Overview
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Budgeting & Appropriations ► Support Entities ► Budget Control Type
Budget Control Type Screen Fields
Fields | Description |
Code | Depending on the Appropriations Parameters, this ID can be system generated or entered manually as defined in the appropriations parameters. |
Language | Country Specific Language |
Name | User defined Budget Control Name |
Description | Description of the Budget Control |
CoA Group | To link the control with a predefined COA Group |
Period Level | To link the Budget Control Type with predefined Period Level (such as Monthly, Quarterly, etc.) which will be used for Budget Distribution. When the Budget Control is created, the system should validate if a fiscal period for the Budget Control year that is linked to the selected Period Level exists, otherwise, the system will not allow to save the Budget Control. |
Tolerance Percentage | Default is Zero, this percentage will be the ceiling of the tolerance amount or percentage used in Budget Controls, the user will not be allowed to exceed this percentage in Budget Controls |
Sort Seq | This will allow user to indicate how this list should be display (order). |
Allow To Exceed | To define the Default value of the Exceed Flag when the budget control is created |
Roll Up From | This attribute is used to build the hierarchy of the Budget Controls, the user will select the Child Budget Control which will be controlled by the current control. If this field is empty then the current control is the lowest level. |
Validated By Foreign Currency | Default is No. To indicate if the foreign amount is the one to be used for control when a transaction is posted. |
Budget Distribution Control | Default as per ‘Default Budget Distribution Control’ in Appropriations Parameters. To indicate if the Budget Control should be at the total amount level or at the distributed amount level |
Cash Management Level | FALSE by default. This will set the level at which Cash Plan will be managed. Such Budget Control Type should have Budget Distribution Control by fiscal period. |
Main Budget | Default is Yes. When it is Main, then it will work as always. Only one Budget Control type can be Main when two or more roll up to the same Budget Control Type. |
Is Used to Create Manual Budgets | Default is Yes. Any other type like the one associated with GL CoA group for example, will have false and will not be used to create budget controls. |
Is Used to Create Manual Budget Control Update Voucher | Default is Yes. if this will have false and will not be created manual BCUV for the Type Update. |
Is Used to Create Manual Budget Transfer Voucher | Default is Yes. if this will have false and will not be created manual BCUV for the Type Transfer. |
Is Used to Create Manual Budget Redistributions | Default is Yes. if this will have false and will not be created Manual Budget Redistribution |
Is Used to Create Manual Cash Planning Voucher | Default value True. If this has False cannot create Manual Cash Planning Voucher |
Is Used to Create Virement | Default Value "FALSE" |
Is Used to Control Commitment/Obligation | Default value is TRUE. When false the system will not post or control commitment or obligation generating transactions against the budget control. |
Active | Default = 'TRUE' |
Criteria to Define Allow to Exceed | Default None. When this is different to No, system should use Criteria Definition to set the Allow to Exceed value, of the Budget Control being created and its Parents Budget Controls. |
Quota Type | Default value: NULL If is NULL, BC formulas and validations applied as usual. |
Objective
Obligation Type is a catalogue that clients can configure as per specific needs of grouping information. Obligation types are a mandatory component of every Obligation created in the system. The type allows for easy characterization between obligations which also helps when searching for different obligations.
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Budgeting & Appropriation ► Support Entities ► Obligation Type
Obligation Type screen Fields
Field | Description |
Application Id | Depending on the Appropriations Parameters, this Code can be system generated or entered manually as defined in the appropriations parameters. |
Active | If users switch this to False, then this Obligation Type cannot be selected anymore. |
Language | Language use to enter name and description. |
Name | User defined Obligation Type Name. |
Description | General description and objectives of the Obligation Type. |
Objective
The Objective of this entity is to configure the rule to generate Budget Control Update Voucher ID. When a Budget Control Update Voucher is created the generated ID will be as per the Budget Control Update Voucher Number Configuration.
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Budgeting & Appropriation ► Support Entities ► Budget Control Update Voucher Number Configuration
Budget Control Update Voucher Number Configuration Screen Fields
Field | Description |
Id | System generated unique identification code. |
Budget Control Type | Combo Box to select the Budget Control Type from the Budget Control Types list. |
Voucher Type | Voucher Type: |
Fiscal Year | Fiscal year of the Budget control update voucher. Default is the current fiscal year. |
Institution | Institution where is budget control update voucher applicable. |
Next Correlative Number | The begining number of the number series. |
Prefix Code | Prefix Code of the Budget Control Type. |
Overview
The purpose of this function and its sub-function is to apply restrictions to the Budget Control Update Voucher. When configured and enabled this function enforces restrictions on the coding block selection for the items entered in Budget Control Update Voucher.
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Budgeting & Appropriation ► Support Entities ► Budget Control Update Voucher Classification
Budget Control Update Voucher Classification screen Fields
Field | Description |
Code | Unique identification code that is manually entered or automatically generated based on parameters. |
Fiscal Year | Current Fiscal Year for which the classification is created. |
Budget Control Type | Defines the Budget Control Types (e.g., Allotement1, Allotment2, Financial Budget, etc.) and link each type with a pre-defined COA Group. |
| Budget Control Update Voucher Category | This will enable the user to classify the budget Control Update Voucher Classification accordingly to requiered destination output form. |
Voucher Type | Refers to type of the voucher (Update or Transfer) for the classification is created. |
Active | If checked, indicates that this classification can be used in Budget Control Update Voucher. |
| Is Within Program | Indicate that Transfer is within Program. |
Language | Country specific language used to enter the description and other information. |
Description | A Brief description of the classification. |
| Balanced | It is used to indicate if the virement type must be balance between outs and income. Default value is “True”. |
| Linked With | Indicates if the virement type is candidate to link with another virement type. |
| Budget Type | Indicates the type of Budget for the classification. Possible values "Expenses" and "Income." |
| Debit/Credit | To indicate the classification will be debit or credit. |
| Virement Voucher Update Type | To define a valid combination between Virement and Budget Control Update Voucher Classification |
| Equity Rule | To indicate the Equity Rule for the classification. |
| Applies To BAPV | To indicate if the Classification will also apply to BAPV. |
| BAPV Type | To indicate the BAPV Type if the classification applies to BAPV. Possible Values are 'ANNUAL', ‘NORMAL’ and ‘INTERNAL’ |
| Consolidation | To indicates if the Virement will be consolidated or not. (Applies if using Virement module) |
| Balanced Credit/Debit | Is used for indicating if the virement type must be a balance between Credit and Debits (to validate in Consolidated Virements). (Applies if using Virement module) |
Force Same Element for Concepts | List of 0 or many concepts where the element for this concept must be the same for the whole transfer/update voucher. For example, it may be required that transfer always be done within the same department. So this is enforcing that all coding lines in a budget control transfer voucher have the same code for the department element. |
Valid Code Combinations | Defines the valid code combinations of the coding blocks allowed in the transfer/update voucher coding string. |
Exclusion Groups | Defines 2 groups of elements that must be exclusive in the same transfer/update voucher. |
Exclusion Groups Tab screen fields
Field | Description |
Serial Number | System generated number. |
Concepts | Identifies which Concept of the given budget control type coding structure (CoA Group) this restriction applies to. |
Group1 Type | Identifies if the exclusion group 1 applies to debit lines, credit lines or both. |
Group1 Expression | This information can be represented using the same approach used for Valid Code Combination, but for a single concept. |
Group2 Type | Identifies if the exclusion group 2 applies to debit lines, credit lines or both. |
Group2 Expression | This information can be represented using the same approach used for Valid Code Combination, but for a single concept. |
| Language | Country specific language used to enter the description and other information. |
| Description | A Brief description of the classification. |
Valid Code Combinations Tab screen fields
Serial Number | System generated number. |
Debit/Credit | Identifies if the valid code combination applies only to the debit lines, only to the credit lines or to both types. |
Rule Expression | The Rule Expression allows the definition of the coding strings that are allowed for the given budget control type. |
COA Group | Automatically populated by the system based on the CoA Group used in the Budget Control Type of the BCUV classification. |
Language | Country specific language used to enter the description and other information. |
Description | A Brief description of the classification. |
Objective
Used to have a way to group information as needed in each project. At the same time, this is also part of workflow discriminator in Budget Control Update Voucher (BCUV). This entity is referenced from BCUV and it's use will be enforced only if parameter Mandatory to select Budget Control Update Voucher Class is TRUE.
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Budgeting & Appropriation ► Support Entities ► Budget Control Update Voucher Class
Budget Control Update Voucher Class Screen Fields
Field | Description |
Application Id | Depending on the Appropriations Parameters, this Code can be system generated or entered manually as defined in the appropriations parameters. |
Active | If users switch this to False, then this Budget Control Update Voucher Class can not be selected any more. |
Language | Language use to enter name and description. |
Name | User defined Budget Control Update Voucher Class Name. |
Description | General description and objectives of the Budget Control Update Voucher Class. |
Overview
This entity is a container that allows to user to define expressions that are going to be used during the generation of the Budget Controls in order to identify the value of the Allow to Exceed attribute. System should use Criteria Definition to set the Allow to Exceed value, of the Budget Control being created and its Parents Budget Controls.
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Budgeting & Appropriation ► Support Entities ► Budget Control Criteria Definition
Budget Control Criteria Definition Screen Field and Tab
| Field | Description |
Code | Unique identification code; automatically generated based on parameters or manually entered by users. |
Language | Country specific language used to enter the name information. |
Name | Name of the Budget Control Criteria Definition. |
Active | Default value true. Indicates when this Criteria definition is active, and can be used in the process to identify the Allow to Exceed value. |
Fiscal Year | To indicate Fiscal Year of the Budget Control Criteria Definition. There must be only one Active Budget Control Criteria Definition per Fiscal Year and Budget Control Type. |
Budget Control Type | This is the Budget Control Type reference. |
Budget Control Criteria Tab | This tab is a collection of 1 to N. Criteria to be used for identify the Allow to Exceed value during Budget control creation. |
Budget Control Criteria screen Field
| Field | Description |
| Sequence Number | Automatically generated unique id which is populated only when a Budget Control Criteria is created or set and displayed in the Budget Control Criteria Defination screen. |
| Coding Block Type Defination | This contains a type definition of coding block which can be a valid coding block or a coding block expression. |
Overview
This feature allows users to create legal basis instances; it is invoked by budget control update voucher.
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Budgeting & Appropriations ► Support Entities ► Legal Basis
Legal Basis Screen Fields
| Fields | Description |
| Application Id | Unique identification code; automatically generated based on parameters or manually entered by users. |
| Description | The description of the Legal Basis. |
| Active | By defalut it is checked, if user marked it as uncheck it does not available for user selection. |
Overview
The Grouping categories isused to define business rules in Budget Control Update Voucher Classification and provide filtering for reports moreover Categories provides an additional level of classification on top of the concepts of the coding block.
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Budgeting & Appropriation ► Support Entities ► Budget Control Grouping Category
| Fields | Description |
Application Id | This is a unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros. |
Fiscal year | The Fiscal year associated with the Budget control grouping. |
Active | A checkbox whose possible values are TRUE/FALSE with default value TRUE. |
Budget Control Type | The budget control type parent of the category set. |
Name | Name of the Grouping category. |
Description | Short description regarding the Grouping Category. |
Categories | Collection of categories applicable to each of the budget control types. |
Categories Tab Screen Fields
Field | Description |
Category ID | User generated unique identifier. |
Active | If users switches this to False, then this Ctegory can not be used. |
Name | User defined Budget Control Grouping Category Item Name. |
Description | General description and objectives of the Budget Control Grouping Category Item. |
Overview
This entity will allow the user to set up the default instances for Budget Control Type for Allotment, Appropriation, Cash Allocation, Commitment/Obligation, General Ledger, and Monthly Disbursement Program.
Navigation:
Budgeting & Appropriation ►Support Entities ► Default Budget Control Type
Default Budget Control Screen fields:
| Fields | Description |
Allotment | Allows selecting allotment from the dropdown list. |
| Appropriation | Allows selecting appropriation from the dropdown list. |
| Cash Allocation | Allows selecting Cash Allocation from the dropdown list. |
| Commitment/Obligation | Allows selecting Commitment/Obligation from the dropdown list. |
| General Ledger | Allows selecting General Ledger from the dropdown list. |
| Monthly Disbursement Program | Allows selecting Monthly Disbursement Program from the dropdown list. |
Overview:
This entity will allow the user to setup the Functional Classes classes per Printing Type.
Navigation:
Budgeting & Appropriation ►Support Entities ►User Printing Setup: BM Output Forms
User Printing Setup: BM Output Forms screen fields:
| Fields | Description |
| Application Id | Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros. |
| Printing Profile | This attribute will allow the user to defined the printing type for copy and original. |
| User Printing Profile Functional Class | This attribute will allow the user to define the functional class for the selected printing type. |
Overview:
This entity will allow the user to set up the default instances for Budget Control Update Voucher Class.
Navigation:
Budgeting & Appropriation ►Support Entities ►Default Budget Control Update Voucher Class
Default Budget Control Update Voucher Class screen fields:
| Fields | Description |
| AnnexA | The attribute value for Budget Control Update Voucher Class = Annex A |
| AnnexB | The attribute value for Budget Control Update Voucher Class = Annex B |
| AnnexC | The attribute value for Budget Control Update Voucher Class = Annex C |
| AnnexD | The attribute value for Budget Control Update Voucher Class = Annex D |
| AnnexA1 | The attribute value for Budget Control Update Voucher Class = Annex A1 |
| AnnexB1 | The attribute value for Budget Control Update Voucher Class = Annex B1 |
Overview:
This entity will enable the user to create the connection between the CoA Element (Organization Units {Organization Segment Concept 3rd Level = 'OPERATING_UNIT';}) with a Bank Account (Financial Institution).
Navigation:
Budgeting & Appropriation ►Support Entities ► Operating Unit Financial Institution
Operating Unit Financial Institution screen fields
| Fields | Description |
| Code | Unique identifier. |
| Parent Financial Institution | The parent financial institution of the Operating Unit. |
| Operating Unit | CoA Organization Element ID. |
| Active | When its True Operating Unit Financial Institution entity can be used in other entity. The default value is true. |
| Address | The address of the Operating Unit. |
| Head Of Operating Unit | The reference for this collection (tab) is Contact Person. |
| Classification | The BCUV classification's for the Financial Institution of the Operating Unit. |
| Bank Account | The Financial Institution's of the Operating Unit. |
Address Tab screen fields:
| Fields | Description |
| Is Main? | If checked, indicates that this address is the user’s main address. |
| Region | Region of the users |
| Country | Specifies the country name. |
| Address Type | The type of address being input is either, “Unknown”, “Home”, or “Work”. |
| Address | The actual address of the users. |
| Zip Code | The zip code of the user’s address. |
Head of Operating Unit Tab screen fields:
| Fields | Description |
| Active | If true, the Contact Person can be used in transactions. If false, the Contact cannot be used in new transactions. |
| Is Person In Charge | True when person is in charge |
| Is Staffing Authority | True when the person in charge of the approving the Authority. |
| Employee | Reference to CSM Employee |
| Date | Date in which the Employee was added as "Contact Person" |
| Title | The title and role within the Institution or office should be entered. |