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SOCIAL SECURITY SYSTEM
R3 DISKETTE PROJECT
EMPLOYER’S GUIDE VERSION 2.0 JUNE 2005
PREPARED BY:
APPLICATIONS DEVELOPMENT & MAINTENANCE - 1 INFORMATION TECHNOLOGY MANAGEMENT GROUP
R3 DISKETTE PROJECT ’S MANUAL ACCEPTANCE
10 June 2005
CERTIFICATION This is to certify that the ’S MANUAL for the R3 Diskette Project submitted by the Applications Development and Maintenance – 1 department has been reviewed and has complied with the ’s specifications and requirements.
ANTONIO S. ARGABIOSO Department Head, CM
R3 DISKETTE PROJECT ’S MANUAL ACCEPTANCE
30 June 2005
CERTIFICATION This is to certify that the ’S MANUAL for the R3 Diskette Project submitted by the Applications Development and Maintenance – 1 department has been reviewed and has complied with ITMG standard documentation specifications and requirements.
Signature MA. SALOME E. ROMANO Officer-In-Charge, Planning and Standards Dept.
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 AUTHOR/S GERALDINE R. TAMAYO Senior Specialist Applications Development & Maintenance – 1 CYNTHIA A. DUQUE Junior Programmer Applications Development & Maintenance – 1
AUTHOR
i
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 PREFACE PURPOSE
:
This ’s Guide contains information and instructions that will help the s in the operation of the SSS R-3 Diskette Program (Version 2.0).
AUDIENCE :
This manual is intended for Employers participating in the SSS R-3 Diskette Project.
REQUIREMENT:
The system requires an operating system not lower than Windows 98, least ----- free space in their c:\drive, a floppy drive and a printer.
AUTHOR
ii
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 HOW TO USE THIS MANUAL/GUIDE This guide is divided into six sections: Chapter 1, “Installation”, describes how to install the system. Chapter 2,“Getting Started”, shows the main menu of the system and enumerates the different options available in the system. Chapter 3, “File Maintenance Option”, shows how to update the employer information and the employee information, to inquire total amounts and to create the SSS text file (Collection list). Chapter 4, “Report Generation Module”, shows how reports are created. Chapter 5,“System Maintenance Module”, shows how to backup and restore databases/files.
PREFACE
i
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 REVISION HISTORY This is the third guide to be prepared for Employers whose computers are running operating systems not lower than Windows98, who will participate in the R3 Diskette Project.
PREFACE
ii
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 YOUR COMMENTS ARE WELCOME The Information Technology Management Group values and appreciates your comments as and reader of this ’s Manual. It would greatly help in deg future enhancements Please address all comments to the nearest SSS branch.
PREFACE
iii
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 TABLE OF CONTENTS AUTHOR/S ..................................................................................................................................................I PREFACE ....................................................................................................................................................II TABLE OF CONTENTS............................................................................................................................IV 1 INSTALLATION.......................................................................................................................... 1 1.1 USING THE WEB ................................................................................................................................2 1.2 USING INSTALLATION COMPACT DISKS.....................................................................................3 2 GETTING STARTED .................................................................................................................. 1 2.1 MAIN MENU .......................................................................................................................................2 3 FILE MAINTENANCE.................................................................................................................. 1 3.1FILE MAINTENANCE...........................................................................................................................1 3.2 EMPLOYER RECORD MAINTENANCE...........................................................................................2 3.3 EMPLOYEE RECORDS MAINTENANCE.........................................................................................5 4 REPORT GENERATION............................................................................................................ 1 5 SYSTEM MAINTENANCE.......................................................................................................... 1
TABLE OF CONTENTS
iv
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0
CHAPTER
1
INSTALLATION This chapter instructs the how to install the module in the computer
Chapter 1 - Installation
1-1
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 1.1
USING THE WEB ing the R3 Diskette Program from the Internet ( www.sss.gov.ph ) 1. Go to the web site of the Social Security System (www.sss.gov.ph). 2. From the SSS home page, click on the icon for the R3 Diskette Project. The screen below will appear (Screen 1-1 R3 Diskette Project subpage).
Screen 1-1 R3 Diskette Project sub-page
3. Scroll down the page and look for the second version of the R3 diskette project. 4. Follow the instructions for ing the version of the R3 diskette program running on computers with Windows 98 and higher operating systems.
Chapter 1 - Installation
1-2
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 1.2
USING INSTALLATION COMPACT DISKS 1. Insert the CD-ROM in your CD-ROM drive. (On many systems, Windows automatically recognize that you have inserted a CD-ROM and will display a start window. If this happens, Click on the r3diskette.exe then skip to step 4 . ) 2. On the taskbar at the bottom of you screen, click the Start button, and then click Run. The Run Dialog box appears. 3. In the Open text box, type d:\r3diskette, and then click OK. Don’t add spaces as you type. ( if your CD-ROM drive is associated with a different drive letter, such as e, type that instead.) A Winzip Self Extractor Window should appear. 4. Click Unzip, then click Close after the files were unzipped successfully. 5. Proceed to Installation of R3 Diskette Program Instructions.
Chapter 1 - Installation
1-3
APPLICATION SYSTEM NAME ’S MANUAL VERSION 2.0
CHAPTER
2
GETTING STARTED This chapter shows the Main Menu screen and the different options included in it.
Chapter 2 – Getting Started
2-1
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 2.1
MAIN MENU
Screen 2-1. MAIN MENU
There are four options in the MAIN MENU screen shown. Each option corresponds to a function of the system as follows: •
• • •
File Maintenance Option – is the module for editing employer information as well as for adding, deleting and updating employee information. This is also the module wherein total amounts can be viewed and the contribution text file required is generated. Report Generation Option – is the module for printing the transmittal list and the content of the employee database. System Maintenance Option – is the module for the back up and restoration of contribution files. Exit – is the option for getting out of the system.
Choose an option by clicking on the desired option’s button using the mouse.
Chapter 2 – Getting Started
2-2
CHAPTER
3
FILE MAINTENANCE This chapter explains the different options in the File Maintenance module.
3.1
FILE MAINTENANCE
Screen 3-1 File Maintenance Menu Screen
The screen above displays after selecting the File Maintenance option from the Main Menu (Screen 2-1). It enumerates the different activities available in this module. • • • • •
3.2
Employer Record Maintenance – this option will enable the to enter and to edit employer information. Employee Record Maintenance – this option will enable the to enter, to update, to delete employee information. Inquire Totals – this option will enable the to view the total amount of contributions and the total amount of employees compensation payments encoded. Create SSS Text File – this option will enable the to generate the required contribution file in text format. Back To Main Menu – this option will bring the back to the Main Menu (Screen 2-1).
EMPLOYER RECORD MAINTENANCE
Chapter 2 – Getting Started
2-2
Screen 3-2. Employer Information Screen
The screen above displays after selecting the Employer Record Maintenance option from the File Maintenance Screen (Screen 3-1). It contains the employer information needed by the system such as the Employer Name, the Employer ID, the Applicable Period (MM YYYY format). You can navigate the record by clicking your mouse on any field or by using the
keys. The screen also shows the control (where control buttons are situated) and the status (which shows the status of the record being edited).
Field Description & Validation Rules: Employer Name – identifies the name of the company submitting the R3. This field is mandatory.
Chapter 2 – Getting Started
2-3
Employer ID – identifies the SSS number of the employer. mandatory.
This field is
Applicable Period – identifies the month and year being reported by the employer. It is in the format mm yyyy. Valid values for mm ranges from 01 – 12. The yyyy field must not be earlier than 1957. Data entry is per field (mm, yyyy). These fields are mandatory.
Employer Record Editing The first time the utilizes the program, the initial value of the fields on the Employer Information Screen (Screen 3-2) is blank.
Chapter 2 – Getting Started
2-4
To enter employer information, just navigate to the desired field and enter the parameters required. To save any information entered, click the Update button or press
. To cancel any changes made in the values on the Employer Information Screen (Screen 3-2), click the Cancel button or press
. Values will return to its original status, unless an update has been made. Clicking at the Back to Menu button or pressing
, will bring the back to the File Maintenance Screen (Screen 3-1). The last saved values of the Employer Information Screen (Screen 3-2), will become the default value the next time the operates the system. Note that all fields are mandatory.
3.3 EMPLOYEE RECORDS MAINTENANCE
Chapter 2 – Getting Started
2-5
Screen 3-3. Employee Record Maintenance Screen
The screen above displays after selecting the Employee Record Maintenance option from the File Maintenance Screen (Screen 3-1). It contains the employee information needed by the system such as the SSS Number, the full name of the employee (Last Name, First Name, Middle Initial), the SSS Amount, the ECC Amount, the status of the employee (Remarks), and the Hired/Separation Date. The screen also shows the Control (where control buttons are situated) and the Status (which shows the status of the record being edited).
Field Description & Validation Rules: SSS Number – identifies the Social Security number of the employee. It must be in the format 9999999999. This field is mandatory. Last Name – this field identifies the surname of the employee. This field is mandatory.
Chapter 2 – Getting Started
2-6
First Name – this field identifies the given name of the employee. This field is mandatory. Middle Initial – this field identifies the middle initial of the employee. This field is optional. SSS Amount – this field identifies the SSS contribution of the employee. The default value of this field is 0.00. ECC Amount – this field identifies the Employee’s Compensation contribution of the employee. The default value of this field is 0.00. Remarks – this field identifies the status of the employee in the company. Valid values for this field are:‘1’ (for new employees), ‘2’ (for separated employees) and ‘N’ (if the employee is neither newly hired nor separated). This field is mandatory. Hire/Sep Date – this field identifies the date when the employee was hired (if the Remarks field has a value of ‘1’) or separated (if the Remarks field has a value of ‘2’).
Adding Employee Records To add records in the employee database, just populate the fields with valid values and then click on the Add button in the control , or press
. This will save the employee information in the employee database. Deleting Employee Records
Chapter 2 – Getting Started
2-7
To delete an employee record in the database, type in the SSS Number of the employee and then press <Enter>. The program will then retrieve the record of the employee. After the record has been retrieved, click on the Delete button in the control , or press
. This will delete the employee information in the employee database. Change SSS Number To change the SSS Number of an employee record in the database, type in the SSS Number of the employee and then press <Enter>. The program will then retrieve the record of the employee. Click the Change SSS Number button in the control or press
. Notice that only the SSS Number field will be available for update, but the whole employee record will be displayed. A message in the Status will confirm that the SSS number is available for editing. To save any change made in the employee’s SSS number, click on the Save button. To abandon the change made, click on the Cancel button. Update Record To update an employee record in the database, type in the SSS Number of the employee and then press <Enter>. The program will then retrieve the record of the employee. After the record has been retrieved, navigate towards the field you want to update. Notice that all fields in the employee record will be available for update except for the SSS Number field. Make the necessary changes and then click the Update Record button in the control , or press
. This will save the updated information in the employee database. A message in the Status will confirm that the employee record was updated. Close To exit the Employee Record Maintenance Screen (Screen 3-3), click the Close button or press
. This will bring you back to the File Maintenance Screen (Screen 3-1). 3.4 INQUIRE TOTALS
Chapter 2 – Getting Started
2-8
Screen 3-4 Inquire Totals Screen
The screen above displays after selecting the Inquire Totals option from the File Maintenance Screen (Screen 3-1). This screen exhibits the following information: the period being reported (format mm-yyyy), the total amount of SSS s encoded, and the total amount of EC contributions encoded. The information being displayed can be used to check the total of the encoded values against the actual values. The fields in this screen are not available for updating. To exit from this screen. click the Back to Menu button.
3.4
Create SSS Text File
Chapter 2 – Getting Started
2-9
Screen 3-5
Selecting the Create SSS Text File option from the File Maintenance Screen (Screen 3-1) will invoke the program that will generate a text file and then replicate this text file into a diskette and into the hard disk. This text file contains the collection list that will be submitted to the Social Security System for posting. After clicking on the Create SSS Text File button, a message box (Screen 3-5) will pop up, instructing the to insert a diskette in the floppy drive. After the has inserted the diskette in the floppy drive, click on the OK button to start the generation of the text file.
.
Screen 3-6 Screen 3-6
Chapter 2 – Getting Started
2-10
After the generation of the SSS text file and successful reproduction into the diskette, another message box will display (Screen 3-6). Acknowledge the message by clicking on the OK button.
Screen 3-7
Aside from making a copy into the diskette, the program will also make backup copy in your computer. The file will be copied into the directory C:\R3TDVB\data. The file’s naming convention is R3MMYYYY.mmddhrmn. Where: MM – applicable month YYYY - applicable year mm - month when the employer record was updated dd - day when the employer record was updated hr - hour the employer record was updated mn - minute the employer record was updated Press the OK button to bring you back to the File Maintenance Menu (Screen 3-1). 3.5 Back to Main Menu Clicking the Back to Main Menu button from the File Maintenance Menu (Screen 3-1) will bring the back to the Main Menu (Screen 2-1).
Chapter 2 – Getting Started
2-11
APPLICATION SYSTEM NAME ’S MANUAL VERSION 2.0
CHAPTER
4 REPORT GENERATION This section shows how to generate the reports in the system.
Chapter 4- Report Generation
4-1
4.1
REPORT GENERATION
Screen 4-1 Report Generation Screen
The screen above displays after choosing the Report Generation option from the Main Menu (Screen 2-1). The module generates two reports. The first report is the Transmittal Certification. This contains the information regarding the employer’s payment. This report is submitted to the SSS Office together with the diskette containing the R3 Collection List. The second report is the Employee File report. It contains a listing of the employees and their contributions. This report can be used as an aid in checking the data entered into the database. This listing is not submitted to the SSS Office.
4.2
PRINT TRANSMITTAL CERTIFICATION
Chapter 4- Report Generation
4-2
Screen 4-2 Print Transmittal Certification Screen
The screen above displays after clicking on the Print Transmittal Certification button from the Report Generation Screen (Screen 4-1). There are two options shown: the Print button and the Cancel button. The Print option will bring about the generation of the Transmittal Certification list while the Cancel option will terminate the Print Transmittal Certification module and bring the back to the Report Generation Screen (Screen 4-1).
After pressing the Print button, the program will proceed with the generation of the report and then the screen below will be displayed.
Chapter 4- Report Generation
4-3
Screen 4-3
The Transmittal Certification contains the following information: a) File Name - contains the name of the file as saved in the diskette and in the hard disk. b) Date – the date the certification was generated c) Employer Name – contains the name of the employer d) Applicable Period – contains the period being reported. e) Employer id-contains the SSS number of the employer. f) SSS amount – contains the total SSS s amount paid g) EC amount – contains the total EC contributions paid h) Total amount – contains the sum of the SSS amount and the EC amount i) Total number of employees – contains the number of employees in the database Note: Spaces are provided for the special bank receipt number and for the date paid where the can write the details after the transmittal certification has been printed. After the report has been viewed and found to be correct, the can proceed with the printing by clicking on the printer button found at the upper left corner of the active window. Two copies of the transmittal certification are needed.
Chapter 4- Report Generation
4-4
After printing the necessary copies, close the active window by clicking on the Close button at the upper right corner of the active window. This will return the back to the Print Transmittal Certification Screen (Screen 4-2).
4.3
PRINT EMPLOYEE FILE
Chapter 4- Report Generation
4-5
Screen 4-4 Print Employee File Screen
The screen above will be displayed after clicking the Print Employee File button from the Report Generation Screen (Screen 4-1). There are two options shown: the Print button and the Cancel button. The Print option will bring about the generation of the Employee File List while the Cancel option will terminate the Print Employee File module and bring the back to the Report Generation Screen (Screen 4-1).
Chapter 4- Report Generation
4-6
Screen 4-5
After pressing the Print button, the program will proceed with the generation of the report and then the screen above will be displayed. The Employee File listing contains the following information: a) b) c) d) e) f) g) h) i)
Employer Name File Name Run date Employee Name (Surname, First, Middle Initial) Employee SSS Number Employee SS contribution amount Employee Ec contribution amount Remarks (N, 1 or 2) Date (Hired/Separation)
After the report has been viewed , the can proceed with the printing by clicking on the printer button found at the upper left corner of the window. To n close the active window just click on the Close button at the upper right corner of the window.
Chapter 4- Report Generation
4-7
CHAPTER
5 SYSTEM MAINTENANCE This section shows how to back up and restore the databases of the system.
5.1
SYSTEM MAINTENANCE
Chapter 5- System Maintenance
5-1
Screen 5-1 Database Maintenance Screen
The screen above displays after choosing the System Maintenance option from the Main Menu (Screen 2-1). The module has two options. The first option is the Database Back Up. In this option all the information currently in the database will be copied in the backup diskette. The second option is the Restore Database. In this option, current information in the database will be removed and then replaced by the information in the back up diskette.
5.2
DATABASE BACK UP
Screen 5-2
Selecting the Database Back Up option from the System Maintenance Screen (Screen 5-1) will cause the program to display this pop up window. After a diskette has been inserted into Drive A, the program then will back up the database into the diskette. After the successful backup operation, the screen below will be displayed. Press the OK button for confirmation. This will bring you back to the Systems Maintenance Screen (Screen 5-1).
Screen 5-3
5.2
RESTORE DATABASE
To restore from the back up copy of previous applicable periods, choose the Restore Database option from the Systems Maintenance Screen (Screen
5-1). Take note that in restoring the back up copy for a particular period, the program will overwrite the existing/current values in the database and replace it with the values in the back up diskette. This means that the current values in the database will be permanently erased and then the values from the back up diskette will be inserted into the database. Make sure that you a have a back up copy of the current values of the database before restoring from the back up diskette. After choosing Restore Database option from the System Maintenance Screen (Screen 5-1), the screen below (Screen 5-4) will pop up.
Screen 5-4
Insert the back up diskette of the particular period you want to restore, asn then press the OK button. The screen below (Screen 5-5), will pop up to confirm if the still wants to proceed with the restoration process. Pressing the OK button will instruct the program to proceed with the process, while pressing the Cancel button will abort the process and bring the back to the Systems Maintenance Screen (Screen 5-1).
Screen 5-5
After the back up database has been successfully restored, the screen below (Screen 5-6) will display.
Screen 5-6
Press the OK button to acknowledge that the database has been restored. The will be back to the Systems Maintenance Screen (Screen 5-1).
R3 DISKETTE PROJECT
EMPLOYER’S GUIDE VERSION 2.0 JUNE 2005
PREPARED BY:
APPLICATIONS DEVELOPMENT & MAINTENANCE - 1 INFORMATION TECHNOLOGY MANAGEMENT GROUP
R3 DISKETTE PROJECT ’S MANUAL ACCEPTANCE
10 June 2005
CERTIFICATION This is to certify that the ’S MANUAL for the R3 Diskette Project submitted by the Applications Development and Maintenance – 1 department has been reviewed and has complied with the ’s specifications and requirements.
ANTONIO S. ARGABIOSO Department Head, CM
R3 DISKETTE PROJECT ’S MANUAL ACCEPTANCE
30 June 2005
CERTIFICATION This is to certify that the ’S MANUAL for the R3 Diskette Project submitted by the Applications Development and Maintenance – 1 department has been reviewed and has complied with ITMG standard documentation specifications and requirements.
Signature MA. SALOME E. ROMANO Officer-In-Charge, Planning and Standards Dept.
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 AUTHOR/S GERALDINE R. TAMAYO Senior Specialist Applications Development & Maintenance – 1 CYNTHIA A. DUQUE Junior Programmer Applications Development & Maintenance – 1
AUTHOR
i
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 PREFACE PURPOSE
:
This ’s Guide contains information and instructions that will help the s in the operation of the SSS R-3 Diskette Program (Version 2.0).
AUDIENCE :
This manual is intended for Employers participating in the SSS R-3 Diskette Project.
REQUIREMENT:
The system requires an operating system not lower than Windows 98, least ----- free space in their c:\drive, a floppy drive and a printer.
AUTHOR
ii
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 HOW TO USE THIS MANUAL/GUIDE This guide is divided into six sections: Chapter 1, “Installation”, describes how to install the system. Chapter 2,“Getting Started”, shows the main menu of the system and enumerates the different options available in the system. Chapter 3, “File Maintenance Option”, shows how to update the employer information and the employee information, to inquire total amounts and to create the SSS text file (Collection list). Chapter 4, “Report Generation Module”, shows how reports are created. Chapter 5,“System Maintenance Module”, shows how to backup and restore databases/files.
PREFACE
i
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 REVISION HISTORY This is the third guide to be prepared for Employers whose computers are running operating systems not lower than Windows98, who will participate in the R3 Diskette Project.
PREFACE
ii
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 YOUR COMMENTS ARE WELCOME The Information Technology Management Group values and appreciates your comments as and reader of this ’s Manual. It would greatly help in deg future enhancements Please address all comments to the nearest SSS branch.
PREFACE
iii
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 TABLE OF CONTENTS AUTHOR/S ..................................................................................................................................................I PREFACE ....................................................................................................................................................II TABLE OF CONTENTS............................................................................................................................IV 1 INSTALLATION.......................................................................................................................... 1 1.1 USING THE WEB ................................................................................................................................2 1.2 USING INSTALLATION COMPACT DISKS.....................................................................................3 2 GETTING STARTED .................................................................................................................. 1 2.1 MAIN MENU .......................................................................................................................................2 3 FILE MAINTENANCE.................................................................................................................. 1 3.1FILE MAINTENANCE...........................................................................................................................1 3.2 EMPLOYER RECORD MAINTENANCE...........................................................................................2 3.3 EMPLOYEE RECORDS MAINTENANCE.........................................................................................5 4 REPORT GENERATION............................................................................................................ 1 5 SYSTEM MAINTENANCE.......................................................................................................... 1
TABLE OF CONTENTS
iv
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0
CHAPTER
1
INSTALLATION This chapter instructs the how to install the module in the computer
Chapter 1 - Installation
1-1
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 1.1
USING THE WEB ing the R3 Diskette Program from the Internet ( www.sss.gov.ph ) 1. Go to the web site of the Social Security System (www.sss.gov.ph). 2. From the SSS home page, click on the icon for the R3 Diskette Project. The screen below will appear (Screen 1-1 R3 Diskette Project subpage).
Screen 1-1 R3 Diskette Project sub-page
3. Scroll down the page and look for the second version of the R3 diskette project. 4. Follow the instructions for ing the version of the R3 diskette program running on computers with Windows 98 and higher operating systems.
Chapter 1 - Installation
1-2
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 1.2
USING INSTALLATION COMPACT DISKS 1. Insert the CD-ROM in your CD-ROM drive. (On many systems, Windows automatically recognize that you have inserted a CD-ROM and will display a start window. If this happens, Click on the r3diskette.exe then skip to step 4 . ) 2. On the taskbar at the bottom of you screen, click the Start button, and then click Run. The Run Dialog box appears. 3. In the Open text box, type d:\r3diskette, and then click OK. Don’t add spaces as you type. ( if your CD-ROM drive is associated with a different drive letter, such as e, type that instead.) A Winzip Self Extractor Window should appear. 4. Click Unzip, then click Close after the files were unzipped successfully. 5. Proceed to Installation of R3 Diskette Program Instructions.
Chapter 1 - Installation
1-3
APPLICATION SYSTEM NAME ’S MANUAL VERSION 2.0
CHAPTER
2
GETTING STARTED This chapter shows the Main Menu screen and the different options included in it.
Chapter 2 – Getting Started
2-1
R3 DISKETTE PROJECT ’S MANUAL VERSION 2.0 2.1
MAIN MENU
Screen 2-1. MAIN MENU
There are four options in the MAIN MENU screen shown. Each option corresponds to a function of the system as follows: •
• • •
File Maintenance Option – is the module for editing employer information as well as for adding, deleting and updating employee information. This is also the module wherein total amounts can be viewed and the contribution text file required is generated. Report Generation Option – is the module for printing the transmittal list and the content of the employee database. System Maintenance Option – is the module for the back up and restoration of contribution files. Exit – is the option for getting out of the system.
Choose an option by clicking on the desired option’s button using the mouse.
Chapter 2 – Getting Started
2-2
CHAPTER
3
FILE MAINTENANCE This chapter explains the different options in the File Maintenance module.
3.1
FILE MAINTENANCE
Screen 3-1 File Maintenance Menu Screen
The screen above displays after selecting the File Maintenance option from the Main Menu (Screen 2-1). It enumerates the different activities available in this module. • • • • •
3.2
Employer Record Maintenance – this option will enable the to enter and to edit employer information. Employee Record Maintenance – this option will enable the to enter, to update, to delete employee information. Inquire Totals – this option will enable the to view the total amount of contributions and the total amount of employees compensation payments encoded. Create SSS Text File – this option will enable the to generate the required contribution file in text format. Back To Main Menu – this option will bring the back to the Main Menu (Screen 2-1).
EMPLOYER RECORD MAINTENANCE
Chapter 2 – Getting Started
2-2
Screen 3-2. Employer Information Screen
The screen above displays after selecting the Employer Record Maintenance option from the File Maintenance Screen (Screen 3-1). It contains the employer information needed by the system such as the Employer Name, the Employer ID, the Applicable Period (MM YYYY format). You can navigate the record by clicking your mouse on any field or by using the
Field Description & Validation Rules: Employer Name – identifies the name of the company submitting the R3. This field is mandatory.
Chapter 2 – Getting Started
2-3
Employer ID – identifies the SSS number of the employer. mandatory.
This field is
Applicable Period – identifies the month and year being reported by the employer. It is in the format mm yyyy. Valid values for mm ranges from 01 – 12. The yyyy field must not be earlier than 1957. Data entry is per field (mm, yyyy). These fields are mandatory.
Employer Record Editing The first time the utilizes the program, the initial value of the fields on the Employer Information Screen (Screen 3-2) is blank.
Chapter 2 – Getting Started
2-4
To enter employer information, just navigate to the desired field and enter the parameters required. To save any information entered, click the Update button or press
3.3 EMPLOYEE RECORDS MAINTENANCE
Chapter 2 – Getting Started
2-5
Screen 3-3. Employee Record Maintenance Screen
The screen above displays after selecting the Employee Record Maintenance option from the File Maintenance Screen (Screen 3-1). It contains the employee information needed by the system such as the SSS Number, the full name of the employee (Last Name, First Name, Middle Initial), the SSS Amount, the ECC Amount, the status of the employee (Remarks), and the Hired/Separation Date. The screen also shows the Control (where control buttons are situated) and the Status (which shows the status of the record being edited).
Field Description & Validation Rules: SSS Number – identifies the Social Security number of the employee. It must be in the format 9999999999. This field is mandatory. Last Name – this field identifies the surname of the employee. This field is mandatory.
Chapter 2 – Getting Started
2-6
First Name – this field identifies the given name of the employee. This field is mandatory. Middle Initial – this field identifies the middle initial of the employee. This field is optional. SSS Amount – this field identifies the SSS contribution of the employee. The default value of this field is 0.00. ECC Amount – this field identifies the Employee’s Compensation contribution of the employee. The default value of this field is 0.00. Remarks – this field identifies the status of the employee in the company. Valid values for this field are:‘1’ (for new employees), ‘2’ (for separated employees) and ‘N’ (if the employee is neither newly hired nor separated). This field is mandatory. Hire/Sep Date – this field identifies the date when the employee was hired (if the Remarks field has a value of ‘1’) or separated (if the Remarks field has a value of ‘2’).
Adding Employee Records To add records in the employee database, just populate the fields with valid values and then click on the Add button in the control , or press
Chapter 2 – Getting Started
2-7
To delete an employee record in the database, type in the SSS Number of the employee and then press <Enter>. The program will then retrieve the record of the employee. After the record has been retrieved, click on the Delete button in the control , or press
Chapter 2 – Getting Started
2-8
Screen 3-4 Inquire Totals Screen
The screen above displays after selecting the Inquire Totals option from the File Maintenance Screen (Screen 3-1). This screen exhibits the following information: the period being reported (format mm-yyyy), the total amount of SSS s encoded, and the total amount of EC contributions encoded. The information being displayed can be used to check the total of the encoded values against the actual values. The fields in this screen are not available for updating. To exit from this screen. click the Back to Menu button.
3.4
Create SSS Text File
Chapter 2 – Getting Started
2-9
Screen 3-5
Selecting the Create SSS Text File option from the File Maintenance Screen (Screen 3-1) will invoke the program that will generate a text file and then replicate this text file into a diskette and into the hard disk. This text file contains the collection list that will be submitted to the Social Security System for posting. After clicking on the Create SSS Text File button, a message box (Screen 3-5) will pop up, instructing the to insert a diskette in the floppy drive. After the has inserted the diskette in the floppy drive, click on the OK button to start the generation of the text file.
.
Screen 3-6 Screen 3-6
Chapter 2 – Getting Started
2-10
After the generation of the SSS text file and successful reproduction into the diskette, another message box will display (Screen 3-6). Acknowledge the message by clicking on the OK button.
Screen 3-7
Aside from making a copy into the diskette, the program will also make backup copy in your computer. The file will be copied into the directory C:\R3TDVB\data. The file’s naming convention is R3MMYYYY.mmddhrmn. Where: MM – applicable month YYYY - applicable year mm - month when the employer record was updated dd - day when the employer record was updated hr - hour the employer record was updated mn - minute the employer record was updated Press the OK button to bring you back to the File Maintenance Menu (Screen 3-1). 3.5 Back to Main Menu Clicking the Back to Main Menu button from the File Maintenance Menu (Screen 3-1) will bring the back to the Main Menu (Screen 2-1).
Chapter 2 – Getting Started
2-11
APPLICATION SYSTEM NAME ’S MANUAL VERSION 2.0
CHAPTER
4 REPORT GENERATION This section shows how to generate the reports in the system.
Chapter 4- Report Generation
4-1
4.1
REPORT GENERATION
Screen 4-1 Report Generation Screen
The screen above displays after choosing the Report Generation option from the Main Menu (Screen 2-1). The module generates two reports. The first report is the Transmittal Certification. This contains the information regarding the employer’s payment. This report is submitted to the SSS Office together with the diskette containing the R3 Collection List. The second report is the Employee File report. It contains a listing of the employees and their contributions. This report can be used as an aid in checking the data entered into the database. This listing is not submitted to the SSS Office.
4.2
PRINT TRANSMITTAL CERTIFICATION
Chapter 4- Report Generation
4-2
Screen 4-2 Print Transmittal Certification Screen
The screen above displays after clicking on the Print Transmittal Certification button from the Report Generation Screen (Screen 4-1). There are two options shown: the Print button and the Cancel button. The Print option will bring about the generation of the Transmittal Certification list while the Cancel option will terminate the Print Transmittal Certification module and bring the back to the Report Generation Screen (Screen 4-1).
After pressing the Print button, the program will proceed with the generation of the report and then the screen below will be displayed.
Chapter 4- Report Generation
4-3
Screen 4-3
The Transmittal Certification contains the following information: a) File Name - contains the name of the file as saved in the diskette and in the hard disk. b) Date – the date the certification was generated c) Employer Name – contains the name of the employer d) Applicable Period – contains the period being reported. e) Employer id-contains the SSS number of the employer. f) SSS amount – contains the total SSS s amount paid g) EC amount – contains the total EC contributions paid h) Total amount – contains the sum of the SSS amount and the EC amount i) Total number of employees – contains the number of employees in the database Note: Spaces are provided for the special bank receipt number and for the date paid where the can write the details after the transmittal certification has been printed. After the report has been viewed and found to be correct, the can proceed with the printing by clicking on the printer button found at the upper left corner of the active window. Two copies of the transmittal certification are needed.
Chapter 4- Report Generation
4-4
After printing the necessary copies, close the active window by clicking on the Close button at the upper right corner of the active window. This will return the back to the Print Transmittal Certification Screen (Screen 4-2).
4.3
PRINT EMPLOYEE FILE
Chapter 4- Report Generation
4-5
Screen 4-4 Print Employee File Screen
The screen above will be displayed after clicking the Print Employee File button from the Report Generation Screen (Screen 4-1). There are two options shown: the Print button and the Cancel button. The Print option will bring about the generation of the Employee File List while the Cancel option will terminate the Print Employee File module and bring the back to the Report Generation Screen (Screen 4-1).
Chapter 4- Report Generation
4-6
Screen 4-5
After pressing the Print button, the program will proceed with the generation of the report and then the screen above will be displayed. The Employee File listing contains the following information: a) b) c) d) e) f) g) h) i)
Employer Name File Name Run date Employee Name (Surname, First, Middle Initial) Employee SSS Number Employee SS contribution amount Employee Ec contribution amount Remarks (N, 1 or 2) Date (Hired/Separation)
After the report has been viewed , the can proceed with the printing by clicking on the printer button found at the upper left corner of the window. To n close the active window just click on the Close button at the upper right corner of the window.
Chapter 4- Report Generation
4-7
CHAPTER
5 SYSTEM MAINTENANCE This section shows how to back up and restore the databases of the system.
5.1
SYSTEM MAINTENANCE
Chapter 5- System Maintenance
5-1
Screen 5-1 Database Maintenance Screen
The screen above displays after choosing the System Maintenance option from the Main Menu (Screen 2-1). The module has two options. The first option is the Database Back Up. In this option all the information currently in the database will be copied in the backup diskette. The second option is the Restore Database. In this option, current information in the database will be removed and then replaced by the information in the back up diskette.
5.2
DATABASE BACK UP
Screen 5-2
Selecting the Database Back Up option from the System Maintenance Screen (Screen 5-1) will cause the program to display this pop up window. After a diskette has been inserted into Drive A, the program then will back up the database into the diskette. After the successful backup operation, the screen below will be displayed. Press the OK button for confirmation. This will bring you back to the Systems Maintenance Screen (Screen 5-1).
Screen 5-3
5.2
RESTORE DATABASE
To restore from the back up copy of previous applicable periods, choose the Restore Database option from the Systems Maintenance Screen (Screen
5-1). Take note that in restoring the back up copy for a particular period, the program will overwrite the existing/current values in the database and replace it with the values in the back up diskette. This means that the current values in the database will be permanently erased and then the values from the back up diskette will be inserted into the database. Make sure that you a have a back up copy of the current values of the database before restoring from the back up diskette. After choosing Restore Database option from the System Maintenance Screen (Screen 5-1), the screen below (Screen 5-4) will pop up.
Screen 5-4
Insert the back up diskette of the particular period you want to restore, asn then press the OK button. The screen below (Screen 5-5), will pop up to confirm if the still wants to proceed with the restoration process. Pressing the OK button will instruct the program to proceed with the process, while pressing the Cancel button will abort the process and bring the back to the Systems Maintenance Screen (Screen 5-1).
Screen 5-5
After the back up database has been successfully restored, the screen below (Screen 5-6) will display.
Screen 5-6
Press the OK button to acknowledge that the database has been restored. The will be back to the Systems Maintenance Screen (Screen 5-1).
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