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Project Monitor v7.7 Knowledge Center
Project Monitor v7.7 Knowledge Center
/Budget management
Budget management
/Financial documents
Financial documents
Financial documents

Financial documents

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Table of contents
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financial document In a budget category (estimate, expense report, invoice), detailed object justifying an expense.

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

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Project financial documents can be found in financial monitoringfinancial monitoring

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Depending on its type, a financial document feeds one of the following representation :
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Financial documents can come from external software or be created manually in the application. They can also be imported.

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Before creating financial documents, it is necessary to create Types of financial documentsTypes of financial documents

List of financial documents

The list shows, by default, the TypeTypethe categorycategorythe CodeCodethe WordingWordingthe DescriptionDescriptionthe DateDatethe AmountAmountthe statusstatus the WordingWording envelope linked to the financial document, the PhasePhase and the ProjectProject financial document.

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Rights required : Consultation of a financial documentConsultation of a financial document

Screen listing financial documents for all projects
Screen listing financial documents for all projects

FilterFilter

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We can have a filter All projects or a filter that works with criteria.

This button makes it easy to find the items you're looking for. You can use an already saved filter (private or public) or specify specific filter criteria.

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Once selected, a filter remains active until deselected by the user. When logged out, if a filter was active at logout, it will still be active the next time the user logs in.
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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 RegisterRegister to apply the filter and CloseClose to return to the list.

Add

Allows you to add a financial document. Financial documents - Creating and modifying a financial documentFinancial documents - Creating and modifying a financial document

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Rights required : Creating a financial documentCreating a financial document

EditEdit

Allows you to modify a financial document.

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Rights required : Modifying a financial documentModifying a financial document

Remove the financial document from the project

This button is accessible when hovering over a financial document, to the right of it. By clicking on this button, the financial document loses its link with the project. Click on RegisterRegister to confirm deletion. If no project is linked to the financial document, then this button does not appear.

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If the date appears in bold, then on the financial calendar, the date is entered as a day not worked. CalendarsCalendars You can change the project linked to the financial document by clicking on the financial document project in question. Selectable projects appear in a list. It is possible to add financial documentfinancial document to financial documents. If they have ticked the search criteria box, then it will be possible to filter the list of financial documents with these attributes.

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If the status of a financial document is set status Validated, then it will no longer be possible to change the project linked to the financial document from the list.

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

Modify en masse

Allows you to modify various information on financial documents.

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Rights required : Modifying a financial documentModifying a financial document

Mass deletionMass deletion

Allows you to delete multiple financial documents at once by selecting them.

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Rights required : Deleting a financial documentDeleting a financial document

SortSort

This button is used to sort :

  • in ascending order on first click (down arrow)
  • in descending order on second click (arrow up) A third click on this button removes the sorting.

Sorting is performed on the header of a list in the application: list of views, users, projects, etc.

Purge financial documents

This button can be accessed via the contextual menucontextual menu at the top right of the list, when no financial document is financial document .

This button allows you to delete all financial documents at once.

After confirming the deletion of financial documents, the message Purge of financial documents taken into account - the report will be sent to you by email appears.

If no financial document , then this button does not appear.

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Rights required :

  • Deleting a financial documentDeleting a financial document
  • Purge financial documentsPurge financial documents

Consult the project

This button is accessible when hovering over a financial document, to the right of it. Clicking on this button redirects you to the financial monitoringfinancial monitoring of theBudget theme of the project linked to the financial document . If no project is linked to the 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.

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Rights required :

  • Consultation of a financial documentConsultation of a financial document
  • Creating a financial documentCreating a financial document (creation)
  • Modifying a financial documentModifying a financial document (change)
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financial document modification screen
financial document modification screen

Here are the actions that can be performed on a financial document

Here are the fields found in this screen:

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WordingWording
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CodeCode
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Long labelLong label
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DescriptionDescription
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statusstatus
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TypeType
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ParentParent
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categorycategory
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ProjectProject
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PhasePhase
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envelopeenvelope
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DateDate
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Contract numberContract number
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Third-party identifierThird-party identifier
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Beneficiary companyBeneficiary company
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Attachment(s)Attachment(s)
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BudgetBudget
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DateDate
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ValueValue
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representationrepresentation
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DistributionDistribution
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TotalTotal
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DeviationDeviation

Apply

This feature is useful for applying your modifications while continuing to change information on the same page. This button is available when you are modifying an element that has already been created.

DeleteDelete

Allows you to delete a financial document.

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Rights required : Deleting a financial documentDeleting a financial document

Attributes

Provides access to the list of financial document attributes financial documentfinancial document and add it to the financial document created/modified.

RegisterRegister

Validates your changes. This may redirect you to the previous page on some screens.

SeehistorySeehistory

Displays the list of changes made to this financial document by all users.

Stocks are sorted from the most recent to the oldest date.

Assign

This button is grayed out when the project assigned to the financial document the theme. Budget activated, that no project or phase been assigned: no budget included in the list. A pop-up window appears.

Delete a budget

When at least one budget been assigned to the financial document, it appears in the Lines of the financial document. Each line represents a budget. To the right of this line, a button DeleteDelete exists and allows you to deallocate this budget to the financial document. (no deletion rights required)

Attachment

Window for editing an attachment attached to a financial document.
Window for editing an attachment attached to a financial document.

This pop-up appears when you click on the Edit attachment field Attachment(s)Attachment(s) .

You can therefore modify three fields concerning the attachment:

  • WordingWording
  • statusstatus
  • VersionVersion

Add a file

This action concerns the Attachment(s)Attachment(s) You can add a document to this attachment. For example, if the attachment is labelledDocument 123", you can upload a file entitled .pdf, .html, .docx, .png, .bmp, .gif, .xls, .xlsx, .txt...

Add an attachment

This action concerns the Attachment(s)Attachment(s) This button allows you to add a new line to the list of attachments, and therefore add a new file.

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A maximum size is imposed for security reasons: 10MB for each document added. Error Message displayed: The file "XXX.xxx" (x GB) exceeds the maximum size allowed (10.00 MB) DD/MM/YY HH:MM. This is a server configuration setting, default: 10MB.

Delete attachment

This action concerns the Attachment(s)Attachment(s) This button allows you to instantly delete the attachment.

Edit attachment

This action concerns the Attachment(s)Attachment(s) This button allows you to change information about an attachment that has already been added.

This window will then appear:

Attachment editing window.
Attachment editing window.

You can therefore modify three fields concerning the attachment:

  • WordingWording
  • statusstatus
  • VersionVersion
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Non-exhaustive list of error/information messages

Bulk modification of financial documents

form de batch edit de deux pièces financières
form de batch edit de deux pièces financières

It is possible to modify several financial documents at the same time by selecting several financial documents and clicking on Modify en masse.

Only the ProjectProject and the statusstatus are modifiable.

Click on RegisterRegister to apply the batch edit and return to Financial documents - List of financial documentsFinancial documents - List of financial documents

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Rights required :

  • Consultation of a financial documentConsultation of a financial document
  • Modifying a financial documentModifying a financial document
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