Glossary

Key terms used throughout PinkApple ERP and this documentation.

A

Account Header : The fourth level in the COA hierarchy, sitting below a major account header. Groups related GL accounts (e.g., "Cash on Hand" under "Cash & Bank Balances").

Approval Chain : A sequence of approval levels that a record must pass through before it becomes active. Configured per entity and business unit.

Approval Level : A tier in an approval chain (e.g., Level 1 = Officer, Level 2 = Supervisor, Level 3 = Manager).

Arrears : Overdue loan repayments. Detected automatically during EOD processing.

B

Base Currency : The primary currency used for financial reporting and consolidation. Set during company registration.

Business Day : A working day as defined by the calendar policy. EOD processing and certain transactions only run on business days.

Business Unit (BU) : An organisational entity (branch, department, office) that scopes data, permissions, and reporting.

Business Unit Type : A category of business units (e.g., "Branch", "Regional Office"). Types form a hierarchy and scope roles, COA, and products.

C

Calendar Policy : Defines which days of the week are business days and which are weekends/rest days.

Chart of Accounts (COA) : The complete list of GL accounts used to record financial transactions, organised in a hierarchical structure.

CIP (Capital Work in Progress) : Construction or development projects tracked as assets-in-progress until capitalised.

Company Alias : A URL-friendly identifier for your company, used in application URLs (e.g., /c/acme-financial/...).

Contra Account : A GL account that offsets another account (e.g., accumulated depreciation is a contra to fixed assets).

Custom Field : A user-defined data field added to a standard entity to capture organisation-specific information.

D

Denomination : A physical note or coin value for a currency (e.g., 50,000 UGX note, 500 UGX coin).

Detail Nature : How a GL posting rule detail line resolves its COA account — STATIC (hardcoded), TAG_RESOLVED (via system tag), or DOMAIN_RESOLVED (via handler procedure).

Domain Resolved : A detail nature where a stored procedure dynamically determines both the GL account and amount based on the transaction context.

Double-Entry : The accounting principle that every transaction creates equal debits and credits. PinkApple enforces this for all journal entries.

E

EOD (End of Day) : A daily batch process that accrues interest, detects arrears, calculates penalties, processes mandates, and advances the business day.

Exchange Rate : The conversion factor between two currencies, used for multi-currency transactions and reporting.

F

Fiscal Calendar : Defines the start and end dates of a financial year. Foundation for generating fiscal periods.

Fiscal Period : A time span (typically a month) within a fiscal year. Transactions are posted to open fiscal periods.

Foundation Account : The top level of the COA hierarchy. Seven system-seeded categories: Asset, Liability, Equity, Income, Expense, Contingent Asset, Contingent Liability.

G

GL (General Ledger) : The master record of all financial transactions, organised by chart of accounts. Every module posts to the same GL.

GL Code Template : Defines the segment pattern for generating GL codes under a foundation account.

GL Posting Rule : A template that maps a financial operation to specific debit/credit journal entries. Consists of a header and one or more detail lines.

J

Journal Batch : A container grouping one or more journal entries. Batches have a lifecycle: OPEN → POSTED → (optionally) REVERSED.

Journal Entry : A balanced set of debit and credit lines recording a financial transaction in the GL.

L

L1 / L2 / L3 : The three levels of the sidebar navigation hierarchy (Module → Section → Page), driven by the permission system.

M

Major Account Header : The third level in the COA hierarchy, providing the first level of user-defined grouping within a foundation (e.g., "Cash & Bank Balances").

Mandate : A standing instruction for recurring operations — standing orders, direct debits, or sweep instructions.

Multi-Tenant : Architecture where each company gets an isolated database. Data never mixes between tenants.

P

Permission : A granular access right (e.g., VIEW_GL_JOURNALS, CREATE_CLIENT). Permissions are grouped into roles.

Posting Mode : How a GL posting rule is triggered — SYSTEM (automated), MANUAL (user-initiated), or BOTH.

Pricing Profile : A collection of fee and charge rules attached to a financial product.

R

Reducing Balance : An interest calculation method where interest is computed on the outstanding principal, decreasing as repayments are made.

Role : A named collection of permissions assigned to users. Scoped to a business unit type.

S

Service : A bundled collection of modules that a company subscribes to (e.g., "Banking & Finance"). Services scope permissions, data, and features.

Service Profile : A grouping of permissions within a service (e.g., ACCOUNTING, LOANS, HR). Determines which permissions are available to roles in that service.

Service Switcher : A sidebar UI component that lets users switch between business units and services.

Sub-Ledger : A granular tracking account beneath a COA entry — per client, per product, per till, etc.

System Tag : A label assigned to GL posting rules that automated operations use to find the correct rule (e.g., LOAN_DISBURSEMENT).

T

Tenant : A company registered on the PinkApple platform with its own isolated database and configuration.

Till : A cash-handling station operated by a teller, tracking cash balances by currency denomination.

Trial Balance : A report listing all GL accounts with their debit and credit balances, verifying that total debits equal total credits.