loan manual2

Loan Management System – Diskette Project User Guide

PREFACE

Purpose

This guide contains instructions for processing the Loan Management System (LMS) Diskette project.

Audience

This guide is intended for use by the company’s personnel/staff responsible in the processing of payments for its employees’ SSS Loans.

How to use this document

This guide is divided into the following chapters:

I Getting Started

The user is advised to go through this chapter before going through the other chapters. This chapter provides general instructions on how to load this application to your PC and how to go through the installation process.

II File Maintenance

The File Maintenance chapter covers instruction on how to copy billing files from diskettes, edit the records, and how to generate diskette output.

III Report Generation

The Report generation chapter introduces the two types of reports provided by the system.

IV Restore Backup

This chapter gives instructions and validation criteria on the restoration of LMS Diskette’s backup file.

Social Security System 1


I. Getting Started

1.1LOGON PROCEDURE

1.Turn on the computer.2.Enter the boot password (optional)3.Enter the Windows password.4.From the desktop click on “START” ” and select the “SSS LMS” program group then the application.

5. On initial excecution of the program after the instalation, the program would display a registration dialog box.It ask for the Employer SSS No.,Employer Name, Employer Address and Telephone No. (Be careful,once the “OK ” button is hit/clicked, the registration is final.This means the SSS No. and the Employer name registered to the system can no longer be changed.though all the other employer information can still be edited(see “Employer File Update”)



Screen2.1.2-REGISTRATION DIALOG BOX

5.1 Employer Number- this field has the SSS Number validation. It will not accept any invalid SSS number.

5.2 Employer Name- alphabetic, numeric or international characters are acceptable in this field.

5.3 Employer Addresss- same as Employer Name alphabet, numbers or international characters are also accepted.

5.4 Telephone Number- any character form is also accepted in this field.



Command Buttons

6. Once the employer registration is complete,the main menu screen would appear. Use the arrow keys (Up and Down) to move from one option to another. Press [ENTER] or click the “OK” button to go to the desired option (File Maintenance, Report Generation, Restore Backup).

1.2 LOGOFF PROCEDURE

1. Click on “EXIT” button or “X” at the upper right cormer of the appplication screen.

CHAPTER 2: FILE MAINTENANCEThis chapter explains the details of the File Maintenance submenu. It handles all the processing for employees and employer information. The File Maintenance screen (Screen 2.1) has four



parts, namely: Copy Billing Records, File Update, Generation of LMS Diskette & Emoployer File Update.

Screen 2.0-FILE MAINTENANCE SCREEN

*The default option selected is “Copy Billing Records”. To move through the options use the arrow keys or the mouse then click the “OK” button or press [ENTER] key. Going back to “Main Menu”, just press “Back to Main” button.

2.1 COPY BILLING RECORDS

This process involves copying of billing data coming from the SSS in a diskette. The employee billing information is uploaded to the system database. When the option is selected and then “OK” button is clicked or [ENTER] key is pressed,the upload dialog box (Screen 2.1.1) would appear. The drive default is A:\ which can be changed to select for the correct source drive where the employee record from SSS is located. The available files from the folder is listed in the dialog box. The initial cursor focus is the disk drive, to select the file for upload press the “[TAB]” key twice or use the mouse, or press [ENTER] or click on the “OK” button,If the employer number registered to the system is not equal to the employer number from the diskette , a message box(2.1.2) would appear. Press the “OK” button, to continue the upload of the employee records or cancel and it will bring you back to the FILE MAINTENANCE SCREEN.



Screen2.1.1-COPY BILLING RECORDS DIALOG



2.2 FILE UPDATE

This options include a whole lot of processes. It can add new records, update existing employee information, delete employee records, or search on record base on SSS number. It also displays the summary of the detabase contents (total nnumber of employees, total penalty amount ,total amount paid and grand total). Initially , the File Update screen has five command buttons: Add, Update,Find and Exit.

Screen2.2.1-FILE UPDATE SUBMENU

The applicable month which was entered on the Applicable Month Dialog Box(screen2.3.1)appears on the upper right hand corner of the screen(Screen 2.2.1)

2.2.1 Add- when this button is clicked the cursor is set to the SSS Number field. This time all the displayed text fields are updated for SSS number found in the database.For SSS number found in the database,the the retrieve information is displayed in the screen and the updatable text field starts from the Loan Type. When all the text fields are filled (last display fields is the Remarks), the focus would set to the COMMIT button. A confirmation message



(Screen2.2.1.1)would appear. Click on “YES” to store the information to the database, “NO” to review and make changes to the information.

There are cases where there are some validation to the certain fields,an example is the Loan Date. The format indicated on the screen should be fallowed or an error message (Screen2.2.1.2) would appear and set the focus on that invalid field.

Screen 2.2.1.1- ADD COMFORMITION

Screen 2.2.1.2- ERROR MESSAGE EXAMPLE

2.2.2 UPDATE- Like the ADD mode,pressing this button will also set the cursor to the SSS number field. This time there are other information fields that are enabled (Amount Paid, Penalty Amount, Remarks and Hire/Termination Date). Enter the SSS number to update and press the ENTER key.It would find the entered SSSnumber from the database and display it in the screen. Then set the sursor to the next updatable field(Penalty Amount). Press ENTER to go to next field and make the necessary changes and when it reaches the UPDATE button, press[ENTER] again or click on UPDATE button, to effect the changes made. A confirmation prompt wil appear (Screen2.2.2.1). “YES” to confirm changes.

Screen 2.2.2.1-UPDATE CONFIRMATION



2.2.3 Delete- Pressing this button will set the cursor to the SSS number field.Enter the SSS number to delete and press ENTER key.This would then set the cursor to the DELETE button, yto delete the current record displayed. A delete confirmation prompt “Are you sure?”would appear, click “YES” to continue the deletion or “No” to cancel(Screen2.2.3.1) Cancelling the delete would blank out all the field information and sets the cursor to the SSS number field. If the “YES” button is pressed, a confirmation message will appear(Screen2.2.3.2) press [ENTER]. Another message appears (Screen2.2.3.3)asking if there are other records to delete.

Screen2.2.3.1- DELETE CONFIRMATION

Screen2.2.3.2- CONFIRMATION MESSAGE

Screen 2.2.3.3

Similar to the FIND mode, if there are multiple records Next Record or Prev Record would

appear. Click on this button to find the correct records to delete.

2.2.4 FIND- similarly, this button when pressed will set the cursor to the SSS number field. The process is to inquire the availabilty of SSS number of certain employees from the system. If the system finds multiple records of that SSS number the Next Record and Prev Record button would appear(Screen 2.2.4.1). Click on the Next Record button to view the details of the next record in the system’s database and Prev Record button to go back. Take note that the EXIT button is change to back which indicates the system is in Find mode, press the back button to reset the mode (ADD,UPDATE,DELETE, and FIND). The Add, Update,and Delete buttons are disabled as precaution.

Screen2.2.4.1- FILE UPDATE SUBMENU



2.2.5 Exit- this button will bring you back to the File Maintenance Screen.

2.3 GENERATION OF LMS DISKETTE

Screen2.3.1-APPLICABLE MONTH DIALOG BOX



Screen2.3.2- SBR INFORMATION DIALOG BOX

On initial execution of Generation of LMS Diskette or Reports (from the Main Menu) the Aplicable Month dialog box (Screen 2.3.1) would appear. This would ask for the applicable month-year the payment is going to be made. It’s initial value is the current month-year. The applicable month field accepts numeric character only, the format should be as indicated and also a valid date.

The Special Bank Receipt (SBR) Information dialog box (Screen2.3.2) also would appear. It validates the total amount to be paid and the actual amount paid.

2.3a SBR Number- The actual SBR number issued to the employer upon payment

2.3b SBR/TR Date- the date at which this payment was made. It should be a valid date and in accordance with the indicated format

2.3c SBR/TR Amount- total amount paid as printed in the bank receipt. This field accept only numeric (decimal) characters only.

2.3d Reconciling Amount- sometimes there are adjusment made on the payment and this field accounts for it. This field also accepts numeric (decimal) characters only.

2.3e Number of Employees- this fialed is automatically field by the total number of employee records inside the system to prevent erroeous encoding.

2.4 EMPLOYER FILE UPDATE

On the execution of this option, a similar dialog box as that of the Employer Registration would appear. However, this time the Employer Number and Employer Name field are disabled. The only details that can be changed are the Employer Address and the telephone number (Screen2.4.1).



Screen 2.4.1-SBR INFORMATION DIALOG BOX

CHAPTER 3:REPORT GENERATION

This chapter explains the Report Generation Option. It has two parts, the employee File and transmittal List. The initial report selected is the Transmittal List Moving through this menu , use the mouse or the arrow keys then press [ENTER] key or click on the “OK” button. To go back tio previous menu, click on “Back to main” button.

Screen3.0- REPORT GENERATION MENU



3.1 EMPLOYEE FILE

This option generates the list of employees and its details encoded/uploaded to the

system. The report would be helpful for manual verification of the employees details. A preview of the report would appear to the screen, to print it, just press the printer icon in the screen(Screen3.1.1).

Screen 3.1.1- EMPLOYEE FILE REPORT



3.2 TRANSMITTAL LIST

This option prints the report validated by the SSS when the diskette and the SBR is submitted to SSS branch. The report contains the employer information and the SBR information encoded through the system. A preview of the report is shown on the screen and to print it just click the print icon(Screen 3.2.1).

Screen 3.2.1- TRANSMITTAL LIST



CHAPTER 4:RESTORE BACKUP

This Chapter explains the restore backup option. Files are automatically backed up during the Generation of the LMS diskette. It resides in the BACKUP directory, which is created by the system, if it does not exist. This process is very similar to COPY BILLING RECORDS option of the File Maintenance submenu, this time the default drive is “C:\”and the default folder is “BACKUP” inside the directory where the system is located.

Screen 4.0-RESTORE BACKUP

4.1RESTORE BACKUP

The Restore Backup option as depicted in screen 4.0 deletes the content of the databaseand replace it with the content s of the existing files generated by Generation of LMS Diskette option. The desired file to be restored can be selected in the list of files from the dialog box (Screen 4.1.1). Once the desired existing file is selected press the ENTER key or click on the “OK” button. To cancel the whole process, just click on the CANCEL button.

Once the process is done, a confirmation message would appear (Screen4.1.2).Pressing the “OK” button will automatically set the screen to MAIN MENU.



Screen 4.1.1- RESTORE BACK UP DIALOG BOX

Screen 4.1.2-RESTORE BACKUP CONFIRMATION


loan manual2

Documents

employer sss

employer registration

employer number

employer information

file maintenance screen

employer addresss

file maintenance submenu

copy billing records