SSS Net – Text File Converter Manual Please download the template in the link provided below and fill out the required data. http://www.chinabank.ph/downloads/cbcsssnetcontriconverter.xls IMPORTANT NOTES

1) Please do not rename the sheet name in the excel file (SSS Data, Users and Company Information).

2) Enter the individual SSS number of the employees WITHOUT the dashes. 3) Follow the date of birth and date hired or separated in Month, Day & Year format

(MM/DD/YYYY). 4) The template provides data for 500 employees, please delete excess records or add more if you

would need more than 500 records.

Data Preparation( Contributions) Please enter all data indicated below in the excel template SSS Data Sheet

Note: Please do not use special characters like periods (.), comma (,) and ñ when

encoding the data. For the names with MA., JR. and the like, just disregard the period and comma. For names with ñ, just use the letter N.

DATA REMARKS Last Name Enter the name and please avoid using comma (,), period

(.) and ñ. For the names with ñ, just use N First Name Middle Initial SSS Number of Employee 10 digit number assigned by SSS to the employee. Omit

the dashes ( -) of the SSS Number when entering the number.

SSS Premium Amount (Employer + Employee Share)

Please refer to SSS Contribution Table

Medicare Premium Amount (0.00) 0.00 EC Premium Amount Please refer to SSS Contribution Table Birthday Birthday of Employee (MM/DD/YYYY) Date Hired / Separated Date the employee was hired or separated

(MM/DD/YYYY) Status (employee) This should indicate the status of the employee

New (1) – This status should be selected only once. It is the responsibility of the employer to change the status of the employee to NORMAL status on the second month of remittance of the company for the said employee.

Normal (3) – This status means that the company is continuously paying for the remittance of the employee.

Separated (2) – This status should be selected once the employee has already resigned. This is important because the database of SSS should

be updated (R1-A Form). On the month after the employee has resigned, it is the responsibility of the employer to delete the record of the resigned employee.

Users Sheet Please enter the information for all users who have access to data preparation for SSS Net.

1) Desired username 2) Desired password 3) First Name 4) Middle Name 5) Last Name 6) Email address 7) Contact number

Company Information Sheet Please enter the company information SSS Net.

1) Company Name 2) Company Address 3) Contact Numbers 4) Branch where you maintain your account with CBC

Once the data is already done save the file. To be sure you may rename the file according to the month of transmission just to be sure your data is backed up every month. You may rename each succeeding file as applicable after editing.

Generate Text File (EPF and MCL) for SSS Contributions Log in to http://www.chinabank.ph:8083 and enter the login details you have provided to CBC. You may change the password once you have logged in the system. Generation of the Employee Pre-Validation File (EPF)

To generate the EPF, click on SSS Contribution, then SSS Contribution - EFP, then enter Employer SSS ID. Then to import the data from the excel template, click “Browse” then locate the file where the data is saved (excel template).

Please check if all the data still matches the excel template Starting row 5 Column for SSS No 5 Column for Last Name 2 Column for First Name 3 Column for Middle Initial 4 Column for Date of Birth 9 If no changes were done you may use the defaults, if adjustments were made, please adjust accordingly. Click on ”Validate EFP”. Once all data is validated and no errors were displayed, you may click on “Convert to EFP”. Click on “save” to save the file to the desired location on your hard drive

Generation of the Monthly Contribution List (MCL)

To generate the MCL, click on SSS Contribution, then SSS Contribution - MCL, then enter Employer SSS ID, Reference PO NO ( Should be 8 numbers), Locator Code (SSS Hub where the employer is connected), Document Number (should be 6 numbers sequential starting from 000001), Doc / Transmission Date (date of the intended transmission for MCL to SSS), Applicable Month (CCYYMM) . Then to import the data from the excel template, click “Browse” then locate the file where the data is saved (excel template).

Please check if all the data still matches the excel template Starting row 5 Column for SSS No 5 Column for Last Name 2 Column for First Name 3 Column for Middle Initial 4 Column for Date Hired 10 Column for Status 11 Column for SSS Premium 6 Column for Medicare 7 Column for EC Premium 8 If no changes were done you may use the defaults, if adjustments were made, please adjust accordingly. Click on ”Validate MCL”. Once all data is validated and no errors were displayed, you may click on “Convert to MCL”. Click on “save” to save the file to the desired location on your hard drive.

Data Preparation( Loans) Download the billing file from SSS thru Bancnet’s System at sites indicated below. Please use the username and password provided by Bancnet to download the billing file.

PRODUCTION SITE: http://www.bancnetonline.com/sssloans/ TEST SITE: http://mcpgdev.bancnet.net/sssloans/

Click on “Extract LCL” and check the billing file you would want to get from SSS then click on extract. Save the extracted file to your hard drive for easy retrieval later on. Click on Logout. Log in to http://www.chinabank.ph:8083 and enter the login details you have provided to CBC. Importing data from SSS for SSS loans

To import data from SSS for SSS Loans, click on SSS Loan Collection, then Loan Collection List Upload, then click on “browse” on step 1 and locate the billing file you have downloaded from SSS then click on “convert”.

Then on the pop up window, select “OPEN” and the converted file will open with MS Excel.

Then edit all details in the MS Excel. Field length may be adjusted to see full data billed

by SSS. Please also delete or edit data as required.

Once all data is edited, please click “FILE” then “SAVE AS” and then select under “ SAVE AS TYPE” please select “EXCEL 97-2003 Workbook (*.xls)” so that our system will be able to read the file you are sending.

Once data is saved, the file is ready for conversions to the file required by SSS for

reloading to SSS.

Log in to http://www.chinabank.ph:8083 and enter the login details you have provided to CBC. Converting the SSS Loans Data SSS loans

To export edited data for SSS Loans, click on SSS Loan Collection, then Loan Collection List Upload, then click on “browse” on step 4 and locate the billing file you have edited in *.xls format then click on “convert”.

A pop up window will appear, select “Save” and save the file to the desired location in

your hard drive for uploading to SSS.

Once EFP and MCL are already prepared for SSS Contributions, you

may transmit the files at the links below: PRODUCTION SITE: http://www.bancnetvan.net/ TEST SITE: http://vanserver.bancnetvan.net/

Once Updated LCL is already prepared for SSS Loans, you may transmit the file at the link below:

PRODUCTION SITE: http://www.bancnetonline.com/apps/login.jsp TEST SITE: http://mcpgdev.bancnet.net/sssloans/

TESTING STAGE MANUAL ( For Contributions EPF and MCL)

This is the stage where in the employee would make a simulation with China Bank and Bancnet so that the user of the SSS Net system would be familiar with the system. The company must have generated the EPF and MCL before they could proceed with the testing stage. For testing schedule, please coordinate with China Bank Head Office at 885-5741 to 45.

The BES-SSS Net Employee Pre-Validation Process

In brief, the BES-SSS Net Employee Pre-validation Process is a procedure wherein the

Employer sends their list of employees for checking against SSS' records. This is done prior to sending the actual Monthly Contribution List.

The Procedure that the Employer must take are:

? Prepare the Employee Pre-validation File (EPF) ? Transmit the EPF using the BancNet EDI System (BES) ? The SSS retrieves the EPF from BES and compares the details against SSS' records ? Monitor on the BES for the Employee Validated File (EVF) from SSS (the status of

the EPF is VALIDATED) ? Download the EVF from the BES ? Open and view the EVF for the discrepancies indicated by SSS (such as 'Invalid SSS

No.) ? Get the correct details using the affected employee's SSS E-1 form or SSS ID Card

or by coordinating with SSS branch/office. ? Make corrections in the MCL and other company records

Objective of the Employee Pre-Validation Process:

? To minimize error in the MCL and thus minimize the Employer's Unpostables.

Schedule of the Employee Pre-Validation Process: ? EPF Transmission Period: on or before the 5th of the month (if the 5th falls on the

holiday or weekend, the effective deadline will be the day before the holiday or weekend)

? EVF from SSS: on or before the 6th of the month ? The employer's initial EPF should contain a complete list of all current employees ? Succeeding EPFs will contain new employees only (if none, no EPF will be

prepared)

The BES-SSS Net Monthly Contribution List (MCL) Process

In brief, the BES-SSS Net Monthly Contribution List Process is a procedure wherein the Employer sends the MCL file through the BES system which also authorizes China Bank to debit the account of the company.

The Procedure that the Employer must take are:

? Prepare the Monthly Contribution List (MCL) ? Transmit the MCL using the BancNet EDI System (BES). Upon sending the MCL,

the employer could check immediately if the MCL was really accepted by Bancnet. Check the MCL and the PO status should reflect PO SENT.

? China Bank receives a Payment Order (PO) from BES and checks if the company has sufficient funds to cover the payment order

? Monitor on the BES if China Bank has already debited the company account. If the account was debited, the PO status should be DEBITED and a corresponding DA

Number would be issued. The DA number would replace the Special Bank Receipt (SBR). If the account was not debited for whatever reason, say Insufficient Funds the employer should deposit the funds then the employer should click on the RETRANSMIT icon.

? The employer should then wait for the Monthly Contribution acknowledgment number which would come from SSS. Once the MCL number is already seen in the clients monitor, it simply means that SSS has already updated the remittance of the company.

? The final status of the PO Status should be CREDITED which means that the account of SSS was already credited.

Objective of the Monthly Contribution List: ? To minimize error in the posting since the data is sent directly to SSS. This also

eliminates the need to pay to the bank (checks - OTC) and then submitting the reports (R-3 and R1-A) to SSS.

Schedule of the Monthly Contribution List Process:

? MCL Transmission Period: on or before the 10th of the month (if the 10th falls on the holiday or weekend, the effective deadline will be the day before the holiday or weekend) and the cut off time for the last day of payment is 1:30PM. The systems is open 24 hours and the employer could remit anytime as long as it is not the deadline.

TESTING STAGE MANUAL ( for SSS Loans - ULCL)

1. SSS Billing LCL Extraction: Call BancNet EDI Coordinator to simulate SSS’ Billing LCL upload; Log-in to BES and check for the test SSS Billing LCL; Download and save the test SSS Billing LCL; Check for "DOWNLOADED" status on the SSS Billing LCL.

2. Employer Updated LCL Simulation: Additional programs may be provided by the Bank for the creation/updating of the LCL. Otherwise, consult the BES documents for the file layouts.

Open the extracted SSS Billing LCL; Make the following changes on the Details:

1) Exclude Cruz, Carmen V. from payment; Loan Amount = 0.00 Penalty = 0.00 Amount Paid = 0.00 For Payment Remarks = (None) * or delete the record file from the database 2) Tag Dela Cruz, Ma Fe M. as resigned; Loan Amount = 24,000.00 Penalty = 0.00 Amount Paid = 9,675.00 For Payment Remarks = T 3) For Santos, Irna Czarita P, include the Penalty Amount for payment; Loan Amount = 8,500.00 Penalty = 73.72 Amount Paid = 2,603.16 For Payment Remarks = (None) 4) For De Los Santos, Eric S. indicate that only 500.00 is paid; Loan Amount = 15,000.00 Penalty = 0.00 Amount Paid = 500.00 For Payment Remarks = (None) 5) Insert a newly hired employee with the following SSS Salary Loan Voucher:

Name = DELA CRUZ, JUAN K. SSS Number = 3312345678 Loan Type = Salary Date Issued = 03-18-2006 Loan Amount = 24,000.00 Penalty = 0.00 Amount Paid = 1,050.00 For Payment

Remarks = H Salary Deductions Start In: 05-2006

Save the new Employer-Updated LCL;

3. Employer-Updated LCL Uploading : Successfully send/transmit the Employer-Updated LCL created in step 4 above; Call BancNet EDI Coordinator for "acknowledgement" of the Updated LCL; Check for "ACKOWLEDGED" status on the Updated LCL; Check for "BALANCED LCL VS DA" remark in the LCL summary page; Check for "DEBITED" PO Status in the LCL summary page.