Overview
Allow Issuing of a Voucher Only If the Arrangement Has a Finalized Agreement/Pliromi_monon_me_Oristikopiisi is a setting found under Financial Settings > General Settings > Financial Contracts, in the Basic Settings sub-group.
What This Setting Does
This setting controls whether a payment or an invoice (voucher) can be issued for a financial arrangement before that arrangement’s economic agreement has been finalized. When turned on, the institution requires that the financial arrangement first be finalized (given a formal, protocol-numbered agreement) before any payment or invoice can be submitted against it. This helps ensure that all billing activity for a _Student_ (or other payer) is backed by a properly confirmed and numbered agreement, rather than an agreement that is still being drafted or may still change.
Where It Is Used
This setting affects the financial contract / economic arrangement workflow used for _Students_ (or other financial contacts) who have a private financial agreement (for example, tuition or fee arrangements) with the institution. It takes effect whenever a user in the finance office attempts to register a payment or issue an invoice against an arrangement that has not yet been finalized. If the setting is enabled, the system will block that action until the arrangement is formally finalized.
- Main Menu > Financial > Arrangements List
Business Logic / Behavior
- This is an on/off (checkbox) setting; it does not accept a numeric value, list, or free text.
- When enabled, an invoice or payment can only be submitted once the related financial arrangement has been finalized (given a formal agreement).
- Finalizing an arrangement assigns it a protocol number, which acts as a form of official confirmation for the agreement.
- Once an arrangement is finalized, its terms cannot be changed directly; a staff member must first reverse the finalization (“un-definition”) before editing, and finalizing it again produces a new protocol number.
- When this setting is turned off, the system allows invoices and payments to be issued against arrangements that have not been finalized yet, giving staff more flexibility but less formal control.
Example(s)
Alpha Institute enables this setting for its finance department. A staff member creates a new tuition arrangement for _Student_ Maria A. totaling $6,000, split into 5 installments of $1,200 each, but has not yet finalized it because the payment plan is still being negotiated with the family. When the staff member tries to issue an invoice for the first $1,200 installment, the system blocks the action and asks that the arrangement first be finalized. Two days later, once the arrangement is reviewed and finalized (receiving protocol number 2026-0347), the same staff member can then issue the $1,200 invoice for the first installment without any restriction, and the remaining 4 installments follow the same $1,200 schedule.\
When to Use
Use this setting when the institution wants to enforce a formal approval step on financial arrangements before any money changes hands or any invoice is generated.
When to Enable
Enable this setting when the finance office wants stronger control and traceability over billing, ensuring that no payment or invoice is ever issued against an arrangement that is still in draft or under negotiation. This is useful for institutions with strict financial approval processes or audit requirements.
When to Disable
Disable this setting if the institution prefers a more flexible process, allowing staff to record payments or issue invoices even while an arrangement has not yet been formally finalized, for example in smaller institutions with simpler, less formal billing procedures.
Notes
Prerequisites: the institution should have its financial arrangement / financial contract process configured, since this setting depends on the concept of “finalizing” an arrangement into a formal agreement.
- Related settings: Selection of Arrangement Types With Private Agreements (Epilogi_tipon_diakanonismon_stous_opoiois_tha_iparxoun_idiotika_simfonitika in Financial Settings > General Settings > Financial Contracts > Basic Settings)
- Related settings: Private Agreement Report (Report_Idiwtikou_Symfwnitikou in Financial Settings > General Settings > Financial Contracts > Basic Settings)
- Related settings: Recipient For Private Agreement Report (Recipient_For_Private_Agreement_Report in Financial Settings > General Settings > Financial Contracts > Basic Settings)
K-12 vs Higher Education: This setting behaves the same regardless of whether Higher Education Mode (Enable Configuration for Higher Education/Xrisi_parametropoihshs_kolegiou) is enabled or disabled.
