General

Navigation: Client Administration > Add a New Client > General.

This is the primary screen for capturing the core details of a new client. Below is a comprehensive guide to each field and function on this page.

Important Guidelines

Before proceeding, please be aware of the following high-level rules:

Data Sharing Compliance: All information should be completed in accordance with the latest SACCRA (South African Credit & Risk Reporting Association) rules for entities in Namibia and South Africa.
Collection Service Providers: If you are using an integrated Collection Services Provider, ensure you follow their specific data entry guidelines.
Update Security: For existing clients, certain fields are secured and can only be updated by users with specific permissions. This security applies when updating a client, not when adding a new one. These fields include:
- Title, Initials, First Name, Full Names, Surname, ID Type, and ID Number.

Value added Client features

Feature Description Documentation

Client Photo Display a photo of the client on the General page. Photos can be taken with a webcam linked to your PC. Photo Setup

MFI Score Display a micro finance credit score, developed by XDS. (South Africa) MFI Score

Field Reference Guide

This table details each field on the "General" screen, its requirements, and specific rules.

Field Name Required? Description & Rules

Client Number Yes A unique identifier for the client within your legal entity. The system can auto-generate a sequential number. If entering manually, use only letters and numbers. Using special characters (e.g., /, @, .) will cause an error and prevent loan agreements from being generated.

Original Client Number No Used during a data import to store the client's number from a previous system for reference

Home Branch Yes The client's primary branch. This can be changed if the user has permission. Changes are logged

Status Yes The client's current standing. See the detailed "Client Status Definitions" table below

Status Label No Custom statuses can be configured and be allocated to the client. See how to setup and manage custom status labels .

Personal Details

Field Name	Required?	Description & Rules
Title	No	Select the client's title (e.g., Mr., Ms.). Changes are logged.
Initials	Yes	Enter the client's initials. Changes are logged.
First Name	Yes	Enter the client's primary given name. Changes are logged.
Full Names	Yes	Enter the client's full names as they appear on their ID. Changes are logged. For data sharing it must contain at least one vowel.
Surname	Yes	Enter the client's legal surname. Changes are logged. For data sharing it must contain at least 2 characters and at least one vowel (a, e, i, o, u, y).
Other Surname	No	Optional field for a maiden name or other known surname.
Gender	No	Select Male or Female.
Date of Birth	Yes	Format: `dd/mm/yyyy`. You can use the calendar icon to select the date. For data sharing, this may not be in the future.
Place of Birth	No	Optional field to enter the client's place of birth.
Country of Origin	No	Select the client's country of origin from the dropdown list.

Official Identification & Tax

Field Name	Required?	Description & Rules
ID Type	Yes	Select the type of identification the client has provided (e.g., South African ID, Passport). Changes are logged.
ID Number	Yes	(Max. 25 characters). Enter the number from the selected ID document. The format is validated based on the ID Type . No spaces allowed. For credit bureau inquiries, do not use special characters. Changes are logged. For Allps integration, this must be a valid ID number. For data sharing only numeric values are allowed and it may not contain one repeated character throughout the field.
Passport Expiry Date	Yes (if ID Type is Passport)	Format: `dd/mm/yy`. Use the calendar icon for easy selection. For Allps integration, only numbers are allowed. For data sharing the passport number and the date of birth is required if a valid in-country ID number is not supplied.
Tax Number	No	(Max. 25 characters). Optional field for the client's tax identification number. Changes are logged.

System & Sales Information

Field Name	Required?	Description & Rules
Language	No	Language for communications. The available options are determined by your company's country of operation.
Salesperson	No	Assign a salesperson. This list must be pre-configured by your Group Setup Administrator (GSA). User permissions may restrict changing this field.
Marketing Information	No	Select how the client heard about your business. This list is managed by a GSA.
Classification	No	An optional, short classification for internal use.
Display Note	No	A short note that will be prominently displayed on the client's profile.

Client Status Definitions

The Status field is critical for managing client risk and loan eligibility.

For a visual guide on how to change the status of a client, watch the video link - https://www.youtube.com/watch?v=tAK9a4JTs0E

Status	Description	System Actions & Notes
Awaiting Approval	New client currently undergoing assessment.	No loans can be granted.
New	A new client with no established payment history.	Proceed with caution.
Good	An existing client with a reliable and positive payment history.
Risky	A client who does not pay regularly or who has poor affordability.
Overdue	The client's account is overdue, and they have defaulted on payment.	No new loans can be granted. Client's profile colour changes to Lilac.
Tracing	The client has defaulted and their current whereabouts are unknown.	No new loans can be granted.
Debt Collecting	The client has bad debt which has been sent for internal collection.	No new loans can be granted.
Debt Review	The client is officially under debt review.	No new loans can be granted.
Handed Over	The client's account has been handed over to external debt collectors.	No new loans can be granted.
Impaired Record	The client has a history of non-payment. Used for "Black Listed" status during data imports.	No new loans can be granted.
Deceased	The client has been confirmed as deceased.	This action is irreversible. No new loans can be granted.
See Note	A status for new or unique clients who do not fit other categories.	Refer to the Display Note for more information.
Inactive	The client is no longer active.	Client's profile colour changes to Light Blue
Repeat Offender	A client who has missed the agreed payment date multiple times.

Action Buttons

Save: Stores all new information and changes you have made on the screen.
Cancel: Discards all changes made and closes the screen.
Close: Closes the current page and returns to the client search page.
Back: Takes you to the previously viewed page within the client creation process.
Next: Saves the current page and proceeds to the next screen in the client creation process.

Feature	Description	Documentation
Client Photo	Display a photo of the client on the General page. Photos can be taken with a webcam linked to your PC.	Photo Setup
MFI Score	Display a micro finance credit score, developed by XDS. (South Africa)	MFI Score