Disbursement Overview
  1. Purpose
  2. How to access the Disbursement overview on GMS
  3. Filters
  4. Generated Disbursement Overview

 

I. Purpose Top

The Disbursement Overview lists the status of the disbursement workflow for all or filtered projects. Users can search the disbursement information using different search criteria.

To learn more about what is disbursement and how to process it on the GMS, please refer to this article of the Help Portal.

 

II. How to access the Disbursement Overview on GMS Top

To access the Disbursement Overview on the GMS, please follow this navigation: Report > Report > Disbursement Overview

You can also access the Disbursement Overview through the quick access, by clicking on the quick access icon at the right side of the menu bar.

 

III. Filters Top

To generate a Disbursement Overview, select one or more filters from the filters section.

Filters Description:

  • Select Allocation Year (drop down box): Lists the years of allocation available in the GMS system for the pooled fund.
  • Select Allocation Type (drop down box): List of all configured allocations for the pooled fund (is automatically filtered according to the selected allocation year).
  • Select Cluster (drop down box): List of clusters defined for the pooled fund.
  • Select Organization Type (drop down box): List of Organization Type in the pooled fund.(International NGO, National NGO, Other, UN Agency)
  • Project Code (text box): Search a project by Project Code (Last 3 digits of project code need to be mentioned). You can insert several project codes separated by a comma.
  • Select Organization (drop down box): List of organization names registered for the pooled fund.
  • Select Admin Location 1(drop down box): Lists the regional locations in the country which were configured during projects draft stage.
  • Duration : Choose from the drop-down list the duration mode, and insert in the field the number of months. (In our example below, only 6-months projects will show in the results.)

  • Select Disbursement Status (drop down box): Lists the Disbursement statuses available based on the criteria set above.

*Please note, if you change one or several of the top 4 filters, click on [reload filters] to reload the below filter possibilities. For instance, if you selected an additional allocation from the filter [Select Allocation type], more options will show in the below filter [Select Organization].

After applying the filters, click on [Click to filter] to generate the Overview.

Click on [Clear] to reset the entire set of filters.

GMS Tip : How to personalize the Overview’s filters’ section? 

HFU Admin users can personalize all Overviews’ filter sections of the GMS. To do so, HFU Admin user roles can use the Quick Filters page of the GMS to create quick filters, allowing for easier and quicker data search.

To learn more on how to create and manage Quick filters, please refer to this page of the Help Portal.

 

 

IV. Generated Disbursement Overview Top

The Disbursement Overview includes the following information :

  • Admin Action : Click on the magnifying glass icon  to access the project’s disbursement tab. An edit icon  will be displayed provided the current user has the ability to edit in the current project status.
  • Primary Cluster : Displays the primary cluster group to which the project proposal belongs to.
  • Project Code (allocation) : Displays the system generated project code and call for proposal that the project proposal belongs to.
  • You can click on the Project code hyperlink to access the project proposal.
  • Org : Displays the Implementing Partner's organization name
  • Project Title : Displays the Project Title
  • Project start and end date: Displays the project’s star and end dates.
  • Budget: Displays the project’s budget
  • Disbursed Amount: Displays the disbursed amount to date

Tranche Details: Hover over this icon  to access the details related to the project’s disbursements data. (see screenshot below)

  • Disbursement Status: Displays the current disbursement status for the project.
  • Assigned to : Displays the user email id to whom the disbursement task has been assigned to.

Additional features:

Click on the Show Filters button present on the top-left corner of the Disbursement overview screen to go back to the Set Filters screen.

Click on the Back to Results icon   to return to the previously generated Tasks Overview page. (This button will be displayed only if there was a previously generated Tasks Overview page.)

                                                                  GMS Tip: How to export as Excel 

The data displayed to the user can be downloaded in an excel format using the [Export to Excel] button present on the top right hand corner of the Disbursement overview screen.