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Requester Guide

As a Requester, you are responsible for creating disbursement vouchers for regular office expenses. This guide will teach you everything you need to know to create, manage, and track your vouchers.

What You'll Learn​

  • How to create a disbursement voucher
  • Understanding the voucher creation form
  • Saving vouchers as drafts vs. submitting for review
  • Tracking your vouchers through the approval process
  • Understanding status badges and progress

Prerequisites​

  • ✅ You have logged into the system
  • ✅ Your account has the REQUESTER role
  • ✅ You know the payee information for your voucher
  • ✅ You have the payment details ready (amount, particulars)

Creating a Disbursement Voucher​

Step 1: Access the Create Request Page​

  1. Look for the "Create Request" or "New Voucher" option in the navigation menu
  2. Click on it to open the voucher creation form
  3. You'll see a form with several fields to fill out
Quick Access

You can also access the create page from your dashboard if there's a "Create New Voucher" button or card.

Step 2: Fill Out Basic Information​

The voucher creation form has several sections. Let's go through each one:

Payee Information​

Payee Name (Required):

  • Click in the Payee field
  • Start typing the payee's name
  • A dropdown list will appear showing matching payees from the directory
  • Select the correct payee from the list
  • If the payee doesn't exist, you may see a "Quick Add" or "Add New" option (if enabled)
Payee Directory

The system uses a payee directory to ensure consistency. If you can't find a payee, contact your administrator to add them to the directory.

Payee Address (Required):

  • Enter the complete address of the payee
  • Include street address, city, and other relevant details
  • This address will appear on the voucher

Payment Details​

Particulars (Required):

  • Enter a clear description of what the payment is for
  • Be specific: "Payment for office supplies - January 2024"
  • This helps reviewers understand the purpose of the disbursement

Amount (Required):

  • Enter the payment amount in Philippine Pesos (₱)
  • Use numbers only (no currency symbol needed)
  • Example: For ₱5,000.00, enter 5000 or 5000.00
  • The system will format it with currency symbol automatically
Amount Accuracy

Double-check the amount before submitting. Once approved, changes may require cancellation and recreation of the voucher.

Additional Information​

Remarks (Optional):

  • Add any additional notes or explanations
  • This can help reviewers understand context
  • Example: "Urgent payment required for ongoing project"

Reference Number (Optional):

  • If you have a reference number from another system or document, enter it here
  • This helps with cross-referencing

Step 3: Review Your Information​

Before submitting, review all the information you've entered:

  • ✅ Payee name is correct
  • ✅ Address is complete and accurate
  • ✅ Particulars clearly describe the payment purpose
  • ✅ Amount is correct
  • ✅ All required fields are filled

Step 4: Save or Submit​

You have two options:

Option A: Save as Draft​

Click the "Save as Draft" button if:

  • You need to complete the voucher later
  • You're waiting for additional information
  • You want to review before submitting

What happens when you save as draft:

  • The voucher is saved with DRAFT status
  • You can edit it later
  • No notifications are sent
  • The voucher doesn't enter the approval workflow

Option B: Submit for Review​

Click the "Submit for Review" button if:

  • All information is complete and correct
  • You're ready to start the approval process

What happens when you submit:

  • The voucher status changes to PENDING
  • The Secretary receives a notification
  • The voucher enters the approval workflow
  • You can no longer edit the voucher (unless it's returned)
Best Practice

If you're unsure about any information, save as draft first. You can always submit it later after reviewing or getting clarification.

Understanding Validation Requirements​

The system validates your voucher before allowing submission. Common validation errors:

Missing Required Fields​

  • Error: "Payee is required"
  • Solution: Select a payee from the dropdown

Invalid Amount​

  • Error: "Amount must be greater than zero"
  • Solution: Enter a valid amount (numbers only, greater than 0)

Incomplete Information​

  • Error: "Particulars cannot be empty"
  • Solution: Enter a description of the payment purpose
Validation Help

If you see a validation error, the field with the issue will be highlighted. Fix the error and try submitting again.

Managing Your Vouchers​

Viewing Your Created Vouchers​

  1. Navigate to "My Vouchers" or "Disbursements" in the menu
  2. You'll see a list of all vouchers you've created
  3. The list shows:
    • Voucher ID/Reference Number
    • Payee Name
    • Amount
    • Status Badge
    • Date Created
    • Current Reviewer

Understanding Status Badges​

Your vouchers will have different status badges:

  • DRAFT (Gray): Saved but not submitted
  • PENDING (Yellow): Submitted, awaiting review
  • VALIDATED (Blue): Initial validation complete
  • APPROVED (Green): Approved by required authorities
  • RELEASED (Dark Green): Payment released by Treasury
  • CANCELLED (Red): Cancelled (by you or an authorized user)

Editing Draft Vouchers​

You can edit vouchers that are in DRAFT status:

  1. Find the draft voucher in your list
  2. Click on it to open the details
  3. Click "Edit" button
  4. Make your changes
  5. Click "Save" or "Save as Draft" again
Editing Limitations

Once a voucher is submitted (PENDING status or later), you cannot edit it. If changes are needed, you may need to cancel it (if allowed) and create a new one.

Tracking Voucher Status​

Viewing Approval Progress​

  1. Open any voucher you've created
  2. Look for the "Approval Progress" section
  3. You'll see a progress bar showing:
    • Current stage in the workflow
    • Percentage complete
    • Which departments have reviewed
    • Timestamps for each stage

Understanding the Workflow​

Your vouchers follow this workflow:

  1. You Create → DRAFT or PENDING
  2. Secretary Review → RECEIVED → REVIEWED → FORWARDED
  3. Mayor Approval → RECEIVED → REVIEWED → FORWARDED
  4. Budget Review → RECEIVED → REVIEWED → FORWARDED
  5. Accounting Review → RECEIVED → REVIEWED → FORWARDED
  6. Treasury Processing → Check Issuance → Available → Released

Viewing Activity Log​

Each voucher has an Activity Log showing:

  • Who did what action
  • When it happened
  • Any comments or remarks added

To view the activity log:

  1. Open a voucher
  2. Scroll to the "Activity Log" section
  3. See all actions in chronological order

Monitoring and Notifications​

Understanding Notifications​

You'll receive notifications when:

  • Your voucher is approved by a reviewer
  • Your voucher is forwarded to the next department
  • Your voucher is released by Treasury
  • Your voucher needs attention (if returned or cancelled)

Checking Notifications​

  1. Look for the notification bell icon (🔔) in the top navigation
  2. A red badge shows the number of unread notifications
  3. Click the bell to see your notifications
  4. Click a notification to view the related voucher
Auto-Refresh

Notifications automatically refresh every 30 seconds, so you'll see new notifications without refreshing the page.

Common Tasks​

Creating Multiple Vouchers​

You can create as many vouchers as needed:

  1. After creating one voucher, return to the "Create Request" page
  2. Fill out the form again with new information
  3. Save or submit as needed

Finding a Specific Voucher​

Use the search and filter options:

  • Search: Enter payee name, voucher ID, or particulars
  • Filter by Status: Show only drafts, pending, approved, etc.
  • Filter by Date: Find vouchers from a specific time period

Viewing Voucher Details​

Click on any voucher in your list to see:

  • Complete voucher information
  • Approval progress
  • Activity log
  • Current status and reviewer

Tips for Efficient Voucher Creation​

  1. Prepare Information First: Have all details ready before starting
  2. Use Payee Directory: Select from directory rather than typing manually
  3. Be Specific in Particulars: Clear descriptions help reviewers
  4. Save Drafts When Unsure: Don't submit until information is complete
  5. Check Amounts Twice: Verify amounts before submitting
  6. Use Remarks: Add context that might help reviewers

Common Mistakes to Avoid​

❌ Submitting incomplete information: Always fill all required fields ❌ Entering wrong amounts: Double-check amounts before submitting ❌ Using vague particulars: Be specific about payment purpose ❌ Forgetting to save drafts: Save work in progress ❌ Not checking notifications: Stay informed about voucher status

What's Next?​

Now that you know how to create vouchers:

  1. Managing Your Vouchers - Learn more about tracking and managing
  2. Understanding Workflows - See how your vouchers flow through the system
  3. Status Guide - Detailed explanation of all statuses
  4. Quick Start: Requester - Quick reference guide
Practice

Try creating a test voucher and saving it as a draft. This helps you get familiar with the form without affecting the workflow.

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