THRIFT & COOPERATIVE MANAGER

USER MANUAL
Document History

Thrift & Cooperative Manager Solution

Project:

User Manual
Document Description:

Version
1.0

Author(s):

Name Signature Date

Ozioma Ihekwoaba
1. INTRODUCTION

The Cooperative & Thrift Manager Solution is a web-based application that manages loans and
contributions for a typical thrift society. The application manages thrift member records,
contributions, withdrawals and loans for the thrift and cooperative society.

1.1 Purpose of this document

This document serves as the user manual for the Cooperative & Thrift Manager solution. A step-
by-step description is provided on executing tasks under each functional area within the solution.

1.2 Users
NNPC Thrift & Cooperative Society, Abuja.

1.3 Conventions

• Records are created by clicking on the new button

• Records are saved by clicking on the save button

• Use the search button to find specific records
• Delete created records by clicking on the delete buttion
• Edit created records by clicking on the edit button
General Overview

A thrift society consists of members who make periodic contributions of a determined amount;
this amount is added to their “Contribution account”. At any given time, a “contribution balance”
report shows the total contributions to date for a given member. Also, members can make
withdrawals from their “contribution account”, this lessens the “contribution balance” of the
affected member.

Loans are also given out to members based on a determined interest rate. The application can
be setup to run multiple loan types with different interest rates concurrently for all users.
Typically a member takes a loan payable over a specified period of time, signs an agreement
authorizing a recognized agent i.e. Payroll to make deductions from the members salary based
on a calculated “periodic payment”. This is the amount the user will pay each period typically a
month until the loan is fully recovered. When a member takes a loan, the application provides an
“amortization schedule” report that shows all the loan details and calculates the payment
schedule for installment payment of the loan. At any given time, a “current loan balance” report
shows how much the member has paid and the balance of both principal and interest.

An added advantage of the application is that members can login to the application from any
browser and check their account balances. This is called “self service”.

Application modules

The application consists of six modules namely:

1. General Setup

This module handles user account setup.

2. Master Data

This module handles data that is to be setup to enable the application run. This
includes

1) Business units

2) Business partners

3) Locations/States

4) Contribution types

5) Loan type and loan schemes

 3. Contributions

This module handles members’ contributions and also provides functionality for
importing member contribution entries from Microsoft Excel spreadsheets. This
modules includes

1) Contributions register

2) Contribution imports

4. Loans

This module handles members’ loans and also provides functionality for importing
members’ loan entries from Microsoft Excel spreadsheets. This modules includes

1) Loans register

2) Loan repayment imports

5. Reports

This module comprises of reports covering loans taken and loan repayments, and
also member contribution reports

6. Self service

This module is provides a self-service interface for members to access their loan
balances and contribution balances.

Minimum Hardware Requirements

 1) Memory: 1 GB RAM or higher

2) Storage: 10 GB or higher

Software Requirements

1) Microsoft Windows XP SP2 or higher, Microsoft Windows Server 2003 SP2 or higher,
Microsoft Windows Vista

2) Microsoft Internet Information Services (IIS) 6.0 or higher with ASP.Net 3.5

3) Microsoft .Net Framework 3.5

4) Microsoft Office Excel 2003 or Office Excel 2007

5) Microsoft SQL Server 2005 or higher

Welcome Screen
General Setup Screen

Master Data Setup –Business Units & Business Unit Category

 Created
entries

The Master Data comprises Business Unit Category and Business Unit. In this screen, some
required data must be setup in order to make the application fuctional. Business Unit Category is
made up of departmental/group type whereas Business Unit is made up of individual units that
make up the departmental/group type. To create a business category, do the following;

Step 1: Click on the Business Category tab button

Step 2: Provide details on the fields shown above i.e. Code, Name, and check Active

Step 3: Save entries by clicking on

Step 4: Created entries can be edited by clicking on

Step 5: Depending on the user privileges, entries can also be deleted by clicking on

Step 6: To create another entry, click on the new icon

The same procedures above are followed when providing entries for the Business Unit screen,
with Business Unit Category Field indicated as shown below:
 Created
entries

Business Partner Setup- Business Partner Categories

 Created
entries

Business Partner Category enables the classification of a companies business partners into
categories. For example a company can classify their sales staff into categories such as “Abuja
Sales Staff”, “Lagos Sales Staff” etc.

The screen above shows the form for creating Business Partner Category. To create a Business
Partner Category, do the following:

Step 1: Provide details on the fields shown above i.e. Code, Name, and check the Active field and
the Business Partner Classification field – selecting the appropriate type of business partner

Step 2: Save entries by clicking on

Step 3: Created entries can be edited by clicking on

Step 4: Depending on the user privileges, entries can also be deleted by clicking on

Step 5: To create another entry, click on the new icon

Business Partner Setup -Business Partners

The Business Partner screen lists detailed information about a business partner who may be a
company or individual.
To setup a Business Partner, do the following procedures:
Step 1: Provide details on the fields shown above i.e. Business Partner Type, Code, Member Id,
Contribution Amount, etc.

Step 2: Save entries by clicking on

Step 3: Created entries can be edited by clicking on

Step 4: Depending on the user privileges, entries can also be deleted by clicking on

Step 5: To create another entry, click on the new icon

Note the ‘Business Partner Details’ and ‘Contact Details’ tabs are to be provided with the
business partner information.
Master Data Setup -Locations Register

Created
entries

The Locations Register screen is used to setup location data such as Country, State, Region,
Zone, LGA, Location. To set up details for a Location item, do the following:

Step 1: Having click on Location item tab e.g. Country tab, provide details on the fields shown
above ie. Code and Name

Step 2: Save entries by clicking on

Step 3: Created entries can be edited by clicking on

Step 4: Depending on the user privileges, entries can also be deleted by clicking on

Step 5: To create another entry, click on the new icon

Repeat the above procedures for each tab on the screen above.
Master Data Setup -Banks

The The Bank screen is used to setup Bank and Bank Branches data. To set up Bank details do
the following:

Step 1: Having click on the appropriate tab for example Bank tab, provide details on the fields
shown above ie. Select Country, Code, Name, etc.

Step 2: Save entries by clicking on

Step 3: Created entries can be edited by clicking on

Step 4: Depending on the user privileges, entries can also be deleted by clicking on

Step 5: To create another entry, click on the new icon

Repeat the above procedures for each tab on the screen above.
Master Data Setup -Currencies

Created
entries

The The Currency screen is used to setup Currency and Currency Rate data. To set up Currency
details do the following:

Step 1: Having click on appropriate tab for example Currency tab, provide details on the fields
shown above ie. Select Code , Name, Hundreth, Precision etc.

Step 2: Save entries by clicking on

Step 3: Created entries can be edited by clicking on

Step 4: Depending on the user privileges, entries can also be deleted by clicking on

Step 5: To create another entry, click on the new icon

Repeat the above procedures for each tab on the screen above.
Thrift Manager Setup – Loan Types

Created
entries

Loan Types are the different types of loan given by the Cooperative Society to its members such
as house, car, etc. loans.

To setup the Loan Types, do the following:

Step 1: Having click on Loan Types tab, provide details on the fields shown above ie. Code ,
Name, and Active.

Step 2: Save entries by clicking on

Step 3: Created entries can be edited by clicking on

Step 4: Depending on the user privileges, entries can also be deleted by clicking on

Step 5: To create another entry, click on the new icon

Thrift Manager Setup – Loan Schemes

Created
entries

Loan Schemes are different interest rates on a particular Loan Type given by Cooperative Society
to its members such as car loan etc.

To setup the Loan Schemes, do the following:

Step 1: Having click on Loan Schemes tab, provide details on the fields shown above ie. Select
Loan Types, Interest Rate and Name.

Step 2: Save entries by clicking on

Step 3: Created entries can be edited by clicking on

Step 4: Depending on the user privileges, entries can also be deleted by clicking on

Step 5: To create another entry, click on the new icon

Thrift Manager Setup – Contribution Types

Created entries

Contribution Types define the different contributions made by Cooperative as Senior Staff, Junior
Staff, etc. for reporting purposes.

To setup the Contribution Types tab, do the following procedures:

Step 1: Having click on the Contribution Types tab, provide details on the fields shown above ie.
Code,Name and Active.

Step 2: Save entries by clicking on

Step 3: Created entries can be edited by clicking on

Step 4: Depending on the user privileges, entries can also be deleted by clicking on

Step 5: To create another entry, click on the new icon

CONTRIBUTIONS MODULE

Contributions Module is made up of three sections namely:

Contributions Register/Contributions Report: This section lists entries for each member made,
and appropriate reports are run based on all contributions and withdrawals made by periods, etc.

Contributions Details: This section shows contributions and withdrawals for each member entry.

Filter Section: Displays list of employees/members

Contributions- Contributions Details

List of members
/employees

Contributions- Contributions Details CONT.

List of contributions and
withdrawals for each
member /employee
Contributions- Contributions Report

Member’s code is
required in this field.

Date range of
contributions made by
period

Member’s contributions
history.
Contributions- Contributions Register

Contributions Payroll Import comprises the following:

PAYROLL IMPORT BATCHES: This tab is used to manage existing entries, for e.g. create a Payroll
Import Batch as a place holder refereeing to existing import batch, do the following:

Enter Payroll Import Batch Name in the Name field

Indicate the Import date in the Import Date field

Click on the Save button on the form to save the created import

In the Manage Import section of the form, the Rollback Import Entries button is used to retrieve
entries of import batches that have been made

The Delete All Import Entries button deletes all import batches/entries created

The Delete Invalid Import Entries deletes all invalid import batches/entries created

The Download Import Entries section of the form, consist of ‘Select Import Filter’ button that is
used to filter all valid & invalid member code, valid member code and invalid member code, and
‘Download Import Entries’ displays the appropriate entries as indicated in the Select Import Filter
field.

CONTRIBUTION IMPORT: This tab is used to

Payroll Import Batches

Delete all
Rollback import entries Delete Invalid
changes made from members import entries
to members account from member’s
account from
account
the import
batch
 Contributions Import
Clear import
entries from
members
account
View Excel
imported file
Retrieve
template for
capturing
contribution
Excel file

Update members
Import Excel file
account with
containing members’
imported Excel file
contributions

List of import
entries

Download selected
import entries