SOCIAL SECURITY SYSTEM

LMS DISKETTE PROJECT

USER’S MANUAL
VERSION 2.0
August 2005

PREPARED BY:
Applications Development & Maintenance Department I
Information Technology Management Group
 LMS DISKETTE PROJECT
USER’S MANUAL
VERSION 2.0

17 August, 2005

CERTIFICATION

This is to certify that the USER’S MANUAL for The LMS Diskette Project submitted by
the Applications Development and Maintenance I has been reviewed and has complied
with the user’s specifications and requirements.

MA. SALOME ROMANO

OIC, Planning and
Standards Department
 LMS DISKETTE PROJECT
USER’S MANUAL
VERSION 2.0

AUTHOR/S

AUTHOR : Jonathan E. Mendoza

Junior Programmer
ADM I

ADDRESSEE : Van Rene M. Orpilla

Department Head
ADM I

Social Security System

East Avenue, Diliman
Quezon City, Metro Manila
Philippines

AUTHORS ii
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PURPOSE
This project contains instructions for processing the Loan Management System (LMS) Diskette
project.

AUDIENCE
This guide is intended for use by the company's personnel/staff responsible in the processing of
payments for its employees' SSS loans.

PURPOSE iii
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HOW TO USE THIS MANUAL/GUIDE

This guide is divided into the following chapters:

I Getting The user is advised to go through this chapter before going through the
Started other chapters. This chapter provides general instructions on how to
load this application to your to your computer.

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

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

IV Restore This chapter gives instructions and validation criteria on the restoration
Backup of LMS Diskette's backup file.

HOW TO USE THIS MANUAL/GUIDE iv

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REVISION HISTORY

VERSION 1.0 : The initial version

was developed using Foxbase. It runs under
Windows 98 and lower including MS-DOS.

VERSION 2.0 : The system

application was developed using Visual Basic 6
and Microsoft Access as database.

REVISION HISTORY v
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YOUR COMMENTS ARE WELCOME

The Information Technology Management Group values and appreciates your

comments as a user and reader of this User’s Manual. It would greatly help in
designing future enhancements of the system.

Please address all comments to:

HELPDESK
Data Computer Operations Department
IT Management Group
Ground Floor, SSS Main Office
East Avenue, Diliman, Quezon City

Direct Line/s : 924-3448/435-9832

Trunk Line : 920-6401 Local 5697/5699
Fax Number : 924-3448

YOUR COMMENTS ARE WELCOME vi

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TABLE OF CONTENTS
AUTHOR/S ii
VERSION 1.0 : The initial version was developed using Foxbase. It runs under Windows 98
and lower including MS-DOS......................................................................................................v
VERSION 2.0 : The system application was developed using Visual Basic 6 and Microsoft
Access as database. ..................................................................................................................v
YOUR COMMENTS ARE WELCOME......................................................................................vi
TABLE OF CONTENTS...........................................................................................................vii
CHAPTER 1 – GETTING STARTED........................................................................................................2
1.1 LOGON PROCEDURE........................................................................................................2
1.2 LOGOFF PROCEDURE......................................................................................................4
CHAPTER 2 – FILE MAINTENANCE......................................................................................................2
2.1 COPY BILLING RECORDS.................................................................................................3
2.2 FILE UPDATE.....................................................................................................................4
CHAPTER 3 – REPORT GENERATION..................................................................................................2
3.1 EMPLOYEE FILE................................................................................................................2
3.2 TRANSMITTAL LIST...........................................................................................................3
CHAPTER 4 – RESTORE BACKUP..........................................................................................................2
4.1 RESTORE BACKUP...........................................................................................................2

YOUR COMMENTS ARE WELCOME vii

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CHAPTER

1 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 computer.

Chapter 1 - GETTING STARTED 1-1

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CHAPTER 1 – GETTING STARTED

1.1 LOGON PROCEDURE

1. Turn on the computer.

2. Enter the boot password (optional).
3. Enter the Windows password.
4. From the desktop, click on “START” and select the “SSS LMS”
program group then the application.

Screen 1.1 – SYSTEM LAUNCH

5. On initial execution of the program after the installation, the program would
display a registration dialog box. It asks for the Employer SSS Number,
Employer Name, Employer Address and Telephone Number. (Be careful, once
the “OK” button is hit/clicked, the registration is final. This means the SSS
number and employer name registered to this system can no longer be

Chapter 1 - GETTING STARTED 1-2

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changed. Though all the other employer information can still be edited (see
“Employer File Update”).)
5.1. Employer Number – this field has 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 Address – 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.
Screen 1.2 – REGISTRATION DIALOG BOX

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).

Chapter 1 - GETTING STARTED 1-3

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Screen 1.3 – MAIN MENU/SCREEN

System Name Employer Name and Address Current Day and Time

Menu
Option
s

Command Buttons
1.2 LOGOFF PROCEDURE

1. Click on “Exit” button or on “X” button at the upper right corner of the
application screen.

Chapter 1 - GETTING STARTED 1-4

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

Chapter 2 – FILE MAINTENANCE 2-1

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CHAPTER 2 – FILE MAINTENANCE

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 on the “OK” button or press
[ENTER] key. Going back to “Main Menu”, just press the “Back to Main” button.

Chapter 2 – FILE MAINTENANCE 2-2

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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’s 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
records from SSS is located. The available files from the folder are also 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, then 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 (Screen 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.
Screen 2.1.1 – COPY BILLING RECORDS DIALOG

Disk Drive

Folders Command
available in Buttons
the disk
drive.

Available
files in
selected
folder.

File types. Selected

filename

Chapter 2 – FILE MAINTENANCE 2-3

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Screen 2.1.2 – REGISTRATION DIALOG BOX

2.2 FILE UPDATE

This option includes a whole lot of processes. It can add new records, update
existing employee information, delete employee records and search for records
base on SSS number. It also displays the summary of the database contents
(total number of employees, total penalty amount, total amount paid and grand
total). Initially, the File Update screen has five command buttons : Add, Update,
Delete, Find and Exit.
Screen 2.2.1 – FILE UPDATE SUBMENU Applicable Month

Chapter 2 – FILE MAINTENANCE 2-4

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The applicable month which was entered on the Applicable Month Dialog Box
(Screen 2.3.1) 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 updatable
for SSS number not found in the database. For SSS number found
in the database, the retrieved information are displayed in the
screen and the updatable text field starts from the Loan Type.
When all the text fields are filled (last displayed field is the
Remarks), the focus would set to the COMMIT button. Press
[ENTER] to this or click it using the mouse button, a confirmation
message (Screen 2.2.1.1) 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 certain fields,
an example is the Loan Date. The format indicated on the screen
should be followed or an error message (Screen 2.2.1.2) would
appear and set the focus on that invalid field. Please take note,
on this screen be sure to use the [ENTER] key on every field to
make sure all the validations are met.
Screen 2.2.1.1 – ADD CONFIRMATION

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 then press the ENTER key. It would find the entered SSS

Chapter 2 – FILE MAINTENANCE 2-5

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number from the database and display it in the screen. Then set
the cursor to the next updatable field (Penalty Amount). Press
ENTER to go to the 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 will appear (Screen 2.2.2.1). “YES” to confirm
changes, “NO” to cancel any changes.
Screen 2.2.2.1 – UPDATE CONFIRMATION

2.2.3 Delete – pressing this button will set the cursor to the SSS number
field. Enter the SSS number to delete then press the ENTER key.
This would then set the cursor to the DELETE button, press the
ENTER or click on DELETE button to delete the current record
displayed. A delete confirmation prompt “Are you sure?” would
appear, click “YES” to continue the deletion or “NO” to cancel
(Screen 2.2.3.1). Canceling 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 would appear
(Screen 2.2.3.2), press [ENTER]. Another message appears
(Screen 2.2.3.3), asking if there are other records to delete.
Screen 2.2.3.1 – DELETE CONFIRMATION

Screen 2.2.3.2 –CONFIRMATION MESSAGE

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Screen 2.2.3.3

Similar to the Find mode, if there are multiple records Next Record
and Prev Record would appear. Click on these buttons to find the
correct record 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 availability of SSS
number of certain employees from the system. If the system finds
multiple record of that SSS number the Next Record and Prev
Record would appear (Screen 2.2.4.1). Click on the Next Record
button to view the details of the next record in the system’s
database and Prev Record button to go back. Take note that the
Exit button is changed to Back which indicates that 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 a precaution.

Chapter 2 – FILE MAINTENANCE 2-7

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Screen 2.2.4.1 – FILE UPDATE SUBMENU

2.2.5 Exit – this button will bring you back to the File Maintenance
screen.

2.3 GENERATION OF LMS DISKETTE

Screen 2.3.1 – APPLICABLE MONTH DIALOG BOX

Chapter 2 – FILE MAINTENANCE 2-8

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Screen 2.3.2 – SBR INFORMATION DIALOG BOX

On initial execution of Generation of LMS Diskette or Reports (from the Main

Menu) the Applicable Month dialog box (Screen 2.3.1) would appear. This
would ask for the applicable month-year the payment is going to be made. It’s
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 (Screen 2.3.2) 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 accepts only numeric (decimal) characters.
2.3d Reconciling Amount – sometimes there are adjustments made on
the payment and this field accounts for it. This field also accepts
numeric (decimal) characters only.
2.3e Number of Employees – this field is automatically filled by the total
number of employee records inside the system to prevent
erroneous encoding.

Chapter 2 – FILE MAINTENANCE 2-9

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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 (Screen 2.4.1).
Screen 2.4.1 – SBR INFORMATION DIALOG BOX

Chapter 2 – FILE MAINTENANCE 2-10

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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 to
previous menu, click on “Back to Main” button.

Chapter 3 – REPORT GENERATION 3-1

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CHAPTER 3 – REPORT GENERATION

Screen 3.0 – REPORT GENERATION MENU

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 (Screen 3.1.1).

NOTE: For reference before any changes be made on the billing records, please
print this first.

Chapter 3 – REPORT GENERATION 3-2

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Screen 3.1.1 – EMPLOYEE FILE REPORT

Print Icon

3.2 TRANSMITTAL LIST

This option prints the report validated by the SSS when the diskette and SBR is
submitted to the 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 on the print icon (Screen 3.2.1).

Chapter 3 – REPORT GENERATION 3-3

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Screen 3.2.1 – TRANSMITTAL LIST

Chapter 3 – REPORT GENERATION 3-4

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CHAPTER

4 Restore Backup
This chapter explains the Restore Backup option. Files are automatically
backed up during the Generation of LMS Diskette. It
resides in the BACKUP directory which is also created
by the system if it does not exist. This process is very
similar to the 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.

Chapter 4 – RESTORE BACKUP 4-1

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CHAPTER 4 – RESTORE BACKUP

Screen 4.0 – RESTORE BACKUP

4.1 RESTORE BACKUP

The Restore Backup option as depicted in screen 4.0 deletes the content of the
database and replaces it with the contents 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 (Screen 4.1.2).
Pressing the “OK” button will automatically set the screen to MAIN MENU.

Chapter 4 – RESTORE BACKUP 4-2

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Screen 4.1.1 – RESTORE BACKUP DIALOG BOX

List of
Files

Screen 4.1.2 – RESTORE BACKUP CONFIRMATION

Chapter 4 – RESTORE BACKUP 4-3