Finance cases

A Finance Case is the record of a customer's application to a lender for a loan that pays for a purchase: what the customer asked for, what the lender approved and what it actually paid out. You raise one when a customer finances a sale, usually against the sales order. It names the lender and scheme from your financer masters. Its Disbursed Amount feeds the Finance Amount on the linked order and invoice, and that changes how much of the sale counts as still owed in cash.

Overview

A finance case holds three parallel sets of terms:

• Requested — the amount, down payment, interest rate, tenure in months and EMI the customer applied for. These are the fields on the New form.
• Approved — the amount, interest rate and tenure the lender sanctioned. You record them on the record page.
• Disbursed — the amount the lender actually paid out. This is the only figure that changes anything outside the case.

Around those terms the case records the customer (Account), the selling company and location (Partner Account and Branch), the sale (Order, and Invoice once there is one) and the lender (Finance Provider and Financer Scheme). Every case gets a number from the FC series when you save it.

When to use it

• A customer pays for a vehicle, appliance or machine partly through a bank or finance company, and you want the application tracked alongside the sale.
• You want the order and invoice to show how much of the sale a lender funded, so that the order's Outstanding Amount reflects only what the customer still owes you directly.
• You want lists of finance applications by customer, lender and stage.

If none of your sales are financed, you never need to create one.

How xMatix handles it

• Not on a shipped menu. None of the shipped apps lists Finance Case as a menu item. Users can still open the list from the App Launcher's All Entities list, and an administrator can add it to an app (see Configuration).
• Disbursed Amount drives the order and invoice. When you create a finance case, xMatix totals the Disbursed Amount of every finance case on the same order and writes that total into the order's Finance Amount. It does the same for the invoice. Changing a case's Disbursed Amount and deleting a case also start this recalculation. On the order, Outstanding Amount is the line total plus tax, less Amount Paid, less Finance Amount.
• Requested and approved figures are for your records. Nothing else in xMatix reads the requested or approved amounts, rates, tenures or EMIs. The checks that do apply are listed under Business rules.
• The scheme's limits are guidance only. xMatix does not check a case's amount or tenure against the minimum and maximum on the chosen financer scheme.
• Status is recorded by people, not by xMatix. The status timeline at the top of the record page (Draft → Documentation → Approval In Process → Approved, with Declined as the off-path outcome) only records the stage you select. No approval process moves it, and no other step depends on it. As shipped, these status values are switched off; see Configuration.
• Company and location are fixed once saved. Partner Account and Branch cannot be changed after the case is created.
• Single-company setups. If your organisation runs one company or one location, xMatix hides Partner Account and Branch and fills them in for you.

Prerequisites

• The customer exists as an account marked as a customer. The Account picker lists customer accounts only.
• The lender and its schemes exist as Financer and Financer Scheme records.
• The sales order exists, if you want the disbursed amount to reach it.
• Your security profile gives you access to Finance Case (see Permissions).

Procedure

Step 1 — Open the finance case list

Open Finance Cases from your app's menu if your administrator has added it. If not, open the App Launcher, go to All Entities and choose Finance Cases. The list (All Finance Cases) shows Name, Account, Approved Amount, Approved Interest Rate, Approved Tenure (In Months), Status, Created By, Created Date, Modified By and Modified Date.

Step 2 — Create the case

Choose New. The form has three fields at the top and two tabs:

1. Pick the Finance Provider (the lender), the Financer Scheme and the customer's Account. The scheme picker lists every scheme, whichever lender you picked, so choose one that belongs to that lender.
2. On the Requested Details tab, enter Requested Down Payment, Requested Amount, Requested Tenure (In Months) and Requested Interest Rate. Enter a tenure of at least 2 months. Leave EMI on Requested Amount empty for now: it cannot be saved higher than the Disbursed Amount, and a new case has none yet (see Business rules).
3. On the System Details tab, pick the Partner Account (your selling company) and Branch, then the Order being financed. If the sale has already been invoiced, pick the Invoice as well. Invoice can only be set here, on the New form.
4. Save.

The case opens on its record page, named from the FC series, for example FC-26102026-000001. If the case names an order or invoice, its Disbursed Amount (zero at this point) is now counted in their Finance Amount.

Step 3 — Work out the EMI with the Finance Calculator

The record page shows a Finance Calculator card next to the details. It reads the case's Requested Amount, Requested Interest Rate and Requested Tenure (In Months):

1. Make sure Requested Interest Rate is filled in on the details panel. The calculator uses the saved rate and has no rate box of its own.
2. Adjust Requested Amount in the calculator if needed, and choose a tenure button (12, 24, 36, 48, 60, 72 or 84 months).
3. Read the monthly EMI on Requested Amount. It is calculated on a reducing balance; with a zero rate it is simply the amount divided by the months.
4. Choose Save to write the amount, the tenure and the EMI back to the case.

As shipped, the calculator's amount box goes up to 1,00,000 and shows rupees. For a larger loan, type the Requested Amount on the details panel instead. The Save is refused while the EMI is higher than the Disbursed Amount (see Common problems).

Step 4 — Record the lender's decision

When the lender responds, choose Edit on the record page and fill in the Approved Amounts panel: Approved Amount, Approved Interest Rate and Approved Tenure (In Months). Save. Then move the status timeline at the top of the page to the stage the application has reached, if your administrator has switched the status values on. You can move forward one step at a time or back to an earlier stage, and you can select Declined from any stage.

Step 5 — Record the disbursement

When the lender pays out, choose Edit and enter the Disbursed Amount in the Tenure & EMI Details panel. It cannot be more than the Requested Amount. Save. xMatix recalculates the Finance Amount on the linked order and invoice, and the order's Outstanding Amount goes down by the same amount.

You can now save an EMI up to the disbursed amount, either in EMI on Requested Amount or through the calculator.

Step 6 — Find, change or delete a case

• Find — search or filter the list, or open the customer's account.
• Change — choose Edit on the record page to change any field shown on the page. Partner Account and Branch cannot be changed. Financer Scheme, Invoice and Status are not on the record page's panels.
• Delete — choose Delete on the record page, or select rows in the list and delete them, then confirm with Yes. Deleting a case starts the Finance Amount recalculation on its order and invoice. Check the result (see Common problems).

Fields

The record page shows Finance Provider, Requested Amount, Requested Tenure (In Months) and EMI on Requested Amount as header figures. Below them is the Details tab with three panels: Finance Details, Tenure & EMI Details and Approved Amounts.

The case also has fields that no shipped form shows: Approved Down Payment, EMI on Approved Amount, EMI on Disbursed Amount, Disbursement Number, Disbursement Date, Approved By, Approval Remarks, Declined By, Declined Remarks, Other Financer (a free-text lender name for lenders not in your master list) and Tenure Months (a list of 12 to 84). An administrator can add any of them to the layouts. Field-level detail is in the Finance Case reference.

Amounts on the record page show a $ sign that comes from the layout, whatever your currency. Type plain numbers.

Business rules

• Checks on save. A case is refused with:
  • Requested Amount cannot be Negative. — Requested Amount below zero.
  • Requested Down Payment cannot be Negative — Requested Down Payment below zero.
  • Tenure should not be less than 1 — Requested Tenure (In Months) of 0 or 1.
  • Disbursed Amount cannot be greater than the Requested Amount — Disbursed Amount above Requested Amount.
  • EMI Amount should be less than or Equal to Disbursed Amount — EMI on Requested Amount above Disbursed Amount.
• Company, location and customer checks on create. The Partner Account must exist and be active (Invalid Partner Account., Partner account is Inactive.). If it has branches, a Branch is required and must be one of them and active (Branch is required for this Partner Account., Invalid Branch for Partner Account., Branch is Inactive.). The customer Account must be set and active (Customer is required., Customer is Inactive.).
• Fixed after creation. Changing Partner Account or Branch on a saved case is refused with Key fields are not editable once the related objects are added.
• Finance Amount roll-up. Creating a case, changing its Disbursed Amount and deleting it each recalculate Finance Amount on the case's order and invoice. Changing only the Order on a case, or any other field, does not.
• Numbering. The Finance Case Name Setting names each new case from the FC series. See document numbering.
• No automatic status. Nothing sets or checks Status. An Approved case does not need approved amounts, and a Declined case still counts its Disbursed Amount.

Example

A dealership sells a two-wheeler on order SO-14102026-000031 for 92,000. The customer pays 20,000 down and applies for a 72,000 loan from Sunrise Auto Finance.

1. A salesperson creates a finance case: Finance Provider Sunrise Auto Finance, Financer Scheme Sunrise Standard 36, Account the customer's account. They enter Requested Down Payment 20,000, Requested Amount 72,000, Requested Tenure 36 and Requested Interest Rate 11. On System Details they pick the company, branch and the order. The case saves as FC-14102026-000004.
2. The lender approves 70,000 at 11.5 % over 36 months. The salesperson records these in Approved Amounts.
3. The lender pays out 70,000. The salesperson enters Disbursed Amount 70,000. The order's Finance Amount becomes 70,000, and its Outstanding Amount drops by 70,000.
4. They set the calculator to 36 months, read the EMI and choose Save to store it.

Training

Practice exercise

In a sandbox, using a test customer, a test financer and scheme, and an open sales order:

1. Note the order's Outstanding Amount. Create a finance case with Requested Amount 50,000, Requested Tenure 24 and Requested Interest Rate 12, linked to the order. Expected result: the case saves with an FC- name, and the order's Outstanding Amount is unchanged.
2. Try to enter Disbursed Amount 60,000. Expected result: Disbursed Amount cannot be greater than the Requested Amount.
3. Enter Disbursed Amount 50,000. Expected result: the order's Outstanding Amount is 50,000 lower than before.
4. In the calculator, choose 24 and Save. Expected result: EMI on Requested Amount shows about 2,354.

Quick reference

• One finance case per loan application; link it to the order.
• Only Disbursed Amount reaches the order and invoice, as Finance Amount.
• Set Invoice on the New form — it is not on the record page.
• Tenure must be 2 months or more.
• Record the Disbursed Amount before saving an EMI.
• Partner Account and Branch are fixed once saved.
• Status is a record of the stage, not a workflow.
• The scheme's amount and tenure limits are not checked.

Permissions

Finance Case uses ordinary entity permissions; it has no special actions. The shipped Standard User, Sales Executive and Sales Manager profiles can read, create, edit, delete, share and assign finance cases. System Admin also has View All and Modify All. A user whose profile lacks a permission does not get the matching button (New, Edit, Delete). A user with no read access does not see the entity at all.

Configuration

• Put finance cases on a menu. Go to Setup → Design Studio → Apps, open the app your sales team uses and use Manage Items to add Finance Case, next to Financer and Financer Scheme. The create-an-entity walkthrough shows the same step for any entity.
• Switch on the status values. The five Status values (Draft, Documentation, Approval In Process, Declined, Approved) are shipped inactive, so the status timeline has nothing to show. Under Setup → Design Studio → Entities → Finance Case → Schema → Fields, use Manage PickList Values on the Status row to activate them, or add your own stages. No value is marked as the default, so set one if new cases should start at Draft.
• Fix or remove the Disbursement Details card. The record page's Disbursement Details card shows fixed sample text (INR 65000 and NA), not the case's values. In the layout designer, open Finance Case View and bind the card's items to Requested Amount, Disbursed Amount, Disbursement Number and Disbursement Date, or remove the card. See designing a form layout.
• Show the hidden fields. Add Financer Scheme, Invoice, Disbursement Date, Disbursement Number, Approval Remarks, Declined Remarks or Other Financer to Finance Case View if your team records them.
• Tune the calculator. The Finance Calculator widget on Finance Case View has settings for the amount range (shipped 0 to 1,00,000), the amount step, the tenure buttons and the currency.
• Lookup filters. As shipped, Account lists customer accounts, Partner Account lists partner accounts and Branch lists the chosen partner account's branches. To make Financer Scheme list only the chosen lender's schemes, add a lookup filter under Setup → Design Studio → Entities → Finance Case → Schema → Lookup Filters.
• Validations. The five save checks are entity validations on Finance Case. You can deactivate or change them under Setup → Design Studio → Entities → Finance Case → Logic → Validations (see entity behavior). For example, deactivate the EMI check if you record EMIs before disbursement. To check amounts against the scheme's limits, add a business rule.
• Numbering. Change the FC series, date part or counter length in Finance Case Name Setting. See document numbering.

Common problems

"EMI Amount should be less than or Equal to Disbursed Amount" when I save a new case or use the calculator

The EMI on Requested Amount may not exceed the Disbursed Amount. A new case has a Disbursed Amount of zero, so any EMI is refused. Leave the EMI empty until the disbursement is recorded, then save it. If your process needs the EMI earlier, an administrator can deactivate the check.

"Tenure should not be less than 1"

Requested Tenure (In Months) is 0 or 1. Enter 2 or more. You can also get this message on a new case where you left the tenure empty; enter the tenure and save again.

"Disbursed Amount cannot be greater than the Requested Amount"

The disbursed figure is higher than the amount applied for. Correct the Disbursed Amount, or raise the Requested Amount first if the application really was for more.

"Key fields are not editable once the related objects are added. Field Name : BranchId."

You tried to change Branch (or Partner Account) on a saved case. These are fixed. Delete the case and create a new one with the right company and location.

"Branch is required for this Partner Account." or "Invalid Branch for Partner Account."

The selling company has branches, and the case has no branch or one from another company. Pick one of that company's branches on the System Details tab.

The order's Finance Amount is higher than the cases' disbursed total

This can happen after you change a case's Disbursed Amount or delete a case. The recalculation can count the case's old amount as well as its new one, or count a deleted case again. Because Outstanding Amount subtracts Finance Amount, the order then looks more paid than it is. The total is worked out again from all the order's cases the next time a finance case is created for that order. Report the case to your administrator if the figure stays wrong. Finance Amount is a read-only system field on the invoice and is not shown on the order.

The invoice's Finance Amount is zero although the case is disbursed

The case has no Invoice, or the Invoice was not set when the Disbursed Amount was saved. Invoice can be set only on the New form. Create the case after the invoice exists and pick it there, or ask an administrator to add Invoice to the record page.

The status timeline is empty, or I cannot select a stage

The Status values are switched off as shipped. Ask an administrator to activate them (see Configuration). You can move forward only one stage at a time; Declined can be selected from any stage.

The Disbursement Details card shows INR 65000 and NA on every case

That card shows fixed sample text. Read the amounts from the Tenure & EMI Details panel, and ask an administrator to rebind or remove the card.

Common questions

Does a finance case reduce what the customer owes on the order?

Yes, through its Disbursed Amount. The order's Finance Amount is the total Disbursed Amount of its finance cases, and the order's Outstanding Amount subtracts it. So once you record that a lender paid out, the order shows only the rest as outstanding from the customer. The requested and approved amounts have no effect. Nothing is posted to the ledger by the finance case itself. Record the lender's payment through your normal receipts process.

Does xMatix check the loan against the scheme's limits?

No. The minimum and maximum amount and tenure on a financer scheme are for your team to read. A finance case can carry any amount and tenure, whichever scheme it names. The checks that do apply are the five save checks under Business rules. An administrator can add a business rule if you want the scheme's range enforced.

Can one order have more than one finance case?

Yes. Each case links to its order, and the order's Finance Amount is the total Disbursed Amount of all of them. That suits, for example, a main loan plus a separate loan for accessories. Make sure each case's Disbursed Amount covers only its own loan, so that the total is not counted twice.

What if the customer's lender is not in our list?

Add the lender as a financer, so that cases can be listed and reported by lender. The case also has an Other Financer text field for a lender's name, but it is not on the shipped forms. Lenders typed there cannot be grouped or filtered like those picked from the list.

Related topics

• Financers and financer schemes
• Credit limits
• Invoices
• KYC documents
• Document numbering
• Finance Case — entity reference
• Case — entity reference