101c - INSTAFIN BASICS FOR

CUSTOMERS
Module 1: Welcome to Instafin

1.1 Core functionalities in Instafin

Instafin contains several modules all integrated into a single platform. In this part of
the training programme, we will list all of the available modules and briefly explain
their main functionalities.  

CLIENTS: Instafin is a Client-centric system. Each client has a unique Client ID which

identifies the client in Instafin. One Client can have several loans, deposits and
Instafin products. In Instafin we have three types of Clients: 

o Individual – Single clients for whom both savings and loan accounts can be
created. 
o Corporate – Companies or organisations for which both savings and loan
accounts can be created. 
o Centres – A centre represents a group of several individual clients. 

LOANS: This module contains all features needed for creating different Loan
Products and Accounts. 
DEPOSITS: This module contains all features needed for creating different Deposit
Products and Accounts. 
ACCOUNTING: Instafin has an integrated Accounting module which automatically
enters transactions into the General Ledgers, and produces Trial Balance, P&L and
Balance Sheet statements.  
REPORTS: This reporting module of Instafin contains Standard and Dynamic
Reports that can be created by end users and Excel template reports.  
ADMINISTRATION: This module contains all tools and features to manage Instafin,
starting with General Settings, User Rights and Organisation structure elements,
etc.  
Instafin has several additional functionalities that are built to increase efficiency and
control. You can add these to basic Instafin setup if needed (by turning those features
ON/OFF).

TELLER MANAGEMENT: This functionality contains all the features you need for
vault and cash management at a Branch level.
CHEQUE MANAGEMENT: This functionality contains all the features you need for
cheque clearing and management.
SHARE MANAGEMENT: This functionality is used by Cooperatives and other
institutions to manage share ownership and dividend distribution among their
members. 
MESSAGING: This functionality is used to inform Clients about every type of
transaction that happens in their accounts.
MOBILE App (Instafin OnTheGo): This functionality is mostly focused on the Loan
Officer in the field. You can use this mobile application to review Clients’ data
(personal, Loan and Deposit) and as a cash collection tool.
SUPPLIERS: A tag assigned to users to enable automatic tracking so that data can
be streamlined into subsidiary ledgers. The suppliers, in line with the control
account header, will lead to better management of accounting.
PASSBOOKS: Books issued to Clients to record deposits, withdrawals and interest
earned. There are three different passbooks:

1. Loan Passbook
2. Share Passbook
3. Deposit Passbook

1.2 Homepage
In this lesson we will go into detail about every Instafin homepage section.

After you log in, the system Dashboard page opens with Instafin’s homepage. The
Dashboard is divided into several sections we have marked with numbers from 1 to
7.
Note:  You should not use Internet Explorer or Microsoft Edge for Instafin. We highly
recommend using Google Chrome. Firefox is also a viable option. 

Note:  The list of available modules can differ based on User Rights. (e.g. Administration is
available only for Instafin Administrators).

Section 1 - Instafin Main Menu. In the Main Menu you can see all available
modules of Instafin, so you have direct access to many major functionalities.

Section 2 - The Activity Login Stream. The Activity Stream shows the users’ login
history in chronological order, so you can see who has logged into the system and
when. It also gives details about other users' activities such as product/client
creation and editing.

Section 3 - TODAY and SUMMARY section. The TODAY part of this section gives
you a quick overview of the organisation's client activities (new clients, closed
clients). It also shows transactions (disbursements, repayments, deposits, pending
deposits - for uncleared cheque deposits, and withdrawals) in real-time, covering
activities that have occurred from 00:00 till the present time. The SUMMARY part of
this section gives you a quick overview of the current portfolio data of the
institution. It shows the number of existing clients (both active and in arrears),
branches, loan and deposit portfolio and the number of accounts. 
You can also manually calculate the total number of clients by taking these steps:

 Click on 'Clients' (in the sidebar)

 Click on 'Individual'
 Click on 'Export to Excel'. This will open an Excel spreadsheet with the total
number of Individual Clients in Instafin. Record this number for future
reference.
 Now click on 'Clients' again (in the sidebar)
 Click on 'Corporate'
 Click on 'Export to Excel'. This will open an Excel spreadsheet with the total
number of Corporate Clients in Instafin. 
 Add the number of clients from both Excel spreadsheets. This will provide
the total number of clients which is also visible on the dashboard. 

Note:  The total client count on the dashboard is the total number of clients
independent from any accounts.

Section 4 - Loan Accounts and Loans in arrears. Two pie charts provide a

graphical overview of the Active (green) and In-Arrears (red) Portfolio as well as a
breakdown of the In-Arrears Portfolio per risk category.
Section 5 - The Repayment Trend. In this graph you can compare Expected vs
Actual repayments to the institution in the last 30 days. The green marker shows
actual repayment and the blue marker shows expected repayment.

o Expected Repayment - the amount of interest and principal which is

scheduled for a certain day. This amount is exclusive of 'written off' accounts
and excludes 'already paid' amounts.
o Actual Repayment - the amount of interest and principal which is
actually repaid on a particular day. This amount includes recoveries and
early payments.

Section 6 - Disbursement History. In this graph you can see the total amount
spent over the last ten (10) days.

Tip:  Place the cursor on any value on Section 5 and 6 graphs and you will see the exact
amount of repayments / disbursements on the chart.
Section 7 - The Loan Portfolio Table. It gives you a quick view of the total portfolio
divided in Portfolio at Risk (PAR) categories. PAR is the percentage of total loan
portfolio that is at risk. We will explain each column below.

o Days - Displays the number of days that clients are late for payment. 
“Active” represents those that pay on time. The rest of the portfolio is divided
into PAR categories based on the number of days by which payment is
delayed.
o Overdue (P) – Shows the sum of all overdue principal balances for all
accounts in this category.
o Balance (P) ($) – Shows the total principal portfolio impacted by the
“Overdue (P)” amount.
o PAR (%) – Portfolio at Risk: The proportion of the total Principal
Portfolio that is either “Active”, or in Arrears from “1-30” days, “31-60” days,
and so on.
o Accounts – Number of Loan accounts for each category.

Tip:  By default, all data presented in the Dashboard is an overview of the whole
institution. As shown in the image below, if you wish to see the same Dashboard data
per any of your Organisation Structure levels (Branch, Area, Region etc.), please click on
the dropdown list  (1), select the Organisation Structure level  (2)  and press OK. You will
see that the Dashboard will then present the data related only to the selected
Organisation Structure level  (3).
1.3 Basic navigation
In this lesson we will cover the basics of Instafin navigation. You will learn how to search
through Instafin database, how to logout and lock your screen, what action buttons are, as
well as how to adjust number of results per page and navigate through them.

1 - Search 
The Instafin universal search bar can be used to search (both by client name and ID
number): The search functionality includes users, Clients, Guarantors, products and
accounts. Simply type a name or an ID and Instafin will list all the available options
based on your search. To select one of the results, simply click on it and Instafin will
open the selected Client (1), user (2), Guarantor, account or product page. Note
when users scroll down any page, the search bar is always visible. 

2 - Log out
By clicking on the dropdown arrow on the top right, next to your username, you
can logout of Instafin. You can also manually lock your screen if you plan on leaving
your device for a short time: simply click on “Lock Screen” just above the “Logout”
option

For security reasons, Instafin automatically locks the screen if you have not been active for
10 minutes. You will be required to re-enter your password and you can then continue
where you left off. After 30 minutes you are automatically logged out.
3 - Action buttons
Pages with lots of records and data have action buttons. Depending on the function
of a page, action buttons can be used to export reports or documents to Excel,
Print, create Account, apply transactions such as Deposit, Withdrawal etc. Here is an
example of an “Export to Excel” action button:

4 - Pagination
When you filter data in Instafin, you can choose to display more or less results per
page. Simply click on the drop-down arrow at the bottom left corner of the page
then select the number of entries you wish to see per page.
In order to navigate through pages, click on the drop-down arrow in the bottom
right corner and select the page number you wish to go to.
What we have learned

In this module we have covered the basic layout and functionalities of Instafin. You
have been introduced to all modules, as well as homepage details and contained
info. We hope that you are ready now to continue to more detailed modules of this
training.

Module 2: Organization Structure

2.1 Organisational levels overview

This module will help you understand organisational levels. In this lesson you will
learn how to create new child structural levels, as well as how to view the list of
created organisation structure elements.

In Instafin, an institution can set up to 10 different organisational levels above the

Branch level which is considered the lowest level of an organisation. Instafin follows
a top-down approach and each level is called a structural level. Elements created
according to those levels are structural elements: Head Office, Regions, Areas and
Territories.

The purpose of this setting is to easily organise information in Instafin in terms of

how an institution controls, monitors, and reports on portfolio data. 
Note:  A pre-requisite for this setup is to set the Organisation Structure in General
Settings:
Administration > General Settings > Organisation Structure section

The available structural levels within an organisation are:

 Head Office
 Region
 Area
 Territory
 (6 intermediate levels)
 Branch
 Credit Officer
 Centre
 Client

For this structure to work, there should be at least one Head office (HO) and one
Branch. The organisation can only add levels between HO and Branch because the
bottom three levels always stay the same (and they cannot be renamed).

There are three types of structural, hierarchical levels:

o Mandatory levels that each organisation must have. Those are: Head
Office, Branch, Credit Officer and Centre
o Optional levels that are already named: Region, Area, Territory
o Optional levels that are unnamed: an organisation can add up to six
such levels.

Building organisation structure elements

Prerequisite: Check  'Organisation structure'  to view the number of structural levels in

your organisation.
To start adding the names of your Organisation structure elements, please go to:
Administration > Organisation structure > Head Office (highest organisational level)

Note:  If your Organisation Structure is Head Office  > Region >  Area > Territory,
Instafin will by default add Head Office as your highest level. Also note that there is a
maximum of only  one  Head Office.

Note that you can quickly expand or collapse all organisation structure elements

by clicking on the icons next to the highest organisational level:

 add a Child Structural level, (in this case a Department, as the second-highest
structural level) please click on:

1. Head Office name

2. Add Child Node

After clicking on 'Add Child Node', you will see this popup:

Here, please enter:

 External ID: An ID used to identify each organisation structure node; i.e.

each Area, Region, Territory, etc. Enter a unique sequence of numbers, letters
and/or dashes. Please note that organisation structure IDs must be a
minimum of 2 characters and a maximum of 15. 
 Node Name: Enter a name for each organisation structure node; i.e. each
Area, Region, Territory etc.
o Note:  This node name will be displayed across the application. Choose
clearly differentiable names to avoid confusion for other users.

After entering the required information, please click 'Add Node'.

Exercise

Create new Region.

1. Go to Administration > Organisation Structure

2. Click on Head Office
3. Click on Add Child Node button
4. Add a new Region and name it Region # (# - next ordinal number)
5. Click on the Add Node button
Create new Area.

1. Go to Administration > Organisation Structure

2. Click on Head Office
3. Click on Region that you have created
4. Click on Add Child Node button
5. Add a new Area and name it Area # (# - next ordinal number)
6. Click on the Add Node button

Create new Territory.

1. Go to Administration > Organisation Structure

2. Click on Head Office
3. Click on Region that you have created
4. Click on Area that you have created
5. Click on Add Child Node button
6. Add a new Territory and name it Territory # (# - next ordinal number)
7. Click on the Add Node button
To view the list of created Organisation Structure elements, please click on the little
arrow (1) on the left-hand side of the Parent Organisation Structure element.
Edit organisation structure element names

The names of some organisation structure elements can be edited. 

You can edit the names of Region, Area and Territory elements (a.k.a. anything
below the Head Office and above the branch level). To do so, you must first have
the user right to 'Create/edit organisation structure'.

To edit, find the name of the organisation structure element that you wish to
change under 'Organisation Structure Overview'. Click on that element and then
click on the blue 'Edit' button which appears:

A popup will appear in which you can edit the name (under 'Node Name'):
To finalise your changes, click 'Save

Move organisation structure elements

IMPORTANT!  Only actual superusers can move structural levels. The option to move
structural levels will not be available even for users with 'Superuser' roles assigned to
them.   

Note:  The process to move Branches, Centres, and clients is different because these are
default Instafin structural levels!

The remaining structural levels can be edited in Administration > Organisation

Structure. However, there are limitations:

 There can only be one Head Office (first structural level). It cannot be moved
 The regions (second structural level) cannot be moved, because all the
regions must belong to the same Head Office. 

When a user defind structural level is moved, all subsequent levels in the hierarchy
are moved along with it. For instance, when an Area is moved from Territory 1 to
Territory 2, all the Branches, Centres and clients that belong to this Area move to
Territory 2. 
Here is a use case example:
Consider the following organisation structure 

A Territory can be moved between regions. For example, 'Oradian Territory 1' is in
'Oradian Region 1' and users can move the Territory to 'Oradian Region 2'. When
this Territory is moved, all the Areas, Branches, Centres and clients that belong to it
also move. 

To move the Territory, click on 'Oradian Territory 1' and then click 'Edit':
Once you click on 'Edit', go to 'Move under parent sibling' and click on 'Oradian Region 2':

Remember to click 'Save' to keep your changes. 

The same guidelines can be applied to move an Area between Territories. For
example, 'Oradian Area 1' is in 'Oradian Territory 1' and users can move the Area to
'Oradian Territory 2'. When this Area is moved, all the Branches, Centres and clients
that belong to it also move. 

2.2 Creating a branch

In this lesson you will learn how to create new Branch and setup all needed
parameters.
A Branch ranks as the lowest level in the Organisation Structure. A Branch manages
operations and monitors financial transactions of users, centres and clients.

Setup of a Branch as an Organisation Structure level is a mandatory task. All clients

within Instafin will always be required to be linked to a Branch.

Note:  It is not possible to delete a Branch once it has been created! It is also not
possible to edit a Branch's External ID once created.   

To set up the Branch, please follow this procedure:

1. Administration > Organisation Structure > Select the highest level of Organisation
Structure
2. Click on the lowest level of Organisation Structure
3. Click on Create Branch
There is a second method for creating a Branch, which is the easier, more
recommended method. 
In this method, you can add a Branch directly by clicking: Administration >
Organisation Structure > Branches > Create new Branch. The process of setting the
branch is the same for both methods.
Previous page

The Create New Branch screen has three sections: Basic Information, Contact
Information and Additional.

Basic Information (1): In this section, please enter a Branch Name, Short Name,
Branch ID and Parent Organisation Node.

Note:  The Parent Organisation Node defines the organisation structure element which is located
directly above this Branch in the organisation structure hierarchy. If the Branch is added via the
Organisation Structure module, this field is pre-populated with the lowest structural element
that was previously selected; if the Branch is added directly from Administration, you need to
choose from the drop-down list of all the lowest structural elements of your organisation.

Contact Information (2): In this section please enter a Street, City/Town, Postal
Code, State/Province, Country, Phone Number, Fax Number and Email Address.
Additional (3): In this section, please add any additional notes related to the Branch
(distance from the Head Office, etc).

To save your entry, please click on 'Submit' (4) button and you will see the newly
created Branch attached to the lowest level of your organisation structure. 

Exercise

Create new Branch.

1. Go to Administration > Organisation Structure > Branches

2. Click on Create New Branch button
3. Name the Branch as Branch # (# - next ordinal number)
4. Choose Territory that you have created
5. Click on Submit button

Editing Branches

To edit a Branch, please go to Administration > Organisation Structure > Branches

The page will contain four sections and presents an overview of all the branches in
the system:

Section 1 – Branch ID, Name and Short Name: In this section of the screen you
can see the names of all the Branches created in Instafin.

Section 2 - Status: Branches in Instafin can have one of two statuses: active or

inactive. The status of a branch is 'Active' when at least one client who is connected
to that Branch is active. The status of a Branch is 'Inactive' when all the clients
connected to that Branch are inactive.
Section 3 - Actions: There are two actions available in the 'Actions' column: view
and edit.

Section 4 - Create / Export: Here you can either create a new Branch or export a
customised list of Branches. 

If you wish to view a certain Branch's details before you start editing, click on 'View'
(in the 'Actions' column - Section 3). Clicking on 'View' will take you to the Branch's
dashboard:

Now you can see the basic details and contact information for this Branch. If you
wish to edit these fields, click on 'Edit' (section 1).
By clicking on 'Edit' you will be able to edit the fields which were configured during
the creation of this branch. These include:

o Branch Name: The name of the Branch

o Short Name: The short name of the Branch
o Parent Organisation Node: The parent organisation structure element
to which the Branch is assigned. Note that it is possible to move a Branch
from one parent to another if the parents are on the same level
o Street; City/Town; Postal Code; State/Province; Country: The address of
the Branch
o Phone Number: The telephone number of the Branch
o Fax Number: The fax machine number of the Branch
o Email Address: The email address of the Branch
o Notes: Additional notes about the Branch

Note:  It is not possible to delete a Branch once it has been created! It is also not
possible to edit a Branch's External ID once created.   

After editing is complete, you can click 'Submit' in order to save changes, or
'Cancel' in order to cancel all changes.

Clicking on the 'View Centres' option (section 2) will open the list of Centres
associated with this Branch. Also, by clicking on the 'View Centres' option, you will
be able to access options to Create a new Centre and Export Centres. 

What we have learned

This module was about Organisation structure. Until now, you have learned all
hierarchical levels in Instafin and created several nodes in each of them. We will
continue with General Settings and show you how to properly configure Instafin.