Glossary of Terms
Definitions of key terms and concepts used in the Disbursement Voucher Tracker system.
A
Activity Log
A chronological record of all actions taken on a voucher, including who performed each action, when it happened, and any comments added. Also called an audit trail.
Admin
A user role with full system access, including user management, directory management, and system settings configuration.
Amount
The payment amount in Philippine Pesos (₱) specified in a disbursement voucher.
Approval Progress
A visual representation (progress bar) showing how far a voucher has progressed through the approval workflow, including completed stages and current stage.
Audit Trail
See Activity Log.
B
BAC (Bids and Awards Committee)
A committee that reviews procurement-related vouchers. BAC members must review GSO vouchers independently, with multiple members required (default: 3).
Budget
A user role responsible for reviewing vouchers to verify budget allocation and fund availability before vouchers proceed to Accounting.
Budget Review
The stage in the workflow where the Budget office verifies that funds are available and properly allocated for the disbursement.
C
Check Number
A unique identifier assigned to a check when Treasury issues payment. Entered during the Treasury "Check Issuance" step.
Comments
Text added by reviewers during the review process to document findings, observations, or decisions. Stored in the activity log.
Create Request
The page where users (Requesters, GSO, HR) create new disbursement vouchers.
D
Dashboard
The home page users see after logging in, showing statistics, pending items, and recent activity relevant to their role.
Department Head
A user role with department-level approval authority for vouchers within their department.
Directory
A collection of pre-configured entries used in voucher creation:
- Payee Directory: List of approved payees
- Tag Directory: Categories for GSO vouchers
- Item Directory: Items with default prices and units
Disbursement Voucher
An official document authorizing payment from government funds. Contains payee information, payment amount, particulars, and approval signatures.
Draft
A voucher status indicating the voucher has been created but not yet submitted for review. Draft vouchers can be edited.
F
Finance Head
A user role with financial oversight responsibilities, reviewing financial aspects of vouchers.
Forwarded
The third stage in the review process, indicating a reviewer has completed their review and forwarded the voucher to the next department in the workflow.
G
GSO (General Services Office)
A user role responsible for creating procurement-related disbursement vouchers with multiple line items, tags, and source offices.
GSO Workflow
The specialized workflow for procurement vouchers that includes BAC review: GSO → Secretary → Mayor → BAC → Budget → Accounting → Treasury.
H
HR (Human Resources)
A user role responsible for creating HR-related disbursement vouchers.
HR Workflow
The workflow for HR vouchers: HR → Secretary → Mayor → Budget → Accounting → Treasury (no BAC review).
I
Item Directory
A directory of items used in GSO voucher creation, including default prices, units (piece, box, etc.), and item descriptions.
M
Mayor
A user role with executive approval authority, reviewing vouchers after Secretary review and routing them to appropriate departments.
Multi-Reviewer System
The BAC review system where multiple committee members must review vouchers independently, with each member's actions tracked separately.
N
Notification
An alert sent to users when action is required on a voucher. Displayed in the notification bell (🔔) with a badge count.
Notification Bell
The icon in the top navigation that displays notifications. Shows a red badge with the count of unread notifications.
P
Particulars
A required field in voucher creation describing what the payment is for. Should be specific and clear.
Payee
The person or entity receiving payment. Selected from the Payee Directory or added via Quick Add.
Payee Directory
A directory of approved payees that can be selected when creating vouchers, ensuring consistency and accuracy.
Pending
A voucher status indicating the voucher has been submitted and is awaiting review in the workflow.
R
Received
The first stage in the review process, indicating a reviewer has acknowledged receipt of the voucher.
Released
The final status of a voucher after Treasury has released payment. Also the final step in Treasury processing.
Remarks
Optional comments added to vouchers during creation or review to provide additional context or information.
Requester
A user role for department staff who create regular office disbursement vouchers (non-procurement, non-HR).
Reviewed
The second stage in the review process, indicating a reviewer has completed their review of the voucher.
Review Buttons
Buttons used by reviewers to progress through the three-stage review: Received, Reviewed, Forwarded.
S
Secretary
A user role responsible for initial review and routing of vouchers after they are created.
Sequential Enforcement
The system requirement that each workflow stage must complete before the next stage can begin. Prevents skipping stages or working out of order.
Source Office
For GSO vouchers, the office or department that is the source or origin of the procurement request.
Standard Workflow
The workflow for regular office vouchers: Requester → Secretary → Mayor → Budget → Accounting → Treasury (no BAC review).
Status
The current state of a voucher in the system:
- DRAFT: Created but not submitted
- PENDING: Submitted, awaiting review
- VALIDATED: Secretary completed review
- APPROVED: Mayor approved, in department reviews
- RELEASED: Treasury released payment
- CANCELLED: Cancelled by authorized user
Status Badge
A visual indicator (colored badge) showing the current status of a voucher.
T
Tag
A category label used in GSO vouchers for organization and filtering. Selected from the Tag Directory.
Tag Directory
A directory of tags used to categorize GSO vouchers.
Three-Stage Process
The review process used by most reviewers: RECEIVED → REVIEWED → FORWARDED. Each stage must be completed in order.
Three-Step Process
The Treasury processing method: Check Issuance → Available for Release → Released. Different from the three-stage review process.
Treasury
A user role responsible for processing approved vouchers for payment, including check number issuance and payment release.
U
User Role
A designation that determines what a user can do in the system. There are 12 different roles: REQUESTER, GSO, HR, SECRETARY, MAYOR, BAC, BUDGET, ACCOUNTING, TREASURY, DEPARTMENT_HEAD, FINANCE_HEAD, ADMIN.
V
Validated
A voucher status indicating the Secretary has completed initial review and forwarded the voucher to Mayor.
Voucher
See Disbursement Voucher.
Voucher ID
A unique identifier assigned to each voucher. GSO vouchers can have custom IDs assigned during creation.
W
Workflow
The sequence of stages a voucher goes through from creation to payment release. There are three workflows: Standard, GSO, and HR.
Workflow Stage
A step in the approval workflow where a specific department or role performs their review or action.
Additional Terms
Quick Add
A feature allowing users to add new entries (payees, items, tags) on the fly during voucher creation, without going to directory management.
X out of Y Approvers
A status display for BAC review showing how many BAC members have completed review out of the total required (e.g., "2 out of 3 approvers").
If you encounter a term not defined here, check the role-specific tutorials or contact your system administrator.
