MODULE: VIRTUAL STORE SEGMENT: HOW TO APPROVE/CONFIRM APR

SUB-Segments 1. Accessing the PhilGEPS 2. Log-in Page 3. Accessing Pending Task 4. APR Approval 5. APR Disapproval 6. Accessing Approval History 7. Search APR Approval History 8. View APR Approval History 9. Printable Version Page/s # 2-3 4 5-6 7-8 8-9 10 11-14 15-16 16-17 Rationale for the Sub-Segment Initial step for first-time users of the PhilGEPS Information about logging in on the PhilGEPS via the Username and Password initially provided by the system Allows the user to view tasks that have yet to be completed Allows user to make a decision on a pending task Allows user to make a decision on a pending task Allows PS-DBM Finance to filter, search and view APRs from the Approval History. Allows PS-DBM Finance to search and filter the list of APR by status, keyword search and by order period Allows PS-DBM Finance to view the approval history of an APR from the Approval History Allows PS-DBM Finance to print the APR Approval History printable version

STORYBOARD: Approve Confirmed APR

CONFIDENTIAL & PROPRIETARY

SUMMARY OF CONTENT The PhilGEPS Splash Page

SPECIFIC SEGMENT 1. Accessing the PhilGEPS

SCREENSHOT

SPECIFIC INSTRUCTIONS Launch the web browser from your computer. Click on Start Click on Internet Explorer

At the Address section of your web browser, type in www.philgeps.net. Then, click Enter on your keyboard.

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS The PhilGEPS Splash Page is displayed.

SUMMARY OF CONTENT User Log-in

SPECIFIC SEGMENT 2. Log-in Page

SCREENSHOT

SPECIFIC INSTRUCTIONS Click on Log-in link

At the Log-in page, enter your PhilGEPS User ID and Password.

SUMMARY OF CONTENT Pending Task

SPECIFIC SEGMENT 3. Accessing Pending Task

SCREENSHOT

SPECIFIC INSTRUCTIONS The Pending Tasks page is displayed. The page displays the number of APR for Approval of PSDBM Finance. Click the Number link of the APR for Approval to view the APR for Approval list.

The APR for Approval list is displayed. To approve/disapprove an APR from the list click the corresponding APR Number link.

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS The Agency Procurement Request page is displayed. PS DBM Finance can go back to the list of APR for Approval by clicking the Back to List button. Note: Any updates made in the APR will not be saved. The Agency Procurement Request page will be closed and APR for Approval page is displayed. APR status is still Confirmed.

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SPECIFIC SEGMENT 4. APR Approval

SCREENSHOT

SPECIFIC INSTRUCTIONS From the APR for Approval list, the PS-DBM Finance clicks the APR Number link. The Agency Procurement Request page will be displayed In this page, PS-DBM Finance can check the APR information and validate the payment details. To approve a request, PSDBM Finance clicks the Approve button. An Approve window is displayed. Enter the reason for approval and click the Submit button. If PS-DBM Finance clicks the Cancel button, the Approve window will be closed and the APR approval page will still be displayed. An information message is displayed. The APR status will be changed to Paid and an email notification will be sent to the buyer and ACA.

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS The approved APR is removed from the list of APR for Approval and can be viewed by the PS-DBM Finance from the Approval History menu. When the information message is closed, the APR for Approval page will be displayed. To disapprove a request, click the Disapprove button.

5. APR Disapproval

The Disapprove window is displayed. Enter the reason for disapproval per line item and click Submit button. If PS-DBM Finance clicks the Cancel button, the Payment Disapproval window will be closed and the APR approval page will still be displayed.

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS

An information message is displayed. The APR status will be changed to Disapproved PS-DBM and an email notification will be sent to the buyer and ACA. When the information message is closed, the APR for Approval page will be displayed From My PHILGEPS menu, PS-DBM Finance clicks the Approval History

Approval History

6. Accessing Approval History

SUMMARY OF CONTENT

SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS The Approval History list is displayed. PS-DBM Finance can filter, search and view APRs from the Approval History. APRs with statuses Paid and Disapproved PS-DBM will be displayed from the list. Only the statuses during the approval process of PS-DBM Finance are captured in the Approval History list.

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SPECIFIC SEGMENT 7. Search APR Approval History

SCREENSHOT

SPECIFIC INSTRUCTIONS PS-DBM Finance can search and filter the list of APR by status, keyword search and by order period.

1. Filter by Status There are two APR statuses that can be filtered: Paid Disapproved PS-DBM PS-DBM Finance marks the corresponding checkbox of the APR status. Both statuses can be marked. Click the Search button to display the filtered list. 2. Search by Keyword Enter a keyword to be searched in APR Number, Depot Name and Address, Ordered By and in Agency Name fields. Click Search button to display the records that matched the entered keyword. Search keyword is not case sensitive. Multiple keywords

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS separated by a comma are allowed. Items matching any or all the keywords will be displayed. 3. Search by Order Period PS-DBM Finance can search APRs by Order Period. Using the date picker, the From date and To date can be selected. Click the Search button to display the records that are inclusive from the date range specified. PS-DBM Finance can also search APRs thru different filters and search combinations. If there are no matching records, an information message No record(s) found. will be displayed. If no keyword is entered and no APR status checkbox is marked but From date and To date are specified, all records matching the specified

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS date range will be displayed. If a keyword is entered but From date and To date are left blank and no APR status checkbox is marked, all records matching the keyword will be displayed. If an APR status checkbox is marked but From date and To date are left blank and no keyword is entered, all records matching the selected APR status will be displayed. If a keyword is entered, both From date and To date are specified, and an APR status checkbox is marked, all records matching the keyword, specified date range and APR status will be displayed. If no keyword is entered, From date and To date are blank and no APR

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS status checkbox is marked, all records will be displayed. If an APR status checkbox is marked and From and To dates are specified but no keyword is entered, all records matching the selected APR status and the specified date range will be displayed. If an APR status checkbox is marked and keyword is entered but From and To dates are blank, all records matching the keyword and APR status will be displayed. If a keyword is entered and From date and To date are specified but no APR status is marked, all records matching the keyword and the specified date range will be displayed.

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SPECIFIC SEGMENT 8. View APR Approval History

SCREENSHOT

SPECIFIC INSTRUCTIONS PS-DBM Finance can view the approval history of an APR from the Approval History. Click the corresponding APR Number link to view the APR Approval History page

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS Items ordered by an Agency will be listed in the Item List section. Shipping information of the APR is not included in the Approval History page. The system will also display the approval/disapproval made by logged-in PS-DBM Finance. Click Back button to redirect to Approval History list page.

9. Printable Version

Click the Printable Version link to view the printable version of the APR Approval History page.

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SPECIFIC SEGMENT

SCREENSHOT

SPECIFIC INSTRUCTIONS PS-DBM Finance clicks Print button to print the APR Approval History printable version. To close the printable version page, click Close button and the system will redirect the page to APR Approval History page.