Cooperative User Manual Draft-Introduction

8/9/2019 Cooperative User Manual Draft-Introduction

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THRIFT & COOPERATIVE MANAGER

USER MANUAL


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Document History

Project:

Document Description:

Version

Author(s):

Name Signature Date

Ozioma Ihekwoaba

Thrift & Cooperative Manager Solution

User Manual

1.0


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1. INTRODUCTION

The Cooperative & Thrift Manager Solution is a web-based application that manages loans and

contributions for a typical thrift society. The application manages thrift member records

contributions, withdrawals and loans for the thrift and cooperative society.

1.1 Purpose of this document

This document serves as the user manual for the Cooperative & Thrift Manager solution. A step-

by-step description is provided on executing tasks under each functional area within the solution.

1.2 Users

NNPC Thrift & Cooperative Society, Abuja.

1.3 Conventions

Records are created by clicking on the new button

Records are saved by clicking on the save button

Use the search button to find specific records

Delete created records by clicking on the delete buttion

Edit created records by clicking on the edit button


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General Overview

A thrift society consists of members who make periodic contributions of a determined amount

this amount is added to their Contribution account. At any given time, a contribution balance

report shows the total contributions to date for a given member. Also, members can makewithdrawals from their contribution account, this lessens the contribution balance of the

affected member.

Loans are also given out to members based on a determined interest rate. The application can

be setup to run multiple loan types with different interest rates concurrently for all users

Typically a member takes a loan payable over a specified period of time, signs an agreement

authorizing a recognized agent i.e. Payroll to make deductions from the members salary based

on a calculated periodic payment. This is the amount the user will pay each period typically a

month until the loan is fully recovered. When a member takes a loan, the application provides an

amortization schedule report that shows all the loan details and calculates the payment

schedule for installment payment of the loan. At any given time, a current loan balance reportshows how much the member has paid and the balance of both principal and interest.

An added advantage of the application is that members can login to the application from any

browser and check their account balances. This is called self service.

Application modules

The application consists of six modules namely:

1. General Setup

This module handles user account setup.

2. Master Data

This module handles data that is to be setup to enable the application run. This

includes

1) Business units

2) Business partners

3) Locations/States

4) Contribution types

5) Loan type and loan schemes


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3. Contributions

This module handles members contributions and also provides functionality for

importing member contribution entries from Microsoft Excel spreadsheets. This

modules includes

1) Contributions register

2) Contribution imports

4. Loans

This module handles members loans and also provides functionality for importing

members loan entries from Microsoft Excel spreadsheets. This modules includes

1) Loans register

2) Loan repayment imports

5. Reports

This module comprises of reports covering loans taken and loan repayments, and

also member contribution reports

6. Self service

This module is provides a self-service interface for members to access their loan

balances and contribution balances.

Minimum Hardware Requirements


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1) Memory: 1 GB RAM or higher

2) Storage: 10 GB or higher

Software Requirements

1) Microsoft Windows XP SP2 or higher, Microsoft Windows Server 2003 SP2 or higher,

Microsoft Windows Vista

2) Microsoft Internet Information Services (IIS) 6.0 or higher with ASP.Net 3.5

3) Microsoft .Net Framework 3.5

4) Microsoft Office Excel 2003 or Office Excel 2007

5) Microsoft SQL Server 2005 or higher

Welcome Screen


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General Setup Screen

Master Data Setup Business Units & Business Unit Category


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The Master Data comprises Business Unit Category and Business Unit. In this screen, some

required data must be setup in order to make the application fuctional. Business Unit Category is

made up of departmental/group type whereas Business Unit is made up of individual units that

make up the departmental/group type. To create a business category, do the following;

Step 1: Click on the Business Category tab button

Step 2: Provide details on the fields shown above i.e. Code, Name, and check Active

Step 3: Save entries by clicking on

Step 4: Created entries can be edited by clicking on

Step 5: Depending on the user privileges, entries can also be deleted by clicking on

Step 6: To create another entry, click on the new icon

The same procedures above are followed when providing entries for the Business Unit screenwith Business Unit Category Field indicated as shown below:

Created

entries


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Business Partner Setup- Business Partner Categories

Created

entries


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Business Partner Category enables the classification of a companies business partners into

categories. For example a company can classify their sales staff into categories such as Abuja

Sales Staff, Lagos Sales Staff etc.

The screen above shows the form for creating Business Partner Category. To create a Business

Partner Category, do the following:

Step 1: Provide details on the fields shown above i.e. Code, Name, and check the Active field and

the Business Partner Classification field selecting the appropriate type of business partner





Business Partner Setup -Business Partners

Created

entries


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The Business Partner screen lists detailed information about a business partner who may be acompany or individual.

To setup a Business Partner, do the following procedures:Step 1: Provide details on the fields shown above i.e. Business Partner Type, Code, Member Id,Contribution Amount, etc.





Note the Business Partner Details and Contact Details tabs are to be provided with thebusiness partner information.


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Master Data Setup -Locations Register

The Locations Register screen is used to setup location data such as Country, State, Region,

Zone, LGA, Location. To set up details for a Location item, do the following:

Step 1: Having click on Location item tab e.g. Country tab, provide details on the fields shown

above ie. Code and Name





Repeat the above procedures for each tab on the screen above.

Created

entries


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Master Data Setup -Banks

The The Bank screen is used to setup Bank and Bank Branches data. To set up Bank details do

the following:

Step 1: Having click on the appropriate tab for example Bank tab, provide details on the fields

shown above ie. Select Country, Code, Name, etc.







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Master Data Setup -Currencies

The The Currency screen is used to setup Currency and Currency Rate data. To set up Currency

details do the following:

Step 1: Having click on appropriate tab for example Currency tab, provide details on the fields

shown above ie. Select Code , Name, Hundreth, Precision etc.






Created

entries


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Thrift Manager Setup Loan Types

Loan Types are the different types of loan given by the Cooperative Society to its members such

as house, car, etc. loans.

To setup the Loan Types, do the following:

Step 1: Having click on Loan Types tab, provide details on the fields shown above ie. Code ,

Name, and Active.





Created

entries


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Thrift Manager Setup Loan Schemes

Loan Schemes are different interest rates on a particular Loan Type given by Cooperative Society

to its members such as car loan etc.

To setup the Loan Schemes, do the following:

Step 1: Having click on Loan Schemes tab, provide details on the fields shown above ie. Select

Loan Types, Interest Rate and Name.





Created

entries


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Thrift Manager Setup Contribution Types

Contribution Types define the different contributions made by Cooperative as Senior Staff, Junior

Staff, etc. for reporting purposes.

To setup the Contribution Types tab, do the following procedures:

Step 1: Having click on the Contribution Types tab, provide details on the fields shown above ie.

Code,Name and Active.





Created entries


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CONTRIBUTIONS MODULE

Contributions Module is made up of three sections namely:

Contributions Register/Contributions Report: This section lists entries for each member made,

and appropriate reports are run based on all contributions and withdrawals made by periods, etc.

Contributions Details: This section shows contributions and withdrawals for each member entry.

Filter Section: Displays list of employees/members

Contributions- Contributions Details

Contributions- Contributions Details CONT.

List of members

/employees


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Contributions- Contributions Report

Date range of

contributions made by

period

Members contributions

history.

Members code is

required in this field.


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Contributions- Contributions Register

Contributions Payroll Import comprises the following:

PAYROLL IMPORT BATCHES: This tab is used to manage existing entries, for e.g. create a Payroll

Import Batch as a place holder refereeing to existing import batch, do the following:

Enter Payroll Import Batch Name in the Name field

Indicate the Import date in the Import Date field

Click on the Save button on the form to save the created import

In the Manage Import section of the form, the Rollback Import Entries button is used to retrieve

entries of import batches that have been made

The Delete All Import Entries button deletes all import batches/entries created

The Delete Invalid Import Entries deletes all invalid import batches/entries created

The Download Import Entries section of the form, consist of Select Import Filter button that is

used to filter all valid & invalid member code, valid member code and invalid member code, and

Download Import Entries displays the appropriate entries as indicated in the Select Import Filter

field.

CONTRIBUTION IMPORT: This tab is used to


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Payroll Import Batches

Rollback

changes made

to members

account from

the import

batch

Delete all

import entries

from members

account

Delete Invalid

import entries

from members

account


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Contributions Import

List of import

entries

View Excel

imported file

mport Excel file

ontaining members

ontributions

Update members

account with

imported Excel file

Clear import

entries from

members

account

Retrieve

template for

capturing

contribution

Excel file

Download selected

import entries

Documents

Cooperative User Manual Draft-Introduction