Lms Diskette Manual

SOCIAL SECURITY SYSTEM

LMS DISKETTE PROJECT

USER’S MANUALVERSION 2.0August 2005

PREPARED BY:Applications Development & Maintenance Department I

Information Technology Management Group


USER’S MANUAL

VERSION 2.0

17 August, 2005

C E R T I F I C A T I O N

This is to certify that the USER’S MANUAL for The LMS Diskette Project submitted by the Applications Development and Maintenance I has been reviewed and has complied with the user’s specifications and requirements.

MA. SALOME ROMANO OIC, Planning and Standards Department


USER’S MANUAL

VERSION 2.0

AUTHOR/S

AUTHOR : Jonathan E. MendozaJunior ProgrammerADM I

ADDRESSEE : Van Rene M. OrpillaDepartment HeadADM I

Social Security SystemEast Avenue, DilimanQuezon City, Metro ManilaPhilippines

AUTHORS ii


USER’S MANUAL

VERSION 2.0

PURPOSE

This project 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.

PURPOSE iii


USER’S MANUAL

VERSION 2.0

HOW TO USE THIS MANUAL/GUIDE

This guide is divided into the following chapters:

I Getting The user is advised to go through this chapter before going through the Started other chapters. This chapter provides general instructions on how to

load this application to your to your computer.

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

output.

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

IV Restore This chapter gives instructions and validation criteria on the restorationBackup of LMS Diskette's backup file.

HOW TO USE THIS MANUAL/GUIDE iv


USER’S MANUAL

VERSION 2.0

REVISION HISTORY

VERSION 1.0 : The initial version was developed using Foxbase. It runs under Windows 98 and lower including MS-DOS.

VERSION 2.0 : The system application was developed using Visual Basic 6 and Microsoft Access as database.

REVISION HISTORY v


USER’S MANUAL

VERSION 2.0

YOUR COMMENTS ARE WELCOME

The Information Technology Management Group values and appreciates your comments as a user and reader of this User’s Manual. It would greatly help in designing future enhancements of the system.

Please address all comments to:

HELPDESKData Computer Operations DepartmentIT Management GroupGround Floor, SSS Main OfficeEast Avenue, Diliman, Quezon City

Direct Line/s : 924-3448/435-9832Trunk Line : 920-6401 Local 5697/5699Fax Number : 924-3448

YOUR COMMENTS ARE WELCOME vi


USER’S MANUAL

VERSION 2.0

TABLE OF CONTENTS

AUTHOR/S …………………………………………………………………………………………II

PURSPOSE …………………………………………………………………………………………….IIIHOW TO USE THIS MANUAL ……………………………………………………………………….IVREVISION HISTORY.................................................................................................................. vYOUR COMMENTS ARE WELCOME ………………………………………………………………viTABLE OF CONTENTS ……………………………………………………………………………... vii

CHAPTER 1 – GETTING STARTED...........................................................................................1-2

1.1 LOGON PROCEDURE..................................................................................1-21.2 LOGOFF PROCEDURE................................................................................1-4

CHAPTER 2 – FILE MAINTENANCE.........................................................................................2-2

2.1 COPY BILLING RECORDS …………………………………………………………………2-32.2 FILE UPDATE ……………..…………………………………………………………………… 2-42.3 GENERATION OF LMS DISKETTE …………………………………………… 2-82.4 EMPLOYER FILE UPDATE.........................................................................2-10

CHAPTER 3 – REPORT GENERATION.....................................................................................3-2

3.1 EMPLOYEE FILE..........................................................................................3-23.2 TRANSMITTAL LIST.....................................................................................3-3

CHAPTER 4 – RESTORE BACKUP...........................................................................................4-2

4.1 RESTORE BACKUP......................................................................................4-2

YOUR COMMENTS ARE WELCOME vii


USER’S MANUAL

VERSION 2.0

CHAPTER

1 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 computer.

Chapter 1 - GETTING STARTED 1-1


USER’S MANUAL

VERSION 2.0

CHAPTER 1 – GETTING STARTED

1.1 LOGON 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.

Screen 1.1 – SYSTEM LAUNCH

5. On initial execution of the program after the installation, the program would display a registration dialog box. It asks for the Employer SSS Number, Employer Name, Employer Address and Telephone Number. (Be careful, once the “OK” button is hit/clicked, the registration is final. This means the SSS number and employer name registered to this system can no longer be



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changed. Though all the other employer information can still be edited (see “Employer File Update”).)

5.1. Employer Number – this field has 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 Address – 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.

Screen 1.2 – REGISTRATION DIALOG BOX

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).



USER’S MANUAL

VERSION 2.0

Screen 1.3 – MAIN MENU/SCREEN

1.2 LOGOFF PROCEDURE

1. Click on “Exit” button or on “X” button at the upper right corner of the application screen.


MenuOptions

Employer Name and AddressSystem Name Current Day and Time

Command Buttons


USER’S MANUAL

VERSION 2.0

CHAPTER

2 File Maintenance

This 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 & Employer File Update.

Chapter 2 – FILE MAINTENANCE 2-1


USER’S MANUAL

VERSION 2.0

CHAPTER 2 – FILE MAINTENANCE

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 on the “OK” button or press [ENTER] key. Going back to “Main Menu”, just press the “Back to Main” button.



USER’S MANUAL

VERSION 2.0

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’s 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 records from SSS is located. The available files from the folder are also 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, then 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 (Screen 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.

Screen 2.1.1 – COPY BILLING RECORDS DIALOG


Disk Drive

Command ButtonsFolders

available in the disk drive.

Available files in selected folder.

Selected filename

File types.


USER’S MANUAL

VERSION 2.0

Screen 2.1.2 – REGISTRATION DIALOG BOX

2.2 FILE UPDATE

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

Screen 2.2.1 – FILE UPDATE SUBMENU


Applicable Month


USER’S MANUAL

VERSION 2.0

The applicable month which was entered on the Applicable Month Dialog Box (Screen 2.3.1) 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 updatable for SSS number not found in the database. For SSS number found in the database, the retrieved information are displayed in the screen and the updatable text field starts from the Loan Type. When all the text fields are filled (last displayed field is the Remarks), the focus would set to the COMMIT button. Press [ENTER] to this or click it using the mouse button, a confirmation message (Screen 2.2.1.1) 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 certain fields, an example is the Loan Date. The format indicated on the screen should be followed or an error message (Screen 2.2.1.2) would appear and set the focus on that invalid field. Please take note, on this screen be sure to use the [ENTER] key on every field to make sure all the validations are met.

Screen 2.2.1.1 – ADD CONFIRMATION

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 then press the ENTER key. It would find the entered SSS



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VERSION 2.0

number from the database and display it in the screen. Then set the cursor to the next updatable field (Penalty Amount). Press ENTER to go to the 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 will appear (Screen 2.2.2.1). “YES” to confirm changes, “NO” to cancel any 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 then press the ENTER key. This would then set the cursor to the DELETE button, press the ENTER or click on DELETE button to delete the current record displayed. A delete confirmation prompt “Are you sure?” would appear, click “YES” to continue the deletion or “NO” to cancel (Screen 2.2.3.1). Canceling 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 would appear (Screen 2.2.3.2), press [ENTER]. Another message appears (Screen 2.2.3.3), asking if there are other records to delete.

Screen 2.2.3.1 – DELETE CONFIRMATION

Screen 2.2.3.2 –CONFIRMATION MESSAGE



USER’S MANUAL

VERSION 2.0

Screen 2.2.3.3

Similar to the Find mode, if there are multiple records Next Record and Prev Record would appear. Click on these buttons to find the correct record 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 availability of SSS number of certain employees from the system. If the system finds multiple record of that SSS number the Next Record and Prev Record 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 changed to Back which indicates that 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 a precaution.



USER’S MANUAL

VERSION 2.0

Screen 2.2.4.1 – FILE UPDATE SUBMENU

2.2.5 Exit – this button will bring you back to the File Maintenance screen.

2.3 GENERATION OF LMS DISKETTE

Screen 2.3.1 – APPLICABLE MONTH DIALOG BOX



USER’S MANUAL

VERSION 2.0

Screen 2.3.2 – SBR INFORMATION DIALOG BOX

On initial execution of Generation of LMS Diskette or Reports (from the Main Menu) the Applicable 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 (Screen 2.3.2) 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 accepts only numeric (decimal) characters.

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

2.3e Number of Employees – this field is automatically filled by the total number of employee records inside the system to prevent erroneous encoding.



USER’S MANUAL

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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 (Screen 2.4.1).

Screen 2.4.1 – SBR INFORMATION DIALOG BOX



USER’S MANUAL

VERSION 2.0

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 to previous menu, click on “Back to Main” button.

Chapter 3 – REPORT GENERATION 3-1


USER’S MANUAL

VERSION 2.0

CHAPTER 3 – REPORT GENERATION

Screen 3.0 – 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 (Screen 3.1.1).

NOTE: For reference before any changes be made on the billing records, please print this first.



USER’S MANUAL

VERSION 2.0

Screen 3.1.1 – EMPLOYEE FILE REPORT

3.2 TRANSMITTAL LIST

This option prints the report validated by the SSS when the diskette and SBR is submitted to the 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 on the print icon (Screen 3.2.1).


Print Icon


USER’S MANUAL

VERSION 2.0

Screen 3.2.1 – TRANSMITTAL LIST



USER’S MANUAL

VERSION 2.0

CHAPTER

4 Restore Backup

This chapter explains the Restore Backup option. Files are automatically backed up during the Generation of LMS Diskette. It resides in the BACKUP directory which is also created by the system if it does not exist. This process is very similar to the 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.

Chapter 4 – RESTORE BACKUP 4-1


USER’S MANUAL

VERSION 2.0

CHAPTER 4 – RESTORE BACKUP

Screen 4.0 – RESTORE BACKUP

4.1 RESTORE BACKUP

The Restore Backup option as depicted in screen 4.0 deletes the content of the database and replaces it with the contents 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 (Screen 4.1.2). Pressing the “OK” button will automatically set the screen to MAIN MENU.



USER’S MANUAL

VERSION 2.0

Screen 4.1.1 – RESTORE BACKUP DIALOG BOX

Screen 4.1.2 – RESTORE BACKUP CONFIRMATION


List of Files

Documents

Lms Diskette Manual