Loan Management System Diskette Project

User Guide

PREFACE
Purpose
This guide contains instructions for processing the Loan Management System (LMS) Diskette
project.

Audience
This guide is intended for use by the companys personnel/staff responsible in the processing of
payments for its employees SSS Loans.

How to use this document

This guide is divided into the following chapters:
I

Getting
Started

The user is advised to go through this chapter before going through the
other chapters. This chapter provides general instructions on how to load
this application to your PC and how to go through the installation process.

II

File
The File Maintenance chapter covers instruction on how to copy billing files
Maintenance from diskettes, edit the records, and how to generate diskette output.

III

Report
Generation

The Report generation chapter introduces the two types of reports provided
by the system.

IV

Restore
Backup

This chapter gives instructions and validation criteria on the restoration of

LMS Diskettes backup file.

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I.

User Guide

Getting Started

1.1LOGON PROCEDURE
1.Turn on the computer.
2.Enter the boot password (optional)
3.Enter the Windows password.
4.From the desktop click on
program group then the application.

START

and select the SSS LMS

5. On initial excecution of the program after the instalation, the program would display a
registration dialog box.It ask for the Employer SSS No.,Employer Name, Employer Address and
Telephone No. (Be careful,once the OK button is hit/clicked, the registration is final.This means
the SSS No. and the Employer name registered to the system can no longer be changed.though
all the other employer information can still be edited(see Employer File Update)

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Screen2.1.2-REGISTRATION DIALOG BOX

5.1 Employer Number- this field has the SSS Number validation. It will not accept any invalid SSS
number.
5.2 Employer Name- alphabetic, numeric or international characters are acceptable in this field.
5.3 Employer Addresss- same as Employer Name alphabet, numbers or international characters
are also accepted.
5.4 Telephone Number- any character form is also accepted in this field.

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Command Buttons
6. Once the employer registration is complete,the main menu screen would appear. Use the
arrow keys (Up and Down) to move from one option to another. Press [ENTER] or click the OK
button to go to the desired option (File Maintenance, Report Generation, Restore Backup).

1.2 LOGOFF PROCEDURE

1. Click on EXIT button or X at the upper right cormer of the appplication screen.

CHAPTER 2:
FILE MAINTENANCE
This chapter explains the details of the File Maintenance submenu. It handles all the processing
for employees and employer information. The File Maintenance screen (Screen 2.1) has four

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parts, namely: Copy Billing Records, File Update, Generation of LMS Diskette & Emoployer File
Update.

Screen 2.0-FILE MAINTENANCE SCREEN

*The default option selected is Copy Billing Records. To move through the options use the
arrow keys or the mouse then click the OK button or press [ENTER] key. Going back to Main
Menu, just press Back to Main button.
2.1 COPY BILLING RECORDS
This process involves copying of billing data coming from the SSS in a diskette. The employee
billing information is uploaded to the system database. When the option is selected and then OK
button is clicked or [ENTER] key is pressed,the upload dialog box (Screen 2.1.1) would appear.
The drive default is A:\ which can be changed to select for the correct source drive where the
employee record from SSS is located. The available files from the folder is listed in the dialog
box. The initial cursor focus is the disk drive, to select the file for upload press the [TAB] key
twice or use the mouse, or press [ENTER] or click on the OK button,If the employer number
registered to the system is not equal to the employer number from the diskette , a message
box(2.1.2) would appear. Press the OK button, to continue the upload of the employee records
or cancel and it will bring you back to the FILE MAINTENANCE SCREEN.

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Screen2.1.1-COPY BILLING RECORDS DIALOG

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2.2 FILE UPDATE

This options include a whole lot of processes. It can add new records, update existing employee
information, delete employee records, or search on record base on SSS number. It also displays
the summary of the detabase contents (total nnumber of employees, total penalty amount ,total
amount paid and grand total). Initially , the File Update screen has five command buttons: Add,
Update,Find and Exit.
Screen2.2.1-FILE UPDATE SUBMENU

The applicable month which was entered on the Applicable Month Dialog
Box(screen2.3.1)appears on the upper right hand corner of the screen(Screen 2.2.1)
2.2.1 Add- when this button is clicked the cursor is set to the SSS Number field. This time
all the displayed text fields are updated for SSS number found in the database.For SSS number
found in the database,the the retrieve information is displayed in the screen and the updatable
text field starts from the Loan Type. When all the text fields are filled (last display fields is the
Remarks), the focus would set to the COMMIT button. A confirmation message

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(Screen2.2.1.1)would appear. Click on YES to store the information to the database, NO to

review and make changes to the information.
There are cases where there are some validation to the certain fields,an example is the Loan
Date. The format indicated on the screen should be fallowed or an error message (Screen2.2.1.2)
would appear and set the focus on that invalid field.
Screen 2.2.1.1- ADD COMFORMITION

Screen 2.2.1.2- ERROR MESSAGE EXAMPLE

2.2.2 UPDATE- Like the ADD mode,pressing this button will also set the cursor to the
SSS number field. This time there are other information fields that are enabled (Amount Paid,
Penalty Amount, Remarks and Hire/Termination Date). Enter the SSS number to update and
press the ENTER key.It would find the entered SSSnumber from the database and display it in
the screen. Then set the sursor to the next updatable field(Penalty Amount). Press ENTER to go
to next field and make the necessary changes and when it reaches the UPDATE button,
press[ENTER] again or click on UPDATE button, to effect the changes made. A confirmation
prompt wil appear (Screen2.2.2.1). YES to confirm changes.
Screen 2.2.2.1-UPDATE CONFIRMATION

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2.2.3 Delete- Pressing this button will set the cursor to the SSS number field.Enter the
SSS number to delete and press ENTER key.This would then set the cursor to the DELETE
button, yto delete the current record displayed. A delete confirmation prompt Are you
sure?would appear, click YES to continue the deletion or No to cancel(Screen2.2.3.1)
Cancelling the delete would blank out all the field information and sets the cursor to the SSS
number field. If the YES button is pressed, a confirmation message will appear(Screen2.2.3.2)
press [ENTER]. Another message appears (Screen2.2.3.3)asking if there are other records to
delete.
Screen2.2.3.1- DELETE CONFIRMATION

Screen2.2.3.2- CONFIRMATION MESSAGE

Screen 2.2.3.3

Similar to the FIND mode, if there are multiple records Next Record or Prev Record
would
appear. Click on this button to find the correct records to delete.
2.2.4 FIND- similarly, this button when pressed will set the cursor to the SSS number
field. The process is to inquire the availabilty of SSS number of certain employees from
the system. If the system finds multiple records of that SSS number the Next Record and
Prev Record button would appear(Screen 2.2.4.1). Click on the Next Record button to
view the details of the next record in the systems database and Prev Record button to go
back. Take note that the EXIT button is change to back which indicates the system is in
Find mode, press the back button to reset the mode (ADD,UPDATE,DELETE, and FIND).
The Add, Update,and Delete buttons are disabled as precaution.
Screen2.2.4.1- FILE UPDATE SUBMENU

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2.2.5 Exit- this button will bring you back to the File Maintenance Screen.

2.3 GENERATION OF LMS DISKETTE

Screen2.3.1-APPLICABLE MONTH DIALOG BOX

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Screen2.3.2- SBR INFORMATION DIALOG BOX

On initial execution of Generation of LMS Diskette or Reports (from the Main Menu) the Aplicable
Month dialog box (Screen 2.3.1) would appear. This would ask for the applicable month-year the
payment is going to be made. Its initial value is the current month-year. The applicable month
field accepts numeric character only, the format should be as indicated and also a valid date.
The Special Bank Receipt (SBR) Information dialog box (Screen2.3.2) also would appear. It
validates the total amount to be paid and the actual amount paid.
2.3a SBR Number- The actual SBR number issued to the employer upon payment
2.3b SBR/TR Date- the date at which this payment was made. It should be a valid date
and in accordance with the indicated format
2.3c SBR/TR Amount- total amount paid as printed in the bank receipt. This field accept
only numeric (decimal) characters only.
2.3d Reconciling Amount- sometimes there are adjusment made on the payment and
this field accounts for it. This field also accepts numeric (decimal) characters only.
2.3e Number of Employees- this fialed is automatically field by the total number of
employee records inside the system to prevent erroeous encoding.

2.4 EMPLOYER FILE UPDATE

On the execution of this option, a similar dialog box as that of the Employer Registration
would appear. However, this time the Employer Number and Employer Name field are disabled.
The only details that can be changed are the Employer Address and the telephone number
(Screen2.4.1).

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Screen 2.4.1-SBR INFORMATION DIALOG BOX

CHAPTER 3:
REPORT GENERATION
This chapter explains the Report Generation Option. It has two parts, the employee File
and transmittal List. The initial report selected is the Transmittal List Moving through this menu ,
use the mouse or the arrow keys then press [ENTER] key or click on the OK button. To go back
tio previous menu, click on Back to main button.
Screen3.0- REPORT GENERATION MENU

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3.1 EMPLOYEE FILE

This option generates the list of employees and its details encoded/uploaded to the
system. The report would be helpful for manual verification of the employees details. A preview of
the report would appear to the screen, to print it, just press the printer icon in the
screen(Screen3.1.1).
Screen 3.1.1- EMPLOYEE FILE REPORT

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3.2 TRANSMITTAL LIST

This option prints the report validated by the SSS when the diskette and the SBR is
submitted to SSS branch. The report contains the employer information and the SBR information
encoded through the system. A preview of the report is shown on the screen and to print it just
click the print icon(Screen 3.2.1).
Screen 3.2.1- TRANSMITTAL LIST

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CHAPTER 4:
RESTORE BACKUP
This Chapter explains the restore backup option. Files are automatically backed up
during the Generation of the LMS diskette. It resides in the BACKUP directory, which is
created by the system, if it does not exist. This process is very similar to COPY BILLING
RECORDS option of the File Maintenance submenu, this time the default drive is
C:\and the default folder is BACKUP inside the directory where the system is located.
Screen 4.0-RESTORE BACKUP

4.1RESTORE BACKUP
The Restore Backup option as depicted in screen 4.0 deletes the
content of the databaseand replace it with the content s of the existing files generated by
Generation of LMS Diskette option. The desired file to be restored can be selected in the list of
files from the dialog box (Screen 4.1.1). Once the desired existing file is selected press the
ENTER key or click on the OK button. To cancel the whole process, just click on the CANCEL
button.
Once the process is done, a confirmation message would appear (Screen4.1.2).Pressing the
OK
button will automatically set the screen to MAIN MENU.

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Screen 4.1.1- RESTORE BACK UP DIALOG BOX

Screen 4.1.2-RESTORE BACKUP CONFIRMATION

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