PEARLS 2000 Administrators Manual English
Transcription
PEARLS 2000 Administrators Manual English
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). 2 Version: December 14, 2001 3 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). Version: December 14, 2001 4 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 Version: December 14, 2001 5 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 Version: December 14, 2001 6 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 Version: December 14, 2001 7 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. Version: December 14, 2001 8 Figure 5A Version: December 14, 2001 9 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 Version: December 14, 2001 10 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. Version: December 14, 2001 11 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 Version: December 14, 2001 12 Figure 10 Version: December 14, 2001 13 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. Version: December 14, 2001 14 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. Version: December 14, 2001 15 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. Version: December 14, 2001 16 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: Version: December 14, 2001 17 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: Version: December 14, 2001 18 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. Version: December 14, 2001 19 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. Version: December 14, 2001 20 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 Version: December 14, 2001 21 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. Version: December 14, 2001 22 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). Version: December 14, 2001 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. Version: December 14, 2001 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. Version: December 14, 2001 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! Version: December 14, 2001 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. Version: December 14, 2001 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: Version: December 14, 2001 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. Version: December 14, 2001 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. Version: December 14, 2001 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. Version: December 14, 2001 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 Version: December 14, 2001 32 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. Version: December 14, 2001 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 Version: December 14, 2001 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. Version: December 14, 2001 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. Version: December 14, 2001 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. Version: December 14, 2001 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. Version: December 14, 2001 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. Version: December 14, 2001 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. Version: December 14, 2001 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/[email protected] 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. Version: December 14, 2001 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 Version: December 14, 2001 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 [email protected] 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 Version: December 14, 2001 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. Financial Investments: The amount of Other Investments 2. This is a user defined field and can/should be defined for each project. Financial Investments: The amount of Other Investments 3. 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. Liquid Assets: The amount of Other Investments 2. This is a user defined field and can/should be defined for each project. Liquid Assets: The amount of Other Investments 3. This is a user defined field and can/should be defined 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 Version: December 14, 2001 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 Amount: Category 2, user defined Loan Portfolio Amount: Category 3, user defined Loan Portfolio Amount: Category 4, user defined Loan Portfolio Amount: Category 5, user defined Loan Portfolio Amount: Category 6, user defined Loan Portfolio Amount: Category 7, user defined Loan Portfolio Number: Category 1, user defined Loan Portfolio Number: Category 2, user defined Loan Portfolio Number: Category 3, user defined Loan Portfolio Number: Category 4, user defined Loan Portfolio Number: Category 5, user defined Loan Portfolio Number: Category 6, user defined Loan Portfolio Number: Category 7, 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 Market value of Other Investments 2 Market value of Other Investments 3 Volume of Loans Disbursed to Women in the Period: loans awarded amount to women up-to-date during current financial year Version: December 14, 2001 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. Version: December 14, 2001 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). Version: December 14, 2001 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). Version: December 14, 2001 48