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Jisort Admin User Mannual

Introduction

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: Jisort Admin User Mannual
Printed by:
Date: Tuesday, 23 April 2019, 6:33 PM

1. 1.0 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

 


2. 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.

 

1.1 Adding the organizational details

Click on the register button displayed on the login page. A registration window appears. Add the particulars of the organization and any other information as required by the system. The fields to add the information are;

 

Field

What to add

Email

Add the organization email

Phone number

Add the organization’s phone number

User name

Add the user name

Password

Add a unique password. The password must not be shorter than 8 characters 

Confirm password

Add the password that you entered in the password field.

Organization name

Add the name of your organization

FIELD

What to add

Organization type

A drop down list with the option of microfinance, sacco and chama. Choose to fit your situation.

Location

The physical location of the organization.

System Use

Add whether you want the whole system or the SMS service only.

How did you know about us

From the drop down list select how you came to know us.

Organization slogan

Add the slogan of the organization.

 

                  Caption 1: The registration window

After filling in all the fields click on the register button. If the information provided in the fields is correct. A notification indicating successful creation of an account is generated. See photo below;

 

Caption 1.0 Notification for successful registration.

 

 

NOTE: 

Add a username and password that is easy to remember

Password must contain a minimum of 8 characters


3. 1.2 ADMIN MENU

This is a menu that contains 3 sections namely;

I.     User management

II.  Organization details III.         Audit reports


3.1. 1.2.1 USER MANAGEMENT

The major activity that takes place here is registration of users. This section has 3 sub-divisions namely;

a.    Add user

b.    View users

c.     Assign permissions

 

 


3.2. 1.2.1.1 Add user

This is an area where users of the system are created.

Field name

Description

Username

Field to add username

Password

Field to add password

Confirm password

Add the password previously added in the confirm password section.

Is admin 

A field with a drop down list.

Select yes to allow user to be admin.

Click No to deny user admin capabilities

 

 

 

How to add user

The process of adding user solely depends on understanding the fields and their meaning as provided on the table above.

1.2.1.2 View users

At this window you can perform two functions namely;

I.     Viewing users registered in the system II.          Edit users

Viewing users can be done by clicking on the sub menu ‘view user’. It is adjacent to Add user.

The button edit redirects to the ‘add user’ page where you can edit the user accordingly

NOTE: If you mistakenly assigned a user with admin capabilities you can make change from this section and restore them to an ordinary user.


3.3. 1.2.1.3 Assign permissions

This is an area to assign different users permissions. You can have a user such as an admin with more privileges than others this is achieved by selecting more of permissions and limiting the other.

To assign permission select user as shown below;

 

 

Permissions are assigned and de-assigned by picking permission name of your choice and clicking or unclicking to assign and de-assign permissions respectively. The permissions can also be filtered to suit a given category of users. The arrow on the image indicates the check box to click. To assign all permission to a user select the check box indicated by an arrow.

 

Click on save

Search field is used to search for a specific permission.


3.4. 1.2.1.4 User groups.

This menu allows one to assign users in the system to existing groups already created in the system.

You can also add a group of user’s example accountants, admin, etc. by clicking on the

USER GROUPS menu 


3.5. 1.2.1.5 Assign Group Permissions

This is where the registered user groups are assigned permissions; this makes it easier to assign permissions to users with similar duties instead of assigning each user their specific permissions. 

 


3.6. 1.2.2 Organization details

It holds 3 sections

I.             Organization details

II.          Register branch

III.        View branches

 


3.7. 1.2.2.1 Organization Details

This is an area to add or modify organization Details. For any information that was not added during the initial set up of the system.

 

Field name

Explanation

Name

Add the name of the sacco/microfinance/chama

Address 

Add the physical address of the sacco/microfinance/chama

Slogan

Add the slogan of the organization

Postal address

Add the postal address of the organization

Website

Add URL of the system

-Be keen to add the url in protocol then domain format.

i.e. https://my.jisort.com

Telephone

Add telephone number

Mobile

Add organization mobile number

Email

Add organization email number

Logo

 

Add organization logo

 

Reports Header Template

This is where the organization receipt details are input, this include the organization name , tel, mobile, email, website and any other detail that the organization wants to appear on the receipt 

 

Click on save to add the entries into the system.


3.8. 1.2.2.2 Register Branch

A sub-menu under organization details, in the occurrence that an organization has branches at different locations; this is the window to indicate that. Below is an image portraying the ‘Register branch’ window.

 

The table below gives a description of the fields.

Field name

Explanation

Name

Add the name of the branch

Address

Add the physical location of the branch

Postal address

Add the postal address

Website

Add the website URL

Be keen to add the URL. Starting with protocol then domain

http://www.demosacco.com

Telephone number

Add the telephone number of that particular branch

Mobile number

Add the mobile number of that branch

Email

Add the email address

Be keen to add email following the email format of    

 

username@mailserver.top-level domain i.e. johndoe@live.com

Click on save to add entries into the system.


3.9. 1.2.2.3 View branches

This is a window that gives a preview of the newly registered and already existing branches. This window has two buttons as circled on the image below.

 

 

The view button gives a detailed view of the branches captured in the system.

 

The edit button redirects you to the register branch page. Add the changes and click on save.


3.10. 1.2.3 Audit Report

This is an area to track what activity a user undertook at a particular date and time

Select report that you want to generate audit report. It consist of different reports depending with all the data entries in the system

 

 


4. 1.3 DATA SET_UP

At this point you are now in the system and what rings in your mind is what’s next. The beginning of it all is to add data into the system. Data will be added in different section as follows;

i.               Chart of accounts

ii.             Creating products

iii.           Registering members

iv.            Registering non-members (if any exists)

v.             Group/Entity Registration

vi.            Registering Banks

vii.          Payment mode registration

viii.        Currency registration


4.1. 1.3.1 CHART OF ACCOUNTS

The charts of accounts are registered under the tab registration, specifically GL accounts registration.

 

The charts of accounts are all the available accounts used in the general accounts of an organization/institution.

 

Fields in the GL accounts registration 

Below is an outline of the fields and their explanations.

FIELD

EXPLANATION

Account type

It is a field with a drop down list where you select the relevant GL account

Account name

This is a field where you add the name of a chart of account. Example of a chart of account name is cash at  hand, retained earnings etc.

Parent account

Any account that can be split to give sub-accounts. Example; ASSETS is the parent account to Motor vehicle account.

GL code

Numerals that uniquely identify accounts in a general ledger.

Example: the code 100 represents Assets.

The code 200 represents Liabilities

The code 300 represents Capital

The code 400 represents Income

The code 500 represents Expense

 

NOTE: For the listed GL accounts the first digit must be the ones in bold. i.e. The first digit for GL account liabilities is always 2. 

Field

EXPLANATION

Manual entries allowed

A field with a drop down list, where one can allow or deny manual entries.

-It is recommended when adding a loan account you deny manual entries

-The implication of denying manual entries is, incapability to make journal entries and addition to opening balances 

Overdraft allowed

A field with a drop down list in which you can allow or deny overdraft.

-Selecting ‘No’ in the field ‘overdraft allowed’ will deny negative withdrawals on the accounts selected.

Description

A field where you add a descriptive note for the account for the account registered.

 

Button name

Description

Upload CSV

This is a button where you upload the GL accounts contained in an excel sheet.

Download CSV

Button you click to export the excel sheet with GL accounts from the system.

Save

A button to save entries made in the fields

 

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.

 


4.2. 1.3.1.1 HOW TO REGISTER THE CHART OF ACCOUNTS

In this section we will register GL accounts in two ways.

I.          Adding entries into the fields

II.        Uploading the GL accounts using the upload CSV method

 

                      I.      Adding entries into the field

 

a)     Select Account type from the drop down list coloured in BROWN

 

 

b)     Type the account name  coloured in GREEN

 

c)      Add GL code coloured in BLUE. The GL codes are assigned as follows 

 

i.          All assets accounts code begins with the number (1)  example 1---

ii.         All liabilities accounts code begins with the number (2) example 2---

iii.       All capital accounts code begins with the number (3) example 3--- iv.       All income accounts code begins with the number (4) example 4---

                     v.       All expense accounts code begin with the number (5) example 5--

d)     Select option for manual entries from the drop down list

 

e)     Select option from field ‘overdraft allowed’. Select either Yes or No depending on what your situation is. field coloured in BLACK

 

 

f)      Select parent account from the drop down list. field coloured in WHITE

 

g)     Add description   field coloured in PUPPLE

 

h)     Link the GL to a branch by clicking on the branch dropdown. field coloured in

GREY

 

i)      Link the GL to a GL group by clicking on the GL group. The field is coloured in PINK

 

j)      You can set the account usage by clicking on the Account usage menu coloured in RED

 

k)     click on save at the bottom of the page

 

 

NOTE: Always remember to assign the GL accounts the right first digit while recording the GL code. Refer table with the fields and their explanations for better understanding of assigning GL codes.

                   II.       Uploading the GL accounts using the upload CSV method

This is an option that makes use of existing data in an excel sheet. Before uploading any data one must download a sample CSV so as to format their data as per the downloaded CSV. Failure to format the data may cause erroneous results. Below are images illustrating how to upload GL accounts from excel sheet.

1. Download the template GL account by clicking the download CSV template button. Highlighted in RED

 

Below is an image for the template excel sheet

 

Be KEEN to follow the provided format. Once you are through you can upload the document by clicking the upload button highlighted in BLACK

.

1.    A window will pop up requiring you to browse the document and upload it as indicated below

 

 

2.    Select on the correctly formatted excel sheet.

 

 

3.    Click on upload to upload the CSV file. CSV file is the same as excel sheet.

 

 

 

 

 

 

 


4.3. 1.3.2 View Accounts

The viewing of accounts occurs after registering the chart of accounts using either of the methods earlier mentioned. The photo below illustrates how to view accounts.

 

Click on view accounts which field coloured RED. View for the registered accounts will be generated.

You can view the account details by clicking on the view button.

To edit the account details click on the Edit button.

To search for a specific GL type in the gl name in the search docket, field coloured BLACK  


5. 1.4 CREATING PRODUCTS

To access products move to the tab products as indicated on the image below

 

The products created under this tab are savings account, shares account and fixed deposit account. This section has 7 sub-tabs namely;

a)    Savings and deposits product registration

b)    Shares product registration 

c)    Fixed deposits product registration

d)    Property Registration

e)    Unit type registration

f)     Unit  registration

g)    Unit Allocation

 

1.4.1 SAVINGS AND DEPOSITS PRODUCT REGISTRATION

Under this section savings and deposits are registered. Below is a table with field names and their explanations.

 

 

 

 

 

Field name

Explanation

Product name

A field to add either saving or deposit account brand name. This brand name may differ with different Sacco’s depending on their naming policies. Example of a product name may be ‘jijenge account’

Short name

This is a shortened form of the product name. Example: Gjnge.

Description

A field to add a descriptive note for the product created.

Currency

Select the currency at which the account will be operating with.

Nominal annual interest 

Field where you add interest growth rate of the savings at the end of the year.

Interest compounding period

Field with drop down list where you select the period at which interests should be compounded.

Interest calculated using

This is a field with a drop down list. It provides two options;

I.          Average daily balance

II.        Daily balance

P.S: Average daily balance- sub-total balances of a particular month divided by the days in that month

Daily balance- Balance at the end of a day

Interest posting period

This is a field with a drop down list providing an option of periods at which interests can be posted.

Minimum opening balance

Minimum amount you should deposit in the account for it to be activated. 

Apply withdrawal fees for transfer

Field with drop down list two options that is Yes and No. Mostly Yes is selected since most withdrawal operations attracts a fee.

Enforce minimum balance

A field where you select whether minimum balance should be enforced.

Is overdraft allowed 

Choose from drop down list the two options Yes or No. The option picked determines whether negative withdrawals are allowed or not.

Enable dormancy tracking

This is a field where you allow tracking of a dormant account.

P.S: when you miss on a contribution, this feature will notify the sacco.

Balance required for

interest  Calculation

In this field you add minimum balance that can be in the account for interest to be calculated.

Minimum balance

Minimum amount that can be in an account at any given time.

Savings reference

This is a field with a drop down list option. Select the

 

account in which the savings reference belongs to from the drop down list.

Overdraft portfolio

Field with a drop down list, to select the account to which overdraft portfolio goes to.

Overdraft portfolio...when individuals/members have overdrawn the overdrafts accumulate now this becomes classified as overdraft portfolio in other words this are cumulative overdrafts. In this field you select to which account does the overdraft go to

Savings control

Select account to which savings control will go to.

Savings transfer in suspense

From drop down list select account to which savings transfer in suspense should go to.

Interest on savings

Select from the drop down list to which account should interest on savings go to.

Write-off

Select from drop down list to what account does write off go to. 

Income from fees

Select from drop down list to which accounts it belongs to.

Income from penalties

Select from drop down list to which account income from penalties belongs to

Overdraft interest income

Select from drop down list to which account does overdraft interest belong to

Status

This where you choose whether to activate or deactivate a product

 

Click on the button save to effect the entries made

 


5.1. 1.4.1.2 VIEW SAVINGS/DEPOSITS PRODUCTS

This is a window to view the existing and newly registered savings/deposits products. It is a tab adjacent to register savings/deposits products. The image below gives an outlook for view savings/deposits products.

 

In the image above there are two circled buttons. These buttons are view and Edit. The view button when clicks generates comprehensive about a product. The edit button takes you to register savings/deposits product.


5.2. 1.4.2 SHARES PRODUCT CREATION

This is a window to register the share product. The image below gives an idea of how the share product creation looks like;

 

The table below indicates the field name and their explanation.

Field name

Explanation

Product name

This is a field to register the name of a share product. 

Example: Member shares

Short name

Shortened form of the product name

Description

This is a field to add a descriptive note about the product

Currency

A field to add the currency at which this product will operate at

Total number of shares

Shares available for disposal within an organization

Nominal price

Price per share

Shares to be issued

The maximum number of shares that the organization can allocate to its members

Capital value

Total value of the shares in an organization.

Minimum shares per capital

Fill in this field with numerals.

Minimum number of shares a client can own.

Default shares per client

The shares that a member must have by the virtue of

 

belonging to a sacco/microfinance.

Maximum shares per

client

Maximum number of shares that a client can own

Minimum active period

Minimum period at which a client must have owned shares for them to receive dividends.

Example: A client must have owned shares for at least 30 days for them to receive dividends.

Allow dividends for inactive clients

A field with a drop down list to deny or allow giving of dividends to an inactive client.

Shares reference

A drop down list where you select to which account ‘shares reference’ belongs to.

Shares suspense control

A drop down list you select to which account ‘shares suspense control’ goes to.

Equity

Select from drop down list to which account ‘equity’ goes to.

Income from fees

Select from drop down list to which account does the ‘income fee’ goes to.

If your financial organization charges a fee when creating an account for shares then the money made is income from fee.

Status

Select from drop down list whether product created should be active or inactive.

 

Click on save to effect entries made to the field.


5.3. 1.4.2.1 VIEW SHARE PRODUCT

This is a sub-menu located next to ‘register shares product’. This window offers a view with lesser details. A view with more details can be achieved by clicking on view button. Edit button gives a user the ‘register shares product’ window where you edit data that was erroneously added.

 

A view for share products but with lesser details.

 

 

Detailed view of shares product. This view is achieved once you click on the view button

 

 


5.4. 1.4.3 Fixed deposits product creation

Fixed deposit is an account provided by financial institutions they offer higher interests as compared to other savings accounts. Withdrawals are limited. Below is the window for fixed deposits.

 

 

 

Below is a table with fields and their explanations

Field

Explanation

Product name

Add the name of a product.

Short name

Shortened form of product name

Description

Add descriptive note for the product

Currency

Select currency at which this product will be operating at

Default deposit amount

An amount that you usually contribute/deposit during routine deposits.

Minimum deposit amount

The lowest allowed contribution/deposits an individual can add to their fixed deposit account

Maximum deposit amount

The highest allowed contribution/deposits an individual can add to their account

Nominal annual interest

It is a field to add the rate at which the cash in the fixed deposit account, grows at

Interest compounding period

A field with a drop down list in which you can select the period at which interest will be compounded.

Interest calculated using

This is a field with a drop down list. It provides two options;

I.          Average daily balance

II.        Daily balance

P.S: Average daily balance- sub-total balances of a particular month divided by the days in that month

Daily balance- Balance at the end of a day

Interest posting period

This is a field with a drop down list providing an option of periods at which interests can be posted.

Savings reference

This is a field with a drop down list option. Select the account in which the savings reference belongs to.

Savings control

Select account to which savings control will go.

Savings transfer in suspense

From drop down list select account to which savings transfer in suspense should go to.

Interest on savings

Select from the drop down list to which account should interest on savings go to.

Income from fees

Select from drop down list to which account does the ‘income fee’ goes to.

Income from penalties

Select from drop down list to which account ‘income from penalties’ belongs to

Status

Select from drop down list whether product created should be active or inactive.

 


5.5. 1.4.3.1 Populating the fields under ‘fixed deposit registration

The process of populating the field in this section is simple provided you understand what each field requires. Keenly go through the table above to avoid entering data wrongly.

NOTE: Please keep in mind the GIGO rule in systems 


5.6. 1.4.3.2 View savings deposits products

This is a menu adjacent to register savings/deposit product, specifically under fixed deposit registration. It is of importance to ensure that you are opening this window (view savings deposits products) under fixed deposit registration menu because it is similar to another window under savings and deposit product registration. Below is a general view for savings deposit products.

In the image above there are two circled buttons. The buttons are view and edit. The edit button redirects you to the page ‘register savings/deposits products’ to make adjustments accordingly. The view button when clicked generates a detailed view of savings/deposits products. Below is the image for the detailed view.

 

 

 


5.7. 1.4.4 Property Registration

The properties are registered under the tab products.

 

Fig5.5


5.8. 1.4.4.1 Register property (field coloured in BLACK above Fig5.5)

This is a section under product where properties are registered; the table below explains the field in the register property section. 

Field

Explanation

Name

Add the name of the property being registered

Property Code

Add the property code

Property Value

Enter the Value of the property being registered

Property Location

Add the area where the property is located

No of Units

Add the number of units contained in the property

GL account

From the dropdown list select the GL account that the property being registered belong to. 

 

The window of register property appears as shown below;

 


5.9. 1.4.4.2 View Property

The photo below illustrates how to view property.

 

 

1.4.5.1 Register unit type (field coloured in RED above Fig5.5)

This is a section under product where unit types are registered; the table below explains the field in the register unit type section. 

Field

Explanation

Property

From the dropdown list select the property

Unit type

Add the type unit example 100 by 100 50 by 100

No of units

Add the number of units

Installment price for member

Add the price of installment specified for members

Installment price for nonmember

Add the installment specified for non-members

Full price for member

Add the full price specified for members

Full price for non-member

Add the full price specified for non-members

 

The image below shows window of register unit type;

 


5.10. 1.4.5.2 View Unit type

The photo below illustrates how to view unit type.

 

1.4.6.1Register unit (field coloured in GREEN Fig5.5)

The register unit window contain the following fields; property, unit type, unit name, no of units, Title deed/ Allocation no

Property- From the drop down list select the property

Unit type- From the dropdown list select the unit type

Unit name- Add a unit name

No of units- Add the number of units

Title deed/ Allocation no- Add the number assigned to the title deed


5.11. 1.4.6.2 View units

The photo below illustrates how to view unit.

 

1.4.7.1 Allocate unit (field coloured YELLOW in Fig5.5)

The widow fields are explained in the table below

Field

Explanation

Property

From the dropdown list select the property

Unit type

From the dropdown list select the type of unit

Unit

From the dropdown list select  the unit

Member

From the dropdown list select member

Payment type

From the dropdown list select whether the payment is installment or fulltime

Date assigned

Select the date assigned

 

The image below shows window of allocate unit;

 

1.4.7.2 View units allocation

The photo below illustrates how to view unit’s allocation.

 

 


6. 1.5 Currency registration (field coloured in BLACK above)

This is a section under registration menu. It is used to register currency.

 

To register currency, click on registration menu then currency registration. A window as depicted below will appear.

 

There are two fields currency name and currency code.

Currency name field add the country’s currency name.

Currency code adds the country’s currency code.

Click on save once through.


7. 1.5.1 View currencies

Click on the sub menu ‘view currencies’ to have a view on the newly registered and the already existing currency

The image above has a button edit, once clicked it re directs one to the add currency window where you can edit accordingly.


8. 1.6 Payment mode registration (field coloured in RED below)

This is a section to register the different forms of payment varying from cash payment to M-pesa. It is located in the registration menu as indicated by the image below.

 

 


9. 1.6 Payment mode registration (field coloured in RED below)

This is a section to register the different forms of payment varying from cash payment to M-pesa. It is located in the registration menu as indicated by the image below.

 

 


9.1. 1.6.1 Add payment mode

This window has 3 fields Name, Is cash payment and Description.

•      The name field takes the name of the payment mode.

•      The field name ‘Is cash payment’ has a dropdown list where you can yes or no depending on mode of payment.

•      The Description field allows for the description of the payment mode.

Below is an image showing the Add payment window.


9.2. 1.6.2 View payments

This is a window that provides the view for the already existing and the new payments mode. The circled Edit button is used to edit any information that was previously entered


10. 1.7 Registering banks

This section is under the registration menu.


10.1. 1.7.1 Add bank

This window has two fields Bank and associated GL account.

•      Bank- The field that you add the name of the bank

•      Associated GL account- A field to select to which chart of bank that specific bank. Mostly bank is registered under the Bank chart of account.

Below is an image showing the window to add banks.

 


10.2. 1.7.2 Add branch

This section contains two fields namely bank name and branch.

•      Bank- A field to select the bank from the drop down list.

•      Branch- Field to add bank branch.

 

Below is an image for the window ‘Add branch’

 

 


10.3. 1.7.3 View bank

An area to view already registered banks. It contains an edit button where you can edit bank details accordingly. Below is an image for view banks

 

 


10.4. 1.7.4 View branches

An area to view registered bank branches. It contains an edit button where you can edit bank details accordingly. Below is an image for view banks.