Financial documents

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Table of contents

Pièce financière Dans une catégorie de budget (devis, note de frais, facture), objet de détail justifiant une dépense.

Financial documents are used to detail the content of entries on a budget line.

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On retrouve les pièces financières des projets dans monitoring financial

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Depending on its type, a financial document feeds one of representation :

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Les pièces financières peuvent provenir d’un logiciel extérieur ou être créées manuellement dans l’application. On peut également les importer.

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Avant de créer des pièces financières, il faut créer des Types of financial documents

List of financial documents

The list shows, by default, the Typethe categorythe Codethe Wordingthe Descriptionthe Datethe Amountthe Status the Wording of theenvelope linked to financial document, the Phase and the Project financial document.

Screen listing financial documents for all projects

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Rights required :

Consultation of a financial document

Filter the list of financial documents

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This list of financial documents can be filtered by a number of criteria. Here is the list of default criteria:

Click on Save to apply the filter and Close to return to the list.

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Si la date apparaît en gras, alors sur le calendrier des pièces financières, la date est inscrite comme jour non travaillé. Calendars Il est possible de changer le projet lié à la pièce financière en cliquant sur le projet de la pièce financière en question. Les projets sélectionnables apparaissent dans une liste. Il est possible d'ajouter des financial document à des pièces financières. Si ceux-ci ont coché la case critère de recherche, alors il sera possible de filtrer la liste des pièces financières avec ces attributs.

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Si le statut d’une pièce financière porte le méta-statut Validé, alors il ne sera plus possible de changer le projet lié à la pièce financière depuis la liste.

Actions

Add ➡️ Pièces financières - Création et modification d'une pièce financière

Edit ➡️ Pièces financières - Création et modification d'une pièce financière

Filter ➡️ Pièces financières - Filtrer la liste des pièces financières

Modify en masse ➡️ Pièces financières - Modifier en masse des pièces financières

Mass deletion ➡️ Deletes several financial documents (right required : Deleting a financial document)

Sort

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Visit view List of financial documents can be set for this screen.

Button name	Description
Purge financial documents	🚩This button can be accessed via contextual menu at the top right of the list, when no financial document is selected. This button is used to delete all financial documents at once. After confirming the deletion of the financial documents, this message appears. If no financial document exists, then this button does not appear. Rights required to make this action : Deleting a financial document and Purge financial documents
Consult the project	🚩 This button can be accessed by hovering over a financial document, to the right of it. Clicking on this button redirects you to the monitoring financial of the theme Budget project linked to financial document . If no project is linked to financial document, then this button does not appear.
Remove financial document from the project	🚩 This button can be accessed by hovering over a financial document, to the right of it. By clicking on this button, financial document loses its link with the project. Click on Save to confirm deletion. If no project is linked to financial document, then this button does not appear.

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Non-exhaustive list of error/information messages

Creating and modifying a financial document

The screens for creating and modifying a financial document are similar.

Edit screen financial document

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Rights required :

Consultation of a financial document
Creation of a financial document (creation)
Modification of a financial document (change)

Creation actions

Save

Modification actions

Apply

Save

Delete (right required : Deleting a financial document)

See the history

Button name	Description
Attributes	It is possible to add financial document attributes to a financial document (on creation or modification). financial document
Add a file	🚩 This action concerns the field Attachment(s) You can add a document to this attachment. For example, if the attachment is labelled "Invoice 123", you can upload a file called `.pdf`, `.html`, `.docx`, `.png`, `.bmp`, `.gif`.xls, .xlsx, .txt... 🚨 A maximum size is imposed for security reasons: 500MB for each document added Message error message displayed: file "XXX.xxx" (x GB) exceeds maximum size allowed (500.00 MB) DD/MM/AY HH:MM
Add an attachment	🚩 This action concerns the field Attachment(s) This button is used to add a new line to the list of attachments at financial document, and therefore to add a new file. 🚨 A maximum size is imposed for security reasons: 10MB for each document added Message error message displayed: file "XXX.xxx" (x GB) exceeds maximum size allowed (10.00 MB) DD/MM/YY HH:MM This is a server configuration setting, default: 10MB
Edit attachment	🚩 This action concerns the field Attachment(s) This button is used to change information on the attachment already added
Delete attachment	🚩 This action concerns the field Attachment(s) This button instantly deletes the attachment to financial document.
Assign	This button is grayed out when the project assigned to financial document does not have theme Budget activated, or when no project or phase has been assigned: no budget is included in the list. A pop-up window appears.
Delete a budget	When at least one budget has been assigned to financial document, it appears in the Lines section of financial document. Each line represents a budget. To the right of this line, a `Delete` exists and allows you to de-allocate this budget to financial document(no deletion rights required).