Reports

The Reports menu is visible to Admin, Branch Manager, Accountant, Auditor, Risk Analyst, Credit Committee, and Viewer roles, who can open every report. A Collections Officer also sees Reports, but only the collections reports: Delinquency Report, Daily Collection Sheet, Collections Performance, Expected Repayments, Aging Analysis, Portfolio at Risk (PAR), Maturity Report and Active Loans by Officer. An Admin can change who sees what in Admin → User Permissions. Reports → All Reports lists every report you can open, grouped by area, with the dates each one opens on.

How every report works

All reports share one layout: the title with the branch, currency and dates underneath; Export CSV, Excel, PDF and refresh buttons on the right; a search box; filter links (Filter by Date, Filter by Branch, and report-specific ones such as Officer, Product or Status); a status line; headline figures; then the tables. Select a loan row to open the loan — coming back keeps your filters.

Branch. A report opens on your active branch. Admins can pick another branch or All Branches under Filter by Branch — this changes only the report, not your active branch. With All Branches, tables gain a Branch column and "By Branch" breakdowns.

Dates. Each report opens on the dates that fit it:

"As of" really means as of. A report as of 31 August shows each loan as it stood at the end of that day — payments, penalties, write-offs and closes after it are left out — so a month-end report doesn't change when you open it later, unless a record dated in that month was added or edited.

Data completeness. If some loans couldn't be loaded or their records disagree, the status line says so and lists them. Nothing is dropped silently.

Definitions used everywhere

• On the book — disbursed, and not yet repaid, written off or closed. Voided loans and applications (drafts, in review, rejected) are never counted.
• Days past due (DPD) — days since the oldest scheduled amount (installment principal, interest or fees, or interest charged after maturity) that is still unpaid. A late fee on its own doesn't make a loan late.
• PAR N — principal of loans more than N days past due, as a share of principal outstanding. PAR 30 counts loans 31+ days late.
• Aging buckets — Current, 1–30, 31–60, 61–90, 91–180 and 181+ days. Classification: Standard (current), Watch (up to 30), Substandard (up to 60), Doubtful (up to 90), Loss (over 90).
• Provision — the reporting policy's rate for each aging bucket × principal outstanding (or principal plus interest receivable, if the policy says so).
• Recoveries — payments on a loan after the day it was written off.
• Fees received — fee deposits posted to an account in the period, counted fee by fee on the day they were deposited. A loan whose fees were never posted to an account is counted on its disbursement date and flagged. Fees billed in installments (imported loans) count when they are paid.
• Loan losses — the principal a loan still owed on the day it was written off or closed with a balance. Interest that hadn't fallen due is not a loss (it was never income).

These definitions are shared by the Dashboard and the AI assistant, so the same loan shows the same figures everywhere.

Portfolio & Risk

• Portfolio Overview — the whole book at the end of the period (outstanding, arrears, PAR, aging) and what happened during it (disbursed, collected, written off, recovered).
• PAR Summary, Aging Analysis, Provisions, Concentrations — on-book loans only. Written-off loans have left the book (they're on Write-Off & Recovery); Provisions shows their balance as a memo line because they are already expensed.
• Active Loans by Officer — each officer's book. Choose whether a loan counts toward the officer recorded on it or the borrower's assigned officer.
• Loan Book & Classification — every loan on the book with principal, arrears, interest receivable, DPD, class and provision; totals by class match the Provisions report to the cent.
• Portfolio Roll-forward — opening portfolio + disbursed − repaid − written off − forgiven = closing, loan by loan. Any loan that doesn't add up is listed. Also by product, officer or branch, month by month, and against the figures kept when the books were closed.
• Officer Scorecard — per officer: book and PAR 30, disbursements (new vs repeat clients), collection and on-time rates, write-offs; plus payments received, by who took them.
• Maturity Report — loans maturing in the coming window (and whether they're on schedule) and loans past maturity that still owe.

Collections & Disbursements

• Delinquency Report — today's worklist of loans with arrears, prioritised by urgency. Each row shows the collector's last contact and the latest promise to pay (due soon, kept or broken, with broken promises highlighted), and Log contact records a call, visit, promise (date and optional amount) or note without leaving the list — it is saved as a comment on the loan. Phone numbers are click-to-call and click-to-WhatsApp. A promise counts as kept once payments since it was logged reach the promised amount, and as broken once its date passes without that.
• Daily Collection Sheet — the day's field sheet by officer: overdue at the start of the day, due that day, phone numbers, collected, still owed. A Fees Received figure and list show the loan fees deposited that day, apart from the amount to collect. The PDF prints one section per officer.
• Collections Performance — what was overdue at the start of the period and what fell due in it, how much was paid on time, late or not at all, and where every payment went.
  • Collection rate = paid toward (overdue at start + due in period) ÷ that total.
  • On-time rate = due in period and paid by its due date ÷ due in period.
• Payments Register — every payment with how it was allocated, the account, who received it and when it was entered. Flags payments entered 3+ days late, with no account, or into an account outside the branch. Reversed and failed payments are listed apart.
• Disbursement Report — loans disbursed in the period, dated by the disbursement posting, with fees deducted, capitalized or paid separately and the net cash each borrower received; a By Fee Type table totals each fee charged, by name and how it was settled; applications awaiting approval.
• Expected Repayments — what falls due in the window after anything already paid in advance, with arrears brought forward shown separately.

Income & Losses

• Profit / Loss — interest, fees and penalties, recoveries, other income, operating expenses, loan losses and taxes. The basis (cash or accrual) comes from the reporting policy. Loan losses are their own line, not operating expenses.
• Loan Income — interest, fees and penalties charged vs collected. A Fees Received by Type table splits the fees by name.
• Fees Report — every fee received in the period, fee by fee. Fees by Day and Fees by Month give one row per day or month and one column per fee type (Processing Fee, Insurance and so on) with a total; By Fee Type adds how each fee was settled (deducted from the loan, paid separately, added to the loan, or collected with repayments). It also breaks the fees down by officer, product and branch, and lists every fee with its loan. Filter by fee type, officer or product. The total agrees with Fees Received on Loan Income. A fee on a loan that has no fee breakdown on record (older loans) is shown as Fees (not itemised).
• Write-Off & Recovery — loans written off or forgiven in the period with what was owed that day and the loss posted, recoveries after write-off, and the written-off stock still owed.

Accounting

• Cash Ledger — every movement through the branch's cash accounts with running balances. Balances match Cash Accounts exactly. Loan-loss entries are not cash and never reduce a balance. Show debits and credits switches the grid from a column per account to the accountant’s view — the account, and a Debit and a Credit column as the books record them (money into a cash account is a debit to it); the choice is remembered in your browser, and the CSV and Excel exports follow it.
• Cash Flow — where a period's cash came from and went to: collections split into principal, interest, fees, penalties and recoveries, loans disbursed, expenses and taxes paid, and other income, on a cash basis. Opening and closing cash are the same figures the Balance Sheet shows, and a table checks each cash account's opening cash plus the period's movements equals its closing cash. A deposit or withdrawal is placed by the account it was posted to (Post To): suppliers paid, prepayments, expenses and other income are operating; capital paid in and borrowings taken or repaid are financing; moving cash between two of your own accounts nets to nothing once both sides are recorded. Deposits and withdrawals still in Suspense, other assets bought or sold, opening balances of accounts opened in the period and manual journals touching cash appear under Other and unclassified; investing is not reported separately.
• Balance Sheet — cash and bank, loans outstanding less provisions, interest receivable (accrual basis), fixed assets, client overpayments and net assets at a date, optionally against a month or a year earlier. It is built from the loans, the cash accounts and the asset register, so prepayments, accounts payable, accrued expenses, borrowings and other balances recorded through the general ledger are not on it. For a full balance sheet with equity accounts, use the Trial Balance.
• Trial Balance — every ledger account's balance at a date, the balance sheet it implies (assets = liabilities + equity), and checks that tie the ledger to the loan book and the cash accounts. Select an account to see its movements. When accounts are filed under headers on the Chart of Accounts, the accounts are grouped under them, each header showing the total of what is inside it (“Show accounts only” switches this off).
• General Ledger — one account's opening balance, movements and closing balance for a period.
• Journal Entries — every journal in a period. The ledger is built from your records (loans, payments, account transactions, expenses, other income, assets), so it can't drift from them. Accountants and Admins can post a manual journal here — a debit/credit entry between any accounts of the chart, cash or not (for example an accrual, a prepayment taken to expense, a reclassification, or moving an item out of Suspense) — and reverse one; posted journals are never edited. Tick Reverse automatically on an accrual and the ledger takes it back on the day you choose, so the real bill can be recorded as usual without counting the cost twice. Opening Balances loads a trial balance from a CSV or Excel file when you start using the ledger.
• Chart of Accounts — every account the ledger posts to, grouped under headers (for example Cash and cash equivalents → Cash at hand, Cash at bank). Add accounts and headers, give the built-in accounts (the loan accounts, your cash accounts, the expense categories) codes and names of your own, retire an account you no longer use, start from a Starter Chart, or Import one from a file (Code, Name, Type, Parent Code, Header). The Trial Balance groups accounts under their headers. Accountants and Admins can change the chart; others can read it. Details, the import file layout and recipes (accruals, prepayments, transfers) are in Accounting.
• Period Close — closes a branch's books month by month. Closing keeps the trial balance, balance sheet totals, the month's income statement, loan book totals and the checks as they stood, and stops manual journals being dated in that month. If a record dated in a closed month is changed later, the Trial Balance and Roll-forward show what was restated. Admins can reopen the most recent close, with a reason.

Suspense. A deposit or withdrawal that wasn't classified when it was recorded (see Post To under Accounting) and entries booked with no account wait in Suspense until an accountant posts a manual journal moving them to the right account. The Trial Balance shows a check while Suspense isn't zero.

Analytics & Audit

• Vintage & Roll Rates — each month's lending (cohort) tracked by months on book: PAR 30 or cumulative write-offs as a share of what it disbursed; and where each delinquency bucket's principal ended the month.
• Client Activity — borrowers active at the start and end of the period, new and repeat clients, dropouts (repaid and not back within the grace period set in the reporting policy), clients lost to write-off, and the retention rate; by gender, type of business and location.
• Exceptions & Audit — payments entered late, edited or deleted; write-offs and closes with a balance (with who did it, and any loss posted that differs from the principal owed); interest stopped; disbursements and fees never posted to a cash account; loans whose records disagree.

Exporting

Export CSV downloads every table on the report (with totals). Excel downloads the same as a workbook with one sheet per table, numbers and dates stored as real numbers and dates so you can sort, filter and total them. PDF prints the same with your institution's name, the branch and the dates in the header.