MOOE Web-Based System Users Guide (Draft V1 2022)

1) Access in the System https://mooe.deped.gov.ph using official DepEd email

account (name@deped.gov.ph)

a. First Time Registration

• RO and SDO Administrator
• Other users for SDO - Accountant/Budget Officer/Accounting Staff
• For Schools – Administrative Assistant III (SB) and II (DO) and
School Head
• Input Additional Information as required
▪ Select Your Role (DO Admin, Accountant III, Budget Officer
III, Accounting Staff, School Head, ADAS III, Disbursing
Officer)
▪ Select Region (Ensure to click the correct Region in the
Drop-down list)
▪ Select Division
▪ Select your School
▪ Click the School Level of Assignment (Elementary, Junior
HS and Senior High School)
▪ Then, click REQUEST ACCESS

b. Approval of registration
• Admin Account – Manage Users, Search name in the search
engine or click the name of the new user then check the
correctness of information details, if okey click “enable”.
• Click “Cluster User” if the user have more than 1 school as his/her
assignment
• Assignment of Cluster User
▪ Go to the Assign to Cluster Module
▪ Search for the Name of Cluster User and click
▪ Select School in the dropdown list the School or Schools to
be added as additional assignment
▪ Click “Assign”
▪ Then, click “Submit”
▪ In case, you need to remove the School , just click
“Remove” then, submit.

2) First time sign-in after approval

a. School Head Account

• Go to School Profile Module – Fill up the necessary information
▪ School Address
▪ School Payee

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 ▪ Signatory (DV) ADAS
▪ Administrative Assistant II
▪ Accountable Officer – The School Head

• Create Bank Account at Bank Account Module –

▪ Click Create Bank Account
▪ Fill up the Bank Account Number/GSB/the Maintaining
Balance
▪ Click the School Level Assignment
▪ Then Click “Submit”

FOR IMPLEMENTING UNIT (IUs):

• No Need for Fund Request for IUs,

• Once Bank Account (MDS) is set-up, (the maintaining balance
should be “0”)
• The CO Admin will update the “Confirm Funds Module” for IUs
confirmation.
• After confirmation by the SH, the funds can now be disbursed by
Monthly Summary – by object of expenditures or by check
issuance, if possible.

3) Using the System for Request of Funds (School Head Account)

• Go to the Requests Module
• Click “Create New Requests”
• Select Program/Activities/Project –
▪ Regular MOOE – Elementary
▪ Regular MOOE – Junior High School
▪ Regular MOOE – Senior High School
• Select Account (Enrolled Bank Account of School will appear)
• Period Covered – Click the Start date and End Date – Calendar
• Input the amount requested in the “Total Amount”
• Attach PDF copy of signed request eg. ORS
• Transaction Timeline will appear
• Click “Submit”

4) Approval of the Request of the School (SDO Account – Budget

Officer/Accounting Staff/DO Administrator)
• Go to the Pending Requests Module
• Check the list of pending requests made by the Schools
• Click the specific request
• Check the attachment and review if it is in order
• Update the Status if in order Click “Approved”
• If not, click “Return to Requestor”

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5) Confirmation of Transfer (Using School Head Account)
• Go to Confirm Fund Module
• Check the details specially the date and confirm

(Ensure fund transfer is CONFIRM because when the School start to

disburse it needs a Source of FUND/PAPs to charge your
expenditures)

6) Disbursement chargeable against fund transfer/download

School with complete Finance Structure (ADAS III, School Head and ADAS II
(DO) as co-signatory of bank account)
ADAS III/Senior Bookkeeper Account
• Go to Disbursements Module
• Click “Create New Disbursements”
• Select Funds Source (Transfer Date and Fund Type)
• Select the exact month for the Disbursement Month
• Fill up the Payee Information
▪ Payee Name
▪ Payee TIN (12 digits)
▪ DV Number
• Fill up the Payment Information
▪ Account Title (Expense Account)
▪ Transaction Type (Goods, Services, Other Transactions)
▪ VAT Type (Vat or NV)
▪ Particulars (Description of the Transactions)
▪ Gross Amount
▪ The System will compute automatically the NET VAT
amount, Taxes Withheld for BIR Form 2306 and 2307
then the NET AMOUNT
• Attach File for the supporting documents (PDF Copy with standard
filename format)
• Then click “Submit”

School Head Account

• Go to Pending Disbursements Module
• Click the specific DV created by the ADAS III with Status as “School
Head Approval”
• Review the details and the attached file if in order
• Click the “Update Status” and select the following “Check Issuance”
▪ “Return to DV Author” if NOT Approve, you may write
your reason for the Disapproval in the Remarks portion
▪ “Check Issuance” if Approve

• Then click “Submit”

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ADAS II – Disbursing Officer Account
• Go to Pending Disbursements Module
• Click the specific DV created by the ADAS III with Status as “Check
Issuance”
• Review the details and the attached file if in order
• If in order, input the following details -
▪ Check Number
▪ Check Date (Use the Calendar in the System and click
the specific date)
• Click the “Update Status” and select the following -
▪ “Return to DV Author” if NOT okey, you may write your
reason for the return in the Remarks portion
▪ “For Printing” if okey
• Then click “Submit”

School Head Account

• Go to Disbursements Module
• Click the specific DV/Check Issued
• Transaction timeline will be displayed in this point in time
• Select “Print”
• The DV will be generated for printing and for actual signatures of
School Finance Official/Staff.

NOTE: DV created which is submitted for Printing and generated in the System
but not yet PRINTED can still be VOIDED in the School Level. Just go to the VOID
DISBURSEMENTS module and click the specific DV/Check Issued and click
“VOID”. However, those DV created which is already PRINTED can no longer
be voided in the School Level. It’s the Accountant III or DO Admin can void the
said DV.

School without complete set of Finance Staff (School Head Only)

School Head Account
• Go to Disbursements Module
• Click “Create New Disbursements”
• Select Funds Source (Transfer Date and Fund Type)
• Select the exact month for the Disbursement Month
• Fill up the Payee Information
▪ Payee Name
▪ Payee TIN (12 digits)
▪ DV Number
• Fill up the Payment Information
▪ Account Title (Expense Account)
▪ Transaction Type (Goods, Services, Other Transactions)
▪ VAT Type (Vat or NV)
▪ Particulars (Description of the Transactions)

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 ▪ Gross Amount
▪ The System will compute automatically the NET VAT
amount, Taxes Withheld for BIR Form 2306 and 2307
then the NET AMOUNT
• Attach File for the supporting documents (PDF Copy with standard
filename format)
• Then click “Submit”
• Go to Pending Disbursements Module
• Click the specific DV with Status as “School Head Approval”
• Still recheck the details and the attached file if in order
• Click the “Update Status” and select the following
▪ “Return to DV Author” if NOT okey
▪ “Check Issuance” if okey for next level.
• Then click “Submit”
• The pending disbursement status will be change to “Check Issuance”
• Click again the specific disbursement, input the following details -
▪ Check Number
▪ Check Date (Use the Calendar in the System and click
the specific date)
• Click the “Update Status” and select the following -
▪ “Return to DV Author” if NOT okey, you may write your
reason for the return in the Remarks portion
▪ “For Printing” if okey
• Then click “Submit”
• Go to Disbursements Module
• Click the specific DV/Check Issued
• Transaction timeline will be displayed in this point in time
• Select “Print”
• The DV will be generated for printing and for actual signatures of
School Finance Official.

NOTE: DV created which is submitted for Printing and generated in the System
but not yet PRINTED can still be VOIDED in the School Level. Just go to the VOID
DISBURSEMENTS module and click the specific DV/Check Issued and click
“VOID”. However, those DV created which is already PRINTED can no longer
be voided in the School Level. It’s the Accountant III or DO Admin can void the
said DV.

7) Report Generation at School Level

• Go to School Report Module
• For Cash in Bank Register (CBReg)
▪ Select Year (Click the dropdown list)
▪ Select Month
▪ Select Bank Account
▪ Click “Generate Report”
▪ CBReg will be generated in an HTML Format

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 • For School Monthly Tax Summary Report
▪ Select Year (Click the dropdown list)
▪ Select Month
▪ Click “Generate Report”

• For BIR Form 2307 (Can be generated once the DV is already printed
in hard copy)
▪ Select Year (Click the dropdown list)
▪ Select Month
▪ Click the exact Check Number in the Select
Disbursement
▪ Select date range using the Calendar in the System
▪ Type the address of the Payee
▪ Type the ZIP Code Number of the Payee
▪ Input the 12 digits TIN of the School
▪ Type the ZIP Code Number of the School
▪ Then, click “Generate Report”

8) Viewing/Generation of Reports at SDO Level

• Go to Division Reports Module
• For Viewing Cash in Bank Register of the School (CBReg)
▪ Select Name of School in the dropdown list
▪ Select Year (Click the dropdown list)
▪ Select CBReg Month
▪ Select Bank Account
▪ Click “Generate Report”
▪ CBReg will be generated in an HTML Format

• For Viewing School Monthly Tax Summary Report

▪ Select Name of School in the dropdown list
▪ Select Year (Click the dropdown list)
▪ Select Month
▪ Click “Generate Report”

• For Division Monthly Tax Summary Report

▪ Select Year (Click the dropdown list)
▪ Select Month
▪ Fill up name of Administrative Assistant III
▪ Fill up name of Accountant III
▪ Fill up name of Schools Division Superintendent
▪ Then, click “Generate Report”

• For Status of Downloading and Utilization/By Object of Expenditures

▪ Click Report Version either 1 or 2
▪ Select Year (Click the dropdown list)

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 ▪ Fill up name of Administrative Assistant III
▪ Fill up name of Accountant III
▪ Fill up name of Schools Division Superintendent
▪ Then, click “Generate Report”

9) For viewing individual dashboard of Schools

• Go to Manage Schools Module
• In the search engine, you can type the name of the School and click
tab
• Then click the specific School you want to view.

10) For viewing of disbursement details of the School

• Go to School Disbursements Module
• In the search engine, you can type the name of the School and click
the name of School in the dropdown list
• Specific check issued can also be searched in the search engine.

11) For the Liquidation of the School Disbursements

• Go to School Disbursement Module
• In the search engine, you can type the name of the School and click
the name of School in the dropdown list
• List of check issued by the School will appear, and click the specific
check issued details with “N” as to liquidation status and enable the
“LIQUIDATED” prompt.

12) For voiding of DV of the Schools (DV which was already printed)
• Go to School Disbursement Module
• In the search engine, you can type the name of the School and click
the name of School in the dropdown list
• Type the specific check number in the Search Engine and click the
details
• Click “Void”
• A message will appear if successfully voided
• Check issued which are already tagged as LIQUIDATED can no longer
be voided.

13) Month-end closing and setting up of beginning balances

• Go to Month-End Closing Module
• Select name of the School and click the name of School in the
dropdown list
• Select Fund Year in the dropdown list and click
• Select the CIBR or CBReg month in the dropdown list and click
• Then, click “Preview” and review the details
• If okey for closing, click “Close Month”
• Ending balances for the month closed will forwarded as beginning
balances to the CBReg for the next month.

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• Beginning balances can also be set-up manually or can be edited, just
go to Beginning Balances Module and search the specific school and
month.
• Open the beginning balances details and edit or delete, then click
“Submit”.

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