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1. M Z PMEHIDTMEE Y TAL SHATTO M ThA D H A C TARIBO ASHES a FE Wo d E S E om o od Bow m om Eod Bo fm B Wd B om B moo 4 E E HH HH H E m m m m m mM BH m mM Ww nm sd B dm Bo w Bo Mo Bod m mn am m a m m m mu m m wm m m m mj im i a i a a m x E E X a x a a i a Toa 40 Enter a Surname MR MICO COOPERATIVE EWTESPSISE SESQURCE MANAGER MDIC CMS ed ME ANOMALE ACCOLINT Sl A at AL i if ir i J aL BMLLIO Adovess Bes os Click to update changes or IEEE RE l m T delete i 1 Foi BE o Ce Ed E Mail Curl hene Bur Pul EC ML E 3 Comp Na Sonnema 02124 ANLAIFE J L Dd Cares C DEL EZLiFL T L nit EZEMFE M E E E IPRS BHI L 748 AXLE Pa ei Double Click on bo Sele
2. M Tom REGLEAR SAVINGS TPECLAZ SAVINGS EEFCAT EMTRAMCE FEE LEYTE CHARGE CHECLUT_EXCHAMGE LON STAMDARS_ LON CHEDCLIT EXCHAM INTEREST Irun e Trial 27 Automating cooperative business any e Click on Product Setup in the Administrator Setup Financial Setup drop down menu the Prod Name box enter the name of the product Select the Prod Type from the drop down Select the product s account chart code e Enter the Order number e Click on the Create Button to save Edit to apply changes where necessary and Delete to remove unwanted product created e Click on the Exit Button when you are through with it NB Products that carry member s transactions cannot be deleted again 30 UPDATE BALANCE After approving a member and the person s opening balances for the various products was not added or skipped you can post all opening balances for approved members on the update balance form OODPERETIVE ENTER Click to make a selection Prost DELETE E RESET h sna Click to add new product Automating cooperative bi e Locate the Administrator Setup Financial Setup Menu on the application window click to activate the menu list the Coop No textbox enter the member s Coop No or click on the select button to make a
3. 1 9617648 800 000 00 0 00 12 1 48 000 112014 x xi x4 96 17863 1 96 17863 300 000 00 0 00 12 L 18 000 112014 x xs 5 9718637 NDUKWE 1 97 18637 600 000 00 0 00 12 36 000 112014 x 116917 1 16719 92 16917 AUDUJS x 9216017 300 000 00 0 00 12 L 18 000 112014 x 7 7 98 8992 ADEWUNMLK x 98 18992 130 000 00 0 00 12 L 7 800 112014 x 3 x12 97 18661 SAMUEL M x 97 18661 58333333 0 00 12 L 35 000 112014 1 9 x9 0421983 KANNAU G x 04 21983 100 000 00 0 00 12 6 000 11704 x in TTS 58 m Tuam EH L 4 wid L i k bi mH iis inm 1 LE 1 i Limi T ELE m 8 i ii TAT iH iru m WF mr F a i7 Ib rem 1 84 ETT 4 LE im a i E imaa m mw i oan 1 ee bi LE ALES ra uam IL ii 1 as 1 T E ri pera OU ga a r 62 MODULE 5 PROCUREMENT MANAGEMENT MEMACIBR MLMAL COSPER TWE EMTERPRES LOAN PROCUREMENT FORMATION MGT FINANCIALR ATAF MST SPORT QUM ADMINETAATON MEMBER GRESOURCE DEDUCTION DEPOSITS hopes Higani Credion Miraji Sock ee Deti 1 iil Cooperative Enterprise hese Manager The MicMac CERM as an Enterprise re
4. aues ihe Scie Aeae 3 1 2 5ebuper Th p depending on ona aing anc Fircammreg eiim farir E13 wW alcomes ta thea MichMac Setup Wirard Thien sal puide ioni Uhrough the Ol PCM TEF merar hee eo che ad har ec stan Sepp The sili nee orbs np ude rament rorlar Flac vet beeing 53 be pour COM eo i Install to Start or continue the Installation process as seen in Step 1 Installation above Comelctn Tartur ar San eed ee Step 14 MicMac CERM Setup Installation Complete a Click on the Next Button to complete the Third Party installation process Completing the MicMac CERM Setup Wizard Fors bem iners on your Coniubes Step 15 MicMac CERM Setup dose thes wizard Completing the MicMac CERM Setup Wizard a Click on the Finish Button to complete the MicMac CERM Installation process and close the wizard e Installation has been Successfully Completed NB If at any time your system demands to Restart during Installation process for Updates Click on Yes to Restart your system After restarting Start with your MicMac CERM Activation ACTIVATION Before you can fully make use of the MicMac CERM Software Application You must first activate the software
5. E E Fen as E ML AX IATE E neal yum er aL E 1 lez LEHE E EXIL A EXT i And IE AGERE SIE TASK LOG This generates report of users of the program the time they logged in logged out and shows the details of task carried out by users of this application e Click on Audit Trail on the Administrator Security drop down menu e Click on Task Log FADMIMETRATQR MEMBERS RESOURCE MOT RECEIPTSANDPOYMENTS PROCUREMENT INFORMATION MET FINAMCIALS SUPPORT QUN Bree abra Aud Tral 2 e Run Report by clicking the Preview button CLICK TO VIEW REPORT ABUJA STAPF MULTIPURPOSE COOPERATIVE THRIFT AND CREDIT SOCIETY LIMITED USER S LOG Lagi Ens a Ti Log ee Lm eH anxii ma Task Log Foo EIL Ada d Lzg agant EHH EH KENO Derd earner P324 I BER AXI Ope E7138 PM rp Do dpe eres a U gd 18700 Fo OILS ah Liga I PORE a cae Pal adii Ed ccm a a Sie Pl LE ce Ino Be Tod ABL amp ca pop te a lade Pd AED Tired Espero Lec Te 2 243 182511 p rabo
6. os ME NN Pret CH Ki Shiites Exlia Macs rintin On the Application Window Locate the Member s Resource Application Click on Membership Application Form Supply all necessary information from the Application Form hard copy into appropriate fields Click on Load Pics to upload pictures and signature from any location Type letter inside textboxes that you cannot supply its information instantly Note that the total shares percentage should equal 100 Click on the Save Button to save information You can click on the Select Button to view applicants or to confirm information that was saved Click on Exit Button if there is no other application to process Steps to Approve new member Still on the Membership Application Form window click on the Select button A new window appears showing a list of members waiting approval Double click on the a new member this automatically re loads the members information into the form approval as displayed below now the first level approval is done 37 Click to select NB The application process isn t complete until the Administrator s LEVEL I TO 9 in charge does the approval of the new New member approval could pass through different approval levels depending levels chosen when creating new users to manage the application All approvals must pass through these three user levels before final consideration After the first a
7. KE MT WEAMASK V fa RENI SULLY MOHAMMED x 1 DXX Goo SHLAM ALE x I Make changes to member s monthly contribution or repayment Reverse Monthly deduction fron POSTED to NON POSTED gros So PREVIEWS ecc VARLA TON Clr Click to enable the Approve button E Lm s Pick corresponding Account where total contribution will be credited How to make amendment to an individual member s record Steps Double Click on the Monthly Deduction Sheet or Insert the cooperative Number of the member into the COOP NO textbox and Click GO correction form pops up carrying the selected members contribution and repayments Make correction in values then Click on the UPDATE button to save the changes made e DELETE button removed Member s record completely from the monthly deduction grid 1f added in error e Correction Form disappears after using the DELETE or UPDATE button How to Post total Monthly Contribution and Repayments to final account Steps e When you are satisfied with the total values for each product for the current month If deduction corresponds to advice from salary then 50 e Click on Post Check Box on the extreme right and bottom of the Monthly Deduction Sheet e Pick the corresponding Account Head where total contri
8. Button Step 7 MicMac CERM Setup Open File Location a Locate your Server path or the name of your Server through My Network places and Click on the Open Button gp bet rk ven p tha odeur in rehich 3 LIS LPH Step 8 MicMac CERM Setup 5 Flee peat bile CEFA bairig Installing Click on the Install Button to begin Installation proper Clicking on the Show details Button will display all files transfer and locations Step 9 MicMac CERM Setup COCO Installation Complete a Installation of the MicMac CERM has completed successfully when it shows this form and the Message Boxes shown below b Click on the Next Button to complete Installation and OK button s on the Message Boxes to complete the process You can now go on with the Third party Installation steps Step 10 MicMac CERM Setup Third Party Software Installation a Click on the FileZilla Button to begin its Installation or b Click on the Adobe PDF Button to begin its Installation Step 11 FileZilla Client 3 3 0 Setup License Agreement FileZilla a Click on I Agree Button if you have read and Sure of conformity with the single user license rule and if otherwise b Click Cancel Button to disagree an
9. Do note that you must be connected to a reliable internet connection for you to be able to activate your license Therefore connect and Double click or Right click to open the MicMac CERM Shortcut on your desktop or Locate your MicMac CERM on your Program Menu through your Start menu Also there is a unique code in your license pack Be careful not to misplace or release it for unauthorised users before your activation and make sure that your MicMac CERM pack is sealed on point of purchase E CPR err dr Step 1 MicMac CERM Activation _ SOFTWARE LOCKED Software Locked You are required to activate your copy of thi product Glek Unlack to do sc a Click on the Unlock Button to start activation process after you must have connected to the internet Uniock M Dt TELE Ee B Step 2 MicMac CERM Activation MICMAC CERM Activation senal Software Activation a Input the unique serial number or activation code Address given into the Serial No Text Box City b Input Your Company s or Organization Names Address City and e Mail address in the Text Boxes Activate provided Click the Activation Button PAR peor NB Be sure you have your Activation done once CERM Activation with your right information Also make sure you have the right Activation Code Serial No areal n
10. Enter Password figs GLOBAL Se Tur m Pars ol To Lock and Unlock Loans Applications Pasa n repr OO Corer vinee E E Free ims Mrih Month g asnar i rae IL Freg Fired Mo o De 0 nek COSMOS ee ra n i a SY E Firm alme z miry Fm Porches Mey 5 720 Se ae EE i Sales OOM Ed ign Ila ii mk rc BI LES BH E EE J 1 View Reverse closed Account Year Trading Account codes To Lock and Unlock Loans Applications e Click on Global Setup in the Setup drop down menu e The default password 15 COOP except if otherwise changed by the Administrator e Monthly Deduction Administration Frame To prepare monthly deductions monthly contributions loan repayments e t c for all products follow the steps highlighted below 1 Choosea Process Order option 1 or 2 or3 2 For option or 2 select the Previous and Present month from the drop down while option 3 you are only required to select the Present month 3 Pick a Unit fr
11. i Te way ai Rul STS air BAT BY 97 aj Lia rH E m FR HE TLE 43 J EMN PEI ENT NT Pare ELE i L i EE 3 Vani s kDa i Sa T TPE In m Steps e Click the Loan Management Report then Select Loan Register Schedule e Click Existing Records or Deleted Records Radio buttonsto view all loan granted during the year or Select by date range ATO ILS CU HLE E 272 DER RWC CE hd e Then Click on the Preview button to generate report RUNE vod p8 Agen ra RLL IBERCICT BI A TETEEEMT BT FE H TNFYLIT 8 26 2014 REF NO CHEQUE NO SURNAME OTHERNAMES EMPNO AMOUNT INTEREST Period SINT LOCATION Dama ZENITH BANK 7 x18 02 20502 SALAMI RB x 02 20502 60 000 00 0 00 10 L 3 600 112014 x 117259 1 17259 921749 CHORID x 92717259 150 000 00 0 00 12 L 9 000 11204 117361 1 17361 92 17361 IBIKUNLE TO x 92717361 900 000 00 0 00 18 L 90 000 112014 x 117377 1 17377 92 17377 OLADELE SA x 92 17377 300 000 00 0 00 12 L 18 000 112014 x x xi 98 19062 GARBAN x 98 19062 150 000 00 0 00 7 L 9 000 112014 x 2 x2 05 23056 NWAOKORO RE x 05 23056 500 000 00 0 00 18 L 50 000 112014 x EI x3 96 17648
12. BAL eid ox C ox ARH a FHEPREIOM A 14 a ABRIL a SULLY WCHARSMED x Ioa SHOECHhWALE x Total value of ml quaes contribution transferred EN e EN from payroll sheet or ERIE HA DT De FUKAR AL CHiuENSLE sa Total record transferred Update contribution to monthly deduction sheet Click on MIGRATE button on the Monthly Deduction Sheet It pops up the Payroll Migration Grid On the Payroll Migration Grid select Contribution checkbox Pick product to transfer contribution into Click on the Extract Button a pop up box comes up requesting for the number of digits of the employee number then click ok If there are records for Non members on the excel sheet it will be detected and reported Else the Grid is populated with the payroll contributions from excel sheet Click the NON MEMBERS to generate report for the Non members if they exist Click on the UPDATE to finally transfer the contributions to the monthly deduction grid 47 How to migrate members Monthly Loan Repayments pEi Ar mep CE MAR i Select account or product where repayments will be transferred Pavers Leie crane es End 81 File Pharm EXTRACT ma H HEARD ALHLEP AFAECKEGCHEITLABDA x LAR BASHIR DAD
13. EXPENSES GENERAL EXPENDITURE This General Expenditure Sub Menu captures all Expenses during the year ee 8 mmi pear 62 Steps Click on GeneralExpenditure on the Financials Expenses drop down menu Click on the Account Code drop down to pick the Account where the expenses is coming from Type in the Amount going out as expenses Fix in the Current Date Reference No Description Cash Cheque or Teller Particulars and pick the CorrespondingCash Account Click on Save then Exit Button after posting e Ifanyofthe Expenditure Account has a budget it alerts the user if budget has been exceeded NB Any Expenses posted will automatically be posted into your GL Account Trial balance and all necessary Account therefore make sure you input the right thing Also make sure you pick the corresponding Account Heads for your income to be posted to the right Account For correction of posting errors use the Journal Account EXPENSES FROM PROVISIONS RESERVE ACCOUNT Manages and keeps record of expenses made from any of the Provisions or Reserves Account L i busses Steps Click on Expenses from Provision on the Financials drop down menu Choose the ProvisionAccount from the Account Code Dropdown Box Type in the Amount and Choose the Current Date Type in the Ref No and Description for record purpose Choose Corresponding Account To be posted to Click on save Button to
14. Exit Button when you are done MEMBER INFO CORRECTION This is also known as the Member s Master List It contains all members withdrawn members new members and deleted members records and data s Steps Click on the Member s Resource Member s Information Menu and Select Member s Info Correction option Select either of the checkboxes Member Withdrawn Member New Member Deleted Member that depend on what you want to do this reloads all the members In the display below the Member checkbox was clicked to site example Double click on any of the name list or you can use any of the boxes above the display Coop No Emp No SurName OtherName and etc to quickly search for a particular person Effect your changes on each of the text fields and Click on either the Update or Delete button The change 15 effected the same proces above applies for Withd Member New Member and Deleted Member Mp MICMAC COOPERATIVE ENTESPAISE RESOURCE MANAGER NDIC CMS itd MALE ACCOLINT BURRITO MERGEN Era TIBI BES eS PHIREEIERTRL LUE 1 duris mr C triam am B T Biret Sgt cs i Cabe nm ae CHYEMIWELE A EMERILE J CXDRDA E 17 SHEA nOD BASHIR A BiksHi H3 T MORGULA
15. LS NDIC ABUJA STAFF MULTIPURPOSE COOPERATIVE THRIFT AND CREDIT SOCIETY LIMITED f HAMES A C x COOPERATIVE MO ab EMPLONYEEHXRACLE cogs UIT x DEFT 5E TEL Mos DECIWBER TOTA CONTEIEL TEIA DILPC Hiii 8 Opening ner AH AT EP bb td aie DERAT me piu Hits 8 000 DOI anung DECENBEE pom Tue aT ER 08 peang tier B MERATE nig Ar zn ee aoo 25 35 Withdrawn Members Shortcut F11 Steps Click on the Member s Resource Member s Information Menu andSelect Statement of Account then Withdrawn Members option Also pressing f11 shortcut key on your keyboard pops up the Withdrawn membersStatement of Account as shown in the diagram below Pick any of the check box options View All Transactions View all Products Range Transactions by Date View Selected Product Enter a member s coop number in the text box or Click on the Select Button to view the Member s List Double Click the member you want to preview its information from the List Click on the Preview button to view a selected member s statement of account Use the Help button if you have any difficulty 42 REPORT This menu
16. SUMMARY MONTHLY DEDUCTION SUMMARY This is used to view deduction for previous months It shows previous month electronic deduction summary for every individual 12 4 iii Steps Enter the Month and Year you want to view Run Report by clicking on Print Button Click on the Exit when necessary a Le i p i Samael Poole CUMMULATIVE DEDUCTION SUMMARY Steps Click on Cumulative on the Deduction Summary on Information Management Deduction Summary drop down menu Enter the Year you want to view the Deduction likewise if it 15 Savings Loan or Commodities or others e Run Report by clicking on Print Button e Click on the Exit when necessary 73 Click on Monthly Deduction Summary on the Information Management Deduction Summary drop down menu Cummulative Deduction Su gt lt Acon Year Enos Savings Shares Loan 1 Loan Interest Loan 2 Loan Interest i Loan 3 Loan Interest Commodity Comm Int Ae Project W Project Int a E D as WITHDRAWN MEMBERS RECORD FED 1 Steps e Click on WithdrawnMembers Record on the Information Management drop down men SelectExisting record e Pick dates for which you want to view then Preview DEBTORS REGISTER LP ML ee OE ee LLH PT AL PP ee ari anim i busim
17. WIE IRPM 1876014 Tpm Mosen rimane LEER eh Tene Gury Tian i Bl wiid Dp he Tonic Us Tc reir ri ak rua a PIE bes iad AED ral sias um Poo ape Pe Eee FREI apd rd eg ea Eel ART eme Lar Pr Pose adii ria lk Ley PA ta Set ie ici ra Po 88 1 a 12115 Wierd Fani Dadartioz For da Moms mi eer 22 EDI penna Por 2417 ae Ade Por a Monde Yr ld fate T TE 5 NB You can either check or view tasks of all users at the same time on a single report or view report by User ID 22 This Setup Submenu accepts and manages different administrative financial groups and other groups relevant to the day to day running of the cooperative business Steps e Click on Administrator on the Menu Bar and then select the Setup option dmingimies 5elug ipet ent teta Setup dite Piacogemenr Sti Pos Setup Pole Comgunie fi Cale hy ADMINISTRATIVE SETUP This Administrative Setup Submenu allows you to identify with and manage the structure of your organization in relation to your member and all your
18. and Click on Repair General Subment e Click on the first Check Box All and Click the Repair Buttc members empty fields If your organisations Membership Strength is large Large Database e Click on the second Check Box By Coop No to repair in Batch Click on the Search Button on the each text Box to pick a range o e Click the Repair Button in Front of it 90 If your organisations Membership Strength is large Large Database an organized by the pay Unit or you are not comfortable with Coop Number e Click on the Third Check Box and pick from the dropdown me your pay Unit setup e Click on the Repair Button to repair accordingly e Click on the Exit Button when necessary REPAIR INDIVIDUAL Exactly like the repair General above this is a Utility tool for your database thereby repairing and updating your database or members empty fields whenever it is been used But this is strictly used to repair for an individual record It is recommended that you do a regular repair of your database Click on the Support Menu e Locate Help on your Menu and Click on Repair Individual Submenu e the Coop Number of the individual you wish to repair and e Click on the Button beside the text Box to Repair Click on the Exit Button when necessary NB Any Information added to this menu subject to review or amendment and it ts to add value to any user of the MICMAC CERM Software Applicat
19. and lupp 8 iira ira 1 Sarie iiH Hem 11 MicMac CERM MODULE FEATURES AND FUNCTIONALITIES The MICMAC Cooperative Enterprise Resource Management Solution features can be divided into Six 6 categories and they include The Admin Member s Resource Deduction Management Receipts and Payments Procurement Management and Financials Do note that all this features and their functionalities cannot work independently without the help of others which make up the same enterprise resource i e one relies on the other to get an optimum or complete result Highlighted below is a brief introduction of the features and list of functionalities STARTING MicMac CERM Button amp Boxes Function Usage After the installation and login into the MICMAC CERM Software Application you must note all Features of the windows which include Buttons Boxes and Forms Among such which you are likely to meet are shown and explained with the images and table below See Check Boxes 15 ABCD Text Box NAMES v Dropdown Menu Box Function Usage Save Button is used to save any Input on any form in the Application Windows of the MicMac CERM Software To search names of the database Click on the Select from List Button to pop up a member list Double Click on any member ID you want and it loads on the Form that is active Radio Option Button For any form you find this
20. button No 3 it implies that you can Apply Changes or Edit existing members information by clicking on that button if correction has been made to any members information Delete Record as the name implies is to delete any member s information but note that this button must not be used indiscriminately except if the record is invalid or necessary Close Exit Button 15 used to exit on an existing form or Windows 12 Wherever you find the Print Button it means you can print any information loaded if you have the dedicated printer installed The Clear Screen Button is used to clear any record loaded on a specific or active form on the MicMac CERM Windows Wherever you see the Approve Button Clicking on that button means you ve certified that the member has been cleared and all transaction applied for has been granted The Browse Button is to search for a record depending on the environment you are in the MicMac CERM software package The Access Button can only be seen in the Log in Screen After typing your User name and Password you ll click on this button to gain access to the MicMac CERM Package if your ID is been verified and it is correct The Memorize Account Button can be seen on forms that has Account transactions Click on this button to save Account Name amp codes on that Form so that it will retain those account name amp code for any other time you want to use it If any Account name and code is stored on a form o
21. click on the Approve Button Now the first level approval is done e The user with level 2 has to log in to the application to do his her own approval until it gets to the highest level e A message pops up Approval Was Successful click OK e Click on exit button xx MICHAEL CODOERAT VE RESCURLE MANAGER ve ABA DES ut Mk ARHAALE ACOOUNTIEM Click to approve transactions Ro T mis PRD TREN pa 1 ee Click to select transaction for approval li Loan Administration This menu takes care of all the loan transactions ig MCHAC MAC MIU CHI Lic ME OMALE e MEMBER RESOURCE DEDUCTION RECEPIT AMD PAYMENTS PROCLREMENT IMFOPNATICH MOT IMACS SUC Lown Admin Marien Tariru MR 54 Steps Click on Receipts and Payments menu Loan Administration select Form loan form window is displayed as shown below Carefully complete the forms by supplying necessary information where required Click the LOAN ACCOUNT drop down list to select the type of loan you want to process Insert the cooperative number of the applicant or select from a list into the COOP NO textbox provide a Reference No Amount requested should be inserted into the Amt Applied For textbox SS PY Select Repayment Period from the dro
22. date Type in the Reference Number Choose the Corresponding Account Click on Save button PURCHASES REGISTER Captures and generates list of all Commodities and Projects purchased Steps Click the PROCUREMENT MGT Purchases Management then Select Purchases Register Click on any of the Radio button Existing Records or Deleted Records Select from the list Click on the Preview button to generate report 65 oors oui Click Ario CREDITOR S MANAGEMENT PAYMENT OF CREDITORS Manages Creditor s Account and records and is also used to post payment for creditors as payment is made oT 1542 AE Steps Click the PROCUREMENT MGT Creditor s Management Menu then Select Payment of Creditors Click on CREDITOR pick the drop down buttons and select the kind of payment you are trying to make Choose the Account Head by Clicking on the Cost of Sale drop down list Type in the Amount in the space provided Choose the appropriate date Type in the Reference Number input a narration Choose the Corresponding Cash Account Click on POST button CLOSING STOCK This feature computes the value of the total items remaining in stock posts it as closing stock and then sets the same value as the opening stock The date of closing stock 15 chosen and the opening stock date is set too Steps 66 Click on the PROCUREMENT MGT
23. ensuring that ICT facilities meet these needs e Planning developing and implementing the ICT budget obtaining competitive prices from suppliers to ensure cost effectiveness e Scheduling upgrades and security backups of hardware and software systems e Researching and installing new systems e Ensuring the smooth running of all ICT systems including anti virus software print services and email provision e Ensuring that software licensing laws are adhered to e Providing secure access to the network for remote users e Ensuring the security of data from internal and external attack e Providing users with appropriate support and advice Managing crisis situations which may involve complex technical hardware or software problems e Mentoring and training new ICT support staff e Keeping up to date with the latest technologies Activities and Responsibilities of the Information System Personnel in relation to the MicMac CERM Application include Scheduling upgrades and security of the Server and the MicMac CERM e Ensure Regular backups of hardware and MicMac CERM software systems e Ensuring the smooth running of MicMac CERM systems including anti virus software print services and email provision e Ensuring that the MicMac CERM software licensing laws are adhered to e Providing secure access to the network for remote users of the MicMac CERM e Ensuring the security of data from internal and external attack e Providing M
24. menu Type in a Ref No for your transaction and Pick an appropriate date Type in the Description or details of the supposed transaction Pick the Account Head that you want to effect changes on Choose if you are Debiting DR or Crediting CR such Account Head by clicking on any of the Radio Buttons with Dr Cr Debiting or Crediting you must do the opposite to a corresponding Account Head respectively Type in the Amount you want to Credit or Debit respectively Click on the Save Button for both transactions respectively The Post button 15 enabled Click on the Post Button if you have inputted the two Account each of the Account must be on either the Debit side or Credit side respectively Click on the Exit Button to close MEMBERS INFO CORRECTION This allows Users to view Existing Withdrawn New and deleted members of the society User can also edit and deleteexisting members of the cooperative society and return withdrawn members 87 i Dasi PA urs m MER milicia ia na Lene 1 Er Aa 5 J MATE EEI HH pur i mane Tem 1 Li ITI ao 3 das dahmicn 4 bs i Lay MN T pur cpu iius pa dias Fora li M PUECH EM ca ena i Aay Le F rm ira hy E LLEGUE Steps Click on Financials to activate the menu list Locate the Correction Reversal tran
25. of the MicMac CERM Application window depends on the policies you have setup in your global Setup 1 e each Loan from Loan 1 2 amp 3 works with its own Computation method Repayment period Interest computation etc If you are not sure of the policies or how to setup such loan policies do refer back to the Administrative module for clarity or contact our service support desk LOAN MANAGEMENT MODULE is used to Register all Loan Application Loan Eligibility Check Approve Loan Applied Post Loan Liquidation and Part payment Liquidate Loan or Liability from Savings Asset 59 Monitor Loan Guarantor Check Loan debtors record report ma a alg meme PE PL E E i s ik as MA Pa EA Die jj EERZES om m mem d E e Pan p um poem E ASSI M o LS wh r oun spar p E riramrimltv pral cr pee riari brsama Seu Bal oa Loan d Procerrmams oaa o Project Bui pio Die fale Cpe Pee emm LU tere HEP CO INDOC n t NB Ke ETT Oni Wa Ame _ Applica Jarta iG HH 3 TAMH You
26. save transaction Click on the Exit Button to Close if there 1s no other transaction BUDGET Manages the outflow of cash payments by alerting if monthly budget has been exceeded 83 Ennii oni Steps e Click on Budget in the Financials drop down menu e Pick the Account Code of the Expenditure Account you want to set budget on e Type the Amount budgetedfor the Month e Click on the Save Button to save e Click on the Exit Button when you are through with your inputs This Auto Calculates Dividend due to individual Cooperator at the end of every accounting year using flexible parameters and percentages aces AmA proce ques Taral Trojan Metar Pej ie Far bee ll Type inthe Value of Dividend to Be Appropriated and the particular Year e Tab Key is used e Total Savings Shares Loan Collected Loan Repaid Commodity Collected and Commodity Repaid during the Year will be automatically generated Click on Parameters and Set Percentages Depending on the Parameter used that year and percentage awarded to all of them which must equal to 100 e Unit Shares per Naira is compute e Click on Generate Dividend to view report Click on the Exit Button when you are through with your inputs respectively 84 POST DIVIDEND This manages individual cash collection of dividend transfer of dividend to member s personal ledger and so on Steps e Pick the Yea
27. then use the Tab Key on your keyboard Enter the Supplier s Name and Invoice No Choose the Date of Purchase from the date picker Enter the Quantity Purchased Enter the Unit Cost Price of the item then the Tab Key The total cost price 15 automatically computed Decide on Selling Price Type in the Repayment Period Repayment Amount comes in automatically In the Payment Box type in theamount you paid to the supplier of the goods you could make part payment for goods owner or supplier Pick the Corresponding AccountHead 64 e Click on POST button e Click on EXIT button NB The input stock is used for shop items commodity and projects The Item Codes generated has been fixed into the Inventory Commodity Project Setup Do fix new commodities projects into the setup so as to have its own unique code before purchases are made EXPENSES ON PURCHASES Payments are made to offset the expenses made on goods purchased or projects acquired Also expenses are incurred when making purchases e g Transportation Carriage etc LIF FEE Steps Click the PROCUREMENT Purchases Management Menu then Select Expenses on Purchases Pick on any of the Radio button depending on the kind of payment you are trying to make Choose the Account Head by Clicking on the Cost of Sale drop down list Type in the Amount in the space provided Choose the appropriate
28. A CLAYEM BELAWICLE x O a 1 WME Y HyVvACHWL LL x EST FRA E A SARIC i 2 ALTO BLZ DOHMGJUEEIVERE A 19 iIBEBLTIETH i GL i ci CACORE A C ox i 19 ITAMLHOLA i i Select the DIRECT UPDATE to load repayments for the present month EEEEEEEEE Total value of repayment for the rA Po present month iBRAHiD RA E ARER F C E a r uem cx x Pk NN aam _ Z ER ECT Total record transferred Update repayment to monthly deduction sheet Steps e Click on the VARIATION button on the Monthly Deduction Sheet to get report of all repayments for the present month e Click on MIGRATE button on the Monthly Deduction Sheet It pops up the Payroll Migration Grid e Pick product to transfer repayment into e Click on the DIRECT UPDATE Button underneath the page to load current month s repayment e Click on the UPDATE to finally transfer the repayments to the monthly deduction grid e Click the SELECT check box on the extreme right of the Monthly Deduction Sheet to make some controls visible e Click on the combo box to confirm products that has been migrated so far for the current month e Click on the MGR REPORT button to preview accepted and rejected repayments e Click on the PURGE button to remove migrated values 48 How to Save Contribution and Repayments to me
29. ASI aT 6789 5 AOEDIFE FX La nw ow 5 ow ee Eq nw ree ERR ILE nw EGER _ m 3 e Click on Debtors Register on the Information Management drop down menu e Click on Commodities Project Debtors e Run Report by clicking Print Button Click on the Exit when necessary DIVIDEND REPORT 75 GENERAL LIST This generates report showing GeneralDividend Appropriation Summary e Click on Dividend Info on the Information Management drop down menu e Click on General List e Pick on the list of your pay units or categories of members staff e Click on the General Button again to generate report Dividend Warrant e Click on the Close Button when necessary Eitan IZBE TI DISTRIBUTION DETAIL DAL SHAD W TAH A TITER EES SE ETE L EE E FA Cir Cir PEL DAL JL s S s ET DL rA PATELLA AIAT ATAI ATATIA AIA Ea EZB ESTE DIVIDEND WARRANT This generates report showing Individual MemberDividend Warrant e Click on Dividend Info on the Information Management drop down menu e Clickon Warrant e Click o
30. Delete and Exit with the Buttons on the Form PAY UNIT SETUP Captures all the different pay units for members and non members of the cooperative Society 24 Pawusit eme NAC PEN FEM PREM PEM HLPC COCP 53TAFFT Automating cooperative business and procesece Steps 1 e Click on Pay unit Setup list in the Administrator Setup Administrative drop down menu e Type in your Pay unit Code and Pay unit Name accordingly e Click on the Save Button to save Edit to apply changed and Delete to remove e Click on the Exit Button when you are through with your inputs CATEGORY SETUP Captures all the different category of members of the cooperative e Click on Category Setup list on the Administrator Setup Administrative drop down menu Type in your Category Code and Category Name accordingly e Click on the Save Button to save Edit to apply changed Delete to remove e Click on the Exit Button when you are through with your inputs 22 FINANCIAL SETUP i ACCOUNT CHART We recommend that you have a full knowledge of Account if you want to setup this part Account Chart It is essential to setup all Account codes descriptions and opening balances because this chart produces the Trial balance Income and Expenditure Balance Sheet and all other relevant books of Account VABIANESTRATOR MEMBER rFESOURCE DEDUCTION MOT RECEIPTS AND CAVMENTS PROCUREMENT MGT IMFORATIDN MOT FRANCIALS
31. Details A Posting of Journal Correction Correction of Members Passbook Ledger Yearly Account See below the sub menu and their functions s ADMORMGTRATOR MEMGER RESOURCE AARET PAG VERO FORMATION Md ALE pamm duri rat S5urgkn Argia irdi radun herria Burl Comecarnr Farah Tran Cooperate Account impleri n Ar cca na rey Yeni LC nmacon ind Czmiplein NMcccunimng Cemsctien 1 s TM A Cooperative Enrerprise Reseurce i INCOME Captures all Income coming into the cooperative 81 Other uses functions and Steps Click on Income on the Financials drop down menu Click on the Account Code drop down to pick the Account where the Income is going into Type in the Amount coming in as income Fix in the Current Date Reference No Description Cash Cheque or Teller Particulars and pick the CorrespondingCash Account e Click on Post then Exit Button after posting NB Any Income posted will automatically be posted into your GL Account Tri balance and all necessary Account therefore make sure you input the right thing Also make sure you pick the corresponding Account Heads for your income to be posted to the right Account For correction of posting errors use the Journal Account
32. ES Commodities sold directly through Cheque or Cash are managed e ER GGTIEETIB a Steps Click on the PROCUREMENT MANAGEMENT Sales Management selectCash Sales Menu Enter Ref No Date and Name of Customer so as to appear on the Electronic Receipt Pick the Item Code then the Tab Key on your Keyboard Fix the Quantity then the Tab Key Then the Price will be automatically calculated Click the Save Button to list items to be bought accordingly Type in Extra charges if there are any Pick the Corresponding Account Click on the Post button after payment has been made Print Receipt by Clicking on the Print button CASH SALES REGISTER Generates a list of goods sold in cash Steps Click the PROCUREMENT MANAGEMENT Sales Management then Select Cash Sales Register Click on either the Existing Records or Deleted Records radio buttonon the window Click on the Preview button to generate report 68 FE PE FE EMEN ee fiers Code hirm Tere ams Salling Tet Satie Fin pem Dim Ex 3 dort amm foe T cint 4 ick Corey OLAS OLA OO Lae DEBT MANAGEMENT This comprises of three sub menu 3 discussed below DEBIT NOTE ON COMMODITIES The debit note or invoice note is issued to debit any member buying from the cooperative s shop for onward deduction on monthly basis E x mL foe ahaa Cooper ee I
33. I T H EE De Li DMRS DAD La mq i o o o o E eim mms Ham d Fils iai TIT Pa 7 an AEN di Ws TT 69 Steps Click on the PROCUREMENT MANAGEMENT Sales Management Menu SelectDebit Sales menu If you can quote the members Number offhand then enter it into the Coop No text box Press the Tab Key Else Click inside the Coop No textbox then use the Esc key to load the Fast Search Engine or use the Select Button Set the Date Purchased to present date Select an item from the Item Code Use the Tab Key e Enter the Quantity demanded When you move your mouse pointer to the Quantity box for few seconds it shows the number of that particular item remaining in stock Use the Tab Key Click on the Save button The item will be added to a list The items in the list can still be removed and edited To make changes Click the record on the list the item information comes up Make necessary adjustments and click on the Apply Changes Edit button NB The total of all the items in the list is shown in the Total Amount field Type in an Extra Charge if there is any If there is an Advance Payment Fix the Percentage Paid or the Value Else use the Tab key Type in the Repayment Period thenuse the Tab Key If there is an ExtraInterest Charged then fix it into the Interest Textbox Else put Zero Value and continue with the Tab Key Choose the Corresponding Account e To print
34. Invoice Click on the Print button Click on the Post button at the bottom of the form to move transaction into Member Passbook Personal Ledger and all other books of Account DEBIT SALES REGISTER This generates report showing summary of Debit Notes and Receipts issued on Commodity Project over a period of time Click on Debit Sales Registeron the PROCUREMENT MANAGEMENT Sales Management Menu drop down menu Click on either of Radio buttons Existing Records or Deleted Records Generate Report by clicking on Preview Button PROCUREMENT LIQUIDATION DEPOSITS 70 Steps Click on the Procurement Management debt management to activate the menu list Clickon Liquidation Deposits Click on Ese Button on your Keyboard to activate the Fast Search Engine or the use Search Locate the Name and Coop Number of the Member Liquidating and Select Press on the Tab Key on your keyboard so as to view the procurement Balance Fill in the Amount for both the commodity and interest Pick the Corresponding Accounts then Generate Receipts Save and then post Click on the Exit Button PROCUREMENT LIQUIDATION DEPOSITS REGISTER i TET LT s Steps 71 Click on the Procurement Management debt management to activate the menu list Click on Liquidation Deposits register Click on Existing record to view all liquidation Click on the Exit Button MODULE 6 DEDUCTION
35. OSIT RECIEPTS REGISTER 58 This keeps track and gives report of all transactions made Steps e On the Application Window Locate the Deposit Management Menu Click on Report and then Deposits Receipt Register e Pick an option from either Existing Record or Deleted Record existing members record are listed below this members records can be Updated Deleted a Reset be made and also SMS be sent to members in cases where changes are effected on their records e Click Preview to view saved and updated records Exit to leave the Window SEITE CASH M Rares Bairi Rorarir Amum Bie m Yaar POSTED BY AFP Li TE IF 5AVLSUCS AST ADL eS Ay Tai Double Click an Any to Select Axallakle prr EE B MHIL O0 DEPOSITS PAYMENTS REGISTER Steps e On the Application Window Locate the Deposit Management Menu Click on Report then Deposits Payment Register e Pick an option from either Existing Record or Deleted Record existing members record are listed below this members records can be Updated Deleted a Reset can be made and also SMS can be sent to members in cases where changes are effected on their records e Click Preview to view saved and updated records Exit to leave the Window MODULE 5 LOAN MANAGEMENT This handles Loan Application Approval Liquidation or Payment Guarantors Etc The kind of Loan you process through this module
36. OUNCE THE TERMS OF THIS DJLA DY v I jen Hes Eres chc osi cepi re Sure of conformity with the single user license aqrumrantta rated CERN and if otherwise b Click Cancel Button to disagree and cancel the Installation Process You can also Click the Back Button to go back to the Beginning bah Locate Chiara Peder in rpt chi Plac CER FL Serup vill reti Fires CEEIM intfes Pindar older To iain eens check Broa anc inlc arzitar Folder Chick Hart Ip cprdiram Step 3 MicMac CERM Setup Choose Install Location a Click on Next Button to continue Installation on the default Location or Destination Folder b On the other hand Click on Browse Button to pick on your Location of interest then Click Next Button Step 4 MicMac CERM Setup Choose Install Location a Click on the Server Installation Radio Option Button if you are installing on a standalone or a single system then Click the Next Button Step 5 MicMac CERM Setup Choose Install Location a Click on Client installation Radio Option Button if you are installing on or over the network then Click the Next Button Step 6 MicMac CERM Setup Choose Install Location a Click on the Browse Button to search and to locate the path to your Server and Click on the Install
37. SUPPCHT Gun Sei itp Fanal Seha reour Erat Account Chart Procurement Setup Travis Selig Pobcy Configi Ligue Setup Pog diac eap Update Habe tu ks Cape a SAVING A NEW ACCOUNT Steps 1 e Click on Account Chart on the Administrator Setup FinancialSetup drop down menu e Put the New Account Code and Description But make sure that any new Account code follows the default codes serially in any account type category e Put the Opening Balance e Pick the Appropriate Date Click on the Check Box if it is a Balance sheet Entry and Pick the corresponding Entry e Click on the Edit Button Take note of a Message Box saying ACCOUNT BALANCE IS NOT CORRECT Your inputs are being monitored Click OK Button and continue with inputs until the message disappears e Click on the Exit Button when you are through with your inputs 26 Account Account Code Account Description EDITING AN EXISTING ACCOUNT eee ee rum Click on Account Chart in the Administrator Setup FinancialSetup drop down menu Take note of the Default Account list Account Codes amp Descriptions that has been setup Click on any Account on the list that you want to add Opening Balance By Default all account on the list carries Zero 0 Opening Balance Change the Opening Balance Choose Appropriate Date Click on the Edit Button Take note of
38. Steps e Click on End Year in the Financials drop down Menu e Click on the End Year Button make sure the date corresponds to Fiscal Year End date in the Global Setup Else date is Invalid If date corresponds An Input Box pops up inthe Current Year to close and Click on OK Button Click on Close button MODULE 8 SUPPORT This menu makes available all Help and Support required for our Subscribers Users of the MICMAC CERM and Clients See below the sub menu and their functions SUPPORT MODULE is used to Help Quick Search of Members Information Lunch User Manual Guide 89 Repair members general or Individual record Fix Online portal management m gpm Lb e ri 1 buses aed Enterprise Resource Manager Obviously the help menu guide you through the Usage of all the MICMAC CERM menu and process In addition to the Help menu we have USER MANUAL GUIDE F1 The User Manual Guide which will guide you through the usage of the MICMAC CERM application and windows This is made available on a soft copy if one is not in custody or has misplaced the initial copy REPAIR GENERAL This is a Utility tool for your database thereby repairing and updating your database or members empty fields whenever it is been used It is recommended that you do a regular repair of your of your database e Click on the Support Menu e Locate Help on your Menu
39. Stock Management Menu Select Closing Stock click on Annual Choose the Closing Date but make sure the date corresponds to Fiscal Year End date in the Global Setup else date is Invalid Click on the Process button The total item value is computed by multiplying Unit cost of each item by its quantity remaining The Opening Value field 15 same as the Closing Value field Choose the Opening Date and then click on Save button Confirm the date before posting Monthly Closing Opening Stock TANTARY PROCESS Commodity Total Closing Value New Total Opening Value T m Project Total Closing Value Mew Total Opening Value New Opening Date NB Before you get an accurate report on all your Accounts e g Trial balance Balance sheet etc you must first take a closing Stock of all your shop items This will calculate all goods sold and all goods still in stock gives the general break down balances and automatically transfers the balances to all necessary Accounts STOCK REGISTER Captures and generates a list of all goods in stock during and after an accounting year Steps e Click the PROCUREMENT MGT Stock Management then Select Stock Register e Click on the Preview button to generate report Protas Code Produ maT Oa EPO fus QUE TRECHLICT LAUD LI idi teh fos Roe ELECTRONICS COSSDODIEY 67 SALES MANAGEMENT CASH SAL
40. USER MANUAL CHAPTER 1 Welcome to MicMac CERM INTRODUCTION The MICMAC Cooperative Enterprise Resource Management Solution is an improved Edition Version of the known e Coop software application package that provides the highest level of features and security compared to other products today It is a highly innovative product designed for the management of Cooperative Societies Administrative and Financial functions and it also Provides the highest level of features and security compared to other products today It is a great solution for small to medium sized and large Multipurpose or Credit amp Thrift cooperative societies MICMAC CERM will help you run your cooperative business better it s flexible powerful and affordable A great start for societies that need a customized or standardized solution yet have a small budget No other solution can make cooperating It is a great solution for small to medium sized and large Multipurpose or Credit amp Thrift cooperative societies MICMAC CERM will help you run your cooperative business better it s flexible powerful and affordable A great start for societies that need a customized or standardized solution yet have a small budget No other solution can make cooperating easier Before you can use the MICMAC CERM package you e First Subscribe to your Single User License of the MicMac CERM Application Contact Sekat Technologies for details e Must know what t
41. a Message Box saying ACCOUNT BALANCE ISNOT CORRECT It is trying to monitor your Trial balance Click OK Button and continue with inputs until the message disappears Click on the Exit Button when you are through with your inputs 27 TO DELETE AN ACCOUNT RECORD Deleting an Account description in the Coop Account Setup will be almost impossible if you have a value attached to such Account It will pop Up a Message Box Account with a value cannot be deleted Therefore if you want to delete any try the steps below ISP pr Dl Du HU oe rr Steps 1 e Click on the Account on the list e Use the Journal to move value to new account Change the value of the new account to Zero 0 e Click on the Edit Button e Click on the Account edited but now with Zero 0 Opening Balance e Now click on the delete Button ii TRANS SETUP Trans Setup is used to captures different forms of transactions carried out in your cooperative society Note that this must be done at startup clutomating cooperative business and processes 28 Steps e Click on Trans Setup in the Administrator Setup Financial Setup drop down menu e Type in your Trans Code Chart Code Acct Code andTrans Name accordingly e Click on the Save Button to save Edit to apply changed and Delete to remove e Click on the Exit Button when you are through with your inputs iii LOAN SETUP This is used to setup policies for the differ
42. ae Staff Management i Staff Management ALL Resource Payroll Administration Information Management p Information Management Pd Click or i Daiuble click to display 11 1 2014 TL L 2015 T2 1 204 19 Re Enter PASSWORD Click to Select Levels E Level Administrator i Administrator i Security ecess Validation pj Setup Administrative Setup gj Financial Setup Inventory Setup Policy Configuration Ew Financials i Income i Approval Click to Make User a Be Super User Budget Davidend Calculator Surplus Disposal Cash Register Journal End Year Utilities Loan Management Losn Management Loan Administration Standard Loan Approval drance Loan pj Approval i Longlerm Loan Approval Loan Liquidation i Approval Cash Approval NET OFF B Guarantor Administration Ew E Cooperatives Resource Deduction Management Deduction Management Monthly Deduction Admin Approval 4 8 2015 Posting Date To 2 28 2015 2 78 2015 2 26 2015 ACCESS VALIDATION User Accounts are created User ID and Password and Access Level for each User ID are configured through this menu Type the ID in the User ID box this will be your username to login Type the Names of the user in the User Name Box Type the initial Password in the User Password Boxes Pick
43. ales Register Generate Trading Account e t c 15 FINANCIAL MANAGEMENT MODULE is used to Generate all financial management reports Disburse Dividend End Accounting Year e t c SUPPORT MODULE is used to Help Launch User Manual Guide Configuration Settings On startup of the MicMac CERM Software Package you ll be given the full access to all menus but if you are the administrator you ll have to setup all necessary users passwords and their access level Make sure you remove the previous general password pak ae BECFATCFE n Laster Wit LES z s eh E Coocperatrve Enrerprise Roescarce When you are through with processing all transactions you have the option of either quitting Exit the entire application or Log off Log Out your user access sf Are vou sure you want to Log OFF Tes Ma 16 Log Out Shortcut Key Alt Backspace Steps e Click the Quit on the Menu Bar then Select Log Out option you will be prompted to confirm if you want to log out answer appropriately Note that the Login Form will still appear for users to login Exit e Are You sure wou want bo Close Steps Sa Click the Close Windows Button on your Menu See the arrow pointing to it on the Diagram above Note that the MicMac Windows will close completely 17 CHAPTER 3 MODULE 1 ADMINISTRATIVE MODULE The Administrative Mo
44. bution from HR will be credited then e Approve Transaction to all Books of Account for the current month by Clicking the APPROVE button 51 MODULE 4 RECEIPT AND PAYMENT MODULE this menu takes care of every transaction that relates to movement of cash from members to the cooperative account and vice versa or from cooperative to other vendors or for capital projects or investment or otherwise Member takes care of any receipt or payment transaction that involves any member of the cooperative which will be represented RECEIPT AND PAYMENT in the statement of account i e Loan Membership termination part withdrawal Net Off e t c Journal Entries takes care of any receipt or payment transaction that involves vendors investors capital expenditure e t c ie COCPERETR nay on Bl rn b 2 a E ADMINETRATOR MEMBER RESOURCE CEDUCTION MUT PAYMENTS bey aime Faget Fag ce TM no 13 a mim u 2 REST INFORMATION MOT SUPPORT eal zm i IESU Cooperative Enterprise A Member The following are what you can do under the member menu as displayed in the diagram below Cash receipts Part withdrawal Loan processing Membership termination Ne
45. cMac CERM You will have Ea Create new entries Tig mars ma el el p aman pe 2 doo nm norm cx s 85 m Appropriation of Surplus YEAR 2009 Total 22055502507 7 7 Desc om Disposal Code Amount o rom Cede De gt 0 00 3 59 07 Surplus Difference 23 0 8 02 07 40 ClickYes and Ok respectively then create new entry e For a new record the Year and Total Surplus is automatically uploaded e Click on the Disposal Description drop down to pick different Reserves and Provisions Codes accordingly e in the Amount appropriated for that particular description accordingly until Surplus Difference reads Zero but if it a Provision or Reserve that has a percentage value the Amount is generate automatically because it has been setup e Edit Delete Clear wrong Entry inputs when necessary e Click on the Save Button to save e If satisfied with Appropriation Post for that particular year or if there are still amendments Exit and post later JOURNAL ENTRY COOPERATIVE ACCOUNT JOURNAL This Cooperative Account Journal is used to correct errors or wrong postings in the books of Account 86 EE Serbia 0 it rative busiperss Amd procesecs Steps SS M rur oe o Click on corrections reversals transfer then cooperative Account Journal on the Financials drop down
46. ci Tota Loccr ts MEN e Click Exit button when done STATEMENT OF ACCOUNT This menu comprises of Existing Members and Withdrawn Members menu Here you check for members transactions Existing Members Shortcut F12 MR MICMAC CODPERATIVE EKTEZPAISE SESCURCE MANAGER DAT CMS id ME APMALE ACCOLINT EREI i i Dasmi i 11 Pie Insert member id valueClick to Select Click to preview report Soe Meris Hhaha C Pia Lint i View bey Cale B View Al freh ir Selected Perit Automating cooperntive business and procesece 41 Steps Click on the Member s Resource Member s Information Menu and Select Statement of Account then Existing Members option Using the f12 shortcut key on your keyboard also pops up the existing members Statement of Account as shown above Pick any of the check box options View All Transactions View all Products Range Transactions by Date View Selected Product Enter a member s coop number in the text box or Click on the Select Button to view the Member s List e Double Click the member you want to preview its information from the List e Click on the Preview button to view a selected member s statement of account it displays as shown below e Click Close button T Bey cv Pragesm Fre ae CERA ros
47. d cancel the Installation Process Follow the Screen prompts INSTALL CONTINUE to complete the Installation of the FileZilla to your Computer NB Please do call the support line to request for a Hostname Username the FileZilla Transfer Support to our Server Step 12 Adobe Acrobat PDF License Agreement Adobe Reader 8 1 2 Setup a Follow the Screen prompts NEXT INSTALL CONTINUE AND FINISH to complete the Installation of the Adobe Reader to your Computer Step 13 If Auto Run Fails MicMac CERM Setup Insert the CD into your CD Drive b Go through My Computer to locate the CD ROM Drive Double click or Right Click to pick option to open the CD d Locate the Setup Button on your CD then Double click or Right Click to pick option to Fr FileZilla Cheni 33 0 Liesi Agum m Fiama rvar ha ana bar rey Fin Tila Cha rd 1 3 Piss Diovan Eres rect ol thee rr AL LORS Versi 2 June 1931 1569 1581 Free Foundation En Tampa Flare Sue Beacon EA Evene pr an daetpibule verbera copies rf Hir karea but changing ki ako Frami eanan Ira res otha ara Cee Ip ey thes Ehe er Goodie Hou ba rakal FinTila 1 1 11
48. different administrative groups and other groups relevant to the day to day running of your business It also allows for identification with your Banks Pay Points location etc DEPARTMENT SETUP Department Setup captures the different departments available in your organization Steps 1 e Click on Department Setup in the Administrator Setup Administrative drop down menu e in your department Code and Department Name accordingly e Click on the Save Button to save Edit to apply changed and Delete to remove e Click on the Exit Button when you are through with your inputs ER rm 1 3 poc 23 NB You must assign Department codes to all your departments and arrange them according to the Company s Structure Hierarchy You can Save Edit Delete and Exit with the Buttons on the Form LOCATION SETUP This captures all the different location of members Individuals staffs from different States branches it is essential to capture the locations of all members Lopes p Ei e Click on Location Setup in the Administrator Setup Administrative drop down menu in the Location Code and Location Name accordingly e Click on the Save Button to save Edit to apply changed and Delete to remove e Click on the Exit Button when you are through with your inputs NB You must assign Location code to all your Location You can Save Edit
49. dule 15 very important to the entire operation of the program It houses the Security Setup and Utilities The Security submenu handles creating of new users defining their access level and finally checking of user log and task log reports The Setup submenu is the first thing you address before you start the full use or posting of your transactions because the entire application relies on information supplied or setup in this module of the application Here you setup the department amp location of members of your organization officers i e management of the organisation Banks Bankers of the organisation Policies that guide the operations of the organization and finally financial opening Balance of the organization and many more The ADMINISTRATOR MODULE is used to Create Users I D and Password Check a periodic Audit Trail Report Setup Department Location Pay Unit Officers and Banks Respectively Setup Commodities for sale Setup new products Deposits Loans Charges Interest e t c Create loan policies Lock and Unlock loan application over the cooperative portal Account Opening Balance Balance Sheet Setup Policies that guides the operations of the organisation Maintain the system with Regular Backup and Repair EN TERPS PRESHA E PAE R ABIA ad ME s mme Cooperative Enterprise Reso
50. ent loan products used by the Cooperative Society COCPERETIVE ENTESPRISE FESOURCE MANAGER NDIC ABLE CMS did 3 AMALE ACCOUNT TUNISIE Goacci Cre phar ice E Meret Mulirple Cm EU ME EET I E LAU An o Mange Lot bth E DEME SNTEKEST m C Automating cooperative business m ELE J Lou CHECUT EXCHANGE DUE e Click on Loan Setup in the Administrator Setup Financial Setup drop down menu the Loan Product box pick the name of the loan product e Next apply the various policies 1 e Interest Rate Max Repayment Period Interest computation such as Flat Rate Upfront cash Upfront deduction Reducing balance or Compound Int Maximum Loan Amt and etc e Click on the Save Button to save and apply changes where necessary and Delete to remove unwanted loan product created e Click on the Exit Button when you are through with your inputs 29 iv PRODUCT SETUP This Product setup is used to capture all your cooperative products like Regular Savings Special Savings Entrance fees Cheque Exchange Standard Loan Car Loan and etc MICHAL COCPERETIVE ENTESPGISE FESOURCE MANAGER MDIC 51 ACCOUNT Click to Create Save
51. environment it is important that there is power backup for the system This would be necessary if the system sits on a server that is set up to run for 24 hours non stop It would also be less intensive if the dedicated System is a laptop that can hibernate for long periods of time INSTALLATION PROCESS INSTALLING Micmac CERM iris ac MicMac CERM Ther sina 1 ail ices 8 Step 1 Installation Set Tes wll Him beeing ba reboot pour COM Di d ES a Insert the CD into your CD Drive It Will Auto Run Click Nest bo and an Introduction Splash Screen will appear b Click on Next Button to continue with Installation Please wait while Setup is loading verifying installer 36 Litman Agere Fie ees eee tam retary CERN Step 2 MicMac CERM Setup Press Page Down hoes the rest of the agreement LEEF LEHE AOE POR Abeer SRT A JT SOFTWARE CARDA Y The Ere ber Leno ELLA E ae License Agreement organization or inctitution and SEFKAT PERIA bor thea MC CER FI ecccenpeerioe thia EULA eee ee Ir Hir BL mrp accrangpsurec Ha St ce a Click on I Agree Button if you have read and you AGREE TO BE B
52. he Approve Button Now the first level approval is done e The user with level 2 has to log in to the application to do his her own approval until it gets to the highest level A message pops up Approval Was Successful click OK LOAN ACCOUNT STANDARD LOAN Account Balance Savings 70 016 58 L 158 333 33 Loan Interest 50 000 00 Refrence No 555778 Application Date Loan Information Straight Down on 10 Interest tux Ee SOO 000 00 Eam SETT AND PROJECT Lower dh re Coop lame Savings Balance Pick transaction a 05 24 7015 M S dE 000000759 ine 5 nnm ey Transaction Date Supply cheque Number Monthly _ STANDARD LOAN LOAN ENT 2 Select account to be credited or CORR A C GIB debited from account chart Generate payment voucher Iv ACPROVE 2 656778 OO987 ISA x 50000000 50 000 00 12 05 24 2015 Select transaction for approval FE umm sumus Click to preview and generate report of loan applicants 56 Store account codes that are frequently used List of applicants the grid can be previewed by Clicking on the ellipse button below the page e Report can be generated by clicking the preview button below the FAST SEARCH page e Click on exit button i ill Membership Termination 37 REPORT DEP
53. he basic hardware requirements are Find on page 5 of the User manual or page on the User Guide slip in your Disk Pack to see details of hardware requirement Purchase your hardware move to the next stage below and follow all instructions strictly e Must have it Installed Follow all instructions on page 6 of the User manual or page on the User Guide slip in your Disk Pack At the end of installation do eject your disk return it to your pack and keep safely till some other time when there will be need for it e Must know whether you will need an upgrade or a fresh installation This simply stated if you need an upgraded version or edition of the MicMac CERM or a customized version to enhance your operations and membership strength Contact Sekat Technologies for more details Once you have considered all this then you are on the GO BASIC HARDWARE REQUIREMENTS A Dedicated System The MicMac CERM Package requires a dedicated system except it would be set up on an existing server system It can thus integrate seamlessly with an existing system or be set up as a stand alone system The system runs best on a minimum processor of Pentium III Compatibility The system has been designed to be compatible with Windows based operating systems and this makes it suitable for most businesses The preferred Operating Systems are the Windows 2000 Windows 2003 Server Windows XP and any other latest windows operating systems A Dedica
54. ht how if you are able to fulfill this navigation on the MicMac CERM Menu Sub Menu use of each form Dialog Boxes Message Boxes and Buttons as shown above will not be a problem So what are the uses or what can you find in each of the menu module of the MicMac CERM application 14 MicMac CERM USER OVERVIEW NAVIGATION ADMINISTRATOR MODULE It is used to Create Users I D and Password Check a periodic Audit Trail Report Setup Department Location Pay Unit Officers and Banks Respectively Update Members Previous Year Balance Setup Commodities for sale Account Opening Balance Balance Sheet Setup Policies that guides the operations of the organization Maintain the system with Regular Backup and Repair e t c MEMBERS RESOURCE MODULE is used to Apply for new members Update existing members information Check Members statement of account or ledger Existing and Withdrawn Generate members cumulative balance e t c DEDUCTION MANAGEMENTMODULE is used to Process Monthly Deduction Upload RECIEPTS AND PAYMENTS MODULE 15 used to Captures all forms of receipts and payments Process loan applications Terminate membership Net off Pass journals PROCUREMENT MODULE 15 used to Purchase of Commodities Post Cost of Sales transactions like Carriage Transport etc Sell Commodities to members an non members Manage Stock of goods Take closing stock Generate S
55. icMac CERM users with appropriate support and advice e Ensuring regular Connection of MicMac CERM users to the functional Database Re assigning Users and Password Check e Audit Trail Register and Administrative Setup and Functions Companies going through business process re engineering may well look to the information systems personnel to deal with change management Business process re engineering entails re designing the way work is done so that the organisation s goal is met and costs are reduced This requires an understanding of the capabilities and constraints of technology and resource implications in terms of budgets as well as the training and recruitment of specialist staff 92 NB Such personnel appointed or employed to take up this task must meet with our recommendations above The personnel must go through a recommended training organized specifically for the MicMac CERM Administrative and Financial operation and lastly the Information System training 93
56. ion INFORMATION SYSTEM PERSONNEL Information systems personnel is responsible for the computer systems within a company overseeing installation ensuring backup systems operate effectively purchasing hardware and software providing the ICT technology infrastructures for an organisation and contributing to organisational policy regarding quality standards and strategic planning Information systems personnel work in every size of organisation in the industry and the service sector usually with a staff of technicians programmers and database skill and knowledge 91 Although the title of information systems personnel is becoming more common in the ICT sector job titles may vary For example you might be a service delivery personnel in a non profit organisation and a function personnel in a financial institution Typical work activities Information systems personnel are responsible for the implementation of technology within an organisation and direct the work of systems and business analysts computer programmers support specialists and other computer related work The post holder will usually be an experienced worker with technical expertise coupled with an understanding of business and management principles Duties within the role are ultimately dependent on the employing organisation and the complexity of its information systems Standard activities are likely to include e Evaluating user needs and system functionality and
57. is used to generate new members list and also member s cumulative balances monthly or annually E ENTERRER RESOURCE MIA RACER MDC ABA Did ME ARLE ACEO DEDUCTION AND UAYMENTS OROCLAEMENT MUT INFORMATION WIG FENANCIALS GUODORT CAN c Fan imin Marian Lue ue NEW MEMBER S REGISTER This shows the list of new members registered to the Cooperative Society Steps e Click on New members Register on the Member s Resource Report Menu menu Run Report by clicking on Preview Button e Click on X to exit when necessary Click to view report mating cagperative sonal ric Ince Manazi MEMBERS CUMMULATIVE BALANCES This shows all members cumulative product value for the period selected Steps e Click on Members Cumulative Balances on the Member s Resource Report Menu menu e Run Report by clicking on any of the options Monthly or Annual All members or individual or location etc all products or selected products and click on the Preview Button e Click on the Exit when necessary 43 lina al apar MEMBERS_CUMMULATIVE BALANCES Monthly Annual Members Location Ctegory Wr Pay Unit Status T Individual E ME Proin t M Balance O7 244 4155 DE eoi 05 View All Products i Click to select a
58. k Enter Past year for Printing Run Reports by clicking on the Print Button e Click on the Exit when necessary COMPARATIVE ANALYSIS OF OPERATING SYSTEMS FIGURATIVE ANALYSIS This generates report showing Figurative Representation of the Comparative Analysis of Operating System e Click on Comparative Analysis Of Operating System on the Information Management drop down menu e Click on Figurative Analysis e Type in the Year From and To Make sure range is a Maximum of Two Years Then the Tab Key e Run Report by clicking on the Print e Click on the Exit when necessary I4 lari 1 db i 11 12 iun 124412 Total n 2891 LO Saeed mur LJ THARES Less Wied oie ike D Di during the n fi fi LFA SS Total Di LXL Don 100 n n n ilios dortsg ie vear n n n 80 MODULE 7 FINANCIALS This menu handles the entire posting of the organisation accounts journal posting and many more features can be seen below FINANCIAL MANAGEMENT MODULE is used to Post all other daily income into the account Post all other daily expenses Budgeting and Expenses Management Calculate and disburse Dividend Post Annual Disposal of Surplus Cash Register Posting Correcting from Suspense Cooperative Account Correction Correction Correction of Members Information
59. k No then go and run closing stock under the Commodity Project Management Stock TOCOMTPME Management Menu then Take Closing Stock e Run Report by Clicking on Print Button Le he For the Appropriation of Surplus Report this message box comes up Enter the particular Year you want to view its Appropriation of Surplus report e g 2001 Click Ok e Run Report by Clicking on Print Button For the Balance Sheet Report you will have to type the Date as at when in AE TEE this format DD MM YY into this message box e Run Report by clicking on the Print Button 9 e Click on the Exit when necessary EN BALANCE SHEET AS AT YEAR ENDED Decemlier 31 2007 dcr Der 4 FIXED ASSETS Fixtures ced Fig Compote Fi Lezz Depth Badira CURRENT ASSETS o Hoe Woh Dito hiiri reet reni o Curb of Hard Ch in Bank UC CIREKENEZ LLAHILETIES Creditos Prosper Comp Dreicmh MHA Pave Hog fir Eck Empar Eg and Ford Cea D REFEREE SENTED BV cracks for fee nn larian Sher Beers Fund Cerne Beers Edenie Feral 79 For Allthe History Reports you will have to enter the past year want to view its report into this message box and then o
60. ll products 44 MODULE 3 DEDUCTION MANAGEMENT Monthly contributions and loan repayments or deductions are migrated or uploaded at the end of every month here On the Application Window Locate the DEDUCTION MGT Deduction Administration Menu Click on Monthly Deduction Sheet FEAAKKIALA Se Acheron Fun Pick All or Unit Pick Month mm apum Select Posted or Non Posted STATUS Mu TEMPORARY Select Unit SPECIAL SAVINGS WITHE_ CHARGES EMTRAMCE FEE STANDARD LOAN EXCHANGE EMPLOYEE REGULAR SAVIMCS MEX 0 200 HEE t Mh x 0 BEENS NONE DUE s x Lard BABA MOE HARUMA x x CHARMED amp TOTAL Save monthly contribution and repayments into all members account Post total monthly values to trial balance balance sheet e t c Generate Monthly Deduction Repayments Select to generate Select to Migrate migration report purge Preview Migration Report 45 How to Load Information to the Monthly Deduction Grid Steps e Select All or Unit depending on your choice e Pick the current mon
61. mbers account o d ui 7 wr MEC SAVICI HEARD ALHERI a AFAZSCKRGCHEITLABDA x UMAR BASHIR DADA CATE BEILAMILE x CAGE EX NAG L LB x HN TENET oa CHMSERGIVERE Coa ACL x C A ox AC a PHEMSOM GA 17 HABLA oa LINDE a MOHAMED x D i ZXHCECHWALE x TARATOA vic DORMANCY save RESET i geo oo Steps Click on the combo box on the Monthly Deduction Sheet to confirm that all products have been migrated for the current month e Click on the SAVE button to update all members account for the current month The grid is emptied after successful update 49 Insert Cooperative Number or select from a list MONTHLY DEDUCTiCR SHEE Y non TLHPORARY e ommum DO gt Double Click on grid to load a members information ESS Voc EMEN FEE STANDARD LOAN Lia at ALHERI s OORT 00009 UMAR BASHIR DADA DOOR Tu Employer CLAVEM TOLLANE Fah n Pr 5 C n EEA 5 Fa T KON NAG L Ua CH a 22 DEED 1 A C n DOS Do AL AGU n EEE EHE DRHALE x EES DOUG BO ARTH DOES DOES FHEHSCOM V
62. must check your policies for each Loan before you post any Loan Transactions You must verify and make sure you Check or Uncheck the ee Sa _ oe Allow Debtor and Guarantors Check Boxes You must know or better still confirm and verify from your management your computation methods and percentages for your Loans Lastly you must continue updating all subsequent Loan transactions after you must have completed all previous and outstanding transactions LOAN ADMINISTRATION Manages different types of loan ranging from Standard to Advance or Emergency Special Soft and so on represented with the Loan Form It checks your status before allowing for application LOAN FORM Steps Click on the Loan Management Loan Administration Menu to activate the menu list Click on the Loan Form PressF3 on your Keyboard to activate the Fast Search Engine Locate the Name and Coop Number of the prospective Applicant and Select Press on the Tab Key on your keyboard so as to view the applicant s Account Balances Fill in the Amount Applied For and the Repayment Period accordingly until it gives a Successful Message Read carefully message boxes that comes up when filling they are meant to restrict users from going against policies set up in the Global Setup Information 60 After the Successful Message a Deduction Summary is prepared If the applicant agrees with the summary fill in the Reference No Description Application Date and Guaranto
63. n the Exit when necessary 76 aj 4 rb da e aee ue Tease DIVIDEND WARRANT EM 23 DOD C 1 00 15S xg 12534 ee are DUNT ul Lu 125834 EP 155733 AAP ARE A WW LT 33 rini ITSS EE ree on 53 3D ORCI EM 585 1 5 5 4 Qc BC AT A FINANCIAL REPORT Generate reports for all the Cooperative Accounts e g Trial Balance General Ledger Profit and Loss on Consumer operation Appropriation of surplus Income and Expenditure Balance Sheet Steps Click on Financial Report Submenu then any of this Accounts Trial balance Income and Expenditure Profit and Loss Appropriation Of Surplus Balance Sheetetc on the Information Management drop down menu e Run Report forthis Accounts by on the print button i n Conk Bek Enn ne d Seed lied ceci m es fer AU SEE Les Mink Farina maliadcfscesdbediscisd amp balarea Om 10 TRENN Cork um Beak Serie seers T weed of eed Leen x unk Baek Teria eee of p dia mel luus JE one brab dri asd BTS aes Deen Soper Pie SHB ARIS HH Cark da Mink Cee Appr 1 ieee PLAST IES HT Brab Sete MHpTE 83 Leen xam DAVOS Cock dm Mink Fari
64. n without been guided by anyone or the step by step approach in the other chapters of this user Manual 13 Some questions must come first before you can successfully and rightly post any transaction into this software application They are WHAT WHERE And HOW a MARAL COCPERE RACER H Nar EU CT MAE EE HE MERHER MESOURCE DEDUCTEI i mm RECEIPTS AMI PAYMENTS PROCURE MERIT ATOH M T kiaii DAT tl LT lit Sem iiie bog TIT MicMac CERM n Pay Unit Setup PayUnit Code Windows PayUnit Name A Automating cooperative busine Total Record s Before you start with the use of this application you must first know and understand the basic operation of your organisation Then you will be able to figure out What i e What do I want to do What transaction do I want to post What Report do I want to get etc Where i e Where do I go to 1 e what part of the menu or submenu do I go to for such transaction or report How i e How do I post my transaction into the application How do I navigate The answers to these questions and many other questions that may arise can be tackled out if first you understand your manual process well and secondly know the use of each Module or Menu of the MicMac CERM Windows Therefore without being shown or taug
65. ng HATER Dee Diggers in Likmes TUNY AS NHH SERGE oe Boeke d nri npn i DTS Lean BH Apel eee OE Oo Canh da gee JERTESE Laan Sippel peo LAWAL TOLLS Tardi m Sah Oei HATE Lenn 1 Seed Uhi AYODELE Cark Mask Fereg JEHTESNT Lean Appcurae Pu Nismes 2 ATCA Be la d eren pen d HHI Leon l hme Bob 4 YELEGO X Cak Em Bak Liring MIME Cage l Agger ra Lilet RASC Cari Boek Peri mtd 3281358244 Leen l bee OE OCHA Cenk m Misk avin MAJIN Caan A pgowred us Nemea PAK ORE EEEN oe m Boek d nnd npe d 38338825 Lean Spee Robe LAE STRUT ax Mtsk Far 8 Soh adele Dedia n far PLR CART 25511 ork deri rmt LELTE Sehri ole Dadaran fer HARCHA Cask Baek Teia Loan App ra Limir LIZZI TA J wo a a uw dd amp p bd Bi ja kB jd kb jd ls mu NB For the General Ledger and Creditor s Ledger Report You have to pick Date Range to generate reports for All Accounts Selected Accounts then Run Report by clicking on the Print Button then Figure 1 0 above 77 INCOME amp ENPERNWDITURE Ast 78 NB For the Profit and Loss on Consumer Operation Report this message box comes up e You can choose to run or not It is advisable you run Closing Stock before you proceed clic
66. om the drop down 4 Save then Process A PLEASE WAIT label pops up till the process ends 34 e Pick the Membership Withdrawal Charge Type and Amount Amount you charge as processing fee for every member withdrawing from the cooperative If you have a fixed value Click on Fixed Value and type in the fee but if yours is based on percentage click the Percentage option and type in the percentage value The same process applies to Deposits Withdrawal Charges e The Code Setup frame keeps record of your trading account codes e Forms frame house the fee or admin charges for forms e Fill in Other Information as required e Click on the Save Button to update changes made on this form A SUCCESSFUL message is displayed to confirm update was successful e Click Close to leave the Global Setup NB The default password into the Global Setup environment is COOP As an Administrator make sure you change the password as at when required CHANGING PASSWORD FOR GLOBAL SETUP Steps 1 e Click on Global Setup Information in the Setup drop down menu e Double click on the Password textbox a box appears that request for your old password e Enter the Old Password click Ok e Enter the New Password and click Ok Re Enter New Password then click Ok successful Message pops up Es GLOMAL SETUP FOR Pass vun if Quiles Chick hg Ede 35 MODULE 2 MEMBER S RESOURCE Here new member
67. p Company TT EAT TET HI DL EE Address Lastly check that you are connected to the internet for the MicMac CERM Activation If not you ll see this message Cannot Connect to iN Activate Server Please check your internet connection as displayed in the Diagram shown After All this has been done You Are Good to Go Login with the general password given See Getting started below 10 CHAPTER 2 GETTING STARTED After the installation of the MICMAC CERM Software Create a shortcut on your desktop for easy access to the package if it is not created at the end of the installation process The program s shortcut is installed in the Program Menu a submenu on the Start Menu of your windows Steps e Click the Start Menu locate All Programs or Programs Menu depending on your operating system Locate the Folder MICMAC CERM then Right Click on the MICMAC CERM icon then Click on send to Desktop as Shortcut Locate the MicMac Icon on your desktop and Double Click on the icon or Right Click and Click on Open to Start MICMAC CERM Package TUS nn zn nd A 1 2 F ChnotoGies lam iat m AL p7 fire mi ucsermmis 1 je Whe hte CERE UP Mieis CERU Ghore dorms Dra irmo ii nigri Lise arud bn lax je FOUMODENMN tarz cere Heig
68. p down list and a simple repayment schedule is displayed in the far left textboxes 6 Click on RS button to generate a comprehensive repayment schedule 7 Enter a narration for the transaction in the Narr textbox 8 Pick application date and then save transaction MCHAC CODPERATIVE ENTERPRISE RESQURCE MANAGER NDIC ABU CMS Ud MORAMMED ACCOUNT P Hic DAL irs bib A md LE EEUU LES Fn phis Ns ACCOM rrakhag Himn Arnari Flay Lig LM ET Laan EET M EEUU Insert the Amount requested To Appeal Dade Ral Ma TH mit Insert tenure of loan Automating 21 Generate Loan Repayment Schedule Employ E POSTED e Tias kadia e To approve transaction select transaction from the grid below 1 Pick loan approval date 2 Insert Cheque number 3 Pick transaction type from TRANS drop down list 4 Generate your payment voucher by clicking the PV button 5 Select the corresponding Accounts to debit and credit from the Account Chart 6 Selected corresponding Accounts can be memorized if frequently used e Click on t
69. port 38 MEMBER S INFORMATION This menu comprises of three 3 submenus namely Existing Members Information Approved Members Shift F2 Member Info Correction Statement of Account igs MICMAC COCPERETIVE ENTER ADISHETRATOR oT RECEIPTS AMD PAYMENTS PALE ERE WaT INFORMATION M T SUPPORT ac n ni ip gi Inf mann Euler rey Members Infammemon Eppa Kem bes i1 beter lato gonen OT Lille i Cooperative Enlerprtse ud Automating cooperative business and procesecs Existing Member s Information Approved Members You can effect Changes Edit Update any personal record here if the need arises MCMC COCPERETI BESISESESEURCE MENAT B CMS bd ld ny es COS MEALS UU m 1 BE 1 Dedaction Cf Acpointment 55550 eL Rui do Ball nnen Em Shite Reb EIE EE Le P 39 Steps Click on the Member s Resource Member s Information Menu and Select the Existing Member s Information option Click on the Select Button to view the Approved Member s List Double Click the member you want to edit its record from the List After applying changes click on the Edit Button to effect changes Click on
70. pproval must have been done by the user with level 1 the user with level 2 or 3 9 has to login to do his her own to finalize the approval Click on the Approve button right below the form the Approve button is active only when there is a pending member for e The user with level 2 has to log into the application to do his her own approval until it gets to the highest level e A message pops up Approval Was Successful click OK e Click on Exit Button if there are no other applications for approval 47 1 FACT FI t i UERR i B EE i Sorne Oh eos 2 z d TN ludi P57 FF Dots Biith tol ce BEE 1022015 i xj E crie StS Back Accnaryl Weis eo kiy ais Thaima Click to SELECT Automating cooperativ UTR CMS d Ay ACCORERIT d i L I f 1 aa i Lr rt i ae oe Emp brama O Hare Pyn EX Mail T F p Surge Ct haus MR Sd ret Double Click to Load miiie Chek on Are io Select HET TET 1 Click to generate re
71. r then use the Load Button It loads information of all unclaimed dividend e Pick the Posting Type Manual posting is done when dividend is claimed by cash while Automatic has to do with transfer into personal ledger e Pick the Account Destination Savings or Shares Account Move member s then Post Click on the Exit Button when you are through with your inputs respectively Plone TN a mir ppnrsgreraled ring Tape Jor non 8 os iim L E there Fuimnmg r Jerem d POI ee ee L 1 Total EUN DU EUN Ix 8 775 155 11 LV fV enn All Tein ETA ee ar 2 M al 1 E ial Lra Ea Medlen i E a inl Loa TT EIACHME Dill Frankar Far cA NM MEUM DISPOSAL OF SURPLUS The Disposalof Surplus formallows for Surplus Appropriation to various Provisions and Reserves at the end of every accounting year Steps e Click on Disposalof Surplus on the Financials drop down menu e Enter The Year to view Past Year or New Year Transaction then Click OK Ifrecord for that year exists it loads but if it doesn t this windows appears Mi
72. r page the MicMac CERM package 1s made flexible such that you can Clear Account Memory if you so wish to change Account name or Code to post current transaction to and you can still memorize the changes made The Report Button cannot be seen in any other place except the Report menu Click on this button to view Report with respect to the sub menu you click on The Check Boxes is used to pick multiple option or items in a particular menu Click on each box to check and uncheck respectively depending on the task you want to carry out The Radio Option Button unlike the Check Box give you an opportunity to pick only an option or item in a particular menu list The Text Box and Dropdown Box enable you to type text or character strings in the space provided but the Dropdown shows a list of options available in the database Just Click on the dropdown arrow to pick an option instead of typing THE APPLICATION WINDOW After you ve gained access through the Login Screen you will have the application window on your screen Your user access level will determine which part of the menu you will have access to on the application window but if you are able to login for the first time or as a new user with the default user name and password giving you will have access to all the menu and submenu This MicMac CERM user overview or navigation will briefly introduce and teach you to how you can navigate and post all your transactions on this applicatio
73. r s If not edit the Amount and Repayment period as to generate a flexible summary Click on the Save Button Print out the list of Applicants Pending Approval for the Credit Committee on request by Clicking on the Printbutton NB That the applicant has not been approved yet but the application would post to the Loan Applicants Table below TO APPROVE MEMBERS LOAN Still on the same Loan Form La Topa el egi Bo ip h a ae E y oe re Ei i imi fee Thy Bel mam HET mwi ESI E DIEI CIS LL LL E Pepp nar E conr x O i m Steps Click on the Loan Management Loan Administration Loan form Menu to activate the loan form window Click onthe drop down button on LOAN ACCOUNT select the Applicants form were the loan was saved to either the Loan 1 Loan 2 Procurement Loan Project Loan Form This activates the Record List as indicated in the diagram above Locate and select Applicants to be approved from the Record List Click on the Approve Check Box Pick the Approval Date DEBIT A C and Pick the LOAN A C Corresponding AccountHead Click on the Approval Button Click on the Exit Button 61 Loan Register Schedule Generates list of all loan approved with dates 1 LF Pen im Err Lerro Tr Fin n uu a Fem ee ee ee ee ems icm Berth th mu PT ai E E T EA Lad XA FN MM a
74. s are registered Changes in members record are effected individual member and cumulative information 15 generated e t c gs COCPERET ADMINISTRATOR FREIER s FESOURCE DEDUCTKEIH MT RECEIPTS AND PAYMENTS PROCUBEMENT MAGT INFORMATION MGT FINANCIALS SUPPCHT TT psi on Forni ary 2 eina Cooperatrve Rescurce uu The MEMBERS RESOURCE MODULE 15 used to Register new members Check existing member s information Approved member Check Members statement of account Existing and Withdrawn Correct Member s Information Generate Reports of New Members and Members Cumulative Balances MEMBERSHIP APPLICATION FORM Membership Application Form is used to capture all information of a new member Shortcut Key F2 ig MICA COCPERETIVE EI i VT HEX NI ADMINS TRATOF RESERVE T DEDUCTYIN RECEIPTS PAYMENTS Pane EMER INFORMATICS SUPPORT P T PT Ki rm pom d Hip Appkcatin Fore Click Pierie Infanmmenion i 36 COCPERBTIVE EN TEMPOS WEN Automating cooperativ co a EEUU 777 Fay Lin wer Potion EDE onns M Payptall Er Loma Pico Deaaction
75. selection the tab key on your system keyboard which automatically fills the Name field and Date field e Locate the Product field and Click on the drop down arrow to make a product selection e On the Balance field enter the correct value More products can be added if needed e Click on the POST button Please wait for the posting to be completed e Click on the Exit Button to quit SURPLUS DISPOSAL SETUP MicMac CERM T Enter the ear you want ta Create Account Mate Far percentages 96 for reserve and provisions on surplus at the end ofan Formar s The Surplus Disposal setup captures and auto calculate the different accounting year Note that this must be done at startup and it is Cancel provided inline with the Cooperative bye laws and policies from the Directorate Of Cooperative Services 31 Steps 1 e Click on Surplus Setup in the Administrator Setup Financial drop down menu e Click on any of the Code or description from the list below to TU Surplus Setup load it s information CODE e the previous year Balance in the Last Balance Box Description e provided for proper Accounting cain i e Click on the Edit Button if you have input the previous test Balance 0 0 C Provision s i Reserve balances e Click on the Exit Button when you are through with your inputs NB The Code and Description has been set as the default All you need to do is
76. sfer sub menu Locatethe member Info correction Click on any of the radio button in the Boxes provided Double click on name to select the record Make your necessary corrections and the click on the Update button or delete button to remove the record INTEREST ADMIISTRATION This allows Users to manage interest payments liquidation defaults m CELT Mu Bu s MEUM eee i lt 1 EN pine BR ij DIIS Pn AU zz 2 ee 88 Steps Click on Financials to activate the menu list Locate the Correction Reversal transfer sub menu Locate Interest Administration Enter the month and Year in the Boxes provided Select members record Click on debit interest or credit interest respectively Select the loan type associated with the interest and insert the interest value in the text boxes provided Click on the debit button to post the transaction END YEAR TRANSACTION The End year Transaction is done only at the end of an Accounting Year All the year s transactions are transferred to History the previous yearbalances i e Closing Balance is automatically prepared as the Opening Balance for the current year To get previous year balances you can locate it through Information Management Financial Report History EAR perative business and Procesi operative Enterprise Manager
77. source Application has been developed to take care of not just members savings and loans but the buying and selling of commodities consumables or households and Projects Land Housing and any other Capital intensive projects sold to members or non members either through direct sales or through debit notes In addition the PROCUREMENT MANAGEMENT MODULE 15 used to Purchase Commodities or Good and Project for sale Pay creditors Post Cost of Sales transactions like Carriage Transport etc Sell goods and Projects bought to members and non members Manage Stock of goods and project in stock 63 Take closing stock Post Commodity or project Liquidate or Check Commodity and Project debtors report Monitors regular Booking of goods before general purchase Generates Commodity and Project deduction report Generate Sales Register PURCHASES MANAGEMENT Purchases management comprises of other sub menu as listed below Purchases Expenses on Purchases Purchases Register PURCHASES Captures all Commodities purchased and Projects you venture into and automatically updates the purchases and stock Ledger monitoring what goes out and comes in eFlutomeating izcinesz nri Steps e Click the PROCUREMENT MGT Purchases Management then Select Purchases Select appropriate option from Procurement Type Commodity or Project depending on what 1s coming in or purchased Select an Item Code from the Dropdown List
78. t off ip COOPERATE ADMIMETRATON MEMBE Erri ries 4 SUPPCHT Ene Leon Siini iwi Lt HET 52 Steps i Member Entries To issue a receipt or capture members transactions Click on Receipts and Payments menu Member select Member Entries Anew window opens with a form as shown in the diagram below A carefully complete the form with the necessary details 1 click on the select button to search for a member or simply type the member s cooperative number in the textbox area and press the tab key all other information appears Generate a reference number narrate the transaction click on the drop down on the Trans Info label to select the transaction type ur we cue Select the Account type Products and input Amount Select more products by clicking on the button carrying the plus sign e Click on the POST button to save the transaction s RECEPT PAYMENT TAARBACTIONS Click to Select member ie uin cae ETE Click to add charges to payment 22 278 eee Pick to Debit or Credit transactions FEE FAVACEMT CHANGE EE 2 2 ENTRANCE FEE Click to Add More Products ame FEE SPECIAL SAVINGS 53 To approve transaction select transaction from the grid below and
79. ted Printer A network printer could be used in place of a dedicated printer In the absence of a network printer 1t would be necessary to attach a dedicated printer to this system to facilitate timely print outs of daily reports External Backup Plan Given the nature of our business as a Business Organisation and a financial institution we recommend that you get an external Backup Hard disk or subscribe to a regular backup plan with a reputable Organisation to secure a level of security of your data in case there is any form of loss of data inferno theft disaster etc OTHERS OPTIONAL Smart phone SMS OPTION A java enabled smart phone is used for sending receiving and part processing of incoming and out going data If recommended phone is connected to your computer system and you subscribe to the MicMac ENS you will be able to run and use this process Server System If the system is configured to run on the server we recommend a minimum of Window Server 2000 or better still 2003 server system Networking If you require Multiple Users Access with a single database license 1 the MicMac CERM Software Applications running on a server system with a number of client systems you will require a server based version of MicMac CERM Software Package and a LAN network in place It could be a wired or wireless or a WAN network The choice is yours Efficient power backup Given the nature of the computer system and the power system in our
80. tee aed proce paraa 74 LOAN DEBTORS This generates report of members owing for Loan 1 of 1 gt 1002 Total 28 100 28 of 28 Click on Debtors Register on the Information Management drop down menu Click on Loan Debtors Run Report by clicking Print Button Click on the Exit when necessary PROJECT COMMODITY DEBTORS This generates report to show members owing for Commodities Projects T IINE Pepe seiner Hal 22221 hafi IAN 47 794 EF rw AIH BIA 5 28 ot x5 117 53 nan ize ns VE oh EE Y 1 2 00 ET 0 3235 DOC NT 7 nan nh rILEHBHI SS oT n FELES TE Le EET 50 EN nan BEREETUHDE 1 Leo ET Cow JOE Lx DOES hm c Las 3 rona Dg TSS nw RAI FELLOW Fa Duce LL MAA hme v 3101109 EX E55 FE TCC hn Dog DS em Fo TAMT I 15 Hx 4327 1 E ow LAHES Les ex 1 937 nan LEX Ed Due pee cuu Voca puma me LAE FII 3112935 294 ssa EEIERBIE Fu Wt LEE DC ABO Dd TT roa TO ACE
81. th and year Click on the Tab Key e Select status Posted if transactions has been saved into members account or Non Posted if transactions has not been saved into members account Click on the Tab Key e Select Unit Click on the Tab Key to load members current or previous month s deduction How to migrate members Monthly Contributions T Click to select location of 0 Click to transfer payroll sheet into Select Contribution Payroll sheet and load the database AL E Select Deposit account or i product where contribution p oe i will be transferred Erap shade ith roig Hiria ot agiclclmib NEO ALHERI a x VAAR BASHIR DAD x MADEE a Wea L L x SANIN CHJYEXGIVERE C A AGL x ox ARH a A 17 HEAMGRMR Y fu LONGE ABRCTUM SULLY x eir rH EE Insert the number of digits of your employee number 46 Steps Loach lila T Pile at 42 Jj mj commmumTKE3M PRODUCT Expl pmi TELTE bine JA carpi Eroin DXX oor KLERE Roa WEAR ALHEKI a CLAYEMI Fa AFARO x UMAR DACA CLATEHM BELAMICLE x CIACOKE Cj a AAC LOL x
82. the access level of the User Click the Check Boxes to determine the roles of the User Click he save button to approve user account NB The Check boxes determines the roles when the new user logs in therefore clicking on all the Checkboxes will give a user access to the entire menu and this should be for only an administrator or super user AUDIT TRAIL USER LOG This Monitors Users of the program all activities and task done per visit e Click on Audit Trail on the Administrator Security drop down menu e Click on User s Log CLICK ig MICHAL COOPERETIVE ENTERPRISE SESA UMS cesi OMS Lid 3 MR ACT MEMBERS RESOURCE DEDUCTION MOT RECEPTEAMDPAYMEMTA PROCUBEMENT WAST INFORMATION MUT FINANCIALS SUPPCHT k Arte hello k Bijt Trail k iss Los Lis k eile Run Report by clicking Preview Button 20 PI did Hi Taxa 1 rate 203 HDC ABLILA STAFF MULTIPURPOSE COOPERATIVE LOBEL AND CAHEN I USER S LOG M A Laz Diri Tur mms Lar ft Leite uru TERR ee 1 X139 T 1 yum d LIN 18 rx E A ARAM mae 13 JORALURI EX
83. to input the percentage value or edit an existing and input the last balance for the previous year PROCUREMENT SETUP Procurement setup helps captures all the different types of Commodities consumer goods household items etc Le T TE lt r mor Oa eed ee biw jn busieers aed permie Euamerpedw Reece M 32 gs MCMC CODRERETIVE ERTERPSEE EESEURCE MENAT pSAVEM ET Enter Product Name P A Masa cooperative Click on Procurement Setup in the Administrator Setup ProcurementSetup drop down menu Type in the Text Box what kind or category of procurement you are trying to setup Type in an Appropriate Code and Name of Item or goods e Click on the Save Button accordingly e Click on the Exit Button when you are through with your inputs POLICY CONFIGURATION GLOBAL SETUP This is the most important part of the setup policies that govern the cooperative society and products are fixed It is very important for it to be updated monthly or when there is a change in policy or as at when due This environment is password restricted only the administrator provides the password i T 33
84. urce Manager Automating cooperative business and processes 18 SECURITY This Security Submenu takes care of the Access Validation and Audit Trail Register Shortcut Key Alt A Steps e Click on Administrator on the Menu Bar and then Select the Security option posce sexui Trail Hiie USER ID mi ACCESS VALIDATI UserID USER PASSWORD SOU hoe Member s Resource Application Approval i Withdrawal Administration Approval i Member s Info ALL W Deposits Management Dep g Receipts i Approval Hl Payments i Approval Savings i Approval Shares Approval Refund E Report aLL Asset EU m Asset Registration Asset Acquisition Asset Depreciation I Asset Disposal Report ae ME ABERE MR AJOMALE ABERE COOP JEMILA ME JEMILA CLICK TO OPEN FORM USERNAME Ler Name Re Enter m Procurement Management urement Management i Proc Manage B ases Management i Purch Approral Purchases Approval Expenses Creditor s Management Approval Payment i Stock Inventory Management Take Closing Stock Approval Monthly Approval Annual Ssles Management Approval Project I Approval Comm Debt Management Approval Project Approval Comm Approval Cash Approval NET OFF Reports

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