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7/31/2019 Approve Confirmed Apr Final
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MODULE: VIRTUAL STORE
SEGMENT: HOW TO APPROVE/CONFIRM APRSUB-Segments Page/s # Rationale for the Sub-Segment
1. Accessing the PhilGEPS 2-3 Initial step for first-time users of the PhilGEPS2. Log-in Page 4 Information about logging in on the PhilGEPS via the Username and
Password initially provided by the system
3. Accessing Pending Task 5-6 Allows the user to view tasks that have yet to be completed4. APR Approval 7-8 Allows user to make a decision on a pending task5. APR Disapproval 8-9 Allows user to make a decision on a pending task6. Accessing Approval History 10 Allows PS-DBM Finance to filter, search and view APRs from the Approval
History.
7. Search APR Approval History 11-14 Allows PS-DBM Finance to search and filter the list of APR by status, keywordsearch and by order period
8. View APR Approval History 15-16 Allows PS-DBM Finance to view the approval history of an APR from theApproval History
9. Printable Version 16-17 Allows PS-DBM Finance to print the APR Approval History printable version
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STORYBOARD: Approve Confirmed APR CONFIDENTIAL & PROPRIETARY
SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
The PhilGEPS
Splash Page
1. Accessing the
PhilGEPS
Launch the web browserfrom your computer.
Click on Start Click on Internet Explorer
At the Address section ofyour web browser, type in
www.philgeps.net. Then,
click Enter on your keyboard.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
The PhilGEPS Splash Page isdisplayed.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
User Log-in 2. Log-in Page Click on Log-in link
At the Log-in page, enteryour PhilGEPS User ID and
Password.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
Pending Task 3. Accessing Pending
Task
The Pending Tasks page isdisplayed.
The page displays thenumber of APR for Approval
of PSDBM Finance.
Click the Number link of theAPR for Approval to view the
APR for Approval list.
The APR for Approval list isdisplayed.
To approve/disapprove anAPR from the list click the
corresponding APR Number
link.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
The Agency ProcurementRequest page is displayed.
PS DBM Finance can go backto the list of APR for Approval
by clicking the Back to List
button.
Note: Any updates made in
the APR will not be saved.
The Agency Procurement
Request page will be closed
and APR for Approval page is
displayed. APR status is still
Confirmed.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
4. APR Approval From the APR for Approvallist, the PS-DBM Finance
clicks the APR Number link.
The Agency Procurement
Request page will be
displayed
In this page, PS-DBM Financecan check the APR
information and validate the
payment details.
To approve a request, PS-DBM Finance clicks the
Approve button.
An Approve window isdisplayed.
Enter the reason for approvaland click the Submit button.
If PS-DBM Finance clicks theCancel button, the Approve
window will be closed and
the APR approval page willstill be displayed.
An information message isdisplayed.
The APR status will bechanged to Paid and an
email notification will be sent
to the buyer and ACA.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
The approved APR isremoved from the list of APR
for Approval and can be
viewed by the PS-DBM
Finance from the Approval
History menu.
When the informationmessage is closed, the APR
for Approval page will be
displayed.
5. APR Disapproval To disapprove a request, clickthe Disapprove button.
The Disapprove window isdisplayed.
Enter the reason fordisapproval per line item and
click Submit button.
If PS-DBM Finance clicks theCancel button, the Payment
Disapproval window will be
closed and the APR approval
page will still be displayed.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
An information message isdisplayed.
The APR status will bechanged to Disapproved
PS-DBM and an email
notification will be sent to
the buyer and ACA.
When the informationmessage is closed, the APR
for Approval page will be
displayed
Approval
History
6. Accessing Approval
History
From My PHILGEPS menu,PS-DBM Finance clicks the
Approval History
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
The Approval History list isdisplayed.
PS-DBM Finance can filter,search and view APRs from
the Approval History.
APRs with statuses Paidand DisapprovedPS-DBM
will be displayed from the list.
Only the statuses during theapproval process of PS-DBM
Finance are captured in the
Approval History list.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
7. Search APR
Approval History
PS-DBM Finance can searchand filter the list of APR by
status, keyword search and
by order period.
1. Filter by StatusThere are two APR statuses
that can be filtered:
Paid Disapproved PS-DBM
PS-DBM Finance marks the
corresponding checkbox of the
APR status. Both statuses can be
marked. Click the Search button
to display the filtered list.
2. Search by KeywordEnter a keyword to be
searched in APR Number,
Depot Name and Address,Ordered By and in Agency
Name fields. Click Search
button to display the records
that matched the entered
keyword.
Search keyword is not case
sensitive. Multiple keywords
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
separated by a comma are
allowed. Items matching any
or all the keywords will be
displayed.
3. Search by Order PeriodPS-DBM Finance can search
APRs by Order Period. Using
the date picker, the From
date and To date can be
selected. Click the Searchbutton to display the records
that are inclusive from the
date range specified.
PS-DBM Finance can also
search APRs thru different
filters and search
combinations. If there are no
matching records, an
information message Norecord(s) found. will be
displayed.
If no keyword is enteredand no APR status
checkbox is marked but
From date and To date
are specified, all records
matching the specified
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
date range will be
displayed.
If a keyword is enteredbut From date and To
date are left blank and no
APR status checkbox is
marked, all records
matching the keyword
will be displayed.
If an APR status checkboxis marked but From date
and To date are left blank
and no keyword is
entered, all records
matching the selected
APR status will be
displayed.
If a keyword is entered,both From date and To
date are specified, and
an APR status checkbox ismarked, all records
matching the keyword,
specified date range and
APR status will be
displayed.
If no keyword is entered,From date and To date
are blank and no APR
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
status checkbox is
marked, all records will
be displayed.
If an APR status checkboxis marked and From and
To dates are specified
but no keyword is
entered, all records
matching the selected
APR status and the
specified date range willbe displayed.
If an APR status checkboxis marked and keyword is
entered but From and To
dates are blank, all
records matching the
keyword and APR status
will be displayed.
If a keyword is enteredand From date and Todate are specified but no
APR status is marked, all
records matching the
keyword and the
specified date range will
be displayed.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
8. View APR Approval
History
PS-DBM Finance can view theapproval history of an APR
from the Approval History.
Click the corresponding APRNumber link to view the APR
Approval History page
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
Items ordered by an Agencywill be listed in the Item List
section.
Shipping information of theAPR is not included in the
Approval History page.
The system will also displaythe approval/disapproval
made by logged-in PS-DBM
Finance.
Click Back button to redirectto Approval History list page.
9. Printable Version Click the Printable Versionlink to view the printableversion of the APR Approval
History page.
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SUMMARY
OF CONTENT
SPECIFIC SEGMENT SCREENSHOT SPECIFIC INSTRUCTIONS
PS-DBM Finance clicks Printbutton to print the APR
Approval History printable
version.
To close the printable versionpage, click Close button and
the system will redirect the
page to APR Approval History
page.