Creating and Managing Fund Allocations

This guide walks through the complete process of creating ministraciones (fund allocations) for vendor payments and expense reimbursements in SMAF.

When to Create a Ministracion

Ministraciones for employee travel payments are created automatically by the payment module. Manual ministracion creation is primarily for:

Vendor/provider invoices (hotels, transportation services)
Direct service payments
Conference or event registrations
Equipment rentals for field work

Prerequisites

Before creating a ministracion, ensure you have:

Administrator or Center Chief role access
Approved budget allocation for the current fiscal year
Program/project code for budget charging
Vendor information (if applicable)
CFDI digital tax receipts (for vendor payments)

Ministracion Creation Process

Access Alta Ministracion Module

Navigate to the ministracion creation module from the main menu.

public void Carga_Valores()
{
    lnkUsuario.Text = Session["Crip_Nombre"].ToString() + " " + 
                     Session["Crip_ApPat"].ToString() + " " + 
                     Session["Crip_ApMat"].ToString();
    lnkHome.Text = "INICIO";
    Label1.Text = clsFuncionesGral.ConvertMayus(
        "Alta de Ministraciones :");
}

Select Administrative Unit and Program

Choose the budget source for this allocation.

For Administrators/Center Chiefs

if ((lsSession == Dictionary.ADMINISTRADOR) | 
    (lsSession == Dictionary.JEFE_CENTRO))
{
    Label36.Visible = false;
    dplAdscripcion.Visible = false;
    
    dplPrograma.DataSource = MngNegocioProyecto.ObtieneProyectos(
        "", "", Session["Crip_Ubicacion"].ToString());
    dplPrograma.DataTextField = Dictionary.DESCRIPCION;
    dplPrograma.DataValueField = Dictionary.CODIGO;
    dplPrograma.DataBind();
}

For Other Roles

else
{
    Label36.Visible = true;
    dplAdscripcion.Visible = true;
    
    dplAdscripcion.DataSource = 
        MngNegocioDirecciones.ObtienenDirecciones(Year);
    dplAdscripcion.DataTextField = Dictionary.DESCRIPCION;
    dplAdscripcion.DataValueField = Dictionary.CODIGO;
    dplAdscripcion.DataBind();
}

When adscription is selected, programs are filtered:

protected void dplAdscripcion_SelectedIndexChanged(
    object sender, EventArgs e)
{
    string ads = dplAdscripcion.SelectedValue.ToString();
    
    if ((ads == "1000") | (ads == "5000"))
    {
        dplPrograma.DataSource = MngNegociosProgramas.ListaProgramas(
            "'43','44','45','24','42'", Year);
    }
    else
    {
        dplPrograma.DataSource = MngNegociosProgramas.ListaProgramas(
            "'" + ads + "'", Year);
    }
    dplPrograma.DataTextField = Dictionary.DESCRIPCION;
    dplPrograma.DataValueField = Dictionary.CODIGO;
    dplPrograma.DataBind();
}

Select Ministracion Type

Choose the type of fund allocation being created.

dplTipoMinistracion.DataSource = 
    MngNegocioMinistracion.ListaTipoMinistracion("00");
dplTipoMinistracion.DataValueField = Dictionary.CODIGO;
dplTipoMinistracion.DataTextField = Dictionary.DESCRIPCION;
dplTipoMinistracion.DataBind();

Selecting a ministracion type activates additional form panels. You must select a type before proceeding.

protected void dplTipoMinistracion_SelectedIndexChanged(
    object sender, EventArgs e)
{
    string tipoministracion = 
        dplTipoMinistracion.SelectedValue.ToString();
    
    if (tipoministracion == "0")
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Seleccione tipo de ministracion para avanzar');", 
            true);
        return;
    }
    else
    {
        clsFuncionesGral.Activa_Paneles(pnlBusquedaProv, true);
        
        dplTipoPago.DataSource = 
            MngNegocioMinistracion.Lista_tipo_Pagos();
        dplTipoPago.DataTextField = Dictionary.DESCRIPCION;
        dplTipoPago.DataValueField = Dictionary.CODIGO;
        dplTipoPago.DataBind();
    }
}

Select Payment Type

Choose between employee payments and vendor payments.

protected void dplTipoPago_SelectedIndexChanged(
    object sender, EventArgs e)
{
    string TipoPago = dplTipoPago.SelectedValue.ToString();
    
    if ((TipoPago == "17") | (TipoPago == "18"))
    {
        // Employee payment - viáticos
        clsFuncionesGral.Activa_Paneles(pnlBusquedaProv, false);
        clsFuncionesGral.Activa_Paneles(pnlBuscaXRFC, false);
        clsFuncionesGral.Activa_Paneles(pnlBuscarxXML, false);
        clsFuncionesGral.Activa_Paneles(pnlProovedor, false);
        clsFuncionesGral.Activa_Paneles(pnlAgregaFac, false);
        Limpia_Campos();
    }
    else
    {
        // Vendor payment - requires provider search
        clsFuncionesGral.Activa_Paneles(pnlBusquedaProv, true);
        clsFuncionesGral.Activa_Paneles(pnlBuscaXRFC, true);
        clsFuncionesGral.Activa_Paneles(pnlBuscarxXML, false);
        clsFuncionesGral.Activa_Paneles(pnlProovedor, false);
        clsFuncionesGral.Activa_Paneles(pnlAgregaFac, false);
        Limpia_Campos();
    }
}

Search or Create Vendor (For Vendor Payments)

Locate existing vendor or create new vendor record.

Method 1: Search by RFC

protected void imbBuscar_Click(object sender, ImageClickEventArgs e)
{
    if ((txtRfcFind.Text == "") | (txtRfcFind.Text == null))
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Anote RFC valido');", true);
        return;
    }
    
    string lsRfcFind = txtRfcFind.Text;
    Proovedor loProovedor = 
        mngNegocioProovedor.Proveedor(txtRfcFind.Text);
    
    clsFuncionesGral.Activa_Paneles(pnlProovedor, true);
    clsFuncionesGral.Activa_Paneles(pnlAgregaFac, true);
    btnCargarPago.Enabled = true;
    
    if ((loProovedor.RFC == null) | (loProovedor.RFC == ""))
    {
        // New vendor - enable RFC field for manual entry
        loProovedor = null;
        txtRfc.Enabled = true;
        txtRfc.Text = clsFuncionesGral.ConvertMayus(txtRfcFind.Text);
        // Initialize empty fields
    }
    else
    {
        // Existing vendor - populate all fields
        txtRfc.Text = loProovedor.RFC;
        txtRfc.Enabled = false;
        txtCp.Text = loProovedor.CP;
        txtRazonSocial.Text = loProovedor.Razon_Social;
        txtEmail.Text = loProovedor.Email;
        txtCalle.Text = loProovedor.Calle;
        txtContacto.Text = loProovedor.Contacto;
        txtNumExt.Text = loProovedor.Num_Ext;
        txtTelefonoCon.Text = loProovedor.Telefono;
        // ... additional fields
        txtBanco.Text = loProovedor.Banco;
        txtCuentaBancaria.Text = loProovedor.Cuenta;
        txtClabe.Text = loProovedor.Clabe;
    }
}

Method 2: Read from CFDI (Digital Tax Receipt)

Upload PDF and XML files to automatically extract vendor information:

protected void lnkBuscarProovedor_Click(object sender, EventArgs e)
{
    bool xmlOK = false;
    bool fileOk = false;
    
    // Validate PDF file
    if (!fuplPDF.HasFile)
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Archivo pdf es nesesario.');", true);
        return;
    }
    
    // Validate XML file
    if (!fuplXML.HasFile)
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Archivo xml es nesesario');", true);
        return;
    }
    
    // Ensure file names match
    string nombrepdf = clsFuncionesGral.ConvertMinus(fuplPDF.FileName);
    nombrepdf = nombrepdf.Replace(".pdf", "");
    
    string nombreXml = clsFuncionesGral.ConvertMinus(fuplXML.FileName);
    nombreXml = nombreXml.Replace(".xml", "");
    
    if (nombrepdf != nombreXml)
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Nombres de archivos pdf y xml deben ser iguales.');", 
            true);
        return;
    }
}

Process the XML to extract vendor data:

// Save XML file
Valida_CarpetaXML();
fuplXML.PostedFile.SaveAs(
    Session["Crip_Ruta"].ToString() + "/" + fuplXML.FileName);

// Parse XML
List<Entidad> llEntidad = new List<Entidad>();
Entidades.Xml oXml = new Entidades.Xml();

clsFuncionesGral.Lee_XMl(
    Session["Crip_Ruta"].ToString() + "/" + fuplXML.FileName, 
    llEntidad, 
    oXml
);

// Validate CFDI hasn't been used
string existe = 
    MngNegocioComprobacion.Exist_UUUID(oXml.TIMBRE_FISCAL);
string existe1 = 
    MngNegocioComprobacion.Exist_UUUID_Ministracion(
        oXml.TIMBRE_FISCAL);

if (((existe == "") | (existe == null)) && 
    ((existe1 == "") | (existe1 == null)))
{
    // Populate vendor fields from XML
    txtRfc.Text = clsFuncionesGral.ConvertMayus(oXml.RFC_EMISOR);
    txtRazonSocial.Text = 
        clsFuncionesGral.ConvertMayus(oXml.NOMBRE_EMISOR);
    txtCalle.Text = oXml.CALLE_EMISOR;
    txtNumExt.Text = oXml.NO_EXTERIOR_EMMISOR;
    txtNumInt.Text = oXml.NO_INTERIOR_EMISOR;
    txtColonia.Text = oXml.COLONIA_EMISOR;
    txtMunicipio.Text = oXml.MUNICIPIO_EMISOR;
    txtCuidad.Text = oXml.LOCALIDAD_EMISOR;
    txtEstado.Text = oXml.ESTADO_EMISOR;
    txtPais.Text = oXml.PAIS_EMISOR;
    txtCp.Text = oXml.CP_EMISOR;
    txtRegimenFiscal.Text = oXml.REGIMENFISCAL_EMISOR;
}
else
{
    ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
        "alert('Este CFDI ya fue utilizadfo en otra ministracion');", 
        true);
    return;
}

The CFDI must be issued to INAPESCA (Instituto Nacional de Pesca). The system validates the receptor RFC.

if (oXml.RFC_RECEPTOR != Dictionary.RFC_INP)
{
    Limpia_Campos();
    ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
        "alert('El CFDI que intenta cargar no fue expedidad " +
        "para el Instituto Nacional de Pesca');", true);
    return;
}

Complete or Update Vendor Information

Fill in or verify all required vendor fields.

Required Vendor Fields

txtRfc

string

required

RFC (Tax ID): Federal taxpayer registry code

Business Name: Legal registered name

txtCalle

string

required

Street Address

txtNumExt

string

Exterior Number

txtNumInt

string

Interior Number (optional)

txtColonia

string

required

Neighborhood/Colony

txtMunicipio

string

required

Municipality/Delegation

txtCuidad

string

City

txtEstado

string

required

State

txtCp

string

required

Postal Code

Banking Information

txtBanco

string

required

Bank Name

txtCuentaBancaria

string

required

Account Number

txtClabe

string

required

CLABE Interbank Code: 18-digit standardized bank account code

Contact Information

txtEmail

string

Email Address

txtContacto

string

Contact Person Name

txtTelefonoCon

string

Contact Phone

txtTelefonoEmpresa

string

Company Phone 1

txtTelefonoEmpresa2

string

Company Phone 2

Tax Information

txtRegimenFiscal

string

Tax Regime: Fiscal classification of the business

txtServicio

string

Services Provided: Description of vendor services

Update Vendor Record

Save the vendor information to the database.

protected void lnkUpdateProovedor_Click(object sender, EventArgs e)
{
    Proovedor loProovedor = new Proovedor();
    
    loProovedor.RFC = txtRfc.Text;
    loProovedor.Razon_Social = txtRazonSocial.Text;
    loProovedor.Calle = txtCalle.Text;
    loProovedor.Num_Ext = txtNumExt.Text;
    loProovedor.Num_int = txtNumInt.Text;
    loProovedor.Colonia = txtColonia.Text;
    loProovedor.Municipio = txtMunicipio.Text;
    loProovedor.Ciudad = txtCuidad.Text;
    loProovedor.Estado = txtEstado.Text;
    loProovedor.Pais = txtPais.Text;
    loProovedor.CP = txtCp.Text;
    loProovedor.Email = txtEmail.Text;
    loProovedor.Contacto = txtContacto.Text;
    loProovedor.Telefono = txtTelefonoCon.Text;
    loProovedor.Telefono1 = txtTelefonoEmpresa.Text;
    loProovedor.Telefono2 = txtTelefonoEmpresa2.Text;
    loProovedor.Regimen_Fiscal = txtRegimenFiscal.Text;
    loProovedor.Servicio = txtServicio.Text;
    loProovedor.Cuenta = txtCuentaBancaria.Text;
    loProovedor.Banco = txtBanco.Text;
    loProovedor.Clabe = txtClabe.Text;
    
    bool update = mngNegocioProovedor.Update_Proveedor(loProovedor);
    
    if (update)
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Datos Actualizado correctamente');", true);
    }
    else
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Ocurrio un error al actualizar');", true);
    }
}

The system performs an upsert - if the RFC exists, it updates the record; otherwise, it creates a new vendor.

Upload Invoice Documents (For Vendor Payments)

After vendor information is complete, upload the invoice files.

Required Documents

PDF Invoice: Visual representation of the CFDI
XML CFDI: Digital tax receipt with fiscal data
Supporting Documents (optional): Additional proof like tickets, contracts

Label29.Text = clsFuncionesGral.ConvertMayus("archivo pdf");
Label30.Text = clsFuncionesGral.ConvertMayus("archivo xml");
Label31.Text = clsFuncionesGral.ConvertMayus(
    "Documentacion comprobatoria adicional en formato PDF " +
    "que avalan factura ") + " (Opcional)";

The files are uploaded through FileUpload controls:

FileUpload1: PDF invoice
FileUpload2: XML CFDI
FileUpload3: Supporting documents (optional)

Submit Ministracion for Approval

Click “Cargar Pago a ministracion” to submit the allocation request.

btnCargarPago.Text = 
    clsFuncionesGral.ConvertMayus("Cargar Pago a ministracion");
btnCargarPago.Enabled = true; // Enabled after vendor validated

The system will:

Validate all required fields
Verify CFDI hasn’t been used
Create ministracion record
Link to appropriate budget codes
Route for financial approval

Allocation Amount Calculation

For vendor payments, amounts are extracted from the CFDI XML:

Entidades.Xml oXml = new Entidades.Xml();
clsFuncionesGral.Lee_XMl(
    Session["Crip_Ruta"].ToString() + "/" + fuplXML.FileName, 
    llEntidad, 
    oXml
);

// CFDI contains:
// - oXml.SUBTOTAL: Base amount
// - oXml.IVA: Value Added Tax
// - oXml.TOTAL: Total payable amount
// - oXml.TIMBRE_FISCAL: UUID for validation

Budget Validation

Before ministracion approval, the system validates:

Budget Availability

Ensures sufficient unallocated funds exist in the selected program/project.Checks against:

Approved annual budget
Previous ministraciones
Committed but unpaid amounts
Fiscal year constraints

Authority Limits

Verifies the requesting user has authority for the allocation amount.Approval requirements:

Under threshold: Center chief approval
Over threshold: Financial director approval
Special programs: Additional oversight required

Fiscal Period

Confirms the allocation is within the current fiscal year and accounting period.

MngNegocioMinistracion.Obtiene_ClvPeriodo(lsHoy, Year)

Duplicate Prevention

For vendor payments, ensures the CFDI hasn’t been previously processed.

string existe = MngNegocioComprobacion.Exist_UUUID(oXml.TIMBRE_FISCAL);
string existe1 = MngNegocioComprobacion.Exist_UUUID_Ministracion(
    oXml.TIMBRE_FISCAL);

if (((existe == "") | (existe == null)) && 
    ((existe1 == "") | (existe1 == null)))
{
    // CFDI is valid and unused
}

Approval Process Workflow

After ministracion creation:

Submitted

Ministracion created with status “pending”

Financial Review

Financial department validates:

Budget availability
Correct program/project coding
CFDI authenticity (for vendors)
Vendor banking information

Authorization

Deputy Financial Director authorizes the allocation

MngNegocioDependencia.Obtiene_DIrector_Financieros(
    Dictionary.PUESTO_FINANCIERO, 
    Dictionary.SUBDIRECTOR_ADJUNTO
)

Final Approval (if required)

For amounts exceeding threshold, Financial Director provides final approval

Payment Processing

Once approved, ministracion is available for payment processing

Managing Existing Ministraciones

Viewing Ministracion Status

Ministraciones can be queried by:

Fiscal year
Program/project
Vendor RFC
Status (pending, partial, complete)
Date range

Modifying Ministraciones

Ministraciones cannot be modified after approval. If changes are needed:

Cancel the existing ministracion (requires justification)
Create a new ministracion with correct information

Payment Tracking

For ministraciones associated with multiple payments:

List<Entidad> ListaMinistracion = 
    MngNegocioMinistracion.Obtiene_Ministracion(Year, archivo);

// Returns all ministraciones for a commission/vendor
// Each showing:
// - Folio (ministracion number)
// - Total requested
// - Total paid
// - Balance remaining
// - Status

Common Issues and Solutions

Issue	Cause	Solution
”Este CFDI ya fue utilizado”	CFDI UUID already exists in system	Verify you have the correct invoice; contact vendor for clarification
”El CFDI no fue expedido para INAPESCA”	CFDI issued to different recipient	Request vendor issue correct CFDI with INAPESCA as receptor
”Nombres de archivos deben ser iguales”	PDF and XML file names don’t match	Rename files to have identical names (excluding extension)
“Tipo de Archivo no valido”	Wrong file format uploaded	Ensure PDF has .pdf extension and XML has .xml extension
”Seleccione tipo de ministracion”	No ministracion type selected	Choose appropriate type from dropdown before proceeding

Helper Functions

Clearing Form Fields

public void Limpia_Campos()
{
    txtRfcFind.Text = Dictionary.CADENA_NULA;
    txtRfc.Text = Dictionary.CADENA_NULA;
    txtRazonSocial.Text = Dictionary.CADENA_NULA;
    txtCalle.Text = Dictionary.CADENA_NULA;
    txtNumExt.Text = Dictionary.CADENA_NULA;
    txtNumInt.Text = Dictionary.CADENA_NULA;
    txtColonia.Text = Dictionary.CADENA_NULA;
    txtMunicipio.Text = Dictionary.CADENA_NULA;
    txtCuidad.Text = Dictionary.CADENA_NULA;
    txtEstado.Text = Dictionary.CADENA_NULA;
    txtPais.Text = Dictionary.CADENA_NULA;
    txtCp.Text = Dictionary.CADENA_NULA;
    txtEmail.Text = Dictionary.CADENA_NULA;
    txtContacto.Text = Dictionary.CADENA_NULA;
    txtTelefonoCon.Text = Dictionary.CADENA_NULA;
    txtTelefonoEmpresa.Text = Dictionary.CADENA_NULA;
    txtTelefonoEmpresa2.Text = Dictionary.CADENA_NULA;
    txtRegimenFiscal.Text = Dictionary.CADENA_NULA;
    txtServicio.Text = Dictionary.CADENA_NULA;
    txtCuentaBancaria.Text = Dictionary.CADENA_NULA;
    txtClabe.Text = Dictionary.CADENA_NULA;
    txtBanco.Text = Dictionary.CADENA_NULA;
    
    FileUpload1.Dispose();
    FileUpload2.Dispose();
    FileUpload3.Dispose();
}

Validating XML Storage Directory

public void Valida_CarpetaXML()
{
    string raiz = HttpContext.Current.Server.MapPath("..");
    if (!Directory.Exists(raiz + "\\" + " XML")) 
        Directory.CreateDirectory(raiz + "\\" + " XML");
    Session["Crip_Ruta"] = raiz + "\\" + " XML";
}

Get Started

User Guide

Solicitudes

Comprobaciones

Autorizaciones

Pagos y Ministraciones

Reportes

Catalogos

Creating Fund Allocations

Creating and Managing Fund Allocations

When to Create a Ministracion

Prerequisites

Ministracion Creation Process

For Administrators/Center Chiefs

For Other Roles

Method 1: Search by RFC

Method 2: Read from CFDI (Digital Tax Receipt)

Required Vendor Fields

Banking Information

Contact Information

Tax Information

Required Documents

Allocation Amount Calculation

Budget Validation

Approval Process Workflow

Managing Existing Ministraciones

Viewing Ministracion Status

Modifying Ministraciones

Payment Tracking

Common Issues and Solutions

Helper Functions

Clearing Form Fields

Validating XML Storage Directory

Next Steps

Process Payments

Budget Reports

Build docs developers (and LLMs) love

Get Started

User Guide

Solicitudes

Comprobaciones

Autorizaciones

Pagos y Ministraciones

Reportes

Catalogos

​Creating and Managing Fund Allocations

​When to Create a Ministracion

​Prerequisites

​Ministracion Creation Process

​For Administrators/Center Chiefs

​For Other Roles

​Method 1: Search by RFC

​Method 2: Read from CFDI (Digital Tax Receipt)

​Required Vendor Fields

​Banking Information

​Contact Information

​Tax Information

​Required Documents

​Allocation Amount Calculation

​Budget Validation

​Approval Process Workflow

​Managing Existing Ministraciones

​Viewing Ministracion Status

​Modifying Ministraciones

​Payment Tracking

​Common Issues and Solutions

​Helper Functions

​Clearing Form Fields

​Validating XML Storage Directory

​Next Steps

Process Payments

Budget Reports

Build docs developers (and LLMs) love

Creating and Managing Fund Allocations

When to Create a Ministracion

Prerequisites

Ministracion Creation Process

For Administrators/Center Chiefs

For Other Roles

Method 1: Search by RFC

Method 2: Read from CFDI (Digital Tax Receipt)

Required Vendor Fields

Banking Information

Contact Information

Tax Information

Required Documents

Allocation Amount Calculation

Budget Validation

Approval Process Workflow

Managing Existing Ministraciones

Viewing Ministracion Status

Modifying Ministraciones

Payment Tracking

Common Issues and Solutions

Helper Functions

Clearing Form Fields

Validating XML Storage Directory

Next Steps