Overview
The Notification screen contains the necessary information to register notifications to Vendors, Users, and Other Stakeholders.
Navigation
Procurement ► Support entities ► Notifications
Notification screen Fields
Report Field | Description |
ID | Unique auto-generated numeric code of the Notification Format. |
Language | Country specific Language used |
Description | Description of document, it can contain examples of the process where the document format could be used. |
Subject | Short description of the subject of the Notification |
Effective Date | The date in which the Notification becomes active |
Document | Reference to the Procurement Document related with the Notification |
Attachments TAB | Zero or many attachment documents to be included in the notification. |
Vendors TAB | This entity contains the vendor or vendors selected to be notified. Users must select the vendors needed from the list of vendors which was populated according to the process populating the Vendor List. It is a collection of zero or more Vendors to be notified. |
Users Tab | This entity contains the internal user or users selected to be notified. Users must select the internal users needed from the list of internal users which was populated according to the process populating the Internal Users List. |
Other Stakeholders Tab | This entity contains the other stakeholder or stakeholders selected to be notified. Users must select the stakeholders needed from the list of other stakeholders which was populated according to the process populating the Other Stakeholders List. |
Communication Methods Tab | Each Notification can have more than one communication method related; Users must configure those communication methods individually. Users can add more Communication Methods from the Communication Method Catalogue. |
The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.
Attachment Tab screen Fields
Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Selected | If checked indicates that the attachment will be selected. |
Language | Country Specific Language used to enter the description information. |
Title | Title of attachment uploaded. |
Description | Any description of the attachment or additional information not included in the uploaded document can be included here. |
Attachment | The uploaded document, this attribute will have the physical file document within the database. |
Date Time | The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned. |
User | The user uploading the attachment. |
Language | Country Specific Language used to enter the description information. |
The Communication Method screen contains the collection of communication methods that purchasing vehicles are required to use with Vendors and Internal Users.The Communication Method screen contains the collection of communication methods that purchasing vehicles are required to use with Vendors and Internal Users.
Communication Methods screen Fields
Field | Description |
Communication Method | Users must select from: ‘Phone’, ‘email’, ‘Fax’, ‘Regular Mail’, ‘System Prompt Notes’, ‘SMS’, ‘News Paper’, ‘Other’ |
Text | Text of the notification, which is populated from the Notification Format Text. It can be modified by users |
Scheduled Date | Future Date when Notification is automatically sent |
Sent Date | For manual communication methods (type: phone, fax, regular mail, newspaper, other): User defined, Date and Time when a Notification out of the system takes place. For automatic communication methods (type: 'e-mail', 'SMS', 'Internal Notes', 'Website'): Automatically assigned, Date and Time when the notification has been sent. |
Include Attachments | If true, attachments are included in the Notification. If false, the attachments will not be included in the Notification |
Use Notification Format | If true, Communication Method Notification Text is populated with the Notification Format Text according to the attribute Notification Format ID selected from on the main Notification screen |
Contains the list of people who are not internal or external users, but 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.
Application user and institution are related to the User Role from this tab.
For details regarding User Role Application Users, refer to the link below:
Vendor’s information is a common used group of information among different modules of the FreeBalance Accountability Platform such as Procurement, Purchasing, Assets, Treasury, Expenditures, etc. This allows centralized management of Vendor’s information in one place and useful way and avoids duplicated and ambiguous informatio.FreeBalance Accountability Platform allows managing a full range of information about each Vendor such as Code, Name, Addresses, Performance Rating, Business Type, General Ledger Account (Coding Block), Contact Information, Annual Sales, Number of Employees, Default Currency, Preferred Language, and more.Vendor’s information allows managing secondary groups of information such as List of Addresses, List of Contact Information, and List of Business Types. All of this information associated to each Vendo
For more details visit the link