Budget Preparation Guide Step-by-Step PPMP & Budget Submission Process
Complete guide for office staff on the budget preparation cycle from PPMP submission to consolidated report.
How to Use This Guide
This guide walks each office through the complete budget preparation cycle — from PPMP submission to consolidated budget report. Follow each step in order.
1
Prepare Your PPMP (Project Procurement Management Plan)
Instructions:
- Each office prepares their Annual Procurement Plan (APP/PPMP)
- List all planned procurements for FY 2026
- Include: Item description, quantity, estimated unit cost, total cost, mode of procurement, schedule
- Submit PPMP to BAC (Bids and Awards Committee) for review
Status Flow: Office Focal Person prepares → Department Head signs → Submit to BAC
Where in DBATIS
Go to Budget Submissions
2
Submit Office Budget Accounts
Instructions:
- Go to Operations → Budget Submissions
- Click "New Submission"
- Select your Office
- Select Fiscal Year (2026) and Budget Type (PROPOSED)
- Add line items grouped by expense class:
- PS Personal Services: Salaries, PERA, Allowances, Benefits, Government Contributions
- MOOE Maintenance & Other Operating Expenses: Travel, Training, Supplies, Fuel, Utilities, Communications, Repairs, Professional Services
- CO Capital Outlay: Equipment, Vehicles, IT Equipment, Furniture, Infrastructure
- For each line item: Select Account from Chart of Accounts, enter Proposed Amount, add Justification
- Click "Save as Draft" first, review, then click "Submit"
Status Flow:
DRAFT →
SUBMITTED →
UNDER REVIEW →
APPROVED / RETURNED
Where in DBATIS
New Submission
Who:
Office Focal Person / Department Staff
3
Budget Office Reviews All Submissions
Instructions:
- The Municipal Budget Officer reviews each office submission
- Check if amounts align with AIP (Annual Investment Plan), PPMP, and DBM ceilings
- May adjust amounts or return to office for revision
- Add remarks for any adjustments
Where in DBATIS
Filter by Status: SUBMITTED
Role:
Budget Officer / MBO Staff
4
Follow Up on Pending Items
Instructions:
- Use the Follow-ups & Remarks module to track deficiencies
- Common issues:
- Missing attachments
- Wrong account code
- No justification
- Exceeds ceiling
- Click "New Follow-up" to create a tracking item
- Click "Update" button to add remarks instantly (pindoton mo update dayon)
- Track which offices have submitted and which are still pending
Where in DBATIS
Go to Follow-ups
5
Queue Flow — Track Processing Status
Instructions:
- Every submitted budget goes through the queue flow
- Stages:
CREATED → RECEIVED → QUEUED → UP NEXT → NOW PROCESSING → FOR SIGNATURE → FOR REVIEW → FORWARDED → COMPLETED
- The system notifies the office when their submission is "Up Next" or "Now Processing"
- Staff can advance transactions with one click and add remarks
- Works like bank queuing — you see who's being served and who's next
Where in DBATIS
Go to Queue Flow
6
Check Your Office Ledger & Journal
Instructions:
- Office Ledger: View all your accounts with Allotment, Obligations, Disbursements, and Available Balance
- Office Journal: View all journal entries posted against your office
- Use these to verify your budget data before consolidation
7
View Consolidated Budget Report
Instructions:
- The Budget Office generates the Master Consolidated Budget
- Format: Account/Expenditure items as ROWS, all 23 offices as COLUMNS, with TOTAL column
- Grouped by:
- A. Personal Services (PS)
- B. Maintenance & Other Operating Expenses (MOOE)
- C. Capital Outlay (CO)
- D. Special Purpose Expenditures (SPE)
- Each section shows subtotals, and the last row shows GRAND TOTAL
- Can be exported to Excel or printed
8
Generate Final Reports
Available Reports:
- Consolidated Budget Report (all offices, all accounts)
- Per-Office Budget Summary
- Per-Account Rundown
- Budget Submission Tracking
- Pending/Returned Submissions Report
Quick Reference: Complete Budget Workflow
Office PPMP
Budget Submission
Budget Review
Queue Processing
Approval/Return
Ledger Update
Journal Posting
Consolidation Report
Account Rundown
Final Print
| Step | Module | Path | Who |
|---|---|---|---|
| 1-2 | Budget Submissions | /operations/budget-submissions |
Office Focal Person |
| 3 | Budget Review | /operations/budget-submissions (filter: SUBMITTED) |
Budget Officer |
| 4 | Follow-ups | /operations/follow-ups |
Follow-up Officer |
| 5 | Queue Flow | /operations/queue-flow |
All Staff |
| 6 | Ledger / Journal | /operations/office-ledger, /operations/office-journal |
Office Staff |
| 7 | Consolidation | /operations/consolidation |
Budget Officer |
| 8 | Account Rundown | /operations/account-rundown |
Management |