Other Support Entities
Business Ownerships Types
Objective
This screen contains the different Business Ownership Types such as Government, Individual, Corporation, etc. For example, they can be used for Customers and Vendors.
Navigation
Admin ► Support Entities ► Other Support Entities ► Bussiness Ownership Types
Business Ownership Type screen fields
Field | Description |
ID | Unique numeric code for Business Ownership Type. |
Active | If unchecked, the Business Ownership Type cannot be used in new transactions and would be for reference purpose only. |
Abbreviation | Shortened form of a specific Business Ownership Type. |
Description | Short description of the Business Ownership Type. |
Document Section
Overview Document Sections entity contains the different sections that each document can have. In Procurement for instance Document Sections can be:Vendor Requisites, Legislation, Vendor Instructions, Overview, Communication Logistic, etc.
Navigation Admin ► Support Entities ► Other Support Entities ► Document Sections
Document Section screen fields and tab
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Attachment
Overview
An attachment is the physical file document within the database used by the end user for thier specified purpose.
Field | Description |
Id | Unique auto-generated numeric code |
Order | Order related to the section |
| Attachment Classification | This feature slows user to select the document file format from the drop-down button. |
Title | Title of the Document |
Description | Description of the document attached |
Attachment | Browse the required attachment. |
Date Time | Date and Time when the document section was created |
| Date | It allows to pick the attachment date from date picker feature. |
User | Users name who created the document section |
Attachment Language | The country-specific language used in the attachment |
Guarantee Type
Overview Guarantee Type contains the central repository of the different Types of Guarantees used throughout the System such as Bid Bond, Advance Payment Bond, Performance Bond, Warranty Obligations, etc. For instance, they can be used in the Contract Management Module
Navigation Admin►Support Entities►Other Support Entities ► Guarantee Types
Guarantee Type screen fields
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Not Posted Reason
Overview
This screen contains a list of reasons (e.g. waiting for approval, funds not available, insufficient documentation) that can be used to explain why a transaction has been “temp-saved” and has thus not been posted.
Navigation
Admin ► Support Entities ► Other Support Entities ► Not Posted Reasons
Not Posted Reason screen Fields
Field | Description |
ID | Unique identification code of the Not Posted Reason. This code is system generated and is non-editable. |
Active | Indicates if the Not Posted Reason is active or not. By default, this value is true. If this value is changed to false, the Not Posted Reason won’t be listed as a select option and it will remain for reference purposes only. |
Description | Brief description of the Not Posted Reason. |
Other Stakeholder
Overview
Contains the list of people who are not internal or external users but they are related with processes within the system. For instance, people who are working in donor institutions (United Nations, World Bank) or even people who work inside the Government Institution but are not users of the system and they can be related to procurement process for instance.
Admin ► Support Entities ► Other Support Entities ► Other Stakeholders
Other Stakeholder screen Fields and tab
Field | Description |
Id | Unique auto-generated numeric code for "Other Stakeholder". |
Name | Name of the Other Shareholder. |
Institution Name | Name of the Institution related with Other Stakeholder. |
Country | Country where the other stakeholder is located. |
Preferred Language | Stakeholders preferred langauge for correspondence. |
Reference | Brief reference of the Other stakeholder. |
Active | If not checked - such Stakeholder can’t be selected again and it will remain for reference purposes only. |
Addresses Tab | Address/es of the Other Stakeholder is added from this tab. |
Contacts Tab | Contact/s of the Other Stakeholder is added from this tab. |
Address
Overview
Information regarding address of Other Stakeholders is mentioned in this tab.
Address tab field description
Field | Description |
Is Main? | Whether the address mentioned in the main address is specified in this field. |
Region | The region where the address is located is mentioned in this field. |
| Country | Country Name for the address is used. It allows to select from the drop-down list. |
Address Type | Whether the address is of office, home or it is unknown, is selected in this field. |
Address | The address is mentioned in this field. |
Zip code | The zip code of the said address. |
Contact
Overview
Contact/s of the employee of different entities is mentioned in this tab.
Contact Tab screen Field description
Field | Description |
Is Main? | Whether the contact mentioned is the main contact, is specified in this field. |
Contact Type | Whether the type of Contact is electronic mail, fax, phone, is selected in this field. |
Contact Location Type | Whether the contact location type is Home, Office or Unknown is selected in this field. |
Contact Value | The contact value is mentioned in this field. |
Description | Description of the contact is made in this field. |
Attachment Classification
Overview
This feature is a configurable classification that can be used to useful while uploading documents to the system. Also, is used for attachment validations while transitioning on specific workflow configurations and transitions.
Navigation
Admin ► Support Entities ► Other Support Entities ► Attachment Classification
Attachment Classification screen Fields
| Fields | Description |
| Id | Unique auto-generated numeric code. |
| Origin | It is used for inactivating the Classification type. The default value is true. |
| Active | To indicate if the Module is Active or Restrictive. True = 'Active', False= 'Restrictive' The Default value is True. Modifiable attribute by the user. |
| File Type | Country specifies Language used. |
| Name | Name of the Project. |
| Description | Short description of the Attachment Classification. |
Attachment File Type
Overview
Attachment File Type screen allows the Central functional Administrator to configure the types of attachments that are allowed to be attached to the various transactions. Once configured the system validates the attachments when users upload them. If the attachment type is not specified in this screen, the system does not allow users to attach the attachment.
Navigation
Admin ► Support Entities ► Other Support Entities ► Attachment File Types
Attachment File Type Screen fields
Field | Description |
Allowed Extension | Parameter for extension attachment file type |
Active | Indicates if the File type is active or not. By default, this value is true. If this value is changed to false, the File Type won’t be listed as a select option and it remains for reference purposes only. |
Description | Short description of the Title |
Created On | Date of the attachment file type creation |
Created By | Username of the employee, who created attachment file type |
Colour
Overview
This function contains the catalogue of Colour. Users can configure the colors in which data is represented within the system.
Navigation
Admin ► Support Entities ► Other Support Entities ► Colour
Colour Screen fields
Field | Description |
| Id | Unique Id for the color. |
Colour Code | Colour Code, example #000000 code for black. |
Description | Colour Description or name, example Black. |
Construction Type
Overview
Allows users to register values for the Construction Type catalogue.
Navigation
Admin ► Support Entities ► Other Support Entities ► Construction Type
Construction Type screen Fields
Field | Description |
Id | System generated unique id |
Active | If checked then it is true by default in the system. |
Name | Name of the Construction Type. |
GL Configuration
Overview
GL Configuration is the screen to configure for each Multi Fund Element if the Multi Fund parameter is enabled if the parameter false, need to configure this screen with empty fund element. With the Coding block or Coding block expression. This screen is used in the Process of Closure of the Fiscal Year.
Navigation
Admin ► Support Entities ► Other Support Entities ► GL Configuration
GL Configuration screen Fields
Field | Description |
Fiscal year | Default Current Fiscal year |
Multi-Fund Element | Multi-Fund Element of the Chart of Account. |
UACS | PARTIAL Coding Block, COA Group with attribute 'Budget Execution' is True. |
GL Configuration | Exchange Gain, Exchange Loss, Exchange Gain & Loss, Retained Earnings. |
Active | True by default. When users switch this to false, then such GL Configuration can´t be used in Process. |
Goods Rejection/Return Reason
Overview
Goods Rejection/Return Reason is a support entity which is used in GRN for rejection or return reason.
Navigation
Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reason
Goods Rejection/ Return Reason screen Fields
| Fields | Description |
| Id | System generated and user cannot change |
| Active | Flag indicating if the Rejection/Return Reason is active or not. If this value is changed to false, such Rejection Reason can’t be selected again and it will remain for references purposes only. True by default. |
| Abbreviation | Abbreviation of the Rejection/Return Reason |
| Description | Detailed description of the Rejection/Return Reason |
Goods Rejection/Return Reason
Overview
Goods Rejection/Return Reason is a support entity which is used in GRN for rejection or return reason.
Navigation
Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reason
Goods Rejection/ Return Reason screen Fields
| Fields | Description |
| Id | System generated and user cannot change |
| Active | Flag indicating if the Rejection/Return Reason is active or not. If this value is changed to false, such Rejection Reason can’t be selected again and it will remain for references purposes only. True by default. |
| Language | Language use to enter Abbreviation and Description. |
| Abbreviation | Abbreviation of the Rejection/Return Reason |
| Description | Detailed description of the Rejection/Return Reason |
Project
Overview This screen allows the ability to organize Projects in use, create, modify or delete current Projects.
Navigation Admin ► Support Entities ► Other Support Entities ► Projects
Project screen Fields and tab
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Attachments
Overview
Information regarding Project is added from this tab.
Attachments screen Fields
Fields | Description |
Id | Whole number code is entered in this field. |
| Attachment Classification | It allows to select the attachment file format from the drop-down list. |
Title | Title of the Project information is added in this field. |
Description | Description of the information is added in this field. |
| Attachment | Browse the required attachment. |
| Date Time | Date and Time when the document section was created. |
| Date | It allows the user to select the date for the attachment from the date picker. |
| User | Users name who created the document section. |
Region
Overview
The Regions screen contains the central repository for all of the regions used throughout the system. The use of regions may vary from one country to another, in most cases it denotes grouping of districts or provinces (north, south, eastern coast, central region, capital city, etc.). But will be subject to country specific configuration.
For details regarding the region click the underlying link below.
Purchasing Policy
Overview
Different types of Purchasing Policies can be defined by using this entity.
Navigation
Admin ► Support Entities ► Other Support Entities ► Purchasing Policy
Purchasing Policy Screen Fields
Field | Description |
Id | Unique identification code of Purchasing Policy. |
Origin | Indicates how the Purchasing Policy is created in the system. Possible values are Manual and Data Import. It is automatically populated by the system and user can not change it. |
Active | Indicates if the Purchasing Policy is active or not. By default is always True. |
All Institution Allowed | Indicates if all institutions are allowed to use the policy. Default value is TRUE. |
Language | Country specific language to enter the name and description. |
| Name | Name of the Purchasing Policy. |
Description | Broad description about the policy. |
Institution Tab | This is a lookup to select allowed list of Institutions. |
Purchasing Vehicle
Purchasing Vehicle
Overview
It will define the specific requisites needed in each type of purchase.
Navigation
The Purchasing Vehicle screen includes the following fields:
| Fields | Description |
| Id | Unique Code that identifies the Purchasing Vehicle in the system. |
| Minimum Order Amount | Minimum amount in the defalut local currency to be taken in account in the Purchasing Vehicle range. |
| Maximum Order Amount | Maximum amount in the defalut local currency to be taken in account in the Purchasing Vehicle range. |
| Requisition Print Form | It specifies the Purchase Requisition form to be printed in FreeBalance Accountability Suite. |
| Purchase Order Print Form | It specifies the Purchase Order form to be printed in FreeBalance Accountability Suite. |
| Period for Response | It is the number of days that the RFP Information Form will be available to receive reponses from the vendors. |
| Minimum Number of Bids | It is the minimum number of RFP Responses that will be required in the RFP Information Form. |
| Effective Date | This attribute represents the Date when the Purchasing Vehicle starts to be valid. |
| Language | Language to register the Purchasing Vehicle information. |
| Abbreviation | A Short description of Purchasing Vehicle. |
| Description | Complete Description of the Purchasing Vehicle. |
| Additional Info | Extra information of the Purchasing Vehicle. |
| Credit Card Allowed? | If true, allows purchase orders in FreeBalance Accountability Suite to be paid by credit card. If false, credit card payments for this Purchasing Vehicle will not be allowed. |
| BPO Applicable? |
If true, this purchasing vehicle can be used in purchase requisitions and purchase orders which refer to a Blanket Purchase Order.
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| Active |
Default will be True. If the user switches it to inactive, the Purchasing Vehicle cannot be used any more and it would be there for references purposes. |
| Response Upload? | If checked, indicates if the Vendor Responses (bids) must or must not include attachments with the Vendor bid. |
| Apply Spending Limit |
If checked, the user cannot exceed the spending limit value of purchasing. If unchecked, the user can enter any value for purchasing. Default is False. |
| Communication Method | A collection of 1 or more communication method assigned to the Purchasing Vehicle. The available options may be email, phone, etc. |
| Validation Rules | The Purchasing Vehicle can have a collection of 0 or more vendor validation rules. |
Purchasing Vehicles
Overview
Purchasing Vehicle screen defines the specific requisites needed in each type of purchase. Examples of Purchasing Vehicle are: Local Purchase Order, Tendering, and Request for Quotation, etc.
Navigation
Admin ► Support Entities ► Other Support Entities ► Purchasing Vehicles
Purchasing Vehicle Screen Fields and Tab
Fields | Definitions |
| ID | Unique identification code of Purchasing Vehicle. |
Minimum Order Amount | Minimum amount in the default local currency to be taken in account in the Purchasing Vehicle range. |
Maximum Order Amount | Maximum amount in the default local currency to be taken in account in the Purchasing Vehicle range. |
Requisition Print Form | It specifies the Purchase Requisition form to be printed in FreeBalance Classic Application. |
Purchase Order Print Form | It specifies the Purchase Order form to be printed in FreeBalance Classic Application. |
Minimum Number of Bids | It is the minimum number responses that will be required. |
Effective Date | It represents the date when the Purchasing Vehicle starts to be valid. |
Language | Country specific Language as chosen. |
| Abbreviation | Purchasing Vehicle short description. |
Description | Explanation of Purchasing Vehicles use and purpose. |
Additional Information | Extra information of the purchasing vehicle. |
| Estimated Bid Opening Date | Represents the number of days to open bids after period of response has reached. |
| Estimated Bid Evaluation Date | Represents the number of days to evaluate bids after estimated bid opening date has reached. |
| Estimated Awarding Date | Represents the number of days to award bids after estimated bid evaluation date has reached. |
| Estimated Contract Signing Date | Represents the number of days to sign PO or contract after estimated awarding date has reached. |
| Allow Document and bid suspension | Used to allow suspensions over procurement documents and Bid Evaluation Processes. |
Credit Card Allowed? | If true, this Purchase Vehicle allows purchase orders to be paid by credit card. If false, credit card payments will not be allowed. |
BPO Applicable? | If true, this purchasing vehicle can be used in purchase requisitions and purchase orders which refer to a Blanket Purchase Order. |
Active | If false, the Purchase Vehicle cannot be used anymore and it would be there for reference purposes. |
Response Upload? | If unchecked then it is by default false. |
Apply Spending Limit? | If unchecked then it is by default false. |
| Allows Objections? | Indicates that the vehicle accepts receiving objections for the published Procurement document information. |
| Restrict Spending Limit? | Default is False. This attribute is used only if parameter 'Apply Expenditure Limit on Purchase Requisition' is TRUE. |
| Apply Tolerance Percentage On Awarded Amount? | Used to apply the maximum increment percentage when awarding over the "ESTIMATED" price for the PR or PD. |
| Mandatory To Add Short Listed Vendors In Procurement Process | Used to enforce users to register a short list of vendor when creating a new Procurement Process. |
| Mandatory Commitment Creation | Used to enforce the system to create or stop the commitment creation when a Purchasing requisition has change to approve. |
| Mandatory Reference To Purchasing Plan | Used to enforce user to enter a reference value when creating new Purchasing Plan. |
| Allow Use Same Purchasing Planning Reference For Different Requisitions? | Allows users to use same reference number to purchasing plan in many different Purchasing requisitions. |
| Allow To Receive Bids From Not Short Listed Or Sourced Vendors? | Used to allow receiving bids form Vendor that were not added to the original short listed vendors or suggested vendors. |
| Allow Use Complementary Purchase Order? | This field identifies whether the purchase order type allows the use of additional purchase order, by default = ‘false’. |
| Allow Use Re-Awarding Purchase Order? | Field identifies whether the purchase order type allows the use of Re-Awarding Purchase Order, by default = ‘false’. |
| Mandatory Purchasing Vehicle Usage Justification | Used to enforce users to register a Purchasing vehicle usage justification when creating documents related to PV. |
| Purchasing Vehicle Rfp Period For Questions Or Objections | It is the number of days that the RFP Information Form will be available to receive reponses from the vendors. |
| Minimum Short Listed Vendors | Minimum short listed vendors to be entered into a Procurement process. Default is 0. |
| Waiting days After Planing Lines Are Approved | Calendar days that represents the waiting days in order to user a new planning line when using a specific purchasing vehicle entry. |
| Maximum Percentage Updating Original Period For Responses | Represent the maximum number of calendar days up to a Procurement document can be modified into a future date based in original “Publishing date” from Procurement document. |
| Maximum Tolerance Percentage Awarding Limit | Represents the percentage over the maximum amount that can be paid in a Procurement document for a specific Purchasing Vehicle. |
| Purchasing Policy | Relate the purchasing vehicle to a specific law or policy from where the vehicle belongs to. |
Communication Method Tab | The Communication Method associated with the purchase. |
Validation Rules Tab | The tab associated with the validation rule of the vehicle. |
Validation Rules
The Validation Rule screen contains the catalogue of validation rules that vendors must comply to be able to participate in procurement events.The tab associated with the validation rule of the vehicle
Validation Rules screen Fields
Field | Description |
Vendor Rules | The Vendor Rule associated with purchasing vehicle. |
Races
Overview
This entity is used to define all the different type of Races.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Races
Races Screen Fields
Field | Description |
Code | Unique identifier. Automatically generated by the system. |
| Active | Indicates if the Races is active and can be used. |
Language | Language as chosen to enter description. |
Name | Name of the Race. |
Raw Material
Overview
A raw material is a basic material used in the production of goods or finished products
Navigation
Admin ► Support Entities ► Other Support Entities ► Raw Material
Raw Material screen Fields
Field | Description |
Id | System generated unique id. |
Active | If checked then it is true by default in the system. |
Name | Name of the Raw material. |
Title
Overview
A title is to signify an official position of a person, and it's often used with a contact. The same contact can have the different title in a different situation, for example, a contact as a vendor uses the title "Strategic Accounts", and as a customer uses the title "Product Manager".
Navigation
Admin ► Support Entities ► Other Support Entities ► Titles
Title screen Fields
Field | Description |
ID | Unique identification code of the Title. This code is system generated and is non-editable |
Active | Indicates if the Title is active or not. By default, this value is true. If this value is changed to false, the Title won’t be listed as a select option and it will remain for reference purposes only |
Description | Brief description of the Title |
Type Of Biological Goods
Overview
This entity is used to define all the types of Biological Goods.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Biological Goods
Type Of Biological Goods Screen Fields
Field | Description |
Code | Unique identifier. Automatically generated by the system. |
| Active | Indicates if the Type Of Biological Goods is active and can be used. |
Language | Language as chosen to enter description. |
Name | Name of the Type Of Biological Goods. |
Type Of Categories Of Weapons
Overview
This entity is used to define all type category of weapons.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Categories Of Weapons
Type Of Categories Of Weapons Screen Fields
Field | Description |
Code | Unique identifier. Automatically generated by the system. |
Active | Indicates if the Type Of Categories Of Weapons is active and can be used |
Name | Name of the Type Of Categories Of Weapons |
Type Of Configuration
Overview
This entity contains the different types of configuration that a machine can have.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Configuration
Type Of Configuaration Screen Fields
Field | Description |
Code | System generated unique identifier |
Active | Indicates if the Type Of Configuration is active and can be used |
Name | Name of the Type Of Configuration. |
Type Of Technique
Overview
This entity is used to define all the types of Technique.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Technique
Type Of Weapons Screen Fields
Field | Description |
Code | Unique identifier. Automatically generated by the system. |
| Active | Indicates if the Type Of Technique is active and can be used. |
Language | Language as chosen to enter description. |
Name | Name of the Type Of Technique. |
Type Of Weapons
Overview
This entity is used to define all the Types of Weapons.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Weapons
Type Of Weapons Screen Fields
Field | Description |
ID | Unique identifier. Automatically generated by the system. |
| Active | Indicates if the Type Of Weapons is active and can be used. |
Name | Name of the Type Of Weapons. |
Vehicle Fuel Type
Overview
The type of fuel used in vehicle, also users can add additional entries to indicate another Fuel Type.
Navigation
Admin ► Support Entities ► Other Support Entities ► Vehicle Fuel Types
Vehicle Fuel Type screen Fields
Field | Description |
Default Measure Unit | Indicates the default unit of measure used to determine how the fuel should be measured in terms of fuel usage, fuel max tank load etc. |
Abbreviation | Abbreviation of the Vehicle Fuel Type. |
Description | Short Description of the Vehicle Fuel Type. |
Vehicle Measure Type
Overview
Vehicle Measure Type will be used for the proper manage and registry of specific ways of measure Fuel sizing and Distance ran by a vehicle
Navigation
Admin ► Support Entities ► Other Support Entities ► Vehicle Measure Types
Vehicle Measure Type screen Fields
Field | Description |
Code | System generated unique code |
Measure Type | Users select the measure type associated to the vehicle measure type. |
Active | If true, the type is active |
Is Default | If checked, the type is the default one. |
Conversation Value to Default Unit | Unit value for conversion |
Abbreviation | Abbreviation of the vehicle measure type. |
Description | Description of the vehicle measure type. |
Goods Rejection/Return Reason
Overview
Objective of this function is to create details goods rejection reason that can be used when a goods or inventory is rejected. Users use to describe the reason behind the rejection so that it is easily understandable. Users need to ensure the ID, Abbreviation and Description field before finishing the task.
Navigation
Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reasons
Goods Rejection/Return Reason Screen Fields
| Field | Description |
Id | Unique identification code of Goods Rejection/Return Reason. This field is automatically updated by system. Users can not change this value. |
Active | Flag indicating if the delivery mode is active or not. If this value is changed to false, such delivery mode can’t be selected again and it will remain for references purposes only. Default value is True. |
Language | Country Specific language used to describe the Goods Rejection/Return Reason. Users can select language from the dropdown list. |
Abbreviation | Abbreviation of the Goods Rejection/Return Reason is mentioned in this field. It is mandatory field. |
Description | Description of the Goods Rejection/Return Reason. It is mandatory field. |