Ser'S Anual: Social Security System

SOCIAL SECURITY SYSTEM
LMS DISKETTE PROJECT
USERS MANUAL
VERSION 2.0
August 2005
PREPARED BY:
Applications Development & Maintenance Department I

Information Technology Management Group

USERS MANUAL
VERSION 2.0
17 August, 2005
CERTIFICATION
This is to certify that the USERS MANUAL for The LMS Diskette Project submitted by
the Applications Development and Maintenance I has been reviewed and has complied
with the users specifications and requirements.
MA. SALOME ROMANO
OIC, Planning and

Standards Department

USERS MANUAL
VERSION 2.0
AUTHOR/S
AUTHOR
Jonathan E. Mendoza
Junior Programmer
ADM I
ADDRESSEE
Van Rene M. Orpilla

Department Head
ADM I
Social Security System
East Avenue, Diliman
Quezon City, Metro Manila
Philippines
AUTHORS
ii

USERS 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

USERS MANUAL
VERSION 2.0
HOW TO USE THIS MANUAL/GUIDE

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 to your computer.
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.
HOW TO USE THIS MANUAL/GUIDE
iv

USERS 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

USERS 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 Users Manual. It would greatly help in
designing future enhancements of the system.
Please address all comments to:
HELPDESK
Data Computer Operations Department
IT Management Group
Ground Floor, SSS Main Office
East Avenue, Diliman, Quezon City
Direct Line/s
Trunk Line
Fax Number
: 924-3448/435-9832
: 920-6401 Local 5697/5699
: 924-3448
vi

USERS MANUAL
VERSION 2.0
TABLE OF CONTENTS
AUTHOR/S
II
PURSPOSE .III
HOW TO USE THIS MANUAL .IV
REVISION HISTORY.................................................................................................................. v
YOUR COMMENTS ARE WELCOME vi
TABLE OF CONTENTS ... vii
CHAPTER 1 GETTING STARTED........................................................................................... 1-2
1.1
1.2
LOGON PROCEDURE..................................................................................1-2
LOGOFF PROCEDURE................................................................................1-4
CHAPTER 2 FILE MAINTENANCE......................................................................................... 2-2

2.1
2.2
2.3
2.4
COPY BILLING RECORDS 2-3

FILE UPDATE .. 2-4
GENERATION OF LMS DISKETTE 2-8
EMPLOYER FILE UPDATE.........................................................................2-10
CHAPTER 3 REPORT GENERATION.....................................................................................3-2

3.1
3.2
EMPLOYEE FILE.......................................................................................... 3-2

TRANSMITTAL LIST......................................................................................3-3
CHAPTER 4 RESTORE BACKUP........................................................................................... 4-2

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

USERS MANUAL
VERSION 2.0
CHAPTER
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

USERS MANUAL
VERSION 2.0
CHAPTER 1 GETTING STARTED

1.1 LOGON PROCEDURE
1.
2.
3.
4.
Turn on the computer.

Enter the boot password (optional).
Enter the Windows password.
From the desktop, click on START and
program group then the application.
select the SSS LMS
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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USERS MANUAL
VERSION 2.0
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).
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USERS MANUAL
VERSION 2.0
Screen 1.3 MAIN MENU/SCREEN
System Name
Employer Name and Address
Current Day and Time
Menu
Option
s
Command Buttons
1.2 LOGOFF PROCEDURE
1.
Click on Exit button or on X button at the upper right corner of the

application screen.
1-4

USERS MANUAL
VERSION 2.0
CHAPTER
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
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USERS 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.
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USERS 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 systems 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
Buttons
Folders
available in
the disk
drive.
Available
files in
selected
folder.
File types.
Selected
filename
2-3

USERS 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
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USERS 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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USERS MANUAL
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
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USERS 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 systems
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.
2-7

USERS MANUAL
VERSION 2.0
Screen 2.2.4.1 FILE UPDATE SUBMENU
2.2.5
2.3
Exit this button will bring you back to the File Maintenance
screen.
GENERATION OF LMS DISKETTE
Screen 2.3.1 APPLICABLE MONTH DIALOG BOX
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USERS 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. Its
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.
2-9

USERS MANUAL
VERSION 2.0
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
2-10

USERS MANUAL
VERSION 2.0
CHAPTER
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
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USERS 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.
3-2

USERS MANUAL
VERSION 2.0
Screen 3.1.1 EMPLOYEE FILE REPORT
Print Icon
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).
3-3

USERS MANUAL
VERSION 2.0
Screen 3.2.1 TRANSMITTAL LIST
3-4

USERS MANUAL
VERSION 2.0
CHAPTER
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

USERS 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.
4-2

USERS MANUAL
VERSION 2.0
Screen 4.1.1 RESTORE BACKUP DIALOG BOX
List of
Files
Screen 4.1.2 RESTORE BACKUP CONFIRMATION
4-3

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SOCIAL SECURITY SYSTEM

LMS DISKETTE PROJECT

Applications Development & Maintenance Department I

LMS DISKETTE PROJECT

MA. SALOME ROMANO

OIC, Planning and

LMS DISKETTE PROJECT

Van Rene M. Orpilla

LMS DISKETTE PROJECT

LMS DISKETTE PROJECT

HOW TO USE THIS MANUAL/GUIDE

The File Maintenance chapter covers instruction on how to copy billing

The Report Generation chapter introduces the two types of reports

This chapter gives instructions and validation criteria on the restoration

HOW TO USE THIS MANUAL/GUIDE

LMS DISKETTE PROJECT

The initial version was developed using

The system application was developed using

LMS DISKETTE PROJECT

YOUR COMMENTS ARE WELCOME

YOUR COMMENTS ARE WELCOME

LMS DISKETTE PROJECT

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

COPY BILLING RECORDS 2-3

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

EMPLOYEE FILE.......................................................................................... 3-2

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

YOUR COMMENTS ARE WELCOME

LMS DISKETTE PROJECT

Chapter 1 - GETTING STARTED

LMS DISKETTE PROJECT

CHAPTER 1 GETTING STARTED

Turn on the computer.

select the SSS LMS

Screen 1.1 SYSTEM LAUNCH

Chapter 1 - GETTING STARTED

LMS DISKETTE PROJECT

5.2. Employer Name alphabetic, numeric or international characters are

5.3. Employer Address same as Employer Name alphabet, numbers or

Chapter 1 - GETTING STARTED

LMS DISKETTE PROJECT

Screen 1.3 MAIN MENU/SCREEN

Employer Name and Address

Current Day and Time

Click on Exit button or on X button at the upper right corner of the

Chapter 1 - GETTING STARTED

LMS DISKETTE PROJECT

Chapter 2 FILE MAINTENANCE

LMS DISKETTE PROJECT

CHAPTER 2 FILE MAINTENANCE

Chapter 2 FILE MAINTENANCE

LMS DISKETTE PROJECT

2.1 COPY BILLING RECORDS

Chapter 2 FILE MAINTENANCE

LMS DISKETTE PROJECT

Screen 2.1.2 REGISTRATION DIALOG BOX

2.2 FILE UPDATE

Chapter 2 FILE MAINTENANCE

LMS DISKETTE PROJECT

Screen 2.2.1.2 ERROR MESSAGE EXAMPLE

LMS DISKETTE PROJECT

Screen 2.2.3.2 CONFIRMATION MESSAGE

Chapter 2 FILE MAINTENANCE