Maintain Functions and Group Functions {FCSP-7}


The option is used to define function groups and link functions together per group.



Functions are ITS defined and relates to a system function and action that can be performed for example "Create a Request".  Groups allow us to link function together. The purpose of linking functions is to group together functions where the rule and users performing the actions are the same. A function is linked to a group with an effective date which allows a function to be added or removed form a group as required. When adding or removing functions to / from a group, the group must be linked to entities and rules to be effective.  Only functions of the same action type may be linked together in a group.


The application consist of 3 blocks

Block 1 - Define and query function groups and descriptions.

Block 2 - Links a function to a group. 

Block 3 - Allows the query and display of ITS defined system functions.


Some Group Functions  and  the functions linked to these groups are ITS defined and cannot be update or deleted by trhe user.


Fields in this option:

Block 1:  Function Groups

Group codes and descriptions defined by the user. A group code cannot be deleted if functions are linked to the group or the group code is used on a policy rule.
Field Type
&
Length
Description
Group Code A8 A unique code to identify a group. The code must be in the range 0 - ZZZZZZZZ.
Group Description A40 A description that describes the group.

Example:

Group Functions



Block 2:  Link Functions to Groups

The group must exist in block 1 to be able to be linked to a function. Only functions of the same action type may be linked together in a group. A function may exist in multiple groups but is only effective in the group from the effective date.   


Field Type
&
Length
Description
Group Code A8 A group is defined in block 2 of this application.
Function Code A8 A ITS system function as per block 1 of this application.
Subsystem A2 Displays the subsystem as linked to the function. The subsystem defaults from the function code and is not updateable. 
Effective Date DD-MON-YYYY The effective from which a function belongs to a group.
  • Effective date is not updateable
  • Effective date may not be older than the max effective date of the function.
Subsystem Created A1 Indicates that the record was created by a user or a install script.


Functions and Group Functions



Block 3:  Functions

Functions are ITS defined and the user cannot delete or add from this block.


Field Type
&
Length
Description
Function Code A8  ITS defined system function that relates to a function that can be performed in the system for example "Create Request"
Subsystem A2 The financial subsystem in which the function is used. 
Action Type A1 The user action that is controlled through the function.  

Valid action types are:
  • A - Approval
  • O - Override Insufficient Funds
  • M - Maintain - Restriction per GLA & Amount
  • D - Maintain - Amount Restriction per Document
  • I -  Maintain - Amount Restriction per Item
  • V- View Transaction

Example:

Link Functions to Groups



Summary of Functions and  the application of the function in the system

Subsystem  Function Code Function Description  Function Type Where used in the system
AR FAA Approvals AR Approval The function restricts users approving Accounts Receivable Invoices and Credit Notes originating form {FARO-1} or {FARO-29} in their area of responsibility where the system was set to user approvals – approvals are done in {FARO-11}.
CT FACA Approvals CT Alumni Approval Payments originating form {FCTO-6} where the person type on the payment is Alumni and the system is set to users approvals – approvals are done in {FCTO-10}. The function restricts users to approving payments for the person type in the area of responsibility.    
CT FACC Approvals CT Creditor Approval Payments originating form {FCTO-6} where the person type on the payment is Creditors and the system is set to users approvals – approvals are done in {FCTO-10}. The function restricts users to approving payments for the person type in the area of responsibility.    
CT FACD Approvals CT Debtor Approval Payments originating form {FCTO-6} where the person type on the payment is Debtors and the system is set to users approvals – approvals are done in {FCTO-10}. The function restricts users to approving payments for the person type in the area of responsibility.    
CT FACO Approvals CT Other Approval Payments originating form {FCTO-6} where the person type on the payment is Other and the system is set to users approvals – approvals are done in {FCTO-10}. The function restricts users to approving payments for the person type in the area of responsibility.    
CT FACP Approvals CT Personnel Approval Payments originating form {FCTO-6} where the person type on the payment is Personal and the system set to users approvals – approvals are done in {FCTO-10}. The function restricts users to approving payments for the person type in the area of responsibility.    
CT FACS Approvals CT Student Approval Payments originating form {FCTO-6} where the person type on the payment is Student Debtors and the system set to users approvals – approvals are done in {FCTO-10}. The function restricts users to approving payments for the person type in the area of responsibility.    
GL FAGA Approvals GL Actual Journal Approval General Ledger journals, type Actuals created through {FGLO-1} or {FGLO-2} where the system set to users approvals – approvals are done in {FGLO-6}. The function restricts users to approving GL journals in their area of responsibility.    
GL FAGB Approvals GL Budget Journal Approval General Ledger journals, type Budget created through {FGLO-1} or {FGLO-2} where the system set to users approvals – approvals are done in {FGLO-6}. The function restricts users to approving GL journals in their area of responsibility.    
PM FAPC Approvals PM Creditor Approval Accounts Payable Invoices /Credit Notes created through {FPMO5-1} or {FPMO5-10} where the system set to users approvals – approvals are done in {FPMO5-4}. The function restricts users to approving Invoice / Credit Notes in their area of responsibility.
PM FAPG Approvals PM GRV Approval Goods Received Vouchers created through {FPMO3-1} where the system is set to users approvals – GRV approvals are done in {FPMO3-3}. The function restricts users to approving GRV’s in their area of responsibility.
PM FAPO Approvals PM Order Approval Orders created through {FPMO2-1} or {FPMO2-6} where the system is set to users approvals – Order approvals are done in {FPMO2-3}. The function restricts users to approving Orders in their area of responsibility. 
PM FAPR Approvals PM Requestion Approval Requisitions created through {FPMO2-1} where the system is set to user approvals or the finance iEnabler – Web request approvals are done on the web approval option and back office request in {FPMO1-5}. The function restricts users to approving requisitions in their area of responsibility.    
SD FAS Approvals Student Debtor Approval Student Debtor journals created through {FSAO-1} where the system is set to user approvals –approvals are done in {FSAO-9}. The function restricts users to approving student debtor journals in their area of responsibility.    
PM FPDCD Cheque Request Validator - Document Document The function restricts users when doing payment validations {FCTO-11} based on the total value of the document.
PM FPDGD Maintain GRV - Document Document The function restricts users in processing GRV’s {FPMO3-1} or finance iEnabler web GRV based on the total value of the GRV.
PM FPDOD Maintain Orders - Document Document The function restricts users in processing orders {FPMO2-1}, {FPMO2-6} based on the total value of the order.
PM FPDRD Maintain Request - Document Document The function restricts users in processing requisition based on the total value of the requisition.
CT FFCA Override Funds CT Alumni Insufficient Funds Payments originating from {FCTO-6} where the person type on the payment is Alumni and the system is set to perform budget control  and the funds available is insufficient. The function restricts users to override the insufficient funds for the person type in the area of responsibility.    
CT FFCC Override Funds CT Creditor Insufficient Funds Payments originating form {FCTO-6} where the person type on the payment is Creditor and the system is set to perform budget control  and the funds available is insufficient. The function restricts users to override the insufficient funds for the person type in the area of responsibility.    
CT FFCD Override Funds CT Debtor Insufficient Funds Payments originating form {FCTO-6} where the person type on the payment is Debtor and the system is  set to perform budget control  and the funds available is insufficient. The function restricts users to override the insufficient funds for the person type in the area of responsibility.    
CT FFCO Override Funds CT Other Insufficient Funds Payments originating form {FCTO-6} where the person type on the payment is Other and the system is set to perform budget control and the funds available are insufficient. The function restricts users to override the insufficient funds for the person type in the area of responsibility.    
CT FFCP Override Funds CT  Personnel Insufficient Funds Payments originating form {FCTO-6} where the person type on the payment is Personal  and the system is set to perform budget control and the funds available are insufficient. The function restricts users to override the insufficient funds for the person type in the area of responsibility.    
CT FFCS Override Funds CT Student Insufficient Funds Payments originating form {FCTO-6} where the person type on the payment is Student Debtor  and the system is set to perform budget control and the funds available are insufficient. The function restricts users to override the insufficient funds for the person type in the area of responsibility.    
GL FFGA Override Funds GL Actual Journal Insufficient Funds General Ledger journals originating from {FGLO-1} or {FGLO2} where the journals type is Actual journals and the system is set to perform budget control and the funds available are insufficient. The function restricts users to override the insufficient funds for the journals type Actual journals in the area of responsibility.    
PM FFPC Override Funds PM Creditor Insufficient Funds Where the system is set to perform budget control and funds available on Accounts Payable Invoice are insufficient. The function restricts users to override the insufficient funds on Invoices in the area of responsibility – funds are overridden on Invoice when they are processed in {FPMO5-1} or {FPMO5-10}.
PM FFPO Override Funds PM Order  Insufficient Funds Where the system is set to perform budget control and funds available on Order are insufficient. The function restricts users to override the insufficient funds on requisitions in the area of responsibility – funds can be overridden in {FPMO2-2} on orders.    
PM FFPR Override Funds PM Requestion Insufficient Funds Where the system is set to perform budget control and funds available on Requisitions are insufficient. The function restricts users to override the insufficient funds on requisitions in the area of responsibility – funds can be overridden in the finance iEnabler Approval option or {FPMO1-4} back office requests.
SD FFS Override Funds Student Debtor Insufficient Funds Future development
PM FPDCI Cheque Request Validator - Item Item The function restricts users when doing payment validations {FCTO-11} based on the value of an item on the requisition.
PM FPDGI Maintain GRV - Item Item The function restricts users in processing GRV’s {FPMO3-1} or finance iEnabler web GRV based on the value of an item on the GRV.
PM FPDOI Maintain Orders - Item Item The function restricts users in processing orders {FPMO2-1}, {FPMO2-6} based on the total value of an item on the order.
PM FPDRI Maintain Request - Item Item The function restricts users in processing requisition based on the total value of the requisition.
PM FPDC Cheque Request Validator Maintenance The function restricts users in processing payment request validations {FCTO-11}, based on the GLA and item value.
PM FPDG Maintain GRV Maintenance The function restricts users in processing Goods Received Voucher, finance iEnabler web GRV or back office GRV {FPMO3-1}, based on the GLA and item value.
PM FPDO Maintain Orders Maintenance The function restricts users in processing Orders, {FPMO2-1} / {FPMO2-6}, based on the GLA and item value
PM FPDR Maintain Request Maintenance The function restricts users in processing requisition, finance iEnabler web request or back office requests {FPMO1-1}, based on the GLA and item value.
GL FGLB General Ledger Reports View GL Information The function restricts users from viewing General Ledger information to their area of responsibility.
AR FGLW View Subsystem Detail - AR View GL Information The function allows users to drill down on a General Ledger query on accounts receivable transactions.
CB FGLW View Subsystem Detail - CB View GL Information The function allows users to drill down on a General Ledger query on cash book transactions - finance iEnabler GL Query .
CT FGLW View Subsystem Detail - CT View GL Information The function allows users to drill down on a General Ledger query on counter system transactions  - finance iEnabler GL Query .
PM FGLW View Subsystem Detail - PM View GL Information The function allows users to drill down on a General Ledger query on procurement transactions  - finance iEnabler GL Query .
PR FGLW View Subsystem Detail - PR View GL Information The function allows users to drill down on a General Ledger query on payroll transactions  - finance iEnabler GL Query .
SD FGLW View Subsystem Detail - SD View GL Information The function allows users to drill down on a General Ledger query on student debtors transactions  - finance iEnabler GL Query .


 

History of Changes


Date System Version By Whom Job Description
06-Sep-2011 v02.0.0.0 Marchand Hildebrand t177252 Create manual.
24-Oct-2012 v02.0.0.1 Marchand Hildebrand t182828 Add effective date when linking functions to groups
21-Aug-2013
v03.0.0.0
Marchand Hildebrand
t193036
Add processing rule on effectivedate and lov logic