Operating Guidelines and FAQs For SSS Loans in Egov

TITLE OF MANUAL TITLE OF SECTION
Operating Guidelines and

FAQs for SSS Loans in eGov
DOCUMENT AUTHORIZATION INITIAL ISSUE REVISION DATE REVISION NO. PAGE NO.
NO. DATE
GMC May 2019 June 2019 1 1
SSS LOANS:
Table of Contents:
Screenshots on how to download/extract an SSS Billing LCL ………………..………………………………. Page 2
Sample of Extracted SSS Billing LCL ………………………………………………………………………………………. Page 4
Sample of Employer Updated LCL …………………………………………………………………………………………. Page 4
File Layout of an Extracted SSS Billing LCL …………………………………………………………………………….. Page 5
File Layout of an Employer Updated LCL ………….……………………………………………………………………. Page 6
Payment Transaction Flow ……………………………………………………………………………………………………. Page 8
Uploading an Employer Updated LCL by a Maker ………….....………………………………………………….. Page 8
Authorizing a Transaction by a Checker ……………….………………………………………………………………… Page 12
Approving a Transaction by Approver ……………………………………………………………………………………. Page 15
Common Errors ……………………………………………………………………………………………………………………… Page 20
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SCREENSHOTS ON HOW TO DOWNLOAD/EXTRACT AN SSS BILLING LCL
Login as Corp Maker.
In Dashboard, click Billing LCL then Extract LCL.
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Check the box at the left side then click Extract button at the bottom of the page.
Saving the Extracted SSS Billing LCL
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The Extracted SSS Billing LCL is opened:
The downloaded/extracted SSS Billing LCL is editable by the Corp Maker.
After editing or changes are made and ready to be uploaded by the Corp Maker, the file is now called
an Employer Updated LCL. Changes can be done, such as:
 Penalty column is required to be all zeroes.

 Update of Remarks of the Employee (example: “T” for Terminated).
 Change of Amount Paid.
 Can add employee/s with loans to be paid and reported for the particular Applicable Month, if
not in the downloaded SSS Billing LCL. Make sure to put correct Loan details such as the exact
Loan Type, Loan Date and Loan Amount based on Employee SSS Loan Voucher.
Example, this is the edited file by the Maker. And is ready for transmission to EGOV.
Employer Updated LCL - This is the file to be uploaded by the Corporate Maker in EGOV website.
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For reference: FILE LAYOUT OF AN EXTRACTED SSS BILLING LCL:
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For reference: FILE LAYOUT OF AN EMPLOYER UPDATED LCL:
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UPLOADING AN EMPLOYER UPDATED LCL:
Corp Maker to access EGOV.
In Dashboard, click Payments then New Payments.
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In Payment Service, select SSS Loans.
In Profile, select the specific Profile name for SSS Loans.
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In File Format, select SSS-LCL.
In File, browse the created Employer Updated LCL meant to be uploaded.
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Click Upload button.
EGov sends message: Upload successful.
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AUTHORIZING A TRANSACTION BY A CHECKER
In Dashboard, click Payments then Payment Authorization
Authorize Payment page will display transactions for Authorization.
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Click Authorize button. Then click OK.
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In Payment Inquiry page, status is now “For Approval”.
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APPROVING A TRANSACTION BY APPROVER
In Dashboard, click Payments then Payment Approval
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Click Approve button
Select the Card/Account Number in the dropdown
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Approved Transaction Receipt:
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With SSS Acknowledgement:
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Common Errors Solution

No.
1 Card Number does not appear in the 1. Corporate Admin to check the Locator
dropdown in Corp Approver access. setup.
2. Login as Corp Admin in EGOV.
3. In the Maintain Card / Card Definition,
make sure the Locator setup has been
filled up.
4. Click the Setup button, fill up the 4-digit
Bank Branch code and select in the
dropdown the SSS Locator code then Save.
5. Then retry Approval.
2 SSS Loans:
Unposted Employer to ask from their SSS Branch a
List of Unpostables to identify employee
with unposted loan payments.
3 SSS Loans:
Error message: Corporate Maker to check the SSS
Header Section: Employer Number in the Header line of
Agency member number in file does not the Employer Updated LCL to the SSS
match your profile's agency member number enrolled in EGOV.
number.
4 SSS Loans:
Error message: EGOV does not allow file uploads of
Applicable month should not be greater Applicable Months beyond the
than the current month. Transmission Month.
Example:
Transmission Month is May 1-31, 2019
EGOV allows the file upload only up to
Applicable Month May 2019.
EGOV will reject the file upload with
Applicable Month June 2019.
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Note: EGOV allows file upload with old or

late Applicable Months.
5 SSS Loans:
Error message: Corp Maker to check if the Applicable
Line of Errors: Month format is in yyMM format.
Line: 1
applMo is not a valid date in yyMM
format.
6 SSS Loans:
Error message: Corp Maker to check if the SSS Branch
Line of Errors: Code format is correct. To verify the SSS
Header Section: Invalid branch code. Branch Code, always refer to the
downloaded SSS Billing LCL.
7 SSS Loans:
Error message: Corp Maker to check if the SSS Loans file
Line of Errors: has an 8-digit Repayment Number in the
Line: 1 repayNo is required. Header line. To verify the Repayment
Number, Corp Maker can use the same 8-
digits from the downloaded SSS Billing LCL
or assign any 8-digit number.
8 SSS Loans:
Error message: Corp Maker to check if the Repayment
Line of Errors: Number format is all numeric. To verify
Line: 1 repayNo is not in valid number the Repayment Number, Corp Maker can
format #0 use the same 8-digits from the
downloaded SSS Billing LCL or assign any
8-digit number.
9 SSS Loans:
Error message: Corp Maker to check if the format of the
Line of Errors: Repayment date in the SSS Loans follows
Line: 1 repayDate is not a valid date in the format yyyyMMDD. To verify the
yyyyMMdd format. Repayment Date, Corp Maker can use the
same Repayment Date from the
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downloaded SSS Billing LCL or assign any

Date following the correct date format.
10 SSS Loans:
Error message: Corp Maker to check validity of the
Line of Errors: Employee SSS number mentioned in the
Line: 2 error message.
Invalid Employee SSS To have this checked, verify SSS number of
Number[0610044160] the employee in the employers’ records or
in the downloaded SSS Billing LCL.
11 SSS Loans:
Error message: Corp Maker to check amount format in
Line of Errors: the mentioned line in the error message.
Line: 2 amountPaid invalid format set. Amount Paid must all be numeric. No
ampdsg is not a valid value. special characters like period is allowed.
Line: 8 Total Amount Paid is not equal to
the total amount paid of each record.
12 SSS Loans:
Error message: Corp Maker to check valid value of the
Line of Errors: Remarks of the Employee. Based on SSS
Line: 3 remarks is not a valid value. File Format, only valid values are T for
Terminated, H for Hired or Null or Blank
for No change.
13 SSS Loans:
Error message: Corp Maker to check field position of the
Line of Errors: Last Name. Should start at column 13,
Line: 2 Last Name should be left justified. right after the Employee SSS number.
14 SSS Loans:
Error message: Corp Maker to check field position of the
Line of Errors: First Name. Should start at column 28.
Line: 2 First Name should be left justified.
15 SSS Loans:
Error message: Corp Maker to check format of Loan Date.
Line of Errors: Should follow yyMMdd format. To have
this checked, verify the Loan Date of the
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Line: 2 loanDate is not a valid date in employee in the employers’ records (Loan
yyMMdd format. Voucher) or in the downloaded SSS Billing
LCL.
16 SSS Loans:
Error message: Corp Maker to check Penalty Column. In
Line of Errors: the Employer Updated LCL, the Penalty
Line: 2 penalty is not a valid value. column is required to be all zeroes. Must
be at Columns 58-64, (7 digits).
17 SSS Loans:
Error message: Corp Maker to check Total Number of
Line of Errors: Employees in the Trailer Line. The count
Line: 8 Record Count is not equal to the should be the number of employees listed
total number of records. in the Employer Updated LCL.
18 SSS Loans:
Error message: Corp Maker to check Total Amount Paid in
Line of Errors: the Trailer Line. The amount should be
Line: 8 Total Amount Paid is not equal to the total Amount to be paid by the
the total amount paid of each record. employer for the specific Applicable
Month.
19 SSS Loans:
Error message: Corp Maker to check Total Penalty
Line of Errors: Column. Again, Penalty Column is required
Line: 8 Total Penalty is not equal to the to be all zeroes. Must be at Columns 9-18,
total penalty of each record. (10 digits).
20 SSS Loans:
Error message: Corp Maker to check the field position of
Line of Errors: the Total Amount to be Paid. Must be at
Line: 8 Total Amount Paid is invalid. Columns 19-28, (10 digits).
Cannot exceed maximum number of
digits.
21
Invalid file Encoding. File must be saved SSS Loans file must be saved as Encoding:
in Encoding: ANSI. ANSI
To save a text file to Encoding: ANSI.
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(The transmitted SSS Loans file was saved a. Open the text file in Notepad.
as Encoding: UTF-8/Unicode/Unicode big b. In the Menu Bar, click File then Save
endian) As.., then select ANSI in Encoding then
click the Save button to save the file.
22
File invalid. Filename length limit to 50 Check the length of the filename of the
characters. SSS Loans file transmitted. Length should
be equal to or less than 50 characters,
(The length of the filename transmitted including the extension name “txt”.
has more than 50 characters, including
space/s and extension name “.txt”)
Note:
For those Profiles with Checker:
Currently, when a transaction needs to be cancelled by the Checker, the Checker will have to
authorize the transaction first then the Approver will be the one to cancel the transaction.
Thank you.
24

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TITLE OF MANUAL TITLE OF SECTION

Operating Guidelines and

Screenshots on how to download/extract an SSS Billing LCL ………………..………………………………. Page 2

Sample of Extracted SSS Billing LCL ………………………………………………………………………………………. Page 4

Sample of Employer Updated LCL …………………………………………………………………………………………. Page 4

File Layout of an Extracted SSS Billing LCL …………………………………………………………………………….. Page 5

File Layout of an Employer Updated LCL ………….……………………………………………………………………. Page 6

Payment Transaction Flow ……………………………………………………………………………………………………. Page 8

Uploading an Employer Updated LCL by a Maker ………….....………………………………………………….. Page 8

Authorizing a Transaction by a Checker ……………….………………………………………………………………… Page 12

Approving a Transaction by Approver ……………………………………………………………………………………. Page 15

Common Errors ……………………………………………………………………………………………………………………… Page 20

Operating Guidelines and

SCREENSHOTS ON HOW TO DOWNLOAD/EXTRACT AN SSS BILLING LCL

Login as Corp Maker.

In Dashboard, click Billing LCL then Extract LCL.

Operating Guidelines and

Saving the Extracted SSS Billing LCL

Operating Guidelines and

The Extracted SSS Billing LCL is opened:

The downloaded/extracted SSS Billing LCL is editable by the Corp Maker.

 Penalty column is required to be all zeroes.

Operating Guidelines and

For reference: FILE LAYOUT OF AN EXTRACTED SSS BILLING LCL:

Operating Guidelines and

For reference: FILE LAYOUT OF AN EMPLOYER UPDATED LCL:

Operating Guidelines and

Operating Guidelines and

UPLOADING AN EMPLOYER UPDATED LCL:

Corp Maker to access EGOV.

In Dashboard, click Payments then New Payments.

Operating Guidelines and

In Payment Service, select SSS Loans.

In Profile, select the specific Profile name for SSS Loans.

Operating Guidelines and

In File Format, select SSS-LCL.

In File, browse the created Employer Updated LCL meant to be uploaded.

Operating Guidelines and

Click Upload button.

EGov sends message: Upload successful.

Operating Guidelines and

AUTHORIZING A TRANSACTION BY A CHECKER

In Dashboard, click Payments then Payment Authorization

Authorize Payment page will display transactions for Authorization.

Operating Guidelines and

Click Authorize button. Then click OK.

Operating Guidelines and

In Payment Inquiry page, status is now “For Approval”.

Operating Guidelines and

APPROVING A TRANSACTION BY APPROVER

In Dashboard, click Payments then Payment Approval

Operating Guidelines and

Click Approve button

Select the Card/Account Number in the dropdown

Operating Guidelines and

Operating Guidelines and

Approved Transaction Receipt:

Operating Guidelines and

With SSS Acknowledgement:

Operating Guidelines and

Common Errors Solution

Operating Guidelines and

Note: EGOV allows file upload with old or