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Standard Workflow Guide

The Standard Workflow is used for regular office disbursements created by Requesters. This guide walks you through each stage of the complete workflow from creation to payment release.

Workflow Overview​

The Standard Workflow follows this sequence:

  1. Requester creates voucher → 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
Sequential Enforcement

Each stage must complete before the next begins. The system enforces this automatically—you cannot skip stages or work out of order.

Stage 1: Requester Creates Voucher​

What Happens​

  1. Requester logs into the system
  2. Navigates to "Create Request" page
  3. Fills out voucher form:
    • Payee name and address
    • Particulars (payment description)
    • Amount (in Philippine Pesos)
    • Optional remarks
  4. Chooses to:
    • Save as Draft: Voucher remains in DRAFT status, can be edited
    • Submit for Review: Voucher becomes PENDING, enters workflow

Status After Creation​

  • DRAFT: If saved as draft (not submitted)
  • PENDING: If submitted for review

What Happens Next​

  • If DRAFT: Voucher waits until Requester submits it
  • If PENDING: Secretary receives notification

Key Points​

  • ✅ Requester can edit DRAFT vouchers
  • ✅ Once PENDING, Requester cannot edit
  • ✅ Secretary is automatically notified when voucher is submitted

Stage 2: Secretary Review​

What Happens​

  1. Secretary receives notification for new voucher
  2. Opens voucher and reviews:
    • Payee information
    • Payment details
    • Amount and particulars
    • Supporting documentation (if any)
  3. Completes three-stage process:

Step 2.1: RECEIVED​

  • Secretary clicks "Received" button
  • Acknowledges receipt of voucher
  • Optionally adds comment: "Received for initial review"
  • Action recorded with timestamp

Step 2.2: REVIEWED​

  • Secretary clicks "Reviewed" button
  • Completes review of voucher details
  • Adds review comments (recommended):
    • "Verified payee information"
    • "Amount and particulars confirmed"
    • Any concerns or observations
  • Action recorded with timestamp

Step 2.3: FORWARDED​

  • Secretary clicks "Forwarded" button
  • Forwards voucher to Mayor for approval
  • Optionally adds forwarding comment
  • Action recorded with timestamp

Status After Secretary Review​

  • VALIDATED: After Secretary completes all three stages
  • Voucher moves to Mayor stage

What Happens Next​

  • Mayor receives notification
  • Voucher appears in Mayor's pending approvals list

Key Points​

  • ✅ Secretary must complete all three stages in order
  • ✅ Comments are recommended for audit trail
  • ✅ Voucher cannot proceed until Secretary forwards

Stage 3: Mayor Approval​

What Happens​

  1. Mayor receives notification for Secretary-reviewed voucher
  2. Opens voucher and reviews:
    • All previous review information
    • Secretary's comments
    • Voucher details
  3. Completes three-stage approval:

Step 3.1: RECEIVED​

  • Mayor clicks "Received" button
  • Acknowledges receipt from Secretary
  • Action recorded with timestamp

Step 3.2: REVIEWED​

  • Mayor clicks "Reviewed" button
  • Completes executive review
  • Adds approval comments:
    • "Reviewed and verified"
    • "Approved for budget review"
    • Any executive notes
  • Action recorded with timestamp

Step 3.3: FORWARDED​

  • Mayor clicks "Forwarded" button
  • Forwards to Budget office
  • Action recorded with timestamp

Status After Mayor Approval​

  • APPROVED: After Mayor completes all three stages
  • Voucher moves to Budget stage

What Happens Next​

  • Budget office receives notification
  • Voucher appears in Budget's pending reviews

Key Points​

  • ✅ Mayor has executive approval authority
  • ✅ For Standard workflow, voucher goes directly to Budget (no BAC)
  • ✅ Mayor's approval is required before Budget review

Stage 4: Budget Review​

What Happens​

  1. Budget office receives notification
  2. Opens voucher and reviews:
    • Budget allocation availability
    • Fund source verification
    • Budget compliance
  3. Completes three-stage review:

Step 4.1: RECEIVED​

  • Budget staff clicks "Received" button
  • Acknowledges receipt
  • Action recorded with timestamp

Step 4.2: REVIEWED​

  • Budget staff clicks "Reviewed" button
  • Verifies budget allocation
  • Adds budget comments:
    • "Funds available in budget"
    • "Budget allocation verified"
    • Any budget-related notes
  • Action recorded with timestamp

Step 4.3: FORWARDED​

  • Budget staff clicks "Forwarded" button
  • Forwards to Accounting
  • Action recorded with timestamp

Status After Budget Review​

  • Voucher remains APPROVED status
  • Moves to Accounting stage

What Happens Next​

  • Accounting receives notification
  • Voucher appears in Accounting's pending reviews

Key Points​

  • ✅ Budget verifies fund availability
  • ✅ Must confirm budget allocation before proceeding
  • ✅ Voucher cannot proceed if budget is insufficient

Stage 5: Accounting Review​

What Happens​

  1. Accounting receives notification
  2. Opens voucher and reviews:
    • Financial accuracy
    • Accounting compliance
    • Documentation completeness
  3. Completes three-stage review:

Step 5.1: RECEIVED​

  • Accounting staff clicks "Received" button
  • Acknowledges receipt
  • Action recorded with timestamp

Step 5.2: REVIEWED​

  • Accounting staff clicks "Reviewed" button
  • Performs financial validation
  • Adds accounting comments:
    • "Financial information verified"
    • "Accounting compliance confirmed"
    • Any accounting notes
  • Action recorded with timestamp

Step 5.3: FORWARDED​

  • Accounting staff clicks "Forwarded" button
  • Forwards to Treasury
  • Action recorded with timestamp

Status After Accounting Review​

  • Voucher remains APPROVED status
  • Moves to Treasury stage

What Happens Next​

  • Treasury receives notification
  • Voucher appears in Treasury's pending actions

Key Points​

  • ✅ Accounting performs final financial validation
  • ✅ Ensures all financial requirements are met
  • ✅ Last review stage before payment processing

Stage 6: Treasury Processing​

What Happens​

Treasury has a three-step process (different from the three-stage review):

  1. Check Number Issuance
  2. Available for Release
  3. Released

Step 6.1: Check Number Issuance​

  1. Treasury receives notification
  2. Opens voucher
  3. Clicks "Issue Check Number" or "Check Issuance" button
  4. Enters check number:
    • Format: As per your organization's check numbering system
    • Example: "CHK-2024-001234"
  5. Saves check number
  6. Action recorded with timestamp

Step 6.2: Available for Release​

  1. After check number is issued
  2. Treasury clicks "Mark as Available" or "Available for Release" button
  3. Optionally enters:
    • Release date
    • Recipient information
  4. Action recorded with timestamp

Step 6.3: Released​

  1. When payment is actually released
  2. Treasury clicks "Mark as Released" or "Released" button
  3. Enters final release information:
    • Actual release date
    • Payment method (CASH, CHECK, E_TRANSFER)
    • Recipient confirmation
  4. Action recorded with timestamp

Status After Treasury Processing​

  • RELEASED: Final status after payment is released
  • Voucher is complete

What Happens Next​

  • Requester receives notification that payment is released
  • Voucher appears in "Released" status for all users
  • Process is complete

Key Points​

  • ✅ Treasury process is different from review stages
  • ✅ Three distinct steps: Check Issuance → Available → Released
  • ✅ Final step completes the entire workflow

Understanding Sequential Enforcement​

Why Sequential?​

The system enforces sequential workflow to ensure:

  • Proper authorization: Each level must approve before next
  • Compliance: No stages can be skipped
  • Accountability: Clear chain of responsibility
  • Audit trail: Complete record of all actions

What This Means for You​

  • ✅ You can only act when it's your turn
  • ✅ You'll see "Awaiting previous review" if voucher isn't at your stage yet
  • ✅ You'll receive notifications when voucher reaches your stage
  • ✅ You cannot skip stages or work ahead

Button States​

  • Enabled: Voucher is at your stage, action is available
  • Disabled: Voucher hasn't reached your stage yet, or has already passed
  • "Awaiting Previous Review": Previous stage hasn't completed

Viewing Progress​

Approval Progress Bar​

Every voucher has a progress bar showing:

  • Current stage: Which department is currently reviewing
  • Completed stages: Green checkmarks for completed stages
  • Pending stages: Gray indicators for upcoming stages
  • Progress percentage: How far through the workflow
  • Timestamps: When each stage was completed

Activity Log​

The activity log shows:

  • All actions taken on the voucher
  • Who performed each action
  • When it happened
  • Comments added at each stage

Status Badges​

Voucher status changes throughout workflow:

  • DRAFT: Created but not submitted
  • PENDING: Submitted, awaiting Secretary
  • VALIDATED: Secretary completed review
  • APPROVED: Mayor approved, in department reviews
  • RELEASED: Treasury released payment

Timeline Expectations​

Typical Timeline​

  • Requester Creation: Immediate (when submitted)
  • Secretary Review: 1-2 business days
  • Mayor Approval: 1-3 business days
  • Budget Review: 1-2 business days
  • Accounting Review: 1-2 business days
  • Treasury Processing: 1-3 business days

Total: Approximately 5-12 business days from submission to release

Actual Timeline

Timeline varies based on:

  • Volume of vouchers
  • Urgency of payment
  • Department workload
  • Approval requirements

Common Workflow Issues​

Issue: Voucher Stuck at a Stage​

Possible causes:

  • Reviewer hasn't completed all three stages
  • Reviewer is on leave
  • Technical issue

Solution:

  • Check activity log to see last action
  • Contact the department at that stage
  • Contact administrator if needed

Issue: Can't See Next Button​

Possible causes:

  • Previous stage hasn't completed
  • Voucher is at wrong stage
  • Technical issue

Solution:

  • Check approval progress bar
  • Verify previous stage is complete
  • Refresh page
  • Contact administrator if issue persists

Issue: Notification Not Received​

Possible causes:

  • Notification system delay (auto-refreshes every 30 seconds)
  • Browser notification settings
  • Account issue

Solution:

  • Wait 30 seconds for auto-refresh
  • Manually refresh notifications
  • Check notification bell badge
  • Contact administrator if needed

Best Practices​

For Requesters​

  1. ✅ Fill out all information completely
  2. ✅ Be specific in particulars
  3. ✅ Double-check amounts before submitting
  4. ✅ Monitor voucher progress

For Reviewers​

  1. ✅ Review promptly when notified
  2. ✅ Complete all three stages in order
  3. ✅ Add meaningful comments
  4. ✅ Forward promptly after review

For Treasury​

  1. ✅ Issue check numbers accurately
  2. ✅ Mark available when ready
  3. ✅ Record release information completely
  4. ✅ Update status promptly

What's Next?​

Now that you understand the Standard Workflow:

  1. GSO Workflow Guide - Learn about GSO workflow with BAC review
  2. HR Workflow Guide - Understand HR-specific workflow
  3. Approval Progress Guide - Detailed progress tracking
  4. Activity Log Guide - Understanding audit trails
Practice

Follow a voucher through the complete workflow to see how each stage works in practice.

Questions?
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