Glossary

Key terms used throughout Pinkapple ERP and this documentation.

System Reference

This glossary supports the functional guides. When a term describes a workspace or action, use the relevant module guide for the menu path, form fields, required values, and operational sequence.

Area	Where To Look
Setup terminology	Administration, Accounting Setup, product setup, and service setup guides
Operational terminology	Module operations guides for loans, deposits, shares, production, agriculture, driving, billing, payments, and inventory
Reporting terminology	Reporting guide and accounting report examples
Access terminology	Platform, permissions, roles, and service switcher guides

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 by Pinkapple to separate tenant workspaces and service access.

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 account — static selection, system tag resolution, or domain-driven resolution.

Domain Resolved : A detail nature where the system 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.