Introduction to the System

Welcome to the Disbursement Voucher Tracker — a comprehensive, web-based system for managing municipal government procurement and disbursement processes end-to-end.

What is This System?

This system digitizes and automates the full government procurement and payment cycle — from annual budget planning through purchase order delivery to final check release. Instead of paper documents moving between departments, everything happens electronically with real-time tracking, automated notifications, and a complete audit trail at every step.

The Seven Modules

The system is organized into seven functional modules. Each module handles a distinct phase of the procurement and disbursement lifecycle.

Admin

Controls user accounts, organizational structure, workflow design, and system-wide settings. Only ADMIN users can access this module.

Covers: User management, department hierarchy, payee/item directories, workflow template builder, BAC approval thresholds.

→ Admin Module Guide

Planning

Manages the budget planning documents that start every procurement cycle.

Covers: Work and Financial Plans (WFP) for sub-offices, Annual Investment Programs (AIP) for root departments, Program of Work (POW) attachments, and the consolidated Annual Procurement Plan (APP).

→ Planning Module Guide

Budget

Controls the financial ceilings that govern what offices can procure. Budget data feeds directly into PPMP validation.

Covers: Office appropriations per expenditure account, fiscal year setting, PPMP submission and modification deadlines, default reference periods.

→ Budget Module Guide

Procurement

Handles the full acquisition chain from procurement planning to purchase order issuance.

Covers: PPMP (Project Procurement Management Plan), Purchase Requests (PR), Requests for Quotation (RFQ), Purchase Orders (PO), and expenditure account configuration.

→ Procurement Module Guide

BAC Secretariat

The dedicated workspace for the Bids and Awards Committee Secretariat to manage canvassing, bidding, and award.

Covers: APP monitoring, RFQ approval and canvass management, bid entry, RFQ award, PO oversight, and DV creation from awarded RFQs and delivered POs.

→ BAC Secretariat Module Guide

Disbursement

Manages Disbursement Vouchers — the payment documents that authorize the release of funds through a configurable multi-step approval workflow.

Covers: DV creation, workflow approval steps (Secretary, Budget, Accounting, BAC, Inspectorate, Mayor, Treasury), check issuance, public tracking.

→ Disbursement Module Guide

Inventory

Tracks the physical receipt, issuance, and accountability of procured items.

Covers: Item catalog, receiving from DVs and POs, issuance to custodians, stock card/ledger, SEP and PPE accountability registries, MR custodian list.

→ Inventory Module Guide

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The Full Procurement Chain

Understanding how the modules connect gives you the complete picture:

Planning Module
  └── WFP (sub-offices plan quarterly budgets)
  └── AIP (root offices plan programs & projects)
        │
        ▼
Budget Module
  └── Appropriations set spending ceilings per office per account
        │
        ▼
Procurement Module
  └── PPMP — office lists all items to procure this year
        └── PR — formal request to procure specific items
              └── RFQ — canvass suppliers for prices
                    ├── PO — purchase order to winning supplier
                    │     └── DV — payment voucher for delivery
                    └── Direct to DV (small-value / direct procurement)
                                │
                                ▼
                         Disbursement Module
                           └── DV flows through approval workflow
                                 └── Treasury issues and releases check
                                           │
                                           ▼
                                    Inventory Module
                                      └── Items received, issued to custodians

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Key System Concepts

Roles

Every user has a Primary Designation (their official role) and optional Additional Roles that grant extra permissions. Roles control what menus appear, what actions are available, and which documents you can see. See Understanding User Roles for the full reference.

Workflows

Disbursement Vouchers and procurement documents follow configurable approval workflows — sequences of steps assigned to specific roles or departments. Admins build and publish workflow templates; documents follow the template selected at creation time.

Password Verification

Critical actions (submitting WFPs, AIPs, PPMPs) require re-entering your account password to confirm. This is an audit control — keep your password secure.

Documents and Statuses

Every document (DV, PPMP, PR, WFP, AIP, RFQ, PO) has a status that tracks where it is in its lifecycle. Status transitions happen automatically as workflow steps are completed.

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System Requirements

Requirement	Details
Browser	Chrome, Firefox, Edge, or Safari (latest versions)
Internet	Stable connection required
Screen	1024×768 minimum; desktop or laptop recommended
JavaScript	Must be enabled
Credentials	Provided by your system administrator

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What's Next?

1. First-Time Login — Access the system and understand your dashboard
2. Understanding User Roles — Find your role and learn what you can do
3. Module Guides — Deep-dive into any specific module