IBEX

Disbursement Module Reports

OVERVIEW
All IBEX modules leverage a standard reporting framework that allows for the relatively rapid creation and addition
of reports. All reports allow for pre-defined selection/filtering criteria which vary from report to report. All reports
are available in one or more of the following formats:

 HTML (On Screen)

 Microsoft Excel
 Microsoft Word
 PDF (Adobe Acrobat)
This document provides detailed descriptions and samples of all the reports provided in the reports tree of the
Disbursement Module. The document is organized as follows:

 Reports List This is a structured list of all report names, organized hierarchically as they are found in the
Disbursement Module reports tree.

 Report Details This is a detailed description of each report along with a list of the report selection/filtering
criteria, and available output formats.

 Report Samples This section contains full-page samples of each of the reports described in the earlier
sections.

REPORTS LIST
The following is a list of all the reports available in the Disbursement Module reports tree, organized hierarchically
as in the report tree.
1 OPERATIONAL REPORTS

1.1

Disbursement Ledger Card..................................................................................................................................5

1.2

Disbursement Request Form (Ge/Be/We) ...........................................................................................................6

1.3

Disbursement Request Form (Me/He).................................................................................................................7

1.4

Drawing Limit Bank Account Controllers Form.................................................................................................8

1.5

Consolidated Drawing Limit Bank Account Controllers Schedule .....................................................................9

1.6

Drawing Limit Utilization .................................................................................................................................10

1.7

Deduction Details..............................................................................................................................................11

1.8

Deduction Summary..........................................................................................................................................12

1.9

Disbursements Over Budget..............................................................................................................................13

2 BANK REPORTS

14

2.1

Drawing Limit Bank Account Utilization Monthly Summary ..........................................................................14

2.2

Drawing Limit Bank Account Bank Advices ....................................................................................................15

2.3

Regular Bank Account Bank Advices ...............................................................................................................16

2.4

Organization Bank Activity...............................................................................................................................17

2.5

Reporting Unit Disbursement Type and Bank Account Type ...........................................................................18

3 CASH FLOW REPORTS

19

3.1

Cash Flow Forecast ...........................................................................................................................................19

3.2

Cash Flow Forecast Summary...........................................................................................................................20

3.3

Annual Cash Flow Forecast Summary ..............................................................................................................21

3.4

Cash Flow Forecast Summary by Expenditure Category ..................................................................................22

4 MANAGEMENT REPORTS

23

4.1

Authorized Monthly Budget Disbursements .....................................................................................................23

4.2

Authorized Disbursements by Item of Expenditure...........................................................................................24

4.3

Authorized Disbursements by Public Body and Expenditure Category ............................................................25

4.4

Authorized Disbursements by Organization......................................................................................................26

4.5

Summary of Regional Authorized Disbursement By Type of Disbursement ....................................................27

5 BANK INSTRUCTION LETTERS

28

5.1

Drawing Limit Bank Instruction Letter .............................................................................................................28

5.2

Regional Recurrent Budget Bank Instruction Letter .........................................................................................29

5.3

Regional Capital Budget Bank Instruction Letter..............................................................................................30

5.4

Regional Recurrent Jurisdiction Bank Instruction Letter ..................................................................................31

REPORT DETAILS
The following are detailed description of each report. The following details are provided for each report:

 Report Name
 Description
 Report Parameters
 Formats
 Report Sample

Operational Reports

These include the reports used in daily operations for the requisition and approval of budgeted
funds for disbursement. These include reports indicating the adjusted budget by sub agency and
project, item of expenditure, year to date disbursements that are approved and the balance
available for disbursement for various budgetary institutions.

1.1

Disbursement Ledger Card

 Description This is the standard disbursement ledger card report that shows the disbursement history for
selected expenditure account codes for a selected bank account. If multiple account codes are selected, separate
cards should be generated for each account.

 Report Parameters The report can be filtered according to the following criteria:

Bank Account

Accounting Period

Account Code (single or range)

BI Code (single or group)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

 Sample The following is a sample of this report:

1.2

Disbursement Request Form (Ge/Be/We)

 Description This is the official disbursement request form submitted by the zero-balance bank account
holders to the request the setting of new drawing limits (disbursements) from the treasury against their adjusted
budget. This form comes in four sorts: Recurrent Salary Request, Recurrent Operating Request, Capital Salary
Request, and Capital Operating Request.

 Report Parameters The report can be filtered according to the following criteria:

Reporting Unit

Include Zero Balance Items of Expenditure

Disbursement Request (for selected BI)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

 Sample The following is a sample of this report:

1.3

Disbursement Request Form (Me/He)

 Description This is the official disbursement request form submitted by the regional regular bank account
holders to the (disbursements) from the treasury against their adjusted budget. This form comes in four sorts:
Recurrent Salary Request, Recurrent Operating Request, Capital Salary Request, and Capital Operating
Request. For efficiency, this form combines multiple budgetary institutions requests onto a single sheet.

 Report Parameters The report can be filtered according to the following criteria:

Bank Account

Budget Type (Recurrent, Capital or Both)

Include Zero Balance Items of Expenditure

Disbursement Request (for selected BI)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

 Sample The following is a sample of this report:

1.4

Drawing Limit Bank Account Controllers Form

 Description This is a controllers detail report for utilization amount for the drawing limit accounts. The
report provides the summarized drawing limit bank account details and utilization amounts for all bank
accounts within the selected scope for the selected month.

 Report Parameters The report can be filtered according to the following criteria:

Organization Level

Accounting Period

Filter By User (Show Only Current User Public Bodies)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

1.5

Consolidated Drawing Limit Bank Account Controllers Schedule

 Description This is a consolidated report of the controllers reports for the drawing limit accounts. The report
provides the summarized drawing limit bank account details and utilization amounts for all bank accounts
within the selected scope for the selected month.

 Report Parameters The report can be filtered according to the following criteria:

Organization Level

Accounting Period

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

1.6

Drawing Limit Utilization

 Description This report compares the recurrent and capital expenditure budget with actual utilized
disbursement for salary and operating expenditures. The report organizes the information by public body and
bank account.

 Report Parameters The report can be filtered according to the following criteria:

Drawing Limit Bank Account

Accounting Period

 Formats This report is available in the following formats:

Excel

Sample The following is a sample of this report:

10

1.7

Deduction Details

 Description This report displays the detailed deductions for a selected month by budgetary institution for all
budgetary institutions below the selected scope.

 Report Parameters The report can be filtered according to the following criteria:

Organization Level

Accounting Period

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

11

1.8

Deduction Summary

 Description This report displays the deduction summaries for a selected month by budgetary institution for all
budgetary institutions below the selected scope.

 Report Parameters The report can be filtered according to the following criteria:

Organization Level

Accounting Period

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

12

1.9

Disbursements Over Budget

 Description This report shows any disbursements made in the current year that are over the current year
adjusted budget by budgetary institution and item of expenditure. This is useful in the rare case that
disbursements have been made before the budget is approved and per regulations, have been controlled using
last years budget, potentially allowing for disbursements over budget if the current years approved/adjusted
budget is lower than the previous years and therefore necessitating a budget transfer.

 Report Parameters The report can be filtered according to the following criteria:

Budget Type (Recurrent, Capital or Total)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

13

Bank Reports

These include the reports that detail or summarize the bank account utilization information
acquired from the banks.

2.1

Drawing Limit Bank Account Utilization Monthly Summary

 Description This is summary report for utilization amount for the drawing limit accounts. The report provides
the summarized drawing limit bank account details and utilization amounts for all bank accounts within the
selected scope for the selected month(s). If multiple months are selected, each period is displayed separately.

 Report Parameters The report can be filtered according to the following criteria:

Drawing Limit Bank Account

Accounting Period (single or range)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

14

2.2

Drawing Limit Bank Account Bank Advices

 Description This report displays a listing of all drawing limit bank advices processed in a certain period for a
selected set of bank accounts.

 Report Parameters The report can be filtered according to the following criteria:

Drawing Limit Bank Account

Date (single or range)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

15

2.3

Regular Bank Account Bank Advices

 Description This report displays a listing of all regular bank advices processed in a certain period for a
selected set of bank accounts.

 Report Parameters The report can be filtered according to the following criteria:

Date (single or range)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

16

2.4

Organization Bank Activity

 Description This report displays a listing of all drawing limit bank advices processed in a certain period for a
selected set of organizations.

 Report Parameters The report can be filtered according to the following criteria:

Date (single or range)

Transaction Type (Disbursement, Bank Advice or Both)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

17

2.5

Reporting Unit Disbursement Type and Bank Account Type

 Description This is a status report that displays the organization disbursement types and bank account types
currently assigned for all organization entities within the selected scope.

 Report Parameters The report can be filtered according to the following criteria:

No Parameters

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

18

Cash Flow Reports

These include the detailed and summary cash management reports utilizing the submitted cashflow forecasts.

3.1

Cash Flow Forecast

 Description This is the 3 month rolling cash flow forecast report.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period (single or range)

Budget Type (Recurrent, Capital or Both)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

19

3.2

Cash Flow Forecast Summary

 Description This is a summary report for the 3 month rolling cash flow forecasts. The report provides the
summarized 3-month rolling cash flow forecast for all bank accounts within the selected scope for the selected
month(s). If multiple months are selected, each period is displayed separately.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period (single or range)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

20

3.3

Annual Cash Flow Forecast Summary

 Description This is the annual cash flow reports submitted at the beginning of the financial year by all zerobalance account holders, forecasting their anticipated expenditure cash-flow monthly for the entire new fiscal
year.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period (single or range)

 Formats This report is available in the following formats:

HTML (On screen)

Excel

PDF

Sample The following is a sample of this report:

21

3.4

Cash Flow Forecast Summary by Expenditure Category

 Description This is a summary report for the 3 month rolling cash flow forecasts separated by operating and
salary expenditures. The report provides the summarized 3-month rolling cash flow forecast for all bank
accounts within the selected scope for the selected month(s). If multiple months are selected, each period is
displayed separately.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period (single or range)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

22

Management Reports

These include reports that show disbursements item of expenditure, by category, sub-category and
function, function, by sub-function and source of finance, by Public Body, region, transfer recipient
and others.

4.1

Authorized Monthly Budget Disbursements

 Description This report displays the monthly budget disbursements to a specific public body by month for a
selected budget type. If more than one public body is included in the scope, each public body is presented as a
separate report.

 Report Parameters The report can be filtered according to the following criteria:

Budget Type (Recurrent, Capital or Both)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

23

4.2

Authorized Disbursements by Item of Expenditure

 Description This report displays the budget disbursements to a selected scope, for a selected budget type by
item of expenditure.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period

Budget Type (Recurrent, Capital or Both)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

24

4.3

Authorized Disbursements by Public Body and Expenditure Category

 Description This report displays the budget disbursements to a selected scope, for a selected budget type by
public body and expenditure category.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period

Budget Type (Recurrent, Capital or Both)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

25

4.4

Authorized Disbursements by Organization

 Description This report displays the budget disbursements to a selected scope, for a selected budget type by
organization.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period

Budget Type (Recurrent, Capital or Both)

Organization Level (Function, Sub-Function or Public Body)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

26

4.5

Summary of Regional Authorized Disbursement By Type of Disbursement

 Description This report displays the summarized disbursements from a regional BOFED by disbursement
type. This shows capital and recurrent adjusted budget, disbursement and utilization information for zones,
weredas, sector bureaus, and other disbursement types.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

27

Bank Instruction Letters

These are the official letters sent by the treasury department to the bank holding their account(s)
instructing them to release funds to various institutions.

5.1

Drawing Limit Bank Instruction Letter

 Description This is the official letter sent to the treasury bank account banking institution instructing them to
supplement the drawing limit of a zero-balance bank account.

 Report Parameters The report can be filtered according to the following criteria:

Source Bank Account (selected from Organizational Tree)

Accounting Period

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

28

5.2

Regional Recurrent Budget Bank Instruction Letter

 Description This is the instruction letter to the treasury bank instructing them to release regional recurrent
budget subsidy funds.

 Report Parameters The report can be filtered according to the following criteria:

Sub Agency (Selected from Organizational Tree)

Disbursement Bank Account

Accounting Period

Expenditure Account Code

Source Bank Account

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

29

5.3

Regional Capital Budget Bank Instruction Letter

 Description This is the instruction letter to the treasury bank instructing them to release regional capital
budget subsidy funds.

 Report Parameters The report can be filtered according to the following criteria:

Project (Selected from Organizational Tree)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

30

5.4

Regional Recurrent Jurisdiction Bank Instruction Letter

 Description This is the instruction letter to the treasury bank instructing them to release regional recurrent
budget subsidy funds.

 Report Parameters The report can be filtered according to the following criteria:

Accounting Period

Source Bank Account (selected from Organizational Tree)

 Formats This report is available in the following formats:

HTML (On screen)

PDF

Sample The following is a sample of this report:

31

REPORT SAMPLES
Below is a list of all the reports in the Disbursement Module.

1. Disbursement Ledger Card

32

2. Disbursement Request Form (Ge/Be/We)

33

3. Disbursement Request Form (Me/Be/He)

34

4. Drawing Limit Bank Account Controllers Form

35

5. Consolidated Drawing Limit Bank Account Controllers Schedule

36

6. Drawing Limit Utilization

37

7. Deduction Details

38

8. Deduction Summary

39

9. Disbursement Over Budget

40

10. Drawing Limit Bank Account Utilization Monthly Summary

41

11. Drawing Limit Bank Account Bank Advices

42

12. Regular Bank Account Bank Advices

43

13. Organization Bank Advices

44

14. Reporting Unit Disbursement Type and Bank Account Type

45

15. Cash Flow Forecast

46

16. Cash Flow Forecast Summary

47

17. Annual Cash Flow Forecast Summary

48

18. Cash Flow Forecast Summary by Expenditure Category

49

19. Authorized Monthly Budget Disbursements

50

20. Authorized Disbursements by Item of Expenditure

51

21. Authorized Disbursements by Public Body and Expenditure Category

52

22. Authorized Disbursements by Organization

53

23. Summary of Regional Authorized Disbursement By Type of Disbursement

54

24. Drawing Limit Bank Instruction Letter

55

25. Regional Recurrent Budget Bank Instruction Letter

56

26. Regional Capital Budget Bank Instruction Letter

57

27. Regional Recurrent Jurisdiction Bank Instruction Letter

58