GSIS-Electronic Remittance

File Converter
(ERF Converter V. 14.2)
User Manual for GSIS
Remitting Agency Users
MMXIV.II.XXVIII Release
Prepared by: SDD-AMO-ITSG

Overview:
The Electronic Remittance File Converter was primarily developed to convert the ERF being
submitted by a Remitting Agency into a standard file format. Whether an ERF is in CSV, TXT, XLS,
CTX, CUR or in an OVR format (with compliant field headers and positions), the program will
handle each file format appropriately to convert it into a “SAP-compatible ERF” format (the only
valid ERF format that the GSIS-SAP System can recognize). The processing also includes the
necessary validations for each field to restrict the entry of an ERF with erroneous details.
Therefore, this program will disallow a file conversion if the loaded ERF contains one or more
invalid records.
1
 Table of Content
Section Subject Page
I. Reminders and Advisory to the Remitting Agency 3
II. The Logon Screen 4
III. Getting Started 5
IV. Checking the Program Latest Release 6
V. Applying a Display Option 7
VI. Searching for a Field Value 8
VII. Display Account Totals 8
VIII. Load an ERF in CSV Format 9
IX. Load an ERF in TXT Format 12
X. Load an ERF in XLS Format 14
XI. Load an ERF in CTX Format 16
XII. Load an ERF in CUR Format 18
XIII. Load an ERF in OVR Format 20
XIV. Converting an ERF to a SAP-compatible Format 22
XV. Reference No. for the Converted ERF 23
XVI. Load an ERF in SAP-compatible Format 24
XVII. Saving an ERF to XLS-compatible Format 25
XVIII. Saving an ERF to CTX-compatible Format 26
XIX. Saving an ERF to CSV-compatible Format 27
XX. Saving an ERF to TXT-compatible Format 28
XXI. Saving an ERF to CUR-compatible Format 29
XXII. Saving an ERF to OVR-compatible Format 30
XXIII. Generate an ERF Template in XLS Format 31
XXIV. Warning or Error Message While Processing an ERF 32
XXV. View Error List 40
XXVI. View Agency Remittance List (ARL) 41
XXVII. View Agency Remittance Summary (ARS) 42
XXVIII. Load a Reference File for the Comparative Report 43
XXIX. The Comparative Report Facility 44
XXX. The Comparative Details Report 45
Note: Click the page number
XXXI. The Comparative Summary Report 46
XXXII. The Signatories Table 47 to go to the slide page.
XXXIII. The Lock Mode 48
XXXIV. How to End the Session 49

2
I. Reminders and Advisory to the Remitting Agency:
(A) Although all ERF formats such as CSV, TXT, XLS, CTX, CUR and OVR are still valid to submit for
remittance, it is advised and advantageous to submit an ERF that is already in SAP-compatible
ERF format. This will save the time in converting the ERF being submitted during an actual
remittance to GSIS.

(B) Remitting Agency may focus only on the following functions and facilities:
1. The loading facility of an ERF after the actual preparation of a remittance file.
2. The printing of the Agency Remittance Summary (ARS) and the Remittance List (ARL).
3. The inclusion of Signatories to the above-mentioned reports/supporting documents.
4. The saving of an ERF from its original format into a SAP-compatible ERF format.

(C) When preparing remittance using an ERF in XLS format, avoid using a formula to reference from
other columns in computing for the field values. As much as possible, input the details manually.
An amount computed by a formula will consider and reflect values not only limiting to 2 decimal
places. The rounding-off can cause a discrepancy between the amount of the soft copy ERF
against the Remittance List and the Summary Report.

(D) Avoid opening other files in MS-Excel simultaneously when using the ERF Converter program.
Multiple processes of MS-Excel running at the same time can cause a read access conflict between
the ERF Converter program and the active MS-Excel application.

(E) The abbreviated name prefix “MA.” should input under the column PFX while the full “MARIA” is
the prefix part of the FIRST NAME. Appellation such as JR, SR, III and so forth should fall under
the APPLLTN column.

(F) Ignore other facilities and procedures available in the program. Most of the functions and
applications are for GSIS exclusive usage only.
3
II. The Logon Screen:
ERFCv14.2 • On the desktop, click ERFCv14.2 icon.
• User will be prompted by the program Logon Screen.

Branch Office Name - Select the

Branch Office Name from its drop-
down list.

Employee No. - Enter the

Employee Number.

Re-enter Emp. No. - Just enter

again the Employee Number for
confirmation.

Session Password - this parameter

input will serve as the protected
password when the session is set to
a “Lock Mode.”

Note: Entered parameters will be

saved also in the converted SAP-
compatible ERF.

4
III. Getting Started:
ERFCv14.2 • After a successful logon, User will be prompted by the Tab Page Options:
Select the accounts
Main Screen. group to display.

Display Options: to
freeze and unhide
columns for a clearer
view.

Table Grid:
Display the record
details of the
loaded ERF.

Display Total: the

total amount of the
selected account type
and the total number
of lines.

Command Buttons
and Function Keys.

Search Options for

LName, Fname, Pol.
No., etc… 5
IV. Checking the ERF Converter Latest Release:
ERFCv14.2 • To make sure you are using the latest version of the ERF Converter program.
• Click the “Help” option from the Main Menu then select the “Version”.

• Or, simply click the

GSIS logo button at
the lower left corner
of the Main Screen.

The latest ERF

Converter Version
window should have
a display like the one
shown above
(mmxiv.ii.xxviii).

6
V. Applying a Display Option:
ERFCv14.2 • 7 items are available in the “Freeze” drop-down list box.
• 21 items are available in the “Select” drop-down list box.

Items in the Select List Box

00 - Default 13 - Hide Status cols
01 - Show Member BP# 14 - Show Agency BP#
02 - Hide Member BP# 15 - Hide Agency BP#
03 - Show GSIS ID. No. 16 - Show Name Prefix
Items in the Freeze List Box 04 - Hide GSIS ID. No. 17 - Hide Name Prefix
05 - Show Minor details 18 - Show Appellation
0 - None 06 - Hide Minor details 19 - Hide Appellation
1 - Col. only 07 - Show ION cols 20 - Show all columns
2 - Columns 08 - Hide ION cols
3 - Columns 09 - ION cols only
4 - Columns 10 - Show Amount cols
5 - Columns 11 - Amount cols only
w/ Duedate 12 - Show Status cols

Note: Click the <Apply> button whenever there is a change in the Display Options or after switching a
Tab Page. Selecting the “00 - Default” list item from the Select List Box will automatically change
the Freeze List Box value to the “w/ Duedate” list item.
7
VI. Searching for a Field Value:
ERFCv14.2 • Only 6 items are available in the “Search Options” drop-down list box.

Items in the Search Options List Box

1 - BP No. 4 - Line #
2 - FName 5 - LName
3 - GsisID 6 - Pol.No.

(A) To search, simply type the search string on the search entry field.
(B) Select the item from the drop-down list that will be used as a key for searching.
(C) Click the <Find> button to start the search.

VII. Select Due Mo. Option, Total mount and Line Counter Display:
(A) The Due Month option is to filter the records by month for display purposes and for printing
reports.
(B) The total amount displayed varies with the selected Account Type on the Tab Page selection.
(C) The “Total no. of lines” field displays the actual number of rows created upon loading the ERF. The
number of records in the original ERF is not necessarily equal
to the number of lines displayed. This is because of the
records with zero amount in all of its actual amount columns
are being bypassed.
8
VIII. Load an ERF in CSV Format:
(A) On the Main Screen - Click the <Load> button or press the <F1> function key.
(B) Select the “CSV” option to prompt the User with the “Load ERF in CSV format” window.
The option “ALL” will
simply display all the
files in the current
folder.

ERFs in “.CSV” are

displayed and will be
the only available
format for loading.

Note: ERF in “CSV”

format is the output
file of the Electronic
Remittance Module.

(C) Select the ERF to be converted then click the <Load> button.

Note: SAP-compatible ERF (the converted output file from CSV, TXT, XLS, CTX, CUR and OVR) is also in
CSV format but could not be loaded in this Loading Facility. To load a SAP-compatible ERF, use
the SAP Loading Facility <F5>.
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If no error or warning is encountered:

A message will inform the User for the successful loading of the selected ERF.

10
 (D) Typical display for the loaded ERF in CSV format without error encountered.

Tip: To clear the entire table grid back to its initial screen display, simply press <F11> or click the <Clear>
button. At the prompt, click <Yes> to confirm the action.
11
IX. Load an ERF in TXT Format:
(A) On the Main Screen - Click the <Load> button or press the <F1> function key.
(B) Select the “TXT” option to prompt the User with the “Load ERF in TXT format” window.

ERFs in “.TXT” are

displayed and will
be the only
available format
for loading.

Note: Only one

“RDETAIL*” file will
appear when
remitting a single
Due Month.

(C) For multiple Due Months, any selected file will mean that all of the “RDETAIL*.TXT” files in the
folder will be processed at the same time.

Note: “RHEADER.TXT” file should also be placed in the folder where the “RDETAIL*.TXT” files are located.
However, this header file is only an optional requirement in processing an ERF. In case of a missing
header file, “Unspecified Office Name and Due Date” will be displayed on the Main Screen. This text
will be captured later on to become the default filename upon saving the loaded ERF to a new file
12
 (D) Typical display for the loaded ERF in TXT format without error encountered.

Note: The original ERF in TXT format is remitted per line compose of the Member Name, Policy Number,
Account Code, Payment Amount and other vital details. Payments for Compulsory Premium accounts
for the same member will be displayed in a single row only. The same approach is also applied for all
the Regular Loan accounts. Thus, minimizing the total number of lines reflected and optimizing the
processing time.
13
X. Load an ERF in XLS Format:
(A) On the Main Screen - Click the <Load> button or press the <F1> function key.
(B) Select the “XLS” option to prompt the User with the “Load ERF in XLS format” window.

ERFs in “.XLS” are

displayed and will be
the only available
format for loading.
Valid format in this
loading process are
the template that can
be generated by this
program and the
monthly distributed
Electronic Billing File
(EBF) in MS-Excel file
format.

Note: ERF in “CTX”

format cannot be loaded
in this loading process.

Note: The total number of worksheets found in the ERF is also the total number of Due Months to be paid.
As much as possible, limit the total number of Due Months to a maximum of 48 worksheets. An
empty worksheet will be bypassed during the processing.

Tip: MS-Excel file in 2007 or higher format with compliant field headers can also be loaded in this option.
However, this is true only if the workstation is also installed with MS-Excel 2007 or a higher version.
The “Unmatched Report File” can also be loaded using this option. 14
 (C) Typical display for the loaded ERF in XLS format without error encountered.

Note: For multiple Due Months (which is also equivalent to the total number of worksheets), consistency
in Office Name and Agency BP in every worksheet is required. Otherwise, ERF will not be loaded.
An ERF with duplicate Due Month found in any of the available worksheets should be validated first
and modify if there is a need for a correction.
15
XI. Load an ERF in CTX Format:
(A) On the Main Screen - Click the <Load> button or press the <F1> function key.
(B) Select the “CTX” option to prompt the User with the “Load ERF in CTX format” window.

ERFs in “.XLS” are

displayed and will be
the only available
format for loading.

Note: ERF in “XLS”

format (the original
ERF template in
MS-Excel format) has
also a “.xls” extension.
Use the <XLS> button
to load this type of
ERF.

Note: Normally, the number of worksheet with contents in this type of ERF is only one. In a case of a
multiple worksheets with valid details, and as long as it contains the required headers in all of the
available worksheets, the program will still process these records as well. An empty worksheet will
just be bypassed during the processing.
Tip: MS-Excel file in “.xlsx” format with compliant field headers can also be loaded in this option.
However, this is true only if the workstation is also installed with MS-Excel 2007 or a higher version.
16
 (C) Typical display for the loaded ERF in CTX format without error encountered.

Note: To arrive in the CTX-compatible format whether loading an ERF in CSV, TXT, XLS, CUR or in OVR
format, select the CTX option on the "Save as" window to automatically generate a workfile in
MS-Excel file format containing the loaded records.
Tip: This MS-Excel format is convenient for preparing remittances with numerous Due Months.
Various Months can be entered even in a single worksheet only.
17
XII. Load an ERF in CUR Format:
(A) On the Main Screen - Click the <Load> button or press the <F1> function key.
(B) Select the “CUR” option to prompt the User with the “Load ERF in CUR format” window.

ERFs in “.CUR” are

displayed and will be
the only available
format for loading.

(C) Select the ERF to be converted then click the <Load> button.

Note: One of the original billing file is in CUR format (CUR stands for current). Before the EBCS, billing in
this file format are being converted and reformatted to XLS-compatible format before sending it to
a Remitting Agency for an easier manipulation in preparing remittances using MS-Excel.
18
 (D) Typical display for the loaded ERF in CUR format without error encountered.

Note: Before the EBCS, the complete details for the monthly billing is in CUR format. Member details and
all Insurance Object Numbers are completely intact in this file. By saving an ERF into an XLS format,
will only result in the dropping of the minor details and all of the IOs. But, can be all retrieved
again by performing the VLookup processing before finally proceeding with the conversion.

19
XIII. Load an ERF in OVR Format:
(A) On the Main Screen - Click the <Load> button or press the <F1> function key.
(B) Select the “CUR” option to prompt the User with the “Load ERF in OVR format” window.

ERFs in “.OVR” are

displayed and will be
the only format
available for loading.

(C) Select the ERF to be converted then click the <Load> button.

Note: One of the 2 original billing file formats is in OVR (OVR stands for over). Before the EBCS, billing in
this file format are also being converted and reformatted to XLS format before sending it to a
Remitting Agency for an easier manipulation in preparing remittances using MS-Excel.
20
 (D) Typical display for the loaded ERF in OVR format without error encountered.

Note: Aside from the CUR format (before the EBCS), the complete details for the monthly billing is also in
OVR format. Member details and all Insurance Object Numbers are completely intact in this file. By
saving an ERF into XLS format will result in the dropping of the minor details and all of its IOs. But,
can be all retrieved again by performing the VLookup processing before finally proceeding with the
conversion.
21
XIV. Converting an ERF to SAP-compatible Format:
(A) On the Main Screen - Click the <Convert> button or press the <F4> function key.
(B) The “Convert ERF to SAP-compatible format” window will prompt the User.

ERFs in “.CSV” format

are displayed. Selected
file can also be deleted.
Existing file can be
overwritten.

Adhering to the file

naming convention
standard for the SAP-
compatible ERF is the
automatic capturing of
the required input.

(C) Edit the default filename in the entry field if necessary. Typing the “.csv” extension is only
optional.
(D) Click the <Save> button or press <Enter> to start the saving. At this point, the converted ERF
is now ready and compatible for loading to the GSIS-SAP System.
Tip: Using the <SAP> button, the converted ERF can be reloaded again to view its content.
22
XV. Reference Number for the Converted ERF:
- Typical display for the loaded ERF with no error encountered.

Corresponding Validity
no. and Reference no.
will be automatically
saved to the converted
ERF. This will serve as a
Control No. for every
valid record converted
using the ERFCv14.2
program.

Note: Converted ERF can be used for future verification and other matters pertaining to posting of
payments. It is advised for the GSIS Users to keep the ERFs that were used in uploading to the SAP
System. Likewise, keeping the original ERF will remain a standard operating procedure.
23
XVI. Load an ERF in SAP-compatible Format:
(A) On the Main Screen - Click the <SAP> button or press the <F5> function key.
(B) The “Load SAP-compatible ERF” window will prompt the User.

ERFs in “.CSV”
are displayed and
will be the only
available format
for loading.

(C) Only a SAP-compatible ERF is valid to load in this Loading Facility.

(D) Select a file then click the <Load> button to view its content.

Note: One of the original format of ERF has also a “.csv” extension but cannot be loaded in this
LoadingFacility. To load an ERF in CSV format, use the “CSV” option of the Loading Facility for a Raw ERF.
24
XVII. Saving an ERF to XLS-compatible Format:
(A) On the Main Screen - Click the <Save as> button or press the <F3> function key.
(B) The “Save as” window will prompt the User.

Encircled option is to save the

loaded ERF to an XLS-
compatible format.

ERFs in “.xls” format are

displayed.

Note: This format is the same

as the currently distributed
EBF to the Remitting Agency.
The most convenient to use for
the manual preparation of
remittance to GSIS.
A highly recommended ERF
format.

(C) Edit the default filename in the entry field if necessary. Typing the “.xls” extension
is only optional.
(D) Click the <Save> button or press <Enter> to start the saving.
Note: By selecting the “XLS” option in the Loading Facility for a Raw ERF, the generated ERF in XLS format
can be reloaded again to view its content.
25
XVIII. Saving an ERF to CTX-compatible Format:
(A) On the Main Screen - Click the <Save as> button or press the <F3> function key.
(B) The “Save as” window will prompt the User.

Encircled option is to save the

loaded ERF to a CTX-
compatible format.

ERFs in “.xls” format

are displayed.

Note: This option is added to

reformat ERF from the original
CSV, TXT, XLS, CUR and OVR
format into a new format in MS-
Excel. A more convenient
format in preparing remittances
for numerous due months. All
the details can be entered even
in a single worksheet only.

(C) Edit the default filename in the entry field if necessary. Typing the “.xls” extension
is only optional.
(D) Click the <Save> button or press <Enter> to start saving.
Note: By selecting the “CTX” option in the Loading Facility for a Raw ERF, the generated ERF in CTX format
can be reloaded again to view its content.
26
XIX. Saving an ERF to CSV-compatible Format:
(A) On the Main Screen - Click the <Save as> button or press the <F3> function key.
(B) The “Save as” window will prompt the User.
Encircled option is to save
the loaded ERF to a CSV-
compatible format.

ERFs in “.CSV”
format are
displayed.

Note: This ERF format

is still being kept so
that new ERF formats
could still be converted
into a file format
compliant to the
Electronic Remittance
Module that some
Remitting Agencies are
still using.

(C) Edit default filename in the entry field if necessary, typing “.csv” extension is only optional.
(D) Click the <Save> button or press <Enter> to start the saving.
Note: Using the “CSV” option of the Loading Facility, the ERF can be reloaded again to view its content.
Tip : CSV format is compatible to the last deployed version of the Electronic Remittance Module (v. 6.1).
27
XX. Saving an ERF to TXT-compatible Format:
(A) On the Main Screen - Click the <Save as> button or press the <F3> function key.
(B) The “Save as” window will prompt the User.
Encircled option is to save the
loaded ERF to a TXT-
compatible format.

ERFs in “.txt” format

are displayed.

Note: All “RDETAIL*.TXT” files

existing in the current folder will
be deleted and replaced by the
generated files upon saving. The
total number of due months are
also the total number of files that
will be created.

(C) In “TXT” option, the default filename is fixed and cannot be renamed. Editing is also disabled.
(D) Click the <Save> button or press <Enter> to start the saving.

Note: By selecting the “TXT” option of the Loading Facility for a Raw ERF, the generated ERF in TXT
format can be reloaded again to view its content.
28
XXI. Saving an ERF to CUR-compatible Format:
(A) On the Main Screen - Click the <Save as> button or press the <F3> function key.
(B) The “Save as” window will prompt the User.
Encircled option is to save
the loaded ERF to a CUR-
compatible format.

ERFs in “.CUR”
format are
displayed.

(C) Edit the default filename in the entry field if necessary, typing the “.cur” extension
is only optional.
(D) Click the <Save> button or press <Enter> to start saving.

Note: By selecting the “CUR” option of the Loading Facility for a Raw ERF, the generated ERF in CUR
format can be reloaded again to view its content.
29
XXII. Saving an ERF to OVR-compatible Format:
(A) On the Main Screen - Click the <Save as> button or press the <F3> function key.
(B) The “Save as” window will prompt the User.
Encircled option is to save
the loaded ERF to an OVR-
compatible format.

ERFs in “.OVR”
format are
displayed.

(C) Edit the default filename in the entry field if necessary. Typing the “.ovr” extension
is only optional.
(D) Click the <Save> button or press <Enter> to start saving.

Note: By selecting the “OVR” option of the Loading Facility for a Raw ERF, the generated ERF in OVR
format can be reloaded again to view its content.
30
XXIII. Generate an ERF Template in XLS Format:
(A) On the Main Menu - Click the “Facilities” then choose the “Generate ERF Template”.

(B) The User will be prompted on whether to continue generating the ERF template or not.
(C) If opted to continue, the generated template will automatically become active in MS-Excel.
Thus, creating a new workbook to save with a new filename.
31
XXIV. Warning or Error Message While Processing an ERF:
- A warning or an error message will prompt the User when an error is encountered
during the loading of an ERF.

Note: Conversion is not allowed to an ERF with one or more invalid records.

32
 Typical display for the loaded ERF with errors encountered.

Note: “RECORD STATUS” and “ERROR REMARKS” columns will automatically unhide whenever an ERF
encounters an error during the loading process. Converting an ERF with erroneous details shall be
disallowed. Pressing <F3> to save the loaded ERF will only prompt an error message to reject
the ‘SAVE’ attempt.
33
(A) Validations during loading for CSV, XLS, CTX, CUR and OVR:
1. The error messages below indicate that no column header was found for the Last Name
field. In this case, processing will be terminated since this is a required field.

Note: Required column headers are LNAME, FNAME, MI, GROUP and DUEDATE.

(B) Validations during loading for TXT format only:

1. Invalid account code error message encountered (conversion is not possible).

Note: For reference, all valid account codes

for ERF in TXT format are listed in the
Agency Remittance Summary (ARS)
Report.

34
(C) Validations during loading for the SAP-compatible ERF:
1. Invalid due day error message encountered.

2. Valid values for the due day will depend on the account and month per record.

(a) For all Compulsory Premium accounts, the valid day is the end of the month.
Leap year is considered.

(b) For all Optional Premium and Pre-need accounts, the valid day is the 1st day
of the month.

(c) For all Regular, Optional and Housing Loan accounts, the valid day is the 10 th
of the month.

35
 (D) Validations during loading and common to CSV, TXT, XLS,
CTX, CUR, OVR and to SAP-compatible ERF format.
1. Invalid Last Name, First Name or Full Name error message encountered.

The following are the conditions applied in padding and reformatting the Policy Number.

Input Output Remarks _

No Policy No. Spaces or blank

CM1234 CM00000001234 Pad the sequence no. with zeroes (11 char. long)
1234 00000001234 Pad the sequence no. with leading zeroes (11 char. long)
X1234 X 00000001234 Pad the seq. no. with zeroes (11 char. long), X is any letter.
X 1234 X 00000001234 Pad the seq. no. with zeroes (11 char. long), X is any letter.
LP1234 LP1234 As is.
LP123456789012 LP123456789012 Warning only: Invalid Pol. No. exceeded length of 13.
00000020800252 00000020800252 Warning only: All numeric Pol. No. exceeded length of 13.
36
 2. Invalid character found in Agency BP or Office Code Sequence number.

Note: Length of Agency BP is 10 character long and all are in numeric character type.
Length of Office Code is 9 and the last 8 characters should all be in numeric character type.

3. Agency BP or Office Code exceeded or short in length encountered.

Note: While the Agency BP is required for every detail line in CSV, TXT, CTX, CUR, OVR and in a
SAP-compatible ERF, the Agency BP for ERF in XLS format is specified only in the heading section.
The Agency BP is the correct input instead of the Office Code. 37
 4. Invalid character and a negative value found in the amount field.

Note: Only numeric characters and a decimal point are valid in the amount field.
A negative amount will also be rejected for conversion. A space will just be replaced by a zero.

5. Invalid date format error message encountered.

Note: ERF in CSV, TXT, XLS, CTX, CUR or OVR, the valid due date format is “MM/YYYY” (7-character).
ERF in SAP-compatible format, the valid due date format is “MM/DD/YYYY” (10-character).

38
 6. Invalid due month error message encountered.

Note: Valid values for due month are 01 and up to 12 only.

Format is always 2-character long (MM), e.g. 01, 02, 03 and so forth…

7. Invalid due year error message encountered.

Note: Valid values for due year are from 1970 up to the current year plus 1.
The format is always a 4-character long (YYYY).

39
XXV. View Error List:
(A) On the Main Menu - Click the “Reports” then choose the “ERF Error List” from the selection.

Display section for the

Agency BP, Office Name,
Due Date and Report Date.

Errors and warnings are

listed in details by error
and by line number with
the corresponding Member
Name and error or warning
remark.

Total no. of lines, ERF

original format, number of
errors and warnings are
displayed in this section.

Note: All the details shown can be printed. The <Save> button is also available to save the list
in MS-Excel file format.
40
XXVI. View Agency Remittance List (ARL):
(A) On the Main Screen - Click the <ARL> button or press the <F7> function key.

Remittance List can

be printed by Account
Type. These are the
Reg. Premiums, Opt.
Premiums, Reg.
Loans, Opt. Loans,
Pre-need and Housing
Loan accounts.

Sub-totals and grand total

amount are reflected.

Note: Remittance list

can only be printed by
due month. Printing of
All Accounts at the same
time is not possible.

Note: Account column with an amount equal to zero will not be reflected in this preview.
Tip : Resizing of all the report windows for a wider and clearer view is enabled.
41
XXVII. View Agency Remittance Summary (ARS):
(A) On the Main Screen - Click the <ARS> button or press the <F8> function key.

This section displays the

Agency BP, Office Name
and the Due Month
details.

Encircled portion is the

section where to display
the report date and the
total number of
warnings.

Total amount per acct.

and the grand total
amount can be
compared from this
report against the
softcopy of ERF.

Total no. of lines, ERF

original format and the
number of errors are
displayed in this
section.

Note: All the details shown can be printed and can be saved also in MS-Excel file format. A view
of the Agency Remittance Summary is required before any conversion.
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XXVIII. Load a Reference File for the Comparative
Report
(A) On the:Main Menu - Click the “Facilities” then choose the “Generate Comparative Rpt”.
(B) In order to get the variance between the amount of the ERF and the Reference File EBF, an
ERF must be loaded also before or after loading a Reference File. Click the <Load> button.
(C) Only the “Local” option from the "Source" selection is applicable for the Remitting Agency Users.
Unless a shared folder from
a Network Environment
was also setup to access
directly the Reference File
to be used.

A quicker way to search is

by filtering or finding the
filename.

Click the <Load> button after

selecting the file to use as a
reference for the comparison.

Tip : Although all ERF formats are actually valid for loading to serve as a reference file in comparing with
the loaded ERF, the recommended file to use for this comparison is actually the billing file in “XLS”
format. As illustrated from the sample above, this is the same file that the Remitting Agency regularly
received on a monthly basis from GSIS.
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XXIX. The Comparative Report Facility:
(A) After loading the Reference File, the details are reflected on a new window which is almost
similar to the Main Screen where the loaded ERF are reflected.
(B) The loaded ERF and the loaded Reference File are now both ready for the comparison.

These Check Boxes are the

available options in performing the
comparison aside from the
Member’s Last Name, First Name
and the Account Type parameters.

Note: By checking on the Opt.

Prem. and Opt. Loan Check Boxes,
would mean that the amount for
multiple input of Optional Premium
and Loan accounts for the same
member, will be sum-up together in
order to reflect the total amount as
a single entry only.

To start with the generation of the

report, simply click the <Generate>
button.

Tip : For a more lenient way to satisfy the matching criteria, uncheck the Check Box for the “Middle Initial”
matching inclusion option. An incorrect value for Middle Initial or no entries at all for ERF or EBF
will result in a "No Match" for most of the compared records. 44
XXX. The Comparative Details Report:
(A) The Comparative Details is the default tab page. The report reflects the Member’s Name,
BP No. and Due Date for every accounts reflected plus the corresponding remark.
(B) The report shows whether the loaded ERF has a corresponding match with the Reference File.
(C) Next to the ERF and the EBF amount columns is the amount difference (variance) column
between the loaded ERF and the Reference File EBF.

To view the Comparative

Summary Report, click the
“Comparative Summary”
tab page which is just next
to the “Comparative
Details” tab page.

Note: The report can be

printed and can be saved
also in MS-Excel file format.

Tip : To view the remarks for each record, Click the “View Remarks” Check Box. To view the Due Month
and the Due Year for both the ERF and the EBF, click the “View both Due Date” Check Box. These
columns are to show also for a more detailed report of the comparison.
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XXXI. The Comparative Summary Report:
(A) The report shows the amount difference between the loaded ERF and the Reference File EBF
by accounts and by the overall total amount.

1. The Positive variance amount

states that the ERF amount is
greater than the EBF amount.

2. The Negative variance amount

states that the ERF amount is less
than the EBF amount.

3. The Zero variance amount states

that the ERF amount is exactly equal to
the EBF amount.

Note: The report can be printed and

can be saved also in MS-Excel file
format.

Click the “View Sub-Total” Check Box

to reflect also the sub-total amount
for the Salary Loan, Emergency Loan,
Real Estate Loan and Low Cost
Housing Loan accounts.

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XXXII. The Signatories Table:
ERFCv12.9 • On the Main Screen - Click the <Sign> button or press <F9> function key.
• User will be prompted by the “Signatories” window.

Data Entries for Signatories – User can choose whether to save the signatories for
Prepared By, Certified Correct and/or Noted By. Minimum requirement in submitting
supporting documents for the remittance is to at least input the signatory for “Prepared By.”

Note: For a Remitting Agency, it is required to include signatories in the ARS and ARL Reports.

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XXXIII. The Lock Mode:
ERFCv14.2 • On the Main Screen - Click the <Lock> button or press the <F12> function key.
• User will be prompted by the Lock window.

Branch Ofc. Name - Automatically

supplied by the program when opted
for this mode.

Employee No. - Automatically

supplied by the program when
opted for this mode.

Re-enter Emp. No. - Automatically

supplied by the program when opted
for this mode.

Session Password - this parameter

input should be entered correctly.
The password that was entered
during the logon is the required input
for this entry field.

Note: It is advised to end the session or choose this mode when leaving the workstation.

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XXXIV. How to End the Session:
(A) On the Main screen - Click the <Close> button or press the <ESC> function key.

(B) Click the <Yes> button to end the session.

THE END

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