Admin

The System Administration module or Admin module covers all of the features for common and support entities, custom domains, custom reports, work flow configuration, COA configuration, system parameters, interfaces, languages and security features, that apply to the general platform behavior and the applications shared functionality.

It is usually managed by a group of system administrators or authorized persons. Parameter’s and user’s security profiles are defined in the Admin module to ensure that the system is configured in compliance with government needs and processes, and in accordance with access rights.

The System Administration module allows users to:

Configure the system based on the requirements and business scenarios
Define the Chart of Accounts.
Set up initial common and support entities (master data) which is used by the rest of the modules.
Configure and create users.
Configure user functional access.
Configure user data access rights.
Configure the workflows for processes and transactions

Numeration Config

Overview

SYSTEM ADMINISTRATOR will have the possibility of creating a numerator matrix system in order to project numerator(s) for defined entities. In one table (Numerator Configuration) the SYSTEM ADMINISTRATOR is able to define in the UI numerator sequences for the referred entity (ies) and on selecting the entity, the system will connect the number with the form automatically. It is aiming future requests or even considering becoming the future numerator scheme. A system parameter defines the possibility of the new numerator.

Navigation

Admin ►Numeration Config

Numeration Config screen Fields and Tab

Field	Definition
Entity	This is a combo box containing the FQN description of the entities.
Entity Key Property Value	The value of the Entity Key Property to be used as the key for configuration.
Entity Hierarchized Property Level	The value of the Entity Key Property to be used as the key for configuration.
Starting Date	Date from when this configuration is effective.
End Date	Date up to when this configuration is effective.
Starting Value	The First number of the numerator.
Limit Value	The last number of the numerator.
Numerator Key Mask	This Mask is used when generating the numerator key.
Numerator Format Mask	This Mask is used when formatting the numerator output.
Active	Check-box whose possible values are TRUE/FALSE. With its default value been TRUE.

Numeration Control

Overview

This feature is populated during the deploy or setup process. In this only update are allowed. Inserts and deletes are completely not its functionalities. The numeration trigger is still considered a parameter. when it is enabled it is FALSE. The Default Numeration mechanism is used.

Navigation

Admin ► Numeration Control

Numeration Control Field and Tab

Fields	Description
Entity	This is a combo box containing the FQN description of the entities.
Entity Fiscal Year Property	The name of the property of type Fiscal Year whose value is used as a part of the key or format.
Entity Institution Property	The name of the property of type Institution whose value is used as a part of the key or format.
Enabled	Control checkbox with possible values TRUE/FALSE. With default value been FALSE.

System Security

Security Tokens

My Tokens Management

Overview

My Token screen allows users to activate defined tokens, suspend their usage or synchronize codes when necessary.

Navigation

Admin ► System Security ► Security Token ► My Tokens Management

My Token screen Fields

Field	Description
Build Date	The Date Time field show when the synchronization was last run.
Type	Type of Token referenced.
Token Status	Status of the token.
Token	The unique id related to the Token configuration.

Tokens Administration

Overview

Tokens Administration screen allows users to activate defined tokens, suspend their usage or synchronize codes when necessary.

Navigation

Admin ► System Security ► Security Tokens ► Tokens Administration

Mobile Token Enrollment screen Fields

Field	Description
Build Date	The Date Time field show when the synchronization was last run.
Type	Type of Token referenced.
Token Status	Status of the token.
Token	The unique id related to the Token configuration.

User Profiles

The Application User Profile is a mechanism to provide a template like configuration for the three major security components of the platform: User Roles (Workflow), Security Groups (DAS) and Functional Classes (ACL / Licensing). In addition to this, a parent/child reference relationship can be established between several Application User Profiles which, in practical terms, means that it can be configured as a hierarchical structure. Several functionalities will depend on this hierarchy.

This mechanism pretends to enhance the Application User configuration process by drastically reducing the time and steps necessary to perform a proper configuration. Also, it allows a de-centralized Application User configuration management.

Application Theme

Overview

Application Theme that is associated with the Application User Profile. This property should always have the value DEFAULT, unless noticed otherwise.

Navigation

Admin ► System Security ► User Profile► Application Theme

Application Theme screen fields

Fields	Description
Code	Unique identification code of the Application Theme.
Landing URL	The application user profile landing URL.
Main Content URL	The application user profile main content URL.
Active	By Default it is TRUE. Flag, part of Inactive behavior, that determines if an Application User Profile is active/usable (true/checked) or inactive/unusable (false/unchecked).
Description	The description of the Application Theme.

Application User Creation

Overview

Through this feature users create employee and connect the record to an application user.

Navigation

Admin ► System Security ► User Profiles ► Application User Creation

Application User Creation Screen Fields

Fields	Descriptions
Id	It is system generated Unique identifier.
Workflow Status	Workflow driven status, with the following values: CREATED, APPROVAL_REQUESTED, APPROVED, REJECTED, CANCELLED. By default, a simple approval workflow process is provided.
User ID	System generates the user Id as a Unique identifier.
Contact Number	Proponent User Contact Number.
Tax Identification Number (TIN):	Proponent user Tax Identification Number (TIN).
Email Address	Proponent User Email Address.
Date Of Birth	Proponent User Date of Birth.
Submission Date/Time	Submission Date/Time when the registration was submitted.
Approved Date	Date when the user creation was approved.
Title	The proponent user is able to define the way he wants to be addressed.
Country Of Origin	Proponent user country of Origin.
Marital Status	Marital status of the Proponent.
Gender	Proponent user selected gender
Authentication Type	Allows selecting Authentication Type from the drop-down list.
Institution	Institution ID.
Application User Profile	Proponent user Application User Profile.
Is Administrator	By Default it is FALSE if it is TRUE user status as system Administrator.
Created Via Form	Proponent Application User Creation method.
Language	Application language. User can choose language from the dropdown list.
Designation	Proponent user designation as Employee.
First Name	Proponent user First Name.
Middle Name	Proponent user Middle Name.
Last Name	Proponent user Middle Name.
Reasons For Rejection	The approver presented reason for rejecting the user creation.

Application User Creation Upload

This entity allows the user to import the User Creation File to upload.

Navigation

Admin ► System Security ► User Profiles ► Application User Creation Upload

Fields	Description
Upload File	This button allows the user to navigate through the local machine in order to select and upload the UserTemplate (.xls) file.

Application User Profile

Overview

Collection of previously configured application user profiles that are associated with the Application User Profile. On the Application User Profile hierarchy, these will be immediately below (direct descendants).

Navigation

Admin ► System security ► User Profile ► Application User Profile

Application User Profile Screen Fields

Fields	Description
Code	Unique string code that identifies the Application User Profile
Status	Workflow is driven status, with the following values: CREATED, APPROVAL_REQUESTED, APPROVED, REJECTED, CANCELLED. By default, a simple approval workflow process is provided. This workflow process should be configured according to the customer specific business requirements. An Application User Profile is valid/usable on the platform only when it's status is APPROVED.
Application Theme	Application Theme that is associated with the Application User Profile.
Active	Flag, part of Inactive behavior, that determines if an Application User Profile is active/usable (true/checked) or inactive/unusable (false/unchecked).
Description	Localized text description of the Application User Profile.
Functional class tab	Collection of previously configured functional classes (ACL) that are associated with the Application User Profile.
User Roles	Collection of previously configured user roles (Workflow) that are associated with the Application User Profile.
Profile Security Group tab	Collection of previously configured user roles (Workflow) that are associated with the Application User Profile.
Application User Profile tab	Collection of previously configured security groups (DAS) that are associated with the Application User Profile.

Application User Profile Assignment

Overview

This form allows a user to select an Application User Profile and one or more Application Users. After selection, when Execute button is pressed, the Application User Profile is assigned to the Application User(s).

Navigation

Admin ► System Security ► User Profile► Application User Profile Assignment

Application User Profile Assignment Fields and Tabs

Fields	Description
Application User Profile	Allows to select Application User Profile from lookup down.
Application User	Selected users for the Application User Profile.

Application User Registration Source

Overview

This entity will be used to create the source for the Application User Resgistration. Also it used to configure the Registration Type and Application user profile.

Navigation

Admin ► System Security ► User Profile ► Application User Registration Source

Application User Registration Source screen fields

Fields	Description
Code	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
Default Application User	Allows to select default application user profile from lookup field.
Application User Registration Provider Bean	Allows selecting application user registration provider bean from the dropdown list
Application User Registration Type	Allows to select application user registration type from the dropdown list.
Default Application Language	Default application language can be selected from this field.
Is Must Change Password	Default = 'FALSE', If TRUE then it forces to update Password on the first time log in else the password stays as defined
Is Notify Requester	Default = 'FALSE'.
Active	Default = 'FALSE'.Allows making the created records active
Language	Specific system language.
Description	Short description of the Application user registration source.

User Registration

Overview

This feature enables the end user to register a user. Application for User Registration shall be submitted via User Registration link placed on the login page of the GRP. Once the prospective user clicks on this link, a Registration form will open containing fields with the information required to be submitted for approval. User shall accept the terms and conditions in order to submit the form. Once submitted, the system will display the confirmation message.

Navigation

Admin ► System Security ► User Profile ► User Registration

User Registration Source screen fields

Fields	Description
ID	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros.
User ID	Unique identifier. The user id is associated with the email address in the user table. Read-only and cannot be changed.
Title	Name for the Prefix
User Name	Name of the User.
User Password	Password is given by the user.
Application User Registration Source	Source of Application Registration.
Changed On	Date picker allows selecting the changed on the date.
First Name	First name of the Applicant.
Middle Name	Middle name of the Applicant.
Last Name	Last name of the Applicant.
Tax Identification Number (TIN)	Proponent user Tax Identification Number (TIN).
Date Of Birth	Proponent User Date of Birth.
Gender	Proponent user selected gender.
Marital Status	Marital status of the Proponent.
Country Of Origin	Proponent user selected country of Origin.
Designation	Proponent user designation as Employee.
Contact Number	Proponent User Contact Number
Email Address	Proponent User Email Address.
Institution	Contains the name of the Institution.
Application User Profile	Allows selecting the Application User Profile from the lookup field.
Is Administrator	By default it is FALSE. The user can Change it possible Values TRUE/FALSE.
Submission Date/Time	Submission Date/Time when the registration was submitted.
Approved Date	The date of the approval. It fetches the system current time automatically.
Reasons For Rejection	The approver presented reason for rejecting the user creation.
Contact	Proponent User Contact Number.

Contact Tab

This feature allows the end user to enter the contact information.

Fields	Descriptions
Is Main	Whether the address mentioned in the main address is specified in this field.
Contact Type	Whether the type of Contact is electronic mail, fax, phone, is selected in this field.
Contact Location Type	Whether the contact location type is Home, Office or Unknown is selected in this field.
Contact Value	The user contact number is to mentioned in this field.
Language	The language used to describe Contact is selected in this field.
Description	Description of the contact is made in this field.

Users

Overview

The FreeBalance Accountability Platform has a single sign on functionality which allows Users a single entry point to the system regardless of the modules or functions they have. To manage Users, the Platform has a group of general options which allows adding and configuring Users and their information, authentication rules and rights. This information covers User Code, Name, Default Language, Addresses, Contact Information, Authentication Type, Passwords, and more.

Users are part of Functional Classes and Security Groups which allow or restrict the use of every feature on the system such as screens, reports, etc. This allows a high level of flexibility and customization in the user rights management. The Platform allows the User Role Delegation, it means that there is a super user who administrates users at the high level (centralized) but there could be users with user administration rights for certain Institution, with the same role as the super user, but with limited scope.

User

Overview

To access the application, each User must have a valid unique User code and a password. The User window allows a system administrator or other authorized user, to define user codes and passwords.

Navigation

Admin ► System Security ► Users ► Users

User screen Field and Tab

Field	Description
User Id	Unique identification code of the users.
Name	Name of the Users.
Password DateTime	The date and time that the password was created.
Is logged in	Not active field in insert mode. Check box active means the users logged in. It is auto-generated field by the system.
Last Login Date time	Not active field in insert mode. Last login date of the users. It is auto-generated field by the system.
Active	Active Status - if checked, User is active.
Authentication Status	The status of the user creation as approved by the admin.
Authentication Type	Choices include LDAP (Lightweight Directory Access Protocol), Local, and Trusted
Expire Credentials	The expiration of the credentials given to the users.
Default Language	Users selects among the available languages the one that will be presented as the default.
Created by	This field shows the username of the users who create the users.
Created On	Creation date of the users.
Administrator	Administrator Status - if checked, the user will be an Administrator.
Address Tab	Tab shows information of the address of the users.
Contacts Tab	Tab shows information of contact details of the users.
Functional Class Tab	Add or remove functional classes for the users.
Feature Tab	Add or remove features for the users.
User Security Group Tab	Collection of one or more security groups associated with the users.
Operation Allowed Start Date	The beginning date for the user to start its activity.
Operation Date Time	The date and time of operation.
Remarks	Comments regarding the user feature.
Reason	Reason behind the suspension of a user activity.
Operation Allowed End Date	The last date for the user to end its activity.

Attachment

Objective

System allows to attach files for additional user's information.

Attachments Tab screen fields:

Fields	Descriptions
Id	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Type of fhe attachment
Language	Language for the title and description
Title	Title of the Attachments
Description	Description of the attachments
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
Date	Date of the attachment information. Manually updated by the User.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.

Features Tab

Overview

Features Tab allows and disallows features for users.

Features Tab screen Field

Field	Description
Disallow Read	Turn on flag if user can’t read the specified entity.
Disallow Save	Turn on the flag if the user can’t save the specified entity.
Disallow Update	Turn on flag if user can’t update the specified entity.
Disallow Delete	Turn on the flag if the user can’t delete the specified entity.
Hide from menu	Turn on flag if entity is hidden from the user’s menu.
Read Only Form	Turn on the flag if entity screen in read-only form for the user.

Functional Class Tab

Overview

The Functional Class Tab is used to specify a user’s functional class on their profile. Functional Class tab relates a user with the requisite functional class. From a list of pre-created functional classes, a functional class for the said user is to be selected.

For details regarding Functional Class, refer to the link below.

User Security Group Tab

Overview

User Security Group Tab relates security group with a user. The Security Group is to be selected from the look up button in the user screen.

For details regarding Security Group, refer to the link mentioned below:

Fields	Description
Code	The unique identification of the security group.
Description	The description of the security group.
Security Group Restriction Tab	This Tab is used to include security group restriction information.
User Security Group Tab	This Tab is used to include security group information.

Addresses Tab

Overview

User 's address is taken into record through this tab. One user may have more than one address.

Addresses Tab screen Fields

Field	Description
Is Main	If checked, indicates that this address is the user’s main address.
Region	The region in which the address is located.
Address Type	The type of address being input is either, “Unknown”, “Home”, or “Work”.
Address	The actual address of the user.
Location	The location of the user’s address.
City	The city of the user’s address.
State	The state of the user’s address.
Zip Code	The zip code of the user’s address.
Country	Specifies the country name.

Contacts Tab

Overview

Contacts refer to contact of the said user. A user may have more than one contacts.

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 can be a 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.
Language	It's used to define the contact’s description.
Description	Description regarding the contact is mentioned in this field.

Change Password

Overview

Users are required to change their password upon initial login anytime thereafter. The FreeBalance Accountability Platform ensures that the password users enter is of appropriate length and complexity to provide maximum security prior to the password change.
There are several other security features incorporated into the password changing process. For example, a given number of users previous passwords are retained, and these passwords cannot be used again while they are still retained by the system. The new password is not accepted if it is the same as the user ID or old password.

Navigation

Admin ► System Security ► Users ► Change Password

Change Password screen Field

Field	Description
Current Password	The current password of the user.
New Password	The new password which users want to create.
New Password Confirmation	Confirmation of the new password.

Update Special Properties

Overview

Update Special Properties function allow the administration or authorize user to allow permission on some special properties to users or create restriction to users. Special properties include ‘Can Post Payment Order (EV)’ and ‘Is posting transection prior period enable’. If administration or authorize users update these value, users affected obtain permission to execute these special task.

Navigation

Admin ► System Security ► Users ► Update Special Properties

Update Special Properties screen Field

Field	Description
Code	Unique identification code of the Update Special Properties.
Name	Name of the Update Special Properties.
Can Post Payment Orders	If checked, users can post payment orders else user can't post payment orders.

User Maintenance

Overview

The user which has the user maintenance feature allowed for them has the access to the functional class subjected to the Audit Trail.

Navigation

Admin ► System Security ► Users ► User Maintenance

Change Password screen Field

Field	Description
ID	This is the unique identifier which is auto-generated.
User Operation	This is a closed domain drop-down menu whose possible values are Activate, Deactivate, Suspended, Reset Password
Status:	This is a closed domain drop-down menu whose possible values are Pending and Executed. The default value is ‘Pending’.
Start Date	The user can do the operation for the particular start date if it is allowed the user maintenance feature.
End Date	The user can do the operation until the particular end date if it is allowed the user maintenance feature.
Created By	This is the default the current logged in Application User.
Created Date Time	This is the default the current System Date time
Reason	The Comments/Reason will be provided while the user will do the user operation.

Logged in Users

Overview

Logged in Users screen shows the list of active users currently logged in FreeBalance Accounting Suite platform. Logged in the session of the currently logged in users can be terminated from this screen by selecting them. This screen allows administration or authorizes users to terminate any logged in user’s session with a suitable note. The reason behind the termination session is mentioned in this note. Users who logged out will get a note at the time logged out. Administrator use this process for improvement of platform functionality, platform maintainance time, security reason.

Navigation

Admin ► System Security ► Users ► Logged in Users

Logged in Users screen Field

Field	Description
Logout Message	Message to show the terminated logged in users after termination.

Security

Functional Class

Overview

A Functional Class refers to users specified level of access rights to system functionality (e.g. full access, only reports). This is an effective way to ensure that only authorized personnel performs certain functions.
Functional Classes allows users to grant or restrict access to every feature on the system such as screens, reports, etc. The system allows for numerous functional classes to be created which can then be assigned to one or multiple users at a time. Each user can have a variety of functional classes assigned to them to meet their specific needs.

Navigation

Admin ► System Security ► Security ► Functional Classes

Functional Class screen Fields

Field	Description
ID	Unique identification code, manually entered by users or automatically generated based on parameters.
Description	A short description of the Functional Class.
Features	Used to add features to the Functional Class.

Features

Overview

Through Featues, the functionality of Functional Class is defined by selecting the attributes with regard to every entity of each module. The assignment defines the access rights to the system functionality with regard to every relevant entity of each necessary module by chckin or unchecking the fields.

Expand a selected module by clicking the Select to expand Icon to the desired level, and select the entity to edit the access rights. Users need to select feature which want to Create/Modify. Each flag allows users different levels of permissions in the server. If multiple flags have been selected for a functional class it can be treated as Level 1 or Level 2 priority but not the Administrator. And if all the flags under Application Suit have selected, it can be treated as an Administrator level priority.

Feature Flag screen Fields

Field	Description
Allow Current Feature	Allows activating and selecting all the features.
Read Allowed	Allow users only to view the information.
Save Allowed	Allow users only to save the entity or processes.
Update Allowed	Allow users only to update the created entity or processes.
Delete Allowed	Allow users only to delete the existing entity or processes.
Show in menu	Allow users to see the modules and sub-modules in the menu.

Security Group

Overview

The purpose of a Security Group is to restrict the content that users can see throughout the application. For example, if a security group is created that specifies that a particular user will be able to see all information for Institution 001, then that user will only be able to view the information in Institution 001. Conversely, a Security Group may be created to specify that selected users cannot access a selected dimension.
A security group is composed of Security Group Restriction(s) and Users assigned to it. Users may be indirectly assigned to a Security Group via their User Role, or directly related to the Security Group.
Only a ‘Super User’ or ‘Administrator User’ can create Security Groups.

Navigation

Admin ► System Security ► Security ► Security Group

Security Group screen Fields and Tabs

Field	Description
Code	Unique identification code manually entered by users or automatically generated based on parameters.
Description	Short description of the Security Group.
Security Group Restriction Tab	The Security Group Restriction Tab is used to include restriction information for the security group.
User Security Group Tab	The respective user for whom the security group is defined is mentioned by this tab. This selected from the lookup button.

Security Group Restriction Tab

Overview

Security Group Restriction tab holds one or more restriction or rules related to the Security Group are added from this Tab.

Security Group Restriction Tab screen Fields

Field	Description
Restriction Type	Indicates that the restriction type is either “In” or “Not in”.
Context Property Dimension	Used to include Security Context Property Dimension, if necessary.
Support is Null Allowed	If checked, indicates that support is null allowed.
Read Only	By default it is Unchecked, If checked, then the user will have access to read, write and update data related to this rule.

User Security Group

Tab allows to insert one or more users to Security Group.

For details regarding Users, refer to the link below:-

User

Security Context

Overview

This screen can only be inquired as it comes as a default setting for the FreeBalance Accountability Suite. This screen is referenced when creating Security Context Property Dimension.
For details regarding Security Context Property Dimension, refer to the link below
Security Context Property Dimension

Navigation

Menu ► Support Entities ► Security ► Security Contexts

Security Context screen Fields

Fields	Descriptions
Code	Unique identification code of the Security Contexts.
Active	Active Status - if checked, Security Context is available.
Entity	Name of the entity for which this context is applicable.
Language	Country specific language used to store Description field.
Description	List a short description of the Retirement Benefit Plan.

Security Dimension

Overview

This screen can only be inquired as it comes as a default setting for the FreeBalance Accountability Suite. This screen is referenced when creating Security Context Property Dimension.

There are four Security Dimension types:

COA Restriction: It will restrict the user to work only on certain codes of different concepts of the Chart of Accounts.
Hierarchical Domain: This restriction can be applied on every entity which has hierarchy structure like ‘Institution’ entity; this dimension applied on ‘Institution’ will allow the user that belongs to a certain Institution Unit, where such Institution Unit has more Institution Units related to it, (child, hierarchy) to have access to the entire structure of Institutions that are related to the Institution Unit that the user belongs to.
Domain Restriction: The security group can be restricted to work only on certain elements of a catalogue within certain entity. As an example, in the Procurement Document entity, the user is allowed to work only in Procurement Document Type (‘RFP’, ’EOI’, ‘RFQ’) notice that Procurement Document Type is an entity referenced in the Procurement Document entity.
Literal Restriction: This restriction allows configuring security according to certain values of an entity. As an example, a restriction on the Fiscal Year entity can be configured where a group of users will have read only access to the previous Fiscal Year.

Navigation

Admin ► System Security ► Security ► Security Dimension

Security Dimension screen Fields

Field	Description
Code	Unique identification code of the Security Dimension.
Active	If false, the Security Dimension cannot be selected in new transactions.
Security Dimension Type	Select a Security Dimension Type from the drop-down menu. Choices include COA Restriction, Hierarchical Domain, Domain Restriction, and Literal Restriction.
Description	Short description of the Security Dimension.

Security Context Property Dimensions

Overview

Security Context Property Dimension integrates Security dimension, security context, and security context property and brings them together. This entity makes reference to Security Dimension and Security Context

For details regarding Security Dimension, refer to the link Security Dimension

and for details regarding Security Context, refer to the link Security Context

Navigation

Admin ► System Security ► Security ► Security Contexts Property Dimension

Security Context Property Dimensions screen Fields

Field	Description
Active	By default it is TRUE, if checked, Security Context Property Dimensions is available.
Security Dimension	Possible values are COA, Hierarchical, Domain, Literal to be selected from lookup button.
Security Context	Refers to the Entity where the Security is being restricted which is to be selected from the lookup button available.
Security Context Property	It’s the field or property that belongs to the entity referenced in the security context.

Security Restriction Configurator

Overview

This screen can be created only by ‘User Administrator’ or ‘Super Users’ (or other authorized users as per government requirements). This screen contains the specific restrictions or rules that will be applied to the selected Security Group.

For example, if a user belongs to a Security Group and according to Security Dimension type CoA, he/she only has access to the code ‘0101’ of the first segment of the CoA, then that user can only view or enter transactions that are related with Coding Blocks that have ‘0101’ code in the first segment.

Navigation

Admin ► System Security ► Security ► Security Restriction Configurator

Security Restriction Configurator screen Fields

Field	Description
Security Group	Reference to Security Group. It allows to select the security group from lookup button.
Security Dimension	Contains four Security Dimension types: COA Restrictions, Hierarchical Domain, Domain Restriction, Literal Restriction.
Entity Property Class	Defines the class of the entity property. Select an option from the drop-down menu.

Identification Confirmation Configuration

Overview

Identification Confirmation Configuration screen allows enabling password retyping for specific screens in order to enhance security.

Upon opening Identification Confirmation Configuration, users need to select an entity and either enable or disable the Identification Confirmation option as per need. Enabling or disabling the Identification Confirmation configuration may also be done for all the entities.

Navigation

Admin ► System Security ► Security ► Identification Confirmation Configuration

Identification Confirmation Configuration Screen Fields

Fields	Descriptions
Code	Automatically selected by the system as per option selected in the first screen.
Type	Users should select one option out of two option OTP (one-time password) or Use Password Re-challenge.

Menu Items

Overview

Menu Item screen shows different informative screens that shows brief information about different items listed in Menu Items. The feature path is mentioned on clicking on the items available on the Menu items screen.

Navigation

Admin ► System Security ► Security ► Menu Item

Click on Select to Expend icon till option are totally expended and click on child element to view feature path of the child element.

Security Question

Overview

This feature will help the system administrator to store instances of questions to be referred in the Q&A process.

Navigation

Admin ► System Security ► Security ► Security Question

Security Question screen Fields

Field	Description
Code	This is the unique identifier which is auto-generated.
Active	A checkbox with possible values are True/False. The default value is True.
Description	The description related to the security question.

User Security Copy

Overview

User Security Copy screen allows to copy one user's security to another user.

Navigation

Admin ► System Security ► Security ► User Security Copy

User Security Copy screen Fields and Tab

Field	Description
Source User	In this field, the users have to choose the User from which the User Security is to be copied.
Destination Application Users tab	User have to choose the destination User to which the User Security is to be copied.

Process Execution Status

Overview

The system has background tasks that run. As an example, when users generate the payment files, the processes such a long process that instead of being stuck in the form until the process ends, they made this task a background task. Therefore users can continue to work on other items. If users want to verify the status of the background task, have to go in this form 'process execution status' and verify the status. The system will have an error if it did not complete successfully and if it completed successfully it will say 'completed successfully' and sometimes more details will be posted. If the process is still running, there will not be a comment yet and the end date will still be empty.

Navigation

Admin ► System Security ► Process Execution Status

Process Execution Status screen Fields

Field	Description
Start Date	Date on which the process starts.
End Date	Date on which the process ends.
Started By	Process start by which user is mentioned in this field.
Process	Name of the process.
Message	It shows whether the process is successful or not. If the process continues then the field should empty.

Portals

Portal Permission

Overview

Portal Permission contains all the available functions for each user. Include just the allowed functions for a specific user. User roles must be configured in the Admin Module under the User Options in the FreeBalance platform.

Navigation

Admin ►System Security ► Portals ► Permissions

Portal Permission screen Fields

Fields	Description
Id	This is a unique Identifier. It is system generated.
Active	Active Status - if checked, Portal Permission is available
Source	It defines the source to the portal.
Has Read	If checked, the User can perform read/view actions.
Has Insert	If checked, the User can perform insert transactions.
Has Update	If checked, the User can perform update/modify transactions.
Has Delete	If checked, the User can perform delete transactions.
Description	Description of the Portal Permission.

Portal User

Overview

This entity contains all the information about the registered users in the FreeBalance Portals. Portal user screen specifies the user with defined scope with restriction and granting of permission as configured in portal permission.

Navigation

Admin ► System Security ► Portals ► Users

Portal User screen Fields

Fields	Descriptions
User	Unique identification code of the User. User to whom access to the portal is to be granted is to be selected in this field.
Scope Restriction	Restriction based on the scope of User is selected from the drop-down box.
Permission	Portal permission to be granted to the portal user is to be added from here.

Workflow

Overview

Based on a finite state machine specifically defined for a process or document type, the use of a Workflow Engine address the flow of the documents or processes to the users. The finite state machine that can be modified according to the customer particular needs (e.g. level of approvals required for a Purchase Order), also validating the User Permissions to perform an activity without the need to include this validation as part of the business logic components.

The Workflow Engine communicates with the Access Rights component since the Workflow Engine must ensure that the user has the proper access rights to perform the Transition or when the task must be assigned. The Internal Notification Message System is also considered as the communication channel between the Workflow Engine and the users, notifying about task assignments or task current status.

Through this, the FreeBalance Accountability Suite provides:

Ability to manage state in a multi-step workflow process.
Provide a simple user interface to support articulating and changing workflow.

User Role

Overview

Workflow is a standardized functionality of the FreeBalance Accountability Platform that enhances flexibility to manage transaction lifecycle, enable flexible levels of approvals and generate corresponding alerts. By configuring the workflow functionality, users can, in real-time, modify the system to support their changing business processes without any customization. Users participate in the Workflow according to their User Role. As an example managers can have the User Role ‘Accountability Approver’. The User Role function enables creation of User Roles and assignment of Users to a User Role.

Navigation

Admin ► System Security ► Workflow ► User Roles

User Role screen Fields and Tab

Fields	Description
Code	Unique identifier, automatically populated by the system
Language	Language chosen to register the Description
Description	Full description of the objectives of this role, comments, and observations

User Role Application Users

Application user and institution are related to the User Role from this tab.

For details regarding User Role Application Users, refer to the link below:

Application User

Reassign User Workflow Task

Overview

This feature allows users to re-assign a task which is originally assigned to user A to user B. It does not allow users to update or delete the information. After all validations are met, a pop-up a message to confirm the transaction. Upon confirmation, a new assignment is created, changing the previous assignment.

A screenshot of the Reassign User Workflow 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 Reassign User Workflow from within the menu through this navigation path: Admin ► System Security ► Workflow ► Reassign User Workflow Task.

Visible Fields

The following table lists and describes all visible fields for the Reassign User Workflow 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
Transaction Type	It lists and allows users to select the transaction type. It displays only those entity which user has access.
Transaction ID	It stores the transaction ID. The system only shows transactions that are not in the final stage.
Transition	It lists and allows users to select one of the transition to be reassigned.

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 Reassign User Workflow feature.

Button Image	Description
	The lookup tool allows users to browse and select existing items. It is used to select the transaction ID.
	It allows the users to save the reassign user workflow.

User Dashboard Control

Overview

User Dashboard Control screen allows user to configure workflowable entities to the Application User manually. Users can edit the configure either by removing and adding or updating priority. The logged in users can see only active entities which are configured to him.

Navigation

Admin ► System Security ► Workflow ► User Dashboard Control

User Dashboard Control screen Fields

Field	Description
ID	System define unique code.
Application User Profile	A unique identification user profile associated with the feature.
User Dashboard Control Display	Collection of 0 to many user dashboard control entity.

Workflow Process Context

Overview

Workflow Process Context supplied on the base system/package. It represents an entity or transaction in the system which follows a specific workflow.

Navigation

Admin ► System Security ► Workflow ► Workflow Process Contexts

Workflow Process Context screen Fields

Field	Description
Code	Unique identification code of the Workflow Process Context.
Active	Flag active means this workflow process context is active.
Entity	Name of the Entity for which the Workflow Process Context has been created.
Entity Status Property	Name of the attribute within the Entity (previous attribute) which must be assigned with the available status.
Entity Discriminator Property	It represents the name of the attribute entity that is used as a type (Ex.: Procurement Document Type on entity Procurement Document) that may be used in the Workflow Process to manage different behavior.
Entity Institution Property	Property of Workflowable entity where Workflow can get to the Institution.
Entity Application User Property	Property of Workflowable entity where Workflow can get to the Application User.
Workflow User Assignment	Name of the User Assignment Provider to be used by the Workflow for this Workflowable entity.
Description	Information or instructions related to the document or process subject to have workflow behavior.
Workflow Process Status Tab	The status of workflow applicable are added to Workflow Process Context from here.

Workflow Process Status

Overview

The various status available for Workflow process are added from this screen.

Workflow Process Status screen Fields

Field	Description
Code	Unique Identification Code for the Workflow process is added in this field.
Language	Language for the description is selected frrom the dropdown box available.
Description	Description of the Workflow process is added here.

Workflow Transition POST

Overview

This feature allows users to post the workflow transition.

A screenshot of the Workflow Transition Post 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 Workflow Transition Post from within the menu through this navigation path: Admin ► System Security ► Workflow ► Workflow Transition Post.

Visible Fields

The following table lists and describes all visible fields for the Workflow Transition Post 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
Workflow Process	It allows users to select the created workflow process using the lookup button or users can enter manually.
Transition	It lists and allows users to select the transition from the list.
Post URL	Stores the web URL defined for the workflow transition.
Send Entity Content	The default value of this field is set as unmarked. If it is checked then the system sends the entity content.
Type	It lists and allows users to select the type of the workflow. Users can select type as event or validation.

Button Image	Description
	The lookup tool allows users to browse and select existing items. Once selected, all available information automatically populates the corresponding fields.
	Click to save the information inputted. The record is stored and a confirmation message is presented.

Workflow Process

Overview

According to organization's needs users can define to have more than one Workflow Process related to a Workflow Process Context (E.g. Request for Proposal, Expression of Interest, etc. for Procurement Document) in case users want to define a different workflow behavior for each of them.

Navigation

Admin ► System Security ► Workflow ► Workflow Processes

Workflow Process screen Fields and Tabs

Field	Definition
Code	Unique identification code of the Workflow Process.
Context	Reference to the Workflow Context Process.
Longest Duration	Disable in insert mode. Auto-generated by the system.
Timing Unit	Disable in insert mode. Auto-generated by the system.
Discriminator Property Value	Select one value from the list. This list is filtered based on the Discriminator Property Entity selected in the Workflow Process Context, if applicable.
Workflow User Assignment Provider	Name of User Assignment Provider to be used by the Workflow for this Workflowable entity.
Description	Short description of the Workflow Process
Stage Tab	This tab contains all the available states for a particular process/document which are part of the finite state machine.
Transitions Tab	This tab is used to create a link between two stages, creating all the available transitions of the finite state machine associated with the Workflow Process; this is a key entity within the Workflow Engine.
Transition Validation Rules Tab	This tab contains the validation rules to be applied for a specific transition, the validation rules can be applied to both manual and automatic transitions.
Timing Alert Classifications Tab	This tab contains the color alert classification given to a Workflow Process based on the time expected to be resolved for each transition or action. This time interval might be different for each document or process type and can be represented in any time measure (days or hours usually) depending on the customer and business needs. This classification must be configured at the beginning of the installation before populating other workflow metadata entities, and the number of alert colors defined is unique for all documents or process types.

Entity Descriptor Properties

Overview

Tab contains one or more Entity Description Properties

Entity Descriptor Properties Tab screen Field

Field	Desciption
Sequence	Sequence represents sequence of the Entity Descriptor Properties.
Entity Property	Dropdown menu list allows users to select entity property.

Stages

Overview

This tab allows to insert different workflow stage into workflow process.

Stage Tab screen Fields

Field	Description
ID	Unique indemnifier code that represents the Stage
Custom Key	Custom key that represents the Stage.
Stage Type	Workflow process stage type, example Final, Initial, Intermediate.
Estimated Duration	Workflow process stage estimated duration.
Allowed Overdue Percentage	Percentage to define overdue time.
Notification Acknowledge	Check box to send notification acknowledgment.
Timing Unit	Dropdown list of workflow process stage timing unit. Value is either day or Hour
Status	Status of workflow stage like Created, Approved, Rejected, Cancelled, Approved Requested etc.
Language	Dropdown list, users can select the language he would like to use in the application (default).
Description	Description of the workflow stage.
Properties Tab	Tab contains information of property.

Properties

Overview

This tab allows users to insert property value into the stage if required.

Properties Tab screen Field

Field	Description
Property Name	Dropdown list to select the property name.

Timing Alert Classifications

Overview

Tab allows users to insert the timing alert classification into workflow process

Timing Alert Classification screen Field

Field	Description
Colour	Dropdown menu allows selecting an alert color.
Delay Percentage	Field contains delay percentage for an alert.
Description	Field contains a description of the Transition.

Transition Validation Rule

Overview

Tab allows to insert one or more Transition Validation Rule into workflow process

Transition Validation Rule Tab screen Field

Field	Description
ID	Unique indemnifier code that represents the Transition Validation Rule.
Custom Key	Custom key that represents the workflow Transition Validation Rule.
Left Operand Type	Left component of workflow process transition validation rules.
Operator	Dropdown list of operator status of the workflow process transition validation rules.
Right Operand Type	Right component of workflow process transition validation rules.

Transitions

Overview

The tab allows users to insert different transition level.

Transitions Tab screen Fields and Tab

Field	Description
ID	Unique indemnifier code that represents the Transition.
Custom Key	Custom key that represents the workflow Transition.
Active	If checkbox flag on, that means Transition is active, otherwise Transition is inactive.
Notify Assignee	Checking on the box allows to send the notification about the transition to the assigned user.
Notification Type	Dropdown allows user o select the notification type (Internal Message or E-mail).
Is Revert	Checkbox active indicates transition is reverted
Allow Manual Assignment	Flag on indicated that manual assignment is active.
Transition Type	Transition Type is either Manual or Automatic.
User Assignment	Workflow process stage estimated duration.
User Role	Assign user role to the transition.
Is Broadcast	Checkbox indicates Transition is broadcast or not.
Notify Submitter	Checkbox allows to send a notification to the submitter.
Is Note Required	Selecting the checkbox allows the user to add a note to the transition.
Attach Note To Notification	Selecting the checkbox allows the user to attach a note with the notification.
Notification Acknowledge	Check box to send notification acknowledgment.
Transition Priority	Dropdown allows to select the priority of the transition
Exclude Creator	Checkbox indicates Transition exclude creator or not.
From Stage	Selected stage from the list assigned to the transition From.
To Stage	Selected stage from the list assigned to the transition To.
Workflow User Assignment Provider Bean	Dropdown menu list to choose an appropriate value.
Business Form	Business form applies in cases when the system has to give warning messages to users.
Business Methods	Method of transition workflow assignment
Language	Users can select the language he would like to use in the application (default).
Description	Field contains the description of the Transition.
Transition Validation Tab	Tab contains transition validation rules.

User Impediment

Overview

The Impediment function allows users with adequate security rights to configure impediment periods for other valid users, creating periods when workflow transactions will not be assigned to a specific user but rather assigned to supporting users.

User Impediment screen Fields

Field	Description
User	Application user that will delegate transactions to other users.
From Date	Start date of an impediment.
To Date	End date of an impediment.
Apply to Existing Assignments	If true, currently assigned workflow transactions will be re-assigned as per Impediment. If false, only new workflow transactions will be assigned to other users.
User Role Application User Impediments	Allows users to select to whom the workflow transactions will be delegated to.

User Role Application User Institution

Overview

This entity can be created only by ‘User Administrator’ or ‘Super Users’, here the user can give access to different institutions to a specific user that have a specific user role.

Navigation

Admin ► System Security ► Workflow ► User Role Application User Institution

User Role Application User Institution screen fields

Fields	Description
User Role	Here user can select the user role from User Role Entity.
User	Here user can select the user from User Entity.
Institution Tab	Here user can add or delete as many Institutions, even after user saved the register

Workflow Process Attachment Classification

Overview

This feature is a configurable classification list of Files that are attached to any transition on any workflow. The system uses this list to enforce a user attaching a specific file that matches the classification list linked to a specific WFP Process and Transition.

Navigation

Admin ► System Security ► Workflow ► Workflow Process Attachment Classification

Workflow Process Attachment Classification screen Fields and Tab

Fields	Description
Code	Unique identification code assigned by the system.
Origin	Shows the Origin of the WFP Attachment Classification whether it is created manually or from Data Import.
Workflow Process	This feature allows user doing lookup for this entity, when the user selects a value then automatically fill fields.
Context	It is the Context linked with the WFP context.
Discriminator Property Value	Value selected by the user in case the WFP Context has a discriminator Configure in its corresponding WFP Context entity.
User Defined Discriminator Property	List of properties from WFP Entity.
User Defined Discriminator Property Value	This value depends on attribute User Defined Discriminator Property.
Name	A Short name for describing the file
Description	Description of the file content, used to clarify end users what the content of the file is
Transition Attachment Classification Allowed Tab	This tab is a configurable classification list of Files that can be attached by transition for any WFP.

Transition Attachment Classification Allowed Tab

Overview

In this tab User can clasify attachment for perticular workflow stage.

User Role screen Fields and Tab

Fields	Description
Attachment Classification	It defines the file type of the attachment. like Pdf, word, jpg. Dropdown allows the user to select a classification from the list
Workflow Process Transition	Applicable Workflow Process Transition where this specific attachment is applicable. Dropdown allows to select the reference to a transition that belongs to the Workflow Process
Is Mandatory	if the checkbox is true then the attachment is mandatory.
Name	A short name for describing the file.
Description	Description of the file content, used to clarify end users what the content of the file is.

Audit

Overview

To help maintain control over your organization’s daily operations, the FreeBalance Accountability Platform provides a powerful audit trail function that retains a complete record of all system operations.

In these features, users can search audit entries using several filter criteria for any Platform module. Filter criteria includes the following: Username, Audit Timestamp, Entity Name, Id Field, and Domain Event Type (insert, update, delete).

Also, users can configure some audit settings such as:

Enable or disable audited entities
Edit information about some entity fields for audit purposes

Audit Entries

Overview

This form allows users to see the auditing that is taking place. Providing information of which user made inserts, deletions and modification in which entity.

Navigation

Admin ► System Security ► Audit ► Audit Entries

Audit Entry screen Fields

Field	Description
Username	Defines the user that performed the Audit Entry.
Audit Timestamp	Defines the timestamp of the executed operation.
Entity Name	Defines the name of the entity to be selected from the drop-down box.
ID Value	Defines the ID value of the entity to search. It should be used in conjunction with the previous filter attribute, otherwise, the results will be meaningless.
Unlocalized Description	Defines the descriptive attribute of the entity to search when this attribute is not multilingual.
Domain Event Type	Defines the event type.
Language	Country specific language used to insert description.
Description	Short description of the Audit Entry.
Property Name	Property name which holds for audit purpose.
Old Value	Old value of the property.
New Value	New value of the property.
IP Address	IP address holds audit entries detail.
HTTP Session ID	Define ID of HTTP session
Unallocated Description	Short description holds unallocated reason.

Audit Settings

Overview

Audit Settings is used to include or exclude a particular entity from the audit system, as well as to indicate which descriptive property of the entity should be shown in the Audit Entry form.

The form presents a list of all entities that were defined as auditable. After selecting one of the entities in the list, the user will be presented with a dialog box from where he/she can configure the above mentioned audit attributes for the entity. The discard button can be used to delete the changes made while the update button must be used to store any changes made. The buttons at the bottom of the main form are used enable or disable all entities irrespectively of their individual settings.

Navigation

Audit ► System Security ► Audit ► Audit Settings

By default, a list of auditing entities appears. Click over the entity want to set up.

Login Audit

Overview

This screen allows to view everyone who logged into the system and if they were valid or invalid users, if they entered invalid passwords.

Navigation

Audit ► System Security ► Audit ► Login Audit

Login Audit screen Fields

Field	Description
User	Defines the identification code of the user.
Ip Address	Defines the IP address of the workstation.
Login	Defines the login date.
Valid	If the box is checked, the system searches only for successful logins. If the box is unchecked, the system looks only for unsuccessful logins. If the box is left blank, the system disregards these criteria.
Invalid User	If the box is checked, the system search only for unsuccessful logins due to the invalid user ID. If the box is unchecked, the system looks only for logins where there was a valid user. If the box is left blank, the system disregards these criteria.
Invalid Password	If the box is checked, the system searches only for unsuccessful logins due to invalid passwords. If the box is unchecked, the system looks only for logins where there was a valid password. If the box is left blank, the system disregards these criteria.
Logout	Defines the date and time of the logout for the given login. This column may be empty if the user is still in session or if the session was unduly terminated.
Duration (Secs)	Show the duration of time in seconds.

License

Overview

License screen allow user to check license details and update license expiration date.

Navigation

Admin ► System Security ► Audit ► License

License screen Fields

Field	Description
ID	ID of the installed license.
Customer	Name of the customer.
Location	Location of the customer, example country name.
Version	License version.
Type	License type, default is FreeBalance.
Exceed Action	This field contains allow or disallow option.
Warning Type	Shows if warning type available or not
Warning Offset	Warning offset value.
Activate Expiration	User need to turn on checkbox if the user wants to set expiration date.
Expiration Date	Set expiration date of the license.
Alerting Days	Alerting days values which alert the user before the expiration of the license.
Alert Message	Contain alert message which appears before the license expires.
Blocking Message	Field contains blocking message.

Field	Description
Entity ID	Field represents entity reference id.
Application User	Field represents Application user.
Workflow Process	Workflow process filter.
Current Stage	Allows filtering by current stage.
Target Workflow Stage	Allows filtering by next workflow stage.
Comment	Allows users to add additional comments to report.
From Deadline	Field contains starting deadline date to generate the report.
To Deadline	Field contains Ending deadline date to generate the report.
Entity Name	Field allows users to select the entity name from available option.
Institution	Field allows users to select and generate the specific institution wise report.

User Details Report - Location wise

Objective

This report displays all information related to a User selected, including its Functional Classes and Security Groups, assigned- Location wise.

Navigation

Admin ► System Security ► Reports ► Location User Detail Report

Location User Detail Report screen Fields and Tabs

Fields	Description
Region	If user select region the report will be Filter by region. This field retrieves the records from Region table.
From Date	Beginning Date of the report. System calendar in order to allow users to define the begin date for gathering the information.
To Date	Ending date of the report. System calendar in order to allow users o define the last date for gathering the information.
User Status Active	This checkbox allows gathering the details of active users.
User Status InActive	This checkbox allows gathering the details of inactive users.
User Status Suspended	This checkbox allows to gather the details of suspended users.
Institution	Institution or institutions relating to which the security groups report is to be generated.

Workflow Configuration Report

Overview

This report provides details of the configured WF transitions, stages, and rules. This report helps implementation specialists to generate configuration blue prints. It provides different filter option to generate a specific report.

A screenshot of the Workflow Configuration Report 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 Workflow Configuration Report from within the menu through this navigation path: Admin ► System Security ► Reports ► Workflow Configuration Report.

Filters

The following table lists and describes all filter fields for the Workflow Configuration Report in their default order. Note that some fields depends 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
Workflow Process Context	Workflow process context code entered by users or using lookup as a filter.
Workflow Process	It allows users to enter the workflow process ID or select a workflow process ID using lookup as a filter.
Include WP Transition	If marked checked, the report generates and shows the transition details for the selected workflow process. By default it is set as unmarked.
Include WP Transition Validation Rules	If marked checked, the report generates and display the transition validation rules created for the selected workflow process. By default it is set as unmarked.
Comment	Allows users to add a custom comment to the generated report.

Visible Fields

A sample of the report is available here.The following table lists and describes all visible fields for the Workflow Configuration 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.

Field	Description
Organization Logo	The organizational logo.
Report Title	Name of the report.
Report Date	Indicates the date of report generation.
Report Time	Indicates the time of report generation.
User	Shows the user who generated the report.
Page	Shows page number out of total pages.
Filter Criteria	It indicates a summary of entered filters by users.
Comment	Shows the comment entered by users in the report filter.
Workflow Process Report
WP Code	Unique identification code of the workflow process.
WP Description	A short description of the workflow process.
Context	Reference to the workflow process context code under which the workflow process has been created.
Longest Duration	Duration of the workflow activation.
Time Unit	Time unit of the workflow activation duration.
Discriminator Property	This value is filtered based on the discriminator property entity selected in the workflow process context, if applicable.
User Assignment Provider	Name of user's assignment provider.
Workflow Processes Transition Report (Annex.1)
WP Code	Display the code of the workflow process.
Transition Custom Key	The sequential ID assigned to each validation rule for viewing purposes.
Active	Indicates whether the transition is active or not.
Transition Type	Indicates whether it is a manual or automatic transition.
From Stage	Describes the stage which originated the transition.
To Stage	Describes the stage which received the transition.
Role	Describes the user role (code) assigned to the transition (blank for transition type Automatic).
User Assignment	Describes the hierarchical level of the assigned user.
Transition Validation Rule Custom Key	The sequential ID assigned to each validation rule for viewing purposes.
WP Transition Validation Rules (Annex.2)
WP Code	Display the code of the workflow process.
Transition Validation Rule Custom Key	The sequential ID assigned to each validation rule for viewing purposes.
Left Operand Type	Left component of workflow process transition validation rules.
Left Operand Value	Value of the left component based on selected operand type.
Operator	List of operators for the validation rule.
Right Operand	Right component of workflow process transition validation rules.
Right Operand Value	Value of the right component based on the selected operand type.

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 Workflow Configuration Report feature.

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 the 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.
	The Lookup tool allows users to browse and select existing items. It is used to select workflow process context and workflow process.

Workflow Stages Processing Time Report

Overview

Purpose of this report is to analyze the time spent for processing a transaction in the different stages it underwent.

Navigation

Admin ► System security ►Reports ► Workflow Stages Processing Time Report

Workflow stages processing Time report screen Fields and Tab

Fields	Description
Fiscal Year	This is a mandatory filter. Defaults to current year. Allow selection of the previous year.
Organization	Mandatory filter- Allow to selection from concept "Department" in the "Organization" segment of UACS. Derived Department name from the concept "Department "which roll up from the agency. Print as per selection.
Document Type	Allows selecting the different entity for which the workflow process function is applicable.
From Date	System calendar in order to allow users o define the begin date for gathering the information.
To Date	System calendar in order to allow users o define the last date for gathering the information.
Comment	Comments for output reports.

User Detail Report

Overview

This report displays all information related to a User selected, including its Functional Classes and Security Groups assigned. Using this report, User Administrators are able to analyze real permissions given by crossing all functional classes assigned. In case of denial of permissions, a denial will prevail over any other granted permission.

Navigation

Admin ► System Security ► Reports ► User Detail Report

User Detail Report screen Fields

Field	Description
User	The user for whom the detail report is to be generated is to be selected.
Active	It refers to whether the selected user is active or not. If, for instance, the user is active but in order to generate the report, if this field's attribute is set to false, the report would not be generated. Hence, the user's credential must match with the data in this field in order to generate the report.
Display Functional Classes Detail	Whether the User detail report should display the functional classes details of the user is to be selected from this field as per requirement.
Authentication Type	Whether the authenticity is: local or trusted is to be selected from the drop-down box in this field.
Comments	Any comment regarding the User detail report is to be described in this field.
Sort By	The data will be generated following the sorting criteria selected here. For example, User detail report may be sorted by User code in order to generate the report.

Functional Class Report

Overview

This report displays all information related to a Functional Class selected, including its Features and properties. Using this report, User Administrators are able to analyze which Menu Options or which permissions are allowed for each Functional Class, therefore, for each User Security Group.

Navigation

Admin ► System Security ► Reports ► Functional Class Report

Functional Class Report screen Fields

Field	Description
Functional Class	Functional Class for which the report is to be generated is to be selected from the lookup button.
Comment	Any comment regarding users detail report is to be described in this field.
Institution	Institution or institutions relating to which the security groups report is to be generated.
Sort by	The sorting criterion which is to be followed while generating the report, for example, sorting may be made by Functional Class code.

Languages

Spoken Languages

Overview

It is a repository of spoken languages to be kept into record in the system which may be included in employee information and in other entities.

Navigation

Admin ► Language ► Spoken Language

Spoken Language screen Fields

Field	Description
Code	Unique identification code for the Spoken Language.
Active	If false, the Spoken Language cannot be selected in new transactions.
Abbreviation	Short description for the Spoken Language.

Application Languages

Overview

FreeBalance applications are designed to support multiple languages. Users can configure several languages to view and enter information to the Platform.

Languages can be configured as Mandatory or Optional. If one or some languages are configured as Mandatory, all the Platform users must enter one by one the Description field values in those languages.

Navigation

Admin ► Languages ► Application Languages

Application Language screen Fields

Field	Description
Code	Unique identification code of the application language.
Locale code	Unique code of the language of a specific country or region.
Type	Specifies whether the application language is set to Hidden, Mandatory or Optional.
Language	Country specific language used to describe the fields in the screen.
Description	Short description of the application language.

Language Catalogue Entries

Overview

FreeBalance applications are designed to support multiple languages. Users can configure several languages to view and enter information to the Platform. This option allows adding and updating system texts in all the configured languages. These system texts cover: Menu Entries, Field Labels, Messages, Error Messages, Exceptions, and Enumerations. Users can update any time any of these texts for any language.

Navigation

Admin ► Languages ► Language Catalogue Entries

Language Catalogue Entries screen Fields

Field	Description
Language	Country specific language used to describe the fields in the screen.
Content	Text to be used in the language selected, overrides the original text of the field/menu entry/message.
Preserve in Future Updates	Indicates if the content is to be preserved in future updates of the language data base.

Custom Domains

Custom Domain Types

Overview

A custom domain type (CDT) definition creates a CDT that can be referenced by any entity within the platform. CDT definitions can be referenced by more than one Entity.

Navigation

Admin ► Custom Domain ► Custom Domain Type

Custom Domain Type screen Fields and Tab

Fields	Definitions
Code	Unique identification number of Custom Domain Type.
Description	Description of Custom Domain Type.
Properties Tab	By clicking on the new button, the order, language, description, and type of Custom Domain type property is mentioned from this tab.

Custom Domain Type Property

Overview

The property of Custom Domain Type is mentioned in this tab.

Custom Domain Type Property Tab screen Fields

Field	Description
Order	Order of the Custom Domain Type Property.
Description	Description of the custom Domain Type Property.
Type	It refers to the type of the property which may be Boolean, string, date, etc.

Custom Domain Types List

Overview

Custom Domain Type (CDT) supports a ‘list of values’ data type which is based on a closed domain list. This feature enables the application to configure and add custom attributes for an entity as part of additional information that can be required for a group of instances or all instances of an entity.

Navigation

Admin ► Custom Domains ► Custom Domain Type Lists

Custom Domain Type List screen Fields and Tab

Field	Description
Code	Unique identification number for the Custom Domain Type List.
Description	Description and additional regarding the Custom Domain Type List.
Entries Tab	Entry of Custom Domain type list is made by clicking on the new button of this tab.

Custom Domain Type List Entry

Overview

Custom Domain Type List Entry tab allows to insert one or more entity in custom domain type list.

Custom Domain Type List Entry Tab screen Fields

Field	Description
Language	Language use to enter description.
Description	Description of the custom domain type list entry.

Support Entities

Overview

Support Entities are a series of standard base components that are reused for government functions. These entities are inherited, configured and adapted to support system extensibility.

The characteristics of Support Entities include:

Government-specific functions.
Enabling of rapid implementation, configuration and change.
An extensible base for new applications to extend customer investment.

Acquisitions

Acquisition Types

Overview

Inventory and Asset items are acquired by methods that can be the same and different from each other. These methods usually have a corresponding document, usually a Donation or a Purchase Order, to complete the acquisition of the selected inventory item. Other acquisition types depend on the needs of the customer or organization. This function represents all acquisition types valid for the acquisition of an Asset Item or Inventory Item. The information displayed on this screen is a user defined catalogue of acquisition types used in the organization.

Navigation

Admin ► Support Entities ► Acquisitions ► Acquisition Types

Acquisition Type screen Fields

Field	Definitions
Id	Unique identification code of Acqusition type.
Description	This is a brief description of the acquisition type, examples are: 'Purchase Order' 'Donation', 'Grant', Etc

Acquisitions

Overview

Acquisition screen Contains the Acquisition Information for several Asset Items or Inventory Items acquired by the same method and corresponding document, usually a Donation or a Purchase Order, however more Acquisition Types might be available.

Navigation

Admin ► Support Entities ► Acquisitions ► Acquisitions

Acquisition screen Fields

Field	Description
ID	Unique identification code of acquisition entered either manually or system generated based on parameter setting.
Reference Number	Reference number depending on the acquisition type is entered is in this field manually.
Acquisition Type	Acquisition type is to selected from the available option. Probable values are: Journal Voucher, Expense Voucher, not applicable, etc.
Acquisition Date	This is the date when the items were acquired. If the acquisition information is generated by the GRN, then the date must be equal to the purchase order date.
Reception Date	This is the date when the items were received. If the acquisition information is generated by GRN, then receipt date must be equal to GRN date.
Acquisition Entity Type	Entity associated with the Acquisition Type, but if the acquisition type is not being managed by the FreeBalance Accountability Platform, this value must be 'not applicable'.
Acquisition Information Source	User will select acquisition source from the drop-down list. The source from where the acquisition information is generated gets selected in this field. The possible values are: GRN, Web service, Manually entered and others.
Is Acquisition Referenced By Financial	The default value is false. It is read only for the user. It's value is set to true by system when Asset item financial transaction is approved.
Description	A description of the acquisition information, this is only applicable for manually entered acquisition information instances.
Details	This attribute may contain information about the acquisition conditions, e.g. donation restrictions, sole destination of assets, etc.
Institution Tab	User can attach one or more institution with the acquisition.

Change Request

Change Request Types

Overview

The Change Request Types function allows users to create and maintain a current list of types of change requests used to modify sensitive information on different functions, for example the role for a specific user.

Navigation

Admin ► Support Entitles ► Change Request ► Change Request Types

Change Request Type screen Fields

Field	Description
ID	System Generated Id or user-defined Id for a Change Request. This Id must be used to associate to a Workflow Process, for the Change Request Type to be in effect.
Description	A brief description of the Reason of the Change Request Type.

Restriction Context

Overview

Restriction Context allows users to identify preconfigured transactions that are subject to generate a Change Request when information is modified.

Navigation

Admin ► Support Entities ► Change Request ► Restriction Context

Restriction Context screen Fields and Tab

Field	Description
Code	User defined unique identification code for the Restriction Context.
Active	If true, restriction on the configured screen is active and update operations trigger a Change Request.
Entity	Users can select from the preconfigured list of entities subjected to Restrictions.
Entity Institution Property	Identifies within the screen the Institution property to use.
Entity Fiscal Year Property	Identifies within the entity the Fiscal Year property to use
Entity Fiscal Period Property	Identifies within the entity the Fiscal period property to use
Change Request Type	Users select the change request type ID associated with the Restriction Context.
Description	Brief description of the Restriction Context.
Restriction Context Properties tab	Allows users to select specific screen properties that are subjected to generating a Change Request under this Restriction Context.

Restriction Context Properties

Overview

Restriction Context Properties tab allows users to insert entity property details in Restriction Context.

Restriction Context Properties Tab screen Fields

Field	Description
Active	If true, restriction on the configured entity is active and update operations will trigger a Change Request.
Entity Property	Field allows users to insert pre-created entity property.
Entity Property Class	Value will automatically select by the system based on value selected in Entity Property field.
Language	Country specific language to describe the Restriction Context Properties tab.
Description	Short description of Restriction Context Properties tab.

Change Request

Overview

A change request is a document containing a call for an adjustment, that is generated when an entities properties are modified and a Restriction Context that contains them is active.

Navigation

Admin ► Support Entities ► Change Request ► Change Request

Change Request screen Fields

Field	Description
Code	Unique identification number for the Change Request, system generated.
Workflow Status	Status of the associated Workflow process.
Domain ID	Allows users to view the related transaction screen that trigger the Change Request.
Restricted Properties Only	If true, identifies a change request that applies to a set of restricted properties only.
Last Operation Sequence	Sequential number of the change request for this screen.
Change Request Type	Associated Change Request Type.
Restriction Context	Associated Restriction Context.
Institution	The Institution associated with the change request.
Fiscal Year	The associated current fiscal year in which the change request is implemented.
Fiscal Period	The associated current fiscal period in which the change request is implemented.
Created on	Timestamp of creation.
Created by	User that triggers the Change Request.
Approved on	Timestamp of approval.
Approved by	User that approved the Change Request.
Change Request Operation Tab	Change request operation detail shows in this section.

Content Categories

Overview

There is often a requirement to link information to transactions or metadata to give it context. An example is the need to map budget transactions to relevant laws and regulations. Content is entered as a file attachment or HTML link.

Content must be categorized. Examples would be to categorize content as a Law, Regulation, or Governing Document.

Navigation

Admin ► Support Entitles ► Contents ► Content Categories

Content Categories screen Fields

Field	Description
ID	Unique identification number describing the Content Category.
Active	If false, the Content Category cannot be used anymore and it would be there for reference purposes.
Name	The name of the Content Category
Description	Description of the Content Category.

Overview

Navigation

Admin ► Support Entities ► Contents ► Contents

Content screen Fields

Field	Description
ID	Unique identification number describing the Content
Active	If false, the Content cannot be used anymore and it would be there for reference purposes.
Valid From	Date the Content becomes valid for use
Valid Until	Date the Content becomes invalid for use
Content Category	Selectable list. Refer to Content Category.
Attachment	Reference to the attachment with the content in question
Hyperlink	Hyperlink to the website of the content in question
Name	Name of Text describing the content entered.
Description	Description of the Content.

Contracts

Contract Types

Overview

The Contract Type screen contains the catalogue with the different Contract Types such as Consulting Services, Goods and Services, Small Works, etc. Each Contract Type can contain specific Contract Sections (templates).

Navigation

Admin ► Support Entities ► Contracts ► Contracts Type

Contract Types screen Fields

Field	Description
ID	Unique identification code of the Contract Type.
Active	Active Status - if checked, Contract Type is available.
Custom Domain Type	A single Custom Domain Type that contains all of the necessary properties for the Contract Type.
Name	The name of the Contract Type.
Description	Short description of the Contract Type.

Contract Type Sections

Overview

Contract Type Sections tab facilates users to add precreated Document in Contract Type.

Contract Type Sections Tab screen Fields

Field	Description
Order	Order for Contract Type Section is entered in this field.
Document Section	Attached file for Contract type is selected from the lookup button available in this field.

Contracts

Overview

Contracts are a binding agreement between two or more persons that is enforceable by law. Contracts can be used for employee work agreements, as well as agreements between buyers and suppliers. The Contract screen allows a user to keep track of contract information which includes the Contract Type, the Vendor, the Signing Date, the Start Date, and the Finish Date.

Navigation

Admin ► Support Entities ► Contracts ► Contracts

Contract screen Fields

Field	Description
Code	Unique identification code of the Contract Type.
Contract Type	Active Status - if checked, Contract Type is available.
Vendor	The companies that sell products or services to the company that users work for.
Reference	The reference number of the contract agreement.
Signing Date	Enter the Signing Date of the contract, which can be selected by using the calendar icon.
Start Date	Enter the Start Date of the contract, which can be selected by using the calendar icon.
End Date	Enter the Finish Date of the contract, which can be selected by using the calendar icon.
Amount	The amount included in the contract information.
Abbreviation	Short form of the contract name.
Description	Short description of the contract.
Additional Information	Any additional notes related to the contract.

Attachments

Overview

Information regarding attachment made for Contract is added in this screen.

Attachment Tab screen Fields

Field	Description
Id	System generated a unique identification code for the Attachment.
Attachment Classification	This feature allows the user to select the attachment file format type from the drop-down list.
Title	Title of the attachment.
Description	Description of the attachment.
Attachment	File to be attached by clicking on "Choose File" Icon.
Date time	Date and Time of file attachment is recorded in this field by the system.
Date	Date of the attachment.
User	User attaching the file is recorded in this field by the system.

Field	Description
ID	System generated integer identifying a card holder.
Active	Flag indicating if the credit card Holder Is Active or not.
Holder	Detailed description of the credit card holder.
Credit Cards Tab	Credit Cards assigned to the card holder are to be added from this tab by clicking on the lookup button.

Funding Sources

Funding Source Types

Overview

Funding Source Type contains the central repository of the different Types of Funding Sources used throughout the system such as Donators, Foreign Financial Organization, Local Financial Organization, Government, etc.

Navigation

Admin ► Support Entities ► Funding Sources ► Funding Source Types

Funding Source Type screen Fields

Field	Description
ID	Unique auto-generated numeric code for Funding Source type.
Active	If false, the Funding Source Type cannot be used anymore and it would be there for reference purposes. If true, it is available for use.
Abbreviation	Short description of the Funding Source Type.
Description	Full description of the Funding Source Type

Funding Sources

Overview

Funding Source screen contains the different Funding Sources, for instance Federal Government, Local Government, World Bank, International Monetary Fund, etc. Funding Sources describe where funds associated with a Contract are coming from. When a Funding Source is entered into the System, it is applied to Normal and Advance Payments with regards to Contract Management.

Navigation

Admin ► Support Entities ► Funding Sources ► Funding Source

Funding Sources Screen Fields

Field	Description
Code	Unique auto-generated identification code for each Funding Sources.
Active	If active is checked, it indicates the said funding source is available for use. If the attribute is unchecked, the funding source is unavailable for use.
Funding Sources Type	Reference to the Funding Sources Type such as Municipal, Foreign Financial Organization, Government, etc.
Name	Short reference name given to each Funding Source.
Language	Dropdown list, users can select the language he would like to use in the application.
Description	Brief description of each Funding Sources.

Meetings

Meeting Types

Overview

Meeting Types contains a catalogue of Meeting Types such as Briefing, Negotiation, etc.

Navigation

Admin ► Support Entities ► Meeting ► Meeting Types

Meeting Type screen Fields

Field	Description
ID	Unique identification number describing the business trip group
Active	If false, the Content Category cannot be used anymore and it would be there for reference purposes
Abbreviation	Short form word describing the Meeting Type
Description	Description of the Business Trip Group.

Meetings

Overview

Meeting contains relevant information about meetings records. For example in Procurement Module: Briefing and Negotiation meetings.

Navigation

Admin ► Support Entities ► Meeting ► Meeting

Meeting screen Fields and Tab

Field	Description
ID	Unique identification number describing the business trip group
Employee Responsible	Person responsible of the logistics and keeping records of the meeting.
Scheduled Date	Date and time when the meeting is scheduled, defined by the user.
Meeting Type	Such as Briefing, Negotiation, etc. to be selected from the drop-down box. Refer to Meeting Type entity.
Description	Description of the Meeting.
Attachment Tab	Collection of zero to more attachments related to the meeting.

Attachments

Overview

Collection of zero to more attachments related to the meeting is made from this tab.

Attachment Tab screen Fields

Field	Description
Id	Unique Identification code for the attachment.
Language	Language to be used to describe title and description fields.
Title	Title for the attachment.
Description	Description of the attachment.
Attachment	File to be attached by clicking on "Choose File" icon.
Date Time	Date and Time of file attachment is recorded in this field by the system.
User	User attaching the file is recorded in this field by the system.
Attachment Language	The language used in the attachment file is mentioned in this field.

Scenarios

Operations

Overview

This screen allows users to make use of an existing scenario. First, users must select one of the available scenarios and is presented with all of the active private scenarios, as well as all of the active public scenarios.

After selecting the desired Scenario, users must enter the Scenario to be able to perform the other Scenario Operations. When users enters a Scenario, the system updates the Session Details area of users interface container with the Scenario information and activates, in the same area, an Exit Scenario option. This option should be used whenever one wants to leave the scenario working environment. If users logs off, the scenario environment is automatically exited. Upon the next login, users enter the regular production environment.

Navigation

Admin ► Support Entities ► Scenarios ► Operation

Scenario Operation screen Field

Field	Description
Scenario	Select the Scenario users would like to run from the drop-down menu.

Scenario Types

Overview

The Scenario System is designed to provide a non-production environment where users can execute business processes on top of mirrored data, thus avoiding modifications to production information. Scenario Types should be used by FreeBalance implementation staff to set up the valid scenario types for a given customer installation.

Navigation

Admin ► Support Entities ► Scenarios ► Scenario Types

Scenario Types screen Fields

Field	Description
Code	Unique identification code of the Scenario Type.
Package Prefix	This is the technical name of the java project that is related to this scenario type. Currently scenarios are supported for com.fb.gombp (Mongolia Budget Planning System) and com.fb.ghr (Salary Planning Module of the CSM system).
Description	Short description of the Scenario Type.

Scenarios

Overview

The Scenario screen is used to define and create scenarios for analysis purposes. Scenarios are copies of source environments.

Navigation

Admin ► Support Entities ► Scenarios ► Scenarios

Scenario screen Fields

Field	Description
Code	Unique identification number describing the scenario.
Active	Active Status - if checked, the Scenario is available for use.
Last Step Sequence	Number which is generated by system indicating the last step sequence. Indicates if the scenario will use the same combination of steps used before
Scenario Scope	Sets whether the scenario is public or private.
Scenario Status	Refers to the current status of the scenario (created, deleted, etc...) which is system generated.
Scenario Type	Indicates whether the Scenario type is for Budget Planning or Salary Planning.
Application User	The user that will be using the scenario is automatically entered by the system.
Description	Description of the scenario is mentioned in this field.

Units of Measure

Overview

Units of Measure are used to denote size, quantity, volume, weight, time, and other measurement types for some entities such as goods, services, etc. in the system.

Navigation

Admin ► Support Entities ► Units of Measures ► Units of Measures

Unit of Measure screen Fields

Field	Description
ID	Unique numeric code for the unit of measurement.
Active	If true i.e. checked, the unit of measurement can be used in application to quantify.
Type	Defines the type of unit of measurement: Such as Area, Linear, Time, Volume, Weight, etc.
Is Product	Active checkbox means unit of measure is used for the product
Is Catalogue Item	Active checkbox means the unit of measure is used for the catalog item.
Abbreviation	Such as secs (for seconds), m (for meter), etc.
Description	Unit of measurement is described in this field.

Unit Converters

Overview

Unit Converters are conversion factors between two units of measure, e.g. 1 meter is equal to 3.28 feet. They are used for example when a Procurement Catalogue Item Unit and a Vendor Catalogue Item Unit are different.

Navigation

Admin ► Support Entities ► Units of Measures ► Units Converters

Unit Converter screen Fields

Field	Description
Source Unit Of Measure	The unit of measure of the first item for conversion.
Target Unit Of Measure	The unit of measure of the destination item for conversion.
Factor	Conversion factor between Source and Target Unit of Measure.

Budget Classifiers

Entities for generating payroll files. Budget Classifiers Mapping SIGAF-GRP and SIGFA (NEW) is an entity of budget classifiers.

Budget Classifiers Mapping

Overview

Budget Classifiers Mapping SIGAF-GRP and SIGFA (NEW)is an entity of budget classifiers.

Navigation

Admin ► Support Entities ► Budget Classifiers ► Budget Classifiers Mapping

Budget Classifiers screen Fields

Fields	Description
Code	Unique identification code either manually created or automatically.
SIGAF GRP Coa	The GRP CoA attribute.
SIGAF GRP Segment	The GRP segment attribute.
SIGAF GRP Concept	The GRP concept attribute.
SIGAF GRP Element	The GRP element attribute.
SIGFA Element Code	The GRP element code attribute.
Last Updated By	Updated automatically by the system at creation time of the record
Last Updated Date And Time	Updated automatically by the system at creation time of the record.

Cutoff Periods

Overview

According to the SRS requirements for Nicaragua Project, for this process is considered the definition of Cutoff Period that is defined in Annual Personification Table, where specific Cutoff Period are set for each type of operation or business process.

The Directorate General of Government Accounting has the legal responsibility to develop and deliver quarterly information to the National Assembly.

Quarterly and Monthly Execution Cutoffs are linked to those defined in the Schedule of Budget Execution.

CutOff Validations

Overview

This entity contains the list of all Cutoff Periods. This feature is to have a rendering control.

Navigation

Admin ► Support Entities ► Cutoff Period ► CutOff Validations

CutOff Validations Screen Fields

Fields	Description
Code	Unique identifier of Cutoff Validations. Consecutive unique number automatically generated and assigned by the system. Attribute read only, visible to the user, but can’t change it.
Fiscal Year	Fiscal Year of Cutoff Period.
Workflow Status	Workflow status of the CutOff Validation. Available stages are: Created’, ‘Approval Requested’, ‘Approved’, ‘Cancelled’, Default= ‘Created’.
CutOff Period Extend	The user must enter the value of this field. This only can be entered when the Workflow Status = ‘Approve’
Institution	Code of Institution (OCE) or Execution Unit (OEP) identified by Institutional Classifier which the Cutoff Period affects.
CutOff Business Process	An identifier that identifies a Cutoff Business Process.
CutOff Execution Type	Identifier that identifies a Cutoff Execution Type.
From Date	Start date of the cutoff date. Manually entered by the user. The system should validate that attribute value "Date From" should be greater or equal than "System Date".
To Date	End date of the cutoff date. Manually entered by the user.
Created By	User who created the CutOff validation.
Created Date	Creation date of the CutOff validation
Approved By	User who approved the Cutoff Validations. Populated automatically by the system, when the cutoff period is approved.
Approved Date	Date and time in which the Cutoff Period turns to ‘Approved’ Status. Default current system date and time. Populated automatically by the system at the time of approval.
CoA Group	COA Group is required when selecting a coding block or creating an expression
Coding Block Type Definition	A coding block expression is useful when is required to define a coding block which applies to different institutions. For example, coding block refers to the same item but for the distinct institution.
Language	Users selects among the available languages the one that will be presented as default.
CutOff Period Name	Name of the CutOff Period.

Support Entities

Support Entities are a series of standard base components that are reused for government functions. These entities are inherited, configured and adapted to support system extensibility.

The characteristics of Support Entities include:

Government-specific functions.
Enabling of rapid implementation, configuration and change.
An extensible base for new applications to extend customer investment.

CutOff Business Process

Overview

This entity contains the list of all business process and specific types of management that can to be associated with Cutoff Periods.

The business process are, e.g. Appropriations; Purchasing and Procurement; Assets and Inventory; Revenues; Expenditures; Treasury Management; Payroll; General Ledger; etc.

The specific types of management by a business process are, e.g. Basic Services, Travel, and Per Diem, Contracts, Grants, Transfers, Revolving Funds, Remuneration, Purchasing Goods and Services, Debt, Compensated Operations of Revenue and Expenses, Consolidation of the Budgetary Execution, etc.

Navigation

Admin ► Support Entities ► Cutoff Period ► Support Entities ► CutOff Business Process

CutOff Business Process screen Fields

Fields	Description
Code	Unique identifier that identifies a Cutoff Business Process. Consecutive unique number automatically generated and assigned by the system. Attribute read only, visible to the user, but can’t change it.
Active	To indicate if the Cutoff Business Process is Active or Restrictive. True = 'Active', False= 'Restrictive' The default value is True. Modifiable attribute by the user.
Module Catalog	Module catalog id which is required for this CutOff Business Process.
Sub Module catalog	Sub Module catalog id which is required for this CutOff Business Process.
Sub Module Catalog Name	Shows the name of the selected submodule catalog.
CutOff Execution type tab	List of one to many Cutoff Execution Type assigned to this Cutoff Business Process

CutOff Execution Type

Overview

This entity contains the list of all specific types of execution that can to be associated with Cutoff Periods.

Navigation

Admin ► Support Entities ► Cutoff Period ► Support Entities ► Module Catalog

CutOff Execution Type screen Fields

Fields	Description
Code	A unique identifier that identifies a Cutoff Execution Type. Consecutive unique number automatically generated and assigned by the system. Attribute read-only, visible to the user, but can’t change it.
Active	To indicate if the Cutoff Execution Type is Active or Restrictive. True = 'Active', False= 'Restrictive' Default value is True. Modifiable attribute by the user.
Execution type	Close domain of execution types.

Module Catalog

Overview

This entity contains the list of all the modules that can to be associated with Cutoff Periods.

Navigation

Admin ► Support Entities ► Cutoff Period ► Support Entities ► Module Catalog

Module Catalogue screen Fields

Fields	Description
Code	Unique identifier that identifies a Module. Consecutive unique number, automatically generated and assigned by the system. Attribute read only, visible to the user, but can’t change it.
Active	To indicate if the Module is Active or Restrictive. True = 'Active', False= 'Restrictive' Default value is True. Modifiable attribute by user.
Name	Name of the module catalog
Sub Module catalog Tab	List of one to many SubModule Catalog assigned to this Module Catalog

Sub Module Catalog

Overview

This entity contains the list of all the sub-modules that can to be associated with Cutoff Periods

Navigation

Admin ► Support Entities ► Cutoff Period ► Support Entities ► Sub Module Catalog

Sub Module Catalogue screen Fields

Fields	Description
Code	Unique identifier that identifies a SubModule. Consecutive unique number automatically generated and assigned by the system. Attribute read only, visible to the user, but can’t change it.
Active	To indicate if the SubModule is Active or Restrictive. True = 'Active', False= 'Restrictive' Default value is True. Modifiable attribute by user.
Entity	list of Number of entity
Name	Name of the Submodule catalog

Generic Change Management

Amendable Native Property

Overview

Amendable Native Property represents the corrections made to a record of a source screen.

Navigation

Admin ► Support Entities ► Generic Change Management ► Amendable Native Property

Amendable Native Property screen Fields

Field	Description
Code	Field represents the Amendable Native Property unique code.
Active	Field represents Amendable Native Property active or not.
Attribute String Code	Field represents the String code for the native property.
Attribute Class Name	Field represents the Class name of the native property.
Source Entity	Source Entity in which users can amend records. Drop down list possible value are Procurement, Contract Management or Line Item
Name	Field represents the Name of the Amendable Native Property.

Generic Amendable Attribute

Overview

Generic Amendment Attribute describes the attribute that is part of a Document and is allowed to have an amendment.

Navigation

Admin ► Support Entities ► Generic Change Management ► Generic Amendable Attribute

Generic Amendable Attribute screen Fields and Tab

Field	Description
Source Entity	Source Entity of an attribute is ‘Procurement Document’, ‘Contract’ and ‘Line Item’.
Amendable Native Property	Drop down list for available Amendable Native Property.
Attribute Validation Rule Tab	The set of rules to be applied to this attribute when entered the new value. Note that all rules assigned to an attribute connected by an AND logical operator.

Attribute Validation Rule

Overview

The set of rules to be applied to this attribute when entered the new value. Note that all rules assigned to an attribute is connected by an AND logical operator.

Attribute Validation Rule Tab screen Fields

Field	Description
Amendable Native Property	Drop down list for available Amendable Native Property.
Operator	Can have any of these values ‘<’, ‘>’, ‘=’, ‘>=’,’<=’,’<>’,’IS NOT NULL’.
Language	Country specific language used to register exception.
Exception Text	This is the message to be displayed when the rule evaluation fails.

Generic Amendment

Overview

Generic Amendment screen holds all information regarding a Procurement Document Amendment.

Navigation

Admin ► Support Entities ► Generic Change Management ► Generic Amendment

Generic Amendment screen Fields and Tabs

Field	Description
ID	Field represents the Generic Amendment unique code.
Workflow Status	The attribute can be ‘Being written’, ‘approved’ and ‘cancelled’. The default value is ‘Being Written’.
Amendment Number	The sequence of the amendment associated with a Document. System auto-generated.
Amendment Type	Reference to the Amendment Type such as ‘Bid Change’, ‘Contract Change’, ‘Contract Renewal’, etc.
Abbreviation	Short Name of the Generic Amendment.
Description	Brief explanation of the amendment.
Reason	A description of why the amendment is being canceled.
Cancel Reason	A description of why the amendment is being canceled.
Paragraph Amendments Tab	A collection of paragraph correction related to the amendment. When the amendment involves changes in text of any document that is part of the Final Assembled Document, this entity represents the information regarding the paragraph correction.
Attachment Amendments Tab	This is the final assembled Amendment PDF Document generated automatically by the system when the Amendment Approving process has been performed. Mandatory after performing the Approve Amendment process.
Attribute Generic Amendment Tab	A collection of attributes belonging to the Document that has been modified as part of the amendment. These attributes are allowed to be updated only if they exist within the Amendment Allowed Attribute screen.
Record Generic Amendments Tab	This tab represents the corrections made to a record of a source entity, such as Line Item Entity in Contract Management. This tab is used only for adding or removing records, not for modifications. It is important to notice that every change must affect the source entity and must be included as part of the Final Assembled Amendment Document.

Generic Dispute

Claim Type

Overview

This entity contains all the Claim Types such as ‘Procurement Document Claim’, ‘Bid Evaluation Claim’, ‘Contract Claim’, etc. Also, this entity defines FB System Source of the claim such as Procurement, Contract Management, etc. because claims can be done from any FB System.

Navigation

Admin ► Support Entities ► Generic Change Management ► Claim Type

Claim Book Type screen Fields

Fields	Description
Id	Unique id of claim book type
Active	If true, the type is active and can be used in other entity.
Type Source	Contains the possible values of FreeBalance Systems where the claims are related: ‘Procurement’, ‘Contract Management’. In the future, new possible values can be added.
Abbreviation	This is Abbreviation of the claim type.
Description	This is a brief description of the claim type.

Committee Member

Overview

Committee Member defines employees that are authorized to participate in a Claim Resolution Committee; or in a Bid Evaluation Committee it is allowed that a member could be joined in more than one Committee at the same time.

Navigation

Admin ► Support Entities ► Generic Dispute ► Committee Member

Committee Member screen Fields

Field	Description
ID	Field description unique committee member ID code.
User	The system users of the member (this applies only if the member has access to the applications).
Employee	The employee code associated with the feature.
Member Name	Field represents Employee’s full name.
Member Contact	By clicking on the new icon, the contact details screen will appear which allows to insert the committee member’s contact details.
Member Type	Possible values are ‘Bid Evaluation', 'Claim Resolution'. Read-only, the system assigns it according to the function. When searching information related, the system filters it accordingly.
Description	Field represents Committee Member description.

Generic Claim

Overview

Generic Claim represents a claim submitted by a vendor submitted in any communication method.

Navigation

Admin ► Support Entities ► Generic Dispute ► Generic Claim

Generic Claim screen Fields and Tab

Field	Description
ID	Field represents the unique generic claim code.
Workflow Status	Depending on the Workflow Configuration Setting for this Screen the basic stages are ‘Created’, Approval Requested’, ‘Approved’, 'and Cancelled’.
Claim Type	Reference to the Claim Type such as ‘Procurement Document Claim’, ‘Bid Evaluation Claim’, ‘Contract Claim’, etc.
Vendor	Reference to the Vendor who submitted the claim. Vendor must exist in the Vendors Catalog. Vendor Search functionality is required.
Date Submitted	The Date when this Claim was submitted. Users entering the Claim must enter the Date when the Claim was notified by any communication method.)
Communication Method	The Communication Method used by the vendor to notify his claim.
Generic Claim Reason Tab	Tab allows users to add generic claim reason to the generic claim.

Generic Claim Reason

Overview

Generic Claim Reason Tab allows users to add generic claim reason to the generic claim.

Generic Claim Reason Tab screen Fields and Tab

Field	Description
ID	Field represents Generic Claim Reason code.
Claim Reason Type	Dropdown menu list shows pre-created claim reason type.
Description	Field represents the description of the generic claim reason.
Attachment Tab	Attachment tab allows to insert additional information of the reason claim reason.

Attachment

Overview

Attachment tab allows to insert additional information of the reason claim reason.

Attachment Tab screen Fields

Field	Description
ID	Field represent the System generated unique id.
Language	Country specific language used to register title.
Title	Field represent Title of the attachment.
Description	Field represent Description of the attachment.
Attachment	Browse option available to attach file in this field.
Date time	Field represent Date and Time of the document uploaded.
User	Field represent users who is assigned this task.
Language	Country specific language used to register attachment.

Generic Claim Resolution

Overview

Generic Claim Resolution represents a Claim Resolution stated by a Claim Resolution Committee.

Navigation

Admin ► Support Entities ► Generic Dispute ► Generic Claim Resolution

Generic Claim Resolution screen Fields and Tabs

Field	Description
ID	Field represents unique generic claim resolution id.
Workflow Status	It shows the workflow status of the Generic Claim Resolution. By default, it shows created. It changes the workflow status as per approval.
Generic Claim	Field represents the Claim associated to this Claim Resolution.
Resolution Type	Upon acceptance or rejection of the Claim, the Claim Responsible Users must enter a Claim Resolution Type in order to typify the Resolution. Look up functionality is needed filtering by the Claim Result.
Decision	The decision made by the Claim resolution committee regarding the Claim originally submitted
Justification	Field represents the note related brief justification of the decision
Resolution Document	This is a hard copy of the Document Claim Resolution signed by all members of the Claim Resolution Committee.
Attachment Tab	Collection of 0 to more files that are considered relevant to support the Claim Resolution.
Claim Additional Information Tab	If the committee considers that some of the information provided by the vendor as part of the claim needs to be clarified or more specific, the Claim Responsible Users may contact the Vendor in order to gather more information about the claim.
Claim Resolution Committee Member Tab	All the employees that are part of the claim resolution committee.

Attachment

Overview

Attachment tab allows attaching one or more files that are considered relevant to support the Claim Resolution.

Attachment Tab screen Fields

Field	Description
ID	Field represents the unique code of Attachment.
Attachment Classification	It allows to select the attachment type from the drop-down list.
Title	Field represents the Title of the attachment.
Description	Field represents the Description of the attachment.
Attachment	Field allows users to attach the file.
Date time	Field represents the Date and Time of the document uploaded.
Date	It allows the user to select the date for the attachment from the date picker.
User	Field represents the users who is assigned this task.

Claim Additional Information

Overview

If the committee considers that some of the information provided by the vendor as part of the claim needs to be clarified or more specific, the Claim Responsible Users may contact the Vendor in order to gather more information about the claim.

Claim Additional Information Tab screen Fields and Tab

Field	Description
ID	Field represents the claim additional information ID.
Status	The basic stages are ‘Waiting for Response’ and ‘Response Submitted’. The default value is ‘Waiting for Response’.
Required Information Date	The date when the information requirement was notified to the vendor.
Vendor Response Date	Date when the vendor submitted the response.
Request Communication Method	This is the communication method used for requesting the additional information to the vendor, the communication method may differ from the communication method used to submit the Claim.
Response Communication Method	This is the vendor’s response communication method used.
Vendor Response	Response given by the vendor.
Additional Information	Any additional information is noted here.
Attachment Tab	Collection of 0 to more files that are considered relevant to support the Claim Resolution.

Attachment

Overview

Attachment tab allows attaching one or more files that are considered relevant to support the Claim Resolution.

Attachment Tab screen Fields

Field	Description
ID	Field represents the unique code of Attachment.
Language	Country specific language used to register the title.
Title	Field represents the Title of the attachment.
Description	Field represents the Description of the attachment.
Attachment	Field allows users to attach the file.
Date time	Field represents the Date and Time of the document uploaded.
User	Field represents the users who are assigned this task.

Claim Resolution Committee Member

Overview

Assign employees who are part of the claim resolution committee.

Claim Resolution Committee Member Tab screen Fields

Field	Description
Committee Member	Look up functionality required, if users entering the Claim Resolution exists in Committee Member with Committee type ='Claim Resolution; the system must suggest this as the first Claim Resolution Member. System takes into account only Committee Members that are Committee type = 'Claim Resolution'
Is Responsible	This is the Claim Resolution Member who is responsible to communicate with the vendor to gather further information if it is needed and lead the claim process to a success resolution.

Field	Description
ID	Auto-generated serial number representing Payment Term.
Active	If checked then payment term is active.
Interest Number of Days	Defines the number of days after each payment due date when interest is applicable.
Interest Rate	The interest rate that is applied if the payment exceeds the due date.
Interest on Original Value	If True then the interest is calculated against the original invoice value.
Discount Number of Days	To define the number of days before each payment due date when a discount is applicable.
Discount Rate	The discount percentage that is calculated if the payment is released before the due date.
Discount on Original Value	If True then the discount is be calculated against the original invoice value.
Abbreviation	Abbreviation used for payment term.
Description	A brief description of the payment term.
Payment Distribution Tab	Collection of one to many payment distribution items whose total percentage of distribution items must equal 100%.

Payment Distribution

Overview

Payment Distribution tab allows users to insert one to many payment distribution items whose total percentage of distribution items must equal 100%.

Payment Distribution Tab screen Fields

Field	Description
Serial Number	Auto generated serial number.
Payment Due Days	Field contains number of payment due day or days.
Payment Percentage	Field contains payment percentage for current payment distribution.

Payment Type

Overview

Payment Type is used to create a catalogue of Payment Terms that can be used later within the Expense Vouchers. Each Payment Term is linked with the set of Payment Distribution items.

Navigation

Admin ► Support Entities ► Payments ► Payments Type

Payment Type screen Fields and Tabs

Field	Description
Code	Field represents unique code for payment type, system is not allow to enter same value more than once.
Active	If checked then payment term is active and users can use payment type in future, else not possible to use in future.
Uses Revenue Account	Default value is False. Users can change it to true. If the value is true, the payment type use the revenue account, else not use the revenue account.
Used By All Institutions	Default value is true. If the value is true that means payment type is used by all institution.
Type	Possible Values are Cheque, Electronic File Transfer (EFT), Cash, Credit Card, Transfer Payment Order Deposit. Default value is Cheque.
Payment Instrument	Users can select which Payment Instrument this particular payment method is used, if applicable.
Form	Field represent the form for payment type. Dropdown menu list is available to select the Form of Payment Type.
Payment Type Group	Users can select the Payment Type from dropdown list.
Is Grouping Allowed For Payments	If the flag is checked, grouping is allowed for payments else grouping is not allowed for payment.
Is Required Treasury Bank Account	If the check box is active, treasury bank account is required for such payment type, else treasury bank is not requirement for such payment type.
Prepaid PV	Active check box means payment type is for prepaid PV, else payment type is not for payment PV.
Default Treasury Bank Account	To specify default treasury bank account for the Payment type.
Default Journal Voucher Type	To specify default journal voucher type for the Payment type.
Name	Name of the Payment Type.
Remarks	Additional comment box for payment type.
Accounts Tab	Tab holds details of Treasury Bank Account for the Payment Type.
Institutions Tab	Tab represents the collection of 0 to many of Budget Offices.

Accounts

Overview

Account Tab allows users to insert details of Treasury Bank Account.

Accounts Tab screen Fields

Field	Description
Holding Account Type	Field represents either Debit Account Type or Credit Account Type.
Used Holding Account	Dropdown menu list represents the holding account which is used to manage payment type.
Transaction Type Reference	Reference of transaction type, possible values are Adjustment, Cheque and Deposit.
Language	Country specific language to insert description.
Description	Short description of accounts details.

Payment Type Group

Overview

This catalogue is describe the Payment Type Group, This Catalogue make the Group the Payment Types.

Navigation

Admin ► Support Entities ► Payments ► Payment Types Group

Payment Type Group screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Language used to register the abbreviation and description.
Name	Name of the payment Type Group.
Description	Detailed description of the Payment Type Group. In this field should also be included the name of the payment Type Group.
Active	Indicates if the payment Type Group is active.

Sales Payment Type

Overview

The objective of this is to define how to create Sales Payment Types. Understanding how to create a sales payment type also leads to the learning of how to edit, delete, and modify the sales payment type, and how to attach a sales payment type to other entities. Within this document, the main functions and relevant information surrounding Sales Payment Types are defined with respect to related procedures and information.

A sales payment type can be associated with an organization’s customer. This screen lets users keep track of how the customers are paying for goods or services. The Payment Types screen contains the different Payment Methods such as Cash, Check, Transfer, etc. Payment Method describes in which form the Payments are completed. When a Payment Method is entered into the System, it is optionally applied to Normal and Advance Payments with regards to Contract Management.

Navigation

Admin ► Support Entities ► Payments ► Sales Payment Types

Sales Payment Type screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Active	Indicates if the sales payment type is active.
Abbreviation	Abbreviation of the Sales Payment Type, this is the name used to refer to the Sales Payment Type.
Description	Detailed description of the Sales Payment Type. In this field should also be included the name of the payment type.

Transfer Text File Format

Overview

Transfer Text File Format refers to the file format used when importing Bank Reconciliation information. The function is used to facilitate flexibility at Bank Reconciliation in Treasury Bank account module.

Navigation

Admin ► Support Entities ► Payments ► Transfer Text File Format

Transfer Text File Format screen Fields and Tab

Field	Description
Treasury Bank Account	Field represents the Treasury bank account.
Field separator	Drop down the list of field separator, possible values are No Separator, Comma, Semicolon, Whitespace, Tab etc
Decimal separator	A checkbox for the decimal separator. If the checkbox is True, decimal separator active for the Transfer Text File Format.
Fields Tab	Transfer Text File Format Details tab allows to insert details information regarding Fields Type, Start Value and End Value of Transfer Text File Format.

Transfer Text File Format Details

Overview

Transfer Text File Format Details tab allows to insert details information regarding Fields Type, Start Value and End Value of Transfer Text File Format.

Transfer Text File Format Detail Tab screen Fields

Field	Description
Field Type	Drop down list of transfer text file format detail field type.
Start	Transfer text file format detail starting value.
End	Transfer text file format detail ending value.

Rendering Control

Overview

Rendering Control allows users to control the visibility of specific fields that appear on each main function page. Rendering Control support screen only applies to certain fields, where certain fields need to be hidden as is the case with Budget Controls, where the foreign amount fields are hidden because all of the budgets are maintained in domestic currency. Rendering Control is added only to those sections where changes have been made to the screen/form. Rendering Controls is maintained by the Central functional Administrator and can be changed when required.

Navigation

Admin ► Support Entities ► Rendering Control

Rendering Control screen Field

Field	Description
Entity	This field contains available entity as dropdown menu list. Users should select the entity and select the field which is require to update as Mandatory or Hide in From.

Vouchers

Expense Voucher Classification

Overview

The purpose of the entity is to allow the user to classify expense vouchers according to the specific type or needs.

Navigation

Admin ► Support Entities ► Vouchers ► Expense Voucher Classification

Expense Voucher Classification's screen Fields

Field	Description
ID	Expense Voucher Classification's Identification number.
Active	If Checked, it indicates that the Expense Voucher is currently active. If unchecked, it the classification is for reference purpose only.
Is For Submodule Configuration	If false, This classification cannot be used in various sub-modules.
Sub Ledger Type	Field represent the sub-ledger type for expense voucher classification.
Name	The name of the Expense Voucher Classification.
Description	Brief Description of the Expense Voucher Classification.
Institution	The lookup field attribute where the list of Institutions present is related to this voucher classification and this is the attribute to be used for Data Access Security.
General Ledger Template	This lookup field is used to display and select one GLT with Workflow Status Approved, Active checkbox true and Source will be Expense Voucher.
Document Type	A lookup button field where the list of Document type feature is present to select the one which is related to this feature.
Vendor	The Vendor associated with this voucher classification is selected from this lookup button of this attribute.
Payment Location	The payment location associated with the feature.
Payment Mode	The payment category associated with the feature.
Payment Terms	The payment terms associated with the feature.
Offset Code	By Default, fill this attribute with the value from Default Expenditure GL Offset Code
Payment Method	The payment mode associated with the feature.
Default Description	Default short description of the feature.
Default Line Item Description	System will default this value on every new item entered in Expense Voucher Line Item Attribute Item Description.
Coding Block Type Definition	The definition associated with the coding block type used.
Is Obligation Required	Active checkbox with possible values TRUE/FALSE. The default value is FALSE.
Commitment Required	Default is FALSE. If True the EV will need to be linked to a commitment voucher.
Purchase Order Required	Default is FALSE. If True the EV will need to be linked to an obligation voucher.
Is Validate Upon Saving	Active checkbox with possible values TRUE/FALSE. The Default value is FALSE.
Is Prepaid	Indicates whether the expense classification creates EV of "Prepaid" type.
Default Invoice Date to System Date	Indicates if the Invoice date is system date defaulted.
Default Invoice Number	User specifies the default value for Invoice Number in EV if any.
Is Special Multi Vendor Expense Voucher	Default value is FALSE. If this value is TRUE, the system will allow entering one vendor per each EV Payment detail, so then more than one vendor can be paid out using same EV, but only one vendor per EV Payment detail.
Treasury Bank Account	When user select Expense Voucher Classification in any entity this Treasury bank account automatically populated in that entity.
Is Social Security	Default value is False, Hidden by default on rendering. If this Value is true then the system is going to analyze the EV with this classification on the report.

Expense Voucher Classification VCC Tab

Overview

This entity is a sub-entity of Expense Voucher Classification. It stores rules to restrict the coding block selection based on the element values of each segments. The restrictions are represented using the Valid Code Combination rules already defined in the platform. The rule applies on Expense Voucher details and it will be validated at the time of saving an expense voucher (at any stage on the workflow)

Expense Voucher Classification VCC Tab screen fields

Fields	Description
Sequence Number	System generated unique code defined as a sequence number for the EV classification.
Rule Expression	The Rule Expression allows the definition of the coding strings that are allowed for the given expense voucher.
Language	Country specific language used
Description	Short description regarding the classification.

Expense Voucher Types

Overview

Expense Voucher Type defines the type of the Expense Voucher, which is used by users. For example, if users need to create an Expense Voucher to pay the vendor by cheque then “Cheque” can be used as an Expense Voucher Type. Similarly for Cash, Transfers or any kind of Deposit transactions, users can use the relevant EV Types.

Navigation

Admin ► Support Entities ► Vouchers ► Expense Voucher Types

Expense Voucher Type screen Fields

Field	Description
ID	Field represents Expense voucher type unique id.
Type	Field represents a dropdown list of Expense voucher type.
Name	Expense voucher type name.
Description	Expense voucher type description.
Manage Cash Code	If true, Expense Voucher Type allows managing cash code.
Active	If checked, it indicates that the Expense Voucher Type is currently active. If unchecked, it the classification is for reference purpose only.

External Source Voucher

Overview

External Source Voucher is used to capture all sources of External Vouchers, in other words voucher information imported to the system from external applications. It keeps track of external vouchers, which come through Journal Voucher, Expense Voucher and Sales Invoice etc.

Navigation

Admin ► Support Entities ► Vouchers ► External Source Voucher

External Source Voucher screen Fields

Field	Description
Type	Dropdown list of external source voucher type.
Active	If checked, it indicates that the External Source Voucher is currently active. If unchecked, it the the classification is for reference purpose only.
ID	Field represent External Source Voucher unique id.
Abbreviationn	Field represents External Source Voucher short abbreviation.
Description	Field represents External Source Voucher description.

Grants document Type

Overview

This type of document is required to register for the management of budget execution of entities receiving grants.

Navigation

Admin ► Support Entities ► Vouchers ► Grants document Type

Grants document Type screen Fields

Fields	Description
Id	An unique code that identifies document type.
Active	To indicate if the document type is active or restrictive.
Origin	It is a closed domain attribute with possible values Manual, Data Import. Manual is the default value.
Description	Grants Document Type description

Journal Voucher Classification

Overview

The purpose of the entity is to allow the user to classify journal vouchers according to the specific type or needs.

Navigation

Admin ► Support Entities ► Vouchers ► Journal Voucher Classification

Journal Voucher Classification screen Fields

Field	Description
ID	Expense Voucher Classification Identification number.
Active	If checked i.e. active, the Journal Voucher Classification is available for use. Otherwise, it would be available for reference purpose only.
Coding Block Restricted	If true the next fields are mandatory and will handle the coding block restrictions for the JV items.
Credit Debit	Values ('Debit', 'Credit'). Default Value = 'Debit'.
Name	The name of the Expense Voucher Classification.
Description	Brief Description of the Expense Voucher Classification.

Journal Voucher Classification VCC

Journal Voucher Classification VCC Tab Screen Field

Field	Description
Sequence Number	System generated unique code defined as a sequence number for the EV classification.
Rule Expression	Allows to define Rule expression
Description	Short description regarding the classification.

Journal Voucher Type

Overview

Journal Voucher Type defines the type of the Journal Voucher which is used by users when creating manual Journal Vouchers. For example, if users need to enter a Journal Voucher for any Cash transaction then “Cash” can be used as the Journal Voucher Type. Similarly for Cheque, Transfers or any kind of Deposit transactions, users can use the relevant Journal Voucher Type.

This function is located under Journal Voucher screen and can be selected at the time of creating the Journal Voucher. In case of import, these types can be defined within the import file.

Navigation

Admin ► Support Entities ► Vouchers ► Journal Voucher Type

Journal Voucher Type screen Fields

Field	Description
Code	Field represents Journal voucher type unique code.
Active	If checked, it indicates that the Expense Voucher Type is currently active. If unchecked, it the classification is for reference purpose only.
Abbreviation	Field represents the abbreviation of Journal Voucher Type.
Description	Field represents description of Expense voucher type.

Other Support Entities

Business Ownerships Types

Objective

This screen contains the different Business Ownership Types such as Government, Individual, Corporation, etc. For example, they can be used for Customers and Vendors.

Navigation

Admin ► Support Entities ► Other Support Entities ► Bussiness Ownership Types

Business Ownership Type screen fields

Field	Description
ID	Unique numeric code for Business Ownership Type.
Active	If unchecked, the Business Ownership Type cannot be used in new transactions and would be for reference purpose only.
Abbreviation	Shortened form of a specific Business Ownership Type.
Description	Short description of the Business Ownership Type.

Document Section

Overview

Document Sections entity contains the different sections that each document can have. In Procurement for instance Document Sections can be:Vendor Requisites, Legislation, Vendor Instructions, Overview, Communication Logistic, etc.

Navigation

Admin ► Support Entities ► Other Support Entities ► Document Sections

Document Section screen fields and tab

Field	Description
ID	Unique auto-generated identification code for each Document Section.
Name	Short reference name given to each Document Section.
Description	Brief description of each Document Section.
Document Section Attachments Tab	Associated files relating to a document section is added by clicking on New button under this tab.

Attachment

Overview

An attachment is the physical file document within the database used by the end user for thier specified purpose.

Field	Description
Id	Unique auto-generated numeric code
Order	Order related to the section
Attachment Classification	This feature slows user to select the document file format from the drop-down button.
Title	Title of the Document
Description	Description of the document attached
Attachment	Browse the required attachment.
Date Time	Date and Time when the document section was created
Date	It allows to pick the attachment date from date picker feature.
User	Users name who created the document section
Attachment Language	The country-specific language used in the attachment

Guarantee Type

Overview

Guarantee Type contains the central repository of the different Types of Guarantees used throughout the System such as Bid Bond, Advance Payment Bond, Performance Bond, Warranty Obligations, etc. For instance, they can be used in the Contract Management Module

Navigation

Admin►Support Entities►Other Support Entities ► Guarantee Types

Guarantee Type screen fields

Field	Description
ID	Unique auto-generated numeric code of Guarantee Type.
Active	If true, the Guarantee Types can be used. If false, then Guarantee Types cannot be used anymore and itwould be there for reference purposes.
Abbreviation	Short description of the Guarantee Type.
Description	Full description of the Guarantee Type.

Not Posted Reason

Overview

This screen contains a list of reasons (e.g. waiting for approval, funds not available, insufficient documentation) that can be used to explain why a transaction has been “temp-saved” and has thus not been posted.

Navigation

Admin ► Support Entities ► Other Support Entities ► Not Posted Reasons

Not Posted Reason screen Fields

Field	Description
ID	Unique identification code of the Not Posted Reason. This code is system generated and is non-editable.
Active	Indicates if the Not Posted Reason is active or not. By default, this value is true. If this value is changed to false, the Not Posted Reason won’t be listed as a select option and it will remain for reference purposes only.
Description	Brief description of the Not Posted Reason.

Other Stakeholder

Overview

Contains the list of people who are not internal or external users but they are related with processes within the system. For instance, people who are working in donor institutions (United Nations, World Bank) or even people who work inside the Government Institution but are not users of the system and they can be related to procurement process for instance.

This entity has the names and contact information of other stakeholders.

Navigation

Admin ► Support Entities ► Other Support Entities ► Other Stakeholders

Other Stakeholder screen Fields and tab

Field	Description
Id	Unique auto-generated numeric code for "Other Stakeholder".
Name	Name of the Other Shareholder.
Institution Name	Name of the Institution related with Other Stakeholder.
Country	Country where the other stakeholder is located.
Preferred Language	Stakeholders preferred langauge for correspondence.
Reference	Brief reference of the Other stakeholder.
Active	If not checked - such Stakeholder can’t be selected again and it will remain for reference purposes only.
Addresses Tab	Address/es of the Other Stakeholder is added from this tab.
Contacts Tab	Contact/s of the Other Stakeholder is added from this tab.

Address

Overview

Information regarding address of Other Stakeholders is mentioned in this tab.

Address tab field description

Field	Description
Is Main?	Whether the address mentioned in the main address is specified in this field.
Region	The region where the address is located is mentioned in this field.
Country	Country Name for the address is used. It allows to select from the drop-down list.
Address Type	Whether the address is of office, home or it is unknown, is selected in this field.
Address	The address is mentioned in this field.
Zip code	The zip code of the said address.

Contact

Overview

Contact/s of the employee of different entities is mentioned in this tab.

Contact Tab screen Field description

Field	Description
Is Main?	Whether the contact mentioned is the main contact, is specified in this field.
Contact Type	Whether the type of Contact is electronic mail, fax, phone, is selected in this field.
Contact Location Type	Whether the contact location type is Home, Office or Unknown is selected in this field.
Contact Value	The contact value is mentioned in this field.
Description	Description of the contact is made in this field.

Attachment Classification

Overview

This feature is a configurable classification that can be used to useful while uploading documents to the system. Also, is used for attachment validations while transitioning on specific workflow configurations and transitions.

Navigation

Admin ► Support Entities ► Other Support Entities ► Attachment Classification

Attachment Classification screen Fields

Fields	Description
Id	Unique auto-generated numeric code.
Origin	It is used for inactivating the Classification type. The default value is true.
Active	To indicate if the Module is Active or Restrictive. True = 'Active', False= 'Restrictive' The Default value is True. Modifiable attribute by the user.
File Type	Country specifies Language used.
Name	Name of the Project.
Description	Short description of the Attachment Classification.

Attachment File Type

Overview

Attachment File Type screen allows the Central functional Administrator to configure the types of attachments that are allowed to be attached to the various transactions. Once configured the system validates the attachments when users upload them. If the attachment type is not specified in this screen, the system does not allow users to attach the attachment.

Navigation

Admin ► Support Entities ► Other Support Entities ► Attachment File Types

Attachment File Type Screen fields

Field	Description
Allowed Extension	Parameter for extension attachment file type
Active	Indicates if the File type is active or not. By default, this value is true. If this value is changed to false, the File Type won’t be listed as a select option and it remains for reference purposes only.
Description	Short description of the Title
Created On	Date of the attachment file type creation
Created By	Username of the employee, who created attachment file type

Colour

Overview

This function contains the catalogue of Colour. Users can configure the colors in which data is represented within the system.

Navigation

Admin ► Support Entities ► Other Support Entities ► Colour

Colour Screen fields

Field	Description
Id	Unique Id for the color.
Colour Code	Colour Code, example #000000 code for black.
Description	Colour Description or name, example Black.

Construction Type

Overview

Allows users to register values for the Construction Type catalogue.

Navigation

Admin ► Support Entities ► Other Support Entities ► Construction Type

Construction Type screen Fields

Field	Description
Id	System generated unique id
Active	If checked then it is true by default in the system.
Name	Name of the Construction Type.

GL Configuration

Overview

GL Configuration is the screen to configure for each Multi Fund Element if the Multi Fund parameter is enabled if the parameter false, need to configure this screen with empty fund element. With the Coding block or Coding block expression. This screen is used in the Process of Closure of the Fiscal Year.

Navigation

Admin ► Support Entities ► Other Support Entities ► GL Configuration

GL Configuration screen Fields

Field	Description
Fiscal year	Default Current Fiscal year
Multi-Fund Element	Multi-Fund Element of the Chart of Account.
UACS	PARTIAL Coding Block, COA Group with attribute 'Budget Execution' is True.
GL Configuration	Exchange Gain, Exchange Loss, Exchange Gain & Loss, Retained Earnings.
Active	True by default. When users switch this to false, then such GL Configuration can´t be used in Process.

Goods Rejection/Return Reason

Overview

Goods Rejection/Return Reason is a support entity which is used in GRN for rejection or return reason.

Navigation

Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reason

Goods Rejection/ Return Reason screen Fields

Fields	Description
Id	System generated and user cannot change
Active	Flag indicating if the Rejection/Return Reason is active or not. If this value is changed to false, such Rejection Reason can’t be selected again and it will remain for references purposes only. True by default.
Abbreviation	Abbreviation of the Rejection/Return Reason
Description	Detailed description of the Rejection/Return Reason

Goods Rejection/Return Reason

Overview

Goods Rejection/Return Reason is a support entity which is used in GRN for rejection or return reason.

Navigation

Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reason

Goods Rejection/ Return Reason screen Fields

Fields	Description
Id	System generated and user cannot change
Active	Flag indicating if the Rejection/Return Reason is active or not. If this value is changed to false, such Rejection Reason can’t be selected again and it will remain for references purposes only. True by default.
Language	Language use to enter Abbreviation and Description.
Abbreviation	Abbreviation of the Rejection/Return Reason
Description	Detailed description of the Rejection/Return Reason

Project

Overview

This screen allows the ability to organize Projects in use, create, modify or delete current Projects.

Navigation

Admin ► Support Entities ► Other Support Entities ► Projects

Project screen Fields and tab

Field	Description
ID	Unique auto generated numeric code of a project.
Reference Number	Number used for retrieving and identification purpose.
Name	Name of the Project.
Description	Description of the Project.
Attachments Tab	Detailed information regarding the project is added from this tab.
Region Tab	Region where the project is going on is selected from the lookup button of this tab.

Attachments

Overview

Information regarding Project is added from this tab.

Attachments screen Fields

Fields	Description
Id	Whole number code is entered in this field.
Attachment Classification	It allows to select the attachment file format from the drop-down list.
Title	Title of the Project information is added in this field.
Description	Description of the information is added in this field.
Attachment	Browse the required attachment.
Date Time	Date and Time when the document section was created.
Date	It allows the user to select the date for the attachment from the date picker.
User	Users name who created the document section.

Region

Overview

The Regions screen contains the central repository for all of the regions used throughout the system. The use of regions may vary from one country to another, in most cases it denotes grouping of districts or provinces (north, south, eastern coast, central region, capital city, etc.). But will be subject to country specific configuration.

For details regarding the region click the underlying link below.

Region

Purchasing Policy

Overview

Different types of Purchasing Policies can be defined by using this entity.

Navigation

Admin ► Support Entities ► Other Support Entities ► Purchasing Policy

Purchasing Policy Screen Fields

Field	Description
Id	Unique identification code of Purchasing Policy.
Origin	Indicates how the Purchasing Policy is created in the system. Possible values are Manual and Data Import. It is automatically populated by the system and user can not change it.
Active	Indicates if the Purchasing Policy is active or not. By default is always True.
All Institution Allowed	Indicates if all institutions are allowed to use the policy. Default value is TRUE.
Language	Country specific language to enter the name and description.
Name	Name of the Purchasing Policy.
Description	Broad description about the policy.
Institution Tab	This is a lookup to select allowed list of Institutions.

Purchasing Vehicle

Overview

It will define the specific requisites needed in each type of purchase.

Navigation

The Purchasing Vehicle screen includes the following fields:

Fields	Description
Id	Unique Code that identifies the Purchasing Vehicle in the system.
Minimum Order Amount	Minimum amount in the defalut local currency to be taken in account in the Purchasing Vehicle range.
Maximum Order Amount	Maximum amount in the defalut local currency to be taken in account in the Purchasing Vehicle range.
Requisition Print Form	It specifies the Purchase Requisition form to be printed in FreeBalance Accountability Suite.
Purchase Order Print Form	It specifies the Purchase Order form to be printed in FreeBalance Accountability Suite.
Period for Response	It is the number of days that the RFP Information Form will be available to receive reponses from the vendors.
Minimum Number of Bids	It is the minimum number of RFP Responses that will be required in the RFP Information Form.
Effective Date	This attribute represents the Date when the Purchasing Vehicle starts to be valid.
Language	Language to register the Purchasing Vehicle information.
Abbreviation	A Short description of Purchasing Vehicle.
Description	Complete Description of the Purchasing Vehicle.
Additional Info	Extra information of the Purchasing Vehicle.
Credit Card Allowed?	If true, allows purchase orders in FreeBalance Accountability Suite to be paid by credit card. If false, credit card payments for this Purchasing Vehicle will not be allowed.
BPO Applicable?	If true, this purchasing vehicle can be used in purchase requisitions and purchase orders which refer to a Blanket Purchase Order.
Active	Default will be True. If the user switches it to inactive, the Purchasing Vehicle cannot be used any more and it would be there for references purposes.
Response Upload?	If checked, indicates if the Vendor Responses (bids) must or must not include attachments with the Vendor bid.
Apply Spending Limit	If checked, the user cannot exceed the spending limit value of purchasing. If unchecked, the user can enter any value for purchasing. Default is False.
Communication Method	A collection of 1 or more communication method assigned to the Purchasing Vehicle. The available options may be email, phone, etc.
Validation Rules	The Purchasing Vehicle can have a collection of 0 or more vendor validation rules.

Purchasing Vehicles

Overview

Purchasing Vehicle screen defines the specific requisites needed in each type of purchase. Examples of Purchasing Vehicle are: Local Purchase Order, Tendering, and Request for Quotation, etc.

Navigation

Admin ► Support Entities ► Other Support Entities ► Purchasing Vehicles

Purchasing Vehicle Screen Fields and Tab

Fields	Definitions
ID	Unique identification code of Purchasing Vehicle.
Minimum Order Amount	Minimum amount in the default local currency to be taken in account in the Purchasing Vehicle range.
Maximum Order Amount	Maximum amount in the default local currency to be taken in account in the Purchasing Vehicle range.
Requisition Print Form	It specifies the Purchase Requisition form to be printed in FreeBalance Classic Application.
Purchase Order Print Form	It specifies the Purchase Order form to be printed in FreeBalance Classic Application.
Minimum Number of Bids	It is the minimum number responses that will be required.
Effective Date	It represents the date when the Purchasing Vehicle starts to be valid.
Language	Country specific Language as chosen.
Abbreviation	Purchasing Vehicle short description.
Description	Explanation of Purchasing Vehicles use and purpose.
Additional Information	Extra information of the purchasing vehicle.
Estimated Bid Opening Date	Represents the number of days to open bids after period of response has reached.
Estimated Bid Evaluation Date	Represents the number of days to evaluate bids after estimated bid opening date has reached.
Estimated Awarding Date	Represents the number of days to award bids after estimated bid evaluation date has reached.
Estimated Contract Signing Date	Represents the number of days to sign PO or contract after estimated awarding date has reached.
Allow Document and bid suspension	Used to allow suspensions over procurement documents and Bid Evaluation Processes.
Credit Card Allowed?	If true, this Purchase Vehicle allows purchase orders to be paid by credit card. If false, credit card payments will not be allowed.
BPO Applicable?	If true, this purchasing vehicle can be used in purchase requisitions and purchase orders which refer to a Blanket Purchase Order.
Active	If false, the Purchase Vehicle cannot be used anymore and it would be there for reference purposes.
Response Upload?	If unchecked then it is by default false.
Apply Spending Limit?	If unchecked then it is by default false.
Allows Objections?	Indicates that the vehicle accepts receiving objections for the published Procurement document information.
Restrict Spending Limit?	Default is False. This attribute is used only if parameter 'Apply Expenditure Limit on Purchase Requisition' is TRUE.
Apply Tolerance Percentage On Awarded Amount?	Used to apply the maximum increment percentage when awarding over the "ESTIMATED" price for the PR or PD.
Mandatory To Add Short Listed Vendors In Procurement Process	Used to enforce users to register a short list of vendor when creating a new Procurement Process.
Mandatory Commitment Creation	Used to enforce the system to create or stop the commitment creation when a Purchasing requisition has change to approve.
Mandatory Reference To Purchasing Plan	Used to enforce user to enter a reference value when creating new Purchasing Plan.
Allow Use Same Purchasing Planning Reference For Different Requisitions?	Allows users to use same reference number to purchasing plan in many different Purchasing requisitions.
Allow To Receive Bids From Not Short Listed Or Sourced Vendors?	Used to allow receiving bids form Vendor that were not added to the original short listed vendors or suggested vendors.
Allow Use Complementary Purchase Order?	This field identifies whether the purchase order type allows the use of additional purchase order, by default = ‘false’.
Allow Use Re-Awarding Purchase Order?	Field identifies whether the purchase order type allows the use of Re-Awarding Purchase Order, by default = ‘false’.
Mandatory Purchasing Vehicle Usage Justification	Used to enforce users to register a Purchasing vehicle usage justification when creating documents related to PV.
Purchasing Vehicle Rfp Period For Questions Or Objections	It is the number of days that the RFP Information Form will be available to receive reponses from the vendors.
Minimum Short Listed Vendors	Minimum short listed vendors to be entered into a Procurement process. Default is 0.
Waiting days After Planing Lines Are Approved	Calendar days that represents the waiting days in order to user a new planning line when using a specific purchasing vehicle entry.
Maximum Percentage Updating Original Period For Responses	Represent the maximum number of calendar days up to a Procurement document can be modified into a future date based in original “Publishing date” from Procurement document.
Maximum Tolerance Percentage Awarding Limit	Represents the percentage over the maximum amount that can be paid in a Procurement document for a specific Purchasing Vehicle.
Purchasing Policy	Relate the purchasing vehicle to a specific law or policy from where the vehicle belongs to.
Communication Method Tab	The Communication Method associated with the purchase.
Validation Rules Tab	The tab associated with the validation rule of the vehicle.

Validation Rules

The Validation Rule screen contains the catalogue of validation rules that vendors must comply to be able to participate in procurement events.The tab associated with the validation rule of the vehicle

Validation Rules screen Fields

Field	Description
Vendor Rules	The Vendor Rule associated with purchasing vehicle.

Races

Overview

This entity is used to define all the different type of Races.

Navigation

Admin ► Support Entitles ► Other Support Entities ► Races

Races Screen Fields

Field	Description
Code	Unique identifier. Automatically generated by the system.
Active	Indicates if the Races is active and can be used.
Language	Language as chosen to enter description.
Name	Name of the Race.

Raw Material

Overview

A raw material is a basic material used in the production of goods or finished products

Navigation

Admin ► Support Entities ► Other Support Entities ► Raw Material

Raw Material screen Fields

Field	Description
Id	System generated unique id.
Active	If checked then it is true by default in the system.
Name	Name of the Raw material.

Title

Overview

A title is to signify an official position of a person, and it's often used with a contact. The same contact can have the different title in a different situation, for example, a contact as a vendor uses the title "Strategic Accounts", and as a customer uses the title "Product Manager".

Navigation

Admin ► Support Entities ► Other Support Entities ► Titles

Title screen Fields

Field	Description
ID	Unique identification code of the Title. This code is system generated and is non-editable
Active	Indicates if the Title is active or not. By default, this value is true. If this value is changed to false, the Title won’t be listed as a select option and it will remain for reference purposes only
Description	Brief description of the Title

Type Of Biological Goods

Overview

This entity is used to define all the types of Biological Goods.

Navigation

Admin ► Support Entitles ► Other Support Entities ► Type Of Biological Goods

Type Of Biological Goods Screen Fields

Field	Description
Code	Unique identifier. Automatically generated by the system.
Active	Indicates if the Type Of Biological Goods is active and can be used.
Language	Language as chosen to enter description.
Name	Name of the Type Of Biological Goods.

Type Of Categories Of Weapons

Overview

This entity is used to define all type category of weapons.

Navigation

Admin ► Support Entitles ► Other Support Entities ► Type Of Categories Of Weapons

Type Of Categories Of Weapons Screen Fields

Field	Description
Code	Unique identifier. Automatically generated by the system.
Active	Indicates if the Type Of Categories Of Weapons is active and can be used
Name	Name of the Type Of Categories Of Weapons

Type Of Configuration

Overview

This entity contains the different types of configuration that a machine can have.

Navigation

Admin ► Support Entitles ► Other Support Entities ► Type Of Configuration

Type Of Configuaration Screen Fields

Field	Description
Code	System generated unique identifier
Active	Indicates if the Type Of Configuration is active and can be used
Name	Name of the Type Of Configuration.

Type Of Technique

Overview

This entity is used to define all the types of Technique.

Navigation

Admin ► Support Entitles ► Other Support Entities ► Type Of Technique

Type Of Weapons Screen Fields

Field	Description
Code	Unique identifier. Automatically generated by the system.
Active	Indicates if the Type Of Technique is active and can be used.
Language	Language as chosen to enter description.
Name	Name of the Type Of Technique.

Type Of Weapons

Overview

This entity is used to define all the Types of Weapons.

Navigation

Admin ► Support Entitles ► Other Support Entities ► Type Of Weapons

Type Of Weapons Screen Fields

Field	Description
ID	Unique identifier. Automatically generated by the system.
Active	Indicates if the Type Of Weapons is active and can be used.
Name	Name of the Type Of Weapons.

Vehicle Fuel Type

Overview

The type of fuel used in vehicle, also users can add additional entries to indicate another Fuel Type.

Navigation

Admin ► Support Entities ► Other Support Entities ► Vehicle Fuel Types

Vehicle Fuel Type screen Fields

Field	Description
Default Measure Unit	Indicates the default unit of measure used to determine how the fuel should be measured in terms of fuel usage, fuel max tank load etc.
Abbreviation	Abbreviation of the Vehicle Fuel Type.
Description	Short Description of the Vehicle Fuel Type.

Vehicle Measure Type

Overview

Vehicle Measure Type will be used for the proper manage and registry of specific ways of measure Fuel sizing and Distance ran by a vehicle

Navigation

Admin ► Support Entities ► Other Support Entities ► Vehicle Measure Types

Vehicle Measure Type screen Fields

Field	Description
Code	System generated unique code
Measure Type	Users select the measure type associated to the vehicle measure type.
Active	If true, the type is active
Is Default	If checked, the type is the default one.
Conversation Value to Default Unit	Unit value for conversion
Abbreviation	Abbreviation of the vehicle measure type.
Description	Description of the vehicle measure type.

Goods Rejection/Return Reason

Overview

Objective of this function is to create details goods rejection reason that can be used when a goods or inventory is rejected. Users use to describe the reason behind the rejection so that it is easily understandable. Users need to ensure the ID, Abbreviation and Description field before finishing the task.

Navigation

Admin ► Support Entities ► Other Support Entities ► Goods Rejection/Return Reasons

Goods Rejection/Return Reason Screen Fields

Field	Description
Id	Unique identification code of Goods Rejection/Return Reason. This field is automatically updated by system. Users can not change this value.
Active	Flag indicating if the delivery mode is active or not. If this value is changed to false, such delivery mode can’t be selected again and it will remain for references purposes only. Default value is True.
Language	Country Specific language used to describe the Goods Rejection/Return Reason. Users can select language from the dropdown list.
Abbreviation	Abbreviation of the Goods Rejection/Return Reason is mentioned in this field. It is mandatory field.
Description	Description of the Goods Rejection/Return Reason. It is mandatory field.

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.

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.

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.

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.

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.

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)

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.

Chart of Accounts

Overview

The term “Chart of Accounts” refers to a collection of coding variables that an organization uses to classify and analyze transactions and produce management reports.

In basic terms, users can populate groups of tables (including Fund tables, if your organization uses self-balancing multi-fund accounting as part of its financial management processes) with codes that are applicable to the way an organization operates and manages its resources. For example, you can create an Organization group containing tables for your cost centers, responsibility centers, divisions and branches. The number of groups and tables defined in the system will vary from one organization to another.

By establishing relationships among these tables, you are telling the system how information is to be rolled up and rolled down. For example, cost centers can roll up to responsibility centers (RC), divisions and branches. Consequently, any transactions containing a specific cost center code in its coding block will also update the applicable RC, division and branch. The result is complete management control.

Chart of Accounts

Overview

The Chart of Accounts (COA) is the heart of a government financial management system. The COA enables fiscal controls, discipline and transparency. It supports performance and policy management. The COA also serves to classify financial and budgetary data based on an organization’s requirements.

The Chart of Accounts is the key element for a public financial management system. The COA provides:

Metadata describing transaction types
Reporting and analysis capabilities
Performance measurements
Budgetary controls

The Chart of Accounts differs from one government to the next depending on level of modernization, organizational structure and reporting requirements. FreeBalance Financials and FreeBalance Peformance Budgeting support the development of flexible Charts of Accounts. We have encountered one situation where the COA was not flexible enough to meet the customer requirement (Government of NWT), although there is doubt about the effectivenss of such a complex COA. The COA capabilities differ between Financials and Performance Budgeting. Therefore, to create a single COA component that is reused among all applications, the COA design must meet all expected government requirements.

Navigation

Admin ► Chart of Accounts ► Chart of Accounts

Chart of Accounts screen Fields

Field	Description
Code	Unique identification number of the Chart of Account.
Is Finalized	If checked, the Chart of Accounts is finalized and cannot be modified unless unchecked.
Validate Roll Downs	When this value is true, system will not validate that elements within concepts has the respective roll-up.
Uses Predefined Concepts	If flag is on, COA copy and use the predefined concept.
Abbreviation	Short form of the Chart of Account title.
Description	Short description of the Chart of Account.
Source COA	Represents the current information related to a specific COA.
CoA Fiscal Year	Fiscal year for which CoA is configured.

Chart of Accounts Design

Overview

The Chart of Accounts (COA) Design screen is used to populate and structure a specific COA. Information must be populated into the Segments, Concepts, Groups and Elements.

Navigation

Admin ► Chart of Accounts ► Chart of Accounts Design

Understanding Chart of Accounts Design screen Features

NOTE: A Chart of Accounts record must already exist as entered in Chart of Accounts. In order to know about Chart of Accounts, click here.

Building the hierarchical Structure of the Segments

Select the Chart of Accounts by clicking Find button.
Click on the drop-down menu to select the COA.
Click Save button.
The Chart of Account structure window will appear
Add the Segments. In order to know about Segment, click here.
NOTE: Segment records must already exist.
For Organization, users must tag it as Organization Segment, by clicking on the Organization Segment properties button and selecting the Organization Segment checkbox (as shown below).

Organization Properties

For Economic Classification, you must tag it as Object Segment and Predefined Segment by clicking on the Segment properties button and selecting the Object Segment and Predefined Segment checkboxes.

Add the Concepts. (A concept within the COA represents a collection of elements, as an example: line items, district, fund source, institution, and main category. In other words, it represents what in the classic application is known as ‘Table’.)

Follow the steps below for each Concept:

Add lowest level Concept of core structure by clicking on the Add Concept button for the Segment in question
Add next parent Concept of core structure by clicking on the Add Concept button for the Segment in question (repeat until completion)
*Note that for the 4 Predefined Concepts, you must flag them as such and specify the Predefined Concept they map to
For each side table hierarchy, select the core Concept where it is rooted and add Side Concept
Add parent to side concept (repeat until completion)

Add the Groups. (A group is a collection of Segment Levels. Currently in Financials, these are known as Coding Blocks: Allotment 1, Allotment 2, Budgets, and GL are examples of Groups. The Chart of accounts definition can allocate as many as groups as needed.)

Follow the steps below for each Group:

Click on the Define new COA Group button
Enter all required information in Properties for COA Group screen

NOTE: Select Is Budget Execution and/or Is Budget Preparation as required, at least one Group should be tagged as Budget Execution

Group Properties

Add Valid Code Combination rules as required, by clicking on the Add New Rule button

As an example, the following expression indicates:
OA?/-[1200|1300]/[PRJ00_PRJ99];-[PRJ11|PRJ21]/-7????
Segment 1: OA? (all the elements that starts with OA are included)
Segment 2: -[1200|1300] (the values 1200 and 1300 are not included)
Segment 3: [PRJ00_PRJ99] (the range of values that starts with PRJ00 and ends with PRJ99 are included)
Segment 4: -[PRJ11|PRJ21] (elements PRJ11 and PRJ21 are not included)
Segment 5: -7???? (elements from 70000 up to 79999 are not included).

Click on Save button, the following screen will popup

Save Group

Click on the Group and Is Mandatory checkboxes as required.

If Group checkbox is selected, then such Concept will be consider as part of the Coding Block.

If Is Mandatory checkbox is selected, then such Concept will be mandatory for General Ledger transactions.

8. Add the Elements. (An element of the COA is the single value of each concept. As an example, the concept Line Item can have the following elements: 6001 Salary, 6002 Allowance. The concept Institution can have: 011 Ministry of Health, 012 Ministry of Finance, etc. There could be transactions where Coding Blocks partially entered are allowed, in that case, the user has to configure 'default value for such elements' like 'XXXXX'. Usually these codes are used in some accounting transactions viz. balance sheet.)

Follow the steps below for each Element:

Click on the Concept Properties button, the following screen will popup:

Click on the Add Elements button , the following screen will popup:

Add Element information, including Parent / Children Roll up Elements relationships as required

NOTE: For automatic Element upload, click on the Upload COA XML File button Upload file and browse for the file.

Segments

Overview

A COA can have a collection of segments. Examples of the Segment are: Location, Object (imposed if applicable), Fund, Institution, etc. Usually COA have Object Code and Organization Segments, therefore those will be flagged so proper validations can be done on business rules.

Navigation

Admin ► Chart of Accounts ► Segments

Segment screen Fields

Field	Description
Code	Unique identification code of the segment.
Is Financial Use	If checked, the Chart of Accounts is finalized and cannot be modified unless unchecked. The default is True.
Is Goals Us	This field indicates that hold Goal Segments.The default value is false.
Allowed in COA Element Voucher	If checked, this segment is allowed in COA element voucher.
Abbreviation	Shortened form of a specific segment.
Description	Short description of the segment.

Accrual Cash Account

Overview

Accrual Cash Accounts are used to post the liabilities of the present year to the coming year so that the liabilities can be paid in the coming year. Accrual Cash Account is prepared by selecting the current year’s CoA and elements of the relevant accrual account and cash account.

Navigation

Admin ► Chart of Accounts ► Accrual Cash Accounts

Accrual Cash Account screen Fields

Field	Description
CoA	Current Active CoA to be selected.
Accrual Account	Element of the Accrual Account to be selected.
Cash Account	Element of the Cash Account to be selected.

COA Import

Overview

This function allows the user to Import COA into the system, when clicking "Import", all import files specified under the path in the Location of Import Files are imported into the Chart of Account specified under Chart of Accounts and Fiscal Year specified under the COA Import Form.

Navigation

Admin ► Chart of Accounts ► Coa Import ► COA Import

COA Import Screen Fields

Field	Description
COA	This field allows the user to select the Chart of Account from the drop down-list.
Fiscal Year	The fiscal year for the COA import. The user can change it using the drop-down list.
Location of Import Files	Default should be from system parameter, the default path for COA Import.

COA Import Log

Overview

The System Administrator should always view the log of the import process to confirm that the import was successful and identify any changes made during the import. This log includes the list of modifications and errors associated with each COA Import, per Import File. All fields are read-only.

Navigation

Admin ► Chart of Accounts ► Coa Import ► COA Import Log

COA Import Log Screen Fields

Field	Description
Application Id	Unique identifier of the Log, generated by the system.
Fiscal Year	Fiscal Year to which the transaction belongs.
Log Date Time	Date and Time at which the COA Import was executed, generated by the system.
COA	COA for which the import is performed.
Imported By	Automatically populated by the system. Corresponds to the User who imported the COA.
Coa Errors and Modification	Collection of 1 to many Imported Files Errors and Modifications.

Note: The application generates a log for each file imported.

Support Entities

COA Import Definition

Overview

This entity includes the import files that comprise the COA Import.

Navigation

Admin ► Chart of Accounts ► Coa Import ► Support Entities ►COA Import Definition

COA Import Definition Screen Fields

Fields	Description
Application Id	Unique identifier generated by the system.
Is Active	By default it is checked. It user make it unchecked then the Imported File Definition will not be available.
Chart of Account	The drop-down list allows the user to select the COA.
COA Segments Tab	Includes the COA Segment Import File definition for each segment to be imported. The same "COA Segment File Definition" cannot be selected twice. An error message should be generated if the same "COA Segment File Definition" is selected twice.

CoA Segment File Definition

Overview

This tab includes the COA Segment Import File definition for each segment to be imported.

CoA Segment File Definition screen fields and tab

Fields	Description
Sequence Number	Unique identifier generated by the system.
Name of Import File	Name of each file to be imported.
With Level	Indicates if the segment includes more than one (1) level within the hierarchy.
CoA Segment	Segment associated to the import file.
Is Active	By default is is checked. If unchecked, the CoA segment will not be used in the CoA import definition.

COA Segment File Definition Detail

Overview

This entity includes the imported File Fields, for each Valid Code Combinations with ranges, with their Start and End positions.

CoA Segment File Definition Detail screen fields

Fields	Description
Serial Number	Unique identifier generated by the system.
External field	Each possible value can only be selected once per Imported File, and per Segment.
Segment	Segment associated to the External Field. Will be populated only for the High and Low External field.
Start Position	External Field Start Position
End Position	External Field End Position
Is Active	If unchecked, the detail will not be used in the VCC with range file definition.

Cash And Accrual Fund Mapping

Overview

Cash and Accrual Fund Mapping is used to Mapping between Cash and Accrual fund.

Navigation

Admin ► Chart of Accounts ► Cash and Accrual Fund Mapping

Cash and Accrual Fund Mapping Screen Fields

Field	Description
Active	While this is FALSE, the configuration is no more used in any other function.
Cash Coding Block	Coding Block for Cash Account.
Accrual Coding Block	Coding Block for Accrual Account.
Offset Accrual Coding Block	Full coding block of the accrual coding block.

Category Concept Coa Configuration

Overview

The Category Concept COA Configuration is used for configuring the Category Concept Related Elements Matching Codes. This entity is a container that allows the user to have several Coa Parameters which are pre-Configured for Business Functions of the COA.

Navigation

Admin ► Chart of Accounts ► Category Concept Coa Configuration

Category Concept Coa Configuration Screen Fields

Field	Description
Code	Unique identification code either entered by users or system generated as defined by system parameters.
Active	'True' value for this field refers that the record is available for use and refernce purpose. 'False' value refers that this field is for reference purpose only.
CoA	This is Used to identify for which CoA this configuration applies
Category Concept Configuration Type	This is a closed domain whose possible values are Revenues, Expenses, Cost of Sales, Accounts, Balance Sheet
Configuration Concept	This is Used to identify the Concept that Configuration made
Description	Short description regarding the feature.
Configuration Element Tab	This is used to identify the Element that Configuration made.
Language	Application language. User can choose from dropdown.

Chart of Accounts Mappings

Overview

Chart of Accounts Mapping is used when the user wants to map one or more COA information from a current period and merge that information into a newer, updated matrix for that COA information, known as the Target COA.

Navigation

Admin ► Chart of Accounts ► Chart of Accounts Mapping

Chart of Accounts Mapping screen Fields

Field	Description
Source COA	Represents the current COA(s) information which the user would like to map into the Target COA for a future time period.
Source COA Group	Represents the current COA group(s) information which the user would like to map into the Target COA for a future time period.
Target COA	Represents the future COA(s) information with which the user will map the Source COA(s) information into for a future time period.
Target COA Group	Represents the future COA group(s) information with which the user will map the Source COA(s) information into for a future time period.
Target Coding Block	The user can use string codes to define the Target Coding Block or pick from a list of Coding Block Elements.

Coa Element Voucher

Overview

There are CoA Element edited by different users at Ministry Level, these edits are handled by the system using the 'CoA Element Voucher', with the goal to handle the Element edits before the approval and apply the changes to CoA.

Navigation

Admin ► Chart of Accounts ►Coa Element Voucher

Coa Element Voucher screen Fields

Field	Description
Application Id	Application code of Coa Element Voucher.
Active	Indicates whether the CoA Element is available for use or for reference purpose only.
Name	Name of Chart of Accounts Element Voucher.
Coa	Coa to be selected from lookup button.
Workflow Status	Workflow Status of CoA Element Voucher is shown in this field.
Coa Element Voucher Status	CoA Element Voucher status is shown in this field.
Created By	Users by whom CoA Element Voucher is shown by the system.
Approved By	Users by whom the Element Voucher is approved.
Institution	Institution to which the element belongs, to be selected from lookup button.
Segment	Relevant Segment to be selected from the drop-down box.
Workflow Process Transition	Transition stage is shown in this field.
Created Date	Date of creation of CoA Element Voucher.
Approved Date	Date of Approval of CoA Element Voucher.
Top most Element Tab	Top most elements are added from this tab.
Updated Elements Tab	Element Tab updated are added from this tab.
New Elements Tab	New Element can be added from this tab.

Coa Parameter Pre Configuration For Report

Overview

This feature allows client to have several Coa Parameters pre Configured for Reports, sharing same Groups and filters based on CoA and also same Element Data Identification (like Amortization, Debt, etc.).

A screenshot of the Coa Parameter Pre Configuration For 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 Coa Parameter Pre Configuration For Report from within the menu through this navigation path: Admin ► Chart of Accounts ► Coa Parameter Pre Configuration for Report.

Visible Fields

The following table lists and describes all visible fields for the Coa Parameter Pre Configuration For 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.

Field	Description
Code	Stores the unique identifier for the Coa Parameter Pre Configuration For Report. This is a read only field as the value is automatically generated by the system, and is increased based on a sequence.
Language	Users are allowed to select the language to register the description
Name	Name of CoA Parameters pre configuration.
Description	Description of the parameter.
Hide Element Filter	Whether element are to be kept hidden or not is selected from the checkbox
Group	Whether parameters are in group, gets mentioned in the checkbox.
Restrict Selected Segments	When this is true the system at the hierarchical rollups CoA elements show the predefined segments configured.
Sub Total	Subtotal of segments to be selected from this field.
CoA	Active CoA to be selected from dropdown box
CoA Group	CoA group to be selected from the dropdown box.
Active	Whether the record is available for use or for reference purpose only, is selected from this field.
Report Controls Tab	Applicable report control to be selected from lookup button.
Users Tab	Relevant users to be selected from lookup button.

Buttons

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create Coa Parameter Pre Configuration For Report.
	The Search button allows users to switch to search mode.
	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.
	Once a record has been created or searched for, users can return to the results screen when necessary.
	The Remove button allows users to remove the selected tab.
	The Select All button allows users to highlight all the filter criteria.
	The Unselect All button allows users to unselects all previously highlighted filter criteria.
	The Import button allows users to Import file.
	The Save button allows user to save the information inputted.

Coding Block Roll Up

Overview

Roll Up of Coding Block is done from this screen.

Navigation

Admin ► Chart Of Accounts ► Coding Block Roll Up

Coding Block Roll Up Screen Fields

Fields	Description
CoA	Chart of Accounts can be selected from the drop-down box.
Coding Block	Coding Block can be selected from Element view or Lookup button.

Concept Offset Code Mapping

Overview

Mapping of Offset Code with corresponding expense head along with organizational unit is done through this entity.

Navigation

Admin ► Chart of Accounts ► Concept Offset Code Mappings

Concept Offset Code Mapping screen Fields

Field	Description
CoA	Chart of Accounts for which offset code is to be mapped, is to be selected.
Organizational Unit	The Organization Unit related to which offset code is to be mapped.
Details	The Expense Head to which Offset Code is to be mapped.
Offset Code	Offset Code which is to be mapped to the related Expense Head.

Element Rollup Ancestors

Overview

Element-wise Rollup along with Ancestor element gets done from this screen.

Navigation

Admin ► Chart of Accounts ► Element Rollup Ancestors

Element Rollup Ancestors Screen Fields

Field	Description
CoA	Active CoA to be selected from the drop-down box.
Segment	Element to be selected from the drop-down box.
Ancestor Concept	Ancestor concept to be selected from lookup button.
Concept	Current concept to be selected from lookup button.
Ancestor Element	Ancestor Element to be selected from lookup button.
Element	Current concept to be selected from lookup button.

Element Rollup Ancestors Generation

Overview

Generation of information relating to Element Rollup Ancestors gets done from this screen.

Navigation

Admin ► Chart of Accounts ► Element Rollup Ancestors Generation

Element Rollup Ancestors Generation Screen Fields

Field	Description
CoA	The current active CoA to be selected from the drop-down box.
CoA Group	CoA Group to be selected.
Segment	Segment to be selected from the drop-down box.
Concept	Concept to be selected.
Include Rollup Side Concepts	If this value is checked, it refers that Rollup Side concepts are included.
Rollup Concepts	Rollup Concepts to be added from the New button for this tab.

Offset Codes

Overview

Offset codes help users to input for double entry bookkeeping. Double entry bookkeeping requires that there is a balance between debits and credits. A Government COA can be difficult for users. The debit or the credit may be obvious based on the context of revenue or expenditure.

FreeBalance Financials supports the concept of GL Offset codes where some codes can have default adjusting entries (debit/credit). This aids usability and prevents errors.

Navigation

Admin ► Chart of Accounts ► Offset Codes

Offset Code screen Fields

Field	Description
Code	Unique identification code entered by users.
Active	Default value is true. If the user changes it to false, then the Transaction Group Offset code cannot be used again for new transactions. It will remain as a reference for reporting purposes.
Currency	This field allows the user to select the Currency of the Offset Code. The default is Domestic Currency. If left empty, then it can be used with any currency.
CoA	CoA to which the offset code belongs to.
CoA Group	CoA Group to which the offset code belongs to.
Accounting Item	System must show all elements, from predefined Segment equals to object code, must take the lowest concept of the COA in the budget Execution CoaGroup.
UACS	List of Coding Blocks Which Belong to the Offset Code entity.
Abbreviation	Short form of Offset code.
Description	Description of Offset code.

Reports

Chart of Accounts Report

Overview

Report relating to the data in the Chart of Accounts are generated from Chart of Accounts Report.

Navigation

Admin ► Chart of Accounts ► Reports ► Chart of Accounts Report

Chart of Accounts Report Screen Filter Criteria

Field	Description
Fiscal Year	Refers to the CoA Fiscal Year.
CoA	Indicates the Chart of Accounts for which the report will be generated.
Segment	CoA Segment for which the report will be generated.
Include Side Concepts	Check box to indicate if the report will contain the Side Concepts also.
Concept	One or multiple CoA Concept for the report.
Sort By	User can sort the report by CoA Element Segment, Concept and Element, CoA Element Roll u

Sri Lanka Reports

User Coding Block Mask

Overview

User Coding Block Mask restricts users’ view access in respect of coding block for a pre-defined CoA and CoA Group.

Navigation

Admin ► Chart of Accounts ► User Coding Block Mask

User Coding Block Mask screen Fields and Tab

Field	Description
CoA	The current active CoA to be selected.
CoA Group	The CoA Group to which the coding block belongs.
Coding Block Mask	The level of restriction pertaining to coding block is defined in this field.
Last Modification By	Users by whom it was last modified.
Last Modification Date Time	Time and Date of Last Modification.
Application Users	Users for whom the restriction is to be created.

Valid Code Combination Rule

Overview

The user must enter the validation rule, according to the structure of the Group. It’s a must for the system to validate such rule accordingly and give the user a proper message when such rule is not according to: the syntax, content of the element or structure of the group.

Navigation

Admin ► Chart of Accounts ► Valid Code Combination Rules

Valid Code Combination Rule screen Fields

Fields	Description
Sequence	System generated number starting with 1.
Active	If false, the Valid code combination rule cannot be used anymore and it would be there for reference purposes.
CoA	System will default current CoA being in use.
CoA Group	Based on the selected CoA, the system will only allow selecting CoA Groups that belong to previous selected CoA Based on the structure of the selected CoA Group, the system will allow or not the Rule Expression.
Rule Expression	Valid Rule Expression.As an example, the user can enter: "OA?/-[1200\|1300]/[PRJ00_PRJ99];-[PRJ11\|PRJ21]/-7????"

Interfaces

Overview
The FreeBalance Technical Platform supports batch import using XML for any entity, and ensure consistent behavior for all import interfaces, e.g. launch import operations from a central place, log the status of every operation and report errors in similar ways.

The FreeBalance Accountability Suite operates using XML for batch import, which is recognized as the best open standard for sharing structured data among different software systems.

Import Batch

Overview

Import Batch entity keeps statistical information for each import operation. The batch number is referenced by imported transactions and can be used as a search condition.Import Result keeps the result of each entry imported (accepted, rejected, or temp-saved) and error messages if any.

Navigation

Admin ► Interfaces ► Import Batch

Import Batch screen Fields

Field	Description
Batch Number	This is a System generated id
Start Time	This is the date and time that the import was started.
Duration(ms)	This is the duration of the import measured in milliseconds.
Input Quantity	This are the number of entries imported.
Accepted Quantity	Monetary amount of the accepted entries
Input Amount	Monetary amount of the input entries.
Accepted Amount	Monetary amount of the accepted entries.
User	The user who executed that particular import.
Domain	The domain where the batch is created.

Create Import

Navigation:

To Import an XML to support a specific screen, e.g. Vendor, follow the steps below:

1. Click on the Entity Tab that you wish to Import, e.g. Vendor

2. Click on the Browse icon or enter the import file path.

3. Click on the Import icon

4. The system will confirm the Batch number for the new Import.

Financial Operation

Overview

Any transaction that requires to affect the Financial Accountability Module must be linked to a financial operation, this operation can be by a reference to an existing operation that has been already applied in FA or automatically generated by any of the system modules in order to generate a transaction in FA

Navigation

Admin ► Interfaces ► Financial Operation

Financial Operation screen Fields and tab

Field	Description
Id	This is a system generated unique identifier.
Workflow Status	This attribute can take one of the following values: ‘Approval Requested’, ‘Approved’, ‘Cancelled’, ‘Posted To FA’, and ‘Registered’.
Financial Operation Type	This attribute can take one of the following values: 'Journal Voucher','Expense Voucher','Cash Sales'.
Financial Operation Mode	This is a read only attribute with one of the following values: 'Reference Only','Generated by the System','Manually Entered'.
Reference Number	This is a reference number to the financial operation in FA, this attribute must be manually entered when attribute Financial Operation Mode has been set to 'Reference Only', otherwise this value must be assigned by the system once a Financial Operation has been posted to FA.
Fiscal Year	This is the fiscal year for this Financial Operation.
Fiscal Period	The fiscal period where this Financial Operation will be applied.
Gain Loss Result	This attribute must be calculated by the application for auto-generated financial operations.
Registered Date	Assigned by the system, this is the Date and Time when this financial operation was registered.
Approved Date	Assigned by the system, this is the Date and Time when this Financial Operation was approved.
Posted Date	Assigned by the system, this is the Date and Time when this Financial Operation was posted.
Transaction Related Id	This is the transaction identifier that originated this financial operation.
Registered By	The User ID who registered this Financial Operation.
Financial Operation Source	This attribute references the source or origin of this financial operation.
Payment Mode	If this value is not populated and the Financial Operation is related with 'Expense Voucher' then system should get this value from Entity Vendor.
Payment Terms	If this value is not populated and the Financial Operation is related with 'Expense Voucher' then system should get this value from Entity Vendor.
PO Reference Number	This number will be automatically generated by the system in some processes related with Contract Management and it will be used as a link between Financial Operations and Expense Vouchers PO (FA).
Paid Status	This can be 'No', 'Partially' or 'Yes'.
Cheque Number	This cheque number is populated by the system when we generate expense vouchers and comes from the entity payment details.
Amount	This ChequeAmount is populated by the system when we generate expense vouchers and comes from the entity payment details
Cheque Date	Payment batch creation date
Description	Information relevant to this particular Financial Operation, can be user entered for the 'Manual' or 'Reference' Operations or generated from another transaction.
Financial Operation Detail Tab	This can be a collection of zero or more financial operation Details.

Financial Operation Detail Tab

Financial Operation Detail Tab Screen Fields

Fields	Description
Correlative	Correlative number, system auto generated, this attribute specifies the order to show the details to the UI this correlative will be used also for mapping against the XREF_ITEM_NUM in FA (See Attribute Mapping).
Debit Amount	This is the amount to be debited. If this value is being manually entered it is mandatory to be different from zero
Credit Amount	This is the amount to be credited. If this value is being manually entered it is mandatory to be different from zero
UACS	Specifies the coding block related to the account that will be affected by credit and/or debit.
Goods Receive Note Reference Number	Good Receive Note Reference Number on FA. It is read-only and visible to the user. This number will be automatically generated by the system in some processes related with Contract Management and it will be used as a link between Financial Operation Detail (Platform) and Expense Vouchers PO Item (FA).
Description	Description of the financial operation detail.

Swift

Synchronization Error Log

Overview

The synchronization process generates a message Log screen that allows the user to see any messages generated by the Synchronization process. A failure screen allows the user to see any records which failed to synchronize. From here, one can attempt to resynchronize specific records manually. The record details indicate the primary key values of the item which failed to synchronize, and the Error Message field displays the exact error message returned by the synchronization process. The Synchronization between FreeBalance Classic and the Platform is achieved using a tool called Synchronization Application that allows tables to be kept in sync between the two systems by means of sending and receiving XML and creating corresponding records in the databases.

Navigation

Admin ► Interfaces ► Synchronization Error Log

Synchronization Error log screen Fields

Field	Description
Date Time	The Date Time field show when the synchronization was last run.
User	User who views the error log
Entity	Entity can be Business Ownership Type,Catalogue Item, Catalogue Item Catagory, Country,Financial Operation , Hazard Type,Performance Rating,Procurement Purchase Order,Purchasing Vehicle,Unit of Measure,Vendor Catalogue Item and Vendor Set Aside.
Id	The unique id related to the Synchronization Error Log
Application Id	This is the Application Id
Event Type	Event type consist of Delete,Update and Insert
Request	The request message for generating the error log.
Error Message	The Error Message field displays the exact error message returned by the synchronization process.

Uniface Code Converter

Overview

Uniface Code Converter is used for synchronization with classic FreeBalance software versions and maintains a mapping of code conversions between prior and the new platforms related to unconvertible codes (language, country, customer status).

Navigation

Admin ► Interfaces ► Uniface Code Converter

Uniface Code Converter screen Fields

Field	Description
Code Type	Code Type consist of Currency,Customer Status,Language,Payment Method and Payment Mode.This is a system generated id.
Uniface Code	Used for synchronization with classic FreeBalance software versions and maintains a mapping of code conversions between prior and the new platforms related to unconvertible codes (language, country, customer status)
Local Code	The Local Code depends upon the Code Type selected. For example If we select Currency in Code type we will have Australian dollar, Euro etc whereas if we select Language we will have English Lao etc.

Batch

Overview

Batch Jobs refer to large groups of transactions executed within the FreeBalance Accountability Suite.System administrators use the Scheduler to configure the schedule for processing batches such as executing data import files for importing data from external systems, processing of payroll etc.

Batch Group Execution

Overview

Batch Group Execution feature allows users to view the batch group job execution history or the execution log.

A screenshot of the Batch Group Execution 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 Batch Group Execution from within the menu through this navigation path: Admin ► Batch ► Batch Group Execution.

Visible Fields

The following table lists and describes all visible fields for the Batch Group Execution 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
Start Date	Batch group execution start date is displayed here.
Status	This field indicates the status of the batch group execution.
Batch Group	It refers to the batch group of the batch group execution
Batch Group Item Execution	The tab displays Batch group Item execution log.

Buttons

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create batch group.
	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.
	The Lookup tool allows users to browse and select existing items. Once selected, all available information automatically populates the corresponding fields.

Batch Job Execution

Overview

Batch Jobs refer to large groups of transactions executed within the FreeBalance Accountability Suite. This function contains the catalogue of Batch Job Execution history along with their status and brief detail.System administrators use the Batch Processing History to view different batch processes. System administrators use the job name or ID to search for a specific batch process and then enter Search. The system displays the matching results so that the user is able to view specific batches as per requirements. By selecting the individual batch processes, system administrators are able to view the details of the batch processing: ID; Job Name; Start Date; End Date; Status; Exit Code; Exit Message; Last Update; Execution Steps; and Parameters.

Navigation

Admin ► Batch ► Batch Job History

Batch Job Execution screen Fields

Field	Description
Id	Batch job history id
Job Name	Dropdown list of existing jobs in the system for selection from
Start Date	Start date of batch job
End Date	Start date of batch job
Status	Dropdown list of statuses of batch jobs for selection

Scheduler

Overview

System administrators use the Scheduler to configure the schedule for processing batches such as executing data import files for importing data from external systems, processing of payroll etc. The Scheduler allows the system administrator to configure the date, time, cycle (whether the process is repeated or not) etc. Once the Scheduler has been completed, the system will automatically process the batches as configured on the date and time specified.

Navigation

Admin ► Batch ► Scheduler

Scheduler screen Fields

Field	Description
Select Name	Select the batch job
Chronological Expression	Allows the System Administrator to configure the date, time and frequency of the batch job
Last Run	Indicates the last time batch job was run
Next run	Indicates the next date and time for the batch run
State	Indicates the batch job status
Reschedule	Allows the System Administrator to configure the frequency of the batch job
Execute	Executes the batch
Refresh	Refreshes the function
Standby	Changes the status of the batch jobs selected to standby
Pause Job	Pauses the selected batch jobs
Resume Jobs	Resumes the previously paused jobs
Refresh Time Zone	Refreshes the time zone

Batch Group

Overview

Batch Group catalog allows users to group Spring Batch Jobs and reschedule the batch jobs that are defined in the group.

A screenshot of the Batch Group 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 Batch Group from within the menu through this navigation path: Admin ► Batch ► Batch Group.

Visible Fields

The following table lists and describes all visible fields for the Batch Group 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
Name	This field indicates the name of the batch group.
Error Strategy	It allows users to define error strategy when a batch job encounters an error. Users can choose between continue on error and stop on error.
CRON	It refers to the scheduler for the batch group.
Batch Group Item	This tab represents the Spring Batch Jobs within the batch group.
Item Name	It indicates the name of the batch group item.
Sequence	This field allows the users to give a sequence number for the item.
Spring Batch Job	The field allows users to select the spring batch job for the batch group.
Batch Group Item Parameter	This field represents parameters needed for the spring batch job in the batch group item.
Parameter Name	It indicates the name of the batch group item parameter.
Type	It indicates the type of the batch group item parameter.
Value	It allows users to put the value of the parameter.

Buttons

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create batch group.
	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.
	New button allows users to add a new item to the detail tab. A screen appears allowing users to enter new information for a detail item.
	The Remove button allows to remove a record.
	The Select All button allows users to select all the record under the tab.
	The Unselect All button allows users to unselect all the record selected under the tab.
	Save and Return button allows to save the information and return to the previous screen.
	Discard button allows to discard the information and return to the previous screen.

Custom Reports

Budget Book Custom Report Definition

Overview

This feature allows users to reuse of existing reports can be achive by this entity, user has to select the source Report Control, system then will create another Report Control with its menu option and feature according to user requirements.

A screenshot of the Budget Book Custom Report Definition 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 Budget Book Custom Report Definition from within the menu through this navigation path: Admin ► Custom Reports ► Budget Book Custom Report Definition.

Visible Fields

The following table lists and describes all visible fields for the Budget Book Custom Report Definition, 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
Id	A unique identification code which is automatically assigned by the system or manually entered by the user.
Is Active	A checkbox attribute which default value TRUE.
Report Control	Users are allowed to select the Reports from the drop-down menu list.
Customized Format Report Type	Users are allowed to select the Customized Format Report Type from the drop-down menu list.
Language	Users are allowed to select the language to register the description.
Menu Item Label	Users are allowed to write the short description in the text field.
Menu Item Tooltip	Users are allowed to write the short description in the text field.
Root Menu Item	Users are allowed to selects the root menu item from the drop-down menu list.

Buttons

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create Budget Book Custom Report Definition.
	The Search button allows users to switch to search mode.
	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.
	The Save button allows user to save the information inputted.
	The Delete button allows user to remove the record.

Custom Reports Definition

Overview

Once Custom Report Definition is created, User can only download the JRXML file once Custom Report Definition is created, in order to modify it, and then upload it again with its changes.

Navigation

Admin ► Custom Reports ► Custom Report Definition

Custom Reports Definition Screen Fields

Fields	Description
Id	This attribute is Automatically assigned by the system or manually entered by the user, depending on parameter
Is Active	This attribute is used to validate the checkbox
Report Type	It is used to select the Jasper Report from the dropdown menu list
Report Definition Attachment	It is used to upload the Report Definition attachments
Complied Reports Attachment	This attribute is used to complied the attachments
Root Menu Item	This attribute selects the menu item from the drop-down menu list
Is Create Menu Folder	If is checked then Menu Folder is created.
Language	Country specific language used.
Menu Folder Name	Name of menu folder.
Menu Item Label	A short description in the text field
Menu Item Tooltip	A short description in the text field

Group Report

Overview

This functionality provides to our clients the possibility of create and maintain dynamically a serial of reports, like Savings Account Investment and Financing Report, detailed and consolidated; thru this module users can add or delete some details from some reports especially that uses COA elements. This functionality gives flexibility to the client, because if the COA changes or if one element was subdivided in others then users can change the report by themself.

Group Report Header

Overview

This feature is used to add and maintain the different groups and subgroups (printable or not) to a Group Report.

A screenshot of the Group Report Header 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 Group Report Header from within the menu through this navigation path: Admin ► Custom Report ► Group Reports ► Group Report Header.

Visible Fields

The following table lists and describes all visible fields for the Group Report Header 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
Code	Stores the unique identifier for the group report header. This is a read only field as the value is automatically generated by the system, and is increased based on a sequence.
Active	Default value for this field is true. If this value is changed to false, it can’t be used again and the record remains for reference purposes only.
Printable	Default value for this field is true. If this value is changed to false, then users are unable to print this group report header.
Print Amount	Default value for this field is true. If this value is changed to false, then users are unable to print amount for this group report header.
Print Indent	Default value for this field is true. If this value is changed to false, then users are unable to print indent for this group report header.
Print Literal	Allows users to define the rules for literal print.
Print Order	Allows to define the print order. In this order the system prints the header's group items.
Multiplier Factor	Allows users to define the multiplier factor. The defined multiplicity factor is applicable to the group total. Default value = 1.00. The system accepts any positive and negative decimal.
Language	Users are allowed to select the language to register the description.
Group Name	Allows to define the printable short name of the group.
Description	Allows to define the detail description of the group.
Group Report Details Tab	Using this tab, users are allowed to create one or more group report detail.
Child Group Info Tab	Using this tab, users are allowed to select child group infor using the lookup function.
Group Report Calculation Tab	Using this tab, users are allowed to select one or more group report calculation.

Buttons

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create group reports.
	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.
	The Lookup tool allows users to browse and select existing items. Once selected, all available information automatically populates the corresponding fields.
	The New button allows users to add a new record under the tab. A screen appears allowing users to enter new information for a detail item.
	The Remove button allows users to 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.
	The Save button allows users to save the information inputted. The record is stored and a confirmation message is presented.

Group Report Detail Tab

Overview

This feature is used to add and maintain the details to a header group report.

A screenshot of the Group Report Detail 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.

Visible Fields

The following table lists and describes all visible fields for the Group Report Detail tab 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	Stores the unique identifier for the group report detail. This is a read only field as the value is automatically genertaed by the system, and is increased based on a sequence.
Amount Formula	Dropdown allows users to select the amount formula. The sum amount will be taken from the lowest concept of the COA in the budget Execution CoaGroup. The system will do the roll down to the lowest level to all children.
Element	Allows users to select elements from predefined Object code segments. Only the "Active" elements can be selected.
Multiplier Factor	Allows users to define the multiplier factor. The defined multiplicity factor is applicable to the group total. Default value = 1.00. The system accepts any positive and negative decimal.

Buttons

Button Image	Description
	The Save and Return button allows users save changes and return to the previous screen.
	The Discard button allows users eliminate the entered/selected records within the screen.

Group Reports

Overview

This feature is used to add group reports as per the requirement. Every report contains one or more groups to be printable.

A screenshot of the Group Report 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 Group Report from within the menu through this navigation path: Admin ► Custom Report ► Group Reports ► Group Report.

Visible Fields

The following table lists and describes all visible fields for the Group Report 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
Code	Stores the unique identifier for the group report. This is a read only field as the value is automatically generated by the system, and is increased based on a sequence.
Application Name	Allow useres to define short name for the identification of the report. This name is used as an acronym to identify the report in execution
Language	Users are allowed to select the language to register the description.
Report Name	Allows users to define the name of the registered group report. This value will be printable in most reports.
Description	Users are allowed to define a long description of the group report.
Group Report Header Tab	Using this tab, users are allowed to select group report header.

Buttons

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create group reports.
	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.
	The Lookup tool allows users to browse and select existing items. Once selected, all available information automatically populates the corresponding fields.
	The Remove button allows users to remove a record under the tab. 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.
	The Save button allows users to save the information inputted. The record is stored and a confirmation message is presented.

Data Import Client

Overview

The Data Import Client allows users to import bulk data and generate standard importing templates for entities within the FreeBalance Accountability Suite.

Generate Templates
Import Data
Data Import Execution Log

The Generate Templates function allows users to generate a standard importing template for entities within the FreeBalance Accountability Suite.

The Import Data function allows users to import bulk data.

Data Import Execution Log allow users to monitor and view the results of the import process.

Data Import Execution Log

Overview

Data Import Execution Log allow users to monitor and view the results of the import process. Generated information help users to identify the result of import process whether it has been successfully imported, not imported or partially imported. In case of a partial import, no data imported or validation error, system generates a log file which contains error message about the data not being imported.

Navigation

Admin ► Data Import Client ► Data Import Execution Log

Data Import Execution Log Screen Fields

Fields	Description
Entity	Allows to search the name of the entity for which the import process was performed.
Process Start Timestamp	This attribute allows to search Process Start Timestamp
Process Finish Timestamp	This attribute allows to search Process Finish Timestamp
Application User	This attribute selects an Application user from data lookup button and help users to search the import processes done by that user.
Institution	This attribute selects an Institution from data lookup button and help users to search the import processes done by that institution.
Data Import Execution Result Type	This attribute allows to search the processes by its result. Following are list of results which shows once the process is completed: Failed: If the import has been terminated during its processing due to some technical errors then the result shows as Failed. Fully Imported: The result shows Fully imported when the process has been done successfully and all the data got imported without giving any error. No Records Imported: This result displays when none of the records are imported due to some data population issue. In this case the system generates an Error Log file. Partially Imported: System displays this result when part of the record is imported remaining are not imported due to some data population issue. In this case the system generates an Error Log file. Validation Errors: System displays this result when the process is terminated due to any validation issues. In this case system generates an error log csv file.
Data Import Execution Origin	This attribute shows the Execution Origin of the Data Import. Following are the list of origins: Entity Screen: System displays this result when the Import function has been done from the Entity screen itself but not from the Data Import Client. File System: System displays this result when the import has been done from an automated file transfer system. Generic Web Service: When the import has been done through any web service system then system displays this result for that import process.

Generate Templates

Overview

The Generate Templates function allows users to generate a standard importing template for entities within the FreeBalance Accountability Suite. These templates, which are generated as Excel files are used as base for importing information into the system. This function is usually performed at the beginning of the implementation in order to import any important data that need to be transferred to the new system. This process is completed as part of the data migration process which are to be completed together with various departments where the data is located, whereby a number of different records are imported: bank balances, budget data, employee records etc.

Navigation

Admin ► Data Import Client ► Generate Template

Generate Template screen Fields

Field	Description
Data Import Method	There are two options available for Data Import method which allows to generate the following to templates for Data Import: Excel files related using ID numbers references. In this method, the header file (main screen of the entity) has a unique ID number column for each row of data which can be used as a reference within the other item files (tabs below the header screen). Excel files related using Line numbers references. In this method the header file and item files are referred by the row numbers.
Project	This shows the list of modules for which users want to perform the import process.
Selected Entity	Based on the selected Project, this dropdown list shows the available entities under that project which has the import function available.

Import Data

Overview

The Import Data function allows users to import bulk data. This information is processed and proper records are created on the affected entities. FreeBalance Accountability Suite allows users to generate the templates that are to be used to populate the data. Once the templates have been generated and populated, the Administrator User now be able to import the data in the system using Data Import Client.

Navigation

Admin ► Data Import Client ► Import Data

Import Data screen Fields

Field	Description
Project	This shows the list of modules for which users want to perform the import process
Selected Entity	Based on the selected Project, this dropdown list shows the available entities under that project which has the import function available.
Import File	Tool for uploading the generated file into the system.

E-Services

Report

Service Invoice Report

Overview

The main purpose of this report is to display recommended actions for selected fiscal years.

Navigation

Admin ► E-Services ► Report ► Service Invoice Report

Service Invoice Report Filter Fields

Field	Description
Fiscal Year	Dropdown list of fiscal years for Service invoice report generation in different formats.
Fiscal Period	Selects fiscal period for Service invoice report from dropdown menu list
Comment	This attribute is to add the comment for Service invoice

Supplier Invoice

Overview

Supplier Invoices entity contains all general information related with Invoices uploaded for suppliers

Navigation

Admin ► E-Services ► Supplier Invoice

Supplier Invoice screen Fields and Tabs

Field	Description
Code	An unique identification code auto generated or manually created.
Workflow Status	This Attribute is read only field by default it will be in Created
Invoice ID	Invoice number associated with the supplier invoice.
Invoice Date	This attribute select an invoice date from date-picker
Invoice Amount Domestic	This attribute contains invoice total amount
Purchase Order	PO Number related with invoice
Vendor	Vendor associated with the supplier invoice.
Language	Country specific language used.
Description	Short description on the about supplier invoice
Attachments tab	This attribute contain attachment files (invoices) collection

Information Tab

Information Tab Screen Fields

Fields	Description
Id	This Attribute contains Id for the Information
Attachment Classification	This attribute contains attachment files
Title	Title of the Information
Description	Description of the Information
Date	This Attribute selects Date from the date-picker

Supplier Users

Overview

System enables generation of user ID and password for the supplieres to enable the suppliers to perform online transaction with the spending units.

Navigation

Admin ► E-Services ► Suppliers Users

User screen Fields and Tabs

Field	Description
Vendor id	This attribute is an unique identifier
Active	This attribute will be false by default
Name	This attribute allows to write the Name
Address	This attribute allows to write the Address
Email	System must validate that is valid
Application User	This attribute contains Ref.ID
Notification by email	Indicate if user request an automatic mail notifications related with invoices workflow
Notification by sms	Indicate if user request an automatic mail notifications related with invoices workflow
Tax information number	This attribute contains Tax information number
Business registration	Business registration details.
Passport number	Passport Number related to the user.
National identification	National identification details.
Telephone	Telephone Number of the user
Rejected Note	Reasons to support the rejection if applicable.

Generic Message

Overview

This Entity will display the Generic message, and the description which is written in the Text editor will be having the option for changing the font size, style etc.

Navigation

Admin ► Generic Message

Generic Message screen Fields

Fields	Description
Code	This attribute allows to add the code in the text field
Generic Message Type	This attribute can select Generic Message Type from dropdown menu list
Description	By clicking on this button text editor will open for adding the description

Notification Server

User from Institution (Procuring Agency) specifies which Suppliers and Observers will receive email notification when the Notice is posted online. System will automatically send notification to the Auditors of the Procuring Agency.

Notification Email Template Config

Overview

This entity will enable sys admin to configure and update email templates

Navigation

Admin ► Notification Server ► Notification Email Template Config

Notification Email Template Config screen Fields

Fields	Description
Code	System generated or manually entered unique identification code.
Active	A checkbox with possible values TRUE/FALSE and default value been TRUE.
Config Type	This is a closed domain with possible different vales available.
Notification Control	This attribute signifies the parent of the template.
Description	Long description of the email.

Notification Email Template Control

Overview

The entity will enable the System Admin/ Assigned user to create the email templates methodology that will be use by Notification Email Template Config.

Navigation

Admin ► Notification Server ► Notification Email Template Control

Notification Email Template Control Screen Fields

Fields	Description
Code	Unique identification code manually entered or system generated.
Active	A checkbox with possible values TRUE/FALSE and default value been TRUE
Subject	Subject of the email template.
Body	Body of the email template.
Description	A short description of the email template.
From Address	Senders address details.
Provider	Provider details.
Method name	Method details name.
Recipients	This field gives the collection of the email Recipients

Periodic Processes

Overview

Rebuild Budget Controls
Rebuild General Ledger
Integrity Check Report

The rebuilding Budget Control process replays the approval of the transactions and updates.Integrity Check Report is issued to check that the various values in the database are in balance.

Integrity Check Report

Overview

Integrity Check Report is issued to check that the various values in the database are in balance. This function allows users to select the desired Fiscal Year which should always be an open fiscal year, to run the analysis on. The default would be the current fiscal year. The result of this function is a report summarizing any inconsistencies found within the information processed.

Navigation

Admin ► Preiodic Process ► Integrity Check Report

Field	Description
Fiscal Year	Dropdown list of fiscal year for integrity check report generation in different formats

Rebuild Budget Controls

Overview

The rebuilding Budget Control process replays the approval of the transactions and updates the related amounts in Budget Control, Commitment and Obligation entities in chronological order, just as if what happened when the transactions were originally approved.

Navigation

Admin ► Preiodic Processes ► Rebuild Budget Controls

Rebuild Budget Controls screen Fields

Field	Description
Fiscal Year	Dropdown list for fiscal year for rebuild budget controls.

Rebuild General Ledger

Overview

This feature allows rebuilding General Ledger (GL) balance data. The GL table stores the calculated balances which are entered in the system by different transactions. Rebuild General Ledger recalculates the GL balances to evaluate any inconsistency or mismatch in the GL balances.

A screenshot of the Rebuild Opening Balances Only feature is available here. Application users select the fiscal year that needs to validate. Rebuild Opening Balances Only is to be selected to rebuild only GL opening balances. Clicking on the Proceed button validates the GL balances and shows errors.

Users access Rebuild General Ledger form within the menu through this navigation path: Admin ► Periodic Processes ► Rebuild General Ledger.

Visible Fields

The following table lists and describes all visible fields for the Rebuild General Ledger 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
Fiscal Year	This field refers to the fiscal year for which the rebuilding GL balances need to perform.
From	Users set the beginning fiscal period for rebuilding GL balance. The system shows only the fiscal periods defined for the selected Fiscal Year. By default, the system shows the first period of the fiscal year.
To	Users set the ending fiscal period for rebuilding GL balance. The system shows only the fiscal periods defined for the selected Fiscal Year. By default, the system shows the last period of the fiscal year.
Rebuild Opening Balances Only	When Rebuild Opening Balances Only is yes system validates only GL opening balances.

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 system.

Button Image	Description
	The Proceed button executes and starts the rebuilding process.

Report Server

The report server architecture is base in Message queues. When someone wants to produce a report, a message is appended to a queue. This message, to be consumed asynchronous, have all the information needed to the consumer process precede with data retrieval and report generation. From the report name and query filters ending in the Manager method to process the data retrieval, all must be present in the queued message.

The Report Server can be on the same machine and instance of the application server, or in a different machine, all depending on the system configuration.

Report Executions

Overview

The Report Execution catalog stores and shows the execution log and history of generated reports through report server. Report generation status, timestamps, user, etc. is displayed. Users can also download the generated report.

A screenshot of Report Execution screen is available here. Image 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 Report Execution screen within the menu through this navigation path: Admin ► Report Server ► Report Executions.

Visible Fields

The following table lists and describes all visible fields for the Report Executions 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
User	Refers to the user who generated the report.
Report Name	This attribute allows to add report name.
Created Date From	This attribute is to select a report creation to set a range for filtering the records from that date.
Created Date To	This attribute is to select a report creation to set a range for filtering the records till that date.
Executions Status	It indicates executions status of the generated report.
Progress Status	This field indicates the progress status of the generated report.
Start Date	It refers to the start date and time of the report execution.
End Date	It refers to the end date and time of the report execution.
Attachment	The attachment contains the final executed report.

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 system.

Button Image	Description
	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.
	Full Screen button allows users to see the report control in full screen mode.
	The Lookup tool allows users to browse and select existing items. Once selected, all available information automatically populates the corresponding fields.
	Calendar allows users to select a calendar date
	This is the Delete button. System asks for confirmation after clicking on the button and once confirmed the record is deleted from the system.

Reports Control

Overview

Report Control is used to configure report generation rules through Report Server. By this entity, users can define report path, report provider, report provider method, report queue, number of reports to be generated per day, the time between report generation.

A screenshot of Reports Control is available here. Image 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 Report Control from within the menu through this navigation path: Admin ► Report Server ► Report Control.

Visible Fields

The following table lists and describes all visible fields for the Report Control 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
Report Name	This field refers to report name defined in the system.
Report Path and Name	Refers to not localized report path and name with the file extension.
Report Provider	This attribute is used to select report provider from the dropdown menu list.
Report Queue	This field refers to the report queue to generate the report. Users select it from the dropdown menu list.
Report Provider Method	This field is to select report provider Method from the dropdown menu list.
User Rules Filiation	This is to set if report filiation is to be done by the user or by the system. By default, it is false which indicates system filiation.
Number Reports Per Day (Last 24 Hours)	This attribute is to define the number of reports to generate per day.
Time Between Report (In Minutes)	This attribute is to define generation between reports in minutes.
Name	Indicates custom report name.

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 system.

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create report control.
	The Search button allows users to switch to search mode.
	This is Results button. Once a record has been created or searched for, users can return to the results screen 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.
	Full Screen button allows users to see the report control in full screen mode.

Restricted Access

Restricted Access Activation

Overview

Restricted Access Activation allows configuring security according to certain values of an entity. Restrictions are applied for users who are restricted within the values in between the Activation Start and Activation End.

Navigation

Admin ► Restricted Access ► Restricted Access Activation

Restricted Access Activation screen Field and Tab

Field	Description
Is Active	A check box for active restricted access.
Create by	Name of the system user, who access activation.
Activation Start	Access activation start date.
Activation End	Access activation end date.
Language	Country specific language used to create restricted access.
Reason	Reason for granting restricted access activation.
Allowed Users Tab	User screen allows selecting allowed users for restricted access.

Allowed Users

Objective

Allowed Users Tab screen allows to select allowed users for restricted access.

For details regarding User, refer to the link below.

User

System Parameters

Overview

FreeBalance applications are designed to support configuration rather than code customization as the main approach to support unique country needs. Parameters are part of the configuration capabilities of the FreeBalance Accountability Platform.

Objectives and Benefits

Parameters provide the ability to define specific values that impact in one or several modules of the Platform. These values are used for calculations, validations, processes, and display purposes. For example: Default Language is a global parameter that allows you to define the default language for a specific system installation.

Some Parameters are required for a proper Platform operation therefore is necessary to define them before to start using the Platform or a specific Module. Parameters definition is divided by module or scope, for example: Global, Base Entities, Procurement, Human Resources, Assets, Budgeting, etc.

Assets

ID Generation

Generate Asset Item ID?	This is a setup parameter to determine if the code in the asset item is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros.
Generate Asset Transaction Type ID?	This is a setup parameter to determine if the code in the asset transaction type is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros.

Other Parameters

Linked with FA	This is a parameter regarding the integration of the Asset Accountability module with FreeBalance Accountability. Setting the parameter to true will link the Asset Accountability with FreeBalance Accountability. When Asset Accountability is used as a stand alone application, the application will be used solely for managing fixed assets and therefore parameter will be forced to be false.
Bar Code Mandatory in Assets?	This is a setup parameter which determines whether the barcode configuration number will be a mandatory function in the application or a non-mandatory function in the application
Asset Transactions Cash Account	This parameter is the GL Coding Block associated with the Cash Account. Asset transactions may affect this account when a revenue or expense occurs by the result of an asset transaction.
Asset Transaction Gain Account	This parameter is the GL Coding Block which must be used to credit/debit gains obtained by the result of the sale/exchange/auction of an asset or group of assets.
Asset Transaction Loss Account	This parameter is the GL Coding Block used for credit/debit losses as the result of a disposal of an asset transaction over an asset item or group of asset items.
Allow Subclass Validation in Asset Item?	Depending on complexity of the organization and aims of the Asset Accountability implementation, validating components within a class could add difficulty to the class/subclass model, therefore if this parameter is set to false; components in an asset will not enforce the class component validation rules. If this parameter value is true, the user cannot associate components to an asset item whose asset class doesn't have class components.
Handles Depreciation Process in Asset Item?	This is a parameter that relies on the need of the Asset Accountability to handle the depreciation of assets. If the parameter is set to true, Asset Accountability will handle depreciation process in accordance with the set process. If set to false, in the case that depreciation is not needed, all attributes related to the depreciation process will be optional.
Enforce entering a Goods Services Request Group?	This is a parameter which specifies whether the user registering the Material Request has to select a particular Material Request Group, if this parameter value is 'true' the attribute will be mandatory, otherwise will remain as optional.
Asset Item in Count Mandatory Reason for Difference	The parameter is to determine if a reason for difference is mandatory in asset item count discrepancies. If set to 'true' the system will require attributes ‘Asset Item in Count Reason for difference’. The default value is ‘false’.
File name prefix for Asset Count Request file while uploading	This is a 'string' parameter with no value by default and specifies the file name 'prefix' to be used for files uploaded for Asset Count Request. The system will apply a filter based on this prefix to prevent uploading files not related to this process.
Acquisition Information Mandatory in Asset Item	The parameter is to determine if information regarding the acquisition of asset item is mandatory. If true the system will require 'Acquisition Information' attribute mandatory when creating an Asset Item. If false such attribute will be optional.
Financial Coding Blocks Mandatory in Asset Item	This is a boolean parameter 'true' by default, which determines if the following attributes in Asset Item must be mandatory or not: Asset Item Coding Block Revaluation Surplus Coding Block Expense Coding Block Accumulated Depreciation Account If parameter is set to false, the attributes are not mandatory.
Catalogue Item Mandatory in Asset Item	The parameter is to determine if information regarding the catalogue item is mandatory. If true the system will require 'Catalogue Item Reference' attribute as mandatory when creating an Asset Item. And the system will provide the search options to the mentioned catalogue by relevant criteria. If false such attribute will be optional. The default value is false.
Allow Duplicated Barcodes in Asset Item	The parameter is to determine if barcodes can be entered more than once. When true, the system will allow duplicated Bar codes. The default value is false.
Allow Imbalance Financial Operation Amount	This parameter determines if an Asset Financial Operation can be posted without ensuring the balance equals zero between debits and credits in the Financial Operation details. If set to true, a balance is not required. If set to false, a zero balance is mandatory. The default value is false.
Asset Financial Operation Source	This is an integer parameter that will be used to reference a particular Financial Operation Source already registered in the system. This is a nullable integer and cannot have a default value, when the interface with FA is enabled, the implementer must manually create a Financial Operation Source and thereafter assign the application Id value to this parameter.
Is Lookup Tree for Asset Class	This is a boolean parameter. If set to true the lookup functionality for Asset Class must be in a tree hierarchical structure or not. If set to false, otherwise.
Allow Only Lowest Level Institution Selection in Asset Item	This is a boolean parameter 'false' by default, which determines if an Asset Item can be associated to a 'leaf' type Institution only (the lowest level in the institution hierarchy) or not.
Allow Only Lowest Level Region Selection in Asset Item	This is a boolean parameter, 'false' by default and determines if a 'Region' associated to an Asset Item must be a 'leaf' type Region (lowest level in the Region tree) or not.
Allow Only Lowest Level Asset Class Tree Selection in Asset Item	This is a boolean parameter, 'false' by default and determines if an 'Asset Class Tree' associated to an Asset Item must be a 'leaf' type Class Tree (lowest level in the Class tree) or not.
Validate Asset Transaction Asset Item Acquisition Date	This is a boolean parameter, 'true' by default which specifies if a validation on the Asset Transaction that ensures that an Asset Transaction cannot be posted in a date prior to the Asset Item 'Acquisition Date' is applicable or not.
Validate Asset Transaction Asset Item Already Depreciated In Future Fiscal Periods	This is a boolean parameter, 'true' by default and specifies if a validation in the Asset Transaction that ensures that depreciation cannot occur in a fiscal period prior to a fiscal period already depreciated, e.g. fiscal period March cannot apply if April has been already depreciated.

Social Security Management

Other Parameters

Maximum Salary Subject to Contribution	This parameter will handle the Maximum Salary subject to contributions for Contribution Payroll
Notification to User Admin	This parameter will direct to what user acting as User Admin an alert, notification or warning will be sent
Notification to Contribution Management Analyst	This parameter will direct to what user acting as Contribution Management Analyst an alert, notification or warning will be sent
Is Mandatory to attach documentation on termination	This parameter will handle the need to attach or not at least one document as support documentation on member assignment termination.

Procurement

Id Generation

Name	Description	Value Type	Default Value
Generate Bid Evaluation Criteria Id?	It defines if Bid Evaluation Criteria Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Bid Evaluation Criteria Id. If it is FALSE it will allow an alphanumeric manual entry in the Bid Evaluation Criteria Id field.	Boolean or Null	True
Generate Claim Reason Type Id?	It defines if Claim Reason Type Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Claim Reason Type Id. If it is FALSE it will allow an alphanumeric manual entry in theClaim Reason Type Id field.	Boolean or Null	True
Generate Process Id?	It defines if Process Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Process Id. If it is FALSE it will allow an alphanumeric manual entry in the Process Id field.	Boolean or Null	True
Generate Process Type Id?	It defines if Process Type Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Process Type Id. If it is FALSE it will allow an alphanumeric manual entry in the Process Type Id field.	Boolean or Null	True
Generate Document Id?	It defines if Document Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Document Id. If it is FALSE it will allow an alphanumeric manual entry in the Document Idfield.	Boolean or Null	True
Generate Procurement Document Response Type Id?	It defines if Procurement Document Response Type Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Procurement Document Response Type Id. If it is FALSE it will allow an alphanumeric manual entry in the Procurement Document Response Type Id field.	Boolean or Null	True
Performance Rating Id Limit	It represents the maximum value the system must allow to enter in Performance Rating Id field.	Long or Null	999
Generate Performance Evaluation Id?	It defines if Performance Evaluation Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Performance Evaluation Id. If it is FALSE it will allow an alphanumeric manual entry in the Performance Evaluation Id field.	Boolean or Null	True
Generate Vendor Validation Rule Id?	It defines if Vendor Validation Rule Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Vendor Validation Rule Id. If it is FALSE it will allow an alphanumeric manual entry in the Vendor Validation Rule Id field.	Boolean or Null	True
Generate Vendor Catalogue Item Id?	It defines if Vendor Catalogue Item Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Vendor Catalogue Item Id. If it is FALSE it will allow an alphanumeric manual entry in the Vendor Catalogue Item Id field.	Boolean or Null	True

Other Parameters

Name	Description	Value Type	Default Value
Apply Reference Price In Process?	If this value is TRUE, then you could enter the price of reference related to the procurement process. If this parameter is FALSE, then the system do not show/request the Price of Reference attribute.	Boolean or Null	True
Apply Unit of Measure Conversion?	This parameter indicates if Unit of Measure conversion will be performed automatically by the system when creating a Vendor Catalogue Item.	Boolean or Null	True
Only Requisition Items from Purchasing Allowed?	It defines if according to the organization policies, only Requisitions Items from Purchasing can be added in the Procurement Document.	Boolean or Null	True
Allowed Classification Levels	Indicates the number of levels in the Catalogue Item Classification that will be used in your organization.	Integer	2
Allowed Classification Characters	It represents the maximum number of characters that can be defined in each level of the Catalogue Item structure or classification.	Integer	5
Maximum Vendor Rating Value	It is an integer value, which represents the maximum number of elements the system must allow to enter as part of the Vendor Performance Rating entity, such number will be used to calculate the overall average of the Vendor Performance Rating.	Integer	5
Validate Document Response Time?	If Purchasing vehicle entity has a value in attribute ‘Purchasing Vehicle RFP Period for Responses’, the system validates that such period (number of days) of time is respected within the range: Procurement Document Publishing Date and Procurement Document Expected Response Date.	Boolean or Null	True
Validity End Notification (Days)	It is the number of days to send automatic notifications to the Bid Manager before the Validity Date has been reached.	Integer	5
Mandatory Attachments in Response?	If True, the system will require an attachment when creating a Procurement Document Response Detail.	Boolean	False
Default Price Condition for Bids	It defines the price condition that will be used by default in the procurement documents. Such value must be selected from the entity Price Conditions.	Integer	1
Intend To Award Period	This parameter is a period expressed in calendar days, which must be used for calculation of the ‘Intend to Award Closing Date’ for Procurement Document Types that require the ‘Intend to Award & Dispute Management’ stage. This parameter applies only if the ‘Intend to Award Period’ attribute in the ‘Procurement Document Type’ entity is not specified.	Integer or Null	2
Maximum Days To Resolve a Claim	This parameter refers to the maximum number of days available to respond to the bidder’s claim by the public service.	Integer or Null	2
Days Left Alert for Claim Resolution Expiration Date	It is the number of days to send automatic notifications to the Bid Manager before the Claim Resolution Expiration Date has been reached.	Integer or Null	2
Bidder Accepting or Rejecting the Contract Award	This parameter allows to Bidder to choose between accept or reject to the terms of the intention of contract award or just accept them. The two possible values are: 'Bidder accept' and 'Bidder choose'.	String	Bidder Accept
Maximum Days to Present Additional Information	This parameter value is the maximum days that the Claim Resolution Committee can wait in order to continue with the Claim Resolution Process, when additional information is required the Expiration Date to Resolve Claim must be calculated based on the Last Response Date submitted by the Vendor.	Integer or Null	2
Number Of Bids Calculation Type	This parameter defines what attribute will be taken in consideration for Minimum Number of Bid calculation. Options: Minimum Score, Responses Received, Technical Evaluation	String	Responses Received
Allow ineligible Vendors in Bid Evaluation	This parameter defines according to the organization policies, if ineligible vendors will be accepted or not for Bid Evaluation and Vendor Award.	Boolean	True
Mandatory Justification for Technical Evaluation Score?	If 'True' the system will require a value on attribute 'Evaluation Score Justification'. If 'False' the system will not require it.	Boolean	False
Notify Days Before Bid Security Valid Date	It is the number of days to send automatic notifications to the Bid Manager before the Bid Security Valid Until Date has been reached.	Integer	0
File name prefix for VendorCatalogueItem CSV file while uploading	This parameter is used to create the names of the upload CSV files generated by the Buyers.	String	FB-Vendor-Catalogue-Item
Notification Subject on Questions Approval	Value in this parameter represents the default subject that the system uses to create automatic notifications to Vendors and Other Stakeholders in a Procurement Process, after Questions & Answers Document has been approved.	String	Questions & Answers Document has been updated
Notification description on Questions Approval	Value in this parameter represents the default description that the system uses to create automatic notifications to Vendors and Other Stakeholders in a Procurement Process, after Questions & Answers Document has been approved.	String	Please find attached Questions & Answers Document recently updated.
Procurement Document Subject on Questions Approval	Value in this parameter represents the default subject that the system uses to publish Questions & Answers Document to E-Procurement Site after it has been approved.	String	Questions & Answers Document has been updated
Procurement Document description on Questions Approval	Value in this parameter represents the default description that the system uses to publish Questions & Answers Document to E-Procurement Site after it has been approved.	String	Please find attached Questions & Answers Document recently updated.
File name prefix for Amendment PDF file	Value in this parameter defines a standard prefix that the system will use when creating a PDF Amendment Document. This prefix is followed by a consecutive number.	String	FB-Amendment
Validate Period Of Time For The Vendors To Present Proposals		Boolean	True
Notification Subject on Procurement Claim	Default subject to be used in system automatic Procurement Claim notifications	String	Procurement Claim updated
Notification Description on Procurement Claim	Default description to be used in system automatic Procurement Claim notifications	String	Please review the Procurement Claim updated recently
Notification Subject on Amendment	Default subject to be used in system automatic Amendment notifications	String	Amendment Document updated
Notification Description on Amendment	Default description to be used in system automatic Amendment notifications	String	Please review the Amendment Document updated recently
Procurement Purchase Order Subject On Approval	Default subject to be used in system automatic Procurement Purchase Order notifications	String	Procurement Purchase Order has been updated
Procurement Purchase Order Description On Approval	Default description to be used in system automatic Procurement Purchase Order notifications	String	Procurement Purchase Order recently updated
Claim Resolution Description On Approval	Default description to be used in system automatic Claim Resolution notifications	String	Please review the Claim Resolution updated recently
Claim Resolution Subject On Approval	Default subject to be used in system automatic Claim Resolution notifications	String	Claim Resolution updated

Base Entities

ID Generation Parameters

Name	Description	Value Type	Default Value
Generate Catalogue Item Id?	It defines if Catalogue Items ID will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Catalogue Item ID. If it is FALSE it will allow an alphanumeric manual entry in the Catalogue Item ID field.	Boolean or Null	TRUE
Generate Institution Id?	It defines if Institution ID will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Institution ID. If it is FALSE it will allow an alphanumeric manual entry in the Institution ID field.	Boolean or Null	FALSE
Generate Vendor Set Aside Id?	It defines if Vendor Set Aside Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Vendor Set Aside Id. If it is FALSE it will allow an alphanumeric manual entry in the Vendor Set Aside Idfield.	Boolean or Null	FALSE
Generate Business Type Id(Vendor)?	It defines if Business Type Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Business Type Id. If it is FALSE it will allow an alphanumeric manual entry in the Business Type Id field.	Boolean or Null	TRUE
Generate Business Ownership Type Id?	It defines if Business Ownership Type Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Business Ownership Type Id. If it is FALSE it will allow an alphanumeric manual entry in the Business Ownership Type Id field.	Boolean or Null	FALSE
Business Ownership Type Id Limit	It defines maximum size for Business Ownership Type Id field.	Long or Null	99
Generate Spoken Language Id?	It defines if Spoken Language Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the World Language Id. If it is FALSE it will allow an alphanumeric manual entry in the Spoken Language Id field.	Boolean or Null	TRUE
Generate Marital Status Id?	It defines if Marital Status Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Marital Status Id. If it is FALSE it will allow an alphanumeric manual entry in the Marital Status Id field.	Boolean or Null	TRUE
Generate Employee Application ID?	It defines if Employee Application ID will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Employee Application ID. If it is FALSE it will allow an alphanumeric manual entry in the Employee Application ID field.	Boolean or Null	TRUE
Generate Financial Operation Source Application ID	It defines if Financial Operation Source Application ID will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Financial Operation Source Application ID. If it is FALSE it will allow an alphanumeric manual entry in the Financial Operation Source Application ID field.	Boolean or Null	True
Generate Payment Location Id?	It defines if Payment Location Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Payment Location Id. If it is FALSE it will allow an alphanumeric manual entry in the Payment Location Id field.	Boolean or Null	True
Generate Payment Mode Id?	It defines if Payment Mode Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Payment Mode Id. If it is FALSE it will allow an alphanumeric manual entry in the Payment Mode Id field.	Boolean or Null	True
Generate Content Category Id?	It defines if Content Category Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Content Category Id. If it is FALSE it will allow an alphanumeric manual entry in the Content Category Id field.	Boolean or Null	True
Generate Customer Id?	It defines if Customer Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Customer Id. If it is FALSE it will allow an alphanumeric manual entry in the Customer Id field.	Boolean or Null	True
Generate Performance Rating Id?	It defines if Performance Rating Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Performance Rating Id. If it is FALSE it will allow an alphanumeric manual entry in the Performance Rating Id field.	Boolean or Null	True
Generate Country Time Zone Id?	It defines if Country Time Zone Id will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Country Time Zone Id. If it is FALSE it will allow an alphanumeric manual entry in the Country Time Zone Id field.	Boolean or Null	True
Generate Content Application ID	It defines if Content Application ID will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Content Application ID. If it is FALSE it will allow an alphanumeric manual entry in the Content Application ID field.	Boolean or Null	True
Generate Customer Type Application ID	It defines if Customer Type Application ID will be generated by the system or manually enter by the user. If it value is TRUE the system will automatically assign a next number to the Customer Type Application ID. If it is FALSE it will allow an alphanumeric manual entry in the Customer Type Application ID field.	Boolean or Null	True

Other Parameters

Name	Description	Value Type	Default Value
Catalogue Applies?	It defines if the organization will use Catalogue Item functionality.	Boolean or Null	TRUE
Apply Category to Catalogue Items?	It defines if the organization will require an Item Category when creating a Catalogue Item. In case this Parameter is TRUE an Item Category must be previously defined. If TRUE the system will require Item Category attribute Mandatory when creating a Catalogue Item. If FALSE the Item Category attribute will not be required when creating a Catalogue Item	Boolean or Null	TRUE
Purchasing Vehicle Custom Domain Type	Custom domain Code to be used when creating a Purchasing Vehicle Custom Domain Type	String	purchaseVehicle
Vendor Custom Domain Type	Custom domain Code to be used when creating a Vendor Custom Domain Type	String	VENDOR
Institution Custom Domain Type	Custom domain Code to be used when creating a Vendor Custom Domain Type	String	INSTITUTION
Maximum Length for Offset Code Id	It defines the maximum lenght for the Offset code. The system validates such length when creating Offset Codes.	Integer	4
Allow Costing Method For Item Class And Inventory	If TRUE the user could assign a value different than the one specified in Parameter 'Default Inventory Costing Method' for the following fields: ‘Item Class Costing Method’ and ‘Inventory Item Costing Method’	Boolean	FALSE
Accept Multi Currency Transactions	If TRUE the organization will use multi-currency transactions. If the user switches it to FALSE, then the system will not allow any functionality related to multi-currency.	Boolean	TRUE
User can change Exchange Rate Value	If TRUE the system will still post the default exchange rate for the foreign currency selected, but it will allow the user to modify such default exchange rate in individual transactions.	Boolean	FALSE
Apply Different Rates for Revenues and Expenses	If TRUE then system will request two exchange rates per day (one for revenue transactions and one for expenditure transactions). If FALSE, then system will request only one exchange rate and it will be applied in both transaction types.	Boolean	FALSE
Alpha Numeric Employee Application ID	If 'Generate Employee Application ID?' parameter is set to TRUE, then this parameter determines if alphanumeric or only numeric values can be entered.	Boolean or Null	TRUE
Alpha Numeric Employee Social Number	This parameter determines if alphanumeric or only numeric values can be entered for Employee Social Number.	Boolean or Null	FALSE
Alpha Numeric Bank Account Number	This parameter determines if alphanumeric or only numeric values can be entered for Bank Account Number.	Boolean or Null	TRUE
Bank Account Number Maximum Length	It defines the maximum lenght for Bank Account field (used in Employee Payment Information).	Integer	50
Bank Account Number Minimum Length	It defines the minimum lenght for Bank Account field (used in Employee Payment Information).	Integer	0
Bank Acccount Iban Maximum Length	It defines the maximum lenght for Iban field (used in Employee Payment Information).	Integer	50
Bank Acccount National Transfer Code Maximum Length	It defines the maximum lenght for National Transfer Code field (used in Employee Payment Information).	Integer	50
Employee Custom Domain Type	Custom domain Code to be used when creating an Employee Custom Domain Type	String	EMPLOYEE
Allow Multiple Budget Preparation Groups	If value in this parameter is 'true', the system will allow to have more than one Budget Preparation Group per COA ID. If 'false' the system will only allow to have one Budget Preparation Group per COA ID.	Boolean	False
Region Mandatory in Institution?	If TRUE, Region field will be mandatory when creating an Institution. If the user switches it to FALSE, then the system will not require Region field when creating an Institution.	Boolean	True
Institution Type Mandatory in Institution?	If TRUE, Institution Type field will be mandatory when creating an Institution. If the user switches it to FALSE, then the system will not require Institution Type field when creating an Institution.	Boolean	True
Allow to use other institutions?	It will be TRUE when the government will handle procurement process for more than one Institution. (For centralized procurement process) It will be FALSE, if each ministry handles only their own process. In this case Institution information will be defaulted by the system when required.	Boolean	False
Allow COA Planning And Execution For Active Fiscal Year	If 'True' the system will allow the user to select a different COA for the Fiscal Year (in Admin>Chart of Accounts>Charts of Accounts option), this means that 1 COA may have 'Budget Preparation' checkbox on and a different COA may have 'Budget Execution' checkbox on, still the user may select same COA structure with 'Budget Preparation' and 'Budget Execution' checkbox on. If 'False' the system will not allow the user to select a different COA for the Fiscal Year (in Admin>Chart of Accounts>Charts of Accounts option), this means that the user must select the same COA structure with 'Budget Preparation' and 'Budget Execution' checkbox on, if the user tries to select different COA for 'Budget Preparation' and 'Budget Execution' the system will display the following message: 'Different COA for Planning and Execution for the Active Fiscal Year is not allowed'. In both cases (True or False), when there is already an active COA for the Active Fiscal Year defined for 'Budget Preparation' and/or 'Budget Execution' and the user tries to set another COA as active for the Active Fiscal Year (for either one that is already active 'Budget Preparation' and/or 'Budget Execution') the system will display the following message depending on each case: 'There is already an Active COA for 'Budget Preparation' for Fiscal Year XXXX ( Fiscal Year Code) 'There is already an Active COA for 'Budget Execution' for Fiscal Year XXXX ( Fiscal Year Code) 'There is already an Active COA for 'Budget Preparation'and 'Budget Execution' for Fiscal Year XXXX ( Fiscal Year Code)	Boolean	False
Organization Segment Mandatory?	If TRUE, Organization Segment will be mandatory when creating a Chart of Accounts. If the user switches it to FALSE, then the system will not require Organization Segment when creating a Chart of Accounts.	Boolean	True
Swift Code Mandatory In Financial Institution	If TRUE, Swift Code will be mandatory when creating a Financial Institution. If the user switches it to FALSE, then the system will not require Swift Code when creating a Financial Institution.	Boolean	False

User Interface Parameters

Name	Description	Value Type	Default Value
Country Code Maximum Lenght	It defines the maximum lenght for Country Code. The system validates such length when creating Countries.	Integer	3
Vendor Set Aside Id Maximum Lenght	It defines the maximum lenght for the Vendor Set Aside Id. The system validates such length when creating Vendor Set Asides.	Integer	3
Business Ownership Type Id Maximum Lenght	It defines the maximum lenght for the Business Ownership Type Id. The system validates such length when creating Business Ownership Types.	Integer	20
Unit Of Measure Id Maximum Length	It defines the maximum lenght for the Unit Of Measure Id. The system validates such length when creating a Unit Of Measure.	Integer	10

Global

Global

Name	Description	Value Type	Default Value
Location	This parameter defines the Financial Accountability location.	Integer	1
Default Language	It defines the language that the system will prompt by default. The user can select one value available from the 'Application Languages' entries.	String	en
Fiscal Year Format	It defines the format when creating Fiscal Year.	String
Characters not allowed in input fields	In this parameter you can specify characters that system users will not be able to use in alphanumeric fields.	String
Allow Sending Email?	This parameter defines if e-mails can be sent from the system.	Boolean or Null	FALSE
Number Of Results Displayed Per Page	You can specify the number of registers that will be displayed in search screens.	Integer	5

Accounts and Passwords

Name	Description	Value Type	Default Value
Idle Accounts Life Span (Days)	This value is the number of days where if a user shows no logins such user is automatically set to inactive.	Integer or Null	60
Requires Numeric Character?	It defines if the user's password requires a numeric character	Boolean or Null	Null
Minimum Number of Characters	It defines user's password minimum Number of Characters	Integer or Null
Password Life Span (Days)	This value is the number of days that a password will be valid. When life span has been reach the system prompts for a new password.	Integer or Null	30
Number of Retained Passwords	Value in this parameter represents the number of previous passwords that the system will validate that are not duplicated when entering a new password.	Integer	5
Requires Special Character?	It defines if the user's password requires a special character	Boolean or Null	Null
Maximum number of login attempts	If the user has reached the number of consecutively failed Logins that as defined in this parameter, the system will automatically cancel the user password.	Integer or Null	Null
Reset password	If password reset method is set as 'Default Password', when a new user is created or a password is reset, the system automatically allocates the password that is defined in this parameter. The user will be forced to change the password upon next login.	String	123465
Reset password method	The FreeBalance Accountability Platform supports three different methods to manage password generation and distribution as per this parameter by selecting one of the three following options: Use Default Password Use Generated Password Use Admin Selected Password Use Default Password When a new user is created or a password is reset, the system automatically allocates the password that is defined in the parameter “Reset Password”. In both cases the user will be forced to change the default password upon the next login. Use Generated Password When a new user is created or a password is reset, the system automatically allocates a password that is generated according to the definitions set in the parameters “Minimum Number of Characters”, “Requires Numeric Character” and “Requires Special Character”. The generated password in emailed to the user. If the user does not have a valid email address this operation cannot be finalized. Upon the next user login the system will force the user to modify the new password if the value of the parameter “Requires to Change Password after Login on Generated Passwords” is set to true. Use Admin Selected Password When a new user is created or a password is reset, the Administrator will be required to enter a new password for the user. This password will be validated according to the definitions set in the parameters “Minimum Number of Characters”, “Requires Numeric Character” and “Requires Special Character”. The Administrator will have the possibility to email the new password to the user by selecting the appropriate check box in the user interface. If the user does not have a valid email address the new password will be allocated to the user but the email will not be sent. The user will be forced to change the now allocated password upon the next login.	String	USE_ADMIN_SELECTED_PASSWORD
Requires to change password after login on generated passwords?	If a user password is reset using the password reset method 'Use Generated Password', the system will force the user to modify the new password upon the next user login if the value of this parameter is set to true.	Boolean	False
Allow derived passwords from username?	If this parameter is set to false, the username cannot be used as part of password value	Boolean	False
Rechallenge Password Enabled?	If this parameter is set to true, the system will require password retyping according to Password Rechallenge Configuration	Boolean	True

Web Services

Name	Description	Value Type	Default Value
Base URL	It indicates the root URL where synchronization web services are located (this depends where FA application was installed )	String
Web Services User	It indicates which user should the aplication use when working with web services. This way it’s possible to see all data manipulated by web services.	String	fb

Web Services Defaults

Name	Description	Value Type	Default Value
Web Services Default Country	It indicates the country used by web services, when that information is not available from remote application on synchronization process. For instance on Vendor synchronization, where FA hasn’t this information.	String	ENG
Web services password encryption cipher	Password encryption is the process of transforming plain text information using an algorithm (called cipher) to make the password unreadable to anyone except those possessing special knowledge usually a key.	String	A1B2C3D4E5F6G7H8
Default synchronization functional class	If there is a value in this parameter the system will use it as a default functional class when synchronizing users The system displays a drop down list with all functional classes available.	String or Null	Null
Default synchronization vendor language	Value in this parameter is used as a default language when synchronizing vendors	String	Defaulted from the mandatory application language
User Synchronization Default Restricted User Ids		String	fb
Cash Sales Default Web Service Version	Defines the Cash Sales Web Service version to be executed. Options are: Version 6.3 Version 6.5	String	SIXPOINTTHREE
Web Services Time Out (Milliseconds)	Limit time in milliseconds after which the system will throw a time out error during web services execution, whenever there is not a response from the Web Service	Long	300000

Authentication

Name	Description	Value Type	Default Value
Authentication Type	It indicates the type of used authentication. In LOCAL authentication, user accounts are stored on same database as application. LDAP authentication user accounts are retrieved from an LDAP server. And TRUSTED authentication type is a way that user authentication is guaranteed by operation system ( just in Windows).	String	LOCAL
Trusted Domains	Is the list of domains trusted for authentication when authentication type is set to TRUSTED	String

SMTP Configuration

Name	Description	Value Type	Default Value
Hostname	The hostname of IP address of SMTP server.	String
Port	The port number that SMTP server is listening.	Integer	25
Authentication Required	It indicates if SMTP server requires authentication.	Boolean	True
Username	It indicates the SMTP server user.	String
Password	It indicates the SMTP server password.	String
Default Vanity E-Mail Address	The default email to show when sending an email itcan be different from your real email.	String
Default From E-Mail Address	The default email address to use on from field.	String
Default To E-Mail Address	The default recipient email address to use.	String
TLS Encryption	If the organisation uses TLS Encryption to connect to SMTP server, this parameter must be set to True.	Boolean	True
SSL Connection	If the organisation uses SSL connection to connect to SMTP server, this parameter must be set to True.	Boolean	True

Licensing Configuration

Name	Description	Value Type	Default Value
Licenses File Folder	It indicates the folder location where license files are sotred. This folder should be accessible from application server.	String	/gov-licenses/
License Notification Email Addresses	It indicates the email address to use when license is configured to send an email when a user exceeds available licenses.	String
License Notification Emails Language	It indicates the language to use on email message set on license exceed.	String	en

Help Configuration

Name	Description	Value Type	Default Value
Form Help Base URL	It indicates the root URL of help system	String
Help Root Page	It indicates the root page of help (Form Help Base URL + Help Root Page) should be a valid and reachable URL	String	home

Data Type Configuration

Name	Description	Value Type	Default Value
Main Date Pattern	The main date format to use on date values.	String	d/M/yyyy
Secondary Date Pattern	The secondary date format to use on date values	String	yyyy/M/d
Main Date Time Pattern	The main datetime format to use on datetime values.	String	d/M/yyyy hh:mm:ss
Secondary Date Time Pattern	The secondary datetime format to use on datetime values	String	yyyy/M/d hh:mm:ss
Time Format	The time format to use on time values.	String	hh:mm:ss
Grouping And Decimal Separators	Available options are: Blank as grouping separator and comma as decimal separator Blank as grouping separator and dot as decimal separator Comma as grouping separator and dot as decimal separator Dot as grouping separator and comma as decimal separator No grouping and comma as decimal separator No grouping and dot as decimal separator	String	BLANK_AND_DOT

Synchronization Settings

Name	Description	Value Type	Default Value
JMS Domain Synchronization	Indicates if JMS synchronization (FA synchronization) is active.	Boolean	False

Audit Settings

Name

Description

Value Type

Default Value

Audit Enabled?

This parameter defines if Audit functionality is Active.

If TRUE the system will create entries in Audit Entry entity, according to Audit Settings definitions.

If FALSE, the system will not create such entries.

Boolean

False

This parameter defines if Login Audit functionality is Active.

If TRUE the system will create entries in Login Audit entity.

If FALSE, the system will not create such entries.

Boolean

False

Enable Default Audit Settings?

This parameter defines if Default Audit Settings is Active.

If TRUE the system will use default Audit Settings.

If FALSE, the system will not use such defaults.

Boolean

False

Users

Name	Description	Value Type	Default Value
Is functional class mandatory?	This parameter defines if functional class is required when creating a User. If TRUE the system will require a Functional Class when creating a user. If FALSE, the system will not require such field.	Boolean	False
Use delegated security validation?	If this parameter is set to true, the User can only allocate to other Users a set of Functional Classes that result in the same or a subset of their own allowed features.	Boolean	False

Customer Settings

Name

Description

Value Type

Default Value

Organization Logo

It is the customer image file name, which will be displayed at the top of the FreeBalance Accountability Login screen.

This file must exists in folder \tomcat_instalation\webapps\gov-web\images

String

Framework

Framework

Name	Description	Value Type	Default Value
Is Region Mandatory in Address?	This parameter defines if Region field will be mandatory when entering Address information.	Boolean or Null	True
Is Zip Code Mandatory in Address?	This parameter defines if Zip Code field will be mandatory when entering Address information.	Boolean	True
Allow Blanks In Zip Code?	This parameter defines if blank spaces will be allowed when entering Zip Code information.	Boolean	True
Allow SpecialCharacters In Zip Code?	This parameter defines if special characters will be allowed when entering Zip Code information.	Boolean	True

Human Resources

ID Generation

Name	Description
Starting Number for Employee ID	This value is system generated. This is the starting value of the first employee that will be entered into the system. The first number will be 000000000000001
Generate Certificate ID	This is a setup parameter to determine if the code in the certificate catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Work Location ID	This is a setup parameter to determine if the code in the work location catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Education ID	This is a setup parameter to determine if the code in the education catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Skill ID	This is a setup parameter to determine if the code in the skill catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Association ID	This is a setup parameter to determine if the code in the association catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate School ID	This is a setup parameter to determine if the code in the school catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Degree ID	This is a setup parameter to determine if the code in the degree catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Pay Agent ID	This is a setup parameter to determine if the code in the pay agent catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Departure Reason ID	This is a setup parameter to determine if the code in the departure reason catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Association Type ID	This is a setup parameter to determine if the code in the association type catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Major Field ID	This is a setup parameter to determine if the code in the major field catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Medical Form ID	This is a setup parameter to determine if the code in the medical form catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Position Category ID	This is a setup parameter to determine if the code in the position category catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Task ID	This is a setup parameter to determine if the code in the task catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Leave Type ID	This is a setup parameter to determine if the code in the leave type catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Leave Request ID	This is a setup parameter to determine if the code in the leave request is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Situation ID	This is a setup parameter to determine if the code in the situation catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Generic Position ID	This is a setup parameter to determine if the code in the generic position catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Employee Position ID	This is a setup parameter to determine if the code in the employee position catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Accumulated Benefit ID	This is a setup parameter to determine if the code in the accumulated benefit catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Cost Item Reason ID	This is a setup parameter to determine if the code in the cost item reason catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Training Course Type ID	This is a setup parameter to determine if the code in the training course type catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Training Course Catalogue ID	This is a setup parameter to determine if the code in the training course catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Training Course Provider ID	This is a setup parameter to determine if the code in the training course provider catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Deduction ID	This is a setup parameter to determine if the code in the deduction catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Training Course Application ID	This is a setup parameter to determine if the code in the training course application is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Training Course ID	This is a setup parameter to determine if the code in the training course catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Training Feedback Criteria ID	This is a setup parameter to determine if the code in the training feedback criteria catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Training Feedback Template ID	This is a setup parameter to determine if the code in the training feedback template catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Training Feedback Criteria Group ID	This is a setup parameter to determine if the code in the training feedback criteria group catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Criteria Group ID	This is a setup parameter to determine if the code in the performance appraisal criteria group catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Feedback Criteria ID	This is a setup parameter to determine if the code in the performance appraisal feedback criteria catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Score Rate ID	This is a setup parameter to determine if the code in the performance appraisal score rate catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Score Rate Scale ID	This is a setup parameter to determine if the code in the performance appraisal score rate scale catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Scoring Criteria ID	This is a setup parameter to determine if the code in the performance appraisal scoring criteria catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Template ID	This is a setup parameter to determine if the code in the performance appraisal template catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Schedule ID	This is a setup parameter to determine if the code in the performance appraisal schedule catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Schedule Period ID	This is a setup parameter to determine if the code in the performance appraisal schedule period catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Performance Appraisal Organization Control ID	This is a setup parameter to determine if the code in the performance appraisal organization control catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Promotion Proposal ID	This is a setup parameter to determine if the code in the promotion proposal is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Promotion Reason ID	This is a setup parameter to determine if the code in the promotion reason catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Promotion Reviewer ID	This is a setup parameter to determine if the code in the promotion reviewer catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Promotion Policy ID	This is a setup parameter to determine if the code in the promotion policy catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Career Standing ID	This is a setup parameter to determine if the code in the career standing catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Employee Career Path ID	This is a setup parameter to determine if the code in the employee career path catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Succession Weight ID	This is a setup parameter to determine if the code in the succession weight catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Succession Weight Component ID	This is a setup parameter to determine if the code in the succession weight catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Tribe ID	This is a setup parameter to determine if the code in the tribe catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Race ID	This is a setup parameter to determine if the code in the race catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Religion ID	This is a setup parameter to determine if the code in the religion catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Salary Transition ID	This is a setup parameter to determine if the code in the salary transition catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Exit Interview ID	This is a setup parameter to determine if the code in the exit interview catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Recruitment Requisition ID	This is a setup parameter to determine if the code in the recruitment requisition catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Business Trip ID	This is a setup parameter to determine if the code in the business trip catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros

Other Parameters

Name	Description
Allow Direct Deposit in Multiple Account	When ‘Allow Direct deposit’ value is set to TRUE then the employee may have more than one payment information on the Manage Employee screen. By setting the value to FALSE this allows on direct deposit for an employee
Employee Position ID Numeric Only	When the setup parameter ‘Employee Position Id Numeric Only’ value is TRUE this restricts the user to enter numeric values into the Employee Position ID field. When the Value is set to FALSE the user is able to enter a mix of alphabetic and numerical values into the Employee Position ID field
Base Salary Earning Code	The setup parameter ‘Base Salary Earning Code’ deals directly with cost items. The value of the Base Salary Earning Code entered is the Cost Item Code. In this example below the value ‘BASESALARY’ entered refers to the Basic salary that is paid on each pay period
Overtime Earning Code	The setup parameter ‘Overtime Earning Code’ deals directly with cost items. The VALUE of the Overtime Earning Code entered refers to the Cost Item Code. Values entered for Overtime Earning Code can be ‘OVERTIMECR’ or ‘OVERTIMETK.’ OVERTIMECR deals with employee entitlement for overtime hours and the OVERTIMETK deals with the cost item used when an employee is paid overtime
Allow Integration with HCA	This parameter is used to determine whether or not the application allows integration with the FreeBalance Human Capital Accountability (HCA) module
Maximum Concurrent Employee Assignment	This is the maximum number of assignments which can be delegated to a specific employee during a specified period of time. For example, if the value is set to five (5), the workload needs to be split 20% for each assignment in order to make contributions to each assignment everyday. Deadlines for assignments will be adjusted accordingly by the project manager. For Uganda, this value should initially be set to one (1), so that 100% of an employee’s attention is focused on the first task delegated by the project manager
Mandatory Work Location	This parameter defines whether the work location checkbox will appear in the employee position screen. If set to true, the checkbox will become available. If set to false, the checkbox will not be available
Social Number Unique	This is a setup parameter that determines whether a unique social number is recorded in the application for specific employees
Business Start and End Date	This is a setup parameter that determines whether the business start and end date is used in the application
Generic Position ID Numeric Only	This parameter defines whether the generic position ID code can be entered as numerical only or any characters (letters and numbers). If set to true, it will be numeric only. If set to false, it will be any character (letters or numbers)
Generic Position Id Leading Alpha Characters	This parameter defines whether the generic position ID code will lead off with specific alphabetical characters. For example, if the value is set to ABC, all generic position ID codes will lead off with ABC followed by the rest of the code. For this parameter to be in effect, the Generic Position ID Numeric Only parameter must be set to false
Number Of Decimals For Salary Scale Step	This parameter defines how many digits can be entered into the salary scale step. For example, eighteen (18) digits will be available, as well as two (2) decimal places (999,999,999,999,999,999.99)
Modify Automatic Cost Item	This parameter defines whether the user will or will not be able to modify an automatic cost item. If set to true, the user will be able to modify the automatic cost item. If set to false, the user will not be able to modify the automatic cost item
Number of Days For Last Working Day	This parameter defines how many days until an employee’s last working day. This could be due to an employee giving in two weeks notice before resignation or the completion of a contractual agreement. For example, if the value is entered as three (3), the employee will work for three days until their last working day
Highest Situation Code Level Display Order	This parameter determines the highest situation code level display order for the application. Generally, this parameter will be set to 4
Notify Automatic Deduction For Employee	There will be a central boolean Parameter for Automatic Deductions for sending notification, true by default, in the application, to indicate if the employee and user's superior should be notified when the user ends an automatic deduction
Time For Closing Training Course	This parameter defines the amount of days it takes to close the training course which mainly includes the training feedback process. If the value is set to ten (10), it is expected to take ten days for the training course closing process to be completed. On average, it should take approximately ten days
Alert Course Creator	This parameter determines whether or not the course creator will be alerted when the training course reaches full capacity. If set to true, the course creator will be alerted. If set to false, the course creator will not be alerted
Time For Advance Registration Of Course	Some training courses may be defined and set well into the future. This parameter indicates the allowed lead time in advance of the actual planned training course start date that an employee may register for a training course. If set to zero (0), there is no restriction and employees may register for the course at any time in advance
Default Value for Non Assessed Criteria	This is a setup parameter which determines the default value for any non-assessed criteria. Generally, this value should be set to 100
Value for Standard Notification Offset	This is a setup parameter which determines the value for a standard notification offset in days. Generally, this value should be set to 10 days
Value for Probation Notification Offset	This is a setup parameter which determines the value for a probation notification offset in days. Generally, this value should be set to 30 days
Notify Appraiser When New PA is Opened	This parameter will send out a notification to the appraiser when a new performance appraisal is opened if set to true. If set to false, the notification will not be sent out
Minimum Weight for Scoring Criteria	This parameter defines the minimum weight value for the scoring criteria. This is based on a percentage basis (0%-100%). The minimum is the smallest possible value it can be
Maximum Weight for Scoring Criteria	This parameter defines the maximum weight value for the scoring criteria. This is based on a percentage basis (0%-100%). The maximum is the largest possible value it can be
Is Information Came From Government?	This is a setup parameter which determines whether or not information came from the government
Trainer Identification Lead Time	A training course can be set up without a trainer identified, up to a certain point. This parameter identifies the advance lead time that a scheduled training course can have a non-specified trainer before an alert is sent to the Training Manager. This value can be defined as any number that the user wishes. Recommended value would be two weeks (14 days) before the training course
Time For Sending Notification Message For Starting Of Course	This parameter defines the number of days ahead of time that a trainee will receive a notification message about when the training course will commence. For example, if the value is set to seven (7), a notification will be sent out to the trainee seven days in advance of the start date of the training course. On average, it should take approximately seven days
Notification Message To Be Send For Starting Of Course?	This parameter defines whether a trainee will receive a notification message about when the training course will commence. If set to true, the trainee will receive a notification. If set to false, the trainee will not receive a notification
Default Notification Offset	This is a setup parameter which determines the value for a default notification offset in days. Generally, this value should be set to 10 days
Default Probation Offset	This is a setup parameter which determines the value for a default probation offset in days. Generally, this value should be set to 100 days
Recruitment Requisition Custom Domain Type	This feature enables the application to configure and add custom attributes for the recruitment requisition as part of additional information that can be required for a group of instances or all instances of the recruitment requisition
Time To Notify Trainee To Provide Feedback	Once a scheduled training course is finished, the system will send notifications to all trainees to provide their feedback on the course using the template associated with the course. This parameter sets the number of days following the end of the course to notify trainees to provide course feedback (if the feedback has not been provided yet). If set to zero (0), the notification will be sent immediately upon completion of the training course
Notification Need To Be Send For Trainee To Provide Feedback	Once a scheduled training course is finished, the system will send notifications to all trainees to provide their feedback on the course using the template associated with the course. This parameter defines whether or not the notification will be sent out at all. If set to true, the notifications will be sent out to the trainees for feedback. If set to false, the notifications will not be sent out to the trainees for feedback
Time To Notify Trainer To Provide Evaluation	Once a scheduled training course is finished, the system will send notifications to all trainers to provide evaluations on the trainees using the template associated with the course. This parameter sets the number of days following the end of the course to notify trainers to provide an evaluation (if the evaluation has not been provided yet). If set to zero (0), the notification will be sent immediately upon completion of the training course
Notification Need To Be Send For Trainer To Provide Evaluation	Once a scheduled training course is finished, the system will send notifications to all trainers to provide evaluations on the trainees using the template associated with the course. This parameter defines whether or not the notification will be sent out at all. If set to true, the notifications will be sent out to the trainers for evaluation. If set to false, the notifications will not be sent out to the trainers for evaluation
Default Interview Evaluation Weight	Interview Evaluation Weight is a system of units used to express the weight of the interview evaluation. The value field is required
Auto Email Generation For Automatic Deduction	There will be a central boolean Parameter for Automatic Deductions for sending notification, true by default, in the application, to indicate if the employee and user's superior should be notified when the user ends an automatic deduction
Exemption Percentage Threshold For Automatic Deduction	Based on the central global Parameter for Automatic Deductions exceeding the percentage threshold set, if that parameter is populated with a percentage amount greater than zero (for example, 5 %), a notification e-mail will be sent to the employee
Number Of Days Before Job Offer Goes To External Site	Date posting available for external applicants - must be greater then requisition system date - Need a parameter how many days the job will be posted internally before it goes to external site
Prioritize Wailisted Trainees By Creation Date	Wailisted Trainees are defined as trainees on the waiting list for a training course. This parameter determines whether or not these wailisted trainees will be prioritized by the creation date
Type Of Calendar	This is a setup parameter which determines the type of calendar used in the application. This value should be set to the Gregorian Calendar for most applications, depending on the calendar which is used in the country of the government using this application
Pay Change Request	When Pay Change Request value is false the checkbox within the HR application is not checked by default. When the Pay Change Request value is True the checkbox is checked automatically by default. The checkbox asks the user if he/she would like to ‘Create Pay Change Report
Cutoff Date Can Be Modified By Another Person Than The Originator?	Cutoff date refers to the date by which a certain task must be completed. When the Value is True another person other than the original user who created the cutoff date can modify the date entered. When the cutoff date value is False no other user can modify the cutoff date except the original author of the cutoff date
Disable Default CutOff Date And Approval CutOff Date?	The data entry cutoff date and the approval cutoff date are initially entered in the pay period application. A general parameter will exist to say if this cutoff date can be modified by another person than the originator
Is The Employee Name Format - FirstName LastName?	This is a setup parameter to determine how the employee’s names are displayed in the application. When the value is True the employee’s first name will be displayed before the last name. When the value is False the employee’s last name will be displayed before the first name
Allow To Create Employees Manually	This is a setup parameter that checks if an employee can be entered manually or not. When 'Allow to CREATE EMPLOYEES MANUALLY' is TRUE, this means that an EMPLOYEE can be created two ways either manually or created based on a Job offer. When 'Allow to CREATE EMPLOYEES MANUALLY' is FALSE, this means that an EMPLOYEE can only be created one way, created based on a job offer only
Is Periods Based On Months Worked?	This is a setup parameter that calculate the periods of service based on months worked or between two dates. When the value is true, then the periods are based on months worked but between two dates. When the value is false, then the periods are not based on months worked but between two dates
Number of Days as a Month of Service	This is a setup parameter that is mandatory if the system parameter ‘Method used for months of service’ is based on months worked
Enable the Payroll Calculation Engine to Automatically Apply Salary Step Increase	This is a setup parameter that enables the payroll calculation engine to automatically apply salary step increases. Salary steps refer to a specific rate in a salary of the consecutive rates that comprise a salary range. Salary range is series of consecutive salary steps that comprise the rates of pay for a classification. When the value is False the payroll calculation engine does not automatically apply salary step increases
Is Race Required In Employee?	The setup parameter “Is Race Required In Employee,” changes the race field in the Manage Employee screen. When the value is set to TRUE then the race field will become mandatory, when the value is set to FALSE then the race field is no longer available in the Manage Employee screen
Is Tribe Required In Employee?	The setup parameter “Is Tribe Required In Employee,” changes the tribe field in the Manage Employee screen. When the value is set to TRUE then the tribe field will become mandatory, when the value is set to FALSE then the tribe field is no longer available in the Manage Employee screen
Is Religion Required In Employee?	The setup parameter “Is Religion Required In Employee,” changes the religion field in the Manage Employee screen. When the value is set to TRUE then the religion field will become mandatory, when the value is set to FALSE then the religion field is no longer available in the Manage Employee screen
Mandatory Tax Identification Number	This is a setup parameter which determines whether the tax identification number will be a mandatory function in the application or a non-mandatory function in the application

Configure External Data Source

Name	Description
Hostname	Hostname is a label that is assigned to a device connected to a computer network and that is used to identify the device on the network
Port	Port refers to computer names to differentiate one machine from another and to allow for such activities as network communication
Username	This is a setup parameter which determines the username for the application
Password	This is a setup parameter which determines the password for the application
Schema	The schema is used to refer to a graphical depiction of the database structure and it defines the tables, the fields, relationships, views, indexes, packages, procedures, functions, queues, triggers, types, sequences, materialized views, synonyms, database links, directories, Java, XML schemas, and other elements in databases
Accumulated Benefit	The Accumulated Benefit records are maintained by the payroll calculation and are available for view by HR or PAYROLL
Gregorian Calendar	This is a setup parameter which allows the system to either follow or not follow the Gregorian Calendar
Medical Form Expiration Date	Medical Form Expiration Date is a setup parameter that automatically calculates the Medical Expiry Date field in the Medical Form under Manage Employees. When the value is set to 12 months like the example below the system will automatically set the Medical Expiry Date one year from the date the Medical Form is created
Enter Clock Hours for Time and Attendance?	This is a setup parameter that allows entering clock hours for Time and Attendance. When the value is true, the user is able to enter Clock hours in this form: 8:00AM - 5:00PM. When the value is false, the user is able to enter Clock hours in this form: 7.5 hours per day
Default Time Record Source for Time and Attendance	Default Time Record Source for Time and Attendance is a setup parameter that sets the initial default value of the Time Record Source on Time and Attendance Assignment Settings screen. When the Options and Value is set to MANUAL then the Time and Attendance can be entered manually, when its set to EXTERNAL then the Time and Attendance is automatically entered
Default Cost Item for Time and Attendance	A cost item is any element that can be used to predict and calculate future developments of organizational departments such as basic salary, vacation pay and full-time salaries at the assignment level. This parameter determines the value used for the default cost item for time and attendance

Entitlement Codes

Name	Description
Entitlement PayCode	Entitlement PayCode is a setup parameter that influences the Accumulated Benefit Entitlement screen fields directly. When the Entitlement PayCode value is TRUE then the Pay Code field becomes mandatory on the Accumulated Benefit Entitlement screen, when the value is set to FALSE the Pay Cod field is no longer mandatory
Entitlement Position Category	Entitlement Position Category is a setup parameter that influences the Accumulated Benefit Entitlement screen fields directly. When the Entitlement Position Category value is TRUE then the Position Category field becomes mandatory on the Accumulated Benefit Entitlement screen, when the value is set to FALSE the Position Category field is no longer mandatory
Entitlement Classification	Entitlement Cost Item Scale is a setup parameter that influences the Accumulated Benefit Entitlement screen fields directly. When the Entitlement Cost Item Scale value is TRUE then the Cost Item Scale field becomes mandatory on the Accumulated Benefit Entitlement screen, when the value is set to FALSE the Cost Item Scale field is no longer mandatory
Entitlement Situation	Entitlement Situation Code Combination is a setup parameter that influences the Accumulated Benefit Entitlement screen fields directly. When the Entitlement Situation Code Combination value is TRUE then the Situation Code Combination field becomes mandatory on the Accumulated Benefit Entitlement screen, when the value is set to FALSE the Situation Code Combination field is no longer mandatory
Entitlement Institution	Entitlement Institution is a setup parameter that influences the Accumulated Benefit Entitlement screen fields directly. When the Entitlement Institution value is TRUE then the Situation Code Combination field becomes mandatory on the Accumulated Benefit Entitlement screen, when the value is set to FALSE the Institution field is no longer mandatory
Entitlement Not Based On Years Of Service	Entitlement Not Based on Years of Service is a setup parameter that influences the Accumulated Benefit Entitlement screen fields directly. When the Entitlement Not Based on Years of Service value is TRUE then the Not Based on Years of Service field becomes mandatory on the Accumulated Benefit Entitlement screen, when the value is set to FALSE then the Not Based on Years of Service field is no longer mandatory

Contract Management

ID Generation

Generate Managed Contract ID: This is a setup parameter which indicates the procedure to generate the Contract ID attribute to determine if the code in the Managed Contract is entered by a user or System generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the System and it will be left padded with zeros (subject to change if a Customized Algorithm is applied.)
Customized Algorithms: Will be created during Implementations to fulfill customer specific requirements. Such algorithms will be stored in a System library, so those can be reusable in other implementations.

Other Parameters

Mandatory Goods Services Receive Notes: This is a parameter which indicates if Goods/Services Receive Notes (GSRN) is mandatory. If set to true GSRN are mandatory; then the client must have the FB Purchasing System. If set to false GSRN are non mandatory.
Procurement System Installed ?: This parameter indicates if the client has installed the FreeBalance Procurement System. If set to true, the Procurement System Module is installed; If set to false the Module is not installed.
Days Left Alert for Claim Inspection Expiration Date: This parameter indicates the number of days before a claim inspection expires. If an Integer value is selected the System will alert with anticipation about the soon planned inspections. The alert will be sent a number of days before, this number of days is defined as the integer entered into the System. If Null then no alert will be sent.
FB Budgeting Module Installed: This parameter indicates if the client has installed the FB Budget Module. If true, the FB Budgetting Module is installed; if false, the Module is not installed.
Validate Payments Against Drops: This parameter indicates whether the System validates each Payment (amounts and status) against its respective Drops associated. If true, the System will validate the association. If false, the System won’t validate anything.
Maximum Tolerance for Payment Amounts: This parameter indicates the maximum percentage of tolerance that the System allows for Payment Amounts against Drops Amounts. If a value is entered for the Maximum Tolerance for Payment Amounts, then Payment Amounts are subject to this restriction. If value is not entered than there is no maximum tolerance for Payment Amounts.
Financial Accounting System Installed: This parameter indicates if the client has installed the FB Financial Accounting (FA) System. If true FB Financial Accounting System has been in installed, if false then System has not been installed.
Mandatory Inspections: This parameter indicates if Inspections Registry is mandatory. If true, Inspections are mandatory. If false they are not mandatory.
Planned Information Required to set Contracts as In Execution: This parameter indicates if a Contract can change status to In Execution with or without Planned Information recorded in the System. If true means that a Contract can only change to In Execution status if it has planned information recorded in the System. If true at least one Drop, one Planned Inspection, and one Planned Payment is required prior to change status. If false, the Contract can be changed with just Line Items, without planned information.
Financial Operation Source for Contract Management: This is an Integer parameter that will be used to reference a particular Financial Operation Source already registered in the system. This is a nullable integer and cannot have a default value, when the interface with FA is enabled, the implementer must manually create a Financial Operation Source and thereafter assign the applicationId value to this parameter.

Expenditures Accountability

ID Generation

Name	Description
Generate Perishable Lot ID	This is a setup parameter to determine if the code in the perishable lot catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Asset Item ID	This is a setup parameter to determine if the code in the asset item catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Asset Transaction Type ID	This is a setup parameter to determine if the code in the asset transaction type catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros
Generate Inventory Item Count Request ID	This is a setup parameter to determine if the code in the inventory item count request catalogue is entered by a user or system generated. When set to false, this value will be manually entered by the user. If set to true, this value will be generated by the system and it will be left padded with zeros

Other Parameters

Name	Description
Linked with FA	If set to true, this parameter will be linked with the fixed assets
Bar Code Mandatory in Inventory Item?	It is a boolean parameter with 'False' as default value. If the user switches it to 'true' the system must enforce an entry in the attribute titled Bar Code, within the Inventory Item screen
Bar Code Mandatory in Assets?	It is a boolean parameter with 'False' as default value. If the user switches it to 'true' the system must enforce an entry in the attribute titled Bar Code, within the Asset Item screen
Default Inventory Costing Method	This parameter is used to set a default inventory costing method to be used within the inventory screens (ex. Weighted Average, FIFO, LIFO, etc.)
Reorder Point Notification Period	This parameter is used to set the number of days before a notification warning is displayed in the system to remind the user when it is time to reorder new items
Perishable Lot Expiration Notification Days	This parameter is used to set the number of days before a notification warning is displayed in the system to remind the user when the perishable lot will expire
Location in Warehouse Mandatory?	This parameter is used to make the location in the warehouse screen a mandatory field
Asset Transaction Cash Account
Asset Transaction Gain Account	This parameter is the GL Coding Block which must be used to credit/debit gains obtained by the result of the sale/exchange/auction of an asset or group of assets
Asset Transaction Loss Account	This parameter is the GL Coding Block used for credit/debit losses as the result of a disposal of an asset transaction over an asset item or group of asset items
Inventory Income Coding Block	This parameter is the GL Coding Block which must be used to credit/debit adjustment income to register an increase in physical inventory due to additional quantities found
Inventory Expense Coding Block	This parameter is the GL Coding Block used for credit/debit adjustment expenses to register a decrease in physical inventory due to missing quantities
Allow Subclass Validation In Asset Item?	This parameter makes it so the system will allow a subclass validation to appear for the asset item
Handles Depreciation Process In Asset Item?	This is a Boolean parameter that relies on the need of the Asset Accountability to handle the depreciation of assets or not, in the case that depreciation is not needed, this parameter will be false and all attributes related to the depreciation process which are mandatory will be optional
Enforce entering a Goods Services Request Group?	This parameter will make it mandatory to enter a goods/services request group in any screen which has the field present
Maximum Default Goods Services Request Days	This parameter defines the maximum days for a goods/services request should take place. It sets up the default value for this parameter
Asset Item In Count Mandatory Reason For Difference	This parameter defines whether the asset item in count field is mandatory in the reason for difference screen
Mandatory Inventory Item In Count Status Reason	This parameter defines whether the inventory item field is mandatory in the in count status reason screen
File name prefix for Asset Count Request file while uploading
Inventory Expensive Account Coding Block

Modify Parameters (General)

Navigation:

In order to modify Parameters system defaults:

Click on the Parameter you want to modify.

A new window will be displayed.

Modify Value field as required and click on Update icon . This window will be automatically closed.
You may update one or more parameters if required.
Then click on the Update icon at the bottom of the main Parameters screen.
The system will display the following message to confirm that one or more parameters have been updated:

NOTE

It is important to click on the Update icon for every parameter being modified, as well as the Update icon at the bottom of the main Parameters screen, so changes are done.

Parameter Source Domain Filter

Overview

This feature contains a list of parameters that are related to close domains, Boolean or fixed values as a delimiter for valid values, but rather use tables as possible values.

A screenshot of the Parameter Source Domain Filter 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 Group Parameter Source Domain Filter from within the menu through this navigation path: Admin ► System Parameters ► System Parameters Source Domain Filter.

Visible Fields

The following table lists and describes all visible fields for the Parameter Source Domain Filter 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
Name	Displays a list of available parameters within the system in drop down list.
Source Domain	Displays a table that is linked to the selected parameter in the Name dropdown field.
Source Domain Property	Displays the column name from within the table
Source Domain Property Mask	A format mask (like it has been used for dates, or numbers) that is applied to the values fetched from the table.

Buttons

Button Image	Description
	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 New button allows users to switch to insert mode. This action button allows users to manually create group reports.

System Parameters Configuration Report

Overview

The purpose of this configuration report is to see detailed information about configured system parameters. This report helps implementation specialists to generate configuration blue prints sections related to system parameters.

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

Users access the report from within the menu through this navigation path: Admin ► System Parameters ► System Parameters Configuration Report

Filters

The following table lists and describes all filter for the System Parameters Configuration Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Node Path	Drop down filter criterion for the parameter path.
Parameter Name	Lookup filter for system parameter name. When node path filter is selected parameter name lookup filter is disabled.
Type	Drop down filter criterion for parameter type. Available options are: Boolean Date Integer List Long Password String
Comment	Allows users to add a custom comment to the generated report.

Visible Fields

A sample of the System Parameters Configuration Report output is available here. The following table lists and describes all visible fields for the System Parameters Configuration 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.

Field	Description
Filter By	The filter criteria, describing how the given report has been filtered based on the user’s preferences.
Comment	Shows the comment entered by the users in report parameter.
Parameter Node Path	Indicates the path for the system parameters node.
Parameter Name	Indicates the name of the system parameters.
Type	Indicates the value type for the system parameter.
Options	Indicates the option selected/defined in the parameter.
Value	Shows the value selected in the system parameter.

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

Glossary of Terms

Boolean: There are 4 main boolean operators: AND, NOT, OR, and XOR.
Date: Day, Month, Year
Decimal: A number represented by the decimal digits 0 to 9 and a decimal point
Integer: any of the natural numbers (positive or negative) or zero; "an integer is a number that is not a fraction" (example: -4, 345)
List: give or make a list of
Long:
Boolean or Null: It defines if an Id number will be generated by the system or manually enter by the user.
If it value is TRUE the system will automatically assign a next number as the Id of the task.
If it is FALSE it will allow an alphanumeric manual entry in the task Id field.
Date or Null: Day, Month, Year or else blank.
Decimal or Null: A number represented by the decimal digits 0 to 9 and a decimal point or else blank.
List or Null: give or make a list of or else blank.
Long or Null: It defines maximum size for a particular Id field
String or Null: If there is a value in this parameter the system will use it as a default functional class when synchronizing users The system displays a drop down list with all functional classes available.
String: a string is a contiguous sequence of symbols or values; a series of alphanumeric characters
Code: Unique identification code of the user
Active: active Status - if checked, User is available
Is Finalized: if checked, the Chart of Accounts is finalized and cannot be modified unless unchecked
Language: language used
Abbreviation: a shortened or contracted form of a word or phrase, used to represent the whole
Description: a statement or an account used to describe the particular topic
Source CoA: represents the current information related to a specific COA
Clone Segments: duplicates the Segments from the Source COA information
Clone Concepts: duplicates the Concepts from the Source COA information
Clone Elements: duplicates the Elements from the Source COA information
Clone Groups: duplicates the Groups from the Source COA information
Clone OffsetCodes: duplicates the OffsetCodes from the Source COA information
Lookup: an icon that allows users to search for particular information when prompted
Remove: an icon that enables uses to remove information .
Select All: an icon that enables users to select all information
Deselect All: an icon that enables the user to deselect all information