UBU Finance System Platform Documentation — Vaults
Introduction
This documentation covers the comprehensive vault management features available on the UBU Finance System Platform (https://system.ubu-economy.com). The platform implements a sophisticated vaults management system that includes:
- Vaults Management: Shows all vaults and allows creation or setting of bulk vault limits
- Vaults Types Management:Displays all vault types and allows creation of new vault types
- Vaults Tree Management: Shows the hierarchical structure of vaults
- Vault Requests: Displays all requests
- Vault Team Requests: Displays all team requests
- Vault Assignment: Displays vault assignments and allows creation of new assignments
- Vault Reconciliation:Reviews and adjusts vault balances
- Vault Investigation: Reviews vault activities to identify and resolve discrepancies
- Vault Analytics: Provides insights and reports on vault activities and performance
This structured approach ensures secure vault management while maintaining oversight and supporting comprehensive financial control.
Platform Overview
System Platform URL: https://system.ubu-economy.com
The system platform provides administrators and staff with appropriate permissions to manage vault-related operations, from basic vault access to assignments, reconciliations, and analytical reporting.
Vault Management Features
Features Accessible from Sidebar Menu (Vault Management)
You can find this feature in the sidebar for easy access
Vaults
Vaults Management Page
This page contains several tabs that help you manage and monitor vault activities efficiently:
1.My Vaults Tab – Displays details of vaults assigned to the currently logged-in teller.
2.All Vaults Tab – Shows details of all vaults in the system.
3.Vault Logs Tab – Lists all recorded activities and transactions performed on vaults.
4.Cash Operations Tab – Displays all cash-related operations carried out within the vaults.
5.Movements Tab – Shows all movement records, including transfers and other vault-related transactions.
In both the My Vaults and All Vaults tabs, users can perform various actions using the icons found in the Actions column of the table. Below are the available actions and their purposes:
View Icon – Displays detailed information about the selected vault.
Vault Logs Icon – Opens a log of all activities performed on that specific vault.
Update Vault Icon – Allows modification of vault details.
Set/Rotate Key Icon – Assigns or rotates the vault key to enhance security.
Reset Vault Key Icon – Resets the vault key to its default or a new secure state.
Lock Vault Icon – Locks or unlocks the vault to restrict or grant access.
Request Allocation Icon – Sends a request to allocate the vault to a user or department.
Request Return Icon – Sends a request to return a previously allocated vault.
Vault Search Bar Feature
| Aspect | Description |
|---|---|
| Permission | Search Vaults |
| Functionality | Search and filter vaults by name |
| Access | Search bar on Vaults Management page above tables |
| Platform | System Platform |
Create Vault Feature
| Aspect | Description |
|---|---|
| Permission | Create Vault |
| Functionality | Create new vaults |
| Access | Create Vault button on Vaults Management page |
| Platform | System Platform |
Bulk Vault Limits Feature
| Aspect | Description |
|---|---|
| Permission | Update Vault Limits |
| Functionality | Set limits for multiple vaults at once |
| Access | Bulk Vault Limits button on Vaults Management page |
| Platform | System Platform |
Vault Filter Feature
| Aspect | Description |
|---|---|
| Permission | Vault Filter Feature |
| Functionality | Filter vaults by Status, Type, and Currency |
| Access | Filter button on Vaults Management page above tables |
| Platform | System Platform |
My Vaults Table Feature
| Aspect | Description |
|---|---|
| Permission | View Vaults |
| Functionality | Displays vaults personally associated with the account |
| Access | My Vaults tab on Vaults Management page |
| Actions | View, Edit, Set/Rotate Key, Reset Vault Key, Lock Vault, Request Allocation, |
| Request Return | |
| Platform | System Platform |
All Vaults Table Feature
| Aspect | Description |
|---|---|
| Permission | View All Vaults |
| Functionality | Displays all vaults in the organization |
| Access | All Vaults tab on Vaults Management page |
| Actions | View, Edit, Set/Rotate Key, Reset Vault Key, Lock/Unlock key, |
| Request Allocation, Request Return | |
| Platform | System Platform |
Vault Logs Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Logs |
| Functionality | View detailed logs of all actions performed on vaults |
| Access | Vault Logs tab on Vaults Management page |
| Platform | System Platform |
View Vault Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Details |
| Functionality | View all vault details |
| Access | View button on vault row in My Vaults table and All Vaults table |
| Platform | System Platform |
Update Vault Feature
| Aspect | Description |
|---|---|
| Permission | Update Vault Details |
| Functionality | Modify vault details |
| Access | update button on vault row in My Vaults table and All Vaults table |
| Platform | System Platform |
Set/Rotate Key Feature
| Aspect | Description |
|---|---|
| Permission | Set/Rotate Key |
| Functionality | Assign or rotate the vault key to maintain security |
| Access | Set/Rotate Key button on vault row in My Vaults table and All Vaults table |
| Platform | System Platform |
Reset Vault Key Feature
| Aspect | Description |
|---|---|
| Permission | Reset Vault Key |
| Functionality | Reset the vault key to default or secure state |
| Access | Reset Key button on vault row in My Vaults table and All Vaults table |
| Platform | System Platform |
Lock Vault Key Feature
| Aspect | Description |
|---|---|
| Permission | Lock Vault Key |
| Functionality | Lock a vault to restrict or allow access |
| Access | Lock Key button on vault row in My Vaults table and All Vaults table |
| Platform | System Platform |
Request Allocation Feature
| Aspect | Description |
|---|---|
| Permission | Create Vault Allocations |
| Functionality | Request allocation of vault |
| Access | Request Allocation button on vault row in My Vaults table and All Vaults table |
| Platform | System Platform |
Request Return Feature
| Aspect | Description |
|---|---|
| Permission | Create Vault Returns |
| Functionality | Request return of allocated vault |
| Access | Request Return button on vault row in My Vaults table and All Vaults table |
| Platform | System Platform |
You can find this feature in the sidebar for easy access
Vaults Types
Vault Types Page
Search Vault Types Feature
| Aspect | Description |
|---|---|
| Permission | Search Vaults Types |
| Functionality | Search vault types by typing the name of the vault |
| Access | Search bar on top of Vault Types table |
| Platform | System Platform |
Create Vault Type Feature
| Aspect | Description |
|---|---|
| Permission | Create Vault Types |
| Functionality | Add a new vault type to the system |
| Access | Create Vault Type button above Vault Types table |
| Platform | System Platform |
Filter Vault Types Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Types |
| Functionality | Filter vault types by Requires Key or Requires Approval |
| Access | Filter button on the Vault Types page |
| Platform | System Platform |
Vault Types Table
| Aspect | Description |
|---|---|
| Permission | View Vault Types |
| Functionality | Displays all vault types details |
| Access | Automatically visible on Vault Types page |
| Platform | System Platform |
View Vault Type Details Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Type Details |
| Functionality | View detailed information of a vault type |
| Access | View button on Vault Type table row |
| Platform | System Platform |
Edit Vault Type Feature
| Aspect | Description |
|---|---|
| Permission | Update Vault Type |
| Functionality | Modify details of an existing vault type |
| Access | Edit button on Vault Type table row |
| Platform | System Platform |
Delete Vault Type Feature
| Aspect | Description |
|---|---|
| Permission | Delete Vault Type |
| Functionality | Remove an existing vault type from the system |
| Access | Delete button on Vault Type table row |
| Platform | System Platform |
You can find this feature in the sidebar for easy access
Vaults Tree
Vaults Tree Page
The Vaults Tree Page provides a hierarchical view of all vaults, allowing users to easily navigate through parent vaults and their corresponding child vaults.
In the table displayed on this page, each row includes a View Icon in the Actions column. When this icon is clicked, it performs the following actions:
-
Display Child Vaults – Clicking the View Icon reveals the child vaults linked to the selected parent vault.
-
Navigate to Child Vault Details Page – The system opens a page that displays a table containing all child vaults associated with that parent vault.
-
View Detailed Information – Within the child vaults table, clicking the View Icon again displays detailed information about that specific child vault, including its attributes and relationships.
Search Vault Feature
| Aspect | Description |
|---|---|
| Permission | Search Vault Tree |
| Functionality | Search for a specific vault in the tree by its name |
| Access | Search bar above Vault Tree table |
| Platform | System Platform |
Filter Vaults Feature
| Aspect | Description |
|---|---|
| Permission | Search Vault Tree by Filtering |
| Functionality | Filter vaults in the tree by Name, Type Code, or Inferred Level |
| Access | Filter button above Vault Tree table |
| Platform | System Platform |
Vault Tree Table
| Aspect | Description |
|---|---|
| Permission | Displays Vaults By Tree |
| Functionality | Displays details of vault hierarchy |
| Access | Automatically visible on Vault Tree page |
| Platform | System Platform |
You can find this feature in the sidebar for easy access
My Vaults Requests
My Vaults Requests Page
Search Vault Request Feature
| Aspect | Description |
|---|---|
| Permission | Search Vault Requests |
| Functionality | Search vault requests by vault name |
| Access | Search bar above My Vault Requests table |
| Platform | System Platform |
My Vault Requests Table Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Requests |
| Functionality | Displays list of vault requests |
| Access | Automatically visible on My Vault Requests page |
| Platform | System Platform |
You can find this feature in the sidebar for easy access
Vaults Team Requests
Vaults Team Requests Page
Search Vault Team Request Feature
| Aspect | Description |
|---|---|
| Permission | Search Vault Team Requests |
| Functionality | Search vault team requests by name |
| Access | Search bar on Vault Team Requests page |
| Platform | System Platform |
Filter Vault Team Requests Feature
| Aspect | Description |
|---|---|
| Permission | Search Vault Team Requests By Filtering |
| Functionality | Filter vault team requests by Status and Type |
| Access | Filter button above Vault Team Requests table |
| Platform | System Platform |
Vault Team Requests Table Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Team Requests |
| Functionality | Displays list of vault team requests |
| Access | Automatically visible on Vault Team Requests page |
| Platform | System Platform |
You can find this feature in the sidebar for easy access
Vaults Assignment
Vaults Assignment Management Page
Search Vault Assignments Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Assignments |
| Functionality | Search vault assignments by vault name or assignee |
| Access | Search bar above Vault Assignments table |
| Platform | System Platform |
Reassign Vault Feature
| Aspect | Description |
|---|---|
| Permission | Update Vault Assignments |
| Functionality | Reassign a vault to another user by completing a reassignment form |
| Access | Reassign Vault button above Vault Assignments table |
| Platform | System Platform |
Vault Assignments Table Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Assignments |
| Functionality | Displays vault assignment details |
| Access | Automatically visible on Vault Assignments page |
| Platform | System Platform |
Table Icons Feature
| Icon | Functionality |
|---|---|
| View Icon | Opens vault assignment details |
| View User Vaults Assignments | Displays information of the assigned user |
You can find this feature in the sidebar for easy access
Vaults Reconciliation
Vaults Reconciliation Page
Steps to Create a Reconciliation
To perform a reconciliation, follow the steps below:
- Create a Vault
Navigate to the Vault Management Page and click on the Create Vault button.
A form will appear; fill in all the required details and submit the form to create the vault.
- Initiate Reconciliation
Once the vault is created, locate it in the table displayed on the Vault Management Page.
In the Actions column, click on the Reconciliate icon corresponding to that vault.
- Fill in Actual Cash Details
A reconciliation form will appear.
Enter the actual cash amount in the provided field, then click on the Compare button to complete the reconciliation process.
Search Vault Reconciliations Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Reconciliations |
| Functionality | Search reconciliation records using vault name |
| Access | Search bar above Vault Reconciliations table |
| Platform | System Platform |
Filter Vault Reconciliations Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Reconciliations By Filtering Them |
| Functionality | Filter reconciliation records by Period, Vault (by Name), Date From, and Date To |
| Access | Filter button on Vault Reconciliations page |
| Platform | System Platform |
View Vault Reconciliations Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Reconciliations Details |
| Functionality | Displays reconciliation records with two tabs: Summary (overview of totals and balances) |
| and End of Day Records (daily reconciliation details) | |
| Access | Automatically visible on Vault Reconciliations page |
| Platform | System Platform |
You can find this feature in the sidebar for easy access
Vaults Investigation
Vaults Investigation Page
On this page, the Actions column in the table contains several useful icons that enhance user interaction and functionality:
View Icon: Allows you to view detailed information related to the specific vault in that row.
Edit Icon: Enables you to resolve issues associated with the selected vault.
Search Vault Investigations Feature
| Aspect | Description |
|---|---|
| Permission | Search Vault Investigations |
| Functionality | Search vault investigations by vault name or type |
| Access | Search bar on Vault Investigations table |
| Platform | System Platform |
Filter Vault Investigations Feature
| Aspect | Description |
|---|---|
| Permission | Search Vault Investigations By Filtering |
| Functionality | Filter investigations by Vault, Status, or Investigation Type |
| Access | Filter button on Vault Investigations page |
| Platform | System Platform |
Vault Investigations Table Feature
| Aspect | Description |
|---|---|
| Permission | View Vault Investigations |
| Functionality | Displays investigation details |
| Access | Automatically visible on Vault Investigations page |
| Platform | System Platform |
You can find this feature in the sidebar for easy access
Vaults Analytics
Vaults Analytics Page
On the Vault Analytics page, there are several analytical tables that provide comprehensive insights into vault operations. These include:
Vault Analytics by Performance: Displays performance metrics and efficiency indicators for each vault.
Vault Analytics by Overview: Provides a general summary of all vault activities and key statistics.
Vault Analytics by Cash Flow: Presents detailed information on deposits, withdrawals, and overall net flow within each vault.
Vault Analytics by Reconciliation: Highlights reconciliation statuses, identifying matched, mismatched, and escalated records for improved financial accuracy.
Additionally, the Overview and Performance sections include filter buttons that allow users to filter data based on a Start Date and End Date, enabling focused analysis of vault activities within a specific time period. |