Professional Documents
Culture Documents
a) Introduction ............................................................................................................................................... 3
b) Problems ..................................................................................................................................................... 3
i. Modules ................................................................................................................................................... 6
c) Dashboard................................................................................................................................................ 18
i. Check TIN............................................................................................................................................. 26
i) Administrator Module......................................................................................................................... 38
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.
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.
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
The following table describes the summarized roles or activities of those identified actors.
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
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’
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.
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 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
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)
(a)
(b)
(d)
(e)
After registration, one can login to the system through login page by using your username
and password. The following homepage will appear.
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.
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”.
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.
(b)
(c)
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.
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.
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.
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.
(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
Purpose: To upload more than one purchase records from Excel file
How to use: Click “Purchase Declaration” menu and click “Upload Purchases”
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.
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.
(b) step3
Figure 18: check and preview data form steps and result (The question marks are errors)
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.
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.
After inserting record, one might need to find records, edit and update or delete them.
Or if the record has been there for more than a month, it can’t be edited by the user (message appears)
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.
My Performance
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 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.
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
(a) (b)
(a)
(b)
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.
Purpose: To upload more than one sales records from Excel file
How to use: Click “Sales Declaration” menu and click “Upload Sales”
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.
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.
After inserting record, one might need to find records, edit and update or delete them.
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.
Activate User
This is administrative module that is very sensitive and must be managed by the
Information Technology Management Directorate.
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”
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
To print verification
result/report
View History: when a user clicks click “view history” button, the following happens….
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
Activate User