CSB Specialty Software, Inc
C$B Loan Manager Help
Table of Contents
A USER NAME and PASSWORD are required to gain access to the program. The default user name and password installed with the program are:
USER NAME: CSB
Once inside the program, additional user names and passwords can be added and the defaults can be changed to make the program more secure.
Type a valid user name and password and click continue to enter the program.
Once access is granted to the program, the user is presented with the customer information screen.
This screen remains visible all the time, except when the system is being closed out. Two menus are available at the top of the screen. Most activity in the program is controlled using these menus. The first menu is used primarily to allow the current user to see who else is logged in on the system and to change their password.
Additionally current users can be switched from this menu.
The second menu performs most of the work functions of the program.
Note that some of the items are in black print and some are in dimmed gray print. If an item is “grayed out”, it is not currently available. The state of the menu items change based on what is happening in the program. For example, if no customer record is selected, the New Loan function is “grayed out” because you must select a customer before you can make a loan. All menu items are activated by clicking on them and most have keyboard shortcuts that allow you to activate them without using the mouse. Notice that some of these menu items contain a bracketed notation to the left such as [F2], [F3], etc. This notation indicates that there is a function key associated with that item. You can activate that item by clicking on it with the mouse or by pressing the associated function key. For example, to make a new loan you could press the F2 key on your keyboard instead of clicking on that menu item. Items that contain an underlined letter can be activated by holding in the ALT key and pressing the associated letter. Pressing the key for the letter O while holding in the ALT key displays the “sub-menu” titled Other. Once the sub-menu is displayed, you can move from item to item by using the up and down arrow keys. Pressing the ENTER key on a highlighted menu item activates that function or sub-menu. These shortcuts apply to buttons as well so you can hold in the ALT key and press the letter N to enter a new customer or you can just click the New button on the screen.
C$S Loan Manager is configurable to fit your particular operations so some items need to be configured before you begin. Since some of these items depend on information in other items, they should be set up in order.
The Financial Summary report generated by the program contains twenty five credit lines on the left side of the report and twenty five debit lines on the right side. Each line can be configured to total up multiple General Ledger accounts. The report line setup allows you to change the name that is displayed for each line. The description is the only thing that can be changed here.
General Ledger Accounts can be added or modified in the General Ledger Setup. Care should be taken both in setting up and changing any accounting information. IF YOU ARE UNCERTAIN ABOUT WHAT NEEDS TO BE DONE HERE CALL TECHNICAL SUPPORT ! Note that a report line is assigned to each General Ledger account so that all financial information is reported on the Financial Summary Report. If a line contains multiple General Ledger Accounts like the INS Loan Summary, the report shows a total of the values in those accounts.
The program provides for up to nine cash drawers (1-9) and one check book (Drawer 0). The purpose of this setup screen is to identify which drawers are active and which General Ledger Account is associated with which drawer. This screen uses information to from the General Ledger so the General Ledger should be set-up first.
Certain transaction types are defined in the system. For example a CO is a collection. Each of these transaction types must have an associated General Ledger Number so that the accounting is handled properly. This screen allows you to define which General Ledger Account goes with which Transaction Type which in turn controls what line the information is displayed on in the Financial Summary Report.
Up to seven different charges can be applied to loans. In some cases these charges are pre-configured based on state law. In other cases they can be changed by the user. Each record determines how that charge will be applied and refunded as well as what forms to print and what General Ledger Account to use for charges and refunds. All of this information is stored in each loan record as the loan is entered so changing these settings has no impact on loans that are already made. Loan charges are added to the amount financed to derive the amount of the total loan.
The program supports up to nine other charges (usually different types of insurance). Like loan charges, these can be separately configured.
A Maximum Age can be set so that a particular charge cannot be applied to a customer over that age.
If Disallow For SSI Recipients is checked and the Customer Record lists SSI as the first employer, the system will not allow that charge to be made.
If the Standard box is checked, this item is automatically selected when the loan screen is displayed.
If the APR check box is checked, the amount charged for this item is included in APR calculations.
If the Changeable box is checked, users can manually values associated with this item on the loan screen.
The calendar set up allows you to define what days your office is open and closed. This information is only used by the system in certain circumstances and may or may not be required. You should receive a state specific addendum that tells you what to do for your particular state.
You can insert individual days such
as a holiday or you can set multiple days.
The above example sets all Saturday’s from
The following Setups are not dependent on other items and therefore do not have to follow a particular order.
The Credit Bureau Setup stores information on the Credit Bureaus you use. This information is used in the applicant portion of the program. Information stored here is used in conjunction with letters created to accept or decline credit applications. It is also used for credit reporting purposes.
Specific information about your office and how it operates can be set in the system. These settings are applied on a system wide basis. In cases where state laws or other requirements are “hard coded” in the system, these settings may not have any impact.
The office name and address are grayed out because they are stored in a registration file that is not accessible to the user. This is an internal mechanism that is used to control licensing. If your address changes, you will need to contact technical support to obtain an updated registration file. Information on this tab is used for display purposes throughout the program.
Determines what method is used to calculate delinquency.
Sets the percentage of a payment required to move an account.
Sets the maximum allowable Annual Percentage Rate that can be charged.
Sets the maximum amount for loans made in the system.
Sets the maximum number of months for a loan
Maximum Late Fee:
Sets the maximum amount that can be charged for a late fee
Minimum Late Fee:
Sets the minimum amount that can be charged for a late fee
Determines requirements for updating security/collateral information
0 = Will never require a security update
1 = Will always require a security update
Any other number = Will require an update if the security has not been updated in that many days. For example, if you enter the number 365 an update will be required if the security has not been updated in the last 365 days.
Minimum Customer Age:
Minimum age required for a customer
Number of days an account must be past due to add a late fee.
Percentage rate for late fees
Default Promise Days:
When a payment is taken that does not bring the account up to date, the program will ask for a promise date and amount. This setting controls the date that is entered by default. If the date is December 1 and the setting is 7, the promise date will be set to December 8.
Default NSF Fee:
Determines the default amount to be charged for returned checks
Maturity Interest Rate:
Percentage rate used to calculate maturity interest
These settings allow you to select which forms are used from the available options. The list of options will vary from state to state. See the Addendum for your state.
The receipt message allows you to enter a message that will be printed on each receipt.
These settings control the automatic mailings that can be done at close out. The delinquent letter schedule sets the number of days past due before each letter is sent out. Mailings of Renewal Letters and Former Borrower Letters are based on the other settings listed.
These settings control activities that are performed at close out.
Back Up Path:
Allows you to select a different drive to store backup files
Back Up Command:
Allows you to specify a backup command that will run at close out
If you have a system that is connected to the internet, the system can email electronic versions of close out reports and a daily status update report. You can specify email addresses for three different people or organizations for close out reports and status updates. The password associated with each password protects the files that are attached. Recipients will need to know the password to open the documents.
You can optionally limit users so that they can only make loans that have been configured in the Valid Loan Setup.
When you enter an amount financed and term, the appropriate charges are calculated here for information purposes. If Calculate Even Payments is checked, the calculations will cycle thru until an even payment is calculated. When you arrive at a loan you want to use, click Save and the loan is added to the valid loan list. Additional categories can be added by clicking the button to the right of the field.
Loans can be limited to certain dates by completing the Valid From and Valid To fields.
Documents can be set to print to default printers and bins on your network. This process is computer specific and should be run on each computer to define the defaults for that particular computer.
Users can be added, changed, or deleted by selecting the Manage Users item on the Other Menu.
The select user field allows you to select a user to edit or delete or you can select [ADD NEW] to add a new user. Once an option is selected you can use the copy from field to copy the settings from another user to the one you are working with or you can manually enter the settings.
Full Name of the user such as John Doe or Doe, John
Name this user will use to access the system like John, JD, etc. The user name must be unique.
The user’s Social Security Number
Date the user’s access will expire. Leave blank for permanent access
The password for this user; the password will not be displayed.
Enter the same password again to confirm since you cannot see what you are typing. Both must match.
Select the user’s assigned drawer. The list will only display active drawers (See Drawer Setup)
List other drawers the user has access to. Do not include the checkbook here.
This setting determines the user’s ability to make loans from the checkbook (drawer 0)
1 = User can only make loans from the checkbook
2 = User can make loans from the checkbook or a cash drawer
3 = User cannot make loans from the checkbook
This setting controls the user’s ability to adjust loan charges such as late fees, refunds, etc.
0 = User cannot adjust charges or refunds
1 = User can adjust refunds only
2 = User can adjust charges only
3 = User can adjust charges and refunds
Note: Charges and refunds can only be adjusted to the customer’s benefit.
Minimum Renewal Amount this user can renew for.
Min Renewal %:
Minimum Renewal Percentage this user can renew for.
Advance Due Date:
Number of days this user can move a first payment date.
The security settings tab controls what the user can do in the program. If an item such as Renewals is checked, the user can make renewals.
Applicant information can be entered in the applicant screen. The layout of the data is very similar to the customer screen and allows you to enter the same information. Additionally it allows you to enter information on the amount applied for, the credit bureau used to check the applicant’s credit history and conditions. Conditions are entered if a conditional approval is granted. For example if a customer applied for a $500.00 loan and was approved for $300.00, you might enter “Approved for a lesser amount of $300.00” in the conditions field. Credit rejection letters can be printed here and once approved, the applicant can be converted to a Customer so that information does not have to be “keyed” in again.
Related information such as Contacts, References and Inquiries can be entered from the Applicant or Customer Screen. Select the appropriate option from the menu.
Contact information can be entered manually by clicking the contacts button and filling in information. Some items are entered automatically by the system. These items cannot be changed by users.
Inquiries and references are entered in a similar manner. Items can be deleted by clicking the gray box to the left of the item and pressing the Delete key.
Most activities in the program are carried out from the Customer Information Screen.
Existing customers can be located and displayed by account number or name.
Drop down boxes allow you to type in an account number or name or you can click the down arrow and scroll thru the list to select an individual account. The account is selected when you “tab” out of the field.
Once an account is selected you can perform transactions on that account or edit certain information. To edit an account, simply click the Edit button, make the necessary changes, and click the Save button. Fields that are grayed out cannot be edited. You can add a new customer by clicking the New button, adding the information and clicking the Save button.
Most of the frequently used account information is displayed on the first tab. This tab reflects up to date information on the current loan, if there is one.
By default, the transaction date field displays the current system date. This date can be changed to a future date to calculate and display information about the loan as it will be on that date but transactions cannot be posted in the future. The date can be moved back to accommodate certain situations. For example if an insurance claim was filed in March and the insurance check was received to pay on the account in July, you can set the transaction date to the day in March when the claim was filed and post the payment. This will cause the system to not charge late fees for the period from March to July and, in the case of a pay off, will calculate the correct refund amounts. The system still records and tracks the actual date. The transaction date must be changed before a transaction is begun.
All loans entered into the system use the following screen:
This screen is accessed by selecting either the New Loan, Renewal of Dual Loan function. If the loan is a renewal, it will display the same values as the current loan otherwise you must enter an amount financed and term or select from the valid loan list. The adjustments tab is only used for renewals and then only if you have access to make adjustments.
Other charges can be set or unset by checking the appropriate check box.
Collateral used to secure the loan should be entered in the appropriate fields.
You can make the loan from any drawer you have access to. If you select drawer 0 then the loan is made from the check book and a check number is required.
When the loan is saved, a screen similar to this one will be displayed.
The screen contains a list of loan documents to be printed. This list will vary based on the type of loan. Each item can be printed separately to different printers and bins. The default printers that were setup in the Printer Definition Setup are displayed by default.
Two options are available to take payments or pay out an account. Regular payments are taken by selecting the account and pressing the F5 key. Insurance payments are taken by selecting the account and pressing CTRL F5. Of course, either option can be selected from the menu. The insurance payment screen is identical to the regular payment screen except that another field is available to select the insurance type.
The amount received from the customer should be entered in the Amount Tendered field. If the amount applied, to the loan is different, that amount should be entered in the Payment Amount field. Change due will be displayed when appropriate. The next payment and renewal amounts will change immediately when payment amounts are entered. This allows you to see the effect of the payment without actually having to collect it.
If a check or money order is used, enter the appropriate number. The method of payment and how it was received can be noted.
If the amount being paid is less than the up to date amount, the Promise Amount and Promise Date fields are displayed. By default these fields will contain the remaining amount needed to bring the account up to date and a future date based on the systems settings. Either can be changed. If you are not adding a promise you can enter a zero in the amount and the date will be cleared.
Your password is required to save the payment.
The program forces distribution of the amount received, attempting to collect fees and other charges first and applying the balance to the loan balance.
If adjustments need to be made they can be made on the adjustment tab if your system is configured to allow adjustments.
For example if a late fee is shown and you do not want to collect the late fee at that time, you can click on the adjustments tab and enter a zero in the late fees field. This will adjust all other payment information. Refund amounts are not applicable unless the amount collected will pay out the account. Amounts can only be adjusted to the benefit of the customer. In other words you cannot increase a fee or reduce a refund.
Once the payment is saved, the receipt screen will be displayed, allowing you to print a receipt.
Like other loan documents you can select a different printer and bin. Click print to print the receipt. When the receipt is printed, click Close and the ledger card screen will be displayed.
You can, of course, close either of these screens without printing. Receipts and ledger card entries can be reprinted by selecting Printing from the Other menu. The Select Receipt field on the receipt screen allows you to select and reprint any previously entered receipt. The last entry on a ledger card can be reprinted or the entire card can be reprinted.
There are two options available for entering returned checks. One for returned checks on the current account and the other for returned checks on a previous account. Both are accessed from the Other, Banking And Cash menu.
Both screens are essentially the same, except the screen for current accounts will require you to select the check transaction from the available transactions on that account. Once selected all information stored in the transaction is displayed. Enter the check amount and number. The returned check charge should display the default fee set in your system setup. The values on the right show how the money will be applied to the account. When a returned check is saved, it makes the necessary changes to drawer 0 (check book) so no other action is required.
A password is required to save this transaction.
Returned checks on previous accounts or on a converted or original note account are entered the same way but there is no transaction to select from. You enter the check amount, number and fee. The entire amount is added to the existing account in the Other Charges field. For example if a customer paid $100.00 on an account and renewed an amount of $100.00 would be applied to the Other Charges on the current account. The difference between the amount paid to the account and the check amount is also added to the other charges on a returned check on the current account.
To add legal charges to an account, press the F7 key or select Apply Legal from the menu. Enter the reason or comment, the amount to be charged and your password and Click save.
After the charge is saved, the ledger card entry screen will be displayed allowing you to print the ledger card entry.
Accounts can be written off by pressing the F8 key or by selecting Write Off from the menu.
Simply enter a comment and your password. Written off accounts continue to carry a balance but the drop out of your ledger balance.
After the transaction is saved, the ledger card entry screen will be displayed allowing you to print the ledger card entry.
Any transaction made in the system can be reversed by reversing the last transaction. As each transaction is reversed, the one before it becomes the last transaction and can therefore be reversed. The reversal screen shows what the last transaction was and what will change when the transaction is reversed.
The Cash Transfer screen allows you to transfer money from one general ledger account to another. The from and to dropdown boxes allow you to select from a list of valid general ledger entries. Just enter the amount, the from account, the to account, any comment and your password.
Checks can be entered and printed from the Check Writing Screen. This screen allows you to distribute the amount of the check over up to 10 general ledger accounts. When saved, the program performs the appropriate cash transfers to track the expenditure.
Deposits can be made for individual drawers or a single deposit can be made for all drawers. The grid will display any non-cash items that have been received in the appropriate drawers. To include non-cash items such as checks in the deposit click the deposit check box and the amount of that item will be added. Cash included in the deposit is entered manually. This example will do a deposit for $160.00. $100.00 cash and one $10.00 check from drawer 1 and $50.00 cash from drawer 2. Again the necessary cash transfers are entered by the program.
Deposits can also be reversed by selecting the Reverse Deposit menu option. Click on the deposit that needs to be reversed and click Save.
Before a system close out is performed, all cash drawers must be accepted.
Each active drawer and the check book must be accepted but the check book (drawer 0) cannot be accepted until all other drawers have been accepted. When a drawer is selected, the system shows the opening balance, credits, debits and non-cash items. The non-cash items are already included in the total funds on hand. Cash can be accounted for by entering the cash breakdown or entering the total amount of cash in the other field. When all cash is accounted for, the drawer will show Balanced, Over or Short and can be accepted. The view transactions button allows you to print a transaction list for the selected drawer. This report is helpful in trying to track down overages/shortages.
The list of non-cash items is based on collections made where the method of payment was other than cash. If you entered a “check payment” as cash, you can click on the Non Cash Item button and add the check. Or if you entered a cash payment as a check, you can delete the item by clicking the gray box to the left of the item and pressing the delete key. When a deposit is made that includes a non-cash item, that item is cleared from the drawer.
Once a drawer is accepted, no transactions can be posted to that drawer. An accepted drawer can be re-opened by selecting it from the list. When asked if you want to re-open, respond Yes.
The system must be closed out each business day. Two close out options are available on the menu, Period (daily) or Month End. Both functions appear to be the same but the month end close out performs certain month end functions in addition to the daily processing. The month end close out should be run in place of the daily close out on the last working day of the month. The close out can only be run on the primary computer and all other users must be out of the program on other computers.
Options are available to print close out reports, solicitation mail, broken promise letters and delinquent letters. Entering a zero in the number of copies for an item will cause it not to print. When print settings are correct, click Perform Close Out. As the tasks are completed, they will be checked off the list. The program will close when the close out is finished.
The system will not close out if cash or ledger is out of balance. If you receive an error during close out, make note of the error and contact technical support immediately.
Once the system is closed out for the day/month no other work can be entered in the system that day/month.
If a daily close out is not run at the close of business, you will be forced to run one on the next business day.
A call screen is provided to make it easier to work accounts.
By default, this screen displays accounts that are due for the current day. Different lists can be selected by filling in the information near the Load Account List button. For example if you want to call accounts that are from 60 to 90 days past due, you would enter 60 in the Accounts From field, 90 in the “To” field and click Load Account List.
To select an account, click on it in the grid and the information is displayed in the tabs. Any information such as name address, phone, etc can be changed and updated from here. References and contacts will also be shown as sub lists in the grid. Contacts can be logged as well as failed attempts. As activity is completed on an account, the Today column will show what has been done today.
You can manually send mailings from the mailing screen. Mail can be sent to an individual account or groups based on the criteria selected.
Letter templates are stored in the following folders:
Active Customers: C:\CSB Specialty Software\C$B Loan Manager\Letters\ActiveCustomer
Former Customers: C:\CSB Specialty Software\C$B Loan Manager\Letters\FormerCustomer
Delinquent: C:\CSB Specialty Software\C$B Loan Manager\Letters\RTF
You can edit these letters with any text editor that supports rich text format. Letter templates use variables to insert data in the letters. A list of the variables can is contained in this file:
C:\CSB Specialty Software\C$B Loan Manager\Letters\MailingVariables.RTF
The count records button will tell you how many letters are selected based on the selection criteria.
An original note, in most cases, is a loan that was made by someone else or in some other system. For example if you bought accounts from another company, they would likely be entered in your system as an Original Note.
Both customer information and loan information are entered here.