Operational Workflow Guide

Mastering Swarna: End-to-End Pawn Operations

A comprehensive 5-phase guide designed specifically for pawn shop owners, branch managers, and gold loan cashiers.

English தமிழ்
01
PHASE 1: MORNING SETUP

Daily Rates & Cashier Till Initialization

Start each morning by establishing the official bullion reference and opening the front-counter cashier till.

1.1 Record Today's Gold Rate
Navigate to Masters → Gold Rates. Set today’s Market Rate and Loan Rate per gram for 22K/24K gold and silver. Previous days remain safely archived.
1.2 Open Cashier Shift
In Operations → Cashier, verify the physical opening vault cash drawer balance and start the daily disburser shift.
1.3 Fast Search Ready (Ctrl+K)
Use the global spotlight search bar (or press Ctrl+K) anywhere in the application to locate customers, pledges, or packets in under 1 second.
💡 Pro-Tip: Swarna never overwrites past rate logs. Historical loans always preserve their locked valuation rate for audit compliance.
02
PHASE 2: FAST PLEDGE DESK

1-Screen Customer KYC & Collateral Appraisal

Appraise gold, verify customer identity, assign LTV loan limits, and disburse cash without switching screens.

2.1 Mobile Phone Lookup
Type the 10-digit mobile number. Existing customer dossiers and photos instantly populate, along with duplicate KYC warning alerts.
2.2 Enter Jewel Lines
Add jewels (gross wt, stone deductions, pure equivalent, HUID). Swarna instantly calculates net eligible weight and collateral valuation.
2.3 Select Scheme & Disburse
Choose single-rate or monthly-variable slab schemes. Verify LTV limits, confirm cash/bank mode, and print official Tamil/English pawn tickets.
💡 Pro-Tip: Need to provide a higher loan to trusted regular clients? Toggle "Override LTV" with manager authorisation.
03
PHASE 3: SAFE CUSTODY & LOCKERS

Gram-Capacity Safe Lockers & QR Door Tags

Store customer jewellery in metal-segregated safe lockers with live gram-capacity meters and scan-ready QR door tags.

3.1 Metal-Dedicated Safes
Create individual locker compartments with assigned metal types (Gold / Silver) and maximum capacity in grams.
3.2 Gram Capacity Alert
During pledge entry, Swarna checks existing safe occupancy in grams. If capacity is exceeded, an alert prevents vault overcrowding.
3.3 Door QR Label & Bills
Print high-resolution Door QR tags for each locker. Pawn bills display the exact assigned safe and QR code for rapid retrieval.
💡 Pro-Tip: When a customer returns to settle, scan the locker QR with any phone or handheld scanner to instantly pull up the loan docket.
04
PHASE 4: INTELLIGENT COLLECTIONS

Value-Date Interest & Smart Part-Payments

Collect interest, accept partial principal curtailments, or execute complete release settlements with zero calculation errors.

4.1 Flexible Value Date
Adjusting the collection value-date automatically recalculates accrued interest for the exact elapsed days while keeping principal intact.
4.2 Auto-Split Payments
Simply enter the total amount received from the customer. Swarna automatically satisfies accrued interest first and applies remainder to principal.
4.3 Instant Receipt & Release
Upon full closure, Swarna generates a signed release docket, updates the safe locker occupancy in grams, and issues WhatsApp receipts.
💡 Pro-Tip: All payment receipts are immutable with pre/post principal tracking in the ledger, safeguarding your desk against tampering.
05
PHASE 5: RECOVERY & ACCOUNTS

Pending Dues Recovery Desk & Complete Financial Books

Supercharge loan recovery with area-filtered overdue tracking and manage your entire business on double-entry accounting.

5.1 Area-Filtered Pending Desk
View all pending loans in table or grid cards. Overdue loans (current days > validity days) are boldly highlighted. Filter by customer area.
5.2 Inline Call Reminders
Record phone call outcomes, customer repayment promises (PTP), and schedule next reminder dates directly from the pending list.
5.3 Financial Statements & Reports
Access real-time Account Statements with running Dr/Cr balances, Ledger-Wise Reports, Trial Balance, P&L, and Balance Sheet.
💡 Pro-Tip: Export the pending dues list to CSV with one click to arm your field collection agents or front desk calling team.

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