Common Entities

Overview

FreeBalance Accountability Platform contains several applications which are tightly integrated. This implies a group of entities shared across the applications which is managed by the Platform through a centralized option.

This group of features allow managing Common Entities information. Common Entities include the following: Currencies, Units of Measure, Regions, Institutions, Fiscal Years, Period Types, Country Time Zones, Taxes Information, Customers, Customer Types, Meetings, and more.

Banking Information

Financial Institutions

Overview

Financial Institutions are institutions which provide financial services. Banks are one of the most known financial institutions. In the FreeBalance Accountability Platform, Financial Institutions are used in the Treasury and Human Resources modules. For example: During the Payroll payment, Banks are used to transfer money to the employees. The FreeBalance Accountability Platform also allows associating each Financial Institution with its Vendor, keeping integration across the system modules.

This option allows managing information about each Financial Institution such as Code, Swift Code, Name, Vendor, Offset Code, List of Addresses, and a List of Institution Branches.

Navigation

Admin ► Common Entities ► Banking Information ► Financial Institution

Financial Institution screen Fields and Tabs

Field	Description
Code	User unique identification code of a financial institution.
Swift Code	A swift code unique to a financial institution.
Contact	One or more contacts of the financial institution are added in this field.
Vendor	Vendor relating to the Financial Institution is selected from this field.
Financial Institution Type	Select using the drop-down menu the financial institutional type. Select using the drop-down menu the financial institutional type.
Bank Account	Bank Account for Financial Institution is added from this field.
Bank Account Foreign	Foreign Bank Account for Financial Institution is added from this field.
Name	Name of the financial institution.
Address tab	Address of the financial institution is added from this tab.
Financial Institution Branch tab	Branch office of the financial institution is added from this tab.

Address

Overview

Information of Address of Financial Institution gets recorded from this tab.

Address Tab screen Fields

Field	Description
Is Main	This field indicates whether the address to be mentioned is the main address or not.
Region	Region where the Address is located is mentioned in this field.
Country	User selects the Country from the drop-down menu.
Address Type	Whether the address specified is the office or home address or it is unknown is mentioned in this field.
Address	The address of the Financial Institution as mentioned in this field.
Zip Code	The zip code of the address is mentioned in this field.

Financial Institution Branch

Overview

Information for branch/es of financial institution is kept into record from this tab.

Financial Institution Branch screen fields

Field	Description
Code	Unique identification code of the Financial Institution branch.
Active	Whether the branch mentioned in this field is for use or only for reference purpose, is specified in this field.
Contact	Contact details of the branch of the financial institution is specified in this field.
Address	Address of the branch of a financial institution is mentioned in this field.
Name	The name of the branch is mentioned in this field.
Branch Location	This field indicates whether the branch is located "In Country" or "Outside Country".
Branch BSRTN	This Code is used to interface with a corporation.

DAB Account

Overview

This entity allows the users to create DAB accounts. DAB accounts are used to configured the vendor.

A screenshot of the DAB Account feature is available here.Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access DAB Account from within the menu through this navigation path: Admin ► Common Entities ► Banking Information ►DAB Account

Visible Fields

The following table lists and describes all visible fields for the DAB Account feature, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
DAB CODE	Unique identification code for the entity,store value is manually assigned by users.
Bank Name	The bank account name for the specific DAB CODE.
Is Active	Flag indicating if the DAB Account is active or not. If this value is changed to false, such DAB Account can not be selected again and it remains for references purposes only. The default value of this field is true.
Language	Language used to enter description.
Description	The bank account description for the specific bank account.
Accounts Tab	This collection allows the users to create one bank account number per currency.

Buttons

The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the DOB Account feature.

Button Image	Description
	Set screen to Insert Mode. Users can then create a new record through this button.
	Set screen to Search Mode. Users can enter filter criteria and search existing entries. By default, when entering a feature, users are in Search Mode.
	Once a record has been created or searched for, users can return to the results screen when necessary.
	Add a new item to the detail tab. A screen appears allowing users to enter new information for a detail item.
	Remove a record. A screen appears to confirm the record is deleted.
	When users are required to sort by a specific filtering criterion, the Select All button allows to highlight all the filter criteria.
	When users are required to sort by a specific filtering criterion, the Unselect All button unselects all previously highlighted filter criteria.
	Click to save the information inputted. The record is stored and a confirmation message is presented.

Accounts

Overview

This child entity allows users to create DAB account number for the DAB Account.

A screenshot of the Account tab is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Paramters and Rendering Control configuration.

Visible Fields

Fields	Description
Serial Number	Serial number of the accounts tab, automatically generated by the system.
Currency	The currency for the given bank account number.
Bank Account Number	Bank account number per DAB Account.

Financial Institution Type

Overview

This screen is used to define all the types of Financial Institution. This helps to categorize the Financial Institution.

Navigation

Admin ► Common Entities ► Banking Information ► Financial Institution Type

Financial Institution Screen Fields

Field	Description
Code	System generated a unique identification code.
Active	If false, the Financial Institution Type cannot be used in new transactions.
Name	Name of the Financial Institution Type.
Description	The description of the Financial Institution Type.

Nicaragua Reports

Balance Of The Secondary Accounts Vs Principal Treasury Bank Account Report

Overview

This report allows user to display the available balances of the Secondary Accounts versus the Principal Treasury Bank Account

A screenshot of the Balance Of The Secondary Accounts Vs Principal Treasury Bank Account Report feature is available here<. Image is shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.

Users access Balance Of The Secondary Accounts Vs Principal Treasury Bank Account Report from within the menu through this navigation path: Admin ► Common Entities ► Banking Information ► Nicaragua reports ► Balance Of The Secondary Accounts Vs Principal Treasury Bank Account Report

Filters

The following table lists and describes all visible fields for the Balance Of The Secondary Accounts Vs Principal Treasury Bank Account Report, in their default order. Note that some fields depend on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Fields	Description
Institution	It allows application users to select the Institution using lookup feature or can enter manually.
Currency	It allows application users to select currency related to bank account using lookup feature or can enter manually.
Bank	It allows application users to select Bank using lookup feature or can enter manually.
Bank Account No.	It allows application users to display all accounts from treasury bank accounts entity
Comment	It allows application users to enter comments related to report.

Visible Fields

A sample of the report is available here.The following table lists and describes all visible fields for the Balance Of The Secondary Accounts Vs Principal Treasury Bank Account Report, in their default order. Note that some fields depend on filters selection and the language of the report depends on the configuration of the system.

Fields	Description
Fiscal Year	It displays current fiscal year.
Account	It displays the account number.
Description	Display the name of the Principal Treasury Bank Account or and the Secondary Accounts.
Balance	Display the amount.
Currency	Display the currency of the selected bank.
Sub-Total	Display the sub-total amount.
Difference	Display the difference amount.

Buttons

Button Image	Description
	This button allows users to generate the report as PDF format.
	This button allows users to generate the report as MS Excel format.
	This button allows users to generate the report in ODS format.
	This button allows users to generate the report in RTF format.
	This button allows the users to generate the report in MS Word format.
	This button allows users to generate the report in ODT format.

Treasury Bank Accounts

Overview

This entity represents the bank accounts used by government organizations for expenditures/revenues. The idea is to provide a catalog of government bank accounts that could be referenced by one or more institutions.

Navigation

Admin ► Common Entities ► Banking Information ► Treasury Bank Account

Treasury Bank Accounts screen fields

Field	Description
Code	Unique identification code associated which each Treasury Bank Account.
Workflow Status	Determines the status of the request depending on the system configuration. At the initial stage, it is as “Created” and it changes as per the process of the workflow i.e. Approval Requested, Approved, Rejected and Cancelled.
Active	Determines whether the Treasury Bank Account is Active or not.
Is Default	If the parameter Multi Funds Accounting is populated, this means that is Default can be TRUE, else it means that for the same financial institution there can only be one is Default = TRUE.
Use Check Book	User can check this box as per the requirement, by default this feature is unchecked.
Is Cash Book	User can check this box as per the requirement, by default this feature is unchecked.
Is Payment Quota	User can check this box as per the requirement, by default this feature is unchecked.
Is Payment Zero	User can check this box as per the requirement, by default this feature is unchecked.
Is Check Manager	User can check this box as per the requirement, by default this feature is unchecked.
Is EFT Manager	User can check this box as per the requirement, by default this feature is unchecked.
Is Project	User can check this box as per the requirement, by default this feature is unchecked.
Has Children	User can check this box as per the requirement, by default this feature is unchecked.
Transfer Package Number	Number of the packaged transfer.
Funding Source	This feature shows the source of financial funding.
Used In	User can select from the dropdown list in which cases to use the TBA.
Used For	Possible values are Null, Both, Domestic and Foreign
Treasury Bank Account Type	It shows the type of bank account is it physical or secondary or virtual. Physical is related to the bank account and it has control over the cheque.
Treasury Bank Account Parent	Treasury bank account parent check some time system validates its origin (father, Grandfather, etc.…).
Collection Account	It will display the collection account summary.
Offset Code	Offset code reference. if applicable, the system will validate that no two GL_offset code are same among the three attributes
Offset Code for Bank in Transit Revenues	Offset code reference. If this value is entered, then it could be used to implement Cash Control, if parameter.
Offset Code for Bank in Transit Payments	GL Offset Code for Bank in Transit Payments
Tolerance	Applied only when General Parameter Treasury Bank Account cash Control is needed.
Cheque Series	Alphanumeric series entered by the use.
Cheque Number From	Initial cheque number.
Cheque Number To	Final cheque number to use.
Next Cheque Number	Sequential field identifies the next cheque number to use.
Print Format	User will be able to select which report format the system should use to print cheques related to this treasury bank account.
Printer Name	Name of identified printer.
Transfer Id Prefix	Alphanumeric series entered by the user.
Cheque ID Format Type	Possible Values ('Simple Number', 'Number with leading Zeros').
Transfer ID Format Type	Possible Values ('Simple Number', 'Number with leading Zeros', 'Prefix + Simple Number', 'Prefix + Number with leading Zeros').
Next Transfer Number	Configured by the user if transfers or electronic payments are needed.
Amount Limit	If this value remains zero, then no limit applies. If this value is higher than zero, the system will validate that no payment (cheque or transfer) can surpass this limit. Should be validated at the EV payment detail level and also when producing the payment extract.
Available to All Institutions	If true, TBA is available to all institutions.
Also Allow Child Institutions	If it is true, allow the child institution.
Abbreviation	A brief description of the Treasury Bank Account.
Description	A detailed description of the Treasury Bank Account, this description will be useful as a reference of the purpose of this Treasury Bank Account for the institutions.
Bank Account	It gives information about the account associated with the treasury bank account
Institution Owner	It provides the information about the institution belongs to.
Primary Signature	Signature that must be printed in cheque.
Secondary Signature	Signature that must be printed in cheque.
Is Collecting Account	If checked – collecting account is available.
Is Tax Collecting Account	If checked – Tax collecting account is available
Open From Date	Activation start date.
Open To Date	Activation end date.
Has Mix Account	If checked, indicates that this account is related to a current Account
Address	Collection of addresses details.

Address Tab

Address Tab Screen fields

Fields	Description
Is Main?	By default, it is not selected user can select it as main.
Region	Select region information from the list.
Address Type	User select the address type from the drop-down menu as it is mandatory to select.
Address	Address of the financial institution should be filled.
Location	Location of the address
City	City details
State	State details
Zip Code	Zip code of the area
Country	Country related details

Attachment

Overview

Attachment is a collection of the documents. Purpose of the attachment screen is to enable the user to upload the relevant document files (i.e. Doc, Excels. Pdf. Jpeg etc...).

Navigation

Admin ► Common Entities ► Attachment

Attachment Screen Fields

Field	Description
Id	Unique identifier. Automatically generated by the system.
Attachment Classification	Indicates the Attachment Classification for the Attachemnt.
Language	Language as chosen to enter description.
Title	Title of the Attachment.
Description	A brief description of the Attachment.
Attachment	The Attachment file to be chosen here.
Date Time	Date and Time of the last operation performed on the attached document. Automatically assigned by the system.
Date	This attribute can be used to classify the Attachment in terms of date.
Attachment Language	It represents the language of the document attached.

Calendar

Calendar Activity

Overview

The Calendar Type defines the type of calendar activities that the user wants to establish (Budget Financial Statements, Audit, etc.). These can be originating from the system or simply used to send reminders to users about upcoming activities.

Navigation

Admin ► Common Entities ► Calendar ► Calendar Activity

Calendar Activity screen Fields

Field	Description
Id	Unique identification code of Calendar Type record.
Workflow Status	This field identifies the workflow status of the Document Section. Possible values include: Created, Approval Requested, Approve, Cancel
Status	It displays the status of the calendar.
Calendar Type	Closed domain for Calendar Types (i.e.: Budget Calendar)
Calendar Source	It allows selecting the source of the calendar from the dropdown list.
Calendar Year	Selection of Fiscal Year for the Calendar
Activity Code	Internal reference code of the Activity
Active	Indicates whether the record is active and available for use.
Start Date	Begin date of the calendar Activity
End Date	End date of the calendar Activity
Duration	Automatically calculated field for the duration of the activity based on start and end date.
Resource	Link to the Resource (or System Entity) that is linked to the Calendar Activity.
Activity Name	Name of the Calendar Type.
Activity Description	Description of the Calendar Type.

Attachment tab

Objective

Details regarding Calender is added from this tab present in Calender Activity entity.

Attachment tab screen fields

Fields	Description
Id	It is system generated unique identification number. It will be unique in the system and it’s visible to the user.
Attachment Classification	It represents different types of documents and its pre-defined in the system.
Title	Title of the document added by the user.
Description	User description of the document.
Attachment	User selects the pre-defined document type for the attachment.
Date Time	System automatically determinates the extent date and time of the last operation performed on the attachment.
Date	Select the date from the available calendar in the application
User	Username will be shown here.

Calendar Activity Message Tab

Objective

This Tab is use to enter Calendar Activity Message

Calendar Activity Message screen fields

Fields	Description
Days Before Activity Start	Number of days the Activity message should be sent before the activity starts.
Days After Activity Start	Number of days the Activity message should be sent after the activity starts.
Days Before Activity Ends	Number of days the Activity message should be sent before the activity ends.
Days After Activity Ends	Number of days the Activity message should be sent after the activity ends
Allow Sending Emails	If checkbox is mark for email sending
Language	Country specific language used to describe Calendar Activity
Message Subject	Short Name of the Calendar Activity Message.
Message Additional Info	Long description of the Calendar Activity Message
Stakeholders Tab	List of all stakeholders obtained from the ITMSI list of users or stakeholders outside of the system.
Functional class Tab	Applicable Functional Class

Calendar Type

Overview

Navigation

Admin ► Common Entities ► Calendar ► Calendar Type

Calendar Type screen Fields

Field	Description
Id	A Unique identification code of Calendar Type record.
Active	Indicates whether the record is active and available for use.
Name	Name of the Calendar Type.
Description	Description of the Calendar Type.
Functional Class	It allows to select the functional class one or multiple while creating calendar type or searching for the calendar type.

Calender Reports

Calender Report

Overview

This report shows the list of activities from the Calendar selected by the User.

Navigation

Admin ► Common Entities ► Calendar ► Calender Reports ► Calendar Report

Financial Institution Screen Fields

Field	Description
Fiscal Year	The Fiscal Year for which the report will be generated.
Calendar Type	Refers to the active Calender Types defined in the system.

Copy Calendar

Overview

The purpose of this function is to allow the calendar administrator (Budget Manager or Budget Officer) to make a copy of a previous Budget Calendar to a new Fiscal Year. When using this function, the user can select the fiscal year, the calendar type (i.e.: Budget Calendar), the starts and end date of the activities required. Finally, users can select if activities which were suspended in the selected calendar are to be copied to the new calendar or not.

Navigation

Admin ► Common Entities ► Calendar ► Copy Calendar

Copy Calendar screen Fields

Field	Description
Fiscal Year	Drop down list shows available fiscal year.
Calendar Type	Selection of Fiscal Year for the Calendar
Start Date	Begin date of the Activity.
End Date	End date of the Activity.
Copy Suspended Activity	This feature allows to enable or disable copy activity.
Calendar Activity Tab	Lookup to add calendar Activity

Catalogue Items

Overview

Catalog Item is a central repository of products and services commonly used in the organization. It contains general information of the Catalogue Items, defined by the organization such as Description, Unit of Measure, Item Category, etc. This screen contains the required information to control Goods and Services which could be stock on inventory or procured for direct consumption.

Navigation

Admin ► Common Entities ► Catalogue Items ► Catalogue Items

Catalogue Items Screen Fields and Tabs

Field	Description
Code	Unique identification code of the Catalogue Item
Workflow Status	It shows the status of an item which is related to its creation process.
Item Class	A Catalogue Item must belong to an Item Class, e.g. Medicines. This attribute will allow copying attribute values from Item Class to Catalogue Item and Inventory Item.
Category	This screen contains the values for the Item Category at all levels of the Item Classification.
Alternate Item	Search function to Catalogue Item Entity.
Default Account	If an element is defined in the object segment of the chart of accounts, this code will be used as part of the coding block when issuing a purchase order or purchase requisition that includes this particular item.
Item Type	Related item type.
Costing Method	Related costing method.
Priority	Indicates the priority of the item. For example, High, Medium, and Low are priority levels.
Hazard Type	Indicates if the item is hazardous, which would allow the user to be warned and be prepared to handle the situation.
Unit of Measure	Indicates the standard unit of measure used by the institution to procure (stock and issue material requests if applicable) the item. Examples include pound, gallon, liter, etc.
Active	Active Status if checked, Catalogue Item is available.
Inventory	If checked, whenever a goods receipt is completed for the Catalogue Item ID, it will update the Inventory Item Quantity On Hand amount upon its Good Receipt.
Item Type	Related item type.
Costing Method	Related costing method.
Priority	Indicates the priority of the item. For example, High, Medium, and Low are priority levels.
Lot Management Required	This attribute is used when lot expire dates are required.
Apply Tax Exemption	This attribute defines whether or not the tax exemption applies to the item.
Asset?	If it is true, the system is going to create asset item while approving GRN with this catalog item.
Reorder Point	The point in time that new inventory must be reordered.
Order Quantity	The number of inventory items purchased in a specific order.
Min Order Quantity	The minimum number of inventory items which need to be purchased in an order.
Maximum on Hand	The maximum number of inventory items which can be on hand at any given time.
Last Item Cost	This value will be used as a reference for the Goods/Services Request. This is the last item cost based on GRN, the system must apply this cost once a GRN with this catalog item has been marked as received.
Language	Country specific Language to be selected from the drop-down box.
Abbreviation	A shortened version of a title.
Description	Provide a detailed description of the Catalogue Item.
Functionality	This feature indicates a specific or additional responsibility to perform in which item can be used.
Legacy Reference	If the user has used an older system, the user can keep the same codes from the previous system as a reference.
Created By	Indicates the User who has created the Item.
Approved By	Indicates the User who has approved the Item.
Created Date	Indicates the creation date of the Item. It is automatically populated by the system upon creation.
Approved Date	Date of approval of the Catalogue Item. It is automatically populated by the system upon approval.
Attachments Tab	Additional information regarding Catalogue Items are added from this tab.
Pictures Tab	Related picture information for Catalogue Items get added from this tab.
Taxes Tab	Taxation relating to Catalogue Items to be selected from lookup button.

Attachments

Overview

Additional information for Catalogue Item can be added from this tab.

Attachment screen Fields

Field	Description
Id	Unique identification code of Attachment.
Attachment Classification	Reference to the Attachment Classification.
Language	Country specific language used to describe fields to be selected from the drop-down box.
Title	Title of the file attached.
Description	Description of the attached file.
Attachment	File to be attached from this field by clicking on the Browse button.
Date Time	Date and Time when the file is attached filled up the system.
Date	Select the date from the date picker.
User	Users by whom the file is attached.

Pictures

Overview

Information regarding pictures of Catalogue Items is added from this tab.

Picture screen fields

Field	Description
Id	Unique identification code of Attachment.
Attachment Classification	Reference to attachment classification.
Language	Country specific language used.
Title	Title of the file attached.
Description	Description of the attached file.
Attachment	File to be attached from this field by clicking on the Browse button.
Date Time	Date and Time when the file is attached filled up the system.
Date	Select the date from the date picker.
User	Users by whom the file is attached.

Catalogue Item Priorities

Overview

It is a priorities catalogue defined according to users’ organization's needs. It is referenced in the Catalogue Item entity.

Navigation

Admin ► Common Entities ► Catalogue Items ► Catalogue Item Priorities

Catalogue Item Priorities screen Fields

Field	Description
Code	Unique identification code of Catalogue Item Priority.
Active	If false, the Unit of Measure cannot be used in new transactions and would be available for reference purpose only.
Abbreviation	Brief description for the Catalogue Item Priority.
Description	Description for the Catalogue Item Priority.

Catalogue Item Classes

Overview

The Catalogue Item Classes screen will define Catalogue Item basic characteristics and determine exactly the type of Item.

Navigation

Admin ► Common Entities ► Catalogue Items ► Catalogue Item Classes

Catalogue Item Classes screen Fields

Field	Description
ID	Unique identification code of the Catalogue Item Class.
Item Type	Defines the type of items, and it falls into two categories goods or services.
Costing Method	Available cost methods are FIFO, LIFO, and Weight Average.
Unit of Measure	The unit used to calculate item classes, an example include pound, gallon, liter, etc.
Custom Domain Type	Collection of custom domain attributes that is enforced to be entered for catalogue items belonging to Item Classes.
Reorder Point	Expressed in the Standard Unit of Measure.
Order Quantity	The number of items ordered.
Min Order Quantity	The minimum quantity allowed for one order.
Maximum On Hand	The maximum quantity available in stock.
Lot Management Required?	When checked the system will require the Perishable Lot.
Apply Tax Exemption?	When checked the tax is applied to the item class.
Inventory	when checked, the system will require stock.
Asset ?	when checked, the system will create asset item while approving GRN with this catalogue item class.
Parent Item Class	The parent item of the catalogue item class.
UACS	The Coding Block is used when issuing a purchase order or purchase requisitions that include the item class.
Name	The name of the Catalogue Item Class.
Description	Short description of the Catalogue Item Class.
Requires Decimal To Handle Quantity	FALSE by default. If This value is switched to TRUE, the system will allow to enter decimal values when receiving in Good Receive Notes.

Brands

Overview

The Brand represents the different types for any asset or inventory item.

Navigation

Admin ► Common Entities ► Catalogue Items ► Brands

Brand screen Fields and Tab

Field	Description
ID	Unique identification code of the brand.
Vendor	Refers to the seller of the products or services.
Country	The country of origin of this brand.
Name	The name of the brand.
Model Tab	This tab allows the user to add one or more models.

Models

Overview

A collection of different models representing a particular brand is added from this tab.

Models Tab screen Fields

Field	Description
Id	Unique system auto-generated identification code of Brand model.
Name	Name of the brand model.

Goods/Services Categories

Overview

Different groups and types of goods and services that the company may possess. Organizations need this screen to be able to keep record of all their goods and services in an organized manner so that they may easily retrieve the goods and/or services that users are looking for.

Navigation

Admin ► Common Entities ► Catalogue Items ► Goods/Services Categories

Goods/ Services Categories screen Fields

Field	Description
Goods	Classification of goods.

Goods/Services Classifications

Overview

Classifies all the different goods and services and keeps all similar ones together in an organized manner. Every good and services belongs to a certain group or "class”. The class that each good and service belongs to signifies the characteristics that the good and service possess.

Navigation

Admin ► Common Entities ► Catalogue Items ► Goods/Services Categories

Goods and Services Classifications screen Fields

Field	Description
Name	Name of the Classification.
Level	The level of Classification made.
No. of Characters	No. of Characters present.
Language	The language used to describe the classification.
Description	The description of the classification.

Brand Model

Overview

This entity represents the different models available for a particular Brand.

Navigation

Admin ► Common Entities ► Catalogue Items ► Brand Models

Brand Model screen Fields

Field	Description
Id	Unique system auto-generated identification code of Brand model.
Brand	The brand to which the model belongs is to be selected from the lookup button available for this field.
Name	Name of the brand model.

Hazard Types

Overview

This screen provides a search function to Hazard Types, and allows selecting one of its values for the Catalogue Item. It is necessary to keep an organized screen with all possible hazard types for the safety and protection of the organization.

Navigation

Admin ► Common Entities ► Catalogue Items ► Hazard Types

Hazard Types screen Fields

Field	Description
ID	Unique auto-generated numeric code. It cannot be modified.
Active	If false, the Hazard Type cannot be used anymore and it would be there for reference purposes.
Abbreviation	Short description of the Hazard Type.
Description	Full description of the Hazard Type.

Import UNSPSC Categories

Overview

The system will provide a function to import UNSPSC (or other existing classification) data into 'Item Classification' Entities.

Navigation

Admin ► Common Entities ► Catalogue Items ► Import UNSPSC Categories

Import UNSPSC Categories screen Fields

Field	Description
Select Worksheet	Worksheet required for Catalogue Items to be selected and Imported by clicking on "Choose File" button and click on Import button.

Import UNSPSC Items

Overview

The system will provide a function to import UNSPSC (or other existing classification) data into 'Item Category'.

Navigation

Admin ► Common Entities ► Catalogue Items ► Import UNSPSC Items

Import UNSPSC Items screen Fields

Field	Description
Select Worksheet	Worksheet required for Catalogue Items to be selected and Imported by clicking on "Choose File" button and click on Import button.

Reports

Catalogue Item Classification List

Overview

This report shows the Classification List of the Catalogue Item. It can be by Category or Class because the system has these two types of classification. The report contains the following information of each Classification Item: ID, Name, and Level. The report can be filtered by Level, this allows to users to choose until what level he/she wants to include in the report. See the attached file for the Report Mockup for more details.

Navigation

Admin ► Common Entities ► Catalogue Items ► Reports ► Catalogue Item Classification List

Catalogue Item Classification List screen Fields

Field	Description
Group By	Filter criteria to group the report by either Item Category or Item Class.
Level	The level of the item category or item class.
Sort by	Filter criteria to sort the report accordingly depending upon the Group by field selection.

Items by Priority

Overview

The Items by Priority report shows a list of the Catalogue Items grouped by priority which can be High, Medium or Low. It contains the following information of each Catalogue Item: Catalogue Item ID, Item Short Description, and Item Type which can be Goods or Services, Unit of Measure – UOM, Stock Item, Item Class and Default Account.

The following filters are available in this report: Priority, Item Type, Stock Item, and Item Class.

Navigation

Admin ► Common Entities ► Catalogue Items ► Reports ► Items by Priority

Items by Priority

Field	Description
Filter Criteria Priority	Select from the options available like High Priority, Medium Priority, Low Priority
Stock	Item is stock or not.
Item Type	Dropdown menu either Goods or Service
Item Class	It is to generate the Item Class wise report
Sort by	Sort out options for sorting out the report data.

Countries

Regions

Overview

The Regions screen contains the central repository for all of the regions used throughout the system. A region is a geographical location of a country, province or district.

Navigation

Admin ► Common Entities ► Countries ► Regions

Regions screen Fields

Field	Description
Code	Unique identification code for the region.
Active	If false, the Region cannot be used in new transactions.
Parent Region	The first region associated with smaller regions located in that area. For example, if Ottawa is a parent region, the child regions could be Orleans and Nepean.
Name	The name of the region.
Location Type	Type of location. E.g. Internal, External, etc.

Countries

Overview

The country screen contains the central repository for all countries used throughout the system.

Navigation

Admin ► Common Entities ► Countries ► Countries

Countries screen Fields

Field	Description
ID	Unique identification code of the country.
Code	Unique string code. For example, the US for the United States.
Active	If false, the country cannot be used in new transactions.
Telephone Code	Telephone code of the Country.
Description	The description of the country.

Country Time Zones

Overview

Contains all the available time zones for the country where the FreeBalance Accountability Platform is installed. No entries for this entity are allowed when the country has a unique time zone, which means that the system will be not time zone sensitive.

Time Zone values are used for accuracy in expiration dates and times within the system.

Navigation

Admin ► Common Entities ► Countries ► Country Time Zones

Country Time Zones screen Fields

Field	Description
Id	Unique auto-generated numeric code.
Time Reference	This value can be a positive or negative number regarding the GMT reference. For Example -5 means GMT-5.
Description	Name of the time zone such as Pacific Time, Eastern Time, etc.

Statutory Holiday Yearly Calendar

Overview

This feature allows to use Statutory Holiday Yearly Calendar and also calendar is to be generated per fiscal year.

A screenshot of the Statutory Holiday Yearly Calendar feature is available here<. Image is shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.

Users access Statutory Holiday Yearly Calendar from within the menu through this navigation path: Admin ► Common Entities ► Countries ►Statutory Holiday Yearly Calendar.

Visible Fields

The following table lists and describes all visible fields for the Statutory Holiday Yearly Calendar, in their default order. Note that some fields depend on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Fields	Description
Code	Stores the unique identifier for the Statutory Holiday Yearly Calendar. This is a read only field as the value is automatically generated by the system, and is increased based on a sequence.
Fiscal Year	This field refers to the fiscal year for which the Statutory Holiday Yearly Calendar need to perform.
Holiday Name	It allows to add a name for the statutory holiday.
Holiday date	It allows users to add a date for the statutory holiday.
Active	It allows users to select the check box as true/false, to leave the record for reference purposes only.

Buttons

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create Statutory Holiday Yearly Calendar.
	The Find button allows users a list of existing items as per the selected filter criteria. From the list users may select one record to retrieve the stored information.
	The Search button allows users to switch to search mode.
	Calendar date-pickers allow users to select on a visual calendar a specific date. Within Statutory Holiday Yearly Calendar, it is used to select the Holiday Date.
	The Save button allows users to save the information inputted. The record is stored and a confirmation message is presented.

Currencies

Overview

Contains the central repository for all currencies used throughout the system. The term currency can refer to a particular country currency, for example, the US dollar, or to the coins and banknotes.

Navigation

Admin ► Common Entities ► Currencies ► Currencies

Currencies screen Fields

Field	Description
Code	Unique code that represents the Currency abbreviation.
Active	If false, the Currency cannot be selected in new transactions.
is Reference Currency	If true, reference currency can’t be more than one.
Domestic	If true, the Currency will not appear when selecting foreign currencies.
Numeric Code	Unique number that represents the ISO-4217 Standard Numeric Code.
Symbol	The common currency symbol (e.g. $).
Name	Describes the currency name.
Description	The description of the currency.
Gain/Loss Coding Block	This feature automatically calculates the currency loss/gain by the system.

Currency Division

Overview

This entity will enable the user to create the current set of Bank Notes/Coins

Currency Division screen Fields

Field	Description
Serial Number	Unique identifier.
Base Currency	The base currency for the currency element
Active	If true the Division is active and can be used.
Coin	If true indicates the Currency Division is a Coin.
Bank Note	If true indicates the Currency Division is a banknote
Currency Id	Refers to the Currency Id. Unique id associated with the currency division which is manually entered.
Description	The description of the currency.

Exchange Rates

Overview

This screen contains exchange rate information of the foreign currency related to the domestic currency. Only one active exchange rate(s) per day is allowed per foreign currency.

Navigation

Admin ► Common Entities ► Currencies ► Exchange Rates

Exchange Rates screen Fields

Field	Description
Active	If false, the Content cannot be used anymore and it would be there for reference purposes.
Date	The date the exchange rate is created.
Currency	The system presents a list of available currencies. Domestic currency is not displayed for selection.
Rate Value	Value of the exchange rate for the day.
Reference Rate Value	Value of the reference rate for that day, exclusively for expenditure transactions. If Parameter System Needs Different Exchange Rate for Revenue and Expenditure is true, then the system must request this value.

Custom Web Services

Allowed WS Consumer

Overview

This screen is used to store the Allowed Consumers of the Web Service, also the valid Application User(s) and the Attribute(s) default values.

Navigation

Admin ► Common Entities ► Custom Web Services ► Allowed WS Consumer

Allowed WS Consumer Screen Fields

Field	Description
Id	Unique identification generated by the system or Set by the User in case parameter 'Generate automatically Allowed Consumer Application Id' is FALSE.
Active	If false, the Allowed WS Consumer cannot be used in new transactions.
IP	Valid Consumer IP, from where Consumer use the Web Service.
Description	The description of the Financial Institution Type.
Name	Name of the Allowed WS Consumer.
Web Service	Name of the web service.
Application User	Application user for the Allowed WS Consumer.
Property Value Tab	In this tab, its capture the property value of the consumer.

Property Value

Overview

Collection of 0 to N pair name and value, that identify the properties, not required to be send by the Consumer.

Allowed WS Consumer Screen Fields

Field	Description
Property Name	Property Name, must be one from the properties defined at the WSDL. This name should include the complete path of the property including all its prefix like: for the example : budgetLines.budgetPlanAdditionalFields.fieldDescriptions.applicationLanguageApplicationId budgetLines.budgetPlanAdditionalFields.fieldDescriptions.description Every prefix should be included till the end separated by dots.
Default Value	Value to be set, in case property with Name is not sent during the use of the Web Service, because the string can hold different types of values, they should be enter with its respective format like: - Decimal: Decimal Separator (".") - DateTime: "yyyy-MM-dd HH:mm:ss" - Boolean: possible values ("true","false")
Allowed Value	Valid value, in case property with name at Property Value, is sent during the use of the Web Service. When there are more than one value, it should be separated by "\|". Because the string can hold different types of values, they should be enter with its respective format like: - Decimal: Decimal Separator (".") - DateTime: "yyyy-MM-dd HH:mm:ss" - Boolean: possible values ("true","false")

Allowed WS Consumer Log

Overview

This feature stores the execution trace during web service consumer interaction.

A screenshot of the Allowed WS Consumer Log feature is available here. Image is shown as reference material; position and names for labels, fields, and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.

Users access Allowed WS Consumer Log from within the menu through this navigation path: Admin ► Common Entities ► Custom Web Services ► Allowed WS Consumer Log

Visible Fields

The following table lists and describes all visible fields for the Allowed WS Consumer Log feature, in their default order. Note that some fields depend on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Id	System generated a unique identification code.
Successful	Indicates if the consumer log is successful. The default is false.
Execution Date	Date time when interaction returns an error message.
Error Stack Trace Message	It is a description field which shows the stack trace message with error information.
Allowed WS Consumer	Reference to Allowed WS Consumers, users and attributes, for the web service.

Buttons
The following table describes actions associated with the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Allowed WS Consumer Log feature.

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create allowed WS consumer log.
	The Search button allows users to switch to search mode.
	Once a record has been created or searched for, users can return to the results screen by clicking on the Result button when necessary.
	Find button presents a list of existing items as per the selected filter criteria. From the list, users may select one record to retrieve the stored information.
	Click to Save button to save the information inputted. The record is stored and a confirmation message is presented.
	The Update button allows users to update all changes made to a record.

Customers

Customer Types

Overview

A Customer Type is a means of grouping Customers together by certain common characteristics (e.g. credit limit, dunning letter type). The Customer Types definition allows users to maintain a list of such groupings, which can be used for reporting purposes, if applicable.

This entity is referenced in the Customer detail information.

Navigation

Admin ► Common Entities ► Customer ► Customer Types

Customer Types screen Fields

Field	Description
ID	Unique code for the Customer Type.
Active	If false, the Customer Type cannot be selected in new transactions.
Last Statement Date	Last date when the statement was produced.
Last Interest Calculation Date	Last date when interest process was run.
Credit Limit	Maximum credit allowed for this type of customers. The system defaults this value when the Customer Type is selected during Customer creation.
Abbreviation	Short description for the Customer Type.
Description	Full description for the Customer Type.

Customers

Overview

The Customer screen allows users to identify the different companies or people to whom users’ organization provides goods and/or services, or from whom money is received.

Navigation

Admin ► Common Entities ► Customer ► Customers

Customers screen Fields and Tabs

Field	Description
Code	Unique identification code of the Customer.
On Hold	If checked, the customer's status is put on hold for a period in the future.
Reference ID	The reference code for the customer.
Name	The name of the Customer.
Short Name	Short Name of the customer if any.
Credit Limit	The customer's credit limit on their credit card.
Business Ownership Type	Contains different Business Ownership Types such as Government, Individual, Corporation, etc.
Preferred Language	The customer's preferred language to speak.
Status	The status of the customer with regards to the organization. Options include active, delinquent, disputed, etc.
Address	It allow the system user to enter an address of the customer.
Treasury Bank Account	The Government Bank Account to be used for credit the revenues involved with this customer.
Collection Agency	Collection agency related to the customer.
Currency	The currency that the customer uses to make deals with the organization.
Is Vendor?	The checkbox is true when the customer is a vendor.
Vendor	The companies that sell products or services to the company that users work for.
Offset Code	Offset codes help users to input for double entry bookkeeping. Double entry bookkeeping requires that there is a balance between debits and credits.
Customer Type	A Customer Type is a means of grouping Customers together by certain common characteristics.
Credit Days Limit	Limit of credit in days.
Number Of Employees	Number of employees of the company.
Annual Turnover	Annual sales figures of this company.
Bank Account	The Government Bank Account to be used for credit the revenues involved with this Customer.
Customer Group	Applicable when this Customer is a branch or a sub-company from a Customer Corporation.
Discount Debit Account	GL offset code for discount debit accounting purposes produced in any Customer Transaction.
Interest Credit Account	GL offset code for interest credit accounting purposes produced in any Customer Transaction.
Exchange Rate Differential Account	GL offset code for accounting the positive or negative exchange rate differential produced in any Customer Transaction.
UACS	It is Partial or Full Coding Block.
Establishment Year	Establishment year of the company.
Payment Term	The payment Terms associated with this Customer.
Payment Mode	The Payment Mode used for Revenue accounting purposes.
Payment Location	The service office where the Customer will make effective the payments.
Payment Method	The Payment Method used for this Customer.
Ship To	Shipment related to the Customer.
Invoice To	By default, system assign same Customer Application ID.
Collect From	By default, the system assigns same Customer Application ID.
Accepts Credit Cards	Mode of payment. Unchecked by default.
Accepts Cheques	Mode of payment. Unchecked by default.
Discount Applies	If there is any discount provided it should be checked. Unchecked by default.
Interest Applies	If there is any Interest provided it should be checked. Unchecked by default.
Remarks	Comments or Remarks regarding this Customer.
Contact Tab	Contact details of the customer
Tax Exempt List Tab	Tab contains one or more tax-exempt information.

Contact

Overview

Information regarding contacts of Customer is entered through this tab.

Contact Tab screen Fields

Field	Description
Is Main	Whether the contact added, is the main address, gets mentioned in this field.
Contact Type	The kind of contact is selected from the drop-down box in this field. For example, it may be the phone, mobile, or e-mail, etc.
Contact Location Type	Whether the contact mentioned home address, work address, gets mentioned.
Contact Value	The contact is defined in this field.
Description	Description regarding the contact is mentioned in this field

Tax Exempt List

Overview

The list of taxes exempted to customer is added from this the lookup button for this tab.

Tax Exempt List Screen Field

Field	Description
Id	Identity code of Tax selected is shown under the column.
Abbreviation	It enables for Abbreviation of the tax is mentioned in this column.

Deduction and Retention

Overview

This Entity contains a deduction and retention catalogue, which could be used among other Entities on the System.
It contains the information related to different deduction and retention codes that will be treated as a sub ledgers when applicable.

Navigation

Admin ► Common Entities ► Deduction and Retention

Deduction and Retention screen Fields

Fields	Description
Code	Unique identifier. Automatically generated
Deduction Type	Deduction Type- Possible Values: Deduction (Default value), Retention.
Name	Name of Deduction and Retention
Observations	Observations of Deduction and Retention
Accounting Item	COA elements
UACS	Full Coding Block, COA Group with attribute 'Budget Execution' = True
Origin	Origin of the Deduction and retention. Values: "DATA_IMPORT", "MANUAL", Default value: "MANUAL".
Enable for Payments	If the checkbox is true then the Deduction and Retention can be used for payment.
Enable for Amortization	If the checkbox is true then the Deduction and Retention can be used for Amortization.
Enable for Payroll	If the checkbox is true then the Deduction and Retention can be used for Payroll.
Revenue Coding Block	Allows to specify the coding for Revenue transactions.
Revenue Invoice Classification	Allows to specify Revenue Invoice Classification.
Active	To indicate if the Module is Active or Restrictive. True = 'Active', False= 'Restrictive'. The default value is True. Modifiable attribute by the user.
Is Social Security Deduction	If checked – Social Security Deduction is available.

Employees

Employees are critical within FreeBalance Applications, they are present in several Platform modules such as Human Resources, Procurement, Assets, Inventories, etc.

The Employees information is used for several purposes such as a Record of Responsible Employees in processes like Procurement Documents, Claim Resolution Committees, Asset Custodies, etc.

Marital Status

Overview

It specifies the marital status of an Employee. It is referenced in the Employee entity. This is used in reports to filter and also to have statistics on the employee mass.

Navigation

Admin ► Common Entities ► Employees ► Marital Statuses

Marital Status screen Fields

Field	Description
Code	Unique identification number identifying the Marital Status.
Active	If false, the Marital Status cannot be used anymore and it would be there for reference purpose only.
Is Remarried	This check-box will be used in the retirement module to verify if a widow is remarried.
Abbreviation	Short form word describing the Marital Status.

Employees

Overview

The Employees information is used for several purposes such as a Record of Responsible Employees in processes like Procurement Documents, Claim Resolution Committees, Asset Custodies, etc.

Navigation

Admin ► Common Entities ► Employees ► Employees

Employees screen Fields and Tabs

Field	Description
Picture	Add employee photo.
Code	Unique identification for the employee.
Workflow Status	It will show the workflow status e.g. created, approval request etc.
Name Prefix	Prefix of Name of Employee.
First Name	First Name of Employee.
Middle Name	Middle Name of Employee.
Last Name	Last Name of Employee.
Default Language	Language spoken by Employee.
Date of Birth	Birthday of Employee.
Place of Birth	Location of Birth of Employee.
Gender	Gender of Employee.
Social Number	Social Number of Employee. Unique number.
Identification Document Number	Document number which is used as the identity of the employee.
Marital Status	Relationship status of the Employee.
Marriage Date	Employee date of marriage.
Active	If checked, Employee is available for this function.
Application User	Username for the employee.
Institution	The institution in which the employee belongs to.
Created On	System current date and time capture.
Created By	System automatically show.
Approved On	System automatically show.
Approved By	System automatically show when workflow reaches to the approval.
Country of Origin	Country that Employee is from.
Employee Designation	Designation of the employee.

Address Tab

Overview

Address information of the employee is mentioned in this tab.

Address Tab screen Fields

Field	Description
Is Main	Whether the address is the main address, is to be mentioned in this field.
Region	The region where the address belongs is to be selected from the lookup button.
Country	It allows to select the origin country of the employee from the drop-down list.
Address Type	The kind of address gets mentioned in this field. For example, main address, work address, etc.
Address	The details of the address is mentioned in this field.
Postal Code	Postal code of the address.

Attachment tab

Overview

Details regarding contacting the customer is added from this tab present in Employee entity.

Attachment Tab screen fields

Fields	Description
Id	It is system generated unique identification number. It will be unique in the system and it’s visible to the user.
Attachment Classification	It represents different types of documents and its pre-defined in the system.
Title	Title of the document added by the user.
Description	User description of the document.
Attachment	User selects the pre-defined document type for the attachment.
Date Time	System automatically determinates the extent date and time of the last operation performed on the attachment.
Date	Select the date from the available calendar in the application.
User	Username will be shown here.

Contact Tab

Overview

Information of employee contacts are added from this tab.

Contact screen Fields

Field	Description
Is Main	Whether the contact added, is the main address, gets mentioned in this field.
Contact Type	The kind of contact is selected from the drop-down box in this field. For example, it may be the phone, mobile, or e-mail, etc.
Contact Location Type	Whether the contact mentioned home address, work address, gets mentioned.
Contact Value	The contact is defined in this field.
Description	It allows to put description regarding the contact is mentioned in this field.

Name Prefix

Overview

Record of prefix attached in front of First Name of employee are added from this entity.

Navigation

Admin ► Common Entities ► Employees ► Name Prefix

Name Prefix screen Fields

Field	Description
Code	Unique identification code of the record for name prefix.
Active	Whether the record is active and available for use, is mentioned in this field.
For Army	Whether the name prefix is for Army, is mentioned in this field.
Prefix Name	Prefix Name is mentioned in this field.

Supervisor

Overview

It will allow the employee, designated as Supervisor to query transactions workflow process status.

Navigation

Admin ► Common Entities ► Employees ► Supervisor

Supervisor Screen Fields

Fields	Description
Code	Unique alphanumeric code of year.
Active	If false, the Fiscal Year cannot be used anymore and it would be there for reference purposes.
Supervisor	The employee that is going to be defined has the supervisor for the selected institution.
Supervisor Name	The name of the selected employee as the supervisor.
Institution	The Institution whose employees will be supervised by the defined supervisor.
Institution Name	The name of the selected institution.
Subordinate Employees	The set of to be subordinated for the Supervisor.

Financial Operations

Financial Operation Sources

Overview

Financial Operation Source represents a source for a Financial Operation. Examples of Sources are: Assets, Inventory, Contract Management, Payroll, etc.

Navigation

Admin ► Common Entities ► Financial Operations ► Financial Operation Sources

Financial Operation Sources screen Fields

Field	Description
ID	Unique numeric code assigned by the system.
Active	If false, the Financial Operation Source cannot be used in new transactions.
Source Code Journal Voucher	This is the source code in FA used for Journal Vouchers, this value must exist in FA in the Journal Voucher Sources table. If no value is specified for this field means that JVs are not applicable for this Financial Operation Source.
Source Code Expense Voucher	This is the source code in FA used for Expense Vouchers, this value must exist in FA in the Expense Vouchers Sources table. If no value is specified for this field means that JVs are not applicable for this Financial Operation Source.
Source Code Cash Sale	This is the source code in FA used for Cash Sales, this value must exist in FA in the Cash Sales Sources table. If no value is specified for this field means that JVs are not applicable for this Financial Operation Source.
Description	Short description of the Financial Operation Source.

Fiscal Years & Periods

Fiscal Year

Overview

Fiscal Year is a fundamental component of FreeBalance Accountability Platform. Budgets are created per fiscal year, transactions are posted for a particular fiscal year, reports are generated by fiscal year, an analysis is performed comparing results from fiscal year to fiscal year and so on, etc. A fiscal year may not correspond to a calendar year. This screen contains the different fiscal years registered within the system.

Navigation

Admin ► Common Entities ► Fiscal Years & Periods ► Fiscal Years

Fiscal Year screen Fields

Field	Description
Code	Unique alphanumeric code for Fiscal Year.
Start Date	Start date of Fiscal Year.
End Date	End date of Fiscal Year.
Status	Defines the status of Fiscal Year- whether Open, Closed or New.
Open for Budget Preparation	Defines whether the fiscal year is open for budget preparation.
Open for Budget Execution	Defines whether the fiscal year is open for budget execution.
Open for Adjustments	Defines whether the fiscal year is open for adjustments.
Current Fiscal Year for Budget Execution	Defines whether it is the current fiscal year for budget execution.
Open for Purchasing Planning	Defines whether it is the current fiscal year for Purchasing Planning.
Active	If false, the Fiscal Year cannot be used anymore and it would be there for reference purpose only.
Abbreviation	Abbreviation for Fiscal Year.
Description	Description of Fiscal Year.

Close a Fiscal Period

Overview

The system should provide the functionality to close the Open fiscal period. This functionality will not run any end-month closure process like ledgers, etc. such end-month closure process will be described as part of the General Ledger module. The Closed Fiscal Period for Regular Transactions will avoid posting transactions to regular users against such Fiscal Period and will allow starting a new Fiscal Year. Users with special access grants are the only ones who can post transactions against a Fiscal Period which is Closed for Regular Transactions.
When closing a fiscal period for regular transactions and there are still transaction that are not in final state the system will displays an error message "There are still transactions not in the final stage of the workflow"
All transactions that are not in final stage are to be carried over to the next open period.

Navigation

Admin ► Common Entities ► Fiscal Years & Periods ►Close a Fiscal Period

Close a Fiscal Period screen Fields

Field	Description
Fiscal Year	Fiscal year to which the fiscal period to be closed belongs to.
Fiscal Period	The fiscal period to be closed is selected here.
Period Closer Type	Whether the period is closed completely or closed for the regular transaction is selected.
Delete Temp-Saved Transactions	This feature allows the user to delete all the temp saved transactions. Note: At a time only one checkbox should be selected.
Bring Temp-Saved Transactions to Next Open Period	Whether Temp saved transactions to be closed fiscal period, should be carried to the next open period. Note: At a time only one checkbox should be selected.

Close a Fiscal Year

Overview

When a fiscal year comes to an end, it needs to be closed. And the process is executed from this screen.

Navigation

Admin ► Common Entities ► Fiscal Years & Periods ► Close a Fiscal Fiscal Year

Close a Fiscal Year screen Fields

Field	Description
Fiscal Year	The fiscal year to be closed is selected.
Rollover Fiscal period	The period to which the balances are carried forward.

Fiscal Periods

Overview

Fiscal Period is sub-segments of a Fiscal Year which may be segregated either quarterly, six monthly or monthly.

Navigation

Admin ► Common Entities ► Fiscal Years & Periods ► Fiscal Periods

Fiscal Periods screen Fields

Field	Description
Code	Unique identifier, assigned by the user.
Fiscal Year	Fiscal Year to which the fiscal period belongs to.
Period Level	Reference to the respective Period Level such as Monthly, Quarterly, etc.
Sequence Order	Entered by the user and it represents the order of the Fiscal Period.
Period Type	Whether the period type is 'Regular' (default) or 'Adjustments' is mentioned.
Status	'New' (default),'Open','Closed for Regular Transactions','Closed' are the status of Fiscal period. Only one Fiscal Period can be in Status 'Open' per Period Level at all times.
Parent Fiscal Period	Reference to a single parent Fiscal Period. Mandatory for Fiscal Periods that are not at the highest level. System should allow to select only applicable Parent Fiscal Period, according to the Period Level and it's hierarchy.
Active	If false, the Fiscal Period cannot be used anymore and it would be there for reference purposes.
Name	It to enter the name of the Fiscal Period.
Start Date	Date when the Fiscal Period will start.
End Date	Date when the Fiscal Period will end.

Open a Fiscal Period

Overview

The system provides the functionality to select (search and select) the fiscal period that will be opened. System presents only Fiscal periods for which are Fiscal period's "Status" is 'New' and the field "Is Active" is set to "True".

Navigation

Admin ► Common Entities ► Fiscal Years & Periods ► Open a Fiscal Period

Open a Fiscal Period screen Fields

Field	Description
Fiscal Year	The fiscal year which is already open and it refers to the year to which the period to be opened belongs to
Fiscal Period	The fiscal period to be opened is selected in this field

The fiscal year which is already open and it refers to the year to which the period to be opened belongs to.

Open a Fiscal Year

Overview

The fiscal year, which is opened to be used in the application for the current year, is made active from this screen.

Navigation

Admin ► Common Entities ► Fiscal Years & Periods ► Open a Fiscal Year

Open a Fiscal Year screen Fields

Fields	Description
Fiscal Year	The fiscal year to be opened for use like Budget preparation, etc. is to be selected.
Open for Budget Preparation	Whether the fiscal year is to be opened for Budget Preparation.
Open for Budget Execution	Whether the fiscal year is to be opened for Budget execution.
Open for Adjustments	Whether the fiscal year is to be opened for adjustments.
Current Fiscal Year for Budget Execution	Whether the current fiscal year is for budget execution.

Period Level

Overview

A Period Level allows a Fiscal Period to be categorized such as Quarterly, Monthly, etc. This enables more flexible and hierarchical Fiscal Periods.

Navigation

Admin ► Common Entities ► Fiscal Years & Periods ► Period Levels

Navigation Period Level Screen Fields

Fields	Description
Code	Unique identifier entered by users.
Parent Period Level	User must select the Period Level where this belongs to. This allows for a hierarchical structure. Usually, it starts with Yearly, Semester (if needed), Quarterly (if needed), Monthly, etc.
Budget Execution Transaction Level	False by default. Only one Period Level can have this as true. The level with True here will be used to post transactions like Commitments, Obligations, Purchase Orders, Expense Vouchers, General Ledger, etc. Usually, it is true at the Monthly level.
Active	True by default. If this value is False, the Period Level cannot be selected anymore.
Name	Name of the period level. Yearly, Quarterly, Monthly, etc.
Description	Pertinent information related to the Period Level such as uses of the period level, observations, etc.

Reopen a Fiscal Year

Overview

The system provides the functionality to select (search and select) the fiscal year that needs to be re-opened. System presents only Fiscal Years which are Fiscal Year with Status='Closed' and Fiscal Year's Active field is set to True.

Navigation

Admin ► Common Entities ► Fiscal Years & Periods ► Reopen a Fiscal Year

Reopen a Fiscal Year screen Fields

Fields	Description
Fiscal Year	The closed fiscal year which needs to be reopened.
Open for Adjustments	Whether the fiscal year is reopened for adjustments, is mentioned.

Institutions

Government Branch

Overview

This screen is used to maintain the registry of the Government Branch to which the Government Agency belongs.

Navigation

Admin ► Common Entities ► Institutions ► Government Branch

Government Branch Screen Fields

Fields	Description
Code	System generated the unique identification code.
Active	By default it is Checked. If it is Unchecked, the Government Brunch cannot be used in new transactions. Indicates whether the record is active and available for use
Is Multilateral Development Bank	This feature indicates if the Government Sector is for Multilateral Development Bank.
Name	Name of the Government Branch.
Description	The description of the Government Brunch.
Institution Type	A collection of Institution Types for the Government Branch.

Government Sector

Overview

Record of a name of Government Sector is added from this entity.

Navigation

Admin ► Common Entities ► Institutions ► Government Sector

Government Sector screen Fields

Field	Description
Code	Unique identification code of Government Sector record.
Description	Brief Description about the Government Sector.
Is Multilateral Development Bank	Whether it Is Multilateral Development Bank or not.
Active	Indicates whether the record i active and available for use or is for reference purpose only.

Institution Type

Overview

This screen is used to define all the types of Institution. This helps to classify the Government Institutions. Example- Agency, Division, Spending Unit etc.

Navigation

Admin ► Common Entities ► Institutions ► Institution Types

Institution Type Screen Fields

Field	Description
Code	Unique identification code of the Institution Type entered by the user.
Active	If false, the Institution Type cannot be used in new transactions.
Level in Hierarchy	Indicates the level of the Institution Type in Institution Hierarchy.
Fixed Length Code	Indicate the length of the Institution code for the defined Institution Type.
Is Ministry?	Indicate if the Institution Type is Ministry.
Is Root Level	Indicate if the Institution Type is Root Level. It will be 'TRUE' if attribute Hierarchy Level is 0, otherwise it will be 'FALSE'.
Name	Name of the Institution Type.
Description	The description of the Institution Type.

Institutions

Overview

This feature plays a key role as the central repository for all institutions used throughout the system. It is created by the admin of the system to record the institution. An institution contains the information of every institution unit that plays a role in the system, for example, a budget office, an inventory or asset warehouse, a purchasing office, etc.

A screenshot of the Institutions feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Paramters and Rendering Control configuration.

Users access Institutions from within the menu through this navigation path: Admin ► Common Entities ► Institutions ► Institutions.

Visible Fields

The following table lists and describes all visible fields for the Institution feature, in their default order. Note that some fields depend on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Fields	Description
Code	It allows users to enter the unique alphanumeric code manually or the system automatically assigned it according to system parameter.
Workflow Status	Displays the current status within the configurated workflow. The stages configured by default are: approval requested, approved, cancelled, created and, rejected, This field is modified through the Transition button after the institution is created. The default status is created.
Institution Code	It lists and allows users to select the unique alphanumeric institution's code.
Active	The default value is set as marked. If it is marked as unchecked then such institutions would not available to use.
Institution Type	It allows application users to select the institution type from the list.
Level in Hierarchy	The hierarchial level of the Institution, the system automatically populates it. Users are not allowed to change the value.
Region	It lists the institution related regions and allows users to select it.
Is Requestor	Indicates the institution as a requester. Users select them when issuing purchase transactions (PO, PR, etc.). The default value is set as unchecked.
Is Budget Office	The default value is set as marked. Budget transaction/process use institutions with this flag.
Is Collection Agency	The default value is set as unchecked. Institutions marked as such, are used in: Debit Note, Cash Receipts and, Sales Voucher.
Is Accounting Office	The default value is set as unchecked. User use the institution marked as accounting office in: Expense Voucher, Journal Voucher, Cash Receipt, Purchase Order and, Debit/Credit Note etc.
Is Purchasing Office	The default value set as unchecked. Users use the institution in Purchase Order, and Purchase Requisition etc.
Is Asset Responsible	The default value is set as unchecked. Used in Asset Transaction.
Is Receiving Location	The default value is set as unchecked. Users selecting the institution in Purchase Order, and Purchase Requisition etc, can select these institutions.
Can be Office to be Invoiced	The default value is set as unchecked. Users using Cash Receipts and Cash Sales, can select these institutions.
Is Inspection Location	The default value set as unchecked. Users in Purchase Order, and Purchase Requisition etc, can select these institutions.
Is Contract Issue Office	The default value set as unchecked. Users using Purchase Order, and Purchase Requisition etc., can select these institutions.
Is Inventory Responsible	The default value set as unchecked. User using Inventory Transactions, can select these institutions.
Is Organization Unit	The default value set as unchecked. Users using human resources are allowed to manage these institutions.
Is Asset Warehouse	The default value set as unchecked. If it is marked as checked then institution used as warehouse to store Asset Items.
Is Inventory Warehouse	The default value set as unchecked. If it is marked as checked then institution used as warehouse to store Catalogue Items.
Is An Accounting Warehouse	The default value set as unchecked. If it is marked as checked then system use it for asset transfer that are going to change the accounting information of an Asset Item.
Is Warehouse With Storage Sections	The default value set as unchecked. It depends on the selection of the Is Inventory Warehouse attribute, so that users can see these institutions as warehouses.
Budget Impact by Contract Management
Allow Multiple Assignments	The default value set as unchecked. It depends on the Restrict Institutions for Multiple Assignments parameter setting.
Is Procuring Service
Is Allowed Transfer Between Budget Organizations	It indicates the institution can generate automatically transfer between budget organization. The default value is set as unchecked.
Use BAPV	Indicates if the Insitution is controled by budget allocation planning or not. The default value is set as unchecked.
Use Payment Quota	Indicates if the Insitution is controled by payment quota planning or not. The default value is set as unchecked.
Institution Start Date	Start date when the institution unit started.
Institution End Date	End date when the institution unit ended.
Organization Unit Type	It lists the organization unit type and allows user to select it. The default value is set as substantive.
Default Offset Code	The lookup feature allows users to search the default offset code for the institution. Users can enter the offset code manually also.
Default Bank Account	It allows to select the default bank account for the institution using the lookup feature or user can enter manually.
Default Payment Location	The lookup feature allows users to select the default payment location for the institution. Users can also enter the value manually.
Default Payment Mode	It lists the default payment mode and allows users to select it from the list.
Default Buyer	Lookup feature allows the users to select the default buyer or users are allowed to enter it manually.
Beneficiary	Lookup allows user to find the vendors and select it. User can enter the vendor code manually.
Institution Parent	It allows users to select the parent institution using lookup feature or users can enter manually.
Invoice to Office	It allows users to select the invoice office using the lookup feature.
Purchasing Office	It allows users to select the purchasing office from the stored list using the lookup feature or users can enter the value manually. It depends of the selection of the Is Purchasing Office attribute.
Accounting Office	It allows users to select the accounting office using lookup feature or users can enter the value manually. It depends of the selection of the Is Accounting Office attribute.
Receiving Location	It allows users to select the receiving location using lookup feature or users can enter the value here manually. It depends on the selection of the Is Receiving Location attribute.
Inspection Location	It allows users to select the inspection location using lookup feature or users can enter the value here manually. It depends on the selection of the Is Inspection Location attribute.
Contract Issuing Office	It allows users to select the contract issuing office only if the Is Contract Issue Office attribute is marked as checked. Users are allowed to select it using the lookup feature or by entering the value manually.
Institution Time Zone	It allows to select the time zone of the institution using the lookup feature or can enter the value manually.
Legacy Reference	It defines the legacy reference associated with the Institution.
Last Updated By	It indicates the last user information who made the changes.
Last Update Date	It indicates the last date of institution gets updated.
Approved Date	It indicates the institution date of approval.
Financial Coding Block	It stores the finacial coding block information. Users are allowed to add only one financial coding block per institution.
Social Security Payroll Number	It represents the social security payroll number to be used for reporting purposes to social security.
Social Security Employer Number	It represents the social security employer number to be used for reporting purposes to social security.
Social Security Zone Number	It represents the social security zone number to be used for reporting purposes to social security.
Language	It lists the language and allows users to select a language.
Name	It stores the institution name.
Description	Stores the description of the institution. Users use this field to describe the purpose of institution.
Consolidation Office	It allows users to select the consolidation office using the lookup feature.
Address Tab	Using this tab, users store the address details related to institution.
Contact Tab	Using this tab, users store the contact details related to institution.
Institution Contact Person Tab	Using this tab, users store information of employees that can be in charge of institutions.
Organization Element Tab	Using this tab, users selects one or multiple CoA elements using the lookup feature.
Institution Warehouse Tab	Using this tab, users selects the institution warehouse details. It's depends on the Is An Accounting Warehouse and Is Inventory Warehouse attribute selection.
Domain Tag Tab	Using this tab users selects the domain tag name using lookup feature.

Buttons
The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the institutions feature.

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to create institution.
	The Search button allows users to switch to search mode.
	The Workflow History button displays a summary table of the executed workflow transitions for the selected institution.
	Calendar date-pickers allow users to select on a visual calendar a specific date. Within Institution, it is used to select the institution start date.
	The New button allows users to add details to the selected tab. It is used for address, contact, and institution contact person.
	The Transition button allows users to execute the selected workflow status change. When selected, users are prompt with a window to log any relevant information about the status change.
	The Generate Data Import Template allows users to generate the template for the institution.
	The Execute Data Import allows users to execute the data import for the institution.

Can be selected when issuing: Cash Receipts, Cash Sales.bbbbbbbbbbbbb

Reason

Overview

This feature provides the reasoning.

Navigation

Admin ► Common Entities ► Reason

Reason Screen Fields

Fields	Description
Id	Unique identification code automatically generated or manually entered.
Active	A checkbox field with possible values TRUE/FALSE. Default value is TRUE.
Reason For	Dropdown menu showing the possible options for reasoning.
Used in Module	Signifies the module in which the reasoning is done.
Abbreviation	Abbreviation for the reasoning.
Description	Short description on the reason.

Tax Type

Overview

The purpose of Tax Type entity is to classify the taxes in different types for a recording of transactions and reporting.

Navigation

Admin ► Common Entities ► Tax Type

Tax Type Screen Fields

Field	Description
Id	System generated a unique identification code.
Name	Name of the Tax Type.
Active	If false, the Tax Type cannot be used in new transactions.
Type Name	Possible Values are Vat Tax, Withholding Tax and Other.
Description	The description of the Tax Type.

Vendors

Overview

Vendor’s information is a commonly used group of information among different modules of the FreeBalance Accountability Platform such as Procurement, Purchasing, Assets, Treasury, Expenditures, etc. This allows centralized management of Vendor’s information in one place and useful way and avoids duplicated and ambiguous information.

FreeBalance Accountability Platform allows managing a full range of information about each Vendor such as Code, Name, Addresses, Performance Rating, Business Type, General Ledger Account (Coding Block), Contact Information, Annual Sales, Number of Employees, Default Currency, Preferred Language, and more.

Vendor’s information allows managing secondary groups of information such as List of Addresses, List of Contact Information, and List of Business Types. All of this information associated with each Vendor.

Navigation

Admin ► Common Entities ► Vendors ► Vendors

Vendors screen Fields and Tabs

Field	Description
Code	Unique identification code for the vendor.
Eligibility Status	Eligibility status of the vendor. Three Values are available- 1. Eligible. 2. On Hold. 3. Suspended
Name	Vendor name.
Short Name	Vendor short name.
Active	If checked - Vendor is active and can be used in transactions.
Number of Employees	Number of employees the vendor has.
Annual Sales	Annual sales of the vendor.
Establishment Year	First functional year of the vendor.
Created By	It shows the username of the vendor creator.
Created Date	It fetches the current system date during creation.
Approved By	Display the username of the approver.
Approved Date	It displays the system date when it got approved.
Overall Performance Rating	Average of the overall performance rating.
Has Local Representative	If checked - the vendor has a local representative.
Payee Classification	Defines the different classification of the Payee.
Vendor Classification	Defines the different classification of the vendor.
Vendor Classification Type	Defines the different classification type for the vendor.
Offset Code	Offset Coding Block.COA Group with attribute 'Budget Execution' equal to 'True'.
Bank Account	Vendor Banking Account
Treasury Bank Account	Default Treasury Bank Account to be used for a transaction. Reference to Treasury Bank Account Table.
Tax Identification Number	The tax identification number of the vendor. It is mandatory if the global parameter ‘Request Vendor Tax Identification Number’ is set to true.
Vendor Type	Identifies the business role that the vendor is associated with.
Preferred Language	Language as chosen.
Country	Country of the vendor.
Currency	Currency that the vendor uses.
Business Ownership Type	A list containing the different types of ownership available for the vendor.
Performance Rating	A list of descriptive options for the ability of the vendor.
Vendor Set Aside	Represents all vendors that have a special procurement status; for example, the organization may be required to do a certain percentage of its business with small private companies or with special interest groups.
Payment Term	The Payment Term that is applicable when dealing with this particular Vendor.The Payment Term that is applicable when dealing with this particular Vendor.
Payment Method	The specific Payment Method used to issue the payments for this Vendor, e.g. Cash, Check, Transfers, etc.
Payment Location	The service office for which the payments will be prepared for this Vendor.
Payment Mode	Indicates the transaction type or settlement method used for expense vouchers where the Vendor is the Beneficiary.
Handling Indicator	Allows the user to define an indicator for the Payment.
Internal/External	Choose External, Internal or N/A from the drop-down list.
National Identity Card	National Identity card number of the Vendor.
Passport Number	Passport Number of the Vendor.
Remarks	Vendor Business remarks.
Is Customer	If this is true the system will automatically create a customer based on the information in the vendor.
Customer	Contains the information of a person or company that used to do business with the Government.
Income Tax Registry	The Income-tax registration number for the Vendor.
Vendor Group	The Vendor Group field allows a user to specify the corporate group to which the vendor belongs (e.g. the vendor may actually be a division within a larger company).
Pay To	The Payment To field is used to identify a part of the organization to which payments are to be directed. This is especially useful where the Vendor is a subsidiary organization and all payments must go to its headquarters or parent organization. If this applies, the parent organization must be defined in the Vendor table before specifying it in this field.
Assignment	Assigned to Vendor Code. The Assignment Code is used for situations where payments must go to a third party rather than to the vendor. For example, a vendor may have taken out a loan against all of its receivables; consequently, all payments would be required to go directly to the vendor’s bank. This field is optional.
Income Tax Declaration Indicator	Vendor income tax declaration indicator. Tax indicator checkbox allows you to set a default tax status for expense vouchers that are associated with a particular vendor.
Income Tax Group	The Income Tax Group field allows a user to specify the group to which the Income Tax belongs to.
Intradepartmental Code	Vendor Intradepartmental code (Canada).
Geographic Code	Vendor Geographic location code.
Geographic Indicator	Indicate where the vendor is geographically located.
Business ID	Allows a user to enter more optional information about the vendor.
Interest Indicator	A user can choose to apply Interest charges to a vendor by selecting this box.
Interest Expenditure Account	(G/L Offset Code) indicates to which General Ledger control account an organization wishes to post this vendor's transactions.
Discount Applies	A user can choose to allow discounts to a particular vendor by selecting the Discount Indicator box. If it is marked as yes, the user will have to specify the Discount Income Account.
Discount Income Account	The Discount Income Account should be specified in the GL Offset Codes table and only then can you select that GL Offset Code in the Vendors table.
Employee	Information about employees. This is used when the vendor is also an employee of the organization.
Default Coding Block	This field is used as the default-coding block that an organization may want to associate with the vendor. This coding block will then default into the coding block line of any transaction when the vendor is selected.
Must Sync Supplier	If parameter SynchronizeVendorwithSupplier=TRUE, then DEFAULT=TRUE otherwise DEFAULT=FALSE
Supplier Number	This supplier number is used in an interface where Vendor is sent over to the financial system and Vendor code is different than supplier code.
External Tax System Status	This field is used to specify the vendor status linked to an external authority TAX system
External Tax System Date	Date and time when External TAX system status was changed in this entity.
Is TIN Number Exempt	This indicates if the Vendor is exempt to have a TIN whether validations to enforce a valid TIN is valid.
Is National	Identifies if the Vendor is local or foreign.
Address Tab	Contains the address information of the vendor.
Contact Tab	Contains the contact information of the vendor.
Vendor Business Types Tab	Lists the types of business associated with the vendor, (construction, computing, food, furniture, etc.) It will be a collection of one or many types of businesses assigned to a vendor.
Vendor Tax Information	The taxes applied to the vendor to be added to this tab.

Address Tab

Overview

This Tab contains the address information of the vendor.

Address Tab screen Fields

Field	Description
Is Main	If checked, indicates that this address is the vendor’s main address.
Region	The region in which the address is located.
Country	Country of the address.
Address Type	The type of address being input; is either, “Unknown”, “Home”, or “Work”.
Address	The actual address of the vendor.
Zip Code	The zip code of the vendor’s address.

Contact Tab

Overview

The Contact Tab is used to contain a vendor’s contact information.

Contact Tab screen Fields

Field	Description
Is Main	If checked, indicates that this contact is the vendor’s main contact.
Contact Type	The type of contact being input is either, “Electronic Mail”, “Fax”, “Mobile Phone”, “Pager”, “Phone”, “Web Site”.
Contact Location Type	The location of the contact type is either, “Home”, “Unknown” or “Work”.
Contact Value	The actual contact information for the vendor, based on the Contact Type and Location Type selected.
Description	Explanatory notes about the vendor’s contact information.

Vendor Tax Information Tab

Overview

The Vendor Tax Information Tab is used to manage the tax information associated with the vendor.

Vendor Tax Information Screen Fields

Fields	Description
Tax	It holds the tax id applicable for the vendor.
Registration Number	Registration number of the tax.
Exempt	Check the checkbox if any exemption on taxes are there. By default, unchecked.
Active	Indicates if it is active or not. By default, checked.
Observation	Explanatory notes about the vendor’s tax information.

Business Types

Overview

Business Type entity contains the catalogue of Business Types in order to classify Vendors. For example: Construction, Electrical, Energy, Food, etc.

A collection of one or more Business Types can be assigned to a Vendor.

Navigation

Admin ► Common Entities ► Vendors ► Business Types

Business Type screen Fields

Field	Description
Code	Unique identification number describing the Business Type.
Active	If false, the Business Type cannot be used anymore and it would be there for reference purpose only.
Abbreviation	Short form of the Business Type.
Description	Description of the Business Type.

Performance Ratings

Overview

A Performance Rating is an evaluation of the past performance of a supplier. Vendor's rating is dependent on the pefromance of the vendor at various stages of process with the Government such as contract, procurement process, etc. This screen contains the different ratings to measure the performance within the system.

Navigation

Admin ► Common Entities ► Vendors ► Performance Rating

Performance Rating screen Fields

Field	Description
ID	Unique auto-generated numeric code for performance rating.
Active	If unchecked, the Performance Rating cannot be used in new transactions and would be available for reference purose only.
Abbreviation	Shortened form of a specific Performance Rating.
Description	Short description of the Performance Rating.
Rating Value	Unique rating value. For example: Excellent is 5, and Bad is 1. This number is limited by the General Parameter Maximum Vendor Rating Value. (see Parameters > Procurement > Other Parameters)

Report

Vendor Catalogue Report

Overview

Vendor catalog Report consists of the list of vendors associated with the government. This includes the details of the vendors including name, type, id etc.

Navigation

Admin ► Common Entities ► Vendors ► Reports ► Vendor List Reports

Vendor List Report screen Fields

Field	Description
Report Type	User needs to select the type of report that can be either detail or summary. By default, it is Vendor List Summary report.
Vendor	The Vendor ID representing the Vendor.
Vendor Classification	The classification of the vendor.
Country	The country to which the vendor belongs.
Workflow Status	The status of the Vendor. It can be either approval requested, approved, created, rejected or verified.
Active	This indicates whether the vendor is active or not.
Tax Identification Number	The tax identification of the vendor.
Passport Number	The passport number of the Vendor.
Business Registration Number	This indicates the business registration number of the vendor.
National Identity Card Number	This indicates the national identity number of the vendor.
Name	The name of the vendor.
Sort By	The sort by criteria of listing the report which can be vendor classification, tax number, vendor id or country etc.
Vendor Business Type Tab	Filter Vendor Business type, the user can filter by multiple Vendor Business Type
Regions Tab	Filter region, the user can filter by multiple regions.

Set Asides

Overview

Set Aside entity contains the catalogue with Vendor Special Procurement Status. For example: Small Private Business, Aboriginal Business, etc. This entity is used when an organization requires doing a certain percentage of its business with a specific Vendor Set Aside.

Navigation

Admin ► Common Entities ► Vendors ► Set Asides

Set Aside screen Fields

Field	Description
ID	Unique identification number describing the Set Aside.
Active	If false, the Set Asides cannot be used anymore and it would be there for reference purpose only.
Abbreviation	Short form of the Set Aside.
Description	Description of the Set Aside.

Vendor Category

Overview

Vendor category allows to create various category for vendor.

Navigation

Admin ► Common Entities ► Vendors ► Vendor Category

Vendor Category screen Fields

Fields	Description
Code	Unique identification number describing the Business Type.
Active	If false, the vendor category cannot be used anymore and it would be there for reference purpose only.
Abbreviation	Short information of Vendor External Status
Description	Full Description about vendor status.

Vendor Classification

Overview

Vendor Classification allows creating various classification type for the vendor like Local Consultant, International Consultant etc.

Navigation

Admin ► Common Entities ► Vendors ► Vendor Classifications

Vendor Classification screen Fields

Field	Description
Code	Unique identification number describing the Vendor Classification.
Active	If false, the Vendor Classification cannot be used anymore and it would be there for reference purposes.
Vendor Classification Type	Dropdown menu list shows available vendor classification type.
Name	A Short form of the Vendor Classification.
Description	Description of the Vendor Classification.

Vendor Classification Type

Overview

Vendor Classification allows to create various classification type for vendor like Local Consultant, International Consultant etc. Customized classification for vendors, specifically for Nicaragua.

Navigation

Admin ► Common Entities ► Vendors ► Vendor Classification Type

Vendor Classification Type Status screen Fields

Fields	Description
Code	Unique identification number describing the Vendor Classification Type.
Name	Short form of the Vendor Classification Type.
Description	Description of the Vendor Classification.
Active	If false, the Vendor Classification cannot be used anymore and it would be there for reference purposes.
Is National ID card	If checked True when a classification is by National ID card
Is Tax Identification Number	If checked True when the classification is by ax Identification Number.
Is Passport Number	Chech True when the classification is by passport number
Is Management Of RevolvingFund	If checked Management of Revolving Fund is available.
Is Project Management	If checked- Project Management is available.
Is Basic Services Management	If checked – Basic Service Management is available
Is Management Of Trips And Per Diem	If checked – Management of trips and per diem is available
Is Grants Management	If checked – Grants management is available.
Is Multi Vendors Management	If checkd multi vendor management is available.
Is Contract Management	If checked – Contract management is available.
Is Procurement	If checked Procurement is available.
Is Payroll Management	If checked Payroll management is available.
Vendor Profile	Vendor Profiles- Available values in drop down. Natural, Legal, Public Entity, Other.
Vendory Class Type	Dropdown menu list shows available vendor classification type.

Vendor Economic Activity

Overview

This feature keeps information about vendor economic activities.

Navigation

Admin ► Common Entities ► Vendors ► Vendor Economic Activity

Vendor Economic Activity Screen Fields

Fields	Description
Code	A unique identification code for the vendor, system automatically generate.
Active	If false, the Vendor Economic Activity cannot be used anymore and it would be there for reference purpose only.
Vendor Economic Activity	Select Vendor Economic Activity in the available lookup
Abbreviation	Short form of the Vendor Economic Activity.
Description	Description of the Vendor Economic Activity.

Vendor External Status

Overview

This feature represents the status of the Vendor Certificate. The values configured by the system.

Navigation

Admin ► Common Entities ► Vendors ► Vendor external status

OverviewVendor External Status Screen Fields

Fields	Description
Code	A unique identification code for the vendor.
Active	If checked - Vendor is available to use in other entity.
Abbreviation	Short information of Vendor External Status
Description	Full Description about vendor status.

Taxes

Overview

This screen contains Tax information that will be used throughout the FreeBalance Accountability Platform.

Navigation

Admin ► Common Entities ► Taxes

Tax screen Fields

Field	Description
ID	Unique identification code of the tax which is system generated.
Active	If false, the Tax cannot be used anymore and it would be there for reference purpose only.
Is Tax 1	This attribute will be updated by the system to checkmarked when the Tax Code corresponds to Tax 1 in the FreeBalance Classic Application or not checkmarked when it corresponds to Tax 2. This attribute will be used only for Tax Codes that come from the FreeBalance Classic Application during synchronization.
Include Tax 1 in Tax 2 Calculation	If checked, Tax 1 amount will be included on Tax 2 calculations. Visible only when the attribute Is Tax 1 is not checkmarked.
Default Tax For Transaction	Whether the tax mentioned is the defualt tax for transaction.
Registration Number	Identifies the organization’s government assigned number for this specific tax.
Rebate Percentage	Percentage of the tax that is subject to be refunded.
Coding Block	Ledger coding block. It defines the account to which the tax amounts will be posted.
Rebate Offset Code	It defines the account to which the rebate amounts will be posted.
Cash Receipts Offset Code	It specifies the bank account into which the tax revenue will be deposited.
Tax Type	Indicates type of the tax.
Language	Language used to describe taxes.
Abbreviation	Shortened form of a specific Tax.
Description	Short description of the Tax.
Tax Percentage	The percentage of tax with the date from which the tax would be effective is mentioned here.

Tax Percentage

Overview

Percentage of Tax applicable is added from this tab.

Tax Percentage Tab screen Fields

Field	Description
Effective Date	Date on which tax rate comes into effect.
Percentage	Field represents the Percentage of Tax.