PEARLS 2000 Administrators Manual English

Transcription

PEARLS MONITORING SYSTEM
ADMINISTRATORS MANUAL
Version 2.05
November, 2003
TABLE OF CONTENTS
INTRODUCTION................................................................................................................................................................2
USERS GUIDE .....................................................................................................................................................................2
II. INSTALLATION OF PEARLS MS .............................................................................................................................4
STEP 1: SETUP PROCEDURES FOR INSTALLING PEARLS MS ............................................................................................4
PEARLS MS components..............................................................................................................................................7
STEP 2: STARTING PEARLS MS OR ACCESS ...................................................................................................................11
III. SETTING SYSTEM OPTIONS ................................................................................................................................14
A. SETTING THE SYSTEM OPTIONS ..................................................................................................................................14
B. SECURITY....................................................................................................................................................................16
1. User Groups ..........................................................................................................................................................16
2. Adding a New User................................................................................................................................................17
C. CHANGING LABELS OR TRANSLATING PEARLS MS ..................................................................................................21
1. Translation Overview ............................................................................................................................................21
D. EMPTY DATABASE/IMPORT LOTUS ..............................................................................................................................23
1. Emptying the Database..........................................................................................................................................23
2. Importing Lotus Information (OPTIONAL ONLY FOR PREVIOUS SYSTEM USERS).......................................23
E. OTHER PARAMETERS FOR THE PEARLS MS (ADD/UPDATE/DELETE)........................................................................27
IV. MISCELLANEOUS DATABASE MANAGEMENT..............................................................................................33
A. IMPORT/EXPORT PEARLS MS FROM/TO OTHER PEARLS MS SYSTEMS ...................................................................33
1. IMPORT ................................................................................................................................................................33
2. EXPORT ................................................................................................................................................................34
B. REPAIR/COMPACT AND BACKUP OF DATABASE ..........................................................................................................36
C. UNINSTALLING PEARLS MS .....................................................................................................................................38
D. PEARLS MS SUPPORT ...............................................................................................................................................39
E. TROUBLESHOOTING/FREQUENTLY ASKED QUESTIONS ................................................................................................40
1.
Message “Not enough memory to update display”...........................................................................................40
2. Message “Not enough memory to complete operation”........................................................................................40
3. Message “The reference is not broken for…” .......................................................................................................40
4. 'Invalid command line options' error when starting PEARLS MS..........................................................................41
5. 'Microsoft Access Runtime is not installed' error when starting PEARLS MS .......................................................41
6. System prompts to locate “Data1.MSI” file when trying to install Office 2000 Service Pack 2 ............................42
7. A1 ratio is not calculated in ratios report, and “Err” is shown instead ................................................................42
8. 'OpenForm action cancelled ' error when pressing OK button in credit unions selection for reports screen,
and/or when trying to access “Data Entry, Import, Export” screen from main menu ...............................................42
9. PEARLS rations and balance sheet reports show the same data regardless of selected credit union(s)................42
F. CSV/EXCEL DATA FILES FORMAT ..............................................................................................................................43
INTRODUCTION
The World Council of Credit Unions, Inc. (WOCCU) developed the PEARLS Monitoring System
(PEARLS MS) as a tool to help managers monitor and supervise credit unions. Built into PEARLS
MS are tools that WOCCU has used successfully in credit union development projects around the
world. These tools include the PEARLS ratio system, WOCCU’s Ranking System, the Financial
Statement Scenarios Tool and a computerized version of WOCCU’s Business Planning methodology.
The Administrator’s Manual illustrates how to install, configure and maintain the PEARLS MS. A
more practical guide to understanding and using WOCCU’s PEARLS MS Monitoring System can be
found in the general overview of the PEARLS MS in PEARLS MS Users Guide.
The Attachments for the PEARLS MS Users Guide have been bound separately to facilitate their use.
It is highly recommended that you review the attachments so that you can quickly find the reports
referred to in the Administrator’s Manual.
Although the PEARLS MS was developed in Microsoft Access 2000, purchase or knowledge of
Microsoft Access is not required. PEARLS MS includes a runtime module that is installed with the
PEARLS MS, requiring only Windows 9x, ME, NT or 2000 to run the system.
The PEARLS MS requires a computer system that can effectively run a productivity suite, such as
Microsoft Office. It should have at least 32 MB RAM and 150 MB of free disk space.
PEARLS MS is the property of World Council of Credit Unions, Inc. Changes to PEARLS MS
may be made only with written authorization from WOCCU.
Users Guide
In order to use this manual, please note the following:
1. Words in Italics convey buttons, labels, menus, and submenus.
2. Multiple screen shots are included as figures in the manual. These figures resemble what appears
on the screen except in cases of system updates or data differences.
3. Date formats in the PEARLS MS are dependent on your computer’s operating system settings.
This manual was designed to provide guidance for first-time setup and to provide a quick reference
for system maintenance. Many of the system options need to be set only once during the initial
setup, with routine maintenance required thereafter. For administrators that will be performing
multiple installations in credit unions, a quick installation guide can be found in Annex 1 of this
manual.
With the exception of installation and operating system (such as Windows Explorer) screens and
messages, all of the screens and messages are displayed in the local language. The language of
installation screens is dependent on the language of the operating system (Windows).
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Version: December 14, 2001
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II. INSTALLATION OF PEARLS MS
Installation note:
Although PEARLS MS utilizes MS Access which is part of MS Office, it is NOT necessary to have
MS Office installed, or obtain license for MS Office. PEARLS comes with it’s own copy of MS
Access Runtime which is already licensed for your computer, and does not require MS Office.
Program Setup Note:
ThePEARLS MS setup program will perform the following functions:
¾ Copy PEARLS files to a specified location on the user’s hard drive (C:\_pearls2 by default)
and network directory, if necessary;
¾ Install the run-time version of Microsoft Access for users who do not have Microsoft
Access;
¾ Install additional libraries required for PEARLS MS to function properly;
¾ Install MS Internet Explorer 5.5 in case the computer has a version of IE older than 4.0.
Create Windows shortcuts in the Program section of the Start menu and on your desktop. Using
these shortcuts, you can start PEARLS MS application and run basic PEARLS MS maintenance
procedures.
Step 1: Setup Procedures for Installing PEARLS MS
¾ Close all applications that may be running.
¾ Insert PEARLS MS Installation CD in its appropriate drive.
¾ Go to the Start button and select Run … (or press the Windows key and R at the same
time). The standard Windows file location box will appear.
¾ Click Browse to locate the Setup.exe file on PEARLS MS CD-ROM, diskette, or specified
location on the network (when doing an installation from a server).
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¾ Once you have located the Setup.exe file, double click on it to initiate set-up procedures.
A window similar to Figure 1 will appear. Please read the license agreement carefully and
then click on the I Agree button to proceed with the installation. If you do not agree
with any of the terms and conditions, click on Cancel. . Pressing Cancel will terminate the
installation procedure.
Figure 1
¾ The next window (Figure 2) will appear. Press Next to continue installation.
Figure 2
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¾ The next window (Figure 3) asks you to register the software. Please enter your full name and
company name in the fields provided. The CD-key is included with PEARLS MS. If you have
not received your CD-key, please contact support. Press Next to advance to the next screen.
Figure 3
¾ The next window (Figure 4) requests a location for the destination folder for PEARLS MS. By
default, the system is installed to C:\_PEARLS2 directory. It is not recommended that you
change the directory. Still, if you want to choose a different destination directory, click Browse or
click Next to advance to the next screen.
Figure 4
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¾ After clicking Next for the destination directory, a window similar to Figure 5 will appear asking
if you want a Standalone, Workstation – desktop, Workstation – laptop or Server installation.
The Standalone option installs the PEARLS MS on your computer only. Choose this option if
your computer is the only one on which the software will be used or if the computer is not
connected to a network.
The Workstation – desktop option installs the PEARLS MS in a network environment; some files
are copied to your workstation, and some are copied to the server directory. Choose this option
if the software is used by several workstations in the network and your workstation has a
permanent network connection (typically a desktop machine).
The Workstation – laptop option installs both the full PEARLS MS and the networked copy onto
your computer. Choose this option, if the software will be used by several workstations in the
network and you will need to be able to use PEARLS when a network connection is unavailable.
Note that choosing this option will create two PEARLS icons (shortcuts) – one icon launches the
system in a networked environment and the other icon is to be used when the network is not
available. Typically, this option is best suited for laptop computers that need to be able to run
PEARLS while traveling.
The Server option copies only server files to the destination directory. This option will not create
any PEARLS icons. Typically this option is used only once to copy the required files into a
server directory that can later be accessed by workstations running PEARLS. A Server installation
will not install any Microsoft Access files.
Figure 5
PEARLS MS components
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In order to better understand PEARLS MS installation options, it is necessary to explain what the
main components of PEARLS MS are. There are four main components:
¾ pearls.mde – is the application file. It is the main file that runs the entire system.
¾ prloc.mdb - is the local or temporary database where local settings and temporary data are
stored.
¾ Prserv.mdb – is the server database where most of the data that the user enters is stored.
¾ System.mdw – is the workgroup information file. It stores users information, their access
rights and passwords.
The system always looks for the prserv.mdb database to be stored at the same location as
system.mdw file.
Figure 5A illustrates the location of the different system components after installation as determined
by the installation option you choose.
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Figure 5A
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¾ When you have selected an installation option and clicked Next, you may be required to enter a
server directory (Figure 6). This screen will only appear if you have selected the Workstation –
desktop, the Workstation – laptop or Server options. The directory you select will contain the
common files used by all PEARLS installations on the network and must reside on a server
directory accessible by all PEARLS users. If the directory already contains files, they will not be
overwritten or erased.
Figure 6
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¾ Once all necessary information has been provided, you may click Next to display the final
confirmation screen (Figure 7). This screen shows the version number, date and directory of the
PEARLS MS system. Click Next to begin copying files.
Figure 7
After the files have been copied, you will be prompted whether to create PEARLS icons on the
desktop in addition to placing them in the PEARLS program group. If you choose to create them,
one or two icons will be created on your desktop depending on the type of installation you selected.
Similar icons will be placed in the PEARLS program group that is accessible via Start->Programs>PEARLS MS.
Following the installation, a window informing you of its success will appear. At this point,you may
be prompted to restart your computer. IT IS HIGHLY RECOMMENDED THAT YOU
RESTART YOUR COMPUTER AFTER THE INSTALLATION, IF PROMPTED.
Step 2: Starting PEARLS MS or Access
1. Click on the Start button.
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2. Open the Programs menu and locate PEARLS MS icon. The options in PEARLS MS folder
should appear similar to Figure 8. Click on the PEARLS shortcut icon to start the system. If
you have selected Workstation – laptop option during installation, the folder will also contain the
PEARLS Local icon, which should be used to run PEARLS when a network connection is not
available.
Figure 8
3. When you click PEARLS Monitoring System Local, a window similar to Figure 9 will appear that
requests a Name and Password from you.
Figure 9
The PEARLS MS has a preset user access name and password that you can use to enter the system
the first couple of times:
¾ Name: Administrator
¾ Password: admin (all in lower case)
4. Click Enter or OK and PEARLS MS Main Menu (Figure 10) will appear.
The PEARLS MS Main Menu is comprised of six buttons:
1. Data Entry, Scenarios and Import/Export
2. Reports
3. System Options
4. Business Planning
5. About PEARLS MS and
6. Exit
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Figure 10
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III. SETTING SYSTEM OPTIONS
A. Setting the System Options
Before entering any data, further parameterization must be completed to configure the system to the
local environment. All parameter settings for the system are performed in the System Options section
of PEARLS MS.
Click on the System Options button. The System Options section of the PEARLS MS is where
parameters or options such as country, currency, and language are set. A window similar to Figure
11 should appear.
Figure 11
It is critical that you change the Administrator’s logon password immediately! This password is
known by all users of the manual and will give Administrator rights to anyone who takes the time to
read the manual. To change the password click on Set Password button. A window similar to Figure
12 should appear.
Figure 12
Type “admin” (lower case) in the box where it says Current Password.
Think of a password that you will remember and enter it in the New Password window.
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Confirm this by typing the password again in the Re-enter new password window
Click on Set Password to register the password change. REMEMBER THAT YOU ARE CHANGING
THE PASSWORD FOR THE ADMIN USEROR WHATEVER USER NAME YOU USED TO
LOGON.
Once the Administrator’s password is set you can continue with configuration of your system.
Note the four tabs across the top of the window:
1.
Basic Options
2.
Security,
3.
Empty Database/Import Lotus and
4.
Add/Update/Delete.
The Basic Options tab contains 4 parameters: Language, Country, Reporting Currency and Credit Union.
To change any of these four parameters, simply click the dropdown arrow of the item you want to
change and select the desired option.
The two checkboxes labeled “Annualize Growth Ratios” and “Accumulate write-offs/recoveries
during import from Excel” govern reports and data import functionality respectively. If “Annualize
Growth Ratios” is checked all S ratios will be annualized. Accordingly unchecking this box will
result in year-to-date values for S ratios.
The second checkbox “Accumulate write-offs/recoveries…” controls how PEARLS will import data
from Excel (using Data Entry/Import from Excel functionality). If this box is checked then
recoveries/write-offs figures in Excel worksheet will be treated as year-to-date values and PEARLS will
automatically add all previous years write-offs/recoveries. If the box is unchecked then values in
Excel will be treated as-is and no special processing will take place.
This functionality will generally be used when importing foreign data that does not contain
accumulated write-offs/recoveries. Note that import has to be performed in chronological order for
accumulated figures to be correct!
Changing the Language option changes the language of the labels used in forms and reports as soon
as the new language is selected. This allows users to use a multilingual system for both data entry
and reporting purposes. Changing the language also updates the current labels with changes that
have been entered in the Translations form. Any blank fields that are not needed for translation are
deleted.
To update PEARLS MS when new labels have been entered, click the dropdown arrow for Language
and select a language. The waiting cursor (by default an hour glass) should be displayed temporarily
while the system updates the labels. While the time it takes to convert the labels to the new language
depends on the speed of your computer, it normally takes only a few seconds. Now, switch the
language back to the language in which the manual was written.
At this time, the PEARLS MS is available in 5 languages: English, Spanish, Macedonian, Romanian
and Bulgarian. The system uses “Times New Roman” as the default font. This font should provide
the possibility to work in the language selected and contain all the characters used in the specified
language, otherwise the labels can show up wrong in the PEARLS MS.
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Some of the labels displayed in Tabs, Windows names and Menus use Windows default fonts. In
order to select a font different than the default font for tabs or Window titles, use the Windows
Display Properties/Appearance tab.
Country allows the user to select the country with which he or she wants to work. . Projects and
credit unions must select the country only once during the initial setting of parameters. However,
WOCCU/Madison staff will need to query for credit unions from several countries and will
therefore need to change country from time to time. The name of the country selected
determines what information the user can access. The country name will appear on the reports as
well as at the bottom of data entry forms. WOCCU/Madison staff needs to select the country with
which they want to work before performing any data entry, analysis or report printing.
Reporting Currency allows the user to select the country’s currency. In most cases, the local currency
is selected. This currency is displayed on reports.
Credit Union selects the default credit union that will appear when you enter any section. At the
project or supervisory level, the credit union that is selected will always appear in the data entry
forms, reports and business plan by default. For a single credit union installation, once the credit
union is selected in the System Options section, that credit union name will appear in all reports,
unless it is not selected otherwise in Credit Union Selection screen before running reports.
Note on Credit Union Selection:
It is important to select a credit union. If a credit union is not selected, some parts of the system
may not operate properly or be accessible.
B. Security
1. User Groups
Access to PEARLS MS is divided into six levels or user groups. Each user group has pre-defined
access rights to sections of PEARLS MS. The following is a list of the user groups with their access
rights:
Be consistent in how you structure your definitions: start ALL with defining the degree of access, or
however you want but be consistent.
¾ System Developer: Full access to all areas of PEARLS MS. Developers are mainly
WOCCU/ Madison support personnel. Only developers can make modifications in PEARLS
MS software, like adding new components or updating existing codes, reports, source code,
etc.
¾ WOCCU Administrator: Can make administrative system level modifications that affect
PEARLS MS users in all countries, such as adding new countries or languages or managing
the WOCCU/Madison database.
¾ Project Administrator: Has access to some areas in the System Options section of the system
to make modifications to the PEARLS MS affecting all in-country users, like Translations,
System Preferences, Required Delinquency Allowances etc. Project Administrators are mainly
WOCCU field staff, project technicians and regulators/supervisors of credit unions.
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¾ CU Administrator: Has the ability to export and import data from the system,repair and
compact the system, create new users and set their access rights. CU Administrators are
mainly credit union personnel who are responsible for the PEARLS MS.
¾ Data Entry User: Enters new data in the Data Entry, Scenarios and Import/Export module,
works on business plans, creates financial statement scenarios, as well as previews and prints
reports.
¾ Report User: Reviews or print any reports
Depending on the user level, certain buttons or tabs on forms appear “dimmed” or grayed out.
When a button or tab is dimmed, you do not have rights to access that section of the system.
2. Adding a New User
Only Administrators or Developers can create new user profiles. To add a new user to any of the
groups:
1. Open the PEARLS MS by clicking on its icon in the folder in the Start menu or on the
PEARLS Monitoring System icon on the Desktop.
2. From the PEARLS MS Main Menu, choose the System Options button.
3. Select the Security tab. A window similar to Figure 13 should appear.
Figure 13
4. In the lower left corner of the Security window is a box labeled Organization Level. The
organizational level determines the grouping of users as well as the information that will be
imported and exported between PEARLS systems. Choosing an incorrect organization level can
result in incomplete imports or exports of information and logon problems. The following guide
will help you choose an appropriate organization level:
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¾ WOCCU/Madison level will import and export information for multiple countries. This level
imports and exports the Basic Credit Union Information, Financial Sector Information and
Financial Statement Information. This is the only level where the delinquency requirement
levels are imported.
¾ Country/Project level is selected when PEARLS MS is being used in multiple credit unions in a
single country. This level imports and exports the Basic Credit Union Information and
Financial Statement Information and Financial Sector Information. It is recommended that you
enter the Financial Sector Information before importing credit union data so that the system
imports financial sector data only if there is no data found in the current database. For
example, information passed to the Country/Project level by individual credit unions (or
branch offices) may be entered using local/community interest or exchange rates, which may
differ from the national average rates.
If Financial Sector Information for particular dates is not found in your database and this
information is imported (added), then a warning “New RATES records were added; please
check rates information!” will appear after the import procedure is finished.
¾ Credit Union/Branch level is selected when PEARLS MS is being used in a single credit union
even if the credit union has multiple branch offices. This level imports ONLY the Financial
Statement Information and exports the Basic Credit Union Information and the Financial
Statement Information. The Credit Union/Branch option does not import the Financial Sector
Information because it is assumed that Basic Credit Union Information is maintained and
updated at the credit union level.
Refer to the Import and Export section of this manual in order to familiarize yourself with the type
of data that is imported or exported when different organizational levels are selected.
5. Select the appropriate Organization Level basing your decision on the preceding information.
6. Make sure that the right country and credit union are selected before you work with the Users
form.
7. Click on System User Information button. A window similar to Figure 14 should appear.
Figure 14
Note on New Users:
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Only users who belong to one of the Administrators groups can create new users (i.e. new logon
names) or change their access level in the System User Information form, however they can not create or
change their password. The first time a new user logs on, she/he should enter only a logon name,
while the password box will have to be left blank. She/he should immediately go to the Set Password
screen and enter a new password. All users have access to modify their own password via this menu
option.
8. Let’s start by adding yourself as a system user. Click on Add New User. You will have to enter a
new Login Name. By default, the user’s Login Name is also used as his/her Full Name. It is
recommended that you enter the full user name once the user has been created.
9. By default, all users added to the system have minimum rights at the Report Users access level. To
give a person higher access rights, just select another Access Level that will define his/her access
rights to the system.
ONLY THE USER CAN CREATE HIS/HER PASSWORD. THE SYSTEM ADMINISTRATOR
(Admin) CANNOT CREATE A PASSWORD FOR THE USER UNLESS S/HE LOGS ON AS
THE USER. However, the administrator can clear the user’s password, so the user can enter a
new password the next time s/he enters the system. This is useful when users forget their
password.
NOTE: You will not be able to add Developers rights. Only certain WOCCU/Madison staff can
assign these rights. If you attempt to assign developers rights, the system will
automatically remove you from Developers group.
10. To remove a user from the list, select the user you want to remove and click on Delete button.
When prompted by a window to confirm the deletion, click Yes.
11. To print out the list of users and groups click Print.
12. When you finish entering in new users, click OK. This will return you to the Security tab. Try
exiting the PEARLS MS and entering it again.
13. Logon as either the new user that you created or as Administrator. If you logon as the new user,
DO NOT ENTER A PASSWORD since your password has not been created yet and only the
person that logs on with that name can create a password. If you logon as Administrator,
remember that you changed the password in the previous section. If you entered the system as a
new user, select the System Options button from the PEARLS MS Main Menu and set your new
password using the Set Password button.
In the middle of the Security tab window is the Server Path (PRSERV.MDB) and Local Path
(PRLOC.MDB). These options let the user locate PEARLS MS prserv.mdb and prloc.mdb files
either locally (on the hard drive of the user) or on a network (server).
The Re-Link Files to New Path button reconnects the application to the defined database tables in
the prserv.mdb file. Generally this is not necessary, but is recommended after system breakdown
or if error messages pop up pertaining to non-existent tables.
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PEARLS MS has the ability to export not only the information entered into the system, but also
reports in Word or Excel formats. The Export Path box, below the file locations of the databases
prloc and prserv, is used to enter the default location for the export of the data and reports.
3. Enhancing security of your system
PEARLS MS contains security-enhancement features that can be turned on as needed. In order to
access those settings please open System Preferences window from System Menu:
The following “Security Options” can be set:
Require Strong
If checked PEARLS will require all new passwords to be at least 8 characters
Passwords
long, and contain at least one number and one letter. Note that existing
passwords will not be affected in any way! This setting only applies to new
passwords that users create or change
Require Password
If set to value different from 0 system will track dates when user changed his
Change Every X
password, and require changing it if it’s used more that X days.
Days
Note that when you turn this feature on (by entering non-zero number of days)
system will usually require password changes for every user as soon as he logs
on. After users have changed their passwords system will not require password
change for X number of days
Remember Last X If set to non-zero value system will remember last X passwords entered by each
Passwords
user and wont let the same password to be used again. Passwords are stored in
encrypted form in database and cannot be read by other parties.
Changing this value does not immediately create or purge password history
entries – passwords are stored for later verification only when user actually
changes his password.
Restrict Number
You can set how many users are allowed in system for each access level. System
Of Users By
will not allow adding or activating new users with respective access level if
Access Level
number of users in that level is exceeded.
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C. Changing Labels or Translating PEARLS MS
If you are still on the Security tab in the System menu, click on the Add/Update/Delete tab. Click on
Translations button to access the Translations form. A window should appear similar to Figure 15.
Figure 15
The PEARLS MS has a database table that stores the labels for the system so that it can be used in
multiple languages. All labels in forms, reports, and tables can be translated or adjusted to suit local
language requirements. All translations or modifications to labels are done in this section. Before
you start any translation work, please take time to read the review of the Translations tab. This will
facilitate any work that you do. A step-by-step guide to getting started follows the explanation
section.
Only developers can add NEW languages. The default system comes with English, Bulgarian,
Spanish, Romanian and Macedonian. To add a new language, you will have to contact PEARLS MS
support at WOCCU/Madison.
1. Translation Overview
In the section on the left side below the label Choose Language for Translation are two dropdown boxes
labeled From and To. The first dropdown box on the left is the language the user is translating
FROM (i.e. it should say English if the user is translating from English into another language). The
second dropdown box on the right is the language that the information will be translated TO. For
example, if label modifications were being made for the system in Jamaica, both boxes would read
English. The parameters selected in the Options tab tell the system that the second set of English
labels are for Jamaica, as Jamaica would have been the country selected in the Basic Options tab. In
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the case of Jamaica, many of the labels from the default English system will be used. In this case,
only the labels that are specific to Jamaica need to be changed.
Similarly, if system labels are being modified for credit unions in Bolivia, the system’s default
Spanish labels will be used in both cases, both the From and To dropdown boxes will read Español,
and only the labels that need to be modified for Bolivia are changed. This reduces the need to re-key
all of the labels by modifying only those that don’t fit in the local context. If the system is being
translated from English into Romanian, for example, then the box on the left should say English and
the one on the right should say Romania and all labels in the system would need to be translated
into Romanian.
NOTE: The original English (for country United States)
changed.
labels CANNOT be
On the left side of the window there are four radio buttons: Reports, Forms, Tables and Modules. You
can select one of the radio buttons, for example Reports, and the appropriate report from the combo
box at the left bottom part of the window. When selected, the form would show all the labels used
in the selected report.
The labels for each report or form are sorted in the translation module as they appear in the reports
and forms, starting from the top of the report and proceeding left to right down the page. This
allows the user to see what they are translating and where it will appear in the report. Text strings are
only translated one time. Therefore, if you cannot find a text string in the translation module for a
particular report, form, table or module, it probably is located in another report, form, table or
module.
The New labels button allows you to find new labels or US/English labels that are added to the
system by new release or that have been changed since the last release. This way, when a new version
of the system is released, you can translate only the labels that have been changed or added.
The two radio buttons “Search in…” allow you to search a particular text string either among the
labels in original language or in language to which you will translate. You should type the text string
you are searching for in Search Text box at the bottom part of the screen and click Enter. All the
labels containing the text string you entered will then be displayed in Translations subform.
The option Review last translations allows to review all the translations that have been done during
the last 10 days, month or two months. You can specify the number of days here and can review the
last changes done in labels to make sure that they are correct.
The option All labels can be used to translate or review all the labels you have in your system.
The checkbox Sort in Alphabetical order is provided for your convenience so you can see the labels
sorted in alphabetical order.
The Appears In column represents the name of the form or report in which the translation appears.
If the mouse pointer is held still for a few seconds over one of the translation labels, a popup
window with the last modification date of the label will appear above it.
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D. Empty Database/Import Lotus
1. Emptying the Database
If you are still on System Options form, click on the Empty Database/Import Lotus tab. To access the
Empty Database/Import Lotus tab from PEARLS MS Main Menu, click on the System Options button.
The Empty Database/Import Lotus tab window should appear similar to Figure 16.
Figure 16
Note on Empty Database/Import Lotus Tab
The Empty Database/Import Lotus tab will mainly be used in converting from the old Lotus version of
PEARLS that a league or project may currently be using to the PEARLS MS. It can also be used when
an empty database needs to be created. In most cases the system will be converted by technical staff
from WOCCU/Madison. However, in cases where the old PEARLS MS is used in different credit
unions, local technical staff will have to perform the conversion.
The window with the scroll bar with the labels Description and Log Date is used to record the results
of the import.
At the bottom of the Empty Database/Import Lotus tab are three buttons, Prepare an Empty System,
Import from Lotus and Exit. The Prepare an Empty System button is used to delete all of the records the
system so that the system can be used by a new credit union, project or entity like a Central Bank.
Be carefulwith Prepare an Empty System button. This will delete all financial data you have in the
system, including any Business Planning data you may have entered.
2. Importing Lotus Information (OPTIONAL ONLY FOR PREVIOUS SYSTEM USERS)
Importing information from Lotus is only necessary in countries that use the previous Lotus
Approach/Lotus 1-2-3 system. If you did not use the Lotus 1-2-3 PEARLS MS, then you can skip to
section E. Other Parameters for PEARLS MS (Add/Update/Delete).
23
There are two steps to importing information from the Lotus system. First, country databases must
be imported into Lotus Approach Version 7 in English. The Lotus Approach file for each of the
three databases has been created: CUList7 (ListadoX), Rates7 (TasasX) and PEARLS7 (PERLASX.)
Macros in each of those files have been developed to facilitate the importing of your country
databases into English Version 7 (including the Spanish versions). To import the information into
the Version 7 files of the system:
1. Place copies of the database files on a diskette (if the files are too big to fit on a diskette, you will
get a Windows box asking you to direct the macro to the location of the files): culistX.dbf
(listadoX.dbf), ratesX.dbf (tasasX.dbf) and PearlsX.dbf (PerlasX.dbf) (the X signifies the PEARLS
version that you are currently using).
2. Start Lotus Approach.
3. Open Rates7 and select Tools, Macros, Run and select Import Romania Rates, Import Kenya Rates or
Import Tasas. For all Spanish-speaking countries, the Import Tasas will import all countries. Make
sure that the diskette with the databases is located in the diskette drive before running the macro
or know where the Rates (Tasas) file is located. Make a note of how many records are in the
database. This information will be used later to confirm that the import into PEARLS MS was
successful.
4. Close Rates7.
5. Open Culist7 and select Tools, Macros, Run and select Import Romania Culist, Import Kenya Culist
or Import Spanish Listado. For all Spanish-speaking countries, the Import Spanish Listado should
work. Make sure that the diskette with the databases isin the diskette drive before running the
macro or know where the Culist (Listado) file is located. Make a note of how many records are
in the database. This information will be used later to confirm that the import into PEARLS
MS was successful.
6. Close Culist7.
7. Open PEARLS7 and select Tools, Macros, Run and select Import (Name of Country) PEARLS. The
import macros for each country have been tested against information in the current system.
Make sure that the diskette with the databases isin the diskette drive before running the macro,
or know where the PEARLS (PERLAS) file is located. Make a note of how many records are in
the database. This information will be used later to confirm that the import into PEARLS MS
was successful.
8. Before proceedingto import the information into the PEARLS MS, you must check the PEARLS
database to make sure that information in PEARLS7 exists without a corresponding name in
Culist7 (Listado) or Rates7 (Tasas.) To check this:
¾ Make sure that PEARLS7 is open.
¾ Go to the Database Table tab.
¾ Enter the Worksheet menu and select Add Field. A window similar to Figure 17 will appear.
24
Database Dropdown Arrow
Figure 17
¾ Make sure that CULIST7 is showing next to the Add Field database dropdown arrow. Click
on CUNAME in the Add Field window and drag it next to the CUNAME field in the
PEARLS7 Database Table.
¾ Quickly scroll down the PEARLS7 database table to make sure that all names in PEARLS7
are the same or exist in CULIST7. If there are names in PEARLS7 that don’t exist in
CULIST, add them toCULIST. If the name in PEARLS7 is similar to a name in CULIST,
modify the name in PEARLS7 so that it matches CULIST7.
¾ If the Add Field window is still open, click on the database dropdown arrow and select
RATES7, otherwise, enter the Worksheet menu and select Add Field.
¾ Click on QRTDATE in the Add Field window and drag it next to the QRTDATE field in the
PEARLS7 Database Table.
¾ Quickly scroll down the PEARLS7 database table to make sure that all dates in PEARLS7
exist in RATES7. If there are dates in PEARLS7 that don’t exist in RATES, add them in
RATES. Make a note of how many records are in the three databases (culist, pearls and
rates). This information will be used later to confirm that the import into PEARLS MS was
successful.
IMPORTANT NOTE ON IMPORTING LOTUS INFORMATON
It is critical to verify that the data is clean. Otherwise, when you import the information into
the PEARLS MS, you will not successfully import all of the records. Those records in
PEARLS (PERLAS) that do not have a credit union name in CULIST (LISTADO) or a date in
RATES (TASAS) will not be imported into the new system.
9. After you have verified or cleaned up the data in Lotus Approach, return to the PEARLS MS
Empty Database/Import Lotus tab. Click on the Prepare an Empty System button to delete all of the
records from the database. (This assumes that you need to purge any old records. If this is not
the case, you do not need to do this step.) After you click on the button, a window will appear
asking you to confirm that you want to delete all records in the database. Click OK to this
option as well as the option that asks if you want to clear the business plan.
25
10. Click the Import from Lotus button to open the standard file location window, which will appear
similar to Figure 18.
Figure 18
11. Select the dropdown menu Files of Type: and choose the file type dBASE IV. You will need to
select each file individually (culist7.dbf, pearls7.dbf and rates7.dbf) then click the Link button.
After you link the first file another window asking to link to the index will appear. Click cancel
and select the next Lotus version 7 file to import. Continue this procedure until all of the Lotus
files have been imported. After you have imported all three files, PEARLS MS will slowly break
them down into the new tables. Be patient, this takes a while.
12. The Log screen that is located in the middle of the Empty Database/Import Lotus tab will show the
number of records imported from each database and the tables where the information was
stored. Make sure that the number of records imported is consistent with the number of
records that was noted in the Lotus Approach databases.
Importing from Lotus is a one-time procedure and cannot be repeated. In the event that something
goes wrong (for example, when all records from Lotus are not imported), you will need to repeat the
entire procedure, starting with clicking the Prepare an Empty System button. Do not proceed until
all of the records have been successfully imported from Lotus!
26
E. Other Parameters for the PEARLS MS (Add/Update/Delete)
If you are still on the Empty Database/Import Lotus tab in the System menu, click on the
Add/Update/Delete tab. To access the Add/Update/Delete tab from PEARLS MS Main Menu, click on
the System Options button. A window similar to Figure 19 should appear.
Figure 19
Note on Using the Add/Update/Delete Tab:
The Add/Update/Delete tab of System Options allows Developers to make major changes to the system
such as adding new countries, languages, PEARLS codes, loan categories, etc. Since these changes
can have a major impact on the system, only the Developers user group can make these changes.
An exception to this rule is the Administrators user group, which can make changes in some of the
subsections. Changes in the Country list should originate primarily with WOCCU/Madison staff.
Administrators can add a new country, but cannot change any existing information.
27
The Required Delinquency Allowances section is where allowance requirements are specified. Click on
that button, and you will see a window similar to Figure 20.
Figure 20
Although an allowance of 100% for all loans delinquent greater than 12 months is accepted in most
countries as a financial standard, the allowance required for loans delinquent from 1 to 12 months
varies greatly. WOCCU has established a standard of a 35% allowance of the balance of all loans
delinquent from 1 to 12 months. This encourages credit unions to begin the collection process
immediately, rather than providing long grace periods since the provision expense of 35% occurs
after the loan has been delinquent one month. In some countries, a graduated scale has been
established where the amount of required allowance increases as the period of delinquency increases.
An example of this follows:
1 to 3 Months
3 to 6 Months
6 to 9 Months
9 to 12 Months
More than 12 Months
10%
20%
30%
40%
100%
The PEARLS MS has been configured to allow for various delinquency categories and allowances.
It also includes a non-delinquent loan category where allowance requirements for the non-delinquent
loan portfolio can be placed.
PEARLS system administrator can make certain changes to countries list:
28
Each country is placed in certain region for reporting purposes, and assigned a country code, name
and currency symbol used. Delinquency starting range is used for reporting purposes (when
consolidating data from multiple countries). Default group is credit union group defined for that
country, and that group is considered to be “all” credit unions for reporting purposes. It is used in
cross-country reporting module when user selected “countries” or “regions” in selection screen.
Credit union groups are defined in reporting module’s credit union selection screen.
The “Include in region” checkbox is selected by default, but can be cleared if a particular country
should not be included in regional report, and is used in cross-country reporting module when user
selects reporting by regions.
29
Another area where Administrators can make modifications to the system is in the Ranking Criteria
table. Click the Ranking Criteria button, and a window similar to Figure 21 will appear.
Administrators at the national or project level can modify the ranking criteria table as well as make
changes at the national level. WOCCU has determined minimum and maximum goals for the
ranking system using 13 of the PEARLS ratios.
Figure 21
Notes on the Ranking Criteria:
A ceiling has been set for E9, net capital, of 10% and E5, savings, of 80%. A ratio above the ceiling
does not provide any additional points for credit unions. P3, complete charge-off, is simply
measured by a Yes or a No depending on whether the credit union is charging off all loans
delinquent for more than 12 months. Both R7 (return on shares) and S11 (growth of total assets) use
the inflation rate as the minimum floor. This information is set in the Financial Sector Information
database and is used as an important point of reference for minimum growth or return.
30
The System preferences screen allows administrators to configure countrywide settings (figure 22).
Figure 22
System preferences include:
¾ Show CAMEL report. By default the CAMEL report is accessible in Other Report section of the
Report form. In some countries, the CAMEL report should not be used in order to avoid
confusion between CAMEL and PEARLS reports. Deselecting this box disables access to the
CAMEL report.
¾ Access to credit unions by default. If checked, access to all credit union data is allowed for any user
by default. If unchecked, access to individual credit union data must be set separately for each
user (See Credit Union Access section).
¾ Delinquency Starting Range. While most countries begin calculating delinquency after one month
(starting range 1 to 3 months), some countries consider loans delinquent after only a day (starting
range 1 day to 1 month). The setting affects the delinquency ratios or numbers in all reports that
report delinquency.
¾ Add recoveries to income instead of loan loss allowances. Depending on in-country credit union
regulations, recoveries of written-off loans may be added to either loan loss allowances or to
income. By default, the system adds loan recoveries to loan loss allowances. The setting affects
only calculations in the Business Plan.
¾ Show regulated/nonregulated investments. If this item is checked, balance sheet will show breakdown
of regulated vs. non-regulated investments
The Credit Union Access form (figure 23) allows Administrators to set the access of individual users
to different credit union data. This form should be used only if you want to limit your users access
to some credit union data.
31
Figure 23
To set permissions for a user, first select the user on top of the form andcheck the credit unions to
which she/he needs to have access.
Note that if the setting “Access to credit unions allowed by default” is selected in the System
Preferences screen, you will have to uncheck each credit union to which the user should not have
access.
The next screen, PEARLS Codes (figure 24), shows you all the codes used by the system. This screen
is only accessible to Project/Country Administrators. Unchecking any of the codes on this screen
prevents them from appearing in all data entry forms and reports. Since many codes play important
roles in the system, it is highly recommended that you contact WOCCU technical support before
making any modifications on this screen.
Figure 24
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IV. Miscellaneous Database Management
A. Import/Export PEARLS MS from/to other PEARLS MS Systems
1. IMPORT
To import data from one PEARLS MS to another PEARLS MS, click on the Data Entry, Scenarios
and Import/Export button, and then select the Import tab. A window similar to Figure 25 should
appear.
Figure 25
When importing data, make sure that the Organization Level is set correctly. The following is a
breakdown of the information that is imported by the system by organizational level when you click
on the “Import” button:
WOCCU Country / Credit
Import / Organization Level
/
Project
Union
Branch
Madison
Import Financial Statement Information
a
a
a
a
Import Basic CU Information
a
a
a
Import Financial Sector Information
a(*)
a(*)
a
Import Loan Loss Allowance Requirements
a
Credit Union Groups Information
a
Users Information
a
a
(*) – This information is imported only when the system does not already contain comparable data.
It is recommended that you enter this data before importing.
To start the import procedure:
1. Click the Import tab in the System Options section.
33
2. Click the Import button. A dialog box (window) will appear allowing you to select the file that
you want to import. Once you have selected the file, click OK and the import process will begin
automatically.
Other options in this tab (Import from CSV files and Import from Excel files) are provided for
connectivity with other software and can import financial statements data either from flat text files
or Excel. See end of this document for CSV file format description. Import from Excel will scan all
open Excel workbooks and try to import worksheets named PEARLS; full description of the format
is at the end of this documents.
The “Always overwrite financial statements” checkbox determines how duplicate financial statements
are treated. Normally PEARLS will not import financial statements if your database already contains
more recent data for the same CU and same date. However, if this checkbox is selected then system
will always import data from the file and overwrite any existing data.
2. EXPORT
To export data from one PEARLS MS to another, click on the Data Entry, Scenarios and Import/Export
button from PEARLS MS Main Menu and select the Export tab. A window similar to Figure 26
should appear.
Figure 26
When exporting data, make sure that the Organization Level is set correctly. The following is a
breakdown of the information that is exported by the system by organizational level:
Export / Organization Level
Financial Statement Information
Basic CU Information
WOCCU
/
Madison
a
a
34
Country /
Project
Credit
Union
Branch
a
a
a
a
a
a
Financial Sector Information
Loan Loss Allowance Requirements
Credit Union Groups Information
Users Information
a
a
a
a
a
a
a
a
a
a
In the first dropdown box (from), select the OLDEST date of the financial statement information
that you want to export. In the second dropdown box (to), select the date of the MOST RECENT
financial statement information that you want to export.
The Periodicity box allows you to choose what dates you want to be included in exported data. For
example, Yearly will export only End-of-Year dates information, Quarterly will export only all End-ofQuarter dates and All Dates will export all information within the selected time frame.
The format of the exported files has changed from version 1.0 to 1.1. The new export file is kept in
compressed format, so it can be sent out by e-mail without additional compression needed. By
checking the box 1.0 format, you can export in uncompressed format so that the exported file can be
imported in version 1.0 afterwards.
By selecting the radio buttons Credit Union, Select Group or Select All, you can specify whether you
want to export the data of a single credit union, a group of credit unions or all credit unions in the
system.
Once you have made the above selections, click on the Export button. A window similar to Figure
27 will appear. This window allows you to choose the export directoryand the file name.
Figure 27
By default, the system will export the file to the C:\_PEARLS2\EXPORT or to another directory
specified in System Options screen.
The PEARLS MS uses the following naming conventions when exporting files:
¾ The first letter will be ‘E’stands for Export.
¾ The second and third letters stand for the country code that appears in the Add/Update/Delete,
Countries section in System Options. In the above example, the code for Bolivia is BO.
35
¾ In cases in which the data from a single credit union is being exported, the next numbers would
be the credit union code entered in Basic Credit Union Information. This means that the 8 in
EBO8_9903 in figure 27 means that the information exported was for Bolivian credit union
number 8. Exports performed from WOCCU/Madison or projects do not use the credit union
code.
¾ Numbers after the underscore indicatethe year and the month of the most recent export date (to
in the previous screen)( i.e., June 1999 in Figure 27).
The naming and default location conventions were developed to facilitate the export of data from
the PEARLS MS. You are free to use any naming convention or save the file to any location that
you want. While exporting information, it is possible to observe the number of different records
exported. This information is not maintained in the system and disappears once the OK button is
clicked.
The Export Translations button can be used to export all the translations of the country that is
currently selected. It is suggested that you export any changes to translations and send them to
WOCCU/Madison in order to ensure that they are included in the next version of the system.
B. Repair/Compact and Backup of Database
If you update, delete, add tables or records or simply work with the PEARLS MS, your databases can
become fragmented and use disk space inefficiently. When you compact the database, a copy of the
database is made and the information is organized more efficiently. Occasionally, databases become
damaged and can only be recovered by repairing them. You should compact and repair the
databases on a regular basis to repair damaged files and optimize disk space. It is suggested that you
also repair the database whenever a power failure or system crash occurs since it may result in
database damage.
To simplify the repair/compact process, three (or four) shortcuts have been added to PEARLS MS
folder on the Start menu (Figure 8). These short cuts allow you to compact and repair each of the
three PEARLS MS files with a single procedure. Those shortcuts repair and compress the databases
at the same time as follows:
¾
¾
¾
¾
Optimize Data – Optimizes Local database (PRLOC.MDB file)
Optimize Program – Optimizes Program (PEARLS.MDE file)
Optimize Server Data – Optimizes Server database (PRSERV.MDB)
Optimize Local Server Data – in the case of a Laptop installation, optimizes the Local Server
database (PRSERV.MDB)
If the PRSERV.MDB file has been moved to another location, the location in the properties of the
shortcut must also be changed. To change the properties of a short cut:
1. Click on the Start button and locate PEARLS MS folder in the Programs folder.
2. Right click on the short cut Repair and Compact Server Database.
3. Select the Properties option. A window similar to Figure 28 should appear.
36
Figure 28
4. In both the Target: and Start in: boxes, enter the new location of the PRSERV.MDB database and
click OK.
The program and local databases are also optimized upon exiting from PEARLS MS and usually do
not have to be performed by using shortcuts, however it is recommended that you optimize the
Server Data on a regular basis. You should also run the optimizing procedure at the end of each day
during which changes to the database have occurred or whenever you are backing up the system.
After completing these tasks, you will notice that the size of the database becomes smaller.
Note on Database Repairs and Compact Failures:
Important: To run the compact or repair procedures, the database and any connections to it must
be closed; otherwise, the operation will fail. Only users belonging to the Administrator groups are
permitted to compact and repair a database.
The following files should be backed up:
¾ PEARLS.MDE
PEARLS MS application file
¾ PRSERV.MDE
Server or Network database where the main data are kept
¾ PRLOC.MDE
Local database where the local or temporary data are kept
¾ SYSTEM.MDW
Workgroup information file
You can add any files to the backup procedure that are important to the system such as exported
data, data to be imported or any other file that you believe is necessary.
37
C. Uninstalling PEARLS MS
To UNINSTALL the PEARLS MS, use the Windows application Add/Remove program located in the
Control Panel. Double click on the Add/Remove programs, locate PEARLS MS and select it. Then
click Add/Remove… and follow the instructions. It will be necessary to restart Windows to complete
the Uninstall procedure.
38
D. PEARLS MS Support
Whenever any problem with the PEARLS MS arises, all of the details of the problem should be
written down. The following details are absolutely essential to finding a possible cause of the
problem.
1. The module or form where the problem arose.
2. The sequence of operations or situation where the problem was created as well as the location of
the cursor before the problem arose.
3. The data being processed when the problem started.
4. The exact character of the problem or error message displayed as well as the location of the
cursor afterwards.
5. The reaction of the system, whether the system crashes or forms close, etc.
6. Whether it possible to recreate the problem.
The easiest way to provide support is to send the database files (PRSERV and PRLOC) and log file
LOG.TXT along with a description of the problem to whoever supports the system. For WOCCU
projects or member organizations, this usually will be WOCCU/Madison. For credit unions,
however, this usually will be a local project, supervisory agency or other organization that is
supporting the PEARLS MS locally.
If your organization is supported directly out of WOCCU/Madison you’re welcome to check
PEARLS support page for latest updates, bugfixes and answers to frequently asked questions at
http://www.woccu.org/pearls/support
Note that if your organization haven’t accessed support webpage previosly then you’ll need PEARLS
CD key for initial registration with the support webpage.
If your organization is supported by local league (not WOCCU directly) then please contact them
for support and technical assistance.
39
E. Troubleshooting/Frequently asked questions
NOTE: Most up-to-date support information and FAQ is available at
http://www.woccu.org/pearls/support. You will need your CD key to register with WOCCU
support. However, if your organization is not directly supported by WOCCU please contact
your PEARLS supplier for all support needs.
1. Message “Not enough memory to update display”
MS Access and MS Windows 95/98/Me are quite inefficient when dealing with video
memory and can cause the “Not enough memory to update display” error while working on data
entry forms. The only way to resolve this problem is to close all applications that are open
and restart your computer. This problem has never been reported while using Windows NT
or 2000 workstations.
The following advice may help you avoid this problem in Windows 95/98:
a) Turn off the option to view the desktop as a web page in the Windows Active Desktop
(even if it looks nice, it uses more video memory.) To do this, right click on the desktop,
go to Active Desktop , and make sure that View as a Web Page does not have a check
mark by it.
b) Avoid using the bitmaps in Windows Wallpaper schemes in the Control Panel /Display/
Background option.
c) Update the computer’s display and graphic card drivers.
d) Defragment your hard disk drive on a regular (weekly/monthly) basis. When your hard
drive is very fragmented, Windows may be not able to efficiently use virtual memory.
For most Windows 95 or 98 systems, the Disk Defragmenter program comes with the
operating system and can be found by going to the Start button and selecting
Programs/Accessories/System Tools. This process can take several hours if your hard drive is
large.
e) As a last resort, you may have to change the Virtual Memory settings in Windows System
Properties from Let Windows manage my virtual memory settings to Let me specify my own
virtual memory settings. Make sure that the ones you specify are big enough by selecting a
minimum of at least 64-128 MB and a maximum of 196 – 256 MB.
2. Message “Not enough memory to complete operation”
This normally happens if there is not enough space on the hard disk to accommodate the
virtual memory swap file.
Solution: Space needs to be created on the hard drive by deleting old files or emptying the
recycle bin.
3. Message “The reference is not broken for…”
This message can be seen if there are missing libraries when the system is being started.
40
The successful use of PEARLS MS depends also on library files that are installed during
installation process. If one of these files is removed, it might result in problems with the
PEARLS MS. This may result from problems that occur during the PEARLS MS installation
procedure or by updating Windows or MS Access to a newer version.
Solution: Usually then there are a number of messages listing the references that are not
broken. Please write down or make screenshots of all the error messages that you receive and
send those to technical support. Please send also all information on updates that have been
recently made to the system that may have caused such problems.
4. 'Invalid command line options' error when starting PEARLS MS
Some users have reported error, where PEARLS would not run because of the following error
messages:
"The command line you used to start Microsoft Access contains an option that Microsoft
Access doesn´t recognize" and "Error, the profile PEARLS that you specified on the command
line doesn´t exist in the window registry.
Solution: As a temporary solution the removal of parameter "/profile "PEARLS 2000"" from
Target line in PEARLS MS shortcut can be used. However, there have been several reports that
this problem has been caused by variation of Sircam virus, which takes over the running of
any applications and as a result may lose some of the parameters of the applications.
Please check the following McAfee and Symantec websites, which provide information and
solutions for this virus. Notice, that Symantec webpage provides also a free tool to fix this
problem.
http://vil.mcafee.com/dispVirus.asp?virus_k=99141&
http://www.symantec.com/avcenter/venc/data/w32.sircam.worm@mm.html
So, please check your systems for this virus. If you have found one and it is removed from your
system, please try to run PEARLS MS again.
5. 'Microsoft Access Runtime is not installed' error when starting PEARLS MS
PEARLS would not run because of the following error message:
"Microsoft Access Runtime is not installed. Please install the application and try again". This
error message has been reported to appear on Windows XP workstations when trying to launch
PEARLS for the first time after installation
Solution: Either obtain PEARLS 2.04 (or later) installation CD or use the following
workaround:
a) Go to Control Panel -> Add/Remove Programs. Find “Microsoft Access 2000 Runtime”,
click on it and press Remove button. Confirm deinstallation. Reboot computer if prompted
b) Locate Runtime folder on PEARLS MS installation CD. Open it and double-click on
“Setup”. Follow installation prompts, and run PEARLS MS after the installation is finished.
41
NOTE: Only latest PEARLS MS releases contain Runtime folder! If you do not have it, contact
WOCCU to obtain new CD.
6. System prompts to locate “Data1.MSI” file when trying to install Office 2000 Service Pack 2
Solution: Use the same instructions as in #5 to re-install Access Runtime. After reinstallation
launch SP2 again, and if asked to provide Data1.MSI file, locate it in Runtime folder on
PEARLS CD.
NOTE: Only latest PEARLS MS releases contain Runtime folder! If you do not have it, contact
WOCCU to obtain new CD.
7. A1 ratio is not calculated in ratios report, and “Err” is shown instead
This error is usually caused by upgrading to latest PEARLS version (2.03 or later), and trying to
access upgraded databases with older version. Typical example is networked configuration
where not all workstations have been upgraded to latest release of PEARLS MS
Solution: Install latest PEARLS MS release. If problem persists, contact support.
8. 'OpenForm action cancelled ' error when pressing OK button in credit unions selection for
reports screen, and/or when trying to access “Data Entry, Import, Export” screen from main
menu
Solution: Usually this is indication of serious problem with MS Windows system files and
libraries. It is recommended to completely deinstall and re-install PEARLS so that necessary
libraries and files are copied again and registered properly. If that does not help, you can try
installing Microsoft Windows Script by doing the following:
a) Download installation file from Microsoft website. Windows 2000 version can be
downloaded here and Windows 95/98/ME/NT4 file is here.
NOTE: the download links were valid at the time of writing, but should Microsoft website
contents change and links are no longer functional, please go to
http://www.microsoft.com/vbscript and locate download file for Microsoft Windows Script 5.6
or later.
b) Launch the downloaded file to install Script. Reboot if prompted.
c) Try launching PEARLS MS
NOTE: Please consider complete reinstall of Windows should you encounter this error! There
is no single cause for this error, but it can be caused by corruption in system files, malicious
tampering or even virus attack. As a result there is a risk of encountering frequent errors
and/or losing your data as a result.
9. PEARLS rations and balance sheet reports show the same data regardless of selected credit
union(s)
Solution: A common cause for this is change of system date. PEARLS keeps data for reports in
separate temporary table, and also records last date and time when the table was updated. If
42
you adjust your system date/clock to past date/time, PEARLS can get confused and will not
update the temporary table causing invalid data to be shown in reports.
Please check if your system date and time is correct, and has not recently been changed. Set it
to current date/time and run PEARLS MS again.
If you have accidentally set your date far in the future, run some reports, and changed it back
to current date, PEARLS will not show correct data in reports until that future date comes. The
only workaround is to replace PEARLS.MDE file either with a newer release or backup copy.
You could even use the file from your coworker’s machine.
F. CSV/Excel Data Files Format
PEALRS can import financial statements data from CSV (Comma Separated Values) ASCII text files
or Excel worksheets. Note that WOCCU can provide PEARLS software to vendors for the purpose
of developing data export link from their software to PEARLS. Please contact WOCCU at
support@woccu.org for further details.
Typically data contained in the export file is as of end of month. All numbers must use point as
decimal separator and not thousands separator at all.
The file must contain financial statements data, each item in separate row. Each row is in format:
PearlsCode,Amount
where PearlsCode is 5-letter code, and Amount is the corresponding amount. See the list of codes
below.
When importing data from Excel files PEARLS will scan all open workbooks and try to import data
from worksheets named PEARLS. The worksheet must contain PEARLS code in column A and value
in column C. Note that first row is not scanned as it usually contains column heading. See the list
of codes below.
CUNUM 1-5 digit credit union code as used in PEARLS. The value must exactly match code assigned to this credit
union in PEARLS database!
CUDTE Financial statements date. It should be in format specified by computer’s regional settings
CI010
Institutional Capital: Statutory reserves as defined in the by-laws.
CI020
Institutional Capital: Earnings that are retained above that which is required in the by-laws.
CI030
Institutional Capital: Special earnings that are retained to purchase an asset such as a building to be used for
the CUS office.
CI040
Institutional Capital: Donations.
CI050
Institutional Capital: Accumulated losses that have not been off-set by reserves or member capital.
CII10
Institutional Capital: Year-to-date net income that will be capitalized.
CNA01 Transitory Capital: Loan Loss Allowances
CNI10 Non-Institutional Capital: Asset appreciation over cost or reevaluations.
CNI20 Non-Institutional Capital: Education and social reserves.
CNI30 Non-Institutional Capital: Monetary reserves that are used to off-set losses incurred in inflation.
CNI96 Non-Institutional Capital: YTD income that will not be capitalized, but rather used to increase educational,
social reserves or pay dividends.
CNI97 Transitory capital: Capital Discrepancy
43
CNI98
CNI99
CSH10
CSH20
EF010
EF020
EF030
EF040
EF091
EF092
EF093
EF150
EFA10
EL010
EL020
EL030
EL099
ELA01
EN010
ENA20
EQ010
EQ015
EQ020
EQ030
EQ040
EQ091
EQ092
EQ093
EQA10
IF003
IF006
IF009
IF012
IF013
IF015
IF018
IF021
IG010
ILF10
ILI10
ILP10
ILZ10
INI10
IO010
IQ006
IQ009
Non-Institutional Capital: Current years income that will not be capitalized, but rather used to increase
educational, social reserves or pay dividends.
Non-Institutional Capital: Other reserves that will be expended.
Shares: Mandatory shares purchased by members.
Shares: Voluntary shares purchased by members.
Financial Investments: The amount of shares that the CU has with the league/federation.
Financial Investments: The amount of assets the CU has on deposit with the CFF.
Financial Investments: The amount of long-term deposits at a bank
Financial Investments: The amount of longer-term investments in securities
Financial Investments: The amount of Other Investments 1. This is a user defined field and can/should be
defined for each project.
InterBranch Investments (loans to branches of the same CU)
Allowance financial investments
Loans: The amount of short term (< 1 year) loans.
Loans: The amount of short-term (1 - 3 years) loans.
Loans: The amount of long-term (> 3 years) loans.
Loans: The amount of other loans.
Loans: The amount of allowance for loan losses the CU has.
Non-Financial Investments: Investments in non-financial investments such as pharmacies, supermarkets,
housing, etc.
Non-Financial Investments:allowance for non-financial investments
Liquid Assets: The amount of liquidity reserves with CFF
Other Liquidity Reserves
Liquid Assets: The amount of deposits in the CFF
Liquid Assets: The amount of short-term savings and deposits in Banks
Liquid Assets: The amount of Securities and Investments
Liquid Assets: The amount of Other Investments 1. This is a user defined field and can/should be defined
for each project.
for each project.
for each project.
Liquid Investments: Allowance liquid investments
Financial Investment Income: Field used to record the income from shares in the league.
Financial Investment Income: Income from deposits in CFF
Financial Investment Income: Income from deposits in Banks
Financial Investment Income: Income from Securities and Investments
InterBranch Investments Income
Financial Investment Income: Income from Other I
Financial Investment Income: Income from Other II
Financial Investment Income: Income from Other III
Income from Grants
Loan Income: Income from fees from loan processing charged to members.
Loan Income: Income from interest from loans.
Loan Income: Income from delinquent penalty interest.
Loan Income: Off-set account that decreases the income of the loan portfolio. Used if CU pays insurance for
loan.
Non-financial Investment Income: Income from non-financial investments such as pharmacies, supermarkets,
etc.
Other Income: Sale of passbooks, photocopies, faxes, etc.
Liquid Asset Income: Used for income from deposits in the CFF
Liquid Asset Income: Income from deposits in banks
44
IQ012
IQ015
IQ018
IQ021
IQL03
IQL05
LAA01
LAA04
LAA07
LAA10
LAA13
LAA16
LAA19
LAN01
LAN04
LAN07
LAN10
LAN13
LAN16
LAN19
LBA01
LBA02
LBA03
LBA04
LBA05
LBA06
LBA07
LBN01
LBN02
LBN03
LBN04
LBN05
LBN06
LBN07
LCO10
LCR10
LDA00
LDA02
LDA03
LDA06
LDA08
LDA09
LDA12
LDA99
LDN00
LMF10
LMF20
LMF30
LMF40
LMF91
LMF92
LMF93
LWAA0
Liquid Asset Income: Income from securities and investments
Liquid Asset Income: Income from Other I
Liquid Asset Income: Income from Other II
Liquid Asset Income: Income from Other III
Liquid Asset Income: Field used to record income from liquidity reserves in CFF
Income from Other Liquidity Reserves (non CFF)
Loans awarded Amount: Micro-Enterprise
Loans awarded Amount: Commerce
Loans awarded Amount: Consumer
Loans awarded Amount: Service
Loans awarded Amount: Housing
Loans awarded Amount: Education
Loans awarded Amount: Other
Loans awarded Number: Micro-Enterprise
Loans awarded Number: Commerce
Loans awarded Number: Consumer
Loans awarded Number: Service
Loans awarded Number: Housing
Loans awarded Number: Education
Loans awarded Number: Other
Loan Portfolio Amount: Category 1, user defined
Loan Portfolio Number: Category 1, user defined
Accumulated amount of loans charged-off the balance sheet. This is an off balance sheet account.
Amount of loans charged-off that have been recovered in the current year.
Non delinquent
0 to 1 month
1 to 3 months (was DEL_0_3)
3 to 6 months
6 to 9 months
9 to 12 months
More Than 12 Months
Delinquency: Delinquency is not aged.
Number of loans delinquent.
Market value of shares that the CU has with the league/federation.
Market value of assets the CU has on deposit with the CFF
Market value of long-term deposits at a bank
Market value longer-term investments in securities
Market value of Other Investments 1
Volume of Loans Disbursed to Women in the Period: loans awarded
amount to women up-to-date during current financial year
45
LWAB1
Outstanding Balance of Loans to Women: outstanding amount of all
loans to women
LWNA0 Number of Loans Disbursed to Women in the Period: number of
loans awarded to women up-to-date during current financial year
LWNB1 Number of Loans to Women Outstanding: number of all outstanding
loans to women
LZ300
Number of loans outstanding with initial balance under 300$
LZ400
Number of loans outstanding < 1000 $
LZAD0 Investment allowance deficit
LZPMT Yes(-1) or No (0) Does the CU calculate delinquency based on the outstanding balance method? (entire loan
is delinquent if one payment is missed.)
MAD00 Marketing: Total amount of deposits in target market (target market is all potential members as defined in
bylaws).
MAP00 Marketing: Population of the market area.
ME010 Number of credit union employees
ME020 Number of Loan Officers
MM001 The number of male members of the CU.
MM002 The number of female members of the CU.
MM003 The number of members of the CU where the sex has not been determined.
MM110 The number of youths using the services of the CU (definition of “youth” can vary from country to country).
MM120 The number of third parties using the services of the CU.
MSA00 Marketing: Number of active members.
MSL10 Marketing: Number of members with loans.
MSS10 Marketing: Number of members with regular savings accounts.
MSS20 Marketing: Number of members with other savings accounts.
MST10 Marketing: Number of members with term deposits.
NF010
Fixed assets: Land
NF020
Fixed assets: Building
NF030
Fixed assets: Improvements in rented properties
NF040
Fixed assets: Equipment and furniture
NFD20 Fixed assets: Accumulated depreciation Buildings
NFD30 Fixed assets: Accumulated depreciation Installations
NFD40 Fixed assets: Accumulated depreciation Equipment
NL010 Non-earning Liquid Assets: Amount in cash in the CU used in the operating fund and petty cash.
NL020 Non-earning Liquid Assets: Amount in non-interest bearing current or checking account.
NL030 Non-earning Liquid Assets: Amount in foreign currency in the CU.
NL040 Non-earning Liquid Assets: Amount in non-earning liquidity reserves.
NL050 Other Non-Earning Liquidity Reserves (Non CFF)
NL099 Non-earning Liquid Assets: Amount in other non-earning liquidity accounts (CFF)
NO010 Other assets: Assets that are the result of the exercising the guarantee and have not yet been sold.
NO020 Other assets: Used for organizational expenses incurred when starting-up the organization.
NO030 Other assets: Prepaid assets.
NO099 Other assets: Other deferred assets
NOA10 Other assets: Accumulated amortizations for other assets.
NP010
Problem assets: Assets which have a doubtful value.
NP020
Problem assets: Used when there is a discrepancy in balance sheet when assets does not equal liabilities and
capital.
NP099
Problem assets: Other problem assets.
NR010 Accounts receivable: account for debtors.
NR020 Accounts receivable: account for interest receivable. Not for member loan interest receivable, but rather
investments.
NR030 Accounts receivable: account for notes receivable.
NR040 Accounts receivable: account for payroll receivable.
NR099 Accounts receivable: account for other accounts receivable.
NRA10 Accounts receivable: Allowance account for accounts receivable.
PAP10
Accounts Payable: Accounts payable that will be paid within 30 days.
46
PAP15
PAP20
PAP30
PAP99
PEC10
PEC15
PEC20
PEC99
PECIB
PSD10
PSD20
PSD30
PSD40
PSD50
RLCN0
RSCN0
RTC02
XFC00
XFC05
XFH00
XFH10
XFS00
XFS05
XFT00
XFT05
XFZ99
XO010
XO020
XO030
XO040
XO050
XQL10
ZAP10
ZAX10
ZTAX0
Non-Interest bearing liabilities: External credit (<=30 days)
Accounts Payable: Provisions which include employee benefits.
Non-Interest bearing liabilities: Liability Discrepancy
Accounts Payable: Other accounts payable that will not be paid within 30 days and are not provisions.
External Credit: Short-term loans from the league (<= 1 year)
External Credit: Long-term loans from the league. (> 1 year)
External Credit: Loans from banks.
External Credit: Other loans (donor agencies.)
InterBranch Loans
Savings Deposits: Regular savings deposits.
Savings Deposits: Term deposits.
Savings Deposits: Youth savings accounts.
Savings Deposits: Special savings accounts such as Xmas or vacation accounts.
Savings Deposits: Savings accounts used as a guarantee for a loan.
Rates: Nominal rate that the CU says that it charges on loans (average nominal rate on all loan products).
Rates: Nominal regular savings rate that the CU says that it pays.
Rates: Nominal term savings rate for 90 days that the CU says that it pays.
External Credit Expense
InterBranch Investments Expense
Share Dividend Expense
Share Insurance Expense
Savings Interest Expense
Savings Insurance Expense
Taxes in Interest Paid for Shares
Taxes on Interest Paid For Savings
Other Financial Expense
Operating Expense: Personnel
Operating Expense: Representation
Operating Expense: Administration
Operating Expense: Marketing
Depreciation Expense
Provision expense for loan losses.
Previous period adjustments. (Net)
Nonfinancial, extraordinary income or expenses. (Net)
Income Tax expense
NOTES:
1. Not all codes have to be present in financial statements. If data for some are unapplicable or
unavailable then these codes can be simply omitted.
2. Loans are written off either from shares or provisions. PEARLS does not have a special
expense account for write-offs or income account for recoveries. If CU writes off directly
from expense accounts, XQL10 (provision expense) should be used for this item. Same
applies for bad debt recoveries – if CU posts these directly to income then in PEARLS
recovery figure is lumped together with provision expense (again XQL10).
3. Liquid investments are considered as all interest-earning assets available on less than 3
months notice. Financial investments are more than 3 months notice.
4. For CUs that do not have separate share accounts but regard all their savings as shares, only
the minimum mandatory balance on savings accounts should go into CSH10 (mandatory
shares). Remaining balance should appear in savings (PS…).
5. Delinquent amounts (LDA…) do not include interest, fees or commissions, and are gross
amounts (any pledged savings/shares are not to be subtracted).
47
6. LA… codes refer to loan portfolio awarded year-to-date. Categories are usually assigned as
follows:
1 Micro-Enterprise, 2 Commerce, 3 Consumer, 4 Service, 5 Housing, 6 Education, 7 Other
7. LB… codes refer to total loan portfolio outstanding. Categories are the same as for LA…
codes.
The following codes are contra-asset, contra-liabilities or contra-income (except ZTAX0 which is
below the line item in income/expense statement):
ELA01, ENA20, EQA10, ILZ10, NFD20, NFD30, NFD40, NOA10, NRA10, ZTAX0, CI050,
EFA10
All above codes will be treated as “negative” and appear in BS/IE with minus sign. Actual values in
text file should not be negative. However, there may be some unlikely exceptions (like getting huge
income tax refund and thus recording revenue in income tax expenditure item; then ZTAX0 value
on the file will have to be negative).
48

PEARLS 2000 Administrators Manual English

Transcription

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