______________________________________________________________________

SCHOOL OF BUSINESS AND ACCOUNTANCY

IT CONCEPTS AND SAD

L. N. Vitug Bookkeeping Services Billing Statement Management System

SY 2017-2018

In Partial Fulfilment

Of the Requirements for the Degree of

Bachelor of Science in Accountancy

Prepared by:

Bercasio, Andrea Marie S.

Chua, Denise Dominique C.

Hong, Emmanuel A.

Ng Cheong, Jasmine Marie M.

Ogalesco, Ladylaine Nichole V.

Submitted to:

Ms. Haidee M. Valin, MM, MIT

 Table of Contents
Page

I. Title Page

II. Table of
Contents
............. 1

A. Introduction
..... 2

B. Problems and
Objectives....
... 5

C. Importance of the
Study........
7

D. Methods
Used.....
..... 8

E. System
Description

1
 ..... 9

F. Scope and
Limitation....
.. 12

G. User
Interface........
13

III. Curriculum
Vitae.......
26

IV. Bibliography...
... 36

V. Documentation....
.. 36

INTRODUCTION

Technological advances today have indeed improved over the years. No matter the size
of the business, technology is very essential. Because of the growth of technology, new methods
have been developed for the processing of day-to-day business activities and transactions in a
much faster and convenient way. Without technology, people will still be doing routinely works,
such as manual accounting and bookkeeping. It will be more time-consuming, costly and prone
to clerical errors. Technology in accounting and bookkeeping helped businesses to be faster and
more efficient in their work and to be more cost saving. (Why is technology important in
business?, n.d.).

2
 L. N. Vitug Bookkeeping Services, formerly known as F and F Vitug Bookkeeping
Services, is a family owned enterprise that has been providing tax compliance and advisory
services for SMEs. Being comprised of an organization of professional individuals that
continually practice integrity, transparency, trust and confidentiality, the company grew and
became more established through the years. Their ultimate goal is to provide quality
bookkeeping and accounting solutions to its clients at competitive prices. From monthly tax
payment services to annual income tax completion and filing, the company aims to serve as
support for enterprises in need of hassle free and dependable accounting solutions.

Currently, the company has an existing system that allows the employees to access the
needed information regarding the clients through an accessible real time database. Included in
the real time database is the basic information of the client and a checklist that allows the
employees to select the BIR forms and types of services that they render to that particular client.
Their current billing system involves the use of Microsoft excel and the manual encoding of data
regarding their client invoice.

Example of an Existing Billing System

Floral Accounting Systems Inc.s Order Entry and Accounts Receivable System

FAS has been a leading provider of technology for the floral industry for 33 years. The
FAS system has evolved from a simple, point-of-sale invoicing and accounts receivable package
into one of the most advanced management tools in the computer industry. Regardless of the
level of automation desired, FAS offers systems that will accommodate shops of every size.
Whether you need a system for simple accounts receivable or for complete automation of all
shop functions, FAS has a system that will accommodate all of your business needs.

3
 Figure 1
FAS Order Entry System

FASs order entry system maintains a recipient database that allows you to instantly look
up a recipient without the need to re-type the recipients address, even with an order being wired
in from a florist located a thousand miles away from your shop. With FASs order entry system,
you never have to manually write down a sending shops information or look up a filling shop
using those huge, cumbersome printed directories.

4
 Figure 2
FAS Accounts Receivable System

With FAS system, statements can be printed out on plain paper or on custom-designed
statement forms with just a single press of a button. The statements include your own
promotional messages for customers whose accounts are current, and they include reminders for
customers whose accounts are already past-due.

Just like the FAS Accounts Receivable System, the purpose of this proposed Billing
Statement Management System is to provide an all-in-one, complete and customized system
wherein it contains a database that has all of the needed information such as for the filing of
billing statements of the handled businesses and for the making of data entry forms. An
organized system where all of the data of each business is displayed and can be easily accessed
by the users, and a system that notifies the user of an upcoming deadline and/or a task that needs
to be done such as the collection of payment from the clients.

PROBLEMS AND OBJECTIVES

5
 A poorly managed invoice system can hinder a companys earning potential. Unpaid,
delayed and unorganized record of billing statements are some of the main problems of L. N.
Vitug Bookkeeping Services in need of an immediate solution. Cash inflows are not maximized
because of the insufficiency due to data and process mismanagement. These problems are caused by
two main reasons: late issuance of billing statements and disorganized records of billing
statements.

Late issuance of billing statements due to heavy workload cause the clients to pay on a
later date. In addition, late payments cause the cashflow of the company to be insufficient.
Hence, the business is providing services that are being left unpaid or not paid on time. This
factor causes the company to be insolvent in terms of settling the obligations of their current
operations.

Disorganized records of billing statements cause the records to become repetitive,

unreliable, hard to manage and comprehend. Repetitive records of billings are common in the
company. As a result, clients who already paid their dues are being asked to pay again due to
duplicated records. Some service dues even become overlooked, uncharged to clients and
uncollected due to the lack of monitoring. Fluctuating rates of services applied to clients cause
the collectibles to be understated. The current process of generating their billing statements is
through Microsoft Excel and because there is no uniform procedure in encoding the data of
service dues, the companys records become disorderly thus, making it difficult for the users to
comprehend it.

Objectives:

1. To create a useful and effective billing statement system for L.N. Vitug Bookkeeping
Services
2. To automate clients records and make users browse through them easily
3. To give users the ability to search, add, edit, delete and update clients data
4. To create an organized database to prevent repetitive or duplicate records for the services
that are paid and unpaid
5. To secure and organize files like clients personal records, history of payments, and
billing statements

6
6. To minimize errors due to fluctuating prices applicable to each client
7. To allows users to be reminded of upcoming payment collection periods of clients

7
 IMPORTANCE OF THE STUDY

Many businesses have begun creating their own systems as a result of technological
advancement. The need for such is to achieve high levels of profitability through the efficiency
of the day-to-day operations of a business and to cope up with other businesses in terms of fast
and reliable service to its customers. This proposed system is beneficial for the following:

To the Organization. This proposed system will generate high levels of income through
the increased productivity among workers and the improvement of inflow of cash. Also, the
proposed system will produce more output as a result of the productivity of the workers thus
providing better service to the clients. In addition, the organization will be able to lessen their
costs because of a more efficient use of resources and increase inflow of cash from the
improvement of the billing statement system.

To Manager. This proposed system will be helpful in the part of the manager in keeping
track of the records of the clients and in updating them during the time of collection of service
fees. Also, the manager will be able to detect any modification done by an employee in the
proposed system since all files will be secured.

To Employees. This proposed system will be useful for the employees of L. N. Vitug
Bookkeeping Services in accomplishing duties and responsibilities such as encoding, searching,
sorting and updating the information of the clients and generating the billing statements. The
work will be done in a more efficient, effective and time-saving manner.

To Clients. This proposed system will be beneficial in the part of the clients because they
will be provided with a better and more credible service. This system will provide clients a
clearer and more organized record of service dues to be paid.

METHODS USED

8
 Upon analyzing the organization chart, the group ascertained the users who are currently
and directly associated with the problem. To gather all the data needed for the study, it was
determined that conducting an interview with the staff currently in charge of the enterprise and
of the job task of generating the billing statements and note taking during the interview were two
of the best options for fact finding. Though these methods were time-consuming, the group
considered the advantages that allowed them to probe more feedback, and and to motivate the
interviewees to respond freely and openly. The group believed that through these methods, they
can better understand the root cause of the problem, minimize the erroneous effect and generate
the benefit it would bring if this was given an appropriate solution.

With these methods, the interviewers used a series of open-ended, close-ended, bipolar
and probing questions in the form of a funnel structure while taking notes of the important
details regarding the matter. The group used the funnel structure in formulating their interview
questions to arrange the discussion from the broad perspective to a specific aspect. This approach
organized the conversation in a systematic way to prevent the topic from losing track.

Through conducting the interview, the interviewers were able to understand the basic
details and the nature of the business. It allowed the interviewers to better grasp the causes and
loopholes of the problems that made their old system ineffective.

Through note taking, the interviewers were able to retain the information obtained during
their group discussion for the proposed solution. It helped them recall the dialogue to be able to
fully comprehend the current situation while discussing the probable solutions.

With these methods, the group was able to integrate the current resources of the firm with the a
system that would help them improve their old one. Indeed, the most common technique in fact
finding is conducting an interview. This is evident because this helps the information gathering
more effective. Upon clarification of facts and identification of requirements, formulating
concepts and discussion of probable solutions, the group was able to conceptualize a new system
that would modify the process of generating billing statements and payment record keepings.

SYSTEM DESCRIPTION

9
 The L. N. Vitug Bookkeeping Services Billing Statement Management System is
designed for the usage of the employees of L. N. Vitug Bookkeeping Services located in
Paranaque City. This system will help the company to minimize errors, redundancy and
complexity in preparing the billing statements that are being released to their clients.

The users of this newly proposed system will be the employee in charge of the billing statements
and the head company owner.

The program includes the following main modules:

Modules Description

Registration The Registration window allows the user to

input his or her username and password to be
able to access the program.

Home The Home window serves as the introductory

page for the whole system. It also includes a
calendar indicator, time indicator, a note of
newly added clients and a reminder of client
payment dues.

Client Accounts The Client Accounts enables the input and

modification of client data regarding the basic
information, type of business enterprise,
services to be availed and the prices
applicable for the said client.

Generate Statement The Generate Statement window allows the

user to update the record of services not yet
paid by the customers.

Update Payment The Update Payment window allows the user

to see and update the services that are already

10
 paid and still unpaid.

User Account Settings The User Account Settings window allows the
user to modify the price settings, add user
accounts, edit user accounts and to logout of
the program.

The program contains the following Content Management Modules:

Modules Description

Client Accounts - Add The Add Module allows the user to add data
regarding newly added clients. Among the
data to be encoded are the company name,
address, type of business, VAT/Non - VAT
Classification, income bracket and the time
frame of payment.

Client Accounts - Edit The Edit Module allows the user to modify
the data of currently existing clients of the
company. This module also allows the user to
delete any clients already not connected with
the company.

Generate Statement The Generate Statement Module allows the

user to generate the billing statement to be
presented to the client for current service fees
not yet paid. This shows the applicable period,
service type, and the price for each category.
This is the final output of the system.

11
 Update Payment The Update Payment Module allows the user
to update the records of paid, partially paid
and unpaid service dues.

Price Settings This Module allows the user to modify the

price settings under each income bracket
category.

SCOPE AND LIMITATION

The scope of the system are the following:

1. Registration, Home, Client Accounts, Generate Statement, Update Payment and User
Account Settings are included in the system.
2. Proper display of the services that the company provides and the prices applicable for the
services and of client data regarding the basic information, type of business enterprise,
services to be availed and the prices applicable for the said client.
3. Allows automatic generation of billing statement.

12
 4. Allows the modification of the prices of the services and the editing of the users
accounts.
Despite that the proposed system is upgraded compared to their old one, there are
limitations that the group were not able to tap into. This system will still need human
intervention in the form of encoding data such as paid balances, unpaid balances, date of
payments, etc. It still needs to be upgraded in the form of a higher level of automation through
real time storing and processing of data and information. Currently, the system will still need the
manual entering of data for database to be updated.

Another limitation of this proposed system is that it is not available in handheld gadgets
like mobile phones and tablets. Fast growing companies nowadays choose to have a
technological platform to help them improve their efficiency and effectivity in their day to day
transactions. Having this system to be connected and accessed through the handheld gadgets of
the users would make the payment system faster, more efficient and more effective.

13
 USER INTERFACE

Figure 1
Registration Module

Figure 1 shows the Registration module that enables the user to login into their account to
access the program.

14
 Figure 2
Home Module

Figure 2 shows the Home module that enables the user to choose the action
needed to be done for updating current data and generating information. The Home
module contains a calendar indicator, time indicator, a note of newly added clients and a
reminder box of client payment dues.

15
 Figure 3
Client Accounts Module

Figure 3 shows the Client Accounts module that enables the input and modification of
client data regarding the basic information, type of business enterprise and services to be availed
and displays the prices applicable for the said client.

16
 Figure 3.1
Add New Clients Data

Figure 3.1 allows the user to input the new clients data regarding the basic information,
type of business enterprise and services to be availed and shows the prices applicable for the said
client.

17
 Figure 3.2 and Figure 3.3
Search for Existing Clients and View/Edit/ Delete Existing Clients Data

18
 Figures 3.2 and 3.3 allows the user to search and view, edit or delete existing clients data
regarding the basic information, type of business enterprise, services availed of and previous
services paid.

Figure 3.4
History Payments

Figure 3.4 shows the History Payments page that allows the user to view the services availed of,
the period when the services were rendered, the amount paid by the client for the services
rendered and the date of payment.

19
 Figure 4
Generate Statement Module

Figure 4 shows the Generate Statement module that allows the user to generate the
companys billing statement to be sent to the clients for payment settlement.

20
 Figure 5
Update Payment Module

Figure 5 shows the Update Payment module allows the user to update the record of
services that are already paid and not yet paid by the customers and to see the balances not yet
paid by the customers.

21
 Figure 6
Client Accounts Settings

Figure 6 shows the Client Accounts Settings that allows the user to modify the price
settings, to add new accounts, edit current existing accounts, and to logout of his/her account.

22
 Figure 7
Price Settings

Figure 7 shows the Price Settings page that allows the user to modify the prices of the
services it offers to their clients.

23
 Figure 8
Add User Account

Figure 8 shows the Add User Account page that allows the user to add new accounts for
new employees.

24
 Figure 9
Edit User Account

Figure 9 shows the Edit User Account page that allows the user to edit his/her information such
as name, address, contact number, email and password on his/her account.

25
 Figure 10
Logout

Figure 10 shows the Logout page that allows the user to logout his/her account

26
 CURRICULUM VITAE

ANDREA MARIE S. BERCASIO

Block 5 Lot 1 Phase 4 Greenwich St. corner Lyndon St.
Vermont Park Exec.Village Mayamot Antipolo City, Rizal
Contact Number: 0928-729-7483/0916-593-9662
E-mail: andreamariebercasio@gmail.com

GENERAL INFORMATION

A person who is genuinely willing to learn, to explore, to share and accept challenges that will
mold and prepare me to be successful in my chosen career. A hard worker, willing to invest time and
effort for the training, which can be used for the benefit of the company.

CAREER OBJECTIVES

Full-time position in a corporation which offers a professional working environment and enabling
me to grow while meeting the corporation's goals.
To use my skills and education to contribute towards the development of the company.
EDUCATIONAL ATTAINMENT

Tertiary
Course & Major : Bachelor of Science in Accountancy
Institute/ University : Chiang Kai Shek College
Year Attended : 2017-Present

Course & Major : Bachelor of Science in Accountancy

Institute/ University : University of Santo Tomas
Year Attended : 2015-2017

Secondary
School : St. Scholasticas Academy - Marikina
Address : 2 West Drive, Marikina Heights, Marikina City
Year Attended : 2011-2015

PERSONAL INFORMATION

Age: 18 Place of Birth: Dela Paz, Pasig City

Gender: Female Height: 50
Civil Status: Single Weight: 50 kg.
Date of Birth: November 30, 1998
SKILLS AND INTERESTS

A. Skills

27
 Willing to undergo Training
Computer Literate
Ability to communicate articulately with people
Resourceful and can work under pressure
B. Software Proficiency

Operating Systems : Windows, iOS

Proficient in Microsoft Office : MS Word, MS Excel, MS PowerPoint

SEMINARS ATTENDED AND OTHER STUDIES

John Robert Powers

Level 1 - Personality Development Program
June 2017

AFFILIATIONS

Junior Philippine Institute of Accountants Junior Philippine Institute of Accountants

University of Santo Tomas Chiang Kai Shek College
Member Member
2015-2017 2017-Present

REFERENCE

Available upon request

DENISE DOMINIQUE C. CHUA

2115 Dr. M. Carreon St. Sta. Ana, Manila
Contact Number: 0933-687-0092
E-mail: decastro.dc81@gmail.com

28
GENERAL INFORMATION

An individual who is pursuing personal experience and professional growth. A person willing to
accept challenges and willing to solve it efficiently and effectively. I am going to improve myself for the
personal growth and professional development of the company.

CAREER OBJECTIVES

To apply my skills and my acquired knowledge

To solve any problem that the companys faces financially
To improve the condition of the company
EDUCATIONAL ATTAINMENT

Tertiary
Course & Major : Bachelor of Science in Accounting Technology
Institute/ University : Chiang Kai Shek College
Year Attended : 2015-Present

Secondary
School : Paco Citizen Academy Foundation
Address : 46-50 Paz St. Paco, Manila
Year Attended : 2013-2015

School : St. Peter the Apostle School

Address : 1260 Quirino Avenue Paco, Manila
Year Attended : 2011-2013

PERSONAL INFORMATION

Age: 18 Place of Birth:

Gender: Female Height: 54
Civil Status: Single Weight: 48kg
Date of Birth:

SKILLS AND INTERESTS

A. Skills

Can speak English and Mandarin fluently

Computer Literate
Can solve problems logically
B. Software Proficiency

Operating Systems : Windows

Proficient in Microsoft Office : MS Word, MS Excel, MS Powerpoint

SEMINARS ATTENDED

29
 Seminar : Lets Make Smores Memories
Date Attended : July 7, 2017

Seminar : How to become a CEO at 22

Date Attended : August 10, 2016

AFFILIATION

Junior Philippine Institute of Accountants

Chiang Kai Shek College
Member
2015-Present

REFERENCE

Available upon request.

EMMANUEL A. HONG
Block 4 Lot 7 Villa Conception Townhomes
Congressional Avenue Project 8, Quezon City
Contact Number: 0905-565-0788
E-mail: emmanuelhong.eh@gmail.com

GENERAL INFORMATION

A person who is willing to acquire more knowledge, to improve his skills, and to gain more
experiences.

30
CAREER OBJECTIVES

To have challenging career with a progressive organization that provides an opportunity to utilize
my skills and education in the field of accountancy.
To have a position in the company that will give me opportunities for personal and professional
growth and advancement opportunities.
EDUCATIONAL ATTAINMENT

Tertiary
Course & Major : Bachelor of Science in Accounting Technology
Institute/ University : Chiang Kai Shek College
Year Attended : 2015-Present

Secondary
School : Philippine Pasay Chung Hua Academy
Address : 2269 A. Luna, Pasay City
Year Attended : 2011-2015

PERSONAL INFORMATION

Age: 19 Place of Birth: Binondo, Manila

Gender: Male Height: 58
Civil Status: Single Weight: 68kg
Date of Birth: December 1, 1997
SKILLS AND INTERESTS

A. Skills

Can speak English and Filipino fluently

Computer Literate
Able to handle stress and pressure
Has excellent time management
B. Software Proficiency

Operating Systems : Windows, iOS

Proficient in Microsoft Office : MS Word, MS Excel, MS Powerpoint

SEMINARS ATTENDED

Seminar : International Convention of Future Business Leaders

Date Attended : August 5, 2017

Seminar : Blogging 101

Date Attended : February 10, 2017

Seminar : How to Become CEO at 22

Date Attended : August 10, 2016

31
 Seminar : Expanding Your Career Opportunities: Seminar on Certified Management
Accountant Program, Institute of Management
Date Attended : August 22, 2015

AFFILIATION

Junior Philippine Institute of Accountants

Chiang Kai Shek College
Member
2015-Present

REFERENCE

Available upon request.

JASMINE MARIE M. NG CHEONG

1080 Reina Regente St. Binondo, Manila
Contact Number: 0925-322-5200
E-mail: jasminemarienc@gmail.com

GENERAL INFORMATION

A person who is willing to acquire more knowledge, to improve her skills, and to gain more
experiences.

CAREER OBJECTIVES

To have a position as an active employee, involving responsibility and working with others as a
team member to achieve advancement, growth and success for the company.
To seek ways in developing a successful career where my skills are effectively used to their full
potential.

32
EDUCATIONAL ATTAINMENT

Tertiary
Course & Major : Bachelor of Science in Accountancy
Institute/ University : Chiang Kai Shek College
Year Attended : 2015-Present

Secondary
School : Tiong Se Academy
Address : 708 Sta. Elena St. Binondo, Manila
Year Attended : 2011-2015

PERSONAL INFORMATION

Age: 18 Place of Birth: Binondo, Manila

Gender: Female Height: 52
Civil Status: Single Weight: 54kg
Date of Birth: February 25, 1999

SKILLS AND INTERESTS

A. Skills

Good oral communication skills in English, Filipino and Chinese

Computer Literate
Has strong aptitude to work under pressure
Has excellent time management
B. Software Proficiency

Operating Systems : Windows

Proficient in Microsoft Office : MS Word, MS Excel, MS Powerpoint

SEMINARS ATTENDED

Seminar : International Convention of Future Business Leaders

Date Attended : August 5, 2017

Seminar : BREAKOUT: Decoding the Clues of the Emerging Profession

Date Attended : March 11, 2017

Seminar : Blogging 101

Date Attended : February 10, 2017

Seminar : How to Become CEO at 22

Date Attended : August 10, 2016

33
 Seminar : SME: A Taxing Prospective
Date Attended : August 2, 2016

Seminar : Expanding Your Career Opportunities: Seminar on Certified Management

Accountant Program, Institute of Management
Date Attended : August 22, 2015

AFFILIATION

Junior Philippine Institute of Accountants

Chiang Kai Shek College
Member
2015-Present

REFERENCE

Available upon request.

LADYLAINE NICHOLE V. OGALESCO

102 Oriole Street Moonville Subdivision, Paraaque City
Contact Number: 0922-822-3258/822-32-58
E-mail: ladylaine.ogalesco@yahoo.com

GENERAL INFORMATION

A person who is adaptive, creative, responsible, result and purpose driven and a team player. A
hard worker, willing and open to learn more knowledge, develop more abilities and gain more
experiences.

CAREER OBJECTIVES

To seek for a challenging career in a positively growing organization to utilize and improve my
human, conceptual and technical skills in the field of Accounting.
To contribute for the betterment of a company that offers opportunities for personal and
professional growth.
EDUCATIONAL ATTAINMENT

34
 Tertiary
Course & Major : Bachelor of Science in Accountancy
Institute/ University : Chiang Kai Shek College
Year Attended : 2016-Present

Course & Major : Bachelor of Science in Bachelor of Science in Business Administration

Major in Marketing Management
Institute/ University : Chiang Kai Shek College
Year Attended : 2010-2015

Secondary
School : Chiang Kai Shek College
Address : 1274 Padre Algue St., Tondo, Manila
Year Attended : 2006-2010

PERSONAL INFORMATION

Age: 23 Place of Birth: Manila

Gender: Female Height: 52
Civil Status: Single Weight: 54kg
Date of Birth: October 20, 1993
WORK EXPERIENCE

Position : Bookkeeping Staff

Company : L.N. Vitug Bookkeeping Services
Conclusive Dates : March 2016 - Present
Roles and Duties : In charge of preparations for Annual Income Return filings
: In charge of semi-annual Reportorial Requirement filings
: In charge of monthly, quarterly & annual filings of all manual & eFPS BIR Forms

SKILLS AND INTERESTS

A. Skills

Able to handle client complaints and concerns

Good oral and written communication skills in English and Filipino
Computer Literate
Able to create and maintain relationships with individuals in the organization
B. Software Proficiency

Operating Systems : Windows

Proficient in Microsoft Office : MS Word, MS Excel, MS Powerpoint

AFFILIATION

Junior Philippine Institute of Accountants

Chiang Kai Shek College

35
 Member
2016-Present

REFERENCE

Available upon request.

BIBLIOGRAPHY

Why is technology important in business? (n.d.). Retrieved from https://www.oksbdc.org/why-is-

technology-important-in-business/

Floral Accounting Systems. (n.d.). Retrieved from http://www.floralaccountingsystems.com/

DOCUMENTATION
Photos of the Visit - August 30, 2017

L.N. Vitug Bookkeeping Services Office

36
Development of the paper - October 13, 2017

CKS College Library

37
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