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The User manual for the Jisort system

The user manual is meant to train all individuals ranging from amateurs in accounting software to experts of accounting software. It is meant to demystify the jisort accounting software by explicitly elaborating every procedure and operation of the software.

The manual can be used by anyone interested in learning the software. It expresses everything in simple terms so as to allow every individual to be on board. The manual uses the approach of explaining every field within a particular window, how to correctly fill the fields and screenshots for clear elaboration. Finally, the manual will explain how to resolve the errors.

 


Site: Jisort Training Portal
Course: Jisort Training Portal
Book: The User manual for the Jisort system
Printed by:
Date: Monday, 18 February 2019, 1:47 PM

Table of contents

1. SYSTEM SET UP

The first step after receiving the system is to set up the details. The process of setting up involves;

i.               Opening/starting the system

ii.             Adding the organizational details


1.1. Opening/starting the system

Using a browser of your choice, search the URL http://my.jisort.com/ . The search result will be a login interface for the jisort system.

 

 

 


1.2. Member Registration

This sub menu is found under the REGISTRATION MENU (field colored RED) 

                                     

 

It contains 7 sections to capture member data. These sections are outlined below;

•      Member details

•      Bank details

•      Next of kin

•      Member group

•      Member Accounts

•      Work details

•      Social economics

•      Uploads

Below is an image for the member registration window.

 

 


1.3. Member details

A form to capture essential member data. Data in this section can be captured in two ways;

I.               Adding member details to the field.

II.            Uploading CSV (excel sheet) with member details.

 


1.4. Adding member details to the fields

This entails adding information through the fields. It is a simple process once an individual has understood the fields. 

NOTE: The fields with an asterisk   must not be empty.

Below is a table explaining each field.

Field name

Explanation

Member Category

Add member category. Example teacher, nurse

Member Title

Add title. Example sir, Mr., Mrs.

Photo

Add photo of the member being registered

First name*

Add member first name.  -This is compulsory

Middle name

Add member middle name

Last name*

Add last name

-This is compulsory

Date of birth*

Add date of birth  -Compulsory

Gender

Add Gender

Location

Add location

ID no*

Add ID no.

-Compulsory

CRO*

Add CRO

-Compulsory

Member no*

Add member number, if you don’t have one the system will auto generate.

Country*

Select country from the drop down list -Compulsory

Region

Add the region

County or state

Add county

Constituency

Add constituency

Mobile no*

Add mobile number -Compulsory

Office cell

Add office cell

Office landline

Add office cell

Pin

Add KRA pin

Sub-location

Add member sub-location

Personal email

Add member personal email

Office email

Add office email

Comment

Add relevant comment

Registration date*

Add registration date -Compulsory

Status*

Select status from the drop down.

There are five options to select Is the member active, Inactive, Suspended, withdrawn or deceased.

Charge registration fees

Select Yes or No from the drop down list depending on the selection you want.

Branch

Select under which branch the member has been registered

 

Below is an image giving a preview of the window to fill in the member details.

 

 Download the csv for bulk member registration (field coloured in RED above)

 

Ensure to format your data in accordance to the downloaded CSV. Here is a screenshot of how the CSV appears.

 

This is a sample CSV and does not show all the information.

NB: THE PHONE NUMBER IN THE EXCEL SHEET SHOULD START WITH THE

COUNTRY CODE…EG.+254…(for kenya)

Format your data to follow the layout of the downloaded CSV. Upload the excel sheet through the upload button as indicated by button below.

 

NOTE: Before adding any data through the option of upload csv, download csv template so as to format your data as per the downloaded template. Failure to do so will mix up information leading to erroneous results.



1.5. Uploading CSV (excel sheet) with member details.

This is an alternative option of capturing data for member that are not yet in the system, the excel sheet has different member details that are to be filled where necessary


1.6. Bank Details

This is a section for capturing bank details for the newly added member. Below is a table explaining each field.

Field

Explanation

Member

Field to select the member whose bank details are to be added.

Bank name

Add the bank that they belong to

Branch name

Add the bank branch

Account type

Select from the drop down list. It is either Adult or minor.

 

Account number

Select the account number.

 

The image below shows where to add bank details.

 


1.7. Next of Kin

This is the third sub menu under member registration. Data for next of kin is captured under this window. Below is a table explaining all the fields. 

Field

Description

Select member

Drop down option to select the member whose next of kin is being registered.

First name

Add first name for next kin

Middle name

Add middle name for next of kin

Last name

Add last name for next of kin

Relationship

Add how the member is related to their next of kin

Percentage

Add the percentage which next of kin will receive

Date of birth

Add date of birth for next of kin

ID no

Add where applicable the ID no.

Mobile No

Add where applicable the mobile no.

Photo

Add photo for next of kin

Description

Add description for the next of kin.

 

Below is the image for the window of the next of kin. Once you are conversant with the fields and their meaning filling the entries will be easy.

 

         


1.8. Member Groups

This is an area for adding a member to a group.

Select member from drop down list

 

 

 

Select group from the drop down list and click save.


 


1.9. Member Accounts

This is a section to create accounts for different members. Below is a table explaining the fields.

Field

Description

Select member

A drop down list to select registered member whose account is to be created,

Select group/Entity

Drop down list to select the group whose account is to be created

Account type

Drop down list to select account type. They are 3 accounts that appear from the drop down list

-Savings and deposits

-Fixed deposits

-Shares

Account

Drop down list with the different accounts

Account number

Add account number

Charge registration

Drop down list with two options Yes or No.

Once the Yes button is clicked there are extra fields that will be generated as will be later depicted by image.

There is an extra table explaining that.

Opening date

The date the account was opened.

 

 

 

 

 

 

This is the image when ‘charge registration’ is selected NO.

 

The table below shows additional fields when ‘charge registration’ is selected yes.

Field

Explanation

Payee

The person making the payment for the charge registration

Account

Add the account to which this amount will go

Approved by

Add the approving officer

Select bank

Select the bank in which the amount will be deposited

Cheque no.

Add cheque number where necessary

Transaction code

Add the transaction code

Amount

Add amount paid

Payment mode

Select the payment mode for this transaction

Currency

Select currency to use with this transaction.

Date

This is the date when charge registration was paid

 

 

 

 

 

 

 

 

 

 

 

 

This is the image when ‘charge registration’ is selected YES.

 


1.10. Work Details

This is a window to capture the work details of a member. The table below gives an explanation for the fields.

Field

Description

Select member

Select member whose work details are to be added

PF number

Add the unique identifier of the employee

Department

Add the department they belong to.

Work station

Add their physical location of their workplace

Official designation

Add their professional designation

Terms

Add terms of employment. i.e. casual, contract or permanent

Employer

Add the name of employer

Contract expiry date

Add the date when the contract is expiring

 

 

The image below portrays the work details window.

 


1.11. Social economics

A section to fill in the bio data of a member. The table explains every field.

Field

Explanation

Select member

Select member from drop down list

Marital status

Select status from drop down list

No of children

Add no of children

Profession

Add his profession

Education level

Select from drop down list

Can access credit

Select either yes or no from drop down list

No of dependents

Add number of dependents

Branch

Select Yes or no from drop down list

Read and write

Select Yes or no from drop down list

Employer

Add employer name

Housing

Select Yes or no from drop down list

Speak English

Select Yes or no from drop down list

Other languages

Add other languages

Employment

Select Yes or no from drop down list

Is a group member

Select Yes or no from drop down list

Can guarantee

Select Yes or no from drop down list

 

 

             

Below is the window to add information on bio data

 

 

 


1.12. Member uploads (field coloured BLACK below

This is here the all member documents are uploaded, this section allows the user to upload  any supporting documents that a member maybe required to present by the organization including a member signature and documents for collateral in the case of a loan application.

 

                                                                                                                                                        

Select the member document type for upload from the drop down under the SELECT DOCUMENT TYPE and then input the document name and code. The user then uploads the scanned document under the choose file window.

The user can add as many documents as they want by simply clicking on the + (coloured

YELLOW above)

 


1.13. Non-member Registration

This is a section to register non-members. It is under registration menu. Non-members are significant in instances where a member requires a guarantor who is not a member of that particular financial organization. Below is an image showing how the non-member registration appears.

 

The table below gives an explanation of the fields on the non-member registration

Field

Explanation

First name

Add first name of non-member

Middle name

Add middle name 

Last name

Add Last name

Phone number

Add phone number

ID number

Add ID number

 

 


1.14. View Non-Members

This is an area to view non-members that exist in the system. 

 The highlighted button is the edit button. Clicking on it will redirect you to register non-member window. Edit information accordingly.


1.15. Group/Entity Registration

A section to register group/entity. It is under registration. Here is a screenshot on how access group/entity

 

Group/entity registration has several fields as shown in the table.

Field

Explanation

Group/Entity code

Add the unique identifier of the group/entity

Group/Entity name

Add group/entity name

Physical Address

Add physical location of the group

Registration date

Add registration date of group/entity  

Meeting time

Add usual meeting time.

Postal address

Add postal address

Postal code

Add the postal code

Meeting days

Add the meeting days of the group

Group/Entity File no

Add the unique file no for every group/entity

CRO

Select the Customer Relationship Officer from the drop down list

Group/Entity phone number

Add the group/entity phone number

Can buy shares

Select from the drop down list whether to deny or allow buying shares 

Can guarantee

Select from the drop down list whether to deny or allow this group to guarantee loans.

Entity type

Select from the drop down list the entity type. Entity type can be group or chama.

Charge registration

Select from the drop down list whether to allow charge registration or not.

 

The charge registration when selected yes generates extra fields as shown in the table below.

Field

Explanation

Payee

The person making the payment for the charge registration

Account

Add the account to which this amount will go

Approved by

Add the approving officer

Select bank

Select the bank in which the amount will be deposited

Cheque no.

Add cheque number where necessary

Transaction code

Add the transaction code

Amount

Add amount paid

Payment mode

Select the payment mode for this transaction

Currency

Select currency to use with this transaction.

Date

This is the date when charge registration was paid

 

Below are two images depicting when CHARGE REGISTRATION is selected YES and when selected NO.

 

 

 

Image when charge registration is selected NO.

 

 

 

Image when charge registration is selected YES.

 

 




1.16. View groups

Sub menu adjacent to Add group. It contains an Edit button to correct erroneous information previously added. Below is a screenshot for the view window.

 

1.17. View Members

This is a section to view members already registered in the system. It has two options where one can view individual members or members within a group.

To view members just click on view members below is a view for members.

 

 

 

 

 

To view members in a particular group

First select group from the drop down list.

 

View for a particular group members

 

The two buttons view and Edit on the view member’s page have different functionalities. The view button generates a more detailed view of the member as you can see below.

 

The edit button redirects you to member details where you can edit the information added accordingly.

 

 

 

 

It generally gives a report about members below is a screenshot of the members report. 

 

There is another option where you can generate a report for members within a group. The signature field is applicable when the report is printed. That column is signed by the member on the printed paper. Select group from drop down list as indicated below.

 

For demonstration purpose I selected jambo group..               

 

There are 3 circled buttons Export to csv, view and Edit. The export csv button is used to download the member report in excel sheet (csv) format. The view button is used to generate a more detailed of members within a group. Finally, the edit button is used to edit the information previously added.


2. MPA (MEMBER PERSONAL ACCOUNT)

This is a menu adjacent to registration menu to the right. It contains three sections namely;

I.                 Client payments

II.              View accounts

III.           View loan accounts

IV.           Funds transfer & withdrawals V.      General accounts statement

VI.       Property statement

Below is an image showing how to access MPA.

 

 

 

 


2.1. Client Payments

This section contains several sub-menus that has different functionalities, each will be discussed in depth. Below are the listing of the sub-menu;

•      Add Payment

•      Add bulk payment

•      Approve bulk payment

•      Add loan bulk payments

•      Approve loan bulk payments

•      View payments


2.2. Add payment

This is a section where a client makes loan payments and contributions to their accounts. Adding the entries needs an understanding of fields in this section, the table gives an explanation of the fields.

Field

Explanation

Select Member

Select the member that is making a contribution from the drop down list 

OR Select group

Select group that is making contribution from the drop down list 

Account

Select Account for that particular member/Group from the drop down list

Loan

Select the loan which the member is making a payment

Select bank

Select the bank account to which the payment will be deposited

Payee

Add the name of the individual who made the payment on behalf of member.

Transaction code

Add transaction code. Create depending on your sacco policy. 

Payment mode

Select payment mode from the drop down list.eg cash , cheque, checkoff

Cheque No

Add cheque number if necessary

Currency

Select the currency eg KSH, dollars

Amount

Add the amount that member is contributing.

Date

Add the date of payment.

 

The image below shows the form for add payment.

 

NOTE: You can make concurrent payments for an account and a loan you can also choose a single cheque to pay for multiple accounts or pay for multiple accounts simultaneously. By clicking on the plus button coloured GREEN above 

 


2.3. Add bulk payment

An organization may have a lot of payments to add to the system. A convenient way of doing it is by adding it through add bulk payment. The question ringing in your mind is how to add it but before that let’s discuss about the fields and button in this field.

Field

Explanation

Date

Select the date the payments were added

Currency

Select currency for the payments

Payment mode

Select the payment mode

Select bank

Select which bank the bulk payments will go to

Filter by group

This is a field that you can select members for a particular group and make their payments

Search

Field to search 

 

This section has 3 buttons save, export to CSV and a drop down button.

The save button                      is clicked to put into effect whatever entries you have added.

The export csv button  once clicked generates an excel sheet (CSV) in which one can add the transaction code, amount and cheque number where necessary.

Below is a screenshot for the csv.

 

Be keen to populate the cells correctly. Do not change anything in the format to avoid a data mix up which may result to erroneous results.

Once through with filling the CSV upload it through the button payment CSV as shown below

                  

 

 

The final button is a button where select the number of rows you want displayed on the screen.

       

NOTE: The exported CSV will always contain the number of rows displayed on the screen, so if you want a CSV with five rows always select 5 on the drop down list above. If you want ‘All’ rows to appear on the CSV select the option ‘All’ in the drop down list.

Below is a screenshot portraying the Add bulk payment window

 

There are 3 columns that has up and down arrows. These columns are Member, Member number and Account type. The purpose of the arrows on the columns member and member number are for sorting the columns into ascending and descending order. The arrow on the account type is for sorting the different account type under this page.


2.4. Approve bulk payments

This is a section to approve the bulk payments previously added. This section has two buttons the approve button and reject button. The approve button simply approves the bulk payment while reject button rejects the bulk payments. Below is the image portraying the approve bulk payments window.

 


2.5. Add Loan Bulk payments

This is the window to add a large number of loans there are two ways to add the loan bulk payments.

I.               Direct entry 

II.            Uploading CSV

Before expounding on the methods let us explain the fields in the ‘add loan bulk payments’ window.

Field

Explanation

Date

Select the date the payments were added

Currency

Select currency for the payments

Payment mode

Select the payment mode

Select bank

Select which bank the bulk loans payments will go to

Search

Field to search 

Transaction code

Unique identifier of a transaction

Cheque number

Add the cheque number

Amount

Add the amount you want to add

 

 


2.6. Direct Entry

This is achieved by feeding the loan payments directly to the ‘add loan bulk payments’ window as portrayed by the image below.

 

This is the half-right of the image showing the fields to add the transaction code, cheque no if necessary and amount.

Click on save on the button save to effect the entries.


2.7. Uploading CSV

The first step on this stage is downloading the CSV (excel sheet) click on export csv button

 . 

Once the csv has been downloaded keenly follow the format so as to correctly populate the cells any erroneous entry will result to dubious results. Below is a screenshot for the layout of the CSV.

 

 

To upload the duly filled excel sheet. Upload through the button ‘loan CSV’ as depicted below

 

The final button is a button where select the number of rows you want displayed on the screen.

 

NOTE: The exported CSV will always contain the number of rows displayed on the screen, so if you want a CSV with five rows always select 5 on the drop down list above. If you want ‘All’ rows to appear on the CSV select the option ‘All’ in the drop down list.

Below is a caption for ‘add loan bulk payment’ screen.

 


2.8. Approve loan bulk payments

This is a section to approve the loan bulk payments previously added. This section has two buttons the approve button and reject button. The approve button simply approves the loan bulk payment while reject button rejects the loan bulk payments. Below is the image portraying the approve loan bulk payments window.

 


2.9. View Payments

This is a section to view payments made by clients though loans payment are not reflected here but under view loan accounts. Below is a caption for the window ‘View payments’.

 


2.10. View Accounts

A section to view member accounts. It is the second sub menu under MPA. To access click on MPA then click on sub menu view accounts as shown by the image below. 

To view the specific account for a member. Select account from drop down list as indicated below.

 

This section will direct you to another submenu where you get to choses the member and the account type you want to view and also the dates you want to view the accounts as shown below.

 

Under the account (coloured  PUPPLE) , you can choose any savings account or a shares account depending on the client account subscription.

Below is the view for a specific member.

 

There exists 4 categorizations within the window. They are outlined below.

I.                  Account Details give the details about that particular account product the minimum opening balance, Balance required for interest calculation and minimum balance. The image is as above.

II.               Account Statement gives a comprehensive statement about the member account.

III.            Charges that a member incurs as per the product settings is portrayed under the charges bar.             

IV.            Shows the transactions of a member towards that account.                                      

                                                                                                                                     

                                                                                                                                     

             


2.11. View loan accounts

The third sub menu under the menu MPA. Its main function is to give a view of the loan status of a member. It also gives a provision for viewing the loan account of a member within a particular group. To access the view loan account click on MPA then view loans account.

 

To access view loans account you have to select group, member and loan or member and loan since not all members belong to a group. Below is a screen showing how to select the group, member and loan.

Select group, this should only be done if a member belongs to a group.

 

Select member

 

Select loan

Click the view button and a window with account details, repayment schedule (loan amortization), Charges, Transaction and Guarantors will appear. Below is the general outlook of the ‘view loan accounts’.

 

 

There is tab at the top right most corner by the name action. This is the button has four functions.

i.                 Write off. This enables the user to write off a loan that was defaulted by a client.

ii.               Add charge. This enables the user to add more or special charges that did not apply during the application of the loan.

iii.             Recalculate interest. This allows the user to recalculate the interest of an already ongoing loan.

iv.             Reschedule loan. This allows the user to add or reduce the number of loan payments depending on the client request.  

 

The functions are as shown below 

 

The section that is following will outline with screenshots the earlier mentioned sub menus.


2.12. Account details

This section a comprehensive report about the details of that particular loan account. The image below gives a clear picture of what is contained in that loan account.

 


2.13. Repayment schedule

This can be termed as loan amortization. It gives a repayment schedule for your loan. 

 


2.14. Charges

This is a section showing the charges incurred by the loanee during the process of acquiring a loan.


2.15. Transactions

All the transactions for a member under the loan account are captured under this section.There is button for view journal entries it gives a detailed view of that particular transaction below is a detailed view of the top most transaction conducted on 2016/1/4.


2.16. Guarantors

The guarantors’ window provides a view for the guarantor that guaranteed a loan for a specific member. For example if I opened the loan account for William I will only be able to see the individual that guaranteed William’s loan. Below is an image for the guarantors’

  

 

There are two buttons Edit and Delete button. The delete button simply deletes the guarantor, note that only those assigned with rights of deleting guarantor can do it. The edit button once clicked takes you to a window add guarantor which is under Loans (this will be discussed elaborately later in this document). The window for add guarantor is shown below.

 


2.17. Funds transfer and withdrawal


 

This is a section to transfer funds from one party to another or from one account to another. The image above shows the window for the transfer of funds.

 Below is a table explaining the fields in this particular field.

Field

Explanation                                   

From group

Add the group from which the funds are emanating from.

From member

Add member to transfer the funds

From account

Add source account of the funds to be transferred. 

To group

Add recipient group of the funds.

To member

Add recipient member of the funds

To account

Which account is receiving the transferred funds

To loan

Specify whether the funds transfer are to be used to pay a loan so as to deposit it in a loan account.

Amount

Add the amount to transfer

Date

Add date of transfer

 

NOTE: To view the funds transferred move to view account under MPA and select the recipient or the sender of the funds. From there you can view funds transferred


3. LOANS

This is the menu where most of the loan operations takes place it contains several sub menus such as Register loan products, Loan application, collateral registration, view loans, Charges and credit formula score. Each of this sub menus has its own functionality. Below is an image showing how to access the loan menu with it different sub menus.

 


3.1. Loan Application

Loan application is a five step process that involves applying loan, adding guarantor, approving loan, processing loan and disbursing loan. There is an extra sub menu labeled as reverse loan. It can be accessed through the menu loans.


3.2. Apply loan

This is a section to apply loans below is a table explaining the fields on this particular window.

Field 

Description

Select group

A field with a drop down list. This is a group where a member borrowing a loan belongs to. 

No need to fill it if a member does not belong to any group.

Member

Select member who is borrowing a loan

Loan reference number 

The number that uniquely identifies a loan

Loan type

Select the type of loan that a member is borrowing.

Loan purpose

Fill in why the member is borrowing a loan

Amount

Enter the amount being borrowed

No of repayments

Add the number of repayments for the loan being borrowed.

Date of loan application

Add the date the loan was applied

Grace period

An additional time given to a member to pay off their loan.

Charge deductions

Select from the drop down list whether you want that particular loan to attract charges

Date of first repayment

Select the date for the first repayment

Days before first repayment

Add the days before the first repayment

Interest rate

Add the interest rate for this particular loan

Loan top-up

Select either yes or no from the drop down list depending whether you want to a loan top up or not.

Create repayment standing order

This field allows one to create standing orders from the savings account to the loan account which is automated by the system.

The apply loan window looks like this;

 


3.3. Bulk apply loan

This is a section to bulk apply loans below is a table explaining the fields on this particular window.

Field              

Explanation

Default No. of repayments*

Add the number of repayment that a loan has been defaulted Compulsory

Loan type*

From the dropdown last select the type of loan Compulsory

Interest rate

Add the interest rate charges

Date of loan application*

Select the date the loan was applied

Date of first repayment

Enter the date that first payment was made

Days before first repayment

Enter the numbers of day before the first payment was made

Grace period

Enter the number of days provided after the actual due date of loan repayment 

Select group

From the dropdown list select the group the member belong to

Loan top-up

From the dropdown list select YES or No to indicate whether there’s top-up for the bulk loan

Create repayment standing order

This field allows one to create standing orders from the savings account to the loan account which is automated by the system.

 

The bulk apply loan window looks like this;

 

Another alternative option of capturing data for bulk apply loan is through loan CSV that are already exists in an excel sheet.

Here is a screenshot of how the CSV appears. 

 

 


3.4. Add guarantor

This is the area to add guarantor. A guarantor can be a member, group or non-member. Below is a table explaining the fields in the add guarantor section.

Field 

Description

Guarantor type

Select from the drop down list. A guarantor can be a member, non-member or Group.

Non-member

This is a field to select non-member. It is active when guarantor type is selected to be non-member and inactive when group and member are selected to be guarantor types.

Filter by group

This is a section where you sort by group so as the members of that particular group are the only one appearing in the guarantors list. In other words it is narrowing the search of members to a particular group. Mostly applicable when guarantor type is selected member.

Member

Select the name of the member to guarantee the loan.

Groups

Once you have selected the guarantor type as group. This is now the specific place to select a group.

Collateral or savings

Select from this field whether the guarantor is using their savings or collateral. 

Savings amount

Add the amount that this guarantor has in terms of savings

Collateral

Collateral must be registered first for it to appear on this field. Select collateral from the drop down. 

Loan to guarantee

Select from the drop down list which loan this individual will guarantee.

Below is an image for the add guarantor window.

 


3.5. Approve loan

This window contains two buttons, a button to approve loan and a button to reject loan.

 

The operations on this window are direct since you just need to click on approve loan and reject to reject a loan. A dialog box appears once you reject loan so as to fill in the reason for rejecting loan.

Below is a screenshot for the approve loan section.

 

Once you have clicked on approve loan a window requiring an individual to add approved amount and disbursement date is generated. Add the information asked for and click on complete approval. In the case you clicked on approve loan mistakenly there is a cancel button to cancel the loan. Below is the screenshot for what has been discussed above.

 


3.6. Process Loan

This is the fourth step during the application once the loan has been approved it now needs to be

processed. To process the loan click on the button  process


3.7. Disburse Loans

This is the last stage of the application. It involves disbursing the loan to the account of the loanee. The table below gives an explanation for the fields.

Field

Explanation

Select group

Select the group, if necessary, that the loan is to be disbursed to. Note this is to add a group a member belongs to, In many financial organizations they give a loan to a member belonging to a certain group. Though again this is fully dependent on a financial organization policy.

Member 

Select the member to whom the loan is to be disbursed to.

Loan

Select the loan to be disbursed.

Disbursement date

Select the disbursement date. Adds automatically after loan and member has been selected.

Disbursement amount

Add the disbursement amount. Adds automatically after loan and member has been selected

Currency

Select currency in which the loan will be disbursed. Adds automatically after loan and member has been selected

Cheque no

Add cheque number if the loan will be disbursed in form of a cheque

Payment mode

Add the payment mode in which the loan will be disbursed.

Transaction code

Add the transaction code for the disbursement

Bank

This is the bank where the money to be disbursed is withdrawn from. 

Comment

Add relevant comment.

Offset another loan

Mostly applicable when you have applied a top-up. You can select from the drop down list whether to offset another with the loan top up or not. 

Member to top up

Select from the drop down list which member is topping up.

Loan to top up

Select the loan to be topped up.

Below is a screenshot for the disbursed loan window.

 


3.8. Reverse Loans

This an option that exists in the system where you can reverse the loan despite its status (Active, Complete or processed). This screenshot beneath shows the window for reverse loan.

 

To reverse a loan click on the radio button and click on the button reverse. A dialog box appears where you can add the reason for your loan reversal. As captured by the screenshot below.

After adding the reason click on complete reversal. You can click on cancel to abort this operation.


3.9. Bulk Disburse Loan

This window contain three section namely; bank, payment mode and currency

Bank- From the dropdown list select the bank on which the bulk loan will be disbursed

Payment mode- Select the payment mode from the dropdown list

Currency- Select the type of currency to be applied from the dropdown list

After filling on the information click on disburse 

The window of bulk disburse loan appears as shown below;

 

                                                                                                                              


3.10. Collateral Registration

This is the window that allows the user to register all collateral of a given loan including documents and files. The registered collateral is grouped into movable and immovable depending on the type, example a car is a movable collateral while a house is immovable. To upload any collateral documents into the system go to MEMBER REGISTRATION, then go to MEMBER UPPLOADS and under the document type choose LOAN COLLATERAL (coloured in RED), as shown below.

 

 The user can add as many documents as they want by clicking on the plus sign (COLOURED green) above.

The Collateral Registration fields are explained below.

Field

Description

Member type

This is a field to select whether the collateral you are selecting is for a member on non-member.

Non-member

This field becomes active when member type is selected as non-member. 

Select from the drop down list the non-member. Remember you must have first registered the non-member to add them.

Member 

Select member from the drop down list whose collateral is to be registered.

Description

Add descriptive note for the collateral

Collateral ID number

Add a unique identifier for the collateral being registered.

Value

Add value of the collateral.

Status

Select the status from the dropdown list. The status has 5 options active, Inactive, suspended, withdrawn or deceased.

Collateral type

Add collateral type. Is it movable or immovable?

Comment

Add relevant comment.

 


3.11. CIC insurance report

This window has two field namely date from and date to. Select from which date you want CIC insurance report to start and finally select the end period then generate the report.  The window of CIC insurance report appears as shown below;

 

 


3.12. CRB report

This window has two field namely date to and loan product. Select from which date you want CRB report period then from drop down list select the loan product then generate the report.  The window of generated CRB report appears as shown below;

 

 

 


3.13. Portfolio at risk report

This window has two field namely date to and loan product. Select from which date you want portfolio at risk report period then from drop down list select the loan product then generate the report. 

The window of generated Portfolio at risk report appears as shown below;

 


3.14. Expected Loan Repayment

This window contain four field namely; date, date to, loan product and group.

Date- Select the date of expected loan repayment

Date to- Select date to pay the loan                     

Loan Product- From the dropdown list select the loan product which is expected to be repaid

Below is a window showing the expected loan repayment fields

 

  Below is a window showing the generated Expected Loan Repayment

 

 

 


3.15. View loans

This is a section that provides an interface to view Active loans, Completed loan, Rejected loan, Reversed Loans, Pending loans and Written off loans.


3.16. Active loans

Active loans are the loans that have been disbursed and are still being serviced by loanee. Below is a view for active loans.

 

 


3.17. Completed Loans

These are loans that have been fully paid for. Below is a view for the completed loans. 

 


3.18. Rejected Loans

Loans that never went beyond the approval stage. Below is a view for the rejected loans.

                                           

 


3.19. Reversed Loans

Whenever a loan is reversed you can view it from this window. Below is a screenshot.

 

 

 


3.20. Pending loans

All loans pending approval are viewed from this window. Below is a screenshot.


3.21. Charges

This section has two sub menus

•      Add charge

•      View Loan charges


3.22. Add Charge

This is a section to add the charges for a loan. Example of a charge is processing fee. The table below explains every field in this window.

Field

Description

Name

Add the name of the charge e.g. processing fee

Charge time type

It is a drop down list that has 3 options.

Disbursement fee- Select that, if the fee is incurred during disbursement. E.g. disbursement fee

 

Installment fee-Select it, if the fee that is incurred when you make a payment in installments.

Overdue fee- Select it, if the fee is incurred when a payment is overdue. E.g. Penalty fee

Charge Calculation

This is a drop down list that has 5 options.

Flat- Select if the fee you are adding does not vary for different loan products.

% of amount- Select if the charge is calculated as a percentage of amount.

% of amount +interest- Select if the charge is calculated as a percentage of amount +interest.

% of interest- Select if the charge is calculated as a percentage of interest.

% of disbursement amount- Select if the charge is calculated as a percentage of disbursement amount.

 

Amount

If you pick an option with % of something (may be % of amount). Be KEEN to add the percentage in this field. i.e. If you add that the charge is processing fee and charge calculation is 10 % of amount. On this amount field add 10.

-     If you take another charge and the charge calculation is flat. On this field add the amount. i.e.

2000 shillings

GL account 

To which GL account does the charge go to.

Status

Select status from the drop down list

Below is a screenshot for the Add Loan charge.

 

 

 

 

 

 


3.23. View Loan charges

This is the section to view the charges that have already being created in the system.


3.24. Formula

The user can also add their own loan formula by clicking on the formula menu. After creating the formula the user can view it by clicking on the view formula button

   


4. PAYMENTS

The payment menu has two sub menus namely receive payments and make payments. In simple terms the receive payments is a section to receive income and make payments is to pay for expenses. To access the receive payment and make payment click on the sixth menu. The image below elaborates more.

        


4.1. Income

All the incomes to the sacco/microfinance/chama are entered into the system through this window. Below is a table explaining each field.

Field

Explanation

Payee

Adding Individual making the payment

Account

Select to which account the income goes to

Approved by

Add approving officer

Select group

Select the group making a payment

Select member

Select the member making payment

Select bank

Select the bank to which the income will be deposited to

Cheque no

Add cheque no. where necessary

Transaction code

Add the transaction code. Unique identifier for the transaction.

Amount

Add the amount to be paid

Payment mode

Select the mode of payment

Currency

Select currency for this transaction

Date

Add the date for the payment

Description

Describe the nature of the payment. Example registration fees

receipt

The user can print out a receipt for the client 

 

Populating the fields is simple once you understand each field. Below is a window for receive payments.

 

There is another way of adding payments on the ‘receive payment’ window, this through the upload csv button. The first step is to download the excel sheet (CSV) from download csv button

. As a rule of thumb you should strictly format your csv as per

the downloaded template. Below is a screenshot for the csv.

 

After duly filling the amounts, transaction and cheque no (added where necessary) you can

upload the excel sheet. Through the upload CSVbutton.

 


4.2. View received payments

It is the section to view incomes for the sacco/microfinance/chama. One can search using different criteria such as;

•      Account name

•      Group name 

•      Member name

•      Member number  

These search options are circled in the image below. There is an additional search field

       for general search.

Below is the screen shot for view payments.

 

The edit redirects to the ‘receive payment’ window where you can edit data previously added. 

Note: the coloured sections are used to search the member account depending on account type and funds transfer mode

1.15.2 Expenses

This is a section to record the expenses of the financial organization. Below is a table explaining the fields on the make payments window.

Field

Explanation

Payee

Adding Individual making the payment

Account

Select to which account the expense goes to

Approved by

Add approving officer

Select bank

Select the bank to which the expense will be withdrawn from

Cheque no

Add cheque no. where necessary

Transaction code

Add the transaction code. Unique identifier for the transaction.

Amount

Add the amount to be paid

Payment mode

Select the mode of payment

Currency

Select currency for this transaction

Date

Add the date for the payment

Description

Describe the nature of the payment. Example Utility fee

 

Populating the fields is simple once you understand each field. Below is a window for receive payments.

 

There is another way of making payments on the ‘make payment’ window, this through the upload csv button. The first step is to download the excel sheet (CSV) from download csv button . As a rule of thumb you should strictly format your csv as per

the downloaded template. Below is a screenshot for the csv.

 

After duly filling the amounts, transaction and cheque no (added where necessary) you can

upload the excel sheet. Through the upload CSVbutton. 

 


4.3. View Expenses

It is the section to view incomes for the sacco/microfinance/chama. One can search using different criteria such as;

•      General search 

•      Account name 

Below is a view for the window ‘view expenses’.

 

The edit redirects to the ‘Make Expense’ window where you can edit data previously added. 


5. BILLING

This is a menu adjacent to payments menu to the right. It contains eight sections namely; 

•      Register Customer

•      Register Vendor

•      Tax/Charges registration

•      Register product/services

•      Register customer subscription

•      Register Vendor subscription

•      Create invoice

•      Customer statement

 

Below is an image showing how to access CRM.

 


5.1. Register Customer

This section contains several sub-menus that has different functionalities, the table below will discussed them depth. 

Field

Explanation                              

First name

Add member first name.

Middle name

Add member middle name

Last name

Add last name

Phone no

Add the customer phone number

Email Address

Add the customer email address

Country

From drop down list select the customer country

Location

Add customers location

Company Name

Add customer company name

Comments

Add comments and information concerning the customer

Customer category

This allows the user to add a customer category example coorperate customer, 

Status 

From the drop down select the status of the customer whether active inactive or closed

 

The image below shows window of register customer;

 

 

View customer. The button next to the register customer allows the user to view and edit the customer they have already registered.

Customer communication .this button has to functions first the user chooses the customer from the drop down under the customer menu, then the user chooses the kind of communication they wish to have with the client example email, tel

 

             


5.2. Register Vendor

This section contains several sub-menus that has different functionalities, the table below will discussed them depth. 

Field

Explanation

First name

Add member first name.

Middle name

Add member middle name

Last name

Add last name

Phone no

Add the vendor phone number

Email Address

Add the vendor email address

Country

From drop down list select the vendor country

Location

Add vendor location

 

             

The image below shows window of register customer;

 

View vendor, this button allows the user to view and edit the registered vendors. 

 

1.16.3 Tax/Charge Registration

The tax/charges registration window has five section namely; tax/charge name, tax/charge code, description, percentage% and flat amount 

Tax/charge name- Add the tax name or charge name e,i VAT

Tax/charge code- Add the tax/charge code

Description- Comment on the tax or charges

Percentage%- Add the percentage charged on the tax

Flat amount- Add the amount of charges or tax

The image below shows window of register tac or charges;

 

View charges. This button enables the user to view and edit the already registered charges. 

 

 


5.3. Register Customer Subscription

The window has 4 field namely; customer, product/services, quantity, billing cycle and sales unit price

Customer- From the drop down list select the name of the customer

Product/services- From the drop down list select the product or service

Quantity- Add the quantity of the product or service

Billing cycle- From the drop down select the cycle of billing whether is daily weekly monthly or annually. 

Sales unit price- Add the sales unit price

The image below shows the register subscription 

 

View customer subscription, this button allows the user to view and edit the already registered customer subscriptions 

 


5.4. Register vendor subscription

The window has 4 field namely; customer, product/services, quantity, billing cycle and sales unit price

Customer- From the drop down list select the name of the customer

Product/services- From the drop down list select the product or service

Quantity- Add the quantity of the product or service

Billing cycle- From the drop down select the cycle of billing whether is daily weekly monthly or annually. 

Purchase unit price- Add the purchase unit price                 

The image below shows the register of vendor subscription 

 

View vendor subscription this button allows the user to view and edit the already registered vendor subscriptions.

 


5.5. Create invoice

This menu contain various section which will be explained by the table below;

Field

Explanation

Customer*

From the drop down list select the customer you want to create invoice for Compulsory

Product/Service*

From the drop down list select the product or service that will be included in the invoice Compulsory

Subscription

From the drop down list select the subscription of the customer

Invoice number*

Add the Invoice number or you can click the generate code button to automatically assign the number to the Invoice Compulsory

Date*

Select starting date for creation of the Invoice 

Compulsory

Due date*

Select the due date Compulsory 

Quantity*

Add the quantity of product or services to be included in the Invoice

Compulsory

Amount

Add the amount quotation of the Invoice

Discount

Add the discount  of the services  

header

This is where you set the invoice header as it will appear on the invoice

Comments

Add your view 

+ button

By clicking on the plus sign you can add multiple transactions in a single invoice

 

The image below show the creation of invoice

 

View invoice, clicking the view button allows the user to view and edit the invoice 

 


6. Messeges

This is a module used to send bulk SMS to different individuals. You can send messages using messenger from anywhere in the world. It contains 5 components send message, Address book, Sent Messages, Drafts and Generate delivery reports.


6.1. Send message

This window contains 3 portlets. These portlets are;

I.         Send messages

II.      Select contacts III.         Top up account.

 


6.2. Send message

This is the region to send messages, all you need to do is add the recipient’s number, message body and click on send.

 

 Disclaimer: Always generate delivery reports before 48 hours are over since the lifetime for a delivery report is 48 hours. 

P.S: The delivery reports shows whether a message was sent or not. The delivery report will only show the status of a message that was sent within the 48 hour mark.

The message looks like this on the recipient’s side.

 


6.3. Select contacts

A section to select contacts for the recipients of the message.

To select the address book (will be addressed on topic 1.17.2) click on the drop down list and choose an address book. Contacts on that particular address book will be displayed.

 

To add the contacts to the send message portlet click on the checkbox (circled on the image below) adjacent to the contact name and click on the add button as shown on the image below.

Example: To add the contact Mordecai Mimi to send message portlet click on the checkbox and click on the add button.

To select all contacts on an address book click on the checkbox pointed by the RED arrow

To pick on a specific contact search for it on the search field coloured in GREEN  To pick one contact click on the checkbox pointed by the BLACK  arrow

 

 

 

 

 

 


6.4. Top-up account

This is a section to top up the units/sms. Below is an image for this portlet.

 

NOTE: PAYMENTS ARE NOT MADE THROUGH THIS PORTLET BUT THROUGH YOUR PHONE.

Below is an explanation of the fields indicated with the numbers 1, 2, 3, 4. 

1-      A filed to add the number of units/sms you want to top up.(BLACK)

2-      This field displays the price of units/sms added in field 1(units).(RED)

3-      A field to add the phone that you paid with (GREEN)

4-      A field to add the amount paid.(YELLOW)


6.5. Address book

The address book has 3 portlets namely create address book, address book and all contacts.

Below is a screenshot for the window ‘address book’. 

 

                                                                                                                                                       


6.6. Create address book

This portlet gives a view for contacts and also allows creating of address book and adding contacts into it. The image below shows the procedure of creating the portlet ‘create address book’.

 

•      The arrow on the image points on the view for the contacts saved in the system.

•      The field to add phone number is indicated in BLACK

•      The field in RED indicates the CSV for bulk upload of member contacts, it has four fields.

•      The button ‘Add new contacts’ when clicked generates an extra field to add contact and name.

•      The field in GREEN is used to upload the contact CSV after it has been filled.

•      The field in YELLOW is used to name the address book that one wants to create

•      After filling the fields then the user saves the information into the system by clicking on the save button at the bottom left corner of the system.

 

 

BE KEEN TO START THE PHONE NUMBER WITH THE COUNTRY CODE. FOR

DEMONSTRATION PURPOSE WILL USE KENYA’S PREFIX +254

•      After creating a new contact you can choose to create an address book or add the contact to an already existing address book.

•      A new address book is added on the field marked 1.

•      A contact is added to an existing address book through the field marked 2.


6.7. Address books

Under this portlet you can view contacts under a particular address book and also edit the name of an address book.

 

To view contacts on a particular address book, select address book on the field coloured BLACK To edit name of the address book click on the RED button as indicated by the image above.

6.8. All contacts

This portlet offers a view for all contacts and allows editing contacts earlier saved in the system.

 

 


6.9. Sent messages

A section to view a report for sent messages. The view button when clicked gives more details about the message.

 


6.10. Drafts

A section that gives a view for the draft messages. Below is a screenshot for the draft messages


6.11. Generate delivery reports

A section to generate delivery reports. Below is a window to show delivery reports.

 

Disclaimer: Always generate delivery reports before 48 hours are over since the lifetime for a delivery report is 48 hours. 


6.12. More

This is a section to register fixed assets, view fixed assets and view fixed assets depreciation.


6.13. Register fixed asset

This window contains ten fields as explained by the table below.

Field

Explanation

Name

Add the name of the asset

Serial number

Add the unique identifier of the asset

Date of acquisition

Select date when the asset was acquired

Depreciation type

The system displays two depreciation types namely reducing balance and straight line.

Select either of the two as per the guidelines of your financial organization concerning calculation of depreciation. 

Life

-Generated when the selection for depreciation type is reducing balance.

-Comes with two fields adjacent to each other. -The field on the left is an input field while the one on the right is a drop down field.

-Select the period on the drop down field i.e. day, month or year.

-Add the number of days, month or year on the input field. (Field on the right). 

 

Salvage value

It is an estimated resale value of an asset at the end of the assets.

Add salvage value to this field.  

Depreciation rate

Generated when the selection for depreciation type is Straight line. 

Enter the depreciation rate this will mostly be provided by the financial organization.

Depreciation rate per

A drop down list to select the depreciation period. The selection can be a day, a month or a year. 

Asset account

Select from this field to which GL account the asset you are registering falls under.

Expenses account

If an asset incurs an expense then select from the drop down list to which account that expense falls under.

i.e. if a bus incurs fuel expense, select from expenses account ,fuel expense

Income account

If an asset generates an income then select from the drop down list to which account that income falls under.

I.e. if a bus generates an income, select from income account field the account hire income.

 

This image gives an illustration when the depreciation type is reducing balance.

 

The second illustration portrays an image when depreciation type selected is reducing balance.

 

 

 

The screenshot below gives a clear picture of the window ‘register fixed asset’.

 


6.14. View Fixed Assets

This is a section to view the fixed assets registered. This window has two buttons view and edit. The view button when clicked gives a detailed view of an asset. The edit button redirects to the window register fixed assets where you can edit the data previously added.

 


6.15. View Fixed Assets Depreciation

A section to view fixed assets depreciation report. To view the report select the asset and the date as shown below.

 

The second image shows the window for fixed assets depreciation.

 

 

This is a menu located between MPA and loans as shown on the screenshot below.

 

This is the menu where you can access the balance sheet, trial balance, cashbook, General ledger, Income statement, Banking reconciliation, Budgeting, journal entries, opening balances posting and group monthly performance report.


6.16. Balance sheet

The Balance sheet shows the Assets, liabilities and equity of an organization. To access this click on the first sub menu ‘balance sheet’. 

 

Select the date range that you need the balance sheet generated. Below is a screenshot for the date selection. Click on the button generate to access the balance sheet.

 

  

Beneath is an image giving an idea of the balance sheet.

 

 


6.17. Trial balance

This is a worksheet that consists of balances of all accounts and are compiled into debit and credit columns. The trial balance by clicking on the sub menu ‘trial balance’.

                                                                                            

Select the date range that you need the trial balance generated. Below is a screenshot for the date selection. Click on the button generate to access the trial balance.

 

 

 

 

 

 

 

Below gives a demo image of the trial balance

 


6.18. Cashbook

Financial journal that contains all cash receipts and payments, including bank deposits and withdrawals. The image below shows how to access cashbook.

 

                                                                                                                        

After clicking cashbook select date as shown below.

 

Below is an image showing the cash book.

 

 


6.19. General Ledger

All accounts in an organization are captured in the general ledger. It has the debit and credit sides. To access the general ledger click on the sub menu ‘general ledger’ as shown in the image below.

                                

After clicking on the general ledger you are required to select the date range in which the general ledger will be generated. There is a drop down list named account in which you select the account which you want to be portrayed in the general ledger you are about to generate. The image below gives a clear idea of accessing the general ledger.

 

 

 

 

Below is an example of a General ledger

 


6.20. Income Statements

The income statement which is also known as profit and loss statement captures the revenue and the expenses of an organization. It gives the financial status of the organization within a particular period.

 

The report is generated by selecting the statement type either in date range, years, or by date of comparison. The loan product only applys to loan incomes but to view all the incomes there is no need to select the loan product.


6.21. Banking reconciliation

It is a process trying to explain the difference on the bank statement of an organization and the internal accounts of an organization. Below is a view for the transactions in the system.

 

If the bank statements corresponds to the transactions on the system, then you can click the checkbox against the transaction on the system and click on the button reconcile.


6.22. View reconciled transactions

This is a section to view the reconciled transactions. There is a button to undo reconciled transaction. Below is a view for ‘view reconciled transactions’.


6.23. Budgeting

This is the section that captures the budget. A budget is a plan used to make decisions of what activities will be pursued in the future. To add a budget to the system, move to finance then click on budgeting as shown below.

 

                                                                                                                 

The screenshot below shows the window to add the budgets. Add the date range in which the budget will be operational then populate the other fields.

 


6.24. View Budget

A section to view the budgets earlier added. Add the date range to view the budget of that particular period selected. This window also contains an edit button, when clicked it redirects to the sub menu create budget. Below is a screenshot for the sub menu ‘view budget’.

1.18.7.2 Budget projection

The budget projection is used to determine future budgets, their revisions and also adjustments. It also helps in predicting future financial needs. Below is a view for budget projection.

 


6.25. Budget Comparison

The budget comparison is used to compare different budgets of different periods.

To generate the budgets add the date ranges as shown on the image below.

 

Click on generate to view the comparisons for the different budgets. Image below shows the budget comparisons.

 


6.26. Journal entries

It is simply adding entries to a journal. To access the journal entries, click on finance then pick journal entries as shown on the image below.

                                                                         

On the ‘add journal entry’ window there are 9 fields as shown below.

Fields

Description

Debit account

Select from the drop down list the debit account.

Debit amount

Add the debit amount.

Credit account

Select from the drop down list the credit account

Credit amount 

Add the credit amount

Transaction code

Add the unique identifier of the transaction

Payment mode

Select the payment mode

Currency

Select the currency under which this transaction will operate

Date 

Select the date of transaction

Description

Add a descriptive note about this transaction.

 

Below is a screenshot of the window to add journal entries.

 

 


6.27. View journal entries

This is the section to view journal entries. To access click on the sub menu to the right of add journal entry. There is an edit button, it is used to correct information earlier added. Below is a screenshot for the view journal entries.

 


6.28. Opening balances posting

This is a section where you add the balances brought forward from the previous financial period. To access this move to finance then click on opening balances posting as shown below.

 

Once you have clicked on ‘opening balances posting’ a window as shown on the image below will be generated.

 


6.29. View opening balances

This is a section to view the opening balances earlier added. You can filter the entries by the date they were added. There is an edit button on this window, once clicked it redirects you to add opening balance where you can edit information previously added.

 


6.30. Group monthly performance report

The group monthly performance report is mostly used by organizations with group models. It captures the contributions, loans taken by members and loan repayment by members. To access group monthly performance report click on finance then group monthly performance report as shown on the image below.

 

To access select group from drop down list and then the date. Click on generate.

 

Below is the view for the group monthly report