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May 2017

ERCA: ITMD TAX ADMINISTRATION SUPPORT SYSTEM (TASS)

Purchase & Sales Declaration Modules

User Guide | Berhanu Sahle (M.Sc.)


Table of Contents
General Information............................................................................................................................................. 3

a) Introduction ............................................................................................................................................... 3

b) Problems ..................................................................................................................................................... 3

c) Methodology Used ................................................................................................................................... 4

System Overview ................................................................................................................................................... 4

a) High Level System Architecture ......................................................................................................... 4

b) Tax Administration Support System (TASS) ................................................................................. 6

i. Modules ................................................................................................................................................... 6

ii. How to Access TASS............................................................................................................................ 6

iii. How to register and login ................................................................................................................. 8

iv. Confirmation messages and validations on user registration process ........................ 11

v. Home Page (Before Activation)................................................................................................... 13

vi. Home Page (After Activation) ...................................................................................................... 13

vii. Setup and Secure Account process ........................................................................................ 14

viii. Home Page (After Activation and setup account) ........................................................... 16

c) Dashboard................................................................................................................................................ 18

d) Left Panel and Assigned Modules ................................................................................................... 19

e) Header Login Information and Logout Link ............................................................................... 19

f) Purchase Declaration Module .......................................................................................................... 20

i. New One Purchase ........................................................................................................................... 20

ii. Upload Purchases ............................................................................................................................. 21

i. Check and Preview Data ................................................................................................................ 22

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ii. Direct Uploading ............................................................................................................................... 23

iii. Find Purchases .................................................................................................................................. 24

i. Check TIN............................................................................................................................................. 26

ii. Deleted Purchases ............................................................................................................................ 26

iii. Encoder Performance ..................................................................................................................... 26

iv. Old System Purchases ..................................................................................................................... 27

v. ALL Purchase Report....................................................................................................................... 28

vi. Calendar Converter .......................................................................................................................... 29

vii. Performance Measurement ...................................................................................................... 29

g) Sales Declaration Module................................................................................................................... 30

i. Add One Sales ..................................................................................................................................... 30

ii. Upload Sales Records ...................................................................................................................... 34

iii. Find Sales ............................................................................................................................................. 37

h) Messages Module .................................................................................................................................. 38

i) Administrator Module......................................................................................................................... 38

j) Setting Module ....................................................................................................................................... 40

k) Transport Office Module .................................................................................................................... 42

i. Verify Vehicles ................................................................................................................................... 42

ii. Manage Transport Users ............................................................................................................... 44

iii. Check Vehicle Document ............................................................................................................... 45

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General Information

The general information section explains in general terms; the system i.e. Tax
Administration Support System and its purpose.
a) Introduction
Tax Administration is the administration, management, conduct, direction, and supervision
of the execution and application of the internal revenue laws or related statutes and tax
conventions. It includes the assessment, collection, enforcement, litigation, publication and
statistical gathering functions under such laws, statutes or conventions. Tax Administration
should be effective in the sense of ensuring high compliance by taxpayers, and the efficient
in the sense that administrative costs are low relative to revenue collected. Good tax
administration requires strong technical capacity by the administrative agency or authority
but also well-designed tax administration system.

Ethiopian Revenues and Customs Authority (ERCA) is a governmental organization in


Ethiopia which is responsible for collecting and administration for both domestic and
customs tax. Therefore, performing those tasks in manual procedure is very tedious and
ineffective. ERCA deployed Customs Management System (Asycuda++) for customs tax
administration and SIGTAS (Standard integrated Tax Administration System) for the
management of domestic tax administration.

b) Problems
However, those systems i.e. the above mentioned systems doesn’t contain all the necessary
information that are needed for the administration and controlling purpose so that some
supporting systems had been implemented such as Cash Registers, Receipt Tracking
Systems, FD, local purchase declaration system, report portals, Lost Cash Registers and
Manual Receipts System and some other systems.

Therefore, the Motivation factor behind the development of an integrated Tax


Administration Support System is that the current support systems are disintegrated each

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other, can’t handle all the necessary data that could help the tax administration process and
they are also too old which makes the development of e-services to the taxpayer difficult.
Plus, they are not supporting the decision making process as expected. Then, TASS is
designed to support citizens using e-service which is a key for customer satisfaction and for
the increment of both tax compliance and revenue collection.

c) Methodology Used
The system development approach that is applied here is a prototypic method that uses
iterative procedures or processes. Oracle 11g database and Java using JSF framework are
used to develop the system.

System Overview

a) High Level System Architecture

Figure 1: High Level System Architecture Diagram

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As we can see from the above architecture, there are around six identified actors to the
designed system. In this document, we are going to focus on the three modules i.e. purchase
declaration, sales declaration and transport office module.

The following table describes the summarized roles or activities of those identified actors.

No Actor Name Activities


1 Taxpayer - Registers online using internet
- Apply to their tax center for user activation with letter
- Request and process receipt printing service online (in progress)
- Exchange message with specified officer on their tax center
- Declare Monthly purchases and sales details
- Manage all their transactions
- View and use different reports
2 Internal Users - Registers online (through local network i.e. intranet)
(Encoders, Tax - Apply for user activation to MIS /IT department database team
Officers, - Encode purchases and sales data for taxpayers who can’t declare
Assessment and online through different reasons
Collection Officers, - Review and accept/reject taxpayers cases
Auditors, - Manage taxpayers data
managers, etc.) - View and uses different reports for decision making process, etc
3 System - Review and accept/reject user activation and suspension requests
Administrator - Manage System and Database
(User Manager, - Deactivate inactive user accounts
System admin) - Support users and fix bugs
- Prepare user guide and provide trainings
4 Transport Office - Register Online for username and password
Users - Manage i.e. review and activate their office users
(User Managers, - Deactivate inactive user accounts
Verification - Verify vehicles legality
Officers) - Check documents before plate number is issued using security code
issued
- Contact ERCA is there is technical problem with the system
5 Unregistered Users - Uses a free reports available on the login page
6 Printing (System development on progress)
Companies

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b) Tax Administration Support System (TASS)
i. Modules

The designed system has the following major modules or sub-systems in which more can
be added based on the needs of the user.

 Purchase Declaration
 Sales Declaration
 Sales Register Devices
 Receipt Tracking
 Fixed Asset Management
 Messages
 Performance Management
 Transport Office
 Administrator
 Settings

ii. How to Access TASS

 For the internal users (ERCA Staffs) that are located in every connected branch,
the system can be accessed by the following address and any changes will be
notified through outlook emails (http://10.1.0.81:7007/erca)
 For the External users….
 First go to ERCA ‘website’ i.e. (www.erca.gov.et )
 Second go to ‘services’ menu and click ‘e-service new’

And the following page will be displayed

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Figure 2: First Login and Registration Page

The system has five sections i.e. header, footer, left, right and content sections.

 Header: Contains the logo, the identity of the system and login information of the
connected user.
 Left panel before login: Contains some important links including some helps, rules
and connection status.
 Left Panel after login: Contains connection status with available assigned modules.
 Right: Contains some important links and developer social links.
 Footer: Contains copyright information.
 Content: Contains the login page.

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iii. How to register and login

In order to use the system, first a user needs to register online using internet or from the
local office network of ERCA. The first step for registration is to click the “Yes, Register now
(አሁኑኑ ይመዝገቡ)!” link.

Services
Login Form Description

Registration
Link
Free
information

Figure 3: First Login Form and Registration Link

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After the user clicks the registration link, the following screen appears that requires the
identity of the person that is applying to use the system. There are two types of system
users’ i.e. either internal (ERCA employee) or external users (taxpayers or other bodies)

Figure 4: User Registration: User Type Selection

For External Users For Internal and Transport Office Users

Figure 5: User Registration: General Information form for internal and external users

After filling all the above details which includes selecting your tax office and username, we
will proceed to the last and next step by clicking “Proceed / Next” and the following

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screenshot shows the final step i.e. creating password and confirmation step. On all steps,
clicking back will lead you to the previous step.

Figure 6 (b): User Registration: Password Creation and Confirmation Step (Final Step)

The following message will appear when we click the “create account” button which is very
helpful for confirmation of account creation.

Figure 6 (b): User Registration: Password Creation and Confirmation Step (Final Step)

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System messages will appear on each process based on your activity, the following section
presents the validation messages and errors appear during the registration process.

iv. Confirmation messages and validations on user registration process

(a)

(b)

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(c)

(d)

(e)

Figure 7: User Registration: Validation and System Messages

After registration, one can login to the system through login page by using your username
and password. The following homepage will appear.

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v. Home Page (Before Activation)

The following screen appears and it will guide you to go and activate the account by
contacting the responsible body of ERCA. It has disabled menu because the account is not
yet active.

Figure 8: Homepage: Before Activation

vi. Home Page (After Activation)

The following screen appears after the account is activated and becomes ready to use. The
menus are still inactive because of the need for account setup. The user must proceed
through some steps for using the system. So, Click “setup and Secure your account”.

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Figure 9: Homepage: After Activation

vii. Setup and Secure Account process

After clicking setup and secure account, the following steps that include, profile data check
and fixing, password changing process and security question that you have to remember in
the future, needs to be settled here.

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(a)

(b)

(c)

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(d)

Figure 10: Account Setup Process

viii. Home Page (After Activation and setup account)

Once we have finished the above procedures, it means that we have our own authenticated
username and password from the tax authority. The following figure shows the screenshot
of the system that you will see after using a valid username and password.

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Figure 11: Activated Homepage

As you can see, all the assigned modules and sub modules or menu links in the left panel
will be active and ready for use.

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c) Dashboard
The dashboard section presents some highlights and shortcuts to different sub-modules
such as account setup, messages, new purchases, etc.

Figure 12: Dashboard

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d) Left Panel and Assigned Modules
The assigned menus based on the role of the user will be displayed in the left panel

Figure 13: Left Panel and some of Assigned Modules Example

e) Header Login Information and Logout Link

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f) Purchase Declaration Module
This module basically contains 11 sub-modules or operations which can be used and
assigned to a specified user group. Let’s see each of them.

i. New One Purchase

Purpose: To add new purchases one by one (one record at a time)


How to use: Click “Purchase Declaration” menu and click “New One Purchase”

Figure 14: Adding New One Purchase Form

The form contains two list or combo boxes that are purchase types i.e. goods or services and
calendar types i.e. either Ethiopian or Gregorian.

Figure 15: List Boxes

System Messages: when a user uses wrong data and clicks save button or if our operation is
successful, we might see either error or success messages.

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The * Fields are mandatory fields that must contain a value before saving the data.

(This error happens when we try to save empty data)

(This message is for successful validation and saving operation)

(This message is for successful validation but the save is not performed due to the record is duplicate)

Figure 16: Some Validation Messages during Adding One Purchase Record

ii. Upload Purchases

Purpose: To upload more than one purchase records from Excel file
How to use: Click “Purchase Declaration” menu and click “Upload Purchases”

Figure 17: Uploading Excel Sheet

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The system accepts only excel sheets having “.xls” or “.xlsx” format and you can download a
sample format by clicking button.

After the above selection is displayed, the user either can check and preview excel data or it
can directly upload the excel file. Both procedures includes the same validation process
however, the first one includes viewing validated excel data.

i. Check and Preview Data


The first step is to click on button and the following steps must be
followed.

Step1: Select purchase type for the list and click Begin Process. Then, the disabled buttons
i.e. “choose” and “check and preview” button will be active.

Step2: Click “choose” button to select and choose one excel file. Then, click “check and
preview” to see the validated data. The following sample result shows the preview result.

(a) Step 1 (b) step 2

(b) step3

Figure 18: check and preview data form steps and result (The question marks are errors)

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The above steps have an advantage of pre-checking the errors that might occur during the
process of uploading. After checking the data, we can click the “upload” button that
becomes active after the checking result.

ii. Direct Uploading


The first step is to click button and the following steps must be
followed.

Step1: Select purchase type for the list and click Begin Process. Then, the disabled button
i.e. “upload” and “Select Excel Files” button will be active.

Step2: Click “Select Excel Files” button to select and choose one excel file. Then, click
“upload” to validate and save excel file. The following sample result shows the procedure.

This happens when we select invalid files


such as .csv, .txt or others.
Note: we can only use .xls or .xlsx file
types.

This is a result of a valid file type selection

Purchaser TIN SELLER TIN AMOUNT RECIPT NO Receipt DATE CALANDER


00000022022 0024488251 295.64 183 14/6/2007 E
00000022022 0024488251 652.10 5916 24/02/2015 G
00000022022 0024488251 173.92 336 23/02/2015 G

Table 1: Sample Excel Data

Receipt Date: it can be either Gregorian or Ethiopian but one must specify the calendar type as G or E to indicate that.
Receipt Number: must be either number or FS number. If it is an fs number, we should write in the format of ‘FS0001’.
Purchaser TIN, Seller TIN, Amount, Receipt Number, Receipt Date and Calendar cannot be empty.

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Purchaser TIN and Seller TIN must be a valid TIN. You can check the TIN from the system (we will see in another section).
Successfully saved record and also, rejected
record sample.

Figure 19: Direct Uploading Procedure

iii. Find Purchases

After inserting record, one might need to find records, edit and update or delete them.

Purpose: To find purchase records from the database.


How to use: Click “Purchase Declaration” menu and click “Find Purchases”
Steps 1: Fill all the parameters
Step2: Click search

Step3: click to edit record and to delete record.

Exporting Data Figure 20: Search Results


to Excel and CSV

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Figure 21: Confirmation Messages

Or if the record has been there for more than a month, it can’t be edited by the user (message appears)

Figure 22: Editing Record

Figure 23: Deleting Record

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i. Check TIN

Purpose: To check the validity of the taxpayer from SIGTAS.


How to use: Click “Purchase Declaration” menu and click “check TIN”

Figure 24: Checking TIN

ii. Deleted Purchases

Purpose: To monitor and manage the deleted purchase records. It enables the admin or
managerial employees to identify and monitor who encoded and deleted the record
including the reason to delete it.
How to use: Click “Purchase Declaration” menu and click “Deleted Purchases” and insert
search parameters as we do on the find purchase declaration module.

iii. Encoder Performance

My Performance

Who encoded it? Who deleted it?

Figure 25: Deleted Purchases

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iv. Old System Purchases

Previously, ERCA had implemented two purchase declaration systems i.e. Oracle Form
Based Purchase Declaration System which works on the intranet or ERCA and also JSF
(JAVA) Based Purchase Declaration System that runs on both internet and intranet.

Therefore, merging previous data with the new system data and also enabling it to be
edited or modified by the current users is necessary and this sub-module provides the
functionality to search, view and edit previous data.

Purpose: To View and Edit Previous Purchase Declaration System Data


How to use: Click “Purchase Declaration” menu and click “Old System Purchases” and insert
search parameters as we do on the find purchase declaration module.

The following picture shows the result from previous database.

Figure 26: Previous System Purchase Records

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v. ALL Purchase Report

Purpose: to access all the merged new and old system data as a report.
How to use: Click “Purchase Declaration” menu and click “ALL Purchases Report” and insert
search parameters as we do on the find purchase declaration module.

Figure 27: All Purchases Report

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vi. Calendar Converter

Purpose: to convert local calendar to G.C.


How to use:
 Click “Purchase Declaration” menu and “My Performance” to check your performance.
 Insert date and click convert

Figure 28: Calendar Conversion


vii. Performance Measurement

Purpose: to find out the individual and encoder performance on encoding performance.
How to use:
 Click “Purchase Declaration” menu and “My Performance” to check your performance.
 Click “Purchase Declaration” menu and “Encoder Performance” to check Encoder’s
performance.
Individual Performance Encoder Performance

Figure 29: Encoder Performance Measurement

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g) Sales Declaration Module
This module basically contains 8 sub-modules or operations which can be used and
assigned to a specified user group. Let’s see each of them.

i. Add One Sales

Purpose: To add new sales one by one (one record at a time)


How to use: Click “Sales Declaration” menu and click “Add One Sales”
If, there is no buyer TIN, there is an option ‘no buyer TIN’ checkbox and we can mark or
check it as shown in figure 30 (b)

(a) (b)

Figure 30: Recording Seller and Buyer Information


If we didn’t insert the seller or buyer TIN properly or if we use invalid value, the following
validation will occur.

Figure 31: Seller and Buyer information validation example

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After capturing the seller and buyer information, the following screen appears which
shows buyer address and other details. If the buyer TIN was empty, the user must insert all
the necessary fields of buyer detail, otherwise it will appear from ERCA’s revenue
management system i.e. SIGTAS.

(a)

(b)

Figure 32: Seller and Buyer’s detail form

Note: there is always a back button to be back to the previous step!

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Then, the next step is to provide transaction information i.e. the transaction type, the
receipt type used and its category. The following figure shows the available options from
the list item.
Transaction type: all sales can be categorized into cash sales and credit sales, therefore the
user must select one of those.

Figure 33: selecting transaction type

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Receipt category: receipts can be either manual or electronic or fiscal receipt. The user
must select between the two.
Receipt Type: based on the selected receipt category and transaction type, all the available
receipt types will be shown to the user for the selection and example is presented below.

Figure 34: receipt type recording example


If the user doesn’t record all the mandatory fields, the following validation will occur.

Figure 35: validation of mandatory fields

After all, after clicking ‘next step’, the following screen appears to record the financial data
of the sales transaction. All the steps that we follow from the beginning are for recording
each transaction one by one.

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Figure 36: sales data capturing form
“Record saved successfully!” message appears if the record is correctly filled.
ii. Upload Sales Records

Purpose: To upload more than one sales records from Excel file
How to use: Click “Sales Declaration” menu and click “Upload Sales”

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Figure 37: Uploading Excel Sheet

The system accepts only excel sheets having “.xls” or “.xlsx” format and you can download a
sample format by clicking button.

Step 1: After the above selection is displayed, the user needs to set the transaction type, the
receipt category, receipts used and commodity type information and the excel data must be
grouped based on those four categories. For example, the “cash sales” that are made on
“manual receipts” using “cash sales invoice VAT receipt” to sale “brewery”, the excel data
must fall user those category. This process includes the same validation process as the “one
by one” sales recording. After finishing this step, click “Next (to upload excel list)” button.

Step2: Click “Select Excel Files” button to select and choose one excel file. Then, click
“upload” to validate and save excel file. The following sample result shows the procedure.
The same uploading process as purchase uploading will be done.

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This happens when we select invalid
files such as .csv, .txt or others.
Note: we can only use .xls or .xlsx file
types.

This is a result of a valid file type selection

Calendar
SELLER_TIN BUYER_TIN MRC RCPT_NUM RCPT_DATE Type (G or E) QUANTITY PRICE COM_DETAIL DESCRIPTION
22022 0013577781 AAD0007260 FS1 10/04/2017 G 500 50000.25 Beers
22022 0013577781 AAD0007261 FS2 2/07/2009 E 3 8228 Beers

Table 2: Sample Excel Data (For Internal Staffs or encoders), seller TIN column will be eliminated for taxpayer users

MRC: it must be filled if the receipt type selected is electronic or fiscal receipt.
Receipt Date: it can be either Gregorian or Ethiopian but one must specify the calendar type as G or E to indicate that.
Receipt Number: must be either number or FS number. If it is an fs number, we should write in the format of ‘FS1’.
Seller TIN, Buyer TIN, Quantity, Price, Receipt Number, Receipt Date and Calendar Type cannot be empty.
Seller TIN and Buyer TIN must be a valid TIN. You can check the TIN from the system.
Successfully saved record and also,
rejected record sample.

Figure 38: Uploading Procedure

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iii. Find Sales

After inserting record, one might need to find records, edit and update or delete them.

Purpose: To find sales records from the database.


How to use: Click “Sales Declaration” menu and click “Find Sales”
Steps 1: Fill all the parameters
Step2: Click search

Step3: click to edit record and to delete record.

Figure 39: Find Sales Records Result

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h) Messages Module
Purpose: to exchange message between system users.
How to use: Click “Messages” menu and click “Inbox”, “Sent” and “Create Messages” items.
It enables the system users to interact with the taxpayers.
(This module is not finished yet)

Figure 40: Creating Messages, Inbox and Sent Items

i) Administrator Module
This section is designed for managing the system in such a way that is easy for system
administrators. It includes Managing Modules and assigning them for specific user roles,
Creating User Roles, and managing users.

- Creating New Role:

Figure 41: Creating New Role Screen

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- Managing Users

Figure 42 (a): Manage User Screen

- Activating, Deactivating (Suspending) or Editing User

Edit User Deactivate User

Activate User

Figure 42 (b): Manage User Operations

- Creating Menus and Assigning Menus

This is administrative module that is very sensitive and must be managed by the
Information Technology Management Directorate.

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Figure 43: Assigning Menu To User Groups

j) Setting Module
Purpose: allows a user to edit his/her profile and also to change his/her password.
How to use:
- Click “Settings” menu and click “Change Password”
- Click “Settings” menu and click “View Profile”

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Figure 44: Change Password and View and Edit Profile

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k) Transport Office Module

This module basically contains 3 sub-modules or operations which can be used and
assigned to a specified user group. The main objective is to verify vehicles from ERCA’s
customs management system i.e. Asycuda++ before any services such as plate number
registration or other service by Transport Authority.

i. Verify Vehicles

Purpose: To verify vehicles customs duty


How to use: Click “Transport Office” menu and click “Verify Vehicle”, the following screen
appears

Figure 45: Vehicle Verification Form

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To view search history of specified vehicle

Security Code for


the document

To print verification
result/report

Figure 46: Verification Result

View History: when a user clicks click “view history” button, the following happens….

Figure 47: View Verification History

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ii. Manage Transport Users

Purpose: To Manage Transport Office Vehicle Verification officers that uses the system.
How to use: Click “Transport Office” menu and click “Manage Transport Users”, the
following screen appears

Figure 48 (a): Manage User Screen

- Activating, Deactivating (Suspending) or Editing User

Edit User Deactivate User

Activate User

Figure 48 (b): Manage User Operations

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iii. Check Vehicle Document

Purpose: To check the verification documents generated by the transport officers.


How to use: Click “Transport Office” menu and click “Check Vehicle Doc”, insert all the
necessary fields and the following result happens.

Figure 49: Document Checkup Result Examples

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