Rabio - Documentation
Rabio.eu

Rabio Setup

Rapid Business Information Organizer (Rabio) is a software for recording and handling business data easy, fast and secure.

The backend structure records activities of business entities that are called Projects.
For some installations, according to purchased plan, multiple projects can be recorded at the same time.

For every project the system is recording financial activities which are called Managers.
Managers on Rabio can be:

  • Budget
  • Costs
  • Actual Costs
  • Expenses
  • Earned Value
  • Forecast
  • Projection
  • Expected Production
  • Actual Production
  • or any other activity according to business plans

The flexible reporting system can be customized following rules and produce new columns. For example in a project where Budget (column A) and Expenses (column B) are recorded, a new column can be produced called Difference (column C) where the difference can be customized as C = A-B.
Check the Managers Setup here.

The recording structure of every financial activity consists of

  • Centers (required)
  • Categories (required)
  • Tags (optional)

The built in user system is offering various roles per user:

  • Administator
  • Editor
  • Viewer

Structure

In structure section there all the basic elements of the system.
For any project in order to be installed in the system there has to be a plan.
The plan will be saved following the system's structure which is based on centers and categories entities.

  • Centers Groups: centers are organized in groups. These groups are the 1st level of data structure for recording and reporting.
  • Centers: centers are saved in this form.
  • Categories Groups: categories are organized in groups. These groups are the 1st level of data structure for recording and reporting.
  • Categories: categories are saved in this form.
  • Project: project definition and parameters.
  • Managers: for every project the system saves financial activities. These activities are called Managers. They are accessed and organized only by administrators.
  • Users: users definition and parameters.
  • Users-Projects: in this form users are assigned to project with a user role like:
    • Super Administrator
    • Administrator
    • Editor
    • Viewer
  • Users-Centers: this form is used by administrator to limit users having access to specific centers.
  • Users-Categories: this form is used by administrator to limit users having access to specific categories.
  • Analytics: this is an analytics report presenting view statistics.
  • Super Admin Report: this is a report accessed by Super Administrator presenting server data and statistics for all projects.

Managers Setup

The special form of Managers is onle accessible to administrators.
This special form includes the rules for every manager that will be recorded.
The rules are used by the internal intelligent reporting system for the production of reports.
The internal reporting system, based on the rules, turns financial activities of managers to columns in reports.

There two different kinds of managers for the system which are:

  • Recorded Managers

    • Recorder managers on Rabio can be Budget, Costs, Actual Costs, Expenses, etc. All data on for these managers are recorded by users or in some cases data are produced by external systems and they are imported on Rabio database.

  • Calculated Managers

    • Calculated managers are columns that are produced after following specific rules on Managers form.

Managers Form Fields

  • Manager ID: this is the unique ID of a manager
  • Description: the basic description of a manager
  • Budget: the field accepts only two values 1-Yes and 0-No.
    • When value is 1 the column is used for budget. The column can be recorded or can be calculated from 2 other columns.
    • When value is 0 the column is not used as a budget column.
  • Expenses or Costs: the field accepts only two values 1-Yes and 0-No.
    • When value is 1 the column is used for recording expenses, costs or actual costs.
    • When value is 0 the column is not used as an expenses column.
  • Report Column Order: this field accepts only letters like A,B,C,D. It is unique for every manager.
  • Report Title Description: this field is used by the reporting system as header for columns.
  • Calculation Column: the field accepts only two values 1-Yes and 0-No.
    • When it is a recording column this value is set to 0.
    • When it is a calculated column this value is set to 1.
  • Calculation Column: the field accepts only three values which are M-Minus P-Plus E-Equal.
    • When the value is set to M then the result of the calculated column is a difference between two columns
    • When the value is set to P then the result of the calculated column is an addition between two columns
    • When the value is set to E then the result of the calculated column is equal to another column

    The values on this field are functional only when the manager is calculated.

  • Columns for Calculation: the field accepts the unique IDs of the managers that will be calculated.
    • In case that the calculation of column is set to M-Minus, the result of the difference comes from the removal of the 2nd manager from the 1st. The numeric values are separated by comma like 1,2 or 3,4 or 5,4 etc.
    • In case that the calculation of column is set to P-Plus, the result of the addition comes from the summary of both managers. The numeric values are separated by comma like 1,2 or 3,4 or 5,4 etc.
    • In case that the calculation of column is set to E-Equal, the result is the copy of values from another manager. In this case only one numeric value is accepted.

    The values on this field are functional only when the manager is calculated.

  • Percentage Column: the field accepts only two values 1-Yes and 0-No.
    • When value is 1 a new column is produced after the calculated column with the percentage result of the calculated column.
    • When value is 0 a percentage column is not created.

    The values on this field are functional only when the manager is calculated.

  • Main Menu Order: this is a unique numeric value which is used for recording managers as the order of appearance in the main menu of the system. When it is a calculated column the value is set to 0

Forms

In the Forms section, are placed all the forms are used to record the financial activities of any project. These forms are managing all the data and they are called managers. Depending the project manager forms can be:

  • Costs
  • Actual Costs
  • Expenses
  • Earned Value
  • Forecast
  • Projection
  • Expected Production
  • Actual Production

In a manager form to add a new record a Center and a Category are always required.
Date and ammount are required for any record.
Unit cost is calculated by the system.
Comments are optional for any record.
Based on Center and Category the form allows the users to add (or not) quantity.

Tags: When a record is saved at any moment it can be updated with tags. Users can add as many different tags as they want.

Reports

In Reports section are placed all the reports for reporting purposes

  • Calendar Report: detailed report of all records per date
  • Centers Totals: centers summary report of all activities
  • Categories Totals: categories summary report of all activities
  • Center Total: summary report of all activities for a selected center
  • Category Total: summary report of all activities for a selected category
  • Centers-Categories Total: summary report for a selected center including summaries for all category activities
  • Categories-Centers Total: summary report for a selected category including summaries for all center activities
  • Center : summary report for a selected center
  • Category : summary report for a selected category
  • Tags : a list of all recorded tags that opens the report with detailed list of all
  • Invoice Report: if invoice column is filled in form detailed and summary data are presented in this report.
  • Monthly Report: a monthly report following the structure of the project.

Views

In Views section are placed advanced reports

  • Dashboard: a report with summaries and charts
  • Centers Progress: centers progress report per month or per quarter of year including column chart for .
  • Categories Progress: categories progress report per month or per quarter of year including column chart for .
  • Totals View: a special query view of total .
  • Calendar View: a calendar view presenting summaries per day.
  • Gantt Chart: This view presents a gantt chart when a manager is set to planned.
  • Data Export: Data export of every available manager in project. Data export is available in XLS or XML format.
  • Totals View: a summaries view presenting summaries using various criteria like year, month, etc.
  • Stock View Centers: a summaries view presenting quantity summaries per centers and categories
  • Stock View Categories: a summaries view presenting quantity summaries per categories
  • Geo Chart: a geo chart presentin summaries per geographical area.

User System

The built in user system is offering various access levels and roles per user. The system if accessed by three diferent user roles which are:

  • Super Administator: the super administrator is the super user of the system. Super administrator can insert new projects and can insert, update or delete on all forms. Data structure forms can be accessed by a super administrator on all projects. If a new center or category is needed in any of the projects the super administrator can insert them.
  • Administator: an administrator is an admin user of the system only for the projects that are assigned to this account. Administrator can insert, update or delete on all forms of the assigned projects. Data structure forms are only accessed by an administrator on the assigned to this account projects. If a new center or category is needed only an administrator can insert them on the assigned projects.
  • Editor: an editor is a user that has limited access to the system. By default an editor can insert and edit records in main manager forms but is not able to delete. In structure forms and editor is able only to edit records. An editor can be restricted in manager forms to insert records of financial activities only for specific centers of categories.
  • Viewer: a viewer is a user that only has viewing access to the system. By default a viewer is not able to insert, edit or delete records in any of the available manager or structure forms.
  • Contributor: a contributor is a user that has limited access only to submit expenses. By default a contributor is able to insert and edit records in any of the available forms.

Depending the installation many different users can access the system with various roles. It is possible to have many editors or viewers where at the same time they can be restricted to some of the projects that are in the system.

Adding New Users

When running for the first time Rabio will ask for registration of super admin user. This is necessary because the system is empty of any data and the super administrator user has to set up the basic structure data.

Following the instructions on the first screen the system will drive the new user on the registration form.

The new super administrator user selects admins as the username. Email and password are necessary for the registration.

Once the registration of the super admin user is complete you are able to login to the Rabio using the login form.

New users can register following the link on the main directory /register.php

Administration of users can only be done by a super administrator user through the available form Users on Structure menu section.

Credits

Credits

Rapid Business Information Organizer

Open Source Business Budgeting Software