Matatu Sacco User Manual

Fig a. login screen

Administrator Administrator role is assigned to the system administrator, managers, or any other individual entrusted by the client (Organization) with the duty of monitoring and regulating activities of other users. To login as the system administrator; Use login details: username: esacco password: esacco fill them on login screen and click log in. These login details are the administrator login details by default at the time of system installation and handover. Changing administrator login details The login details can be later changed by clicking profile tab after logging in, change username and password to your preferred username and password, then click Update to save those details. Changing Sacco Details appearing on the system and receipts and deposit slips Click Sacco Details tab Change all the details as you require Click Choose File tab to select the Sacco logo
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Click Save to update your new details. Accessing/ Viewing User Activities or Activity log Click User Activities tab then navigate to your date of interest using the page number at the bottom of the page Creating User Groups User group is a collection of users with similar permissions on the system. User group can be teller, accountants, manager e.t.c Click User Groups tab then enter the name of the desired user group Select status as active to activate this user group Write short explanation on the user group in the comment box Click Save button to save finalize creating the user group Assigning permissions to User Groups Click the permissions tab Select the desired user groups in the first drop down box Select Active in the second drop down box to activate the user group Click the checkbox to assign the role listed on the left of each check box Continue to assign the roles using the checkboxes Click Finish button to finalize the permissions assignment

Adding a new user to the system Click Users tab Enter all the details required including username and passwords which will be used for loggin in to the system Select the desired user level to add the user to the desired user group Click Active to activate the user account/ select suspended if you wish to suspend a user account Use Choose File Button to add user passport picture (optional)
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Write briefly any additional information about the user in the comment box Click Save button to finalize adding the new user. Editing User Details Click Users tab At the bottom of the page click Edit Button Find the user to edit details in the table of users Click edit button against the user to start editing the details After filling all the entries click Save button to finalize editing the details Exiting Administrator Section Click Log Out tab to log out as the administrator.

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System User Section Log in to the system by filling in username and password Click Log in button to access the system Member Registration

Click Register Member tab to access the member registration section Creates account for every member and captures all important details including their passport photos Click Save button to save member details in the member registration tab Adding Next of Kin (optional) Click Register Member tab Click Member Next of kin tab Fill in member name and member number Fill in the next of kin details Click Save button to finalize adding the next of kin Repeat the process to add other next of kin for the member Adding a member to a contribution groups (optional) Member group refer to group of member who contribute monthly using a group check from their employer or Chama. This may assist the Sacco to invoice the cheque drawer before submission of the payments
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Click Register Member tab Click Member Group tab Fill in member number Select the Contribution group the member belongs to Enter Monthly contribution Click Save button to finalize adding member to the contribution group Vehicle Registration

Click Vehicle tab Click Register Vehicle tab to access the vehicle registration section After filling in the details click Save button to save the vehicle to a certain member account. It captures all member vehicles under respective member account. Filling Inspection report Click Vehicle tab Click Vehicle Inspection tab to access the vehicle inspection section After filling in the details click Save button to save the vehicle report to a certain vehicle account

Member Contribution Captures contribution made to each member account and issue deposit slip against any contribution.
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Records contribution made by each matatu, a statement for each matatu can be issued from the system. Click Contribution tab Contributions are captured against the member and his or her respective vehicle submitting the contribution Contribution can be made into various accounts as set up by the Sacco Contributing to a single account Fill in all details Payee name and details refer to details of the person submitting the payment on behalf of the member e.g. conductor, Sacco employee e.t.c. Date option allows capturing the period the money is intended for- can be a day, 2,3,3..days, weeks, as specified by the date range specified. Select the respective account, amount, payment type Click Finish transaction button to save transaction and print the receipt Contributing to several account and issuing one receipt for all Fill in all details Payee name and details refer to details of the person submitting the payment on behalf of the member e.g. conductor, Sacco employee e.t.c.
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Date option allows capturing the period the money is intended for- can be a day, 2,3,3..days, weeks, as specified by the date range specified. Select the respective account, amount, payment type Click Add transaction button to save transaction and allow you to enter the next transaction. For the second and subsequent transactions choose the different account or different time periods or different amount. For the final transaction dont click Add transaction button, Click Finish transaction button to save the last transaction and print the receipt for all the transactions. Capturing Sacco Incomes Income module captures all income for the sacco that are not credited to any individual member. These incomes include; members mandatory contribution that are not refundable e.g. registration fees, penalties, fines, e.t.c It also allow capture of income from sacco group investments like stage collections, sacco owned matatu contribution. Income Collection to a single account Fill in all details Payee name and details may refer to details of the person submitting the payment or the member in the cases of mandatory contributions, for Sacco investment incomes payee may refer to Sacco employee. Date option allows capturing the period the money is intended for- can be a day, 2,3,3..days, weeks, as specified by the date range specified. Select the respective account, amount, payment type Click Finish transaction button to save transaction and print the receipt Income Collection to several account and issuing one receipt for all Fill in all details Payee name and details may refer to details of the person submitting the payment or the member in the cases of mandatory contributions, for Sacco investment incomes payee may refer to Sacco employee.
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Date option allows capturing the period the money is intended for- can be a day, 2,3,3..days, weeks, as specified by the date range specified. Select the respective account, amount, payment type Click Add transaction button to save transaction and allow you to enter the next transaction. For the second and subsequent transactions choose the different account or different time periods or different amount. For the final transaction dont click Add transaction button, Click Finish transaction button to save the last transaction and print the receipt for all the income transactions. Combining Income Collections and Contributions in a single receipt for the member Start with Income module Fill in all details Payee name and details may refer to details of the person submitting the payment or the member in the cases of mandatory contributions, for Sacco investment incomes payee may refer to Sacco employee. Date option allows capturing the period the money is intended for- can be a day, 2,3,3..days, weeks, as specified by the date range specified. Select the respective account, amount, payment type Click Add transaction button to save transaction and allow you to enter the next transaction. For the second and subsequent transactions choose the different account or different time periods or different amount. For the final transaction in the Income Module click Add transaction button, Click Contribution tab to access contribution section Fill in all details Payee name and details refer to details of the person submitting the payment on behalf of the member e.g. conductor, Sacco employee e.t.c. Date option allows capturing the period the money is intended for- can be a day, 2,3,3..days, weeks, as specified by the date range specified.
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Select the respective account, amount, payment type Click Add transaction button to save transaction and allow you to enter the next transaction. For the second and subsequent transactions choose the different account or different time periods or different amount. For the final transaction dont click Add transaction button, Click Finish transaction button to save the last transaction and print one receipt for all the transactions in the income and contribution modules.

Tracking of Sacco Expenses All expenses from petty cash to salaries are captured using the system. Fill in all details Receiver details are details for the person to receive the payment to execute the payments Select the respective account, amount, payment type Click Add transaction button to save transaction and allow you to enter the next expense if you have several expenses. For the second and subsequent expense choose the different account or different amount. For the final expense dont click Add transaction button, Click Finish transaction button to save the entire lot of expenses.

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An expense report can be produced periodically when authorized by committee. Loan Application Process It manages the entire loan application process including giving details of amount of installment payment for any loan option. It also sends SMS reminder to member when repayments are due. A wide range of report including issued loans, loan repayments reports, guarantors report and guaranteed report assist both the management and the members to keep track of their loan balances.

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Accounting Functions The system can perform Sacco accounting functions including Creation of journal and capturing all transactions.

The system posts all journal entries to the General Ledger

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

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

Daily Transactions At the end of business hours, the user can use the daily transactions module to get a summary of all the activity that took place for the whole day, whilst also checking business activity for previous days thereby enabling the comparison of how the market activity is faring.

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Members can also receive a mini statement, which shows at least the last 15 transactions to the members account A member statement can also be issued which show all the activities affecting a member account and savings for any period specified. SMS alerts on contribution and deposit can be sent to a member, after any deposit or contribution is made to his or her account. The system is very secure, encrypts all database entries and utilizes user roles that ensure every system user can do a specific task only. Audit Trail: This is a security feature that captures all transactions and activities made by all users and cannot be edited or deleted. This ensures all users are accountable when using the system. This is a system that is working and we recommend it to your Sacco operations. Please feel free to request for a presentation for more details on the system. System pricing depend on the number of Matatu at the time of installation, full adoption period is about 30 days. David Murimi +254720760926
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Hardware Requirements Please note these are some of prerequisite for the system that is not included in the quote price 1. An Epson Dot Matrix Deposit, Statement or Receipt Printer at least Epson LX-350 @ Ksh. 16,500 2. A4 black n white printer for printing Reports recommends at least HP LaserJet printer 1102 @ 13,000 3. A Desktop computer with at least the following specification will serve as the Server. TFT screen 17 CPU specification i3 core processor 2GB RAM 250 GB hard disk Serial or Parallel printer ports Windows operating system preferred At least Ksh. 45,000 4. 1 KVA UPS MECCER (Uninterrupted power Supply) Ksh.10,000
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Please note we dont need other powerful computers

The Quote prices are valid for 90 days from submission date. Software features are described in the system and more features will be provided as per client need as long as they dont affect the project scope greatly.

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