Support Entities
Overview
The characteristics of Support Entities include:
- Government-specific functions.
- Enabling of rapid implementation, configuration and change.
- An extensible base for new applications to extend customer investment.
Acquisitions
Acquisition Types
Overview
Inventory and Asset items are acquired by methods that can be the same and different from each other. These methods usually have a corresponding document, usually a Donation or a Purchase Order, to complete the acquisition of the selected inventory item. Other acquisition types depend on the needs of the customer or organization. This function represents all acquisition types valid for the acquisition of an Asset Item or Inventory Item. The information displayed on this screen is a user defined catalogue of acquisition types used in the organization.
Navigation
Admin ► Support Entities ► Acquisitions ► Acquisition Types
Acquisition Type screen Fields
Field | Definitions |
Id | Unique identification code of Acqusition type. |
Description | This is a brief description of the acquisition type, examples are: 'Purchase Order' 'Donation', 'Grant', Etc |
Acquisitions
Overview
Acquisition screen Contains the Acquisition Information for several Asset Items or Inventory Items acquired by the same method and corresponding document, usually a Donation or a Purchase Order, however more Acquisition Types might be available.
Admin ► Support Entities ► Acquisitions ► Acquisitions
Acquisition screen Fields
Field | Description |
ID | Unique identification code of acquisition entered either manually or system generated based on parameter setting. |
Reference Number | Reference number depending on the acquisition type is entered is in this field manually. |
Acquisition Type | Acquisition type is to selected from the available option. Probable values are: Journal Voucher, Expense Voucher, not applicable, etc. |
Acquisition Date | This is the date when the items were acquired. If the acquisition information is generated by the GRN, then the date must be equal to the purchase order date. |
Reception Date | This is the date when the items were received. If the acquisition information is generated by GRN, then receipt date must be equal to GRN date. |
Acquisition Entity Type | Entity associated with the Acquisition Type, but if the acquisition type is not being managed by the FreeBalance Accountability Platform, this value must be 'not applicable'. |
Acquisition Information Source | User will select acquisition source from the drop-down list. The source from where the acquisition information is generated gets selected in this field. The possible values are: GRN, Web service, Manually entered and others. |
Is Acquisition Referenced By Financial | The default value is false. It is read only for the user. It's value is set to true by system when Asset item financial transaction is approved. |
Description | A description of the acquisition information, this is only applicable for manually entered acquisition information instances. |
Details | This attribute may contain information about the acquisition conditions, e.g. donation restrictions, sole destination of assets, etc. |
| Institution Tab | User can attach one or more institution with the acquisition. |
Change Request
Change Request Types
Overview
The Change Request Types function allows users to create and maintain a current list of types of change requests used to modify sensitive information on different functions, for example the role for a specific user.
Navigation
Admin ► Support Entitles ► Change Request ► Change Request Types
Change Request Type screen Fields
Field | Description |
ID | System Generated Id or user-defined Id for a Change Request. This Id must be used to associate to a Workflow Process, for the Change Request Type to be in effect. |
Description | A brief description of the Reason of the Change Request Type. |
Restriction Context
Overview
Restriction Context allows users to identify preconfigured transactions that are subject to generate a Change Request when information is modified.
Navigation
Admin ► Support Entities ► Change Request ► Restriction Context
Restriction Context screen Fields and Tab
Field | Description |
Code | User defined unique identification code for the Restriction Context. |
Active | If true, restriction on the configured screen is active and update operations trigger a Change Request. |
Entity | Users can select from the preconfigured list of entities subjected to Restrictions. |
Entity Institution Property | Identifies within the screen the Institution property to use. |
| Entity Fiscal Year Property | Identifies within the entity the Fiscal Year property to use |
| Entity Fiscal Period Property | Identifies within the entity the Fiscal period property to use |
Change Request Type | Users select the change request type ID associated with the Restriction Context. |
Description | Brief description of the Restriction Context. |
Restriction Context Properties tab | Allows users to select specific screen properties that are subjected to generating a Change Request under this Restriction Context. |
Restriction Context Properties
Overview
Restriction Context Properties tab allows users to insert entity property details in Restriction Context.
Restriction Context Properties Tab screen Fields
Field | Description |
Active | If true, restriction on the configured entity is active and update operations will trigger a Change Request. |
Entity Property | Field allows users to insert pre-created entity property. |
Entity Property Class | Value will automatically select by the system based on value selected in Entity Property field. |
Language | Country specific language to describe the Restriction Context Properties tab. |
Description | Short description of Restriction Context Properties tab. |
Change Request
Overview
A change request is a document containing a call for an adjustment, that is generated when an entities properties are modified and a Restriction Context that contains them is active.
Navigation
Admin ► Support Entities ► Change Request ► Change Request
Change Request screen Fields
Field | Description |
Code | Unique identification number for the Change Request, system generated. |
Workflow Status | Status of the associated Workflow process. |
Domain ID | Allows users to view the related transaction screen that trigger the Change Request. |
Restricted Properties Only | If true, identifies a change request that applies to a set of restricted properties only. |
Last Operation Sequence | Sequential number of the change request for this screen. |
Change Request Type | Associated Change Request Type. |
Restriction Context | Associated Restriction Context. |
| Institution | The Institution associated with the change request. |
| Fiscal Year | The associated current fiscal year in which the change request is implemented. |
| Fiscal Period | The associated current fiscal period in which the change request is implemented. |
Created on | Timestamp of creation. |
Created by | User that triggers the Change Request. |
Approved on | Timestamp of approval. |
Approved by | User that approved the Change Request. |
Change Request Operation Tab | Change request operation detail shows in this section. |
Contents
Content Categories
Overview
There is often a requirement to link information to transactions or metadata to give it context. An example is the need to map budget transactions to relevant laws and regulations. Content is entered as a file attachment or HTML link.
Content must be categorized. Examples would be to categorize content as a Law, Regulation, or Governing Document.
Navigation
Admin ► Support Entitles ► Contents ► Content Categories
Content Categories screen Fields
Field | Description |
ID | Unique identification number describing the Content Category. |
Active | If false, the Content Category cannot be used anymore and it would be there for reference purposes. |
Name | The name of the Content Category |
Description | Description of the Content Category. |
Contents
Overview
There is often a requirement to link information to transactions or metadata to give it context. An example is the need to map budget transactions to relevant laws and regulations. Content is entered as a file attachment or html link.
Navigation
Admin ► Support Entities ► Contents ► Contents
Content screen Fields
Field | Description |
ID | Unique identification number describing the Content |
Active | If false, the Content cannot be used anymore and it would be there for reference purposes. |
Valid From | Date the Content becomes valid for use |
Valid Until | Date the Content becomes invalid for use |
Content Category | Selectable list. Refer to Content Category. |
Attachment | Reference to the attachment with the content in question |
Hyperlink | Hyperlink to the website of the content in question |
Name | Name of Text describing the content entered. |
Description | Description of the Content. |
Contracts
Contract Types
Overview
The Contract Type screen contains the catalogue with the different Contract Types such as Consulting Services, Goods and Services, Small Works, etc. Each Contract Type can contain specific Contract Sections (templates).
Navigation
Admin ► Support Entities ► Contracts ► Contracts Type
Contract Types screen Fields
Field | Description |
ID | Unique identification code of the Contract Type. |
Active | Active Status - if checked, Contract Type is available. |
Custom Domain Type | A single Custom Domain Type that contains all of the necessary properties for the Contract Type. |
Name | The name of the Contract Type. |
Description | Short description of the Contract Type. |
Contract Type Sections
Overview
Contract Type Sections tab facilates users to add precreated Document in Contract Type.
Contract Type Sections Tab screen Fields
Field | Description |
Order | Order for Contract Type Section is entered in this field. |
Document Section | Attached file for Contract type is selected from the lookup button available in this field. |
Contracts
Overview
Contracts are a binding agreement between two or more persons that is enforceable by law. Contracts can be used for employee work agreements, as well as agreements between buyers and suppliers. The Contract screen allows a user to keep track of contract information which includes the Contract Type, the Vendor, the Signing Date, the Start Date, and the Finish Date.
Navigation
Admin ► Support Entities ► Contracts ► Contracts
Contract screen Fields
Field | Description |
Code | Unique identification code of the Contract Type. |
Contract Type | Active Status - if checked, Contract Type is available. |
Vendor | The companies that sell products or services to the company that users work for. |
Reference | The reference number of the contract agreement. |
Signing Date | Enter the Signing Date of the contract, which can be selected by using the calendar icon. |
Start Date | Enter the Start Date of the contract, which can be selected by using the calendar icon. |
End Date | Enter the Finish Date of the contract, which can be selected by using the calendar icon. |
Amount | The amount included in the contract information. |
Abbreviation | Short form of the contract name. |
Description | Short description of the contract. |
Additional Information | Any additional notes related to the contract. |
Attachments
Overview
Information regarding attachment made for Contract is added in this screen.
Attachment Tab screen Fields
Field | Description |
| Id | System generated a unique identification code for the Attachment. |
| Attachment Classification | This feature allows the user to select the attachment file format type from the drop-down list. |
| Title | Title of the attachment. |
| Description | Description of the attachment. |
| Attachment | File to be attached by clicking on "Choose File" Icon. |
| Date time | Date and Time of file attachment is recorded in this field by the system. |
| Date | Date of the attachment. |
| User | User attaching the file is recorded in this field by the system. |
Credit Cards
Cards
Overview
Cards holds all the information that belong to each credit card type for example credit card limit , credit card number Credit card expire date.
Navigation
Admin ► Support Entities ► Credit Cards ► Cards
Credit Card screen Fields and Tab
Field | Description |
Number | Credit card number. |
Active | Is Active: indicates if the credit card Holder type is active or not. The default is set to Active. |
Type | Refers to one credit card type e.g.: Visa, Master Card etc. |
Expiration Date | Expiration Date of Credit Card. |
Limit | Credit limit available on the credit card. |
Comment | Details comment of the credit card. |
Institutions Tab | Collection of one to many institutions that are allowed to use this Credit Card. This is to be selected from the lookup button. |
Credit Card Types
Overview
The Credit Card Types table allows users to establish a working table of all Credit Card Types that are to be used by organization.
Navigation
Admin ► Support Entities ► Credit Cards ► Card Types
Credit Card Type screen Fields
Field | Description |
ID | Credit Card Types Identification number. |
Active | If Checked indicates that the Credit Card Type is currently active. |
Abbreviation | Abbreviation for the Credit Card type. |
Description | Brief Description of the Credit Card type. |
Card Holders
Overview
The Credit Card Holders table lets users create and maintain a current list of people that has one or more credit cards.
Navigation
Admin ► Support Entities ► Credit Cards ► Card Holders
Card Holder screen Fields
Field | Description |
| ID | System generated integer identifying a card holder. |
| Active | Flag indicating if the credit card Holder Is Active or not. |
| Holder | Detailed description of the credit card holder. |
| Credit Cards Tab | Credit Cards assigned to the card holder are to be added from this tab by clicking on the lookup button. |
Funding Sources
Funding Source Types
Overview
Funding Source Type contains the central repository of the different Types of Funding Sources used throughout the system such as Donators, Foreign Financial Organization, Local Financial Organization, Government, etc.
Navigation
Admin ► Support Entities ► Funding Sources ► Funding Source Types
Funding Source Type screen Fields
Field | Description |
ID | Unique auto-generated numeric code for Funding Source type. |
Active | If false, the Funding Source Type cannot be used anymore and it would be there for reference purposes. If true, it is available for use. |
Abbreviation | Short description of the Funding Source Type. |
Description | Full description of the Funding Source Type |
Funding Sources
Overview
Funding Source screen contains the different Funding Sources, for instance Federal Government, Local Government, World Bank, International Monetary Fund, etc. Funding Sources describe where funds associated with a Contract are coming from. When a Funding Source is entered into the System, it is applied to Normal and Advance Payments with regards to Contract Management.
Navigation
Admin ► Support Entities ► Funding Sources ► Funding Source
Funding Sources Screen Fields
Field | Description |
Code | Unique auto-generated identification code for each Funding Sources. |
Active | If active is checked, it indicates the said funding source is available for use. If the attribute is unchecked, the funding source is unavailable for use. |
Funding Sources Type | Reference to the Funding Sources Type such as Municipal, Foreign Financial Organization, Government, etc. |
Name | Short reference name given to each Funding Source. |
| Language | Dropdown list, users can select the language he would like to use in the application. |
Description | Brief description of each Funding Sources. |
Meetings
Meeting Types
Overview
Meeting Types contains a catalogue of Meeting Types such as Briefing, Negotiation, etc.
Navigation
Admin ► Support Entities ► Meeting ► Meeting Types
Meeting Type screen Fields
Field | Description |
ID | Unique identification number describing the business trip group |
Active | If false, the Content Category cannot be used anymore and it would be there for reference purposes |
Abbreviation | Short form word describing the Meeting Type |
Description | Description of the Business Trip Group. |
Meetings
Overview
Meeting contains relevant information about meetings records. For example in Procurement Module: Briefing and Negotiation meetings.
Navigation
Admin ► Support Entities ► Meeting ► Meeting
Meeting screen Fields and Tab
Field | Description |
ID | Unique identification number describing the business trip group |
Employee Responsible | Person responsible of the logistics and keeping records of the meeting. |
Scheduled Date | Date and time when the meeting is scheduled, defined by the user. |
Meeting Type | Such as Briefing, Negotiation, etc. to be selected from the drop-down box. Refer to Meeting Type entity. |
Description | Description of the Meeting. |
Attachment Tab | Collection of zero to more attachments related to the meeting. |
Attachments
Overview
Collection of zero to more attachments related to the meeting is made from this tab.
Attachment Tab screen Fields
Field | Description |
Id | Unique Identification code for the attachment. |
Language | Language to be used to describe title and description fields. |
Title | Title for the attachment. |
Description | Description of the attachment. |
Attachment | File to be attached by clicking on "Choose File" icon. |
Date Time | Date and Time of file attachment is recorded in this field by the system. |
User | User attaching the file is recorded in this field by the system. |
Attachment Language | The language used in the attachment file is mentioned in this field. |
Scenarios
Operations
Overview
This screen allows users to make use of an existing scenario. First, users must select one of the available scenarios and is presented with all of the active private scenarios, as well as all of the active public scenarios.
After selecting the desired Scenario, users must enter the Scenario to be able to perform the other Scenario Operations. When users enters a Scenario, the system updates the Session Details area of users interface container with the Scenario information and activates, in the same area, an Exit Scenario option. This option should be used whenever one wants to leave the scenario working environment. If users logs off, the scenario environment is automatically exited. Upon the next login, users enter the regular production environment.
Navigation
Admin ► Support Entities ► Scenarios ► Operation
Scenario Operation screen Field
Field | Description |
Scenario | Select the Scenario users would like to run from the drop-down menu. |
Scenario Types
Overview
The Scenario System is designed to provide a non-production environment where users can execute business processes on top of mirrored data, thus avoiding modifications to production information. Scenario Types should be used by FreeBalance implementation staff to set up the valid scenario types for a given customer installation.
Navigation
Admin ► Support Entities ► Scenarios ► Scenario Types
Scenario Types screen Fields
Field | Description |
Code | Unique identification code of the Scenario Type. |
Package Prefix | This is the technical name of the java project that is related to this scenario type. Currently scenarios are supported for com.fb.gombp (Mongolia Budget Planning System) and com.fb.ghr (Salary Planning Module of the CSM system). |
Description | Short description of the Scenario Type. |
Scenarios
Overview
The Scenario screen is used to define and create scenarios for analysis purposes. Scenarios are copies of source environments.
Navigation
Admin ► Support Entities ► Scenarios ► Scenarios
Scenario screen Fields
Field | Description |
Code | Unique identification number describing the scenario. |
Active | Active Status - if checked, the Scenario is available for use. |
Last Step Sequence | Number which is generated by system indicating the last step sequence. Indicates if the scenario will use the same combination of steps used before |
Scenario Scope | Sets whether the scenario is public or private. |
Scenario Status | Refers to the current status of the scenario (created, deleted, etc...) which is system generated. |
Scenario Type | Indicates whether the Scenario type is for Budget Planning or Salary Planning. |
Application User | The user that will be using the scenario is automatically entered by the system. |
Description | Description of the scenario is mentioned in this field. |
Units of Measure
Units of Measure
Overview
Units of Measure are used to denote size, quantity, volume, weight, time, and other measurement types for some entities such as goods, services, etc. in the system.
Navigation
Admin ► Support Entities ► Units of Measures ► Units of Measures
Unit of Measure screen Fields
Field | Description |
ID | Unique numeric code for the unit of measurement. |
Active | If true i.e. checked, the unit of measurement can be used in application to quantify. |
Type | Defines the type of unit of measurement: Such as Area, Linear, Time, Volume, Weight, etc. |
Is Product | Active checkbox means unit of measure is used for the product |
Is Catalogue Item | Active checkbox means the unit of measure is used for the catalog item. |
Abbreviation | Such as secs (for seconds), m (for meter), etc. |
Description | Unit of measurement is described in this field. |
Unit Converters
Overview
Unit Converters are conversion factors between two units of measure, e.g. 1 meter is equal to 3.28 feet. They are used for example when a Procurement Catalogue Item Unit and a Vendor Catalogue Item Unit are different.
Navigation
Admin ► Support Entities ► Units of Measures ► Units Converters
Unit Converter screen Fields
Field | Description |
Source Unit Of Measure | The unit of measure of the first item for conversion. |
Target Unit Of Measure | The unit of measure of the destination item for conversion. |
Factor | Conversion factor between Source and Target Unit of Measure. |
Budget Classifiers
Entities for generating payroll files. Budget Classifiers Mapping SIGAF-GRP and SIGFA (NEW) is an entity of budget classifiers.
Budget Classifiers Mapping
Overview
Budget Classifiers Mapping SIGAF-GRP and SIGFA (NEW)is an entity of budget classifiers.
Navigation
Admin ► Support Entities ► Budget Classifiers ► Budget Classifiers Mapping
Budget Classifiers screen Fields
| Fields | Description |
| Code | Unique identification code either manually created or automatically. |
| SIGAF GRP Coa | The GRP CoA attribute. |
| SIGAF GRP Segment | The GRP segment attribute. |
| SIGAF GRP Concept | The GRP concept attribute. |
| SIGAF GRP Element | The GRP element attribute. |
| SIGFA Element Code | The GRP element code attribute. |
| Last Updated By | Updated automatically by the system at creation time of the record |
| Last Updated Date And Time | Updated automatically by the system at creation time of the record. |
Cutoff Periods
Overview
According to the SRS requirements for Nicaragua Project, for this process is considered the definition of Cutoff Period that is defined in Annual Personification Table, where specific Cutoff Period are set for each type of operation or business process.
The Directorate General of Government Accounting has the legal responsibility to develop and deliver quarterly information to the National Assembly.
Quarterly and Monthly Execution Cutoffs are linked to those defined in the Schedule of Budget Execution.
CutOff Validations
Overview
This entity contains the list of all Cutoff Periods. This feature is to have a rendering control.
Navigation
Admin ► Support Entities ► Cutoff Period ► CutOff Validations
CutOff Validations Screen Fields
| Fields | Description |
| Code | Unique identifier of Cutoff Validations. Consecutive unique number automatically generated and assigned by the system. Attribute read only, visible to the user, but can’t change it. |
| Fiscal Year | Fiscal Year of Cutoff Period. |
| Workflow Status | Workflow status of the CutOff Validation. Available stages are: Created’, ‘Approval Requested’, ‘Approved’, ‘Cancelled’, Default= ‘Created’. |
| CutOff Period Extend | The user must enter the value of this field. This only can be entered when the Workflow Status = ‘Approve’ |
| Institution | Code of Institution (OCE) or Execution Unit (OEP) identified by Institutional Classifier which the Cutoff Period affects. |
| CutOff Business Process | An identifier that identifies a Cutoff Business Process. |
| CutOff Execution Type | Identifier that identifies a Cutoff Execution Type. |
| From Date | Start date of the cutoff date. Manually entered by the user. The system should validate that attribute value "Date From" should be greater or equal than "System Date". |
| To Date | End date of the cutoff date. Manually entered by the user. |
| Created By | User who created the CutOff validation. |
| Created Date | Creation date of the CutOff validation |
| Approved By | User who approved the Cutoff Validations. Populated automatically by the system, when the cutoff period is approved. |
| Approved Date | Date and time in which the Cutoff Period turns to ‘Approved’ Status. Default current system date and time. Populated automatically by the system at the time of approval. |
| CoA Group | COA Group is required when selecting a coding block or creating an expression |
| Coding Block Type Definition | A coding block expression is useful when is required to define a coding block which applies to different institutions. For example, coding block refers to the same item but for the distinct institution. |
| Language | Users selects among the available languages the one that will be presented as default. |
| CutOff Period Name | Name of the CutOff Period. |
Support Entities
The characteristics of Support Entities include:
- Government-specific functions.
- Enabling of rapid implementation, configuration and change.
- An extensible base for new applications to extend customer investment.
CutOff Business Process
Overview
| Fields | Description |
| Code | Unique identifier that identifies a Cutoff Business Process. Consecutive unique number automatically generated and assigned by the system. Attribute read only, visible to the user, but can’t change it. |
| Active | To indicate if the Cutoff Business Process is Active or Restrictive. True = 'Active', False= 'Restrictive' The default value is True. Modifiable attribute by the user. |
| Module Catalog | Module catalog id which is required for this CutOff Business Process. |
| Sub Module catalog | Sub Module catalog id which is required for this CutOff Business Process. |
| Sub Module Catalog Name | Shows the name of the selected submodule catalog. |
| CutOff Execution type tab | List of one to many Cutoff Execution Type assigned to this Cutoff Business Process |
CutOff Execution Type
Overview
This entity contains the list of all specific types of execution that can to be associated with Cutoff Periods.
Navigation
Admin ► Support Entities ► Cutoff Period ► Support Entities ► Module Catalog
CutOff Execution Type screen Fields
| Fields | Description |
| Code | A unique identifier that identifies a Cutoff Execution Type. Consecutive unique number automatically generated and assigned by the system. Attribute read-only, visible to the user, but can’t change it. |
| Active | To indicate if the Cutoff Execution Type is Active or Restrictive. True = 'Active', False= 'Restrictive' Default value is True. Modifiable attribute by the user. |
| Execution type | Close domain of execution types. |
Module Catalog
Overview
This entity contains the list of all the modules that can to be associated with Cutoff Periods.
Navigation
Admin ► Support Entities ► Cutoff Period ► Support Entities ► Module Catalog
Module Catalogue screen Fields
| Fields | Description |
| Code | Unique identifier that identifies a Module. Consecutive unique number, automatically generated and assigned by the system. Attribute read only, visible to the user, but can’t change it. |
| Active | To indicate if the Module is Active or Restrictive. True = 'Active', False= 'Restrictive' Default value is True. Modifiable attribute by user. |
| Name | Name of the module catalog |
| Sub Module catalog Tab | List of one to many SubModule Catalog assigned to this Module Catalog |
Sub Module Catalog
Overview
This entity contains the list of all the sub-modules that can to be associated with Cutoff Periods
Navigation
Admin ► Support Entities ► Cutoff Period ► Support Entities ► Sub Module Catalog
Sub Module Catalogue screen Fields
| Fields | Description |
| Code | Unique identifier that identifies a SubModule. Consecutive unique number automatically generated and assigned by the system. Attribute read only, visible to the user, but can’t change it. |
| Active | To indicate if the SubModule is Active or Restrictive. True = 'Active', False= 'Restrictive' Default value is True. Modifiable attribute by user. |
| Entity | list of Number of entity |
| Name | Name of the Submodule catalog |
Generic Change Management
Amendable Native Property
Overview
Amendable Native Property represents the corrections made to a record of a source screen.
Navigation
Admin ► Support Entities ► Generic Change Management ► Amendable Native Property
Amendable Native Property screen Fields
Field | Description |
Code | Field represents the Amendable Native Property unique code. |
Active | Field represents Amendable Native Property active or not. |
Attribute String Code | Field represents the String code for the native property. |
Attribute Class Name | Field represents the Class name of the native property. |
Source Entity | Source Entity in which users can amend records. Drop down list possible value are Procurement, Contract Management or Line Item |
Name | Field represents the Name of the Amendable Native Property. |
Generic Amendable Attribute
Overview
Generic Amendment Attribute describes the attribute that is part of a Document and is allowed to have an amendment.
Navigation
Admin ► Support Entities ► Generic Change Management ► Generic Amendable Attribute
Generic Amendable Attribute screen Fields and Tab
Field | Description |
Source Entity | Source Entity of an attribute is ‘Procurement Document’, ‘Contract’ and ‘Line Item’. |
Amendable Native Property | Drop down list for available Amendable Native Property. |
Attribute Validation Rule Tab | The set of rules to be applied to this attribute when entered the new value. Note that all rules assigned to an attribute connected by an AND logical operator. |
Attribute Validation Rule
Overview
The set of rules to be applied to this attribute when entered the new value. Note that all rules assigned to an attribute is connected by an AND logical operator.
Attribute Validation Rule Tab screen Fields
Field | Description |
Amendable Native Property | Drop down list for available Amendable Native Property. |
Operator | Can have any of these values ‘<’, ‘>’, ‘=’, ‘>=’,’<=’,’<>’,’IS NOT NULL’. |
Language | Country specific language used to register exception. |
Exception Text | This is the message to be displayed when the rule evaluation fails. |
Generic Amendment
Overview
Generic Amendment screen holds all information regarding a Procurement Document Amendment.
Navigation
Admin ► Support Entities ► Generic Change Management ► Generic Amendment
Generic Amendment screen Fields and Tabs
Field | Description |
ID | Field represents the Generic Amendment unique code. |
Workflow Status | The attribute can be ‘Being written’, ‘approved’ and ‘cancelled’. The default value is ‘Being Written’. |
Amendment Number | The sequence of the amendment associated with a Document. System auto-generated. |
Amendment Type | Reference to the Amendment Type such as ‘Bid Change’, ‘Contract Change’, ‘Contract Renewal’, etc. |
Abbreviation | Short Name of the Generic Amendment. |
Description | Brief explanation of the amendment. |
Reason | A description of why the amendment is being canceled. |
Cancel Reason | A description of why the amendment is being canceled. |
Paragraph Amendments Tab | A collection of paragraph correction related to the amendment. When the amendment involves changes in text of any document that is part of the Final Assembled Document, this entity represents the information regarding the paragraph correction. |
Attachment Amendments Tab | This is the final assembled Amendment PDF Document generated automatically by the system when the Amendment Approving process has been performed. Mandatory after performing the Approve Amendment process. |
Attribute Generic Amendment Tab | A collection of attributes belonging to the Document that has been modified as part of the amendment. These attributes are allowed to be updated only if they exist within the Amendment Allowed Attribute screen. |
Record Generic Amendments Tab | This tab represents the corrections made to a record of a source entity, such as Line Item Entity in Contract Management. This tab is used only for adding or removing records, not for modifications. It is important to notice that every change must affect the source entity and must be included as part of the Final Assembled Amendment Document. |
Generic Dispute
Claim Type
Overview
This entity contains all the Claim Types such as ‘Procurement Document Claim’, ‘Bid Evaluation Claim’, ‘Contract Claim’, etc. Also, this entity defines FB System Source of the claim such as Procurement, Contract Management, etc. because claims can be done from any FB System.
Navigation
Admin ► Support Entities ► Generic Change Management ► Claim Type
Claim Book Type screen Fields
| Fields | Description |
| Id | Unique id of claim book type |
| Active | If true, the type is active and can be used in other entity. |
| Type Source | Contains the possible values of FreeBalance Systems where the claims are related: ‘Procurement’, ‘Contract Management’. In the future, new possible values can be added. |
| Abbreviation | This is Abbreviation of the claim type. |
| Description | This is a brief description of the claim type. |
Committee Member
Overview
Committee Member defines employees that are authorized to participate in a Claim Resolution Committee; or in a Bid Evaluation Committee it is allowed that a member could be joined in more than one Committee at the same time.
Navigation
Admin ► Support Entities ► Generic Dispute ► Committee Member
Committee Member screen Fields
Field | Description |
ID | Field description unique committee member ID code. |
User | The system users of the member (this applies only if the member has access to the applications). |
| Employee | The employee code associated with the feature. |
Member Name | Field represents Employee’s full name. |
Member Contact | By clicking on the new icon, the contact details screen will appear which allows to insert the committee member’s contact details. |
Member Type | Possible values are ‘Bid Evaluation', 'Claim Resolution'. Read-only, the system assigns it according to the function. When searching information related, the system filters it accordingly. |
Description | Field represents Committee Member description. |
Generic Claim
Overview
Generic Claim represents a claim submitted by a vendor submitted in any communication method.
Navigation
Admin ► Support Entities ► Generic Dispute ► Generic Claim
Generic Claim screen Fields and Tab
Field | Description |
ID | Field represents the unique generic claim code. |
Workflow Status | Depending on the Workflow Configuration Setting for this Screen the basic stages are ‘Created’, Approval Requested’, ‘Approved’, 'and Cancelled’. |
Claim Type | Reference to the Claim Type such as ‘Procurement Document Claim’, ‘Bid Evaluation Claim’, ‘Contract Claim’, etc. |
Vendor | Reference to the Vendor who submitted the claim. Vendor must exist in the Vendors Catalog. Vendor Search functionality is required. |
Date Submitted | The Date when this Claim was submitted. Users entering the Claim must enter the Date when the Claim was notified by any communication method.) |
Communication Method | The Communication Method used by the vendor to notify his claim. |
Generic Claim Reason Tab | Tab allows users to add generic claim reason to the generic claim. |
Generic Claim Reason
Overview
Generic Claim Reason Tab allows users to add generic claim reason to the generic claim.
Generic Claim Reason Tab screen Fields and Tab
Field | Description |
ID | Field represents Generic Claim Reason code. |
Claim Reason Type | Dropdown menu list shows pre-created claim reason type. |
Description | Field represents the description of the generic claim reason. |
Attachment Tab | Attachment tab allows to insert additional information of the reason claim reason. |
Attachment
Overview
Attachment tab allows to insert additional information of the reason claim reason.
Attachment Tab screen Fields
Field | Description |
ID | Field represent the System generated unique id. |
Language | Country specific language used to register title. |
Title | Field represent Title of the attachment. |
Description | Field represent Description of the attachment. |
Attachment | Browse option available to attach file in this field. |
Date time | Field represent Date and Time of the document uploaded. |
User | Field represent users who is assigned this task. |
Language | Country specific language used to register attachment. |
Generic Claim Resolution
Overview
Generic Claim Resolution represents a Claim Resolution stated by a Claim Resolution Committee.
Navigation
Admin ► Support Entities ► Generic Dispute ► Generic Claim Resolution
Generic Claim Resolution screen Fields and Tabs
Field | Description |
ID | Field represents unique generic claim resolution id. |
| Workflow Status | It shows the workflow status of the Generic Claim Resolution. By default, it shows created. It changes the workflow status as per approval. |
Generic Claim | Field represents the Claim associated to this Claim Resolution. |
Resolution Type | Upon acceptance or rejection of the Claim, the Claim Responsible Users must enter a Claim Resolution Type in order to typify the Resolution. Look up functionality is needed filtering by the Claim Result. |
Decision | The decision made by the Claim resolution committee regarding the Claim originally submitted |
Justification | Field represents the note related brief justification of the decision |
Resolution Document | This is a hard copy of the Document Claim Resolution signed by all members of the Claim Resolution Committee. |
Attachment Tab | Collection of 0 to more files that are considered relevant to support the Claim Resolution. |
Claim Additional Information Tab | If the committee considers that some of the information provided by the vendor as part of the claim needs to be clarified or more specific, the Claim Responsible Users may contact the Vendor in order to gather more information about the claim. |
Claim Resolution Committee Member Tab | All the employees that are part of the claim resolution committee. |
Attachment
Overview
Attachment tab allows attaching one or more files that are considered relevant to support the Claim Resolution.
Attachment Tab screen Fields
Field | Description |
ID | Field represents the unique code of Attachment. |
| Attachment Classification | It allows to select the attachment type from the drop-down list. |
Title | Field represents the Title of the attachment. |
Description | Field represents the Description of the attachment. |
Attachment | Field allows users to attach the file. |
Date time | Field represents the Date and Time of the document uploaded. |
| Date | It allows the user to select the date for the attachment from the date picker. |
User | Field represents the users who is assigned this task. |
Claim Additional Information
Overview
If the committee considers that some of the information provided by the vendor as part of the claim needs to be clarified or more specific, the Claim Responsible Users may contact the Vendor in order to gather more information about the claim.
Claim Additional Information Tab screen Fields and Tab
Field | Description |
ID | Field represents the claim additional information ID. |
Status | The basic stages are ‘Waiting for Response’ and ‘Response Submitted’. The default value is ‘Waiting for Response’. |
Required Information Date | The date when the information requirement was notified to the vendor. |
Vendor Response Date | Date when the vendor submitted the response. |
Request Communication Method | This is the communication method used for requesting the additional information to the vendor, the communication method may differ from the communication method used to submit the Claim. |
Response Communication Method | This is the vendor’s response communication method used. |
Vendor Response | Response given by the vendor. |
Additional Information | Any additional information is noted here. |
Attachment Tab | Collection of 0 to more files that are considered relevant to support the Claim Resolution. |
Attachment
Overview
Attachment tab allows attaching one or more files that are considered relevant to support the Claim Resolution.
Attachment Tab screen Fields
Field | Description |
ID | Field represents the unique code of Attachment. |
Language | Country specific language used to register the title. |
Title | Field represents the Title of the attachment. |
Description | Field represents the Description of the attachment. |
Attachment | Field allows users to attach the file. |
Date time | Field represents the Date and Time of the document uploaded. |
User | Field represents the users who are assigned this task. |
Claim Resolution Committee Member
Overview
Assign employees who are part of the claim resolution committee.
Claim Resolution Committee Member Tab screen Fields
Field | Description |
Committee Member | Look up functionality required, if users entering the Claim Resolution exists in Committee Member with Committee type ='Claim Resolution; the system must suggest this as the first Claim Resolution Member. System takes into account only Committee Members that are Committee type = 'Claim Resolution' |
Is Responsible | This is the Claim Resolution Member who is responsible to communicate with the vendor to gather further information if it is needed and lead the claim process to a success resolution. |
Payments
Payment Locations
Overview
Payment Location contains the central repository of service offices from which payments or transfers are prepared.
Navigation
Admin ► Support Entities ► Payments ► Payment Location
Payment Location screen Fields
Field | Description |
Code | User entered or system generated unique code. |
Active | If false, the Payment Location cannot be used anymore and it would be there for reference purpose only. |
Address | Address of the Payment location is mentioned in this field. This field is specific in Insert and update mode only. |
Contact | Collection of one or more contacts in different contact modes of the payment location. This field is specific in Insert and Update mode. |
Description | Full description of the Payment Location. |
Payment Instrument
Overview
Catalog of possible payment instruments that can be used by a particular Payment Type. A Payment Type can only have one or none payment instrument related.
Navigation
Admin ► Support Entities ► Payments ► Payment Instrument
Payment Instrument screen Fields
Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Active | Indicates if the payment Instrument is active or not. If payment instrument is active, payment instrument will use for future use. |
Print Format | Dropdown menu list, possible values are Cash Cheque, Letter for Foreign Letter, Regular. |
Name | Name of the payment instrument. |
Description | Detailed description of the Payment Instrument. In this field should also be included the name of the payment Instrument. |
Payment Methods
Overview
Payment Method entity contains the different Payment Methods such as Cash, Cheque, Transfer, etc. Payment Method describes in which form the Payment will be completed.
Navigation
Admin ► Support Entities ► Payments ► Payments Method
Payment Method screen Fields
Field | Description |
ID | Unique identification code for each Payment Method is entered in this field. |
Active | If the value of this field is set to false i.e. if unchecked, the Payment Method would not be available for use but would be for reference purpose only. If set to active, it would be available for use. |
| Apply For Expenditures? | It signifies that whether the method can be applied for expenditures. By default, value is set to TRUE |
| Apply For Revenues? | It signifies that whether the method can be applied for Revenues. By default, value is set to TRUE |
Type | The Type of payment methods is to be selected. Possible values are Cheque, Electronic File Transfer (EFT), Cash, Credit Card, Transfer Payment Order, Deposit etc |
Abbreviation | Short reference name given to each Payment Method. |
Description | Brief description of each Payment Method. |
Payment Modes
Overview
Payment Mode indicates the transaction type or settlement method used for expense and journal vouchers (e.g. through domestic cheque, foreign currency cheque or inter-agency settlements). These codes are used by the system for reconciliation purposes, and when printing cheques or preparing payment requisitions for transfer to a central agency.
Navigation
Admin ► Support Entities ► Payments ► Payment Mode
Payment Mode screen Fields
Field | Description |
ID | Unique auto-generated numeric code which is the identity of the payment mode. |
Active | If false, the Payment Mode cannot be used anymore and it would be there for reference purpose only. If true, it would be available for use. |
Abbreviation | Short description of the Payment Mode. |
Description | Full description of the Payment Mode. |
Payment Term
Overview
Payment Term is used to create a catalogue of Payment Terms that can be used later within the Expense Vouchers. Each Payment Term is linked with the set of Payment Distribution items.
Navigation
Admin ► Support Entities ► Payments ► Payments Term
Payment Term screen Fields
Field | Description |
ID | Auto-generated serial number representing Payment Term. |
Active | If checked then payment term is active. |
Interest Number of Days | Defines the number of days after each payment due date when interest is applicable. |
Interest Rate | The interest rate that is applied if the payment exceeds the due date. |
Interest on Original Value | If True then the interest is calculated against the original invoice value. |
Discount Number of Days | To define the number of days before each payment due date when a discount is applicable. |
Discount Rate | The discount percentage that is calculated if the payment is released before the due date. |
Discount on Original Value | If True then the discount is be calculated against the original invoice value. |
Abbreviation | Abbreviation used for payment term. |
Description | A brief description of the payment term. |
Payment Distribution Tab | Collection of one to many payment distribution items whose total percentage of distribution items must equal 100%. |
Payment Distribution
Overview
Payment Distribution tab allows users to insert one to many payment distribution items whose total percentage of distribution items must equal 100%.
Payment Distribution Tab screen Fields
Field | Description |
Serial Number | Auto generated serial number. |
Payment Due Days | Field contains number of payment due day or days. |
Payment Percentage | Field contains payment percentage for current payment distribution. |
Payment Type
Overview
Payment Type is used to create a catalogue of Payment Terms that can be used later within the Expense Vouchers. Each Payment Term is linked with the set of Payment Distribution items.
Navigation
Admin ► Support Entities ► Payments ► Payments Type
Payment Type screen Fields and Tabs
Field | Description |
Code | Field represents unique code for payment type, system is not allow to enter same value more than once. |
Active | If checked then payment term is active and users can use payment type in future, else not possible to use in future. |
Uses Revenue Account | Default value is False. Users can change it to true. If the value is true, the payment type use the revenue account, else not use the revenue account. |
Used By All Institutions | Default value is true. If the value is true that means payment type is used by all institution. |
Type | Possible Values are Cheque, Electronic File Transfer (EFT), Cash, Credit Card, Transfer Payment Order Deposit. Default value is Cheque. |
Payment Instrument | Users can select which Payment Instrument this particular payment method is used, if applicable. |
Form | Field represent the form for payment type. Dropdown menu list is available to select the Form of Payment Type. |
Payment Type Group | Users can select the Payment Type from dropdown list. |
Is Grouping Allowed For Payments | If the flag is checked, grouping is allowed for payments else grouping is not allowed for payment. |
Is Required Treasury Bank Account | If the check box is active, treasury bank account is required for such payment type, else treasury bank is not requirement for such payment type. |
Prepaid PV | Active check box means payment type is for prepaid PV, else payment type is not for payment PV. |
| Default Treasury Bank Account | To specify default treasury bank account for the Payment type. |
| Default Journal Voucher Type | To specify default journal voucher type for the Payment type. |
Name | Name of the Payment Type. |
Remarks | Additional comment box for payment type. |
Accounts Tab | Tab holds details of Treasury Bank Account for the Payment Type. |
| Institutions Tab | Tab represents the collection of 0 to many of Budget Offices. |
Accounts
Overview
Account Tab allows users to insert details of Treasury Bank Account.
Accounts Tab screen Fields
Field | Description |
Holding Account Type | Field represents either Debit Account Type or Credit Account Type. |
Used Holding Account | Dropdown menu list represents the holding account which is used to manage payment type. |
Transaction Type Reference | Reference of transaction type, possible values are Adjustment, Cheque and Deposit. |
Language | Country specific language to insert description. |
Description | Short description of accounts details. |
Payment Type Group
Overview
This catalogue is describe the Payment Type Group, This Catalogue make the Group the Payment Types.
Navigation
Admin ► Support Entities ► Payments ► Payment Types Group
Payment Type Group screen Fields
Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Language | Language used to register the abbreviation and description. |
Name | Name of the payment Type Group. |
Description | Detailed description of the Payment Type Group. In this field should also be included the name of the payment Type Group. |
Active | Indicates if the payment Type Group is active. |
Sales Payment Type
Overview
The objective of this is to define how to create Sales Payment Types. Understanding how to create a sales payment type also leads to the learning of how to edit, delete, and modify the sales payment type, and how to attach a sales payment type to other entities. Within this document, the main functions and relevant information surrounding Sales Payment Types are defined with respect to related procedures and information.
A sales payment type can be associated with an organization’s customer. This screen lets users keep track of how the customers are paying for goods or services. The Payment Types screen contains the different Payment Methods such as Cash, Check, Transfer, etc. Payment Method describes in which form the Payments are completed. When a Payment Method is entered into the System, it is optionally applied to Normal and Advance Payments with regards to Contract Management.
Navigation
Admin ► Support Entities ► Payments ► Sales Payment Types
Sales Payment Type screen Fields
Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Active | Indicates if the sales payment type is active. |
Abbreviation | Abbreviation of the Sales Payment Type, this is the name used to refer to the Sales Payment Type. |
Description | Detailed description of the Sales Payment Type. In this field should also be included the name of the payment type. |
Transfer Text File Format
Overview
Transfer Text File Format refers to the file format used when importing Bank Reconciliation information. The function is used to facilitate flexibility at Bank Reconciliation in Treasury Bank account module.
Navigation
Admin ► Support Entities ► Payments ► Transfer Text File Format
Transfer Text File Format screen Fields and Tab
Field | Description |
Treasury Bank Account | Field represents the Treasury bank account. |
Field separator | Drop down the list of field separator, possible values are No Separator, Comma, Semicolon, Whitespace, Tab etc |
Decimal separator | A checkbox for the decimal separator. If the checkbox is True, decimal separator active for the Transfer Text File Format. |
Fields Tab | Transfer Text File Format Details tab allows to insert details information regarding Fields Type, Start Value and End Value of Transfer Text File Format. |
Transfer Text File Format Details
Overview
Transfer Text File Format Details tab allows to insert details information regarding Fields Type, Start Value and End Value of Transfer Text File Format.
Transfer Text File Format Detail Tab screen Fields
Field | Description |
Field Type | Drop down list of transfer text file format detail field type. |
Start | Transfer text file format detail starting value. |
End | Transfer text file format detail ending value. |
Rendering Control
Overview
Rendering Control allows users to control the visibility of specific fields that appear on each main function page. Rendering Control support screen only applies to certain fields, where certain fields need to be hidden as is the case with Budget Controls, where the foreign amount fields are hidden because all of the budgets are maintained in domestic currency. Rendering Control is added only to those sections where changes have been made to the screen/form. Rendering Controls is maintained by the Central functional Administrator and can be changed when required.
Navigation
Admin ► Support Entities ► Rendering Control
Rendering Control screen Field
Field | Description |
Entity | This field contains available entity as dropdown menu list. Users should select the entity and select the field which is require to update as Mandatory or Hide in From. |
Vouchers
Expense Voucher Classification
Overview
The purpose of the entity is to allow the user to classify expense vouchers according to the specific type or needs.
Navigation
Admin ► Support Entities ► Vouchers ► Expense Voucher Classification
Expense Voucher Classification's screen Fields
Field | Description |
ID | Expense Voucher Classification's Identification number. |
Active | If Checked, it indicates that the Expense Voucher is currently active. If unchecked, it the classification is for reference purpose only. |
| Is For Submodule Configuration | If false, This classification cannot be used in various sub-modules. |
Sub Ledger Type | Field represent the sub-ledger type for expense voucher classification. |
Name | The name of the Expense Voucher Classification. |
Description | Brief Description of the Expense Voucher Classification. |
| Institution | The lookup field attribute where the list of Institutions present is related to this voucher classification and this is the attribute to be used for Data Access Security. |
| General Ledger Template | This lookup field is used to display and select one GLT with Workflow Status Approved, Active checkbox true and Source will be Expense Voucher. |
| Document Type | A lookup button field where the list of Document type feature is present to select the one which is related to this feature. |
| Vendor | The Vendor associated with this voucher classification is selected from this lookup button of this attribute. |
| Payment Location | The payment location associated with the feature. |
| Payment Mode | The payment category associated with the feature. |
| Payment Terms | The payment terms associated with the feature. |
| Offset Code | By Default, fill this attribute with the value from Default Expenditure GL Offset Code |
| Payment Method | The payment mode associated with the feature. |
| Default Description | Default short description of the feature. |
| Default Line Item Description | System will default this value on every new item entered in Expense Voucher Line Item Attribute Item Description. |
| Coding Block Type Definition | The definition associated with the coding block type used. |
| Is Obligation Required | Active checkbox with possible values TRUE/FALSE. The default value is FALSE. |
| Commitment Required | Default is FALSE. If True the EV will need to be linked to a commitment voucher. |
| Purchase Order Required | Default is FALSE. If True the EV will need to be linked to an obligation voucher. |
| Is Validate Upon Saving | Active checkbox with possible values TRUE/FALSE. The Default value is FALSE. |
| Is Prepaid | Indicates whether the expense classification creates EV of "Prepaid" type. |
| Default Invoice Date to System Date | Indicates if the Invoice date is system date defaulted. |
| Default Invoice Number | User specifies the default value for Invoice Number in EV if any. |
| Is Special Multi Vendor Expense Voucher | Default value is FALSE. If this value is TRUE, the system will allow entering one vendor per each EV Payment detail, so then more than one vendor can be paid out using same EV, but only one vendor per EV Payment detail. |
| Treasury Bank Account | When user select Expense Voucher Classification in any entity this Treasury bank account automatically populated in that entity. |
| Is Social Security | Default value is False, Hidden by default on rendering. If this Value is true then the system is going to analyze the EV with this classification on the report. |
Expense Voucher Classification VCC Tab
Overview
This entity is a sub-entity of Expense Voucher Classification. It stores rules to restrict the coding block selection based on the element values of each segments. The restrictions are represented using the Valid Code Combination rules already defined in the platform. The rule applies on Expense Voucher details and it will be validated at the time of saving an expense voucher (at any stage on the workflow)
Expense Voucher Classification VCC Tab screen fields
| Fields | Description |
| Sequence Number | System generated unique code defined as a sequence number for the EV classification. |
| Rule Expression | The Rule Expression allows the definition of the coding strings that are allowed for the given expense voucher. |
| Language | Country specific language used |
| Description | Short description regarding the classification. |
Expense Voucher Types
Overview
Expense Voucher Type defines the type of the Expense Voucher, which is used by users. For example, if users need to create an Expense Voucher to pay the vendor by cheque then “Cheque” can be used as an Expense Voucher Type. Similarly for Cash, Transfers or any kind of Deposit transactions, users can use the relevant EV Types.
Navigation
Admin ► Support Entities ► Vouchers ► Expense Voucher Types
Expense Voucher Type screen Fields
Field | Description |
ID | Field represents Expense voucher type unique id. |
Type | Field represents a dropdown list of Expense voucher type. |
Name | Expense voucher type name. |
Description | Expense voucher type description. |
Manage Cash Code | If true, Expense Voucher Type allows managing cash code. |
Active | If checked, it indicates that the Expense Voucher Type is currently active. If unchecked, it the classification is for reference purpose only. |
External Source Voucher
Overview
External Source Voucher is used to capture all sources of External Vouchers, in other words voucher information imported to the system from external applications. It keeps track of external vouchers, which come through Journal Voucher, Expense Voucher and Sales Invoice etc.
Navigation
Admin ► Support Entities ► Vouchers ► External Source Voucher
External Source Voucher screen Fields
Field | Description |
Type | Dropdown list of external source voucher type. |
Active | If checked, it indicates that the External Source Voucher is currently active. If unchecked, it the the classification is for reference purpose only. |
ID | Field represent External Source Voucher unique id. |
Abbreviationn | Field represents External Source Voucher short abbreviation. |
Description | Field represents External Source Voucher description. |
Grants document Type
Overview
This type of document is required to register for the management of budget execution of entities receiving grants.
Navigation
Admin ► Support Entities ► Vouchers ► Grants document Type
Grants document Type screen Fields
| Fields | Description |
| Id | An unique code that identifies document type. |
| Active | To indicate if the document type is active or restrictive. |
| Origin | It is a closed domain attribute with possible values Manual, Data Import. Manual is the default value. |
| Description | Grants Document Type description |
Journal Voucher Classification
Overview
The purpose of the entity is to allow the user to classify journal vouchers according to the specific type or needs.
Navigation
Admin ► Support Entities ► Vouchers ► Journal Voucher Classification
Journal Voucher Classification screen Fields
Field | Description |
ID | Expense Voucher Classification Identification number. |
Active | If checked i.e. active, the Journal Voucher Classification is available for use. Otherwise, it would be available for reference purpose only. |
| Coding Block Restricted | If true the next fields are mandatory and will handle the coding block restrictions for the JV items. |
| Credit Debit | Values ('Debit', 'Credit'). Default Value = 'Debit'. |
Name | The name of the Expense Voucher Classification. |
Description | Brief Description of the Expense Voucher Classification. |
Journal Voucher Classification VCC
Journal Voucher Classification VCC Tab Screen Field
| Field | Description |
| Sequence Number | System generated unique code defined as a sequence number for the EV classification. |
| Rule Expression | Allows to define Rule expression |
| Description | Short description regarding the classification. |
Journal Voucher Type
Overview
Journal Voucher Type defines the type of the Journal Voucher which is used by users when creating manual Journal Vouchers. For example, if users need to enter a Journal Voucher for any Cash transaction then “Cash” can be used as the Journal Voucher Type. Similarly for Cheque, Transfers or any kind of Deposit transactions, users can use the relevant Journal Voucher Type.
This function is located under Journal Voucher screen and can be selected at the time of creating the Journal Voucher. In case of import, these types can be defined within the import file.
Navigation
Admin ► Support Entities ► Vouchers ► Journal Voucher Type
Journal Voucher Type screen Fields
Field | Description |
Code | Field represents Journal voucher type unique code. |
Active | If checked, it indicates that the Expense Voucher Type is currently active. If unchecked, it the classification is for reference purpose only. |
Abbreviation | Field represents the abbreviation of Journal Voucher Type. |
Description | Field represents description of Expense voucher type. |
Other Support Entities
Business Ownerships Types
Objective
This screen contains the different Business Ownership Types such as Government, Individual, Corporation, etc. For example, they can be used for Customers and Vendors.
Navigation
Admin ► Support Entities ► Other Support Entities ► Bussiness Ownership Types
Business Ownership Type screen fields
Field | Description |
ID | Unique numeric code for Business Ownership Type. |
Active | If unchecked, the Business Ownership Type cannot be used in new transactions and would be for reference purpose only. |
Abbreviation | Shortened form of a specific Business Ownership Type. |
Description | Short description of the Business Ownership Type. |
Document Section
Overview Document Sections entity contains the different sections that each document can have. In Procurement for instance Document Sections can be:Vendor Requisites, Legislation, Vendor Instructions, Overview, Communication Logistic, etc.
Navigation Admin ► Support Entities ► Other Support Entities ► Document Sections
Document Section screen fields and tab
|
Attachment
Overview
An attachment is the physical file document within the database used by the end user for thier specified purpose.
Field | Description |
Id | Unique auto-generated numeric code |
Order | Order related to the section |
| Attachment Classification | This feature slows user to select the document file format from the drop-down button. |
Title | Title of the Document |
Description | Description of the document attached |
Attachment | Browse the required attachment. |
Date Time | Date and Time when the document section was created |
| Date | It allows to pick the attachment date from date picker feature. |
User | Users name who created the document section |
Attachment Language | The country-specific language used in the attachment |
Guarantee Type
Overview Guarantee Type contains the central repository of the different Types of Guarantees used throughout the System such as Bid Bond, Advance Payment Bond, Performance Bond, Warranty Obligations, etc. For instance, they can be used in the Contract Management Module
Navigation Admin►Support Entities►Other Support Entities ► Guarantee Types
Guarantee Type screen fields
|
Not Posted Reason
Overview
This screen contains a list of reasons (e.g. waiting for approval, funds not available, insufficient documentation) that can be used to explain why a transaction has been “temp-saved” and has thus not been posted.
Navigation
Admin ► Support Entities ► Other Support Entities ► Not Posted Reasons
Not Posted Reason screen Fields
Field | Description |
ID | Unique identification code of the Not Posted Reason. This code is system generated and is non-editable. |
Active | Indicates if the Not Posted Reason is active or not. By default, this value is true. If this value is changed to false, the Not Posted Reason won’t be listed as a select option and it will remain for reference purposes only. |
Description | Brief description of the Not Posted Reason. |
Other Stakeholder
Overview
Contains the list of people who are not internal or external users but they are related with processes within the system. For instance, people who are working in donor institutions (United Nations, World Bank) or even people who work inside the Government Institution but are not users of the system and they can be related to procurement process for instance.
Admin ► Support Entities ► Other Support Entities ► Other Stakeholders
Other Stakeholder screen Fields and tab
Field | Description |
Id | Unique auto-generated numeric code for "Other Stakeholder". |
Name | Name of the Other Shareholder. |
Institution Name | Name of the Institution related with Other Stakeholder. |
Country | Country where the other stakeholder is located. |
Preferred Language | Stakeholders preferred langauge for correspondence. |
Reference | Brief reference of the Other stakeholder. |
Active | If not checked - such Stakeholder can’t be selected again and it will remain for reference purposes only. |
Addresses Tab | Address/es of the Other Stakeholder is added from this tab. |
Contacts Tab | Contact/s of the Other Stakeholder is added from this tab. |
Address
Overview
Information regarding address of Other Stakeholders is mentioned in this tab.
Address tab field description
Field | Description |
Is Main? | Whether the address mentioned in the main address is specified in this field. |
Region | The region where the address is located is mentioned in this field. |
| Country | Country Name for the address is used. It allows to select from the drop-down list. |
Address Type | Whether the address is of office, home or it is unknown, is selected in this field. |
Address | The address is mentioned in this field. |
Zip code | The zip code of the said address. |
Contact
Overview
Contact/s of the employee of different entities is mentioned in this tab.
Contact Tab screen Field description
Field | Description |
Is Main? | Whether the contact mentioned is the main contact, is specified in this field. |
Contact Type | Whether the type of Contact is electronic mail, fax, phone, is selected in this field. |
Contact Location Type | Whether the contact location type is Home, Office or Unknown is selected in this field. |
Contact Value | The contact value is mentioned in this field. |
Description | Description of the contact is made in this field. |
Attachment Classification
Overview
This feature is a configurable classification that can be used to useful while uploading documents to the system. Also, is used for attachment validations while transitioning on specific workflow configurations and transitions.
Navigation
Admin ► Support Entities ► Other Support Entities ► Attachment Classification
Attachment Classification screen Fields
| Fields | Description |
| Id | Unique auto-generated numeric code. |
| Origin | It is used for inactivating the Classification type. The default value is true. |
| Active | To indicate if the Module is Active or Restrictive. True = 'Active', False= 'Restrictive' The Default value is True. Modifiable attribute by the user. |
| File Type | Country specifies Language used. |
| Name | Name of the Project. |
| Description | Short description of the Attachment Classification. |
Attachment File Type
Overview
Attachment File Type screen allows the Central functional Administrator to configure the types of attachments that are allowed to be attached to the various transactions. Once configured the system validates the attachments when users upload them. If the attachment type is not specified in this screen, the system does not allow users to attach the attachment.
Navigation
Admin ► Support Entities ► Other Support Entities ► Attachment File Types
Attachment File Type Screen fields
Field | Description |
Allowed Extension | Parameter for extension attachment file type |
Active | Indicates if the File type is active or not. By default, this value is true. If this value is changed to false, the File Type won’t be listed as a select option and it remains for reference purposes only. |
Description | Short description of the Title |
Created On | Date of the attachment file type creation |
Created By | Username of the employee, who created attachment file type |
Colour
Overview
This function contains the catalogue of Colour. Users can configure the colors in which data is represented within the system.
Navigation
Admin ► Support Entities ► Other Support Entities ► Colour
Colour Screen fields
Field | Description |
| Id | Unique Id for the color. |
Colour Code | Colour Code, example #000000 code for black. |
Description | Colour Description or name, example Black. |
Construction Type
Overview
Allows users to register values for the Construction Type catalogue.
Navigation
Admin ► Support Entities ► Other Support Entities ► Construction Type
Construction Type screen Fields
Field | Description |
Id | System generated unique id |
Active | If checked then it is true by default in the system. |
Name | Name of the Construction Type. |
GL Configuration
Overview
GL Configuration is the screen to configure for each Multi Fund Element if the Multi Fund parameter is enabled if the parameter false, need to configure this screen with empty fund element. With the Coding block or Coding block expression. This screen is used in the Process of Closure of the Fiscal Year.
Navigation
Admin ► Support Entities ► Other Support Entities ► GL Configuration
GL Configuration screen Fields
Field | Description |
Fiscal year | Default Current Fiscal year |
Multi-Fund Element | Multi-Fund Element of the Chart of Account. |
UACS | PARTIAL Coding Block, COA Group with attribute 'Budget Execution' is True. |
GL Configuration | Exchange Gain, Exchange Loss, Exchange Gain & Loss, Retained Earnings. |
Active | True by default. When users switch this to false, then such GL Configuration can´t be used in Process. |
Goods Rejection/Return Reason
Overview
Goods Rejection/Return Reason is a support entity which is used in GRN for rejection or return reason.
Navigation
Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reason
Goods Rejection/ Return Reason screen Fields
| Fields | Description |
| Id | System generated and user cannot change |
| Active | Flag indicating if the Rejection/Return Reason is active or not. If this value is changed to false, such Rejection Reason can’t be selected again and it will remain for references purposes only. True by default. |
| Abbreviation | Abbreviation of the Rejection/Return Reason |
| Description | Detailed description of the Rejection/Return Reason |
Goods Rejection/Return Reason
Overview
Goods Rejection/Return Reason is a support entity which is used in GRN for rejection or return reason.
Navigation
Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reason
Goods Rejection/ Return Reason screen Fields
| Fields | Description |
| Id | System generated and user cannot change |
| Active | Flag indicating if the Rejection/Return Reason is active or not. If this value is changed to false, such Rejection Reason can’t be selected again and it will remain for references purposes only. True by default. |
| Language | Language use to enter Abbreviation and Description. |
| Abbreviation | Abbreviation of the Rejection/Return Reason |
| Description | Detailed description of the Rejection/Return Reason |
Project
Overview This screen allows the ability to organize Projects in use, create, modify or delete current Projects.
Navigation Admin ► Support Entities ► Other Support Entities ► Projects
Project screen Fields and tab
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Attachments
Overview
Information regarding Project is added from this tab.
Attachments screen Fields
Fields | Description |
Id | Whole number code is entered in this field. |
| Attachment Classification | It allows to select the attachment file format from the drop-down list. |
Title | Title of the Project information is added in this field. |
Description | Description of the information is added in this field. |
| Attachment | Browse the required attachment. |
| Date Time | Date and Time when the document section was created. |
| Date | It allows the user to select the date for the attachment from the date picker. |
| User | Users name who created the document section. |
Region
Overview
The Regions screen contains the central repository for all of the regions used throughout the system. The use of regions may vary from one country to another, in most cases it denotes grouping of districts or provinces (north, south, eastern coast, central region, capital city, etc.). But will be subject to country specific configuration.
For details regarding the region click the underlying link below.
Purchasing Policy
Overview
Different types of Purchasing Policies can be defined by using this entity.
Navigation
Admin ► Support Entities ► Other Support Entities ► Purchasing Policy
Purchasing Policy Screen Fields
Field | Description |
Id | Unique identification code of Purchasing Policy. |
Origin | Indicates how the Purchasing Policy is created in the system. Possible values are Manual and Data Import. It is automatically populated by the system and user can not change it. |
Active | Indicates if the Purchasing Policy is active or not. By default is always True. |
All Institution Allowed | Indicates if all institutions are allowed to use the policy. Default value is TRUE. |
Language | Country specific language to enter the name and description. |
| Name | Name of the Purchasing Policy. |
Description | Broad description about the policy. |
Institution Tab | This is a lookup to select allowed list of Institutions. |
Purchasing Vehicle
Purchasing Vehicle
Overview
It will define the specific requisites needed in each type of purchase.
Navigation
The Purchasing Vehicle screen includes the following fields:
| Fields | Description |
| Id | Unique Code that identifies the Purchasing Vehicle in the system. |
| Minimum Order Amount | Minimum amount in the defalut local currency to be taken in account in the Purchasing Vehicle range. |
| Maximum Order Amount | Maximum amount in the defalut local currency to be taken in account in the Purchasing Vehicle range. |
| Requisition Print Form | It specifies the Purchase Requisition form to be printed in FreeBalance Accountability Suite. |
| Purchase Order Print Form | It specifies the Purchase Order form to be printed in FreeBalance Accountability Suite. |
| Period for Response | It is the number of days that the RFP Information Form will be available to receive reponses from the vendors. |
| Minimum Number of Bids | It is the minimum number of RFP Responses that will be required in the RFP Information Form. |
| Effective Date | This attribute represents the Date when the Purchasing Vehicle starts to be valid. |
| Language | Language to register the Purchasing Vehicle information. |
| Abbreviation | A Short description of Purchasing Vehicle. |
| Description | Complete Description of the Purchasing Vehicle. |
| Additional Info | Extra information of the Purchasing Vehicle. |
| Credit Card Allowed? | If true, allows purchase orders in FreeBalance Accountability Suite to be paid by credit card. If false, credit card payments for this Purchasing Vehicle will not be allowed. |
| BPO Applicable? |
If true, this purchasing vehicle can be used in purchase requisitions and purchase orders which refer to a Blanket Purchase Order.
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| Active |
Default will be True. If the user switches it to inactive, the Purchasing Vehicle cannot be used any more and it would be there for references purposes. |
| Response Upload? | If checked, indicates if the Vendor Responses (bids) must or must not include attachments with the Vendor bid. |
| Apply Spending Limit |
If checked, the user cannot exceed the spending limit value of purchasing. If unchecked, the user can enter any value for purchasing. Default is False. |
| Communication Method | A collection of 1 or more communication method assigned to the Purchasing Vehicle. The available options may be email, phone, etc. |
| Validation Rules | The Purchasing Vehicle can have a collection of 0 or more vendor validation rules. |
Purchasing Vehicles
Overview
Purchasing Vehicle screen defines the specific requisites needed in each type of purchase. Examples of Purchasing Vehicle are: Local Purchase Order, Tendering, and Request for Quotation, etc.
Navigation
Admin ► Support Entities ► Other Support Entities ► Purchasing Vehicles
Purchasing Vehicle Screen Fields and Tab
Fields | Definitions |
| ID | Unique identification code of Purchasing Vehicle. |
Minimum Order Amount | Minimum amount in the default local currency to be taken in account in the Purchasing Vehicle range. |
Maximum Order Amount | Maximum amount in the default local currency to be taken in account in the Purchasing Vehicle range. |
Requisition Print Form | It specifies the Purchase Requisition form to be printed in FreeBalance Classic Application. |
Purchase Order Print Form | It specifies the Purchase Order form to be printed in FreeBalance Classic Application. |
Minimum Number of Bids | It is the minimum number responses that will be required. |
Effective Date | It represents the date when the Purchasing Vehicle starts to be valid. |
Language | Country specific Language as chosen. |
| Abbreviation | Purchasing Vehicle short description. |
Description | Explanation of Purchasing Vehicles use and purpose. |
Additional Information | Extra information of the purchasing vehicle. |
| Estimated Bid Opening Date | Represents the number of days to open bids after period of response has reached. |
| Estimated Bid Evaluation Date | Represents the number of days to evaluate bids after estimated bid opening date has reached. |
| Estimated Awarding Date | Represents the number of days to award bids after estimated bid evaluation date has reached. |
| Estimated Contract Signing Date | Represents the number of days to sign PO or contract after estimated awarding date has reached. |
| Allow Document and bid suspension | Used to allow suspensions over procurement documents and Bid Evaluation Processes. |
Credit Card Allowed? | If true, this Purchase Vehicle allows purchase orders to be paid by credit card. If false, credit card payments will not be allowed. |
BPO Applicable? | If true, this purchasing vehicle can be used in purchase requisitions and purchase orders which refer to a Blanket Purchase Order. |
Active | If false, the Purchase Vehicle cannot be used anymore and it would be there for reference purposes. |
Response Upload? | If unchecked then it is by default false. |
Apply Spending Limit? | If unchecked then it is by default false. |
| Allows Objections? | Indicates that the vehicle accepts receiving objections for the published Procurement document information. |
| Restrict Spending Limit? | Default is False. This attribute is used only if parameter 'Apply Expenditure Limit on Purchase Requisition' is TRUE. |
| Apply Tolerance Percentage On Awarded Amount? | Used to apply the maximum increment percentage when awarding over the "ESTIMATED" price for the PR or PD. |
| Mandatory To Add Short Listed Vendors In Procurement Process | Used to enforce users to register a short list of vendor when creating a new Procurement Process. |
| Mandatory Commitment Creation | Used to enforce the system to create or stop the commitment creation when a Purchasing requisition has change to approve. |
| Mandatory Reference To Purchasing Plan | Used to enforce user to enter a reference value when creating new Purchasing Plan. |
| Allow Use Same Purchasing Planning Reference For Different Requisitions? | Allows users to use same reference number to purchasing plan in many different Purchasing requisitions. |
| Allow To Receive Bids From Not Short Listed Or Sourced Vendors? | Used to allow receiving bids form Vendor that were not added to the original short listed vendors or suggested vendors. |
| Allow Use Complementary Purchase Order? | This field identifies whether the purchase order type allows the use of additional purchase order, by default = ‘false’. |
| Allow Use Re-Awarding Purchase Order? | Field identifies whether the purchase order type allows the use of Re-Awarding Purchase Order, by default = ‘false’. |
| Mandatory Purchasing Vehicle Usage Justification | Used to enforce users to register a Purchasing vehicle usage justification when creating documents related to PV. |
| Purchasing Vehicle Rfp Period For Questions Or Objections | It is the number of days that the RFP Information Form will be available to receive reponses from the vendors. |
| Minimum Short Listed Vendors | Minimum short listed vendors to be entered into a Procurement process. Default is 0. |
| Waiting days After Planing Lines Are Approved | Calendar days that represents the waiting days in order to user a new planning line when using a specific purchasing vehicle entry. |
| Maximum Percentage Updating Original Period For Responses | Represent the maximum number of calendar days up to a Procurement document can be modified into a future date based in original “Publishing date” from Procurement document. |
| Maximum Tolerance Percentage Awarding Limit | Represents the percentage over the maximum amount that can be paid in a Procurement document for a specific Purchasing Vehicle. |
| Purchasing Policy | Relate the purchasing vehicle to a specific law or policy from where the vehicle belongs to. |
Communication Method Tab | The Communication Method associated with the purchase. |
Validation Rules Tab | The tab associated with the validation rule of the vehicle. |
Validation Rules
The Validation Rule screen contains the catalogue of validation rules that vendors must comply to be able to participate in procurement events.The tab associated with the validation rule of the vehicle
Validation Rules screen Fields
Field | Description |
Vendor Rules | The Vendor Rule associated with purchasing vehicle. |
Races
Overview
This entity is used to define all the different type of Races.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Races
Races Screen Fields
Field | Description |
Code | Unique identifier. Automatically generated by the system. |
| Active | Indicates if the Races is active and can be used. |
Language | Language as chosen to enter description. |
Name | Name of the Race. |
Raw Material
Overview
A raw material is a basic material used in the production of goods or finished products
Navigation
Admin ► Support Entities ► Other Support Entities ► Raw Material
Raw Material screen Fields
Field | Description |
Id | System generated unique id. |
Active | If checked then it is true by default in the system. |
Name | Name of the Raw material. |
Title
Overview
A title is to signify an official position of a person, and it's often used with a contact. The same contact can have the different title in a different situation, for example, a contact as a vendor uses the title "Strategic Accounts", and as a customer uses the title "Product Manager".
Navigation
Admin ► Support Entities ► Other Support Entities ► Titles
Title screen Fields
Field | Description |
ID | Unique identification code of the Title. This code is system generated and is non-editable |
Active | Indicates if the Title is active or not. By default, this value is true. If this value is changed to false, the Title won’t be listed as a select option and it will remain for reference purposes only |
Description | Brief description of the Title |
Type Of Biological Goods
Overview
This entity is used to define all the types of Biological Goods.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Biological Goods
Type Of Biological Goods Screen Fields
Field | Description |
Code | Unique identifier. Automatically generated by the system. |
| Active | Indicates if the Type Of Biological Goods is active and can be used. |
Language | Language as chosen to enter description. |
Name | Name of the Type Of Biological Goods. |
Type Of Categories Of Weapons
Overview
This entity is used to define all type category of weapons.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Categories Of Weapons
Type Of Categories Of Weapons Screen Fields
Field | Description |
Code | Unique identifier. Automatically generated by the system. |
Active | Indicates if the Type Of Categories Of Weapons is active and can be used |
Name | Name of the Type Of Categories Of Weapons |
Type Of Configuration
Overview
This entity contains the different types of configuration that a machine can have.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Configuration
Type Of Configuaration Screen Fields
Field | Description |
Code | System generated unique identifier |
Active | Indicates if the Type Of Configuration is active and can be used |
Name | Name of the Type Of Configuration. |
Type Of Technique
Overview
This entity is used to define all the types of Technique.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Technique
Type Of Weapons Screen Fields
Field | Description |
Code | Unique identifier. Automatically generated by the system. |
| Active | Indicates if the Type Of Technique is active and can be used. |
Language | Language as chosen to enter description. |
Name | Name of the Type Of Technique. |
Type Of Weapons
Overview
This entity is used to define all the Types of Weapons.
Navigation
Admin ► Support Entitles ► Other Support Entities ► Type Of Weapons
Type Of Weapons Screen Fields
Field | Description |
ID | Unique identifier. Automatically generated by the system. |
| Active | Indicates if the Type Of Weapons is active and can be used. |
Name | Name of the Type Of Weapons. |
Vehicle Fuel Type
Overview
The type of fuel used in vehicle, also users can add additional entries to indicate another Fuel Type.
Navigation
Admin ► Support Entities ► Other Support Entities ► Vehicle Fuel Types
Vehicle Fuel Type screen Fields
Field | Description |
Default Measure Unit | Indicates the default unit of measure used to determine how the fuel should be measured in terms of fuel usage, fuel max tank load etc. |
Abbreviation | Abbreviation of the Vehicle Fuel Type. |
Description | Short Description of the Vehicle Fuel Type. |
Vehicle Measure Type
Overview
Vehicle Measure Type will be used for the proper manage and registry of specific ways of measure Fuel sizing and Distance ran by a vehicle
Navigation
Admin ► Support Entities ► Other Support Entities ► Vehicle Measure Types
Vehicle Measure Type screen Fields
Field | Description |
Code | System generated unique code |
Measure Type | Users select the measure type associated to the vehicle measure type. |
Active | If true, the type is active |
Is Default | If checked, the type is the default one. |
Conversation Value to Default Unit | Unit value for conversion |
Abbreviation | Abbreviation of the vehicle measure type. |
Description | Description of the vehicle measure type. |
Goods Rejection/Return Reason
Overview
Objective of this function is to create details goods rejection reason that can be used when a goods or inventory is rejected. Users use to describe the reason behind the rejection so that it is easily understandable. Users need to ensure the ID, Abbreviation and Description field before finishing the task.
Navigation
Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reasons
Goods Rejection/Return Reason Screen Fields
| Field | Description |
Id | Unique identification code of Goods Rejection/Return Reason. 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 | Country Specific language used to describe the Goods Rejection/Return Reason. Users can select language from the dropdown list. |
Abbreviation | Abbreviation of the Goods Rejection/Return Reason is mentioned in this field. It is mandatory field. |
Description | Description of the Goods Rejection/Return Reason. It is mandatory field. |