SIGESP

Integrated Management System

for Public Sector Entities

User Instructions
 INDEX

• GENERAL CONSIDERATIONS

• INSTALLATION

• MODULE CONFIGURATION - DEFINITIONS - BASIC PARAMETERIZATIONS

• MAIN MODULES

• PATRIMONIAL ACCOUNTING
• BUDGETARY ACCOUNTING OF EXPENSE

• AUXILIARY MODULES

• REQUEST FOR BUDGET EXECUTION

• PURCHASE ORDERS
• ACCOUNTS PAYABLE
• BANKING CHILI
• NOMINATION
• INTEGRATOR
• INVENTORY
• SUPPLIERS AND CONTRACTORS
• FIXED ASSETS
• TRAVEL EXPENSE CONTROL

• SYSTEM MODULES

• OPENING (PROCESS)
• INSTALL
• SECURITY

• PETTY CASH INSTRUCTION

• PROCESS FLOW

• GLOSSARY
 GENERAL CONSIDERATIONS

SIGESP is an integrated system that simplifies administrative management processes in the

organization. It is made up of a series of modules adaptable to each entity, which manage various
tasks and provide immediate and timely responses to the needs of budget registration,
heritage, accounting and administrative.

SIGESP has been designed observing the legal regulations governing budgetary matters.
established by the National Budget Office for public institutions (ONAPRE), the Law
Organic Law of Financial Administration of the Public Sector and its Regulations, and other publications
from the General Comptroller's Office of the Republic, the National Office of Public Accounting and the
National Superintendency of Internal Audit.

Characteristics of SIGESP

• Adaptable solution to the needs and requirements of the entity.

• Fully integrated modules.
• Diseñado bajo las exigencias legales establecidas en la Constitución Nacional, la Ley Orgánica
of Public Administration, the Organic Law on Financial Administration of the Public Sector,
Regulations and all provisions and instructions issued by ONAPRE, SIGECOF,
ONCOP, General Comptroller of the Republic.
• Constant update of the system according to new legal-tax requirements.
• Intuitive and easy-to-use graphical interface.
• Multi-user system, which allows defining them.
• Acceso al sistema con claves de seguridad individuales.
• Maximum security and total reliability of the information.
• Multiple custom reports, exportable to electronic spreadsheets and format of
Portable Document (PDF).
• Cutting-edge technology that allows optimal, fast, and secure management, in line with the latest.
advances.
• Multi Company
• Client/Server Architecture.

Requirements:

Server
• Pentium IV processor or its equivalent
• 80 GB SCSI Hard Drive and mirrored drive
• 2 GB RAM
• Operating System: Linux (Debian, Red Hat 9, OpenSuse, Knoppix), Windows
2000 Server or higher
• Gestor de Base de Datos : Mysql 5.0 (Libre), Postgresql 8.0 (Libre) , Oracle 9.2
(Owner), Anywhere 9 (Owner)
• Web Server: Linux Apache, Windows IIS
• Languages: PHP 5.0 with libraries for support of the chosen DB manager and handling
of images.
 Workstation
• Pentium II processor or later or its equivalent
• Operating System: Linux (Derian, Knoppix, OpenSus, Red Hat9), Mac Os, Windows
• Browser: Internet Explorer, Mozilla (firefox / Iceweasel), Netscape, Opera, Safari
• Plugin for opening documents in portable format (PDF)

What does the application consist of and how does it work?

The application was developed by the company SIGESP, C.A., under the Free Software modality, its
source code (programming) is structured in PHP and the information is stored in a database
of Data (preferably using Libre Mysql or Postgresql).

Since the application is fully web-based or graphical, it does not require any physical installation on the
user workstations their implementation, access and use are exclusively
subject to a network connection, in the private LAN of each entity, from where it will be executed.
through the link provided by the network administrator of each organization.

Como pantalla inicial de la aplicación esta la bienvenida en la que se deberá seleccionar dos datos
important for entering it, which are: Database, which will indicate to which DB it
wants to access (each BD will be a fiscal exercise for the entity) and Company, which indicates the entity from which it
it will carry out administrative and accounting management, as the application is multi-company it can be handled
accounting for more than one entity or organization within the same database.

After selecting the operating area, authorization will proceed to access the system.
depending on each user's privilege, for which it is necessary to provide the username (login),
by default 'admin', and the access password (password), by default 'admin', as to
it is observed:
One of the characteristics of this application is its flexibility in the parameters to be used, that is,
allows it to be adjusted to the procedures of each entity, designed in such a way that it can be configured and
adjust the parameters required for administrative management.

Iconography

Upon entering the system, a screen will present a menu, using icons, of all the modules.
present in the application as shown below:
Initially, all users will be able to view the icon corresponding to all the modules, but
you will only be able to access those modules and functionalities that have been defined in your profile
user.

Por otra parte, en todos las pantallas o formularios de la aplicación se presentara una barra de iconos o
tools that will indicate the actions that can be executed on each of them. This bar, given the
case, will show the following actions:

• Information Registration Forms:

Blank Page: To indicate a new record, it will clear the screen data.

Disk: Record new information or update an existing record.

Magnifying glass: to search for existing records using parameters or search filters.

Cross: Notation to delete the current record.

Printer: indication to print the report in portable document format (PDF)

corresponding to the form or process.

Red Box: Button to close the form or screen.

• Information Processing Screens:

 Search: To look for existing records that will be subject to some action.

Toothed Wheel: Icon to execute the action on the selected record(s), this
Action can be: process, approve, account, reverse, annul, etc., this will depend on the
module and screen where it is located.

Red Button: Button to close the form or screen.

• Screens to issue Reports:

Printer: indication to print in portable document format (PDF) the report

corresponding.

OpenOffice Calc icon: Indicates that the selected report can be exported to some
electronic spreadsheet application such as OpenOffice Calc or MS Excel.

Red Box: Button to close the form or screen.

 INSTALLATION

Para la instalación de la aplicación se deben realizar tres pasos como se listan a continuación:

1. Creation of the database on the selected database server. This is done through the sql script.
the empty database with the necessary structure and data for the initial installation and setup
functioning.

The process can be carried out from an administrative tool such as: MYSQL
Administrator, MYSQL WorkBench, phpMyadmin, PGADMIN III, phpPgadmin, etc.

2. Creation of the source code hosting directory in the site publishing directory
from the web server where it will operate. The activities of this operation will depend on the OS where it
run the Web server.

For servers with the GNU/Linux Debian operating system or derivatives, a directory must be created in
/var/www where the compressed file [Link] will be extracted that contains the
source files of the application. The tree of all the folders of the modules will be created that
they compose the application.

The created directory must be given attributes or property to the user executing the daemon.
web, in this case www-data.

To the folders /var/www/sigesp/sno/txt/, /var/www/sigesp/cxp/informative declaration/

/var/www/sigesp/scb/reports/configurable_checks/y/var/www/sigesp/cxp/withholdingislr/, it
they will grant read and write permissions.

3. You must edit the filesigesp_config.php in the directory /var/www/sigesp/ to configure the
database connection parameters and the entity's logo, as shown below:

<?php

$empresa["hostname"][1] = "localhost"; // Nombre o IP del Servidor de BD

$empresa["port"][1] = "3306"; // Puerto de conexión
$empresa["database"][1] = "db_ente_2010"; // Nombre de la BD
$empresa["login"][1] = "db_user"; // Usuario de conexión al Servidor DB
$empresa["password"][1] = "password"; // Contraseña del usuario
$empresa["gestor"][1] = "MYSQLT"; // Gestor de BD MYSQLT o POSTGRE
$empresa["width"][1] = "85"; // Ancho del Logo en px
$empresa["height"][1] = "65"; // Alto del Logo en px
$empresa["logo"][1] = "[Link]"; // Arhcivo con Logo del ente

?>

The file with the entity's logo will be used for all reports of the application and
must be located in the folders: /var/www/sigesp/shared/imagebanks/ and
/var/www/sigesp/shared/class_folder/tcpdf/
The network or ICT unit administrator of each entity must configure the DNS services to
create a simple name for the access link for users at their workstations,
for example: [Link] or [Link], etc.
 CONFIGURATION MODULE - DEFINITIONS - BASIC PARAMETRIZATIONS

This module of the application is of utmost importance, as it must be established from the very beginning.
the information for the proper functioning. When you are ready to parameterize the application, you
they must be clear about the options they want to establish, which should be done together with
staff from all areas that manage the entity and thus ensure that the information
selected is the correct one, since in most cases this information will remain
unalterable throughout the fiscal year.

This Module contains seven (08) options as observed below:

Sigesp
Asset / Fiscal Accounting
Income Budget
Expense Budget
Accounts Payable
Solicitud de Ejecución Presupuestaria
Purchase Orders
Bank

Sigesp

In this option, general information about the management of the Entity must be loaded, such as legal data and
financials of their fiscal year, such as: Accounting and Budget modality, etc..
must provide the information that cannot be modified once the processing has started
administrative information.
It has nine (09) forms:

• Empresa, Procedencias, Location Geographical,

Communities, Control Number, Tax Unit,
Consolidation, Currency, and Email.

We will focus on specifying the most from the Forms

important as it is Company.

Company: this form defines all the

parameters of the entities, to which accounting or accounting management will be managed. It is worth noting
indicate that since the application is multi-company, there may be more than one entity registered and for
each of them should specify the operating parameters.

The form is so extensive that we will divide it into sections starting with:

General Data Section:

In the first part of this section, we can enter basic data of the entity:
• Code: Consecutive numeric assigned by the application.
• Name: Full designation of the Entity, according to the founding act.
• Short Name:
• Acronyms:
• Address: Tax Residence.
• City: place of legal residence.
• State: federal operating entity
• Postal Zone: According to IPOSTEL.
• Telephone and Fax:
• RIF: Unique Tax Information Registry as indicated by SENIAT.
• NIT: Tax Identification Number.
• Nro. IVSS: Control number of the entity as indicated by IVSS.
• Email: institutional or contact email of the entity.
• Website: Website of the entity.
• License: Number of the legal document that certifies, if applicable, entities
merchant
 • Affiliated Organization: The superior organization to which the entity belongs, given
the case.

Then the options are presented:

• Allow company change: this is managed in a multi-company scheme.

• Advance Management: if it is company policy to give advances in case of payments.
direct payments, if not, they will be handled through the corresponding account modules
to be paid.
• Allow Income Budget by Structure: By default, the application
It manages a single account plan for the entity's Income Budget. If checked
this option will allow the inclusion of income budget accounts in the
budgetary structures defined for each entity.

Consolidation Information:

• Company that consolidates: check this option in case of managing multi-scheme

company and wants to maintain centralized accounting at the end of the fiscal year
all companies.
• Database where consolidated: indicate the name of the DB where you want
consolidate the accounting of companies in the case that a scheme is used
multi-company
• Alternate Company Code:

Legal Representative: these data refer to the company that is being defined, they are not
mandatory but it is advisable to indicate them for use by the application in the
different reports and letters generated by the application.

• Surnames and Names

• Identity card
• Telephone
• Cargo

Management Data Section:

In the first part of this section we find Period:

• Period: Start date of the fiscal year of the entity, generally

01/01/YYYY, of the year.
• Validation: You must select how the application will validate availability.
budgetary in the items, there are 4 options: Generic, Specific, Sub-
specific and Auxiliary.
• Do not allow generating SEP with Goods, Services, or Concepts without
budget availability: By checking this option, the application will validate
according to what is indicated in the previous field and will not allow execution of
budget without availability.
• Validate by the Scheduled: By checking this option, the application will validate according to it.
indicated in the fieldValidationand will not allow execution of
budget that exceeds the monthly program for each item within
 a budget structure.
• Open Months: As long as the month is not checked, the application will not allow
perform no operation in any module for that specific month. It may
to be used as a security mechanism to ensure that they are not executed
movements in the months where accounting and budget management is reconciled.

Formats: this section is important as it will indicate from the beginning how the work will be done.
the budgetary and accounting accounts, and their configuration cannot be modified
once the information processing for the fiscal year has begun
application.

• Heritage or Tax Accounting: the option must be selected

accounting in accordance with the legal and accounting standards that apply to each
mine.
• Unique Plan: this field indicates the number of digits and the format that
They will present the items that make up the single budget account plan to
use. The unique budget account plan is pre-loaded in the
application.
• [Link]:este campo indica la cantidad de dígitos y el formato que presentaran
the items that make up the budgetary expense account plan
customized for the entity, for example: 999-99-99-99, this indicates that I will use
an expense chart of accounts with 9 digits in that format 401-01-01-00.
• [Link]:this field indicates the number of digits and the format that will be presented
the items that make up the budgetary account plan for income
customized for the entity, for example: 999-99-99-99-999, this indicates that
use a 12-digit income account plan in that format 305-
01-03-02-010.
• Accounting: this field indicates the number of digits and the format that
they will present the accounts that make up the customized chart of accounts
for the entity, for example: 9-99-99-99-99-99-999, this indicates that I will use a plan
accounting accounts with 14 digits and in that arrangement 1-11-01-01-01-01-01-
001. The asset account plan is preloaded in the application.

Account Digits: In this section, the initial digits that will identify will be indicated.
both accounting and budget accounts

• Account Digits – General Accounting: it must be indicated what the digit will be.
identification of the accounts of Assets, Liabilities, Income, Expense, Result and
Capital. Estos dígitos deberían ser apegados a las normas y recomendaciones de
the ONCOP can be adjusted to the policies of the entity.
• Account Digits - Budget: it must be indicated which digit will be
identification of the Order, Expense, and Income accounts. These digits should
to adhere to the rules and recommendations of the ONCOP or they can be
adjusted to the policies of the entity.
• Account Digits – Tax Accounting: it should indicate what the digit will be
identification of Asset, Liability, Income, Expense, Result accounts and
Capital, both for TREASURY and TREASURY. These figures should be
attached to the rules and recommendations of the ONCOP or can be adjusted to
the entity policies.
Sección Datos de la Gestión II:

In the first part of this section we find Accounts:

• Profit and Loss Accounts: In this option, you must indicate to the application the
accounting account numbers for the results of the current fiscal year
Result of Previous Fiscal Year. These accounts are part of the chart of accounts.
accountant of each entity and the application will use it to carry out the closing process
of each fiscal year.
• Treasury Situation: In this option, the application must be informed of the
accounting account numbers if they are managed within their chart of accounts and
applies to its accounting system.
• Budgetary or Programmatic Structure Configuration: It must be
select the way in which the budget structure will be established, this
it will depend on each entity, there are two options: By Programs or By
Projects.
 • Level Number of the Structure: It establishes the number of levels that it will have.
the structure, this parameter depends on the needs of each entity and depends on what
selected in the previous option.
• Budget Structure: The names of the levels will be indicated,
previously defined, What will the budget structure contain? No
confusing the name of the level with the names of the projects or programs. For
example, if Project Budget was chosen and three (03) levels were selected
the following designations could be assigned: Name Level 1 Projects
y/o Centralized Actions, Name Level 2Specific Actions, Name
Level 3 Activities.
• Length of the Budgetary Structure Code: Here the definition is established
length that each level of the budget structure code will have. It must
indicate a length for each level that was defined earlier. This field
it must be defined precisely, as it cannot be modified once started
the process of loading information into the application.

In the second part of this section, we find Purchases:

• Purchase Transactions: In this option, the initial digits must be indicated.

the funds that will be used for the purchase of goods (consumables or assets) and l
for the hiring of services. For example, it should be placed in Goods 402, 404
if in the entity the items starting with those digits are used for the purchase of
the same and, Services403if the entity uses the items started with
those digits for the hiring of these.
• Start of Counters: The numbering in which they will start must be specified.
the counters for: Purchase Orders, Service Orders, and Requests for
Payment. By default, these documents will start at 00000000001. For example, if you
wants the Purchase Orders to start at number 00000000100 it must
put 99 in the corresponding box.
• Allow modification of items in Budget Allocation: By default
the application does not allow modifications to the budget items due to
where the articles or services are entered at the time of registration
Requirements for Administrative Procedures (Execution Request)
Budgetary) or Purchase Orders, if you want to allow this it should only be
indicate which document will be issued. This option is left to the discretion of each entity.

Section Data Management III:

In the first part of this section we find Expense:

• ONAPRE Code Assigned to the Company: In this field, it should indicate the
assigned number by the National Budget Office. This code is
used in the reports of the Budgetary Accounting module for expenses to
issue budget accountability reports in the formats of the Guidelines
issued by the ONAPRE.
• Opening Modality: It indicates the way the budget is opened
Entity spending, the modality can be Monthly or Quarterly.
• Initial Balances: The balances must be indicated for each case, only the
use of the application after the fiscal year of the entity.

In the next section we find SIGECOF data:

 • Organism Code: This field must indicate the number assigned by
the ONCOP for the Integrated Management and Control System of Finances
Public.

The following sections refer to the generation of withholding receipts.

of Municipal Tax, VAT and Income Tax

• Modules where they will be generated: The application can generate the receipts.
of tax retention (municipal, VAT, ISLR) in the Accounts modules
for Payable (CXP) or Cash and Banks. By default, they will be generated in the CXP module,
since it is here where the legal withholdings are applied at the time of receipt
invoices. It is the policy of each entity how the receipts are generated.
withholding tax.
• Initial value of the Counter: By default, they start at number 1, but if you have
previous withholding vouchers must indicate the number of the last one
printed receipt for the application to take it as a basis. The numbering
The VAT withholding certificates comply with the required parameters.
by the SENIAT, that is four digits of the year, two digits of the month and eight digits
for the consecutive.

Follow the Accounts Payable section:

• Allow Modify VAT in document reception: The application for

defect prevents modifying the VAT amount that I calculate in the Order of
Purchase, when an invoice is being received. If this option is checked, it could
modify the amount so that it matches what is stated in the invoice.
• Count Document Receipts: This option is checked if required
that accounting is affected by the receipt of the invoices, otherwise it
the budget commitment will cause and accounting will be affected when
generate the Payment Request.
• Consolidate Withholding Certificates: This option is checked so that the
consolidated system in a single Tax Withholding Receipt
(Municipal. VAT, ISLR) for all operations or invoices of a supplier in
the required period (Biweekly or Monthly).

Order Letter Section:

• Beneficiario:Se debe indicar el beneficiario del ente que generara las Cartas
Order of payment commitment to be used in the Accounts Module
Pay and Cash and Bank.
 Sección Datos de la Gestión IV:

In the first part of this section we find Bank:

• Expiration of the Check: The number of days in which it should be indicated.

The document will expire, this information will be printed on the check voucher.
automatically. If left blank, no information will be printed.
• Check Generation: It will be chosen how the numbers will be generated.
documents corresponding to the checks in the Cash and Bank module. If you
select Manual the number must be provided at the time of issuing the
check, if Automatic is selected, the checkbooks must be loaded in advance
of each account in the Bank option of the configuration module and thus these are
They will automatically include sequentially when issuing the checks.

Another part of this section is VAT Configuration:

• VAT management: It must be selected how VAT will be affected in the management of
The VAT can be affected in two ways: Budgetary, it requires that each
budget structure contains the budget item and availability for
It can be executed and the accounting department can use the centralized VAT entry.
affect it at the level of accounting entries as a single expense. This configuration
it is only established at the beginning of the management and cannot be modified during the
course of the fiscal year.

Finally, in this section we have Configuration of the ONAPRE instructions:

• Instruction: It should be indicated which instructions will be used to render accounts.

budgetary of the entity before the ONAPRE.

We indicate the other forms for informational purposes.

Sources: It is the internal way of identifying where the receipts come from.
Budgetary and accounting within the application. The coding is already established.
for the proper functioning of the application but these can be customized according to the
need of each entity.

Geographic Locations: These are forms for the registration of Countries, States,
Municipalities, Parishes, and Communities. The application has preloaded certain
general information but allows adding and modifying to adapt it to the
particular needs.

Control Número:En esta opción se pueden establecer números de control

customized for the documents handled by the system such as Procedures
Administrative, Purchase Orders and Services, Payment Requests. It also
they can assign specific control numbers per document to different users
of the system.
Unit
Tax: In this
option can be
establish the
nominal values
of the Units
Tax regulations established by the National Government to be used by the
application for calculations.

Consolidation: In this option, the Database is established if necessary.

Company that will consolidate the accounting of a multi-company scheme.

Currency: In this option, the monetary units that the company will use are defined.
to record your transactions. These monetary units must adhere to the
laws that regulate each entity.
Equity / Tax Accounting:

In this option, information about the chart of accounts to be used is configured for
keep the accounting of the entity. The chart of accounts must be carefully established.
customized, which will be required by the other modules of the application.

It also has nine (04) forms:

• Plan of Asset Accounts, Resource Catalog and

Expenses, Chart of Accounts and Budget Matching.

Balance Sheet Accounts Plan: this form defines all accounting accounts
heritage established by ONCOP to carry out the accounting of entities in the public sector.
It is worth noting that the database comes preloaded with the general and parent accounting chart of accounts that
It will serve as a template to create the specific accounting chart of accounts for each entity.

In this form, new accounts can be added or existing ones modified if necessary.
due to an update made by the ONCOP.
Catalog of Resources and Expenses: in this form all accounts are defined
budgetary guidelines established by ONAPRE for managing budgetary accounting of expenses
and income from entities of the public sector. It should be noted that the plan is preloaded in the database.
general budget accounts that will serve as a template to create the chart of accounts
budgetary, both for expenditure and income, specific to each entity.

In this form, new accounts can be added or existing ones can be modified if required.
due to an update made by ONAPRE.

Chart of Accounts: this form defines the personalized accounting chart of accounts for
The entity will be based on the single chart of accounts of ONCOP as a pattern.

It is worth noting that the number of digits in the accounting code is predefined by a format that
It is indicated that this format was specified in the company's definition form.

The process to create the specific accounting accounts consists of selecting the parent account.
by clicking on the magnifying glass next to the accounting code of the account to be defined. A will open
catalog of accounts of the unique accounting plan to select the one that will serve as a guide.

For example, if it is required to create an accounting account for a public bank, the choice will be made.
account 111010201 as parent account.

Then the required number of digits must be completed to meet the format.
established, and in turn, the name must be customized according to the need.

In this form, accounting accounts can be deleted, as long as they do not

they have movements within the application or are associated with other processes. The process is
It must be done from the specific accounts to the parent accounts, if required.

The names of the accounting accounts can also be modified, both the specific ones.
like those of higher education.
Budget Marriage: This option allows us to associate one or more accounts.
income or expense budgetary to an accounting account of the chart of accounts
customized for each entity. This is so that the application takes care of automatically
to make the budgetary and accounting entries in the corresponding accounts.

First, the budget account(s) are added in the left column and then
the accounting accounts of the chart of accounts defined in the previous option are located to be
associated with its respective budget account, this will depend or vary for each entity.

It should be taken into account that the form handles up to 50 simultaneous accounts, which indicates
If you want to associate more than 50 accounts, it must be done in groups, recording the first 50.
accounts and then others will be added until the total number is complete.

This process can also be carried out, and it is recommended, when setting up the
budget structure of the entity.
Income Budget:

In this option, the information about the revenue budget for the management of the Entity must be defined.

He has one (01) form:

• Chart of Accounts.

Chart of Accounts: This option allows us to declare the chart of accounts.

income budget that will be used in management and at the same time
associate it with an account in the chart of accounts
customized for each entity. This is to ensure that the application takes care of it automatically
to make the budgetary and accounting entries in the corresponding accounts.

First, the budget account(s) are added in the left column and then
the accounting accounts of the defined chart of accounts are located to be associated with their respective
budget account, this will depend or vary for each entity.

It should be noted that the form handles up to 50 simultaneous accounts, which indicates
If you want to associate more than 50 accounts, you must do it in groups, recording the first 50.
accounts and then others will be added until the total number is complete.

The budget income account plan will be based on the Resources catalog and
 Expenses of the ONAPRE, which could be observed in the option of Heritage Accounting.

Expense Budget:

In this option, information about the spending budget for the management of the Entity must be defined. It
they will define important aspects for the way budgetary allocations are made, as well as the
structures that will be managed at the budget level.

It also has eight (08) forms:

• Funding Source, Budget Structure,

Marriage Budget Structure - Source of
Financing, Chart of Accounts, Administrative Unit
Executing Unit, Budget Validations and Type of
Budget Modifications.

Funding Source: This form allows us to define the sources from which they originate.
the resources that will be distributed in the spending budget of the entity, with the possibility of more than one existing
source of funding.

Se debe indicar Código, Denominación y una breve explicación de la fuente de financiamiento.

Budget Structure: In this option, the budget structure of the entity will be defined.
conformity with your Operational Plan and the way to carry out Budgetary accounting. If in
In the company's configuration section, the Projects mode was selected.
define the Centralized Actions and Projects with their respective specific actions that are
they have planned up to the established level; on the contrary, if the chosen modality was
Budget by Programs must establish the corresponding levels.

El proceso de creación de la estructura se realiza desde el nivel superior a los niveles inferiores.

First, the Higher Level is defined and for this example, the modality of
Centralized Projects and/or Actions.
• Code: alphanumeric field of defined length in the configuration section
company.
• Denomination: defines the name that will identify the higher level.
• Intercompany: it will be checked if the higher level is available for multi-company.
• Account code: optional if the intercompany field is checked.
• Project / Centralized Action: it must be chosen in which category the Higher Level is.
to define.

After defining all or at least one higher level, one must choose which one is desired.
continue working to then proceed to define the lower levels within it, as
indicates:
One must click on
the link Go to Actions
specifics for
enter the following
form

Then the is defined

second level what
corresponds to the Project
y/o Centralized Action.

• Code: alphanumeric field of defined length in the configuration section

company.
• Name: defines the name that will identify the 2nd level.

There may be one or more specific Actions for each Project and/or Centralized Action, for which
which should be defined for each one using the same procedure.

Subsequently, when defining all or at least one specific action, it should be chosen on which to...
it is desired to continue working to then proceed to define the lower levels within it,
as indicated:

You should click on the

link Go to Others to enter
to the following form.
Then the third is defined
level that corresponds to the
specific action of a
Project y/o Action
Centralized.

• Code: numeric field of defined length in the configuration section of

company.
• Name: defines the name that will identify the 3rd level.
• Source of Financing: it is necessary to select which source of financing it is
associated with the structure that is being defined.

There can be one or more levels for each specific Action of each Project and/or Action.
Centralized, so each one must be defined with the same procedure.

To return to the higher levels of the budget structure, one can make use of the
linksGo to Specific ActionsGo to Project and/or Centralized Actions.

Marriage Budget Structure - Source of Financing: In this section ...

it will establish the association of each budget structure with its respective source of
financing. This option will be omitted if the structure is linked to a source of financing.
at the time of defining it.

It must be selected the

budgetary structure to
the one assigned to her
source of financing.
This selection can
to level up to level or in its
defect all levels
simultaneously.

Subsequently, you need to click on the link Add Detail Funding Source to
Open the catalog of the sources of funding defined earlier. It can be added.
one or more sources of financing for each budget structure.

Chart of Accounts: Section where the budget chart of accounts is created and modified
customized expense that will be used by each previously defined structure.

The selection must be made of the

budget structure to which
the allocations will be assigned
budgetary spending. This
selection can be made level to
level or failing that all the
simultaneous levels.

One time selected the

structure on which it is desired
to work, click on one of
the links:

Bleach: Clean the

budget accounts
of the form.

Add accounts: Open the catalog of the unique plan of budget expenditure accounts
proposals by ONAPRE to select those that will be incorporated into the structure
that is being worked on.

DeleteAll: Deletes all budget accounts displayed in the form.

the selected structure.

Add income accounts: Open the unique account plan catalog

budgetary income of ONAPRE to select those that will be incorporated into
the structure that is being worked on. This is always provided that it has been configured the
option to allow income accounts by structures in the settings section
of companies.

Once the budget accounts have been added, they must be associated with the
accounting account that corresponds to it within the entity's accounting chart of accounts, previously
defined. To do this, click on the magnifying glass in the accounting account column of
form, a process that will be repeated for each of the budget accounts; it is to be done
Note that multiple budget accounts can be associated with the same accounting account.

It should be noted that the form handles up to 50 simultaneous accounts, which indicates
That if more than 50 accounts are to be inserted, they must be done in groups, recording the first ones.
50 accounts and then others will be added until the total number is complete.

Administering Unit: In this option, the units that make up the entity will be defined.
The definition will be made based on the organizational chart of it.
It must be supplied
information about:

Code:
Identifier
internal of the
application, is
number
consecutive
auto generated.

Denomination: Name of the administrative unit to be defined.

Responsible: Person in charge or head of the administrative unit.

Central Unit: Check the option if it is the administrative unit that centralizes everything.
budget.

Executing Unit: The units responsible will be defined, modified, and eliminated.
execution of a budget and therefore will be associated with one or more structure(s)
budgetary. The executing unit must be associated with an administering unit.

It must be supplied
information about:

Code:
Identifier
inside of the
application it
number
consecutive car
generated.

Designation: Name of the executing unit to be defined.

Issue Requisition: It must be checked to ensure that the unit can request.
budget execution or require administrative procedures.

Administering Unit: The administering unit responsible must be selected.

Add Budget Structure: Clicking will open the catalog of the

budget structures, previously defined, to choose the one or ones that will be associated
to the executing unit.
Accounts Payable:

In this section, information about the accounts payable processes of the Entity must be defined.
they will define important aspects such as legal deductions, credits, and types of accounting documents and
budgetary aspects that the application will manage.

It has four (04) forms:

• Deductions, Other Credits, Documents and Classifier.

Deductions: All deductions or legal taxes will be defined, modified, and eliminated.
that the entity must apply, such as: municipal tax withholdings, VAT, income tax, etc.. These
deductions will be used in the Accounts Payable module when making the
document receptions.

It must be supplied
information about:

Code:
Identifier
internal of the
application, is
number
consecutive
auto generated.

Denominación:Nombre de la deducción o impuesto a definir.

%: Percentage that corresponds to the deduction and is applied to the amount.

Accounting Code: The accounting account defined in the chart of accounts must be selected.
accounting of the entity, to record the entries associated with the deduction.

Deductible: Amount that will be deducted at the time of its application, this if the concept...
merit.

Type of Deduction: One of the options corresponding to the type must be checked.
 deduction that is being defined.

ISLR Withholding: You must choose the code from the table provided by SENIAT.
which is pre-loaded, corresponding to the deduction being defined. This
apply for ISLR deductions, if another type of deductions is defined it should be
choose not to apply.

Formula: By clicking on the formula button, a wizard will open to build the
calculation process of the deduction.

The formula must consist of a

static variable, an operator and
a value, which are included
by clicking on the tilde that the
accompany.

Once the formula is built, it

You must click on the Return Formula link to go back to the previous form.

Type of Person: It will be indicated which type of persons (Legal or Natural) will apply.
deduction.

Other Credits: All credits or taxes by law will be defined, modified, and eliminated.
that the entity must cancel, such as VAT. These credits will be used in the modules of
Inventory and Configuration when defining goods and services.

If should supply
information about:

Code: Identifier
inside of the
application, is number
consecutive car
generated.

Denominación:Nombre del Crédito o impuesto a definir.

Percentage corresponding to the tax that is applied to the amount.

The form will vary the following field, depending on how it has been configured.
VAT modality in the Company configuration section.

If it is IV budgetary modality:
Budget: The expense budget account, defined in
the chart of accounts of each budget structure of the entity, to settle the
tax.
 If it is VAT accounting mode:
Accounting Code: The accounting account defined in the plan must be selected.
accounting accounts of the entity, to record the entries associated with the tax.

Purchase Book: The option is checked to record the tax entries in the book.
of purchase.

Formula: By clicking the formula button, a wizard will open to build the
tax calculation process.

The formula must consist of a

static variable, an operator and
a value, which are included
by clicking on the tick that the
accompanies.

Once the formula is built, it

You must click on the Return Formula link to go back to the previous form.

Documents: The types of documents to be managed will be defined, modified, and deleted.
at the level of accounts payable, and how these will affect the budget and the accounting of the entity.
These documents are personalized and adjustable to the needs of each entity.

If must supply
information about:

Code:
Identifier
internal of the
application es
number
consecutive auto-generated.

Denominación:Nombre del Documento para control e insumo interno de la aplicación.

Budget-wise: It should indicate how the payment order operation will affect the
budget. It can be selected that the document is for: Cause, Commits and
Cause, None or without Impact.

Accounting-wise: It should indicate how the payment order operation will affect the
Accounting. It can be selected that the document is: Credit or without Affectation.

Document Type: It will only be checked to identify the documents that are defined.
 as an advance payment.

Budget Execution Request:

In this section, you must define the information about the document that will initiate the process.
administrative within the application. Aspects such as how to affect the budget will be defined
the concepts for its execution. This document can be referred to as a Request for
Budget Execution, Administrative Procedure or Request for Goods/Services, that will depend on
each entity.

It also has two (02) forms:

• Type and Concept.

Type: The types of Procedures that will be managed will be defined, modified, and eliminated.
application for the execution of the budget, and how these will affect the budget of the entity.
These documents are personalized and adjustable to the needs of each entity.

It must be supplied
information about:

Code:
Identifier
inside of the
application, it is
number
consecutive
auto generated.

Name: Name of the Document for control and internal input of the application.
Examples: Purchases (Asset/Consumable goods), Services, Transfers, Works, etc.

Budget Impact: It should be indicated how it will affect the request operation
through the budget. It can be selected that the document is: Precommitment,
Commitment or without Impact.

Type: It will be marked to identify the documents that are defined as procedures.
Goods (assets/consumables), Services, Others (works, transfers, etc.) or Aids
 Personal Economics.

Concept: The concepts for Procedures that are not in will be defined, modified, and eliminated.
the category of Goods or Services that directly commit the entity's budget.
These concepts are personalized and adjustable to the needs of each entity.

Information must be provided

about:

Code: Internal identifier

from the application, it is number
consecutive auto generated.

Denomination: Name of the

Concept that will be included
in the processing or requisition.

Price: It must be indicated a

reference price for the
concept. This price may
to be modified at the moment
to process the procedure.

Account: The budgetary expense account will be associated with which the application will charge.
the movements for the concept.

Observation: Any relevant comment regarding the concept to be defined will be indicated.

Add Charges: The charge or charges (taxes) that affect the concept will be associated.
will be automatically included at the time of carrying out the procedure. These charges or
taxes were previously defined in the Accounts Payable - Other section
Credits.

Purchase Orders:

In this section, the information about the parameters to be used in the Order module must be defined.
Purchase and Request for Budget Execution. Aspects such as the services to be contracted will be defined.
purchase or contracting clauses.

It also has four (04) forms:

• Type of Services, Services, Clauses and Modalities of

Clauses.
Type of Services: The families of Services that can be defined, modified, and eliminated will be established.
hire the entity. These families or types are customized and adjustable to the needs of each.
and it already comes preloaded with some classifications.

Information must be provided

about:

Code: Identifier
internal of the application,
it's a consecutive number
auto generated.

Denominación:Nombre del Tipo de Servicio.

Milco Catalog: It must be indicated to which family of the MILCO catalog it belongs.
manage this categorization (optional).

Services: The Services that the entity may contract will be defined, modified, and eliminated.
will be included in the details of the procedures.

It must be provided
information about:

Code:
Identifier
inside of the
application it
number
car consecutive
generated.

Type: It must
associate with a
Type of Service.

Denominación:Nombre del Servicio.

Price: A reference price for the service must be indicated. This price can be
modified at the time of processing the procedure or at the time of placing the order
service for your hiring.

Account: The budget expenditure account for which the application will charge will be associated.
 the movements for the service.

Add Charges: The charge or charges (taxes) that affect the service will be associated.
will be automatically included at the time of processing the procedure. These charges or
taxes were previously defined in the Accounts Payable section - Others
Credits.

Bank:

In this section, information about the parameters to be used in the Cash module should be defined.
Bank. Aspects such as banks and accounts of the entity, checkbooks, and placements will be defined.

It also has eight (08) forms:

• Banco, Tipo de Cuenta, Cuenta Banco, Chequera, Tipo de

Placement, Placement, Concept of Movements and Agencies.

Bank: Financial Entities with which it has will be defined, modified, and eliminated.
relationship the being.

It must be provided
information about:

Code:
Identifier
inside of the
application, it is
number
consecutive
auto generated.

Nombre:Identificación de la entidad financiera.

Address: Tax Address of the Bank.

Manager: The name of the manager of the financial entity must be indicated.
 Phone:

Contact Mobile: Cell phone number.

email: email inbox.

Sudeban Code: Sudeban control number.

National Treasury: If the defined entity belongs to the National Treasury of the
Republic.

Account Type: The types of bank accounts will be defined, modified, and eliminated.
the entity will be able to handle.

If must supply
information about:

Code:
Identifier
internal of the
application is
number
auto-generated consecutive.

Denomination: Identification of the type of bank account.

Bank Account: The bank accounts that you have will be defined, modified, and deleted.
require the entity.

Information must be provided

about:

Code: Identifier of
the account, is numeric and
can be supplied by
the user. Commonly
the code of the
cuenta.

Denomination:
Account identification
banking.

Cta. Extended:
20-digit identifier
from the bank account.
 Tipo Cuenta:Se seleccionara el tipo de cuenta bancaria que se esta definiendo.

Bank: The Financial Institution to which the bank account belongs will be selected.

Account Number: The accounting account from the entity's chart of accounts will be assigned, created.
specifically to record the entries associated with the bank account.

Fecha de Apertura:Fecha legal de apertura de la cuenta bancaria.

Closing Date: Legal closing date of the bank account. If it is being defined then
leave by default.

Activate: check to open and allow transactions in the bank account

Checkbooks: The checkbooks associated with the accounts will be defined, modified, and eliminated.
banking that it possesses. This option will only be filled if it was configured in the Company section that
the issuance of checks should be automatic.

Agencies: The locations of financial entities will be defined, modified, and eliminated.
defined previously. At least one must be defined for each entity.

Information must be provided about:

Code: Internal identifier of the
application, is consecutive number car
generated.
Denomination: Identification of the
Bank agency.
Bank: Select the bank to which
the agency will be associated.
 ASSET ACCOUNTING MODULE

Manages data registration and provides information about financial management of the
organization. Operations can be recorded directly and through auxiliary modules.
In this last case, the accounting unit focuses its activities on reviewing, checking, verifying and
examine all movements and records.

Generated Reports

Standards
• Balance sheet
• Trial balance
• Income Statement
• more analytical

Compared
• General Balance Form 0718
• Income statements Form 0406
• Origin and application of funds Form 0719
• Investments Form 0714

Listings
• Receipt
• Format 1
• Format 2
• Chart of accounts
• Unique chart of accounts
• Movement of the month

Within the file structure of the system, this module has its source files in the following
carpeta: /var/www/sigesp/scg

This Module contains four (04) processes as observed below:

• Receipt Accountant
End of Year Settlement Receipt,
Report Scheduling y
OAF Reports Programming

We will focus on the first two.

processes that are the most useful for
entities of the public sector.
Accounting Receipt:

This process allows for the creation, modification, and deletion of receipts and accounting entries that
They are directly made to the accounting books of the entity. It allows viewing vouchers.
accounts created by the auxiliary modules of the system.

Form Fields:

Origin:
Internal identifier of the
application that indicates
where was created the
receipt.

Date: It must be indicated the

date that is desired
assign to the movement
accountable.

Receipt:
Identifier del
document field
alphanumeric can be
supplied by the
user. If the application is not modified, it will automatically generate a consecutive code based on the last one.
registered.

Description: Reference or Concept of the accounting voucher.

Type: Headline (Supplier or Beneficiary) in the name of whom the receipt will be. By default
None.

In the Accounting Details section, the accounting accounts, amounts, and operation will be assigned.
will be part of the receipt:

Accounting Code: The account from the entity's accounting plan is selected, which will be the subject of the
operation. It is necessary to operate account by account until completing the required ones to close the
receipt.

Operación:Se selecciona como sera afectada la cuenta, por el debe o por el haber.

Monto:Cantidad que afectara a la cuenta.

Accounts will be added or removed in ascending order through the links Add Detail /
Delete Detail. It must be verified that the Difference between the columns of DEBE and the
Enter zero (0) to be able to save the receipt.
Closing Exercise Receipt:

This process allows for the creation of the accounting closing certificate for the fiscal year, which is
it will be executed once it has been agreed with the administrative department.

In order for this process to be executed, the Budget Closure of must be carried out beforehand.
Exercise in the Budgetary Accounting Module of Expenditure.

Its execution disables the performance of subsequent transactions in the entity's accounting.

To execute it, you just need to click.

in the process button as indicated by the
figure.

The entry will be generated automatically and

it can be printed in the option
of reports.
 BUDGET ACCOUNTING EXPENDITURE MODULE

Manage tasks and provide information on the financial physical execution of the budget.
Operations can be recorded directly or through auxiliary modules.

Reports Generated by the System

Standard
• Accumulated by accounts
• Accumulated by accounts
• Analytical Mayor
• Opening list
• Approved budget modifications
• Unapproved budget modifications
• Receipt
• Budget availability
• List of budget accounts
Others
• Monthly budget distribution
• Executing units
• Execution of commitment
• Caused commitment
• Partially caused commitment
• Commitment caused unpaid
• Operation by specification
• Executed by party
Compared
• Instruction 04
• Cash Budget Form 0402
• Financial execution of centralized projects/actions of the entity Form 0405
• Quarterly financial execution of the expenditure budget Form 0407

Instruction 05
• Monthly financial execution of the expenditure budget Form 0503
• Standard
• Accumulated
• Financial Execution of the projects of the entity Form 0514
• Financial Execution of the projects of the entity Form 0516
• Financial Execution of the centralized actions of the entity Form 0517
• Financial Execution of specific actions Form 0518
Instruction 07
• Summary of the expenditure budget by item Form 0704
• Summary of the budget at the project level and centralized actions Form 0705
• Financial Execution of the expenditure budget Form 0707
• Cash budget Form 0717

Within the system file structure, this module has its source files in the following
carpeta: /var/www/sigesp/spg
This Module contains eight (08) processes as shown below:

• Opening, Receipts, Modifications

Budgetary, Transfers
Intercompany, Reversal/Close of
Budget, Delete Receipts,
Report Scheduling and Modification of
Scheduled Budget

We will focus on the Opening processes,

Receipts, Modifications and Closing of Budget.

Opening:

This process allows the entry of amounts into the budget expenditure items for each
structure. The opening modality depends on what is configured in the Company section,
being able to be Monthly or Quarterly.

Form Fields:

Project year old Actions

Centralized: Select the 1st
level of the structure
budgetary.

Specific Actions: Select

the 2nd level of the structure
budgetary.

Others: Select the 3rd level of the

budgetary structures.

Date: It is the one indicated at the time of configuring the company as the start date of the period.

Distribution: Method for making the distribution or scheduling of the amount assigned to each item.
If Automatic is selected, the amount allocated to each item will be divided by 12 months. If
manual selection, the amount must be assigned for each month.

Once the budget structure is selected, in the OPENING section, the will be displayed
budget items defined in the chart of accounts and the amount will be entered
corresponding to each item in the Allocation column.

Financial Execution Receipt:

This process allows the creation, modification, and deletion of receipts or entries that affect
directly the financial physical execution of the entity's budget.

Form Fields:

Origin:
Internal identifier
from the application that
indicate where it was
created the
receipt.

Date: It should be
indicate the date that
it is desired to assign to the
movement
budgetary.

Receipt:
Identifier out
document, field
alphanumeric can be supplied by the user. If not modified, the application will auto-generate a
consecutive code based on the last one registered.

Fund Accounting: It is marked to identify budgetary operations of this type.

Description: Reference or Concept of the budgetary receipt.

Tipo:Titular (Proveedor o Beneficiario) a nombre de quien estará el comprobante. Por defecto

None.

Funding Source: The funding source for the resources that will be selected.
involved in the budget voucher.

In the Budget Detail Addition section, the expense accounts, amounts, and operations will be assigned.
that will be part of the receipt:

Project and/or Centralized Actions: Select the 1st level of the budget structure.

Specific Actions: Select the 2nd level of the budgetary structure.

Others: Select the 3rd level of the budget structure.

Account: The account is selected from the budget account plan for the structure.
selected, which will be the subject of the operation. It is necessary to operate account by account until
 complete the required fields to close the receipt.

Operation: It is selected how the account will be affected at the budgetary level, it can be: Pre-
Compromiso, Compromiso Simple, Compromiso Gasto Causado, Gasto Causado, Gasto
Paid Cause, Payment, Commitment Cause Paid.

Monto:Cantidad que afectara a la cuenta.

Budget Modifications:

This process allows for the execution of variations in the entity's budget through the creation,
modification and elimination of the following subprocesses:

• Rectifications, Insubsistences,
Transfers and Additional Credits.

Corrections: Increases of credits are created, modified, and deleted.

budgetary allocations agreed upon for the projects and/or centralized actions of the entity for expenses
unforeseen needs or those that prove insufficient. The source of financing is the item
Corrections to the Budget

Form Fields:

Origin:
Internal identifier of
the application that indicates
where was it created
receipt.

Date: It must be indicated

date that is desired
assign to the movement
budgetary.

Modification Number: Document identifier, alphanumeric field can be

supplied by the user. If the application is not modified, it will automatically generate a consecutive code.
based on the last recorded.

Concept of the Modification: Reference or Concept of the budgetary voucher.

Source of Financing: The source of financing of the resources is selected.

they will be involved in the budget voucher.
Administering Unit: The Administering Unit that will be affected is selected.
budget rectification.

In the Add to Budget Rectification Accounts section, the accounts that

they are the source of the resources, amounts, and operation that will be part of the receipt:

Centralized Project and/or Actions:

Select the 1st level of the structure
budgetary.

Specific Actions: Select the 2nd level

of the budgetary structure.

Others: Select the 3rd level of the structure

budgetary.

Account: The account is selected from the plan of

budget account for the structure
selected, which will be the subject of the operation. It should operate account by account until
complete the required fields to close the receipt.

Operation: By default, it is a decrease in budgetary resources.

Amount: Amount that will affect the account.

In the Add to Other Accounts section, the accounts that will receive the resources will be assigned.
amounts and operations that will be part of the receipt:

Project years old

Actions
Centralized: Select the
1st level of the structure
budgetary.

Actions You specify:

Select the 2nd level of the
budgetary structures.

Others: Select the 3rd level

of the structure
budgetary.

Account: The selected one

account, from the chart of accounts
budgetary for the selected structure, which will be the subject of the operation. It should proceed
operating from account to account until the required ones to close the voucher are completed.

Operation: By default, it is an increase in budgetary resources.

 Amount: The quantity that will affect the account.

Inconsistencies: Certificates of modification are created, modified, and deleted.

budgetary through which the uncommitted credits are canceled, totally or partially,
agreed on the projects and/or centralized actions of the entity, constitutes one of the
modifications caused by cuts to budget expenditure credits.

Fields del
Form:

Origin:
Internal identifier
from the application that
indicate where it was
created the
receipt.

Date: It must
indicate the date you wish to assign to the budget movement.

Modification Number: Document identifier, alphanumeric field can be

supplied by the user. If not modified, the application will auto-generate a consecutive code.
based on the last recorded.

Concept of the Modification: Reference or Concept of the budgetary voucher.

Source of Financing: The source of financing of the resources is selected that

they will be involved in the budget voucher.

Administrative Unit: The Administrative Unit that will be affected is selected.

budget modification.

In the Add Expense Detail section, the accounts that are objects of deduction will be assigned to
the credits, amounts, and operation that will be part of the receipt:

Project and/or Centralized Actions:

Select the 1st level of the structure
budgetary.

Specific Actions: Select the 2nd

level of the budgetary structure.

Others: Select the 3rd level of the

budgetary structures.

Account: The account is selected from the plan.

budget account for the structure
selected, which will be the subject of the
operation. One must go operating account to
count until you reach the required amount to close the receipt.
 Operation: By default, it is a decrease in budgetary resources.

Amount: The quantity that will affect the account.

Transfers: Budget modification vouchers are created, modified, and deleted

through which budget credits are reassigned among generic items,
specific and sub-specific of the same project and/or centralized action of the entity, that do not
they affect the total of the expenses planned in the spending budget.

Fields delete
Formulario:

Origin:
Internal identifier of
the application that indicates
where it was created the
receipt.

Date: It must be indicated

the desired date
assign to the movement
budgetary.

Modification Number: Document identifier, alphanumeric field can be

supplied by the user. If the application is not modified, it will automatically generate a consecutive code.
based on the last registered.

Concept of Modification: Reference or Concept of the budgetary voucher.

Source of Funding: The source of funding for the resources is selected that
they will be involved in the budget report.

Administering Unit: The Administering Unit to which the transfer will affect is selected.
budgetary.

In the Transferring Items section, the budget accounts that are the source of the
resources, amounts, and operation that will be part of the receipt:
 Centralized Project and/or Actions:
Select the 1st level of the structure
budgetary.

Specific Actions: Select the 2nd level

of the budgetary structure.

Others: Select the 3rd level of the structure

budgetary.

Account: The account is selected from the plan of

budget account for the structure
selected, which will be the subject of the operation.
One must operate account by account until
complete the required to close the
receipt.

Operation: By default, it is a decrease in budgetary resources.

Amount: The quantity that will affect the account.

In the Receivable Items section, the accounts that will receive the resources, amounts and
operation that will be part of the receipt:

Centralized Project and/or Actions:

Select the 1st level of the structure
budgetary.

Specific Actions: Select the 2nd

level of budgetary structure.

Others: Select the 3rd level of the

budgetary structures.

Account: The account of the plan is selected.

budget account for the structure
selected, which will be the subject of the
operation. One must go operating account to
count until the required ones are completed for
close the receipt.

Operation: By default, it is AU for budget resource increase.

Monto:Cantidad que afectara a la cuenta.

It should be taken into account that the transfer process can be structured in various ways.
between the Grantor and Receiving Parties, these can be: One to one, One to several, From
various to one or, failing that, various to various. The most important thing that must be anticipated is that the
the total amount of the Assignor entries must be equal to the amount of the Receiver entries.
Credit/Additional Income: Modification receipts are created, modified, and deleted.
budgetary through which increments to budgetary credits are made that are
they agree on the projects and/or centralized action of the entity.

Fields of
Form:

Origin:
Internal identifier of
the application that indicates
where was it created
receipt.

Date: It must be indicated

the date that is desired
assign to the movement
budgetary.

Modification Number: Document identifier, alphanumeric field can be

provided by the user. If the application is not modified, it will automatically generate a consecutive code.
based on the last recorded.

Concept of the Modification: Reference or Concept of the budgetary voucher.

Source of Funding: The source of funding for the resources is selected.

They will be involved in the budget voucher.

Administrative Unit: The Administrative Unit that will be affected by the credit is selected.
additional income.

In the Add Expense Detail section, the budget accounts that will receive will be assigned.
the resources, amounts and operation that will be part of the voucher:

Project and/or Centralized Actions:

Select the 1st level of the structure
budgetary.

Specific Actions: Select the 2nd

level of the budgetary structure.

Others: Select the 3rd level of the

budgetary structures.

Account: The account is selected from the plan

budget account for the structure
selected, which will be the subject of the
operation. One must operate account to
count until you complete the required for
close the receipt.
 Operation: By default, it is an increase in budgetary resources.

Monto:Cantidad que afectara a la cuenta.

In the Add Accounting Detail section, the accounting accounts will be assigned to record the
origin of the resources, amounts and operation that will form part of the receipt:

Account: The account is selected,

of the chart of accounts, which will be subject
from the operation. The account must be operated on
count until the required ones are completed for
close the receipt.

Operation: How the account will be affected by

theDEBIT by theCREDIT

Monto:Cantidad que afectara a la cuenta.

Reverse/Budget Expense Closure:

This process allows for the execution of the budget closure for the fiscal year, an operation that
it prevents subsequent movements from being executed.

It is executed by clicking the central button on the screen 'CLOSE EXPENSE BUDGET'

This process can be booked in the same option by clicking the central button on the screen.
REVERSE BUDGET EXPENDITURE CLOSURE
 AUXILIARY MODULES

APPLICATION MODULE OF
BUDGET EXECUTION

Registra los pre-compromisos referentes a la adquisición de bienes y servicios y asignaciones de obras

or services that require it due to the complexity of the cases. Likewise, it records the
commitments in those cases of acts with completed consideration or by the sending of transfers.
It integrates with the modules of purchases, works and contracts, payment processing, accounting
budgetary and financial.

The source files of this module, as well as its reports, are located at:/var/www/sigesp/sep

This Module contains eight (03) processes as seen below:

• Registration, Approval and Cancellation

Registro:

This process allows the creation, modification, and deletion of Requisitions, Procedures, or Requests.
for the purchase of goods, contracting of services and/or initiation of commitments for other concepts
(works, transfers, etc.) that different budget executing units are required to carry out within.
of the entity.

Form Fields:

Status: Identifier of
document status.
Being able to have the statuses
of Registration, Approved and
Processed.

Request: Code of
Document numbering,
it is a consecutive number and
auto generated by the
application.

Date: The date that you wish to assign to the document must be indicated.
Type: It is selected what type the requirement or procedure will be. This typology has been declared.
previously in the Configuration Module in its Budget Execution Request section.
Depending on the selected type, the form will change the fields to be registered.

When the type is Purchase, it can be indicated whether the purchase will be for: Materials and/or
Supplies or of an Asset.

Executing Unit: The executing unit is selected, including the budget structure.
what will generate the procedure.

Funding Source: The source of resources for the procedure is selected.

Destino:Se selecciona el titular (proveedor o beneficiario) con el cual se hará la tramitación.

This field will only be filled in cases where the procedures directly compromise the
budget, for example in transfers.

Concept: Field for a detailed description of the object of the request, procedure, or requisition.

En la sección Agregar Detalle, se pueden suceder tres casos dependiendo de lo seleccionado en

the fieldType, which can be Purchase, Service, or Concept, and the goods will be added.
services or concepts that are the subject of the procedure:

Given the case, we proceed to

click on the link to
access the catalog of Goods,
Services o Concepts,
previously defined is its
respective modules.

As an example, access was made to the

catalog of goods, in a
purchase process.

One can observe the list of

available goods, with the
peculiarity of being goods in
blue background and others on backgrounds
whites. The color blue us
indicates that they are goods,
services or concepts that
may be required by the
Unit Executor before
selected, since the budget items to which they will be charged are included.
in the corresponding budgetary structure. On the contrary, the goods cannot be processed,
services or concepts that are on a white background.
 By clicking on the accent mark, at the end of
each line, the will be inserted
goods, services or concepts in the
procedure form.

Once the goods or services have been selected,

or concepts, the quantity of each must be indicated
line.

As for the unit price of each item, the

the form will be updated with the price
approximately defined with the good, service
the concept, which can be modified by the
user. If the line is affected by any tax or charge, the form will perform the calculations automatically.
automatic.

Finally, the Application, Requisition or Procedure must be saved and printed in order to proceed with it.
management.

Approval:

This option allows for the approval to proceed with the management of the requisition document, request
or process, as well as the approval reverse to modify any document. Its execution
it can be carried out by the duly authorized personnel for that.

As an initial step, it should be

indicate which action is desired
Make Approve or Reverse
Approval
2. Then it starts with the
search, through some
filter, of the documents
available for approval
through the icon for
let the document grid be displayed.
3. Se tildará el o los documentos a aprobar o a reversar.
4. The action will be processed through the icon

Cancellation:

This option allows the cancellation of the requisition document, request or procedure, as well as
reverse of its annulment. Its execution can be carried out by duly authorized personnel to
Hello.
1. As an initial step, it should be indicated that
action is desired to Cancel or Reverse
Cancellation
2. Then the search begins,
through some filter, of the documents
available for cancel/reverse
through the icon so that it
unfold the document grid.
3. The document or documents to be canceled or reversed will be checked.
The action will be processed using the icon.
 APPLICATION MODULE OF
BUDGET EXECUTION

This module facilitates the processes for acquisitions. It includes options for analyzing quotes,
issuance of purchase or service orders, automatically checks the existence or non-existence of
budget availability, and generates the commitment record in budget accounting in
automatically, prints and issues the purchase or service order according to the requirements of the
institution.

Generated Reports

• Purchase order
• Request for quotations
• Quotation record
• Analysis of quotes

Location of source files of the module: /var/www/sigesp/soc

The procedure for purchasing goods or contracting services can be done through two ways. One to
through the analysis of quotes and the other directly from an Execution Request
Budgetary:

Request for Quotations Case

Request for Quotations:

This process allows the creation, modification, and deletion of quotation requests to
suppliers, based on a requisition or budget execution request.

Form Fields:
 Estatus:Identificador del estado
from the document. Having been able to
the Registration status and
Processed.

Number: Code of
Document numbering, is
a consecutive number and self
generated by the application.

Date: The date that you wish to assign to the document must be indicated.

Type: It is selected what type the requirement or procedure will be (Good or Service). When the
the category of goods can indicate whether the purchase will be of: Materials and/or Supplies or of a
Active.

Concepto:Campo para descripción detallada del objeto de la solicitud, tramite o requisición.

Associated Unit: Field that indicates the Executing Unit and the Budget Structure of
document.

Observation: Field to indicate any additional comments about the procedure.

Personal: Select the person, from the payroll list, who is originating the request for
quotation.

Teléfono:Indicar un numero de contacto de la persona que emite la solicitud de cotización.

Fax:Numero de fax de la institución.

Budget Execution Request: This link opens the requisitions catalog or

requests, with processed status, available to start the purchasing process or
hiring. When the request to be processed is selected, the data from it will be loaded in
the form.

In the Add Supplier section, one or more suppliers will be added to whom requests will be made.
quotation of the goods or services that are subject to the procedure:

The suppliers must

to be previously
defined in the module
Supplier Registration
and Contractors.

Once all the information is completed, the request for quotes is saved for
subsequently print it/them.

Quotation Register:
This process allows for the creation, modification, and deletion of provided quote records.
by the suppliers at the request of the entity, based on a request for quotation.

Form Fields:

Status: Identifier of the document's status. There may be statuses of Registration and
Processed.

Número:Código de Numeración del documento, es un numero consecutivo y auto generado

through the application.

Date: indicates the registration date

of the document.

Type: Select what type

it is the requirement or procedure
(Good or Service).

Supplier: Select the

supplier that is issuing the
quote or budget.

Observation: Field for

indicate some comment
additional information about the procedure.

Payment Method: Field for

indicate the payment method
proposal by the supplier.

Delivery Time: The time of

delivery of the good or service stipulated by the supplier.

In the Add Quotation Request section, the quotation request that was added will be
sent to the supplier and that originated the quote that is being registered.

When selecting the Quotation Request, the details of associated goods or services will be loaded.
to her in order to proceed to modify the prices with the actual amounts provided by the
provider in its quotation or budget.

Once all the information is completed, the quote is saved.

Quote Analysis:

This process allows for the creation, modification, and deletion of quotation analyses to proceed.
to select the supplier to whom the purchase of goods or service contract will be awarded, based on
in a quotation request.
 Form Fields:

Estatus:Identificador del estado

from the document. Being able to have
the Registration statuses and
Processed.

Analysis No: Code of

Document numbering is
a consecutive and self number
generated by the application.

Date: indicates the registration date of the document.

Observation: Field to indicate any additional comments about the procedure.

In the Add Quote section, the quotes sent by suppliers will be added.
they wish to be analyzed and associated with a specific quotation request.

When selecting the Quote, the details of associated goods or services will be loaded for
proceed to assign the lines to the providers. If there are two or more lines and they are assigned to
different suppliers will automatically generate as many purchase or service orders as
suppliers have been selected.

Once all the information is complete, the analysis of quotations is saved for
subsequently print it.

Approval of Quotation Analyst:

This option allows the approval to proceed with the management of the analysis of quotes, as well as
also the reverse of approval to modify any document. Its execution can be carried out
by the duly authorized personnel for this purpose.

1. As an initial step, it should be indicated

what action is desired to be taken Approve or
Reverse Approval
2. Then the search begins,
through some filter, of the
documents available for approval
mediante el icono so that it
display the document grid.
3. The document or documents will be marked to
approve or reverse.
4. The action will be processed using the icon
Purchase Order Generation:

This option allows for the creation of purchase or service orders that are assigned through the
analysis of quotes. Its execution can be carried out by duly authorized personnel to
Hello.
1. Then the search begins, through
some filter, of the available documents
to approve through the icon for
let the document grid be displayed.
The document or documents to be generated will be checked.
3. The action will be processed through the icon

Direct Case to Purchase Order

Purchase Order Registration:

This process allows the creation, modification, and deletion of Purchase or Service Orders.
suppliers, based on a requisition or budget execution request.

Form Fields:

Estatus:Identificador
delete state del
document. Being able to
check the statuses of
Register, Issued,
Issued (Approved)
Committed
(Processed) and Canceled.

Date: It must be indicated

the date that is desired
assign to the document.

Type: Selected from

What type will the Order be?
Good o Service).
When the typology is
it can be indicated well
if the purchase will be:
Materials and/or Supplies or an Asset.

Order Number: Document numbering code, it is a consecutive and automatic number.

generated by the application. This identifier is independent for Purchase Orders or
Services.

Supplier: Select from the supplier catalog, the one to which the Purchase Order will be assigned.
or Service.
 Budget Execution Request: This link opens the catalog of requisitions or
requests, with processed status, available to start the purchase process or
hiring. When the request to be processed is selected, its data will be loaded in
the form.

Concept: Field for detailed description of the object of the request, procedure, or requisition.

Associated Unit: Field that indicates the Executing Unit and the Budgetary Structure of
document.

Observación:Campo para indicar algún comentario adicional sobre el tramite.

The Delivery Conditions section must include important information for the Orders.
Purchase or Service as the Office and Dependency where the delivery of the good is required
service, as well as the time period for it and whether it will be subject to insurance coverage.

Other data is the Geographic Location of the Institution.

When selecting the Budget Execution Request (Requisition), the details will be loaded
goods or services associated with it in order to proceed to modify the prices with the actual amounts
supplied by the provider in their quotation or budget.

Once all the information is complete, the Purchase or Service Order is then saved for
subsequently print it.

Purchase Order Approval:

This option allows for the approval to proceed with the purchasing process of goods or contracting.
services, as well as the approval reverse to modify any document. Its execution
It can be carried out by personnel duly authorized for this.

As a first step, it should be

indicate what action is
do you want to approve or
Reverse Approval
2. Then it starts with the
search, through some
filter, of the documents
available to approve
through the icon
for it to be deployed
document grid.
3. The document(s) to be approved or reversed will be checked.
The action will be processed using the icon

Cancellation:
This option allows the cancellation of Purchase or Service Orders. Its execution can be
performed by the duly authorized personnel for this purpose.

As an initial step, it is sought, through

some filter, of the available documents
to cancel via the icon for what
the document grid is displayed.
2. The document(s) to be annulled will be checked.
3. The action will be processed through the icon.
 ACCOUNTS PAYABLE MODULE

This subsystem includes all records of validly incurred obligations, thus

such as the preparation of the payment request and the recording of accounting and budget entries
corresponding. This module generates the document record in the accounts payable module and
check for existing prior commitment.

Generated Reports
Listings
• Deductions
• Other credits
• Documents
Document receptions
Accounts payable
Requests
• Formato 1
• Format 2
Withholdings
• I.S.L.R
• General
• Specific
• VAT
• Informative statement
• Municipal
• Invoice list
• Consecutive relationship of requests
• CXP summarized
• Relationship of balances by request
• Relationship of debit/credit notes
• AR-C
Purchase book
• General
• Summarized

The source files of the module are located in:/var/www/sigesp/cxp

This Module contains two (02) main Actions, each divided into three (03) processes.
as observed below:

• Reception de Documents:
Record, Approval y
Cancellation.

• Payment Requests: Registration,

Approval and Cancellation without
Affectation.
 Document Reception

Record:

This process allows for the creation, modification, and deletion of document receipts (Invoices,
Per diems, payrolls, transfers that originate from commitments with suppliers or
beneficiaries, based on a budget execution request, purchase/service orders,
request for travel expenses or payroll processing.

Form Fields:

Estatus:Identificador
del state del
document. Being able
check the status of
Registration, Issued,
Accounted y
Cancelled.

Registration Date: It
you must indicate the date
that is desired to be assigned to the
document.

Document Type:
It is selected from that
type will be document
budgetary y
accounts payable. This typology was defined in the module of
configuration in the Accounts Payable section.

Depending on what is selected in this field, the form will change its appearance to
adapt to the selected operation. The typeDocumento Causa is commonly used.

Provider/Beneficiary: Select from the catalog of providers or beneficiaries who will be the
holder of the payment document.

Document Number: Identifier of the legal document in case it is an Invoice. In case

This internal document allows alphanumeric characters.

Control Number: Control of the legal document in case it is an Invoice. In case it is

Internal control document allows alphanumeric characters.

Issue Date: The issue date of the document or invoice must be indicated.

Expiration Date: The date on which the document expires must be indicated.

Concept: Field for detailed description of the object of the application, procedure or request.
 Executing Unit: Field that indicates the Executing Unit and the Budgetary Structure of
document.
In the Add section
Commitments will be deployed
the payment commitments to
provider or beneficiary, before
selected, generated by
Purchase/Service Orders or
Requests of Execution
Processed budgets.

Al select the
commitments for Request of
Budget Execution
(Requisition) or Order of
Purchase/Service will be charged
the details of goods, services, or concepts associated with it in order to proceed to verify the
amounts and apply the legal deductions if applicable.

Once the necessary deductions have been applied and the information has been completed, you must click on the
Close Button Entry, so that the application builds the accounting entry that will be generated
moment to process the document.

Once all the information is completed, the Document Receipt is saved for
subsequently print it.

Approval:

This option allows for the approval of the document, as well as the reversal of approval for
modify any document. Its execution can be carried out by properly authorized personnel
for that.

As an initial step, it should be indicated

What action is desired? Approve
Reverse Approval
2. Then the search begins,
through some filter, of the
documents available for
approve through the icon for
let the grid be displayed
documents.
3. The document(s) to be approved or reversed will be checked.
The action will be processed using the icon

Cancellation:

This option allows the cancellation of the Document Receipt. Its execution can be carried out by
the personnel duly authorized for it.

As an initial step, it is sought, through

some filter, of the available documents
to cancel via the icon for what
the document grid is displayed.
2. The document or documents to be annulled will be checked.
3. The action will be processed using the icon

Payment Requests

Record:

This process allows for the creation, modification, and deletion of Payment Orders that are
coming from commitments with suppliers or beneficiaries, based on Document Receipts
(Invoices, Travel Expenses, Payrolls, Transfers)

Form Fields:

Status: Identifier of
document status.
Being able to news the
status of Registration
Issued, Accounted and
Cancelled.

Issue Date: Se
must indicate the date that
it is desired to assign to
document.

Number Request:
Identifier of the
Request of Payment.
Consecutive car number
generated for the
application.

Provider/Beneficiary: Select from the supplier or beneficiary catalog who will be the
holder of the payment order.

In the Add Reception Details section, the Invoices or Documents will be displayed.
Payment commitments to the supplier or beneficiary, previously selected.
 When selecting Invoice or Document, the details of goods, services, or concepts will be loaded.
associated with her to proceed.

One or more document receptions can be added for the same provider.

Once all the information is completed, the Payment Order is saved for later.
print it.

Approval:

This option allows for the approval of the payment order to proceed, as well as the reversal of
approval to modify it. Its execution can be carried out by duly authorized personnel
for that.

As a first step, it should be stated that

action is desired to approve or
Reverse Approval
2. Then the search begins,
through a filter, of the documents
available to be approved through the
icon so that it is deployed
document grid.
3. The document(s) to be approved or reversed will be checked.
4. The action will be processed using the icon

Cancellation:

This option allows for the cancellation of the payment order, as well as the reversal of its cancellation. Its
execution can be carried out by personnel duly authorized for it.

As an initial step, it should be indicated that

action you want to take: Cancel or Reverse
Cancellation
2. Then the search begins,
through some filter, of the documents
available to annul/reverse by means of
the icon for it to be deployed
document grid.
3. The document(s) to be annulled or reversed will be checked.
4. The action will be processed through the icon
 CASH AND BANK MODULE

Manage all transactions and movements made in the different bank accounts and
provides general and detailed information about them. Additionally, it allows for the registration of payments in the
payment order modules, budget accounting, and general accounting. Similarly
records transactions such as: credit note, debit note, deposits, withdrawals, placements and
bank reconciliations.

Generated Reports

Standard
• Financial availability
List of documents
• Documents
• Reconciled
• Documents in transit
List of direct payment orders
Payment
Accounting record
Bank reconciliation
Account statement
• Format 1
• Summarized
Others
• Budget movement by bank
• List of checkbooks
• Selective relationship of checks
• Selective document relation (does not include checks)
• Checks in custody
• Bank book
• Municipal withholding receipt

Source files located at:/var/www/sigesp/scb

This Module contains ten (10) processes, as observed below:

• Bank Movement, Cancellations, Reconciliation

Banking, Placements, VAT Withholdings, Withholdings
Municipales,Transferencias Bancarias, Entrega de Cheques,
Reverse of Check Delivery and Canceled Eliminations
Amount 0.

Although all processes are functional and important, we

we will focus on those that are highlighted as vital in the
payment issuance and management of an institution.

Bank Movement:

This process will allow registering, modifying, and deleting the movements executed by the entity in accounts.
from the bank, such as: Deposits, Debit and Credit Notes. It can be used to manage petty cash.
from the institution giving it the same treatment as a financial entity.

Form Fields:

Operation: Selection combo to indicate the type of operation (Deposit, Debit Note,
Credit, Withdrawal or Check.

Payment Order Number Ministry: Optional field to indicate the source document of the
resources if they are transfers from the overseeing entity.

Fund Type: Optional field to indicate the type of fund if they are transfers from an entity
assignment.

Impact: Indicates what type of impact the financial resources will have and will depend on the type.
of selected operation.

Type Concept: Optional field to select a predefined type of concept, in the

configuration module - bank section, for banking movement.

Bank: Field to select the financial institution.

Account: The bank account that is the subject of the transaction must be selected.

Date: The date to be assigned to the movement must be indicated.

Available: Balance of the selected bank account.

Account: Accounting account where movements associated with the bank account are recorded.

Document: Bank Transaction Identifier.

Order Letter Number: It is used to identify the payment order letter document for suppliers.
through the use of bank transfers. (optional)

Concept: Field to provide information about the reason for the bank transaction.

Destination Type (Supplier/Beneficiary): Select from the supplier catalog or

beneficiarios, quien sera el titular del movimiento bancario.

Monto:Indicar la cantidad del movimiento.

MOR: Amount subject to withholding.

Withholding Amount: Informational field that indicates the amount resulting from applying withholdings to
movement, if applicable.

Source of Funding: It is used to indicate the source of origin of the resources.

budgetary that are used in banking movement.

Interest: It is checked to identify that the amount of the bank transaction represents some interest.

Not Accountable: It is checked to indicate that the bank transaction will not affect the
accounting, only bank book.

Then it should be selected whether the bank transaction being created will include details.
budgetary of income or expense, accounting or withholding.

In the Budget Detail Addition section, a form will be displayed to select the
budget structure and the expenditure items that are required.
 This option applies to movements of
Debit Note.

In the Add Detail section of

Upon entry, a form will be displayed
for select the matches
income budgetary that are
require.

This option applies to movements of

Deposit and Credit Note.

In the Accounting Detail Add section, it

a form will be deployed to select the
accounting accounts, from the chart of accounts of the
institution, that are required.

This option applies to all movements.

Once all the information is completed, the banking transaction is saved for
subsequently print it.
Cancellations:

This process is further subdivided into:

• Payment Scheduling, Unscheduling

Payments, Check Issuance, Elimination of
Unrecorded Checks and Direct Payment.

Payment Scheduling

This option allows for scheduling the issuance of checks to adjust them to the cash flow or
financial of the institution.

Form Fields:

Provider/Beneficiary: Selection to indicate the type of payment holder.

Travel Type: Field that is activated in conjunction with the beneficiary option and only
will deploy the payments originated from travel expense requests.

Bank: The bank from which the payment should be made must be selected.

Account: Select the bank account through which the payment issuance will be scheduled.

When selecting Supplier or Beneficiary, pending payment requests will be displayed.

the grid to proceed to mark the payment order(s) to be scheduled through the field
Schedule Date and the link Process Programming. After processing dates of
the programming process must be saved.
Payment Unprogramming:

This option allows for the deprogramming of payment orders for the issuance of checks for the purpose of
make any required modification.

Form Fields:

Provider/Beneficiary: Selection to indicate the type of payment holder.

When selecting Provider or Beneficiary, the requests scheduled for payment will be displayed.
in the grid to proceed to check the payment orders to be unprogrammed, then it must be
save the process.

Issuance of Checks:

This option allows for the creation of the payment document based on payment requests.
Scheduled. A check can be created with one or more payment requests from the same holder.

Form Fields:

Provider/Beneficiary: Selection to indicate the type of check holder. Then you

You must locate the specific holder that has scheduled payment requests by issuance.
of checks.

When selecting Provider or Beneficiary, the scheduled requests will be displayed in the grid.
to proceed to mark the payment order(s) to be included in the check. Then it must be
save the process and a window will automatically open with the document for your
 printing.
Elimination of Unaccounted Checks:

This option allows you to delete checks that have not been processed in the integrative module.

Form Fields:

Provider/Beneficiary: Selection to indicate the type of check holder.

When selecting Provider or Beneficiary, you must click on the Load Checks link to
the checks are displayed on the grid and then proceed to check them, then you must press the
processing icon.

Bank Reconciliation:

This process will allow auditing or tracking of bank transactions for all accounts.
of the entity and ensure they correspond with the financial institutions' account statements.

Form Fields:

Mes/Año:Se debe seleccionar el mes a conciliar.

Bank: The financial entity to reconcile is selected.

Account: The bank account to be reconciled is selected.

Close Reconciliation: It must be checked when all movements have been reconciled.
bank statements of the month.

The account movements to be reconciled must be uploaded by clicking the Load link.
Movements, with this all deposits, checks, debit notes will be displayed in the grid.
credits that are recorded for the selected account.
Then it should be checked off as indicated with the bank statement issued by the entity.
financial, until the difference between balances according to the bank and the book is equal to zero (0) with which it
I would achieve reconciling the account. Changes made are being saved.

VAT Withholdings:

This process will allow the creation, modification, and deletion of VAT retention certificates for the
suppliers of the institution. When creating the receipts, the information will be provided for the
after the creation of the declaration file with the SENIAT. This procedure must be executed one
It has been verified that the checks for the payment of the retention commitments have been accounted for.

Form Fields:

Month: The month must be selected from

which one is desired to create the receipt of
retention.

Provider/Beneficiary: Selection
to indicate the type of check holder.

From/To: The holder for whom the receipt needs to be created is specifically selected.
of retention.

Then you must click on the Run link so that the retention certificate(s) is generated.
of VAT.
 PAYROLL MODULE

This module allows for the processing of: Calculation of Trust for Social Benefits,
Management of payroll history, Accounting for payroll and contributions, Allows movements
between payrolls, Calculation of loans and installments to be deducted once defined, Import and
data export, management of savings accounts, among other functions of vital importance for the
personnel management within an institution.

Generated Reports

Personal
• Staff list
• List of contracted personnel
• List of personnel with administrative units
• Generic Personnel List
• Personal file
• Birthday celebrants
• Relatives
• Holidays
• Certificate of employment
• Credentials
• Antiquity
Compared
Instructions 04
• Human Resources Form 0406
Instruction 05
• Human Resources Form 0506
Instruction 07
• Human resources classified by job type Form 0711
• Retired personal pension and survivor allowances Form 0712
Withholdings
• Retention relationship AR-C
• Withholding relationship I.S.L.R
Consolidated
• Concepts
• Employer contribution
• List to the bank
• Payment receipt
• Ticket path
Length of service benefit

Source files and reports located at: /var/www/sigesp/srhy/var/www/sigesp/sno

This is one of the most extensive and delicate modules of the application due to the information it handles.
process.

This Module, due to its peculiarity, has definitions or configurations that are carried out specifically.
inside it, of which we will focus on the essentials for its operation, such as
son
 Definitions
• Payroll: in weekly, biweekly, monthly, and annual periods
• Professions: all the professions of the staff
• Administrative Units
• Holidays, Permits and Social Benefits
• Methods for the operation of Cesta Ticek and Sodexho
allowing to also define the value
• Charges
• Loans

Definition of PAYROLLS:

In this option, the payrolls that will be handled in the system will be created, modified, and deleted.
The creation of the payroll includes the general configuration of important parameters for its execution.

The first part of the form consists of the following fields:

Code: Unique number provided by the user for internal identification of the
payroll

Denominación:Descripción para identificar la nomina.

Tipo de Periodo:Se selecciona la forma de pago de la nomina (Semanal, Quincenal, Mensual,

Annual).
Inicio:Fecha de inicio de la nomina.

Tipo de Nomina:Se selecciona que personal estará amparado por la nomina (empleados,
workers, etc.).

The special attributes can be configured according to the internal personnel policies of each
institution. Among the most important special attributes is that of RAC which indicates how
The payroll will manage the assignment of positions. There are two options if it will be managed by positions.
individuals should not check the option or alternatively, tabs and Registration will be managed
of Assignment of Position, which must be defined at the time of creating the payroll, since not
it may be modified.

It should then be specified whether the payroll being created is for Meal Tickets or Bonuses.
Nutrition.

The following parameters for payroll accounting, contributions, and must be configured
antiquity
 It should be indicated how the payroll, contributions, and seniority will affect the budget of
spending as to the accounting of the institution. Depending on what is selected,
They should mark the parameters that are deemed appropriate for each case.

Definition of Professions:

This option allows for the creation, modification, and deletion of the professions that the staff will have.
that will be part of the institution.

Campos del Formulario:

Code: Numerical identifier provided by the user.

Denominación:Nombre de la profesión.
Definition of Administrative Unit:

This option allows the creation, modification, and deletion of the administrative units.
organizational structure of the institution. The budget structure must be assigned to allocate the expenses of
personnel assigned to the administrative unit.

Form Fields:

Code:Identifier
supplied numerical
by the user.

Denomination:
Unit Name
Administrative.

Project and/or Actions

Centralized:
Select the 1st level
of the structure
budgetary.

Specific Actions: Select the 2nd level of the budget structure.

Others: Select the 3rd level of the budget structure.

Definition of Personnel:

This option allows the creation, modification, and deletion of the people who will be part of the
employees of the institution. Each person will possess a data and attribute form that must be filled out during
Enter the institution to then be used by the system when assigning staff to a payroll.

Form Fields: Although all staff data is of great importance, it can be

Create a record by only providing the fields that have an asterisk *.

Code: Numeric identifier provided by the user. It can be the ID number.

Identity.

ID Card: Identification document of the person.

Los demás campos requeridos: Nombre, Apellido, Dirección, Fecha de Nacimiento, Estado
Civil, Nacionalidad, Genero, Profesión, Nivel Académico, Ubicación Geográfica, Numero de
Children, Type of Personnel, Type of Housing, Date of Entry into Public Administration and
Date of Admission to the Institution.
In addition, the personnel file has attached forms such as: Family members, Studies, Jobs,
ISLR, Permit, Trust, Vacation and Beneficiaries, these can be accessed through
the buttons at the bottom of the main form.
Definition of Vacation Table:

This option allows for the creation, modification, and deletion of the different calculation methods.
vacations that the institution grants to its workers.

Form Fields:

Code:
Identifier
numeric
supplied by the
user

Denomination:
Description del
name of the Table or
picture.

Periodo:Se selecciona el periodo como se deben otorgar lasVacaciones.

The option to Take into account Previous Years of Service will be checked, if you wish the system
take this parameter for the calculation of vacation.

Then the table will be completed with the guidelines or internal policies of each
institution for the calculation of vacations, providing for each Period or Year: Days of
Enjoy, Additional Days of Enjoyment, Bonus Days and Additional Bonus Days. Making
Click on the checkmark in the row to add new ones until all the information is complete.

Once the table is completed, the vacation table will be saved so that it is
used in each payroll for their calculation.

Definition of Dedications:

This option allows the creation, modification, and deletion of the different types of patterns.
work of the institution's staff, for example: Full-time, part-time, etc..

Form Fields:
 Code: Numeric identifier
supplied by the user.

Denominación:Descripción del
time pattern for work.

Tipo de Personal:Se selecciona

the type of workers that
will apply the dedication.

Once the form is completed, the dedication will be saved to be assigned to

staff within the payrolls.

Definition of Physical Location:

This option allows the creation, modification, and deletion of the different workplaces or locations.
from the institution and where the workers can be assigned.

Form Fields:

Code: Numeric identifier

supplied by the user.

Denominación:Descripción de la
headquarters or location.

Location Geographic: If
select the Country State,
Municipality and Parish where it is located
find the headquarters that is being
defining.

Address: Tax Residence of the

infrastructure.

Once the form is completed, the physical location will be saved so that the
personal assigned to them within the payrolls.

Definition of Charges:

This option allows the creation, modification, and deletion of the different positions held by the
organizational structure of the institution and where workers can be assigned. This section
it will only be used if the payroll is configured to use independent positions
moment of its creation or for special payrolls.
 Form Fields:

Code: Identifier
numeric provided by the
user

Denominación:Descripción o
Job Title.

Payroll: The payroll to which the position to be defined will belong is selected.

Once the form is completed, the position will be saved so it can be used for
moment of adding a personnel to the payroll. The same position can be used by one or
various people.

Definition of Tabulator:

This option allows the creation, modification, and deletion of the different tabs or list of
all the salaries assigned to each position that the organizational structure of the institution has and to
where workers can be assigned. This section will only be used in case it is
The payroll is configured to use RAC at the time of its creation.

Form Fields:

Code:
Identifier
numeric
supplied
by the user.

Denomination:
Description of
name del
Tabulator o
picture.

Payroll: The payroll to which the table to be defined will belong is selected.

Total steps per degrees: It will be declared how many steps, according to the internal personnel policy or
The law governing the matter will contain each degree or step of the scale.

Then the table will be completed with the guidelines or internal policies of each
institution for the calculation of salaries, providing for each Grade or step: Step, Salary,
Compensation and Salary + Compensation. Clicking on the checkmark in the row will add them.
new until all the information is complete.
 Once the table is completed, the salary tab will be saved so that it is
used in each payroll for the calculation of the salaries and wages of the staff.

Definition of Job Assignment:

This option allows for the creation, modification, and deletion of the different positions that the
organizational structure of the institution, as well as its budget allocation parameters, and to
where workers can be assigned. This section will only be used in the event that it is
the payroll is configured to use RAC at the time of its creation.

Form Fields:

Code: Numeric identifier provided by the user.

Denominación:Descripción o Nombre del Cargo.

 Payroll: The payroll to which the position to be defined will belong is selected.

Administrative Unit: The organizational unit where the position will be located is selected.
that is being defined. Depending on the administrative unit, the structure will be loaded.
budgetary where the expenses attributed to the position will be charged.

Dedication: A time commitment must be assigned to the position.

Type of Personnel: Selected from predefined types of personnel.

Salary scale: A salary scale must be assigned that will govern the position.
Grade: A grade or step within the salary scale for the position must be assigned.

Number of Vacancies: The number of positions to be created with the same characteristics must be indicated.
and that belong to the same administrative unit.

Once the form is completed, the position will be saved so that it can be used for
moment to add a staff member to the payroll. The same position can be used by one or
various people.

PAYROLL PROCESSES

Once the general parameters that will be used in the payroll module have been defined,
they will proceed to execute certain specific processes, such as:

• Select Payroll, Seniority Benefit,

Payroll History and Personal Status Change

Select Payroll:

This option allows the selection of the payroll that you wish to process. The following describes all
the aspects of this process:
 INTEGRATOR MODULE

This module allows the processing of documents from the other modules of the system, in order to achieve
the budgetary and accounting integration. So that the workflow flows or moves from one module to another
the processes specified for each section of the system must be executed as described in
continuation:

Request for Budget Execution:

This option allows execution, reversal and

cancellation of the budgetary pre-commitment that
require the requisitions or procedures prepared in
the SEP module.

Account for: It is executed to create the budget pre-commitment according to the established.
the document for the purchase of goods, contracting of services, and commitment in the case of another
concept.

As an initial step, documents must be sought through some filter.

available to account or precommit using the icon for what
se despliegue la grilla de documentos.
2. The document(s) to be accounted for will be checked.
3. The action will be processed through the icon

Reversal: It is executed to eliminate the budgetary pre-commitment of the documents for

purchase of goods, hiring of services and commitment in the case of another concept, in order to
that they can be modified.
 As a first step, the documents should be searched using some filter.
available to reverse the accounting using the icon so that it
unfold the document grid.
2. The document or documents to be reversed will be checked.
3. The action will be processed through the icon

Cancel: It is executed to annul the budgetary pre-commitment of the documents.

for the purchase of goods, contracting of services, and commitment in the case of another concept.

As a first step, documents should be searched for using some filter.

available to cancel using the icon to deploy the grid of
documents.
2. The document or documents to be annulled will be checked.
The action will be processed through the icon

Purchase:

This option allows execution, reversal and

cancellation of the budget commitment that
purchase or service orders are required
prepared in the Purchase Orders module.

Account for: It is executed to create the budget commitment according to what is established in the
purchase order for goods or service contract.
 As a first step, documents should be searched using some filter.
available to commit via the icon to be deployed to the
document grid.
2. The document or documents to be accounted for will be checked.
3. The action will be processed through the icon

Reversal: It is executed to eliminate the budget commitment of the purchase order.

goods or contracting of services, in order for them to be modified.

As an initial step, documents should be searched using some filter.

available to reverse the accounting using the icon so that
deploy the document grid.
2. The document(s) to be reversed will be checked.
3. The action will be processed through the icon

Cancel: It is executed to nullify the budgetary commitment of the orders.

purchase of goods or contracting of services.

As a first step, documents must be searched using some filter.

available to cancel via the icon to deploy the grid of
documents.
2. The document(s) to be canceled will be checked.
3. The action will be processed using the icon

Accounts payable:

This option allows the execution, reversal, and annulment of the budgetary cause and accounting entries.
what payment requests prepared in the Accounts Payable module require.
Accounting: It is executed to create the budgeted expense and accounting entry according to it.
established in the payment request.

As a first step, documents must be searched using some filter.

available to account for using the icon to be deployed the
document grid.
2. The document or documents to be accounted for will be checked.
3. The action will be processed through the icon

Reverse: It is executed to eliminate the budgetary cause and accounting entries of the
payment request, in order for them to be modified.

1. As a first step, documents should be searched for using some filter.

available to reverse the accounting using the icon so that it
deploy the document grid.
2. The document(s) to be reversed will be checked.
3. The action will be processed using the icon

Cancellation: It is carried out to annul the budgetary effect and accounting entries of the
 payment requests.

1. As an initial step, one must search for documents using some filter.
available to cancel via the icon to display the grid of
documents.
2. The document(s) to be canceled will be checked.
3. The action will be processed using the icon

Cash and Bank:

This option allows for the execution, reversal, and annulment of the budget payment, accounting entries and
financial impact of bank accounts that require the bank transactions created in the
Cash and Bank module.

Account for: It is executed to create the moment of budgeted payment, accounting entry and
financial impact of bank accounts according to what is established in the bank statements.

1. As an initial step, it should be indicated which operation is desired to be accounted for (Check,
 Deposito, Nota de Débito o Crédito) y luego buscar, mediante algún filtro, los
documents available for accounting using the icon so that
Unfold the document grid.
The document(s) to be accounted for will be checked.
3. The action will be processed using the icon

Reversal: It is executed to eliminate the moment of budgetary payment, accounting entry and
financial impact of bank accounts according to the established bank transactions.

1. As a first step, it must be indicated which operation you wish to reverse (Check,
Deposit, Debit or Credit Note) and then search, using some filter, the
available documents to reverse the accounting using the icon
to display the document grid.
2. The document(s) to be reversed will be checked.
3. The action will be processed through the icon

VOID: It is performed to cancel the effect of the budgetary payment moment, accounting entry.
and financial impact of bank accounts according to what is established in the bank statements.

1. As a first step, it should be indicated which operation you wish to annul (Check,
Deposit, Debit or Credit Note) and then search, using some filter, the
documents available for cancellation through the icon for what it is
deploy the document grid.
2. The document(s) to be canceled will be checked.
3. The action will be processed through the icon
Nomination:

This option allows for the execution and reversal of budget entries, accounting entries and
financial impact resulting from the processing of payroll for the institution's created workers
in the Payroll module.

Account for: It is executed to create budget entries, accounting entries, and impacts.
financial product of payroll processing.

1. As an initial step, it should be indicated which payroll and period you wish to account for.
(Check, Deposit, Debit or Credit Note) and then search, through some
filter, the documents available for accounting through the icon for
let the document grid be displayed.
2. The document(s) to be accounted will be checked.
3. The action will be processed through the icon

Reversal: It is executed to eliminate budget entries, accounting entries, and impacts.

financial product resulting from payroll processing.
 As a first step, it should be indicated which payroll and period is to be reversed.
(Check, Deposit, Debit or Credit Note) and then search, through some
filter, the available documents to reverse using the icon for what
the document grid is deployed.
2. The document(s) to be reversed will be ticked.
The action will be processed using the icon

Budgetary Expenditure Accounting:

This option allows the execution and reversal of the budgetary entries resulting from movements.
as Transfers, Additional Credits, Inexistences and Corrections to the budgetary resources
created in the Budgetary Expense Accounting module.

Approval of Budget Modifications: It is executed to create the entries

budgetary product of Transfers, Additional Credits, Non-sustainabilities and Rectifications to
the budgetary resources.
 As a first step, documents should be searched using some filter.
available for approval through the icon to display the grid
of documents.
2. The document(s) to be approved will be checked.
3. The action will be processed using the icon

Reverse Approval of Budget Modifications: It is executed to eliminate the

budget seats resulting from Transfers, Additional Credits, Insubsistencies and
Corrections to budgetary resources.

As an initial step, documents must be searched using some filter.

available to reverse using the icon to display the grid
of documents.
The document or documents to be reversed will be checked.
The action will be processed using the icon.
 INVENTORY MODULE

This module was designed and developed for the recording, control, and tracking of entries and
output of items in the warehouse. It is based on Lifo, Fifo, and weighted average cost methods.

Generated Reports

Existence of articles
Movements
Items to request
List of items by warehouse
Shipping orders
Supply entries to warehouses
Transfer between warehouses
Inventory summary
List of warehouses
Inventory valuation
Closing of purchase orders
Inventory Taking Valuation
Inventory adjustment valuation
Receipt of goods document

Configuration and Data Loading to the Module

Warehouse Operations

Inventory module location folder: /var/www/sigesp/inv

 REGISTRATION MODULE OF
SUPPLIERS AND CONTRACTORS

Allows entering via the Internet the data of suppliers and contractors that work for the State,
streamlining the registration of them and the updating of their data. This module verifies and validates the
RIF with the SENIAT portal.

Reporte Generados

Providers
Beneficiaries
Supplier sheets
 FIXED ASSETS MODULE

The fixed assets module was designed for the registration of movable and immovable property.
Republic, as well as the states and municipalities. Furthermore, it allows the registration of fixed assets of the
decentralized entities with or without business purposes, and calculates their depreciation through
the different methods.

Generated Reports

Assets
Incorporation
Disincorporation
Reassignment
Modification
Depreciation
Monthly Depreciation
SIGECOF catalog list
List of assets
Incorporation certificate
Decommissioning certificate
Reassignment receipt

Configuration and Data Loading of the Fixed Assets Module

Processes and Movements of the Fixed Assets Module

The source files and reports of the module are located at:/var/www/sigesp/saf
 TRAVEL EXPENSE CONTROL MODULE

It allows the calculation, recording, and control of per diems. This module is integrated with the ordering modules.
of payments, cash and bank, budgetary accounting and equity accounting.

This module has been designed according to the matrix of the Logical Framework and other provided guidelines.
by the Ministry of Planning and Development for the programmatic levels of the Operational Plan
Annual, and to the rules and instructions of ONAPRE for budget formulation.

Generated Reports

Travel expense requests

Travel expense reimbursement requests
List of requests
 SYSTEM MODULES

OPENING MODULE

Manages the start of each exercise of the organization's administrative management. The operations
consider the opening entries from a source database (previous year) to the new database,
transferring accounting, banking, and budget balances.

Opening

The source files of this module are contained in the folder: /var/www/sigesp/base/xml,
/var/www/sigesp/controller/apr/, /var/www/sigesp/model/apr/ and /var/www/sigesp/view/apr/

The opening is nothing more than the transfer of information called 'masters' or definitions.
general to be used in a new database, remember that each database behaves
as a tax exercise. These definitions must be made prior to entering the system.

1.- The first thing to do is to create a database container and have ONLY it.
structure of the tables, without any information.

Subsequently, the following files must be modified:

(SIGESP route)/base/xml/sigesp_xml_configuration_apr.xml
(SIGESP route)/base/xml/sigesp_xml_configuration.xml

There, just like the 'sigesp_config.php' file, the connection criteria for the database are established.
DESTINATION data, the structure of the file is as follows:

Example POSTGRES:
<?xml version="1.0" encoding="UTF-8"?>
<connections>
connection
<servidor>IP_DEL_SERVIDOR</servidor>
<puerto>5432</puerto>
<basedatos>db_apertura</basedatos>
<nombre>NOMBRE_A_MOSTRAR</nombre>
<login>usuario_db</login>
<password>clave_db</password>
<gestor>POSTGRES</gestor>
</conexion>
</connections>

In all cases, the fields are the following:

SERVER = IP of the target server, in the case that it is local, you can use both the IP of the
machine like [Link]
PORT = Database engine communication port
BASEDATOS = Base de datos destino
NAME = This is the name that will be displayed upon entering the module
LOGIN = Este es el usuario para accesar a la base de datos
PASSWORD = Contraseña del usuario para accesar a la base de datos
MANAGER = This is where the database manager is indicated; it must be written in uppercase as such.
how is it in the sigesp_config

2.- The next step is to configure the virtual directory in the SOURCE DB, this is indicated by the
next way:

[Link]

The word "dirvirtual" is the location folder of the application on the server, here it is indicated.
"virtualdir" but this will depend on the institution:

EXAMPLE:

[Link]

Here the virtual directory is "sigesp".

Once the virtual address is determined, a field called 'dirvirtual' located in the
sigesp_company table, this can be done manually (query_browser with pgadmin3 with
postgres or any other frontend for your database manager) or by executing the following SCRIPT:

update sigesp_empresa set dirvirtual='VIRTUAL_DIRECTORY';

Using the previous example, the following query would be:

update sigesp_empresa set dirvirtual='sigesp';

Once this is done, the opening module can be used.

OPENING PHASES:

Next, we will describe the process to be used to carry out an opening as long as the
The accounting and budgeting structure will not undergo modifications; there are 2 other types of openings.
additional to this but this is the most common.

The opening phases can be grouped into 3, these are:

Phase I: Transfer of teachers.

In this phase, you enter the opening module, select the option Processes \Data Transfer
basics, there each of the modules will be processed in the order indicated, IT IS NOT
It is advisable to transfer data from a later option if a previous one has encountered issues.
faults.

To determine the failures that occurred in the presented case, this module keeps a LOG of the
operations carried out that the same will indicate in the "DOWNLOAD" option in the same window.
These logs are saved in the following path: /sigesp/vista/apr/resultados

In cases where issues arise, I can tell you that they are mostly due to 'default data', already
that the system does not transfer all data by default.

Analyze what these data are and transfer them manually from one database to another.
(Consult with the IT Department).

Tips to modify in case of experiencing failures in the process:

Disable the constraints fk_rpc_prov_rpc_tipoo_rpc_tipo and fk_rpc_prov_pa_sigesp_p of the

table rpc_provider (causing problems when transferring basic data), after
carry out the opening process to enable them again.
Modify the column fidintconper to disable the NOTNULL of the table sno_periodo.

In the case of the payrolls, the system can transfer them by updating the dates, indicating the
date 01/01/YEAR in the case of employees and in the case of workers the date must be placed
Sunday of week 1 (in the case of 2016, the first Sunday is 03/01/2012)

At the conclusion of the transfers, the system is ready to start operations in the database.
DESTINY.

It is suggested to enter the new database and execute the RELEASE within the INSTALL module.
additionally carry out all the reprocessing of balances (Accounting, Expense Budget and
Revenue Budget). And after this step, the database can be used normally.
data.

Phase II: Transfer of balances and bank movements.

To carry out this process, ALL bank reconciliations must have been completed in all
banks, although accounts can be transferred individually by selecting bank and account.
To carry out this operation, the following fields must be indicated:

BANCO = Banco origen

CUENTA = Cuenta Origen
Movimientos en Transito = Se debe seleccionar esta opción si se desea transferir los movimientos que
they remained in transit from the previous exercise.
Final Date of Previous Period = The last day of the previous financial year must be indicated.
Initial Date of New Period = The initial date of the new period must be indicated.

Once all this is indicated, the 'PROCESS' option is used. Just like the data transfer.
basics, the system keeps a LOG in the same path showing all the transferred records, in the
In case of any error, they will be indicated there.

Tips:

Disable the constraint res_scb_movbco_numconint from the table scb_movbco, after

 carry out the opening process to enable it again.

Phase III: Pending payment requests, Opening Entry, and initial inventory balances.

NOTE: To carry out this phase, the budget closure and the accounting closure must have already been completed.
(Each one in their respective module).

a) Payment requests will be transferred in two ways: Only accounting and with
Budgetary impact, the type is determined by the institution according to its nature.

i) To transfer the accounting entries, the following steps must be taken:

Indicate the date of the first day of the new fiscal year.
In the search criteria section, the search interval must be specified.
of the pending requests.
A prefix must be indicated.
You must select the type of requests: partial payment or accounted for, in the
the first case is that a payment request still has a fraction to be settled and
In the second, nothing has been canceled.
We proceed to search for and select those applications that are going to be
transferred to the new exercise.

ii) To transfer the commitments and causes (budgetary allocation), the following must be used:
same criteria indicated above with the variation that the structure must be indicated
budgetary which will affect. These budget accounts that the system requests are
the matches.

b) Opening Entry.

This is a process that is responsible for transferring a balance sheet (assets, liabilities and
heritage/capital) as of the end of the previous year's fiscal year in the DESTINATION database,
this is done this way to avoid altering the movements of the current exercise (our
example of the entry would be dated 31/12/(previous year)

Initial inventory stock.

This process transfers the remaining stock of items from the warehouses, it is suggested
perform an inventory update in the INSTALL module before transferring the
stocks.
 INSTALL MODULE

Manages certain maintenance tasks in the system's database as well as the update or release of the
executables, their options are:

Processes

Equity Accounting
• Reprocess Balances
• Reprocess Levels and References
Budget of Expenses
• Reprocess Balances
• Unbalanced Receipts
Reprocess Dates of Vouchers
Release
Report of Discrepant Vouchers
Report of requests without associated details
Reprocess Movements

Your source files are contained in the folder: /var/www/sigesp/ins

 SECURITY MODULE

Manages everything related to the internal security of the system, including:

Definition

System Creation
Group Creation
User Creation

Processes

Assign users to groups

Assign payrolls to users
Assign budget to users
Assign Executing Unit to users
Assign payroll constants to users

Systems

Assign permission for each system to users

Maintenance

Update windows
Password change
Manage password change
Manage permission by system

Your source files are located in the folder: /var/www/sigesp/sss

 PETTY CASH INSTRUCTIONS

GENERAL SUMMARY FOR PETTY CASH PROCESSES

1. Configuration:

A type of SEP Petty Cash of commitment type is defined. In the tab/folder

Settings > Budget Execution Request > Type

Step 1: enter the settings module

Step 2: select tab: settings > execution request

budgetary > type
 A new type of SEP is created called (advance fund or petty cash)
that has budget commitment impact and is of the type others.

Click on the disk icon ( ) to save

The confirmation registration image should appear immediately.

Press ok.

Movement concepts of Constitution Petty Cash and Replacement are defined

Petty cash of check type. In the tab/folder Settings > Bank >
Concepts of Movement

Step 1: Enter the configuration module

 Step 2: select tab: Settings > Bank > Movement Concepts

Constitution and Reposition of petty cash movement concepts are created

check.

Click on the floppy disk icon ) to save

The registration confirmation image should appear immediately.

Press OK.

3. Cash and Banks

For the establishment of the Petty Cash, Direct Payment is made, accounting details are added.
with the petty cash account.

Step 1: In the Bank module > Processes, select Cancellations > Direct Payment
Then enter the following data:
➔ Type of operation: payment
➔ Select bank
➔ Select account
➔ Select the concept of Petty Cash Constitution
➔ Select source of funding
 ➔ Place the concept of movement
➔ Select the type of beneficiary
➔ Enter the beneficiary
➔ Enter amount, then add accounting details with Account
petty cash
➔ Save

4. Integrative Module

The check created in the previous step is recorded through Systems > Cash and Banks.
Bank Movement > Account for

5. Request for Budget Execution SEP

The SEP commitment type (Petty Cash) is carried out, and the request for approval is issued and approved.
Budget execution with the requesting beneficiary.

➔ Select type Petty Cash

➔ Select Executing Unit
➔ Select Source of Funding
➔ Select Beneficiary
➔ Add Concept
➔ Add the Concept Detail
➔ Save
 Then in the same SEP module, approve the Request.

6. Integrative Module

The SEP generated through Systems > Execution Request is accounted for.
Budgetary > Account for

7. Accounts Payable

The reception of Documents caused by the SEP originating in step 5 is carried out.
register and approve the payment request.

Step 1: in document reception, enter the following data:

➔ Type of Document: cause

➔ Select Beneficiary
➔ Enter Document Number
➔ Select Source of Financing
➔ Add Commitment
➔ Close Entry
➔ Save
 Then approve the document in the Document Reception menu > Approval.

Next, make the payment request in the payment request menu.

Registration, through the following steps

➔ SelectBeneficiary
➔ Add reception detail
➔ Save

Finally Approve the Payment Request in the same menu.

8. Integrative Module

The Payment Request is recorded in Systems > Accounts payable

Pay > Requests > Account.
9. Cash and Banks

The scheduling of the previous payment is done and the check is issued, the document
it is coded as CACHXXX (Petty Cash).

In this module, in the process menu go to Cancellations > Payment Scheduling

Follow the following steps:

➔ Click on the Beneficiary option
➔ Select the Bank
➔ Select the Account
➔ Click on the corresponding Beneficiary
➔ Click on apply date
➔ Click on Process Scheduling
➔ Save

To issue the check in the process menu go to Cancellations > Check Issuance.

Follow the following steps:

➔ Click on the Beneficiary option

➔ Select the Bank
➔ Select the Account
➔ Click on the scheduled request
➔ Save
10. Integrative module

The check is recorded in Systems > Cash and Banks > Bank Movements >
Account for.

Then the check is retrieved and processed.

11. Cash and Banks

A bank transaction Credit Note is made to reverse the

previous allocation using the advance account, the document is coded as
CACHRXXX (Petty Cash Reverse).

In this module, in the Process menu, go to Bank Movement.

Follow the following steps:

➔ Select the Bank
➔ Select the Account
➔ Place the Document Code CACHRXXX (Petty Cash Reverse)
➔ Select Credit Note in Operation
➔ Select Credit Note in Concept
➔ Put the Concept of Movement
➔ Select the None option in Destination Type
➔ Enter the amount to be reversed
➔ SelectSource of Financing
➔ Add accounting detail and select the Petty Cash account
➔ Save
12. Integrative Module

The Credit Note is recorded in Systems > Cash and Banks > Transactions
Bank > Record.

Then the Credit Note is searched for and processed.

13. Heritage Accounting

The analytical accounting ledger is consulted to verify and analyze the movement of the
accounting account.
PROCESS FLOWCHART