FOCUS Demo

 

Once you have downloaded the system you will notice 3 new icons on your windows desktop:

FOCUS DEMO SYSTEM

RESORE FOCUS DEMO

CONFIGURE FOCUS DEMO

. You need to go into “CONFIGURE FOCUS Demo Data” first and you will get 3 options. All you need to do is to just click on the “reconfigure button” to get the version as released. The other 2 options are for more specialised applications and you can see what they give you once the main demo version has been used.

ENTERING THE SYSTEM.

1. When you click on the ICON “FOCUS Demo system” (with a little face of a fox by it) another screen will appear which requires the user to key in their details. For the purpose of this demo use DE as the user id. The next box will come up with the message “Demo User” and enter “demo” as your password (use lower case). This particular demo is set for Till A .The till references relate to the actual computer being used and you can have up to 24 of these.

2. You will then be taken to another screen where you will need to enter the date. This date is important as all transaction recorded will be dated at this date and all interest and dividend entitlement calculations will be done. The date will normally default to the current system date but you could use any date in the current month in which the cashiers are operating. (You have 1 months grace to complete the accounting and reporting side of the credit union but the cashier screen moves through into the following month without waiting for this to be completed).

3.By entering the required date and clicking on continue with date shown you move into the system proper although if there are gaps in the data flow of transactions you will receive a caption telling you so. (To help to avoid an incorrect date being entered)

LAYOUT OF THE FOCUS DESKTOP.

Looking at the top line you will see:

FOCUS: 998 (the credit union no registered with me) Demonstration Credit Union Ltd (the name of the credit union as registered with me) and the date for all transactions using the cashier screen)

Immediately below the top line is a further line, which is the menu heading:

Reports
Non-Members
Members
Cashier Session
Other Transactions
Loan Stats
Admin
Edit
Window
Help
Quit.

The main difference between the Back Office System and the FOCUS system is the Cashier Screen Options and the way other transactions are entered.

CASHIER SESSION
1.By clicking on cashier session you will see a further option “open till session”
which you also click on.
2. You need to enter what your start float is (to facilitate reconciling the cash/cheques in the till at the end of your session with the till totals) .It will tell you till no, Cashier, Date, No of your session (you can have more than 1 session per day) and the cash float you start with.
3.You then click on the box “Open Till”
4. When you click on cashier session at the top you will have many options available to you:

Share/Loan cash deposit (type 1 on the BACUS system)
Share Withdrawal (type 2 on the BACUS system)
Loan Advance (type 3 on the BACUS system)
Share to loan transfer
Correct share/Loan deposit
Budget account transaction
End Till Session
Interim Report
Transfer Cash to other till
Cash an issued Cheque.
Help

Some of the options are greyed out, as they require the passbook printer to be linked.

SHARE DEPOSITS/LOAN REPAYMENTS
To enter a deposit or a loan repayment click on the option “Share /Loan deposit.

You will now require to enter the member’s number. Click on the ? mark to find members already set up. Put the cursor on one line and click on “use” to get this first screen filled in. Now click on “Select a member”
Enter the amount to be paid and the computer will automatically split it if there is a loan record present. You can always edit the split by overtyping one of the value boxes.
Click on save transaction and you will hear the record being stored on the floppy disk as a back up. The actual transaction will be entered on the member’s record and the non-members (nominal) ledger at the same time.

To see what has been entered click on cancel and go to main option “Reports” and click on member’s statements. Enter that member’s number and scroll down to the bottom to see the transaction entered. Notice how the loan repayment is split between interest (daily calculated) and capital.

SHARE WITHDRAWAL AND LOAN REPAYMENT.

Select these for the Cashier Session menu and see how easy it is to enter these transactions The only complication with entering the loan advance is that you have to tell the computer how much that member has agreed to repay and its frequency.

END TILL SESSION
This option allows you to see a summary (and to print out the details) of that session’s transaction.

You are required to positively enter the total from your till so that software can calculate what overages or shortages you have.

You can view the transaction list / or cheques issued / or Transaction details.
You can print all of these as well as the cashier summary.

To end you need to click on the button “sign off”

HOW TO SET UP NEW MEMBERS

On the sample data system, five members have already been set up, giving you a chance of processing up to four more yourself.

N.B. If you read the system notes, it tells you that you are allowed a maximum of nine members to process.

Here's how to set up a new member:

a.) Click on MEMBERS.
(Alternatively to save time, you can click on the NEW icon on the tool bar to your right; the seventh box down as you look.)
b.) Click on ADD.
c.) When the screen has loaded, you will notice the cell next to MEMBERSHIP NO' is highlighted. Type in a number and press ENTER.
d.) Now the cell next to SURNAME is highlighted. Type in a surname and press ENTER. You'll notice now that every time you press enter, the highlighted strip will move to the next cell. You either continue doing this until you've finished on that particular page, or you can use the mouse to highlight the relevant sections.
e.) Type in the other sections: FORENAME (S), & TITLE.
f.) The Setup screen is defaulted on the MAIN DETAILS section. Here you can type in the member’s EMPLOYEE NO, PAYROLLL GROUP, SALARY DEDUCTION, HOME ADDRESS (4 lines can be used), POSTCODE, HOME TEL NO, MOBILE/ALT. PHONE, FAX/OTHER NO, EMAIL, OCCUPATION, DATE JOINED & DATE OF BIRTH. You can also change a JUVENILE, QUALIFYING, NON PERSON OR DELINQUENT MEMBER if you click in the various boxes. Please note that the date joined and surnames are mandatory otherwise you will not be able to save.

N.B. You may notice that you cannot alter the share and loan details. You can only do this if you have chosen the IN SETUP MODE or COMPLETELY EMPTY systems (See PART 7).

g.) When finished with this page, click on NEXT PAGE to move on to MISCELLANEOUS INFORMATION.
h.) This page is for inputting the nomination of beneficiary. The layout is similar to page one; only this time you input the NAME, ADDRESS & POSTCODE, plus any other information, in the COMMENTS box next to these. If you type anything on the ALERT box, then a message will be displayed whenever you assess that member’s record (if you are viewing a statement or entering a transaction – see later sections to do these).

N. B. The MEMBERSHIP CATEGORIES / EDIT box can only be operational if you have set any categories up. Go to MEMBERS, then NEW CATEGORIES to set these up. These are 1-digit characteristics, which allow you to do many analyses of membership – see under membership reports/labels.

i.) When finished with this page, click on NEXT PAGE to move on to RELATIVES.
j.) On the RELATIVES screen you can enter another member’s relative, by inputting the membership number and relationship. Note that relationships need only to be entered once to appear on both members’ records.

k.) The next page is for ID numbers, which are especially useful if you are paying out DWP benefits.
l.) The next screen is for banker’s details and share availability.

If you using the live and work option (the default option), you can enter the WORK ADDRESS, EMPLOYEE REFERENCE, PAYROLL GROUP & DEDUCTION FROM SALARY. (See PART 4)

m.) When you've finished, click on SAVE/CONTINUE if you wish to enter more members or SAVE/CLOSE if you want to exit the Setup screen entirely.

If you have made a mistake then you can cancel this by clicking on CANCEL.

You can also edit / view an existing member:
a.) Click on MEMBERS.
(Or you can click on the stick man on the right hand tool bar, the sixth box down as you look.)
b.) Click on AMEND or VIEW.
c.) Once again the cell next to MEMBERSHIP NO' is highlighted. Type in the number you wish to amend/view and press ENTER. If you want to see the numbers available, then choose from there, click on the? Icon next to the cell. Once you've done that you can choose the member you wish to amend/view by clicking on the cell with the membership number, then clicking on USE.

d) Now you're free to perform any amendments. Remember to click on SAVE/CLOSE or SAVE/CONTINUE when you've finished. On VIEW you cannot amend however.

OTHER TRANSACTIONAL INPUT

FORM 5 BANK PAYMENTS

This form is for processing member’s standing orders. You can choose from creating a new batch from scratch or use previous batches to create a new one. In addition the “new bank statement” entry option allows you to straight from the bank statement, as the system will split the payment over loan repayments and share savings (like with the Form 1A).

FORM 4 NON-MEMBER TRANSACTIONS

This form is different to the previous form as it deals with the non-member transactions made by your particular Credit Union i.e. Income and Expenditure not relating to a member’s account. Here's how to enter:

a.) Click on OTHER TRANSACTIONS.
b.) Click on ENTER FORM 4 NON MEMBER TRANSACTIONS, or the 4 icon on the right hand tool bar.
c.) To begin with, enter the date of the batch, then click on CREATE.
d.) The box at the top right hand of the screen is the list of items you must enter if they are relevant for you (double click or press ENTER to select them). These items are in the order, which follow a pre-printed book distributed by Conaccess (Form 4)

- CASH RECEIPTS.
To enter, type in it's nominal ledger code (if unsure, click on? which provides you with a list of the numerous codes), ledger description, from whom, reason and value. Like on previous forms, you must press ENTER to move on to the next cell. When finished, however, you must click on SAVE. Click on NEXT PAGE to move on to the next category.

- CHEQUES CASHED. I.e. when you bring money from the bank to pay loans and share withdrawals out by cash.
For this you only need to type in the cheque number and the amount cashed.

- CASH SHORTAGES. /OVERS
For this you only need to type in your reference number and the amount, which is short, or over.

- CASH EXPENSES.
Do the same as you did for CASH RECEIPTS but this time it is of course an expense.

- MONEY BANKED.
This is the most common entry used, as your Credit Union is always likely to bank money. For this you need to type in the date (which must be in the month of the batch date) and the amount banked.

- OTHER BANK RECEIPTS.
Do the same as you did for CASH RECEIPTS.

- OTHER BANK PAYMENTS.
Do the same as you did for CASH RECEIPTS, but also input the cheque number.

e.) Click on SAVE/CLOSE when finished, and you are given the chance to print.

N.B. Once a Form 4 has been entered you can delete, before posting it, by clicking on CANCEL. You will then be asked if you wish to abandon these inputs, just click on YES. You can also re-use it if you have posted it by entering a 0 in the FORM NO cell, then entering the batch number of the form you wish to amend or re-use. Now here's the tricky part: if you have a figure, which is greater than the amount originally entered, you must place the difference in the appropriate box whilst entering the exact details as you did previous, to avoid confusion. If you have a figure which is less than originally entered, this time you must place a negative difference, e.g. If you have a figure which £8 over the amount entered, you enter a £-8 in the appropriate box.

PART 4: FOR LIVE AND WORK CREDIT UNIONS (the default database)

MEMBERS SET UP: As members pay from direct deductions from their salaries we need to enter on their membership set up forms some additional information.

EMPLOYEE NUMBER: This can be numeric or alphanumeric.

STANDARD DEDUCTION FROM PAYROLL: This is how much is to be deducted from their pay.

PAYROLL GROUP: This is in case you need to use Form 8 and 9 (see later). This is a single alphabetic character i.e. up to 26 different pay groups.

There is other information to enter but really to do with using internal mailing systems and you can use them if you want.

There are two additional forms for transactional entries (see right hand tool bar or ENTER MEMBERS TRANSACTIONS):

- FORM 8 PAYROLL PROFORMA: This is in case you get a printout of deductions from payroll. Here as you have entered a payroll group only those members with that group tag will be displayed so you can edit the proforma, i.e. list of all employees much easier.

- FORM 9 PAYROLL DISK: Here is where the output from payroll is by disk or file on the network. There are two sample files = a1.txt and b1.txt which you can use. This method is by far the best means to process salary deductions. You need to tell the computer where the file is so in the first box use c:\conacdem\original\A1.txt or B1.txt) You will need to enter an employer reference which you can make up and you will need to tell the computer which payroll group you are doing. You need to enter control totals as an added check but if you have not got this then by guessing the number and value you can initiate the computer to read the file as various boxes will then be available to you. – READ FILE, CHECK DATA, POST AND CLOSE.

PART 5: INTEREST RUNS / MONTH ENDS

In order to move into the following month's transactions, you need to perform an interest run then a month end run. First the interest run:

a.) Make sure your printer is set up and contains plenty of paper before beginning.
b.) Click on ADMIN, then click on INTEREST RUN.
c.) Click on RUN to begin and the computer will send all necessary data to the printer to print.

Unfortunately you are unable to do an actual month end, but you are able to do a trial one. Here's how to do one:

a.) Once again make sure there is plenty of paper in your printer before beginning.
b.) Click on REPORTS.
c.) Click on FINANCIAL REPORTS.
d.) Click on TRIAL MONTHLY.
e.) Highlight TRIAL MONTHLY REPORT on the small menu.
f.) Now click on RUN/PRINT and the report will print out.

N.B. You can skip all this by clicking on the second icon down on the right hand tool bar, taking you direct to the month end reports menu.)

PART 6: ADDITIONAL FEATURES

(i.) QUICK QUERY

This feature is useful if you wish to find details of a member, his/her balance and so forth.

a.) To use quick query, click on the Q icon in the top right corner.
b.) You can begin your search by either typing in the MEMBERSHIP NUMBER (use the ? icon to help your search if you are unsure) or EMPLOYEE REFERENCE.
c.) You can now access the following options:

- MEMBERS DETAILS
Takes you to the VIEW AN EXISTING MEMBER screen.
- STATEMENT
Takes you to the MEMBERS STATEMENT.
- LOAN HISTORY
You can view the members loan history.

You may notice that you can access these options while you are in another option without having to click on the Q icon.

- NEW QUERY
Returns you the QUICK QUERY screen.
- CLOSE
Exits the option.

ii.) STANDING DATA

With this option, you are able to change certain parameters within the operating system

a.) To use this, click on ADMIN.
b.) Click on STANDING DATA.
c.) You are faced with 6 options:

- GENERAL
Here you can change the address, registration, common bond and the statutory compliance of the credit union (for the Annual Return).
- ACCOUNTING
Here you can change the accounting details of the credit union, such as loan interest rate (for the interest run) and accounting policies for depreciation of fixed assets and so forth (for the Annual Return).
- INSURANCE
Here you can change your insurance details (for the Annual Return).
- CONFIGURATION
Here you can change the main parameters for the system, such as cheque and statement printing, auto backup options, bank reconciliation procedure & Employee options.
- AUDIT
Here you can enter details of your auditor (for the Annual Return).
- FSA REPORTS
Change FSA defaults for the Annual Return such as percentages used for doubtful debts.

Note that the Annual Return option cannot be used on this demo, but you can print a quarterly report.

iii.) BANK RECONCILIATION (UNDER REPORTS MENU)

With this you can verify bank transactions without having to use the BANK SUMMARY REPORT.

a.) Click on BANK RECONCILIATION (this option was previously greyed out, which is why you have to set this up on the STANDING DATA screen).

b.) Click on VIEW.
c.) To verify the transactions on screen with your bank statement, click in the small boxes (marked ON BS).
d.) If any transaction differ from those in the bank, you can put the amount that it is in the bank in the PER BANK section.
e.) Once you have finished, you can check if your reconciliation is correct by clicking on BANK RECONCILIATION.
f.) To print the bank reconciliation, click on PRINT RECONCILIATION.
g.) To exit, click on SAVE/CLOSE. Or if you don’t wish to save, click on CANCEL.

iv.) ALL REPORTS BEING EXPORTABLE TO EXCEL

The majority of the reports such as SHARE SUMMARY (within the REPORTS menu) or LOANS LOG (within the TRANSACTION menu) have the options to save as Excel or ASCII file.

STARTING THE DEMO FROM SCRATCH

If you want to test how to transfer the information from a manual system or from another computer system, set up the demo system as IN SETUP MODE.

Here you set up a member under member option. To enter the opening balances you need to go to Members Accounts option.

To enter a loan balance you also need to set up the loan review reports (delinquent loan report). This requires the original value of the loan or the balance if the last loan was a top-up and frequency and value of repayments and the date of the last loan.

The budget requires a monthly standard transfer to be entered.

Also you can enter the current general ledger balances (of the last months financial report) by moving into the non-members ledger suite. Here if you amend a code you will have access to a box where a balance can be entered.

THE SYSTEM HAS TO BE IN BALANCE PRIOR TO GOING LIVE.

a.) Share listings must equal code 1 on the non-member’s ledger.
b.) Loan listings must equal code 10 on the non-member’s ledger.
c.) Budget listings must equal code 11 on the non-member’s ledger.
d.) And the non-member’s ledger must balance (look at the trial balance).

If all are in balance then go to the admin sect where you will see an option to go live.
This will only be available if the above requirements are fulfilled.

Once you have gone live you will see ICONS are the right hand side come into view and the transaction menu will be available for you to start processing transactions.

PART 8: FACILITIES ON THE MAIN SYSTEM, WHICH ARE NOT ON THIS DEMO VERSION.

1 Ability to export members statement to an Access file for Web use.
2 Full loan histories, so that you can print delinquent loan letters.
3 Perform an end of month report.
4 Print out an FSA-like Annual Report (you can produce a Quarterly report).
5 Full list of Nominal Ledger codes.
6 Ability to adjust opening reserves and provide for dividends.
7 Ability to set up a maximum of 99,999 members (this demo will allow you to set up a maximum of 9).
8 Export reports and use of a Remote Satellite system.
9 Dividend and Interest Rebate runs.

Additional chargeable Features are

To have multiple interest rates DJBVCAGLQL
To have the DWP module BUMJMXLQKL
To have the additional savings accounts SKRYAZMSKR

CONCLUSION

The above guide brings out the key features of the system without going into too much detail. We haven’t touched upon the level of reports you can get out of the system and the fact that most can be exported into other programs i.e. Excel, and leave that to your curiosity. If you have any problems with the software or want to make helpful observations please get in touch or email me. We are here to service credit unions in the best and most economical way possible.

I do hope you have enjoyed your trip with Conaccess and are interested to take this further. The demo only gives you a flavour of the system. This comes when you get into your live system. There are many additional features you will find not detailed here – Backups to floppies; Automatic back up options; Flexible Interest Rates, Income and Expenditure Accounts, Balance Sheets and Movement of funds reports for your quarterly reports; delinquent loan reports and standard letters, Manuals and on screen help.

Our policy is to charge a reasonable amount for the software, to include a basic training in the price, to give continuing software support at no cost, to pass on development costs only at the cost to Conaccess (last year was £58.75) but to give you everything you need to-

- Control your credit union efficiently
- To give timely reports to the board and other executives
- To provide a database for your auditor to enable a cost-effective audit to be done with the least disturbance as possible.
The software is written specifically for credit unions and not drawn from a different application and then customised for use in a credit union
Please compare us with other providers of software who charge considerably more. We believe the difference is cosmetic only and over 170 credit unions that use the system cannot be wrong!!