Institutions
Overview
This feature plays a key role as the central repository for all institutions used throughout the system. It is created by the admin of the system to record the institution. An institution contains the information of every institution unit that plays a role in the system, for example, a budget office, an inventory or asset warehouse, a purchasing office, etc.
A screenshot of the Institutions feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Paramters and Rendering Control configuration.
Users access Institutions from within the menu through this navigation path: Admin ► Common Entities ► Institutions ► Institutions.
Visible Fields
The following table lists and describes all visible fields for the Institution feature, in their default order. Note that some fields depend on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Fields | Description |
|---|---|
| Code | It allows users to enter the unique alphanumeric code manually or the system automatically assigned it according to system parameter. |
| Workflow Status | Displays the current status within the configurated workflow. The stages configured by default are:
This field is modified through the Transition button after the institution is created. The default status is created. |
| Institution Code | It lists and allows users to select the unique alphanumeric institution's code. |
| Active | The default value is set as marked. If it is marked as unchecked then such institutions would not available to use. |
| Institution Type | It allows application users to select the institution type from the list. |
| Level in Hierarchy | The hierarchial level of the Institution, the system automatically populates it. Users are not allowed to change the value. |
| Region | It lists the institution related regions and allows users to select it. |
| Is Requestor | Indicates the institution as a requester. Users select them when issuing purchase transactions (PO, PR, etc.). The default value is set as unchecked. |
| Is Budget Office | The default value is set as marked. Budget transaction/process use institutions with this flag. |
| Is Collection Agency | The default value is set as unchecked. Institutions marked as such, are used in:
|
| Is Accounting Office | The default value is set as unchecked. User use the institution marked as accounting office in:
|
| Is Purchasing Office | The default value set as unchecked. Users use the institution in Purchase Order, and Purchase Requisition etc. |
| Is Asset Responsible | The default value is set as unchecked. Used in Asset Transaction. |
| Is Receiving Location | The default value is set as unchecked. Users selecting the institution in Purchase Order, and Purchase Requisition etc, can select these institutions. |
| Can be Office to be Invoiced | The default value is set as unchecked. Users using Cash Receipts and Cash Sales, can select these institutions. |
| Is Inspection Location | The default value set as unchecked. Users in Purchase Order, and Purchase Requisition etc, can select these institutions. |
| Is Contract Issue Office | The default value set as unchecked. Users using Purchase Order, and Purchase Requisition etc., can select these institutions. |
| Is Inventory Responsible | The default value set as unchecked. User using Inventory Transactions, can select these institutions. |
| Is Organization Unit | The default value set as unchecked. Users using human resources are allowed to manage these institutions. |
| Is Asset Warehouse | The default value set as unchecked. If it is marked as checked then institution used as warehouse to store Asset Items. |
| Is Inventory Warehouse | The default value set as unchecked. If it is marked as checked then institution used as warehouse to store Catalogue Items. |
| Is An Accounting Warehouse | The default value set as unchecked. If it is marked as checked then system use it for asset transfer that are going to change the accounting information of an Asset Item. |
| Is Warehouse With Storage Sections | The default value set as unchecked. It depends on the selection of the Is Inventory Warehouse attribute, so that users can see these institutions as warehouses. |
| Budget Impact by Contract Management | |
| Allow Multiple Assignments | The default value set as unchecked. It depends on the Restrict Institutions for Multiple Assignments parameter setting. |
| Is Procuring Service | |
| Is Allowed Transfer Between Budget Organizations | It indicates the institution can generate automatically transfer between budget organization. The default value is set as unchecked. |
| Use BAPV | Indicates if the Insitution is controled by budget allocation planning or not. The default value is set as unchecked. |
| Use Payment Quota | Indicates if the Insitution is controled by payment quota planning or not. The default value is set as unchecked. |
| Institution Start Date | Start date when the institution unit started. |
| Institution End Date | End date when the institution unit ended. |
| Organization Unit Type | It lists the organization unit type and allows user to select it. The default value is set as substantive. |
| Default Offset Code | The lookup feature allows users to search the default offset code for the institution. Users can enter the offset code manually also. |
| Default Bank Account | It allows to select the default bank account for the institution using the lookup feature or user can enter manually. |
| Default Payment Location | The lookup feature allows users to select the default payment location for the institution. Users can also enter the value manually. |
| Default Payment Mode | It lists the default payment mode and allows users to select it from the list. |
| Default Buyer | Lookup feature allows the users to select the default buyer or users are allowed to enter it manually. |
| Beneficiary | Lookup allows user to find the vendors and select it. User can enter the vendor code manually. |
| Institution Parent | It allows users to select the parent institution using lookup feature or users can enter manually. |
| Invoice to Office | It allows users to select the invoice office using the lookup feature. |
| Purchasing Office | It allows users to select the purchasing office from the stored list using the lookup feature or users can enter the value manually. It depends of the selection of the Is Purchasing Office attribute. |
| Accounting Office | It allows users to select the accounting office using lookup feature or users can enter the value manually. It depends of the selection of the Is Accounting Office attribute. |
| Receiving Location | It allows users to select the receiving location using lookup feature or users can enter the value here manually. It depends on the selection of the Is Receiving Location attribute. |
| Inspection Location | It allows users to select the inspection location using lookup feature or users can enter the value here manually. It depends on the selection of the Is Inspection Location attribute. |
| Contract Issuing Office | It allows users to select the contract issuing office only if the Is Contract Issue Office attribute is marked as checked. Users are allowed to select it using the lookup feature or by entering the value manually. |
| Institution Time Zone | It allows to select the time zone of the institution using the lookup feature or can enter the value manually. |
| Legacy Reference | It defines the legacy reference associated with the Institution. |
| Last Updated By | It indicates the last user information who made the changes. |
| Last Update Date | It indicates the last date of institution gets updated. |
| Approved Date | It indicates the institution date of approval. |
| Financial Coding Block | It stores the finacial coding block information. Users are allowed to add only one financial coding block per institution. |
| Social Security Payroll Number | It represents the social security payroll number to be used for reporting purposes to social security. |
| Social Security Employer Number | It represents the social security employer number to be used for reporting purposes to social security. |
| Social Security Zone Number | It represents the social security zone number to be used for reporting purposes to social security. |
| Language | It lists the language and allows users to select a language. |
| Name | It stores the institution name. |
| Description | Stores the description of the institution. Users use this field to describe the purpose of institution. |
| Consolidation Office | It allows users to select the consolidation office using the lookup feature. |
| Address Tab | Using this tab, users store the address details related to institution. |
| Contact Tab | Using this tab, users store the contact details related to institution. |
| Institution Contact Person Tab | Using this tab, users store information of employees that can be in charge of institutions. |
| Organization Element Tab | Using this tab, users selects one or multiple CoA elements using the lookup feature. |
| Institution Warehouse Tab | Using this tab, users selects the institution warehouse details. It's depends on the Is An Accounting Warehouse and Is Inventory Warehouse attribute selection. |
| Domain Tag Tab | Using this tab users selects the domain tag name using lookup feature. |
Buttons
The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the institutions feature.
| Button Image | Description |
|---|---|
 | The New button allows users to switch to insert mode. This action button allows users to create institution. |
 | The Search button allows users to switch to search mode. |
 | The Workflow History button displays a summary table of the executed workflow transitions for the selected institution. |
 | Calendar date-pickers allow users to select on a visual calendar a specific date. Within Institution, it is used to select the institution start date. |
 | The New button allows users to add details to the selected tab. It is used for address, contact, and institution contact person. |
 | The Transition button allows users to execute the selected workflow status change. When selected, users are prompt with a window to log any relevant information about the status change. |
 | The Generate Data Import Template allows users to generate the template for the institution. |
 | The Execute Data Import allows users to execute the data import for the institution. |
Can be selected when issuing: Cash Receipts, Cash Sales.bbbbbbbbbbbbb