.

13. If NOT go to MORE ACTIONS>EDIT>SAVE>APPROVED.

LAF Approver:  Branch Manager

Reviewer and 1st Approver: Branch Accountant
 2nd Approver: Area/Operations Manager

BA will assign task for 2^nd approval to either BM, AM or OM depending upon the limits of authority (based on branch PAR% as instructed by the Operations Director. 

2^nd approver to check the dashboard>loans>pending 2^nd approval>view>more actions>download as PDF the loan appraisal form> approved.

*Loan Appraisal Form gives the summary data related to the loans as basis for approval.

If not approved, call the attention of the BM and AM shall UNDO Approval.

BA to correct and proceed to loan edits/correction>Save>Approve.

Notify back the 2^nd approver to proceed with the final approval.

Once approved, BAA will print the loan contract and loan card in 2 copies.

1 copy for the client

1 copy for CEVI

Disbursements

1. Go to Accounts
2. Loans
3. Awaiting Disbursement
4. Bulk Disbursement (expected from/to dates)
5. Get Loans
6. CTRL+P to print the list of for disbursement
(For Yaman2 Bangon approach please attach Summary of Loan Releases)

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7. BA shall prepare Journal Entry for Check Issuance. Go to Accounting > Journals > Create Journal Entry
  COH - xxxx
             CIB – xxxx

 Reference = LOAN RELEASE_PAYEE_CHECK# 

Click Add > Journals Pending Approval> View>Approve>Print PDF

Note: Always remember to print the Journal Entry.

8. Go to Dashboard>Disbursement>Bulk Disbursement > select date of disb>get loans>tick claimed release > Disburse.

9. Refer to COH monitoring upon Disbursement

Attachments: Bulk Disbursement and Summary of Loan Releases

Manual Journal Entry 

Posted by: Branch Accountant

Approved by: Branch Manager

If not claimed, do not tick the box. 

If not claimed after 3 days, click reject loans.

Loan Repayment

1. Group

2. Group Posting

3. Collect Payments

4. Fetch Posting by Group

5. Group name

6. Repayment date

7. Description 

      LC_EDO’S NAME_OR#

8. Total Amount of Payment base on the OR or payment sheet

9. Next

10. Fill up payments per client 

     Total Payment must be equal to total amount of payment on previous page.

11. Click process payments

12. Transaction moves to pending for approval.

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Approval:

1. Go to Task
2. Click Pending Approval
3. View and approve

Adjustment and Reversal of Transaction

1. Search client to be adjusted
2. Click view on the loan account to be adjusted
3. Click Transaction
4. Click view on the payment to be adjusted
5. Click Reverse button if the correction is to delete the transaction
6. Click Adjust if the correction is to change the amount collected. Also change the amount above to the corrected amount to be posted before clicking the Adjust Button.
7. Transaction for approval

Approval:

1. Go to Task
2. Click Pending Approval
3. View and approve

What to review:

Payment sheet and Official Receipt vs posted payments for approval. Indicated transaction ID from Musoni in each OR and payment sheet and stamp APPROVED and sign with date by the BA. 

Attachments:

• Official Receipts 
• Payment sheet with deposit slip or cash collection

Print the customized Trial Balance and Daily Cash Position Report

Early Closure Transactions 

• Office collection
• Loan proceeds deduction
• CBU charging

Reminder!

All Transacted Prepayment MUST be APPROVED within the day. 

1. Search Client
2. Click View on Loan 
3. More Actions 
4. Prepay Loan

Reference: Early Closure_Name of EDO_OR#

Approval:

1. Go to Task
2. Click Pending Approval
3. View and approve or decline

Maker: Branch Manager / EDO

Approver: Branch Accountant

Attachments:

• Official Receipts 
• CBU charging forms
• Summary of loan releases

Waiving of Interest

Applicable only for special waived request

Note: BM must secure OM’s approval.

1. Search Client 
2. Click View on Loan 
3. More Actions 
4. Waive Loan Interest 

Note: Waive Interest_CBU Charging Early Closure.

Approval:

1. Go to Task
2. Click Pending Approval
3. View and approve or decline

Note: Once approved transactions cannot be undone.

Maker: Branch Accountant

Approver: Area Accountant

No attachment – Non- cash transaction

CBU Charging / Fund Transfer

1. Search Client
2. Click View on CBU
3. More Actions
4. Manual Post CBU posted interest
5. Transfer Funds
6. Select to
7. Transfer Funds

Approval:

1. Go to Task
2. Click Pending Approval
3. View and approve

Maker: Branch Accountant

Approver: Branch Manager

Attachments:

1. Approved CBU charging forms
2. CEVI ID

BM to stamp approved and sign with date.

Full CBU Withdrawal

1. Search Client
2. Click View on CBU
3. Post Interest
4. More actions 
5. Make withdrawal
6. Make Manual Journal Entry (if more than 2,000)
   Branch Bank Account - xxxx
   CIB - xxxx
   
    

FULL CBU WITHDRAWAL_PAYEE_CHECK#

System Withdrawal

Maker: Branch Accountant

Approver: Branch Manager

Journal Entry

Maker: Branch Accountant

Approver: Branch Manager

Attachment:

1. Approved CBU withdrawal form
2. CEVI ID

CBU CLOSING DECIMALS 

1. Accounts 

2. Savings

3. To Close

4. Search CBU

5. Tick 

6. With Selected – click arrow down - CLOSED

6. Approve

If client decides to Rejoin, just click REJOIN > Submit> Activate> Submit.

Note: All clients that will appear are only those with closed loan.

Closing Of Clients

Closing Clients means all accounts of the client must be closed such as LOAN, CBU and TASAKA.

Loan is automatically closed once paid off. However, saving accounts such as CBU and Tasaka after withdrawal doesn’t.

To close the CBU and TASAKA after withdrawal:

1. Click more Action on the saving account
2. Click close
3. Review closing date and provide the reason of closing
4. Click Submit

To close the client, go over to the client main profile:

1. Click close at the bottom of the page
2. Provide the Reason ID base on the dropdown
3. Fill out the client reason base on the Reason ID above
4. Then tick blacklist if need to blacklist the client
5. Click Submit

After closing the client, click the Survey tab above to fill up necessary information. 

Note: This process is applicable also to all write-off accounts.

Write-off:

1. BM/EDO must fill-up the client exit form, reason for write-off = write-off only.
2. BA will re-active once recovery is made, no need to close again the client.

Reactivation of Client / Rejoin

1. Search Client
2. Click Reactivate at the bottom 
3. Review Reactivation date
4. Client’s for pending for approval (BA will approve)

Upon Approval, BA will untick the CBU and tasaka since account was already been made.

1. Submit

Saving Accounts (CBU and Tasaka) needs to be reopen and reactivated

1. Go to cbu and tasaka account of the client
2. Click Reopen
3. Provide reason of reopen
4. Click Undo

Maker: Branch Accountant

Approver: Branch Manager

Write off Transaction

1. Search Client
2. Click View on Loan 
3. More Actions 
4. Write off Loan (tick blacklist Client)

Approval:

1. Go to Task
2. Click Pending Approval
3. View and approve

UNBLOCKED 

1. Click client
2. Blacklist
3. Click edit to client to be unblock
4. Click Delete

Note: Per permission only OM approved and execute the unblocking of client.

Maker: Branch Accountant

Approver: Branch Manager

Attachments:

1. Write off Report 
2. Write off Approval

Transfer of Client – One Cluster to Another (BM’s Approval)

1. Go to client

2. Transfer client

3. Select Branch = Cluster with branch Code (CEV02 Happy3 CA)

4. Loan Officer

5. Group = Happpy3 CA

6. Fetch Client

7. Select Client

8. Next

9. Fill up all the 3 boxes (new cluster)

        - Transfer Client Between Branches (tick)

        - Transfer Between Loan Officer (tick)

10.  Group = Select (USER) 

11. Note = Transfer Client to other cluster 

11. Next

12. Submit for Approval

13. Approval 

Branch level approval (Musoni)

Preparer: BA

Approver: BM

Requested by EDO.

*Email Request

  Preparer : BM
   Approve : AM

Change of Group Meeting Day or EDO

1. Go to Group

2. Search group name

3. Edit Group

4. Meeting day 

5. Save

Change of EDO please refer to this link

Helpdesk : Community Economic Ventures, Inc. (freshdesk.com)

Branch level approval (Musoni)

Preparer: BA

Approver: BM

Requested by EDO.

*Email Request

  Preparer : BM
   Approve : AM

Branch transactions not related to loans

1. Go to Reports

2. Financial Reports

3. Journals Report

4. Create Journals

5. Fill-up

6. Reference = Descriptions + Check#

7. Add

8. Approval

Prepare Journal Entries for the ff:

Cbu Withdrawal Sample:

  Musoni      - CBU     xxx

                                  CIB – Branch Correct Bank Account   xxx

   Manual JE    - CIB – BBA   xxx

                                   CIB Bank Correct Bank Account  xxx

*1120-001 – General Bank Account Code. This must be zero out at the end of the day.

Maker: Branch Accountant

Approver: Branch Manager

Attachments: 

1. Bulk Journal Report  
2. Supporting documents

Documents must be arrange according to Journal Report Listing

Loan Card Printing

1. After 2^nd Approval

2. Search Client

3. More Actions

4. Documents

5. Preview

6. Choose the product and print (Pre-Disb)

To be printed by either BAA/EDO

2 copies – 1 client copy, 1 on file

Printing of Payment Sheet

1. Groups

2. Select Cluster

3. Search

4. Clients

5. Select 1 client

6. View

7. Documents

To be printed by either BAA/EDO