User's Manual

Development Bank of the Philippines
eGovFile Converter
eGov-SDLC-MNL-UM-0
Version 0.1
16 March 2016
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eGov File Converter Revision
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eGov-SDLC-MNL-UM-0 Manual Effectivity: 16March 2016
LEGAL NOTICES
Copyright © 2016 Development Bank of the Philippines (DBP). All Rights Reserved.
This publication and the contents thereof are proprietary to DBP and contain confidential
information about the Bank’s operations. The publication is intended to be used solely by DBP
and shall not be distributed, shared, modified (in whole or in part), reproduced, or utilized for
purposes other than which it was developed for, without the express written permission of DBP.
Unauthorized distribution, sharing, modification (in whole or in part), reproduction, or utilization is
punishable by law.
DOCUMENT REVISION HISTORY
Date Version Description Author
14/03/2016 0.1 Initial Draft TDO
APPROVALS
Date Version Approver Position
DOCUMENT CONTROL
This document shall be reviewed annually and any update and / or amendment shall be recorded
in the Document Revision History section. Approvals for update and amendment (where
necessary) shall be documented in the Approvals section.
REFERENCES
Open source references and internal organizational documents have been utilized in the
development of this document. Commercial and proprietary documents have also been used
particularly those dealing with international standards and best practices. Refer to the footnotes
for proper citation of references and the Bibliography section for a detailed list of references
used.All logos, graphics, designs, trade names, trademarks and service marks not copyrighted or
proprietary to DBP belong to their respective owners and entities.
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Table of Contents
1. INTRODUCTION ........................................................................................................................ 3
1.1 Purpose ............................................................................................................................ 3
1.2 Scope ................................................................................................................................ 3
2. USER ROLES .............................................................................................................................. 3
3. SYSTEM SUMMARY .................................................................................................................. 4
3.1 Installation Procedure...................................................................................................... 4
3.2 System Overview ............................................................................................................. 5
3.2.1 Process Flow............................................................................................................. 5
3.2.2 Pre-conditions .......................................................................................................... 6
3.2.3 Transaction Menu .................................................................................................... 6
3.3 Transaction Process ......................................................................................................... 7
3.3.1 SSS MCL .................................................................................................................... 7
3.3.2 SSS LCL...................................................................................................................... 9
3.3.3 SSS EPF ................................................................................................................... 11
3.3.4 SSS Quarterly.......................................................................................................... 12
3.3.5 PAG-IBIG MC .......................................................................................................... 14
3.3.6 PHILHEALTH PPRS .................................................................................................. 16
3.3.7 View Record ........................................................................................................... 18
3.3.8 Search Record ........................................................................................................ 18
3.3.9 Report .................................................................................................................... 19
3.3.10 File Download ........................................................................................................ 21
3.4 Employees Info............................................................................................................... 21
3.5 Upload File ..................................................................................................................... 23
3.6 Payroll ............................................................................................................................ 24
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1. INTRODUCTION
As part of the benefits offered to Filipinos, every wage earner must provide his
contribution to different government institution such as SSS, Philhealth and PAGIBIG.
Currently, the contributions are widely accepted in different financial institutions in the
Philippines. Moving forward, there will be a central repository for all payments using the
eGovBancnet System. In order to use this facility, a text file containing the collection
details must exist.
eGov Payment Facility is one of the systems that handles the creation of text files to be
used in theBancnet system. This system can create an upload text files for SSS,
Philhealth and PAGIBIG.
1.1 Purpose
The purpose of this document is to provide instructions in using theeGovPayment

Facility and understand the processes needed to perform in order to convert the
transaction recordsfrom different source systems to upload text files.
1.2 Scope
This Manual will cover the following topics:
 User Roles
 Installation Procedure
 Performing data entry
 Creation of text file
 Reports
2. USER ROLES
USER ROLE WHAT YOU CAN DO

Transaction Processor  Encodes the transaction to the eGov
system
 Initiate creation of text file
SSS/ Philhealth/ PAGIBIG  Fetch text file in their respective folder

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3. SYSTEM SUMMARY
3.1 Installation Procedure
1.) Copy the file egovfcnv.rar to the root directory of any drive Ex: c:\
2.) Right click the file egovfcnv.rar then at the popup menu click extract here.
3.) It will extract the files in the root directory and create egovfcnv folder.
4.) Open the folder then double click the file egovfcnv.exe to run the program.
5.) To create a short cut on the desktop right click the file egovfcnv.exe then at
the popup menu click "send to" then click Desktop(Create a short cut).
6.) Read users manual on how to use the program.
Compatible with operating system: windows xp/2000/98/2007/2010 Non 64bit Operating

System
a. In order to run the system, user must have the following items in egovfcnv
folder.
 egovfcnv.exe
 msvcr71.dll
 vfp9r.dll
 VFP9RENU.DLL
 Vfp9ckor.dll
 Vfp9t.dll
 User’s manual
 Readme text file
 data folder containing the database elements
b. backup folder must also be ensured if existing in the directory because

this is where the created files will be dumped. When transactions are
downloaded, it will create 2 sets of file. One will automatically be placed in the
selected folder and the other will be available in the backup folder. Download
folder will only contain the most recent text file created for a certain service.
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3.2 SystemOverview
3.2.1 Process Flow
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3.2.2 Pre-conditions
3.2.2.1. Upon extraction the program will create a folder(Egovfcnv) in
selected drive.
3.2.3 Transaction Menu

a. The item in the toolbar menu is Transaction and Master file. Under
this are sub-menus pertaining to the different government services that
the system supports. The available transaction options are the following:
i. SSS
1. SSS Monthly Contribution
2. SSS Loans Contribution
3. SSS EPF
4. SSS Quarterly
ii. PAG-IBIG
1. PAG-IBIG Contribution/Amortization
iii. PHILHEALTH
1. PHILHEALTH PPRS
iv. Payroll
v. Upload File
vi. Employees Information
vii. Employer’s Information
viii. Exit
b. The employee and employer’s transaction screen also consists of

buttons that are essential during the data entry of collection details.
Button Description
Add Allows the creation of collection record. Enables field for input.
Edit Allows modification of collection record for a particular employee
Delete Allows deletion of collection record.
Cancel Disables fields that are intended to be modified.
First Allows the viewing of the first record available
Previous Allows the viewing of the previous record
Next Allows the viewing of the succeeding record
Last Allows the viewing of the last record
View Record Allows viewing of the transaction list
Allows searching of record through keywords inputted. It launches the
Search search pop-up window.
Report Allows to view the report
Download Initiates the creation of the upload text file
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3.3 Transaction Process

a. The process begins with running the egovfenv.exe by performing a
double click action to its icon.
b. Upon performing the previous action, the transaction home page will open
whereFile menu button will be displayed.
c. Selections for different transactions will be shown upon clicking the

Transaction of Master File menu button.
d. Screen that will be displayed depends on the selected item above.
e. Fields need to be filled-up with necessary employer/employee/transaction

information to create transaction record.
Note:The initial value saved in the Employer and Employee data entry will
be the default value of the succeeding transactions. These fields will only be
refreshed/null when transaction records are already downloaded.
3.3.1 SSS Monthly Collection List

This screen is used to record the monthly SSS contribution of both employer
and employee.
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Image 1.0 SSS Monthly Contribution Screen
Image 1.1 SSS Monthly Contribution Screen
Processor must provide the information for the following:
(i) Employer Details

1. Employer ID – SSS Employer ID
2. Employer Name – Name of the employer
3. Reference P.O. No.
4. Document No.
5. Document Date
6. Applicable Date
7. Employees Local Code
8. Transaction Type – Indicator that the record is in transaction
portion. Default value is 1
9. Edit button – Allows modification of employer value
(ii) Employee Details

1. SSS Number – This may be used in retrieving the employee
information when it has been encoded in previous transactions
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and data is not yet downloaded. Data will auto-populate the

fields but are editable if needed.
2. First, Last and Middle Name – Name of the contributor
3. Employee Status – Describes the employment status of the
contributor. This may either be New, Separated or Normal.
4. SSS Premium amount – Contains the SSS Premium Amount.
5. EC Premium Amount – Contains the Employer Compensation
amount.
6. MC Premium Amount – Contains the Medicare amount. When
field is populated, the text file that will be created will be
labelled sss_mlc_wmed. Otherwise, the filename of the text
file will be sss_mlc_nomed.
7. Date Hired/Separated – Date when employee is hired or
resigned. Follows the format mm/dd/yyyy.
3.3.2 SSS Loan Collection List
Image 2.0 SSS Loans Collection Screen

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Image 2.1 SSS Loans Collection Screen

1. Employer ID– Mandatory field for the SSS ID of employer
2. Employer Name – Mandatory field for the name of the
employer
3. Application Year & Month – Mandatory field for the
employer’sSSS application date
4. Branch Code – Mandatory field for branch code where
employer belongs
5. Repayment Date – Required. Date when repayment is carried-
out. Format follows MM/DD/YYYY.
6. Repayment No. – Required field for the repayment code.

1. SSS Number – This may be used in retrieving the employee
information when it has been encoded in previous transactions
and data is not yet downloaded.
2. First, Last and Middle Name – Name of the contributor
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3. Loan Type – Determines the type of loan the employee has. It

may either be Salary Loan, Calamity Loan or other loan
4. Loan Date – Date when loan is acquired. Format is
MM/DD/YYYY.
5. Loan Amount – Amount of loan acquired by the employee.
Field only accepts integer values. Amount must be less than
Php1, 000,000.00.
6. Penalty – Indicates the penalty amount. Field accepts decimal
values. Must not be larger than the loan amount.
7. Amount Paid – Payment amount. Field accepts decimal
values.
8. Ampdsg(-) – Valid values are negative sign or null. If field is
null, this indicatesthat the loan (or loan with penalty) has
payment orno payment. Whereas, Negative sign means that
there is a refund.
9. Remarks for Employee – Use to tag employees as either Hired
or Terminated
3.3.3 SSS EPF
Image 3.0 SSS Employee Pre-Validation File Screen

1. Employer ID – Employer’s ID
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1. SSS Number – Employee’s SSS Number. This may be used in
retrieving the employee information when it has been encoded
in previous transactions and data is not yet downloaded.
2. First, Last and Middle Name – Name of the employee
3. Birthdate – Field for employee’s birthday. Follows the format
MM/DD/YYYY.
3.3.4 SSS Quarterly
Image 4.0 SSS Quarterly Contribution Screen

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Image 4.1 SSS Quarterly Contribution Screen
Processor mustprovide the information for the following:

1. Employer ID – Employer’s ID
3. Applicable Quarter - Quarter when the contributions are
applicable. Follows the format MMYYYY.

1. SSS Number – Employee’s SSS Number. This may be used in
retrieving the employee information when it has been encoded
in previous transactions and data is not yet downloaded.
3. Remarks of Employee - Describes the employment status of
the contributor. This may either be New, Separated or Normal.
4. Date Hired/Separated - Date when employee is hired or
resigned. Follows the format mm/dd/yyyy.
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5. 1st-3rd Month SS Contribution – Amount contribution to SSS

for the quarter. Amount cannot be greater than or equal to
Php1000.00.
6. 1st-3rd Month Medicare – Amount contribution to Medicare for
the quarter. Amount must be less than Php100.00.
7. 1st-3rd Month EC – Amount of Employer Compensation for
the given quarter. Amount must be less than Php100.00.
3.3.5 PAG-IBIG MC
Image 5.0 PAG-IBIG Member Contribution Screen

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Image 5.1 PAG-IBIG Member Contribution Screen

1. Branch Code – Mandatory field for the branch where
contribution is remitted
2. Period Covered – Mandatory field for the coverage period of
the contribution. Follows the format YYYYMM.
3. Employer ID – Mandatory field for PAG-IBIG Employer ID
4. Employer Type – Mandatory field that identifies the category of
the employer as either Government, Private or Self-Employed
5. Pay Type – Mandatory field for the type of Contribution paid as
either Member’s Contribution, Short Term Loan or Calamity
Loan
6. Employer Name – Mandatory field that contains the name of
the employer
7. Employer Address – Mandatory field that contains the address
of the employer
8. Zip Code – Optional field for the zip code of the employer
9. Telephone No. – Optional field for contact number of the
employer
10. Transaction Date – Date when transaction is carried out
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11. Transaction Reference No. – Reference No. of the transaction

12. Edit button – Allows modification of employer details

1. PAG-IBIG ID – PAG-IBIG ID of the contributor
3. TIN –Tax Identification Number of contributor
4. Employee ID – Employee ID of the contributor
5. Birthdate – Birthdate of the employee. Follows the format
MM/DD/YYYY.
6. Employee Contribution – Amount of contribution of the
employee. Field accepts decimal values.
7. Employer Contribution – Amount of contribution of the
employer. Field accepts decimal values.
3.3.6 PHILHEALTH PPRS
Image 6.0 PhilHealth PPRS Screen

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Image 6.1 PhilHealth PPRS Screen
(iii) Employer Details

1. Employer ID – Philhealth no. of the employer
3. Employer Address - Address of the employer
4. Report Type – Type of report as to either ‘R’ (Regular quarterly
remittance) or ‘A’ (Addition to previously submitted report)
5. Report Quarter – Applicable quarter covered by the report.
Follows the format Quarter No + YYYY.
6. Report Month – As of date of the report. Follows the format
MM/DD/YYYY.
(iv) Employee Details

1. Philhealth ID – Mandatory field for contributor’s Philhealth ID
2. First, Middle, Last Name of Contributor – Mandatory field for
the contributors name
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3. Compensation – Compensation amount of the contributor.

Field accepts decimal value.
4. OR Number – OR/ Reconciliation/PO Number.
5. Employee Status – Mandatory field that identifies the
employee’s status as to Separated, No Earning or Newly
Hired.
6. Effective Date – Defines the effectivity date of employment
status
7. Employee’s share for the 1st – 3rd month – Total Amount of
employee Philhealth contribution for a given month. Field
accepts whole payment amount without decimal values.
8. Employer’s share for the 1st – 3rd month– Amount of
employer Philheath contribution for a given month. Field
accepts whole payment amount without decimal values.
3.3.7 View Record

Facility where all transactions that will be included in the upload
file may be viewed.
Image 7.0 View Record Screen
3.3.8 Search Record

Facility that allows easy searching of employee record
throughSSS/ PAGIBIG/ PHILHEALTH No.
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Image 8.0 Search Record Pop-Up screen
3.3.9 Report
Report contains the collated information of all the transactions
made for a particular government service.Transaction will only be
included in the report upon saving the information. In the event
that information is edited in the transaction, report will display the
recent information stored.
Image 9.0 SSS LCL Summary Report
Image 10.0 SSS MCL Summary Report

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Image 11.0 SSS EPF Summary Report
Image 12.0 SSS Quarterly Summary Report
Image 13.0 PHILHEALTH Report Format

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Image 14.0 PAG-IBIG Report Format
3.3.10 File Download
f. Upon completion of data entry, user may create the text file by
clicking the Download button.
Image 15.0 eGov File Upload
F. Once download is completed; the text file may be located in the

Download folder in the designated directory.
Note: When transaction is already downloaded, transaction record will

be removed from the system.
3.4 Employees Info

This facility allows viewing of employee information.
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Image 16.0 Employee Information

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Image 16.1 Employee Information
3.5 Upload File

Uploading facility is essential whenever a data is not acceptable to the Bancnet
system and data modification is necessary. Information may be modified by
doing the following:
a. From the File menu, select Upload File. File Upload pop-up screen will open.
b. Processor must select the Payment Type.
c. File may be selected by the Locate File button. This will open the folder that
stores the text file. If file is not moved, it must be located in the downloadfolder
of egovfcnv. Upon selection, File directory field will be populated with the source
location.
d. Upload button will trigger the uploading process. Upon completion of the
process, fields in the transaction screen will be auto-populated with information
from the text file.
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Image 17.0 File Uploading
3.6 Payroll
The facility creates the text file for payroll to be uploaded in NIDSS.
Image 18.0 Payroll

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Development Bank of the Philippines

Date Version Description Author

14/03/2016 0.1 Initial Draft TDO

The purpose of this document is to provide instructions in using theeGovPayment

This Manual will cover the following topics:

USER ROLE WHAT YOU CAN DO

 Initiate creation of text file

SSS/ Philhealth/ PAGIBIG  Fetch text file in their respective folder

6.) Read users manual on how to use the program.

Compatible with operating system: windows xp/2000/98/2007/2010 Non 64bit Operating

b. backup folder must also be ensured if existing in the directory because

3.2.3 Transaction Menu

b. The employee and employer’s transaction screen also consists of

3.3 Transaction Process

c. Selections for different transactions will be shown upon clicking the

d. Screen that will be displayed depends on the selected item above.

e. Fields need to be filled-up with necessary employer/employee/transaction

3.3.1 SSS Monthly Collection List

Image 1.0 SSS Monthly Contribution Screen

Image 1.1 SSS Monthly Contribution Screen

Processor must provide the information for the following:

(i) Employer Details

(ii) Employee Details

and data is not yet downloaded. Data will auto-populate the

3.3.2 SSS Loan Collection List

Image 2.0 SSS Loans Collection Screen

Image 2.1 SSS Loans Collection Screen

Processor must provide the information for the following:

(i) Employer Details

(ii) Employee Details

3. Loan Type – Determines the type of loan the employee has. It

3.3.3 SSS EPF

Image 3.0 SSS Employee Pre-Validation File Screen

Processor must provide the information for the following:

(i) Employer Details

2. Employer Name – Name of the employer

(ii) Employee Details

3.3.4 SSS Quarterly

Image 4.0 SSS Quarterly Contribution Screen

Image 4.1 SSS Quarterly Contribution Screen

Processor mustprovide the information for the following:

(i) Employer Details

(ii) Employee Details

5. 1st-3rd Month SS Contribution – Amount contribution to SSS

Image 5.0 PAG-IBIG Member Contribution Screen

Image 5.1 PAG-IBIG Member Contribution Screen

Processor must provide the information for the following:

(i) Employer Details

11. Transaction Reference No. – Reference No. of the transaction

(ii) Employee Details

3.3.6 PHILHEALTH PPRS

Image 6.0 PhilHealth PPRS Screen

Image 6.1 PhilHealth PPRS Screen

Processor must provide the information for the following:

(iii) Employer Details

(iv) Employee Details

3. Compensation – Compensation amount of the contributor.

3.3.7 View Record

Image 7.0 View Record Screen

3.3.8 Search Record

Image 8.0 Search Record Pop-Up screen

Image 9.0 SSS LCL Summary Report

Image 10.0 SSS MCL Summary Report

Image 11.0 SSS EPF Summary Report

User's Manual

User's Manual