Home

e-‐Recording User Guide

1. E Recording User Guide j SoftwareGroup seg oF veg Expense edit You can also edit an expense and this should be done before closing the meeting Vi Select group expense menu Select the expense recorded during the meeting Select edit option at the top right corner of the screen Edit expense details date incurred expense description or expense amount to be withdrawn Touch on save to save changes Note the group balances change after you have saved the group expense DELETE e Group e ADD Meeting Expense 1200 Total Expense 1700 Meeting food expense mpap 1200 Done Figure 78 Group expense edit screen Expense delete You can also delete an expense before meeting is closed Select group expense menu Select expense recorded to delete This deletes the expense record The record is deleted Version 1 0 0 2 E Recording User Guide j SoftwareGroup seg oF veg Group expense over view information Meeting expense this is the amount withdrawn from group cash balance Total expense this is the cumulate amount withdrawn from group cash balance during the cycle DELETE e Group e ADD Meeting Expense 1200 Total Expense 1700 Meeting food expense 1200 Done Figure 79 Group expense overview 5 2 11 GROUP INCOME Income add Use this menu to record income records added to the group cash i Select other income menu ii Select add option at the top right corner of th
2. If you are downloading the application in your phone for the first time touch download to download and install the application If you are upgrading e recording for the first time from Google play touch uninstall then install to upgrade The uninstall option uninstalls your application first then does the installation This is because of the conflicting signature key of the application in your phone and the one on Google play If you are upgrading e recording for the second time simply select on install to install the application 3 2 UN INSTALLING ERECORDING Q WARNING If you uninstall e Recording from your phone you will risk losing your data It is therefore important to ensure that your data is backed before doing the uninstallation 1 2 2 Go to settings Touch on Applications Touch manage applications Version 1 0 0 2 E Recording User Guide 4 Find e Recording icon and touch Touch uninstall option 8 3MB used Allow installation of non Market applications Quick launch Set keyboard shortcuts to launch applications Manage applications Manage and remove installed applications Running services View and control currently running services Storage use View storage used by applications Battery use What has been using the battery Aaualanmant Figure 6 Manage applications screen e Recording 4 61MB Internal storage Figure 7 E Recording un installation screen 186MB free
3. O SoftwareGrou wp Farr iT A oy P Version 1 0 0 2 E Recording User Guide y SoftwareGroup lib t veg e Recording version 2 0 0 Uninstall Storage Total 4 61MB Application 4 55MB Data 60 00KB Clear data Cache Cache Launch by default No defaults set Figure 8 E Recording un installation 3 3 FIND E RECORDING How to find e Recording application location in the phone 1 E Recording application presents the user with an E sign in orange color 2 Tofind the application a Select the Settings menu option and scroll to the right side or downwards and locate the e Recording e application e Recording Figure 9 E Recording application icon b Tocreate a short cut icon to the desktop of your phone touch and hold e Recording icon and when it vibrates place it on the desktop 4 GETTING STARTED The business functionalities available are e Group Recovery Mo Version 1 0 0 2 E Recording User Guide SoftwareGroup Group Setup Member Registration Cycle Setup Group Constitution Savings Fund Loans Fines and Fees Income Recording and Expense Recording Share out Liquidation Member Exit 4 1 GROUP RECOVERY seg oF srp Recover group This functionality enables you to pull data that has been backed up in the server The request allows you to initiate and restore your group and group data to the phone Q Important to note 1 v To be able to use t
4. m Wi 2 22 fE Linah mbisi 1 ADD FINE Amount left 435 Rollover Counts 1 With Interest Amount rolled over 435 Interest 43 Save Back Figure 63 Rollover confirmation screen viii From our example above the interest added to the loan is 43 shillings whereas from the calculation it is 43 5 shillings Rounding off is done to the nearest whole number thus 5 shillings is ignored ix In the overview in figure the new outstanding loan balance is 480 shillings This is because the loan balance is always rounded off to the nearest five where the balance is not a multiple of five or the loan balance has decimals From actual calculations we see that Amount left 550 Amount paid 115 Loan balance to roll over 550 115 435 After rollover interest amount to be paid 10 435 43 5 New loan balance 435 43 5 478 5 Version 1 0 0 2 E Recording User Guide j SoftwareGroup MON Hg oF Io gp m i 2 22 e Pay Loan ADD FINE Meeting loan Payment 2215 Total loan payment 3215 Linah Mbisi 1 gt Outstanding amount 480 Due on 10 08 2013 Tim Rimbui 2 gt Outstanding amount 880 Due on 10 07 2013 Constance Mackenzie 3 gt Outstanding amount 420 Due on 16 07 2013 Done Figure 64 Rollover loan overview X The rolled over loan changes status to orange to indicate the loan has been rolled over Information presented to the user on pay loan view v Meeting loan p
5. 4 Specify the savings fund contribution per meeting Savings fund is a mandatory amount 5 Specify the other fund contribution per meeting This is not a mandatory amount Version 1 0 0 2 E Recording User Guide 6 4 5 2 1 2 G Ok 8 00 e Saving fund SIGN OUT Minimum savings amount 10 Social fund contribution Other fund contribution Other fund contribution Continue Cancel Figure 22 Constitution information Social fund other fund Select on continue to save the changes and move to the loans and interest section Constitution information Loans and interest Enter the interest rate This rate will apply to loans issued Enter the loan index a SoftwareGroup eg a seg This represents the number of times a member can take a loan based on their savings or share amount Version 1 0 0 2 E Recording User Guide j SoftwareGroup MON Hg oF AAPM m Wi 8 01 e Loans Interest and SIGN OUT 10 Maximum loan amount index is a number which multiplies the amount of saving for a member and calculates the Maximum Loan Amount Eg Maximum loan amount index 3 would mean that a member with 2000 in savings or share value is allowed to have a loan of 6000 No Include interest during partial share out calculation Continue Figure 23 Constitution information Loans and interest 3 Allow rollover by selecting on the No sign to change to Yes b Rollover refers to the number
6. 40 Linah Mbisi 1 Absent with apologies charged on 10 07 2013 Balance 20 Original amount 20 Linah Mbisi 1 Disturb Meeting charged on 16 07 2013 Balance 10 Original amount 10 terge Done Figure 51 Fines and fees overview screen Pay fine or fee You can also pay for the fine and fee by selecting pay at the top right corner of the screen CANCEL e Fines and Fees Meeting Fines and Fees 20 Total Fines and Fees 0 Linah Mbisi 1 Absent with apologies W charged on 10 07 2013 o Balance 20 Original amount 20 Linah Mbisi 1 Disturb Meeting charged on 16 07 2013 Balance 10 Original amount 10 T Linah mbisi 1 ADD FINE Absent with apologies charged on 10 07 2013 Remaining balance 10 Pay Cancel Figure 52 Fine pay screens Additional information presented to the user at fines and fees payment overview screen Version 1 0 0 2 E Recording User Guide SoftwareGroup Fa MOS Hg ar seg v Meeting fines and fees total amount of fines and fees charged and paid during the current meeting Use this amount to tally physical fines and fees collected and what has been recorded as paid v Total fines and fees cumulative fines and fees charged and paid during the cycle Current meetings payments are also included Additional information presented to the user under each member charged a fine or fee v Charged on date date the fine or fee was charged v Balance fee or fin
7. Are you sure you want to delete this withdrawal Figure 75 Savings withdrawal delete The overview of withdrawal screen has additional information after withdrawal transactions have been made it gl 10 13 e Withdrawals WITHDRAW Meeting witdrawal 500 Total withdrawal 500 Tim Rimbui 2 Current Savings Shares 1500 Withdrawn Savings Shares 500 gt Done Figure 76 Withdrawal screen overview v Meeting withdrawal total amount of withdrawals done during the current meeting v Total withdrawal cumulative withdrawal amount during cycle v Current savings how much is left of his contributions after withdrawing Version 1 0 0 2 E Recording User Guide e V SoftwareGroup v Withdrawn savings amount of contributions withdrawn in the meeting 5 2 10 GROUP EXPENSE Expense add Use this menu to pay for a group expense incurred by the group This is a withdrawal from the group loan fund balance i Select group expense ii Select add option at the top right corner of the screen iii Select date of expense iv Enter expense description V Enter amount vi Touch on save to save the expense transaction Q Note v Group cannot withdraw money as an expense in excess of what the group cash balance is G H 10 34 T add expense ADD FINE WIOUP Cashi VdidliCe 0 65 Date incurred 4 UFF TY Z0TS Description Meeting food expense Amount 1200 Figure 77 Group expense screen Version 1 0 0 2
8. ac ox i 10 49 e Other income ADD Meeting other income 0 Total other income 3000 Done Figure 82 Other income overview 5 2 12 MEMBER EXIT Exit member Use this module to permanently remove a member from the group Note that this is not deleting member records but it is a process of removing a member from the group Deleting means erasing member records even from the database Q Note v A member must not have pending loan balance v Amember must not have pending fines and fees i Select member exit menu ii Select date of exit iii Select exit reason The options are voluntary expulsion death iv Select perform share out This refers to giving the member their contribution and profit earned from their contributionup to the time of their exit Version 1 0 0 2 E Recording User Guide O SoftwareGroup Moing iT a gE If you do not perform share out at exit process the member will get their dues at the end of the cycle and profit earned will be up to the date they exited Additional group profit earned after the member has exited will not be shared with this member rc iO 10 58 G iO 5 10 58 T constance Mackenzi ADD FINE T constance Mackenzi ADD FINE Member exit date t n Check to calculate share out due to the exiting member If unchecked Jul 19 2013 exiting member will receive their san m m shares savings at the end of the cycle Exit Reasons Perform share out Voluntary 12 Total S
9. username field I will enter Josephine so that my G mail account is josephine gmail com Touch next 6 Google automatically creates for you your new Gmail account How to add an existing Gmail account to your phone You need to sign in with your Gmail account if you are doing this for the first time The reason for this is to have your Gmail account set up in your phone 1 Select the settings menu option at the bottom of the phones screen by selecting on the squared button 2 Navigate to the Gmail menu icon 3 Read the Adding an account instructions and then touch next 4 Touch sign in to enter the details of your Gmail account 5 Enter your username and password 6 Finish the setup by touching on finish setup After you have setup your Gmail account or created a new Gmail account you can now download the e Recording application from the Play Store mm Version 1 0 0 2 E Recording User Guide y SoftwareGroup ital al t veg J How to download application from Google Play 1 2 Select the settings menu option at the bottom of the phones screen by selecting on the squared button Navigate to the Play Store menu icon Touch on accept play store conditions Select on the magnifier icon in Google play to quickly search for e Recording Enter the search name e recording and select on search Touch the screen and scroll down to locate e recording application You can now install the application according to these conditions
10. 0 0 2 E Recording User Guide j SoftwareGroup OF AF AR 909 3 5 2 5 ISSUE LOAN Use the issue loan menu to apply for and issue a loan to a member g Note v The amount of loan applied to the member will depend on loan index as set in the constitution In our group example we set loan index as three This means that a member will get a loan three times their contribution v A member with an existing loan cannot get another loan A member can only have one loan balance at a time Loan application and issue Select member without a loan to issue a loan to Enter loan amount to issue Select issue date Select payment date Select guarantor Optional field Save the loan This is also loan issue 3 Wl 11 09 x l 8 11 09 T constance Mackenzi ADD FINE T constance Mackenzi ADD FINE Payment Gale Group cash balance 5060 Loan number Loan issue date Au 16 112013 Jul 16 2013 Payment esel 1 month _ om Total interest Rate 10 0 Amount to borrow 220 Total Loan 2420 Guarantor Payment date N None 9 _ an Figure 54 Loan issue screen Version 1 0 0 2 E Recording User Guide y SoftwareGroup ste Fang Pr A 9 P Information on loan issue screen v Loan Edit Group cash balance total amount in cash the group has available to issue Loan number count of number of loans issued Loan issue date the date the loan is applied for and issued to the membe
11. 41 e Member reports SIGN OUT Member saving Social fund member_loan member_fine Member summary Figure 38 Member reports screen i Member saving shows individual savings per member ii Social fund shows individual social fund records per member iii Member loan shows individual member loan details such as loan number original amount issued amount payable which is principal plus interest amount paid and loan balance iv Member fine shows fines charged and paid by member V Member summary shows all active members and their details as entered at member registration These details are member phone number ID number next of kin name and member status which by default is active 5 1 4 2 Group reports These reports show group information Version 1 0 0 2 E Recording User Guide SoftwareGroup Fa Vi Vii viii MON Hg OF org G i 5 10 42 e Group reports SIGN OUT Share out Balance Sheet Meeting today Report Summary RAR Constitution Fine and fees Unpaid fine summary report and fees ge j Late loan Member summary Figure 39 Group reports screen Share out today this is a share out simulator with the option of including unpaid loans and fines amount in the share out amount The report shows the profit each active member will get if a share out was to be done today Balance sheet report shows details on the value of the group Such details are total assets total eq
12. 6 04 e Register group PIN eg 1234 Repeat PIN Group name Register Stop registration Figure 14 Group registration screen Stop registration exits the group registration module Facilitator options available are CARE CRS Aga Khan foundation Version 1 0 0 2 E Recording User Guide e SoftwareGroup 35 ll amp 6 05 e Group registration Location of group Village Adams Group creation date Jul 01 112013 Facilitator Figure 15 Group registration screen 2 Successful group registration takes you to the next step of member registration 4 3 MEMBER REGISTRATION Q Notes v Agroup must have at least two active members v Allow member to enter data in this application This allows an appointed member to record data in the application v Members are encouraged to appoint at least two members who can record data in the application v A member who can record data in the application must have a valid phone number and a PIN number entered during member registration Version 1 0 0 2 E Recording User Guide O SoftwareGroup EF 3 eg Pr OH Add members Do you want to add members Figure 16 Member registration dialogue Member number mandatory field The number is selected for you by default and the number is incremental to the next available number Enter Member name mandatory field Enter national ID optional field Enter phone number optional field a
13. Absent without apologies 50 Member registration 200 Rollover exceeded 20 Failure to pay SF 10 Key holder late 20 Share value NA Maximum savings maximum no of shares NA Minimum savings amount NA Social fund contribution 30 Other fund contribution 10 Money safe place Safe in Cash box and Bank Loans Interest and Amount Interest rate per month 10 0 Save Maximum loan amount index 3 Include interest during partial Cancel Figure 28 Constitution information summary screen Select save to keep the settings or cancel to exit from the constitution Version 1 0 0 2 E Recording User Guide SoftwareGroup Fa eg or seg Q Notes v If you select the cancel button in any of the constitution screen the constitution is not saved The user will repeat the process again in order to create the constitution 5 ACCESSING THE SYSTEM Q Note v Atleast two active members cycle and constitution must have been created and configured before this process If it is not done you will not be able to start a meeting 5 1 OVERVIEW The overview screen presents the user with menus for the meetings 3 Wf 2 53 e Overview SIGN OUT Members Start cycle Constitution El lt Start meeting Reports Share out Reset PIN Sign out Backup Figure 29 E Recording overview 5 1 1 MEMBERS All group members created can be viewed edited or deactivated from Members To be able to do th
14. Member active option v Select the check box to activate the member v Save changes Option 2 Activate a member by selecting Activate option i Select an inactive member to activate ii Select activate button at the top right hand corner iii A prompt message is shown to show the member has been activated SoftwareGroup MORRE Pr veg Version 1 0 0 2 E Recording User Guide SoftwareGroup Fa etg Po seg Constance Mackenzie 3 Linah Mbisi 1 Inactive Member is made active Done Figure 35 Member activation screen 5 1 2 START CYCLE After a cycle has been created this option is made inactive until the end of the current cycle A cycle ends when share out has been done The icon for share out is darkened to differentiate it from other active menus A group cannot have two cycles in their life Version 1 0 0 2 E Recording User Guide SoftwareGroup EF eg AR 099 3 rc if i 10 30 e Overview SIGN OUT Members Start cycle Constitution El lt Start meeting Reports Share out Reset PIN Sign out Backup Figure 36 E Recording summary ope CONSTITUTION Members can edit some sections of the constitution during an active cycle Non editable constitution sections These sections that cannot are greyed out and cannot be changed They are v Savings funds a user cannot edit share amount maximum savings maximum no of shares minimum savings amount social fund contribution and oth
15. be equal to amount banked as per deposit slip e Bank bal ADD FINE FIGVIVUS HGIIN Val Y Expected money banked 0 Amount banked Amount withdrawn as per withdrawal slip Figure 46 Bank cash confirmation entry fields In the cash in the box fields enter values i Expected cash in the box this is the total cash amount brought forward from the previous meeting ii Actual cash in the box this amount is expected cash in the box total amount withdrawn from the bank iii Expected social fund iv Expected other fund V Expected loan fund this is the actual cash in the box less social fund less other fund Version 1 0 0 2 E Recording User Guide e SoftwareGroup Wi M 1 06 e Cash pal ADD FINE Expected cash in the box 4320 Actual cash in the box 4320 Expected social fund 60 60 Expected other fund 40 40 Expected loan fund 4220 A 0 Figure 47 Cash in the box confirmation screen 5 23 CONTRIBUTION Q Note We are going to assume that our group is share based and not savings based and shall mention share or amount of share Record contribution amount Record member cash or shares deposits social fund and other funds from this menu i Select contribution li Select member to save iii Enter deposit savings If the group is share based the cumulative number of shares contributed in the cycle and share amount contributed in the meeting is calculated and shown iv Enter social
16. fund savings V Enter other fund savings Vi Select save and next to move to the next member Version 1 0 0 2 E Recording User Guide j SoftwareGroup MOS oF Io gp ax ll 1 07 T Linah Mbisic1 ADD FINE Share value 10 Deposit savings 1000 Total No of shares 200 Share contribution 100 Social fund contribution 30 Total social funds 60 Social fund contribution 30 Other fund contribution Total other funds 30 Other fund contribution 20 Save and Next Save Figure 48 Savings contribution screen Additional information presented to the user at the deposit screen v v v Share value amount set in the constitution as the value of one share Total No of share cumulative amount of shares the user has contributed in the current cycle Present meetings contribution is also included Share contribution number of shares contributed in the present meeting Total social funds cumulative amount of social fund contributed in the current cycle Present meeting contribution is included Social fund contribution amount of social fund contributed in the present meeting Total other funds cumulative amount of other fund contributed in the current cycle Present meeting contribution is included Other fund contribution amount of other fund contributed in the present meeting After the contributions have been recorded the user is able to see the overview screen with summary contribution as shown
17. fund withdrawn from group loan fund It is the total of loan fund out Version 1 0 0 2 E Recording User Guide j SoftwareGrou DAREA Ar org rc Ok i 11 24 e MeetingSummaryAct ADD FINE Total loans issued 1 Amount issued loans 2200 Savings withdrawal 2500 Expenses paid 2484 Summary Expected total cash 3761 A ctual total cash Figure 91 Cash out summary Cash out summation of total cash out in cash out summary Total loans issued number of loans issued during the meeting i Amount issued loans total amount of loan issued during the meeting This the actual amount member received as loan and not loan issued plus interest ii Savings withdrawal total amount of cash withdrawn from members account iii Expenses paid total amount withdrawn from group loan fund This is recorded at group expense menu Social fund Shows summary of social fund income and expenses It is social fund in minus social fund out Version 1 0 0 2 E Recording User Guide e SoftwareGroup 33 H i 11 25 e MeetingSummaryAct ADD FINE Withdrawn from bank 0 Social fund balance 60 Social fund collected 130 Social fund payout 160 Summary Expected total cash 3761 A ctual total cash Figure 92 Social fund summary Withdrawn from bank social fund amount that has been withdrawn from the bank indicate this amount withdrawn at bank cash balance confirmation menu Social fund balance tota
18. in figure 38 Version 1 0 0 2 E Recording User Guide j SoftwareGroup MOS oF Io gp 3 ill M 1 09 e Buy Shares Deposit ADD FINE Meeting savings 3000 Social Fund 80 Other Fund 80 Linah Mbisi 1 Deposit savings 1000 Total Savings 2000 Social gt fund contribution 30 Total social funds 60 Other fund contribution 20 Total other funds 30 Tim Rimbui 2 Deposit savings 1000 Total Savings 2000 Social gt fund contribution 30 Total social funds 80 Other fund contribution 40 Total other funds 60 Constance Mackenzie 3 Deposit savings 1000 Total Savings 2000 Social fund contribution 20 Total social funds 50 Other fund contribution 20 Total other funds 30 Done Figure 49 Meeting contributions overview screen Additional information presented to the user at the deposit screen v Meeting savings total amount of deposits recorded This amount can be used to tally the physical deposits collected in the present meeting against what has been entered in e Recording Social fund total amount of social fund recorded This amount can be used to tally the physical social fund cash collected in the present meeting against what has been entered in e Recording Other fund total amount of other fund recorded This amount can be used to tally the physical other fund cash collected in the present meeting against what has been entered in e Recording Additional information presented to the user unde
19. on 16 07 2013 Done Figure 55 Edit loan issued Delete loan issued You can delete a loan issued before meeting is closed i Select member with loan issued during the meeting ii Select delete button at the top right hand corner e Loan Issue Meeting Loan Issue 2000 Total Loan Issue 4300 Linah Mbisi 1 Amount borrowed 1500 Outstanding amount gt 650 Issued on 10 07 2013 Tim Rimbui 2 Amount borrowed 800 Outstanding amount 880 gt Issued on 12 06 2013 Constance Mackenzie 3 Amount borrowed 2000 Outstanding amount gt 2200 Issued on 16 07 2013 Done Figure 56 Delete loan SoftwareGroup eg a seg Version 1 0 0 2 E Recording User Guide j SoftwareGroup MON Hg oF veg Information shown on overview of loan issue screen G Wf 11 15 e Loan Issue Meeting Loan Issue 2200 Total Loan Issue 4500 Linah Mbisi 1 Amount borrowed 1500 Outstanding amount gt 650 Issued on 10 07 2013 Tim Rimbui 2 Amount borrowed 800 Outstanding amount 880 gt Issued on 12 06 2013 Constance Mackenzie 3 Amount borrowed 2200 Outstanding amount gt 2420 Issued on 16 07 2013 Done Figure 57 Loan issue overview v Meeting loan issue total amount of loan issued during the present meeting v Total loan issue cumulative amount of loan issued during the cycle Under each member name we have additional information v Amount borrowed total amount of cash that th
20. shares but savings you need leave this field empty Share value 100 Maximum savings maximum no of shares Fill if your group uses savings otherwise leave it empty Minimum savings amount Figure 20 Constitution information Shares 2 Savings based group c Where the group is savings based ignore the share value field d Ifthe group would want to restrict on the savings amount a member can contribute enter the maximum savings contribution Version 1 0 0 2 E Recording User Guide j SoftwareGrou eg P gt a org Wi 7 13 e Saving fund SIGN OUT If you use shares use this field to set value of one share If your group does not use shares but savings you need leave this field empty Share value Share value Maximum savings maximum no of shares 1000 Fill if your group uses savings otherwise leave it empty Minimum savings amount Figure 21 Constitution information savings Q Notes v You can contribute more than the maximum number of shares or the maximum number of savings defined in the first meeting But in consecutive meetings the maximum share amount or the maximum savings for contribution is restricted to maximum value entered e If the group would want to restrict on the savings amount a member can contribute enter the maximum savings contribution 3 Enter minimum savings amount if you want members to have a minimum amount of savings or shares they can contribute in a meeting
21. the correct recording v If the member set in the constitution option for money in safe place as both bank and cash both of this options will be loaded in meeting summary window Version 1 0 0 2 E Recording User Guide j SoftwareGroup d dn al t veg d v If the user selects only cash in the box then all the money will be kept in the box and confirmation summary will only be cash in box i Expected total cash total amount of cash balance collected during the meeting This is the calculation of cash in plus social fund balance plus other fund balance minus cash out To Cash Box G H 11 38 e MeetingSummaryAct ADD FINE JULINA y Expected total cash 3761 3761 To Cash Box Loan fund 3611 Bal 611 3000 Social fund 30 Bal 0 30 Other fund 120 Bal 20 100 Figure 94 Meeting summary to cash box ii Enter how much loan fund will be kept in the box The balance indicated is what is expected to go to the bank iii Enter social fund to be kept in the box If no social fund will be banked confirm the full amount in the entry field The balance expected will be zero iv Enter other fund to be kept in the box The balance amount shown will be what is expected to go to the bank Version 1 0 0 2 E Recording User Guide e SoftwareGroup To bank G i i 11 40 T Meetingsummaryact ADD FINE lo Bank Available for bank 611 Loan funds to bank Available for bank 0 Social funds to bank Available fo
22. to bank is indicated after confirming these entry fields X The amount to the box will be amount carried forward in the next meeting Xi After member has confirmed these entry fields touch on confirm meeting to confirm the entries and close the meeting Q Note After meeting has been confirmed and closed it is important to sign out of e Recording to stop unauthorised users from starting another meeting and accessing group data 0 Version 1 0 0 2
23. 0 Total No of shares 200 Share contribution 100 Social fund contribution Total social funds 80 Social fund contribution 50 Other fund contribution 20 Total other funds 30 Other fund contribution 20 Save and Next Save Figure 50 Edit contribution screen 5 2 4 FINES AND FEES Charge fine or fee Use this module to charge fines and fees to members Version 1 0 0 2 E Recording User Guide SoftwareGroup Q Note APA REG oF srp You must have fees and fines existing in the constitution to be able to use this menu When you mark the register withmember status as absent without absent with apology and late the fines are automatically charged and added in this screen List of fines fully paid are not shown in the next meeting List of fines partially paid or not paid are shown in the next meeting to notify the user which fines are pending payment Select fines and fee menu Select add fine at the top right corner Select member to charge fee or fine to Select fee to charge member Amount is tied to the fee or fine selected Note User can change this amount to adjust For example if absent with apology is charged 20 shillings member can increase this fine to 40 by changing the amount vi Enter actual amount the member has paid Version 1 0 0 2 E Recording User Guide j SoftwareGroup MON Hg oF 00g ts G ik i 10 50 e Fines and Fees ADD FINE Meeting Fines and Fees 20 Total Fines and Fees
24. 880 500 After this payment 380 Loan Rating Performing Loan Non Performing Loan Continue Cancel Figure 61 Partial loan payment of an overdue loan e SoftwareGroup Version 1 0 0 2 E Recording User Guide j SoftwareGroup MOS oF veg Rollover This option is used to carry over the loan balance to the next month The steps to follow are the same as outlined in below rollover section 5 2 6 1 Rollover Use the rollover option to carry over the loan balance to the next month or instalment The user has the option of making a payment and rollover or just rollover the loan balance i Select pay loan menu ii Select member to rollover loan balance iii If a member is making a payment and rollover enter amount paid The rolled over amount with be the remaining loan balance amount iv If a member is not making any payments towards the loan the you will just select roll over option and amount left which is the actual loan balance will be rolled over V Select rollover option vi Select continue T Linah mbisi 1 ADD FINE Loan amount borrowed 1500 Amount left 550 After this payment 435 Loan Rating Ce Performing Loan gt Non Performing Loan Rollover Options Rollover Figure 62 Loan payment and rollover vii Therefore the loan balance rolled over in our example is the amount left less amount paid which is 435 shillings 60 Version 1 0 0 2 E Recording User Guide y SoftwareGroup nt al P veg
25. ANS ROLL OVER OPTION FIGURE 69 FUND PAY OUT SCREEN cceecceeceeseeeceeceeesenceeeeeeeees 66 EE EE O A E 24 FIGURE 70 SOCIAL FUND PAY BACK SCREEN 0sceececeeeeeeeeeeceesseesO7 FIGURE 25 CONSTITUTION INFORMATION LOAN TOP UP SCREEN 24 FIGURE 71 SOCIAL FUND FINE CHARGE cceceeceecseeeceeeeeeeceeeeees 68 FIGURE 26 CONSTITUTION INFORMATION MONEY SAFE PLACE FIGURE 72 PAY BACK SOCIAL FUND OVERVIEW cceceeceeeeeeeeeeeeees 69 SCREEN EN T 25 FIGURE 73 CASH WITHDRAWAL eceeceececcecceceecsececeeeseeeceeseees 70 FIGURE 27 FINES AND FEES SCREEN cceccscceceeceeeeceeceececeeceeees 26 FIGURE 74 SAVINGS WITHDRAWAL EDIT sceeceececseceeeeececeeeeees 71 FIGURE 28 CONSTITUTION INFORMATION SUMMARY SCREEN 26 FIGURE 75 SAVINGS WITHDRAWAL DELETE 0eceececeeeeeeeeeeceeeeees 72 FIGURE 29 E RECORDING OVERVIEW sccsccecsecsececsecseeeceeceeees 27 FIGURE 76 WITHDRAWAL SCREEN OVERVIEW 0cceceeceeeeeeeceeeeees 72 FIGURE 30 MEMBER EDIT SCREEN ceececcsccecseceeeeceeceeeeceeceeees 28 FIGURE 77 GROUP EXPENSE SCREEN sccecceceeceececeecseeseeeceeeeees 73 FIGURE 31 EDIT MEMBER DETAILS SCREEN eeceececeeeeeeeceeceeees 29 FIGURE 78 GROUP EXPENSE EDIT SCREEN sceeceececeeceeeseeeceeeeees 74 FIGURE 32 DEACTIVATE MEMBER EDIT MEMBER emesennernennsnnvnernr 30 FIGURE 79 GROUP EXPENSE OVERVIEW scceceeceecsceecseeeeeeceeeeees 75 FIGURE 33 MEMBER DEACTIVATION PROMPT sseeceeceececeec
26. CREEN 2 ssceeceecceseeeeeeeeees 15 FIGURE 58 PAY LOAN SCREEN sscceecceeceeeceuceeeceeceeesenceeeceeeees 57 FIGURE 16 MEMBER REGISTRATION DIALOGUE esceececeeceeees 16 FIGURE 59 OVERDUE LOAN PAY SCREEN cceceeceeeececeeeeeeeceeeeees 58 FIGURE 17 MEMBER REGISTRATION SCREEN scceeceeceeeceeeeeeeeees 17 FIGURE 60 PAY LOAN IN FULL SCREEN ecceesceeceeceeesenceeeeeeeees 59 FIGURE 18 MEMBER REGISTRATION SCREEN ADDING NEXT MEMBER FIGURE 61 PARTIAL LOAN PAYMENT OF AN OVERDUE LOAN 59 EEE naaaeluy au dole wine E 18 FIGURE 62 LOAN PAYMENT AND ROLLOVER eececeeceeseeeeeeeeee 00 FIGURE 19 CREATE CYCLE SCREEN sccsccsossserssccscovcsecenersensnees 19 FIGURE 63 ROLLOVER CONFIRMATION SCREEN eceeceeeeeeeceeeeees 61 FIGURE 20 CONSTITUTION INFORMATION SHARES 2cceeeeceeees 20 FIGURE 64 ROLLOVER LOAN OVERVIEW scceceeceecsceeceeeeeeeceeeeees 62 FIGURE 21 CONSTITUTION INFORMATION SAVINGS scceeeeeeeees 21 FIGURE 65 PAY LOAN OVER VIEW cecceecceecenceeeceeceeeseeseeeceeeees 63 FIGURE 22 CONSTITUTION INFORMATION SOCIAL FUND OTHER FIGURE 66 PAY OUT SCREEN cccesserssccsceserseccscarssecscersersusae 64 POND ien E 22 FIGURE 67 FUND EDIT SCREEN cceceeceecscceccecseceeceeeeeseeeceeeeees 65 FIGURE 23 CONSTITUTION INFORMATION LOANS AND INTEREST 23 FIGURE 68 DELETE FUND PAY OUT cceccececseceeeeceeeeeeeceeeeees 66 FIGURE 24 CONSTITUTION INFORMATION LO
27. FIGURE 91 CASH OUT SUMMARY visicdssrsonntsnveunvavntesacdasneevertenwnes 85 FIGURE 92 SOCIAL FUND SUMMARY cssccesccsscesccecceseeseeecenes 86 FIGURE 93 OTHER FUND SUMMARY ccssccssceecceeccecceseeseeeceues 87 FIGURE 94 MEETING SUMMARY TO CASH BOX cecceeeceseeeeenes 88 FIGURE 95 MEETING SUMMARY TO BANK cecceccecceccsceececeacs 89 FIGURE 96 CLOSE MEETING SUMMARY Version 1 0 0 2 STATEMENT OF CONFIDENTIALITY SOFTWARE GROUP has prepared this document for the sole use of the addressee The contents of this document are confidential and copyright 2013 to SOFTWARE GROUP They should not be communicated to any other party without prior written approval of SOFTWARE GROUP Version 1 0 0 2 p PG segl E Recording User Guide O SoftwareGroup par 1 INTRODUCTION Welcome to the e Recording User Guide Thismanual is intended for users who have an android smart phone are comfortable using computers or mobile devices and have basic knowledge of how to use a touch screen phone The purpose of this manual is to introduce new users to e Recording configuration functionalityand administration This manual is task orientated i e it follows in details all common activities and tasks that e Recording users perform This provides the reader with easier navigation and quicker search for instructions about currently available tasks If you have any questions or suggestions about this manual kindly visi
28. Mobile networks gt Network Settings iii Touch Network operators or Access Point Names to check the network connection Your mobile phone will automatically read the access point settings from the SIM UIM card if any For this reason do not change the access point parameters otherwise you might not be able to access network resources Turning on the Data Service i Touch gt Settings ii Touch Wireless amp networks gt Mobile networks iii Select the Data enabled check box to turn on the data connection Wi Fi Wi Fi gives you wireless access to broadband Internet To use Wi Fi on your mobile phone you must have an access to wireless access points hotspots Obstacles that block the Wi Fi signal will reduce its strength Turning On Wi Fi i Touch gt Settings ii Touch Wireless amp networks and then select the Wi Fi check box to turn on Wi Fi Version 1 0 0 2 E Recording User Guide SoftwareGroup ed ge Pr A 9 Connecting to a Wireless Network i After turning on Wi Fi touch gt Settings ii Touch Wireless amp networks gt Wi Fi settings You will see a list of detected Wi Fi networks in the Wi Fi networks section Touch a Wi Fi network to connect to it i If you select an open network you will be automatically connected to the network ii If you select a network that is secured with Wired Equivalent Privacy WEP and connect to it for the first time enter the password as prompted and then touch Co
29. NSTALLATION CONFIRMATION 0cceeeeeeee 5 FIGURE 48 SAVINGS CONTRIBUTION SCREEN eeceeseeeseeceeeeeeeees 47 FIGURE 6 MANAGE APPLICATIONS SCREEN secceeceeceeecenseeeseeeees 8 FIGURE 49 MEETING CONTRIBUTIONS OVERVIEW SCREEN 00008 48 FIGURE 7 E RECORDING UN INSTALLATION SCREEN 0eceeeeeeeeeeees 8 FIGURE 50 EDIT CONTRIBUTION SCREEN scceecceeeeeceeecenseeeeeeeees 49 FIGURE 8 E RECORDING UN INSTALLATION ccceeceeeeeesenseeeeeeeees 9 FIGURE 51 FINES AND FEES OVERVIEW SCREEN secceeceeseeeeeeeees 51 FIGURE 9 E RECORDING APPLICATION ICON scceeceeeeeeseeseeeeeeeees 9 FIGURE 52 FINE PAY SCREENS ssccescceeceeecenceeeceecteesenceeeeeeeees 51 FIGURE 10 GROUP RECOVERY DIALOGUE secceeeceeeeeseeeeeeeeens 11 FIGURE 53 FINE CANCELLATION SCREEN scceeceeeceeceeesenceeeceeeees 52 FIGURE 11 GROUP RECOVERY OVERVIEW sscceeceesceseeeseeceeeens 12 FIGURE 54 LOAN ISSUE SCREEN scceecceeceeeceeceeeceeceeesenceeeceeeees 53 FIGURE 12 GROUP RECOVERY SCREEN PROGRESS BAR csceeceeees 12 FIGURE 55 EDIT LOAN ISSUED sccccecoscecesteccseececestecseecesescs 55 FIGURE 13 GROUP REGISTRATION DIALOGUE ceeceeceeceeeeceeees 13 FIGURE 56 DELETE LOAN ccccscesserssecscersercsssverssecscensersusees 55 FIGURE 14 GROUP REGISTRATION SCREEN ccecceeceeseeeseeeeeeseees 14 FIGURE 57 LOAN ISSUE OVERVIEW scceecceeceeceeecceceeecenceeeeeeeees 56 FIGURE 15 GROUP REGISTRATION S
30. RS veg d 4 5 3 Constitution information Money safe place 8 Select option on money safe place g Cash box option refers to group saving money in the cash box h Cash box and bank refers to group saving money in the bank and cash box m Will 2 47 e Money safe place SIGN OUT Select where to keep group money afte a meeting default is cash box Cash box Cash box and Bank Continue Cancel Figure 26 Constitution information Money safe place screen 4 5 4 Constitution information Fees 9 Register all the fees applicable to the group Do not forget to add other fees charged example maximum rollover exceeded failure to pay social fund Version 1 0 0 2 E Recording User Guide 35 vill 2 50 m Wi M 2 50 SIGN OUT e Other Fines and fees e Fines and fees Failure to save fine 10 Absent with apologies fine e SoftwareGroup Create other fines and fees Rollover exceeded 20 SIGN OUT 20 Failure to pay SF Absent without apologies fine 10 Key holder late Nacrrimt Continue Cancel Figure 27 Fines and fees screen 10 The last step in completing the creation of constitution allows the user to revise the settings that have been set If the user needs to change any setting they should do so before confirming the constitution settings SIGN OUT SIGN OUT e e Recording Saving fund e e Recording Absent with apologies 20 Failure to save 10 Late 20
31. The member phone number can be used for as many number of times as possible so long as the number has not been marked This member is allowed to record data in this App Enter PIN number optional field Version 1 0 0 2 E Recording User Guide 10 11 12 13 14 e SoftwareGroup ax Wi 6 11 e Member registration SIGN OUT Member No Member name Linah Mbisi National ID No 11223344 Phone No eg 0712345678 0722111111 PIN eg 1234 Figure 17 Member registration screen Select gender optional field This is already selected The member should edit gender accordingly Enter year of birth mandatory field Enter next of kin name optional field Enter next of kin number optional field Select member official status b Enter other official status if the member status is not among the drop down list Select this member is allowed to record data in this app c This option gives the member rights to access and record data in the app Select Register member d Stop member registration stops the member registration process and exits the member registration screen After you select register member changes are saved Select Yes to add a new member Repeat member registration process for each new member to register Version 1 0 0 2 E Recording User Guide SoftwareGroup EF 3 eg Pr OH Changes saved Do you want to add a new member Er Figure 18 Member registration screen adding nex
32. WNLOAD APPLICATION FROM GOOGLE PLAY 7 Loan 2 ane ee nn En nee a TOEN 54 32 UN INSTALLING ERECORDING e 7 Delete loan issued arnnvnnnnnurnnnnnnvnnnnnnnnunnrnvnnnnnennnnnnunnnener 55 33 FIND E RECORDING oooooccocecoceccecccccc 9 BO PI ON 56 Payment of due loan rarrrnrarrrrnnnrrrrnnnrnnnrnnrnnnnnennnnnernnnnnene 56 4 GETTING STARTED essesssesssesscecscecececececececesecesecesesssesese 9 Payment of late loan rrororonrrrrornnrrerrrrnvrrrrrvnvrrnsernnrenennnne 57 5 2 6 1 REG 60 4 1 GROUP RECOVERY cc cc ecececececcececececcececeeeeeuees 10 527 FUND PAY OUT sovccicicovesacsacorancieneeieeastsaconnsieoseeses 63 4 2 GROUP REGISTRATION eeevenenenenennnnenennensnnnenennnnnnene 13 F nd pay OUt EEE 63 4 3 MEMBER REGISTRA ION sssssssssssrssssssrsesssnreesssnrens 15 Fund pay out edit eerrrarrrrnrrnrrrrrnnrnnnrnnnrnnnnnrnnrnnnnrnnvnrnnnnene 64 4 4 CREATE CYCLE ssssssssesissesesrererrererentnrererenrerereneererenes 18 Fund pay out delete arsrnranrrnnrnnrrnrnnrnnnrnnrnnnnnnnnnnnernnnnnene 65 4 5 CREATE CONSTITUTION cesesesseesetsetsetesseeeeeeees 19 5 2 8 PAY SOCIAL FUND uu ceccecseescessessesceseesscssesscesensees 67 4 5 1 Constitution information Savings funds 19 5 2 9 WITHDRAWALS vececccscscscscssssssssssescscscscscscsssesesce 69 4 5 2 Constitution information Loans and interest 22 Withdrawal Ree mae ae ne ss re en Se 69 4 5 3 Constitution information Money saf
33. ay out the user will have selected to be paid back checkbox to allow paying back of social fund Indicates amount issued and outstanding balance to be paid back Non repayable social funds social fund will not be repaid back indicates amount issued out Other funds other funds issued out 5 2 8 PAY SOCIAL FUND Use this menu to pay back social fund or other fund issued to member and member is to pay back Select pay social fund Select member who is making a payment to social fund or other fund Enter amount paid back If a member is not being charged a fine select continue to complete the process If member should be charged a fine for e g late payment select charge fine to check the box ac ox 5 10 28 e Constance Mackenzi ADD FINE Social fund amount borrowed 100 Amount left 100 Amount Paid After this payment 70 Charge fine Continue Cancel Figure 70 Social fund pay back screen Version 1 0 0 2 E Recording User Guide i Select continue to charge the fine li The fine menu is screen is loaded with member name loaded iii Select fine to charge iv The fee type loads the fee amount V Enter amount paid as fine vi Touch on add fine to complete the process of fine charge vii The fine charging and payment also completes the process of social fund pay back 2 add fine Constance Mackenzie 3 lt v Failure to pay SF v Amount 10 Amount paid Add fine Cancel Figure 71 Soc
34. ayment total amount of loan payment made during the meeting v Total loan payment cumulative amount of loan payment done during the cycle Under each member additional information presented to the user is v Outstanding amount loan balance to be paid v Due on date the loan balance should be paid in full Version 1 0 0 2 E Recording User Guide j SoftwareGroup seg oF veg m Wi mm 2 24 e Pay Loan ADD FINE Meeting loan Payment 2215 Total loan payment 3215 Linah Mbisi 1 gt Outstanding amount 480 Due on 10 08 2013 Tim Rimbui 2 gt Outstanding amount 880 Due on 10 07 2013 Constance Mackenzie 3 gt Outstanding amount 420 Due on 16 07 2013 Done Figure 65 Pay loan over view Colour codes have been used to indicate the different loan status These are ORANGE this indicates a loan rollover YELLOW this indicates a loan which has not been paid on time which is within one month GREEN this indicates a loan that is on time or it has not yet ran past one month without being paid 5 2 7 FUND PAY OUT Fund pay out Use this menu to give out social fund or other fund as grant or as a soft loan i Select pay out menu ii Select issue at the top right corner iii Select date of pay out iv Select member to pay out to v Select which fund you are issuing out social fund or other fund vi Enter pay out amount to issue This amount must not be greater than the amount indicated at available funds v
35. change or they have forgotten i Select member to reset PIN ii Enter new Pin iii Re enter new Pin iv Select on reset PIN to save changes v If you cancel this process the Pin will not be reset and user will be exited from reset Pin screen vi Select Done to exit the reset Pin module G Wf i 10 47 T Linah Mbisic1 SIGN OUT Repeat PIN Reset PIN Cancel Figure 40 Reset PIN screen Version 1 0 0 2 E Recording User Guide SoftwareGroup od ag Er 1 0 5 1 7 BACK UP This module is used to save your data in the cloud Users should remember to always back up their data after closing each meeting Important reasons are v Group data will be secure v Recovery will be possible in case e Recording application is deleted or the phone is lost and another phone acquired v To be able to view portal reports The phone must be connected to a data network Use wireless connection or connect to a mobile network provider depending on the SIM you are using i e Safaricom Airtel YU mobile 5 1 7 1 Getting Connected Mobile Networks Your mobile phone will be automatically configured to use your network operator s 2G 3G service if available when you turn on the phone for the first time Note that the SIM UIM card must be inserted some CDMA mobile phones have an integrated UIM card and do not need a separate UIM card Checking the Network Connection i Touch gt Settings ii Touch Wireless amp networks gt
36. d in cash bank confirmation v To be able to withdraw amount brought forward you need to deposit the amount in the bank Indicate which amount is to be deposited to the loan fund or social fund or other fund at meeting summary In the bank balance fields enter i Previous bank balance this field is computed as the summation of theentire amount entered for bank balance at each meeting summary less any withdrawal amount from the bank It is the total amount brought forward ii Expected money banked this field is computed as the amount entered for bank balance at previous meeting summary iii Amount banked as per deposit slip iv Total amount withdrawn as per withdrawal slip Of the total amount withdrawn indicate how much vV Loan fund withdrawn Vi Social fund withdrawn vil Other fund withdrawn Vili Current bank balance amount will be computed from amount banked as per deposit slip less total amount withdrawn im Version 1 0 0 2 E Recording User Guide j SoftwareGroup MORRER 7 veg Q Note v If expected money banked is zero all bank fields will also be zero because you cannot bank zero amount or withdraw zero amount from the bank v Previous bank balance will be zero if all the money was withdrawn from the bank at the start of the previous meeting and none was banked v Total amount withdrawn must be equal to loan fund withdrawn social fund withdrawn other fund withdrawn v Expected money banked must
37. e Recording User Guide Financial Sector Deepening A FSD Kenya 6 EE P O Box 11353 00100 Nairobi Kenya Tel 254 20 2712627 2718814 2718809 Fax 254 20 2724883 Email info fsdkenya org oup Gro Contents 1 INTRODUCTION oaaeeessesesssssssesssssssssssssssssssssssssssssssssssese 2 5 2 MAIN SCREEN sjaa ddmd 41 2 ABOUT THE PHONE mj gt BL PE GIST ER ee 42 5 2 2 BANK CASH BALANCE CONFIRMATION 44 3 SETTING UP THE PHONE ccccccccccccccccccccccccccccccees 3 523 CONTRIBUTION voocooooccccccccccccccccccccccccccccceccccccsccces 46 31 INSTALLINGE RECORDING Lu 3 inal een amount iisseevisessesvdevanesnakeerekkaesunr it tributi EE EE EE 3 1 1 Copying e Recording file rrrrarrrrnrrrrnnrvrnnnrrnnnrrnnr 3 er ere 524 FINES AND FEES veccccocsacsousccusiecnnwewtinnanvoneentacontacses 49 3 1 2 Installing the APK File ccccscccseseceseceeeeeceeeeeees 3 Charge HIM GON TEC ss sscicaxsnciiantesesvsusvaneoanvensiccereraeatencnnentess 49 3 1 3 E Recording from Google play x rnerrerrsreererverseren i Pay fine or fee isco sccesvccccdacatstessceesavivenativateavirecisarelscantave ites 51 HOW TO ADD AN EXISTING GMAIL ACCOUNT TO YOUR Cancel fine or fee cccccccceccscccucccececccescucescuseecascucaes 52 PHONE EE tessceusycanececsee 6 9 2 3 ISSUE LOAN osrvrsrvrvvrsvrrrersverserrrerseerserseerserrserseerses 53 Loan application and issue ccccccesscccesseeeeeeeeeteeeees 53 HOW TO DO
38. e amount due to be paid v Original amount original amount the fee or fine was charged Cancel fine or fee You can also cancel a fine or fee that has been charged and not paid i Select member with fine or fee charged and not paid ii Select Cancel at the right top corner This deletes the charged fine and a message is shown to the user with a prompt indicating that the fine or fee has been cancelled iii If you try to cancel a fee or fine that has been partially paid you will get a prompt message informing you that the fee cannot be cancelled G H 11 05 e Fines and Fees Meeting Fines and Fees 40 Total Fines and Fees 60 60 Linah Mbisi 1 Absent with apologies charged on 10 07 2013 Balance 10 Original amount 20 Tim Rimbui 2 Failure to pay SF charged on 16 07 2013 Balance 10 Original amount 10 Constance Mackenzie 3 Failure to save charged on 16 07 2013 Balance 10 Original amount 10 alante U ginal amoun Fine partially paid cannot cancel fine Done PAY CANCEL e Fines and Fees PAY G H 5 11 05 CANCEL Meeting Fines and Fees 40 Total Fines and Fees Linah Mbisi 1 Absent with apologies charged on 10 07 2013 Balance 10 Original amount 20 Constance Mackenzie 3 Failure to save charged on 16 07 2013 Balance 10 Original amount 10 I Va cil 1 3aroeri l 3 i F ri iid E VER ii all P Odid Fine cancelled Done Figure 53 Fine cancellation screen Version 1
39. e member got This is exclusive of interest amount v Outstanding amount loan balance to be paid back v Issued on date the loan was issued 5 2 6 PAY LOAN Use this menu to pay back outstanding loan balance Payment of due loan i Select pay loan menu ii Select member to pay loan iii Enter amount of loan to pay iv Select save to save the amount paid Version 1 0 0 2 E Recording User Guide y SoftwareGroup dear oF veg G sO 11 18 T constance Mackenzi ADD FINE Loan amount borrowed 2200 Amount left 2420 After this payment 420 Loan Rating Performing Loan gt Non Performing Loan Rollover Options Rollover Figure 58 Pay loan screen Information on loan payment screen v Loan amount borrowed total cash amount the member got as a loan Y Amount left loan amount plus interest in our example our loan amount applied was 2200 interest amount is therefore 220 Total loan amount due that the member should pay back is 2200 220 2420 v After this payment loan amount left after a payment has been paid In our case our amount left is 2420 Amount paid is 2000 The loan balance is therefore 420 v Performing loan a loan that is not late in payment in our case the loan is not running beyond one month v Nonperforming loan a loan that is in default in our case the loan has not been paid after the one month instalment v Rollover option for transferring the loan to the next month or
40. e menu iii Select date of income iv Enter income description V Enter income amount vi Select save to complete the transaction Version 1 0 0 2 eg AR 909 3 E Recording User Guide SoftwareGroup EF 33 H i 10 43 e Edit income ADD FINE Date earned Jul 19 2013 Description Rent of group chairs and tents Amount 3000 Save Figure 80 Income record screen Income edit You can also edit income details recorded during the meeting i Select other income menu ii Select income record to edit iii Select edit option at the right top corner iv Edit necessary income details date of income income description and income amount V Touch on save to save the changes Version 1 0 0 2 E Recording User Guide j SoftwareGroup MORRER oF Io gp DELETE T other if ADD Meeting other income 3000 Total other income 6000 Rent of group chairs and tents aner 3000 Done Figure 81 Edit income screen Delete income record You can also delete an income record before closing the meeting i Select other income menu ii Select income record to be deleted iii Select delete option at the top right corner iv The record is deleted Other income overview menu v Meeting other income total amount of income recorded during the meeting v Total other income cumulative income amount recorded during the cycle Version 1 0 0 2 E Recording User Guide y SoftwareGroup MORRE a veg
41. e place 25 Edit withdrawall 0 ccccceeccceeccecccucccseccescceeeeeeeeeeeeaeens 70 4 5 4 Constitution information FEES 25 Delete withdrawal 0c cccccceecceeccecccssceescceeeceeesseaeeeas 71 5 ACCESSING THE SYSTEM csscssssssesseeseesssecseeseeeseens 27 5 2 10 GROUP EXPENSE mmrnrnnrnrrrvrrrrrnrrrvarrnrrrrvrnenenr 73 Expense NN 73 5 1 OVERVIEW oirnnnrn norr nr nnnnensnsnsenenenensnsenenenensesenenensen 27 Expens edit erence irna ET ees 74 5 1 1 MEMBERS ssessssssesesrerererrerererereerererenrererenrereres 27 Expense dele Lene 74 Edit member details ccccccccccuccscuscucccucecuccucaccucsencacs 28 5211 GROUP INCOME njnnngggr 75 Deactivate an active member nrnrrnrrrrnrrrrrrrrnrrrrrernrrernnnnr 29 INCOME add ccccecccccessccceesscccesscesesceccesesecseceeetseeecsceceass 75 Member activation sssssescesereeesee neste 31 INCOME edit cccccccccesscccscccsccsccessccsseccssccssccesscesseestecsase 76 SL SIART CYCLE ee 32 5 1 3 CONSTITUTION sorterte 33 FIGURE 81 EDIT INCOME SCREEN snsnnsnsrsnnnsensensensrensssrssernenn a Non editable Constitution sections rrrnrrrrnrernrnnnnvnnrnren 33 Delete income record cecccccecccesccceecceececeescesececeasensaees 77 Editable constitution sections c ccccccecceccesceecesceseecens 33 5 2 12 MEMBER EXIT eoeococceccoccocccccccccccccccccccccecceccesces 78 SLA REPORTS cccvcsinssinitnasanscananniditininngad
42. eeees 30 FIGURE 80 INCOME RECORD SCREEN sccscceceeceececeeceeeneeeceeeeees 76 FIGURE 34 LIST OF GROUP MEMBERS WITH STATUS 00sceeeeeeeees 31 FIGURE 81 EDIT INCOME SCREEN secceecceeceeceeeceeceeesenceeeceeeees 77 FIGURE 35 MEMBER ACTIVATION SCREEN sceeceececeeceececeeceeees 32 FIGURE 82 OTHER INCOME OVERVIEW sccecseceecscecseeseeeceeeeees 78 FIGURE 36 E RECORDING SUMMARY sccscseceecseeecseeseeeceeceeees 33 FIGURE 83 EXIT PROCESS ccccscesserssccscersersssceperssecscersersusaes 79 FIGURE 37 SELECT REPORT TYPE SCREEN sccscoscsssecesseseeccecesees 34 FIGURE 84 EXIT PROCESS 2 ccccscssserssecscessercessverssscscersersusaces 79 FIGURE 38 MEMBER REPORTS SCREEN scceceeceeceececseceececeeceeees 35 FIGURE 85 MEMBER EXIT SCREEN eeceecscececsecscecseeseeeceeeeees 80 FIGURE 39 GROUP REPORTS SCREEN sceccscceceecseeecseeseesceeceeees 36 FIGURE 86 MEMBER EXIT SHARE OUT PAYMENT eeceeeeeeeceeeeees 81 FIGURE 40 RESET PIN SCREEN cccsscsscsccscoscestscessasseccecosces 37 FIGURE 87 EXIT MEMBER SHARE OUT CONFIRMATION cc0ceeeeee 81 FIGURE 41 SIGN OUT SCREEN cceccecoscssceccsccscsssscessaeeeccecosees 40 FIGURE 88 MEMBER EXIT OVERVIEW SCREEN snernernrnernernennsnnenenn 82 FIGURE 42 LOGIN SCREEN Han dd 41 FIGURE 89 RESET PIN SCREEN wcisesucvcaucnsaviewtcmnancimnieiadeniwabiweueduman 83 FIGURE 90 MEETING SUMMARY CASH IN cccecceeceescesceesceecenes 84
43. er fund contribution v Loans and interest a user cannot edit Interest rate loan index include interest during partial share out calculation allow rollover number of rollovers recalculate interest on the amount rolled over charge fine after the maximum rollovers have been exceeded and allow top up Editable constitution sections These sections allow the user to enter text or change options v Money safe place the user can change the option of where to save the money The user can select money in the box and cash in the box option or cash in the box option v Fees the user can remove existing fees or add additional fees or change fees amounts Version 1 0 0 2 E Recording User Guide SoftwareGroup ta 3 etg or seg 5 14 REPORTS E Recording has reports which have been formatted to fit in the phone for easy viewing All reports have a date filter and meeting number that a user can use to select and backdate the report A user cannot view a report in future because there is no meeting date and meeting number A meeting must have been done in order to view the details To select a report for viewing select the reports menu and select member report or group report Select report type Member report Group report Figure 37 Select report type screen 5 1 4 1 Member reports There reports show individual member details Version 1 0 0 2 E Recording User Guide SoftwareGroup EF eg AR 099 3 G OW 10
44. hares 2000 Share out dues 3284 Check to calculate share out due to the exiting member If unchecked Exit member exiting member will receive their shares savings at the end of the cycle Cancel Figure 83 Exit process V Select Exit member to go to the next step vi A pop up message is displayed to the user to confirm the action Exit member Are you sure you want to exit this member Figure 84 Exit process 2 Version 1 0 0 2 E Recording User Guide j SoftwareGroup MORRER oF 0 0 gt Vii Select yes to confirm the process If you select no you will stop the exit process Exited member share out payment i After you have exited the member you will need to pay share out amount From figure 75 member is indicated as exited and the share amount is indicated as due 35 Wf i 11 03 e Member Exit ADD FINE Linah Mbisi 1 gt Member cannot exit Has unpaid loans Fees Fines Tim Rimbui 2 gt Member cannot exit Has unpaid loans Constance Mackenzie 3 gt Member exited Shareout due 3284 Done Figure 85 Member exit screen ii To pay out the amount for the exited user select the user name iii A prompt message is presented to the user to confirm if payment should be made If payment is not done at this point the share out amount will be paid at the end of the cycle and the amount to be paid at share out will be contribution and profit earned up to that point 80 Version 1 0 0 2 E Record
45. he recover group functionality a group must exist in the server as a backup v The phone to recover the group with should not have a group ID same as the group ID to be recovered Touch on Recover group to start group recovery process Version 1 0 0 2 E Recording User Guide 2 G i 5 34 e e Recording If you do not have a registered To recover existing group data select Recover group Register new group Recover group group select Register new group ABOUT Figure 10 Group recovery dialogue Validation is required in order to complete the process v Enter your group phone number v Enter your group PIN number v Touch on Recover group to start the initiation process e SoftwareGroup Version 1 0 0 2 E Recording User Guide O SoftwareGrou eg Pr sg G OW i 5 56 e e Recording ABOUT Recover group 0722222222 2222 Recover group Cancel Figure 11 Group recovery overview 3 The recovery process shows you a time bar indicating the recovery process A successful group recovery indicates success after completion of the process Recovering Group Figure 12 Group recovery screen progress bar 4 After you have recovered the group you need to cancel the recovery screen in order to login to the group Version 1 0 0 2 E Recording User Guide SoftwareGroup ed ang Pr A vg 4 2 GROUP REGISTRATION Q Notes v The application requires that you have an existing gro
46. ht hand of the screen In the edit member details screen scroll to member active Uncheck member active option to deactivate Save changes Cy SoftwareGroup eda ET 009 EF Version 1 0 0 2 E Recording User Guide SoftwareGroup MON Hg a veg e Edit member Linah SIGN OUT VICINE UiliGidi SUG LUS Member Active Other Official Status Other Official Status File member is allowed to record data in this App Save Cancel Figure 32 Deactivate member Edit member v Option 2 Deactivate member by selecting Deactivate option i Select an active member to deactivate ii Select the Deactivate option at the right hand top of the screen iii A prompt message is shown to confirm that the member has been deactivated e Group me Linah Mbisi 1 Tim Rimbui 2 Constance Mackenzie 3 Member Is made In active Done Figure 33 Member deactivation prompt Version 1 0 0 2 E Recording User Guide After making a member inactive the member is shown with their status as inactive e Group members ADD Tim Rimbui 2 Constance Mackenzie 3 Linah Mbisi 1 Inactive Done Figure 34 List of group members with status Member activation To activate an inactive member there are two options of doing this v Option 1 Activate member by editing member i Select an inactive member to activate ii Select Edit option which at the top right hand corner of the screen ii Scroll to
47. ial fund fine charge e SoftwareGroup Version 1 0 0 2 E Recording User Guide SoftwareGroup eda oF og Payback social fund overview screen additional information G H gt 10 30 e Pay Social Fund ADD FINE Meeting sf pay back 30 Total sf pay back 80 Tim Rimbui 2 Outstanding amount 50 Due on 10 07 2013 Constance Mackenzie 3 gt Outstanding amount 70 Due on 17 08 2013 Done Figure 72 Pay back social fund overview v Meeting sf amount of social fund paid back during the meeting v Total sf pay back cumulative amount of money paid back in cycle v Each member also has information showing how much fund is outstanding and when the payment date is 5 2 9 WITHDRAWALS Withdrawal Use this menu to do cash withdrawal from the groups loan fund money i Touch on withdrawals menu ii Touch withdrawal function at the top right corner iii Select withdrawal date iv Select member making a withdrawal Q Note 6 Version 1 0 0 2 E Recording User Guide j SoftwareGroup P CLLRS v veg d v A member cannot withdraw more than is available in group cash balance v A member cannot withdraw more than they have saved in cash contribution v Ifamember has a loan balance the loan balance amount is deducted from the cash balance available for withdrawal In our example below Tim Rimbui total contributions to date 2000 Outstanding loan balance 880 Available amount for withdrawal 2000 800 1120 V Enter am
48. ii Check box will be paid back if the fund issued out is to be paid back in full Version 1 0 0 2 E Recording User Guide e SoftwareGroup viii When pay back option is selected payment date is loaded on the screen Select the date when the fund should be paid back in full ix Enter reason for pay out X Enter beneficiary or the person to receive the pay out Xi Select save to issue out fund ADD FINE e Pay out Payout date TOT FT 2015 Member name Constance Mackenzie 3 v ge 8 Social funds payout i Other funds payout Available funds 60 ADD FINE e Pay out Payout amount 100 Ca bii be paid back Payment date Aug 17 112013 Reason School fees assistance Figure 66 Pay out screen Fund pay out edit You can also edit the fund pay out issued This should be done before closing the meeting i Select pay out menu ii Select member to edit fund paid out iii Select edit at top right corner of the screen iv Edit the necessary pay out details This can be change of member to pay out fund to date of issue and payment of fund fund pay out amount reason and beneficiary name However you cannot change the fund type If you edit social fund details you cannot change to other fund Version 1 0 0 2 E Recording User Guide Fund pay out delete DELETE Meeting sf payout 160 Total sf payout 260 Constance Mackenzie 3 g
49. ing User Guide O SoftwareGroup Moing iT spd Member Exit Member already exited Shareout done but member has not received the share Do you want to pay out now Figure 86 Member exit share out payment iv Share out details are shown to the use for confirmation At this point the user can choose to cancel the share out payment v To confirm payment select pay 3 i 11 06 T constance Mackenzi ADD FINE Amount of savings 2000 Share out factor 1 641818 Amount to share out 3284 Pay to member 3284 Pay and Next Pay Cancel Figure 87 Exit member share out confirmation Version 1 0 0 2 E Recording User Guide j SoftwareGroup MOS Rg Er veg Exit member overview The member exit screen overview indicates which members have been exited and received their share out amount which members have been exited and not received their share out amount which members are ready for exit and which members will not be exited due to unpaid loan balances or fines and fees rc MV i 11 11 e Member Exit ADD FINE Linah Mbisi 1 gt Member cannot exit Has unpaid loans Fees Fines Tim Rimbui 2 gt Ready for exit Constance Mackenzie 3 gt Member already exited Member received shareout Done Figure 88 Member exit overview screen 5 2 13 RESET PIN Use this menu to reset member PIN Select reset PIN menu Select member to reset pin Enter new pin and confirm new pin Touch on reset pin to sa
50. is open the menu and select on a member you would like to view details edit details or deactivate The icons for editing or deactivating the member are shown at the top of the menu screen Version 1 0 0 2 E Recording User Guide y SoftwareGroup ABRG a veg G Wf i 9 20 EDIT DE ACTIVATE Tim Rimbul 2 Deactivate icon Constance Mackenzie 3 Done Figure 30 Member edit screen Edit member details i Select member to edit details by selecting the check box ii At the member details screen right hand top select the Edit option iii Member details are displayed on the screen iv You can edit any member details apart from the member number Note The member number cannot be edited mid cycle It can only be edited at the beginning of a new cycle v Edit the necessary and save the changes vi If you select on cancel the changes will not be saved and the edit screen will be closed Version 1 0 0 2 E Recording User Guide Deactivate an active member G H 9 24 e Edit member Linah SIGN OUT 0722134789 Member official status Member Active Other Official Status Other Official Status fay ins member is allowed to record data in this App Save Figure 31 Edit member details screen There are two steps of making an active member inactive v Option 1 Deactivate from edit member screen Select a member to edit details by selecting the check box Select Edit option at the top rig
51. l social fund amount from previous meeting carried forward Social fund collected total social fund recorded during the meeting Social fund pay out total social fund amount paid out to a member during the meeting Other fund Shows a summary of other fund income and expenses It is other fund in minus other fund out 86 Version 1 0 0 2 E Recording User Guide e SoftwareGroup e MeetingSummaryAct ADD FINE 35 Wf i 11 32 Withdrawn from bank 0 Other fund balance 40 Other fund collected 80 Other fund payout 0 Summary Expected total cash 3761 Actual total cash Figure 93 Other fund summary Withdrawn from bank other fund amount that has been withdrawn from the bank indicate this amount withdrawn at bank cash balance confirmation menu Other fund balance total other fund amount from previous meeting carried forward Other fund collected total other fund recorded during the meeting Other fund pay out total other fund amount paid out to a member during the meeting Summary Enter the actual cash confirmation in these entry fields Q Note v To be able to close the meeting the cash confirmation entered in the entry fields must tally with amount shown as expected Each entry field indicates to the user how much total is expected v Ifthe physical cash does not tally with this information shown as amount expected then the user should go to each e Recording menu where a record has been entered and confirm
52. location Network communication full Internet access Install Cancel Figure 4 E Recording installation dialogue When installation is complete and application has been installed touch done to exit screen OR touch open to open e Recording application Application installed Open Done Figure 5 Application installation confirmation Version 1 0 0 2 E Recording User Guide j SoftwareGroup i t Ga J 3 1 3 E Recording from Google play Q Note v To be able to install the application from Google play using the Play Store menu on your phone you must have a Gmail account created or existing in your phone This is a Google condition v The phone must be connected to the internet to be able to access the application v A new updated application is available for download approximately two hours after the upload has been done How to add a gmail account If you do not have a Google email account in your phone you will need to create one before accessing the Google play store 1 Select the settings menu option at the bottom of the phones screen by selecting on the squared button 2 Navigate to the Gmail menu icon 3 Read the Adding an account instructions and then touch next 4 On the question Don t have a Google Account touch on Create if there is no existing Google account in your phone 5 Enter your first name and last name The username will be your Gmail account For example my
53. nnect If you connect to a secured wireless network that you have already used you will not be prompted to enter the password again unless you have reset your mobile phone to its default settings iii On the Wi Fi settings screen touch Add Wi Fi network to add a new Wi Fi network Reference HUAWEIU8185 1 User guide download c huawei com tcpsdownload downLoadCenter category amp flay document amp downloadID NDY3NTI 5 1 8 SIGN OUT Sign out menu enables the user to completely exit e Recording This is important so that the group data is secured from unauthorised people accessing it One must have a registered phone number and Pin to be able to login i Select sign out menu to sign out of e Recording ii A prompt message will ask you if you are sure you want to sign out iii Select Yes to sign out or no to cancel Version 1 0 0 2 E Recording User Guide SoftwareGroup 3 etg or seg Sign out Do you want to sign out Figure 41 Sign out screen 5 1 9 SIGN IN After you have signed out you will need to sign in with a valid phone number and Pin number Q Note A valid phone number and Pin is one that is v Registered as group phone number and Pin during group creation v Amember has been registered with a phone number and Pin i After a sign out the application presents the user with phone number and Pin to enter to be able to login on ii On the screen shown below as shown enter the phone number and the passwo
54. of instalments months a member can be allowed to pay for the outstanding loan This is in the event the member does not complete the loan in one instalment 4 Enter the number of rollovers to be allowed c This means how many times a member can be allowed to carry over a loan to the next instalment month In the example shown the member can be allowed to carry over a loan for two instalments months 5 Allow recalculate interest on amount rolled over d This means that if a member carries over the loan to the next month they are charged an interest 6 Allow charge fine after the maximum rollovers have been exceeded e This means that if the member carries over a loan more than has been specified in the number or rollovers they are charged a fine to the outstanding loan balance Version 1 0 0 2 E Recording User Guide 7 Allow top up m ill M 2 46 e Loans roll over SIGN OUT Yes Allow rollover Recalculate interest on the amount rolled over yes Charge fine after the maximum rollovers have been exceeded Yes Continue Cancel Figure 24 Constitution information Loans roll over option f This refers to increasing the outstanding loan balance ml 2 46 e Loans top up SIGN OUT ES Allow top up Continue Cancel Figure 25 Constitution information Loan top up screen O SoftwareGroup MON Hg oF veg Version 1 0 0 2 E Recording User Guide j SoftwareGroup CLL
55. ount to withdraw If a user attempts to withdraw more than is available in the group or more than the member has contributed they will get a message that Exceed Balance vi Touch save to complete the withdrawal e Withdraw ADD FINE Group cash balance 2 5 Withdraw date Jul 19 112013 Member name Tim Rimbui 2 Or Available amount 1120 Withdraw amount 500 Figure 73 Cash withdrawal Edit withdrawal Edit the amount withdrawn by member before closing the meeting i Select the withdrawal menu ii Select member you want to edit withdrawal done Version 1 0 0 2 E Recording User Guide Select withdraw option at the top right corner Edit necessary withdrawal details date withdrawal amount Touch on save to save the changes DELETE e With WITHDRAW Meeting witdrawal 500 Total withdrawal 500 Tim Rimbui 2 Current Savings Shares 1500 Withdrawn Savings Shares 500 gt Done Figure 74 Savings withdrawal edit Delete withdrawal You should delete a withdrawal done in current meeting before closing the meeting Select the withdrawal menu Select member you want to edit withdrawal done Select delete option at the top right corner A prompt message is shown to user to confirm the withdrawal Select yes to complete the process or no to cancel the process SoftwareGro Version 1 0 0 2 E Recording User Guide SoftwareGroup EF etg PG seg Delete withdrawal
56. r Amount to borrow actual cash amount the member will receive as loan Payment date date the member is supposed to have paid the loan Payment period Duration of months the member is to have the loan before full payment This is the instalment number In this case number of instalment is one Total interest rate Interest amount and loan rate The interest rate should be defined in the constitution In our example our interest rate as set in the constitution is 10 per cent Total interest will therefore be 10 100 2200 220 Total loan amount to borrow plus total interest Guarantor member who gives as guarantee to the loan the member will assume responsibility for the borrowed loan You can edit amount of loan issued to a member before the meeting has been closed You can also edit the issue date or the payment date V Select member with loan issued during the meeting Select edit button at the top right hand corner Edit loan amount issue date or payment date Select save to save changes and to re issue the loan Version 1 0 0 2 E Recording User Guide DELETE e Loan Issue Meeting Loan Issue 2200 Total Loan Issue 4500 Linah Mbisi 1 Amount borrowed 1500 Outstanding amount gt 650 Issued on 10 07 2013 Tim Rimbui 2 Amount borrowed 800 Outstanding amount 880 gt Issued on 12 06 2013 Constance Mackenzie 3 Amount borrowed 2200 Outstanding amount gt 2420 Issued
57. r bank 20 ther funds to ban Amount to bank 0 Cash in the box 3130 Confirm meeting Figure 95 Meeting summary to bank V The amount to be confirmed for bank will be the balances indicated as expected Note that these balances are total of what is expected minus total to cash in the box vi Loan fund available for bank in our example in figure 96 total loan fund expected is 3611 Total loan fund to be kept in the box is 3000 Therefore the balance available for bank is 3611 3000 611 Therefore amount to be confirmed to bank is 611 is indicated Confirm this balance by indicating in the entry field vii Social fund available for bank in our example in figure 96 our total social fund expected is 30 The total social fund expected was confirmed to go to the box therefore no social fund is expected to go to the bank In this entry field we indicate the amount as zero viii Available for bank again in our example as shown in figure 96 total expected other fund amount is 120 We confirmed to the box amount as 100 Total expected to go to the bank is 20 and this is the amount to be confirmed Version 1 0 0 2 E Recording User Guide e SoftwareGroup 35 i i 11 42 e MeetingSummaryAct ADD FINE Vil Available for bank 0 0 Available for bank 20 Amount to bank 631 Cash in the box 3130 Confirm meeting Cancel Figure 96 Close meeting summary ix A summary of total cash in the box and total amount
58. r each member v v Deposit savings amount of contribution recorded for the user in the current meeting Total savings cumulative deposit amount by member in the current cycle Present meeting contributions are also included Social fund contribution social fund contribution in the current meeting Total social funds cumulative social fund contributed in the current cycle Present meeting contribution is also included Other funds contribution other fund contribution in the current meeting Version 1 0 0 2 E Recording User Guide j SoftwareGroup MOS Hg Er veg v Total other funds cumulative other fund contributed in the current cycle Present meeting contribution is also included Edit contribution amount You can also edit contribution amount entered before the meeting have been closed You can edit deposit share amount social fund or other fund amount i Select user with incorrect contribution amount You can check which user has incorrect amount from the contribution over view and look for deposit savings or social fund contribution or other fund contribution depending on which amount you want to edit li Edit the amount iii Select save button to save only that record Selecting save and next will take you to the next member which is not necessary unless you want to make changes to the contributions of the next member G H 11 07 T Linah Mbisi 1 ADD FINE snare value IU Deposit savings 100
59. rd iii Select sign in Version 1 0 0 2 E Recording User Guide 5 1 10 START MEETING e SoftwareGroup u l amp 11 07 e e Recording ABOUT Sign in 0722111111 1111 Sign in Register new group Recover group Figure 42 Login screen This menu allows you to be able to access the activities that occur during group meetings The activities are v v v v v v v v v v Attendance monitoring Bank Cash Confirmation Savings shares deposit and social fund contribution Loan repayment Fee Fine charges and payment Savings Shares withdrawal Social Fund Withdrawal Loan Issue Group Expenses Meeting summary 5 2 MAIN SCREEN After a successful login this is the screen displayed to the user It displays all the functionality that can be performed by a user logged in depending on his her user rights Version 1 0 0 2 JG Il 1 1 40 e Overview ADD FINE s Ed ES Register Bank Cash bal Contributions Pay Loan Fines and Fees Withdrawals Pay out Pay Social Fund Issue Loan En A Figure 43 Application overview Q Note You need to check member register and confirm bank cash balance before activating the other meeting activities 5 2 1 REGISTER Confirm member attendance to the meeting by marking the register i Select register menu ii Select on member iii Select member attendance status present absent with apologies absent without apologies or late iv Save and next The la
60. rn on USB storage d In your computer open folder to view files This is the phones folder You can copy the APK file in the download folder or on the root of the removable disk It is recommended that you save the APK file in a folder for easier management of subsequent APK files that you might get in future e After you have copied the APK file into your phone memory turn off USB storage 3 1 2 Installing the APK File f Touch the settings menu option at the bottom of the phones screen presented by HE Version 1 0 0 2 E Recording User Guide j SoftwareGroup MORRE a veg See all your apps Touch the Launcher icon Figure 2 Accessing the phone settings g Navigate to File Manager menu in your phone h Locate the APK file that you have just copied into your phone If you copied it into the download folder touch on Download app android apk test softwaregroup bg com Complete 1 93MB 5 02 PM Figure 3 E Recording installation file i Touch on the APK file to start the installation process Be sure to take note of the warning that is given j Touch OK m7 Version 1 0 0 2 E Recording User Guide EY be SoftwareGroup k To complete the installation process touch Install Be sure to note the information shown before you select the Install button on install Do you want to install this application Allow this application to Storage modify delete SD card contents Your location fine GPS
61. siaezaneeseomaaseioees 34 Exit member arrarnnrnornnvnnnnennvnnvnnennvnnennvnnennennvnuenennvnnseneeneen 78 5 1 4 1 Member FEDOIMS secrecion aa 34 Exited member share out payment 80 5 1 4 2 GROUP PT vene 35 5 2 13 REE Pekere 82 5 1 5 SHARE OUT eserunoenanennnnenvnnennnnvnnnnnnnvnennenennvnennenenn 36 5 2 14 CLOSE MEETING cooooooooooooooooocccccccccccccceceeeccccccy 33 SLO RESET PIN ceine ioan EEE OR 37 ASF EE 83 SIT BACKUP voccwssictcscacebacinnsenextuaneascanvaanenedttenecuseeaweunne 38 CNG 84 5 1 7 1 Getting Connected rrannnnnnnnnnnnrrnnnnnnnrrnnnnnssenne 38 SL 85 518 SIGN OUT eserersemmmmemememmmumn 39 Other und vvpv4evrsasreesdsl ka AIEA 86 519 SIGN IN l 40 NNN NAG 87 5 1 10 START MEETING ccccececcceccccscecsccscscecscsececes 41 Version 1 0 0 1 FIGURE 43 APPLICATION OVERVIEW ccccccescccccecccccescecccescesees 42 FIGURE 1 UNLOCKING THE PHONE scceecceeceeseeeceeceeesenseeeeeeeees 2 FIGURE 44 MEETING ATTENDANCE SCREEN 2sceeceeceeeseeceeeceeeees 43 FIGURE 2 ACCESSING THE PHONE SETTINGS scceeceeseeesenseeeseeeees 4 FIGURE 45 MEMBER REGISTER OVERVIEW secceeceeceeecenseeeseeeees 43 FIGURE 3 E RECORDING INSTALLATION FILE 0eceeceeeseeeeeeeeeeees 4 FIGURE 46 BANK CASH CONFIRMATION ENTRY FIELDS 00eeeeees 45 FIGURE 4 E RECORDING INSTALLATION DIALOGUE sceceeeeeeeees 5 FIGURE 47 CASH IN THE BOX CONFIRMATION SCREEN 0ceeeeeeeees 46 FIGURE 5 APPLICATION I
62. st member save and next button is deactivated therefore select save Version 1 0 0 2 E Recording User Guide SoftwareGroup OAR oF og rc H i 12 43 T Linah mbisi 1 ADD FINE Present Absent with apologies Absent without apologies Late Save and Next Save Cancel Figure 44 Meeting attendance screen After marking the register on member attendance colour code is used to indicate attendance status as shown in figure G H i 2 25 e Register ADD FINE Linah Mbisi 1 w gt Absent with apologies Tim Rimbui 2 i gt Absent without apologies Constance Mackenzie 3 5 Late Done Figure 45 Member register overview Colour codes used in member attendance status GREEN Member is present Version 1 0 0 2 E Recording User Guide SoftwareGroup ABRG a veg YELLOW Member is late ORANGE Member is absent with apology RED Member is absent without apology 5 2 2 BANK CASH BALANCE CONFIRMATION Use this menu to confirm amount of money the group closed with from the previous meeting This is the actual cash brought forward in the box and or in the bank Q Note Constitution settings for money safe place are v Cash in the box if the user selects this option in the constitution only cash in box will be displayed in bank cash confirmation v Cash in the box and bank if the user selects this option in the constitution both cash and bank fields will be displaye
63. t Amount issued 100 Outstanding amount 100 Tim Rimbui 2 N Amount issued 60 Linah Mbisi 1 N Amount issued 100 Done Figure 67 Fund edit screen A social fund or other fund pay out can be deleted before the meeting is closed i Select pay out menu ii Select member issued with fund during the meeting iii Select delete at top right corner of the screen iv User will get a prompt asking them to confirm deletion of the fund pay out V Select yes to confirm and no to stop deleting e SoftwareGroup Version 1 0 0 2 E Recording User Guide O SoftwareGroup Moing iT spd Delete Other Fund Do you want to delete Other Fund 80 issued to Linah Mbisi 1 Figure 68 Delete fund pay out Fund pay out overview 35 ll 4 2 42 e Pay out ISSUE Meeting sf payout 160 Total sf payout 260 Constance Mackenzie 3 Amount issued 100 Outstanding amount 100 Tim Rimbui 2 N Amount issued 60 Linah Mbisi 1 N Amount issued 80 Done Figure 69 Fund pay out screen Additional information shown on pay out screen v Meeting social fund payout total amount of social fund issued during the current meeting 66 Version 1 0 0 2 E Recording User Guide j SoftwareGroup dn al veg y v Total social fund payout cumulative amount of social fund paid out during the cycle v The screen is also divided into two sections Repayable social funds social fund to be repaid back During p
64. t member When you select no you exit from member registration screen 4 4 CREATE CYCLE Q Notes v Acycle is a unique number and cannot be repeated in a group s life 1 Enter cycle number 2 Select cycle start date 3 Save cycle to create cycle Version 1 0 0 2 E Recording User Guide j SoftwareGroup MOS oF veg m ll 6 21 e Create cycle SIGN OUT Start date 4 Jul 01 112013 Save Figure 19 Create cycle screen 4 5 CREATE CONSTITUTION Q Important to note v You cannot edit the constitution mid cycle apart from o Fines and fees section o Save money option section v You can reuse a constitution in a new cycle v Constitution has three sections Savings funds loans and fines amp fees To create a complete constitution you must complete these three sections 4 5 1 Constitution information Savings funds 1 Share based group a Where the group is share based enter the share value amount b Ifthe group would want to restrict on the share amount a member can contribute enter the maximum number of shares In this example the value of a share is a hundred shillings Version 1 0 0 2 E Recording User Guide SoftwareGroup 7 etg a seg The maximum number of shares a member can contribute in a meeting is ten shares or one thousand shillings 35 ll M 6 27 T saving fund SIGN OUT If you use shares use this field to set value of one share If your group does not use
65. t www softwaregroup bg com 2 ABOUT THE PHONE The phone currently in use for e Recording is HUAWEI U8185 But this is not restricted Other android enabled smart phones which are compatible with the e Recording application can be used HUAWEI U8185 smart phone will be mentioned for the purpose of this document To access the phone touch the locked padlock sign and slide the padlock button to the right hand side to unlock 5 12 Android SE ex Monday July 1 Charging 50 Figure 1 Unlocking the phone Version 1 0 0 2 E Recording User Guide j SoftwareGroup nd al veg 3 SETTING UP THE PHONE 3 1 INSTALLINGE RECORDING Q Note You must have an APK file copied on the phone storage The APK file is a 1 9 MB android package that contains the source code compiled This is the file that you will need for installation of e Recording v Ability to use the e Recording application is dependent on successful installation of e Recording on the phone In case there are challenges encountered when installing the app kindly contact the Software Group support v Itis required to copy this file into your phones memory to be able to do installation 3 1 1 Copying e Recording file a Connect your phone to your computer machine with the phones USB cable Usually any USB cable that has the same pins as your phone can be used b Select USB connected so as to enable selecting of files to and from your computer c Tu
66. to the second instalment where the member is unable to pay the loan balance within one month Payment of late loan When paying for a loan that has exceeded the supposed loan duration the user is presented with a different screen which has additional options on how to deal with the loan Overdue loans are presented to the user with a status button that is yellow in colour to indicate that the loan duration has exceeded one month without being cleared by the member Version 1 0 0 2 E Recording User Guide SoftwareGroup OAR oF og G H 11 21 I tim Rimbui 2 ADD FINE Amount left 880 Rollover Options Pay in full 0 Pay Loan Rollover Continue Cancel Figure 59 Overdue loan pay screen The options for paying an overdue loan are i Pay in full select this option if the member has the full amount of loan balance to clear the loan a Select pay in full option b Select continue c The total loan amount due is indicated d Select continue to save and pay loan in full Version 1 0 0 2 E Recording User Guide G dds i 11 26 I tim Rimbui 2 ADD FINE Amount left 880 Continue Cancel Figure 60 Pay loan in full screen ii Pay loan make a normal loan payment In this case this is partial payment a Select pay loan option b Enter amount to be paid c Select continue to save the amount 35 Wf i 11 26 I tim Rimbui 2 ADD FINE Loan amount borrowed 800 Amount left
67. uity and total social funds Meeting summary shows the details of a meeting such as cash brought forward money in money out and cash remaining to be carried forward at the close of the meeting Constitution summary shows the details of the constitution and what has been set up as part of the constitution Fines and fees shows the fines and fees that have been collected in each meeting whether paid or not Unpaid fines and fees shows the fines and fees which have not been paid Late loan shows outstanding loan balances with member names and due date Member summary shows all active members and their details as entered at member registration These details are member phone number ID number next of kin name and member status which by default is active 5 1 5 SHARE OUT This is an end of cycle process where members liquidate all their shares and profit earned from loans borrowed and fines and fees charged and paid and share out among the group members E Recording performs calculations for the share out with an inbuilt formula which will determine what portion of the earnings goes to each member according to their contribution Version 1 0 0 2 E Recording User Guide y SoftwareGroup dear oF veg Q Note v Ensure that all loans and fines and fees with balances have been cleared v Completion of share out closes the cycle and the cycle cannot be reopened 5 1 6 RESET PIN Use this menu to reset member PINS in case they want to
68. up with a unique phone number and a PIN number in order to navigate through the system v No two groups can have the same phone number v The group phone number is a ten digit number that will be used to login to the application to start e Recording v The PIN number is a four digit number The user must remember to keep the PIN number secret to avoid unauthorized people from having access to group information Registration steps 1 Select on Register group to create a group in e Recording Q Notes v Every time you want to use e recording you need to sign in with your phone number and pin code Do NOT forget which phone number and pin you have chosen You are not able to access your records when you have lost them To start registration you need a working internet m Will 5 34 e e Recording ABOUT If you do not have a registered group select Register new group To recover existing group data select Recover group Register new group Recover group Figure 13 Group registration dialogue Enter group phone number Enter PIN number Confirm PIN number EE i gt Enter group name Version 1 0 0 2 E Recording User Guide g 6 10 11 12 Register group Enter location of group Enter group village Select group creation date Select group facilitator e SoftwareGroup Register group Selecting Stop registration exits group registration screen and stops the registration process 35 ll amp
69. ve changes Version 1 0 0 2 E Recording User Guide rc it 11 13 fE Linah Mbisic1 ADD FINE New PIN Repeat PIN Reset PIN Cancel Figure 89 Reset Pin screen 5 2 14 CLOSE MEETING e SoftwareGroup Use this menu to close the meeting and to confirm meeting activities of cash in and cash out Confirm physical cash with meeting summary entries Q Note v Use the meeting summary to confirm physical cash and what has been in e Recording Cash in This is total amount of loan fund recorded in Version 1 0 0 2 E Recording User Guide Cash In summation of all recorded amount in cash in summary This is the total of loan fund in G iO i 11 15 e MeetingSummaryAct ADD FINE Withdrawn from bank 0 Cash Carried forward 4220 Total savings 3000 Total loan repayments 3515 Total fines 60 Other income received 0 Summary Figure 90 Meeting summary cash in e SoftwareGroup i Withdrawn from the bank group cash withdrawn from the bank The withdrawn amount is confirmed at bank cash balance confirmation ii Cash carried forward total group cash balance in the box from previous meeting iii Total savings total contributions recorded during the meeting iv Total loan repayments total loan repayments recorded during the meeting V Total fines total fines and fees paid during the meeting vi Other income received total amount recorded in other income menu Cash out This is the total amount of loan

e-‐Recording User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents