User Manual

Integrated Stall Rental E-Government Management System (ISRMS) User

03/25/2011

 User Manual

Table of Contents
SOFTWARE REQUIREMENTS .......................................................................................................................................... 3 SYSTEM OVERVIEW ......................................................................................................................................................... 3 INSTALLING THE SYSTEM ............................................................................................................................................... 3 STARTING THE APPLICATION FOR WINDOWS SYSTEM ............................................................................. 4 LOGGING IN .............................................................................................................................................................. 4 MENU TAB AND SUB MENUS .............................................................................................................................. 4 REGISTRATION ........................................................................................................................................................... 7 EMPLOYEE SUB-MENU .......................................................................................................................................... 7 SECTION ..................................................................................................................................................................... 9 STALLS ....................................................................................................................................................................... 10 STALL UPDATES ....................................................................................................................................................... 12 AWARDED STALLS ................................................................................................................................................... 14 BILLING ..................................................................................................................................................................... 17 PAYMENT .................................................................................................................................................................. 18 FINANCIAL REPORTS ............................................................................................................................................... 19

Page 2

 User Manual

User Manual
Integrated Stall Rental E-Government Management System (ISRMS)
Software Requirements The software requires the following prior to its installation: Postgres SQL version 8.1 .Net Framework Mozilla Fire Fox Web Browser

System Overview The Integrated Stall Rental Management System Software is designed to cater the billing, collection, and status updates of market stalls that are for rent. Easy recording, editing, and reports generation are being designed that would give an ease of use, user friendliness, and that it would meet up to the specific need of the organization and other entities that are connected and involved in stall management. Installing the System Provided that all the software requirements are being met the following steps are then to be performed: Copy the Drupal folder from the installer and paste it in the following directory : C:\Program Files\PostgreSQL\EnterpriseDB-ApachePhp\apache\www. Restore the EGOV2.backup and tesbed.backup files on the PgAdmin111 postgresql server and youre good to go and use the system. Install the cron.setup installer for billing automation. In the Windows Task Scheduler, set what time at the end of the month should the billing statements to be autogenerated. Type the url: http://localhost:8080/Drupal/ on your web browser to open the system. The Home page of the system looks like this:

Page 3

 User Manual

Starting the Application for Windows System Logging In

Menu Tab and Sub Menus Upon logging in the following Menu and Sub Menu Tabs are visible Registration Employee Departments Record Department List of Department Edit Department User Roles Record Role List of Roles Edit Roles Employees Record Employee List of Employees Edit Employees Lease Holders Record Lease Holder List of Lease Holders Edit Lease Holders

Page 4

 User Manual

Section Record Section List of Section Edit Section

Stalls Record Stall List of Available Stall List of Stalls Edit Stall

Updates Record Stall Updates View Stall Updates Edit Stall updates

Awarded Stalls Record Awarded Stall List of Awarded Stall List of Awarded Stall Stall History

Page 5

 User Manual

Billing List of Bills

Payment Record Payment

Financial Reports Arrears View Arrears Collection Reports Daily Collection Monthly Collection Yearly Collection Payment Records

Page 6

 User Manual

Registration
This menu is where all the functions needed for recording, viewing, and editing details for employees and lease holders are available. This menu have two submenus for employees and leaseholders.

Employee Sub-menu Employee related information are being stored through this option. The Department and Roles are pre-requisite data that needs to be filled up before a specific employee details can be stored in the system. Department

Record Department 1. Click the Record Department sub menu. 2. Input Depart Name at the Department Name text field. 3. Input the Location at the Location text field. 4. Input the contact number at the Contact Number text field. 5. Click Submit button to save Department details and Cancel button to cancel the operation.

List of Departments 1. Click the List of Departments sub menu. 2. A list of departments recorded in the system are then being displayed. Search option is available to search for a specific department. 3. Click the Print button to view printable pdf version of the report.

Page 7

 User Manual

Edit Department 1. Click the Edit Department sub menu. 2. Type in the search box the name of the department you want to edit. Then click the Search button. If the department name is already displayed, click it and another window for editing the department details is being displayed. 3. Edit the specific fields you want to change. Click Submit changes button to see save the changes. 4. Choose the Delete this record button to delete the specific department and its details. 5. Click the Cancel button to cancel operation.

Note: For adding and editing records and viewing of lists of the user roles and employees, directions given for Department sub menu are still applicable and the same. Only that in the recording of employees, none recorded user roles and department names cant be stored. A drop down box for the listed names of roles and departments are provided.

Page 8

 User Manual

Section
This menu provides the options for adding, editing, and viewing printable reports of section details. Stalls are then classified as to what sections they are in order to implement to which stalls have this rate because different sections have different rental fees.

Record Section 1. 2. 3. 4. 5. Click the Record Section sub menu. Input Section Name at the Section Name text field. Input the Rate per day at the Rate per Day text field. Input the excess size rate at the Excess Size Rate text field. Click Submit button to save Section details and Cancel button to cancel the operation.

List of Sections 1. Click the List of Sections sub menu. 2. A list of sections recorded in the system are then being displayed. Search option is available to search for a specific section. 3. Click the Print button to view printable pdf version of the report.

Page 9

 User Manual

Edit Sections 1. Click the Edit Sections sub menu. 2. Type in the search box the name of the section you want to edit. Then click the Search button. If the section name is already displayed, click it and another window for editing the section details is being displayed. 3. Edit the specific fields you want to change. Click Submit changes button to see save the changes. 4. Choose the Delete this record button to delete the specific department and its details. 5. Click the Cancel button to cancel operation.

Stalls
This menu provides the options for adding, editing, and viewing printable reports of stall details. Recorded stalls are the basis for the what stall is awarded to which lease holder. Record Stall 1. 2. 3. 4. 5. Click the Record Stall sub menu. Select a specific section classification of the stall from the drop down option. Input the location in the Location text field. Input the excess size at the Excess Size text field. Click Submit button to save Stall details and Cancel button to cancel the operation.

Page 10

 User Manual

List of Available Stalls 1. Click the List of Available Stalls sub menu. 2. A list of available stalls recorded in the system are then being displayed. Search option is available to search for a specific stall and can be grouped by kind, location, and section name. 3. Click the Print button to view printable pdf version of the report.

List of All Stalls 4. Click the List of Stalls sub menu. 5. A list of all stalls recorded in the system are then being displayed. Search option is available to search for a specific stall and can be grouped by kind, location, and section name. 6. Click the Print button to view printable pdf version of the report.

Page 11

 User Manual

Edit Stalls 1. Click the Edit Stalls sub menu. 2. Choose from the filter options which stall grouping you want to search from. Type in the search box the name of the section you want to edit. Then click the Search button. If the stall details are already displayed, click it and another window for editing the section details is being displayed. 3. Edit the specific fields you want to change. Click Submit changes button to see save the changes. 4. Choose the Delete this record button to delete the specific stall and its details. 5. Click the Cancel button to to cancel operation.

Stall Updates
This provides means to record, edit, and view stall status updates being handled by external entities like the stall structure checkup, wirings, water supply, and as well as viewing of arrears as pre-requisites of issuing clearances.

Record Stall Updates 1. 2. 3. Click the Record Stall Updates sub menu. Click the Select Stall button to select . From a list of stalls. From the stall list, you may type in the search box the name of the stall you want to have its status updated.

Page 12

 User Manual

4.

5. 6. 7. 8.

Click the radio button of the stall you want to update. The stall number is then being passed to the record stall updates page. Input the comments on the Comment text field. Choose stall status from the status dropdown. Choose the date of status update. Click Submit button to save Stall update details and Cancel button to cancel the operation.

View Updates 1. Click the View Updates sub menu. 2. A list of stall updates are being displayed. Search option is available to search for a specific stall. 3. Click the Print button to view printable pdf version of the report. 4. Views for the Fire Station Department And City Engineers stall updates can be viewed as well by clicking the Fire Station View or City Engineers View sub-menus. Printable pdf versions of such views are also available by clicking the Print button to each corresponding pages.

Page 13

 User Manual

Edit Updates 1. Click the Edit Updates sub menu. 2. Type in the search box the update ID you want to edit. Then click the Search button. If the ID is already displayed, click it and another window for editing the stall update record details is being displayed. 3. Edit the specific fields you want to change. Click Submit changes button to see save the changes. 4. Choose the Delete this record button to delete the specific department and its details. 5. Click the Cancel button to cancel operation.

Awarded Stalls
This menu provides options for recording, editing, and viewing awarded stalls. Stall and Lease Holder records need to have data first before recording of a newly awarded stall.

Record Awarded Stall 1. 2. Click the Record Awarded Stall sub menu. To select a stall, click the Stall button and a window for vacant stalls is being displayed. Choose from the filter options which stall grouping you want to search from. If the choice stall details are already displayed, click it to pass the selected stall number to the Record award Stall page.

3.

Page 14

 User Manual

4.

5.

6.

7.

To select a lease holder, click the Lease Holder button and a window for vacant stalls is being displayed. Type in the search box the name of the lease holder to which the previously selected stall is to be awarded. Then click the Search button. If the leaseholder details are already displayed, click it to pass the selected stall number to the Record award Stall page. Fill up the Billing Begin Date and Acquisition Date fields by choosing from the date combo box provided. Click Submit button to save Awarded Stall details and Cancel button to cancel the operation.

View Awarded Stall 1. Click the View Awarded Stall sub menu. 2. A list of awarded stalls recorded in the system are then being displayed. Search option is available to search for a specific awarded stall. 3. Click the Print button to view printable pdf version of the report.

Page 15

 User Manual

Edit Awarded Stall 1. Click the Edit Awarded Stall sub menu. 2. Type in the search box the name of the lease holder of which awarded stall details you wish to edit. Then click the Search button. If the searched name is already displayed, click the stall number and another window for editing the awarded stall details is being displayed. 3. Edit the specific fields you want to change. Click Submit changes button to see save the changes. Click the Cancel button to cancel operation.

Stall History 1. Click the Stall History sub menu. 2. In the search field, type the stall number you wish to view arrear and owner history. Current and previous stall leasers are being displayed specifying the arrear of each owner. 3. Click the Print button to print stall history report.

Page 16

 User Manual

Billing
This menu option provides means for the user to view all auto generated bills by the system. Auto generation is being performed during a specified system time. No input from the user is needed in this feature. All bills can be viewed and printed. For an easier means of printing and scanning through data, a search option, both in the billing statement and list of bills view, is being provided. Clicking the Print Bills button open a window for the billing statements.

Page 17

 User Manual

Payment
This feature handles the payment transaction flow. An official receipt is being issued to the payer which can pay one or more billing statements.

Payment 1. Click the Payment menu. 2. In the Create OR page, get the name of the payer by selecting the Get Lease Holder button. Another window which shows all the names of the Lease Holder are being displayed. From the list, select the holder number of the Lease Holder that is paying the bill. 3. Select the date of issuing the OR from the date combo box. 4. Click the Submit button to proceed. Otherwise, click the Cancel button to cancel the operation. After clicking the Submit button, the Record Payment window is opened. 5. Click the Select Bill button to choose from the list of billing statements. 6. In the List of Billing Statements, select the billing number that is to be paid so that this data will be passed back to the Record Payment window. 7. Enter the amount paid in the Amount Paid field and click the Add button. Note: A list of bills being paid are being displayed at the right side of the page. Click the red colored X button to undo payments made for a specific bill. 8. Repeat methods 5 to 7 to add more bills that are to be paid. 9. Click the Print OR button to view and print the official receipt.

Page 18

 User Manual

Financial Reports
This feature is where reports of arrears, monthly collections, and payment records can be viewed and printed out. Clicking the sub menus will directly open the page to which the menus are referring to.

Arrears 1. Click the View Arrears sub menu to view list of arrears of lease holders. 2. Click the Print button to view printable pdf version of the report.

Note: Viewing lists for the Collection Reports and Payment Records have the same steps as to how Arrears are being viewed. Three different sub menus under the Colle ction Reports are available namely the Daily, Monthly, and Yearly Collection which also have printable pdf versions.

Page 19

 User Manual

FINISH God bless!

Page 20