UBU Finance System Platform Documentation — Bank Profit
Introduction
This documentation details the Bank Profit Module of the UBU Finance System Platform (https://system.ubu-economy.com).This module helps financial institutions track, classify, and analyze all profit and expense activities, enabling accurate financial reporting and performance monitoring. The platform implements a sophisticated Bank Profit that includes:
- Expense Categories: Classifies and organizes all types of expenses for accurate tracking and reporting.
- Expense Management: Manages the recording, approval, and monitoring of all financial expenses within the system.
- Fixed Deposit Accounts (FD Accounts):Handles customer fixed deposits, calculates interest, and tracks profit earned at maturity.
- Departments: Represents internal units used for assigning expenses, profits, and budgets across the organization.
- Digital Vaults:Securely stores digital financial documents and records, ensuring safe access, retrieval, and long-term preservation.
Platform Overview
System Platform URL: https://system.ubu-economy.com
The system platform provides finance administrators and staff with corresponding permissions, giving them control over profit-related operations according to their roles, from managing expense categories and recording expenses to handling fixed deposit accounts, overseeing departmental financial activities, managing digital vaults, and accessing profit analytics and reports.
Bank Profit Management Features
Fixed Deposit Workflow
- First start by configuring internal accounts for expenses and income.
- Second configure account type for fixed deposit accounts.
- Then create fixed deposit account
Steps for configuring internal accounts for Fixed Deposit Account
1. Access Internal Account Types
Open the sidebar.
Navigate to Account Management → Account Types.
The Account Types page is displayed.
2. Create an Account Type for Internal Processing
Click Create Account Type.
A popup form opens.
Create an internal account type related to internal Account for either interest or Income
Provide the account type name and description.
Save the account type.
This account type will later be linked to an internal account.
3. Access Internal Accounts
From the sidebar, navigate to Account Management → Internal Accounts.
The Internal Accounts management page loads with a table and action buttons.
4. Create an Internal Account
Click the Create Internal Account button.
A popup form opens.
5. Fill Internal Account Details
Enter the internal account name.
Select the Account Type from the dropdown.
Choose the account type created earlier (Interest, Income, or Penalty).
Select the Currency for the internal account.
Choose the Digital Vault to which the internal account will be linked.
6. Select Account Nature
Choose whether the internal account is Income or Expense.
System enforces the rule that an internal account cannot be both income and expense.
7. Save the Internal Account
Review the entered details.
Click Save / Create.
The internal account is created and listed in the Internal Accounts table.
8. Repeat for Required Accounts
Repeat the above steps to create all required internal accounts for Fixed Deposit processing, such as:
Expense Account
Payable Account
Penalty Income Account
9. Availability for Fixed Deposit Configuration
Once created, the internal accounts become selectable in:
Fixed Deposit Interest Processing Internal Accounts configuration
These accounts will be used for posting interest accruals, payouts, and penalties.
Steps to Configure an Account Type for Fixed Deposit Accounts
1. Access Account Types
Open the system sidebar.
Navigate to Account Management → Account Types.
2. Create a Fixed Deposit Account Type
Click the Create Account Type button.
A Create Account Type popup form opens.
Check the option “Universal Fixed Deposit”.
This checkbox is mandatory to classify the account type as a Fixed Deposit Account Type.
Once checked:
Loan-related features are automatically disabled.
The account type becomes selectable only for Fixed Deposit accounts.
The system creates the account type and displays it in the Account Types table.
3. Open Account Type Configurations
In the Account Types table, locate the newly created Fixed Deposit account type.
In the Action column, click View Account Configurations.
The system navigates to the Account Type Configuration page with three tabs:
Account Type Details
Currency Configurations
Fixed Deposit Interest Processing Internal Accounts
4. Configure Currency Settings
Navigate to the Currency Configurations tab.
Click Create Configuration.
A Currency Configuration popup form opens.
Fill in currency-specific FD settings:
5. Configure Fixed Deposit Interest Processing Internal Accounts
Navigate to the Fixed Deposit Interest Processing Internal Accounts tab.
Click Create Fixed Deposit Interest Processing Account.
Save the configuration.
Steps to create Fixed Deposit Account
1. Open Account Management → Customers
Click Account Management in the sidebar.
Click Customers. The customers table loads.
2. Locate the customer
Use the table search or filters (name, ID, email, phone) to find the customer row.
Confirm you have the correct customer by checking name and ID.
3. Open customer view
In the customer’s row, click the View button in the Action column.
The app navigates to the Customer Details page (tabbed interface).
4. Go to the Bank Accounts tab
On the Customer Details page, select the Bank Accounts tab.
Confirm the tab lists existing accounts (savings, current, FD, etc.).
5. Start creating a new account
Click the Create Account button on the Bank Accounts tab.
A modal (popup) titled Create Account appears.
6. Confirm customer context
The modal displays Customer Name (auto-fetched, read-only).
7. Select account type
Click the Account Type dropdown.
Choose the Fixed Deposit account type (only FD types should be selectable if other types hidden/filtered).
8. Select currency
Click the Currency dropdown.
Select the currency for this FD account.
9. Then click "Save"
-
We continue with configuring fixed deposit account by going to balance indexing tab and go to fixed account details.
-
On the created fixed deposit account by clicking on edit you configure the interest either compound and/or posting.
-
By navigating Balance Indexing Account Details page on the tabs we have "Fixed Deposit Account Interests" which displys interest information and on that page we have "Interest Action" with the following actions :
Process Interest Accrued: Displays a form which calculates interest View Accrued Interest: Displays interest View Audit Logs: Displays logs information
Fixed Deposit Analytics
It is accessed under Account management on the side bar .
The Fixed Deposit Analytics page provides insights into the performance, distribution, and profitability of fixed deposit accounts across the institution.
Formulas that are used in Fixed Deposit Account Interest Calculations
Interest Formula: Monthly Interest = Current Balance × (Annual Interest Rate ÷ 12) Withdrawal Penalty Formula: Penalty = Withdrawal Amount × Penalty Rate; withdrawals_used_this_year ≥ allowed_withdrawals_per_year
Features Accessible from Sidebar Menu (Bank Profit Management)
Departments
You can find this feature in the sidebar for easy access
Search Bar
| Aspect | Description |
|---|---|
| Permission | View Departments |
| Functionality | Allows users to search departments by name or code |
| Access | Available on the Departments page under Bank Profit Management |
| Platform | System Platform |
Departments Table
| Aspect | Description |
|---|---|
| Permission | View Departments |
| Functionality | Displays a list of all departments with details |
| Access | Available on the Departments page under Bank Profit Management |
| Platform | System Platform |
Create Department
| Aspect | Description |
|---|---|
| Permission | View Departments |
| Functionality | Opens a form for adding a new department, including name, code and description |
| Access | Available on the Departments page under Bank Profit Management |
| Platform | System Platform |
Filter Button
| Aspect | Description |
|---|---|
| Permission | View Departments |
| Functionality | Filters the list of departments based on date |
| Access | Available on the Departments page under Bank Profit Management |
| Platform | System Platform |
View Department Button
| Aspect | Description |
|---|---|
| Permission | View Departments |
| Functionality | Opens a detailed view of the selected department |
| Access | Located in the Action column of the Departments table |
| Platform | System Platform |
Activate / Deactivate Department Button
| Aspect | Description |
|---|---|
| Permission | Update Department |
| Functionality | Allows users to activate or deactivate a department depending on its current status |
| Access | Located in the Action column of the Departments table |
| Platform | System Platform |
Edit Department Button
| Aspect | Description |
|---|---|
| Permission | Update Department |
| Functionality | Opens a form pre-filled with the department’s existing details, allowing updates |
| Access | Located in the Action column of the Departments table |
| Platform | System Platform |
Delete Department Button
| Aspect | Description |
|---|---|
| Permission | Delete Department |
| Functionality | Deletes a department permanently only when it is not in use (no linked expenses or profits) |
| Access | Located in the Action column of the Departments table |
| Platform | System Platform |
Expenses Category
You can find this feature in the sidebar for easy access
Search Bar
| Aspect | Description |
|---|---|
| Permission | View Expense Categories |
| Functionality | Allows users to search expense categories by name |
| Access | Available on the Expense Categories page under Bank Profit Management |
| Platform | System Platform |
Expense Categories Table
| Aspect | Description |
|---|---|
| Permission | View Expense Categories |
| Functionality | Displays all expense categories with details |
| Access | Available on the Expense Categories page under Bank Profit Management |
| Platform | System Platform |
Create Expense Category Button
| Aspect | Description |
|---|---|
| Permission | Create Expense Category |
| Functionality | Opens a form to create a new expense category with fields to fill |
| Access | Available on the Expense Categories page under Bank Profit Management |
| Platform | System Platform |
N.B: When Creating an expense category one should choose either if it requires approval or not when filling the form and approval are made on expenses management page and approval should be done by a differnt person formn the one who created it
Filter Button
| Aspect | Description |
|---|---|
| Permission | View Expense Categories |
| Functionality | Filters categories by status (Active/Inactive) |
| Access | Available on the Expense Categories page under Bank Profit Management |
| Platform | System Platform |
View Category Button
| Aspect | Description |
|---|---|
| Permission | View Expense Categories |
| Functionality | Opens detailed information about the selected expense category |
| Access | Found under the Action column of the Expense Categories table |
| Platform | System Platform |
Activate / Deactivate Department Button
| Aspect | Description |
|---|---|
| Permission | Update Expense Category |
| Functionality | Activates or deactivates a category depending on its current status |
| Access | Found under the Action column of the Expense Categories table |
| Platform | System Platform |
Edit Department Button
| Aspect | Description |
|---|---|
| Permission | Update Expense Category |
| Functionality | Opens a form pre-filled with existing category details, allowing them to update |
| Access | Found under the Action column of the Expense Categories table |
| Platform | System Platform |
Delete Expense Category
| Aspect | Description |
|---|---|
| Permission | Delete Expense Category |
| Functionality | Deletes an expense category only if it is not in use |
| Access | Found under the Action column of the Expense Categories table |
| Platform | System Platform |
Expenses Management
You can find this feature in the sidebar for easy access
Expenses Management Workflow
- Create Internal Accounts responsible for expenses and income.
- Then Create Transaction Channel.
- Then configure Tranactions channel capabilities for transaction types (Expense Payment) and channel.
Steps to Configure Transaction Channels
1. Transaction Types
Open the sidebar.
Navigate to Transaction Management → Transaction Types.
On this page we have different transaction types including expense payments, income collection and others.
Ensure all required transaction types are active before proceeding.
2. Access Transaction Channels
From the sidebar, go to Transaction Management → Transaction Channels.
The Transaction Channels page displays:
Transaction channels table
Search and filters
Create Transaction Channel button
3. Create a Transaction Channel
Click Create Transaction Channel.
A popup form opens.
Enter channel details such as:
Channel name
Description
Status (Active/Inactive)
Save the transaction channel.
The new channel appears in the transaction channels table.
4. Link Transaction Types to the Channel
In the transaction channels table, locate the created channel.
Click View Transaction Types Link in the Action column.
You are redirected to a page displaying linked transaction types.
Click Create Transaction Type Link.
Select one of the previously created transaction types.
Save the link.
Repeat for all required transaction types (Expense Payment, Income Collection, Interest Posting).
5. Configure Channel Type Link Capabilities
In the transaction channels table, click Capabilities in the Action column.
The system opens a page with two tabs:
Channel Type Link Capabilities
Loan Channel Permissions
Select the Channel Type Link Capabilities tab.
6. Create Channel Type Link Capability
Click Create Channel Type Link Capability.
A popup form opens.
Fill in the required configuration fields:
Currency
Internal Account
Daily Transaction Limit
Minimum Transaction Amount
Maximum Transaction Amount
Other channel-specific settings
Validate:
Selected internal account matches the transaction type purpose.
Currency matches the internal account currency.
Limits comply with institutional policy.
Save the configuration.
7. Final Validation
Ensure:
Transaction types are correctly linked to the channel.
Channel capabilities are configured for required currencies.
Channel status is set to Active.
Make sure that transaction type which is "Expense Payment" is linked to transaction channel
Make sure that transaction type which is "Income Collection" is linked to transaction channel
All Expenses tab
Search Bar
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Allows users to search all expenses by vendor or invoice |
| Access | Located at the top of the All Expenses tab |
| Platform | System Platform |
Expenses Table
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Displays all expenses with columns such as amount, category, department, status, and actions |
| Access | Located at the top of the All Expenses tab |
| Platform | System Platform |
Create Expense Button
| Aspect | Description |
|---|---|
| Permission | Create Expense |
| Functionality | Opens a form to create a new expense with fields to fill |
| Access | Located at the top of the All Expenses tab |
| Platform | System Platform |
Filter Button
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Filters expenses by Start Date, End Date, Category, and Status |
| Access | Accessible via the Filter button in the All Expenses tab |
| Platform | System Platform |
View Expense Button
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Opens a detailed view of the selected expense entry |
| Access | Located in the Action column of the All Expenses table |
| Platform | System Platform |
Clicking View Expense Button opens a page with three tabs:
Expense Details: Shows expense information, status, amount, category, and department.
Reverse Payment Requests: Displays requests to reverse payments linked to the expense.
Expense Documents: Lists uploaded supporting documents and upload douments to upload them.
Note: An expense cannot be approved unless the required documents are uploaded and another person different from the one who created expense should approve the expense.
Logs Button
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Opens a record of all activity logs related to the expense |
| Access | Located in the Action column of the All Expenses table |
| Platform | System Platform |
Edit Expense Button
| Aspect | Description |
|---|---|
| Permission | Update Expense |
| Functionality | Opens a form pre-filled with the expense details for editing |
| Access | Located in the Action column of the All Expenses table |
| Platform | System Platform |
Evaluate Expense Button
| Aspect | Description |
|---|---|
| Permission | Evaluate Expense |
| Functionality | Opens a pop-up form allowing the finance team to evaluate and make a decision on the expense |
| Access | Available in the Action column of the All Expenses table |
| Platform | System Platform |
Make Payment Button
| Aspect | Description |
|---|---|
| Permission | Make Payment |
| Functionality | Initiates and processes a payment transaction |
| Access | Located in the Action column of the All Expenses table |
| Platform | System Platform |
Reverse Payment Button
| Aspect | Description |
|---|---|
| Permission | Reverse Payment |
| Functionality | Reverses a previously completed payment |
| Access | Located in the Action column of the All Expenses table |
| Platform | System Platform |
Steps to Reverse Payment
- Request reverse payment by clicking on that icon found in action column
- Click on view details button then go Reverse Payment Requests tab
- Approve the request by clicking on the icon Approve Request found in Action column on that table
- Then Click on Execute reverse icon found in that table in Action Column.
Delete Expense Button
| Aspect | Description |
|---|---|
| Permission | Delete Expense |
| Functionality | Deletes an expense only when it is not in use or has no financial dependency |
| Access | Located in the Action column of the All Expenses table |
| Platform | System Platform |
Pending Expenses tab
Search Bar
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Allows users to search all expenses by vendor or invoice |
| Access | Located at the top of the Pending Expenses tab |
| Platform | System Platform |
Expenses Table
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Displays all expenses with columns such as amount, category, department, status, and actions |
| Access | Located at the top of the Pending Expenses tab |
| Platform | System Platform |
Create Expense Button
| Aspect | Description |
|---|---|
| Permission | Create Expense |
| Functionality | Opens a form to create a new expense with fields to fill |
| Access | Located at the top of the Pending Expenses tab |
| Platform | System Platform |
Filter Button
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Filters expenses by Start Date, End Date, Category, and Status |
| Access | Located at the top of the Pending Expenses tab |
| Platform | System Platform |
View Expense Button
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Opens a detailed view of the selected expense entry |
| Access | Located at the top of the Pending Expenses tab |
| Platform | System Platform |
Logs Button
| Aspect | Description |
|---|---|
| Permission | View Expenses |
| Functionality | Opens a record of all activity logs related to the expense |
| Access | Available in the Action column of the Pending Expenses table |
| Platform | System Platform |
Edit Expense Button
| Aspect | Description |
|---|---|
| Permission | Update Expense |
| Functionality | Opens a form pre-filled with the expense details for editing |
| Access | Available in the Action column of the Pending Expenses table |
| Platform | System Platform |
Evaluate Expense Button
| Aspect | Description |
|---|---|
| Permission | Evaluate Expense |
| Functionality | Opens a pop-up form allowing the finance team to evaluate and make a decision on the expense |
| Access | Available in the Action column of the Pending Expenses table |
| Platform | System Platform |
Make Payment Button
| Aspect | Description |
|---|---|
| Permission | Make Payment |
| Functionality | Initiates and processes a payment transaction |
| Access | Available in the Action column of the Pending Expenses table |
| Platform | System Platform |
Reverse Payment Button
| Aspect | Description |
|---|---|
| Permission | Reverse Payment |
| Functionality | Reverses a previously completed payment |
| Access | Available in the Action column of the Pending Expenses table |
| Platform | System Platform |
Delete Expense Button
| Aspect | Description |
|---|---|
| Permission | Delete Expense |
| Functionality | Deletes an expense only when it is not in use or has no financial dependency |
| Access | Available in the Action column of the Pending Expenses table |
| Platform | System Platform |
Expense Analytics
You can find this feature in the sidebar for easy access
The Expense Analytics page provides a comprehensive visual and data-driven breakdown of all expenses recorded in the system. It helps administrators, finance teams, and auditors analyze financial performance, spending trends, and department-level expenditure.
N.B: Pie Charts' measurements are in percentage(%)
Analytics Summary Widgets(Table)
| Aspect | Description |
|---|---|
| Permission | View Expense Analytics |
| Functionality | Displays summary statistics including Total Expenses, Approved Expenses, Pending Expenses, and Rejected Expenses |
| Access | Located at the top of the Expense Analytics page |
| Platform | System Platform |
Graphs & Charts(Graphs)
| Aspect | Description |
|---|---|
| Permission | View Expense Analytics |
| Functionality | Visualizes expenses with Bar Charts, Line Charts, Pie Charts, and Trend Comparison graphs |
| Access | Located at the top of the Expense Analytics page |
| Platform | System Platform |
Digital Vaults
You can find this feature in the sidebar for easy access
Search Bar
| Aspect | Description |
|---|---|
| Permission | View Digital Vaults |
| Functionality | Allows users to search vaults by Vault Name |
| Access | Located at the top of the Digital Vaults page |
| Platform | System Platform |
Digital Vaults Table
| Aspect | Description |
|---|---|
| Permission | View Digital Vaults |
| Functionality | Displays all vaults with columns such as Vault Name, Currency, Current Balance, Status, and Actions |
| Access | Located in the main table on the Digital Vaults page |
| Platform | System Platform |
Create Vault Button
| Aspect | Description |
|---|---|
| Permission | Create Digital Vault |
| Functionality | Opens a form to create a new digital vault with fields |
| Access | Available on the Digital Vaults page under Bank Profit Management |
| Platform | System Platform |
Filter Button
| Aspect | Description |
|---|---|
| Permission | View Digital Vaults |
| Functionality | Filters vaults by Status, Currency, Minimum Balance, Maximum Balance, Start Date, and End Date |
| Access | Accessible via the Filter button on the Digital Vaults page |
| Platform | System Platform |
View Transactions Button
| Aspect | Description |
|---|---|
| Permission | View Digital Vaults |
| Functionality | Displays a list of all transactions associated with the selected digital |
| Access | Located in the Action column of the Digital Vaults table |
| Platform | System Platform |
Clicking "View Transactions" opens a page showing all activity related to the selected digital vault.
Digital Vault Movements: Transaction type, amount, currency, balance before/after, date, status.
Internal Accounts: Linked internal accounts with debit/credit entries.
Income Statement:Displays digital vault income and expenses.
Vault Logs: System actions, changes made.
Transfer to Account Button
| Aspect | Description |
|---|---|
| Permission | Transfer Vault Funds |
| Functionality | Transfers funds from the selected digital vault to a specified internal account |
| Access | Located in the Action column of the Digital Vaults table |
| Platform | System Platform |
Transfer From Account Button
| Aspect | Description |
|---|---|
| Permission | Transfer Vault Funds |
| Functionality | Transfers funds from internal account into the selected |
| Access | Located in the Action column of the Digital Vaults table |
| Platform | System Platform |
View Vault Button
| Aspect | Description |
|---|---|
| Permission | View Digital Vaults |
| Functionality | Opens detailed view of the selected vault |
| Access | Located in the Action column of the Digital Vaults table |
| Platform | System Platform |
Activate / Deactivate Vault Button
| Aspect | Description |
|---|---|
| Permission | Update Digital Vault |
| Functionality | Changes vault status to Active or Inactive depending on current state |
| Access | Located in the Action column of the Digital Vaults table |
| Platform | System Platform |
Edit Vault Button
| Aspect | Description |
|---|---|
| Permission | Update Digital Vault |
| Functionality | Opens a form pre-filled with existing vaults details, allowing them to update |
| Access | Located in the Action column of the Digital Vaults table |
| Platform | System Platform |
Delete Vault Button
| Aspect | Description |
|---|---|
| Permission | Delete Digital Vault |
| Functionality | DDeletes a vault only if it is not in use |
| Access | Located in the Action column of the Digital Vaults table |
| Platform | System Platform |
Digital Vaults Analytics
The Digital Vaults Analytics page provides visual insights and detailed analysis of all digital vaults, including balances, transactions, and trends. It helps finance teams and administrators monitor vault performance and make informed decisions.
N.B: Pie Charts' measurements are in percentage(%)
Graphs & Charts(Graphs)
| Aspect | Description |
|---|---|
| Permission | View Digital Vault Analytics |
| Functionality | Visualizes expenses with Bar Charts, Line Charts, Pie Charts, and Trend Comparison graphs |
| Access | Located at the top of the Digital Vaults Analytics page |
| Platform | System Platform |