Assets

Assets application. Part of the FreeBalance Finanacial Accountability Suite platform. This module shares features with Inventories, through the Assets and Inventories Commons module.

At a basic level, a fixed asset is a long term good kept and used by the government, typically over 12 months. Inventory is also an asset but is typically kept for less than 12 months, it is intended for distribution (to citizens) or as part of a "work in progress" to make a good for resale or distribution.

An example of an inventory item is pamphlets, or paper that is purchased to make pamphlets. The pamphlets are intended for distribution to schools. Hence, this is an inventory item. A building, vehicle, or computer is normally considered a fixed asset because it is not intended for distribution (to the public) or as an item for sale by the government. Rather, it is intended for use by the government itself.

In the public sector, fixed assets encompasses a wide variety of assets from buildings to purchasable capital assets such as computers, vehicles, machinery, etc. Their role and usage is similar to the private sector, except rather than produce goods and services for commercial profit, the government's usage is to further public service delivery.

A major material difference between private and public sector asset management is in the accounting treatment and valuation issues associated with government assets vs private sector fixed assets. The private sector requires numerous depreciation approaches to maximize profitability (through a tax shield, defer taxes, etc.). In the public sector, more straightforward depreciation options such as straight-line and double-declining balances are preferred as it reduces the complexity of the accounting treatment, management and maintenance of government assets.

The major accounting differences for fixed assets vs inventories is the management of the cost. Fixed assets are depreciated over the life (usage) of the asset; inventories (as assets) are typically expensed off on a usage basis. Depreciation may or may not be required on inventories. Within government, inventories are either provided free or at a nominal charge as part of the government's role.

Support Entities

Asset Class

Overview

An Asset Class is what defines an asset's characteristics and groups all similar assets together. This helps the organization when locating an asset with specific characteristics. An asset item must belong to a class which defines its basic characteristics and type. A computer may be an asset class and can also be a parent class for a desktop or laptop computer class.

Navigation

Assets ► Support Entities ► Asset Class

Asset Classes Screen Fields and Tab

Fields	Description
ID	The unique identification code, manually entered by users or automatically generated based on parameters.
Active	The status of the asset class it is Active or Not.
Is Component	Determines if this Asset Class can be referenced as a component of a parent asset.
Is Movable	Defines whether all Asset Items represented by this class are physically Movable or not.
Is Used On Asset Item That Was On Construction	By default it is false, the user can change the value. If this attribute is true then when the user selects this asset class on asset item, the system displays Manage by Institution and Manage by Vendor.
Depreciation	The default value is true. If this is false then the asset value can’t be depreciated.
Useful Life	The useful life of the asset class. This is measured in years.
Total Periods To Depreciate	This information contains the number of periods that this Class of Asset should have.
Salvage Percentage	Applied to the original cost of all the related asset items in order to calculate their salvage values.
Depreciation Rate Factor	This rate is used for the declining balance depreciation method.
Parent Asset Class	Parent Class of this Asset Class, e.g. Computers can be Parent Class for Desktops.
Depreciation Method	Default Depreciation Method for this asset class.
Useful Life Unit of Measure	A class might suggest a useful life for an asset item belonging to this class.
Depreciation Reference Date	Reference date when the Assets belonging to this Asset Class starts to depreciate. Available values are: Acquisition Date, Start in Use Date, Receipt Date, and Month/Year of Manufacture.
Language	The default value is English.
Name	This is the name of the asset class.
Description	A detailed description of the Asset Class.
Accumulated Depreciation Coding	This is the coding block for the accumulated depreciation.
Coding Block	Coding block for this asset class.
Revaluation surplus coding	This is an optional attribute referencing the revaluation surplus coding block used for revaluation on assets.
Expense Coding Block	This coding block will be used to associate all expenses (including depreciation) related to this asset class.
Coding Block for Confiscation, Expropriation, and Appropiation	It depends on the system setting of the parameters. If its related parameter is true and false then the system asks the value and display it. This is asset coding block.
Financial Coding of Transfer	Financial coding block of asset transfer.
Coding Block used for Manage by Institution	By default it is hidden. This coding block is used to generate financial transactions related to the Asset Transaction.
Coding Block used for Manage by Vendor	By default it is hidden. It is the financial coding block field. This coding block is used to generate financial transactions related to the Asset Transaction.
Inherit Depreciation Rate From	This is the inherit depreciation rate for the asset class.
Custom Period Depreciation Rates Tab	Allows users to select previously configured customized depreciation rates from another Asset Class. Users can modify the values copied from the other Asset Class.
Asset Item Additional Field Configs Tab	It allows the user to configure asset additional field.

Asset Class Asset Item Additional Field Configuration

Overview

Configuration relating to additional field of Asset Item in Asset Class gets added from this tab.

Asset Class Asset Item Additional Field Configuration screen Fields

Field	Description
Sequence #	The sequence number of additional field configuration is automatically generated by the system.
Active	Whether the record added is kept active for usage, gets marked in the checkbox.
Entity Property	Property of the entity like whether it refers to length, width, height, color, exchange rate, gender, etc. is selected from the dropdown box.
Is Display Property	Whether this is a display property, gets marked in this field.
Is Mandatory Property	Whether this is a mandatory property, gets marked in this field.

Customized Period Depreciation Rates Tab

Overview

Allows users to select previously configured customized depreciation rates from another Asset Class. Users can modify the values copied from the other Asset Class.

Customized Period Depreciation Rate Tab Screen Fields

Fields	Description
Consecutive Period Number	The period in which the asset is useful.
Depreciation Rate	The rate by how much the asset is depreciating.

Asset Item Groups

Overview

The Asset Item Group represents a group of asset items that all share similar characteristics, allowing them to be put together into one single group. The Support Entities section help users to understand the different characteristics that organizations use to base their grouping of assets and are given the opportunity to understanding the method of creating, deleting and modifying Asset Item Groups.

Navigation

Assets ► Support Entities ► Asset Item Group

Asset Item Groups Screen Fields

Field	Description
ID	Unique identification code of the Asset Item Group.
Language	Language used to describe the Asset Item Group.
Abbreviation	Short form of the Asset Item Group.
Purpose	Defines the purpose of the Asset Item Group with relation to the Asset Items.

Physical Conditions

Overview

Asset Item Physical Condition represents the different values associated to a physical condition of an Asset Item. Asset Physical Condition can include: Mint, Good, Not Good, Obsolete, Broken, etc. For example, a 'Broken' asset physical condition describes any item that has been broken and cannot be used.

Navigation

Assets ► Support Entities ► Physical Condition

Physical Condition Screen Fields

Field	Description
ID	Unique identification code of the Physical Condition.
Is Default	If false, this specific Physical Condition is not the default entry.
Language	Language used to describe the Physical Condition.
Abbreviation	Short form of the Physical Condition.
Description	Short description of the Physical Condition.

Asset Transaction Types

Overview

Different transaction types on assets are available within the application; these transactions may have an impact on the General Ledger Journal entries, Expense vouchers or Cash Sales. This screen is designed to be flexible enough to support transactions that may or may not be linked to other financial functions within the system.

The three main types of Transactions identified are:

Transactions by Disposal

Transactions that affect Value Change

Transactions that do not affect Value Change or Disposal

This screens represents different behaviors on disposal, value change and non-value change transactions.

Navigation

Assets ► Support Entities ► Transaction Types

Asset Transaction Type Screen Fields

Field	Description
Id	Unique Asset Transaction Type identifier, manually entered by user or automatically generated based on parameters.
Cash Involved	Specifies whether the transaction type has revenues or expenses as a result of the disposal or exchange of the asset items.
Requires Employee Information	Default Value false. If this attribute is equal to true then system should displays and requires on asset transaction, Responsible Employee.
Transaction Class	Groups of Transactions that are used to enable flexibility within the application when dealing with numerous requirements.
Retroactive Adjustment Type	Specifies whether this transaction must apply a retroactive adjustment or not
Intervenient Type	The name of the person that is the intervenient in this transaction.
Predefined Debit Account	A list of debit accounts to be chosen from.
Predefined Credit Account	A list of credit accounts to be chosen from.
Allowed Financial Operation Type	By Default - the selection "All" will be displayed. A Financial Operation Type references a financial operation related to this transaction, financial operations can be previously submitted manually by other processes an can be associated for the asset administrative purposes only.
Debit Account Origin	A list of account where the debit amount will originate from. The field will contain 'Account from Asset', 'Custom Account', 'Predefined', and 'Unknown'. By default - 'Unknown' will be displayed.
Credit Account Origin	A list of account where the credit amount will originate from. The field will contain 'Account from Asset', 'Custom Account', 'Predefined', and 'Unknown'. By default - 'Unknown' will be displayed.
Language	Country specific language used to register the name of the Asset Transaction Type
Name	Name of Asset Transaction Type.
Asset Class Used On This Asset Transaction Tab	A collection of one or more asset class that system is going to use to filter only the asset item that has the asset class selected on this system will have icons select all or unselect when user is selecting the asset class
Receipt Type Used On This Asset Transaction Tab	A collection of one or more Receipt Type that system is going to use to filter only the asset item that has the Receipt Type selected on this system will have icon select all or unselect when user is selecting the receipt type.
Receipt Type filter applied in Asset Exchange Asset Tab	A collection of one or more Receipt Type that system is going to use to filter only the asset item that has the Receipt Type selected on this system only is going to displays receipt type that have Receipt Type = Active and Is used on Asset Module equal to true. System has the icon to select all or unselect when user is selecting the receipt type.

Transactions Custom Accounts

Overview

This document explains how to create Transactions Custom Accounts. Certain asset transaction types require particular specifications according to users needs. These requirements need to be customized manually by the employee who has authority. The Asset Transaction Custom Account screen allows the ability to make these changes to a specific transaction type. This screen represents the different asset custom accounts that can be associated to one or more Asset Transaction Types according to customer needs. The custom accounts are listed by a unique identification code that can be modified and deleted.

Navigation

Assets ► Support Entities ► Transaction Custom Account

Asset Transaction Custom Account Screen Fields

Field	Description
Id	Unique identification code, manually entered by users or automatically generated based on parameters.
Active	If checked, Asset Transaction Custom Account is available.
Coding Block	Used to ensure entities sharing information are processed as needed and configure in such a way to display the correct elements that are specified.
Language	Country specific language used for description.
Name	A brief description of the Asset Transaction Account, e.g. Cash Account, Maintenance & Repair Account, etc.

Depreciation Methods

Overview

Depreciation is a method of reducing the value of assets being used over a certain period of time. This reduction of value is commonly due to usage, passage of time, wear and tear, technological outdating, depletion or absolution of the asset. All organizations have to include deprecation calculations and costs in their financial statements and processes. The method of doing these exercises varies depending on the type of depreciation and the asset being depreciated. The Depreciation Method screen's purpose is to provide standardized and user defined methods that will be the basis for performing fixed assets depreciation and postings. All these methods are cataloged by unique identification codes that will be available for authorized users to search.

Navigation

Assets ► Support Entities ► Depreciation Method

Depreciation Methods Screen Fields

Field	Description
Id	Unique identification code, manually entered by users or automatically generated based on parameters
Active	If selected, the depreciation method will be available for use.
Rates Required	Used only for Customized Rated Depreciation Method. Represents a user defined depreciation rate to be applied to the Asset Class and could be inherited to a specific Asset Item.
Predefined Method Type	A selection of depreciation methods to choose from. Available options are: Straight Line, Declining Balance, Activity Based, Sum of the Years Digits, Customized Rates.
Language	Country specific language used for description.
Abbreviation	Short Description for the Depreciation Method.
Description	Description for the Depreciation Method.

Reasons for Differences

Overview

The Reason for Difference screen is a user defined catalogue of reasons that will support the Asset Item in Count or Asset Item in Count Component Status (whenever there is overage and/or shortage). It could be used for reporting and statistics.

Navigation

Assets ► Support Entities ► Reason for Difference

Reasons for Differences screen Fields

Field	Description
ID	Unique identifiication code for the Reason for Difference.
Difference Active	If checked, then the record for Reason for Difference is available and can be used. If unchecked, the record is for reference purpose only.
Language	Country specific language used for description in the record.
Short Description	Short description for the Reason for Difference.
Description	A detailed description for the Reason for Difference.

Asset Class Catalogue Item

Overview

Asset Class and Catalogue Item are matched with each other in 'Asset Class Catalogue' screen and their records are managed through this screen.

Navigation

Assets ► Support Entities ► Asset Class Catalogue Item

Asset Class Catalogue Item screen Fields

Field	Description
Id	Unique identification code, manually entered by users or automatically generated based on parameters
Catalogue Item	Catalogue Item is selected from lookup button available for this field.
Asset Class	Asset Class is selected from lookup button avaialble for this field.

Asset Item Massive Workflow Transition

Overview

This process will allow user to execute a workflow transition for one or many Asset Items.

Navigation

Asset ► Support Entities ► Asset Item Massive Workflow Transition

Asset Item Massive Workflow Transition Screen Fields

Fields	Description
Fiscal Year	Default Value: Current Fiscal Year for Budget Execution
Fiscal Period	Default Value: Current Fiscal Period for Budget Execution
From Stage	Displays the initial Stage and all the intermediates stages of the Asset Item
To Stage	Default Value: Approved. System will filter all the Asset Items that are subject to get this workflow status
Asset Item Origin	Close Domain: MANUAL (default), DATA IMPORT, GOOD RECIEVE NOTE
Asset Item Id From	Useful only when Asset Item ID is automatically generated by the system.
Asset Item Id To	Useful only when Asset Item ID is automatically generated by the system.
Catalogue Item	Look up functionality to search by relevant Catalogue Item
Asset Item Short Description	Short description of Asset Item.
Original Cost	Default value is zero.
Current Value	Default value is zero.
Start Date In Use	Start Date of the Asset item
Receipt Date	Receipt Date of the Asset item
Asset Item Physical Condition	Dropdown to select Asset Item physical condition.
Month Year Of Manufacture	Asser item Manufacture date.
Asset Class	Look up functionality to search by relevant criteria.
Region	Look up functionality to search by relevant criteria.
Created By	Look up functionality to search by relevant criteria.
Created On	Date picker to select created date.
Approved By	Look up functionality to search by relevant criteria.
Approved On	Date picker to select Approved date.
Institution	Look up functionality to search by relevant criteria.
Warehouse	Look up functionality to search by relevant criteria.

Massive Update Asset Item Information

Overview

This support entities allows the user to make a massive update of Asset Item Information.

Navigation

Assets ► Support Entities ► Massive Update Asset Item Information

Massive Update Asset Item Information Screen Fields

Fields	Description
Code	Automatically generated
Asset Class	An asset item belongs to an Asset Class
Language	The country specific language of the system. By default value is English.
Name	Name of the Asset item.
Active	Default value TRUE
Institution	Institution that creates the templates to be used on massive update information
Creation Date	Date when the Massive Update of Asset Item Information was created
Massive Update Asset Item Information Detail Tab	System must allow user to select one or many Asset Item Additional Field at same time and create one row by each field selected.

Massive Update of Asset Item Information Detail

Overview

This entity allow users to add the Massive Update of Asset Item Information Detail.

Massive Update of Asset Item Information Detail Screen Fields

Fields	Description
Serial Number	Generated by system
Brand	Filter by brand first and then by model of such brand.
Brand Model	The Brand Model related to Brand selected
Asset Item Description	Asset Item Description, Manually entered by user
Asset Item Physical Condition	Filter an specific physical condition

Massive Update Information On Asset Item

Overview

This process allows users to update Asset Item information.

Navigation

Asset ► Support Entities ► Massive Update Information On Asset Item

Massive Update Information On Asset Item Screen Fields

Fields	Description
Workflow Status	Dropdown to select workflow status.
Asset Class	Look up functionality to search by relevant criteria.
Fiscal Year	Default Value: Current Fiscal Year for Budget Execution
Fiscal Period	Default Value: Current Fiscal Period for Budget Execution
Asset Item Origin	Close Domain: MANUAL (default), DATA IMPORT, GOOD RECIEVE NOTE
Asset Item Id From	Useful only when Asset Item ID is automatically generated by the system.
Asset Item Id To	Useful only when Asset Item ID is automatically generated by the system.
Catalogue Item	Look up functionality to search by relevant Catalogue Item
Asset Item Short Description	Short description of Asset Item.
Original Cost	Default value is zero.
Current Value	Default value is zero.
Start Date In Use	Start Date of the Asset item
Receipt Date	Receipt Date of the Asset item
Asset Item Physical Condition	Dropdown to select Asset Item physical condition.
Month Year Of Manufacture	Asser item Manufacture date.
Region	Look up functionality to search by relevant criteria.
Created By	Look up functionality to search by relevant criteria.
Created On	Date picker to select created date.
Approved By	Look up functionality to search by relevant criteria.
Approved On	Date picker to select Approved date.
Institution	Look up functionality to search by relevant criteria.
Warehouse	Look up functionality to search by relevant criteria.

Payment Frequency

Overview

This is a catalog to manage the frequency of payments.

Navigation

Assets ► Support Entities ► Payment Frequency

Payment Frequency Screen Fields

Fields	Description
Id	Unique identification code, manually entered by users or automatically generated based on parameters.
Payment Frequency Type	User selects one of the drop down list of payment frequency. E.g. Daily, Monthly, Bimonthly, Biannual, Annual, Quarterly.
Name	Name of the frequency Payment
Description	Short description of the Payment Frequency.
Active	Active checkbox is checked by default
Registration Date	Date of Registration for Payment frequency

Asset Items

Overview

An asset is a resource controlled by the feature as a result of past events or transactions and from which future economic benefits are expected to flow to the feature. A fixed asset is a long term good kept and used by the government, typically over 12 months. A building, vehicle, or computer is normally considered a fixed asset because it is not intended for distribution (to the public) or as an item for sale by the government. Rather, it is intended for use by the government itself. Here Assets module must calculate accumulated depreciation and book value on a monthly, quarterly, semi-annually, yearly, or user-defined basis.
Asset items feature is the central repository for all asset items used throughout the system. The asset item feature contains the information of every asset item within the system, including their relationships to one another through asset hierarchy, asset classes, and parent assets.
The Asset Item screen contains information regarding the different assets that the organization may have. Assets are economic resources that are tangible or intangible and are capable of being owned by the organization. This screen contains different information about each asset such as Amount, Deprecation, Asset Class, Useful Life and other pieces of information. An example of an Asset Item is “goods” which would be kept track using Financial Statement.

Navigation

Assets ► Asset Items

Asset Items screen Fields and Tabs

Fields	Description
Code	The unique identification code, manually entered by users or automatically generated based on parameters
Workflow Status	The status of the asset item workflow. Is either “Registered”, “Approved by Assets Office” or “Approved by Accounting Office”.
Fiscal Year	The current Fiscal Year when the asset item is created. The default value is the current year.
Fiscal Period	The current Fiscal Period when the asset item is created. The default value is the current period.
Asset Origin ID	When asset transfer created New asset item, it creates an original asset item id.
Asset Previous ID	The system displays this only when the system creates a new asset item as a result of a transfer. Every time that an asset item transfers from one Institution to another, the system is set here Asset Previous ID.
Has Warranty	The user can check if the asset created has a warranty.
Is in Physical Count	If checked, the asset item was included in the physical inventory country. The default value is set to false. This is a read-only attribute and can be modified only when a Physical Count Process has been registered.
Not Found in Count	The default value is false.
In Transit	The user can check this as applicable. If it is true, then the item is in transit.
In Maintenance	The default value is false, is a read-only attribute.
Posting Status	The posting status of the asset item is either “Saved” or “Temp Saved”. This field will be updated by the system when the voucher is either saved or temp saved.
Temp #	The temp number when asset item is temp saved.
Not Posted Reason	The reason why the asset item was not posted, when temp saved.
Origin	Origin of the asset item.
Posted On	The date when the asset was recorded.
Item	Catalogue item id.
Asset Class	An asset item must belong to an Asset Class, e.g. 'Desktop Computer'. When an asset class has subclasses, the system must enforce to enter asset items of such subclasses.
Parent Asset Item	When an asset is composed of several other assets, e.g. a Personal Computer has a Mouse, Keyboard, and CPU case.
Useful Life	The amount of time the asset is useful for. This must be expressed using the selected Unit of Measurement.
Quantity	This is used to group identical assets which are in the same class. For example Software Licenses.
Receipt Type	The system displays the name of the Receipt Type of the Asset Item.
Item Ownership Type	The type of ownership for the asset item. Is either “Owned” or “Leased”. The default value is “Owned”.
Receipt Date	Date Picker. The user can select the date of the receipt of the asset item.
Asset Count Last Date	It is the date when the Last Asset Count made. This attribute is applicable when Asset Count Status equals to Finished in Asset Count Request Entity.
Item Value Calculation	Select the item value calculation of the asset item from the drop-down menu. Choices include Component Cost and Item Cost.
Original Cost	This is the value paid for the asset, depending on the acquisition information this could be an estimated price or fair cost if the asset has been obtained by a donation, bequest or sequestration. This value cannot be modified once the first depreciation period has occurred for this item.
Salvage Value	The salvage value is the expected value after the asset item has been fully depreciated.
Book Value	The value of the asset from the accounting perspective. This automatically generates.
Useful Life UOM	This is the unit of measurement that is applied to the Useful Life.
Last Evaluation of Physical Condition	The users must select the item physical condition of the asset item from the drop-down menu. These attributes are updated by the physical condition has been changed with Custody Transaction.
Item Operational Status	It is a Read-only attribute. The current operational status of the asset item. Is either “In Stock”, “In Use”, “Disposed”, “Being Repaired”, or “For Sale”. The default value is “in stock”.
Item Type	The type of asset item. Is either “Capitalized”, “Being Constructed”, or “Expensed”.
Brand	The brand of the asset item.
Institution	The institution and warehouse information where the asset item is located.
Warehouse	Contains details where the item is located.
Employee	The employee who has custody of the asset.
Asset Custody Type	The Asset Custody Type of this asset when applicable, meaning that this attribute can be affected only when this asset has been part of an assignment transaction.
Employee Assignment Institution	Read-only Attribute.
Region	The region where the asset is located.
Responsible Employee that Received the Items	The employee information receives the asset items.
Asset Coding Block	This attribute is mandatory only if the function for A Support is set to true. This value is copied from the Asset Class GL Coding Block. However, Users may change this value. Search function to the COA Group with the attribute Budget Execution set equal to True.
Historical Coding Block	When the asset origin is goods receive note the system displays the coding block. System copy the coding block the goods receive note that created the asset Item.
Serial Number	The unique identifier of the asset item. This is what makes an asset different from others of the same brand/model.
Related Legacy Id	This attribute can be used to link to legacy asset systems or previously codification, the purpose of this attribute is to have a history of an asset even if the asset codification has been changed.
Bar Code	Contains the code recognized by the code reader.
Language	The country-specific language of the system. By default value is English.
Abbreviation	Short description of the asset item.
Description	A detailed description of the asset item.
Remarks	Additional information such as procedure or instructions from the agency who donated the Asset.
Created By	The user who created the asset item, Populated automatically by the system at creation time of the record.
Created On	Date and Time of asset item creation, Populated automatically by the system.
Approved By	The user who approves, Populated automatically by the system when the corresponding workflow reaches its last Approval.
Approved On	Date and Time of approval, Populated automatically by the system.
Times in Auction	The default value is Zero, this is a read-only attribute and system is going to sum here the times that an asset item had been in an auction process once that the auction has been approved then the system is going to update this attribute.
Active Insurance Coverage	True when the asset item has valid insurance Coverage.
Is related with a Disposal	The default value is false. When it is true system displays the user able to relate the new asset Item with the disposal of the asset item
Asset Item Additional Fields	The system is going to display a string attribute where the user can set the order of each attribute on the additional fields displayed on the asset item linked with the asset class that has configured the additional fields.
Project Execute	If the value of this is true, indicates if the asset acquires by execution of externally funded projects.
Description Project	The system automatically displays the project description.
Project Associated	The unique identifier that identifies an ID of the project.
Specific Source	It allows the users to select the unique source code using the lookup feature.
Description Specific Source	The system automatically displays the project description.
Attachments Tab	This Tab is used to attach files/documents to an asset item
Pictures Tab	This Tab is used to include pictures of an asset item.

Attachments

Overview

The Attachment Tab is used to attach any necessary documents related to an asset item.

Attachment Tab screen Fields

Fields	Description
ID	The unique identification code manually entered by users or automatically generated based on parameters.
Language	Language for that Attachment file.
Title	The title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	Choose respective file to upload.
Date Time	The date and time the attachment was uploaded.
Date	The Date when the user creates the attachment.
User	The name of users uploading the attachment.

Pictures

Overview

The Pictures Tab is used to include any pictures of an asset item.

Pictures Tab screen Fields

Fields	Description
ID	The unique identification code manually entered by users or automatically generated based on parameters.
Language	Language for that Attachment file.
Title	The title of picture attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	Choose respective file to upload.
Date Time	The date and time the attachment was uploaded.
Date	The Date when the user creates the attachment.
User	The name of users uploading the attachment.

Asset Transfers

Overview

An asset transfer takes place when the asset item changes its location, organization or requires an account's change. All of the transfers will issue an automatic Asset Financial Operation except for the transfer between warehouses within the same location and organization since it doesn't have an impact on the General Ledger.

Navigation

Assets ► Asset Transfer

Asset Transfer screen Fields and Tab

Field	Description
ID	The unique identification code of the asset transfer (system generated).
Transfer Type	It is a closed domain. Users may choose following values “Warehouse”, “Expense Account”, “Assets Item Account”, “Accumulated Depreciation Account” From dropdown box. Thetypeof asset transfer to be performed.
Transfer Status	The status of the asset transfer (automatically generated and updated).
Transfer Effective Date	The Date the Asset Transfer is to become effective.
Source Asset GL Coding Block	The Source Asset GL Coding Block will be automatically populated if there is a common segment value for all assets selected for transfer, otherwise this attribute will have no associated value.
Destination Asset GL Coding Block	The Destination Asset GL Coding Block applies only if the Source Asset GL Coding Block has an associated value. Users can enter the destination GL Coding Block with the same pattern of the Asset Source GL Coding Block.
Source Expense GL Coding Block	The Source Expense GL Coding Block will be automatically populated if there is a common pattern in the expense GL coding block for all asset items selected for the transfer.
Destination Expense Coding Block	The destination expense GL Coding block is applicable if the Source Expense GL Coding Block has a value.
Source Accumulated Depreciation Coding Block	The Source Accumulated Depreciation Coding Block will be automatically generated if the is a common pattern in the accumulated depreciation GL Coding block for all asset items selected for the transfer.
Destination Accumulated Depreciated Coding Block	The Destination Accumulated Depreciation GL Coding block applicable if the Source Accumulated Depreciation Coding Block has a value.
Source Warehouse	The Source Warehouse is automatically populated if the selected assets have a warehouse in common.
Destination Warehouse	A display only field for the destination warehouse for the asset transfer.
Language	Language used to enter the description information for the asset transfer.
Description	A short description and reason for the asset transfer.
Asset Transfer Items Tab	This Tab is used to include the Asset Item ID and amount of item to transfer.

Asset Transactions

Overview

The FreeBalance Accountability Suite provides multiple asset transaction types. These transaction types may impact the Journal Vouchers, Expense Vouchers, or Cash Sales. Three groups of transactions are available:
a) Transactions by Disposal
b) Transactions that affect Value Change
c) Transactions that do not affect Value Change or Disposal

Navigation

Assets ► Asset Transaction

Asset Transactions screen Fields

Field	Description
Id	Unique identification code, manually entered by users or automatically generated based on parameters.
Asset Transaction Type	This field represents different behaviors on disposal, value change and non-value change transactions.
Asset Transaction Origin	Indicates if the Asset Transaction is created manually or automatically.
Asset Transaction Status	The current status of the asset transaction. Can be “Approved”, “Financially Approved”, or “Registered”.
Effective Date	Effective Date of the Asset Transaction (optional).
Amount	The monetary value of the asset transaction.
Intervenient Name	Name of the person that is the intervenient in this Transaction.
Vendor	The vendor related to the asset transaction. The vendor field is mandatory when the Asset Transaction Type attribute is ‘Vendor’.
Customer	The customer related to the asset transaction. The vendor field is mandatory when the asset transaction type attribute is ‘Customer’.
Accounting Office	The accounting office for the asset transaction.
Is Reverse	Specifies whether this transaction is for reversion purposes. The default value is false.
Fiscal Year	This is the fiscal year applicable for this asset transaction.
Fiscal Period	This is the fiscal period applicable for the asset transaction.
Language	Country specific language used to enter the Transaction information.
Reverse Reason	A brief reason for the reversal transaction. This field is mandatory if the attribute ‘Is Reverse’ is selected, if it is not selected, the Reverse Reason field can still be used to enter a reason for non-Reverse Transactions.
Asset Transaction Items Tab	This Tab is used to include transaction asset item information.
Workflow Status	Status of the Asset Transaction created. It can have the following values - 'Registered', 'Approval Requested', 'Approved', 'Cancelled'. Once the transaction has been approved, the system must automatically issue the Financial Transaction to FA in posted mode since it has already been approved by the Assets Accounting Responsible.
Exchanged Assets Tab	This Tab is used to include transaction information on asset items that are exchanged.

Custody Transactions

Overview

A Custody Transaction is used to record the transfer of responsibility of an asset to or from an employee. The employee who is given responsibility of the asset is known as the ‘Employee in Custody’. An asset is distributed from or returned to the Release Responsible Employee.

Navigation

Assets ► Custody Transaction

Custody Transactions screen Fields and Tab

Field	Description
Id	Unique identification code, manually entered by users or automatically generated based on parameters
Transaction Type	Defines the specific type of transaction taking place. Choices include Custody and Release of Custody.
Fiscal Year	This is the fiscal year applicable for this custody transaction.
Fiscal Period	This is the fiscal period applicable for the custody transaction.
Custody Status	Read-only and is not editable.
Institution	The Field referes to the
Asset Custody Type	This field represents the assets custody type for custody transaction.
Effective Date	Effective Date of the Custody Transaction (optional parameter) that can be selected by using the calendar icon.
Employee In Custody	The employee responsible for the asset(s) if the Transaction Type is ‘Custody’. If the Transaction Type is ‘Release of Custody’ it is the employee releasing custody of the asset.
Release Responsible Employee	The asset management employee that is giving or receiving the assets in the Custody Transaction.
Review Responsible Employee	This is the employee responsible for the physical review before applying the release of custody.
Language	Language used to enter the observation information.
Observation	Observations regarding the assignment or release of the asset.
Custody Transaction Assets Tab	This Tab is used to add the asset item information to the custody transaction.

Goods/Services Requests

Overview

This section is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are required. The registry process will provide a helpful feature based on souring packages which are predefined sets of Inventory Items (this is applicable only for Inventory type Goods) with predefined specific quantities. The Asset and Inventory Departments will be responsible for identifying the warehouse suppliers based on suggested warehouses provided by the system. Finally the warehouses will be responsible of the delivery process made through a 'Dispatch Order'. Each requested Item will have an individual progress of the supply process, meaning that partial delivery of Goods/Services Requests is allowed, updating the Good and Services Request status to 'Delivered' when all its related items have been fully delivered to the Institution Unit.

When there is no availability of the items requested (in the case of goods) or for the case of Replenishment Requests (from a particular Warehouse), the system will mark those items as candidates for a Purchase Requisition, and once this PR has been issued by the Purchasing Department Responsible (initially this will be generating the PR to the FA Classic Application), the system will update via webservice the PR number as a reference to the Goods/Services Request Item, and this will be link between AA and FA.

Navigation

Assets ► Goods/Services Requests

Goods/ Services Request screen Fields and Tabs

Field	Description
ID	Unique identification code, manually entered by users or automatically generated based on parameters.
Created On	The date the Request was made.
Is Replenishment Request	This is for viewing purposes only. The checkbox will be checked only if a goods/service request is generated from the Replenishment Request Process.
Request Status	This will be automatically generated depending on the workflow of the Goods/Service Request. The available statuses are- 'Registered', 'Requested for Approval', 'Approved', 'and In Supply Process ‘,’ Cancelled and Delivered’. By Default - the status 'Registered' will appear.
Registered By	This field is automatically populated by the system and is for viewing purposes only. It represents the employee who is registering this G/S Request.
Request Institution Unit	This is the institution unit that requires the goods/services.
Priority	This field can take one of the following values- 'Low', 'Medium' and 'High'. By Default - 'Medium' will be displayed.
Minimum Required Date	The minimum required date to receive the goods/services. If this field is left blank, that means that there is no minimum required date to receive the goods.
Maximum Required Date	The maximum required date to receive the goods/services.
Subtotal Cost	This is for viewing purposes only and is automatically calculated by the system. This is the summary of all G/S Request Items Costs * Item Quantity.
Tax Amount	This is for viewing purposes only and is automatically calculated by the system. The summary of all taxes from the G/S Request Items. This value will be defaulted to zero if no taxes have been specified.
Reception of Goods Responsible	Indicates the person who is responsible for the reception of goods.
Request Group Reference	This is the G/S Request Group associated to this G/S Request; a material request group is required when custom domain type attributes related to a G/S Request are needed or a special classification criterion is required for different G/S Requisition needs.
Language	Country Specific Language that is being used to register the abbreviation, description and remarks.
Abbreviation	A brief description of the goods and services.
Description	The intended objective or destination for the goods/services that are being required.
Remarks	Additional information related to this G/S Request.
Attachments Tab	This Tab is used to add relevant attachments (e.g. documents related to a good or service) to the good/service request.
Additional Information Tab	This Tab is used to view additional information regarding the good/service request If users selects ReqGroup or Ftes in Request Group Reference fields then “Additional information” Tab is active.
Request Sourcing Packages Tab	This Tab is used to add a sourcing package to the request.
Request Items Tab	Mandatory field used to add the item(s) that are being requested.

Approve Goods/Services Request

Navigation

You should be in Search Mode.

1. If you know the ID or other attribute, enter the information in the appropriate field. If you want to see a list of all Goods/Service Requests, leave fields blank.

2. Click on the Find icon . (Goods/Service Requests list will appear)

3. Click on the Goods/Service Request you want to approve. You will then be in View Mode.

4. Select ‘Approve’ from the drop down list next to the Transition field.

5. Add the following description in the Step Note: ‘Goods/Service Request Approved’in the Transition window.

6. Click on the Finish icon.

7. A window will be displayed confirming the Goods/Service Request workflow transition was executed.

8. At this point the Request status is automatically set to ‘Approved’.

Create a Goods/Services Request

To CREATE, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Click on the New icon (you will then be in Insert Mode).

2. Enter the Goods/Services Request information. Fields with an asterisk are mandatory fields.

3. ID: This is a unique identifier generated by the system.

4. Created On: The date the Request was made

5. is Replenishment Request: This is for viewing purposes only. The checkbox will be checked only if a goods/service request is generated from the Replenishment Request Process.

6. Request Status: This will be automatically generated depending on the workflow of the Goods/Service Request. The available statuses are: 'Registered', 'Requested for Approval', 'Approved', 'In Supply Process', 'Cancelled' and 'Delivered'. By Default - the status 'Registered' will appear.

7. Registered By: This field is automatically populated by the system and is for viewing purposes only. It represents the employee who is registering this G/S Request.

8. To enter the Request Institution Unit, click on the Lookup icon , click on the Find icon to retrieve the Request Institution Unit list, then select the Request Institution Unit.

Request Institution Unit: This is the institution unit that requires the goods/services.

9. Choose Priority from the Drop Down Menu.

Priority: This field can take one of the following values: 'Low', 'Medium' and 'High'. By Default - 'Medium' will be displayed.

10. Select the Minimum Required Date and the Maximum Required Date from the Calendar icon, if required.

Minimum Required Date: The minimum required date to receive the goods/services. If this field is left blank, that means that there is no minimum required date to receive the goods.
Maximum Required Date: The maximum required date to receive the goods/services.

11. Subtotal: This is for viewing purposes only and is automatically calculated by the system. This is the summary of all G/S Request Items Costs * Item Quantity.

12. Tax Amount: This is for viewing purposes only and is automatically calculated by the system. The summary of all taxes from the G/S Request Items. This value will be defaulted to zero if no taxes have been specified.

13. To enter the Reception of Goods Responsible, click on the Lookup icon , click on the Find icon to retrieve the Reception of Goods Responsible list, then select the Reception of Goods Responsible.

14. Choose Request Group Reference and Language from the Drop Down Menu if required.

Request Group Reference: This is the G/S Request Group associated to this G/S Request; a material request group is required when custom domain type attributes related to a G/S Request are needed or a special classification criterion is required for different G/S Requisition needs.
Language: Chose Language as chosen.

15. Enter the Abbreviation, Description and Remarks as required.

Abbreviation: A brief description of the goods and services.
Description: The intended objective or destination for the goods/services that are being required.
Remarks: Additional information related to this G/S Request.

To ADD an Attachment:

Click on the Attachment tab,,Attachment New icon and enter the new Attachment (refer to Attachments for more information).

To ADD a Request Sourcing Package:

Click on the Request Sourcing Package tab,,Request Sourcing Package New icon and enter the new Request Sourcing Package (refer to Request Sourcing Package for more information).

To ADD a Request Item:

Click on the Request Items tab,,Request Items New icon and enter the new Request Item (refer to Request Item for more information).

1. Click the individual Select Checkbox(es), under the required tabs to select and de-select the created or retrieved information, or click the Select All icon or Unselect All icon, to select or de-select all the created or retrieved information, if required.

2. Click the Remove icon to remove the selected created or retrieved information, if required.

3. Repeat steps 1 to 3 as required for each tab.

Click on the Save icon at the bottom to save your new Goods/Services Request information. A window will appear to confirm the new Goods/Services Request creation. Click OK to confirm.

Request Items

Navigation (From click the New icon under )

Create a Request Item

Navigation (From click the New icon under )

1. Enter the new Request Item information. Fields with an asterisk are mandatory fields.

2. To enter the Request Item, click on the Lookup icon , click on Find icon to retrieve the Request Item list, then select the appropriate Request Item.

3. Enter the Required Quantity, Adjusted Quantity and Unit Cost if required.

Required Quantity: This value can be either entered manually or generated automatically by the system. If generated by the system, the value can not be modified.
Adjusted Quantity: This value specifies a positive or negative quantity over the Required Quantity. The Quantity can only be changed by those who are responsible for inventory.
Unit Cost: By Default - the value is zero. Unit Cost can be an estimated cost. The system will later update the unit cost to a recorded value associated with the costing method used.

4. Choose the Supply Status and Unit of Measure from the Drop Down Menu if required.

Supply Status: The available supply statuses are: 'Not assigned', 'Reserved', 'Item Supplied', 'Requested in a PR', 'Supplier Not Available', 'On Hold for PR'. By Default - 'Not assigned' will be displayed in the drop down menu.
Unit of Measure: Assign a measurement unit to the goods/service being requested.

5. Enter the Requisition and choose the Language from the Drop Down Menu, if required.

Requisition: This is the reference to a Purchase Requisition that was generated in order to supply this G/S Request Item
Language: Language as chosen

6. Enter the Description and Remarks if required.

Description: The intended objective of the goods/services that are being required.
Remarks: Additional information related to this G/S Request item.

To ADD an Attachment:

7. Click on the Attachment tab,,Attachment New icon and enter the new Attachment (refer to Attachments for more information).

To ADD Applicable Tax:

8. Click on the Applicable Tax tab,,Applicable Tax New icon and enter the new Applicable Tax (refer to Applicable Tax for more information).

To ADD a Custody Transaction Asset:

9. Click on the Custody Transaction Asset tab,,click on the Lookup icon , click on Find icon to retrieve the Custody Transaction Asset list, then select the appropriate Custody Transaction Asset.

10. Click on the Save and Return icon to save the Request Item information and return to the Goods/Services Requests screen, or click on the Discard icon to discard the Request Item entry and return to the Goods/Services Requests screen.

Applicable Taxes

1. Enter the new Request Item Tax information. Fields with an asterisk are mandatory fields.

2. To enter the Request Item Tax, if required, click on the Lookup icon , click on Find icon to retrieve the Request Item Tax list, then select the appropriate Request Item Tax.

Request Item Tax: The tax associated for the G/S Request Item, by default taxes will be populated based on Catalogue Item Predefined Tax Information.

3. Enter the Percentage if required.

Percentage: This field will display the percentage value of the Request Item Tax. The value can be changed if required.

4. Click on the Save and Return icon to save the Goods/Services Request Item Tax information and return to the Goods/Services Request Item screen, or click on the Discard icon to discard the Goods/Services Request Item Tax entry and return to the Goods/Services Request Item screen.

Request Sourcing Packages

Navigation (From click the New icon under )

Create a Request Sourcing Package

Navigation (From click the New icon under )

1. Enter the new Sourcing Package information. Fields with an asterisk are mandatory fields.

2. To enter the Sourcing Package, click on the Lookup icon , click on Find icon to retrieve the Sourcing Package list, then select the appropriate Sourcing Package.

Sourcing Package: This field represents the different sourcing packages associated to a Goods/Services Request. Sourcing Packages are predefined item/quantity for a specific activity or destination, e.g. Training Courses.

3. Enter the Quantity: Number of Sourcing Packages required.

4. Click on the Save and Return icon to save the Sourcing Package information and return to the Goods/Services Requests screen, or click on the Discard icon to discard the Sourcing Package entry and return to the Goods/Services Requests screen.

Delete a Goods/Services Request

To DELETE, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Employee you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Goods/Service Requests, leave all fields blank.
Click Find
Select the Goods/Service Request you want to Delete

Click on the Delete icon
A window will appear asking you to confirm
Click OK to confirm and delete the Goods/Service Request.
A window will be displayed confirming the Goods/Service Request has been deleted

To Verify that the Goods/Service Request has been Deleted:

Click on the Search icon
Enter the Goods/Service Request information
Click on the Find icon
The window will appear

Modify a Goods/Services Request

To MODIFY, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see a list of all Goods/Services Requests, leave all fields blank.
Click on the Find icon .
Click on the Goods/Services Request you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove any created or retrieved information under the Tabs, refer to the associated link of the created or retrieved information in Create a Goods/Services Request.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Reject Goods/Service Request

Navigation

To REJECT a Goods/Service Request, follow the steps below:

You should be in Search Mode.

1. If you know the ID or other attribute, enter the information in the appropriate field. If you want to see a list of all Goods/Service Requests,l eave fields blank.

2. Click on the Find icon . (Goods/Service Requests list will appear)

3. Click on the Goods/Service Request you want to approve. You will then be in View Mode.

4. Select ‘Reject’ from the drop down list next to the Transition field.

5. Add the following description in the Step Note: ‘Goods/Service Request Rejected’ in the Transition window.

6. Click on the Finish icon.

Search Goods/Services Request

Navigation

By default, you will be in Search Mode.

1. If you know the ID, enter the information in the appropriate field. If you want to see a list of all Goods/Service Requests, leave fields blank.

2. Click on the Find icon .

3. Goods/Service Requests list will be displayed.

4. Click on the Goods/Service Request you would like to view.

Dispatch Orders

Overview

This screen manages the inventory leaving a particular warehouse to supply the goods requested by a Goods/Services Request.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all dispatch orders leave all fields blank.
Click on the Find icon .

The Dispatch Order screen includes the following fields:

Field	Definitions
ID	Unique identification code of the Dispatch Order.
Date Created	the date the dispatch order is created
Delivery Expected Date:	the date the delivery is expected to arrive.
Delivered Date	the date the order was delivered.
Dispatch Order Status	the current status of the dispatch order. For example Registered, Reserved, In Transit, Cancelled or Delivered.
Delivery By	the employee who is responsible for delivering the goods
Receiving By	the employee who is responsible for receiving the goods
Requestor Institution	the institution that is requesting the goods
Supplier Institution	the institution suppling the goods.
Language	language used

Create a Dispatch Order

Dispatch Orders manage the inventory leaving a particular warehouse to supply the goods requested by a Goods/Services Request

To CREATE a Dispatch Order follow the steps below:

Navigation

Click on the New icon (you will then be in Insert Mode).
Enter the new Dispatch Order information. Fields with an asterisk are mandatory fields.
The ID and the Dated Created will automatically generated.

ID: Unique identification code of the Dispatch Order.
Date Created: the date the dispatch order is created

4. Enter the Delivery Expected Date and Delivered Date as required.

Delivery Expected Date: the date the delivery is expected to arrive. To enter the date, click on the Calendar iconand select the date.
Delivered Date: the date the order was delivered. To enter the date, click on the Calendar iconand select the date.

5. The Dispatch Order Status will be automatically generated.

Dispatch Order Status: the current status of the dispatch order. For example Registered, Reserved, In Transit, Cancelled or Delivered.

6. To enter the Delivery By, click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Delivery By employee.

Delivery By: the employee who is responsible for delivering the goods

7. To enter the Receiving By, click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Receiving By employee.

Receiving By: the employee who is responsible for receiving the goods

8. To enter the Requestor Institution, click on the Lookup icon , click on Find icon to retrieve the Institution list, then select the Requestor Institution.

Requestor Institution: the institution that is requesting the goods

9. To enter the Supplier Institution, click on the Lookup icon , click on Find icon to retrieve the Institution list, then select the Supplier Institution.

Supplier Institution: the institution suppling the goods.

10. Select the Language as required.

Language: language used

11. Enter the Description and Remarks

Click on the Save icon at the bottom of the Dispatch Order page to save your new Dispatch Order information. A window will appear to confirm. Press OK

Delete a Dispatch Order

Dispatch Orders manage the inventory leaving a particular warehouse to supply the goods requested by a Goods/Services Request.

To DELETE a dispatch order follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Dispatch Order you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Dispatch Orders, leave all fields blank.
Click Find .
Select the Dispatch Order you want to Delete.

Click on the Delete icon .
A window will appear asking you to confirm
Click OK to confirm and delete the Dispatch Order
A window will be displayed confirming the Dispatch Order has been deleted

To Verify that the Dispatch Order has been Deleted:

Click on the Search icon
Enter the Dispatch Order information in the appropriate field (s).
Click on the Find icon
This window will appear

Modify a Dispatch Order

Dispatch Orders manage the inventory leaving a particular warehouse to supply the goods requested by a Goods/Services Request.

To MODIFY a dispatch order follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Dispatch Orders leave all fields blank.
Click on the Find icon .
Click on the Dispatch Order you want to modify. You will then be in Update/Delete Mode.
Make the necessary modification(s).
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Leasing/Purchase Comparison

Overview

Asset Leasing Purchase Comparison compares the option between buying and leasing an Asset. Users are able to enter purchase and lease information provided by a Vendor and a Leaser and compare this information for decision making purposes.

Navigation

Assets ► Leasing / Purchase Comparison

Leasing/Purchase Comparison screen Fields and Tab

Field	Description
ID	Unique identification code of the Leasing/Purchase Comparison
Comparison Date	The Comparison Date is automatically system generated. This displays the date and time the Asset Leasing Purchase Comparison is saved
Language	Language used
Abbreviation	The short form describing the Leasing/Purchase Comparison
Description	A short description of the Leasing/Purchase Comparison.
Remarks	Refers to comments regarding the Asset Leasing Purchase Comparison
Asset Class	Refers to the type of Asset
Useful Life	Its written in terms of years and its used in the calculation of depreciation. Useful Life is used for the asset leasing purchase comparison
Salvage Value	The salvage value is the expected value after the asset item has been fully depreciated
Average Annual Maintenance Cost	An estimated annual maintenance cost of the Asset Item
Insurance Annual Cost	An estimated insurance annual cost of the Asset Item. The insurance annual cost is optional because some Assets don’t require insurance
Capital Cost	Refers to the average loan rate per year. It will be used to calculate the NPV (Net Present Value)
Asset Item Price	Price of the Asset Item. It is part of the purchase information
Other Initial Purchase Cost	The cost incurred when the first purchase payment was made
Depreciation Method	Describes the decline in assets overtime
Payments per Year	Number of leasing payments per year
Leasing Term	Quantity of payments of the leasing contract
Leasing Fee	Refers to the leasing cost/charge
Other Initial Leasing Cost	The cost incurred when the first leasing payment was made
Security Deposit Amount	The amount paid for a security deposit. Some leasing contracts require it and some don't
Is Security Refundable?	It indicates if the security deposit amount is refundable at the end of the lease term
Responsible for Maintenance?	When checked the user will be responsible for the maintenance costs during the term of the leasing contract
Responsible for Insurance?	When checked the user will be responsible for the insurance costs during the term of the leasing contract
Buy Option?	When checked the the user will buy the asset at the end of the leasing contract
Option to Buy Price	The price to buy the asset at the end of the leasing contract

Attachments

Overview

The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Selected	If checked indicates that the attachment will be selected.
Language	Country Specific Language used to enter the description information.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	The uploaded document, this attribute will have the physical file document within the database.
Date Time	The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned.
User	Users uploading the attachment.
Language	Country Specific Language used to enter the description information.

Count Requests

Overview

This contains the general information for the Asset Count Request such as the employee responsible for the request, the date that the request was issued and the status of the request.

Navigation

Assets ► Asset Count Request

Count Requests screen Fields and Tabs

Field	Description
ID	Unique identification code, manually entered by users or automatically generated based on parameters.
Request Start Date	Date and time when the Asset Count Request was submitted.
Asset Count Request Status	Select from ‘Created’, ‘In Progress’, ‘Cancelled’, ‘Finished’, ‘In Reconciliation’, ‘Approval Requested’, ‘Approved’.
Request Responsible Employee	Employee responsible for handling the request.
Language	Language used to register the description and abbreviation.
Description	Description of the Asset Count Request.
Abbreviation	Short form for the Asset Count Request.
Asset Items in Count Tab	This tab allows users to select which assets to include in this count request.
Users Authorized for Reconciliation Tab	Allows users that request the count to authorize users (employees) to view the reconciliation.

Assets Report

Asset Reports are used to monitor and manage the processes involved with the assets which have been purchased, sold, and currently being stored in the inventory at the warehouse.

Asset Reports can perform these functions:

- Classifies assets by user-designated groups, with subtotaling and totaling of an overall value

- Identifies each item for which depreciation is to be taken including cost, life and depreciation schedule

- Records depreciation for external reporting

- Provides standard governmental reporting: i.e., it should not include information such as investment tax credit data or basis costs

- Tracks all transactions affecting the value of an asset by original source document number and date, and the module and application in which the transaction originated

- Maintains accountability and reporting of fixed assets that have actually been granted to, or owned by, another screen

- Displays or print subsidiary ledgers of fixed asset balances

- Produces a transaction register audit trail of all acquisitions, transfers, changes, retirements, and disposals during a user-defined time period by asset type, department, transaction date, funding source, or purchase amount

- Provides a money total of fixed asset purchases by their funding source and department/organization

- Reports assets due for disposition, based on the scheduled disposal date

- Provides a vendor/PO listing of assets by vendor or in purchase order number sequence

- Produces a deletion report showing items by asset type which have physically been disposed of but still remain on file for information purposes

- Produces a listing of all inactive/idle or retired assets by location and asset category

- Produces a listing of all disposed assets showing any gains or losses and the associated account coding

- Produces a forecast of assets scheduled for replacement, based on user-specified criteria, such as useful life, scheduled disposition date, or odometer readings

- Allows reporting and inquiry of replacement cost by department or organization unit and by asset type

- Produces depreciation reports by cost-center

- Produces a depreciation report by balance sheet category, such as buildings and equipment

- Produces a report of assets by: Asset Type, Fund, Division, Cost Center, Decision Unit and Vendor

- Prints reports to support taking of physical inventory by division and/or location

Below you will find a list of all Asset Reports used during the Asset Management Process.

Asset Contract Report

Overview

The Asset Contract Report displays the list of Contracts related to an Asset Item such as Leasing, Maintenance, and Support Contracts.

Navigation

Assets ► Asset Reports ► Asset Contract Report

Asset Contract Report screen Field

Field	Description
Asset Item	The asset item to be used as filter criteria for the asset contract report.

Asset Catalogue Report

Overview

This report displays the complete repository of Assets. It contains information of each Asset Item such as ID, Short Description, Brand, Model, Type (Capitalized, Expensed, CIP, etc.), Serial Number, Bar Code, etc.It includes the General List of Items, Items by Class, Items by Group, Items by Institution, and Items by Region.

Navigation

Assets ► Asset Reports► Asset Catalogue

Asset Catalogue Report Screen Fields

Field	Description
Group By	Used to group the report by Asset Class
Filter Criteria	Filter Criteria as entered under the Asset Catalogue Report
Asset Group	The Asset Group that may be selected as filter criteria for the report
Asset Type	The Asset Type that may be selected as filter criteria for the report
Ownership Type	The Ownership Type that may be selected as filter criteria for the report.
Physical Condition	The Physical Condition that may be selected as filter criteria for the report.
Operational Status	The Operational Status that may be selected as filter criteria for the report.
Asset Item Status	The Asset Item Status that may be selected as filter criteria for the report.
Asset Class	The Asset Class that may be selected as filter criteria for the report
Brand	The Brand that may be selected as filter criteria for the report
Institution	The Institution that may be selected as filter criteria for the report
Region	The Region that may be selected as filter criteria for the report.
Employee	The Custody Employee that may be selected as filter criteria for the report.
Goods Receive Return Note	The GRN id that may be selected as filter criteria for the report.
Item	Catalogue Item Reference that may be selected as filter criteria for the report.
Project Associated	The Project associated that may be selected as filter criteria for the report.
Specific Source	The Project source that may be selected as filter criteria for the report.

Asset Detailed Information Report

Overview

The Asset Detailed Information Report displays the detailed information for an asset, such as Class, Ownership Type, Manufacturer, etc.

Navigation

Assets ► Asset Reports► Asset Detailed Information

Asset Detailed Information Report Screen fields

Field	Description
Item Id	Filter option to generate the report for a specific Item Id.
Asset Class	Filter option to select type of class.
Original value From	Range of original value.
Original value To	Range of original value.
Employee	The Custody Employee that may be selected as filter criteria for the report.
Item	Catalogue Item Reference that may be selected as filter criteria for the report.
Project Associated	The Project associated that may be selected as filter criteria for the report.
Specific Source	The Project source that may be selected as filter criteria for the report.
Asset Item Origin	Drop down to select origin of asset item.
Current value From	Range of current value.
Current value To	Range of current value.

Assignments By Employee Report

Overview

The Asset Assignments by Employee Report displays the List of Assets assigned to an Employee.

Navigation

Assets ► Asset Reports► Assignments by Employee

Assignments By Employee Report screen Fields

Field	Description
Employee	Filter option to generate report for a specific Employee.

Assignments By Vendor Report

Overview

This report shows the List of Assets provided by a Vendor.

Navigation

Assets ► Asset Reports ► Assignments By Vendor Report

Assignments By Vendor Report screen Fields

Field	Description
Comparison Id	Filter option to generate report for a specific Comparison Id.

Acquisition Analysis Reports

Overview

This report displays the acquisitions by comparing purchased versus leased options. The report displays the cost values for the both options such as Purchase Payments, Leasing Payments, Maintenance Costs, Insurance Costs, Depreciation, Total Costs, and NPV (Net Present Value) Total Costs.

Navigation

Assets ► Asset Reports ► Acquisition Analysis

Acquisition Analysis Reports screen Fields

Field	Description
Comparison Id	Filter option to generate report for a specific Comparison Id.

Assets by Operational Status Report

Overview

This report displays a List of Assets by Operational Status (in stock, in use, disposed, etc.). It contains the following information for each Asset: ID, Short Description, Catalogue Item ID, Operational Status, Date of Change of Operational Status, and Transaction ID.

Navigation

Assets ► Asset Reports ► Assets by Operational Status

Assets by Operational Status screen fields

Field	Description
Item Group	The Item Group that may be selected as filter criteria for the report.
Item Physical Condition	The Item Physical Condition that may be selected as filter criteria for the report.
Operational Status	The Operational Status that may be selected as filter criteria for the report.
Item Ownership Type	The Item Ownership Type that may be selected as filter criteria for the report.
Item Type	The Item Type that may be selected as filter criteria for the report.
Item Status	The Item Status that may be selected as filter criteria for the report.
Class	The Class that may be selected as filter criteria for the report.
Brand	The Brand that may be selected as filter criteria for the report.
Region	The Region that may be selected as filter criteria for the report.
Institution	The Institution that may be selected as filter criteria for the report.

Transactions Per Asset Report

Overview

This report displays information related to the transaction history of an Asset for audit trail purposes.

Navigation

Assets ► Asset Reports ► Transactions per Asset

Transactions Per Asset Report screen Fields

Field	Description
Item Id	Filter option to generate report for a specific Item Id
Credit Account	The Credit Account that may be selected as filter criteria for the report.
Debit Account	The Debit Account that may be selected as filter criteria for the report.
Origin	The Origin that may be selected as filter criteria for the report.
Status	The Status that may be selected as filter criteria for the report.

Transfers Per Asset Report

Overview

This report displays information related with the transfer’s history of an Asset. These transfers refer to when Assets are physically moved to another Warehouse Institution, or when Coding Blocks for any of accounts associated to the Assets needs to be changed.

Navigation

Assets ► Asset Reports ► Transfers per Asset

Transfer by Asset Report screen fields

Field	Description
Item ID	Filter option to generate report for a specific Item Id.
Transfer Type	The type of transfer that is occurring for the asset, to be selected from the list and used as filter criteria.

Custodies Per Asset Report

Overview

This report displays information related to the custodies history of an Asset. Custody occurs with the association of an Asset Item to an Employee. This is distinct from the ‘Assignments by Employee Report’, which highlights assets that are actively assigned to employees. On the contrary, this report presents the history of an asset’s custody. As such, this report can be filtered to show anyone who has ever owned a given asset.

Navigation

Assets ► Asset Reports ► Custodies per Asset

Custodies per Asset Report screen Fields

Field	Description
Item Id	Filter option to generate report for a specific Item Id.
Custody Type	The type of custody that is occurring for the asset, to be selected from the list and used as filter criteria.

Warehouse Asset Transfers Report

Overview

This report displays the Assets Transfers between different Warehouses. The report displays the following information: Asset ID, Asset Short Description, Asset Coding Block, Units, Transfer ID, Transfer Date, Source Warehouse, and Destination Warehouse.

Navigation

Assets ► Asset Reports ► Warehouse Asset Transfers

Warehouse Asset Transfer Report screen Fields

Field	Description
Institution	The Institution that may be selected as filter criteria for the report.
Asset ID	The Asset ID that may be selected as filter criteria for the report.
Transfer ID	The Transfer ID that may be selected as filter criteria for the report.
Source Warehouse ID	The Source Warehouse ID that may be selected as filter criteria for the report
Destination Warehouse ID	The Destination Warehouse ID that may be selected as filter criteria for the report

Asset Transactions Report

Overview

This report displays information on all of the Transactions related to an Asset. Each transaction displays basic information such as Date, ID, Asset Item ID, Asset Short Description, Transaction Status, Amount, etc.

Navigation

Assets ► Asset Reports ► Asset Transactions Report

Asset Transactions Report screen Fields

Field	Description
Transaction Origin	The Transaction Origin that may be selected as filter criteria for the report.
Transaction Status	The Transaction Status that may be selected as filter criteria for the report.The Transaction Status that may be selected as filter criteria for the report.
Asset Item Type	The Asset Item Type that may be selected as filter criteria for the report.
Asset Item Group	The Asset Item Group that may be selected as filter criteria for the report.
Asset Item	The Asset Item that may be selected as filter criteria for the report.
Institution	The Institution that may be selected as filter criteria for the report.
Region	The Region that may be selected as filter criteria for the report.
Asset Class	The Asset Class that may be selected as filter criteria for the report.

Count Reports

Asset Count Worksheet Report

Overview

This report displays Asset Items related to an Asset Count Request. This report is used when the physical inventory stock is being processed. It contains information of each Asset Item such as ID, Short Description, Brand, Model, Serial Number, Bar Code, etc.

NOTE: Some columns in this report are blank to that stock counts can be manually noted in the field.

Navigation

Assets ► Assets Reports ► Count Report ►Asset Count Worksheet

Asset Count Worksheet screen Fields

Field	Description
Report Date	Date of report generation automatically generated by system. The date format is defined using a general parameter of the system.
Report Time	Time of report generation automatically generated by system.
User	User who generates the report
Page	Page Number
Filter Criteria	Filter Criteria as entered under asset class
Sort By	Used to sort the report by class (alphabetical) and Warehouse ID (upward).
Class Item	A class item must belong to a class which will define its basic characteristics and determine exactly what type of asset is. A computer may be an asset class but can also be a parent class for a Desktop or Laptop computer class.
Warehouse ID	A warehouse is a physical space used specifically for the storage of inventory and fixed assets. The warehouse can storage new and used fixed assets, including usable and unusable damaged or broken assets. Damaged or broken assets should be retired from a warehouse until a disposal transaction has been issued. It is allowed to perform transfers of Assets or Inventory items between warehouses. Warehouse ID is a unique identifier of a Warehouse.
Asset Item ID	A unique asset item identifier.
Short Description	Brief description of the Asset Item
Brand and Model	A collection of the different models represented by a particular brand E.g. Dell (Brand), Inspiron (Model)
Serial Number	A system generated identification code that is tagged with the asset item.
Bar Code	Contains the code recognized by the bar code reader
Quantity	Default value is 1, this attribute can be used to group identical assets (e.g. Software Licenses) but if any of the units is retired or disposed the current cost gets prorated based on the number of units left generating a new value change transaction
Quantity Found	It represents the quantity found during the physical inventory.Warehouse ID Found: It represents the Warehouse ID found.
Remarks	Additional information regarding the Asset Item about its condition, advice to take a decision on an asset item withdrawal, reason for differences, etc.
Reason for Difference	Catalogue of reasons that supports the Asset Item in Count or Asset Item in Count Component Status (whenever there is overage and/or shortage). It is used for reporting and statistics.

Asset Count Variances Report

Overview

This report shows Asset Items pertaining to an Asset Count Request, which have quantity and amount variances. This report is used during the physical inventory stock take process. It contains information of each Asset Item such as ID, Short Description, Brand, Model, Serial Number, Bar Code, Quantity, Quantity Found, etc.

Navigation

Assets ► Asset Reports ► Count Reports ► Asset Count Variances Report

Asset Count Variances Report screen Fields and Tab

Field	Description
Asset Count Request	The Asset Count Request is selected as a filter criteria for the report.
Institution	The Institution is selected as a filter criteria for the report
Institution Warehouse	The Institution Warehouse is selected as a filter criteria for the report.
Asset Class	The Asset Class is selected as a filter criteria for the report
Asset Item	The Asset Item is selected as a filter criteria for the report
Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Page Number
Asset Count Request	The number describing which request is taking place
Filter Criteria	Filter Criteria as entered under the Asset Count Variances Report
Sort By	Used to sort the report by Class (alphabetical) and Warehouse ID (upward) criteria
Institution	The user's institution (e.g. Ministry of Finance)
Class	The class of asset described
Level	Level of class asset
Number of Items	Number of items specified for the asset class
Warehouse ID	The identification number of the warehouse
Asset Item ID	The identification number of the asset item
Short Description	Brief description of the asset item
Brand and Model	Model number and company brand of the asset item
Serial Number	The serial number of the asset item
Bar Code	The bar code number of the asset item
Quantity	The quantity that is on hand
Quantity Found	The actual quantity that is on hand
Warehouse ID Found	The identification number found for the warehouse
Reason for Difference	Description for why a difference occurred
Status	Status of the difference (e.g. Shortage, Overage, etc.)
Quantity Difference	Difference between Quantity and Quantity Found
Value Difference	The difference in surplus or deficit amounts based on the difference between Quantity and Quantity Found
Total Shortage	The monetary shortage value of all shortage values added together
Total Overage	The monetary overage value of all overage values added together

Conflicts in Count Warehouse/Employee Report

Overview

This report displays Asset Items which have conflict with their Institution, Warehouse Institution, or Employee—that is to say, this report display's Asset Items that are inconsistently listed in relation to Institutions, Warehouses, etc. This report is used during the physical inventory stock take process. It contains information of each Asset Item such as ID, Short Description, Brand, Model, Serial Number, Bar Code, Warehouse ID, Employee ID, Institution ID Found, Warehouse ID Found, Employee ID Found, etc.

Navigation

Assets ► Asset Reports ► Count Reports ► Conflicts in Count Warehouse/Employee Report

Conflicts in Count Warehouse/Employee Report screen fields and Tab

Field	Description
Institution	The Institution is selected as a filter criteria for the report
Warehouse ID	The Warehouse ID is selected as a filter criteria for the report
Asset Count Request	The Asset Count Request is selected as a filter criteria for the report.
Asset Item ID	The Asset Item ID is selected as a filter criteria for the report
Employee ID	The Employee ID that is selected as a filter criteria for the report.
Class	The Class that isselected as a filter criteria for the report
Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Page Number
Institution	The user's institution (e.g. Ministry of Finance)
Filter Criteria	Filter Criteria as entered under the Asset Count Warehouse/Employee Conflict Report
Sort By	Used to sort the report by Class (alphabetical) and Warehouse ID (upward) criteria
Class	The class description of the catalogue asset item listed in the report
Level	The level of functions associated and attached to a hierarchy of connected items
Number of Items	The number of catalogue asset items listed in a specific report
Warehouse ID	The identification number of the warehouse
Employee ID	The identification number of the employee
Asset Item ID	The identification number of the asset item
Short Description	Brief description of the asset item listed in the report
Brand and Model	Model number and company brand of the asset item listed in the report
Serial Number	The serial number of the asset item listed in the report
Bar Code	The bar code number of the asset item listed in the report
Qty	The actual quantity that should be present in the warehouse
Qty Found	The quantity of asset items found in the warehouse
Institution ID Found	The identification number of the institution that the asset item is found at.
Warehouse ID Found	The identification number of the warehouse that the asset item is found at.
Employee ID Found	The identification number of the employee that found the asset item
Status	Status of the asset item (Shortage, Overage, Found).

Valuation Reports

Asset Valuation Report

Overview

This report displays information related to the Valuation of an Asset.

Navigation

Assets ► Asset Reports ► Valuation Reports ► Asset Valuation Report

Asset Valuation Report screen fields

Field	Description
Item ID	The Item ID that may be selected as filter criteria for the report.
Transaction Origin	The Transaction Origin that may be selected as filter criteria for the report.
Transaction Status	The Transaction Status that may be selected as filter criteria for the report.
Transaction Date From	The Transaction Date From that may be selected as filter criteria for the report.
Transaction Date To	The Transaction Date To that may be selected as filter criteria for the report.
Sort By	Transaction Date sort by option to arrange report according to transaction date.
Transaction Type Tab	Transaction Type tab allows to lookup and insert the value of Asset Transaction Type to generate the transaction type wise report.

Assets Valuation By Asset Class And Institution Report

Overview

The valuation of an asset item can be done in terms of asset class as well as institution. This is the role of this report. The report shows the following fields mentioned mandatorily Original Value, Value Change, Disposal, etc.

Navigation

Assets ► Asset Reports ► Valuation Reports ► Assets Valuation By Asset Class And Institution

Assets Valuation by Asset Class and Institution Filter Definitions

Field	Description
Asset Class	The Asset Class that may be selected as filter criteria for the report.
Fiscal Year	The Fiscal Year that may be selected as filter criteria for the report.
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Effective date from	The Effective Date that may be selected as filter criteria for the report.
Effective date to	The Effective Date that may be selected as filter criteria for the report.
Original Value from	The Original Value From that may be selected as filter criteria for the report.
Original value to	The Original Value To that may be selected as filter criteria for the report.
Group individual Institutions	The Group Individual Institutions that may be selected as filter criteria for the report.
Group by Institution type	The Group By Institution Type that may be selected as filter criteria for the report.
Institution	The institution responsible for filing the report.
Sort by	Order of which the items are sorted by
Asset Item physical condition	Select Asset Item from the available Physical condition options.

Current Valuation Report

Overview

This report shows valuation information generated in terms of asset grouping by asset class, asset group, region, and by warehouse institution. This valuation is based on the sum of Current Values of each asset inside each institution or warehouse.

Navigation

Assets ► Asset Reports ► Valuation Reports ► Current Valuation Report

Current Valuation Report output screen fields

Field	Description
Report Type	The Item ID as a filter criteria for the report.
Asset Class	The Asset Class selected as afilter criteria for the report
Asset Group	The Asset Group selected as a filter criteria for the report.
Brand	The Brand selected as a filter criteria for the report
Group By	Used to group the report by Asset Class
Group Individual Institutions	Grouping of Institutions individually
Group By Institution Type	Grouping facility by type of the institution
Region Tab	Describes about Region
Report Date	Date of report generation automatically generated by the system.
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Page Number
Filter Criteria	Filter Criteria as entered under the Assets Current Valuation By Coding Block.
Sort By	Used to sort the report by Institution ID (upward).
Group By	Used to group the report by Asset Class
ID	Unique identification number for a particular asset item
Asset Class Name	Short Description or name of the type of asset class.
Current Value	The value after depreciation changes have occurred
Original Value	This is the value paid for the asset, depending on the acquisition information, this could be an estimated price or fair cost if the asset has been obtained by a donation, bequest or sequestration.This value cannot be modified once the first depreciation period has occurred for this item.
Depreciation	The reduced value amount from the Original Value
Book Value	Reflects the cost of the Asset from the accounting perspective. The book value differs from the original cost depending on the value change transactions that affected the asset.

General Assets Detailed Per Institution Report

Overview

Detailed information for each asset item in form of a report is presented here. It shows the asset item grouped in terms of its institution. Thus the report can be filtered in accordance to the different institution as per choice of the users. By default the report is sort by Asset Institution Name (Institution group) ascending and then by Asset Item ID.

Navigation

Assets ► Asset Reports ► Valuation Reports ► General Assets Detailed Per Institution Report

General Assets Detailed Per Institution Filter Definitions

Field	Description
Comments	The Comments that may be selected as filter criteria for the report
Group individual Institutions	The Group Individual Institutions that may be selected as filter criteria for the report.
Group By Institution Type	The Group by Institution Type that may be selected as filter criteria for the report

Historical Valuation Report

Overview

This report shows the Assets Historical Valuation (specific point in time) grouped by Asset Classes, Asset Groups within an Institution. The report shows the following Amounts: Original Value, Value Change, Depreciation, Disposal, and Book Value

Navigation

Assets ► Asset Reports ► Valuation Reports ► Historical Valuation Report

Historical Valuation Report screen fields and Tab

Field	Description
Report Type	Type of the Report. i.e. Summary or Detailed
Asset Class	The Asset Class that may be selected as filter criteria for the report
Effective date from	The Effective Date that may be selected as filter criteria for the report.
Effective date to	The Effective Date that may be selected as filter criteria for the report.
Fiscal Year	The Fiscal Year that may be selected as filter criteria for the report
Fiscal Period	The Fiscal Period that may be selected as filter criteria for the report.
Group by	Used to group the report by Asset Class
Group by Institution type	The Group By Institution Type that may be selected as filter criteria for the report.
Group individual Institutions	The Group Individual Institutions that may be selected as filter criteria for the report.
Institution	The institution responsible for filing the report
Sort by	Order of which the items are sorted by
Asset Item physical condition	Users need to select available asset item physical condition to generate the report.

Act Auction of Assets

Overview

This report allows us to make the generation of the minutes of the selected auction, showing the goods were awarded.

Navigation

Assets ► Asset Reports ► Act Auction of Assets

Act Auction of Assets Report screen Field

Field	Description
Instution	Institution used as a filter criteria for this report.
Mode Auction	Mode Auction used as a filter criteria for this report.
Register Of Auction	Register Of Auction used as a filter criteria for this report.

Act Of Asset Item On Custody Report

Overview

Shows the list of assets assigned to an employee. The report contains basic information of each Asset such as ID, Short Description, Brand, Type (Capitalized, Expensed, CIP, etc), Bar Code, etc.

Navigation

Assets ► Asset Reports ► Act Of Asset Item On Custody Report

Act Of Asset Item On Custody Report screen Field

Fields	Description
Employee	Lookup to select Employee as filter criteria for this report.
Institution	Filter to select Institution hierarchy for this report.

Asset Transaction per Asset Detailed

Overview

This report shows information related with the transactions history of an Asset.

Navigation

Assets ► Asset Reports ► Asset Transaction per Asset Detailed

Asset Transaction per Asset Detailed screen Fields

Fields	Description
Transaction Origin	The Transaction Origin that may be selected as filter criteria for the report.
Transaction Status	The Transaction Status that may be selected as filter criteria for the report.
Asset Origin ID	Asset Origin ID that may be selected as filter criteria for the report.
From Date	From Date that may be selected as filter criteria for the report
To Date	To Date that may be selected as filter criteria for the report.
Asset Type	The Asset Item Type that may be selected as filter criteria for the report.
Asset Institution	The Institution that may be selected as filter criteria for the report.
Asset Warehouse Institution	Asset Warehouse Institution that may be selected as filter criteria for the report.
Asset Region	The Region that may be selected as filter criteria for the report.
Asset Class	The Asset Class that may be selected as filter criteria for the report
Asset Transaction ID	Asset Transaction ID that may be selected as filter criteria for the report
Asset Item	Lookup to select one or more asset items as filter criteria
Transaction Type	The report of Asset Transaction per Asset Detailed by asset transaction type may be sorted/narrowed down by selecting Vendor(s) as a filter criteria, limiting the output data.

Barcode File Report

Overview

Download bar code corresponding to the Asset Item in a text format (.txt) document.

Navigation

Assets ► Asset Reports ► Barcode File Report

Barcode File Report screen Fields

Fields	Description
Institution	Lookup to select Institution as filter criteria for the report.
Warehouse	Lookup to select Warehouse as filter criteria for the report.
Employee	Lookup to select Employee as filter criteria for the report.
Asset CLass	Lookup to select Asset Class as filter criteria for the report.
Item	Lookup to select Item as filter criteria for the report.
Barcode	Barcode that may be selected as filter criteria for the report.
Region	Lookup to select Region as filter criteria for the report.
Asset Item Tag	Asset Item Tag From and To filter criteria for the report.

INJUPEMP Reports

Inventory Sheet Report

Overview

Inventory Sheet to keep track all the assets that are under custody of any employee.

Navigation

Assets ► Asset Reports ► INJUPEMP Reports ► Inventory Sheet Report

Inventory Sheet Report Screen Fields

Fields	Description
Employee	Look up button, Allows user to select employee.

Other Reports

Catalogue Item Classification List Report

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 the user to choose until what level he/she wants to include in the report.

An example of the report is shown below.

Navigation

Definition of Report Fields

The Catalogue Item Classification List Report includes the following fields:

Report Fields	Description
Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Page Number
Type	The type that the Catalogue Item Classification List Report is designated to. For example, this report is defined by category
Sort By	Used to sort the report by Category ID (upward)
Category ID	The identification number of the category
Category Short Description	The description of the assets in the inventory category
Level	The level of functions associated and attached to a hierarchy of connected items

Generation of the Report

The Catalogue Item Classification List Report shows the Classification List of the Catalogue Item.

To GENERATE this report, follow the steps below:

Navigation

The Catalogue Item Classification List Report includes the following filter criteria available for the report:

Group By: Select a Group By value from the drop-down menu
Level: The level of functions associated and attached to a hierarchy of connected items
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance
Sort the Catalogue ID by the preferred ascending and descending order using the red arrow icon.

If all filter criteria are left blank, all Levels will be included in the Report.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Catalogue Item By Priority Report

Overview

This report shows a list of the Catalogue Items grouped by Priority (High, Medium, Low). It contains the following information of each Catalogue Item: Catalogue Item ID, Item Short Description, Item Type (Good or Service), Unit of Measure – UOM, Stock Item (Yes or No), Item Class, and Default Account. The following filters are available: Priority, Item Type, Stock Item, and Item Class.

An example of the report is shown below.

Navigation

Definition of Report Fields

The Catalogue Item By Priority Report includes the following fields:

Report Fields	Description
Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Page Number
Filter Criteria	Filter Criteria as entered under the Catalogue Item By Priority Report
Sort By	Used to sort the report by Priority (downward) and Catalogue ID (upward)
Priority	The level of importance of a specific report
Number of Items	The number of asset items listed in a specific report
Cat. Item ID	The identification number of the category item
Short Description	The description of the asset item
Type	The type of inventory item. For example, a good or a service
UOM	The classification for measurement of the catalogue item
Stock	Defines whether an inventory item is or is not in stock (Yes if in stock, No if not in stock)
Item Class	Defines basic characteristics of the inventory item
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

Generation of the Report

The Catalogue Item By Priority Report shows a list of the Catalogue Items grouped by Priority (High, Medium, Low).

To GENERATE this report, follow the steps below:

Navigation

The Catalogue Item By Priority Report includes the following filter criteria available for the report:

Priority - Click the , ,, icons to add and remove priority definitions to / from the selected list.
Stock - Click the stock checkmark to define whether the catalogue item is in stock or not in stock.
Item Type - Select an Item Type from the drop-down menu.
Item Class - Item Class unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Item Class unit. If selected, the report will include the selected Item Class unit and all Item Class units below the selected unit. Refer to Item Class for more information.
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance
Sort the Cat. Item ID, Short Description, Item Type, UOM, Stock, Item Class, and Default Account by the preferred ascending and descending order using the red arrow icon.

If all filter criteria are left blank, all Stocks, Item Types, and Item Classes will be included in the Report, as well as the Item Classes allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Material Dispatch Report

Overview

This report displays a list of the Material Items (Inventory Items) dispatched by Warehouse Suppliers to Institution Units. It contains information of each Dispatched Item such as Dispatch Order ID, Catalogue Item ID, Item Short Description, Quantity, Total Cost, Dispatch Order Status, Issue Date, Warehouse Supplier, and Institution Unit to Deliver

Navigation

Inventories ► Reports ► Other Reports ► Material Dispatches

Material Dispatches Report Filter Fields

Field	Description
Warehouse Supplier	Users can lookup and select a Warehouse Supplier as filter criteria for the Material Dispatches Report.
Institution Unit to Deliver	Users can lookup and select an Institution Unit to Deliver as filter criteria for the Material Dispatches Report.
Catalogue Item	Users can lookup and select a Catalogue Item as filter criteria for the Material Dispatches Report.
Dispatch Order	Users can lookup and select a Dispatch Order as filter criteria for the Material Dispatches Report.
Delivery Responsible Employee	Users can lookup and select a Delivery Responsible Employee as filter criteria for the Material Dispatches Report.
Employee who Received	Users can lookup and select an Employee who Received as filter criteria for the Material Dispatches Report.
Request ID	Users can lookup and select a Request ID as filter criteria for the Material Dispatches Report.
Dispatch Order Status	Filter Criteria to filter the report by the Dispatch Order status of the items.
Issue Date	Users can use begging and end date that the Inventory issue was made.
Sort By	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add and remove filter criteria to / from the selected list and click the “Move Selected Item to Top of List”, “Move Selected Item up one in List”, “Move Selected Item down one in List”, “Move Selected Item to Down of List” icons to move the items in the selected list up and down to put them in the desired order of appearance.
Dispatch Order	By the preferred ascending and descending order using the Red Arrow icons.

Material Requests Status Report

Overview

This report shows the status of the Material Requested to a Supplier Warehouse. It contains information of each Request such as Request ID, Status, Issue Date, Priority, Quantity of Items Required, Quantity of Items Fully Supplied, Quantity of Items Not Fully Supplied, Institution Unit that requires, etc.

Some filters are available such as Request ID, Status (Delivered, In Supply Process, etc), Issue Dates Range, Priority, Institution Unit that requires, etc.

This report is oriented to the Warehouse Responsible or Warehouse Supervisors.

An example of the report is shown below.

Navigation

Definition of Report Fields

The Status Material Requested includes the following fields:

Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Filter Criteria	Filter Criteria as entered under the stAtus material requested.
Sort by	Used to sort the report by Request ID (downward)
Request ID	Identification number of the request made.
Replenishment	Enables the responsible warehouse to automatically generate the G/S request from Inventory Items.
Status	A selectable list is available for required statuses.
Issue Date	Date the request is issued.
Max Required Date	The maximum required date to receive the goods/services.
Priority	A selectable list is available which includes three priorities: Low, Medium and High
Quantity of Item	Quantity of Required, Fully Supplied and Not Fully Supplied requested materials
Required Institution Unit	This is the institution unit that requires the goods/services.
Page	Page number of report.

Generation of the Report

This report shows the status of the Material Requested to a Supplier Warehouse.

To GENERATE, follow the steps below:

Navigation

The Asset Count Variances Report includes the following filter criteria available for the report:

Replenishment: If checked, the responsible warehouse automatically generates the G/S request from Inventory Items.
Issue Date From: The date the generation report is being issued from (optional) can be selected from the Calendar icon.
Issue Date To: The date the generation report is being issued to (optional) can be selected from the Calendar icon.
Max Req Date From: The maximum required date from (optional) can be selected from the Calendar icon.
Max Req Date To: The maximum required date to (optional) can be selected from the Calendar icon.
Request ID: The request ID (optional) can be selected using the Lookup icon , and Find icon to retrieve the request ID. Refer to Goods/Services Request for more information.
Supplier Warehouse: The supplier warehouse (optional) can be selected using the Lookup icon , and Find icon to retrieve the supplier warehouse. Refer to Institution for more information.
Institution Unit: The institution unit (optional) can be selected using the Lookup icon , and Find icon to retrieve the institution unit. Refer to Institution for more information.
Priority: can be selected from the Drop Down Menu.
Status: can be selected from the Drop Down Menu.
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance
Sort the different Levels by the preferred ascending and descending order using the Red Arrow icons.

If all filter criteria are left blank, all Levels will be included in the Report.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Philippines Reports

Asset Disposal Summary Report

Overview

This report shows summary of disposed asset.

Navigation

Assets ► Asset Reports ► Philippines Reports ► Asset Disposal Summary Report

Asset Disposal Summary Report Screen fields

Fields	Description
Fiscal Year	Users selects Fiscal Year to filter transaction period. This filter parameter is mandatory.
From Date	From date filter, specifies the starting date of transactions to filter.
To Date	To date filter, specifies the end date of transactions to filter.
Organization	Allows selection of concept in the "Organization" segment of CoA and element code for the concept selected, mandatory filter criteria.
Transaction Class	Fixed filter value, users can not change the filter parameter.
Asset Item Tab	Lookup function for Multiple asset item bar code selection. Non mandatory filter.
Asset Transaction Type Tab	Lookup function for Multiple asset transaction type selection. Non mandatory filter.

Asset Item Custody Transfer Log Report

Overview

This report shows custody transfer of an asset to number custodian over a particular period of time.

Navigation

Assets ► Asset Reports ► Philippines Reports ► Asset Item Custody Transfer Log Report

Asset Item Custody Transfer Log Report Screen fields

Fields	Description
Fiscal Year	Users select Fiscal Year as filter criteria for the transfer transactions.
From Date	From date filter, specifies the starting date of transfers to filter.
To Date	To date filter, specifies the end date of transfers to filter.
Organization	Allows selection of concept in the "Organization" segment of CoA and element code for the concept selected.
Transaction Class	Fixed filter criteria, users can not change the value of this filter.
Asset Item Tab	Multiple selection of asset items to take into consideration, non mandatory filter.
Asset Transaction Type Tab	Multiple selection of asst transaction types (Bar code of the assets), non mandatory filter.

Asset Item Disposal Log

Overview

This report shows asset item dispossal report log.

Navigation

Assets ► Asset Reports ► Philippines Reports ► Asset Item Disposal Log

Asset Item Disposal Log Report Screen fields

Fields	Description
Fiscal Year	User selects Fiscal Year. This parameter is mandatory and display only.
From Date	From date filter
To Date	To date filter
Comment	Any comment to add in the output report.
Organization	Mandatory - Allow Selection of concept in the "Organization" Segment of COA and element code for the concept selected.
Transaction Class	Fixed filter, user can not change.
Asset Item Tab	Non-Mandatory Multiple selection
Asset Transaction Type Tab	Non-Mandatory Multiple selection (Bar code of the assets)

Biological Assets Property Card Report

Overview

Record and monitor biological asset/s on a quarterly basis by the Biological Asset/s Caretaker or Officer in-charge for each type of biological asset.

Navigation

Assets ► Asset Reports ► Philippines Reports ► Biological Assets Property Card Report

Biological Assets Property Card Report screen Fields

Fields	Description
Fiscal Year	By default filter presents current year, users are allowed to select perivous years from the dropdown.
Fiscal Period	Default current Period. Allows users to select previous Periods from dropdown.
Institution	Allow users to filter asset items that belong to a particular RESP_CENTER, including roll ups to its parent institution unit, agency, and department. Mandatory and single selection filter criteria.
Asset Class	Asset Class that may be used as filter criteria for this report.
Asset Item Status	Asset Item Status that may be used as filter criteria for this report.

Construction In Progress Ledger Card Report

Overview

Details of the Asset being constructed maintained by the Property Custodian to view the record of the construction cost and other information about the asset.

Navigation

Property Plant and Equipment ► Asset Reports ► Philippines Reports ► Construction In Progress Ledger Card Report

Construction In Progress Ledger Card Report Screen Fields

Fields	Description
Institution	Look up. Mandatory - Allow the user to filter Asset item that belongs to a particular RESP_CENTER
Asset Class	Look up. Mandatory - Allow user to select the Asset Class.
Purchase Order	Mandatory - Allow the user to select all Purchase Order realated to Generic Sub-ledger.
Generic Subledger Register	Mandatory - Allow the user to select from Generic Sub-ledger
Fund Cluster	Look up. Mandatory - Concept Fund Cluster of the segment Finding Source.

FIXED ASSET/ ITEM ACCOUNTABILITIES REPORT

Overview

This report shows Details of all the asset by assignment to a division or employee.

Navigation

Assets ► Asset Reports ► Philippines Reports ► Fixed Asset or Item Accountabilities

Fixed Asset or Item Accountabilities Report screen Field

Fields	Description
Fiscal Year	Default value is current Fiscal Year. Allows users to select previous Fiscal Years from dropdown. Mandatory filter parameter.
Responsibility Center	Responsibility Center used as filter criteria for this report.
Comment	User comments related to report. These are include din the comment section of the report.
Employee	To select one or more asset employees as filter criteria.

Inventory And Inspection Report Of Unserviceable Property

Overview

The IIRUP is a report prepared by the Supply and/or Property Unit as basis to record dropping from the books the unserviceable properties carried in the PPE accounts.

Navigation

Property Plant and Equipment ► Asset Reports ► Philippines Reports ► Inventory And Inspection Report Of Unserviceable Property

Registry of Heritage Asset Report Screen Fields

Fields	Description
Fiscal year	Default current Year. Allow user to select previous Year from dropdown. Mandatory
Entity Name	Allow the user to filter Asset item that belongs to a particular RESP_CENTER including roll ups to its parent institution Unit, Agency, and Department. Mandatory. Single selection
Fund Cluster	From Concept Fund Cluster of the segment Finding Source of the UACS. Single Selection
Comment	User comments related to report.

Property Acknowledgement Receipt Issuance Control Report

Overview

To show the details of issuance of PAR to the Employees.

Navigation

Property Plant and Equipment ► Asset Reports ► Philippines Reports ► Property Acknowledgement Receipt Issuance Control Report

Property Acknowledgement Receipt Issuance Control Report Screen Fields

Fields	Description
Fiscal Year	Default current Year. Allow user to select previous Year from dropdown. Mandatory
From Date	From date filter
To Date	To Date Filter
Entity Name	Allow the user to filter Asset item that belongs to a particular RESP_CENTER including roll ups to its parent institution Unit, Agency, and Department. Mandatory. Single selection
Comment	User comments related to report.
Custody Transaction	To select one or more Custody Transaction as filter criteria.

Quarterly Report On Biological Assets Report

Overview

The purpose of this report

1. To report the biological asset/s on a quarterly basis by the Biological Asset's Caretaker or Officer in-charge for each type of biological asset.

2. It shall be prepared quarterly by fund cluster.

Navigation

Property Plant and Equipment ► Asset Reports ► Philippines Reports ► Quarterly Report On Biological Assets Report

Quarterly Report On Biological Assets Report Screen Fields

Fields	Description
Fiscal Year	Current Fiscal Year when the asset item is created. Default value is the current year.
Fiscal Period	Current Fiscal Period when the asset item is created. Default value is the current period.
Entity Name	Display the Institution Description of the institution from Employee profile
Asset Class	Allows user to select Asset class from the look up functionality.
Date	Date selection. (Only for report display, no relation with asset item)
Quarter	1st Quarter, 2nd Quarter, 3rd Quarter, and 4th Quarter- dropdown Selection.
FUND CLUSTER	Allow user to select from Employee entity with employees having the institution same with the employee profile of the user generating the report.

Registry of Heritage Asset - Summary Report

Overview

Monthly report to summarize the cost of specific Heritage Assets.

Navigation

Property Plant and Equipment ► Asset Reports ► Philippines Reports ► Registry of Heritage Asset - Summary Report

Registry of Heritage Asset - Summary Report Screen Fields

Fields	Description
Fiscal Year	Default current Year. Allow user to select previous Year from dropdown. Mandatory
Fiscal Period	Default current Period. Allow user to select previous Periods from dropdown. Mandatory
Entity Name	Allow the user to filter Asset item that belongs to a particular RESP_CENTER including roll ups to its parent institution Unit, Agency, and Department. Mandatory. Single selection
Fund Cluster	From Concept Fund Cluster of the segment Finding Source of the UACS. Single Selection
Comment	User comments related to report.

Registry of Heritage Asset Report

Overview

The purpose of this report is to Record and monitor heritage assets owned by the agency/entity.

Navigation

Property Plant and Equipment ► Asset Reports ► Philippines Reports ► Registry of Heritage Asset Report

Registry of Heritage Asset Report Screen Fields

Fields	Description
Fiscal year	Default current Year. Allow user to select previous Year from dropdown. Mandatory
Fiscal Period	Default current Period. Allow user to select previous Periods from dropdown. Mandatory
Institution	Allow the user to filter Asset item that belongs to a particular RESP_CENTER including roll ups to its parent institution Unit, Agency, and Department. Mandatory. Single selection
Fund Cluster	From Concept Fund Cluster of the segment Finding Source of the UACS. Single Selection
Nature Of Heritage Asset	Allow user to select the subobject from concept GL

Report on the Physical Count of Property, Plant and Equipment

Overview

Presents the physical count of PPE by type; such as land, land improvements, infrastructure, building and other structures, machinery and equipment, transportation equipment, furniture, fixtures and books, etc. which meet the filtered criteria.

Navigation

Property Plant and Equipment ► Asset Reports ► Philippines Reports ► Report on the Physical Count of Property, Plant and Equipment

Report on the Physical Count of Property, Plant and Equipment Screen Fields

Fields	Description
Fiscal Year	Users selects Fiscal Year, this parameter is mandatory.
Asset Class	Asset Class filter. Mandatory single selection filter.
Asset Count Request	Asset Count request filter. Mandatory single selection filter.
Fund Element	Non mandatory single selection filter.
Comment	User edited comment to be included in the report.

Waste Material Report

Overview

The Waste Material Report is used by the Supply and/or Property Custodian to report all waste materials previously taken up in the books of accounts as assets or in custody.

Navigation

Property Plant and Equipment ► Asset Reports ► Philippines Reports ► Waste Material Report

Waste Material Report Screen Fields

Fields	Description
Fiscal Year	User selects Fiscal Year. This parameter is mandatory.
From Date	Start date of records to filter.
To Date	End date of records to filter.
Organization	Allows selection of concept in the "Organization" Segment of CoA and element code for the concept selected. Mandatory filter criteria.
Multi Fund Concept	Allows selection from concept "Fund Cluster" from "Fund" Segment of CoA. Mandatory multiple selection filter.

Recapitulation Reports

Overview

The Recapitulation reports are used to summarize the main points of the evolutionary process of assets during their growth and (if applicable) regression.

Navigation

Assets ► Asset Reports ► Recapitulation Report

Recapitulation Report screen fields and Tabs

Field	Description
Asset Class	The Asset Class selected as a filter criteria for the report.
Existing Before	The Existing before Date selected as a filter criteria for the report.
From Date	The From Date selected as a filter criteria for the report
To Date	The To Date selected as a filter criteria for the report.
Comments	Comments that may be entered with the report
Sort By	Filter criteria for the report
No	Serial Number
Institution	The Institution that may be selected as filter criteria for the report
Description Item	Name of the Asset Class.
Existing Before	The total number of assets for a certain asset class before the defined date.
Existing Between	The total number of assets for a certain asset class between the defined dates.
Total	Total number of Assets.
Condition	Total number of assets for the selected Asset Physical condition and they are: In use, In Stock, Disposed, and Being Repaired and for sale.
Planning to purchase in	Quantity of assets planned to purchase in a given year

Receipt Of Adjudication Report

Overview

Monthly report to summarize the cost of specific Heritage Assets.

Navigation

Assert ► Asset Reports ► Receipt Of Adjudication Report

Receipt Of Adjudication Report Screen Fields

Fields	Description
Institution	Lookup function to select Institution related to receipts as filter criteria.
Register Of Auction	Lookup function to select Register Of Auction as filter criteria.
Mode Auction	Dropdown list allows users to select a Mode Auction as filter criteria.
Customer	Lookup function to select a Customer related to the receipt as filter criteria.
Asset Item	Lookup function to select Asset Item as filter criteria.
Catalogue Item	Lookup function to select Catalogue Item as filter criteria.
From Date	Start date of the receipts to filter.
To Date	End date of the receipts to filter.
Registration of Bid	Lookup function to select Registration of Bid as filter criteria.

Sales Act Report

Overview

The purpose of this report is to give a support of the sale process to the customer,

Navigation

Asset ► Asset Reports ► Sales Act Report

Sales Act Report Screen Fields

Fields	Description
Institution	It shows the institution ID for filtering.
Register Of Auction	This feature keeps track of the auction to be recorded within institution.
Asset Item	Asset item used as filter criteria.
Catalogue Item Id	This feature keeps track of the auction to be recorded within institution.
Customer	It shows the customer related to the report filter.
Vendor	The report of sales act by vendor may be sorted/narrowed down by selecting Vendor(s) as a filter criteria, limiting the output data.
Mode Auction	It shows the Mode Auction related to the report filter.
From Date	The Date From that may be selected as filter criteria for the report.
To Date	The Date To that may be selected as filter criteria for the report.
Asset Transaction	The report of sales act by asset transaction may be sorted/narrowed down by selecting Vendor(s) as a filter criteria, limiting the output data.

SriLanka Reports

Asset Class Mandatory Additional Fields Check Up Report

Overview

Allow the Data Import Client assigned users to check asset item additional fields

Navigation

Assets ► Asset Reports ►SriLanka Reports ► Asset Class Mandatory Additional Fields Check Up Report

Asset Class Mandatory Additional Fields Check Up Report screen Field

Fields	Description
Fiscal Year	Fiscal year used as filter criteria for this report.
Fiscal Period From	Fiscal Period From used as filter criteria for this report.
Fiscal Period To	Fiscal Period To used as filter criteria for this report.
Institution	Institution used as filter criteria for this report.
Additional Fields	Check box to filter additional fields.
Asset Class	Tab to seletone or more asset class as filter.

Board Of Survey Recommendations Report

Overview

The Chief Accounting Officer in constitution with Heads of Departments will appoint one or more verification boards to carry out verifications on Fixed Assets. Board of Survey should submit this report to the Chief Accounting Officer as soon after closure of the financial year indicating the existence and condition of each asset item under different classes of assets summary of which should be submitted along with the Annual Appropriation Account.

Navigation

Assets ► Asset Reports ►SriLanka Reports ► Board Of Survey Recommendations Report

Board Of Survey Recommendations Report screen Field

Fields	Description
Asset Item	Asset item id used as filter criteria for this report.
Institution	Institution used as filter criteria for this report.

Work In Progress Status Report

Overview

This report shows the details of all projects which is in progress. Users can use report filters to generate the report as per their requirements.

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

Users access Work In Progress Status Report from within the menu through this navigation path: Assets ► Assets report ► Sri Lanka Reports ► Work In Progress Status Report.

Filters

The following table lists and describe all filter fields for the Work In Progress Status 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
Fiscal Year	It lists the fiscal year and allows users to select it as a report filter. This is a mandatory field for the report. The current fiscal year is set as the default value.
Fiscal Period	It lists the fiscal period and allows users to select it as a report filter. This is a mandatory field for the report. The January is set as the default value.
Coding Block	The lookup button lists all the coding block and allows to choose a coding block as a filter. User can enter it manually.

Visible Fields

A sample of the report is available here.The following table lists and describes all visible fields for the Work In Progress Status 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
No.	The sequential number of the report items.
JV Reference	Journal voucher ID of the related asset items.
Asset Item Id	Asset item ID.
Work Completed Coding Block	Coding block for work completed.
Work Completed Description	Description for work completed.
Transferred to Fix Assets Coding Block	Coding block for the transferred to fixed assets.
Transferred to Fix Assets Description	Description for the transferred to fixed assets.
Amount	Debit domestic amount from the related Journal Voucher.
Total work completed and transferred to fixed assets	Grand total amount.

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 Work In Progress Status Report feature.

Button Image	Description
	The pdf button allows users to generate the report in the pdf format.
	The Excel button allows users to generate the report in the excel format. This format is compatible with Microsoft Office 97-2003 or higher version.
	The Excel button allows users to generate the report in the excel format. This format is compatible with Microsoft Office 2003 or higher version software.
	This ODS button allows users to generate the report in ODS format. This format is compatible with spreadsheet software such as Microsoft Office, Open Office or Libre Office.
	This RTF button allows users to generate the report in RTF format.
	The Word button allows the users to generate the report in word format. This format is compatible with Microsoft Office 97-2003 or higher version.
	This ODT button allows users to generate the report in ODT format. This format is compatible with word processing software such as Microsoft Office, Open Office or Libre Office.
	The Lookup tool allows users to browse and select existing items.

Statement Of Non Current Assets Report

Overview

Information on non-current assets are listed, sorted and generated as per filter criteria set in this screen. All relevant information can be generated in this report specific for non-current assets.

Navigation

Assets ► Asset Reports ► Statement Of Non Current Assets Report

Statement Of Non Current Assets Report screen Fields

Field	Description
Asset Class	Asset Class selected from lookup option.
Effective Date From	Starting Effective Date selected from calendar button.
Effective Date To	End Effective Date selected from calendar button.
Original value From	Starting range of Original value from is entered in this field.
Original value To	End range of Original value from is entered in this field.
Book value From	Starting range of book value is entered in this field.
Book value To	End range of book value is entered in this field.
Region	Region to be selected from lookup option.
Physical Condition	Physical Condition selected from drop down box.
Group Individual Institutions	Whether Individual Institutions is grouped, is mentioned by checking this field.
Group By Institution Type	Whether Institution Type is grouped, is mentioned by checking this field.
Institution	Institution is selected for filtering records.
Asset Item Group	Asset Item Group is selected for filtering Item Group.

Tag Barcodes Of Asset Items Report

Overview

Reports on Tag barcode of Asset Items are generated through this screen.

Navigation

Assets ► Asset Reports ► Tag Barcodes Of Asset Items Report

Tag Barcodes Of Asset Items Report screen Fields

Field	Description
Type Of Barcode	Type of Barcode is selected from drop down box.
Unit	Unit of measurement is selected from drop down box.
Width	Width of Tag Barcode is entered in this field.
Height	Height of Tag Barcode is entered in this field.
Warehouse	Warehouse where the Asset item is located is selected from lookup button.
Asset Class	Asset Class to which the Asset Item belongs is selected from lookup button.
Catalogue Item	Relevant Catalogue Item is selected from lookup button.
Item Category	Item Category to which Asset Item belongs is selected from lookup button.
Bar Code	Bar Code of Asset Item is entered in this field.
Serial Number	Serial Number of Asset Item is entered in this field.
Region	Region of Asset Item is selected from lookup button.
Start Date In Use: From Date	Initial date of Start Date In Use is selected from calendar button.
Start Date In Use: To Date	End date of Start Date In Use is selected from calendar button.
Last Count Date: From Date	Intial date of Last Count Date is selected from calendar button.
Last Count Date: To Date	End date of Last Count Date is selected from calendar button.

Tag Barcodes Sheets Of Asset Items Report

Overview

Tag barcode sheets for Asset Items are generated through this screen.

Navigation

Assets ► Asset Reports ► Tag Barcodes Sheets Of Inventory Items Report

Tag Barcodes Sheets Of Asset Items Report screen Fields

Field	Description
Type Of Barcode	Type of Barcode is selected from drop down box.
Unit	Unit of measurement is selected from drop down box.
Warehouse	Warehouse to which the Asset Item belongs is selected from lookup button.
Asset Class	Asset Class to which the Asset Item belongs is selected from lookup button.
Catalogue Item	Catalogue Item is selected from lookup button.
Item Category	Item Category is selected from lookup button available for this field.
Bar Code	Bar Code is entered in this field for report generation purpose.
Serial Number	Serial number is mentioned in this field.
Region	Region is selected from lookup option available for this field.
Start Date in Use: From Date	Intial date of Start Date In Use is selected from calendar button.
Start Date in Use: To Date	End date of Start Date In Use is selected from calendar button.
Last Count Date: From Date	Intial date of Last Count Date is selected from calendar button.
Last Count Date: To Date	End date of Last Count Date is selected from calendar button.

Tag Barcodes Sheets Of Inventory Items Report

Overview

Tag barcode sheets for Inventory Items are generated through this screen.

Navigation

Assets ► Asset Reports ► Tag Barcodes Sheets Of Inventory Items Report

Tag Barcodes Sheets Of Inventory Items Report screen Fields

Field	Description
Type Of Barcode	Type of Barcode is selected from drop down box.
Warehouse	Warehouse to which the Inventory Item belongs is selected from lookup button.
Item Class	Inventory Item Class to which the Inventory Item belongs is selected from lookup button.
Catalogue Item	Catalogue Item is selected from lookup button.
Catalogue Item Category	Item Category is selected from lookup button available for this field.
Bar Code	Bar Code is entered in this field for report generation purpose.
Requires Lot Management	Whether Lot manangement is required, is entered in this field by marking the check box.
Last Acquisition Date- From Date	Intial date of Last Acquisition Date is selected from calendar button.
Last Acquisition Date- To Date	End date of Last Acquisition Date is selected from calendar button.
Last Count Date: From Date	Intial date of Last Count Date is selected from calendar button.
Last Count Date: To Date	End date of Last Count Date is selected from calendar button.

Tag Barcodes Sheets Of Storage Bins Report

Overview

Barcode sheets for storage bins are generated through this screen.

Navigation

Assets ► Assets Reports ► Tag Barcodes Sheets Of Storage Bins Report

Tag Barcodes Sheets Of Storage Bins Report screen Fields

Field	Description
Type Of Barcode	Type of Barcode to be selected from dropd down box for filtering records.
Warehouse	Warehouse to which the stores/ inventory relates, to be selected from lookup button.
Row	Row where the stores/ inventory is located.
Stack	Stack where the inventory/ stores is located.
Level	Level of stores.
Bar Code	Bar Code of the iventory item.
Storage Bin Type	Storage Bin Type to be selected from drop down box.
Storage Unit Type	Storage Unit Type to be selected from drop down box.
Storage Section	Storage section to be selected from lookup button.

Auction

Bid Customer Evaluation

Overview

The Bid Customer Evaluation is used to add any desired documents to the Evaluation Bid Auction.

Bid Customer Evaluation

Overview

This feature evaluates the customers who are participating in the auction.

Navigation

Assets ► Auction ► Bid Customer Evaluation

Bid Customer Evaluation screen Fields and Tabs

Field	Description
Code	Unique identifier. Automatically generated by the system.
Evaluation concluded	Checkbox by default unchecked.
Reasons	Reasons of Bid Customer Evaluation.
Customer	Bid Customer Evaluation customer reference.
Created By	Shows the user id who creates the auction.
Evaluation Bid Auction	Evaluation Bid Auction reference for Bid Customer Evaluation.
Eligibility	Eligibility Status of the customer.
Financial Evolution	Status of the Financial Evolution.
Financial Evolution Result	Status of the Financial Evolution Result.
Final Result	Final result of the Bid Customer Evaluation.
Language	Country specific language used.
Remarks	Complete Description of the Bid Customer Evaluation.

Document Warranty

Overview

The Document Warranty Tab is used to include any Document Warranty for Register of Auction.

Document Warranty Tab Screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Active	Active checkbox by default checked.
Is Mandatory	Is Mandatory checkbox by default checked.
Created By	User reference id who creates Document Warranty.
Amount Warranty	Warranty of the amount.
Registration Date	Date of the registration.
Language	Language for that Document Warranty file.
Description	Any description of the Document Warranty or additional information not included in the uploaded document can be included here.

Evaluation Commitee

Overview

The Evaluation Commitee is used to attach any desired documents to Register of Auction.

Evaluation Commitee Tab Screen Fields

Field	Description
Sequence Number	Unique identification code manually entered by users or automatically generated based on parameters.
Responsible for Auction	Check box by default unchecked.
Employee	Employee reference number.
Designation Date	Date for the evaluation.
Created By	Shows the user id who creates the auction.
Date and Time of Creation	The date and time on which the evaluation is uploaded.
Observations	Observation details by the user.
Language	Language for that Attachment file.

Evaluation Committee

Overview

This feature is used to carry the assignment of each of the people who formed the committee to evaluate each of the auction, these people are officials belonging to the institution wherein said process is affected.

Evaluation Files Tab

Overview

The Evaluation Files is used to attach any desired documents to the Evaluation Bid Auction.

Evaluation Files Tab

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country Specific Language used to register the description.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	Choose respective file to upload.
Date Time	The date and time the attachment was uploaded.
User	The name of users uploading the attachment.
Language	Language for that Attachment file.

Register Of Auction

Overview

This feature is used to keep track of the auction to be recorded within institutions, bearing the control start date, end date and auction mode this can be a sealed envelope or hammer.

Navigation

Assets ► Auction ► Register of Auction

Register of Auction screen Fields and Tabs

Field	Description
ID	Unique identifier. Automatically generated by the system.
Workflow	Shows the workflow status.eg. Created.
Fiscal Year	Fiscal Year when this voucher is created. Automatically assigned by the system with current fiscal year.
Fiscal Period	Fiscal Period when this voucher was created. Automatically assigned by the system with the current fiscal period.
Institution	Accounting office code.
Mode Auction	This attribute can take one of the following values, Closed envelope, Hammer.
Award Item Level	An Auction can be Full Lot i.e. False or Item award Level i.e. True.
Currency	To allow the user to select the Type of Currency. Default is Domestic Currency.
Exchange Rate	Rate of the Exchange.
Date Initial For Receipt Of Bidding	The Date from the Initial Date the Auctions.
End Date For Receipt Of Bidding	The Date from the End Date the Auctions.
Number Of Days To Review Bidding	Number of days to review bidding, this value for default is 0.
Opening Date	The Date from the Opening Date the Auctions.
Payment Method	Reference to an existing Payment Method from the Payment Method feature.
Total Amount Base	This amount is calculated by the sum of all items registered for this auction.
Amount Total Sales	When the process of sale is made the sum of all goods sold is made and the total amount of the amount of auction sale to be updated.
Created By	Shows the user id who creates the auction.
Date and Time of Creation	System Current Date time, Populated automatically by the system at creation time of the record.
Approved By	Populated automatically by the system when corresponding workflow reaches its last Approval.
Date And Time Of Approval	System Current Date time. Populated automatically by the system when corresponding workflow reaches its last Approval.
Language	Country specific language used.
Description	Complete Description of the Auction.
Comment	Comment of the auction.
Awarded	This Field is Read Only; an Auction can be Is Awarded = 'True' or Not Is Awarded = 'False'.
Reason For Not Awarded	This Field is Read Only, Contains Description of the reason for Not Awarded Auction.
Reason For Cancelled	This Field is Read Only, Contains Description of the reason for cancelled Auction.
Auction Items Tab	Auction Items Tab includes items reference to the auction.

Document Warranty

Overview

The Document Warranty Tab is used to include any Document Warranty for Register of Auction.

Document Warranty Tab screen field

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Active	Active checkbox by default checked.
Is Mandatory	Is Mandatory checkbox by default checked.
Created By	User reference id who creates Document Warranty.
Amount Warranty	Warranty of the amount.
Registration Date	Date of the registration.
Language	Language for that Document Warranty file.
Description	Any description of the Document Warranty or additional information not included in the uploaded document can be included here.

Evaluation Committee

Overview

The Evaluation Commitee is used to attach any desired documents to Register of Auction.

Evaluating Commitee Tab Screen Field

Field	Description
Sequence Number	Unique identification code manually entered by users or automatically generated based on parameters.
Responsible for Auction	Check box by default unchecked.
Employee	Employee reference number
Designation Date	Date for the evaluation.
Created By	Shows the user id who creates the auction.
Date and Time of Creation	The date and time on which the evaluation is uploaded.
Observations	Observation details by the user.
Language	Language for that Attachment file.

Registration Of Bid

Overview

Feature in which the information is storing the bids submitted by each of the bidders.

Navigation

Assets ► Auction ► Registration of Bid

Registration of Bid screen Fields and Tabs

Field	Description
ID	Unique identifier. Automatically generated by the system.
Workflow	Shows the workflow status.eg. Created.
Register of Auction	Reference Id of register of Auction.
Customer	Bidding customer reference.
Created By	Shows the user id who creates the auction.
Registration Date	System Current Date time, Populated automatically by the system at creation time of the record.
Approved By	Populated automatically by the system when corresponding workflow reaches its last Approval.
Date And Time Of Approval	System Current Date time. Populated automatically by the system when corresponding workflow reaches its last Approval.
Language	Country specific language used.
Observations	Complete Description of the Bid.
Reason for Cancellation	Bid Cancellation reason.

Document Warranty Of Bid Tab

Overview

The Document Warranty Of Bid is used to attach any desired documents to the Registration Of Bid.

Document Warranty of Bid Tab

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Document Warranty	Document warranty reference.
Payment Method	Payment method for the bid.
Amount Warranty Biding	Bidding warranty amount.
Number of Document	Number of documents attached.
Created By	User reference id who creates Document Warranty.
Registration Date	Date of the registration.

Items Of Bid

Overview

The Items Of Bid Tab is used to include any Items Of Bid of a Registration Of Bid.

Items of Bid Tab screen Field

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Auction Item	Items for auction.
Amount Bidding	Bidding amount.
Created By	User reference id who creates Items Of Bid.
Registration Date	Date of the registration.

Templates For Sales

Overview

This feature used to add templates for the sales.

Navigation

Assets ► Auction ► Templates for Sales

Templates for Sales screen Fields and Tabs

Fields	Description
Id	Unique identifier code. Automatically generated by the system.
Active	Default value is true. If this value is changed to False, such Template for Sales can’t be selected again and it will remain for references purposes only.
Language	Country specific language used.
Institution	Institution associated with Sales.
Name	Receipt Type Name.
Text 1	User will defines here the text to be use on the report.
Text 2	User will defines here the text to be use on the report.

Create a Goods/Services Received/Rejected Note Detail

Navigation (From click the New Iconunder )

1. Enter the new Goods/Services Received/Rejected Note Detail information.

2. Enter the Correlative, as required.

Correlative: This field is a correlative number which is calculated by the system

3. Select a Purchase Order ID from the drop-down menu.

Purchase Order ID: This attribute is not applicable if the attribute titled 'Note Type' from the Return & Receive Notes screen is set to 'Return'. The user will enter the Purchase Order ID entered in PA, the system must validate that this Purchase Order ID is valid and has not been fully delivered before. This must be performed through a webservice method

4. Select a Purchase Order Item ID from the drop-down menu.

Purchase Order Item ID: This attribute is not applicable if the attribute titled 'Note Type' from the Return & Receive Notes screen is set to 'Return'. The system must load all pending Purchase Order Items (that have not been previously received) belonging to the Purchase Order ID and the user must select one

5. Select a Purchase Order Item Drop ID from the drop-down menu.

Purchase Order Item Drop ID: This attribute is not applicable if the attribute titled 'Note Type' from the Return & Receive Notes screen is set to 'Return'. The Purchase Order Item Drop ID that corresponds for this Goods/Services Return Note. The system must load all Item Drops associated to the Purchase Order Item ID by invoking a webservice method

6. To enter the Item, if required, click on the Lookup icon , click on the Find icon to retrieve the Item list, then select the Item.

Item: This is a read only attribute which will be populated by the system if a Catalogue Item ID has been specified in the Purchase Order Item. Only Goods/Services Received Note Details which are equal to 'Service' type Received Notes are allowed to not have a reference in the Catalogue Item

7. Enter the Unit Cost.

Unit Cost: It represents the Unit Cost of the Received Item. This value will be obtained from the Purchase Order Item Cost. When the attribute titled 'Goods/Services Note Type' from the Return & Receive Notes screen is set to 'Service', it will represent the total cost for the contracted service excluding taxes

8. Select a Unit of Measure from the drop-down menu.

Unit of Measure: This is the Unit of Measure entered in the Purchase Order Item and it is a read only attribute. When the attribute titled 'Note Type' from the Return & Receive Notes screen is set to 'Return', this attribute will be copied from the Unit of Measure corresponding to the receiving item

9. Enter the Quantity Received/Returned.

Quantity Received/Returned: When the attribute titled 'Note Type' from the Return & Receive Notes screen is set to 'Receive'. This value will be copied from the Item Drop Quantity based on the attribute titled 'Purchase Order Item Drop ID' from this screen. However, it can be modified by the user to a value lesser than the Item Drop Quantity value if desired

10. Enter the Percentage of Progress Accepted.

Percentage of Progress Accepted: This field represents the progress of the contracted service accepted

11. Enter the Amount.

Amount: This field represents the total monetary amount for the item (excluding taxes)

12. Enter the Tax Amount.

Tax Amount: This field represents the total monetary amount for the taxes on the item

13. Select a Language from the drop-down menu.

Language: Language used

14. Enter the Remarks.

Remarks: Additional notes or comments for the Goods/Services Received/Rejected Note Details

To ADD Item Taxes to the Goods/Services Received/Rejected Note Details, if required:

1. Click on the tab and then click on the New icon to enter the Item Tax (refer to Item Tax for more information).

2. Click on the Save and Return icon to save the Item Tax information and return to the Goods/Services Received/Rejected Note Details screen, or click on the Discard icon to discard the Item Tax entry and return to the Goods/Services Received/Rejected Note Details screen.

3. Click the Remove icon to remove the selected Item Tax information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Item Taxes, as required, or click the Select All icon or Unselect All icon, to select all Item Taxes or de-select all Item Taxes, if required.

To ADD Perishable Lots to the Goods/Services Received/Rejected Note Details, if required:

1. Click on the tab and then click on the New icon to enter Perishable Lots (refer to Perishable Lot for more information).

2. Click on the Save and Return icon to save the Perishable Lot information and return to the Goods/Services Received/Rejected Note Details screen, or click on the Discard icon to discard the Perishable Lot entry and return to the Goods/Services Received/Rejected Note Details screen.

3. Click the Remove icon to remove the selected Perishable Lot information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Perishable Lots, as required, or click the Select All icon or Unselect All icon, to select all Perishable Lots or de-select all Perishable Lots, if required.

Click on the Save and Return icon to save the Goods/Services Received/Rejected Note Details information and return to the Return & Receive Notes screen, or click on the Discard icon to discard the Goods/Services Received/Rejected Note Details entry and return to the Return & Receive Notes screen.

Item Tax

Navigation (From click the New Iconunder , and then click the New Icon under )

Create an Item Tax

Navigation (From click the New Iconunder , and then click the New Icon under )

Perishable Lot

Navigation , click on the tab and then click on the New Icon

Create a Perishable Lot

Navigation , click on the tab and then click on the New Icon

1. Enter the new Perishable Lot information. Fields with an asterisk are mandatory fields.

2. Enter the Perishable Lot ID

Perishable ID: Unique Identifier for the Perishable Lot

3. Select the Production Date and Expiration Date using the green calendar icon

Production Date: Date when the lot items where produced
Expiration Date: Date when the lot items will expire

4. Enter the Quantity On Hand and the Received Quantity

Quantity On Hand: It is the available quantity on the Lot
Received Quantity: Represents the quantity received during GRN for the Lot

5. Select the Language from the drop-down box.

Language: Language used

6. Enter the Remarks and Manufacturer Lot ID, if required.

Remarks: Relevant information about the item, special treatment, warranty conditions, etc.
Manufacturer Lot ID: Represents the Unique Lot number assigned by the Manufacturer

7. Click on the Save and Return icon to save the Perishable Lots information and return to the Inventory Item screen or click on the Discard icon to discard the Perishable Lots entry and return to the Inventory Items screen.

Leasing

Contract Leasing

Overview

The lease is between the government departments that are giving the goods as leased; this is done through the generation of a contract and defining fees paid for the use of the goods being delivered.

Navigation

Assets ► Leasing ► Contract Leasing

Contract Leasing screen Fields and Tabs

Field	Description
Id	Unique identifier. Automatically generated by the system.
Fiscal Year	Fiscal Year when this voucher is created. Automatically assigned by the system with current fiscal year.
Fiscal Period	Fiscal Period when this voucher was created. Automatically assigned by the system with the current fiscal period.
Institution	Accounting office code.
Customer	The system will populate this attribute with the Customer ID where Customer Status is Active.
Contract Number	Number reference to the contract.
Issue Date	Contract issuing date.
Effective Date	Contract effective date.
Expiration Date	Date of expiration of the contract.
Days of Grace to Renew	Grace period or renewal of the contract.
Is Renewable	Checkbox for renewal of contract. By default unchecked.
Employee	Employee reference ID.
Currency	Currency based on the country.
Exchange Rate	Rate of currency exchange.
Discount Rate	Discount rate on the contract leasing.
Contract Amount	Contract amount for leasing.
Total Contract Amount	Total amount for contract leasing.
Payment Frequency	Frequency on the payment as per contract.
Number Of Payment	Number of the payment done.
Amount Of Fee Payment	Amount of payment for item leasing.
Contract Leasing Operational Status	Possible status could be, Application Process, Active Contract, Expired, Cancelled, Rescinded.
Renewed Contract Leasing	Leasing ID of renewed Contract Leasing.
Reason	Reason of the contract.
Language	Country specific language used.
Description	Description of the feature and details.
Lease Terms	Terms for leasing the item.
Exclusions	Provisions that explicitly limit the contract provided by a leasing.
Created By	User created the leasing item.
Created Date	Contract Leasing creating date.
Approved By	Approved by user
Approved Date	Date of approval.
Leasing Asset Item	Details of the Items to be given/taken on lease.

Payment Items Leasing

Overview

Feature containing the detailed information of payments made on the basis of leasing.

Navigation

Assets ► Leasing ► Payment Items Leasing

Payment Items Leasing screen Fields and Tabs

Field	Description
Id	Unique identifier. Automatically generated by the system.
Fiscal Year	Fiscal Year when this voucher is created. Automatically assigned by the system with current fiscal year.
Fiscal Period	Fiscal Period when this voucher was created. Automatically assigned by the system with the current fiscal period.
Institution	Accounting office code.
Workflow Status	Shows the workflow status.eg. Created.
Payment number	Number of the payment done.
Payment Amount	Amount of payment for item leasing.
is Requires Partial Payments	Checkbox by default unchecked.
Payment Date	Date of the Payment.
Date And Time	System Current Date time. Populated automatically by the system.
Language	Country specific language used.
Observation	Observation details of Payment Items Leasing.
Created By	User created the leasing item.
Created Date	Payment Items leasing creating date.
Approved By	Approved by user
Approved Date	Date of approval.

Statement Of Payment

Overview

Feature that keeps track of the statement for the payments to be made for the lease of state assets.

Navigation

Assets ► Leasing ► Statement of Payment

Statement of Payment screen Fields and Tabs

Field	Description
Id	Unique identifier. Automatically generated by the system.
Fiscal Year	Fiscal Year when this voucher is created. Automatically assigned by the system with current fiscal year.
Fiscal Period	Fiscal Period when this voucher was created. Automatically assigned by the system with the current fiscal period.
Institution	Accounting office code.
Workflow Status	Shows the workflow status.eg. Created.
Number Payment Executed	Executed number of the Payment.
Number Payment Pending	Pending number of the Payment.
Amount Pending	Amount pending for the Payment.
Reason	Reason of the payment statement.
Language	Country specific language used.
Observation	Description of the feature and details.
Created By	User created the leasing item.
Created Date	Statement Of Payment creating date.
Approved By	Approved by user
Approved Date	Date of approval.
Payment Items Leasing	Details of the payments against Items to be given/taken on lease.