NASHRA User Manual

Introduction

Welcome to NASHRA, the Nasarawa State Hospitality Revenue Assessment, Back-Duty Audit & Collection Management System. This platform is the State's digital compliance infrastructure — designed not merely to collect payments online, but to answer the harder questions: who should pay, what do they owe, why do they owe it, is the assessment legally supportable, was the demand served, did payment settle, and did the money reconcile?

Quick Start Guide

Here's the shortest path from opening NASHRA to getting productive work done:

1. Sign in at the login page using the credentials provided by your administrator.
2. Change your password immediately after your first login (the system will prompt you).
3. Familiarize yourself with your dashboard — the sections you see depend on your role.
4. Perform a real workflow end-to-end as a test: register an entity, create an assessment, generate a demand notice, record a payment.
5. Explore the Command Centre (Super Admin only) to see the State-wide revenue picture.

Logging In

To sign in to NASHRA:

1. Navigate to the login page (from the "Sign In" button on the landing page).
2. Enter your registered email address.
3. Enter your password.
4. Click Sign In.

Changing Your Password

On your first login, NASHRA will require you to change the temporary password assigned to you. To change your password at any time:

1. Click your profile avatar in the top-right corner of the dashboard.
2. Select Change Password from the menu.
3. Enter your current password.
4. Enter your new password (minimum 8 characters, mix of letters and numbers).
5. Confirm your new password.
6. Click Update Password.

Dark / Light Mode

NASHRA supports both light and dark themes. To switch:

• Look for the theme icon (🌙 or ☀️) in the top navigation bar.
• Click it to toggle between modes.
• Your preference is saved and will be remembered on your next visit.

The Revenue Chain

NASHRA follows the standard Nigerian State revenue chain. Every workflow in the system fits into one of these six stages:

Law-Configurable Rates

Unlike systems that hardcode tax rates, NASHRA requires the Super Admin to configure every revenue head with its supporting legal instrument. This ensures the platform only assesses revenue that is actually authorized by applicable Nasarawa State legislation.

For each revenue head, the Super Admin sets:

• The statutory instrument that authorizes the charge
• The effective date from which the rate applies
• The assessment basis (flat rate, percentage of turnover, per-room, tiered, etc.)
• The applicable business categories
• Any exemptions that apply
• The collection frequency (annual, monthly, etc.)

Auditable Liability Ledger

Every entity has a running ledger — a live record of every liability that has been assessed against it. For each liability, you can see:

• The assessment that created it
• The revenue head and legal basis
• The period it covers
• The original amount, penalties, interest
• Amount paid so far
• Balance still due
• Status: outstanding, partially paid, paid, waived, disputed, etc.

When a payment is recorded, it is allocated to one or more liabilities. This preserves the audit trail — every naira paid is traceable to the specific liability it discharged.

User Roles Explained

Super Admin Overview

As Super Admin, you are responsible for setting up the legal foundation of the entire system. Nothing works properly if the statutes and revenue heads are not configured correctly.

Your typical setup sequence is:

1. Add the applicable statutory instruments (laws / gazette references).
2. Create revenue heads, linking each to its supporting statute.
3. Define rate tables where applicable (for tiered charges).
4. Create user accounts for officers and assign their roles and zones.
5. Optionally launch a Back-Duty campaign to target historical liabilities.

Configure Statutory Instruments

To add a new statute:

1. Go to Configuration → Statutory Instruments.
2. Click + Add Statute.
3. Fill in the instrument code (e.g. NAS-EDL-2024), title, description, and enacting authority.
4. Enter the gazette reference (if available).
5. Set the effective date.
6. Optionally upload the PDF of the instrument for reference.
7. Click Save.

Configure Revenue Heads

1. Go to Configuration → Revenue Heads.
2. Click + Add Revenue Head.
3. Enter a unique revenue code (e.g. RH-HOSP-EDL) and a clear name.
4. Select the parent statutory instrument.
5. Choose the assessment basis: flat rate, percentage of turnover, per-room, tiered, or custom.
6. Enter the rate amount or percentage.
7. Set the effective-from date.
8. Select which entity categories the rate applies to.
9. Choose the collection frequency (annual, monthly, quarterly).
10. Configure any exemptions in the exemption rules JSON.
11. Click Save.

Manage Users

1. Go to Administration → Users.
2. Click + Add User.
3. Enter the user's full name, email, and phone.
4. Assign a role (Assessment Officer, Collection Officer, Field Officer, etc.).
5. Assign the LGA and zone the user is responsible for.
6. The system generates a temporary password.
7. Send the temporary password securely to the user.
8. On their first login, they will be forced to change it.

Revenue Command Centre

The Command Centre is your live State-wide revenue view. It displays:

• Total assessed vs collected vs outstanding across the State
• Recovery percentage by campaign
• Enumerated / assessed / paying / defaulting entity counts
• Performance by LGA and zone
• Top defaulters by amount
• Trending intelligence alerts

You can drill down: State → LGA → Area → Hotel → Revenue Head → Assessment → Demand → Payment → Receipt.

Analytics & PDF Export

The Analytics module tracks visitor traffic to the public site and internal system usage. To export:

1. Go to Analytics in the Super Admin dashboard.
2. Select the date range you want to report on.
3. Review the charts and summaries on-screen.
4. Click Export as PDF.
5. The system generates a beautifully formatted PDF report you can download.

Upload Landing Page Images

1. Go to Administration → Landing Images.
2. You will see all image slots on the landing page (hero, about, features, etc.).
3. Click Upload next to any slot.
4. Select the image file from your computer (JPG, PNG, WebP recommended).
5. Enter alt text for accessibility.
6. Click Save. The landing page updates automatically.

Enumerating Entities

1. Go to Entities → Add New Entity.
2. Enter the business name and trading name.
3. Select the entity category (hotel, restaurant, event centre, etc.).
4. Enter address, LGA, and GPS coordinates (auto-detected on mobile).
5. Enter proprietor and manager contact details.
6. Enter operational details (number of rooms, seating capacity, etc.).
7. Upload a primary photograph of the premises.
8. Click Save & Submit for Verification.

Creating an Assessment

1. Open the entity's profile.
2. Click New Assessment.
3. Select the applicable revenue head.
4. Choose the year and period.
5. The system auto-calculates the amount based on the configured rate.
6. Add any penalty or interest if applicable (back-duty).
7. Attach supporting documents.
8. Save as draft, then submit for review.
9. Once approved, a liability entry is automatically created in the ledger.

Generating Demand Notices

1. Open the entity or the specific liability.
2. Click Generate Demand Notice.
3. Select which liabilities to include (can bundle multiple).
4. Review the auto-generated legal wording.
5. Set the payment deadline.
6. Save. The notice gets a unique serial number.
7. Print or send electronically. Record how it was served for the audit trail.

Recording Payments

1. Go to Payments → Record Payment.
2. Search and select the entity.
3. Enter the payment amount and channel (bank transfer, POS, etc.).
4. Enter the transaction reference and payment date.
5. Upload evidence (receipt, teller, etc.).
6. Allocate the payment to specific outstanding liabilities.
7. Save. The liability ledger updates automatically.
8. A receipt is generated with a unique receipt number.

Field Officer Mobile Mode

The mobile interface is optimized for use during on-site inspections:

1. Sign in on your mobile device.
2. Tap Field Mode from the dashboard.
3. Search for the entity by name or scan its QR code.
4. Review current registration and liability status.
5. Tap Start Inspection.
6. Record observed rooms, capacity, occupancy, operational status.
7. Take photos of the premises (the app uses your camera directly).
8. Note any discrepancies from what was previously declared.
9. Optionally recommend an updated assessment.
10. Submit the inspection. It's saved with GPS coordinates and timestamp.

Enforcement Actions

The enforcement workflow escalates in structured stages:

1. Reminder Letter — first friendly reminder
2. Final Demand — formal warning with deadline
3. Seal Notice — notice of impending premises sealing
4. Premises Sealed — physical enforcement
5. Court Action — legal proceedings
6. Garnishee Order — bank account attachment

Each action requires supervisor approval and creates a permanent audit record. Enforcement can be suspended if payment is made or a dispute is filed.

Viewing Your Liabilities

After signing in as an entity owner, you can:

• See a summary of all outstanding liabilities
• See the total amount due, broken down by revenue head
• Click any liability to view its legal basis and assessment details
• Download demand notices as PDF
• View your complete payment history

Making Payments

1. Sign in to your account.
2. Go to My Liabilities.
3. Select one or more liabilities you want to pay.
4. Click Pay Now.
5. Choose your payment method.
6. Complete the payment through the selected channel.
7. Return to the portal to view your receipt.
8. Download or print the receipt.

Filing a Dispute

If you believe an assessment is incorrect:

1. Open the disputed liability or demand notice.
2. Click File Dispute.
3. Explain the basis of your dispute.
4. Attach supporting documents (receipts, correspondence, etc.).
5. Submit. The liability is marked as disputed and enforcement is suspended.
6. A reviewer will respond within the statutory timeframe.

Leakage Detection

NASHRA continuously scans the data for patterns that suggest revenue leakage:

• Registered hotels that have never paid anything
• Entities with repeated partial payments
• Assessments significantly lower than the entity's observed capacity
• Duplicate entity records that should be merged
• Entities operating without registration
• Expired registrations still generating revenue
• Entities whose historical liability was much higher than recent
• Geographical areas with unusually low collection
• Officers with suspicious collection patterns

Every detected pattern becomes an alert for supervisor review.

Reviewing Alerts

1. Go to Intelligence → Alerts.
2. Filter by severity (high, medium, low) and type.
3. Click any alert to see the underlying data snapshot.
4. Investigate: view the entity, its payments, its assessments.
5. Record your review notes and the action you took.
6. Mark as reviewed to clear it from the queue.

Frequently Asked Questions

Glossary

Assessment

The formal calculation of tax owed by an entity for a specific revenue head and period.

Back-Duty

Tax liabilities from prior years that were not previously assessed or paid.

Demand Notice

A formal, legally-worded document served on an entity requiring it to pay a specified sum by a stated deadline.

Liability

An amount an entity owes, recorded in the ledger. Created by an approved assessment.

Reconciliation

The process of matching recorded payments against government bank account statements to confirm actual receipt.

Revenue Head

A named, coded revenue category (e.g. "Economic Development Levy") linked to a statutory instrument.

Statutory Instrument

The specific law, regulation, gazette entry or ministerial order authorizing a revenue charge.

TIN

Taxpayer Identification Number — unique identifier for a tax-paying entity.

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