Purchasing

The purpose of this module is to help organizations procure desired goods from third parties in a timely and cost-effective manner. With the Purchasing module, users can scan through product catalogues and create purchase requisitions for desired goods in the active window. Requisitions can be combined into a single purchase order, which in turn can span multiple fiscal years. Obligations are automatically created for purchase orders, and are then liquidated as goods are received. Working in conjunction with the Expenditures module, the Purchasing module integrates the entire procurement process.

The Purchasing module includes the following features:

The ability to prepare purchase requisitions and purchase orders for catalogue, non-catalogue or one-off unique items.
The ability to append standard or non-standard contract clauses to requisitions and purchase orders.
A vendor/item category cross-reference table, to help users determine potential vendors for the desired goods or services specified on the requisition.
The ability to create purchase orders with or without a related requisition having been previously entered.
The ability to create purchase orders with multiple requisitions, which in turn can be distributed over multiple fiscal years.
The ability to produce foreign currency purchase orders.
The ability to receive multiple shipments against a purchase order.
Automatic liquidation of commitments, upon the acceptance of vendor invoices.
Goods Receipts function, which allows users to track how many goods have been received and returned.

Support Entities

Buyer

Overview

The purpose of this entity is to provide a catalogue of buyers to be used in the Purchasing Module and link each buyer with Purchasing Offices.

Navigation

Purchasing ► Support Entities ► Buyer

Buyer Screen Fields

Field	Description
Id	Unique identification code of the Buyer.
Active	Flag indicating if the Buyer is active or not. If this value is changed to false, such buyer can not be selected again and it will remain for references purposes only.
Employee	Reference to this entity, filtering the list to Employees with access to Procurement Module or Purchasing Module and to the Institution.
Language	Country Specific language used to describe the buyer.
Description	Description of the buyer.
Buyer Institutions	Collection of one or many institutions the Buyer works for.

Carriers

Overview

A carrier is a person or company that is commissioned to transport the purchased goods from the supplier to the organization or vice-versa. The Carrier entity holds a list of carriers, which can later be used when entering Goods Received Notes or Goods Returned Notes using the Purchasing module.

Navigation

Purchasing ► Support Entities ► Carriers

Carrier Screen Fields

Field	Description
Id	Unique identification code of Carrier. This is automatically generated ID by the system. Users can not change this. This is mandatory field.
Active	Flag indicating if the carrier is active or not. If this value is changed to false, such carrier can’t be selected again and it will remain for references purposes only. True by default.
Name	Name of the carrier organization.
Contact Title	A title is to signify an official position of a person, and it's often used with a contact. The same contact can have different title in different situation, for example, a contact as a vendor uses the title "Strategic Accounts", and as a customer uses the title "Product Manager".
Contact Name	Contract name of the carrier is mentioned in this field.
Contact Designation	Designation of the carrier is mentioned here.
Contacts	This is not mandatory field. Users can insert the carrier contact information as additional.

Delivery Mode

Overview

A delivery mode means by which (e.g. by truck, courier, rail, air) the purchased goods are delivered from the supplier's place to the organization, and vice-versa. Delivery modes can be used when entering goods received notes, goods returned notes, purchase requisitions and purchase orders.

Navigation

Purchasing ► Support Entities ► Delivery Mode

Delivery Mode screen Fields

Field	Description
Id	Unique identification code of Delivery mode. 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	Language used to describe the Delivery Mode. User can select language from drop down list.
Abbreviation	Abbreviation of the mode of delivery is mentioned in this field. It is mandatory field.
Description	Description of the Delivery Mode. It is mandatory field.

Delivery Term

Overview

A delivery term is a special condition that apply to the delivery of procured goods from a supplier to your organization, and vice-versa (e.g. to be delivered overnight; within ten days). Delivery terms can be used when entering purchase requisitions and purchase orders (regular and blanket).

Navigation

Purchasing ► Support Entities ► Delivery Terms

Delivery Term Screen Fields

Field	Description
Id	This is a system generated code and users cannot change it.
Active	This is a check box which is by default checked.
Language	Users can select the prefered language by selecting the drop down list.
Abbreviation	Abbreviation of the delivery term.
Description	Detailed description of the delivery term.

Purchasing Clause

Overview

The Purchase Clause function allows users to create a list of pre-defined Clauses that can be selected when a Requisition or Purchase Order is created.

Navigation

Purchasing ► Support Entities ► Purchasing Clauses

Purchasing Clause Screen Fields

Field	Description
Id	Unique identification code of Purchasing Clause. 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	Users can select language from the dropdown list.
Abbreviation	Abbreviation of the Clause is mentioned in this field. It is mandatory field.
Description	Detailed description of the Clause. It is mandatory field.

Purchase Requisition Suggestion

Overview

The purpose of the Suggestion entity is to provide a pre-defined list of suggestions related to the requested items which can be used within the Purchase Requisition.

Navigation

Purchasing ► Support Entities ► Purchase Requisition Suggestion

Purchase Requisition Suggestion Screen Fields

Field	Description
Id	Auto generated unique code that identifies the Suggestion. 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	Language used to describe the Suggestion. Users can select language from the dropdown list.
Abbreviation	Abbreviation of the Suggestion is mentioned in this field. It is mandatory field.
Description	Abbreviation of the suggestion is mentioned in this field. It is mandatory field.

Spending Limit in Purchasing

Overview

The Objective of this screen is to create a limitation on spending of purchasing goods.

Navigation

Purchasing ► Support Entities ► Spending Limit in Purchasing

Spending Limit In Purchasing Screen Fields

Field	Description
Fiscal Year	The Fiscal Year for which the limit is applicable.
Coding Block	Defines the Account for which the limit is being appplicable.
Percentage	The users can use value from 0 to 100.
Commitment Amount	This is read only field. It is automatically populated by the system. This represents the cumulative committed amount related with selected coding block for selected fiscal year.
Current Budget Amount	This represents the amount in current budget based on the selected coding block for selected fiscal year, at the time when last validation was done. System will only take into account positive values when calculating this value (negative values represent revenues, therefore only positive values should be taken into account).
Created By	This field is automatically populated by the system with the user name who create spending limit.
Created On	This field is automatically populated by the system with current system date.
Last Modified By	The user who modified the Spending Limit last. System will update this value every time if there is a change either on percentage, coding block or fiscal year
Last Modified On	Last modification made on the date is mentioned. System will update this value every time if there is a change either on percentage, coding block or fiscal year.
Last Update on Amounts	The Amounts last updated on the date is mentioned. System will automatically update this value every time if commitment amount and current budget amount is updated.

Receipt Type

Overview

A receipt type refers to the classification of the receipts that can arise in during normal purchasing operation.

Navigation

Purchasing ► Support Entities ► Receipt Type

Receipt Type Screen Fields

Field	Description
Code	This is a system generated unique code identifier
Active	This indicates whether the Receipt Type is active or inactive. If unchecked the Receipt Type will remain for reference purposes only.
Is Reference To PurchaseOrder	Indicates if it referenced to purchase order
Is Require Term Date	If checked, indicates term date is required
Is Journal Voucher Creator	If checked, indicates whether it is used to create journal vouchers
Is Expense Voucher Creator	If checked, indicates whether it is used to create expense voucher
Item Ownership Type	Close domain list that indicates the ownership type related.
Is visible on Asset	If checked, indicates whether it is visbile on Assets.
Is used on Assets Module	If checked, indicates whether it is used on Assets Module.
Is used on Inventory Module	If checked, indicates whether it is used on Inventory Module.
Is Visible on GRRN	If checked, indicates whether it is visible on Goods Receive Return Notes.
Generate a Revenue Invoice and and Expense Voucher	If checked, indicates that an Expense voucher and a Revenue Invoice will be created once the GRN reaches approved stage.
Invoice Classification	Used to create a revenue invoice, based on the values configured in invoice classification entity.
Expense Voucher Classification	Used to automatically create an expense voucher.
Is related with a disposal	If set to true the receipt type is related with a disposal (related to parameter configuration).
Language	Selected language of the sytem used to store Name and Description
Name	Name of the Receipt Type
Description	Brief description of the Receipt Type

Purchasing Vehicle Usage Justification

Overview

Catalogue that will be used to justify the usage of any purchasing vehicle when creating purchase requisition.

Navigation

Purchasing ► Support Entities ► Purchasing Vehicle Usage Justification

Purchasing Vehicle Usage Justification screen Fields and Tabs

Field	Description
ID	Unique identification code.
Origin	Indicates how the Purchasing Vehicle Usage Justification is created. Possible values are Manual and Data Import.
Active	Used to activate or inactivate the usage of the justification row when creating new purchase requisition.
Purchasing Vehicle	Reference to the purchasing vehicle that will make usage of the justification.
Language	Country specific language to enter descriptions.
Abbreviation	Short description of the Purchasing Vehicle Usage Justification.
Description	Description of the Purchasing Vehicle Usage Justification.

Purchase Order Reference Type

Overview

This entity is used to store the information of the types of classification of purchase orders.

Navigation

Purchasing ► Support Entities ► Purchase Order Reference Type

Purchase Order Reference Type screen Fields and Tabs

Field	Description
ID	Unique identification number.
Origin	Indicates how the Reference Type is created in the system. Possible values are Manual and Data Import.
Description	Defines the name of the type of order example: Normal Purchase orders complementary. Re Adjudication using OC’s
Purchase Reference Type	Options are Normal, Complementary and Re-Awarding.
Registration date	Registration date.
Active	If this is unchecked, such Purchase Order Reference Type can’t be selected again and it will remain for references purposes only.

Purchase Order Type Reason

Overview

The purpose of this entity is to define a list of Reason that support the usage of the Purchase Order Type attribute, this is usefull so the user can classify the reason when using Purchase Order that are Complementary or for Re-Awarding.

Navigation

Purchasing ► Support Entities ► Purchase Order Type Reason

Purchase Order Type Reason Screen Fields

Field	Description
ID	Unique identification code for Purchase Order Type Reason record.
Origin	Indicates the origin of the Purchase Order Type Reason. Possible values are Manual, Data Import and Generic Web Service.
Active	Used to indicate the user the justification is active or not.
Reference Number	Reference number of the Purchase Order Type Reason.
Purchase Order Justification Type	Possible values are Normal, Complementary and Re-Awarding.
Language	Country specific language is selected from drop down box.
Abbreviation	Abbreviation of the Reason.
Description	Description of the Reason.

Purchase Requisition

Overview

A purchase requisition is a form, that is issued by a user organization requesting the acquisition of material not currently carried in the organization’s stock. In most cases, this purchase requisition is sent to an authorized buyer within the organization. Upon accepting the requisition and verifying that funds are available for the acquisition, the buyer issues a purchase order to a selected supplier or vendor.

Navigation

Purchasing ► Purchase Requisition

Purchase Requisition screen Fields and Tab

Field	Description
Purchasing Plan Detail	Reference to a planned detail that belongs to the latest and approved final Annual Purchasing Plan (Master Plan) for the current fiscal Year.
Requisition Number	Unique identification number of the Purchase Requisition.
Workflow Status	Display only field, shows the current workflow status of Purchase Requisition.
Workflow Process Status	Status of workflow process.
Requisition Date	This field is automatically populated by the system. Default value is current system date.
Fiscal Year	Fiscal Year of the requisition, Default is current FY.
Fiscal Period	Fiscal Period of the requisition, Default is Current Fiscal Period.
Requisition Status	To indicate if the Requisition is open and can be converted to Purchase Order. When a Requisition is fully converted to Purchase Order(s) (i.e. Purchase Orders created and approved for all requisition items) then the status is automatically set to Closed. The Default value is Open.
Posting Status	This field is updated by the system when the voucher is either saved or temp saved.
Not Posted Reason	Users must prove a reason for not posting the voucher when voucher is Temp Saved; the field is cleared automatically when the voucher is completely saved.
Currency	To allow the user to select the Currency of the requisition. Default is Domestic Currency. If the general parameter system Accepts Multi-currency Transactions is False, then this field will be disabled and its value is Domestic Currency.
Exchange Rate	Will show the latest active exchange rate for the selected currency which is linked to Expenditures, users can change the rate if allowed in the Currency Table, otherwise this field will be ‘Display only’ and updated only by the system when the currency is selected. Default is 1 (because default currency is Domestic). If the general parameter System Accepts Multi-currency Transactions is False, and then this field will be disabled.
Is Contract Ammendment	Select this checkbox to define the current Purchase Requisition as a Template for future Purchase Requisitions.
Rollover	To specify whether any outstanding requisition amounts will apply to the new fiscal year once Fiscal Year End procedures have been carried out.
Is Template	Select this checkbox to define the current Purchase Requisition as a Template for future Purchase Requisitions.
Priority	Users can assign a priority from a list ranging from highest to lowest priority.
Delivery Date From	Read Only Attribute, Calculated from the Delivery Drop Date, it would be the lowest delivery date on the drops. Starting Delivery Date of the goods.
Delivery Date To	Read Only Attribute, Calculated from the Delivery Drop Date, it would be the highest delivery date on the drops. Ending Delivery Date of the goods.
Temp Number	Serial, system generated number created when a Purchase Requisition is Temp Saved.
Goods/ Services Domestic Amount	System calculated values, based on the total Domestic amounts of all the Goods/Services in the Purchase Requisition.
Goods/ Services Foreign Amount	System calculated values, based on the total Foreign amounts of all the Goods/Services in the Purchase Requisition.
Domestic Tax Amount	System calculated values, from the respective values of the Purchase Requisition Items.
Foreign Tax Amount	System calculated values, from the respective values of the Purchase Requisition Items.
Total Domestic Amount	System calculated values from the Domestic amounts plus Taxes, from all Purchase Requisition Items.
Total Foreign Amount	system calculated values from the Foreign amounts plus Taxes, from all Purchase Requisition Items.
Origin	System generated value (Manual, Template, Data Import or Web Service). Default value is Manual.
External Source Voucher	Read-only fields updated by the system if the Voucher Source value is Other External Source.
Source Document Number	Read-only fields updated by system. It shows Source Document number if the voucher source value is Other External Source.
Batch Number	Read-only fields show Batch number for imported requisition.
Create Commitment	Indicate if the system will automatically create a commitment when the current Requisition is approved. This field will be Display only if the parameter allow creating Requisitions without Commitments is False. Default value is checked (True).
Commitment	The system will automatically assign a Commitment ID when the Committed attribute is True. The system provides a hyperlink to drill down to the relevant Commitment. Once clicked by users the system will open new screen with the information of the relevant Commitment.
Purchase Vehicle	This attribute will be selected by users to define the type of requisition and Purchase Requisition and their relevant rules.
Purchasing Office	ID of the Purchasing Office. It is the Institution that process the Purchase Requisition and follows it up.
Ship To	System will default this value if available based on attribute 'Receiving Location' of Institution screen. According to value of 'Purchasing Office' selected by users. Users can change it, however user can only select Institutions where attribute 'Is receiving location' is True.
Invoice To	System will default this value if available based on attribute 'Invoice to Office' attribute of Institution screen. According to value of 'Purchasing Office' attribute selected by users. Users can change it, however user can only select Institutions where attribute 'Can be office to be invoiced' is True.
Inspected At	System will default this value if available based on attribute 'Inspection Location' of Institution screen. According to value of 'Purchasing Office' attribute selected by users. Users can change it, however users can only select Institutions where attribute 'Is inspection location' is True.
Requester	ID of the Requester. It is the office that requires the goods or creates the Requisition.
Project	This attribute will be selected by the user to define the project that the purchase belongs.
Buyer	ID of the Buyer assigned to process the Purchase Requisition. The Buyer is the authorized employed for purchasing Goods or Services on behalf the Institution. If the Restrict Buyer to Institutions parameter is True, then the system will allow only IDs from Buyers who are related with the IDs of requesting Institutions.
Buyer Acknowledged	Calculated/Updated Display Only Field. Will be updated by the system when the buyer acknowledges the requisition in the workflow, default is Unchecked (False)
Acknowledgment Date	Calculated/Updated Display Only Field. Will be updated only by the system when the buyer acknowledges the Req., default is Blank.
Credit Card Buy	Used when the Purchase Requisition needs to be paid using a credit card. This field will be disabled if the attribute Purchasing Vehicle Credit Card Allowed is false in the “Purchasing Vehicle” entity.
Credit Card Number	Number of the Credit Card that will be used to pay the current purchase, this attribute will be disabled if the 'Credit Card Buy' attribute is False.
Created By	Refers to the User who created the requisition.
Creation Date	Creation date of the requisition.
Approved By	Refers to the User who approved the created Requisition.
Approval Date	The date when the Purchase Requisition was approved.
Purchasing Vehicle Usage Justification	Usage justification of the user selected purchasing vehicle.
Estimated Acquisition Date	Indicates the estimated date when goods/services will be required to be bought by the institution.
Language	Users can select Language of the Purchase Requisition from Dropdown list.
Description	Purchase Requisition purpose description, or if required, contextual information supporting a Purchasing policy exception, assuming that a future audit may occur.
Template Name	Purchase Requisition Template name.
Suggestion	Free Text attribute to allow users to enter any specific suggestions related to the Requisition.
Special Instruction	Free Text attribute to allow users to enter any Special Instructions related to the Requisition.
Sole Source Justification	Criteria justifying the selection of a Sole Source Supplier (i.e., Open Purchase Order, etc.).
Purchase Requisition Items Tab	Section for defining the Purchase Requisition Items. Each Item must break down into Drops.
Clauses Tab	For some Purchase Requisitions, users may wish to attach one or several standard legal clauses / discharge of responsibility.
Suggested Vendors Tab	Collection of 0 to many suggested vendors for the Requisition.
Attachments Tab	It allows attaching files that the Institution may consider relevant for supporting the Purchase Requisition (for instance, associated contracts, law requirements, order management, etc.). Each file may have a Title, Description, Date, User, and document Language (see details in document “How to Perform Common Tasks”).

Purchase Requisition Item

Overview

A Purchase Requisition is composed of Purchase Requisition Items. Each Item may refer to a Good or a Service.

Purchase Requisition Item Screen Fields and Tab

Field	Description
Item Number	Read only value. Serial, system generated number starting with 1 for each Purchase Requisition Item.
Status	Read only value. Shows if the Purchase Requisition Item is open and can be converted into a Purchase Order. Possible values: Open/Closed. Default value is Open.
Item	Users must select one Item from the Item Catalogue. Once the Item ID has been selected, the following information will be automatically populated into the following fields: Item Category, Unit of Measure, Unit Price Fc, Coding Block and Description.
Item Category	To specify the category of the item. This field will be ‘Display Only’ if Catalogue ID is selected.
Unit of Measure	Refers to the Unit of Measure of the item. This field will be defaulted if Catalogue ID is selected. Users can change it.
Unit Price Dc	Domestic Price per unit of the Item. If users enter the Foreign Unit Price, this field will be Calculated/Updated Read Only Field, and will get updated by the system using the currency rate defined.
Unit Price Fc	Foreign Price per unit of the Item.
Quantity	Refers to the quantity of the Requisition Item.
Assign Quantity	This is read only field, automatically populated by the system.
Estimated Price Dc	Total Domestic price (Domestic Unit Price x Quantity), system calculated value.
Estimated Price Fc	Total Foreign price (Foreign Unit Price x Quantity), system calculated value.
Tax Amount Domestic	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Foreign	Displays the calculated Foreign Tax amount as defined in Tax Information
Net Amount Domestic	Calculated field, shows the net amount for the Item in domestic currency.
Net Amount Foreign	Calculated field, shows the net amount for the Item in foreign currency.
Price Tolerance	Tolerance Percentage for Price.
Quantity Tolerance	Tolerance Percentage for Quantity.
Coding Block	Ledger Coding Block. Search function to the COA Group with attribute 'Budget Execution' equal to 'True' and to the Imposed Segment.The system will lookup for this code.
Language	Users can select the country specific language of the Description from dropdown list.
Description	Description of the Item.
Purchase Requisition Drops Tab	This section defines the Purchase Requisition Item Drops.
Pictures Tab	Collection of zero or more images. The system allows BMP, GIF and JPG data files, and it will display the image of the first file.
Attachments Tab	Collection of zero or more attached files that can be used as supporting documentation for the Purchase Requisition Item.

Purchase Requisition Drop

Overview

The objective of this tab is to define the Purchase Requisition Item Drops.

Purchase Requisition Drop Screen Fields and Tab

Field	Description
Drop Number	Read Only Field, Auto-generated Serial Number starts with 1 for each Requisition Item.
Status	Automatically assigned by the system. Possible Values: Open/Closed. Default value is Open. It shows if the Item Drop is open and can be converted to a Purchase Order.
Fiscal Year	Fiscal Year of the requisition, Default is current Fiscal Year.
Fiscal Period	Fiscal Period of the requisition, Default is current Fiscal Period.
Delivery Date From	Starting delivery date of the drop.
Delivery Date To	Ending delivery date of the drop.
Quantity	Refers to the quantity of the Requisition Item Drop.
PO Assign Quantity	Read Only for the user, automatically populated by the system. Default value is Zero. It contains accumulated quantity already assigned in PO item drops (notice that more than one PO item drop could have been referenced to this PR item drop).
PD Assign Quantity	Read Only for the user, automatically populated by the system. Default value is Zero. It contains accumulated quantity already assigned in PD(Procurement Document) item.(Notice that more than one PD item could have been referenced to this PR item).
Amount Dc	Refers to Domestic Unit Price (from the relevant Item) X Quantity of the Drop.
Amount Fc	Refers to Foreign Unit Price (from the relevant Item) X Quantity of the Drop.
Tax Amount Dc	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Fc	Displays the calculated Foreign Tax amount as defined in Tax Information.
Total Amount Dc	Refers to Amount Dc + Tax Amount Dc.
Total Amount Fc	Refers to Amount Fc + Tax Amount Fc.
Receive Location	User can enter the code of the Institution and also look up with search criteria is needed, which is the location to receive the item.
Tax Information Tab	For Items ordered in Domestic Currency, the user can define the applicable Taxes to individual Drops by this Tab.
Attachments Tab	Collection of zero or more attached files that can be used as support documentation for the Purchase Requisition Drop.

Tax Information

Overview

For Items ordered in Domestic Currency, the user can define the applicable Taxes to individual Drops. To do this, activate the Tax Information Tab and create the Tax Information elements that apply. The system will calculate the appropriate total Tax for each Drop, based in the Tax rates defined and it will display the totals in the fields Tax Amount Dc and/or Tax Amount Fc, localized in the Purchase Requisition Drop screen.

Tax Information Screen Fields

Field	Description
Serial Number	Auto-generated Serial Number starts with 1 for every new Requisition Drop.
Tax	Id of respective Tax.
Price Includes Tax	It indicate whether the amount includes tax or not.
Tax Percentage	Tax Percentage of the Tax.
Added/ Deducted	This field indicates if the tax amount is added to the goods price or deducted from it.
Tax Domestic Amount	Shows the Tax domestic amount, calculated by the system.
Tax Foreign Amount	Shows the Tax foreign amount calculated by the system.

Attachments

Overview

System allows to attach files to support the purchase requisition process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Language for the title and description.
Title	Title of the Attachments.
Descrption	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Data Type	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Attachments

Overview

System allows to attach files to support the purchasing requisition process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Pictures

Overview

Application allows to upload zero or more pictures to support purchase requisition process. The system must display the first picture and allow files of type (BMP, GIF and JPG).

Pictures screen Fields

Filed	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachemnt Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting pictures. File type can be: BMP, GIF and JPG etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Clauses

Overview

This tab helps to attach pre-created purchase clauses to purchase requisition.

Clauses Screen Fields

Field	Description
Serial Number	Calculated/Updated Display Only Field, auto-generated Serial Number starts with 1 for each Purchase Order.
Purchasing Clause	The system will provide a list of Active Clauses defined in the Purchasing Clauses Entity. The system will display the Clause Description once the ID is selected.
Show Order	To define the sorting of the selected Clause as to be printed in the Purchase Order. Default is Serial Number.

Suggested Vendor

Overview

Suggested Vendor tab allows to insert one or more suggested vendor for Purchesing process.

Suggested Vendor screen Fields

Field	Description
Priority	To define the priority of the selected vendor, accepted values 1 to 10, default value is 1.
Vendor	Field contains Vendor Code. The system should provide a lookup form to allow the user to search for a vendor using different criteria.
Language	Language of the Suggested Vendor.
Justification	To allow the user to justify why the selected vendor is suggested.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachment screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Purchase Order

Overview

A Purchase Order is an authorization to a vendor to deliver specified goods or services at a stipulated price. Once accepted by the supplier, the purchase order becomes a legally binding purchase contract.

As with requisitions, users can create purchase orders with multiple items, which in turn, can be delivered in multiple drops over multiple fiscal years. A single requisition, multiple requisitions, or no requisitions, can be used to define a purchase order. Although a purchase requisition is not mandatory (if the parameter ‘Allow creating Purchase Orders without Requisitions.’ is True) in the purchase process, the PO is usually created by an authorized buyer after officially approving the corresponding purchase requisition(s). Once the PO is sent and the vendor has accepted it, it becomes a legally binding purchase contract between the two organizations.

Navigation

Purchasing ► Purchase Order

Purchase Order Screen Fields and Tabs

Field	Description
Code	Unique identification code manually entered by users or automatically generated based on parameters.
Workflow Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are: Created, Approval Requested, Approved, Void, Closed, Cancelled, Acknowledged. Default value is created.
Workflow Process Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are: Created, Approval Requested, Approved, Void, Closed, Cancelled, Acknowledged. Default value is created.
Rollover	Select this check box if Purchase Orders (or non-completed portions) will be transferred to the next Fiscal Year once Year End Procedures have been completed. The system will enable this function only if the parameter Allow Purchase Orders to Rollover to Next Fiscal Year is set to True.
Is Template	Select this checkbox to define the current Purchase Order as a Template for future Purchase Orders.
Purchase Order Date	Specify the date the Purchase Order will be issued. Default is current date.
Reference Number	This field indicates reference number will be used to store reference or tender or any other number to support purchase.
Expiry Date	This field define the date when the Purchase Order will expire.
Fiscal Year	Fiscal year for the Budget that will be affected by the Purchase Order.
Fiscal Period	Fiscal period for the Budget that will be affected by the Purchase Order.
Attached Requisition	This field is to attach/relate the approved Purchase Requisition to the Purchase Order. If the Parameter ‘Allow creating Purchase Orders without Requisitions’ is False, then the user will not be able to select ‘None’. If the Parameter ‘Allow creating Purchase Orders with Multiple Requisitions’ is False, then the user will not be able to select ‘Multiple’. If both parameters is False, then this field will be ‘Display Only’ with the value ‘Single’.
Delivery Date From	Read only field. Calculated from the Delivery Drop Date, it would be the lowest delivery date on the drops.
Delivery Date To	Read only field. Calculated from the Delivery Drop Date, it would be the highest delivery date on the drops.
Order Status	Default value is "Open". Shows if the Purchase Order is open and can be converted to Expense Vouchers. When a Purchase Order is fully converted into Expense Vouchers the status will automatically change to Closed.
Posting Status	This is related to the publishing of the Purchase Order (e.g., Saved or Temp Saved).
Temp Number	System generated number created when a Purchase Order is Temp Saved.
Not Posted Reason	Reason why the Temp Purchase Order was not saved in the system.
Currency	Select currency type from the list. If a currency has been specified in the Supplier’s record, then that Currency will appear by default. Users must specify if the Purchase Order is in dollars and if it includes Taxes (Domestic or Foreign). Users can specify Domestic Tax Amount and/or Foreign Tax Amount.
Exchange Rate	Read only field. Displays the value specified in the Currency Table.
Goods/Services Domestic Amount	System calculated values based on the total Domestic amounts of all the Goods/Services in the Purchase Order.
Goods/Services Foreign Amount	System calculated values based on the total Foreign amounts of all the Goods/Services in the Purchase Order.
Domestic Tax Amount	System calculated domestic amounts from the respective values of the Purchase Order Items.
Foreign Tax Amount	System calculated foreign amounts from the respective values of the Purchase Order Items.
Total Domestic Amount	System calculated domestic amounts plus Taxes from all Purchase Order Items.
Total Foreign Amount	System calculated foreign amounts plus Taxes from all Purchase Order Items.
Voucher Source	System generated value that indicates the creation source of the Voucher. Default value is Manual.
External Source Voucher	Read Only Field field, will be updated by the system if the Voucher Source attribute equals 'Other External Source', to show the source of the external voucher (imported from external applications).
Source Document Number	Read Only Field field, shows Source Document Number if External Voucher Source.
Batch Number	Read Only Field field, shows the Batch Number for imported PO’s.
Obligation	Users can enable the system to automatically create an Obligation for the Purchase Order created.
Vendor	Users can select ID of the Vendor that is supplying the Goods/Services.
Payment Terms	Payment terms are automatically populated according to the Vendor selected.
Delivery Mode	Delivery mode Means by which purchased goods are delivered from the supplier to your organization.
Delivery Terms	A delivery term is a special condition that applies to the delivery of procured goods from a supplier.
Purchasing Vehicle	ID of the Purchasing Vehicle (e.g., Small Purchases). Used to determine the Purchase Order workflow and approvals.
Purchasing Office	Purchasing Office ID, If the Institution that the creating user (employee) belongs to is defined as Purchasing Office, then default equals the user's Institution Code.
Ship To	This is the location where the purchase order will be shipped to. The ‘Ship To’ institution will be a receiving location.
Invoice To	The office where the Invoice is sent to.
Inspected At	The Location where the Purchase Order is inspected.
Requester	This fields indicates the ID of the Requester. It is the office that creates the Requisition.
Buyer	The Buyer is the employee authorized to purchase Goods or Services.
Credit Card Buy	To indicate if the current purchase will be paid through Credit Card. This filed will be disabled if the attribute 'Purchasing Vehicle Credit Card Allowed' is False in the relevant Purchasing Vehicle Entity, Default is False.
Credit Card Number	Reference to the Credit Card that will be used to pay the current purchase, this attribute will be disabled if the 'Credit Card Buy' attribute is False. If the Parameter 'Restrict Credit Cards to Institution ID' is True then the system will only allow Credit Cards that are linked to the institution of this voucher in the Credit Card Entity.
Project ID	Users can use project code for reference.
Created by	Populated automatically by the system at creation time of the record.
Creation Date	Populated automatically by the system at creation time of the record.
Approved by	Populated automatically by the system when corresponding workflow reaches its last Approval stage.
Approval Date	Username that approved the PO.
Language	Language the Purchase Order is documented in.
Description	Describes the purpose of the PO. Can also be used to capture contextual information that supports a purchasing policy exception.
Template Name	Purchase Order Template name.
Special Instructions	Special delivery instructions, etc.
Sole Source Justification	Criteria justifying the selection of a Sole Source Supplier (i.e., Open Purchase Order, etc.).
Is Contract Amendment	The users will need to select this attribute if PO is against amendment in Contract.
Managed Contract	If Contract Amendment field value is true, this field is mandatory. Users can look up and select the contract.
Use Percentage	To indicate if the PO will use percentage.
Purchase Order Items	Collection of one or more purchase order items.
Clauses	For some POs, users may wish to attach one or more standard legal clauses. Collection of zero to many Clauses linked to the Purchase Order.
Attachments	Collection of zero to more attachments, which will be used as supporting documents.
Purchase Order Financial Coding Block	This entity will have the list of Financial Coding Blocks that will be used as main fund source for entire Items within the Purchase Order.

Attached Requisition

Overview

Attached Requisition allows to attach Purchase Requisition with the Purchase Order.

Attached Requisition screen Fields

Field	Description
Purchase Requisition	Number of the attached requisition, the system will not allow attaching the same requisition more than once to the same Purhcase Order. A hyperlink to be provided to drill down to the attached requisition, once clicked a new screen will open to display the information of the relevant requisition.
Language	Country specific select language for comments.
Comments	Comments can be entered by the user when the requisition is attached.
Purchase Requisition Items	Automatically popultated by the system according to selected purchase requisition.

Purchase Order Item

Overview

A Purchase Order is composed of Purchase Order Items. Each Item may refer to a Good or a Service.

Purchase Order Item screen Fields

Field	Description
Item Number	Read only field. Serial, system generated number starting with 1 for each Purchase Order.
Bid Award Reference	Reference number of Bid Award.
Status	Read only field. Shows if the Purchase Order Item is open and can be converted into an Expense Voucher. Possible values: Open/Closed. Default value is Open.
Item	User must select one Item from the Item Catalogue. Once the Item ID has been selected, the following information will be automatically populated onto the following fields: Item Category, Unit of Measure, Unit Price Fc, Coding Block and Description.
Item Category	Once the Item is selected, the selected Item Category ID will appear. It is used if the goods to be acquired require being in a category.
Unit of Measure	If the Item ID is selected, the system will reproduce the Unit of Measure defined for the Item, which won’t be possible to be modified.
Unit Price Dc	To capture the Domestic Unit Price of the Item.
Unit Price Fc	To capture the Foreign Unit Price of the Item.
Quantity	This field indicates original quantity of purchase order. This field is automatically populated by the system.
Received Quantity	Calculated/Updated Read Only Field, will be updated automatically by the system when a 'Goods/Services Received/Returned Note' is created against the current item.
Outstanding Quantity	Calculated/Updated Read Only Field, this is equals Original Quantity - Received Quantity.
Estimated Price Dc	System calculated values (Unit Price x Quantity, for Dc).
Estimated Price Fc	System calculated values (Unit Price x Quantity, for Fc).
Tax Amount Domestic	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Foreign	Displays the calculated Foreign Tax amount as defined in Tax Information
Net Amount Domestic	Calculated field, shows the domestic net amount for the Item.
Net Amount Foreign	Calculated field, shows the foreign net amount for the Item.
Price Tolerance	The Purchase Order is created for a lower or higher Quantity/Price than the original Requisition. If the Default Tolerance Percentage for Price parameters have been defined, then they will be the default values in these fields, even though they can be changed, if required. The system will reject Received Goods, Returned Goods and Expenditure Vouchers against the Purchase Order if any of the levels established here would be exceeded.
Quantity Tolerance	The Purchase Order is created for a lower or higher Quantity than the original Requisition. For avoiding excess Quantity, the system allows to specify a Quantity Tolerance (or variation). Default Tolerance Percentage for Quantity parameters have been defined, then they will be the default values in these fields, even though they can be changed, if required. The system will reject Received Goods, Returned Goods and Expenditure Vouchers against the Purchase Order if any of the levels established here would be exceeded.
Coding Block	GL Coding Block. Search function in the CoA Group with the attribute Budget Execution equal to True and to the offset Coding Block imposed.
Language	Language of the Description.
Description	Description of the Purchase Order Item. Value copied by the system if user selected the Item.
Purchase Order Item Drops	In this section are defined the Purchase Order Item Drops (see details in “Adding Purchase Order Item Drops”).
Attachments	Collection of zero or more attached files that can be used as supporting documentation for the Purchase Order Item (see details in the document “How to Perform Common Tasks”).
Pictures	Collection of zero or more images. The system allows BMP, GIF and JPG data files, and it will display the image of the first file.

Purchase Order Item Drop

Overview

System allows to create multiple drops per Purchase Order Item. Before a new Item Drop is created, the system will verify that the amounts for each Purchase Order Item is not exceeding.

Purchase Order Drop Screen Fields

Fields	Description
Drop Number	This is system generated unique identification number.
Status	Automatically assigned by the system to show if the Item Drop is open and can be converted to an Expense Voucher.
Auto Close PR Drop	Default value is false. This is applicable only when the PO is related to a PR. If users switched this to TRUE, then system will automatically close the relevant Purchase Requisition Item Drop.
Fiscal Year	Fiscal Year of the Voucher. Default value is the current Fiscal Year. If parameter "Allow Purchase Orders to Rollover to Next Fiscal Year" is set to True, then the system will allow the creation of Drops for future Fiscal Years, otherwise, only the current Fiscal Year can be used.
Fiscal Period	Fiscal Period of the Voucher. Default value is the current Fiscal Period.
Delivery Date From	Starting Delivery Date of the Drop.
Delivery Date To	Ending Delivery Date of the Drop.
Quantity	Specify the quantity of the Item ordered that needs to be delivered in the specified dates. Using the Item Price, the system will compute the Total Domestic for the Item Drop and it will populate the field Amount Dc with the calculated value. If the Item Price was published using Foreign Currency and Price, the amount calculated in the Foreign Currency will be copied into Amount Fc field.
Received Quantity	This field will be updated automatically by the system when a 'Goods/Services Received/Returned Note' is created against the current item.
Outstanding Quantity	Shows the outstanding quantity which is yet to be received. This is system calculated.
Amount DC	Enter here the Drop’s Domestic amounts. The system will validate that the total Drops matches the amount specified in the Purchase Order Item.
Amount FC	Enter here the Drop’s Foreign amounts. The system will validate that the total Drops matches the amount specified in the Purchase Order Item.
Tax Amount DC	Calculated/Updated field, displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount FC	Calculated/Updated field, displays the calculated Foreign Tax amount as defined in Tax Information.
Total Amount DC	System calculated field, Total amount is equal to "Amount DC + Tax Amount DC".
Total Amount FC	System calculated field, Total amount is equal to "Amount FC + Tax Amount FC".
Receive Location	Refers to Institution where the item will be received.
Tax Information	For Items ordered in Domestic Currency, the user canusers can define the applicable Taxes to individual Drops. This includes the type of tax, and whether it is added or deducted from the drop. The total tax will be automatically calculated.
Attachments	System allows to attach files to support the purchasing process.

Tax Information

Overview

The objective of this tab to store tax related information for purchase order.

Tax Information screen Fields

Field	Description
Serial Number	Read only field, Auto-generated Serial Number starts with 1 for every new Order Drop Tax Information.
Tax	Id of respective Tax.
Price Includes Tax	It indicate whether the amount includes tax or not.
Tax Percentage	Tax Percentage of the Tax.
Added/Deducted	This field indicates if the tax amount is added to the goods price or deducted from it.
Tax Domestic Amount	Shows the Tax domestic amount, calculated by the system.
Tax Foreign Amount	Shows the Tax foreign amount calculated by the system.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments Tab Screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments
Description	Description of the attachments
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc
Data Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Pictures

Overview

Application allows to upload zero or more pictures to support purchase order process. The system must display the first picture and allow files of type (BMP, GIF and JPG).

Pictures screen Fields

Field	Discription
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting pictures. File type can be: BMP, GIF and JPG etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Clause

Overview

This tab helps to attach pre-created purchase clauses to purchase order.

Clause screen Fields

Field	Description
Serial Number	Calculated/Updated Display Only Field, auto-generated Serial Number starts with 1 for each Purchase Order.
Purchasing Clause	The system will provide a list of Active Clauses defined in the Purchasing Clauses Entity. The system will display the Clause Description once the ID is selected.
Show Order	To define the sorting of the selected Clause as to be printed in the Purchase Order. Default is Serial Number.

Purchase Order Financial Coding Block Tab

Overview

This entity will have the list of Financial Coding Blocks that will be used as main fund source for entire Items within the Purchase Order.

Purchase Order Financial Coding Block Tab Screen Fields

Fields	Description
Coding Block	GL Coding Block. Search function in the CoA Group with the attribute Budget Execution equal to True and to the offset Coding Block imposed.
Estimated Domestic Amount	Shows estimated domestic amount of the Purchase order items.
Estimated Foreign Amount	Shows estimated foreign amount of the Purchase order items.
Estimated Tax Domestic Amount	Shows estimated domestic tax amount of the Purchase order items.
Estimated Tax Foreign Amount	Shows estimated foreign tax amount of the Purchase order items.
Estimated Total Domestic Amount	Shows total of the estimated domestic amount and estimated domestic tax amount.
Estimated Total Foreign Amount	Shows total of the estimated foreign amount and estimated foreign tax amount.

Receive / Return Notes

Overview

This screen represents the acceptance/rejection of goods or services that were requested in a Purchase Order or received in a G/S Received Note. Partial acceptance is allowed for both goods and services, it is important to note that the user cannot accept goods or services that are not part of a previously obligated Purchase Order.

Navigation

Purchasing ► Receive / Return Notes

Receive / Return Notes

Field	Description
Goods/Services Received Note ID	The unique identification code of the Return and Receive Note.
Workflow Status	The following are the defaulted states: Created, Approved, and the default status is Created. However, more states can be customized according as part of the Workflow Process Configuration.
Note Type	Choices include Receive and Return.
G/S Receive Note Reference	If the Note Type has been set to Return, this is the reference to the Goods/Services Received Note. If the Note Type has been set to Receive, only G/S Received Notes can be referenced.
Receipt Type	Refers to Receipt Type ID of Receipt Type of the Receive Note
Purchase Order	Indicates the Purchase Order ID that will be defaulted for each item in the Goods/Services Received/Rejected Note Details.
Fiscal Year	Fiscal Year when this Goods/Services Received Note was created. Automatically assigned by the system.
Fiscal Period	Fiscal Period when this Goods/Services Received Note was created. Automatically assigned by the system.
Receive/Return Date	Automatically populated current date by the system, user can change it. It is the date when the goods or services were actually received or returned.
Issue Date	Date and Time when this Goods/Services Received Note was created. Automatically assigned by the system.
Loan Period Begin Date	The date is (or was) scheduled to begin for the period covered by a loan. If attribute 'Receipt Type' value has attribute 'Require Term Dates' value equals to 'True', then system ask for this value.
Loan Period End Date	The date is (or was) scheduled to end for the period covered by a loan. It should be greater than Loan Period Begin Date. If attribute 'Receipt Type' value has attribute 'Require Term Dates' value equals to 'True', then system ask for this value.
Item Type	Specifies if this value has been created for receiving goods or services. Possible values are: Goods and Services, and the default value is Goods. The system cannot allow both Goods and Services within the same Goods/Services Received Note. This is needed due to receiving purposes, since Services are accepted by the Institution Unit that requested them and Goods are received by a Warehouse.
All Details are related to EV	This attribute refers that all the Good Receive Return Note Detailed of the GRN is linked to EV. Hidden attribute, automatically updated by the system when Note type is equal to ¨Receive ¨.
Default Purchase Order ID	This attribute used to define the default Purchase Order ID that will be defaulted for each item in the Goods/Services Received/Rejected Note Details.
PO uses Multi Coding Block	When the PO selected in the Default Purchase Order ID Uses Multi Coding Blocks by Item, the this field is visible and is used to defines the PO uses Multi Coding Block.
Receiving/Returning Institution	For the case of goods, this is the warehouse responsible of receiving/returning the goods. When the warehouse selected is intended for Inventory Items storage, only the system will allow Inventory Item details, and the same applies for Fixed Assets. This value will be read only when the Note Type is selected as Return, as the system will copy this value from the referenced G/S Received Note listed in the G/S Receive Note Reference. When the Note Type is selected as Services, this value will reference the Institution Unit that requested the contracted service.
Receiving/Returning Responsible	This is the employee that accepts/rejects the goods or services. If the user that is entering the Goods/Services Received Note information has an employee, this value will be inferred by the system and cannot be modified. Otherwise, the user should select from a list of the available employees.
Responsible Employee	Employee ID of Receiving/Returning Responsible employee.
Vendor	The companies that sell products or services to the company that you work for.
Vendor Reference	It can be reference to document delivered by Vendor.
Vendor Document Date	Indicates date of the document received from a vendor.
Carrier	The carrier that was used for this delivery (From the Vendor to the Institution of Receiving/Returning).
Packages Received/Returned	The number of packages received/returned depending on the Note Type value.
Source	System populated read-only field to show the source of the GSRN. Possible values are Manual and Contract Management.
Created By	Indicates who created the GSRN.
Creation Date	Indicates the GSRN creation date. Auto updated by the system.
Approved By	Indicates who approved the GSRN.
Approval Date	Indicates the GSRN approval date. Auto updated by the system.
Language	Country specific language used for remarks.
Remarks	Additional notes or comments regarding the Goods/Services Received Note.

Attachment

Overview

System allows to attach files to support the purchasing process.

Attachment Tab screen fields

Field	Description
Id	Identification code of the attachment.
Attachment Classification	Reference to attachment classification.
Language	Language used to describe the fields in attachment.
Title	Title of the attachment.
Description	Description of the File attached.
Attachment	File to be attached from this field.
Date Time	Time and Date of file attachment.
Date	Attached document date can be selected here.
User	Users by whom the field is attached.
Language	Language in this attached file.

Goods/Services Received/Rejected Note Details

Overview

This tab holds details information for Goods/Services Received/Rejected Note.

Goods/Services Received/Rejected Note Details screen Fields

Field	Description
Correlative	Correlative Number, calculated by the system. Visible to user.
Goods/Services Received Note Detail	This field is visible only when the GSRN type is 'Return'. System allow to select the Goods/Services Received Note in this field.
Coding Block	GL Coding Block. Search function in the CoA Group with the attribute Budget Execution equal to True and to the offset Coding Block imposed.
Purchase Order	If the note type is Return, this field automatically populated by the system according the the Receive Note Id selected in the main screen. If the Note Type is receive, this field populated by the system according to the purchase order selected in the main screen.
Purchase Order Item	If Note Type id Return, system automatically populated the Purchase Order Item. If Note Type is Receive system allow user to select the the Purchase Order Item by dropdown list.
Dscription	This field will appear after the selection of Purchase Order ID. This field holds the description of the purchase order item.
Purchase Order Item Drop id	If Note Type id Return, system automatically populated the Purchase Order Item. If Note Type is Receive system allow user to select the the Purchase Order Item by dropdown list.
Item	Item refers to Cateloque Item. This is read only field, automatically populated by the system if it is mentioned in purchase order. If Receive or Return note type is service, not have a reference in the Catalogue Item.
Is Fixed Asset?	If Note Type is 'Receive' and G/S Note Type is 'Goods' and Asset Item ID is Automatically Assigned by the system, then this attribute will be Enabled, otherwise it is READ ONLY.
Unit Cost	It represents the Unit Domestic Cost of the Received Item. This value will be obtained from the PO Item Domestic Cost. Wehn G/S Note Type is 'Service' this is the total cost for the contracted service excluding taxes.
Unit Foreign Cost	It represents the Unit Foreign Cost of the Received Item. This value will be obtained from the PO Item Foreign Cost. When G/S Note Type is Service, this is the total cost for the contracted service excluding taxes.
Unit of Measure	This is the Unit of Measure entered in the PO Item, this is a read only attribute. If Note Type is return, it is copied from the received note.
Quantity Received/Returned	When Note Type is 'Receive' This value will be copied from the Item Drop Outstanding Quantity. Received quantity should not exceed outstanding quantity. When Note Type is 'Return' this value will be copied from the referenced GSRN. Returned quantity should not exceed accepted quantity in the referenced GSRN.
Outstanding Quantity	If the Purchase Order Item Drop ID is defined, the system will display the outstanding quantity of the drop (original quantity - quantity received in previous GRN + quantity returned in previous GRTN)
Quality Rejected	The user will enter the rejected quantity if any, should not exceed received quantity. Default is Zero
Quantity Accepted	Display Only field calculated by the system = Quantity Received - Quantity Rejected.
Rejection/Return Reason	To define the rejection reason if Quantity Rejected is greater than Zero
Percentage of Progress Accepted	This is the progress of the contracted service accepted. Mandatory when Note type is Service and not applicable when Note Type is 'Return'
Amount (Domestic)	It represents the total Domestic amount for the item (excluding taxes).
Amount (Foreign)	It represents the total foreign amount for the item (excluding taxes).
Tax Amount (Domestic)	Display Only field to show the total Domestic Tax Amount. Default value is Zero.
Tax Amount (Foreign)	Display Only field to show the total Foreign Tax Amount. Default value is Zero.
Language	Select country specific language for remarks
Remarks	Additional notes or comments to this GSRN Detail.
Is Finale Shipment	This attribute is not applicable if Note Type is 'Return'. Should not be visible if it is 'Return'. If user swithches this to TRUE, then upon approval, system will automatically close the relevant PO item drop.
Tax Information	Collection of zero to more ‘Tax’ Detailed information.
Perishable Lot	Collection of zero to more ‘Perishable Lot’.

Tax Information

Overview

The objective of this tab to store tax related information for Goods/Services Received/Rejected Note.

Tax Information screen Fields

Field	Description
Serial Number	Read only field, Auto-generated Serial Number starts with 1 for every new Order Drop Tax Information.
Tax	Id of respective Tax.
Price Includes Tax	It indicate whether the amount includes tax or not.
Tax Percentage	Tax Percentage of the Tax.
Tax Added/Deducted	This field indicates if the tax amount is added to the goods price or deducted from it.
Tax Domestic Amount	Shows the Tax domestic amount, calculated by the system.
Tax Foreign Amount	Shows the Tax foreign amount calculated by the system.

Perishable Lot

Overview

The Perishable Lot Tab contains the required information for Lot Management.

Perishable Lot Tab screen Fields

Field	Description
Perishable Lot ID	Unique Identifier for the Perishable Lot.
Manufacturer Perishable Lot ID	User Defined. It represents the Unique Lot number assigned by the Manufacturer.
Perishable Lot Expire Date	User Defined. Date when the lot items will expire
Perishable LotQuantity On Hand	User Defined. It is the available quantity on theLot.
Perishable LotReceived Quantity	User defined. It represents the quantity received during GRN for the Lot.
Perishable LotProduction Date	User defined. Date when the lot items where produced.
Remarks	User defined attribute. Relevant information about the item, special treatment, warranty conditions, etc.

Reports

Good Received/Returned Details Report

Overview

The Good Received Details Report displays the details of goods received. Report information includes Fiscal Year, Fiscal Period, Issue Date, Receiving Institution, Vendor and Packages Received. And details include information about Purchase Order, Purchase Order Item, Purchase Order Item Drop and Catalogue Item. The report also includes information related to the Good Received like Unit of Measure, Unit Cost, Quantity Received, Quantity Rejected and Quantity Accepted.

The Good Returned Details Report displays the details of goods returned. Report information includes Fiscal Year, Fiscal Period, Issue Date, Receiving Institution, Vendor and Packages Returned. And details include information about Purchase Order, Purchase Order Item, Purchase Order Item Drop and Catalogue Item. The report also includes information related to the Good Returned like Unit of Measure, Unit Cost and Quantity Returned.

Navigation

Purchasing► Reports► Goods Received Returned Details Report

Good Received/Returned Details Report screen Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Vendor	Vendor (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Vendor to be used as filter criteria.
Receive Returned Note	Receive Returned Note (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Note that was received, which is to be used as filter criteria.
Purchase Order	Purchasing Order (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Order to be used as filter criteria.
Receive Returned Note Type	The type of receive returned note that the one selected above.
Comment	A comment may be added to the report output with this field.

Goods Returned Notes Listing Report

Overview

This report lists all Good Returned Notes and items, and displays them by associated Purchase Order. This report allows you to determine the Purchase Orders that have been processed and the items that have been returned from your organization, in addition to the monetary value and quantity of the goods returned. The report can be filtered by different criteria including Fiscal Year, Fiscal Period, Vendor, and Goods Returned Note.

Navigation

Purchasing ► Reports ► Goods Returned Notes Listing Report

Goods Returned Notes Listing Report Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Note Type	This is read only field. This field automatically populated by the system as Return.
Return Note	Receive Returned Note (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Note that was received, which is to be used as filter criteria.
Vendor	Vendor (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Vendor to be used as filter criteria.
Status	Users can select status of good returned note to generate report.
Issue Date	Users can insert good returned note beginning and ending date to generate report.
Comment	A comment may be added to the report output with this field.
Sort By	Report Header must show the selected Sort By Criteria.

INJUPEMP Reports

Purchase Order Report Grouping By Items Report

Overview

The "Receive According" Report displays the details of a Good Received Note in the application, displaying general information and details include information about Purchase Order, and is used in the institution to guarantee that all the Goods were received with entire satisfaction.

Navigation

Purchasing ► Reports ► INJUPEMP Reports ► Purchase Order Report Grouping By Items Report

Purchase Order Report Grouping By Items Report Screen Fields

Fields	Description
Purchase Order	Look up functionality, allows user to select purchase order

Receive According Report

Overview

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Purchasing ► Reports ► INJUPEMP Reports ► Receive According Report

Receive According Report Screen Fields

Fields	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Fiscal Period	Drop down box to select fiscal period.
Purchase Order	Look up functionality, allows user to select purchase order

Material Received Returned Report

Overview

This report shows a list of the Material Items received/returned by an Institution Unit. It contains information of each Item Received/Returned such as Good/Service Received Note (GSRN) ID, Note Type (Receive or Return), GS Type (Good or Service), Catalogue Item, Item Short Description, Quantity, Total Cost, Vendor, Purchase Order (PO) Ref ID, etc. Some filters are available such as Note Type, GS Type, GSRN Status, Issue Dates Range, Vendor, PO Ref ID, etc. This report is oriented to the Warehouse Responsible or Warehouse Supervisors.

Navigation

Purchasing ► Reports ► Received Returned Report

Material Received Returned Report Fields

Field	Description
Warehouse	Purchase Item Category (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Category to be used as filter criteria. This report is oriented to the Warehouse Responsible or Warehouse Supervisors.
Catelogue Item	Catalogue ID (optional parameter) that can be selected using the Lookup icon, and Find icon to retrieve the Catalogue ID to be used as filter criteria.
Vendor	Vendor (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Vendor to be used as filter criteria.
Note Type	The type of note between received and returned.
GS Type	GS Type refers to Goods or Services.
GSRN Status	GSRN Status refers to selection criteria amoung Approved, Approval Requested, Cancelled or Created.
Fiscal Year	Fiscal year of the Material Received Returned Report.
Fiscal Period	Fiscal period of the Material Received Returned Report.
Purchase Order Ref ID	Select Purchase Order Ref ID for generate specific purchase order related material receive or returned report.
GSRN ID	Select Goods and Service Ref ID for generate specific purchase order related material receive or returned report.
Issue Date	Users can insert good returned note beginning and ending date to generate report.
Sort By	Report Header must show the selected Sort By Criteria.

Nicaragua Reports

Procurement Executions With External Funds Report

Overview

Information regarding procurement execution with external funds are generated in the application through this screen.

Navigation

Purchasing ► Reports ► Nicaragua Reports ► Procurement Executions With External Funds Report

Procurement Executions With External Funds Report screen fields

Field	Description
Fiscal Year	Current Fiscal Year is selected from drop down box.
From	Initial fiscal period for report generation purpose is selected from drop down box.
To	Closing fiscal period for report generation purpose is selected from drop down box.
Institution	Relevant Institution is selected from lookup button.
Financial Source	Financial Source is selected from lookup button.
Sort By	Sorting criteria is selected for report generation purpose.

Purchase Order Early Alerts Report

Overview

Information regarding purchase order early alerts are generated in the application through this screen.

Navigation

Purchasing ► Reports ► Nicaragua Reports ► Purchase Order Early Alerts Report

Purchase Order Early Alerts Report screen fields

Field	Description
Fiscal Year	Current Fiscal Year is selected from drop down box.
Institution	Institution is selected from lookup button.
Project	Project is selected from lookup button.
Fiscal Period From	Initial fiscal period is selected from calendar button for report generation purpose.
Fiscal Period To	Closing fiscal period is selected from calendar button for report generation purpose.
Is Include Child Institutions	Marking the checkbox indiactes that child institutions are included.
Comment	Comment on the report is entered in this report.
Sort By	Sorting of records for report generation purpose is selected in this field.

Purchase Orders Follow Up Report

Overview

Information on follfow up of purchase order are generated in the application from this screen.

Navigation

Purchasing ► Reports ► Nicaragua Reports ► Purchase Orders Follow Up Report

Purchase Orders Follow Up Report screen Fields

Field	Description
Fiscal Year	Fiscal Year is selected from drop down box.
Institution	Institution is selected from lookup button.
From Date	Initial date of purchase order is selected from calendar button for report generation purpose.
To Date	Closing date of purchase order is selected from calendar button for report generation purpose.
Include Child Institutions	Marking the checkbox indicates that Child institutions are included.
Comment	Comment on the report is entered in this field.
Sort By	Sorting of records for report generation purpose is done through this option.
Procurement Document Number	Whether records based on Procurement Document Number is in ascending order or descending order is done through this option available.

Purchase Orders Information Report

Overview

This report feature serves the information regarding the purchase order.

Navigation

Purchasing ► Reports ► Nicaragua Reports ► Purchase Orders Information Report

Purchase Orders Information Report screen fields and Tab

Field	Description
Fiscal Year	The current fiscal year with respect to the corresponding purchase order.
Institution	The institution that is associated with the purchase order is selected from this lookup field
Reporting Period Initial	This denotes the start date of the report
Reporting Period Final	This denotes the end date of the report
Comment	Comment regarding the report.

Purchasing Efficiency Requirements Report

Overview

Information on Purchasing Efficiency Requirements are generated from this screen.

Navigation

Purchasing ► Reports ► Nicaragua Reports ► Purchasing Efficiency Requirements Report

Purchasing Efficiency Requirements Report screen Fields

Field	Description
Fiscal Year	Fiscal Year is selected from drop down box for filtering records.
Institution	Institution is selected from lookup button for filtering records.
Reporting Period Initial	Initial reporting period is selected from calendar button for filtering records.
Reporting Period Final	Final reporting period is selected from calendar button for filtering records.

Purchasing Process Key Stages Monitor Report

Overview

Information on key stages of Purchasing process are generated from this screen.

Navigation

Purchasing ► Reports ► Nicaragua Reports ► Purchasing Process Key Stages Monitor Report

Purchasing Process Key Stages Monitor Report screen Fields

Field	Description
Institution	Institution relating to which the report is generated, is set as filtering criteria from the lookup option.
Is Include Child Institutions	It indicates if the report will display information of the child institutions of the selected institution.
From Date	Start date from which records is taken into account for report generation purpose, is selected from the calendar button.
To Date	End date which records is taken into account for report generation purpose, is selected from the calendar button.

Purchasing Process Tracking For Institutions Report

Overview

Information on purchasing process tracking for specific institution are generated from this screen.

Navigation

Purchasing ► Reports ► Nicaragua Reports ► Purchasing Process Tracking For Institutions Report

Purchasing Process Tracking For Institutions Report screen Fields

Field	Description
Institution	Institution relating to which the report is generated, is set as filtering criteria from the lookup option.
Fund Element	Fund Element relating to which the filter is set, is selected from lookup option.
Expense Type	Expense Type relating to which the filter is set, is selected from lookup button.
Reporting Initial Period	Starting Initial period is selected from calendar button.
Reporting Final Period	Closing Final period is selected from calendar button.

Purchase Order By Purchasing Vehicle Report

Overview

List all Purchase Order and relevant data filtered by Purchasing Vehicle.

Navigation

Purchasing ► Reports ► Purchase Order By Purchasing Vehicle Report

Purchase Order By Purchasing Vehicle Report Fields

Field	Description
Purchasing Vehicle	Purchasing Vehicle that can be selected using the Lookup icon and Find icon to retrieve the Number to be used as filter criteria.
Institution	Institution that can be selected using the Lookup icon and Find icon to retrieve the Number to be used as filter criteria.
Fiscal Year	Use Fiscal Year to generate report.
Is Include Child Institutions	Flag refers that report includes Is Include Child Institutions or not. If true, report shows the Child Institutions.
Purchase Order Status	Dropdown filter for Purchase Order Status
Comment	Any comment to add in the outpot report.

Purchase Order Detail Report

Overview

Purchase Order Detail Report shows the detailed information for a Purchase Order including information for the purchase order, all its items and all its drops. The report can be filtered by Purchase Order, Temporary or Batch. Also the user can include or not some information sections such as Attached Requisitions, Clauses, Custom Domain Types, Attachments and Pictures.

Navigation

Purchasing ► Reports ► Purchase Order Details Report

Purchase Order Detail Report Fields

Field	Description
Purchase Order	Purchase Order Number (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Number to be used as filter criteria.
Temp Number	Use Temp number of purchase order to generate batch number wise report. Non mandatory field.
Batch Number	Use batch number of purchase order to generate batch number wise report. Non mandatory field.
Include Attached Requisition	Flag refers that report includes attached requisition or not. If true, report will show the attached requisition.
Include Clauses	Flag refers that report includes Purchasing Clauses or not. If true, report will show the Purchasing Clauses.
Include Custom Domain Types	Flag refers that report includes attached requisition or not. If true, report will show the attached requisition.
Include Attachments/Pictures	Flag refers that report includes attachment/pictures or not. If true, report will show the attachments/pictures.

Purchase Order Detail With Taxes From Bid Evaluation Report

Overview

This report shows the detailed information for a Purchase Order, all its items and all its drops including taxes information from Bid Evaluation.

Navigation

Purchasing ► Reports ► Purchase Order Detail With Taxes From Bid Evaluation Report

Purchase Order Detail With Taxes From Bid Evaluation Report Screen fields

Fields	Description
Purchase Order	Purchase order number that may be used as filter criteria for this report.
Temp	Temp number that may be used as filter criteria for this report.
Batch	Batch order that may be used as filter criteria for this report.
Include Clauses	Purchase order that may be used as filter criteria for this report.
Include Custom Domain Types	If the user selects True, the report will include section Custom Domain Types in sections.
Include Attached Requisitions	If the user selects True, the report will include section Attached Requisitions in Purchase Order section.
Include Attachments/Pictures	If the user selects True, the report will include sections Attachments and Pictures in sections.
Comment	Any comment to add in the output report.

Purchase Order List By Vendor Report

Overview

This report displays a list of Purchase Orders grouped by Vendor. The report displays general information for each Purchase Order. Also, it displays Totals by Vendor and a Grand Total at the bottom of report. The report can be filtered by different criteria including Fiscal Year, Purchase Order Status, Purchase Order Dates, Purchase Order Amounts, Purchasing Vehicle, Vendor and more.

Navigation

Purchasing ► Reports ► Purchase Order List by Vendor Report

Purchase Order List By Vendor Report Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Purchase Order Status	Status of the purchase order.
Purchasing Vehicle	Purchasing Vehicle (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Vehicle to be used as filter criteria.
Vendor	Vendor (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Vendor to be used as filter criteria.
Purchasing Office	Purchasing Office (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Office to be used as filter criteria
Requester	Requester (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requestor to be used as filter criteria.
Multi Currency	The type of multi-currency that exists, if applicable.
Past Delivery Date	Enter the starting and ending date (optional parameter) that can be selected by using the calendar icon to restrict the filtered data to anything after a certain date.
Purchase Order Date	Enter the starting range value of PO date and ending range value of PO date.
Goods and Service Domestic Amount	Goods And Services Starting and Ending Domestic Amount to generate amount specific report.
Comment	A comment may be added to the report output with this field.
Sort By	Report Header must show the selected Sort By Criteria.

Purchase Order Listing Report

Overview

This report displays a list of Purchase Orders that exist in the system. The report displays the details of each Purchase Order. The report can be filtered by different criteria including Fiscal Year, Purchase Order Dates, Purchase Order Status, Purchasing Vehicle, Vendor, Purchasing Office, Requester and more.

Navigation

Purchasing ► Reports ► Purchase Order Listing Report

Purchase Order Listing Report screen Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Obligation	If checked, indicates that the purchase order is obligated.
Purchase Order Status	Status of the purchase order, that is Open or Closed.
Purchase Order Workflow Status	Status of the purchase order’s workflow like created, approval requested, etc.
Posting Status	The status of the post, if its published or drafted.
Currency	In this field users can mention specific currency to generate report.
Payment Terms	Payment terms mentioned here to generate report.
Delivery Mode	Here users can mentioned delivery mode to generate report.
Purchasing Vehicle	Purchasing Vehicle that can be selected using the Lookup icon and Find icon to retrieve the Vehicle to be used as filter criteria.
Vendor	Vendor that can be selected using the Lookup icon and Find icon to retrieve the Vendor to be used as filter criteria.
Buyer	Buyer that can be selected using the Lookup icon and Find icon to retrieve the Buyer to be used as filter criteria.
Purchasing Office	Purchasing Office that can be selected using the Lookup icon and Find icon to retrieve the Office to be used as filter criteria.
Requester	Requester that can be selected using the Lookup icon and Find icon to retrieve the Requestor to be used as filter criteria.
Purchase Order	Purchase Order identification code.
Comment	A comment may be added to the report output with this field.
Purchase Order From Date and To Date	Enter the Starting and Ending Date From that can be selected by using the calendar icon, to restrict the filtered data to anything after a certain date.
Sort By	Report Header must show the selected Sort By Criteria.

Purchase Order Print Format Report

Overview

Purchase Order Print Format Report generates a printing format of the Purchase Orders into an output form. This report presents a full detail of the Purchase Order process, including detailed information from purchase order including, vendor information, item details, payment details, description and other.

Navigation

Purchasing ► Reports ► Purchase Order Print Format Report

Purchase Order Print Format Report screen Fields

Field	Description
Fiscal Year	Fiscal year may be selected to be used as filter criteria for report.
Language	Language in which the report is to be generated.
Purchase Order From	Purchase Order Id from which the report is to be generated serially.
Purchase Order To	Purchase Order Id up to which the report is to be generated.

Purchase Order Progress Report

Overview

This report displays the progress of each Purchase Order. The report displays the list of Items for each Purchase Order. Foreach Item the system displays general information including Delivery Dates, Quantity Ordered, Quantity Received, Quantity Returned and Quantity Invoiced. The report can be filtered by different criteria including Fiscal Year, Purchase Order Status Purchase Order Dates, Purchase Order Numbers, Purchasing Vehicle, Vendor, Purchasing Office and more.

Navigation

Purchasing ► Reports ► Purchase Order Progress Report

Purchase Order Progress Report screen Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Purchase Order Item Status	Status of the purchase order mentioned here to generate report.
Workflow Status	Status of the workflow mention in this field to generate workflow specific report.
Purchase Order From Date and To Date	Enter the Date From (optional parameter) and Date To that can be selected by using the calendar icon, to restrict the filtered data to anything after a certain date.
Purchase Order	Purchasing Order (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Order to be used as filter criteria.
Purchasing Vehicle	Purchasing Vehicle (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Vehicle to be used as filter criteria.
Vendor	Vendor that can be selected using the Lookup icon and Find icon to retrieve the Vendor to be used as filter criteria.
Buyer	Buyer that can be selected using the Lookup icon and Find icon to retrieve the Buyer to be used as filter criteria.
Purchasing Office	Purchasing Office that can be selected using the Lookup icon and Find icon to retrieve the Office to be used as filter criteria.
Requester	Requester that can be selected using the Lookup icon and Find icon to retrieve the Requestor to be used as filter criteria.
Item	Item that can be selected using the Lookup icon and Find icon to retrieve the Item to be used as filter criteria.
Blanket Purchase Order	Blanket Purchase Order that can be selected using the Lookup icon and Find icon to retrieve the Order to be used as filter criteria.
Blanket Purchase Order Item	Blanket Purchase Order Item that can be selected using the Lookup icon and Find icon to retrieve the Item to be used as filter criteria.
Past Delivery Date	If checked, indicates that the purchase order is beyond its delivery date.
Comment	A comment may be added to the report output with this field.
Hierarchy Rollups CoA Elements	There are three options i.e. Coding Block, Coding Block Expression Filter and Hierarchical Coding Block Elements. Coding Block option for generate report according to specific coding block. Coding Block Expression Filter is for generate report according to specific coding block expression filter. Hierarchical coding block option helps to generate specific Segment, Concept wise report.

Purchase Requisition Details Report

Overview

The purpose of this report is to extract information from a Purchase Requisition. The report is divided in four sections: the header—which contains reference data; item details; drop details; and the steps and status extracted from the workflow structure.

Navigation

Purchasing ► Reports ► Purchase Requisition Details Report

Purchase Requisition Details Report Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Status	Status of the purchase requisition.
Include Clauses	If checked, the report will include clauses.
Include Suggestions	If checked, the report will include suggestions.
Temporary Number From	The bottom of the range of the temporary number.
Temporary Number To	The top of the range of the temporary number.
Requester	Requester (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requestor to be used as filter criteria.
Buyer	Buyer (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Buyer to be used as filter criteria.
Purchase Requisition Number	Purchase Requisition Number (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Number to be used as filter criteria.
Comment	A comment may be added to the report output with this field.
Requisition Date	Enter the starting and ending Date (optional parameter) that can be selected by using the calendar icon to restrict the filtered data to anything after a certain date.
Sort No	Report Header must show the selected Sort By Criteria.

Purchase Requisition List By Purchase Order Number Report

Overview

This report enables users to view a list of all purchase requisitions associated to individual purchase orders. With this report users can compare the amounts that were requested and actually ordered for each Purchase Order.

Navigation

Purchasing ► Reports ► Purchase Requisition List by Purchase Order Number Report

Purchase Requisition List by Purchase Order Number Report screen Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Purchase Order Workflow Status	Status of the purchase order’s workflow.
Purchase Order ID	If Order Range flag is true, system allow to insert Purchase Order From and Purchase Order To. If Order Range flag is false, Purchasing Order (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Order to be used as filter criteria.
Buyer	Buyer (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Buyer to be used as filter criteria.
Purchasing Office	Purchasing Office (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Office to be used as filter criteria.
Requester	Requester (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requestor to be used as filter criteria.
Item	Item (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Item to be used as filter criteria.
Blanket Purchase Order	Blanket Purchase Order (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Order to be used as filter criteria.
Vendor	Vendor (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Vendor to be used as filter criteria.
Payment Terms	System allow to specify payment terms to generate report.
Delivery Mode	System allow to specify delivery mode to generate report.
Comment	A comment may be added to the report output with this field.

Purchase Requisition Listing Report

Overview

This report serves displays all purchase requisitions that have been entered over a specified period of time and that meet the specified selection criteria.

Navigation

Purchasing ► Reports ► Purchase Requisition Listing Report

Purchase Requisition Listing Report screen Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Requisiton Date From	Enter the Date From (optional parameter) that can be selected by using the calendar icon to restrict the filtered data to anything after a certain date.
Requisiton Date To	Enter the Date To (optional parameter) that can be selected by using the calendar icon to restrict the filtered data to anything before a certain date.
Status	Status of the purchase requisition.
Currency	Currency (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Currency to be used as filter criteria.
Committed	If checked, indicates that the requisition listing is committed.
Temporary Number From	The bottom of the range of the temporary number.
Temporary Number To	The top of the range of the temporary number.
Buyer	Buyer (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Buyer to be used as filter criteria.
Purchasing Office	Purchasing Office (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Office to be used as filter criteria.
Requester	Requester (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requestor to be used as filter criteria.
Comment	A comment may be added to the report output with this field.
Purchase Requisition ID	Purchase Requisition (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requisition to be used as filter criteria.

Purchase Requisition Progress Report

Overview

The Requisition Progress report enables users to view the up-to-date status of purchase requisitions and associated item details, such as the quantity ordered to date and the quantity invoiced. The information provided helps maintain accurate control on the progress of each purchase requisition.

Navigation

Purchasing ► Reports ► Purchase Requisition Progress Report

Purchase Requisition Progress Report Fields

Filed	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Requisition Date From	Enter the Date From (optional parameter) that can be selected by using the calendar icon to restrict the filtered data to anything after a certain date.
Requisition Date To	Enter the Date To (optional parameter) that can be selected by using the calendar icon to restrict the filtered data to anything before a certain date.
Requisition Status	Status of the purchase requisition.
Requester	Requester (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requestor to be used as filter criteria.
Buyer	Buyer (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Buyer to be used as filter criteria.
Buyer Acknowledged	If checked, indicates that the buyer has been acknowledged of the progress.
Posting Status	The status of the post, if its published or drafted.
Committed	If checked, indicates that the requisition listing is committed.
Comment	A comment may be added to the report output with this field.
Purchase Requisition ID	Purchase Requisition (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requisition to be used as filter criteria.
Sort By	Report Header must show the selected Sort By Criteria.

Purchase Requisition without PO Report

Overview

This report provides displays the purchase requisitions that have yet to be issued as purchase orders. The information provided in this report helps maintain accurate control over the status of daily requisitions.

Navigation

Purchasing ► Reports ► Purchase Requisition without PO Report

Purchase Requisition without PO Report Fields

Field	Description
Fiscal Year	Filter Criteria displaying a list of Fiscal Years in the system.
Purchasing Item Category	Purchase Item Category (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Category to be used as filter criteria.
Catalogue ID	Catalogue ID (optional parameter) that can be selected using the Lookup icon, and Find icon to retrieve the Catalogue ID to be used as filter criteria.
Requester	Requester (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requestor to be used as filter criteria.
Buyer	Buyer (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Buyer to be used as filter criteria.
Buyer Acknowledged	If checked, indicates that the buyer was acknowledged of the requisition.
Priority	The level of priority that the requisition is.
Comment	A comment may be added to the report output with this field.
Purchase Requisition ID	Purchase Requisition (optional parameter) that can be selected using the Lookup icon and Find icon to retrieve the Requisition to be used as filter criteria.
Sort By	Report Header must show the selected Sort By Criteria.

Sri Lanka Reports

Purchase Orders with Letter of Credit Report

Overview

Allows the user to analyze and report information of Purchase Orders related with Letter of Credit.

Navigation

Purchasing ► Reports ► Sri Lanka Reports ► Purchase Orders with Letter of Credit Report

Receive According Report Screen Fields

Fields	Description
Institution	Look up functionality, allows user to select Institution as filter.
Only Purchase Orders with LC	This will establish the filter for PO with LC relationship
Letter of Credit	This will establish the filter for a specific LC.
Comment	Any specific comment to add in the output report for this report.
Purchase Order Date	Date filter for the purchase order date.
Hierarchy Rollups UACS Elements	Filter criteria for coding blocks.

Standalone Purchase Requisition Rollover

Overview

Standalone Purchase Requisition Rollover allows selected users from the Treasury Operations Department such as Authorizing Officers, to roll over the outstanding or remaining amount from the purchase requisition. This function enables administrators to manually trigger the rollover of Purchase requisition to the next fiscal year. This process is also automatically run when the Fiscal Year End function is applied, where the standalone would be done around the first day of the New Year. Purchase Requisition Rollover function can be run multiple times to process any new records, until the Year is ready to be closed.

This process applies mainly to the multi-year contracts and purchase requisition which span over multiple fiscal years. The roll-over function will only applicable in certain cases during the Year-End process and in those cases they would need to be confirmed, approved and completed by Treasury Operations Department and National Budget Department.

Navigation

Purchasing ►Standalone Purchase Requisition Rollover

Standalone Purchase Requisition Rollover screen Fields

Field	Description
Fiscal Year	Identifies the fiscal year to which the purchase Requisition relates.
Fiscal period	Identifies the fiscal period to which the rollover relates.
Proceed	Allows users to proceed with rollover process.

Standalone Purchase Order Rollover

Overview

Standalone Purchase Order Rollover allows selected users from the Treasury Operations Department such as Authorizing Officers, to roll over the outstanding or remaining amount from the purchase orders. This function enables administrators to manually trigger the rollover of Purchase Orders to the next fiscal year. This process is also automatically run when the Fiscal Year End function is applied, where the standalone would be done around the first day of the New Year. Purchase Order Rollover function can be run multiple times to process any new records, until the Year is ready to be closed.

This process applies mainly to the multi-year contracts and purchase order which span over multiple fiscal years. The roll-over function will only applicable in certain cases during the Year-End process and in those cases they would need to be confirmed, approved and completed by Treasury Operations Department and National Budget Department.

Navigation

Purchasing ► Standalone Purchase Order Rollover

Standalone Purchase Order Rollover screen Fields

Field	Description
Fiscal Year	Identifies the fiscal year to which the purchase order relates.
Fiscal period	Identifies the fiscal period to which the rollover relates.
Proceed	Allows users to proceed with rollover process.

Annual Purchasing Plan

Support Entities

Purchasing Plan Type

Overview

Records for purchasing plan type are added, updated and shown through this entity.

Navigation

Purchasing ► Annual Purchasing Plan ►Support Entities ► Purchasing Plan Type

Purchasing Plan Type screen Fields

Fields	Description
Id	Unique identification code of Purchasing Plan Type.
Origin	Indicates how the plan type is created in the system. Possible values are Data Import and Manual.
Active	Whether thwe record is active or not is set by marking the check box. If checked, it means that the record is active or vice- versa.
Is Include Purchasing Requirements	Whether Purchasing Requirement is included in Purchasing Plan Type, is marked in this field through as check box.
Standard No Of Days For Data Entry	Standard number of days for data entry is mentioned in this field.
Is Default Plan Type For Exporting Items to PR	Whether Purchasing Plan Type is default for Exporting Items to Purchasing Requirement.
Language	Country specific language used for description is mentioned in this field from drop down box.
Name	Name of Purchasing Plan Type is mentioned in this field.

Purchasing Detail Expense Type

Overview

This feature keeps the detailed information regarding the expense types.

Navigation

Purchasing ►Annual Purchasing Plan ►Support Entities ►Purchasing Detail Expense Type

Purchasing Detail Expense Type screen fields and Tab

Field	Description
Id	Read only field, Id is automatically assigned by the system.
Origine	Indicates how the Purchasing Detail Expense Type is created in the system. Possible values are Manual and Data Import. By default manual, when creating manual entries.
Active	By default the value is true. This value indicates if the purchasing detail expense type is active or not.
Language	Country specific laguage to enter Name and Description.
Name	Name of the expense type.
Description	Long description of the expense type.

Purchasing Target Type

Overview

Records for Purchasing Target Type are added, updated and shown through this entity.

Navigation

Purchasing ► Annual Purchasing Plan ►Support Entities ► Purchasing Target Type

Purchasing Target Type Screen Fields

Field	Description
Id	Automatically assigned by the system, starting at 1 by incrementing 1 at once. Read only field.
Origin	Indicates how the Purchasing Target Type is created in the system. Possible values are Manual and Automatic. By default manual, when creating manual entries. It is a system populated field.
Active	Indicate if the type is active or not. User can change it.
Language	Country specific laguage to enter Name and Description.
Name	Name of the Purchasing target type. Examples are: Goods, Services, Consulting, Construction, others.
Description	Long description for the Purchasing Target Type.

Annual Purchasing Plan

Overview

This entity stores the Purchasing Planning mater plans that the user will register and manage in order to generate proper Annual plans.

Navigation

Purchasing ► Annual Purchasing Plan ► Annual Purchasing Plan

Purchasing Requirement screen Fields

Field	Description
Code	Unique identification code of Purchasing Plan.
Fiscal Year	Indicates the Fiscal Year for the Annual Purchasing Plan.
Institution	Institution that owns the Annual purchasing master plan.
Purchasing Requirement	The purchasing requirements that will be used to register the necessary Purchasing details.
Purchasing Plan Type	Indicates the type of Purchasing Planning the user is creating.
Workflow Status	Indicates the current workflow status of the Annual Purchasing Plan.
CoA Group	Group that is used for coding block definition and that comes from the selected budget Scenario and version being used. The group is the lowest group in hierarchy defined for the scenario from where “Purchasing requirement” are populated from.
Allow All Object Codes From Requirements	Allows all of the object codes that are part of the imported requirements from Budget Plans. By default this value is True.
Allow All Catalogue Item Categories	Indicates if all of the catalogue item categories are allowed to be used when entering Purchasing plan details.
Allow to Exceed Amount Requirements	Used to allow the Purchasing plan to exceed original amount from Purchasing Requirements. Default is true.
Allow Unfunded Requirements	Allows the user registering of Purchasing Details that are not coming directly from any Purchasing Requirements.
Allow Registering Details Out Of Period	Indicates if the system will allow user registering Purchasing details out of the period configured for the Purchasing Plan. Default value is true.
Start Registering Date	Start date when institution will be allowed to registering Purchasing details.
End Registering Date	Indicates the end of the period when no more details on this plan should be registered, unless "Allow Registering Details Out Of Period" is true.
Allow Child Institutions Registering Purchasing Details	Indicates if child institutions from selected institutions are allowed to enter purchasing details as well.
Created By	Users by whom the Purchasing Plan record is created.
Created On	Date of creation of the Purchasing Plan.
Approved By	Users by whom the Purchasing Plan is approved.
Approved On	Date of approval of the purchasing Plan record.
Allow Adding / Updating Purchasing Plan Details	Indicates if the system allows the entering or updating of Purchasing plan Details and Line items when status is approved. Default is true.
Original Annual Purchasing Plan	Reference to the original version from where this Master Plan could be copied from.
Is Default Master Plan	Used to mark the default Plan per type that should be used by the system to allow entering details or for reference from Purchase Requisition documents. By default the value is True.
Is Already Published	Used to indicate when the Master Plan is already sent using interfaces to an external system.
Allowed Object Elements	This is a lookup to the elements that belong to the concept in “object” segment from the COA group defined in "Planning Group".
Allowed Institution	This is a lookup to select institution that are allowed to registering Purchasing Details. When list is empty the system will assume that no restriction it is done, otherwise the system will allow to registering purchasing details only for those institution in this list.
Allowed Catalogue Item Categories	Zero or more catalogue items categories allowed to be used when registering Purchasing Plan details.

Allowed Catalogue Item Categories

Allowed Catalogue Item Categories Tab screen Fields

Field	Description
Catalogue Item Category	Lookup to the Item Categories.
Allowed	Indicates if the Catalogue Item Category will be allowed or not.

Free Trade Agreement

Overview

This entity used to store records of different free trade agreement.

Navigation

Purchasing ►Annual Purchasing Plan ► Free Trade Agreement

Free Trade Agreement Screen Fields

Fields	Description
Id	Unique identification code of the Purchasing Plan Type.
Origin	Indicates how the plan type is created in the system. Possible values are Data Import and Manual.
Active	A check box for active. If unchecked, buyer will be inactive and it will no longer be useable.
Reference ID	Short id for the agreement.
Starting Date	Date when the agreement started.
Ending Date	Date when the agreement will end.
Description	Description of the Agreement.
Signing Institution	Short description of signing institution.
Comment	Additional comments entered by the user.

Nicaragua Reports

Annual Contracting Program Report

Overview

This report shows the planning of goods, materials and services provided to acquire in the next financial year, at the level of each execution unit and consolidated level executive entity.

Navigation

Purchasing ►Annual Purchasing Plan ► Nicaragua Reports ► Annual Contracting Program Report

Annual Contracting Program Report screen fields and Tab

Field	Description
Fiscal Year	The current fiscal year associated with the contracting program report.
Plan Type	The purchasing plan type which is selected to generate the report
Institution	The institution associated with the report
Purchasing Vehicle	The purchasing vehicle associated with th report
Expense Type	This field provides the purchasing detail expense type.
Purchasing Plan	Allow users to make the look of the Purchasing Plan
Is Already Published	Filter criteria to filter Purchasing Plan Detail.
Purchasing Plan Detail Status	Filter criteria to filter Purchasing Plan Detail.

Annual Purchasing Plan Report

Overview

All information regarding purchasing plan in that particular year is generated from this screen.

Navigation

Purchasing ► Annual Purchasing Plan ► Nicaragua Reports ► Annual Purchasing Plan Report

Annual Purchasing Plan Report screen Fields

Field	Description
Purchasing Plan Type	Purchasing Plan Type is selected from lookup button for filtering records.
Annual Purchasing Plan	Annual Purchasing Plan is selected from lookup button for filtering records.
Institution	Institution is selected from lookup button for filtering records.
Item Category	Item Category is selected from lookup button for filtering records.
Purchasing Vehicle	Purchasing Vehicle is selected from lookup button for filtering records.
Fund Element	Fund Element is selected from lookup button for filtering records.
Expense Type	Expense Type is selected from drop down box for filtering records.
Sort By	Sorting of records in the report can be made based on Expense Type and Institutions.

Execution Of Purchasing Plan Detail Report

Overview

The purpose of this report is to show the register of the real steps and dates of the purchasing process, to know the execution level of the yearly program.

Navigation

Purchasing ►Annual Purchasing Plan ► Nicaragua Reports ► Execution Of Purchasing Plan Detail Report

Execution Of Purchasing Plan Detail Report screen fields and Tab

Field	Description
Fiscal Year	The current fiscal year associated with the purchasing plan detail report.
PO Workflow Status	Filter criteria for purchase order workflow status.
Start Date	Filter criteria for the beginning date of the execution of the report.
End Date	Filter criteria for the end date of the detail report.
Expense Type	This field provides the purchasing detail expense type.
Institution	The institution associated with the report
Include All Child Institutions	When this parameter is checked, then the system must consider all child institution from selected value in the Institution field from this table.
Purchasing Plan Type	Filter criteria for Purchasing Plan Type. It is a mandatory parameter.
Annual Purchasing Plan	Filter criteria for Annual Purchasing Plan. It is a mandatory parameter. The system allows users to select only those Annual Purchasing plan having the status of "Approved"

Modifications To PAC Report

Overview

Any modification to Annual purchasing contract is done through this screen.

Navigation

Purchasing ► Annual Purchasing Plan ► Nicaragua Reports ► Modifications To PAC Report

Modifications To PAC Report screen Fields

Field	Description
Fiscal Year	Fiscal Year is selected from the drop down box for filtering records.
Include Child Instituions	Whether Child Institution is to be included or not, get mentioned from this field for filtering records.
Purchasing Plan Detail	Purchasing Plan Detail is selected from lookup button for filtering records.
Institution	Institution is selected from lookup button for filtering records.
Annual Purchasing Plan	Annual Purchasing Plan is selected from lookup button for filtering records.

Purchase Plan Interfaces

Published Purchase Plan

Overview

This entity allow users to view published purchasing plan detail.

Navigation

Purchasing ►Annual Purchasing Plan ► Purchase Plan Interfaces ► Published Purchase Plan

Published Purchase Plan Screen Fields

Fields	Description
Fiscal Year	Drop down to select a lsit of valid fiscal years for existing Purchase Plans.
Institution	Look up functionality to select instution.
Purchasing Plan Type	Look up functionality to select purchasing plan type.
Purchasing Plan	Look up functionality to select purchasing plan.
Version	This filter show a list of versions of existing approved Purchase Plans that belongs to Institution, Fiscal Year and Type selected on filters above.

Requested Annual Purchasing Plan

Overview

This entity is a copy of the main APP entity Annual Purchasing Plan (Master Plan). All data inserted into its fields must be the same values from the corresponding fields in the original entity at the time the Id for an Annual Purchasing Plan is succesfully sent to an external system.

Navigation

Purchasing ►Annual Purchasing Plan ► Purchase Plan Interfaces ► Requested Annual Purchasing Plan

Requested Annual Purchasing Plan Screen Fields

Fields	Description
Id	Unique identification code of Annual Purchasing Plan. Automatically assigned by the system.
Date and Time of Creation	Automatically assigned by the system at CREATION time. Assign the system current date and time.
Purchasing Plan Application Id	Application id of the purchasing plan.
Fiscal Year	Indicates the Fiscal Year for the Annual Purchasing Plan.
Institution	Institution that owns the Annual purchasing master plan.
Purchasing Requirement	The purchasing requirements that will be used to register the necessary Purchasing details.
Purchasing Plan Type	Indicates the type of Purchasing Planning applicable for the Annual Purchasing Plan.
Workflow Status	Indicates the current workflow status of the Annual Purchasing Plan.
CoA Group	Group that is used for coding block definition and that comes from the selected budget Scenario and version being used. The group is the lowest group in hierarchy defined for the scenario from where “Purchasing requirement” are populated from.
Allow All Object Codes From Requirements	Allows all of the object codes that are part of the imported requirements from Budget Plans. By default this value is True.
Allow All Catalogue Item Categories	Indicates if all of the catalogue item categories are allowed to be used when entering Purchasing plan details.
Allow to Exceed Amount Requirements	Used to allow the Purchasing plan to exceed original amount from requirements. When Yes, the master plan will allow the user entering Purchasing Plan Details that could exceed original amount from Purchasing requirements.
Allow Unfunded Requirements	Allows the user registering of Purchasing Details that are not coming directly from any Purchasing Requirements. When True, then the system will allow user entering purchasing details with no reference to any purchasing requirement.
Allow Registering Details Out Of Period	Indicates if the system will allow user registering Purchasing details out of the period configured for the Purchasing Plan. when True, the system will allow registering Purchasing Details even when period for Registering is closed
Start Registering Date	Indicates start date when institution will be allowed to registering Purchasing details.
End Registering Date	Indicates the end of the period when no more details on this plan should be registered, unless "Allow Registering Details Out Of Period" is true.
Allow Child Institutions Registering Purchasing Details	Indicates if child institutions from selected institutions are allowed to enter purchasing details as well.
Created By	Users by whom the Purchasing Plan record is created.
Created On	Date of creation of the Purchasing Plan.
Approved By	Users by whom the Purchasing Plan is approved.
Approved On	Date of approval of the purchasing Plan record.
Allow Adding / Updating Purchasing Plan Details	Indicates if the system allows the entering or updating of Purchasing plan Details and Line items when status is approved. Default is true.
Original Annual Purchasing Plan	Reference to the original version from where this Master Plan could be copied from.
Is Default Master Plan	Used to mark the default Plan per type that should be used by the system to allow entering details or for reference from Purchase Requisition documents. By default the value is True.
Is Already Published	Used to indicate when the Master Plan is already sent using interfaces to an external system.
Allowed Object Elements Tab	This is a lookup to the elements that belong to the concept in “object” segment from the COA group defined in "Planning Group".
Allowed Institutions Tab	This is a lookup to select institution that are allowed to registering Purchasing Details. When list is empty the system will assume that no restriction it is done, otherwise the system will allow to registering purchasing details only for those institution in this list.
Allowed Catalogue Item Categories Tab	Zero or more catalogue items categories allowed to be used when registering Purchasing Plan details.

Requested Purchasing Plan Detail

Overview

Navigation

Purchasing ►Annual Purchasing Plan ► Purchase Plan Interfaces ► Requested Purchasing Plan Detail

Requested Purchasing Plan Detail Screen Fields

Fields	Description
Id	Unique identification code of Purchasing plan Detail record.
Date and Time of Creation	Automatically assigned by the system at CREATION time. Assign the system current date and time.
Plan Detail Application Id	Application id of the purchasing plan.
Version	Versions of the Purchasing Plan Detail.
Fiscal Year	Fiscal Year is selected from drop down box.
Purchasing Plan Type	Purchasing plan type applicable for the purchasing plan details.
Institution	Institution to which Purchasing plan details relate is selected from lookup button.
Purchasing Plan Detail Status	Status that represents the current state of the Plan detail.
Date and Time of Approval	Used to determine the date and time when the record was change to status "Approved"
Expense Type	Type of expense that represent values as current, capital or others.
Legacy Reference Line Number	Alphanumeric value that represents an external reference to this detail.
Purchasing Target Type	Describes the objective of the purchasing detail that is being registered.
Minimum Allowed Usage Date In Purchase Requisition	Read only field. Auto assigned by the system.
Bid Documents Preparation Date	Represents the estimated date when all necesary document will be finished.
Estimated Purchasing Date	Estimated date when the official purchasing will be done by the institution.
Estimated Bid Opening Date	Represents the estimated date when bids will be opened.
Estimated Bid Evaluation Date	Represents the estimated date when bids will be evaluated.
Estimated Awarding Date	Represents the estimated date when Purchasing process will be awarded.
Estimated Contract Signing Date	Estimated date when PO is approved.
Year Quarter	Indicates the quarter of the year when the purchasing should be done based on estimated purchasing date.
Purchasing Vehicle	Indicates the purchasing vehicle that should be used when the process take place for acquiring planned items.
Purchasing Policy	Reference to the Purchasing policy that should be related to the Purchasing process when acquiring products, goods or service.
Fund	Fund applicable for the Purchasing plan is selected from drop down box.
Is Subject to Special Arrangement	Indicates if any other special treatment should be considered for this process when acquiring.
Currency	Currency applicable for the Plan details.
Exchange Rate	If the currency is foreign currency then the exchange rate of the foreign currency.
Domestic Estimated Total Amount	Domestic total amount. Auto calculated by the system by adding all of the totals from list of items linked to the present budget plan detail.
Foreign Estimated Total Amount	Estimated total amount in foreign currency is shown in this field.
Purchase Requisition	Represent the PR linked to the planned detail.
Is For Re-Open	Used to identify those planning lines, that are added for creating a new "RE-OPEN" process that ended voided or cancelled for any reason. Default value is false
Description	Brief description is regaring Purchasing Plan detail is entered in this field.
Additional Comments	Additional Comment on Purhcasing Plan Detail is entered in this field.
Requested Plan Detail Line Items	Purchasing Plan Detail Line Item is added by clicking on Add button present for this tab.

Sending Purchasing Plan To External System

Overview

This business method will be used for interfaces purposes to notify to an external system about the creation of a new approved Purchasing Master Plan.

The system will be able to send Purchasing Master Plans when an Approval Transition is commited. Therefore, this process is executed as a business method from the Purchasing Master Plan WF approval transition.

Navigation

Purchasing ►Annual Purchasing Plan ► Purchase Plan Interfaces ► Sending Purchasing Plan To External System

Purchasing Plan Detail Approval Process Screen Fields

Fields	Description
Fiscal Year	Shows a lsit of valid fiscal years for existing Purchase Plans.
Purchasing Plan Type	Shows different and valid values of attribute Purchasing Plan type for institution and fiscal year selected above filtered over approved Purchase Plans only.
Purchasing Plan	Allow users to select purchasing plan from look up functionality.

Purchasing Plan Detail

Overview

Records relating to details of the purchasing plan are kept and shown in the application through this screen.

Navigation

Purchasing ► Annual Purchasing Plan ► Purchasing Plan Detail

Purchasing Plan Detail screen Fields

Field	Description
Code	Unique identification code of Purchasing plan Detail record.
Inherit Reference	Inherit Reference is mentioned in this field.
Fiscal Year	Fiscal Year is selected from drop down box.
Institution	Institution to which Purchasing plan details relate is selected from lookup button.
Purchasing Plan Type	Purchasing Plan Type is selected from drop down box.
Annual Purchasing Plan	Annual Purchasing Plan is selected from lookup button.
Original Plan Detail Header	Original Plan Detail Header is entered by the system.
Purchasing Plan Detail Status	Status of Purchasing plan detail is entered from drop down box.
Date and Time of Approval	Date and Time of Approval is filled up in this field by the system.
Expense Type	Expense Type is selected from lookup button.
Legacy Reference Line Number	Legacy Reference Line Number is entered in this field.
Purchasing Target Type	Purchasing Target Type is selected from lookup button.
Minimum Allowed Usage Date In Purchase Requisition	The Date is filled up by the system.
Purchasing Vehicle	Purchasing Vehicle is selected from lookup button.
Purchasing Policy	Purchasing Policy is selected from lookup button.
Bid Documents Preparation Date	Bid Documents Preparation Date is selected from calendar button.
Estimated Purchasing Date	Estimated Purchasing Date is selected from calendar button.
Estimated Bid Opening Date	Estimated Bid Opening Date is selected from calendar button.
Estimated Bid Evaluation Date	Estimated Bid Evaluation Date is selected from calendar button.
Estimated Awarding Date	Estimated Awarding Date is selected from calendar button.
Estimated Contract Signing Date	Estimated Contract Signing Date is selected from calendar button.
Year Quarter	Year quarter is selected from drop down box.
Fund	Fund for Purchasing plan is selected from drop down box.
Is Subject to Special Arrangement	Whether Purchasing plan is subject to special arrangement is added in the checkbox for this field.
Is Already Published	Whether Purchasing plan is already published is added in the checkbox for this field.
Currency	Currency used in Purchasing plan is selected from the drop down box.
Exchange Rate	Exchange Rate is mentioned in this field.
Domestic Estimated Total Amount	Estimated total amount in domestic currency is shown in this field.
Foreign Estimated Total Amount	Estimated total amount in foreign currency is shown in this field.
Purchase Requisition	Purchase requisition is shown in this field by the system.
Language	Country specific language used in description is selected from drop down box.
Description	Brief description is regaring Purchasing Plan detail is entered in this field.
Additional Comments	Additional Comment on Purhcasing Plan Detail is entered in this field.
Plan Detail Line Item	Purchasing Plan Detail Line Item is added by clicking on Add button present for this tab.
Created by	User who created the record for the first time.Auto-assigned by the system.
Creation date	When the record is created, Auto-assigned by the system.
Approved by	User who approved the Purchasing Plan Detail.
Date and time of approval	Used to determine the date and time when the record was changed to status "Approved".

Purchasing Plan Detail Line Item

Overview

This entity is used to store the data that is registered by end user and/or end institutions that will post information details related to a current and open Annual Purchasing Master Plan.

Purchasing Plan Detail Line Item Screen Fields

Field	Description
Item Number	Identification number of Purchasing plan Detail Line Item.
Item	Catalogue item selected by the user.
Coding Block	Coding block related to the catalogue item.
Item Type	Copied automatically by the system form entered Item.
Catalogue Item Category	Automatically assigned by the system taken from Catalogue Item.
Unit Of Measure	Unit of measure related to the Catalogue item.
Quantity	Quantity to be ordered by the user based on entered unit of measure.
Estimated Unit Price Dc	Estimated domestic unit price for the item.
Estimated Unit Price Fc	Estimated foreign unit price for the item.
Domestic Estimated Total	Total domestic amount for the Item.
Foreign Estimated Total	Total foreign amount for the Item.
Estimated Delivery Date From	Auto assigned by the system using the value in parent Detail for estimated purchasing date.
Estimated Delivery Date To	Represents the date when the delivery or reception of the items will end.
Cash Code	Reference to Cash Account. This field will be displayed only when parameter "Manage Cash Code for Purchase Requisition" = True otherwise it will be hidden.
Language	Country specific language used in description is selected from drop down box.
Description	Brief description is regaring Purchasing Plan Detail Line Itemis entered in this field.

Purchasing Plan Detail Approval Process

Overview

Purchasing Plan Detail Approval Process screen provides the function to filter Purchasing Plan Detail and display the results with multi-selection options to execute the approved transaction.

Navigation

Purchasing ► Annual Purchasing Plan ► Purchasing PlanDetail Approval Process

Purchasing Plan Detail Approval Process screen fields

Fields	Descriptions
Annual Purchasing Plan	Filter criteria by Annual Purchasing Plan for filtering Purchasing Plan Detail.
Purchasing Plan Type	Filter criteria by Purchasing Plan Type for filtering Purchasing Plan Detail.
Institution	Filter criteria by Institution for filtering Purchasing Plan Detail.
Purchasing Plan Detail Status	Filter criteria by Purchasing Plan Detail Status for filtering Purchasing Plan Detail.

Purchasing Requirement

Overview

Information regading purchasing requirement are kept through this entity.

Navigation

Purchasing ► Annual Purchasing Plan ► Purchasing Requirement

Purchasing Requirement screen Fields

Field	Description
Id	Unique identification code of Purchasing Requirement record.
Destination Plan Type	Purchasing Plan Type is selected from lookup button.
Budget Scenario	Budget Planning Scenario is selected from lookup button.
Fiscal Year	Relevant Fiscal Year is selected from drop down box.
Coa Group	Appropriate CoA Group is selected from drop down box.
Institution	It indicates the Institution for which the Purchasing Requirement is created.
Is Allow Object Codes	Whether Object Codes are allowed, is marked by filling up the check box for this field.
Purchasing Requirement Status	Status of Purchasing Requirement is shown in this field.
Created By	Users by whom the Purchasing Requirement record is created.
Created On	Date of creation of the record.
Approved By	Users by whom the record is approved.
Approved On	Date of approval of the purchasing requirement record.
Is Already Imported	Whether the requirement is already imported is mentioned in this field by filling up the check box.
Imported On	Date of Import is mentioned in this field by the system.
Budget Versions	Budget Version to which the purchasing requirement relate is selected from the lookup button.
Object Element	Element is selected from lookup button.
Requirement Details	Purchase Requirement Detail is shown in this tab.

Purchasing Requirement Detail

Overview

Details regarding purchasing requirement are entered in this entity.

Navigation

Purchasing ► Annual Purchasing Plan ► Purchasing Requirement Detail

Purchasing Requirement Detail screen Fields

Field	Description
Id	Unique identification code of Purchasing Requirement Detail record.
Serial Number	Serial Number of Purchasing Requirement Details.
Fiscal Year	Fiscal Year to which Purchasing Requirement datails relates, is selected from dropdown box.
Budget Version	Budget Version is selected from lookup button.
Institution	Institution is selected from lookup button.
Coding Block	Coding Block is selected from lookup button.
Object Element	Object Element is selected from lookup button.
Fund Element	Fund Element is selected from lookup button.
Catalogue Item	Catalogue Item is selected from lookup button.
Purchase Requirement Detail Status	Purchase Requirement Details Status is selected from drop down button.
Currency	Country specific currency is selected from drop dwon box.
Domestic Original Amount	Original amount in domestic currency.
Foreign Original Amount	Original amount in foreign currency.
Domestic Assigned Amount	Assigned amount in domestic currency.
Foreign Assigned Amount	Assigned amount in foreign currency.
Domestic Unassigned Amount	Unassigned amount expressed in domestic currency.
Foreign Unassigned Amount	Unassigned amount expressed in foreign currency.
Domestic Approved Amount	Amount approved expressed in domestic currency.
Foreign Approved Amount	Amount approved expressed in foreign currency.
Domestic Balance Amount	Balance amount expressed in domestic currency.
Foreign Balance Amount	Balance amount expressed in foreign currency.

Catalogue Item Price Projection

Historical Product Price

Overview

Records relating to Historical product prices are kept, updated and shown in the application through this screen.

Navigation

Purchasing ► Catalogue Item Price Projection ► Historical Product Price

Historical Product Price screen Fields

Field	Description
Code	Unique identification code of Historical Product Price record.
Fiscal Year	Fiscal Year is selected from drop down box.
Language	Country specific language is selected from drop down box.
Description	Description regarding Historical Product Price is entered in this field.
Last Historical Data Update	Date on which the record was last updated is filled up by the system.
Workflow Status	Workflow status is shown in this field.
Allow Importing All Of The Purchasing Vehicles	Marking the check box for this field refers that importing all of the purchasing vehicles records are allowed.
Created By	Users by whom the record is created.
Created On	Date on which the record is created.
Approved By	Users by whom the record is approved.
Approved On	Date on which the record is approved.
Allowed Purchasing Vehicles	Purchasing Vehicle is selected from the lookup button available for this tab.
Historical Product Prices Detail	Historical Product Prices Details is selected from this tab.

Historical Product Prices Detail

Overview

Records relating to details of Historical product prices are kept and shown in the application through this screen.

Navigation

Purchasing ► Catalogue Item Price Projection ► Historical Product Prices Detail

Historical Product Prices Detail screen Fields

Field	Description
Code	Unique identification code of Historical Product Price Details record.
Serial Number	Serial Number of Historical Product Prices Detail record.
Historical Product Price Status	Status of Historical Product Price. It is selected from drop down box for filtering record in Search mode.
Institution	Institution to which Product Price Details relate, is selected from lookup button.
Region	Region to which Product Price Details relate, is selected from lookup button.
Item	Item to which Product Price Details relate, is selected from lookup button.
Item Description	Description of Product Price Details is entered in this field.
Purchase Order Item	Product Order Item is selected from lookup button.
Historical Product Price	Historical Product Price is selected from lookup button.
Currency	Currency is seleted from drop down box as required.
Exchange Rate	Exchange rate of the currency is mentioned in this field.
Domestic Unit Price	Domestic unit price is entered in this field.
Foreign Unit Price	Foreign unit price is entered in this field.
Invoice Date	Date of invoice is entered in this field.

Historical Product Prices Detail Process

Overview

Details of records relating to Historical product prices are retrieved in the application through this screen.

Navigation

Purchasing ► Catalogue Item Price Projection ► Historical Product Prices Detail Process

Historical Product Price Detail Process Screen Fields

Field	Description
Historical Product Price	Historical Product Price record is selected from the lookup button.
Status	Status of Historical Product Price is selected from drop down box.
Target Status	Target Status of Historical Product Price is selected from drop down box.
PO Approval Date - From Date	Indicates PO approval from date.
PO Approval Date - To Date	Indicates PO approval to date.

Product Price Detail

Overview

Records regarding details of price of a product are entered and kept in this entity.

Navigation

Purchasing ► Catalogue Item Price Projection ► Product Price Detail

Product Price Detail screen Fields

Field	Description
Code	Unique identification code for Product Price Detail record.
Workflow Status	Workflow Status of Product price detail record.
Institution	Institution to which product price relates.
Item	Product Item regarding which price details is recorded, is selected from lookup button.
Product Price Header	Product Price Header is selected from lookup button.
Unit Of Measure	Unit of measurement of the product item is selected from drop down box.
Domestic Unit Price	Unit price of the product expressed in domestic currency.
Foreign Unit Price	Unit price of the product expressed in foriegn currency.
Custom Domestic Amount	Custom amount expressed in domestic currency.
Custom Foreign Amount	Custom amount expressed in foreign currency.
Region	Region of product purchase is selected from lookup button.
Product Price Formula Source	Source of formula for product pricing is selected from drop down box.
Created By	Users by whom the record is being created.
Register Date	Date of registration of the product pricing details.
Approved By	Users by whom the product pricing details is approved.
Approved Date	Date of approval of product pricing details.
Language	Country specific language is selected from drop down box.
Description	Description regarding product price.
Technical Description	Technical description of product price.

Product Price Header

Overview

This entity contains the different instances of a Product Price List for many different fiscal years. It will allow the registry and update of entire detailed prices, average prices and projected prices; the last two prices are managed by external process that will calculate the accurate values for them.

Navigation

Purchasing ► Catalogue Item Price Projection ► Product Prices Header

Product Price Header Screen Fields

Field	Description
ID	Unique identification number of the Product Price Header. It is automatically assigned by the system.
Language	Country specific language to enter the description.
Name	Name of the Product Price Header.
Fiscal Year	Indicates the current fiscal year when the Price List it is being created.
Product Price Type	Indicates the Product Price Type.
Product Price Formula	Indicate the formula to be used to generate the projected prices for the current Product Price Header.
Fixed Increment Or Decrement	Indicates the factor to be used to add/subtract to the Price list final projected prices.
Historical Product Price	Reference to the Historical prices that must be used to generate the average and projected prices for the current list.
Status	Indicates the status of the Product Price Header. Possible values are Open or Close.
Currency	Currency for the Product Price Header.
Exchange Rate	Indicates current currency exchange rate for the selected currency.
Created By	Indicates the user who created the Product Price Header.
Last Updated By	Indicates the user who updated the Product Price Header last.
Product Price Average	Stores all of the average prices for the current list based on the Price product list type regions and historical prices.
Project Product Price	Stores all of the final projected prices for the current list based on the applied formula and the average prices for the current list.
Product Price Detail	Stores all of the entries related to the Product Price List, including manual entries, imported data from files or historical data.

Product Price Average

Overview

The average prices stores the details after a calculation process is run over the details entered or imported for a specific Product price list.

Product Price Average Tab Screen Fields

Field	Description
Catalogue Item	Indicates the Catalogue Item for the one that the average price will be stored in this entity.
Non Historical Average Price Dc	Indicates the domestic price populated from the catalogue item.
Non Historical Average Price Fc	Indicates the foreign price populated from the catalogue item entity.
Historical Average Price Dc	Domestic Historical price for the catalogue item. This value is taken from the historical data based on the historical data set indicated in the Product price list given by “Projected Prices".
Historical Average Price Fc	Indicates the average historical price extracted from POs approved in immediately previous fiscal year to the one used by the Product price list.
Average Price Dc	Average price calculated base in all details from the “Approved” details that contains information for the indicated catalogue item for the current list.
Average Price Fc	Represents the average price in foreign amount, including all of the rows entered as part of the details for the Product Price List (includes all of the sources entered in Product Price List details).
Last Calculation Date	Auto assigned by the system.

Product Price Details

Overview

Records regarding details of price of a product are entered and kept in this entity.

Product Price Detail screen Fields

Field	Description
Code	Unique identification code for Product Price Detail record.
Workflow Status	Workflow Status of Product price detail record.
Institution	Institution to which product price relates.
Item	Product Item regarding which price details is recorded, is selected from lookup button.
Product Price Header	Product Price Header is selected from lookup button.
Unit Of Measure	Unit of measurement of the product item is selected from drop down box.
Domestic Unit Price	Unit price of the product expressed in domestic currency.
Foreign Unit Price	Unit price of the product expressed in foriegn currency.
Custom Domestic Amount	Custom amount expressed in domestic currency.
Custom Foreign Amount	Custom amount expressed in foreign currency.
Region	Region of product purchase is selected from lookup button.
Product Price Formula Source	Source of formula for product pricing is selected from drop down box.
Created By	Users by whom the record is being created.
Register Date	Date of registration of the product pricing details.
Approved By	Users by whom the product pricing details is approved.
Approved Date	Date of approval of product pricing details.
Language	Country specific language is selected from drop down box.
Description	Description regarding product price.
Technical Description	Technical description of product price.

Projected Product Price

Overview

The projected prices are the final result of the Price projection process, it will calculate the projected prices based on the average price for the item using whether historical/manual input data also it will use the indicated formula to project the prices as well as the inflation factor linked to the item Category.

Projected Product Price Tab Screen Fields

Field	Description
Catalogue Item	Indicates the Catalogue Item for the product price.
Projected Price Dc	Calculated projected price using the formula indicated in the Product Price Header.
Projected Price Fc	Calculated projected price in foreign currency using the formula indicated in the Product Price Header.
Final Projected Price Dc	Indicates the fianl Projected Price in domestic currency. It is auto calculated by the system.
Final Projected Price Fc	Indicates the fianl Projected Price in foreign currency. It is auto calculated by the system.
Last Calculation Date	Auto assigned by the system.

Reports

Product Price Detail Report

Overview

Detailed information regarding product price is generated in the application through this screen.

Navigation

Purchasing ► Catalogue Item Price Projection ► Reports ► Product Price Detail Report

Product Price Detail Report screen Fields

Field	Description
Product price List ID	Product Price Llist Id is selected from lookup button.
Item Category	Item Category is selected from lookup button.
Fiscal Year	Fiscal Year is selected from drop down box.
Currency	Currency used in product price product deetails is selected from the drop down box in this field.
Product price List Status	Status of Product Price List is selected from the drop down box.
Include Childe Categories	Marking the check box for this field refers that child category has been included.
Comment	Comment on the report is entered in this field.
Sort By	Sorting criteria for generating for this report is selected here.

Reference Price List Of Goods By Geographical Location Report

Overview

The main purpose of the report is to present the price list of reference grouped by geographical location.

Navigation

Purchasing ► Catalogue Item Price Projection ► Reports ► Reference Price List Of Goods By Geographical Location Report

Reference Price List Of Goods By Geographical Location Report screen Fields

Field	Description
Product price List	Product Price List is selected from lookup button.
Item	Item is selected from lookup button.
Fiscal Year	Fiscal Year is selected from drop down box.
Region	Region is selected from drop down box.

Support Entities

Product Price Formula Factor

Overview

This entity store the list of factors linked to a specific formula, these factor will be the only ones that can be used in the formula composition by using the formula factor ID.

Navigation

Purchasing ► Catalogue Item Price Projection ► Support Entities ► Product Price Formula Factor

Product Price Formula Factor screen Fields

Field	Description
Code	Unique identification number, automatically assigned by the system.
Origin	Indicates how the Product Price Formula Factor is created in the system. Possible values are Manual and Data Import.
Active	Indicates if the Product Price Formula Factor is active or not.
Factor type	Reference to the factor that can be used in the formula composition.
Factor Name	Name of the Product Price Formula Factor.
Default Constant value	Used to replace the default value coming from Formula Factor when Factor Type is "Constant".
Language	Language used for the saving the records.
Description	Description about the Product Price Formula Factor.

Product Price Type

Overview

This entity store the type of price that the system can produce; a list will be defined by the regions it will take into account for calculating Catalogue Item average prices.

Navigation

Purchasing ► Catalogue Item Price Projection ► Support Entities ► Product Price Type

Product Price Type Screen Fields and Tabs

Field	Description
Code	Unique value and automatically assigned by the system.
Origin	Indicates how the Product Price Formula Factor is created in the system. Possible values are Manual and Data Import.
Language	Language used for the saving the records.
Name	Describes the Product Price list.
Active	Indicates if the Type of List is Active or not.
Regions	One or more region that is used to determine the Regions from where the OC will be taken to calculate average and historical prices of products for the list type.

Product Price Formula

Overview

This entity store the possible formulas use to generate the final projected prices of an item in a Product Price List.

Navigation

Purchasing ► Catalogue Item Price Projection ► Support Entities ► Product Price Formula

Product Price Formula Screen Fields and Tabs

Field	Description
Code	Unique value and automatically assigned by the system.
Origin	Indicates how the Product Price Formula Factor is created in the system. Possible values are Manual and Data Import.
Is Used In Calculation	Indicates if the formula was already used in a projection of prices, if so then this value should be set as “True”.
Composition	Formula composition including mathematical symbols and factors short names from Product Price Formula Factor.
Language	Language used for the descriptions.
Name	Name of the Product Price Formula.
Product Price Formula Factor	Zero or more factors to be used in the formula composition.

Inflation Product Factor

Overview

This entity stores the details of the inflation factor defined by the user for each Goods and services Category.

Navigation

Purchasing ► Catalogue Item Price Projection ► Support Entities ► Inflation Product Factor

Inflation Product Factor Screen Fields and Tabs

Field	Description
Code	Unique value and automatically assigned by the system.
Language	Language used for the descriptions.
Name	Name of the Inflation Product Factor.
Fiscal Year	Lookup to add Fiscal Year for the Inflation Product Factor.
Inflation Product Factor Details	Tab to enter Inflation Product Factor Details.

Inflation Product Factor Details

Overview

Details of the Inflation Product Factor are added from this tab.

Inflation Product Factor Tab Screen Fields

Field	Description
Factor Value	Value to be applied to the factor.
Catalogue Item Category	Indicates the level where to apply the inflation factor
Is Propagated Values	Indicates if the current value for the category was propagated.
Fiscal Years	Indicates one or more fiscal years where the factor set can be applied for projection