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Users Guide

Prepared by:

HAROLD MAGADIA

Accounting Division

Department of Education

I. ACCESSING THE FINANCIAL REPORT SYSTEM AND DATA

ENCODING.

1. First the open MS Access Database and Database Password form wi appear!

type "deped# cic$ %&.

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'. (n the ower part of the Menu )ar! you wi see a Security *arning +ust cic$

"%ption# then seect "Enabe#! cic$ "%. ,e-t step go to the Menu )ar! cic$"Fie# then cic$ og/(n. (n the og/(n form! ps. type "deped# for 0sername

and "accounting# for Password then cic$ "Enter# to proceed ne-t step.

Note: Security Warning will always appear when using MS Access 2007 and 2010..

. (n "My %2ce# button! you can write name of your o2ce and address. 3ou

can aso write the date in the "As of# 4ed.

5. (n the 6hart of Accounts button! you can edit and see a the account codes

and tites. (f there is an account code that is not yet incuded you can add it in

the ist.

7. (n the Signatories button! the person usuay preparing and approving the

report shoud be the added.

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8. (n the edger button! you can put or indicate the )an$ Account ,ame and

6reditors ,ame.

9. (n the ransaction Data Entry! you can create an entry per transaction. (n this

form! you wi see the ban$ account name! creditors name! date! particuar!

acct code and the amount ;dedit < crebit=. Pease don>t forget to seect the

?E@ ,o.! Month and 3ear for the standard ?E@ ,o.

Note: In the frst transaction the eginning alance should e frst encode.

II. GENERATING REPORTS

1. (n the Menu )ar ! you wi see the %pen Form! ria )aance!Financia

Statement! edger and ?ourna! %ther eports and E-port menu +ust cic$ or

seect one to preview a report.

2. Simpy cic$ the button ?E@! to appear the "Fitering Date Form# then type thedate of the ?E@.

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A sam!e "# $E% &e'era(ed re"r(.

). (n "Benera edger# button foow the same step in ?E@ button. he "Fitering

Date Form# wi appear +ust type the Start date and End Date. For e-ampe! if

the Start Date "1C1C1'# and End Date "1C1C1'# is encoded ony a one day

report wi be generated. (n case you i$e to generate a one month report!

type in the Start Date "1C1C1'# and End Date "1C1C1'#.

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*. )y accessing the combo ist you can seect an Account ,ame wherein you

can aso type the Start < End Date of the Subsidiary edger to generate this

report.

+. )y accessing the Menu )ar then chossing a monthy ria )aance! the

program wi generate your monthy tria baance report.

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8. he Financia Statement Menu ets you see generates reports i$e Post

6osing ria )aance! Statement of (ncome and E-penses! Detaied )aance Sheet!

)rea$down of E-penses and Statement of Bovernment Euity.

Note: You can use the shortcut keys:

C(r! , P - ri'( C(r! , P - Pas(e

C(r! , C - C" C(r! , / - U'd"