Overview

This feature allows microlenders to generate a monthly file containing employee and their loan details. This file is then provided to employers, who arrange for loan installment deductions from employee salaries.

The Loan Payroll Export file can be generated in two ways:

• Manually: For on-demand file creation.

• Automatically (Scheduled): For regular, automated file generation and emailing. Note that the MAXMAIL module must be enabled and configured for scheduled exports.

1. Entity-Specific Configuration

The Group Setup Administrator for the legal entity must complete the following configurations within MAXMONEY.

1.1. User Access Roles & Permissions

Ensure that users who need to manage or view the Loan Payroll Export have the correct permissions:

1. Navigate to Setups > Security > Roles.

2. Edit the relevant user role(s).

3. Ensure the following resources are selected and enabled for the role:

   • Processing: Loan: Export for Payroll (Allows the user to manually generate the payroll export file)

   • Processing: View Logs (Allows the user to view the results and history of the payroll export process)

1.2. File Layout Setup

The file layout for the Loan Payroll Export is fixed and standardized. No specific setup is required for the file layout itself.

1.3. Employer Setup (for Scheduled Exports)

To include an employer's loans in the scheduled export process:

1. Navigate to the employer's record in MAXMONEY.

2. Edit the employer's details.

3. Select the "Scheduled Payroll" checkbox.

Employers without this checkbox selected will be excluded from scheduled runs but can still be included in manual exports.

1.4. Loan Setup (for all exports)

For an individual loan to be included in any Loan Payroll Export file (manual or scheduled), it must have the correct payback type:

• When creating or editing a loan, set the Payback Type to Salary Deduction Receipt.

2. Generating the Loan Payroll Export File

2.1. Scheduled (Automatic) Process

If MAXMAIL is enabled and configured, and all setups in Section 1 are complete, the system will automatically generate and email the Loan Payroll Export files.

Setup for Scheduled Reports:

1. Navigate to Setups > Reporting > Scheduled Reports Setup.

2. Click Add or Edit an existing schedule.

3. Configure the following:

   • Report Type: Select Loan Payroll Export.

   • Frequency: Choose how often the report should run (e.g., Daily, Weekly, Monthly).

   • Day (if applicable): If weekly or monthly, specify the day (e.g., Friday, or a specific day of the month).

   • Enable: Ensure this checkbox is selected to activate the schedule.

   • Send Users: Select the users who should receive the emailed export file.

   • Date filter: Define the period for loan inclusion (e.g., Previous Day, Current Month). The loan agreement date must fall within this filter to be included.

4. Save the schedule.

The process will automatically select all employers where the "Scheduled Payroll" setting (see Section 1.3) is enabled and email the payroll files to the selected users according to the defined schedule.

2.2. Manual Process

You can generate the Loan Payroll Export file manually at any time.

1. Navigate to Processing > Loan > Export Loan Payroll.

2. Specify any required date ranges or filters. Ensure the loan agreement dates fall within the selected date filter.

3. Execute the process.

The file will be generated for all applicable loans based on your filter criteria and the "Salary Deduction Receipt" payback type.

3. Verifying the Process (Viewing Logs)

Whether generated manually or via a schedule, you can view the history and status of the Loan Payroll Export process:

1. Navigate to Processing > Logs.

2. Look for entries related to the "Loan Payroll Export" to see if it was processed successfully, review any errors, and confirm details of the generation.