Users Guide

Prepared by:
HAROLD MAGADIA
Accounting Division
Department of Education
I. ACCESSING THE FINANCIAL REPORT SYSTEM AND DATA
ENCODING.
1. First the open MS Access Database and Database Password form wi appear!
type "deped# cic$ %&.
'. (n the ower part of the Menu )ar! you wi see a Security *arning +ust cic$
"%ption# then seect "Enabe#! cic$ "%&#. ,e-t step go to the Menu )ar! cic$
"Fie# then cic$ .og/(n. (n the .og/(n form! ps. type "deped# for 0sername
and "accounting# for Password then cic$ "Enter# to proceed ne-t step.
Note: Security Warning will always appear when using MS Access 2007 and 2010..
1. (n "My %2ce# button! you can write name of your o2ce and address. 3ou
can aso write the date in the "As of# 4ed.
5. (n the 6hart of Accounts button! you can edit and see a the account codes
and tites. (f there is an account code that is not yet incuded you can add it in
the ist.
7. (n the Signatories button! the person usuay preparing and approving the
report shoud be the added.
8. (n the .edger button! you can put or indicate the )an$ Account ,ame and
6reditors ,ame.
9. (n the :ransaction Data Entry! you can create an entry per transaction. (n this
form! you wi see the ban$ account name! creditors name! date! particuar!
acct code and the amount ;dedit < crebit=. Pease don>t forget to seect the
?E@ ,o.! Month and 3ear for the standard ?E@ ,o.
Note: In the frst transaction the eginning alance should e frst encode.
II. GENERATING REPORTS
1. (n the Menu )ar ! you wi see the %pen Form! :ria )aance!Financia
Statement! .edger and ?ourna! %ther Aeports and E-port menu +ust cic$ or
seect one to preview a report.
2. Simpy cic$ the button ?E@! to appear the "Fitering Date Form# then type the
date of the ?E@.
A sam!e "# $E% &e'era(ed re"r(.
). (n "Benera .edger# button foow the same step in ?E@ button. :he "Fitering
Date Form# wi appear +ust type the Start date and End Date. For e-ampe! if
the Start Date "1C1C1'# and End Date "1C1C1'# is encoded ony a one day
report wi be generated. (n case you i$e to generate a one month report!
type in the Start Date "1C1C1'# and End Date "1C11C1'#.
*. )y accessing the combo ist you can seect an Account ,ame wherein you
can aso type the Start < End Date of the Subsidiary .edger to generate this
report.
+. )y accessing the Menu )ar then chossing a monthy :ria )aance! the
program wi generate your monthy tria baance report.
8. :he Financia Statement Menu ets you see generates reports i$e Post
6osing :ria )aance! Statement of (ncome and E-penses! Detaied )aance Sheet!
)rea$down of E-penses and Statement of Bovernment EDuity.
Note: You can use the shortcut keys:
C(r! , P - ri'( C(r! , P - Pas(e
C(r! , C - C". C(r! , / - U'd"