Basic Services

Basic Services Voucher

Overview

This entity contains the list of basic services voucher (header), these are the documents containing the registration and control of the management of basic services. And linkage to budgetary expenses and accounting documents.

Navigation

Expenditures ► Basic Services ► Basic Services Voucher

Basic Services Voucher Screen Fileds

Fields	Descriptions
Code	Unique ID that identifies a Basic Services Voucher.
Workflow Status	This field shows the status of the workflow depending on the Workflow Configuration Setting for this entity the basic Stages are: ‘Created’, ‘Approval Requested’, ‘Approved’, ‘Rejected’, 'Cancelled', 'Template'. The default value is 'Created'.
Fiscal Year	Fiscal Year of the Basic Services Voucher.
Fiscal Period	Fiscal Period of the Basic Services Voucher.
Execution Type	Read only attribute, value will be assigned through processes.
Voucher Date	Date and time of Voucher. Default current system date and time.
Institution	Code of Institution identified by Institutional Classifier. Unique identifier. Only one Institution can be linked.
Is Revolving Fund Execution	Execution Type. Read only attribute, value will be assigned through processes.
Source Document Number	This is the document number of the source document.
Grants Document Type	Unique code that identifies the document type. Only one Document type can be linked.
Supporting Document Number	Number of document that supports the transaction. Manually entered by the user.
Multifold Funding Source	Default is False. If ‘Multifold Funding Source’ = False then ask for a Single Source. If ‘Multifold Funding Source’ = True then ask for Sources Details (multifold funding source). Default value is FALSE
Executes Project	Indicates if there is execution of expenses of Invoice Basic Service for Project with External Financing. Default value is False.
Currency	Code of Currency. Only one Currency can be linked.
Exchange Rate	Will show the latest active Exchange Rate Value for the selected Currency which is linked to Expenditures, users can change the Rate
Total Amount (Domestic)	The system automatically calculates the value Total Amount Domestic. Total Domestic" = "Total Domestic Amount" - "Amount Domestic Deduction". The value must be greater than zero.
Total Amount (Foreign)	Total Amount When Currency is not Domestic. Default is Zero.
Amount Domestic Deduction	Amount Domestic value of deduction. Value default = 0
Amount Foreign Deduction	Amount Foreign value of deduction. Value default = 0
Total Domestic	The system automatically calculates the value Total Amount Domestic
Total Foreign	The system automatically calculates the value Total Amount Foreign
Vendor	Unique code that identifies the Vendor beneficiary. Only one Vendor Beneficiary can be linked.
Treasury Bank Account	Automatically load the list of values of the classifier categories of expenditure of the attribute "Treasury Bank Account"
Payment Mode	Default value will be populated automatically from the selected vendor information if defined, if not defined in the vendor then default will populated be as defined in the Expenditures Parameter
Created By	Unique identification of user. Populated automatically by the system.
Created Date	Default current system date and time. Populated automatically by the system at creation time of the record.
Approved By	Populated automatically by the system, when the document is approved.
Approved Date	Date in which the Basic Services Voucher document turns to ‘Approved’ Status. Default current system date and time.
Language	Country Specific language
Description	Description of Voucher, describes the basic service to pay. Manually entered by the user.

Invoice Basic Service

Overview

This entity contains the list of invoice basic services (expenses details) that must be to pay. Details the documents (invoices) containing the registration and control of the management of basic services.

Invoice Basic Service Tab Screen Fields

Fields	Descriptions
Serial Number	Unique ID that identifies the Invoice Basic Services (Expenses Details).
Fiscal Period	Invoiced Month of basic service. Manually entered by the user. default current fiscal Period
Institution	Code of Institution identified by Institutional Classifier. Unique identifier. Only one Institution can be linked.
Institution Name	Name of Institution. This attribute is automatically entered by the system according to attribute " Institution Code"
Basic Service	Unique code that identifies of basic service type. This field will be defaulted if Basic Service ID is selected. The user can change it. Only one Basic Service can be linked.
Service Number	Number of Service according to the register of the basic service.
Basic Service Status	Indicates Status of the Basic Service hired.
Coding Block	Use the Cao Group will be the budget Execution.
Invoice Number	Invoice number delivered by the vendor beneficiary. Manually entered by the user.
Invoice Type	Indicates Type of invoice delivered by the vendor beneficiary. Manually entered by the user.
Invoice Date	Date of issue of the invoice submitted by the vendor beneficiary. ‘Invoice Date’ must be less than or equals the ‘Voucher Date’
Entry Date	Entry Date of voucher of basic services. Manually entered by the user.
Reference Collection Number	Number defined by the service provider for reference collection of the invoice. Manually entered by the user.
Due Date Payment	Due date payment (Deadline for payment). Expiration Date of the invoice submitted by the vendor beneficiary. Due date should be always greater than Invoice date
Date From	Start date of the period of service billed.
Date Up	End date of period of service billed.
Invoiced Days	This field should be calculated automatically by the system using attributes "Date From" and "Date Up" (if they were defined) as result of number of days based between both dates: Date Up minus Date from; Or, Otherwise both can be manually entered by the user.
Actual Reading	Actual reading of the meter.
Previous Reading	Previous reading of meter.
Billed Consumption	Billed consumption of basic service.
Average Consumption	Average monthly consumption of basic service over the past 12 months.
Merchandising Amount	Amount of Merchandising in the month.
Surcharge Arrearages Amount	Amount Late Payment Surcharge in the month.
IVA Amount	Amount by Value Added Tax in the month.
Other Amount	Amount for any other reason (or concept of recovery) in the month.
Domestic Amount	Total Amount Billed in the month When Currency is Domestic. Default value is Zero.
Foreign Amount	Total Amount Billed in the month When Currency is not Domestic. Default value is Zero.
Total Amount Owed	Total amount owed to this month.
Number Document Expense	No. Document of execution of expense. Automatically assigned by the system. When the document is "approved"
Is Reversed	“Read Only Field” will be updated automatically by the system for the process
No. Reversed	“Read Only Field” will be updated automatically by the system for the process
Is Refund	“Read Only Field” will be updated automatically by the system for the process
No. Refund	“Read Only Field” will be updated automatically by the system for the process
Is Correction	“Read Only Field” will be updated automatically by the system for the process
No. Correction	“Read Only Field” will be updated automatically by the system for the process

IBS Project Structure

Overview

This entity contains the list of project structures by invoice of basic service that must be related with details the Invoices Basic Services.

IBS Project Structure Tab Screen Fields

Fields	Description
Serial Number	Unique ID that identifies the Invoice Basic Service Project Structure (execution of expenses for project with external financing). It’s a consecutive number automatically generated by the system.
Agreement Project	Unique identifier that identifies an ID of Agreement.
Line Project	Allows to select line project from drop down list
Counter Part	Unique identifier that identifies an ID of Counterpart.
Domestic Amount	Amount value of Project Structure, When Currency is Domestic. Default value is Zero.
Foreign Amount	Amount value of Project Structure, When Currency is not Domestic. Default value is Zero.
Total Domestic YTD Actual	Default is Zero. Calculated field Display only to show actual domestic amount spent on this detail item. Will get updated automatically by the system upon the approval of the transactions (Execution type = DEV) that are linked to this item. Default is Zero
Total Foreign YTD Actual	Calculated field Display only to show actual domestic amount spent on this detail item. Will get updated automatically by the system upon the approval of the transactions (Execution type = DEV) that are linked to this item. Default is Zero
Total Domestic Balance	Read Only calculated field Display Total Domestic Balance of each Item. Default is Zero
Total Foreign Balance	Read Only calculated field Display Total Foreign Balance of each Item. Default is Zero

Invoice Basic Deduction Details

Overview

This entity contien the deductions details, to the record and control the Document of Basic Service Voucher.

Invoice Basic Deduction Details Tab Screen Fields

Fields	Description
Serial Number	Item Correlative Number. Automatically generated by system (user cannot change it) for each inserted item, starts with 1 for every new document.
Deduction	Code of Deduction for the Travel Expenses voucher. The system should present a list of values for selection by the user or search functionality.
Deduction Type	System will automatically display the Offset code
Retention Origin	Manually entered by the user
Domestic Amount	If the attribute “Currency” is Domestic, then the value must be Manually entered by the user.
Foreign Amount	If the attribute “Currency” is Domestic, this value has zero. Else the value must be Manually entered by the user.

Support Entities

Basic Service

Overview

This entity contains the list of basic services hired (contracts by office).

Navigation

Expenditures ► Basic Services ► Support Entities ► Basic Service

Basic Service Screen Fields

Fields	Descriptions
Id	Unique identifier that identifies an Basic service.
Origin	Allows to select origin values from dropdown list
Active	To indicate if the service type is Active or Restrictive.
Fiscal Year	Fiscal Year of the basic service hired.
Institution Code	Code of Institution OCE OEP identified by Institutional Classifier. Unique identifier. The system should present a list of values for selection by the user or search functionality. Only one Institution can be linked.
Vendor	Unique code that identifies of Vendor beneficiary that offers the Basic service hired. This field will be defaulted if Vendor Beneficiary ID is selected. The user can change it. Only one Vendor Beneficiary can be linked.
Customer Name	Name of who belongs or enjoys the basic service hired. Manually entered by the user.
Contract Number	Unique number that identified a Contract by basic service hired. This is fundamental to the Budget Implementation Units (PIU), may have Contract for any service. This field will be defaulted if Contract ID is selected. The user can change it.
Language	Country Specific language
Name	Description the basic service hired by office
Service Type Id	Unique code that identifies of Service Type hired. This field will be defaulted if “Service Type ID” is selected. The user can change it. Only one Service Type can be linked.
Office Type Id	Unique code that identifies of office type where basic service is hired. This field will be defaulted if Office Type ID is selected. The user can change it. Only one Office Type can be linked.
Other Feature	Any Other Feature that is used by any of the basic services. Manually entered by the user.
Contact	Contact of hired Basic Service, such as e.g. number of phone / fax, electronic mail, etc. Manually entered by the user.
Created By	Populated automatically by the system.
Created Date	Default current system date and time. Populated automatically by the system at creation time of the record.

Meter Type

Overview

This entity contains the list of types of meter for basic services.

Navigation

Expenditures ► Basic Services ► Support Entities ► Meter Type

Basic Services Screen Fields

Fields	Descriptions
Id	Unique identifier that identifies a meter type.
Active	To indicate if the meter type is Active or Restrictive.
Meter Type Origin	Allows to select origin values form dropdown list
Language	Country Specific Language
Name	Description the meter type. It can be Digital Display (LCD) or Cyclometer. Manually entered by the user.
Created By	Populated automatically by the system.
Created Date	Default current system date and time. Populated automatically by the system at creation time of the record.

Office Type

Overview

This entity contains the list of types of office (location) for basic services.

Navigation

Expenditures ► Basic Services ► Support Entities ► Office Type

Office Type Screen Fields

Fields	Descriptions
Id	Unique identifier that identifies an Office Type.
Origin	Allows to select origin values from dropdown list
Active	To indicate if the service type is Active or Restrictive.
Institution	Code of Institution OCE OEP for Office Type. The system should present a list of values for selection by the user or search functionality.
Managed Contract	Number of Leasing Contract is mandatory when the office ‘Is not State', verify the number of Leasing Contract in Contract Management. Only shows Leasing Contracts of the Institution. Only one Contract Managed can be linked.
Region	Code of Region identified by Geographical Classifier. Unique identifier. Only one Region can be linked.
Language	Country Specific language
Name	This attribute is automatically entered by the system according to attribute "Unit of Measure"
Office Address	Office Address (include geographic location). Manually entered by the user.
Created By	Populated automatically by the system.
Created Date	Default current system date and time. Populated automatically by the system at creation time of the record.

Service Type

Overview

This entity contains the list of types of basic services which reflect State Obligations.

Navigation

Expenditures ► Basic Services ► Support Entities ► Service Type

Service Type Screen Fields

Fields	Descriptions
Id	Unique identifier that identifies a service type.
Origin	Allows to select origin values from dropdown list
Active	To indicate if the service type is Active or Restrictive.
Is HaveMeter	To indicate if the Service Type have a meter or not. It will establish if exist a meter or not (by example: Water or Power). False by Default.
Fiscal Year	Default current Fiscal Year where ‘Current Fiscal Year Budget Execution’ is True.
Service Class	Allows to select service class from dropdown list
Unit Of Measure	This field will be defaulted if Catalogue ID is selected. The user can change it. Only one unit of measure can be linked. Can be duplicated in all Service Type entity
Object Expense Code	System will show a List of Elements restricted to definition in the Parameter where Concept Id is equal
Language	Country Specific language
Name	This attribute is automatically entered by the system according to attribute "Unit of Measure"
Created By	Populated automatically by the system.
Created Date	Default current system date and time. Populated automatically by the system at creation time of the record.