Institutions

Overview

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

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

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

Visible Fields

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

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

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

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

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

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