matatu sacco user manual.pdf

8/14/2019 matatu sacco user manual.pdf

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Customizable. Easy. Transparent. Complete. Secure. Working Solution

www.ryanada.com

Matatu Sacco User Manual

Fig a. login screen

Administrator

Administrator role is assigned to the system administrator, managers, or any other individual

entrusted by the client (Organization) with the duty of monitoring and regulating activities ofother users.

To login as the system administrator;

Use login details: username: esaccopassword: esaccofill them on login screen and click log in.

These login details are the administrator login details by default at the time of system installation

and handover.

Changing administrator login details

The login details can be later changed by clicking profiletab after logging in, change username

and password to your preferred username and password, then click Updateto save those details.

Changing Sacco Details appearing on the system and receipts and deposit slips

Click Sacco Detailstab

Change all the details as you require

Click Choose Filetab to select the Sacco logo


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Click Saveto update your new details.

Accessing/ Viewing User Activities or Activity log

Click User Activities tabthen navigate to your date of interest using the page number at the

bottom of the page

Creating User Groups

User group is a collection of users with similar permissions on the system. User group can be

teller, accountants, manager e.t.c

Click User Groupstab then enter the name of the desired user group

Select status as active to activate this user group

Write short explanation on the user group in the comment box

Click Savebutton to save finalize creating the user group

Assigning permissions to User Groups

Click the permissionstab

Select the desired user groups in the first drop down box

Select Active in the second drop down box to activate the user group

Click the checkbox to assign the role listed on the left of each check box

Continue to assign the roles using the checkboxes

Click Finishbutton to finalize the permissions assignment

Adding a new user to the system

Click Userstab

Enter all the details required including username and passwords which will be used for loggin in

to the system

Select the desired user level to add the user to the desired user group

Click Active to activate the user account/ select suspended if you wish to suspend a user account

Use Choose File Button to add user passport picture (optional)


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Write briefly any additional information about the user in the comment box

Click Savebutton to finalize adding the new user.

Editing User Details

Click Userstab

At the bottom of the page click EditButton

Find the user to edit details in the table of users

Click edit button against the user to start editing the details

After filling all the entries click Savebutton to finalize editing the details

Exiting Administrator Section

Click Log Outtab to log out as the administrator.


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System User Section

Log in to the system by filling in usernameand password

Click Log inbutton to access the system

Member Registration

Click Register Membertab to access the member registration section

Creates account for every member and captures all important details including their passport

photos

Click Savebutton to save member details in the member registration tab

Adding Next of Kin (optional)

Click Register Membertab

Click Member Next of kintab

Fill in member name and member number

Fill in the next of kin details

Click Savebutton to finalize adding the next of kin

Repeat the process to add other next of kin for the member

Adding a member to a contribution groups (optional)

Member group refer to group of member who contribute monthly using a group check from their

employer or Chama.

This may assist the Sacco to invoice the cheque drawer before submission of the payments


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Click Register Membertab

Click Member Grouptab

Fill in member number

Select the Contribution group the member belongs to

Enter Monthly contribution

Click Savebutton to finalize adding member to the contribution group

Vehicle Registration

Click Vehicletab

Click Register Vehicletab to access the vehicle registration section

After filling in the details click Savebutton to save the vehicle to a certain member account.

It captures all member vehicles under respective member account.

Filling Inspection report

Click Vehicletab

Click Vehicle Inspectiontab to access the vehicle inspection section

After filling in the details click Savebutton to save the vehicle report to a certain vehicle account

Member Contribution

Captures contribution made to each member account and issue deposit slip against any

contribution.


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Records contribution made by each matatu, a statement for each matatu can be issued from the

system.

Click Contributiontab

Contributions are captured against the member and his or her respective vehicle submitting the

contribution

Contribution can be made into various accounts as set up by the Sacco

Contributing to a single account

Fill in all details

Payee name and details refer to details of the person submitting the payment on behalf of the

member e.g. conductor, Sacco employee e.t.c.

Date option allows capturing the period the money is intended for- can be a day, 2,3,3..days,

weeks, as specified by the date range specified.

Select the respective account, amount, payment type

Click Finish transactionbutton to save transaction and print the receipt

Contributing to several account and issuing one receipt for all

Fill in all details




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Click Add transactionbutton to save transaction and allow you to enter the next transaction.

For the second and subsequent transactions choose the different account or different time periods

or different amount.

For the final transaction dont click Add transactionbutton,

Click Finish transactionbutton to save the last transaction and print the receipt for all the

transactions.

Capturing Sacco Incomes

Income module captures all income for the sacco that are not credited to any individual member.

These incomes include; members mandatory contribution that are not refundable e.g. registration

fees, penalties, fines, e.t.c

It also allow capture of income from sacco group investments like stage collections, sacco owned

matatu contribution.

Income Collection to a single account

Fill in all details

Payee name and details may refer to details of the person submitting the payment or the member

in the cases of mandatory contributions, for Sacco investment incomes payee may refer to Sacco

employee.




Click Finish transactionbutton to save transaction and print the receipt

Income Collection to several account and issuing one receipt for all

Fill in all details



employee.


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Click Finish transactionbutton to save the last transaction and print the receipt for all the

income transactions.

Combining Income Collections and Contributions in a single receipt for the member

Start with Income module

Fill in all details



employee.







For the final transaction in the Income Module click Add transactionbutton,

Click Contributiontab to access contribution section

Fill in all details






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Click Finish transactionbutton to save the last transaction and print one receipt for all the

transactions in the income and contribution modules.

Tracking of Sacco Expenses

All expenses from petty cash to salaries are captured using the system.

Fill in all details

Receiver details are details for the person to receive the payment to execute the payments


Click Add transactionbutton to save transaction and allow you to enter the next expense if you

have several expenses.

For the second and subsequent expense choose the different account or different amount.

For the final expense dontclick Add transactionbutton,

Click Finish transactionbutton to save the entire lot of expenses.


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An expense report can be produced periodically when authorized by committee.

Loan Application Process

It manages the entire loan application process including giving details of amount of installment

payment for any loan option. It also sends SMS reminder to member when repayments are due.

A wide range of report including issued loans, loan repayments reports, guarantors report and

guaranteed report assist both the management and the members to keep track of their loan

balances.


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Accounting Functions

The system can perform Sacco accounting functions including

Creation of journal and capturing all transactions.

The system posts all journal entries to the General Ledger

All General ledger entries can be used to produce financial reports such as Income Statement and

Trial Balances.


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A balance sheet can be produced at anytime to show the financial status of the Sacco at anytime.

Daily Transactions

At the end of business hours, the user can use the daily transactions module to get a summary of

all the activity that took place for the whole day, whilst also checking business activity for

previous days thereby enabling the comparison of how the market activity is faring.


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Members can also receive a mini statement, which shows at least the last 15 transactions to the

members account

A member statement can also be issued which show all the activities affecting a member account

and savings for any period specified.

SMS alerts on contribution and deposit can be sent to a member, after any deposit or contribution

is made to his or her account.

The system is very secure, encrypts all database entries and utilizes user roles that ensure every

system user can do a specific task only.

Audit Trail: This is a security feature that captures all transactions and activities made by all

users and cannot be edited or deleted. This ensures all users are accountable when using the

system.

This is a system that is working and we recommend it to your Sacco operations.

Please feel free to request for a presentation for more details on the system.

System pricing depend on the number of Matatu at the time of installation, full adoption period is

about 30 days.

David Murimi

+254720760926


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Hardware Requirements

Please note these are some of prerequisite for the system that is not included in the quote price

1. An Epson Dot Matrix Deposit, Statement or Receipt Printer at least Epson LX-350 @Ksh. 16,500

2. A4 black n white printer for printing Reports recommends at least HP LaserJet printer1102 @ 13,000

3. A Desktop computer with at least the following specification will serve as the Server. TFT screen 17 CPU specification i3 core processor

2GB RAM

250 GB hard disk Serial or Parallel printer ports Windows operating system preferredAt least Ksh. 45,000

4. 1 KVA UPS MECCER (Uninterrupted power Supply) Ksh.10,000


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Please note we dont need other powerful computers

The Quote prices are valid for 90 days from submission date.

Software features are described in the system and more features will be provided as per client

need as long as they dont affect the project scope greatly.

Documents

matatu sacco user manual.pdf