approve confirmed apr final

7/31/2019 Approve Confirmed Apr Final

1/17

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


2/17

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.


3/17

SUMMARY

OF CONTENT


The PhilGEPS Splash Page isdisplayed.


4/17

SUMMARY

OF CONTENT


User Log-in 2. Log-in Page Click on Log-in link

At the Log-in page, enteryour PhilGEPS User ID and

Password.


5/17

SUMMARY

OF CONTENT


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.


6/17

SUMMARY

OF CONTENT


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.


7/17

SUMMARY

OF CONTENT


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.


8/17

SUMMARY

OF CONTENT


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.


9/17

SUMMARY

OF CONTENT


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


10/17

SUMMARY

OF CONTENT


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.


11/17

SUMMARY

OF CONTENT


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


12/17

SUMMARY

OF CONTENT


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


13/17

SUMMARY

OF CONTENT


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


14/17

SUMMARY

OF CONTENT


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.


15/17

SUMMARY

OF CONTENT


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


16/17

SUMMARY

OF CONTENT


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.


17/17

SUMMARY

OF CONTENT


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.

approve confirmed apr final

Documents