Financial documents

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Table of contents

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 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 documents

List of financial documents

The list shows, by default, the Typethe categorythe Codethe Wordingthe Descriptionthe Datethe Amountthe status the Wording envelope linked to the 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 Register to apply the filter and Close to return to the list.

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If the date appears in bold, then on the financial calendar, the date is entered as a day not worked. Calendars 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 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.

Actions

Add ➡️ Financial documents - Creating and modifying a financial document

Edit ➡️ Financial documents - Creating and modifying a financial document

Filter ➡️ Financial documents - Filter the list of financial documents

Modify en masse ➡️ Financial documents - Bulk editing of financial documents

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

Sort

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

Button name	Description
Purge financial documents	🚩This button is accessible via the 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, this button does not appear. Rights required to perform this action : Deleting a financial document and Purge financial documents
Consult the project	🚩This button is accessed by hovering over a financial document, to the right of it. Clicking on this button redirects you to the financial 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.
Remove the financial document from the project	🚩This button is accessed by 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 Register to confirm deletion. 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.

financial document modification screen

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Rights required :

Consultation of a financial document
Creating a financial document (creation)
Modifying a financial document (change)

Creation actions

Modification actions

Apply

Delete (right required : Deleting a financial document)

Seehistory

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 entitled `.pdf`, `.html`, `.docx`, `.png`, `.bmp`, `.gif`.xls, .xlsx, .txt... 🚨 A maximum size is imposed for security reasons: 500MB for each document added. ErrorMessage displayed: File "XXX.xxx" (x GB) exceeds maximum size allowed (500.00 MB) DD/MM/YY HH:MM
Add an attachment	🚩 This action concerns the field Attachment(s) This button adds a new line to the list of attachments in the financial document, and therefore adds a new file. 🚨 A maximum size is imposed for security reasons: 10MB for each document added. ErrorMessage 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 attached to the financial document.
Assign	This button is grayed out when the project assigned to the financial document does not have theBudget theme 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 the financial document, it appears in the Lines section of the financial document. Each line represents a budget. To the right of this line, a `Delete` exists and allows you to deallocate this budget to the financial document. (no deletion rights required)