IFCU-IMS User Manual v2.0

Welcome to the IFCU-IMS (Iringa Farmers Cooperative Union — Information Management System) Version 2.0. This comprehensive system is designed to digitize and streamline all cooperative operations, including AMCOS management, member registration, financial accounting, inventory control, project management, asset tracking, HR & payroll, and marketing communications.

1.1 Key Features

1.2 Target Audience

This section provides step-by-step instructions for installing the IFCU-IMS on a server environment. The system is built using PHP 8.0+ and MySQL 10.11+ (MariaDB).

2.1 Pre-Installation Checklist

• Ensure your server meets the system requirements
• Obtain the IFCU-IMS installation package from Kenosis Technologies
• Prepare database credentials (host, username, password, database name)
• Ensure you have administrative access to the server

2.2 Installation Steps

1. Upload Files to Server
   Extract the IFCU-IMS package and upload all files to your web server's document root.
   # Upload using FTP or SCP scp -r ifcu-ims/* user@server:/var/www/html/ifcu-ims/
2. Set File Permissions
   Ensure proper file permissions.
   chmod -R 755 /var/www/html/ifcu-ims/ chmod -R 777 /var/www/html/ifcu-ims/uploads/ chmod -R 777 /var/www/html/ifcu-ims/temp/
3. Create Database
   CREATE DATABASE ifcu_ims CHARACTER SET utf8mb4 COLLATE utf8mb4_unicode_ci; GRANT ALL PRIVILEGES ON ifcu_ims.* TO 'ifcu_user'@'localhost' IDENTIFIED BY 'secure_password'; FLUSH PRIVILEGES;
4. Import Database Schema
   mysql -u ifcu_user -p ifcu_ims < database/ifcu_ims_schema.sql
5. Configure Database Connection
   # Edit config/database.php or .env file DB_HOST = localhost DB_NAME = ifcu_ims DB_USER = ifcu_user DB_PASS = secure_password DB_PORT = 3306
6. Set Base URL
   # Edit config/config.php define('BASE_URL', 'https://ifcuims.or.tz/'); define('SITE_NAME', 'IFCU-IMS');
7. Create Admin Account
   INSERT INTO user (full_name, phone, email, username, password, role_id, status) VALUES ( 'System Administrator', '255712345678', 'admin@ifcu.or.tz', 'admin', MD5('Admin@2026#Secure'), 1, 'Active' );
8. Verify Installation
   Access the system at: https://ifcuims.or.tz/login.php

3.1 Server Requirements

3.2 Required PHP Extensions

3.3 Client Requirements

• Modern web browser (Chrome 90+, Firefox 88+, Edge 90+, Safari 14+)
• JavaScript enabled
• Cookies enabled
• Internet connection
• Recommended screen resolution: 1366x768 or higher

4.1 Login Process

1. Navigate to Login Page
   Open your browser and go to:
   https://ifcuims.or.tz/login.php
2. Enter Credentials
   Use the Super Admin credentials created during installation.
   Username: admin
   Password: Admin@2026#Secure
3. Change Default Password
   Immediately change the default password for security.

4.2 Initial System Configuration

1. Configure System Settings
   Navigate to Settings → System Settings
   • Organization Name: Iringa Farmers Cooperative Union
   • Default Currency: TZS
   • Financial Year: July to June
   • Time Zone: Africa/Dar_es_Salaam
2. Configure Financial Year
   Navigate to Finance → Financial Years
3. Set Up Chart of Accounts
   Navigate to Finance → Chart of Accounts
4. Create Users
   Navigate to System → User Management

The IFCU-IMS is organized into the following core modules, each designed to manage a specific aspect of cooperative operations.

The AMCOS Management module allows you to register, track, and manage all Agricultural Marketing Cooperative Societies (AMCOS) under IFCU.

6.1 Adding a New AMCOS

1. Navigate to AMCOS → Add AMCOS
2. Fill in the AMCOS details
3. Select the Status (Active, Pending, Suspended)
4. Click Save to register the AMCOS

6.2 Managing AMCOS

• View AMCOS: Navigate to AMCOS → View AMCOS
• Search & Filter: Use the search bar and filters
• Edit AMCOS: Click the edit icon to update
• Export: Export AMCOS list to Excel or PDF

The Member Management module allows you to register, track, and manage all individual members across all AMCOS groups.

7.1 Adding a New Member

1. Navigate to Members → Add Member
2. Fill in the member details
3. The Membership Number will be auto-generated
4. Select the Status (Active, Pending, Suspended, Inactive)
5. Click Save to register the member

7.2 Managing Members

• View Members: Navigate to Members → View Members
• Search: Search by name, membership number, or phone
• Edit Member: Click edit to update member information
• Export: Export member list to Excel
• Bulk Import: Import members from Excel/CSV

The Financial Accounting module provides a complete double-entry accounting system for all financial transactions.

8.1 Chart of Accounts

1. Navigate to Finance → Chart of Accounts
2. View Accounts: Browse the complete chart of accounts
3. Add Account: Click "Add Account" to create a new account
4. Set Opening Balances: Set opening balances for the financial year

8.2 Journal Entries

1. Navigate to Finance → Journal Entries
2. Create New Entry: Click "Add Journal Entry"
3. Save as Draft: Save entry without posting
4. Post Entry: Click "Post" to finalize the entry

The Inventory & Warehouse Management module allows you to manage products, stock, and warehouse operations.

9.1 Product Management

1. Navigate to Inventory → Products
2. Add Product: Click "Add Product"
3. Edit Product: Click edit to modify product details
4. View Products: Browse all products with search and filter

9.2 Warehouse Management

1. Navigate to Inventory → Warehouses
2. Add Warehouse: Click "Add Warehouse"
3. Manage Warehouses: View and edit warehouse details
4. View Stock: View stock levels by warehouse

The Project Management module allows you to manage donor-funded projects, budgets, and expenditures.

10.1 Setting Up a Project

1. Navigate to Projects → Add Project
2. Fill in project details
3. Click Save to create the project

10.2 Fund Requests

1. Navigate to Projects → Fund Requests
2. Create Request: Click "Add Fund Request"
3. Submit Request: Submit for review
4. Approve Request: Authorized users can approve
5. Disburse Funds: Record fund disbursement

The Asset Management module allows you to register, track, and manage all physical assets including buildings, equipment, and vehicles.

11.1 Adding an Asset

1. Navigate to Assets → Add Asset
2. Fill in asset details
3. Click Save to register the asset

11.2 Depreciation

• System calculates depreciation automatically
• Straight-line depreciation method
• Monthly depreciation entries
• View depreciation history

The HR & Payroll module allows you to manage staff, payroll, and leave.

12.1 Staff Management

1. Navigate to HR → Add Staff
2. Fill in staff details
3. Click Save to register staff

12.2 Payroll Processing

1. Navigate to HR → Process Payroll
2. Select payroll period
3. Enter basic salary and allowances
4. System calculates deductions automatically
5. Review and approve payroll
6. Generate payslips as PDF

The Invoicing & Payments module allows you to manage customer and supplier invoices and payments.

13.1 Customer Invoices

1. Navigate to Invoicing → Create Customer Invoice
2. Fill in invoice details
3. Save as Draft: Save without sending
4. Send Invoice: Send via email or print PDF
5. Record Payment: Enter payment details when received

The Marketing & SMS Management module allows you to manage marketing campaigns and bulk SMS communications.

14.1 SMS Gateway Setup

1. Navigate to Marketing → SMS Settings
2. Configure SMS gateway details
3. Click Save to activate SMS settings

14.2 Creating Campaigns

1. Navigate to Marketing → Campaigns
2. Add Campaign: Click "Add Campaign"
3. Schedule Campaign: Set date and time to send
4. Send Campaign: Send immediately or schedule

The File Management module provides centralized document storage and management.

15.1 Uploading Files

1. Navigate to Files → Upload File
2. Fill in file details
3. Click Upload to save the file

15.2 File Categories

• CONTRACT: Contracts and legal agreements
• TEMPLATE: Document templates
• PAYMENT: Payment receipts and invoices
• OFFICE: General office documents
• PROJECT: Project proposals and reports
• AMCOS: AMCOS group records
• MEMBER: Individual member records
• REPORT: Monthly and annual reports

The CMS module allows you to manage the IFCU public website content.

16.1 Pages Management

1. Navigate to CMS → Pages
2. Add Page: Click "Add Page"
3. Click Save to publish the page

16.2 Other CMS Features

• Slides: Manage homepage slides
• Services: Manage services section
• Gallery: Manage photo gallery
• Events: Manage events and news
• FAQs: Manage frequently asked questions

The Reports module provides comprehensive reporting across all system modules.

17.1 Financial Reports

• Trial Balance: All accounts with debit/credit balances
• Income Statement: Revenue and expenses summary
• Balance Sheet: Assets, liabilities, and equity
• Cash Flow Statement: Cash inflows and outflows
• Budget vs Actual: Compare actuals to budget
• Aging Report: Receivables and payables by age

17.2 Member Reports

• Membership Register: All members by AMCOS
• Member Demographics: Gender, age, marital status
• Member Trends: Growth over time

17.3 Inventory Reports

• Stock Summary: Current stock by product
• Low Stock Alert: Products below threshold
• Stock Valuation: Value of inventory

18.3 System Maintenance

• Daily: System backup
• Weekly: Review system logs
• Monthly: Performance review
• Quarterly: User audit
• Annually: Year-end closing