Disbursement Module — User Manual

Overview

The Disbursement module manages Disbursement Vouchers (DVs) — the payment documents that authorize the release of funds. Each DV passes through a configurable approval workflow from creation to check release. The module also supports public tracking of a DV's status without requiring a login.

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Access

Action	Roles Allowed
Create DV	Most authenticated roles
View all DVs	GSO, BAC, ADMIN, BUDGET, MAYOR, HOPE
View own office's DVs	All office roles (see only their department's DVs)
Secretary review	SECRETARY
Mayor approval	MAYOR
Budget review	BUDGET
Accounting review	ACCOUNTING
Treasury (check issuance / release)	TREASURY
BAC parallel review	BAC
Inspectorate review	INSPECTORATE, INSPECTORATE_HEAD
Source office review	Members of the DV's source office department
Cancel DV	ADMIN
Public tracking	No login required

• Navigation path: Sidebar → Disbursements (or use the + button to create)

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1. Creating a Disbursement Voucher (/create)

Click Create or the + button. Fill in the DV form:

Header Information

Field	Description
Payee	Select from the Payee Directory or enter a custom name
Address	Payee address (auto-fills from directory)
Particulars	Brief description of what the payment is for
Amount	Total DV amount (auto-computed from line items)
Tags	Optional labels for filtering
Source Office(s)	The office(s) whose budget this DV draws from
Workflow Template	The approval chain to use (options shown depend on your role and department)
Travel Order	Optional link to an approved Travel Order (required if the selected workflow mandates it)
PO / PR Link	Optional link to a related Purchase Order or Purchase Request

Line Items

Add one or more line items:

Field	Description
Description	What is being paid for
Quantity	Number of units
Unit	Unit of measure
Unit Price	Price per unit
Total Price	Auto-computed (Quantity × Unit Price)
Item Directory Link	Optional link to a catalog item
Source Office Allocations	How to split this item's cost across source offices (if multiple)

Saving the DV

Click Save as Draft to save without submitting, or Save and Submit to enter the workflow immediately.

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2. The DV List (/disbursements)

The list shows DVs accessible to your role. Filters available:

Filter	Description
Search	Filter by DV number, payee name, or particulars
Status	DRAFT, PENDING, VALIDATED, APPROVED, RELEASED, REJECTED, CANCELLED, RETURNED, CLEARED
Office	Source office (for elevated roles)
Tags	Filter by tag
Date Range	Filter by creation date

Each row shows: DV number, payee, amount, status, current workflow step, and created date.

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3. DV Detail Page (/disbursements/[id])

The DV detail shows all information and the current workflow state.

Sections

• Header — Payee, amount, particulars, DV number, creation date
• Line Items — All items with quantities, prices, and allocations
• Workflow Panel — Current step, history of all previous steps, pending actions
• Attachments — Uploaded supporting documents
• Audit Trail — Complete log of all actions taken on this DV

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4. Submitting a DV

A DV in DRAFT status can be submitted by its creator.

1. Open the DV detail.
2. Click Submit.
3. The DV enters the first step of its workflow.
4. The status changes to PENDING.

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5. Workflow — How Approvals Work

Each DV follows a workflow template selected at creation. The workflow is a sequence of steps. The current step determines who must act next.

Typical Workflow Steps

A standard DV may pass through these steps (exact steps depend on the template):

1. Source Office Review — Members of the source office review and forward the DV
2. Department Head Review — Department head approves
3. Secretary Routing — Secretary receives and forwards
4. Budget Review — Budget Officer validates fund availability
5. Accounting Review — Accounting certifies the transaction
6. BAC Review (if applicable) — BAC members conduct parallel review; minimum approvals required (set by Admin)
7. Inspectorate Review (if applicable) — Inspectorate receives, reviews, and forwards
8. Mayor Approval — Mayor approves the DV
9. Treasury — Treasury issues check and records release

Actions Available at Each Step

Action	Description
Receive	Marks the DV as received at the current step
Forward	Passes the DV to the next step
Approve	Approves the DV at the current step and advances to next
Return	Sends the DV back; the submitter must revise and resubmit
Reject	Permanently rejects the DV (available to certain roles)

info

Only the user(s) assigned to the current step see action buttons. Other users can view but not act.

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6. Returning a DV

When a reviewer returns a DV, they select remarks explaining what needs correction.

Remarks Checklist: A list of pre-defined deficiency items (configured by Admin in Directories → Remarks Checklist Items). The reviewer checks all applicable items.

After return:

• The DV status changes to RETURNED
• The creator is notified
• The creator opens the DV, makes corrections, and clicks Resubmit
• The DV re-enters the workflow from the beginning (or from a specified stage)

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7. BAC Parallel Review

When a DV reaches the BAC review step:

• All active BAC members see the DV in their queue
• Each member independently clicks Approve or provides remarks
• Once the minimum number of approvals is reached (configured in Admin Settings, default: 3), the DV automatically advances to the next step

No single BAC member can advance the DV alone — all required approvals must be collected.

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8. Inspectorate Review

When a DV reaches the Inspectorate step:

1. An Inspectorate member Receives the DV
2. The member reviews it and clicks Forward to the Inspectorate Head
3. The Inspectorate Head Approves or Returns

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9. Treasury Step

When the DV reaches Treasury:

1. Treasury Officer clicks Issue Check and fills in:
   • Check Number
   • Payment Method (check, cash, online transfer, etc.)
2. When the payee collects payment, Treasury clicks Mark Released and fills in:
   • Release Date
   • Recipient Name

Once released, the DV status becomes RELEASED.

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10. Editing a DV

DVs can only be edited when in DRAFT status.

1. Go to /disbursements/[id]/edit
2. Modify header, line items, or source office allocations
3. Save changes

After a DV is submitted, the edit option is locked.

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11. Attachments

On any DV detail page (any status), authorized users can:

• Upload supporting documents (PDF, images, etc.)
• View existing attachments
• Download attachments

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12. Printing a DV Report (/disbursements/[id]/report)

Click Print / Report on the DV detail to open a print-ready view of the DV. This view formats the DV for official paper printing including all line items, approvals, and signatures.

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13. Cancelling a DV

Only ADMIN can cancel a DV. Cancellation is permanent.

1. Open the DV detail.
2. Click Cancel DV.
3. Provide a reason.
4. Status changes to CANCELLED.

warning

Cancellation is permanent and cannot be undone. Only ADMIN users can cancel a DV.

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14. Public DV Tracking (/track)

Anyone (including external stakeholders with no system account) can track a DV by its voucher ID.

1. Navigate to /track (no login required)
2. Enter the DV number/ID
3. The page shows the current status, current step, and a simplified history

tip

This page intentionally does not show financial details — only the workflow status.

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DV Status Reference

Status	Meaning
DRAFT	Created but not yet submitted
PENDING	Submitted; in workflow
VALIDATED	Passed budget/accounting validation step
APPROVED	Fully approved; pending check issuance
RELEASED	Check issued and released to payee
RETURNED	Sent back for revision
REJECTED	Permanently rejected
CANCELLED	Cancelled by Admin
CLEARED	Final cleared/archived state

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Common Tasks Quick Reference

Task	Where
Create a new DV	Sidebar → Create (or /create)
View all DVs	/disbursements
Submit a draft DV	DV detail → Submit
Act on a DV in your queue	DV detail → action button (Receive / Forward / Approve / Return)
Return a DV with remarks	DV detail → Return → select checklist items
Resubmit after return	DV detail → Resubmit
Issue a check (Treasury)	DV detail → Issue Check
Mark DV as released (Treasury)	DV detail → Mark Released
Print the DV	DV detail → Print / Report
Track a DV publicly	/track → enter DV number
Cancel a DV (Admin only)	DV detail → Cancel DV