IFMIS Ethiopia

Integrated Financial Management Information

System

IBEX/IFMIS Project Office

Ministry of Financial and Economic Cooperation

FAQ
Frequently Asked Question
Contact us

IFMIS Site Support Team

ifmishd@mofed.gov.et
+251-118-33-30-79
+251-118-33-30-86

IFMIS Project Manager Office
Capacity Building & Change
Implementation Stream
mdega@mofed.gov.et
+251-118-33-30-81
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IFMIS is the new budget and expenditure management system
which enables the generation of accurate, accessible and timely
government-wide financial information and reports, supports public
bodies and regions in the development of better macro-economic
and fiscal policies and the improvement of their quality of service in
accordance with agreed priorities, and in the process, contribute to
achieving the SDGs and Vision of the country. Amongst other
things, it also provides necessary platform and the tool set to
undertake key PFM reform initiatives like Program Based
Budgeting, Accrual accounting, unified chart of accounts, etc.
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 User Guidebook: Frequently Asked Question

Author: IBEX/IFMIS Project Office

Reviewers: Project Office
Version: 2.0
Hidar, 2009

Copyright © 2009 all rights reserved.

Disclaimer
This document contains proprietary information and is protected by copyright and other intellectual property
laws. You may copy and print this document solely for your own use. The document may not be modified or
altered in any way. Except where your use constitutes “fair use” under copyright law, you may not use, share,
download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit or distribute this
document in whole or in part without the - authorization of MOFEC IBEX/IFMIS Project Office.

The information contained in this document is subject to change without notice. If you find any problems in the
document please report them in writing to MOFEC IBEX/IFMIS Project Office.

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 Content

1. Public Sector Budgeting Frequently Asked Question....................................................................8

1. Why invalid Account code combination error happened when I try to process budget transfer?
How do I solve it?........................................................................................................................................8

2. I have undisbursed amount but I am unable to make transfer (decrease). What is the reason?. .8

3. I have available budget amount on the “Expense Control Inquiry” but I cannot able to pass
expenditure/commitment. Why is that?...................................................................................................9

4. How can I post Budget Transfer?.....................................................................................................9

5. Why error message popup saying “please provide a justification” during submission of budget
transfer. How can I solve it?.....................................................................................................................10

6. When I try to enter original budget or transfer error message popup saying ‘Does not belong to
the budget group’ How can I solve this error?.........................................................................................10

7. How can I easily identify the commitment type that holds the budget ?....................................11

8. Why concurrent request called “IFMIS Create journal” completed with error............................11

9. When I try to reverse the Budget Transfer it completed with error. Why this happen and how
can I solve it?............................................................................................................................................12

2. Cash Management Frequently Asked Question.........................................................................13

1. When we create an adjustment for the annual Cash Flow forecast it give the Error Massage says
“Cannot start adjustment on this worksheet…worksheet is in an incomplete process stage
referred/referring to another worksheet in an incomplete process stage/session or another incomplete
adjust process exists”. What is the problem? How can we fix it?............................................................13

2. When we try to create Annual/Quarterly/Cash out flow/ Disbursement request/ worksheet the
system is giving the massage says “List of values contains no entries” What is the problem and how
can we fix it?.............................................................................................................................................13

3. When I submit a worksheet to the Verifier/CTL, the worksheet is not transferring to the
CTL/Verifier. What is the problem?..........................................................................................................14

4. When I try to open and verify the Annual Cash Flow forecast /Quarterly Cash Flow forecast
/Disbursement Request and summit to the approver the check all/Select all option is inactive and
because of that I can’t verify and summit the worksheet.......................................................................14

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 5. When I try to Accept and Summit the Annual Cash Flow forecast /Quarterly Cash Flow
forecast /Disbursement Request to the approver the system is giving the error massage says “3138:
Action cannot be performed on this notification: This action requires all worksheet lines marked Check
Passed.” How do I solve it?.......................................................................................................................15

6. After I made a budget transfer on the budget module the transferred amount is not coming on
the annual cash out flow plan. What is the Problem?.............................................................................15

7. After we create and distributed the Quarterly Cash out flow Forecast/Disbursement Request is
coming with an empty data. What is the reason?...................................................................................15

8. When we try to process payment on the Zero Balance Account, it is giving a massage that the
balance is insufficient. What is the Reason?............................................................................................16

9. Electronic Bank Statement didn’t come for a reconciling purpose how can I create a manual
statement?................................................................................................................................................16

10. The IFMIS notification of disbursement request report is coming with an empty output and
error massage what is the reason?..........................................................................................................16

11. The “IFMIS Bank Reconciliation Report with USD OLD” report is generating an error massage
what is the problem?................................................................................................................................17

12. When I try to generate the “IFMIS Bank Reconciliation Report New” report is coming with “No
Reconciliation Performed for the Given Period” massage. what is the problem and how can I fix this
problem?...................................................................................................................................................17

13. On the reconciliation report there is a difference on the Check Outstanding Check and Amount
to be cleared. How can I find the exact amount of the difference?........................................................17

14. How can I get the detail Bank statement information with their status and date?.....................18

3. Account Receivables Frequently Asked Question.......................................................................19

1. When I try to close AR period the system is giving a warning massage saying “Please wait …
checking for un-posted items APP-AR 11332: “what is a reason?............................................................19

4. Purchasing Frequently Asked Question.....................................................................................20

1. How can I view the total amount and tax information from the Purchase Order entry form?. . .20

2. How can I update tax information in purchase order form?.........................................................20

3. Can I reject a requisition? How?....................................................................................................21

4. When does a Purchase order get the status of 'Closed'?..............................................................21

5. How to check available budget for Purchase order and requisitions?..........................................21

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 6. Why requisition number list of value is not found in the requisition number parameter in IFMIS
purchase requisition report?....................................................................................................................22

7. Which purchasing report should I used to review my open Purchase Orders?............................22

8. Which purchasing report should I used to review my open Requisition?....................................22

9. How can I review my PO?..............................................................................................................22

10. How can I attach specification to my requisition and purchase order?........................................23

11. How do I know the approval status of my purchase requisition and purchase order?................23

5. Inventory Frequently Asked Question.......................................................................................24

1. Can I delete a receipt?...................................................................................................................24

2. How do I receive if a Purchase Order line has multiple distributions?.........................................24

3. How can I view already passed transaction?.................................................................................24

4. How can I assign already existed Items to organization...............................................................25

6. Payroll Frequently Asked Question............................................................................................26

1. Can I correct wrong hiring date? How?.........................................................................................26

2. I could not find the recruited employee? Why?............................................................................26

3. I cannot terminate an employee? What is the problem?.............................................................26

4. Can I reverse incorrect Grade update? How?................................................................................26

5. Can I stop/remove an element that has a recurring nature? How?..............................................27

6. How come employee is missed from the payroll run process? How can I fix it?..........................27

7. Why the costing process completion with error?..........................................................................28

8. How to identify which employee is the source of create accounting problem?...........................28

9. Why create accounting concurrent request completes with warning or error?...........................28

10. I could not able to find report even if create accounting process completes normally. Why?....29

11. IFMIS Final Summary Payroll List report and costing report results are not the same. Why?.....29

12. Retro pay is not working sometime doesn’t provide a result. Why?............................................30

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 7. Account Payable Frequently Asked Question.............................................................................31

1. Why invoice hold happens? How can I solve it?............................................................................31

2. Why void checkbox is inactive?.....................................................................................................31

3. How can I attach already existed supplier and internal employee?.............................................32

4. How can I enter new check number to bank account?.................................................................33

5. Why my Petty casher book balance is not update after I make payment and Receive Revenue?
34

6. Why tax is not calculated automatically?......................................................................................34

7. Why IFMIS is not hold tax for some suppliers?.............................................................................35

8. Why Purchase order is not match with Invoice?...........................................................................35

8. General Ledger Frequently Asked Question...............................................................................36

1. What is the purpose of General Ledger since all transaction are recorded in sub modules?......36

2. How can I find un-posted Journal Entry generated from Sub ledgers in General ledger Module?
36

3. How can I post the un-posted Journal in General Ledger?............................................................36

4. How can I find the specific Account information?.........................................................................36

5. How Can I Generate Reports?........................................................................................................37

6. How can I filter transaction if there is abnormal balance exists...................................................37

7. Which reports should I submit to MoFEC Government Account Directorate?.............................37

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 What is IFMIS?
Why do we need IFMIS?

Integrated Financial Management

The IFMIS is designed to improve systems for financial data
Information System is an application that
recording, tracking and information management. This is in response
bundles together Budget Preparation,
to increasing demands for greater transparency and accountability
Budget Execution, Accounting, Financial
in the management of the public’s finances. It will enable
Management and Reporting activities for
Government to produce financial information for statutory reporting
the Government of the Ethiopia. It is
requirements and to generate timely and accurate information for
integrated in nature and it ensures that
decision making in such critical areas as budget planning and
data entered at one point is availed to the
management, procurement, assets management and management
next stage without duplication of data
of the payroll. It will also interface with the Customs, Tax
entry activities.
Administration, Debt Management and Central Bank systems. The
IFMIS therefore augments all fiscal and financial management
processes throughout Government.

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 IFMIS for
PFM Efficiency,
Effectiveness and
Transparency

Is IFMIS working?

IFMIS system is working very well in 12 public bodies and 8 branches. The system was first rolled out
to 6 Government ministries in 2013. later rolled out to additional the 6 budgetary institutions.

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 1. Public Sector Budgeting Frequently Asked Question

1. Why invalid Account code combination error happened when I try to process budget transfer?
How do I solve it?

Answer: this error happens when the code combination is not used in budget process
before. In order to solve this issue follow the following steps;

1. Go to Planning Expert, CTL Responsibility or Federal CT Budget Expert

2. Go to worksheet inquiry form
Navigation Path – PSB -> Worksheet Inquiry -> Find Modify Worksheet
3. Go to Line items and enter the code combination in the Code combination area
4. Enter “0” amount in the estimate column.
5. Save your work and leave this form and
6. Go to GL Budget Set form
Navigation Path – PSB -> GL Budget Set
7. Query the current Budget Year (e.g. 2009 ERA GL Budget Set)
8. Refresh the account set value (without changing the range re-type high and low values)
9. Click on Validation Button
10. Save your work and leave this form.

2. I have undisbursed amount but I am unable to make transfer (decrease). What is the reason?

Answer: In IFMIS Budget transfer checks simultaneously undisbursed and fund available
amount. So even if you have undisbursed amount you cannot make the budget transfer unless
you have sufficient available budget.

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 3. I have available budget amount on the “Expense Control Inquiry” but I cannot able to pass
expenditure/commitment. Why is that?

Answer: You have Two options to check the available Budget. The first option is to use
“Expense Control Inquiry” form and the second option is to use “Fund Available” form.
Normally both forms provide the same information but in some case they produce different
output. Users may see having budget in expense control inquiry where the fund inquiry shows
different result. In order to aver come these differences do the following activity:

1. Go to Finance CTL Responsibility

2. Run Concurrent request “Transfer Journal Entries to GL” report putting payable and
Purchasing in application parameter.
3. Go to property Admin CTL
4. Run Concurrent request called ‘Create Accounting - Cost Management’

4. How can I post Budget Transfer?

Answer: The Concurrent request called “Program - Create Journals” import all the approved
Budget journals from the GL interface table and create un posted journal Batch in General
Ledger Module. Once the user run the concurrent program all approved budget journal is
imported. You can post budget journal from the general ledger posting window. To do these
please follow the following steps:

1. Go to planning CTL Responsibility

2. Choose General Ledger module
3. Open posting form
4. Select period and balance type ‘Budget’ and

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 5. Click on find Button
6. Select the batch that you want to post and
7. Click Post Button.

5. Why error message popup saying “please provide a justification” during submission of budget
transfer. How can I solve it?

Answer: this error happens due to the reason that you did not submit the budget transfer on
the spot when you created it. So whenever you query back and try to submit the budget
transfer the error will keep happing. In order remove this error please do the following:

1. Login to the application (IFMIS)

2. Select your responsibility (Federal CT Budget Expert, Planning CTL or Planning Expert),
3. Query your revision
4. Click on edit request,
5. Update the justification and
6. Save and submit the transfer automatically.

6. When I try to enter original budget or transfer error message popup saying ‘Does not belong to
the budget group’ How can I solve this error?

Answer: This error happen when new Chart of Account value is created and the new chart of
account value is not included in budget group. In order to solve this error do the following:

For a newly defined COA specifically Program/organization value and in case that value was not
included in budget group account range, during data entry on worksheet and budget transfer
form it gives ‘Does not belong to the budget group’ error message.

1. Login to the application (IFMIS)

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 2. Select your responsibility (Federal CT Budget Expert, Planning CTL or Planning Expert)
3. Go to PSB - -> Budget Group
4. Unfreeze the budget group
5. Open child budget group and include the new defined value in the account range
6. Finally go back to the parent budget group and click on freeze.

7. How can I easily identify the commitment type that holds the budget ?

Answer: You can easily identify the commitment type using the fund inquiry form. Go to fund
inquiry form and enter the parameter and Code combination then click on Ok.

In the bottom of the fund inquiry form you have three options that help you to identify the
commitment type and where the commitment originated.

Commitment:- Commitment amount is derive from Requisition

Obligation:- Commitment amount is derive from Purchase order (PO)
Others:- Commitment amount is derive from Account Payable (AP)

8. Why concurrent request called “IFMIS Create journal” completed with error

Answer: This concurrent request transfer original budget to GL interface table and
simultaneously send notification of approved budget to Public Bodies. If one of the processes
fails the request will end up with Warning.

If the create GL Journal error completed with error and log message says ‘no funding Budget for
XXX account’ do the following to fix the problem:

1. Login to the application (IFMIS)

2. Select Federal CT Budget Expert responsibility

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 3. Go to - -> PSB
4. Open GL Budget set and
5. Query the current year GL Budget Set (e.g. 2009 ERA GL Budget Set)
6. In the account set value include that value the one you got on the error log.

9. When I try to reverse the Budget Transfer it completed with error. Why this happen and how can
I solve it?

Answer: This error happened when you try to reverse budget transfer in closed General
ledger period. In order to overcome this error make sure the General ledger period is open
before reverse the budget transfer.

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 2. Cash Management Frequently Asked Question

1. When we create an adjustment for the annual Cash Flow forecast it give the Error Massage says
“Cannot start adjustment on this worksheet…worksheet is in an incomplete process stage
referred/referring to another worksheet in an incomplete process stage/session or another
incomplete adjust process exists”. What is the problem? How can we fix it?

Answer: As the error massage states; there is a worksheet in an incomplete stage and status.
To solve the problem please copy the Group ID of the project you want to create an adjustment
for and check if all the previous months Disbursement Request and Quarterly Cash outflow
plan is in an incomplete stage and status and take the appropriate action as mention below.

 Cases 1- if the request is in a recommendation stage ask the MoFEC Treasury Directorate
experts to return your Worksheet so that you can drop it.
 Case 2 - if the worksheet is on Proposal stage Drop the worksheet.
 Case 3 - if the worksheet is on a verification stage, ask the case team leader/CTL/ to return
to the preparer then drop the worksheet.
 Case 4 - and if the worksheet is in a preparation stage drop the Worksheet. And continue
the process.

2. When we try to create Annual/Quarterly/Cash out flow/ Disbursement request/ worksheet the
system is giving the massage says “List of values contains no entries” What is the problem and
how can we fix it?

Answer: This kind of problem Happens if the context worksheet is not approved and
completed. For a both quarterly cash flow plan and Disbursement Request check if the Context
Worksheet/ Public Body’s Annual CFF / and / Public Body’s Quarterly CFF / is approved and
completed.

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 Path: Cash Management -> Quarterly CFF Outflow/Disbursement Request/ -> F11 -> Enter
Global ID or Period Year and Start Period-End Period ->CTRL + F11 Then see if the parent is
approved and completed.

If they are not in approved and completed please go through all the process and let MOFEC
Treasury Directorate approve the request. Then continue the worksheet creation and
distributions. But remember not to Drop the Worksheet.

3. When I submit a worksheet to the Verifier/CTL, the worksheet is not transferring to the
CTL/Verifier. What is the problem?

Answer: This kind of problem happens when the network is slow or interrupted in the middle
of the operations. Check if the concurrent request Phase and Status is still running and normal,
if the network is slow the transferring of worksheet operation may take some time. If it does
submit at all please communicate IFMIS Support or Help Desk experts.

4. When I try to open and verify the Annual Cash Flow forecast /Quarterly Cash Flow forecast
/Disbursement Request and summit to the approver the check all/Select all option is inactive and
because of that I can’t verify and summit the worksheet.

Answer: This kind of problems happen if our responsibility is different from the one assigned
to Verify and submits the cash flow plan to the approver so go and check the active
responsibility.

5. When I try to Accept and Summit the Annual Cash Flow forecast /Quarterly Cash Flow
forecast /Disbursement Request to the approver the system is giving the error massage says

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 “3138: Action cannot be performed on this notification: This action requires all worksheet lines
marked Check Passed.” How do I solve it?

Answer: This kind of error happen when the CTL/Recommender tries to Accept and Submit
the worksheet without Checking/selecting all the worksheet line and saved them. Follow the
below step to solve this issue:

Path: “Worksheet Line” -> Open the worksheet -> clicks on the Check all/Select all -> save the
action then go back to the Application Home page and click on the Accept/Submit action
Button. Then you will get a notification for the action you take.

6. After I made a budget transfer on the budget module the transferred amount is not coming on
the annual cash out flow plan. What is the Problem?

Answer: First check if the budget transfer is posted, if the transfer is posted then, the case is
that the budget transfer is made after create adjustment for the annual cash out flow plan. In
this case drop the annual Cash out flow plan and create adjustment for that specific project
again. Then you will see the adjusted budget on the new annual CFF.

7. After we create and distributed the Quarterly Cash out flow Forecast/Disbursement Request is
coming with an empty data. What is the reason?

Answer: If the Quarterly Cash out flow forecast/Disbursement Request is coming with an
empty worksheet the Context worksheets for that specific project or activity is not approved
and completed.

8. When we try to process payment on the Zero Balance Account, it is giving a massage that the
balance is insufficient. What is the Reason?

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 Answer: This kind of problem happens when the period is on a future enterable status at the
time Limit Setting by Treasury, so the solution is to post the limit. Go to General Ledger module
query the Limit that is not posted and Post it. Make sure the Currency is “STAT” and the
category is “Bank Drawing Limit”

Path: General Ledger -> Enter -> Select the Period -> Enter the Currency “STAT”-> Select Ledger
then click on Find Button.

9. Electronic Bank Statement didn’t come for a reconciling purpose how can I create a manual
statement?

Answer: Path: Cash Management -> Bank Statement and Reconciliation -> New then enter all
the necessary information and Save. If the statement has a beginning Balance please enter on
the “Control Total” pane in the opening balance field. NB. The “GL date” and the “Statement
Date” have to be the date of the previous day transaction date.

10. The IFMIS notification of disbursement request report is coming with an empty output and error
massage what is the reason?

Answer: This kind of error happens if the transferred limit is either not completed or
transferred status. Check if the drawing limit setting process status/Stage is
Approved/Completed and if the Bank Transmission stage is either TRANSMITTED or
Completed.

Path: Cash Management--->Release--->Enter the Period---> Click to see the stage and status.

11. The “IFMIS Bank Reconciliation Report with USD OLD” report is generating an error massage
what is the problem?

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 Answer: This kind of error happens when the daily rate is not defined on cash management,
to get a solution call at the center and tell them to enter the daily rate.

12. When I try to generate the “IFMIS Bank Reconciliation Report New” report is coming with “No
Reconciliation Performed for the Given Period” massage. what is the problem and how can I fix
this problem?

Answer: The problem is that no Bank statement is created for the month on that bank
account so first creates a bank statement on and statement line then check the report. Or you
are generating a report for a wrong period

Path: Cash Management---> Bank Statement and Reconciliation ---> New then enter all the
necessary information and Save. If the statement has a beginning Balance please enter on the
“Control Total” pane.

NB. The “GL date” and the “Statement Date” have to be the last date of the Period.

13. On the reconciliation report there is a difference on the Check Outstanding Check and Amount to
be cleared. How can I find the exact amount of the difference?

Answer: The report is being developed that show the net difference between the
outstanding check and the amount to be cleared.

14. How can I get the detail Bank statement information with their status and date?

Answer: Go to Cash management Module there a report by the name “Bank Statement
Detail Report”

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 Path: Cash Management -> View -> Request -> Submit New Request -> Find Single Request will
come as default -> then click ok -> enter the report Name “Bank Statement Detail Report” then
all the all the necessary parameters….

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 3. Account Receivables Frequently Asked Question

1. When I try to close AR period the system is giving a warning massage saying “Please wait …
checking for un-posted items APP-AR 11332: “what is a reason?

Answer: The reason is that there are transactions with different issues that need to be
posted first, so to get the issues addressed please check if there is any un-posted Items then
run the “Transfer Journal Entries to GL Report” you must post all transactions in the period

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 4. Purchasing Frequently Asked Question

1. How can I view the total amount and tax information from the Purchase Order entry form?

Answer: You can view the purchase order total amount and tax information in purchase

order entry form using manage tax window. To do this please follows the following steps

1. Go to Action menu and

2. Select manage tax from the list of value then
3. Tax standard purchase order page will be open and tax information will be available.

2. How can I update tax information in purchase order form?

Answer: You can update tax information in purchase order form using manage tax window.
To do this please follows the following steps;

1. Go to Action menu
2. Select manage tax from the list of value
3. Click on “Additional Tax Information” button
4. Click on “Search for tax Classification” Icon on the right end side
5. Search for Tax Classification from the list of value
6. Select the required tax percentage
7. Finally Apply your work and leave the page

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 3. Can I reject a requisition? How?

Answer: Sure you can reject a requisition. When you select and click the notification from
the list of notification available, you can click on “Reject” button to reject the requisition. When
you reject the requisition preparer automatically will get notification about rejection of the
requisition.

4. When does a Purchase order get the status of 'Closed'?

Answer: Purchase order gets the stats of closed when all the lines for a given header are
received and billed.

5. How to check available budget for Purchase order and requisitions?

Answer: You can check the available budget for purchase order and requisition using the
following steps;

1. Navigate to inquiry menu

2. Select Fund Inquiry form
3. Enter the header parameter
4. Enter the account (enter the exact code combination for better inquiry)
5. Click on Ok Button
6. Check the available balance in Fund available column.

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 6. Why requisition number list of value is not found in the requisition number parameter in IFMIS
purchase requisition report?

Answer: the requisition number is not available because you are in different organization.
Use the following step to available the list of value.
1. Click on change organization
2. Select the required organization from the list and
3. Finally run purchase requisition report

7. Which purchasing report should I used to review my open Purchase Orders?

Answer: You can use “IFMIS purchase order status summary report” to review your open
purchase orders.

8. Which purchasing report should I used to review my open Requisition?

Answer: You can use “IFMIS monthly requisition status summary report” to review your
open requisition.

9. How can I review my PO?

Answer: You can review your Purchase order using the following steps;
1. Go to Purchase Order Summary
2. Enter your PO number, and click Find
3. You can then open the document and view the information you entered, or from the
summary window you can click the Lines button and then the Shipments button to view
each line with amount ordered, received, and billed.

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 10. How can I attach specification to my requisition and purchase order?

Answer: you can attach any specification to your purchase requisition and purchase order
using the following steps;

1. Be on the purchase requisition or purchase order from

2. Navigate to tool bar
3. Click on attachments
4. Select categories from the list of value
5. Go to source tab
6. Select “short text” from data type list of value
7. Enter the require specifications
8. Save your work and leave the page.

Note that – you can also attaché any files to your purchase requisition and purchase order using
the same procedure except changing the data types.

11. How do I know the approval status of my purchase requisition and purchase order?

Answer: you can check the status of your purchase requisition and purchase order using the
following steps;

1. Navigate to purchase requisition or purchase order summary form

2. Enter your requisition or purchase order number
3. Click on find button
4. Check the status in “approval status” column

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 5. Inventory Frequently Asked Question

1. Can I delete a receipt?

Answer: You cannot delete a receipt once it is made, however you can perform either a
Return' to the receipt or supplier depending upon the nature of the error made when
performing the receipt.

2. How do I receive if a Purchase Order line has multiple distributions?

Answer: In the receipt window, a blue plus (+) sign on the Receipts form indicates multiple
distributions. Click on the + symbol to open another Receipts screen, where you will find the
multiple lines to use for receiving.

3. How can I view already passed transaction?

Answer: You can view already passed transaction using the following step;

1. Select the appropriate responsibility (inventory expert or Property admin)

2. Go Stock inquiry form
3. Select sub inventory (Store) for which you want to view transaction
4. Enter date from and Date to.

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 4. How can I assign already existed Items to organization

Answer: You can assign already existed item to the organization using the following steps;

1. Select the appropriate responsibility (Procurement CTL, Property Admin CTL,

Purchasing Expert, Inventory Expert, Self Service User)
2. Click on Master Items form
3. Write the items you need to assign on Description area putting % before and after
the description
4. Ctrl +F11
5. Click organization Assignment Tab
6. Select the organization and Tick the Assigned check box and
7. Save your work

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 6. Payroll Frequently Asked Question

1. Can I correct wrong hiring date? How?

Answer: You can correct the wrong hiring date in people Window by setting the proper hiring
date in latest start date field.

2. I could not find the recruited employee? Why?

Answer: You cannot find the recruited employee if you altering incorrect effective date while
searching. Is it’s impossible to find an employee in the system before he/she is hired. By
altering the exact effective date or beyond recruitment date you can find an employee.

3. I cannot terminate an employee? What is the problem?

Answer: You cannot terminate an employee with future element attached to the employee
like Salary loan, credit association Loan, etc. In order to terminate the employee inform the
payroll expert about the problem and they will take corrective action; like setting an end date
to element or purging the element from the employee.

4. Can I reverse incorrect Grade update? How?

Answer: You can reverse incorrect grade update using the following simple steps:

1. Call the employee,

2. Then go to assignment window,
3. Alter the incorrect updated date;

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 4. Select delete icon,
5. Choose remove all schedule changes,
6. Finally save your work.

5. Can I stop/remove an element that has a recurring nature? How?

Answer: Yes you can stop/remove an element that has a recurring nature. To do this follow
the below steps;

1. Call the employee;

2. Set the proper end date;
3. Go to element entry window;
4. Choose element;
5. Click on delete icon;
6. Select set end date;
7. Finally save your work.

6. How come employee is missed from the payroll run process? How can I fix it?

Answer: the employee is missed from the payroll process if he/she was not included in
assignment set. You can fix this through the following step;

1. Rollback the payroll run,

2. Include all eligible employees in assignment set then
3. Run the payroll a gain.

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 7. Why the costing process completion with error?

Answer: There are many possible reasons for the error. The most common case is using
department as organization in organization field at the time of employee recruitment or
Missing of costing at assignment level. You can correct this error using the following steps;

1. Rollback the payroll runs process; and

2. Attach the correct organization or do cost at assignment Level.
3. Run the payroll a gain.

8. How to identify which employee is the source of create accounting problem?

Answer: You can identify which employees cause create accounting problem using the
concurrent request output. Follow the below steps;

1. Click on view output after creates accounting process completes with error or warning.
2. Look the header and it will inform you that how many employees are completed
normally or in error.
3. Those who completed in error will be found at the end of the report.

9. Why create accounting concurrent request completes with warning or error?

Answer: There are different reason for the create accounting concurrent request program to
end up with error. The most possible reason is costing at entry level is set to default value for
budgeted elements (like For Basic Salary, Allowance or overtime element) or General Ledger
period might be closed. You can correct this error using the following steps;

1. Rollback the payroll runs process;

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 2. Then remove costing at entry level for budgeted element, or
3. Make sure General Ledger period is open
4. Finally run the create accounting concurrent request again.

10. I could not able to find report even if create accounting process completes normally. Why?

Answer: There are two major reasons for this to happen. The first reason is create
accounting in a single ledger but with multiple payrolls; transfer to SLA is completed to all
payrolls. Then if one user processes create accounting; all the payrolls automatically transferred
to GL. The only one who can get the report is the person who does create accounting at first
time. The other reason is, by the time of running the concurrent request if you select “No
Report” parameter in Report LOV the report will not provide any result. In order to overcome
this issue does the following:

1. Process the create accounting concurrent program immediately after the transfer to SLA
completed.
2. When you create accounting Select “Detail” value in report parameter instead of “No
report”.

11. IFMIS Final Summary Payroll List report and costing report results are not the same. Why?

Answer: both final summary payroll list and costing report might not produce equal result if
organization is assigned to an employee instead of department at department filed. In order to
bring this two report balances equal do the following;

1. Rollback both costing and payroll run processes respectively.

2. Then Assign the proper department in department field
3. Run the payroll and costing
4. Finalize generate both reports.

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 12. Retro pay is not working sometime doesn’t provide a result. Why?

Answer: retro pay is not working or does not provide a result, if the employee has no payroll
history. In order to run retro pay the employee has to have at least a month payroll run process
in IFMIS. in such case the payroll expert has to pay the retro pay manually and should record
the transaction using payroll expert SLA responsibility.

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 7. Account Payable Frequently Asked Question

1. Why invoice hold happens? How can I solve it?

Answer: there are many reasons for the invoice to crate holds. The most common reasons
are listed below
- Header and Line amount difference
- If the code combination is not properly filled in the line level
- If the code combination has no appropriate adjusted budget
- If the invoice is matched with Purchas order and then if the purchase order is
updated.

In order to fix the holds, first you should know the hold reason using the hold tab in invoice
workbench window. Once the reason is know the user has to take the appropriate actions. But
there are some holds which requires technical solution hence user must comminute the case
to IBEX/IFMIS project office. User shall not update any purchase order once it is matched.

2. Why void checkbox is inactive?

Answer: there are two major reasons for void checkbox to be inactive. The first one is
applying standard invoice on prepayment and try to void the prepayment payment and the
second reasons is voiding already cleared or reconciled payment. When both scenarios happens
the void checkbox is become inactive and users will not able void any payment.

The solution to void and cancel the prepayment invoices is, first we have to un reconcile or
unclear transactions and accounting must be created in account payable module and if

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 standard invoice is applied on prepayment invoice, the standard invoice should be unapplied
and accounting must be created.

3. How can I attach already existed supplier and internal employee?

Answer: You can attach all already existed suppliers and internal employees using the follow
two steps;

Attaching standard supplier

5. Select the appropriate responsibility (Finance CTL)
6. Go Account payable Module
7. Open Maintain Supplier window
8. Search for the supplier using supplier full name, TIN Number or other searching
criteria.
9. Click on “Go” button
10. If the there are more than one supplier with the same name select the one with the
taxpayer ID and click on “Update”
11. Go to address book - -> Click on Manage site
12. Click on “Create” Button
13. Tick on site name checkbox and
14. Click on “Apply” Button.

Attaching Internal Employee

1. Select the appropriate responsibility (Finance CTL)
2. Go Account payable Module
3. Open Maintain Supplier window
4. Click on “Create Supplier” Button
5. Select “Supplier used to Process Expense Payment to Internal Employees” as
Supplier type

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 6. Select employee name from the list if value
7. Select operating unit from the list of value
8. Click on home and office “Create payment Site”
9. Select Default value for Business categories, Business type, and Area of Business
10. Select “No” value for Debt Mgt. Participant.
11. Click on “Apply” Button.
12. Go to “Payment Detail” Tab
13. Select Bank Latter as default payment method
14. Finally Save your work and leave the page.

4. How can I enter new check number to bank account?

Answer: you can enter the new check number to any bank account using the following steps.

1. Select the appropriate responsibility (Finance CTL)

2. Go Account payable Module
3. Open Bank Account window
4. Search for the bank account using bank account full name, Account number or other
searching criteria
5. Click on “Go” Button
6. Select the bank account name
7. Click on “Manage Payment Document” tab
8. Click on “Update”
9. Enter the following information
a. Enter First Available Doc No - the Firs ck no
b. Enter Last Available Doc No - the Last ck No
c. Enter Last Issued Doc No - If all Checks are Sequential it is Previously
Issued Check No. Unless the First ck No -1.
10. Then Click on “Apply” Button.

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 Nate - First Available Doc No should be ≤ Last Issued Doc No.

5. Why my Petty casher book balance is not update after I make payment and Receive Revenue?

Answer: Your petty casher book balance is not update because the payment and Revenue
transaction you made is not posted in general ledger module for many reason.

6. Why tax is not calculated automatically?

Answer: under normal circumstance tax is calculated automatically. But in some case tax is
not calculated automatically. When such scenario happened user should do the following
activity and need to recalculate the tax using calculate tax button.

1. Select the appropriate responsibility (Finance CTL)

2. Go Account payable Module
3. Open Maintain Supplier window
4. Search for the supplier using supplier full name, TIN Number or other searching
criteria.
5. Click on “Go” button
6. If the there are more than one suppliers with the same name select the one with the
taxpayer ID and click on “Update”
7. Go to address book - -> Click on Tax and Reporting
8. Click on “Update Transaction Tax” Link
9. Change “Calculate Tax” from “no” to “Yes”
10. “Save” your work and leave the window.

7. Why IFMIS is not hold tax for some suppliers?

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 Answer: tax is hold for all suppliers if the supplier is created to allow withholding tax. If tax is
not hold for any suppliers follow the following steps to enable allow withholding tax.

1. Select the appropriate responsibility (Finance CTL)

2. Go Account payable Module
3. Open Maintain Supplier window
4. Search for the supplier using supplier full name, TIN Number or other searching
criteria.
5. Click on “Go” button
6. If the there are more than one suppliers with the same name select the one with the
taxpayer ID and click on “Update”
7. Go to Tax Details Tab - -> Tick on Allow withholding Tax at Header and Line level.
8. “Save” your work and leave the window.

8. Why Purchase order is not match with Invoice?

Answer: there are two cases where purchase order is not match with invoice. The first one is
if the purchase order item is service and user tries to match it with the default invoice match
option “receipt. And the second case if the purchase item is not received in store and user try
to match it with the default invoice match option receipt. In both case user will find it difficult
to match the purchase order.

The solution is to match the service related purchase order with PO match option in invoice
workbench and the purchase order must be received in store before the finance expert start
the payment process.

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 8. General Ledger Frequently Asked Question

1. What is the purpose of General Ledger since all transaction are recorded in sub modules?

Answer: General Ledger is a financial information repository module where all sub ledger
transactions are stored. Consolidated financial information is available and generated in general
ledger module. Most of the transaction in IFMIS is processed through sub ledger but there are
transactions that pass through general ledger like adjustment, prior year adjustment, pention
related transaction … etc.

2. How can I find un-posted Journal Entry generated from Sub ledgers in General ledger Module?

Answer: You have two options to find the un-posted journal entry in General Ledger module.
The first option is to use the manual journal entry form where the other option is to use the
posting window.

3. How can I post the un-posted Journal in General Ledger?

Answer: You have two options to post the un-posted journal entry in General Ledger
module. The first option is to use the manual journal entry form where the other option is to
use the posting window.

4. How can I find the specific Account information?

Answer: You can use General Ledger card report and transactions reports among the
available report to query and generate information by account level. Or you can also use inquiry
form to generate and drilldown account history. To do these please follow the following step:

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 1. Go to Inquiry form
2. Choose Account Inquiry form
3. Select the required period
4. Click on Account Area and enter the required account
5. Click on Ok Button.

5. How Can I Generate Reports?

Answer: Any report can generated using standard report submission formality and
procedure. You can generate report using the following steps

1. Go to menu bar and click on view

2. Select “Request” from the list
3. Click on ‘Submit a New Request” Button
4. Choose “Single Request” and Click “Ok”
5. Select the name of the report from the list of value and
6. Enter the required parameter and “submit” the report

6. How can I filter transaction if there is abnormal balance exists.

Answer: You can filter and drilldown any abnormal transaction using IFMIS General Ledger
card and IFMIS Transaction Detail by Organization/by Day reports. To generate this report
please following the standard report generation Procedure and step.

7. Which reports should I submit to MoFEC Government Account Directorate?

Answer: There are two report types that need to be submitted to MoFEC Government
account directorates i.e. Monthly report and Yearly report. Both report name list are mention
here below:

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 Monthly Report List

 IFMIS Monthly Accounting Report (7 Report with a single submission)

 IFMIS Bank Reconciliation Reports for all Bank Accounts with Copy of their Banks
Statement
 IFMIS Monthly Period Status
 IFMIS General Ledger Card for Bank and Cash Account

Yearly Report List

 IFMIS Monthly Accounting Report (7 Report with a single submission)

 IFMIS Bank Reconciliation Reports for all Bank Accounts with Copy of their Banks
Statement
 IFMIS Financial Statements (Statement of Financial Position, Statement of Financial
Performance and Cash Flow)
 IFMIS Net Trial Balance Summary
 IFMIS Revenue Budget Vs. Actual by Account Code
 IFMIS Revenue Budget Vs Actual By Financer Account Code
 IFMIS Expenditure By Budgetary Institution And Expenditure Category
 IFMIS List of Reporting Unit
 Cash Count Certificate
 Disclosure/Justification for budget utilization.

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