Ritzie Edson V Lamina

ACCOUNTING FUNCTIONAL DESIGN DOCUMENT LAND REGISTRATION AUTHORITY 1 VERSION CONTROL ........................................................................................................................................ 3 INTRODUCTION ............................................................................................................................................. 4 PURPOSE OF USER MANUAL ...................................................................................................................... 4 PROJECT APPROACH .................................................................................................................................. 4 USING THE APPLICATION................................................................................................................................ 5 APPLICATION LINK..................................................................................................................................... 5 SCREEN LAYOUT ........................................................................................................................................ 5 SEARCH RECORD ....................................................................................................................................... 5 APPLICATION LOGIN ...................................................................................................................................... 7 LOGIN SCREEN........................................................................................................................................... 7 WELCOME SCREEN .................................................................................................................................... 7 SYSTEM LOG OUT ...................................................................................................................................... 8 SYSTEM MENU ............................................................................................................................................... 9 ACCOUNTING MENU ................................................................................................................................. 9 OTHER TABLES ............................................................................................................................................. 11 SUBSIDIARY LEDGER ................................................................................................................................ 11 PRO FORMA ENTRIES ................................................................................................................................... 12 DISBURSEMENT VOUCHER ........................................................................................................................... 13 PREPARATION ......................................................................................................................................... 13 STEP 01 – CLAIMANT CREATE DV RECORD ....................................................................................... 13 STEP 02 – SUPERVISOR CERTIFY DV RECORD ................................................................................... 14 STEP 03 – ORS ENCODER LINKS ORS TO DV RECORD ........................................................................ 15 STEP 04 – DV ENCODER UPDATES DV RECORD / ADD DEDUCTIONS and ACCOUNTING ENTRIES ........ 15 STEP 05 – DV REVIEWER REVIEW/APPROVES DV ............................................................................. 19 STEP 06 – DV APPROVER B REVIEW/APPROVES DV ......................................................................... 20 STEP 07 – DV APPROVER C REVIEW/APPROVES DV BASED ON DV AMOUNT .................................... 20 APPROVED ...................................................................................................... ERROR! BOOKMARK NOT DEFINED. LIQUIDATION REPORT .................................................................................................................................. 22 PREPARATION ......................................................................................................................................... 22 STEP 01 – CLAIMANT CREATES LIQUIDATION RECORD ..................................................................... 22 STEP 02 – SUPERVISOR CERTIFIES LIQUIDATION RECORD................................................................. 23 STEP 03 – DV ENCODER REVIEWS / AUDIT LIQUIDATION REPORT .................................................... 24 STEP 04 – BOOKKEEPING CREATES ACCOUNTING ENTRIES / SL TRANSACTION ENTRIES .................... 26 STEP 05 – APPROVER APPROVES LIQUIDATION REPORT .................................................................. 28 APPROVED ...................................................................................................... ERROR! BOOKMARK NOT DEFINED. JOURNAL ENTRY VOUCHER .......................................................................................................................... 30 PREPARATION ......................................................................................................................................... 30 STEP 01 – USER CREATES JEV RECORD ............................................................................................. 30 STEP 02 – APPROVER B APPROVE THE RECORD ............................................................................... 32 APPROVED ...................................................................................................... ERROR! BOOKMARK NOT DEFINED. NOTICE OF ORS ADJUSTMENT ...................................................................................................................... 34 PREPARATION ......................................................................................................................................... 34 STEP 01 – CREATE NORSA RECORD.................................................................................................. 34 STEP 02 – REVIEWER CERTIFIES THE NORSA RECORD ....................................................................... 35 STEP 02 – APPROVER B APPROVES RECORD .................................................................................... 35 STEP 04 – BUDGET APPROVER VERIFIES NORSA .............................................................................. 36 VERIFIED ......................................................................................................... ERROR! BOOKMARK NOT DEFINED. NOTICE OF CASH ALLOCATION...................................................................................................................... 37 PREPARATION ......................................................................................................................................... 37 STEP 01 - CREATE NCA RECORD....................................................................................................... 37 STEP 02 – NCA APPROVAL .............................................................................................................. 40 VERSION CONTROL Version Date 0.1 05/10/2022 0.2 07/14/2022 Prepared By Ritzie Edson V. Lamina Ritzie Edson V. Lamina Remarks Initial Draft Updated Functionalities INTRODUCTION PURPOSE OF USER MANUAL To provide guide to the users in accounting related functionalities of FMIS-LRA, which covers the following module:  Disbursement Voucher  Liquidation Report  Journal Entry Voucher  Debit/Credit Memo  Notice of Cash Allocation  Notice of ORS Adjustment  Accounting Libraries PROJECT APPROACH The project used a combination of AGILE methodology and Prototyping in developing the system. It will have releases or Phases during the development. Prototyping sessions will also be scheduled to get a quick turn around on comments and suggestion on the system design and implementation. USING THE APPLICATION APPLICATION LINK Application can be access via this link: SCREEN LAYOUT Screens are presented three (3) ways, Two (2) List Screens and a Data Entry Screen. List Screen displays all the content of the table and allows user to press ADD NEW or the Edit icon Both of these screens are List views. It will differ on the tables the user is accessing Data Entry screens are used to add new record or update an existing one By default, list screen will display 20 records per page, this can be changed by clicking on the Display setting on the right top portion of the screen. It will also show the number of records for that table. Data Entry Screen display a single record for adding new record by clicking on the ADD NEW button or updating an existing one by clicking on the Edit icon beside the record to be updated. It will open a data entry screen. SAVE button will save the on-screen record RESET button will remove or erase all on-screen information CANCEL button will close the screen without saving the record page By default, list screen will display 20 records per SEARCH RECORD User can search for a particular record or a group of records 1. User can enter a search key word, click the search icon. The application will search for that key word in all fields 2. User may also search or filter record/s by clicking on the Show Search Option icon and selecting either Show Search Screen or Show Search Panel. Advance Search will open a new Search screen a. Enter the value in the field to search. Combination of fields can also be used b. By default, the comparison operator is CONTAIN. This can be change by clicking on the dropdown list per field. It will display all available comparison operators. c. Click Search button to begin search/filter process. Click Reset to remove all entered values. Click Back to List to go back to the List view d. Display will be filtered based on the entered search criteria 3. Search Panel By selecting the Search Panel, it will display the initial search panel below the menu Click the 3 dots button and selecting Show Option, will display the available comparison operators To add or change the search field, click SEARCH IN drop down button to list all available fields for that table. One or more fields can be selected Click the X beside the field to remove that field APPLICATION LOGIN LOGIN SCREEN User need to login to the application using their assigned username and password. This is just a temporary login screen Note: There are two required fields you need to populate – USERNAME and PASSWORD. Password entry is masked by *. Error message appears if you user enters invalid values or no values entered. WELCOME SCREEN Once the correct and valid username and password are entered, the user is diected to a landing page. It shows the menu options available depending on the user’s access MANAGE ACCOUNT Upon successful login, the username is displayed on the upper right side of the screen. The user may also change the password by clicking on the username displayed and selecting Update Password. Select Change password option. It will open a data entry screen The user only need to enter the current password together with the New password and Confirm Password. An error will display when old password is invalid or the two new values does not match each other. SYSTEM LOG OUT The user may choose to sign- out of the system. This is done simply by clicking on the username username and select LOG OUT option SYSTEM MENU The menu option available depends on the role/s of the user. ADMIN can access all tables including users and admin area while NON-ADMIN have limited menu options. Some screens only allowed read only access to the tables ACCOUNTING MENU Disbursement Voucher [Preparation and Approved] Liquidation Report [Preparation and Approved] Booking On-hold DV Accounting Entries NoticeofofORS CashAdjustment Allocation [Preparation and Verified] Notice Journal Entry Voucher [Preparation and Approved] Subsidiary Ledger Pro-forma entries [Default Accounting Entries] Menu can also be accessed using the option above the screen. Click on the Legal Basis and it will show the available menu option under Library. Click on the Library and it will show the other menu options USER ROLES ROLE DVUser DVApproverA DVEncoder DVReviewer DVApproverB DVApproverC Bookeeper DESCRIPTION 1. User can view, search, add new, update existing, cancel DV record 2. User can view, search, add new, update existing, cancel Liquidation report 1. User can view, search and update DV and Liquidation Report 2. User can SUBMIT DV and Liquidation Report 1. User can view, search and update DV and Liquidation Report 2. User can add Tax and Non-Tax Deductions 3. User can add Supporting Documents 4. User can add Accounting Entries 5. User can add SL transaction entries 6. User can create JEV entries, NCA, NORSA 7. User can SUBMIT DV, JEV, NCA, NORSA and Liquidation Report 1. User can view, search and approve existing transactions 1. User can view, search and approve existing transactions 1. User can view, search and approve existing DV transactions 1. User can add Accounting Entries 2. User can add SL transaction entries 3. User can create JEV entries OTHER TABLES As of now, only Users with certain roles can add or edit the content of the Subsidiary Ledger and Pro-forma tables. Other users can search and view the records. SUBSIDIARY LEDGER Subsidiary Ledger table contains the information to be used in creating SL transactions. This are for Object Code requiring SL entries 1. Select SUBSIDIARY LEDGER menu option 2. This will open the list view 3. Click on the ADD NEW button to add a new record. This will open a blank data entry screen 4. Select the Subsidiary Type 5. Select the Object Code. A list of ACTIVE Object codes is available 6. Based on the Object Code selected, Sub-object code and Description are auto populated 7. Enter Sub Account code and Sub account description 8. Complete the SL Code by entering the last digits of the code 9. Enter SL Description 10. Depending on the SL Type, populate the related fields 11. Click on the SAVE button to save the record PREREQUISITE 1. There must be active records in Object Code table ACCEPTANCE CRITERIA 1. User must be able to add and edit the records depending on his access. 2. A blank data entry screen must be available when the button is clicked. 3. User must be able to select the subsidiary ledger type 4. User must be able to enter the Object Code and Description 5. User must be able to enter other relevant fields 6. User must be able to save the record by clicking on the save button 7. User must be able to edit the record by clicking on the Edit icon PRO FORMA ENTRIES This are the default accounting entries for all transactions 1. Click on the Pro-Forma Entries menu option under the Library Menu. The list view opens 2. To create header record a. Click on the ADD NEW button to add a new record. This will open a blank data entry screen b. Select the Transaction Type c. Enter the Short Description d. Click SAVE button to save the record 3. To edit the header a. Click on the EDIT icon on the record to be updated 4. To view / add / update details records a. Click on the DETAILS LINK on the record b. The Pre-forma detail screen opens c. To add new detail record i. Click on the ADD NEW button. A new data entry screen opens ii. Select the Object Code. A list of ACTIVE Object Code records in available when the Select link on the bottom of the field is clicked iii. Enter Responsibility Center code iv. Select either DEBIT or CREDIT v. Click on the SAVE button to save the detail record d. To edit record i. Click on the EDIT icon ii. Update records iii. Click SAVE button to save record 5. To delete the detail record/s a. Click on the Check Box beside the record to be deleted b. DELETE button becomes enabled c. Click on the DELETE button d. Confirm deletion e. Record/s is/are deleted PREREQUISITE 1. There must be active Object code records 2. Object code must include the SL required field. This will be the basis if the object code requires SL code when creating Accounting Entries ACCEPTANCE CRITERIA 1. User must be able to add new pro-forma header record 2. User must be able to select the Transaction Type 3. User must be able to enter the Short Description that identifies the record 4. User must be able to save the record by clicking on the SAVE button 5. User must be able to add the details by clicking on ADD NEW button on the detail screen 6. User must be able to select the Object UACS Code 7. User must be able to select Responsibility Center 8. User must be able to select either Debit or Credit 9. User must be able to save the record by clicking on the SAVE button 10. User must be able to enter multiple records per header record 11. User must be able to edit the record by clicking on the Edit icon DISBURSEMENT VOUCHER PREPARATION In accounting terms, a disbursement, also called a cash disbursement or cash payment, refers to a wide range of payment types made in a specific period, including interest payments on loans and operating expenses. It can refer to cash payments, electronic fund transfers, checks and other forms of payment STEP 01 – CLAIMANT CREATE DV RECORD 1. Log-in as user with DV User role 2. Selects DISBURSEMENT VOUCHER / PREPARATION menu option 3. A list of DV header records is displayed created by user CLAIMANT CREATES DV RECORD HEADER 1. Click on the ADD NEW button to create new header. A blank data entry screen opens 2. Select the transaction nature. A drop-down list of available transaction nature records 3. Select Transaction Type. Default is LRA. This selection determines the DV numbering sequence 4. Enter Claim Amount 5. Select DV Payee by clicking on the Select link under the field. A list of ACTIVE Payee records available 6. TIN number is auto-populated based on the selected payee 7. Select if the DV is VAT Exempt. If not sure, leave it blank 8. Enter the required Particulars 9. Click on the SAVE button to save the header record 10. The record is now added to the list 11. Add document screen auto opens ADD SUPPORTING DOCUMENT 1. If Add Document screen did not auto open, click on the DETAILS link on the header record 2. Click ADD DOCUMENT button to add new supporting document. A new data entry screen opens 3. Select the Document Name. A list of ACTIVE records from the Supporting Document table is available 4. Enter Document Number 5. User uploads the soft copy of the document 6. Click ADD FILES button 7. File explorer screen opens. Select the file to upload. Limit filename of file to less than 50 characters 8. Click SAVE to save the record 9. Repeat step b to I to add additional supporting document TO SUBMIT THE DV RECORD 1. Once a supporting document is added and save, a SUBMIT button becomes available 2. Click on the SUBMIT/APPROVE button 3. A parameter screen opens 4. Select the supervisor’s name on the Submit To field. A list of users with SUPERVISOR role is available 5. Click on OK to confirm submission 6. Status updated to SUBMITTED TO CANCEL THE DV RECORD 1. Click on the CANCEL button 2. A parameter screen opens 3. Enter the required Remarks 4. Click on OK to confirm cancellation 5. Status is updated to CANCELLED 6. Status is updated to CANCELLED PREREQUISITE 1. There must be active transaction nature records in the DV Type library 2. There must be active Payee records 3. There must be active Supporting Document record type ACCEPTANCE CRITERIA 1. Claimant must be able to search and view DV records 2. Claimant must be able to create a new DV record 3. Claimant must be able to select the transaction nature 4. Claimant must be able to select if the DV if for LRA or CARP 5. Claimant must be able to select Payee. TIN number is auto-populated based on the entered Payee 6. Claimant must be able to enter Claim Amount 7. Claimant must be able to select the optional VAT exempt field. It is either YES or NO 8. User must be able to enter the required particulars 9. User must be able to save the header by clicking on the SAVE button 10. User must be able to edit the header by clicking on the Edit icon on the record 11. User must be able to see the details by clicking on the DETAILS link on the record 12. User must be able to add documents by clicking on the ADD DOCUMENT button on the details screen 12.1. User must be able to select the Document Name. A drop-down list is available 12.2. User must be able to attach a soft copy of the document 12.3. User must be able to save the attachment by clicking on the SAVE button 12.4. User must be able to add multiple documents 13. Upon adding a document, the SUBMIT/APPROVE and CANCEL buttons must be available 14. User must be able to CANCEL the DV 14.1. User must be able to cancel the DV by clicking on the Cancel button 14.2. User must be able to enter the reason for the cancellation 14.3. User must be able to confirm the cancellation by clicking OK button in the parameter screen 14.4. System must update the status to CANCELLED 15. User must be able to SUBMIT the DV 15.1. User must be able to submit the DV by clicking on the SUBMIT/APPROVE button 15.2. User must select the user who will approve the DV 15.3. User must be able to confirm submission by clicking the OK button on the parameter screen 15.4. System must update the status to SUBMITTED STEP 02 – SUPERVISOR CERTIFY DV RECORD 1. Log-in as user with DV Approver A role 2. Selects DISBURSEMENT VOUCHER / PREPARATION menu option 3. A list of DV header records is displayed for approval of the user 4. Click the DETAILS link on the record to be Certified 5. Review records and check completeness of attached documents 6. User must be able to REVERT the DV 6.1. User must be able to revert the DV by clicking on the Revert button 6.2. User must be able to enter the reason for the reversion 6.3. User must be able to confirm the reversion by clicking OK button in the parameter screen 6.4. System must update the status to REVERTED TO USER 7. User must be able to SUBMIT the DV 7.1. User must be able to submit the DV by clicking on the SUBMIT/APPROVE button 7.2. User must be able to confirm submission by clicking the YES button in the parameter screen 7.3. System must update the status to SUBMITTED TO BUDGET PREREQUISITE 1. There must be SUBMITTED DV assigned to the supervisor ACCEPTANCE CRITERIA 1. User must be able to see the DV for his approval 2. User must be able to view the details by clicking on the Details link 3. There must be SUBMIT/APPROVE and REVERT buttons 4. User must be able to select Approve / Revert / Cancel the DV by clicking on the Approve/Revert button 5. On the parameter screen, user must be able to approve, revert or cancel by selecting the correct option in the Action Item 5.1. User must enter the remarks if the Action is Revert or Cancel. No remarks for Approve 5.2. System must update the record status to REVERTED TO USER if action option is Revert 5.3. System must update the record status to CANCELLED if action option is Cancel 5.4. System must update the record status to SUBMITTED TO BUDGET if action option is Approve STEP 03 – ORS ENCODER LINKS ORS TO DV RECORD 1. This is for Budget users 2. Budget will either link the ORS to the DV or indicate that NO ORS required for the DV 3. Budget can either APPROVE or REVERT the DV 4. For REVERT, status is updated to REVERTED TO REQUESTING OFFICE 5. For APPROVE, status is updated to BUDGET APPROVED * This process is under the Budget module STEP 04 – DV ENCODER UPDATES DV RECORD / ADD DEDUCTIONS and ACCOUNTING ENTRIES 1. Log-in as user with DV Encoder role 2. Selects DISBURSEMENT VOUCHER / PREPARATION menu option 3. A list of DV header records is displayed for AUDIT 4. Update the DV header by clicking on the EDIT icon on top of the record header 5. Update the Mode of Payment, Accounting Period and VAT Exempt fields 6. Validate Transaction Type is checked correctly 7. Click SAVE button to save changes. 8. Click the DETAILS link on the DV Header. A new screen opens 9. Screen shows the details of the DV with the Claim Amount and Net Due after deduction TO REVERT DV RECORD 1. Click on the REVERT button 2. Enter required Remarks 3. Click OK to confirm record reversion 4. Status updated to REVERTED TO BUDGET USER ENTERS TAX DEDUCTION RECORD 1. Click on Tax Deduction tab 2. Click on ADD NEW button. Data entry screen opens 3. Select ATC code. A list of ACTIVE ATC code is available by clicking on the Select link below the field 4. Select Object Code UACS. A list of ACTIVE Object code is available by clicking the Select link below the field 5. Enter Tax Rate and Tax Field 6. Click SAVE button to save record 7. Repeat steps b to f for any additional tax deductions 8. DV Total Taxable amount is auto calculated 9. Click Reload screen to display DV Total Taxable amount USER ENTERS NON-TAX DEDUCTION RECORD 1. Click on Non-Tax Deduction tab 2. Click on ADD NEW button 3. Select Object Code UACS. A list of ACTIVE Object code is available by clicking the Select link below the field 4. Enter Amount 5. Click SAVE button to save record 6. Repeat steps b to e for any additional non-tax deductions 7. DV Total Non-Taxable amount is auto calculated 8. Click Reload screen to display DV Total Non-taxable amount USER ENTERS ADDITIONAL SUPPORTING DOCUMENT IF NEEDED 1. Click on Supporting Documents tab 2. It shows the supporting documents submitted by the claimant 3. Click on ADD NEW button 4. Select Document Name. A list of ACTIVE Document Name is available by clicking the Select link below the field 5. Enter Document No 6. User has the option to upload a document by clicking on the ADD FILES button 7. Click SAVE button to save record 8. DV Total Non-Taxable amount is auto calculated USER ENTERS ACCOUNTING ENTRIES 1. User has the option to enter accounting entries manually or generate default accounting entries from the pro-forma table 2. To enter accounting entries manually a. Click on the Add New button; a new screen opens b. Accounting Entries and Responsibility center code are auto-populated c. Select the object code. Click on the Select link below the field to show a list of available object codes d. Enter either Debit or Credit amount e. Click on Save button to save record 3. To generate default accounting entries a. Click on the Generate Default Accounting Entries button b. Select Transaction Type. A drop-down list of Available pro-forma header records c. Select Short Description. A drop-down list of Available description based on the selected Transaction Type d. Select Accounting Period. A drop-down list of OPEN Accounting period is available e. Click OK f. Accounting entries added to the DV g. Update Accounting entries h. Those with button in the SL columns signifies that the accounting entries required SL transaction entries i. Records can still be deleted by clicking on the check box beside the record. Click on the DELETE button j. Accounting entries are created but not yet booked USER ENTERS SL TRANSACTION ENTRIES 1. There are object codes that requires SL transaction 2. On the Default Accounting Entries, click on the SL button [Blue button beside the Object code] 3. User has the option to Import or Add record manually 4. To add record manually a. Click ADD NEW button b. Select SL Code. A list of SL Code is available c. Enter Amount and other relevant fields d. Click SAVE button to save the record 5. To import records a. Click on the IMPORT button b. Select the File to import c. Map the Import columns to the table columns d. Click Import e. Records are added f. Update the SL records if necessary USER SUBMIT DV RECORDS 1. User clicks on SUBMIT/APPROVE button 2. User selects the DV Reviewer 3. User clicks OK to confirm submission 4. Status updated to AUDITED PREREQUISITE 1. There must be DV with status BUDGET APPROVED 2. There must be active Fund Category records 3. There must be Accounting Period records with OPEN status 4. There must be active Mode of Payment records 5. There must be active DV Type records 6. There must be active Payee records 7. There must be active Account Tax Code records 8. There must be active pro-forma records 9. There must be active Object code records 10. There must be active SL records ACCEPTANCE CRITERIA 1. User must be able to see the DVs with status BUDGET APPROVED 2. User must update the header by clicking on the EDIT icon 2.1. User must select the Fund Category 2.2. User must select the Accounting Period and Mode of Payment 2.3. User must select the VAT Exempt value 2.4. User must be able to update all fields 2.5. User must be able to save the changes by clicking on the SAVE button 3. User must be able to see the details of the DV by clicking the Details link on the record 4. User must be able to see 4.1. Claim Amount 4.2. Vatable Amount 4.3. VAT amount 4.4. Total Non-Tax Deduction 4.5. Tax Deduction 4.6. Net Due fields 5. User must be able to add Tax Deduction by clicking the Add New button in the Tax Deduction tab 5.1. User must be able to select the ATC to be used 5.2. User must be able to select the Object Code. Default is- – Due to BIR 5.3. System must auto-populate the Tax Rate based on the ATC selected 5.4. User must be able to update the Tax Rate 5.5. System must be able to update the Tax Base 5.6. User must be able to save the record by clicking on the SAVE button 5.7. Tax Deduction total must be updated to reflect the total tax deduction entered 5.8. User must be able to edit or delete the tax deductions 5.9. User must be able to add multiple ATC records 6. User must be able to add Non-Tax Deduction by clicking the Add New button in the Non-Tax Deduction tab 6.1. User must be able to select the Object code 6.2. User must be able to enter the Amount 6.3. User must be able to save the record by clicking on the SAVE button 6.4. Non-Tax Deduction total must be updated to reflect the total non-tax deduction entered 6.5. User must be able to edit or delete the non-tax deductions 7. User must be able to add documents to the DV 7.1. User must be able to add supporting documents by clicking the Add New button in the Supporting document tab 7.2. User must be able to select the document type 7.3. User must be able to enter the document number 7.4. User must be able to upload a soft copy of the document 7.5. User must be able to save the record by clicking on the SAVE button 7.6. User must be able to add multiple documents 8. User must be able to add accounting entries to the DV 8.1. User must be able to enter accounting entries manually 8.1.1. User must be able to open the data entry screen by clicking on the Add New button 8.1.2. User must be able to see the accounting period and responsibility center fields already filled-up. If no accounting period, user must update the DV record first and update the accounting period field 8.1.3. User must be able to select the object code from a list of available object codes 8.1.4. User must be able to enter either Debit or Credit amount. An error will be raised if no amount entered for both Debit and Credit or amount entered for both Debit and Credit 8.1.5. User must be able to save the record by clicking on the Save button 8.2. User must be able to generate default accounting entries 8.2.1. User must be able to generate default entries by clicking on the GENERATE ENTRIES button 8.2.2. User must be able to select the correct PRO-FORMA entries 8.2.3. System must populate the accounting entries from the details of the select Pro-forma record 8.2.4. User must be able to update the generated default accounting entries 8.3. User must be able to add SL records if the object code required it 8.3.1. User must click on the blue button beside the accounting entries 8.3.2. User must be able to add SL records individually 8.3.2.1. User must click on the Add New button to add individual SL record 8.3.2.2. User must enter the SL Code, SL description is auto-populated 8.3.2.3. User must enter Amount 8.3.2.4. User must enter other relevant fields for SL 8.3.3. User must be able to import the SL records 8.3.3.1. User must select the file to import 8.3.3.2. User must select the columns to upload 8.3.3.3. System must validate the records being imported 9. User must be able to revert the DV 9.1. There must be a REVERT button 9.2. User must be able to revert the DV by clicking on the Revert button 9.3. User must enter the remarks 9.4. User must be able to confirm reversion by clicking on the OK button 9.5. System must update the record status to REVERTED TO BUDGET 10. User must be able to submit the DV 10.1. There must be an SUBMIT/APPROVE button 10.2. User must be able to select the reviewer from a drop-down list of resources with DV Reviewer role 10.3. User must be able to confirm action by clicking on the OK button 10.4. System must update the record status to AUDITED STEP 05 – DV REVIEWER REVIEW/APPROVES DV 1. Log-in as user with DV Reviewer role 2. Selects DISBURSEMENT VOUCHER / PREPARATION menu option 3. A list of DV header records is displayed for REVIEW 4. Click the DETAILS link on the DV Header 5. User reviews entries TO REVERT DV RECORD 1. Click on the REVERT button 2. Enter required Remarks 3. Click OK to confirm reversion 4. Status updated to REVERTED TO ENCODER TO APPROVE DV RECORD 1. Click on the SUBMIT/APPROVE button 2. User select the Approver B from a list of names with DV Approver B role 3. Click OK 4. Status updated to REVIEWED ACCEPTANCE CRITERIA 1. User must be able to see the DV with status AUDITED 2. User must be able to view the details by clicking on the Details link 3. User must be able to Revert the DV 3.1. User must be able to revert the DV by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO ENCODER 4. User must be able approve the DV 4.1. User must be able to select Approve the DV by clicking on the Submit/Approve button 4.2. User must select the name of the next approver 4.3. User must be able to confirm action by clicking on the OK button 4.4. System must update the record status to REVIEWED STEP 06 – DV APPROVER B REVIEW/APPROVES DV 1. Log-in as user with DV Approver B role 2. Selects DISBURSEMENT VOUCHER / PREPARATION menu option 3. A list of DV header records is displayed for REVIEW 4. Click the DETAILS link on the DV Header 5. User reviews entries TO REVERT DV RECORD 1. Click on the REVERT button 2. Enter required Remarks 3. Click OK to confirm reversion 4. Status updated to REVERTED TO REVIEWER TO APPROVE DV RECORD 1. Click on the SUBMIT/APPROVE button 2. User select the next Approver from a list of names with DV Approver C role 3. Click OK 4. Status updated to VERIFIED ACCEPTANCE CRITERIA 1. User must be able to see the DV with status REVIEWED 2. User must be able to view the details by clicking on the Details link 3. User must be able to Revert the DV 3.1. User must be able to revert the DV by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO REVIEWER 4. User must be able approve the DV 4.1. User must be able to select Approve the DV by clicking on the Submit/Approve button 4.2. User must select the name of the next approver 4.3. User must be able to confirm action by clicking on the OK button 4.4. System must update the record status to VERIFIED STEP 07 – DV APPROVER C REVIEW/APPROVES DV BASED ON DV AMOUNT 1. Log-in as user with DV Approver C role 2. Selects DISBURSEMENT VOUCHER / PREPARATION menu option 3. A list of DV header records is displayed for REVIEW 4. Click the DETAILS link on the DV Header 5. User reviews entries TO REVERT DV RECORD 1. Click on the REVERT button 2. Enter required Remarks 3. Click OK to confirm reversion 4. Status updated to REVERTED TO VERIFIER TO APPROVE DV RECORD 1. Click on the SUBMIT/APPROVE button 2. Click YES to confirm approval 3. Status updated to APPROVED ACCEPTANCE CRITERIA 1. User must be able to see the DV with status VERIFIED 2. User must be able to view the details by clicking on the Details link 3. User must be able to Revert the DV 3.1. User must be able to revert the DV by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO VERIFIER 4. User must be able approve the DV 4.1. User must be able to select Approve the DV by clicking on the Submit/Approve button 4.2. User must be able to confirm action by clicking on the YES button 4.3. System must update the record status to APPROVED LIST Displays all DVs 1. User selects DISBURSEMENT VOUCHER / LIST menu option 2. A list of All DV is displayed 3. User can search and filter records by searching and entering Search Criteria 4. No update Allowed for Approved DV ACCEPTANCE CRITERIA 1. User must be able to view all DVs 2. System must provide screen to view the DV 3. All records are read only LIQUIDATION REPORT PREPARATION In accounting terms, LIQUIDATION REPORT (LR) INSTRUCTIONS. A. The LR shall be used to liquidate cash advances for travel and related expenses by the employees/officers concerned of the agency/entity STEP 01 – CLAIMANT CREATES LIQUIDATION RECORD 1. Log-in as user with DV User role 2. Selects LIQUIDATION / PREPARATION menu option 3. A list of LIQUIDATION header records is displayed created by user ADD DETAILS 1. Click on the DETAILS link on the header record 2. Click ADD NEW button to add new supporting document 3. A new data entry screen opens 4. Enter Particulars and Amount 5. Click SAVE to save the record 6. Repeat step b to e for any additional details ADD SUPPORTING DOCUMENT 1. Click on the DETAILS link on the header record 2. Click ADD NEW button to add new supporting document 3. A new data entry screen opens 4. Select the Document Name. A list of ACTIVE records from the Supporting Document table is available 5. Enter Document Number 6. User has the option to upload the soft copy of the document 7. Click ADD FILES button 8. File explorer screen opens. Select the file to upload 9. Click SAVE to save the record 10. Repeat step b to I to add additional supporting document TO SUBMIT THE LIQUIDATION RECORD 1. Click on the SUBMIT/APPROVE button 2. A parameter screen opens 3. Select the supervisor’s name on the Submit To field. A list of users with DV APPROVER A role is available 4. Click on OK to confirm submission 5. Status updated to SUBMITTED TO CANCEL THE LIQUIDATION RECORD 1. Click on the CANCEL button 2. Enter the required Remarks in the Parameter screen 3. Click on OK to confirm cancellation 4. Status is updated to CANCELLED PREREQUISITE 1. There must be approve Cash Advance active transaction nature records in the DV Type library 2. There must be active Fund Category records 3. There must be active Supporting Document type records ACCEPTANCE CRITERIA 1. User must be able to search and view Liquidation Report records 2. Claimant must be able to create a new Liquidation Report record 2.1. User must be able to select the Cash Advance DV 2.2. System must auto-populate the Cash Advance Amount and Fund Category based on selected DV 2.3. User must be able to select if for LRA or CARP 2.4. User must be able to enter the OR No and Amount 2.5. User must be able to save the header by clicking on the SAVE button 3. User must be able to add the details 3.1. User must click on the Add New button to add new details 3.2. User must enter Particulars and Amount 3.3. User must be able to save the record by clicking on the SAVE button 4. User must be able to add documents 4.1. User must click on the Add New button in the Supporting Document tab to add new document 4.2. User must be able to select the Document Name. A drop-down list is available 4.3. User must be able to attach a soft copy of the document 4.4. User must be able to save the attachment by clicking on the SAVE button 4.5. User must be able to add multiple documents 5. User must be able to CANCEL the record 5.1. User must be able to cancel the record by clicking on the Cancel button 5.2. User must be able to enter the reason for the cancellation 5.3. User must be able to confirm the cancellation by clicking OK button in the parameter screen 5.4. System must update the status to CANCELLED 6. User must be able to SUBMIT the record 6.1. User must be able to submit the record by clicking on the SUBMIT/APPROVE button 6.2. User must select the user who will approve the record 6.3. User must be able to confirm submission by clicking the OK button on the parameter screen 6.4. System must update the status to SUBMITTED STEP 02 – SUPERVISOR CERTIFIES LIQUIDATION RECORD 1. Log-in as user with DV Approver A role 2. 3. 4. 5. Selects LIQUIDATION / PREPARATION menu option A list of DV header records is displayed for approval of the user Click the DETAILS link on the record to be Certified Review records and check completeness of attached documents TO REVERT TO CLAIMANT 1. Click on the REVERT button 2. Remarks field is REQUIRED 3. Click on OK to confirm reversion 4. Status updated to REVERTED TO USER TO APPROVE LIQUIDATION REPORT 1. Click on the SUBMIT/APPROVE button 2. Click on YES button to confirm approval 3. Status updated to REVIEWED ACCEPTANCE CRITERIA 1. User must be able to see the LR with status SUBMITTED 2. User must be able to view the details by clicking on the Details link 3. User must be able to Revert the LR 3.1. User must be able to revert the LR by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO USER 4. User must be able approve the LR 4.1. User must be able to Approve the LR by clicking on the Submit/Approve button 4.2. User must be able to confirm action by clicking on the YES button 4.3. System must update the record status to REVIEWED STEP 03 – DV ENCODER REVIEWS / AUDIT LIQUIDATION REPORT 1. Log-in as user with DV Encoder role 2. Selects LIQUIDATION / PREPARATION menu option 3. A list of LIQUIDATION header records is displayed for audit 4. Click the DETAILS link on the record 5. Review records and check completeness of attached documents 6. Click on the Details tab 7. Edit the record by clicking on the EDIT icon. 8. Enter Audited amount and Remarks 9. Claim Amount on the header is updated based on the total Details amount 10. Click SAVE to save changes TO REVERT BACK TO SUPERVISOR 1. Click on the REVERT button 2. Remarks field is REQUIRED 3. Click on OK to confirm reversion 4. Status updated to REVERTED TO REQUESTING OFFICE TO APPROVE RECORD 1. Click on the SUBMIT/APPROVE button 2. Click YES to confirm approval 3. Status updated to AUDITED ACCEPTANCE CRITERIA 1. User must be able to see the LR with status REVIEWED 2. User must be able to view the details by clicking on the Details link 3. User must update the Audited Amount in the Details tab 3.1. User must update a particular record by clicking on the Edit icon of that record 3.2. User must enter the Audited Amount 3.3. User must be able to save the record by clicking on the Save button 4. User must be able to Revert the LR 4.1. User must be able to revert the LR by clicking on the Revert button 4.2. User must enter the remarks 4.3. User must be able to confirm action by clicking on the OK button 4.4. System must update the record status to REVERTED TO REQUESTING OFFICE 5. User must be able approve the LR 5.1. User must be able to Approve the LR by clicking on the Submit/Approve button 5.2. User must be able to confirm action by clicking on the YES button 5.3. System must update the record status to AUDITED STEP 04 – BOOKKEEPING CREATES ACCOUNTING ENTRIES / SL TRANSACTION ENTRIES 1. Log-in as user with Bookkeeper role 2. Selects LIQUIDATION / PREPARATION menu option 3. A list of LIQUIDATION header records is displayed 4. Click the DETAILS link on the record for accounting entries USER CREATES ACCOUNTING ENTRIES 1. Click Accounting Entries TAB 2. User has the option to enter accounting entries manually or generate default accounting entries from the pro-forma table 3. To enter accounting entries manually a. Click on ADD NEW button on the Accounting Entries tab b. Enter Required fields c. Click SAVE button to save updates 4. To generate default accounting entries a. Click on the Generate Default Accounting Entries button b. Select Transaction Type. A drop-down list of Available pro-forma header records c. Select Short Description. A drop-down list of Available description based on the selected Transaction Type d. Select Accounting Period. A drop-down list of OPEN Accounting period is available e. Click OK f. Accounting entries added to the DV g. Update Accounting entries h. Those with button in the SL columns signifies that the accounting entries required SL transaction entries i. Records can still be deleted by clicking on the check box beside the record. Click on the DELETE button USER ENTERS SL TRANSACTION ENTRIES 1. There are object codes that requires SL transaction entries. 2. On the Default Accounting Entries, click on the SL button [Blue button beside the Object code] 3. User has the option to Import or Add record manually 4. To add record manually 1. Click ADD NEW button 2. Select SL Code. A list of SL Code is available 3. Enter Amount and other relevant fields 4. Click SAVE button to save the record 5. To import records a. Click on the IMPORT button b. Select the File to import c. Map the Import columns to the table columns d. Click Import e. Records are added f. Update if necessary TO REVERT TO ENCODER 1. Click on the REVERT button 2. Remarks field is REQUIRED 3. Click on OK to confirm reversion 4. Status updated to REVERTED TO ACCOUNTING TO APPROVE DV 1. Click on the SUBMIT/APPROVE button 2. Click on YES button 3. Status updated to BOOKED PREREQUISITE 1. There must be a Liquidation Report with AUDITED status 2. There must be active Pro-forma records if Generate button is clicked 3. There must be active Object Code records 4. There must be active SL records ACCEPTANCE CRITERIA 1. User must be able to see the Liquidation Report with status AUDITED 2. User must be able to add accounting entries to the DV 2.1. User must be able to enter accounting entries manually 2.1.1. User must be able to open the data entry screen by clicking on the Add New button 2.1.2. User must be able to see the accounting period and responsibility center fields already filled-up. If no accounting period, user must update the LR record first and update the accounting period field 2.1.3. User must be able to select the object code from a list of available object codes 2.1.4. User must be able to enter either Debit or Credit amount. An error will be raised if no amount entered for both Debit and Credit or amount entered for both Debit and Credit 2.1.5. User must be able to save the record by clicking on the Save button 2.2. User must be able to generate default accounting entries 2.2.1. User must be able to generate default entries by clicking on the GENERATE ENTRIES button 2.2.2. User must be able to select the correct PRO-FORMA entries 2.2.3. System must populate the accounting entries from the details of the select Pro-forma record 2.2.4. User must be able to update the generated default accounting entries 2.3. User must be able to add SL records if the object code required it 2.3.1. User must click on the blue button beside the accounting entries 2.3.2. User must be able to add SL records individually 2.3.2.1. User must click on the Add New button to add individual SL record 2.3.2.2. User must enter the SL Code, SL description is auto-populated 2.3.2.3. User must enter Amount 2.3.2.4. User must enter other relevant fields for SL 2.3.3. User must be able to import the SL records 2.3.3.1. User must select the file to import 2.3.3.2. User must select the columns to upload 2.3.3.3. System must validate the records being imported 3. User must be able to Revert the LR 3.1. User must be able to revert the LR by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO ACCOUNTING 4. User must be able approve the LR 4.1. User must be able to Approve the LR by clicking on the Submit/Approve button 4.2. User must be able to confirm action by clicking on the YES button 4.3. System must update the record status to BOOKED STEP 05 – APPROVER APPROVES LIQUIDATION REPORT 1. Log-in as user with DV Approver B role 2. Selects LIQUIDATION / PREPARATION menu option 3. A list of DV header records is displayed for approval of the user 4. Click the DETAILS link on the record to be Certified 5. Review records and check completeness of attached documents TO REVERT TO BOOKKEEPER 1. Click on the REVERT button 2. Remarks field is REQUIRED 3. Click on OK to confirm reversion 4. Status updated to REVERTED TO BOOKKEEPER TO APPROVE RECORD 1. Click on the SUBMIT/APPROVE button 2. Click YES button to confirm Approval 3. Status updated to APPROVED ACCEPTANCE CRITERIA 1. User must be able to see the LR with status BOOKED 2. User must be able to view the details by clicking on the Details link 3. User must be able to Revert the LR 3.1. User must be able to revert the LR by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO BOOKKEEPER 4. User must be able approve the LR 4.1. User must be able to Approve the LR by clicking on the Submit/Approve button 4.2. User must be able to confirm action by clicking on the YES button 4.3. System must update the record status to APPROVED LIST Displays all Liquidation Reports 1. User selects LIQUIDATION REPORT / LIST menu option 2. A list of ALL records is displayed 3. User can search and filter records by searching and entering Search Criteria 4. No update Allowed ACCEPTANCE CRITERIA 1. User must be able to view Liquidation Reports 2. System must provide screen to view the Liquidation Report 3. All records are read only JOURNAL ENTRY VOUCHER PREPARATION STEP 01 – USER CREATES JEV RECORD 1. Log-in as user with Bookkeeper or DV Encoder role 2. Selects JEV / PREPARATION menu option 3. A list of header records is displayed created by user CLAIMANT CREATES A JEV RECORD HEADER 1. Click on the ADD NEW button to create new header 2. A blank data entry screen opens 3. 4. 5. 6. 7. Select Accounting Period. A drop-down list of Open Accounting Period records Select Fund Category Enter required Particulars and optional Remarks Click on the SAVE button to save the header record The record is now added to the list USER CREATES ACCOUNTING ENTRIES 1. Click Accounting Entries TAB 2. User has the option to enter accounting entries manually or generate default accounting entries from the pro-forma table 3. To enter accounting entries manually a. Click on ADD NEW button on the Accounting Entries tab b. Enter Required fields c. Click SAVE button to save updates 4. To generate default accounting entries a. Click on the Generate Default Accounting Entries button b. Select Transaction Type. A drop-down list of Available pro-forma header records c. Select Short Description. A drop-down list of Available description based on the selected Transaction Type d. Select Accounting Period. A drop-down list of OPEN Accounting period is available e. Click OK f. Accounting entries added to the DV g. Update Accounting entries h. Those with button in the SL columns signifies that the accounting entries required SL transaction entries i. Records can still be deleted by clicking on the check box beside the record. Click on the DELETE button USER ENTERS SL TRANSACTION ENTRIES 1. There are object codes that requires SL transaction entries. 2. On the Default Accounting Entries, click on the SL button [Blue button beside the Object code] 3. User has the option to Import or Add record manually 4. To add record manually a. Click ADD NEW button b. Select SL Code. A list of SL Code is available c. Enter Amount and other relevant fields d. Click SAVE button to save the record 5. To import records a. Click on the IMPORT button b. Select the File to import c. Map the Import columns to the table columns d. Click Import e. Records are added f. Update if necessary 8. To SUBMIT the record a. Once a supporting document is added and save, a SUBMIT button becomes available b. Click on the SUBMIT/APPROVE button c. Click on YES button to confirm submission d. Status updated to SUBMITTED 9. To CANCEL the DV record a. Click on the Cancel button b. A parameter screen opens c. Enter the required Remarks d. Click on OK to confirm cancellation e. Status is updated to CANCELLED PREREQUISITE 1. There must be active Accounting Period records 2. There must be active Fund Category records 3. There must be active Pro-forma records if generating default entries 4. There must be active Object code records 5. There must be active SL code records ACCEPTANCE CRITERIA 1. User must be able to search and view JEV records 2. User must be able to create a new JEV record 4.1. User must be able to select Accounting Period 4.2. User must be able to select Fund Category 4.3. User must enter Particular and Reason 4.4. User must be able to save the header by clicking on the SAVE button 5. User must be able to add accounting entries to the JEV 5.1. User must be able to enter accounting entries manually 5.1.1.User must be able to open the data entry screen by clicking on the Add New button 5.1.2.User must be able to see the accounting period and responsibility center fields already filled-up. If no accounting period, user must update the LR record first and update the accounting period field 5.1.3.User must be able to select the object code from a list of available object codes 5.1.4.User must be able to enter either Debit or Credit amount. An error will be raised if no amount entered for both Debit and Credit or amount entered for both Debit and Credit 5.1.5.User must be able to save the record by clicking on the Save button 5.2. User must be able to generate default accounting entries 5.2.1.User must be able to generate default entries by clicking on the GENERATE ENTRIES button 5.2.2.User must be able to select the correct PRO-FORMA entries 5.2.3.System must populate the accounting entries from the details of the select Pro-forma record 5.2.4.User must be able to update the generated default accounting entries 5.3. User must be able to add SL records if the object code required it 5.3.1.User must click on the blue button beside the accounting entries 5.3.2.User must be able to add SL records individually 5.3.2.1. User must click on the Add New button to add individual SL record 5.3.2.2. User must enter the SL Code, SL description is auto-populated 5.3.2.3. User must enter Amount 5.3.2.4. User must enter other relevant fields for SL 5.3.3.User must be able to import the SL records 5.3.3.1. User must select the file to import 5.3.3.2. User must select the columns to upload 5.3.3.3. System must validate the records being imported 37. User must be able to Cancel the JEV 37.1. User must be able to cancel the JEV by clicking on the Cancel button 37.2. User must enter the remarks 37.3. User must be able to confirm action by clicking on the OK button 37.4. System must update the record status to CANCELLED 38. User must be able submit the JEV 38.1. User must be able to submit the JEV by clicking on the Submit/Approve button 38.2. User must be able to confirm action by clicking on the YES button 38.3. System must update the record status to SUBMITTED STEP 02 – APPROVER B APPROVE THE RECORD 1. Log-in as user with DV Approver B role 2. Selects JEV / PREPARATION menu option 3. A list of Header records is displayed for approval of the user 4. Click the DETAILS link on the record to be Approved 5. Review records and check completeness of attached documents TO REVERT 1. Click on the REVERT button 2. Remarks field is REQUIRED 3. Click on OK to confirm reversion 4. Status updated to REVERTED TO ENCODER TO APPROVE DV 1. Click on the SUBMIT/APPROVE button 2. Click YES to confirm approval 3. Status updated to APPROVED ACCEPTANCE CRITERIA 1. User must be able to see the JEV with status SUBMITTED 2. User must be able to view the details by clicking on the Details link 3. User must be able to Revert the JEV 3.1. User must be able to revert the JEV by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO ENCODER 4. User must be able submit the JEV 4.1. User must be able to submit the JEV by clicking on the Submit/Approve button 4.2. User must be able to confirm action by clicking on the YES button 4.3. System must update the record status to APPROVED LIST Displays all JEVs 1. User selects JEV / LIST menu option 2. A list of JEV is displayed 3. User can search and filter records by searching and entering Search Criteria 4. No update Allowed ACCEPTANCE CRITERIA 1. User must be able to view JEV records 2. System must provide screen to view the JEV records 3. All records are read only NOTICE OF ORS ADJUSTMENT PREPARATION STEP 01 – CREATE NORSA RECORD 1. Log-in as user with DV Encoder role 2. Selects NORSA / PREPARATION menu option 3. A list of header records is displayed 4. User creates record header a. Click on the ADD NEW button to create new header b. A blank data entry screen opens c. Select ORS record to adjust. A list of approved ORS records is available d. All fields are auto-populated except Particulars TO and Amount TO e. Enter Particulars TO and Amount TO f. Click SAVE button to save the record g. The record is now added to the list 5. To CANCEL record a. Click on the DETAILS link on the header record b. Click on the CANCEL button c. Enter the required Remarks d. Click on OK to confirm cancellation e. Status is updated to CANCELLED 6. To SUBMIT record a. Click on the DETAILS link on the header record b. Click on the SUBMIT/APPROVE button c. Enter Name of Approver d. Click on OK to confirm submission e. Status is updated to SUBMITTED PREREQUISITE 1. There must be approved ORS records 2. There must be approved Allotment records ACCEPTANCE CRITERIA 1. User must be able to search and view NORSA records 2. User must be able to create a new NORSA record 2.1. User must be able to select ORS No. ORS Date is auto-populated 2.2. All other fields are populated based on the entered ORS No 2.3. User must be able to select PPA Code To, Responsibility Center To, Object of Expenditure To fields 2.4. User must be able to update the Amount 2.5. User must be able to save the record by clicking on the SAVE button 3. User must be able to Cancel the NORSA 3.1. User must be able to cancel the NORSA by clicking on the Cancel button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to CANCELLED 4. User must be able submit the NORSA 4.1. User must be able to submit the NORSA by clicking on the Submit/Approve button 4.2. User must be able to confirm action by clicking on the YES button 4.3. System must update the record status to SUBMITTED STEP 02 – REVIEWER CERTIFIES THE NORSA RECORD 1. Log-in as user with DV Reviewer role 2. Selects LIQUIDATION / PREPARATION menu option 3. A list of header records is displayed for approval of the user 4. Click the DETAILS link on the record to be Certified TO REVERT TO ENCODER 1. Click on the REVERT button 2. Remarks field is REQUIRED 3. Click on OK to confirm reversion 4. Status updated to REVERTED TO ENCODER TO APPROVE DV 1. Click on the SUBMIT/APPROVE button 2. Select Approver B 3. Click on OK to confirm approval 4. Status updated to CERTIFIED CORRECT ACCEPTANCE CRITERIA 1. User must be able to see the records with status SUBMITTED 2. User must be able to view the details by clicking on the Details link 3. There must be an APPROVE/REVERT button 4. User must be able to Revert the NORSA 4.1. User must be able to cancel the NORSA by clicking on the Revert button 4.2. User must enter the remarks 4.3. User must be able to confirm action by clicking on the OK button 4.4. System must update the record status to REVERTED TO ENCODER 5. User must be able submit the NORSA 5.1. User must be able to submit the NORSA by clicking on the Submit/Approve button 5.2. User must be able to confirm action by clicking on the YES button 5.3. System must update the record status to CERTIFIED CORRECT STEP 02 – APPROVER B APPROVES RECORD 1. Log-in as user with DV Approver B role 2. Selects NORSA / PREPARATION menu option 3. A list of header records is displayed for approval of the user 4. Click the DETAILS link on the record to be Approve TO REVERT TO REVIEWER 1. Click on the REVERT button 2. Remarks field is REQUIRED 3. Click on OK to confirm reversion 4. Status updated to REVERTED TO REVIEWER TO APPROVE NORSA 1. Click on the SUBMIT/APPROVE button 2. Select Name of Approver 3. Click on OK 4. Status updated to APPROVED ACCEPTANCE CRITERIA 1. User must be able to see the records with status CERTIFIED CORRECT 2. User must be able to view the details by clicking on the Details link 3. User must be able to Revert the NORSA 3.1. User must be able to cancel the NORSA by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO REVIEWER 4. User must be able submit the NORSA 4.1. User must be able to submit the NORSA by clicking on the Submit/Approve button 4.2. User must be able to confirm action by clicking on the YES button 4.3. System must update the record status to APPROVED STEP 04 – BUDGET APPROVER VERIFIES NORSA 1. NORSA is for Budget Approval a. Upon Budget Approval, Status is updated to VERIFIED b. NORSA can be printed * This is defined in the Budget module LIST Displays all the NORSA records 1. User selects NORSA / LIST menu option 2. A list of NORSA records is displayed 3. User can search and filter records by searching and entering Search Criteria 4. No update Allowed ACCEPTANCE CRITERIA 1. User must be able to view NORSA records 2. System must provide screen to view the verified records 3. All records are read only NOTICE OF CASH ALLOCATION PREPARATION STEP 01 - CREATE NCA RECORD 1. Log-in as user with DV Encoder role 2. Selects NOTICE OF CASH ALLOCATION menu option 3. A list of header records is displayed created 4. Claimant creates a record header a. Click on the ADD NEW button to create new header b. Select Accounting Period. A drop-down list of available Open Accounting period records c. Enter NCA Amount d. Select Fund Category Code. A list of ACTIVE Fund Category records is available e. Select Object Code. A list of ACTIVE object code records available f. Select Payee. A list of ACTIVE payee records available g. Select Bank Account. A list of ACTIVE Bank Accounts is available h. Enter Particulars i. Select Bank. A list of ACTIVE Bank Accounts record is available j. Upload NCA document k. Click on the SAVE button to save the header record l. The record is now added to the list USER CREATES ACCOUNTING ENTRIES 5. Click Accounting Entries TAB 6. User has the option to enter accounting entries manually or generate default accounting entries from the pro-forma table 7. To enter accounting entries manually a. Click on ADD NEW button on the Accounting Entries tab b. Enter Required fields c. Click SAVE button to save updates 8. To generate default accounting entries a. Click on the Generate Default Accounting Entries button b. Select Transaction Type. A drop-down list of Available pro-forma header records c. Select Short Description. A drop-down list of Available description based on the selected Transaction Type d. Select Accounting Period. A drop-down list of OPEN Accounting period is available e. Click OK f. Accounting entries added to the DV g. Update Accounting entries h. Those with button in the SL columns signifies that the accounting entries required SL transaction entries i. Records can still be deleted by clicking on the check box beside the record. Click on the DELETE button USER ENTERS SL TRANSACTION ENTRIES 1. There are object codes that requires SL transaction entries. 2. On the Default Accounting Entries, click on the SL button [Blue button beside the Object code] 3. User has the option to Import or Add record manually 4. To add record manually a. Click ADD NEW button b. Select SL Code. A list of SL Code is available c. Enter Amount and other relevant fields d. Click SAVE button to save the record 5. To import records a. Click on the IMPORT button b. Select the File to import c. Map the Import columns to the table columns d. Click Import e. Records are added, Update if necessary TO SUBMIT NCA 1. Click on the SUBMIT/APPROVED button 2. Click on OK 3. Status updated to SUBMITTED TO CANCEL NCA 1. Click on the REVERT button 2. Enter required reason for cancellation 3. Click on OK 4. Status updated to CANCELLED PREREQUISITE 1. There must be NCA from DBM 2. There must be active Accounting Period records 3. There must be active Fund Category records 4. There must be active Payee records 5. There must be active Bank Account records 6. There must be active Pro-forma records if generating default entries 7. There must be active Object code records 8. There must be active SL code records ACCEPTANCE CRITERIA 1. User must be able to search and view NCA records 2. User must be able to create a new NCA record 2.1. User must be able to select Accounting Period 2.2. User must be able to select Fund Category 2.3. User must be able to select UACS Object Code 2.4. User must be able to select Payee 2.5. User must be able to select Bank Account 2.6. User must be able to enter Particulars 2.7. User must upload the NCA document 2.8. User must be able to save the record by clicking on the Save button 6. User must be able to add accounting entries to the JEV 6.1. User must be able to enter accounting entries manually 6.1.1.User must be able to open the data entry screen by clicking on the Add New button 6.1.2.User must be able to see the accounting period and responsibility center fields already filled-up. If no accounting period, user must update the LR record first and update the accounting period field 6.1.3.User must be able to select the object code from a list of available object codes 6.1.4.User must be able to enter either Debit or Credit amount. An error will be raised if no amount entered for both Debit and Credit or amount entered for both Debit and Credit 6.1.5.User must be able to save the record by clicking on the Save button 6.2. User must be able to generate default accounting entries 6.2.1.User must be able to generate default entries by clicking on the GENERATE ENTRIES button 6.2.2.User must be able to select the correct PRO-FORMA entries 6.2.3.System must populate the accounting entries from the details of the select Pro-forma record 6.2.4.User must be able to update the generated default accounting entries 6.3. User must be able to add SL records if the object code required it 6.3.1.User must click on the blue button beside the accounting entries 6.3.2.User must be able to add SL records individually 6.3.2.1. User must click on the Add New button to add individual SL record 6.3.2.2. User must enter the SL Code, SL description is auto-populated 6.3.2.3. User must enter Amount 6.3.2.4. User must enter other relevant fields for SL 6.3.3. User must be able to import the SL records 6.3.3.1. User must select the file to import 6.3.3.2. User must select the columns to upload 6.3.3.3. System must validate the records being imported 51. User must be able to Cancel the NCA 51.1. User must be able to cancel the NCA by clicking on the Cancel button 51.2. User must enter the remarks 51.3. User must be able to confirm action by clicking on the OK button 51.4. System must update the record status to CANCELLED 52. User must be able submit the NCA 52.1. User must be able to submit the NCA by clicking on the Submit/Approve button 52.2. User must be able to confirm action by clicking on the YES button 52.3. System must update the record status to SUBMITTED STEP 02 – NCA APPROVAL 1. Log-in as user with DV Approver B role 2. Open record detail screen TO REVERT THE RECORD 1. Click on the Revert button 2. Enter the required remarks 3. Click OK 4. Status is updated to REVERTED TO ENCODER TO APPROVE THE RECORD 1. Click SUBMIT/APPROVE button 2. Click YES to the confirmation question 3. Status updated to APPROVED ACCEPTANCE CRITERIA 1. User must be able to see the records with status SUBMITTED 2. User must be able to view the details by clicking on the Details link 3. User must be able to Revert the NCA 3.1. User must be able to cancel the NCA by clicking on the Revert button 3.2. User must enter the remarks 3.3. User must be able to confirm action by clicking on the OK button 3.4. System must update the record status to REVERTED TO ENCODER 4. User must be able submit the NCA 4.1. User must be able to submit the NCA by clicking on the Submit/Approve button 4.2. User must be able to confirm action by clicking on the YES button 4.3. System must update the record status to APPROVED