The Book, the Collectors and Who Changed What
Two questions come up on the first of every month. Where do we stand, and who did what. Both should take a minute at a screen rather than an afternoon of filtering somebody’s sheet.
Where the book stands
Disbursements and outstanding
By product, by branch, by officer, for the day, the month or the year so far. The figures read off live records. Nobody assembles them by hand the night before.
Demand against collection
Due, arrived, and the difference between them, per collector and per branch. It goes into the weekly meeting as it is.
Overdue ageing
Each bucket with the borrower list sitting behind the figure. A number that can be opened is worth more than one that has to be believed.
Commission on recoveries
Where you collect on a bank’s behalf, commission is worked out from receipts actually recorded. When the bank’s figure and yours differ, yours is made of entries you can show them.
SHG-wise outstanding
Group totals, with each member’s repayment history under them. Both are built from the same entries, so the two cannot drift apart the way two sheets do.
The audit trail
This is the part nobody asks for at the demo and everybody wants in the second year.
- Every change carrying the person who made it and the time
- The old amount kept beside the new one on a corrected receipt
- Approvals on sanction, settlement and write-off, with names against them
- Access by role, so a collector sees a route and a branch head sees a branch
- Entries exported for Tally when your accountant closes the month
Frequently asked questions
Can our auditor be given a login?
Yes, usually a read-only role over the reports and the trail. It is not an audit certificate and it doesn’t replace your auditor’s work. It gives him records with names and dates instead of a folder of printouts.
The report we need isn’t in your list. Then what?
It gets added. A free technology audit is the usual starting point: the team looks at the registers and reports you keep by hand today, then says which of them the software should produce and which are habits worth dropping.
Who owns the loan data?
You do, and that is written down before work starts. The records belong to your organisation, and how the whole database reaches you, including if you ever stop using the software, is agreed in the same document.
Tell us what you need.
Send a short brief and one of our engineers will come back to you — usually the same day.
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