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SOCIAL SECURITY SYSTEM

Accounts Management System


Contribution Collection List Editor
(AMS-CCL Editor)

USER’S GUIDE
Version 1.0
August 2015

PREPARED BY:

Applications Development and Maintenance 1


INFORMATION TECHNOLOGY MANAGEMENT GROUP
AMS CCL Editor
USER’S GUIDE

July 2015

CERTIFICATION

This is to certify that the USER’S MANUAL for Accounts Management


System- Contribution Collection List Editor (AMS-CCL Editor) submitted by the
Applications Development and Maintenance 1 has been reviewed and has
complied with the user’s specifications and requirements.

Signature

<User>
Designation
AMS CCL Editor
USER’S GUIDE

August 2015

CERTIFICATION

This is to certify that the USER’S MANUAL for Accounts Management


System- Contribution Collection List Editor (AMS-CCL Editor) submitted by the
Applications Development and Maintenance 1 has been reviewed and has
complied with ITMG standard documentation specifications and requirements.

Signature

Stella C. Josef
Officer in Charge, IT Governance and
Planning Department
AMS CCL Editor
USER’S GUIDE

AUTHORS

Applications Development and Maintenance (ADM1)

Cynthia A. Duque
Senior Specialist
ADM1

Wilma L. Bullo
Senior Programmer
ADM1

AUTHORS i
AMS CCL Editor
USER’S GUIDE

PREFACE

PURPOSE : Accounts Management System Contribution Collection List


Application (AMS-CCL Editor) is a free java application which
employers who uses the Online Accounts Management System can
install in its personal computer to facilitate the generation of CCL-
file. This is an enhanced and extended version of the existing R3
File Generator.

The electronic file output of this module is designed to be uploaded


in Accounts Management System Upload List functionality where
employer receive a Statement of all files are valid or an error report
if file has invalid record.

AUDIENCE : This manual is intended for use of the Employers who uses the
Online Accounts Management System.

ii
AMS CCL Editor
USER’S GUIDE

HOW TO USE THIS MANUAL/GUIDE

This guide is divided into six sections:

Chapter 1, “Download AMS-CCL Editor”, tells how an employer can secure a


copy of the AMS-CCL Editor.

Chapter 2, “Installation”, tells the system requirements and a step by step guide
on how to install and use the AMS-CCL Editor.

Chapter 3. “Prepare Contribution Collection List”, shows the User how to load
downloaded file from SSS or previously created file of the employer, add, edit,
and remove employee records from the contributions list.

Chapter 4, “Report Generation”, shows how to create Contribution Collection


List and Transmittal Report that will be needed for submission to SSS.

HOW TO USE THIS MANUAL iii


AMS CCL Editor
USER’S GUIDE

REVISION HISTORY

VERSION 1.0 : The system was developed in Netbeans IDE 7.1.1 using
Java Standard Edition.

REVISION HISTORY iv
AMS CCL Editor
USER’S GUIDE

YOUR COMMENTS ARE WELCOME


The Information Technology Management Group values and appreciates your
comments as user and reader of this User Manual. It would greatly help in designing
future enhancements

Please address all comments to:

HELPDESK
Computer Resource Management Department
Information Technology Management Group
SSS Main Office, Ground Floor
East Avenue, Diliman, Quezon City
Direct Line : 924-3437
Trunk Line : 920-6401 Locals 5696,5697,5698,5699,5700,5701
Fax Numbers: 924-3448

YOUR COMMENTS ARE WELCOME v


AMS CCL Editor
USER’S GUIDE

TABLE OF CONTENTS
I. Downloading of AMS CCL Editor ……………………………………. 1-1

II. Installation ………………………………………..................................... 2-1

a. System Requirements ……………………………………….......... 2-2

b. Install AMS-CCL Editor ………………………………………....... 2-3

c. Access on Succeeding Use ………………………………………. 2-4

III. Prepare Contribution Collection List …………………………………. 3-1

a. Login ……………………………………….................................... 3-2

b. Open SSS List…………………………......................................... 3-4

c. Open Employer List…………………………............................... 3-6

d. Add Record ……………………………………….......................... 3-7

e. Edit Salary Only ………………………………………................... 3-12

f. Edit Detail Record ………………………………………............... 3-12

g. Remove Record/s ………………………………………................ 3-13

IV. Report Generation ………………………………………....................... 4-1

a. Create Contribution Collection List ………………………………. 4-2

b. Create Transmittal Report ……………………………………….... 4-3

V. Appendix………………………………………...…………………………. 5-1

Input File Specification………………………………………..................... 5-1


AMS CCL Editor
USER’S GUIDE

CHAPTER

1 DOWNLOADING
OF AMS CCL
EDITOR
This chapter informs the user how to secure a copy of the
Accounts Management System – Contribution Collection List
Editor (AMS CCL Editor).

2-1
AMS CCL Editor
USER’S GUIDE

I. How To Download AMS-CCL Editor

Figure 1 – www.sss.gov.ph main screen

1. Type www.sss.gov.ph on your browser’s address bar


2. Type your login credentials on the Employer Login.
3. Go to E-Services menu and click AMS Billing. The AMS Home screen
will appear.
4. Click the “Confirm Contribution Collection List” (See Figure 2) link if it
is the first time of the employer to access the Accounts Management
System.
5. The Build-up Menu screen will show. Click the SSS Editor.
AMSCCLEditor.zip will begin to download shortly.

Chapter 1 – Downloading of AMS-CCL Editor 1-2


AMS CCL Editor
USER’S GUIDE

Figure 2 – AMS Home screen

Figure 3 – Build up Menu screen

Chapter 1 – Downloading of AMS-CCL Editor 1-3


AMS CCL Editor
USER’S GUIDE

6. If employer has already completed confirming its employees, View


Contribution List (Figure 4) link will be seen on the AMS Home screen.
Click the said link and the Contribution Collection List Summary Screen
will show (Figure 5).

7. Click the Download File Editor link on the Contribution Collection List
Summary Screen and the AMSCCLEditor.zip will start to download
shortly.

Figure 4 –View Contributions Statement

Chapter 1 – Downloading of AMS-CCL Editor 1-4


AMS CCL Editor
USER’S GUIDE

Figure 5 –Contribution Collection List Summary screen

Chapter 1 – Downloading of AMS-CCL Editor 1-5


AMS CCL Editor
USER’S GUIDE

CHAPTER
INSTALLATION
2
This chapter informs the user of the system requirements
and instructs the user how to:

 Install the AMS-CCL Editor


 Access the AMS-CCL Editor on succeeding use

2-1
AMS CCL Editor
USER’S GUIDE

I. System Requirements

REQUIREMENTS MINIMUM RECOMMENDED


1.60 GHZ Pentium IV or
Processor
equivalent
RAM 256MB 1GB
100 MB extra hard disk
Hard Disk Space
space
1280w x 1024h or higher
Screen Resolution 1024 x 768
resolutions
JRE6 for Windows or
JRE JRE6 for Linux or JRE later versions
JRE 6 for MacOS

II. Install the AMS-CCL Editor


1. Double click your downloaded GA-CCL Editor. Extract AMSCCLEditor.zip on
your desired directory (e.g. D:\)

Figure 6- AMSCCLEditor.zip

Chapter 2 - Installation 2-2


AMS CCL Editor
USER’S GUIDE

Figure 7- AMSCCLEditor.zip extraction thru WinRAR

2. Extracted AMSCCLEditor.zip contains an executable file (See Figure 8).


Double click the AMSCCLEditor.exe and an install wizard will appear. Click
Install and wait for extraction to complete (See Figure 9).

Figure 9 – AMSCCLEditor.exe

Chapter 2 - Installation 2-3


AMS CCL Editor
USER’S GUIDE

Figure 10 – AMS CCL Editor install wizard

3. After the extraction, the AMS-CCL Editor Login page (Figure 12) will
automatically appear.

III. Access the AMS-CCL Editor on succeeding use


1. Go to your Desktop, and you will see AMS-CCL Editor icon (See Figure 11).

Figure 11– AMS-CCL Editor Desktop icon

2. Double click the AMS-CCL Editor icon. The Editor’s first screen will
automatically appear (Figure 12).

Chapter 2 - Installation 2-4


AMS CCL Editor
USER’S GUIDE

CHAPTER

PREPARE
3 CONTRIBUTION
COLLECTION LIST
This chapter instructs the operator how to:

 Login
 Open SSS List
 Open Employer Previously Prepared List
 Remove Record
 Edit Salary Only
 Edit Detail Information
 Remove Record

3-1
AMS CCL Editor
USER’S GUIDE

I. LOGIN
1. Launch the AMS-CCL Editor. The Login page will appear (Figure 12).

Figure 12– AMS-CCL Editor login page.

2. Enter Employer Number, Branch Code (default branch code is “000” and
the Applicable Month). Click Login button to continue.
 If Employer Number is invalid, program displays “Invalid SSS Number”.

3. On initial login, CCL Editor prompts the user to enter Header Information
(Figure 13). Fill in Employer Name and click Save to proceed.

Chapter 3 – Prepare Contribution Collection List 3-2


AMS CCL Editor
USER’S GUIDE

Figure 13- Header Information window

4. Click Save to proceed. AMS-CCL Editor Homepage appears (Figure 14)

Figure 14- AMS-CCL Editor Homepage

Chapter 3 – Prepare Contribution Collection List 3-3


AMS CCL Editor
USER’S GUIDE

II. Open SSS List

1. Click the Load SSS List button on the Toolbar or press Alt + O simultaneously for short
cut.

2. An Open Dialog Box will appear. Browse from your directory the SSS List downloaded
from the AMS CCL Online. SSS List is a text file (.txt) with a default file name of
Employer Number + Branch Code. Select the file and click button. Enter the Access
Code that is sent by the AMS CCL Online on the employer’s registered email.

Figure 15- Open Dialog box

Figure 16- Enter Access Code Dialog

Chapter 3 – Prepare Contribution Collection List 3-4


AMS CCL Editor
USER’S GUIDE

The SSS List is an encrypted file which contains all the contribution information
of its employees. To open the file, the AMS CCL Online system will send an
access key to employer’s registered email (See Figure 17) to open the file.

Figure 17 – SSS List access key sent to email

3. After successfully encoding the access code, records that is contained in the SSS List
will be displayed in the AMS-CCL Home Screen (Figure 18).

Figure 18 – AMS CCL Editor Home screen with loaded records

Chapter 3 – Prepare Contribution Collection List 3-5


AMS CCL Editor
USER’S GUIDE

III.Load Employer Previously Prepared List

1. Employer List can be a payroll generated file that complies with the AMS-CCL Editor file
structure (See Appendix 1), or a previously prepared list generated from the AMS-CCL
Editor. Click the Open Employer List button on the Toolbar. Or press Alt + E key
simultaneously for short cut. An Open File Dialog will appear (See Figure 19). Browser
the file on the directory and click Open.

Figure 19 – Open Employer Prepared List dialog

2. If file is valid, records from the loaded employer list will be displayed on the AMS-
CCL Editor home screen (See Figure 20).

Chapter 3 – Prepare Contribution Collection List 3-6


AMS CCL Editor
USER’S GUIDE

Figure 20 – AMS CCL Editor Home screen with loaded records

IV. Add Record

1. Click Add Record button located at the tool bar of the AMS-CCL Editor
Homepage. Detail Information window appears (Figure 15).
 SSS Number is mandatory and must be valid.
 Surname, Given name and Salary fields are mandatory.
 SS and EC Premium will automatically computed by the system based on
the Salary encoded.

2. Fill in SS Number, Name and Salary of employees. Select on the Remarks drop
down list to select the Status of employment of the employee.

 If Newly Hired, Hiring Date and Position fields are required. Hiring date
must not be earlier than January 1, 2000 and not later than the current
date. (See Figure 22).
 If Terminated, Separation Date is required. Termination Date must not be
a future date. (See Figure 23).
 If No Earnings, Salary will be defaulted to zero (See Figure 24).
3. Click Save button. Newly added record is displayed on the AMS-CCL Editor
Home screen.

Chapter 3 – Prepare Contribution Collection List 3-7


AMS CCL Editor
USER’S GUIDE

Figure 21- Add Employed Employee

Chapter 3 – Prepare Contribution Collection List 3-8


AMS CCL Editor
USER’S GUIDE

Figure 22- Add Newly Hired Employee

Chapter 3 – Prepare Contribution Collection List 3-9


AMS CCL Editor
USER’S GUIDE

Figure 23- Add Terminated Employee

Chapter 3 – Prepare Contribution Collection List 3-10


AMS CCL Editor
USER’S GUIDE

Figure 24- Add No Earnings Employee

Chapter 3 – Prepare Contribution Collection List 3-11


AMS CCL Editor
USER’S GUIDE

V. Edit Salary only


1. Click on the Edit SSS Compensation column of the record you want to edit.
Changes made is automatically saved after focus is lost.

Figure 25 - Edit Compensation Premium

VI. Edit Detail Information


1. Click the Edit icon located at the rightmost column of the record you want to
edit.

2. Detail Information window appears (Figure 26). Apply necessary changes


following the rules below. Click Save button to commit changes on the AMS-
CCL Home screen.

 SSS Number and Name are already disabled. If you wish to change
SS Number or name of record, remove the record and then add a new
record with your corrected information.
 If Newly Hired, Hiring Date and Position fields are required. Hiring date
must not be earlier than January 1, 2000 and not later than the current
date.
 If Terminated, Separation Date is required. Termination Date must not
be a future date.
 If No Earnings, Salary will be defaulted to zero.
 Salary field may be changed with records that has Employed, Newly
Hired and Terminated Employees.

Chapter 3 – Prepare Contribution Collection List 3-12


AMS CCL Editor
USER’S GUIDE

Figure 26 - Edit Employee Information window

VII. Remove Record/s


1. Tick the check box beside the record you want to delete.

Figure 27- Select Record to delete

2. Click Remove Record/s button on the Toolbar.


3. A confirmation box appears. Click OK to permanently remove record/s;
otherwise, click No.

Chapter 3 – Prepare Contribution Collection List 3-13


AMS CCL Editor
USER’S GUIDE

CHAPTER

4 REPORT
GENERATION
This chapter informs the user how to:

 Create a Contribution Collection/ Employer List


 Create a Transmittal Report

4-1
AMS CCL Editor
USER’S GUIDE

I. Create Employer List

1. Finalize your records that will be included in the Contribution Collection List or
simply press Alt + I simultaneously. Change Salary, Terminated, Add Newly
Hired or report as No Earning if necessary.
2. Click the Create Employer List button on the AMS-CCL Editor Toolbar.
Note: Records with greater than zero (0.00) salary will be included in your
Contribution Collection List.
3. A Save Dialog will appear prompting user to select directory and edit file
name of the Contribution Collection List. By default, filename of the CCL is
Employer Number + Branch Code + ContributionsList.txt.

Figure 28 – Save Window

4. After selecting directory and changing the File name (if ever), click the Save
button.

Chapter 4 – Report Generation 4-2


AMS CCL Editor
USER’S GUIDE

5. A confirmation dialog box appears (Figure 19).

Figure 29 – Save Confirmation

6. To open the generated file, go to your selected directory and click the
Contribution Collection List. It is viewable by Notepad, WordPad, etc. (Figure
30). The Contribution Collection List is readily compatible with the Upload
Module of the SSS Accounts Management System online.

Figure 30 – Contribution Collection List

II. Create Transmittal Report

1. To create Transmittal Report, click the Create Transmittal Report button on the
Toolbar.
2. A window appears prompting user to specify directory and file name of the
Transmittal Report. By default, filename of the Transmittal Report is
TRANSMITTAL_REPORT.txt. Select directory and filename.

Chapter 4 – Report Generation 4-3


AMS CCL Editor
USER’S GUIDE

3. After selecting directory and changing File name (if ever), click Save button on
the Save File window.
4. A dialog box appears to confirm that the Transmittal Report is successfully
saved.
5. Go to the specified directory to open the Transmittal Report (Figure 31).

Figure 31 – Transmittal Report

Chapter 4 – Report Generation 4-4


AMS CCL Editor
USER’S GUIDE

Appendix 1

INPUT FILE SPECIFICATION:

1. The following characters are not valid: / \ * - ‘ “ % $ & ( ) @ # ! { } ~ ` ^


2. All characters must be in UPPER CASE
3. File must be saved/generated as plain text
4. Data must be semicolon (;) delimited, write “NULL” if no value is applicable

Number FIELD DESCRIPTION Size Type Business Rule


1 Employer Number 10 CHAR Mandatory
2 Employer Branch Number 3 CHAR Mandatory, Zero-padded (e.g.,”001”)
3 Employee SS Number 10 CHAR Mandatory
4 Employee Last Name 40 CHAR Mandatory
5 Employee Given Name 40 CHAR Mandatory
6 Suffix (e.g. Jr, III ) 10 CHAR Must be ‘NULL’ if no value is applicable
7 Middle Initial 1 CHAR Must be ‘NULL’ if no value is applicable
8 Actual Compensation 10, 2 Number Mandatory
9 Remark/Status 1 CHAR Valid values are: N - Default value
1- Newly hired/
2- Terminated
3- No Earnings

10 Hire/Termination Date 8 DATE Format is ‘mmddyyyy’ Future date is


not accepted Must be ‘NULL’ if Remark
is ‘N’ or ‘3’
11 Position 50 CHAR For newly hired employees only Must
be ‘NULL’ if Remark is ‘N’, ’2’, or ‘3’

SAMPLE FILE: ABC Company with 4 employees:


0312345678;000;0123456789;ANDRADA;JENNIFER;NULL;B;15000.00;N;NULL;NULL
0312345678;000;0212348678;HIDALGO;JERROM;JR;NULL;3000.00;1;04012013;PROGRAMMER
0312345678;000;0312333556;CHOPITEA;BEULAH;NULL;C;5000.00;2;04152013;NULL
0312345678;000;0412335555;GALVAN;GAUDY;NULL;NULL;0.00;3;NULL;NULL

5-1