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SEMINAR & WORKSHOP

March 14, 2017

Maximizing the use of Barangay Computers


Through the use of Computer-Assisted
Barangay Management Information System.
PART 1:
Making use of Computerized Disbursement System

BETA
What is BETA?
Barangay Electronic Treasurer's Assistant or simply BETA is a custom-designed
"Box-Approach" computerized data system, developed to assist Barangay Treasurers in
managing disbursements and collections. The system is written in Visual Basic
Application (macro programming) and running in Microsoft Excel version 2003 and up,
under Microsoft OS 32-bit and 64-bit. The system was designed and used way back the
year 2011, and continuously updating in concurrence with the different existing users
(Barangay Treasurers and Bookkeepers) and government issued disbursement and
reporting regulations. BETA will reduce 50% workload
of Barangay Treasurers or Barangay Record-keepers since it offers ONE-TIME encoding
of information when creating disbursement. While creating disbursement, all information
are being saved on a database, thus simultaneously creating different information for
other documents such as PR, PO, IAR, Abstract, Quotations, Waste Materials Report,
BIR 2307 and 2306, PBC, and others. The information are being saved in a sequential
manner and accumulating as a database that can be called again individually, or by group
for different purposes, such as referencing, reviewing, editing and reporting (ex. of
reports: Transmittal Letter, Summary of Checks Issued, Cash on Hand and Bank
Registry, RAC, etc.).
As a bonus package, the system also monitors not only cash-outflows
(disbursement), but cash-inflows as well (collections and deposits).
BETA key features:
One-time encoding of disbursement details that yields multiple documents, such as,
Purchase Request, Request for Quotation, Abstract, PO, IAR, RIS, Waste Materials
Report, Liquidation Report, Disbursement Voucher, BIR 2307 and 2306, Check
Issuance, PBC and others.

Accumulates database upon encoding thus produces periodic historical data for full
disclosure reports, such as, Summary of Checks Issued, Summary of Cash Payments,
Cash on hand and Bank Register, Summary of Collections and Deposits, RAC
Balances, PBC with multiple checks issuance, Transmittal Letters, Actual Cash Inflows
and other referencing purposes.

Prescribed auto-numbering of DV, PR, PO, IAR, RIS, PBC and Checks.* (*Adjustable
to your check booklet series.)

Auto conversion of numbers into figures / words in creating checks and PBC.
BETA key features:
Box-approach disbursement details that can be used in all kinds of disbursements,
such as, utility payments (Meralco, Water, Cable, Internet, Telephone, etc.) ,
Procurement of Goods and Services (under bidding or non-bidding), various cash
advances, and others.

Updated encoding will monitor cash balances per book and per bank.

Monitors appropriation balances.

Store different types of suppliers for easy canvassing.

Auto preparation and computation of BIR withholding and remittance documents while
encoding disbursements on a certain period. BIR forms linked - BIR 2307, 2306, 1601E
and 1600.
With other pre-formatted documents, such as, Payroll Sheet, RER, Liquidation reports,
Property Acknowledgement Receipt, Attendance sheets, BAC Resolution, BAC
Certification, Mode of Procurement and Driver's Trip Ticket
BETA key features:
Simple and easy to master. Typing knowledge is only required.

With standby support


BETA System workflow:
UPDATE

Disbursement Bank Transaction

Goods Services Advances Credit Tr. Debit Tr.

Print-outs

Report / Summary / Reconciliation


BETA Manual

1. Running the BETA (macro setting, one-time set-up)


a. To run the BETA, you must enable first the MACRO SETTING of your excel. Open any Microsoft Office Excel
(version 2003, 2007 and 2010).
b. If your running on excel 2003, simply follow this steps: Navigate to Tools Tab > Macro > Security >
Enable all macros , then OK.
c. If your running on excel 2007 or up, simply follow this steps: Click Office Button > Click Excel Options >
Click Trust Centers > Click Trust Center Settings > Click Macro Settings > Enable all macros > Then
OK.
BETA Manual

2. Log-in
Open the BETA system on your stored drive.

Click LOG-IN, then key-


in initial password: 1234
BETA Manual

3. Update / Home (navigating the home sheet)


Override Taxes Navigation Buttons

Disbursement Fields

Cash Summary

Bank Transaction

Command Buttons Database


BETA Manual

4. Set-up Barangay Information (one-time set-up)


a. From HOME or UPDATE sheet, click SETTINGS.
b. At SETTINGS, fill-up all required information as shown below.
BETA Manual For FULL VERSION only

5. Administrative Settings (change password)

a. From SETTINGS sheet, click EDIT button of ADMIN SETTING.


b. Key-in initial password : 1234
c. This will appear. Modify password at your own choice, accordingly.
BETA Manual For FULL VERSION only

6. Administrative Settings (change logo)

a. From SETTINGS sheet, click CHANGE LOGO


b. Key-in initial password : 1234
c. Path File, Left Logo and Right Logo will appear. Path File is an
address where you stored the logo file. Choose whether you will
use the Left logo and Right logo, accordingly (filename must be
named logo1 and logo2, respectively)
d. All sheets containing logos will appear for checking purposes.
BETA Manual

7. Bank Transaction (Initial balance)


Supposed the barangay, as of January 1, 2016, has a carrying balance of P100,000 from the previous year per
bank and per book record. Record the carrying balance.

a. From HOME sheet, click the NEW BT button


b. Choose CM from TYPE field, then CM No.
automatically filled-up. (Note: CM means Credit Memo,
BM means Debit Memo)
c. Input date 01/01/16
d. Input amount P100,000
e. Choose CM TYPE - OTHERS
f. Input BT Memo CARRYING BALANCE FROM
PREVIOUS YEAR.
g. Click POST BT
h. Posted transaction will now be added to the database.
BETA Manual
8. Disbursement procedure (utility payment)
Supposed the barangay, on Jan. 5, 2016, issued check no. 230538 as payment for Meralco Billing period 12/05/15 to
01/04/16, amounting to P12,500. SI# 12356899. CWT P225.00.

a. From HOME sheet, click the NEW DV. You may be prompted if a certain information existing in the previous DV will be copied for your
reference or not.
b. PR Check box and DATE - Leave as blank (N/A)
c. PO Check box and DATE - Leave as blank (N/A)
d. IAR & RIS Check box and DATE - Leave as blank (N/A)
e. DV DATE Type 01/05/16. Note: DV No. will automatically appear and the suggested CK No.
f. For the first-time user of BETA, or with new booklet series: Input the new check no. in the CK OVERRRIDE to correspond with
the series. In this case, Type the next CK no. 230538
g. SI/DR Field - Input SI#12356899 date 01/04/16
h. SUPPLIER A , drop-down menu, select MERALCO
i. If the supplier is not yet listed in the drop-down menu, go to BETA Manual no. 9 for the tutorial of adding/editing supplier.
j. SUPPLIER B - Leave as Blank (N/A)
k. SUPPLIER C - Leave as Blank (N/A)
l. REIM. BY - Leave as Blank (N/A)
m. PR PURPOSE - Leave as Blank (N/A)
n. REQUST BY / INSPECTOR - Leave as Blank (N/A)
o. ACCOUNT - Click ACCOUNT Button, you will be directed to the APPRO Sheet, where you can see the NGAS Account Listing. Put your
cursor to the corresponding ACCOUNT NO. the click SELECT Button. It will return to the HOME Sheet. Note: You may or may not use
this feature. The disbursement will still be posted even without the account.
p. DV MEMO - Type PAYMENT FOR MERALCO BILLING 12/05/15 - 01/04/15
q. ITEM/PAYMENT DETAILS - Type the following under each column fields: QTY - 1, UNIT SET, PARTICULAR MERALCO BILLING,
SUPPLIER A -12,500
r. OVERRIDE TAX fields on the columns provided for over-riding taxes, input the EWT depending on the nature of withholding.
Note: This is only used when the CWT is not conforming to the standard computation, otherwise, leave it as blank, the system will
compute the necessary withholding taxes.
s. Click POST DV Button
Posted transaction will now be added to the database.
BETA Manual

Utility Payment (Refer to the actual presentation)


BETA Manual

9. Adding / Editing Supplier


Supplier is very important in the BETA System. In order to disburse, the supplier must be first registered in the database. You
cannot proceed creating disbursement if there is no existing SUPPLIER.

TO ADD Supplier:
1. From HOME Sheet, click from the navigation button SUPPLIER, then you will be directed to the SUPPLIER Sheet.
2. Click NEW Button, then fill-up the necessary field.
3. On the VAT TYPE, drop-down menu, select if the supplier is VAT or Non-VAT registered company. This is important in
computing the FINAL VAT for the monthly remittance under BIR Form 1600. If the supplier is VAT Registered, he will be
subjected to 5% tax, otherwise 3% if Non-VAT.
4. On the PROVIDER OF GOODS AND SERVICES, drop-down menu, select if the supplier is provider of GOODS or
SERVICES. This is important in computing the withholding tax (CWT) for BIR Form Certificate 2307 and 2306 and BIR
monthly remittance under BIR Form 1601E. If the supplier is a provider of GOODS, he will be subjected to a withholding
tax of 1%, otherwise 2% if SERVICES.
5. TIN is very important. Without TIN, BIR Form 2307, 2306, 1600, 1601E will generate incorrect information.
6. LINE OF BUSINESS - This is a required field. Example Line of Business : Construction Supplies, Office Supplies, Drug
Stores, Auto parts, Auto services, Utility Services, Job position in case a person, etc.
7. ZIP CODE - Optional
8. Click SAVE Button then your supplier is now registered to your database.

TO EDIT/DELETE Supplier:
9. On the list of the SUPPLIER NAME, put your cursor to the supplier you wish to edit/delete.
10. Click UP Button then the supplier you selected will appear on the SUPPLIER Box.
11. Edit/Delete accordingly. Note: Supplier Name is not-editable once saved. If you like to EDIT the name, you may just
DELETE the existing supplier and create a new one or leave the supplier name as is then create a new one.
12. Do no DELETE Supplier with existing disbursement, the system will return a reference ERROR specially in generating
reports.
BETA Manual

Supplier Sheet
BETA Manual

10. Creating PBC (single or multiple checks)


Supposed the barangay, after creating the check for the payment of Meralco, under check no. 230538, issued a PBC
for bank purposes.

a. From HOME, click PBC from navigation button.


b. Click NEW Button and EDIT the necessary fields marked with color
ORANGE.
c. Input Check no. you wish to have a PBC
d. You can add multiple check nos. by clicking the + button (maximum
of 12checks) under 1 PBC.
e. When finished, put X below the last Check no. then *****NOTHING
FOLLOWS***** will appear right after
f. Click SAVE button to appear in the PBC listing on the right side.
g. You may wish to upload again the details of PBC no. once saved, just
by putting your cursor on the PBC no. you wish to review then click
UPLOAD button.
h. You are now ready for printing.
BETA Manual

11. Purchase of Goods from Non-VATable Supplier


Supposed the barangay, on Jan. 8, 2016, issued check no. 230539 as payment for the office supplies ordered last
01/06/16 for the first quarter. PR date 01/04/16, PO date 01/06/16, Delivery date 01/08/16 total amount P26,100.
Refer to the next slide for the details of delivery. Suppliers Name: Geenenis Trading / MNA Enterprises /Amiel
Trading.
Geenenis Trading has the lowest quotation and NON-VAT Registered Supplier.

a. From HOME sheet, click the NEW DV. You may be prompted if a certain information existing in the previous DV will be copied for your
reference or not.
b. PR Check box and DATE Check the box, then type 01/04/16. PR No. will appear automatically
c. PO Check box and DATE Check the box, then type 01/06/16. PO No. will appear automatically
d. IAR & RIS Check box and DATE Check the box, then type 01/08/16. IAR & RIS No. will appear automatically
e. DV DATE Type 01/08/16. Note: DV No. will automatically appear and the next CK No.
f. SI/DR Field Leave as blank, you can go back to this DV once you received the Sales Invoice.
g. SUPPLIER A - drop-down menu, select GEENENIS TRADING
h. SUPPLIER B - drop-down menu, select MNA ENTERPISES
i. SUPPLIER C - drop-down menu, select AMIEL TRADING
j. REIM. BY - Leave as Blank (N/A)
k. PR PURPOSE Type OFFICE SUPPLIES FOR THE FIRST QUARTER
l. REQUST BY / INSPECTOR Type the name of your Brgy. Inspector, in this case type MR. INSPECTOR
m. ACCOUNT - Click ACCOUNT Button, you will be directed to the APPRO Sheet, where you can see the NGAS Account Listing. Put your
cursor to the corresponding ACCOUNT NO. the click SELECT Button. It will return to the HOME Sheet. Note: You may or may not use
this feature. The disbursement will still be posted even without the account.
n. DV MEMO - Type PAYMENT FOR FIRST QUARTER OFFICE SUPPLIES
o. ITEM/PAYMENT DETAILS Refer to the next slide for the item details. CHOOSE UNIT BASE UNIT COST
p. OVERRIDE TAX field - Leave as blank, the system will compute the necessary withholding taxes based on NON-VAT Transaction.
q. Click POST DV Button
r. Posted transaction will now be added to the database.
BETA Manual

Purchase of Non-VATable Goods (Refer to Presentation)


BETA Manual

12. Purchase of Goods from VATable Supplier


Supposed the barangay, on Jan. 8, 2016, issued check no. 230540 as payment for the 4pcs tires ordered last
01/05/16 for Brgy. Patrol Plate no. SJJ-908. PR date 01/04/16, PO date 01/05/16, Delivery date 01/08/16 total amount
P18,000 or P4,500 each. Suppliers Name: Apolega Tire and Service Center / Gohlong Tire and Service Center /
A.S. Manacsa Auto shop and Parts. Apolega Tire has the lowest quotation and VAT-Registered Supplier. Document
received SI#4021 dated 01/08/16. Refer to the next slide for the item details.

a. From HOME sheet, click the NEW DV. You may be prompted if a certain information existing in the previous DV will be copied for your
reference or not.
b. PR Check box and DATE Check the box, then type 01/04/16. PR No. will appear automatically
c. PO Check box and DATE Check the box, then type 01/05/16. PO No. will appear automatically
d. IAR & RIS Check box and DATE Check the box, then type 01/08/16. IAR & RIS No. will appear automatically
e. DV DATE Type 01/08/16. Note: DV No. will automatically appear and the next CK No.
f. SI/DR Field Type SI#4021, then type date as 01/08/16.
g. SUPPLIER A - drop-down menu, select APOLEGA TIRE AND SERVICE CENTER
h. SUPPLIER B - drop-down menu, select GOHLONG TIRE AND SERVICE CENTER
i. SUPPLIER C - drop-down menu, select A.S. MANACSA AUTO SHOP AND PARTS
j. REIM. BY - Leave as Blank (N/A)
k. PR PURPOSE Type REQUEST FOR 4TIRES BRGY. PATROL SJJ-908
l. REQUST BY / INSPECTOR Type the name of your Brgy. Inspector, in this case type MR. INSPECTOR
m. ACCOUNT - Click ACCOUNT Button, you will be directed to the APPRO Sheet, where you can see the NGAS Account Listing. Put your
cursor to the corresponding ACCOUNT NO. the click SELECT Button. It will return to the HOME Sheet. Note: You may or may not use
this feature. The disbursement will still be posted even without the account.
n. DV MEMO - Type on 1ST Row - PAYMENT FOR 4PCS TIRES FUJI 155/60R13 FOR BRGY. PATROL.
Type on 2nd Row - SJJ-908
o. ITEM/PAYMENT DETAILS Refer to the next slide for the item details. CHOOSE UNIT BASE : UNIT COST
p. OVERRIDE TAX field - Leave as blank, the system will compute the necessary withholding taxes based on VATable Transaction
q. Click POST DV Button
r. Posted transaction will now be added to the database.
BETA Manual

Purchase of VATable Goods (Refer to Presentation)


BETA Manual

13. Bank Transaction (IRA posting)


Supposed the barangay, as of Jan. 11, 2016, upon checking to the bank, received a credit amount of P650,000,
IRA for January 2016.

a. From HOME sheet, click the NEW BT button


b. Choose CM from TYPE field, then CM No.
automatically filled-up. (Note: CM means Credit Memo,
BM means Debit Memo)
c. Input date 01/11/16
d. Input amount P650,000.00
e. Choose CM TYPE IRA SHARE
f. Input BT Memo MONTH OF JANUARY 2016
g. Click POST BT
h. Posted transaction will now be added to the database.
BETA Manual

14. Disbursement (cash advance ex. Payroll)


Supposed the barangay, as of Jan. 15, 2016, issued check for January 2016 Payroll amounting to P289,000.

a. Refer to the illustration how to fill-up payroll advances. After doing various disbursements from the previous exercises, we
assumed you have now general idea on how the system works.
b. Just note, when we are doing payroll advances, disbursements are made under the name of the Treasurer.

Fill-up DV only
BETA Manual

15. Disbursement (cash advance ex. Seminar)


Supposed the barangay, as of Jan. 15, 2016, issued check amounting to P22,500 as advance for the seminar in
Davao of the Punong-Barangay.

a. On this exercise, we can use the DV#16-01-004 or the Payroll Advances to create the Seminar Advances. Put your cursor on
DV#16-01-004 then click UP DV TO EDIT button. Click NEW Button then click YES button to copy the information in creating new
DV. Proceed editing. This is done to minimize your work or referencing RECURRING disbursements like purchase of supplies,
payment of meralco, payroll advances, etc.
b. Just note, when we are doing advances, disbursements are made under the name of the Treasurer or the exact name of the
concerned personnel. On this illustration, we will use the name of the Treasurer.

Fill-up DV only
BETA Manual

16. Printing Documents


Documents for attachment varies depending on the kind of your disbursement. Summarized below are the
suggested
documents you need to print along with your DV.

Purchased of Goods or Services Advances Utilities

a. DV a. DV
a. DV
b. PR b. 2307 for Meralco, PLDT, etc.
b. Payroll Sheet If Payroll or other Job
c. PO c. OR/SI of service provider
Contracts + Contract on certain cases
d. IAR d. Summary of Fuel Consumption If
c. LR Liquidation Reports for seminars,
e. RIS - If medicine, some other goods, F&O
etc. plus OR/SI/DR of Suppliers
F&F,etc. e. Drivers Trip Ticket If F&O
d. Attendance - case to case basis
f. PAR - If F&F, Equipment, CP, etc. e. Pictures case to case basis
g. ABS
h. Q1
i. Q2
j. Q3
k. Waste - if replacement parts of vehicles,
etc.
l. BAC Mode - case to case basis
m. BAC Res - case to case basis
n. BAC Cert - case to case basis
o. Attendance - case to case basis
p. Pictures - case to case basis
q. OR/SI/SR and Contract of suppliers
r. 2307
s. 2306 - if Supplier is VATable
BETA Manual

17. Transmittal Letter


To continue our exercise, assume there were no other transaction occurred during January 2016. Create a
transmittal
letter of all transactions made during the month of January for submission. Please refer to the illustration.

a. From HOME sheet, click TL from


navigation button.
b. Follow the ORANGED mark
instructions.
c. Print
BETA Manual

18. BIR Remittances BIR Form 1601E


BIR Form 1601E should be remitted not later than 10 th day of each month except January. For illustration purposes
only, assume we already remitted the December 2015 tax liabilities on January 2016, and now we must submit
withholdings made in January 2016 transactions. In case you are already using eBIRForms, you can still use this
application for computing your total withholdings during the month. Issue check for this disbursement.

a. From HOME sheet, click 1601E from


navigation button.
b. Choose period In this case, choose
01 for January. All withholding taxes
made on such month will appear
below.
c. For first-time-user, type-in your RDO
no.
d. Record the amount in HOME sheet
BETA Manual

DV for BIR Remittance 1601E


Shown below are the information needed to record the BIR 1601E. DV Date 02/05/16, Supplier A LBP CABUYAO
BR. FAO BUREAU OF INTERNAL REVENUE, Amount P646.71. No ACCOUNT needed.
BETA Manual

19. BIR Remittances BIR Form 1600


BIR Form 1600 should be remitted not later than 10 th day of each month except January. For illustration purposes
only, assume we already remitted the December 2015 tax liabilities on January 2016, and now we must submit
withholdings made in January 2016 transactions. In case you are already using eBIRForms, you can still use this
application for computing your total withholdings during the month and the applicable alphalist. Issue check
payment.
a. From 1601E, click 1600 from
navigation button.
b. You can see right away the actual
amount you should remit in 1600.
c. To know the details of suppliers or the
alphalist c/o 1600, click 1600A.
d. Click REFRESH Button to
adjust/calibrate the report.
e. Record the amount in HOME sheet.

If balanced, proceed from


printing. If not, review your
supplier listing, TIN, VAT type
and Supplier type must have
data.
BETA Manual

DV for BIR Remittance 1600


Shown below are the information needed to record the BIR 1600. DV Date 02/05/16, Supplier A LBP CABUYAO
BR. FAO BUREAU OF INTERNAL REVENUE, Amount P1,586.57. No ACCOUNT needed.
BETA Manual For FULL VERSION only

20. Creating new BETA year

a. From HOME sheet, click APPRO button


from navigation.
b. Click CREATE NEW BETA YEAR.
c. Continue with initial password of 1234
d. Save the file at your own will.
e. All data will be cleared.
f. Click EXCEL Button, Save As, Excel
Binary Workbook
g. Edit Filename
h. For POP-UPS, please refer on last pages
BETA Manual For FULL VERSION only

21. Download or manual posting of Annual Budget

a. From HOME sheet, click APPRO button from


navigation.
b. If you have BBPS program (separate program)
click the LINK BBPS and all information in the
BBPS will be transferred in BETA.
c. If manual posting, NGAS account titles are already
listed for your reference, just edit the amount
initially recorded for you as your guide. You can
check also all NGAS accounts by putting check
mark on the checkbox SHOW ALL ACCOUNTS.
BETA Manual For FULL VERSION only

22. Link old BETA file (for software upgrading purposes)

a. From HOME sheet, click APPRO button from


navigation.
b. Click LINK OLD BETA FILE.
c. Initial password: 1234
d. Follow instructions on the screen
e. For POP-UPS, please refer to last pages
BETA Manual For FULL VERSION only

23. Reports (SCI, MCASH, CHB, SCP, INFLOWS, SCD


and RAC)

Monthly Reports:
a. From HOME sheet, click SCI & OTH.
b. Sheets of SCI, MCASH, CHB, SCP, SCD and INFLOWS will open.
c. To view updated balances of each reports, click REFRESH button.

Registry of Appropriations and Commitments (RAC)


d. From HOME sheet, click RAC
e. Accounts are classified by the BETA according to the following : PS, MOOE, CO, DF, CF, SKF,
GAD, DISCRE., OSCA and BCPC.
f. From the RAC sheet, follow the RED instructions to get the updated balances of corresponding
appropriation.
BETA Manual

Reports Summary of Checks Issued


BETA Manual

Reports Cash on hand and in Bank Register


BETA Manual

Reports Summary of Cash Payments


BETA Manual

Reports Summary of Collections and Deposits


BETA Manual

Reports Monthly Cash Report


BETA Manual

Reports Cash Inflows


BETA Manual

Reports Transmittal
BETA Manual

1. BETA POP-UPS (Creating and Downloading File)

a. Uncheck compatibility
b. Click Continue
BETA Manual

2. BETA POP-UPS (Creating and Downloading File)

a. Click No
BETA Manual

3. BETA POP-UPS (Solving error in opening the file)

1. Click Yes

2. Ignore the
error, click
Close

3. Log in with your password


4. Click Excel BUTTON, Save As, Excel Macro-enabled Workbook, Find the file directory, click the file,
then SAVE.
5. Do you want to replace it? Click YES
6. Close then Save Again
7. Open the file
PART 2:
Making use of Computerized Document Issuance

BDOCS
What is BDOCS

Barangay Documents or simply BDOCS is a custom-designed, easy-to-master


"Box-Approach" computerized data system, developed to assist Barangay
Treasurers in issuing Barangay Documents, Certifications and Receipts, including
CTC or cedula. The system is written in Visual Basic Application (macro
programming) and running in Microsoft Excel version 2003 and up under Microsoft
OS 32-bit and 64-bit. The system was designed and used way back the year 2011,
and continously updating in concurrence with the different existing users (Barangay
Treasurers and Bookkeepers) and government issued rules and regulations
regarding collection, certificates and documents.
BDOCS Features
A. Documents Issuance
1. Barangay Clearance
2. Barangay Business Clearance

B. Certifications
1. Certificate of Building Clearance (COBC)
2. Certificate of Indigency (COI)
3. Certificate of Living Together (COLT)
4. Certificate of No Business Operation (CONO)
5. Certificate of Residency (COR)
6. Certificate of Solo Parent (COSP)

C. Receipt Printing
1. Cedula
2. O.R.
BDOCS Manual
Initial password :
1234
BDOCS Manual

BDOCS Home Template


Input the information of your
BDOCS Manual barangay.

For first-time BDOCS


BDOCS INFO Setting (One-Time Set-up) users in the middle of
the year, to continue
your numbering of
your documents, just
input the last issued
no. accordingly.
BDOCS Manual
To add purpose, just
BDOCS INFO Setting (One-Time Set-up) follow the instruction
here.
BDOCS Manual
Fill-up SB Members. In printing
Barangay Clearance, you have
two options: Print BC with SB
BDOCS INFO Setting (One-Time Set-up) Names (Put Check Mark on the
box) or Print SB without SB
names (Uncheck the box).
EDIT DOCS Button. All Documents will
appear for you to edit. Be careful in
BDOCS Manual using this button because you might
override all the formulas linked on the
system. If you are sure what you are up
to, then proceed. Password: 1234
BDOCS INFO Setting (One-Time Set-up)
BDOCS Manual

BDOCS INFO Setting (One-Time Set-up)

EDIT SYSTEM PASSWORD: Click


Edit Button, Pass = 1234. Once
correct, you can now edit the
system passwords according to
your preference.
BDOCS Manual

BDOCS INFO Setting (One-Time Set-up)


EDIT USER RESTRICTION: Pass =
1111, you can change it as you can see it
on the side. On the corresponding
documents to issue, select YES or NO to
restrict other users in issuing particular
documents.
BDOCS Manual

BDOCS INFO Setting (One-Time Set-up)

Changing Logo Path File: Attach your logo to be shown on


each document. Name your logo file and extension as follows:
logo1.bmp (right logo) and logo2.bmp (left logo). Input the file
path where you stored the logos. Select YES or NO on the
right column if you are going to use them.

THEME EDIT: Select from the drop-down the


theme (color) you want for your documents.
Colors available (Blue, Red, Brown, Orange,
Gray, Violet and Black). Click APPLY button to
apply the theme you selected.
Entering NEW documents:
1. Click New. Prompt will appear whether you
will use the existing information appearing
BDOCS Manual on the fields ,or not.
2. Select from the Document to Issue the
document you are going to issue.
3. Once selected, the template will adjust to
the information needed as per selected
BDOCS Issuance (NEW) type of document.
4. Input information on the blank spaces
(white fields) accordingly.
5. Click Save
6. Prompt will appear whether you will print it
or not.
7. Once saved, it will appear now to the
database.
8. Proceed to the workshop for actual
sample.
BDOCS Manual
Entering Blacklist Person:
1. From the UPDATE Template, click
BDOCS Blacklisting BLACKLIST Button.
2. From the next available blank space, input
the FULL NAME of the person blacklisted
in your barangay.
3. Input corresponding remark the reason
why such person is blacklisted.
4. Should you wish to delete the name on the
recorded blacklisting, just delete the
person from the list.
5. Exit
BDOCS Manual Making Report of Collection:
1. Select the type of document (CTC or OR)
2. Type in the date of report
3. Input the beginning OR/CTC number to be
reported.
BDOCS Report 4. Input the last OR/CTC number to be
reported.
5. You may input range of OR/CTC from 1-50
numbers.
6. Check the generated report.
7. Click and fill-up ANNEX G-11B for
attachment.
BDOCS Manual
CLEARING THE DATABASE:
BDOCS Clear All 1. Click CLEAR ALL Button.
2. Enter Pass = default is 1234
3. All database will be cleared and all control numbers will start
to one.
PART 3:
Making use of Computerized Budget Preparation System

BBPS