School-Based Users Guide (Draft V1 2022)

1) Access in the System https://mooe.deped.gov.ph using official DepEd email account

(name@deped.gov.ph)
a. First Time Registration
• RO and SDO Administrator
• Other users for SDO - Accountant/Budget Officer/Accounting Staff
• For Schools – Administrative Assistant III (SB) and II (DO) and School Head
• Input Additional Information as required
b. Approval of registration
• Admin Account – Manage Users, Search name in the search engine or click the name of the new
user then check the correctness of information details, if okey click “enable”.
• Assignment of Cluster User

2) First time sign-in after approval

a. School Head Account
• Go to School Profile Module – Fill up the necessary information
▪ School Address
▪ School Payee- (Checking Account Name)
▪ Signatory (DV) ADAS (School Bookkeeper)
▪ Administrative Assistant II (School Disbursing Officer)
▪ Accountable Officer – (School Head)
• Go to Create Bank Account at Bank Account Module –
▪ Click Create Bank Account
▪ Fill up the Bank Account Number/GSB/the Maintaining Balance
Sample:
Bank Account Number: 0000-0000-00
Bank: LBP IROSIN
Maintaining Balance: 500
▪ Click the School Level Assignment
▪ Then Click “Submit”
3) Using the System for Request of Funds (School Head Account)
• Go to the Requests Module
• Click “Create New Requests”
 • Select Program/Activities/Project –Regular MOOE – Elementary / Regular MOOE – Junior High
School / Regular MOOE – Senior High School
• Select Account (Enrolled Bank Account of School will appear)
• Period Covered – Click the Start date and End Date – Calendar
• Input the amount requested in the “Total Amount”
• Attach PDF copy of signed request eg. ORS,DV (use proper filename)
• Transaction Timeline will appear
• Click “Submit”

3) Confirmation of Transfer (Using School Head Account)-

• Go to Confirm Fund Module
• Check the details specially the date and confirm (Ensure fund transfer is CONFIRM because when the
School start to disburse it needs a Source of FUND/PAPs to charge your expenditures)
4) Disbursement chargeable against fund transfer/download
4.1 School with complete Finance Structure (ADAS III, School Head and ADAS II (DO) as co-signatory of
bank account) ADAS III/Senior Bookkeeper Account
• Go to Disbursements Module
• Click “Create New Disbursements”
• Select Funds Source (Transfer Date and Fund Type)
• Select the exact month for the Disbursement Month
• Fill up the Payee Information
▪ Payee Name
▪ Payee TIN (12 digits, no dash)
▪ DV Number eg. 2022-01-001
• Fill up the Payment Information
▪ Account Title (Expense Account)
▪ Transaction Type (Goods, Services, Other Transactions)
▪ VAT Type (Vat or NV)
▪ Particulars (Description of the Transactions)
▪ Gross Amount
▪ The System will compute automatically the NET VAT amount, Taxes Withheld for BIR Form
2306 and 2307 then the NET AMOUNT
• Attach File for the supporting documents (PDF Copy with standard filename format)
• Then click “Submit”
4.1.2 School Head Account
 • Go to Pending Disbursements Module
• Click the specific DV created by the ADAS III with Status as “School Head Approval”
• Review the details and the attached file if in order
• Click the “Update Status” and select the following “Check Issuance”
▪ “Return to DV Author” if NOT Approve, you may write your reason for the
Disapproval in the Remarks portion
▪ “Check Issuance” if Approve
• Then click “Submit” ADAS II – Disbursing Officer Account
• Go to Pending Disbursements Module
• Click the specific DV created by the ADAS III with Status as “Check Issuance”
• Review the details and the attached file if in order
• If in order, input the following details -
▪ Check Number
▪ Check Date (Use the Calendar in the System and click the specific date)
• Click the “Update Status” and select the following -
▪ “Return to DV Author” if NOT okey, you may write your reason for the return in
the Remarks portion
▪ “For Printing” if okey
• Then click “Submit”
4.1.3 School Head Account
• Go to Disbursements Module
• Click the specific DV/Check Issued
• Transaction timeline will be displayed in this point in time
• Select “Print”
• The DV will be generated for printing and for actual signatures of School Finance
Official/Staff.
NOTE: DV created which is submitted for Printing and generated in the System but not yet PRINTED can still
be VOIDED in the School Level. Just go to the VOID DISBURSEMENTS module and click the specific DV/Check
Issued and click “VOID”. However, those DV created which is already PRINTED can no longer be voided in the
School Level. It’s the Accountant III or DO Admin can void the said DV.

4.2 School without complete set of Finance Staff (School Head Only)
School Head Account
• Go to Disbursements Module
• Click “Create New Disbursements”
 • Select Funds Source (Transfer Date and Fund Type)
• Select the exact month for the Disbursement Month
• Fill up the Payee Information
▪ Payee Name
▪ Payee TIN (12 digits)
▪ DV Number
• Fill up the Payment Information
▪ Account Title (Expense Account)
▪ Transaction Type (Goods, Services, Other Transactions)
▪ VAT Type (Vat or NV)
▪ Particulars (Description of the Transactions)
▪ Gross Amount
▪ The System will compute automatically the NET VAT amount, Taxes Withheld for
BIR Form 2306 and 2307 then the NET AMOUNT
• Attach File for the supporting documents (PDF Copy with standard filename format)
• Then click “Submit”
• Go to Pending Disbursements Module
• Click the specific DV with Status as “School Head Approval”
• Still recheck the details and the attached file if in order
• Click the “Update Status” and select the following
▪ “Return to DV Author” if NOT okey
▪ “Check Issuance” if okey for next level.
• Then click “Submit”
• The pending disbursement status will be change to “Check Issuance”
• Click again the specific disbursement, input the following details -
▪ Check Number
▪ Check Date (Use the Calendar in the System and click the specific date)
• Click the “Update Status” and select the following -
▪ “Return to DV Author” if NOT okey, you may write your reason for the return in
the Remarks portion
▪ “For Printing” if okey
• Then click “Submit”
• Go to Disbursements Module
• Click the specific DV/Check Issued
• Transaction timeline will be displayed in this point in time
 • Select “Print”
• The DV will be generated for printing and for actual signatures of School Finance Official.
NOTE: DV created which is submitted for Printing and generated in the System but not yet PRINTED can still
be VOIDED in the School Level. Just go to the VOID DISBURSEMENTS module and click the specific DV/Check
Issued and click “VOID”.
However, those DV created which is already PRINTED can no longer be voided in the School Level. It’s the
Accountant III or DO Admin can void the said DV.
5. Report Generation at School Level
• Go to School Report Module
• For Cash in Bank Register (CBReg)
▪ Select Year (Click the dropdown list)
▪ Select Month
▪ Select Bank Account
▪ Click “Generate Report”
▪ CBReg will be generated in an HTML Format
• For School Monthly Tax Summary Report
▪ Select Year (Click the dropdown list)
▪ Select Month
▪ Click “Generate Report”
• For BIR Form 2307
▪ Select Year (Click the dropdown list)
▪ Select Month
▪ Click the exact Check Number in the Select Disbursement
▪ Select date range using the Calendar in the System
▪ Type the address of the Payee
▪ Type the ZIP Code Number of the Payee
▪ Input the 12 digits TIN of the School
▪ Type the ZIP Code Number of the School
▪ Then, click “Generate Report”
PROPER FILE NAME & STANDARD FORMAT

 DV NUMBER IN THE SYSTEM

YYYY-MM-000
SAMPLE:
2022-01-001
NOTE: One pdf file per DV on continuous pages

 AMOUNT

0000 (no comma use period for centavos)

 CHECKING ACCOUNT NAME

LBP [BRANCH] note: no dash and please user CAPSLOCK

Example: LBP SORSOGON

 CHECKING ACCOUNT NUMBER

0000-0000-00

Ex. 2602-0000-00

 TIN NUMBER FORMAT

000000000000
Example: 000194245963

 ORS PDF FILE with DV (One pdf file per request on continuous pages)

ORS[SCHOOLID][SCHOOLNAME]_[PERIODCOVERED-PERIODCOVERED]

Example: ORS.302239SANJUANBAGOES_012022-012022
ORS.302239SANJUANBAGOJHS_012022-012022
ORS.302239SANJUANBAGOSHS_012022-032022

 CHECKS PDF FILE

DVNUMBERSCHOOLNAME

Example:
DV2022-01-001SANJUANBAGOES

Suggested APPS to install and use for pdf file

DOCUMENTS required to UPLOAD in OTHER GENERAL SERVICES / JOB ORDER
the System SERVICES

 Job Order Contract

TRAVEL EXPENSE  Daily Time Record (DTR)
 Accomplishment Report
 Approved Travel Order
 Approved Itinerary of Travel (IOT) HAULING
 Certificate of Appearance  Approved Request
 Memorandum (if applicable)  Requisition and Issue Slip (RIS)
 Certificate of Travel Completed
(CTC) CATERING

OFFICE OR SCHOOL SUPPLIES/ PRINTING /  Requisition and Issue Slip (RIS)

EQUIPMENT  Purchased Request (PR)
 Abstract of Canvass
 Requisition and Issue Slip (RIS)
 Purchase Order (PO)
 Purchased Request (PR)  Attendance
 Abstract of Canvass
 Purchase Order (PO) FIDELITY BOND

UTILITY EXPENSE  ATAP

 Billing Statement of Account ACCOUNTABLE FORM / CHECKBOOKLET

LABOR – School Repairs  Requisition and Issue Slip (RIS)

 Purchased Request (PR)
 Activity Request or Conduct  Customer Request Form
 Job Order
 Program of Works (POW)
 Abstract of Canvass
POSTAGE STAMP
LABOR – IT Equipment Repairs
 Reimbursement Expense Receipt
 Job Order (RER)
 Abstract of Canvass  Requisition and Issue Slip (RIS)
 Purchased Request (PR)

TO REQUEST FUND
ATTACHED
JANUARY MOOE REQUEST

 Signed ORS & DV

 Approved SOB, AIP, APP, WFP

FEBRUARY TO DECEMBER MOOE REQUEST

 Signed ORS & DV