UIMS ERP User Manual v2.0

Welcome to the UIMS ERP (Union & Integrated Management System) Version 2.0. This comprehensive platform is designed to digitize and streamline all cooperative union operations, including AMCOS group management, member registration, financial accounting, inventory control, project management, asset tracking, HR & payroll, loans, and marketing communications.

1.1 Key Features

1.2 Target Audience

This section provides step-by-step instructions for installing UIMS ERP 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 UIMS ERP installation package
• Prepare database credentials (host, username, password, database name)
• Ensure administrative access to the server

2.2 Installation Steps

1. Upload Files to Server
   Extract the UIMS ERP package and upload all files to your web server's document root.
   # Upload using FTP or SCP scp -r uims-erp/* user@server:/var/www/html/uims-erp/
2. Set File Permissions
   Ensure proper file permissions.
   chmod -R 755 /var/www/html/uims-erp/ chmod -R 777 /var/www/html/uims-erp/uploads/ chmod -R 777 /var/www/html/uims-erp/temp/
3. Create Database
   CREATE DATABASE uims_erp CHARACTER SET utf8mb4 COLLATE utf8mb4_unicode_ci; GRANT ALL PRIVILEGES ON uims_erp.* TO 'uims_user'@'localhost' IDENTIFIED BY 'secure_password'; FLUSH PRIVILEGES;
4. Import Database Schema
   mysql -u uims_user -p uims_erp < database/uims_erp_schema.sql
5. Configure Database Connection
   # Edit config/database.php or .env DB_HOST = localhost DB_NAME = uims_erp DB_USER = uims_user DB_PASS = secure_password DB_PORT = 3306
6. Set Base URL
   # Edit config/config.php define('BASE_URL', 'https://your-domain.example/'); define('SITE_NAME', 'UIMS ERP');
7. Create Admin Account
   INSERT INTO user (full_name, phone, email, username, password, role_id, status) VALUES ( 'System Administrator', '255712345678', 'admin@your-domain.example', 'admin', MD5('Admin@2026#Secure'), 1, 'Active' );
8. Verify Installation
   Access the system at: https://ums.vationapps.co.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://ums.vationapps.co.tz/login.php
2. Enter Credentials
   Use the Super Admin credentials created during installation.
3. Change Default Password
   Immediately change the default password for security.

4.2 Initial System Configuration

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

UIMS ERP is organized into the following modules. Every module is separately permissioned — users see only what their role is granted.

The AMCOS Management module allows you to register, track, and manage all Agricultural Marketing Cooperative Societies (AMCOS) under your union. Each AMCOS can operate independently with its own members, crop collections, and financial records.

6.1 Adding a New AMCOS

1. Navigate to AMCOS → Add AMCOS
2. Fill in the AMCOS details (registration number, name, region, district, ward, village)
3. Optionally pick the location on the map
4. Enter leadership (Chairman, Secretary, Accountant)
5. Select the Status (Active, Pending, Suspended)
6. Click Save to register the AMCOS

6.2 Managing AMCOS

• View AMCOS: Navigate to AMCOS → Manage AMCOS
• Search & Filter: By name, region, district, or status
• Edit: Update AMCOS details anytime
• Export: Export AMCOS list to Excel or PDF

The Member Management module registers, tracks, and manages all individual members across all AMCOS.

7.1 Adding a New Member

1. Navigate to Members → Add Members
2. Select the AMCOS the member belongs to
3. Fill in the member details (name, gender, phone, DOB, NIDA, farm info)
4. The Membership Number is auto-generated
5. Select the Status (Active, Pending, Suspended, Inactive)
6. Click Save to register the member

7.2 Managing Members

• View Members: Navigate to Members → Manage Members
• Search: By name, membership number, NIDA, or phone
• Edit: Update member information
• Export: Export member list to Excel
• Bulk Import: Import members from Excel/CSV

Manage all buyers — individuals, companies, and institutions that purchase from the union.

8.1 Adding a Customer

1. Navigate to Customers → Add Customer
2. Fill in customer details (name, type, phone, email, address, TIN)
3. Set the Payment Terms (Cash / 7 / 15 / 30 / 60 days)
4. Set Credit Limit and Status
5. Click Save

8.2 Customer Invoices & Payments

1. Navigate to Customers → Create Invoice
2. Select the customer and add line items
3. Save as Draft or Send — a printable PDF is generated
4. Record payment via Customers → Payments

Manage supplier relationships, invoices, payments, and goods received.

9.1 Recording a Goods Received Note (GRN)

1. Navigate to Suppliers → Goods Received Notes
2. Click New GRN
3. Select the supplier (or link a Purchase Order)
4. Enter the receipt date, warehouse, invoice number, vehicle, driver
5. Click Save GRN
6. Add items — for each: product, quantity, unit cost, condition
7. When ready, change the GRN status to Received → Posted to update stock

The AMCOS Consignment module is the largest module in the system. It manages the full lifecycle of crops received from AMCOS on consignment basis — receiving, selling, levy calculation, and farmer payments.

10.1 Recording a New Consignment

1. Navigate to Consignment → New Consignment
2. Select the AMCOS and crop name
3. Enter delivery date, total quantity (kg), and agreed price per kg
4. Optionally specify grade and moisture
5. Click Save — consignment status = In Stock

10.2 Selling Consigned Stock

1. Navigate to Consignment → Record Sale
2. Select the consignment, buyer, and quantity to sell
3. Enter the sale price per kg
4. Save — the consignment moves to Awaiting Payment

10.3 Computing the Payout to AMCOS

1. When the buyer pays, navigate to Consignment → Calculate Payout
2. Select the sale — system auto-calculates each levy (district, regional, warehouse, TCDC, TFC, etc.)
3. Review the gross, levies, and net payable
4. Proceed to Pay AMCOS to record the disbursement

The Inventory module manages products, stock, and warehouse operations.

11.1 Product Management

1. Navigate to Inventory → Add Product
2. Choose the product category (Crops, Fertilizer, Seeds, Pesticide, Tools, Equipment, Farm Tools)
3. Enter purchase price, sales price, and low-stock threshold
4. Save — product appears in the catalog

11.2 Warehouse Management

1. Navigate to Inventory → Add Warehouse
2. Set warehouse type (Main / Branch / Store / Depot)
3. Assign a manager and location
4. Save

11.3 Stock Movements

• Stock In: Record receiving stock from suppliers
• Stock Out: Record issues to customers or AMCOS
• Stock Adjustments: Correct discrepancies (requires approval)
• Stock Transfers: Move stock between warehouses
• Movement Log: Full history of every stock movement

11.4 Inventory Reports

• Stock Summary — Current stock by product
• Stock Movement Report — In/out movements
• Stock Valuation — Total value of inventory
• Low Stock Report — Products below reorder level
• Stock Aging — Age of inventory items

The Financial Accounting module provides a complete double-entry accounting system.

12.1 Chart of Accounts

1. Navigate to Accounting → Chart of Accounts
2. Browse accounts or click Add Account
3. Set account type (Asset / Liability / Equity / Revenue / Expense)
4. Set parent account (for hierarchy)
5. Set opening balance and date

12.2 Journal Entries

1. Navigate to Accounting → Journal Entries
2. Click Add Journal Entry
3. Add debit and credit lines — they must balance
4. Save as Draft or Post

12.3 Bank Reconciliation

1. Navigate to Accounting → New Reconciliation
2. Select the bank or mobile account
3. Enter the month ending date, statement balance, and upload the statement
4. Enter the cashbook balance
5. Adjust for outstanding deposits, cheques, bank charges, and interest
6. The variance is auto-computed — must be zero to submit

Plan and track the union's annual budget.

13.1 Setup Steps

1. Budget Categories: Navigate to Budget → Budget Categories
2. Budget Periods: Navigate to Budget → Budget Periods
3. Allocate Amounts: Navigate to Budget → Budget Allocations
4. Compare to Actuals: Navigate to Budget → Budget vs Actual
5. Generate Reports: Navigate to Budget → Budget Reports

Manage donor-funded projects, budgets, expenditures, and reports.

14.1 Setting Up a Project

1. Navigate to Projects → Projects Setup
2. Fill in project details: code, name, category, type, donor, dates, budget
3. Click Save to create the project
4. Add a funding source, team, and budget period
5. Add budget categories and allocations

14.2 Fund Requests

1. Navigate to Accounting → Fund Requests
2. Click Create Request
3. Add line items — each tied to an expense category
4. Submit — routes to Accountant for approval
5. Accountant approves → routes to Manager
6. Manager approves — PDF is generated with both signatures

Register, track, and manage all physical assets including buildings, equipment, and vehicles.

15.1 Adding an Asset

1. Navigate to Assets → Add New Asset
2. Fill in asset code, name, type, purchase date, cost
3. Enter useful life and depreciation method
4. Optionally pick location on the map
5. Click Save

15.2 Depreciation

• System calculates depreciation automatically
• Multiple methods supported: Straight Line, Declining Balance, Sum of Years
• Monthly depreciation postings
• Full depreciation history and audit trail

15.3 Asset Assignment

1. Navigate to Assets → Asset Assignment
2. Select the asset and staff member
3. Record assignment condition and date
4. On return, record return condition and notes

Manage rental properties, tenants, leases, payments, and maintenance.

16.1 Core Workflow

1. Add Property: Rental → Add Property
2. Add Tenant: Rental → Add Tenant
3. Create Lease: Rental → Create Lease
4. Record Payment: Rental → Record Payment
5. Maintenance: Rental → New Request
6. Reports: Rental → Income / Occupancy / Overall

Record day-to-day operating expenses across the union.

17.1 Expense Types

1. Navigate to Expenses → Manage Expense Types
2. The system includes 60+ pre-defined types (Fuel, Salaries, Bank Charges, etc.)
3. Add new types as needed

17.2 Recording an Expense

1. Navigate to Expenses → Add Expenses
2. Select the expense type
3. Enter amount, date, and voucher number
4. Attach receipt (optional)
5. Save — the expense is posted to the appropriate GL account

Manage staff, departments, leave, and payroll.

18.1 Staff Management

1. Navigate to HR → Add Employee
2. Fill in staff details (name, NIDA, NSSF, NHIF, WCF, department, grade)
3. Enter bank details and basic salary
4. Click Save

18.2 Payroll Processing

1. Navigate to HR → Process Payroll
2. Select the payroll period
3. System computes basic, allowances, PAYE, NSSF, NHIF, WCF automatically
4. Review and approve payroll
5. Generate payslips as PDF

18.3 Leave Management

1. Staff applies via HR → Apply for Leave
2. Manager approves via HR → Leave Applications
3. Balances update automatically in HR → Leave Balances

Track all loans the union takes from banks and financial institutions.

19.1 Recording a New Loan

1. Navigate to Loans → New Loan
2. Select the lender and facility
3. Enter principal, interest rate, tenor, disbursement date
4. The system generates the repayment schedule automatically
5. Save — a journal entry is posted to debit bank / credit loan liability

19.2 Recording a Repayment

1. Navigate to Loans → Loan Repayments
2. Select the loan and schedule line
3. Enter the payment amount and date
4. Attach the bank receipt (optional)
5. Save — journal entry posts automatically (debit loan, debit interest expense, credit bank)

Consolidated view of all invoices and payments across the union.

20.1 Invoices

1. Navigate to Invoicing → Invoices
2. Filter by AMCOS, supplier, status, date
3. Click any invoice to view details
4. Use Create Invoice to issue a new one

20.2 Payments

1. Navigate to Invoicing → Payments
2. Every payment shows the linked invoice and GL entry
3. Click through to the journal entry for audit

Professional multi-channel marketing automation — SMS, email, and WhatsApp campaigns.

21.1 SMS Gateway Setup

1. Navigate to Marketing → Settings
2. Enter the SMS provider details (Beem Africa, etc.)
3. Test the connection with a test SMS
4. Activate

21.2 Creating a Campaign

1. Navigate to Marketing → Create Campaign
2. Choose a segment (audience) or build a new one
3. Select a template or write the message
4. Schedule or send immediately
5. Monitor delivery via Message Queue and Analytics

21.3 Marketing Reports

• Campaign Performance — Opens, clicks, responses
• Channel Comparison — SMS vs Email vs WhatsApp
• Segment Insights — Best performing audiences
• ROI Report — Cost vs attributed revenue

Centralized document storage with sharing, versioning, and archives.

22.1 Uploading Files

1. Navigate to Files → Upload File
2. Select the file category (Contract, Template, Payment, Project, AMCOS, Member, etc.)
3. Enter title, description, and version
4. Choose access level (Public, Staff, Admin only)
5. Click Upload

22.2 Sharing Files

1. Open the file from Manage Files
2. Click Share
3. Select user(s) or external email
4. Set access type (View / Download / Edit) and optional expiry
5. The user receives a share link and notification

The CMS module manages the public website content for the cooperative union.

23.1 Pages Management

1. Navigate to CMS → Pages
2. Click Add Page
3. Enter title, slug, content, meta description
4. Set status (Published / Draft) and footer/header visibility
5. Click Save

23.2 Other CMS Features

• Slides — Homepage slideshow
• Services — Services section
• Products — Products catalog
• Gallery — Photo gallery
• Events — Events and news
• Testimonials — Member testimonials
• Partners — Partners and sponsors
• FAQs — Frequently asked questions
• Messages — Contact form submissions
• Newsletter — Subscribers
• SEO — Metadata
• Social Media — Social links
• Statistics — Site counters

The Reports module consolidates 24 cross-cutting reports across all subsystems.

24.1 Report Categories

24.2 Financial Reports Deep-Dive

• Trial Balance — All accounts with debit/credit balances
• Income Statement — Revenue and expenses summary
• Balance Sheet — Assets, liabilities, and equity
• Cash Flow Statement — Operating, investing, and financing activities
• Change in Equity — Equity movement statement
• PPE Schedule — Property, plant & equipment movement
• Aging Reports — Receivables and payables by age

25.3 System Maintenance

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