2.11 Project Instances

2.11 Project Instances

All steps described in this section are to be performed with the admin user. It is also important that the coordination’s validation synchronizations described in step 2.10.9 are finished before starting setting up Projects. Log in your Project instance.

2.11.1 Connect and Register to Synchronization Server

Register: Click on Menu Synchronization 1, Registration 2, Register 3 A new wizard will open Check that the instance name matches the Project database name as defined in the installation checklist Enter contact email 4 www Click on Next 5
Select your Coordination Parent Instance 1 Select your Operational Center 2 Click on Next 3
Click on Add 1 Choose groups 2: OCx The OCx_MISSION_XX9 group as defined in step 2.8.2. The OCx_HQ_MISSION_XX9 as defined in step 2.8.2. Click on Select 3 Click on Register 4 Click OK 5

2.11.2 Validate Instance (only at sync_server side)

For Production instance this step is done by the Support Team.
For Sandbox instance login in your_Sync_Server instance with the admin user.

Click on Menu Administration 1, Synchronization 2, Configuration 3, Instance 4 Click on the edit icon 5 of the Project instance created in previous steps

Check the following is correct: Parent Instance User groups are correct (as defined in step 2.8.2) Note that at this stage, it is normal that no children appear in the list, they will appear later on when Coordinations are created and defined as children of the HQ. If the instance is not added in the right groups, it will not fetch the correct updates during the initial sync. You could end up with a defective instance missing some important data. You can correct any error on this interface. Click on validate 1. State switches to Validated. Click on Save 2

2.11.3 Configure Automatic Backups

It is strongly recommended to schedule automatic backups and to save it in another location than the server instance.

On your HQ instance, click on Menu Synchronization 1, Backup 2, Backup config 3 You must enter an existing path 4 to save backups. The following options 5 are available to run automatic backups, please ensure the backup path exists as the sync. may fail: backup before and/or after a manual sync. backup before and/or after an automatic sync. You can also choose to generate a backup immediately by clicking on the backup button 6 Click on Save 7

To schedule an automatic backup click on Menu Synchronization1, Backup2, Automatic3 Edit the following fields 4: Interval number Interval Unit Next execution date: preferably during none working hours. Tick the Active box 5 Click on Save 6

It is possible to send your latest backup to OneDrive. This is STRONGLY RECOMMENDED, refer to section 12.2 Automatic instance backup to the Cloud to configure it. the configuration is done from the HQ for the HQ and its children instances.
Please note that this IS NOT to be considered as a offsite backup solution (this is for Support Team debbuging, support and BI purpooses)

2.11.4 Perform Initial Synchronization

Click on Menu Synchronization 1, Synchronization 2, Manual 3 A new wizard opens. Click on Start All Synchronization In Background 4 You should wait until the synchronization is finished before starting to configure the Projects.
In order to perform this check: Click on Menu Synchronization 1, Monitoring 2, Synchronization Processes Monitor 3 Check 4 that the last synchronization is Done

2.11.5 Perform Reconfigure

Click Menu Administration 1, Configuration 2, Reconfigure 3 A new wizard will open and you would then navigate to various screens.
Instance Configuration: Choose the proprietary instance corresponding to the project1 (as created in step 2.9.2). This step cannot be re-done; if the wrong proprietary instance is chosen, the database needs to be dropped and re-created. Choosing a proprietary instance already in use in your OC could lead to corruption of other instances. Most of the time the proprietary instance’s name and the instance’s name will be the same. Click on Next 2
A confirmation message window opens asking you to confirm the choice of the proprietary instance. If its correct click on Next 1, if not click on Previous
Most of the time the property instance’s name matches the instance’s name. If it’s not the case a warning message is displayed. The only exception applies to instances at HQ level. Please be extremely cautious before proceeding after this warning message.
Activate the International Commitments Import If OCA and OCB: leave default options 1 If OCG: unchecked the box 1 Click Next 2
Activate the Fixed asset configuration Leave default options. Click Next 1
Activate the Payroll configuration Check the box if you use Homere “Does the system manage Payrolls import from Homere?” Click Next
Currencies Configuration If OCG: Choose CHF as functional currency 1 If Others: choose EUR as functional currency 1 Click Next 2
Company Configuration Fill in the different values 1 2 3 Click Next 4
Delivery Process Configuration: Choose the appropriate shipping method 1 (you may leave the default value). Click Next 2
Allocation Stock Configuration Leave default values. Click Next 1
Country restrictions Configuration Leave default values Click Next 1
Allow previous Fiscal Year dates Does the system allow document dates on previous Fiscal Year?: 1 If OCA or OCG leave the box unchecked. If OCB or OCP tick the box. Click Next 2

2.11.6 Import Analytic Journals

Click Menu Accounting 1, Configuration 2, Analytic Accounting 3, Analytic Journals4 Click on the double arrow icon 5 and import file account.analytic.journal.csv Note: this is the same file as the one used at HQ level.

2.11.7 Import GL Journals

Click Menu Accounting 1, Configuration 2, Financial Accounting 3, Journals 4, Journals 5 Click on the double arrow icon 6 and import file account.journal.csv Note: this is the same file as the one used at HQ level.

2.11.8 Perform Internal Partner Configuration

Click on Menu Partners 1, Suppliers (2), Suppliers 3 You should see one partner named “Local Market”. Edit this supplier 4
Click on tab Accounting 1 and enter the following codes: Account receivable 2: If OCA: 12680 / If OCG or OCB: 12050 Account Payable 3: If OCA: 15600 / If OCG or OCB: 30020 Click on Save 4
Click Menu Partners 1, Suppliers 2, Suppliers 3 Uncheck filter Supplier 4, check filter Internal 5 You should see 1 partner with the same name as the instance. Edit this supplier 6
Click on tab Accounting 1 and enter the following codes: Account receivable 2: If OCA: 12680 / If OCG and OCB: 12050 Account Payable 3: If OCA: 15600 / If OCG and OCB: 30020 Click on Save 4

2.11.9 Perform validation synchronization

Synchronise your instance (as done in step 2.11.4) to send imported data to the SYNC_SERVER. If UniField tells you that you are not connected, follow steps 2.11.1 (only the “Connection” part) and try to synchronize again.
Important note: at this stage, the configuration of the Project instance is finished but the Cost Centers have not yet been received from the HQ due to the mechanism used for validating the Proprietary Instances. In order to finish 100% the installation, it is necessary to:

• Perform synchronization at HQ level (as described in 9.23)
• Once finished, perform a final synchronization at Project level

2.11.10 Project Companies Configuration

Click on Menu Administration 1, Companies 2, Companies 3 Click on the edit icon 4 of the company
Check first with your finance department the accuracy of those accounts. Click on the tab Configuration 1 Depending of your OC procedure, fill in: Salaries default account for payroll entries 2: OCB, OCG and OCP=30100 / OCA=25600 Scheduler range days 3: OCG=180 / OCB and OCA=365 Click on Save 4 after you made all the modification needed.

2.11.11 Cost Center For FX Gain/Loss

Allocate the cost center for the FX exchange rate. Click on Menu Accounting 1, Configuration 2, Analytic Accounting 3, Analytic Accounts 4 Edit the Cost Center 5 defined by your Finance OC procedure
Click the tick box “For FX gain/loss?” 1. Click on Save 2 NB: it has to be the coordination cost center. i.e for OCG= the coordination SUPZZZ cost center

2.11.12 Creation of the Intermission Partner

The ProjectIntermission partners need to be created at the HQ level. Please refer to Section 2.9.25 Configuration of the Intermission partners.