Supply User Manual ENG -> 1. General Supply -> LU-GE 0103: UniField Main Screens and Views.
How to Use the UniField Main Screens and View?
UniField Log In
UniField is a web based application. To access the application the user must have a previously defined username and password. New usernames (logins) are created in the Coordination data base.
The three parameters required are:
- A database (i.e. an instance) to connect the instance.
- A username, created in advance and to be linked with the user rights.
- A password, created specific to the username.
· UniField Business Applications
UniField contains different integrated Business Applications. Each application contains different modules. The active applications currently are:
- Products
- Purchases
- Orders
- Partners
- Warehouse
- Tools
- Supply Configuration
- Administration
- Accounting
- Human Resources
- Synchronization
The application contains different view modes to facilitate working procedures; below is a description of each of them. The main areas in the welcome screen in UniField are:
- “UniField” in the address bar to connect to the database.
- Database/Instance in use and user information.
- Shortcuts created by the user.
- UniField business applications: there are two ways to reach the different applications: a) with buttons/horizontal menu and b) with icons. Please note, you may only be able to view some of the business applications, according to specified roles and permissions.
- Buttons to:
· Dashboard Views
UniField has two main view options:
- List view
to view transactions/items in a list mode showing one transaction per line. - Form view,
to view all the data related to one single transaction. If no line is selected, the system will display the first line of the list. To return to the List view of search results you can just click on the List view icon.
· Dashboard List View
As previously mentioned, UniField has been developed within a business framework and vision. The main views are listed, and one item/record will be visible per line. UniField will display different options according to the application selected. Together these view options are considered a “dashboard”. Each application will display a dedicated set of tools as shown in the image.
List view will display transactions in a “list” mode i.e. one line per transaction displaying only a selection of all the data related. The dashboard displays different modules and tools according to the application selected. The display remains similar, as only names and values change.
Contents of a business application:
- Business application selected.
- Modules related to the selected application.
- View, search, grouping and filter options: these are discussed in more detail in a later section.
- Search view: the system displays only a selection of the data with the most relevant columns and values.
- Reports and Action menu: complementary tools related to the module selected are listed on the right-hand side bar, including the option of Track Changes which exist for many objects in Supply and Finance. This menu will only be visible for specific tools or operations.
a) To display, click on the icon « on the top right side of the screen 
b) To hide, click on the icon ==> 
Let’s continue looking at the options that are available in Search view.
- By clicking on the star, the user can create a shortcut to the selected dashboard; the shortcut can be seen above the applications menu.
- In many fields, the system displays a question mark sign. By clicking on this icon, you can view the process workflow.
- The checkbox in the header row allows the user to (de)select all entries, or individual check-boxes can be checked. Some action is then performed on the selected items such as hard posting or export (not on all screens).
- Click on the pencil icon
to open and edit the entry. Depending on the type of record, the Form view will open in edit mode (with Save buttons displayed), or the fields that can be edited will show directly in the entry. Otherwise, clicking anywhere on the line will open the specific record of this line in “read only” mode.
5. In some List views, the user can click on a column header to sort in ascending or descending order.
6. At the bottom right of the screen, the user can see the number of entries in the view versus the total number of entries. By default, the system displays 20 entries. The navigation arrows take you to the First, Previous, Next or Last set of records.
· Dashboard (Form View)
The form view displays a more complete view of an individual record. This data is displayed in different tabs as shown in the figure below.
In the form view mode, each transaction, supplier, product or customer record will contain specific tabs. See figure below for detailed explanation. To enter into the transaction data, simply select by clicking on the line or the pencil icon.
- This icon is one of the indications of the form view.
- These are the different tabs related to the form. In this case, we are viewing a supplier and the information in these tabs must usually be completed by both supply and finance departments, depending on the tab.
- All the mandatory fields will be displayed in blue, but it is important to realize that even when the field is not mandatory, the more information is entered, the better the capacity of the system will be to maintain and generate useful and detailed information. Whenever entering further data in this form please ensure each modification is saved.
· Header Buttons
The header is the top part of the record, document, product or partner. In UniField, this is where primary information about the entity is located, as well as the main editing buttons. The system normally automatically saves it when the document is closed, but it is good practice to save it using the header buttons.
If the document is in {Edit} mode, the following buttons display:
- Save: saves the current work done in the document and changes to view mode.
- Save & Edit: saves and continues in edit mode.
- Cancel: cancels the last changes in the document. Please note: it does not cancel the entire document.
If the document is in view mode, the following buttons display:
- New: opens a blank form to create a new document (not on every screen).
- Edit: changes to edit mode.
- Duplicate: can be used to create a second copy of the document on view, the details of which can then be edited (not on every screen).
- Delete: deletes the current document; UniField does not allow deletion if the document has been used in another document, e.g. Supplier has been used in a Purchase Order.
· Footer Buttons
The footer is the bottom part of the record, document, product or partner. Typically, the buttons in the footer are for actions associated with the process flow, e.g. validation, confirmation, closing, cancellation. Once clicked, there is often no way to revert it so it is recommended that the user is careful in selecting this action.
Different buttons will appear depending on the type of document; some of the common buttons are:
- Cancel: cancels the document and changes the status to {Cancelled}. The cancelled document will remain in the system, e.g. a supplier invoice is cancelled.
- Validate: information has been reviewed/approved; should be used in accordance with agreed procedures and will progress the document to the next stage.
- Confirm: information is confirmed on the system after obtaining other counterparts’ confirmation.
· Field Types
Data in UniField are displayed on different field types. Blue fields indicate mandatory fields; white fields are optional; and gray fields are read-only.
- Text: can be any combination of alphanumeric characters; maximum character limits will apply.
- Drop down list: indicated by a down arrow, the user selects from a default list.
- Checkbox: clicking will (de)select the box.
4. Validated list: these fields are similar to drop down fields, but the user selects from a list of other records in UniField, e.g. Suppliers, Accounts, Products. There are various ways for the user to make a selection.
Clicking on the magnifying glass/loop icon 
the system opens up a search window whereby the user can further refine his search and make a selection.
Entering part of the desired value will display a list of pre-searched values from which the user can make a selection.
