Sacco system

Sacco Information Management System

SIMS USER MANUAL

Sacco information Management system

Release 1.0

SIMS

Date published: August 22 , 2011

Date of last Revision: June , 2012

Contents

LIST OF FIGURES.......................................................................................................................... 2

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CHAPTER 1...................................................................................................................................... 2

1. INTRODUCTION................................................................................................................................2

1.1. The purpose of this User Reference Manual..........................................................2

1.2. Updating SIMS Software................................................................................................3

1.3. Overview.............................................................................................................................3

1.4. Architecture.......................................................................................................................4

1.5. About SIMS – SIMS Dimensions/Modules.................................................................4

1.6. Using this Manual............................................................................................................5

CHAPTER 2...................................................................................................................................... 6

2.1. Basic SIMS procedure help...........................................................................................6

CHAPTER 3.................................................................................................................................... 18

3. VIEWING CONTENT.......................................................................................................................18

3.1. Overview..............................................................................................................................18

3.2. In this Chapter......................................................................................................................19

CHAPTER 4.................................................................................................................................... 25

4. MAIN MENU OPTIONS...................................................................................................................25

4.1. Overview...........................................................................................................................25

4.2. In this Chapter................................................................................................................25

CHAPTER 5.................................................................................................................................... 28

1.1. System...............................................................................................................................28

CHAPTER 6.................................................................................................................................... 38

6.1. Configuration...................................................................................................................38

CHAPTER 7.................................................................................................................................... 41

7.1. Members Register.........................................................................................................41

CHAPTER 8.................................................................................................................................... 45

8.1. Loans..................................................................................................................................45

CHAPTER 9.................................................................................................................................... 49

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9. Finance...................................................................................................................................49

9.3.1. General ledger................................................................................................................50

9.3.2. Receipts............................................................................................................................52

9.3.3. Payment vouchers.........................................................................................................54

9.3.4. Bank transacations........................................................................................................55

9.3.5. Journal vouchers............................................................................................................55

9.3.6. Reconciliation and budget..........................................................................................56

CHAPTER 10.................................................................................................................................. 56

10. INVESTMENTS...........................................................................................................................56

10.1. Overview...........................................................................................................................56

10.1.1. Configure.....................................................................................................................57

CHAPTER 11.................................................................................................................................. 63

CHAPTER 12.................................................................................................................................. 63

SIMS Help Desk

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Phone: 0723 600 020

Email: [email protected]

List of Figures

Chapter 11. Introduction

1.1. The purpose of this User Reference ManualThis User Reference Manual (hereafter referred to as User Manual) is

intended to help facilitate the use of SIMS by presenting step by step

instructions of its functionality and use. It has been written assuming that the

user has a basic understanding of how to use Microsoft Windows®, and

Microsoft Office® tools.

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mailto:[email protected]


1.2. Updating SIMS Software

The SIMS software is updated, as required, using an executable file, which

modifies the software to reflect, for example, new functionality, other SIMS

changes etc. As a user of SIMS you will be notified of updates by e-mail or

other relevant means as per the product provision agreement. You do not

have to worry about software updates, as these will be the work of the

development Team®.

1.3. OverviewWelcome to the Sacco Information Management System (SIMS). SIMS is a

feature-rich, fully integrated system for managing your Sacco’s information, a

comprehensive intelligent technology and system solution unparalleled in its

class to back alloperations from a Sacco organization perspective. SIMS

fulfills

SIMS delivers global collection, financial consolidation, reporting, and analysis

in one highly scalable solution. It is modular based providing suitable control

of your Companies data and ease of use. The SIMS desktop is well organized

to cater for usability and accessibility, with modules grouped into basic

modules following the intrinsic finance processes.

SIMS user manual is designed to provide detail information on how to use the

Sacco information management system (SIMS).

SIMS supports these features

High-volume, preformatted reports deliver timely, accurate financial

information for internal management and external regulatory and

government bodies from the same application.

Prepackaged features are deployed out-of-the-box, quickly and cost-

effectively such as robust data integration with legacy applications

A central accounts module with support for General Ledger

Transactions providing subsidiary ledgers, receivables, payables and

banking reconciliation.

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Customizable and extensible application solves your issues quickly and

cost-effectively, using industry standard tools.

1.4. ArchitectureSIMS is designed to operate as a multi-tier system.

The client tier contains the user interface and the ability to communicate

with the application tier, build as application modules. You can display

data and metadata, and enter data in this tier. User forms and screens for

data entry and general SIMS navigation and control are provided in this

layer.

The middle tier contains the domain intelligence and connections to the

relational database. Users are limited to accessing this layer. Domain

intelligence is the expert shell of the system and allows a link between the

top layer and the bottom layer.

The data tier contains the relational database and all SIMS data and

metadata. SIMS supports several database management systems as shall

be described, allowing departmental and technology diversification and

adaptation

1.5. About SIMS – SIMS Dimensions/ModulesSIMS allows a company to manage its financial data. Dimensions describe an

organization’s data and usually contain groups of related members, which are

referred to as application modules in SIMS. SIMS supplies seven system-

defined dimensions as application modules namely; System,

Configurations ,Members register, loans, investments, Finance,Reports and

Window and Help. These application modules have been effectively designed

with the user and business procedures in mind. Dimension members are

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arranged in hierarchies. Upper-level modules are the parent modules, and a

member immediately below a parent module is the child of a parent module.

All members below a parent are its descendants. The bottom-level hierarchy

members are the base-level members.

1.6. Using this ManualThis manual is best read as a reference, rather than as a book read cover to

cover. If the manual is viewed online, the embedded links enable the user to

navigate quickly through topics. For readers that prefer to print out and read

a paper copy of the manual, refer to the table of contents to locate topics

that are referenced in the text.

To make this manual easier to use a number of conventions appear

throughout. These conventions are detailed in the table below.

Symbol Description

Bold Type

[Italicized]

A button or field name

Courier Font Text that users should type

Steps Tasks Users should Perform

Italics Italicized text is used for titles as well as to identify a

variable. For example, The title Modify Module page is

actually Modify followed by the exact name of the module

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that is to be modified.

[ R ] Indicates a required field. For example client name is a

required field and must be entered for data to be saved.

Table 1: Manual Conventions

Chapter 2

2.1. Basic SIMS procedure help

2.1.1. OverviewThis chapter describes the procedures and processes for running SIMS as an

application. These are described with the user in mind and are the basic

guidelines overriding the running of SIMS as a system application. Users need

to familiarize themselves with these procedures since they are the basic

fingertip knowledge on running and operating SIMS, per se.

2.1.2. In this ChapterThe following are the major ‘procedures’ involved in quick starting and

running the SIMS system.

NOTE:

SIMS procedures refer to step-wisely-defined modes and ways of accessing

SIMS from the desktop environment or from a browser environment and not

necessarily system procedures, per se.

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Starting SIMS application

Opening SIMS applications

Setting SIMS User Preferences

Using SIMS Help

Exiting SIMS

Using SIMS

Using SIMS Data Forms

Entering Data in SIMS Data Forms

Working with SIMS List views

2.1.2.1. Starting SIMS from the Windows DesktopWhen you start SIMS, the Logon dialog box is displayed. SIMS uses its own

usernames and passwords for authentication

NOTE:

This is not your Windows Usernames and Passwords but SIMS

provided login credentials by the system administrator

You enter your username and password as provided by the system

administrator.

When you log on, the system stores the logon information in memory on your

workstation. When you attempt to open an application, SIMS determines

whether you are a valid user, based on the username and password that you

entered.

To start SIMS from the windows Desktop:

1. From the Windows desktop, double-click on the SIMS icon, .

2. For User name, enter your Username

3. For Password text box, enter the password that corresponds with your username.

4. Click Login

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Figure 1: SIMS - Login Screen

2.1.2.2. Opening ApplicationsAn application is a set of dimensions and dimension members that meet a set

of analytical or reporting requirements. For example, you can have an

application to report on profit and loss accounts and a separate application

for adding a Sacco Member. You can open several applications for each

finance session that you are running. These are typically provided by

different user screens. SIMS organizes applications in a modular form. Each

module forms a basic set of applications i.e. system service

NOTE:

To access an application, you must be assigned as a user of the

application.

2.1.2.3. Setting User PreferencesYou can specify user preferences for applications; user preferences for screen

color, font, and dimensions. Changes in user preferences should be specified

before login in the Configureoption in the login screen.

See these procedures/options

Specifying database connection information on page

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Specifying application information on page

Specifying reports information on page

Specifying additional system information on page

2.1.2.4. Specifying Database Connection InformationThis configures database preferences.

Note: This is only available to SIMS system administrators

To configure database

Open SIMS login screen

Click Configure [This opens SIMS configuration screen].

Under Database Configuration Information, select the Driver ID from the

drop-down list, depending on the database you are using.

The supported driver IDs by SIMS are

Driver

ID

Database

Name

Database Description

ADS Sybase

Database

Driver ID for Sybase. Support for Sybase database

connection

ASA Sybase

database

Driver ID for Sybase. Support for Sybase database

connection

DB2 DB2 database Driver ID for DB2. Support for DB2 database

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MSAcc Microsoft

Access

Database

Driver support for Microsoft Access 2003, 2005

database

MSSQL Microsoft

SQLServer

Database

SIMS supports SQLServer 2000, and SQLServer

2005 which work in database instances. For more

information on SQLServer database instances, see

SQLServer documentation

MySQL MySQL

Database

SIMS supports current versions of MySQL Database

ODBC ODBC driver Provides ODBC support for database access

Ora Oracle

Database

SIMS supports Oracle 10g Database

Table 2: Database Options

Enter the DB Server name. [Name of database server]

Enter DB Server suffix. [For Instance, SQLServer supports several

database instances. The instance should be specified here. If Instance

name is SQL2005, it should be input as ‘\SQL2005’].

Enter database name. [SIMS database name].

Enter DB Username. [Database login credentials]

Enter DB User Password. [Database login credentials]

Enter login timeout. [Should be specified in seconds. For instance if

timeout should be 60 seconds, enter 60. This is the length of time in

seconds a session should expire during unsuccessful login attempts]

Enter application name. [In this case, if application name is SIMS, input

SIMS]

Click Apply.

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2.1.2.5. Specifying Application InformationThis is used to configure the application on your local server/station.

Note: This is only provided for SIMS system administrators.

To configure Application

Open SIMS login Screen

Click Configure

Under application information, enter company name

Enter company logo. [This logo should be located in the SIMS home

directory]

Select font name from the drop-down list [Remember this is the

font option to be used in displaying application menus – in

SIMS]

Select font size from the selection box

Select font colour from the drop-down list

Click Apply

2.1.2.6. Specifying Reports InformationConfiguration for all SIMS system reports

NOTE:

This option applies to SIMS system administrators only.

To configure reports


Click Configure

Under Reports information, Select Font name. [This is the font to be

used for SIMS reports]

Enter Font size

Input the reports path. [This is the system path where reports will

be stored]

Click Apply

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2.1.2.7. Specifying Additional InformationAdditional information for SIMS system

To configure Additional information


Click Configure

Under Additional Information, Select Required Field Font Colour.

[Colour to be used for fields in SIMS]

Select Error font colour

Enter TCP Server port. By default this should be set to 6000.

Tick Custom Draw Cells

Select Row Colour

Select Row alternate colour

Select Row Font Colour

Click Apply

2.1.3. Exiting SIMSYou can exit SIMS from any application module, sub-module, and user form

[Basically, from any point in the system]. This gives the user flexibility in

using the system, making the system more accessible and faster to navigate.

Close buttons are provided to exit or close a specific function.

The basic exit button is provided to exit the application.

To exit application

ClickSystem

Click Quit Application

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2.1.4. Using SIMSWhen you log on to SIMS in Windows, the SIMS Desktop is displayed. The

Desktop is the starting point for all Finance operations. The SIMS desktop

displays a blank screen with the company logo at the centre. The top side of

the Desktop displays the modules a logged in user has access to. Each

module encompasses several sub-modules and user forms for data entry. All

functionality relating to a particular instance is incorporated in one single

screen for system usability.

If you do not have the appropriate security rights for a certain task, that task

is not an option in your SIMS desktop and you have to consult with your

system administrator for your user rights.

2.1.5. Using Data Forms / Uses ScreensYou can select Data Form options from the toolbar at the top of the form/user

screen.

The following table shows the toolbar buttons available when a form/screen is

opened:

Function Toolbar

Option

Description

Add Allows user to input data

Refresh Refresh a component

Delete Delete

Close Exit a component

Search Search for desired content

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Reset

Search

Reset search options

Save to

Excel

Save data contents to excel

Table 3: General Toolbar Options

Figure 2: General Toolbars (General tasks in SIMS)

SIMS provides additional screen functionalities relating to a particular process

in the screen toolbar. This helps group all related tasks together and the user

doesn’t have to keep navigating back and forth searching for a particular task

that has to be precede another.

This is one of the basic strengths in SIMS. All related tasks are grouped under

a single screen and navigation is easy.

2.1.6. Entering Data in Data FormsYou can enter or edit data in predefined Data Forms that the development

team has created for you. You can enter data in input (off-white) cells. You

cannot enter data into calculated or cells at invalid intersections.

To enter data in a Data Form, you must have access to the security class for

the form and security rights for the data in the cells on the form.

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To enter data in Data Forms:

Open a data form which is a basic user screen

Enter data into input (off-white) cells. Required fields are underlined in

‘Blue’. Data must be entered in the required fields.

When you finish entering data, click Save

To refresh the data, click Refresh on the specific screen’s toolbar

options.

2.1.7. Exporting Data to ExcelYou can export Data Forms to Microsoft Excel from the SIMS application.

Every data grid (data list form) provides a toolbar option to ‘Export to Excel’.

The process is straightforward and supports windows explorer to choose the

location of the saved file.

To export data to excel

Navigate to the required data screen/form

Select data to migrate to excel

Click ‘Export to Excel’ on the toolbar options. A window appears

requesting for storage location. Enter the file name and browse for

storage directory

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Click on save. You can now navigate to the directory and access the

saved file there in excel.

2.1.8. Working with SIMS List viewsSIMS uses list views to display data lists for users. SIMS list views support

grouping, multiple columns with headings, columnar row search, column

ordering in alphabetical order (Both ascending and descending) i.e. sorting by

columns, changing column widths and order, being a drag source or a drop

target, and copying data to and from the clipboard. This allows screen

flexibility for the end-user.

Working with SIMS list views is very friendly for the user and the user needs

to be fully aware of all list view functionalities in order to fully utilize the

inbuilt SIMS usability and accessibility support.

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Figure 3: An example of SIMS list views showing column sort by Member no.

Figure 4: List view showing Equities (shares) filtered by Investment transaction type(i.e displaying equity transactions under the agricultural sector)

2.1.9. Working with SIMS Grid DialoguesSIMS provides grid dialogue forms for data entry. These have the advantage of clustering similar data entry forms into one screen for enhanced usability.

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How to use grid dialogues in SIMS

Figure 8: SIMS Grid dialogue

To use this

Select the desired tab. The screen that opens provides several options

for data entry

Chapter 3

3.Viewing Content

3.1. OverviewThis chapter reviews how to view content and navigate SIMS. Navigation in

SIMS is very easy as SIMS used data screens that have been preconfigured

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with system processes in one place. The used does not have to switch

through multiple screens to accomplish a given task.

3.2. In this ChapterThis chapter includes the following topics

Topic Description

Access SIMS Describes how to login and open SIMS

Navigation Details the different objects used to move through SIMS

Search for

Content

Provides instructions for using the search feature to

locate content

Search Results Describes how to use and manage the results of a search

Toolbar Options Describes toolbars in SIMS

Table 4: Chapter 3 - Viewing Content – Topics

3.2.1.Access SIMSOverview

The login allows you to access the system.

Login to SIMS

Follow these steps to login to SIMS

Step 1: Go to SIMS directory

Step 2: Click SIMS system Icon

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Step 3: Enter the Username and Password for an active account

Step 4: Click OK

Note: Your Password will be hidden for security reasons

This is described more underLogin

3.2.2.NavigationNavigating SIMS is easy. The modules are organized with the user and

standard business processes in mind. The modular organization is easy to use

and groups user tasks under a common group.Clicking on a particular module

gives all tasks under that module. Every screen incorporates a standard

‘close’ button that acts as an exit tool from that screen. The window module

gives a listing of all open screens by a single user. This ensures the user can

interact with many screens at the same time.

3.2.3.Search for ContentEvery user screen has a search feature on the toolbar options. This helps the

user search for desired content. This search feature is localized to the

particular screen, and searches for content under that screen.

To use SIMS search option

Click search on the toolbar under that screen. E.g. under

Members register

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Figure 5: Search Guide - Step 1

Search feature under Members register

Select a field under the given options to search

Click Next

Select the operator to use in the comparison. Also select several

search preferences under this screen and click next.

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Figure 6: Search Guide - Step 2

Specify the values to search for

Figure 7: Search Guide – Step 3

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Click Next and then Click Finish

Figure 8: Search Guide - Finish

The particular Search content is displayed, in this case,

Figure 9: Search Results

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3.2.4.Search ResultsSearch results are displayed in a list view as shown in figure 8, above.

The Reset Search toolbar resets the search to the beginning of the list.

This allows the user to start the search again and the ability to change

the search parameters.

3.2.5.Toolbar OptionsSIMS toolbars provide functionality pertinent to a particular screen.

This groups all the required tasks together. The basic toolbar options

are described in basic toolbars in. Other toolbar options are particular

to a given SIMS screen. For instance under Members Register list

view, the additional toolbar options are

Member transactions Exit member

This gives all the functionality relating to a member in one screen.

Figure 10: Additional Toolbar Options

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Chapter 4

4.Main Menu Options

4.1.OverviewThe main menu options provide s function to SIMS users to configure system

options for basic system usage. Several modules in SIMS need to be pre-

configured before use. These are basic system options that are specific to the

company’s data and operation processes and differ from company to

company. SIMS provides this module as a guarantee to system flexibility and

scalability. These options can be edited with changes in business processes

or data and this allows users to have a flexible and usable system.

4.2.In this ChapterThe following main menu options are available to SIMS users.

Item Name Toolbar Option

Description

1. System This module consists of technical

system functions that are that control

the support usability, security and

accessibility of the system. For

example, changing password, setting

users and their access levels etc

2. Configuration This is the main system configuration

module. Used to configure global

system parameters for the company

business processes. For example

gender, Loan type , Company

information etc, Depending on your

company set options.

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3. Members

register

This modules deals with registration of

new members and tracking of all

operations(Transactions ) related to a

particular member from inception to

exit. E.g member contributions,

penalties, loans etc

4. Loans The Loans module captures loan

applications by members and tracks

the loans repayment and generations

of loan interests for outstanding loans.

5. Investments This module deals with tracking of

investments of members contributions.

Information related to purchases of

equities and real estate investment,

related transactions like share

revaluations and selling or real estate

leasing, selling are captured within this

module

6. Finance The Finance module covers all aspects

of finance in the business. It maintains

a general ledger that keeps track of all

transactions in the business operations

7. Reports The reports module. Major system

reports are available here.

8. Windows Shows all open windows during a

particular session and helps in easier

navigation

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9. Help The Help module for the general user.

Table 5: Main Menu Options

Figure 11: The standard SIMS desktop and workspace

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Chapter 51.1. System

1.1.1. OverviewThis module gives basic system functionalities to users during system

administration. It provides the user with a function to configure the basic

system options and provides access control for the users of the system. This

module is provided for the system administrator.

The following system functions are available to SIMS users:

Item

Name

Description

Refresh Allows entire system refresh. An alternative to this is the F5

button.

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Change

password

Allows users to change their passwords to comply with the

password expiry policy.

Access

Control

Provided configurations of user groups, users and access

rights to system components.

Audit Trail Provides an audit trail for both users and system modules.

Update Users can update the application signature database using

this option in SIMS

Current DB

version

SIMS administrators can send the current DB version to

vendors using this function

Quit

Application

Allows users to quit the application

Table 6: System Options

1.1.2. RefreshOverview

This functionality allows overall system refresh. Its functionality is

synonymous with the F5 button.

To Refresh:

Click System

Click Refresh

Alternatively: Press the keyboard F5 Button.

1.1.3. Change PasswordOverview

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This function allows users to change their passwords for security purposes.

SIMS has a stringent password policy and requires that all passwords be

frequently changed. SIMS also enforces a password expiration policy on

individual users.

NOTE:

Users are advised to change their passwords frequently.

To change password:

1. Click the icon at the quick access toolbar,

2. On the window that appears:

Enter old password in the Old Password textbox. [R]

Enter new password in the New Password textbox. [R]

Confirm new password in the Confirm Password textbox

3. Click Change.[A dialogue box confirming changes should

appear]

Figure 12: Change Password screen

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4. A dialogue screen confirming changes appears as shown in figure

12, below.

Figure 13: Successful Password Change

1.1.4. Access ControlOverview

This function allows the management of users groups, users the relevant

access rights. Access control is one of the key components of system security

and controls system access against unauthorized users.

To open Access Control

1. Click System

2. ClickAccess Control[The Access Control window appears].

This window offers the following functions

User Groups

Users

1.1.5. User GroupsThis window allows you to manage user groups in the system. User groups

are administrator defined groups that have been assigned collective rights to

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certain functionalities in the system. SIMS administrator should use this

screen to grant and revoke usage rights to user groups.

To Add a User Group

1. While inside access control, click User Groups

2. Click the Add toolbar

3. Enter group name in the Group Name textbox. [R]

4. Enter group description in the Group Description textbox

5. For security administrator, Tick the Security Administrator option

6. Tick relevant options in the Group rights selection box.

7. Click Save.

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Figure 14: Adding User Group Information

To Edit a User Group:


2. Select a user group from the user group list. [The particular user group

to edit]

3. Edit the required details

4. Click Save.

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To Delete a User Group:


2. Select a user group from the user group list. [The particular user group

to delete]

3. Click delete on the Delete toolbar. [A delete box should appear.]

4. Click Yes to delete particular user group record

1.1.6. UsersThis window allows you to manage users in the system. Users are assigned to

defined user groups.

To Add a User

1. While inside access control, click Users

2. Click the Add toolbar. [This opens the Add User form].

3. Enter Username. [R]

4. Enter Full name of the user in the Fullname textbox. [R]

5. Select Workgroup from the Workgroup dropdown list [R]. [This

assigns the user to a particular user group as defined in User

Groups above.]

6. Tick enabled if appropriate to enable or disable the particular user.

[This should be enabled by default. Un-ticking this button

disables a particular user].

7. Click Save. [User details are saved].

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Figure 15: Adding New Users

To Edit a User:


6. Select a user from the user list. [The particular user to edit]

7. Edit the required details

8. Click Save.

To Delete a User:


6. Select a user from the user list. [The particular user to delete]

7. Click delete on the Delete toolbar. [A delete box should appear.]

8. Click Yes to delete particular user record

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Figure 16: SIMSAccess Control

1.1.7. Audit TrailThis function tracks sessions per user and per module based on login and

access session events.

To open the Audit Trail

Click System on the main menu

Select Audit Trail [The login Track and Module track are displayed in

the ensuing window.]

NOTE:

The Login Track and the Module Track provide a function to save to excel.

To save login track to excel

1. While inside Audit trail, Click Login Track

2. Click Save to Excel

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3. Enter the particular path of the file

4. Click Save.

To save Module track to excel

5. While inside Audit trail, Click Module Track

6. Click Save to Excel

7. Enter the particular path of the file

8. Click Save.

Figure 17: A sample Audit Trail

1.1.8. UpdateThis module allows users to update the Application Signature Database. It

shows the status information of the last update and a patch of the current

application signature database.

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To update application signature database:

1. Click System

2. Click Update [The update window appears].

3. Click download to download the update file location. [For update

file location.]

4. Click Update Now. [Application Signature Database is

updated].

1.1.9. Current DB VersionThis function allows users to send the current DB Version to vendors

To send Current DB version to Vendor

1. Click System

2. Click Current DB Version

3. Select Send to Vendor

Chapter 6

6.1. Configuration

6.1.1. OverviewThe configuration menu allows users to configure different system options

suited for the company, based on specific company procedures and data.

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This should be specific to the

company and should be done prior to

launching SIMS applications.

Figure 18: Configuration Screen

6.1.2. Configuration optionsThe following ‘General’ configuration options are available to SIMS users

6.1.2.1. CountriesOverview

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CountriesCompany details

Gender Department

Sacco accountsMember groupsItem categories

Loan typesFactor types

Loan type factorsFrequencies


The countries screen allows users to preset countries and their postal

codes for the purpose of capturing different contact details of entities within

the system

Find this Screen

Follow these steps to open the countries screen for an item.

Click on Configurations

Click on countries

Add

To add a country

Click on the “Add” button on the Company Branch Listing screen

The ‘Adding Country information screen opens.Fill in the fields with relevant data and ensure that the required [R]fields are filed (Field in Blue)

click on Save

Double click the save record to make any changes and resave after editing

Toolbar Options

Postal Branches

Allows the user to configure postal branch listings for a particular country

ConfigurationsGeneralCountriesPostal Branches

To add a postal branch

Select country

Click postal branches

The ‘Postal Branches listing’ screen opens.

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Click Add, the following cells are available to fill in:

Country [R] Postal branch code Postal branch name [R]

Enter details and Click on Save

6.1.2.2. Company detailsIt allows the user to add Sacco general and contact details.

To Add Company details

Click configurations

Company details

Add

The ‘Adding Company details’ screen opens.

Enter details and Click on Save

Chapter 7

7.1. Members Register

7.1.1. OverviewThis is the members’ management module. It allows users to manage the

register members exit into the Company , track transactions per member

within the Company and withdraw member from the Company.

To access members register module

Click Members register on the main menu

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Figure 19: Members register menu

The following list view opens displaying all members in the Sacco

Figure 26: Members register list view

To add new member

Click New member (Menu button displayed in fig 26 above) to open the member dialog form

Figure 27: Members dialog form

Enter the details of the new member and click on save to submit the record to the database.

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Note that the fields in ‘Blue color’ are required since the involve vital information which is important for registration of a member in the Sacco thus must be captured

To edit any record , select it from the list view and double click it to open its dialog form. Edit and save the record.

7.1.2. Members transactions This Modules keeps of track of all transactions surrounding a given member within the Sacco. In brief it is an individual members ledger (Account). Transactions in the members account are auto inserted automatically from various points of capture within the system(other system modules).

Contributions and loan repayments will be auto created when a members savings are receipted

Loans interests will be auto generated when a members loan application is approved and when user generated monthly interests from outstanding loan balances

Loan disbursement will be debited when a member receives a loan cheque(from payment vouchers)

To access member ledger transactions- Click Members register (fig 25)- Select a member from the list view for example

‘Joephmuchiri’- On the open Members register select Member transactions

Figure 28: Members register list view showing member transactions.

- This opens a given members transactions list view.

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Figure 29: Member transactions List view showing transactions of a given member.

7.1.3. Exiting a member.To exit a member from the Sacco

Open the members register (refer to fig 25 above). Select the member to exit from the list view

Figure 30: Member List view showing member exit button.

Click on ‘exit member’ to open the member exit dialog.

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Figure 31: Member exit dialog.

Chapter 8

8.1. Loans

8.1.1. OverviewThe loans module manages member loan applications and tracks loans from

disbursement to repayments and interested attracted by loan balances .

Operations under the loan modules include:

Adding a loan application

Posting/Approving loan applications

Generating loan balance interests

To navigate to loans module click loans under the main menu

8.1.2. Loan applicationsTo access loan applications Click on Loans >> Loan applications.

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Figure 32: Main menu displaying the loans module.

To add a new loan application by a member click add under loan applications list view

Figure 31: Member loans applications dialog.

Enter the following for the loan details and click on save button

Member loan information

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Member Loan type Loan date Loan amount

The following fields are computed automatically by the systemLoan charges information

Loan interest charges Date due Member loan items Client claim ref.

8.1.2.1. Loan approvalApproval of loan applications performs the following processes.

1. Posts the advance loan interest into members account and sacco income account into the general ledger.

2. Recognizes the loan for disbursement under the finance module (i.e the significance is that the member has paid the loan interest charges ,other processing fees, and has met the necessary requirements for obtaining the loan)

3. The loan clears from loan applications to loans register.

To approve a member loan Click approve button under the loan applications list view

Figure 32: Member loan approval button

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8.1.3. Loans registerThis module displays the information about all disbursed loans and their status (Outstanding balances)

To access loans register click on loans register under loans module(refer fig 30)

Figure 33: Member loan Loans register list view showing button for generating monthly interests on outstanding balances

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Under the members register, one can be able to view the loan information and also Generate interests on loan balances for members

The Generate interests Button is used to generate interests for any outstanding loans

Chapter 9

9. Finance

9.1. OverviewThe Finance module manages all your financial data

9.2. Find this Screen Click Finance on the main menu

9.3. Inside accountsSerial

Numbe

r

Group Account

Menu

Description

1. Configure Accounting

periods

Maintains the financial period and

sub periods setup

Account

types

Categorizes chart of accounts as

either Header or actual account

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Account

category

Categorizes account as either

balance sheet or profit and loss

Chart of

accounts

Defines all the accounts applicable to

Sacco operations

2 General

ledger

General

ledger

Maintains all financial transactions

from various operations of the

saccoe.g member contributions,

loans, investments

3. Receivables Receipts Keeps a register of all cash received

from members or other income

sources

4. Payables Payment

Vouchers

Keeps track of all payments made by

the Sacco to members or other

external entities

5. Bank

transactions

Bank

transactions

Keeps track of cash movement

between bank account and cash in

hand/transit account e.g bank

deposits, withdrawals , credit advices

e.t.c

6. Journal

vouchers

Journal

vouchers

This module is used to record

transactions which affect more than

one account unrelatively. E.g

inputting cumulative balances for

members.

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9.3.1. General ledgerThe General Ledger function manages all general ledger transactions. The

general ledger is at the heart of your accounting system. SIMS follows this up

by making sure that all transactions are recorded at the General Ledger. The

general ledger contains the accounts from which data is obtained to prepare

the financial statements of the business. SIMS allows the user to view a listing

of General Ledger transactions. The GL processes and generates various

reports regarding account information. This module interacts with other sub-

Systems and performs financial and accounting functions including budgets.

Provided in this listing information is the;

Transaction date

Parent account name

Account name

Subsidiary account name

Accounting Period Description

Sub-period Description

Parent Account Description

Transaction reference no.

Transaction description.

For every individual transaction

To View the General Ledger transaction listing

Click Finance

Click General Ledger

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Figure 34: A General Ledger Snapshot

Finance General Ledger

9.3.2. ReceiptsThis provides a function for adding receipts, i.e money received from members or other external entities related to the Sacco

Find this screen

Click Finance

Click Receipts

To add a receipt

Inside Receipts click Add

Receipt information

Enter receipt details

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Of importance:

1. The receipt number is auto generated . do not input any value2. To capture member contributions , select parent account, member

accounts ; Account – member savings3. To capture loan repayment select parent account: current assets;

Account: Member loans.4. To capture loan interest payment or penalties payment select parent

account: Income ; Account : Interest from loans or penalties and arrears charge respectively

5. To capture payment of more than one item, e.g A member paying a combined amount for loan interest , monthly savings, and loan repayment, Un tick auto allocate and input the specific accounts in receipt account allocations

Toolbar options

i) Account Allocation

ii) Post

Post receipts into the GL – commits the recorded transaction to the GL

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9.3.3. Payment vouchers

Menu | Finance | Payment vouchers

From this screen, users can

Add a payment voucher

Captures details from a new payment voucher

Carry out account allocations

Post a payment voucher to GL

Payment vouchers work the same as the receipts except the fact that they record movement of cash out of the Sacco accounts(as indicated by the transaction type field)

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9.3.4. Bank transacations

The SIMSoffers a module for carrying out bank transactions. This module permits the Sacco to record transactions in the likes of ; Deposit of savings collected from members, Interest earned from bank balances, Bank debit / credit advice, Bank charges , e.t.c

To access bank transactions, click on

Finance> bank transactions

After recording a bank transaction , it is required that you post it to the general ledger so that the relevant accounts can be affected accordingly.

9.3.5. Journal vouchersIt keeps a register of journal vouchers. Users can add , post or unpostournal vouchers into the GL.

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To add a journal voucher, click on add and input journal voucher details, then click save.

To post, select journal voucher and click on post

To Unpost a JV transaction, select journal voucher from the listing and click ‘Un post’

9.3.5.1. Journal vouchers – posted Keeps a register of all posted journal vouchers, giving options to unpost and print

9.3.6. Reconciliation and budget

9.3.6.1. Bank reconciliationAllows for bank reconciliation, keeping a register of all bank reconciliations and allowing users to add new bank reconciliation transactions

To add click add, input details and save

To print, select record and click save

9.3.6.2. BudgetThe SIMS budget feature keeps a budget register. Users can add new budgets

Chapter 10

10. Investments

10.1. OverviewThis option in SIMS keeps the Sacco’s investmentsand manages changes in Money value of the investments.

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10.1.1. Configure

This option helps the user to setup parameters for various investments which the Sacco invests the members share capital(Savings)

a) Investment categories – This setup option allows the user to capture the various investment division option available for the Sacco.For instance: Equities Real estate

b) Investment classesThis is a subdivision of the investment categories. E.g Under real estate, a user can define Commercial or residential, Under Equities, a user can define Quoted or unquoted equities

c) Investment types : Investment types Categorizes the investment classes into specific market options . For instance quoted equities can be grouped as Financial and investment institutions(banks, micro finance e.t.c)

d) Securities : This option enhances a user to define specific market securities from which the Sacco is interested in obtaining equities(Shares) from e.g East Africa breweries, Safaricom IPO .

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e) Investment markets: This Option categorizes investments based the geographical location.

f) Equity prices : This option allows the user to capture various share prices as defined the financial market for the purposes of equity revaluations

g) Investment transaction types : this is a definition of the transactions that can be carried out under a given investment e.g revaluation, Buying, Selling , leasing e.t.c

h) Investment accounts: This option defines Which accounts will be affected by specific transactions on a particular investment

10.1.1.1. Real estate investmentsThis option allows the user to capture and manage real estate investments acquired by the sacco.

To navigate to real estate investments,

Click investments > Real estate investments

To add a real estate investment,

Click Add

Input the real estate investment details and save

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10.1.1.1.1. Tool bar options

1.)Investment transactions

This option allows the user to manage all transactions related to a specific real estate investment

To navigate to real estate investment transactions, click investment transactions under the real estate investments list view tool bar

The following operations are available under real estate investment transactions

1) Add real estate investment transaction2) Post real estate investment transaction3) Un post real estate investment transaction

Point to note: The transaction for acquiring real estate investment is automatically created under the investment transactions when a user adds it under the real estate investments screen. It is required the user posts the transaction to affect the relevant accounts under the general ledger.

10.1.1.1.2. Equities

This option allows the user to capture shares(Investments in equites) obtained by the Sacco and track them

To access the Equities screen

Click Investment>Equities

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Under equities the following operations are available:

1) A user may add bought shares2) A user may add sold shares3) User may post / Un post equity transaction (Selling or

buying)

10.1.1.1.3. Equity revaluations

This option allows the user to capture security market revaluations of the Sacco’s Equity investments

To access equity market revaluations

Click investments> Equity market revaluations

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Under this option user can

1. Add market revaluation period2. View and add Individual security revaluations3. Post/Un post security market revaulations

10.1.1.1.4. Security market revaluation

This Option is available under equity market revaluation.

It enables the user to capture individual equity revaluations per security and computes the gain or loss on equity

To add a security revaluation, click on Add under the security market revaluation

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Select the investment security to do revaluation on, and input the current price and save.

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Chapter 11

Chapter 1211. Reports11.1. OverviewThe reports module in SIMS is a standalone function for all company reports. Reports are grouped in major functions based on the system. SIMS provides standard reports that have been customized to suite your business. New reports can be added into this module with request. This option keeps a listing of all company reports.11.2. Member management 11.2.1. Members register11.2.2. Member statement11.2.3. Member summary balances11.3. Finance11.3.1. GL transactions11.3.2. Cash position report11.3.3. Trial balance11.3.4. Profit and loss statement11.3.5. Balance sheet statement

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Sacco system

Documents

Transcript of Sacco system