1       Release Details

Release version: UF 35.0

Date of production synchronization server patch: 11^th December 2024 / 18:00 Geneva time

Latest user rights files updated: UF35.0 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets:  https://jira.unifield.org/issues/?filter=12521

2       Supply

2.1         (US-13166, US-12885, US-11182, US-12727) Electronic Validation: PO restrictions, Signature follow up accuracy, inclusion of Physical Inventory which has new discrepancies PDF

Several improvements to the E-Validation module are included in this release. Now, for Purchase Orders which have an external Supplier, the system will make several checks before allowing users to sign. These checks are that: PO has lines, lines have quantity, price and AD. This check is done at the point when signees are being added to the PO.

The action of locking the PO means that no PO fields at header or line level can be edited with the exception of the Estimated and Confirmed Delivery dates EDD & CDD). It is still possible to Validate and Confirm the PO and its lines.

In a PO which is “locked” there is a 2^nd new button which appears “Remove signatures to unlock PO”. When this button is displayed the other button to “lock” will not appear and vice versa.

As the name suggests, if used, the “Remove signatures to unlock PO” will remove any signatures currently on the PO and make the PO editable again. , Both the lock and unlock buttons can be  can be used only by users who have the “Sign_document_creator” user rights group.

Physical Inventories are the latest transaction to be made available in the E-validation module. The PDF report which will display all signatures is the (new) Discrepancies PDF. This report can be accessed only once the discrepancies in the PI have been generated (which matches with pre-existing excel for discrepancies), however the PI can be signed in any status. The pre-existing Excel report of discrepancies has also had some formatting changes.

Several improvements have also been made to the “Signatures follow up” screen. These include the way Supply documents are displayed (full name of document + initials for Supply documents for example “Purchase Order (PO), the “user” field selection now only shows users who have sign rights, the column name “Document name” has now been changed to “Document ID”  document statuses are now displayed more accurately (.e.g POs which are “Closed” are now displayed as such), the header filter button “Open” has been renamed to “Unsigned” so that the signing status is clearer.

Please see specific tickets for more detail on these changes.

2.2         (US-12228, US-12912, US-13640) Possibility to add Supplier ranking directly in Catalogue + Track changes added

To continue in the direction already initiated in previous releases to make catalogues more useful and used, it is now possible to add a ranking directly on a catalogue, either at header or at line level. Each new catalogue must have a ranking, which must either be added by the user when the catalogue is Confirmed, or for catalogues which are created via synch or auto VI import, a default “3^rd choice” ranking is automatically assigned but can be changed. When a new line is added directly to an existing catalogue, this new line must have its own ranking assigned unless there is already a ranking at header level. The ranking options have changed to have a clearer naming, so they are now “1^st choice”, “2^nd choice” etc until “12^th choice”. Where Suppliers already have a ranking with an old value (e.g. “0”) in the Product record, these remain unchanged unless a new catalogue is added. The Tender process will now no longer automatically assign a ranking to the supplier selected in the Tender process. It is still possible to modify / add a new ranking directly in the product PMD. The Order Sourcing Tool will prioritise the new rankings, and will propose according to this hierarchy.

It is now possible to see Track Changes for Catalogues which are for external suppliers. This is available via the Action menu in an excel format. This includes entries for any changes to the rankings of the catalogue & its lines.

2.3         (US-12415) New IR export/import template for Products in Product List

This improvement requested by OCA allows for users to export a list of a product list in a format which can be imported into an IR (Internal Request).

The new export “Export Product List IR Excel” can be accessed in the IR List view Action menu (without any IR being selected).

In the intermediate pop-up, the user can select an exiting Product list and then generate the IR template including these products.

In order to import this list, it is necessary to be in an IR which is in Draft status and for which the header information has already been filled.

The import can be made via the Action menu of an IR in form view by clicking on “Import Product List IR Excel”. This action / import can be performed several times if user wishes to import a file more than once due to different product lists etc being added.

In this improvement for the VI (Vertical Integration) flows when an IN import file has pack details and also expired goods is possible to “Process to ship” even BN is expired. Previously the import was blocked for auto VI.

2.4         (US-13332) IN with VI pack “Process to ship” not blocked by Expired goods

In this improvement for the VI (Vertical Integration) flows, when an IN import file (E-Packing List) has pack details and also expired goods is possible to import and “Process to ship” even if a Batch Number has expired. Previously the import was blocked for auto VI.

2.5         (US-13203) Export FO Follow-up: Addition of line comment

In the extract of Export FO Follow-up report a new column “Comment” which lies between columns “Description” & “Qty ordered” has been added.

2.6         (US-12564) Export FO Follow-up: Addition of line comment

In the extract of Export FO Follow-up report a new column “Comment” which lies between columns “Description” & “Qty ordered” has been added.

2.7         (US-12564) Export Inventory Level: Filter for 0 or negative stock can be applied more widely

Previously in this report, the checkbox “Include products with stock <= 0 with movements in the last months “ disappeared when certain other filters were applied such as addition of an MML. Now this checkbox, together with its conditional field for months can be applied more widely.

2.8         (US-12333, US-12201, US-11803) Picking/Transport documents clearer statuses

With this ticket, Picking List, Picking Ticket, Internal move and Delivery Order documents now have clearer naming for their statuses and header filters. Where their status was previously “Confirmed” this is renamed to “Not Available” with the relevant header filters which correspond. Header filters on Pickings will now display Picking Tickets or Picking Lists and can also display according to line level status – Available will display all Pickings with at least one line available. There has been change to the default status filter buttons applied for these documents to increase user-friendliness. The PDF of the OUT document has also been minimally revised to make better use of space.

2.9         All Supply tickets integrated in UF35.0

Key	Summary	Detailed
US-13731	(US-12201) Picking ticket filters for Available / not available
US-13718	(US-12228) Supplier catalogue ranking	X
US-13705	(US-12885) E-validation” Signatures follow up – extras for consistency.
US-13692	US-13166 E-Validation PO Controls: remove CDD requirement etc	X
US-13690	(US-13649) Fix the display of expiry date in the PI discrepancy report
US-13669	(US-13332) show expired BN/ED in red in IN for this flow
US-13649	(US-11182-12727) Fix the Physical Inventory discrepancies import
US-13640	Add ranking to the Track Changes of the catalogue	X
US-13530	OCA VI: Auto VI new Catalogue import rejected – warning due to inexistant products
US-13332	IN with VI pack “Process to ship” not blocked by Expired goods	X
US-13203	Export FO Follow-up: Add line comment	X
US-13166	[E-Validation] Purchase Order E-signature Controls	X
US-13142	BACK ORDER GENERATED AFTER A FULL RECEPTION
US-12912	Supplier catalogue – having track changes	X
US-12885	E-Validation: “Signature Sub Module” Signatures follow up Improvements	X
US-12727	Physical Inventory (partly E-validation related) New PDF & changes to excel Discrepancy report	X
US-12564	Export Inventory Level – Use of MML filter includes items with 0 stock	X
US-12415	IR : Import lines / Export option with prefilled template of Product List	X
US-12333	Update INT Move Statuses and Form View	X
US-12228	SUPPLIER CATALOGUE Supplier ranking	X
US-12201	Update of Confirmed Status on PICK	X
US-11803	Request for Improvement to the Delivery Order	X
US-11182	E-VALIDATION for Physical Inventory	X

3       Finance

3.1         (US-13465) Accrual management default filtering: draft and running statuses

We have implemented an improved default filter for the accrual list view, displaying only ‘draft’ and ‘running’ statuses by default for greater clarity.

3.2         (US-12530) Import Accruals Lines: Import lines function similar to invoices lines function

We have implemented the Import Lines function to work similarly to the Invoice Lines function.

The import of accrual lines will now be used only for creating new accrual lines, not for updates.

We have ensured that the column names in UF are used as the column names in the import file:

• Description
• Reference
• Expense account
• Accrual amount booking
• Cost center
• Destination
• Funding pool

Additionally, we have ensured that: Cost center, destination, and funding pool control for analytical compatibility as usual, and the import function allows comma-separated splits, as in the invoices/commitments import. Finally, we have frozen the header in the report.

Example of import file:

3.3         (US-13322) OCA : Improvement in the liquidity balance report (legal report)

We requested a PDF version of the Liquidity Balance report, which was previously exportable only in Excel from the accounting report.

The changes implemented included the following:

1. We allowed the report to be exported in PDF format.
2. We added a header that includes the date and time of export, the instance code, the page number and total pages, as well as the report header and name: “Liquidity Balance Report.”
3. We displayed values in EUR, not just the local currency, by adding two additional columns:
   • Closing balance
   • Functional/output value currency
4. We included a sub-total per currency and a general total in the output currency.
5. We renamed the file to follow the format: “Liquidity Balance Period FY Instance yyyymmdd,” e.g., “Liquidity Balance P15 2024 BD_DHK yyyymmdd.”
6. We added an option to select a currency table and display the currency.

We also added the possibility to generate the report in a display currency without selecting a currency table. For reports generated over multiple periods without a chosen currency table, each month’s own currency rate is applied.

3.4         (US-13091) Expat import file fail when the column “Contract End Date” has no value

We have fixed a bug to allow the import of expats through “Human Resources” even when the “Contract End Date” column is empty.

3.5         (US-13515) Fixed Asset: Asset Reference field to be editable in Open, Active and Fully depreciated statuses

In the asset form:

3.6         (US-13415) Fixed Asset: synchronization of the asset form from Coordination to the Instance of use

In the asset form, we created a new field called “Instance of use”. This new field is populated by default with the instance where the asset is being created. If the asset needs to be transferred, the field will be updated to reflect the instance where the asset is being transferred to. Only the coordination (coordo) will have the ability to change this field.

To restrict the “instance of use” field, it is now limited to active UF proprietary instances, and selections are only available within the mission (excluding intermission and intersection transfers).

Once the “Instance of use” field is available, we will synchronize the asset form in the Open status (where the asset code is present) to the instance specified in this field.

When an asset is transferred from one project to another, based on the “Instance of use” field, the asset form will be synchronized in Open status with the remaining value. The instance from which the asset is transferred will have the event type “Transfer to Asset Owner,” which will be treated as a disposal-type event, similar to a sale. The receiving instance will have the asset form in Open status.

Regarding fields on the asset form:

A. Transferred Fields: These include the “Header”, “Asset Form” tab, and “Event” tab.

B. Manageable/Editable Fields: Only the receiving instance will be allowed to add events and edit the “Comment” and “Traceability” sections in the main tab.

• Draft Status: No synchronization; all fields are editable.
• Open Status: The analytical Distribution needed; the form gets synchronized to the “Instance of use” The following fields are editable: asset reference (serial number, brand, type, model, year) and account codes.
• Running Status: The analytical Distribution is needed; only the “Asset Reference” fields are editable.
• Closed Status: No further changes are allowed.

C. Depreciation: Depreciation can only be done by the COO and will be visible at project level.

3.7         (US-13262) Fixed Assets International procurement : HQ entries tagged as “assets” (to be done with US-13480)

At the time of validating HQ entries, we improve the process by implementing the following:

• When the asset box is ticked, the mandatory account field is emptied, and the user can only select an Asset Balance Sheet Account in this field.
• When the asset box is unticked, the account field value is replaced by the original account sent by HQ.

---

For validating HQ entries, we do the following:

• For HQ journals, we apply a debit to the expense account and a credit to the regular HQ entries Balance Sheet (B/S) account.
• For ODHQ entries, we apply a credit to the expense account and a debit to the Balance Sheet account.
• A draft asset form is created as part of the process.

It is now possible to change the “Divisor Quantity” field on draft asset created from HQ entry

3.8         (US-13480) Fixed assets: to add account code restrictions on US-13262 Prevent fixed assets on HQ entries

In Accounting/Configuration/Financial Accounting/Accounts/Accounts, the core team has confirmed the possibility of implementing the manual configuration on the Chart of Accounts, available only for account codes of type “Expense”, to restrict accounts codes for fixed assets on HQ entries.

Under “Accrual Account”, we have added the following option: “Prevent Fixed Assets on HQ Entries”.

Error message: “The account 6xxxx could not be capitalized”
(Note: “6xxxx” refers to the account code of the selected line.)

3.9         (US-13546) Fixed assets: to change statuses draft/open/active/fully depreciated/disposed

We have put in place the following statuses for the fixed assets: draft/open/active/fully depreciated/disposed.

Draft:

• This status is applied when an asset is generated from SI or HQ entries(we will see this at the bottom of the asset form).

• It can be deleted when manually created. If it was a mistake from HQ entries or comes from an invoice, it should be marked as “Disposed.” So it has to be put into Open and then “Dispose”:

Open:

• This status allows synchronization and filtering to begin depreciation (by clicking “Compute Lines”).

• When the asset is validated in the asset form, clicking the “Open” button generates the asset code, and the asset becomes “Open.”

• We can either compute the lines or delete them.
• The “Cancel” button has been replaced by the “Dispose” button (similar to the one used for the “Running” status).
• The “Delete Lines” button has been retained.

Active (previously named “Running”):

• This status is applied when asset entries are generated as “Posted” or “Unposted.”
• The “Dispose” button has been kept.

Fully Depreciated:

• The asset’s useful life is over, but the asset is still in use. It remains on the balance sheet.

Disposed: 

3.10      (US-13321) G/L selector PDF export: Improve the header by adding 2 fields: “currency table” and “output currency”

When exporting the PDF of the selector search result, it includes the instance name, report date, list of account codes, list of journals, and status – these fields are all necessary.

We have added the following details to the header for better precision when generating the report:

• Amounts and Currency fields:
  • Currency Table
  • Output Currency

3.11      All Finance tickets integrated in UF35.0

Key	Summary	Detailed
US-13465	Accrual management default filtering: draft and running statuses	x
US-12530	Accruals: Import lines function similar to invoices lines function	X
US-13454	OCA VI Finance accruals: OCA asks to reverse the effect of US-12590
US-13322	OCA : Improvement in the liquidity balance report (legal report)	X
US-13091	Expat import file fail when the column “Contract End Date” has no value	X
US-13515	Fixed Asset: Asset Reference field to be editable in Open, Active and Fully depreciated statuses	X
US-13415	Fixed Asset: synchronization of the asset form from Coordination to the Instance of use	X
US-13262	Fixed Assets International procurement : HQ entries tagged as “assets” (to be done with US-13480)	X
US-13282	Fixed Assets: Cancel button of [disposal screen] brings “an application error has been reported”
US-13390	Fixed assets import file: asset type not localized
US-13480	Fixed assets: to add account code restrictions on US-13262 Prevent fixed assets on HQ entries	X
US-13546	Fixed assets: to change statuses draft/open/active/fully depreciated/disposed	X
US-13422	Fixed assets: To add entry line missing at End of use of an asset form (to set the asset to 0 as “out of the accountancy”)
US-13291	OCA: Remove default destination for header AD Supply – Finance
US-13321	G/L selector PDF export: Improve the header by adding 2 fields: “currency table” and “output currency”	X
US-13646	G/L selector + currency table: use current date for fx conversion
US-13567	OCP Workday / WeFin: store Arcole id and regenerate export on period re-open
US-12517	To remove the not runs with model “account.invoice.create_invoice” for the intersection/intermission cases when the partner is inactive
US-13719	Patch script OCA CoA expense account linked to US-13480
US-13711	OCB vertical interface, matching export, ocb_vi_export_number missing from lines

4       Non- functional

4.1         (US-13192) Additional Product information pulled from UniData: Merged products and Nomenclature family & root and status of Root.

With this development, Unifield is now able to find and pull information from UniData API so that UniField users can now see which products have been merged in UniData.

UniField now pulls all Product Nomenclature levels of Family and Root from UniData to UniField. For Root nomenclatures which are archived, this status “Archived” is now visible in UniField. Account codes from Families are now taken from UniData and used to update product categories in UniField.

The UniData Sync Report now contains additional information too.

4.2         (US-12409) How to edit major fields on supplier after instance of creation is decommissioned

At coordo level, it is now possible to edit a partner belonging to a decommissioned project

4.3         All Non-functional tickets integrated in UF35.0

Key	Summary	Detailed
US-13644	UD Pull: some UD merged prod reactivated
US-13384	Discrepancies between UF and Windows when monitoring time spent to execute a sql query. To fix UF internal sql monitor
US-13242	OCA Automatic VI : when run PO export job pushed error msg displayed
US-13192	Unidata API : Get all articles + new API for family	X
US-13020	Groups: standard export, “Fields to export” prefilled with empty lines
US-12781	Force auto sync when connecting the connection manager
US-12409	How to edit major fields on supplier after instance of creation is decommissioned	X

1       Release Details

Release version: UF 34.1

Date of production synchronization server patch: 25^th September 2024 / 18:00 Geneva time

Latest user rights files updated: UF34.1 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets: https://jira.unifield.org/issues/?filter=12516

2       Supply

2.1        (US-13135) Bug on figures displayed in certain PDF reports

This issue, spotted by OCG was a bug affecting the display of certain figures on PDFs such as Freight Manifest in the SHIP, the Destruction report and the PO merged report, meant that the figures were obscured due to overlapping, and this was caused by a change to how the figures were rounded, and is linked to previous migration of python version. This has now been corrected and these reports are now displayed correctly.

2.2        All Supply tickets integrated in UF34.1

Key	Summary	Detailed
US-13137	Bug on figures display on FM document (PDF)	X

3       Finance

3.1        (US-13452) Add the UUID check in the permois import V2

We have added an additional check for the import from Homere to Unifield: If the name, code terrain and id staff are the same in PERMOIS and in UF, but 2 records exist in UF, add also a check on the uuid and allow the import of Permois if it matches.

3.2        All Finance tickets integrated in UF34.1

Key	Summary	Detailed
US-13452	Add the UUID check in the permois import V2	X
US-13466	OCP_HQ: Liquidity Balance Failed: Traceback (most recent call last)

1       Release Details

Release version: UF 34.0

Date of production synchronization server patch: 11^th September 2024 / 18:00 Geneva time

Latest user rights files updated: UF34.0 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets: https://jira.unifield.org/issues/?jql=project%20%3D%20US%20AND%20issuetype%20in%20(Bug%2C%20Improvement)%20AND%20fixVersion%20%3D%20UF34.0

2       Supply

2.1        (US-13209, US-12606) Multiple concurrent Supplier Catalogues allowed

Continuing in the direction to encourage use of catalogues, these tickets facilitate catalogues to be more user-friendly by allowing one supplier to have multiple valid catalogues. The main constraint is that the concurrent catalogues must have different products. The dates can overlap or be different. Blocking warning will be displayed if users try to import or create manually new catalogues with duplicate products or if they try to update existing ones with duplicate products. Other modifications included are that now all catalogues will have From & To dates visible at header level and these can be changed in instance where they were created. Previously, where a catalogue had an empty “To Date” this was automatically filled when a more recent catalogue for the same supplier was added. With these tickets there is now no automatic filling of To Data done by system.

2.2        (US-12323, (US-12916, US-11496) New & updated Donation Reason Types and additional filters in Donation report

Initially raised via discussions with Pharma and in order to align more closely with Pharma guidelines as well as operational needs of Supply, a new Order Type (OT) and Reason Type (RT) “Programmatic Donation” has been added to FOs and their associated transport documents. This Order type can be selected in FOs and there will be a non-blocking warning message indicating that goods flow out will be considered as consumption. FO with this OT must have an external partner and the FO can be sourced normally in the OST to any other purchase doc or from stock as per other FOs. Any transport documents (OUT, Pick etc) associated with an FO with this order type will also have the Reason Type “Programmatic Donation” and their goods will be considered to have been consumed, and their quantities will be included in the consumption calculation. This additional Order / Reason type has been added to relevant existing reports.

The Order/Reason Type previously know as “Donation before Expiry” has now been renamed as “Donation to prevent losses”. There is no change to how this OT/RT can be selected or used. All documents with previous OT/RT have been migrated to new name.

The existing Donation report has been updated to include filters for the possible Donation types.

2.3        (US-13345, US-12891, US-13351) Electronic validation modifications & corrections

The electronic validation module continues to be refined and improved with these tickets. In the Supply documents IR, PO and FO, signatures will be allowed to be added only in Draft and Validated status. Other documents remain without this constraint and can be signed no matter their status.

2 corrections have been made so that i)when documents are partially signed and then decision to sign offline is taken, all previous signatures & signee roles are now fully wiped from document. Track changes still keeps a record of these changes. ii) There is now no duplication of roles displayed for when  a document which has its order of signees defined, has an attempt made signee whose role is not the next sequential signee allowed to sign.

2.4        (US-11560) Possibility to merge 2 products (Local & UniData) even if both used

With this ticket, merge of product behaviour is aligned so that for all pairs of products where merge is possible, the merge can be done even when both products have been used. Previously this scenario was possible only for merge of 2 UniData products at HQ. With this ticket merge is possible also at Coordo when both Local & UniData product have been used.

2.5        (US-13037, US-13035) PMD: Modification of product fields at Coordo to not be overwritten by synch + Track changes

With this ticket the following fields in the Product record at Coordo will not have their values overwritten by any synch updates (from HQ etc): “Procurement method”, “SoQ Quantity”, “Field description”, “Purchase description” “Procurement lead time”.

Additionally, for any change to the field “Procurement method” Track changes has been added.

(The relevant User Rights ticket for access is being progressed in parallel.)

2.6        (US-11560) FO/PO created by synch with unrecognised product – more transparency for inexistent products

This ticket aims to ensure PO and FO documents created by synch are more transparent for users when they contain lines for products which do not exist in the instance. When such lines are created in a PO/FO, the “Comment” field will be filled with the code & description of the product according to the other instance, as well as any comment they added to the line. The line will be in red & contain a warning icon, if line pop-up is opened it will direct user (according to the product type) for how to handle situation (subscribe in UniData / see with mission etc). There will be a Not Run message for this case. If product is then created in instance (e.g. Subscribed to in UniData & synched down) then the Not Run will pass and the document line will be updated at next synch. If product remains inexistant user may choose to cancel the line from the PO/FO. Without any recognised product, the document line cannot be processed further.

2.7        (US-11573) Product list can only be modified at instance where created

Development done so that only the creator instance can modify a product list at header or at product line level.

2.8        (US-12520) Cancelled lines to be excluded from Export Pick excel

Exported pick lines will no longer display cancelled lines, the user will only be able to see lines with other stock moves states in the export, which is consistent in case the user needs to import pick.

2.9        (US-12612) “Order Category” added to Export IR/FO Follow-up reports

More filters have been added to both “Export IR Follow-Up” and “Field-order Follow-up” to give better visibility of these documents, the filters are consistent with the relevant IR/FO that contains these fields.

2.10     (US-12896) PO & RFQ – change of currency only possible via button

In both PO and RFQ the user will no longer be able to edit the currency through the “Currency” field, the only option to change the currency will be through “Change Currency” button.

2.11     (US-12955) Additional option for line level filter on order documents

In all the following documents IR/FO/PO a new filter option has been added for the document lines filter. New option: “Show validated only”, when selected will display only lines with validated state.

2.12     (US-12981) Unit Price displayed in IN & SHIP

With this dev, product unit/cost prices are more transparent in INs and Shipping process: unit price of product is now displayed for each line on incoming shipments (INs) and also in Shipments Pre-Packing List (SHIP PPL line pop-up).  How and when these prices can be modified and are calculated remains unchanged, there is just better visibility of them in these documents.

2.13     (US-13084) Correction to Claim flow for lines assigned to incorrect IN

This ticket corrects an issue linked to Claim flows where as soon as a Claim was processed where replacement goods were expected, the Claim created an IN-replacement (IN to receive these goods) but if the original PO on which claim was raised continued to have further lines Confirmed, system was assigning these extra lines to the Claim IN rather than the IN linked to the regular PO flow.

2.14     All Supply tickets integrated in UF34.0

Key

Summary

Detailed

US-13398	Patch script to unmerge products in OCB instances
US-13345	E-Validation: PO Sign Offline: All previous signature info to be wiped from screen.	X
US-13209	(US-12606) Catalogue modifications	X
US-13123	Donation report: Additional filters – Order types	X
US-13037	PMD field “Procurement method” + others should not be overwritten by UniData / HQ updates	X
US-13035	Track changes to be added to PMD “Procurement Method” field	X
US-12520	Cancelled lines should be excluded from Export Pick excel	X
US-12612	To Add “Order Category” to Export IR/FO Follow-up reports	X
US-12934	Patch script to set empty Draft Picks to Closed for Ships to be Dispatched
US-12916	New Order and Reason Type: Programmatic Donation	X
US-12896	PO & RFQ – Change of Currency – only allowed via button	X
US-12891	E-validation: Document statuses to be linked to signatures IR, FO, PO	X
US-12740	Update merge of Local product with UD product functionality – merge should be possible even if both products have been used.	X
US-12955	New Line Level Filter “Show Validated Only” for (IR, FO, PO)	X
US-12606	Supplier catalogue – multiple catalogue same supplier different products	X
US-12981	Show Unit Price in supply (IN & SHIP)	X
US-11573	Prevent deleting lines in Synchronized product lists	X
US-11560	NR “Product Not Found” Change of Behaviour in synched PO/FO	X
US-11496	Reason Type (Order Type): exchange “Donation before expiry” to become “Donation to prevent losses”	X
US-13351	E-Validation: Signature Follow Up – Signee Roles Display Duplicated	X
US-13125	UD: Update on already-created MSL project causing Not Run in UF
US-13084	Confirmed PO lines sent to Claim IN	X
US-13024	To prevent the splitting of product lines with QTY 1 in the IN VI import,
US-12924	Shipment List view not displaying SHIP – correct display
US-12730	Issue with RFQ status / line status inconsistencies
US-12315	Correction of RFQs with “Cancelled” status: lines to be set to “Cancelled” too.

3       Finance

3.1        (US-12438) Fixed assets: To improve the filter in the Journal items of the assets forms : journal + instance (HQ-OCBAF101)

We have improved the filters for the journal items of the assets forms as follows:

3.2        (US-12479) Fixed assets: mandatory to have analytical distribution AD before the status OPEN (and just after status Draft)

It is now mandatory for an asset to have a valid analytical distribution (AD) before it can be set to “OPEN” status. If the analytical distribution is not valid, the asset cannot be moved to “OPEN” status.

If the analytical distribution is incorrect, you will receive an error message, and the asset cannot be moved to “OPEN” status.

3.3        (US-12654) Fixed Asset: inactivation of the functionality

With this ticket we have developed that the inactivation from reconfigure is not allowed if any of the following are present:

If you attempt to inactivate the functionality in those cases, you will receive an error message.

3.4        (US-13050) Homere interface – take employee from the new file staff_l

For the Permois import, we currently import a staff file into Unifield. However, some instances had an additional file, staff_l, which was not being considered by Unifield. In this release, we managed the second file by developing a solution to handle the staff_l file. We ensured that the staff_l file is now also imported into Unifield, alongside the primary staff file.

3.5        (US-13096) PAYE SAGA: Import of payroll entries: to improve the error message when there are already draft payroll entries

For the PAYE SAGA import of payroll entries, we have improved the error message that appears when there are existing draft payroll entries.

Updated Error Message:

“You cannot import payroll entries because there are XX draft expense lines and YYY draft balance sheet lines. Please validate the draft entries or click on ‘Delete draft entries’ to proceed.”

This enhancement ensures clarity and provides actionable instructions for addressing the issue.

3.6        (US-13260) Add the UUID check in the PERMOIS import

In cases where the staff name or one of the three fields (id_unique, id_staff, code_terrain) has changed, the PERMOIS import fails. This issue constitutes approximately 50% of the PERMOIS-related problems reported in Jira. We will address this in the UF34.0 release before revisiting the ticket US-9119.

During the payroll import, we have implemented a check to manage changes across multiple fields. If the employee’s name remains unchanged, the system allows the import to proceed; otherwise, it raises an error stating: “Several employees have the same Identification No xxx (import), zzz (UF).”

Additionally, we have incorporated a new check for the UUID. If either the name or UUID has not changed, the import is permitted to proceed.

3.7        (US-10871) For DPO: to allow Down Payment (specific supply case)

Thanks to this ticket we have allowed the down payments in Direct Purchase Orders DPO.

The flow will be this:

• Create the PO. Validate it. Sync.
• Sync. Create a draft FO. Validate the FO. Source the FO (Proc. Method: On Order, PO/CFT: DPO).
• Check the draft DPO in the Purchase Orders tab. Confirm the DPO.
• Confirm the DPO (no Invoices created; CV is created). Sync.
• Sync. Create the IN.
• Proceed with a Downpayment using the DPO in confirmed status (only confirmed status).

3.8        (US-12137) Intermission: to avoid the creation of a manual IVO and IVI with an inactive currency

With this improvement, we cannot create a manual IVO or a manual IVI with inactive currency at the time of creation:

• Instance A creates an IVO in a currency not active in Instance B.
• Instance A creates an IVI in a currency not active in Instance B.

We have ensured that there is a “not run” when an instance receives an IVI in an inactive currency.

3.9        (US-12283)  FY closing check – check if all active project instances have reported Mission closed status for all periods of the FY

For yearly closure:

Before allowing FY closing of a Coordination instance, check if all active project instances have reported “Mission Closed” status for all periods of the FY.

We must exclude decommissioned projects from this check.

Note that P0 and P16 periods are excluded from the check.

We will have an error message to indicate us this:

3.10     (US-12302) Allow to use multiple AD on CV commitment vouchers (changes made on US-11510 for supplier invoices)

We have allowed the use of multiple ADs on CV (Commitment Vouchers), similar to the changes made in US-11510 for supplier invoices.

It can be done by using the Export CV Lines and the Import CV Lines.

3.11      (US-12732) To be able to delete draft entries in mass in the liquidity registers
 We agreed to introduce the functionality to delete multiple register lines in bulk.

We have implemented here the capability to delete draft entries in bulk within the liquidity registers.

When an import file with 200 lines is mistakenly uploaded, it is currently necessary to delete each line individually.

In the register lines section, users will have the option to select multiple lines. A new button, labeled “Delete Draft,” will be added to the right menu to facilitate the bulk deletion of lines, provided they are in draft status only.

If an attempt is made to delete hard posted entries, a warning message will be displayed, and the operation will be blocked.

3.12     (US-12894) E-Validation: Allow Doc_Creator to Modify Signed Signatures

The proposed improvement allows users with the UR groups Sign_document_creator_supply and Sign_document_creator_finance to remove signees and reassign others across all document types, not limited to Purchase Orders. Users with the Sign_Doc_Creator roles can manage signatures by removing or reassigning signees. Users who have signed a document are restricted to removing only their own signatures, and this action is permissible only in specific statuses defined for signature management. This improvement ensures consistency in signature management across all document types, adhering to defined statuses that control the addition and removal of signatures. Additionally, once a document’s signature process is closed—signaled by clicking the “Close Signature” button and ticking the “Signature Closed” checkbox—no further changes to signatures are allowed.

3.13     (US-13237) Inactive currency to not be available to be used in SI, SR, ISI, ISR, Donation, STV, STR, Customer Refunds and Debit Note

For SI, SR, ISI, ISR, Donation, STV, STR, Customer Refunds, and Debit Notes, we have forbidden the selection of an inactive currency. The development was completed to block the selection of an inactive currency, both with the magnifying glass icon and the “Change” button. Additionally, we implemented a check to prevent opening an invoice with an inactive currency for documents that were already created.

3.14     (US-13264) OCG: To improve the performance in the HQ entries

In the HQ entries, the code was improved to enhance AD (Analytical Distribution) validity calculations, specifically focusing on the compatibility between GL Accounts and Destinations. The same issue was also identified and addressed in payroll lines.

3.15     All Finance tickets integrated in UF34.0

Key	Summary	Detailed
US-10871	For DPO: to allow Down Payment (specific supply case)	X
US-12111	“Entries Data Integrity” Report – error in the not runs when filtering a mission
US-12137	Intermission: to avoid the creation of a manual IVO and IVI with an inactive currency	X
US-12194	Track changes on recurring models and recurring plans
US-12195	Fixed asset management: track changes to add
US-12283	FY closing check – check if all active project instances have reported Mission closed status for all periods of the FY	X
US-12292	“Invoice allocation” report: mock-up to improve  destination column bigger for better visibility of all the characters inside the field
US-12302	Allow to use multiple AD on CV commitment vouchers (changes made on US-11510 for supplier invoices)	X
US-12303	Minor change on export/import invoice line buttons
US-12438	Fixed assets: To improve the filter in the Journal items of the assets forms : journal + instance (HQ-OCBAF101)	X
US-12472	OCP HQ: new vertical integration VI (Interface Unifield><Workday) -go life 01.2025-
US-12479	Fixed assets : mandatory to have analytical distribution AD before the status OPEN (and just after status Draft)	X
US-12548	Prevent to change the code for analytic accounts if they have been already used in JE
US-12654	Fixed Asset: inactivation of the functionality	X
US-12678	Auto booking counterpart for internal transfer – to be able to select only registers from the same instance as 3rd party
US-12732	To be able to delete draft entries in mass in the liquidity registers	X
US-12738	Fixed Assets: to improve the error message in the “generate entries”
US-12894	E-Validation: Allow Doc_Creator to Modify Signed Signatures	X
US-13050	Homere interface – take employee from the new file staff_l	X
US-13090	FO Follow-up Finance report: to add an error message when the beginning date of the filter is later that the end date
US-13096	PAYE SAGA: Import of payroll entries: to improve the error message when there are already draft payroll entries	X
US-13106	On advance returns/ operating advance settlement form = translation to French
US-13137	To allow manual un-rec on entries manually reconciled, if the FXA does not exist and if there is a related NR update (US-13252)
US-13196	OCA CD_GOMA HQ Balance specification report does not go through
US-13237	Inactive currency to not be available to be used in SI, SR, ISI, ISR, Donation, STV, STR, Customer Refunds and Debit Note	X
US-13252	To prevent manual reconciliations of FXA entries
US-13260	Add the UUID check in the PERMOIS import	X
US-13264	OCG: To improve the performance in the HQ entries	X
US-13348	OCB vertical interface. same move numbers for different entry sequences

4       Non- functional

4.1        (US-12597) Prevent duplication of the Admin user

It is now not possible to duplicate the admin user for local user not to have privileges rights

4.2        (US-10865) UR synch after release

User rights will now be fetch by each instance directly from the sync server without passing by the HQ. This will allow instances that patches before HQ to get the user rights without waiting for the HQ to patch and then sync

4.3        (US-12274) user management improvement: to inactivate users which have not been logged in for 6 months

Agreed by all OCs, all users that have not logged in the past 6 months will automatically be deactivated

4.4        All Non-functional tickets integrated in UF34.0

Key	Summary	Detailed
US-12597	Prevent duplication of the Admin user	X
US-10865	UR synch after release	X
US-12274	OCA ICT Request: user management improvement: to inactivate users which have not been logged in for 6 months	X
US-12974	Add the instance level at Sync Server
US-13376	Instance creation config file = add recent new reconfigure features
US-13375	OCB instances – to configure IIL menu for all with patch script
US-12938	WACA OC creation
US-13017	Add Track Changes on Tools automated job import/export configuration
US-13299	Unidata API : fix nomenclature name at creation
US-13344	UF should be able to purge old UD log files for API pull
US-13272	Auto VI: file name not displayed for import in Exception

Release Details

Release version: UF 33.0

Date of production synchronization server patch: 12^th June 2024 / 18:00 Geneva time

Latest user rights files updated: UR.33 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets: https://jira.unifield.org/issues/?filter=12507

Supply

.1 (US-11135) PO to display any discrepancies with Catalogue

With this ticket, users will have immediate information about the conformity of their PO to the Supplier Catalogue. Every PO will now display additional information about the adherence of the PO’s products to a Supplier Catalogue. Where the PO’s Supplier has no valid Catalogue (a Catalogue for the same Supplier in the same currency which is active, Confirmed and with valid dates), this will be displayed in the “Purchase Order” tab of the Purchase Order as “No valid catalogue”.

Where there is a valid catalogue for the same Supplier as is in the PO, the conformity of the PO product lines will be checked and the adherence will be displayed on this same tab as a percentage:

Adherence is calculated on number of lines which conform / total number of lines in PO.

In the case that there are lines which do not conform (so adherence is less than 100%) there will be a new tab displayed: “Supplier Catalogue” and this will display adherence for lines which do not match and lines (Products) which do not exist in the catalogue, as well as information for each of the lines which has a mismatch, and the reason for the mismatch. Reasons for mismatch can be due to differing Unit Price and Order qty.

There is also the possibility to export the lines which have a mismatch.

The adherence information on the PO is automatically refreshed (rechecked) each time the PO is viewed or the new tab is clicked on.

There is no change to the behaviour of the PO lines in other tabs – this new development does not update the prices or quantities on the PO, it only displays whether they conform to the Supplier Catalogue or if not, why.

.2 (US-12716) POs & FOs for Intermission and Intersectional flows flag non-UniData products

In order to encourage users to only use UniData products for order flows with Intermission and Intersection partners, at validation of PO / FO, the system will now check and raise a non-blocking warning message if for Intermission PO/FO any Local products are included, and for POs/FOs to Intersectional partner the system will raise a blocking warning message if any Local, ESC or ITC products are included.

.3 (US-11908) PO lines to have additional filter for ESC status

POs with an ESC-type Supplier will now have an additional filter on lines so user can select to see if they have been Confirmed by ESC or not. Possible filter statuses are: ESC Confirmed, ESC Unconfirmed and (default) Show all. This filter can be used independently or together with the standard lines status filter.

.4 (US-12489) E-Validation: in IR, FO, PO & IN the order in which signatures can be added is fixed.

For the Supply documents IR, FO, PO and IN, the order in which signees can add their signature is fixed in the order of appearing roles, so the first must sign before the next person has access to sign. Each user can still unsign in the normal way, and it is still possible for the Signature_creator group to remove certain roles from needing to sign. The system will check at addition of each signature that user is either i) the first signee or if not that ii)the signature above has been filled before allowing user to sign.

.5 (US-12359) Improved visibility of imported/exported files for configured automated Vertical Integration.

With this ticket, the names of imported and exported files will now be visible in the Job reports, and can be searched for using the newly added filter. This was developed to allow for better traceability for the Supply auto VI flows (used by OCA) for PO export, Confirmation and also update of IN via E-Packing list, but the functionality allows this visibility for all automated import/exports so Finance will also benefit from this improvement.

.6 (US-12367) Export IR Follow up report: new “Details” field added

Since the “Details” field was added to multiple Supply documents recently, it has now been included in the IR follow up report so as to give better visibility for these documents. This is consistent with the relevant PO and FO reports which already contain this field.

.7 (US-12033) Tender comparison to reflect any change in RFQ quantity.

It is possible when filling in the RFQ with Supplier details to change the product quantity. Previously this change was not visible at the comparison stage in a Tender, so now, when the Tender “Compare RFQs” button is clicked, in the resulting comparison pop-up screen there are additional columns added to show the Supplier Quantity as well as the original Tender quantity. Any discrepancy for this is displayed in red. The same elements are displayed in the excel “Comparison RFQ” in the action menu.

.8 (US-12719) PMD: New field “HS Code” added to UniData products

This new field HS code (Harmonized system) will now appear in all UniData products in the Specific info tab. Where there is one, value will be pulled from UniData and synched down to all instances below.

.9 All Supply tickets integrated in UF33.0

Key	Summary	Detailed
US-12367	Export IR Follow-up – add IR Details column	X
US-12716	In PO/FO with Intersection / Intermission partner only UniData products allowed	X
US-12845	MSR update at merge of products for newly created project. (Instance ID missing)
US-12489	E-validation: Fix order of signatories on Supply docs: IR, FO, PO, IN	X
US-12704	Product Nomenclature – translate “Root” to “Racine” instead of “Origine”
US-12586	PMD Product: Track changes to include entry for change of Root
US-11908	ESC Confirmed Lines Filter on PO	X
US-12359	Identification of the VI import job	X
US-12584	IN coming from synced flow (DPO) via VI E-PL, to remove the “warning msg” when in status “Available updated”
US-12719	UniData: PMD Products – HS code – new field	X
US-12742	Active status change at Coordo on NSL product merged to be synched
US-12033	Tender: Rfq comparison to reflect change of Supplier Qty	X
US-11135	Include Supplier Catalogue info in POs	X
US-12613	Supplier can be changed in validated PO in case of of opening 2 tabs
US-10750	OST Source Lines – Cancelling item after changing the stock location
US-12817	IR import template has an issue with “Order Category” in import template
US-12251	MSL: incorrect values for Product Count column in the export
US-12147	Synch does not update the product’s default description (US-1567)
US-12976	OCA: All ESC Supplier Catalogue VI failed in all instances since last release
US-13025	Issue with SoQ Rounding button on PO

Finance

.1 (US-12927) In the “search: Employees” screen: to add a filter with the field UUID

In the “search : Employees” screen: we have added a filter with the field UUID. The UUID is already in the employees form).

UUID: unique employees identification number.

.2 (US-12844) E-Validation: PO Sign Offline: wrong behaviour

The e-validation functionality continues to be tested and improved. During testing of e-validation on the PO, it was discovered that it was possible for a signee user to electronically sign a PO that is marked “Signed Off Line”.

Additionally, in this scenario the PO remained visible on the signee users Signature Follow Up list.  This should not be the case in this scenario.

These 2 points have been corrected in this release.

.3 (US-12690) Position not updating in the Human resources tab when importing PERMOIS

When loading the Permois file and then the Paye saga file, we noticed that the job position in the UF Human resources tab was not updated. This wrong behaviour has been corrected in this release.

.4 (US-12653) Fixed Asset: not to display the assets menu if the system manage fixed assets is not ticked

The fixed assets functionality is a choice. The OC can use it or not. So after this improvement, we will not display the Assets menus unless the check box is ticked in the reconfigure: “Does the system manage Fixed assets?”. This is with the aim to avoid confusion in the users.

Path for the reconfigure: ADMINISTRATION > Configuration > Parameters > Reconfigure:

.5 (US-12645) Fixed Asset: improvement of the duplication of an asset form

The duplication of asset forms has been improved. Now the following fields will not be updated:            

Example of a duplication:

.6 (US-12595)  Fixed Asset: Add [EXTERNAL ASSET ID] field in the asset form (to do with US-12440)

When we go to Accounting > Periodical Processing > Assets > Asset Form: We will see a new field called “External Asset ID”. The external asset id corresponds to the asset code from the external log tool.

.7 (US-12440)  Fixed Asset:   Fixed assets – to import list of assets with value 0 in the fixed assets module (to do with US-12595)

When we go to Accounting > Periodical Processing > Assets > We have added a new menu called “Import Asset Entries”: we will be able to import assets into the system.

When the file contains errors, it will not be imported. We will have the details of these errors in a message that will facilitate the correction to import the file with success.

Some errors examples:

.8 (US-12267)    Freezing register balance during the month: add additional check box with a warning message

We have added a check box with a warning message “Are you sure you want to freeze closing balance while the previous period is still open?”

To tick “OK” means that the user is freezing the end of month balance of a period register, while the status of the previous period is still open.

.9 (US-12470)    Fin_Config_Coordo could not inactivate journals from decommissionned instances

We have allowed the group Fin_Config_Coordo to inactive journals from decommissioned project instances. This is to allow to clean up “old instance’s registers” that we did not clean before decommissioning.

.10 (US-12256)     Open advance list for users with limited access to the registers.

Now we have all open advances on the register’s currency, regardless of wherever it has been booked. As it is important to be able to settle an advance from other register.

.11 (US-12029)     To prevent the closure of a project register at coordo level if we have draft entries at coordo level from this project register (creation of a new not run!)

Do not allow closing of a project register when there are still draft entries from this project at coordo level.

The project will close, but after sync, we will have a not run at coordo level about the project register status: “not possible to accept the closure status as at coordo there are still draft entries from the project”.

The not runs will disappear when we delete the draft entries or if we treat them at project level (by reopening the register at project level).

Example of not run message:

.12 All Finance tickets integrated in UF33.0

Key	Summary	Detailed
US-12927	In the “search : Employees” screen: to add a filter with the field UUID	X
US-12844	E-Validation: PO Sign Offline : wrong behavior	X
US-12690	Position not updating in the Human resources tab when importing PERMOIS	X
US-12653	Fixed Asset: not to display the assets menu if the system manage fixed assets is not ticked	X
US-12645	Fixed Asset: improvement of the duplication of an asset form	X
US-12641	Fix to do in the customer’s search menu: when the “Customers” button is un-ticked, we must see non-customers partners
US-12595	Fixed Asset: Add [EXTERNAL ASSET ID] field in the asset form (to do with US-12440)	X
US-12589	Accounts parameters: to change the label of internal transfer in the type for specific treatment (account 14130)
US-12470	Fin_Config_Coordo could not inactivate journals from decommissionned instances	X
US-12440	Fixed assets – to import list of assets with value 0 in the fixed assets module (to do with US-12595)	X
US-12350	Manually created journal filter shows “system” journals (EOY and IB) that are automatically created
US-12267	Freezing register balance during the month: add additional check box with a warning message	X
US-12260	Remove duplication button on Direct Invoice line on register screen
US-12256	Open advance list for users with limited access to the registers	X
US-12226	After the release of the assets module: to remove the possibility to use DEP journal in the recurring entries module
US-12074	GDPR – Remove from the staff track changes the fields removed in the ticket US-7791
US-12029	To prevent the closure of a project register at coordo level if we have draft entries at coordo level from this project register (creation of a new not run!)	X
US-11865	YE_COOR_OCA: 18620 register entry without third party YE00-BA006-230177
US-11456	To see ALL the closed journals in the liquidity report, even the one that have been inactivated

Non- functional

.1 (US-12826)     UniData: Switching UniField pull from the UniData API

The integration of Unidata data in UniField was executed via Unidata linkage. The linkage worked as a push mechanism. Once the product was updated/created in UniData, the updates/creations were also pushed to UniField.

Since release version UF33.0, a new type of integration is implemented. The UniData data are received via the UniData API called by UniField daily. There is no functional impact in UniField from the regular user’s perspective, however, a few submenus have been introduced to enable better monitoring of the Unidata Pull. Also, the products are no longer matched on product codes, but on MSFID (=unique product ID generated by UniData). Therefore, the multiple truth issues should no longer occur.

All of them are located on Tools -> UniData -> UniData linkage errors:

UniData Linkage errors

In case the data pull was not successful for a specific product, the product will be displayed in this sub-menu table. Here, you can also find the MSFID of the product and the text taken from the log explaining the cause of the error.

¨

UD Products incompatible with OC values

The submenu lists all products for which the value of attributes differs from the OC default value.

OC default values (see below) are set in UniData and they are not directly returned by the API. Thus, if a new product is created the OC default value is taken instead and never updated afterwards. However, the OC default values can be later changed (which is rare) or created afterward but the product won´t be updated anymore.

Therefore, the table in the submenu lists all products, where there is a discrepancy between the actual value and the current OC default value.

OC Default Values

Some of the attributes pulled from UniData have default values set and they are not returned by the UniData API. The default values are based on Nomenclature.

Each OC can however set their own OC specific value in Unidata as well, such as Procurement Method or Expire Date Mandatory.

The table displays all OC default values currently set in UniData.

.2 (US-12867))    UniData: Display msfid & Create msf Id filter

Since the Unidata pull matches the product on MSFID, it can be convenient to search the product by its MSFID.

A new filter is displayed in the product menu enabling a quick search. The MSFIDs in the filter need to be specified as a range.

Also, the MSFID is now visible in the “View log” action field.

.3 (US-13019))    UniData pull: Fit / Function / From values

This is a purely technical ticket. Fit/Form/Function values are not returned by the API by default, thus additional needed to be created for these values.

.4 (US-13034))    Justification code: Add new values

2 new justification codes were introduced in UniData which are currently not mapped in UniField. To display these values as well, they needed to be added to the mapping table.

The new codes are the following:

.5 All Non-functional tickets integrated in UF33.0

Key	Summary	Detailed
US-12251	Product count corrected in MSL projects export
US-12826	Integration Unidata data is now executed via UniField pull	X
US-12867	New filter and display of MSFID	X
US-13019	Technical ticket related to UniData pull	X
US-13034	2 new values for justification codes	X

1       Release Details

Release version: UF 32.1

Date of production synchronization server patch: 10^th April 2024 / 18:00 Geneva time

Latest user rights files updated: UF32.0 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets: https://jira.unifield.org/issues/?filter=12504

2       Supply

2.1         (US-12853) E-Packing List file import on IN blocked

An issue was spotted by OCB that meant it was not possible to import a VI file (E-Packing list) on INs by using the manual “Process IN and Pick and Pack” option for INs which were linked to a synched flow/FO. This is linked to Python 3 migration and is now corrected.

2.2         (US-12802) IN PDF cannot be generated for certain flows

This issue spotted by several OCs meant that in the case of certain flows – e.g. when some lines were Cancelled & Resourced by Supplier instance, at requesting instance level, the PDF could not be generated on closed IN. This is linked to Python 3 migration and is now corrected.

2.3         (US-12787) French version of some PDF reports, thousand separator compressed

Issue spotted by OCP, when User Interface is viewed in French, some PDFs generated (e.g. PO Allocation Report, Cash Reconciliation) do not show amounts in thousands clearly as the 1,000 separators has been compressed. This is linked to Python 3 migration and is now corrected.

2.4         (US-12786) PDF dates appearing in English when UI in French

Issue spotted by OCG, When User Interface is being viewed in French, for some PDFs (PO, IR) the dates are appearing in English. This is linked to Python 3 migration and is now corrected.

2.5         (US-12871) Prevention of Validation of Picking when already converted to OUT

This improvement is to avoid blocking issue faced by OCB that a Shipment was blocked from being validated due to Pick having been converted to OUT and then (Pick) being validated. This is possibly linked to Python 3 migration and action causing issue should no longer be possible.

2.6          (US-12823) Non-Stockable product in own Pack in PPL causing negative quantities in stock

This issue, present already in previous releases and spotted by OCA and OCB led to negative stock quantities in certain stock locations (Distribution) which needed Data fixes to correct. The issue was due to incorrect Source and Destination locations being assigned by system on SHIP PPL lines for the case of Non-stockable products which were in their own Pack. This has now been corrected.  

2.7         All Supply tickets integrated in UF32.1

Key	Summary	Detailed
US-12871	Prevent Validation of Picking when already converted to Out (via multiple tabs)	X
US-12853	E-PPL import file blocked on IN when option import with Pick & pack used.	X
US-12823	Non-Stockable product in own Pack Stock move to have correct source & destination locations	X
US-12802	OCBBD101: PDF generation error IN5229	X
US-12787	French version of some PDFs – thousand separator compressed: Allocations Report, Finance cash reconcilliation etc large amounts unreadable.	X
US-12786	Dates printed in French on pdf English version	X

3       Finance

3.1         (US-12848) OCP HQ: Impossible to import HQ entries file at HQ

Following migration to Python 3, we had to do a fix on formatting and uf8 encoding to enable to import the HQ entries csv file format.

3.2         (US-12833) E-Validation: PO PDF Backup Signature Text Unexpected Behavior

Following the release of the ticket US-12173, when the “back up” tick box was selected for the e-signature on the PO the following behavior was expected: “In the PDF, when back up is ticked, write “as back up of” the role it is backed up.”

During testing of the feature, it was discovered that this text was not consistently displayed on the PDF in alignment with what is selected in UF.

It seems that when the Technical Responsible user is ticked as backup, the “as back up of” text appears in all signature fields to the right even if those role/function are not ticked as back up, or even if the role/function is not active on the PO.  This happens AFTER the tech responsible signs.  Before the signature, the text does not appear on the PDF.

When only the Finance Responsible role/function is ticked as backup, the text does not appear on the PDF at all.

We corrected the behavior of the “as back up of” text on the PDF.  Only display at header level of the Roles/Functions column if ticked as backup.

3.3         (US-12773) UF32: Change in the csv exports format

Following migration to Python 3, csv export format under windows got impacted and were fixed. Usual exports coming from the selector are now fixed.

3.4         (US-12753) UF32 release: code fix in the “Field balance specifications report”

Following migration to Python 3, we applied a code fix to fix the field balance specifications report. The link to this report is this: Accounting/Reporting/Accounting reports/Field Balance specification report.

3.5         All Finance tickets integrated in UF32.1

Key	Summary	Detailed
US-12848	OCP HQ: Impossible to import HQ entries file at HQ	X
US-12833	E-Validation: PO PDF Backup Signature Text Unexpected Behavior	X
US-12773	UF32: Change in the csv exports format	X
US-12753	UF32 release: code fix in the “Field balance specifications report”	X

4       Non- functional

4.1         (US-12758) – OCBHQ vertical integration XMLRPC webservice issues for Vertical Integration

Python 3 releases disrupted OCB webservices linked to UniField HQ Vertical Integration. A code fix has enabled to reestablish the webservices. Few changes on OCB Middleware were also needed to fix HQ entries webservices.

4.2         All Non-functional tickets integrated in UF32.1

Key	Summary	Detailed
US-12855	OCBHQ vertical integration XMLRPC webservice issues for HQ Entries	X
US-12810	Hardware Id cannot be saved in Windows Registry

.1            Release Details

Release version: UF 32.0

Date of production synchronization server patch: 13^th March 2024 / 18:00 Geneva time

Latest user rights files updated: UF32.0 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets: https://jira.unifield.org/issues/?filter=12500

.2            Supply

.2.1           (US-12171) Correction of Picking percentage calculation status

This improvement is to solve the issue of misalignment of FO “Picked” percentage status with what has been shipped. The Picked status percentage now reflects the correct percentage of picked which ignores C&R/cancelled lines.

.2.2           (US-11907 & US-12339) Correction of Eprep stock locations category location & cleaning

This improvement complements what was developed in US-4642, as it was agreed that “EPREP” stock locations are categorized under the Parent Location “Stock”, and “EPREP” should no longer be a “Location Category” itself. This ticket is to ensure consistency in the system: the location category “EPREP” has been removed from drop-down lists in the “search stock locations” pop-up which appears in various screens, this was done after cleaning-up and correcting the Eprep stock locations of all OC instances.

.2.3           (US-12076) Addition of Track changes in RFQ

Track Changes has been added to the “RFQ” Request for Quotation Object in the Action menu to ease and improve the continuous tracking of changes on the RFQs and to be consistent with other supply objects.

.2.4           (US-11957) Export Inventory Level – additional advanced filters

In the Export Inventory Level report, more search options have been added to the advanced filters to get more precise reports, so “Specific Product list” and “Specific Product family” are now included. Both search filters were added also to the List view as well as appearing in the list view columns.

.2.5           (US-12335) Prevention of gaps in INT references due to duplication of SYS-INTs

In Internal Moves users used to be able to create an INT from scratch via duplicating a SYS-INT, and this behaviour created a gap in the INT serial numbers. This issue is solved now with this improvement, the new INT that results from duplication a SYS-INT appears in the list view of INTs and is correctly numbered.

.2.6           (US-12167 & US-12582) Correction of Sourcing possibilities for FO with service type products to PO/RFQ/Tender

Service products coming from FO must be sourced through a “Direct Purchase Order” (DPO), therefore the use of “Regular purchase order” was not allowed. In this release, the use of “Purchase List” type has been stopped also, and a blocking message is displayed. Similarly, when an FO containing a service product is sourced via either RFQ/Tender and is then processed to create a PO, the same rule is now applied – the PO created will automatically be a DPO.

.2.7           (US-10701) Prevent of Cancellation of parent Pick if subpicks in progress still

This issue was faced by several users before: previously it was possible to cancel the main pick when subpicks were not all closed. This was achieved by users performing several conversions of the Picking tickets to OUT and vice versa.  This resulted in users then being unable to cancel or process any sup-picking ticket/PPL linked to that Picking. This issue is solved now and users can’t cancel the main picking in any way while any picking tickets are in progress. A blocking message is displayed.

.2.8           (US-12115) “Details” field PO to be concatenated where multiple source docs

To continue the development that has been implemented in US-11827, in the case where multiple IRs/FOs are sourced onto 1 PO, all the “Details” fields from the multiple source documents will be pushed to the PO with a semicolon separator, up to the limit of 86 characters.

.2.9           (US-12248) Prevention of multiple tabs allowing Supplier change and inconsistent currency

The issue, caused by user having multiple tabs open on a PO while editing it has now been resolved. It is not possible now for users to make changes in supplier/currency when they open multiple tabs and make changes on different tabs.

When user tries to make changes on different tabs at the same time, a blocking message will be displayed:

.2.10        (US-11845) Alignment of Price rounding displayed in Donation Certificate

For more consistent and accurate data, Product unit prices in the Donation certificate have been rounded to 5 decimal places and the Total to 2 decimals. This corresponds to the FO/PO way of decimal rounding.

.2.11        (US-12100 & US-12616) PMD “Stock by Location view” and MSR Correct display of Virtual stock for Direct Purchase Orders

Direct purchase orders’ validated/confirmed lines quantities will now be excluded from Virtual stock calculations in the Product PMD “Stock by Location” and also in the Mission Stock report (MSR). The quantities will not be displayed since instances issuing DPOs will never receive them in stock.

.2.12        All Supply tickets integrated in UF32.0

Key	Summary	Detailed
US-12616	MSR should not display virtual stock for Validated or Confirmed Direct purchase order	X
US-11845	Align Price in Product File and Donation Certificate	X
US-12582	Sourcing “Service” product coming from FO to Tender/RFQ should be possible and to continue procurement to PO “Direct purchase order” type should be created	X
US-12339	To clean-up OCP instances, to correct the Eprep stock locations category	X
US-12335	To fix the issue of having SYS-INT created manually by users and causing a gap in the INT List view	X
US-12248	Prevent multiple tabs allowing Supplier change and inconsistent currency	X
US-12231	Let Me Fix in SHIP when generating Freight Manifest excel
US-12197	(US-3843) PO line quantity doesn’t decrease after a claim
US-12171	Correct Picking calculation status – ignore Cancelled-r lines	X
US-12167	Sourcing FO to PO type Purchase list should not be possible for Service type product	X
US-12115	“Details” field in IR and FO pushed to PO to be concatenated where multiple source docs	X
US-12100	PMD “Stock by Location view” should not display Virtual stock for Direct Purchase Orders	X
US-12076	To add Track changes in the Action menu of RFQ
US-11957	Export Inventory Level – Advanced Filters	X
US-11907	Location Category: EPrep	X
US-10701	SHIPment blocked from being processed (convert pick> Out > pick + cancellation)

.3            Finance

.3.1           (US-12590) and (US-12371) OCA and OCB vertical integrations

We have improved the vertical integration file for OCA and OCB.

Please note that the import files for each OC are different, and each file is tailor-made for each OC depending on their needs and their HQ system.

.3.2           (US-12344) To be able to change the status of a period from open to draft (when there is no JI)

Following several errors that required data fixes, we have changed the system’s behavior. It is now possible to change the status of the period from ‘open’ to ‘draft.’

This change will only be possible if no data has been encoded or registered (no JIs or registers in draft created).

Access to this feature is granted to HQ super users with the group Fin_Config_Admin_mission only.

.3.3           (US-12173) E-validation OCA pilot findings – New requests (id2, id3, id10, id11, id6 et id4)

The e-validation functionality continues to be improved. We have implemented some useful changes in this release as follows:

• id2. We have renamed the button “Delete Signature” to “Inactivate Signature”

• id3+id10: We have merged the 2 sub-tabs “Manage users allowed to sign” and “Signatures” in each signature tab to create only one tab named “Signature” with a mapping of users added to each role/function.

o We have kept the button “Manage Users allowed to sign”

o A pop-up appears when the mapping between users and role is to be defined

o In rows, we have the Role/Function

o We have introduced a new column for “Users” and a magnifying glass. For each role, a user has been defined, and only these users will be able to sign.

o We have added a new column called “Backup.” The same user can be added to two roles, and for one of these roles, they will select “Backup” because they are replacing another person.

o In the PDF, when the “Backup” field is selected, the replacement role for the backed-up position will be indicated.

• id11. We have added the Legal name of the active signatory in front of the position when the document creator is adding users who are allowed to sign.

• id6. The signature users registered in the current period are automatically inherited by the next period’s register until they are removed. This behavior mirrors that of the “register responsible.

• id4. Close signature” – We have added a message: “You are about to block the signature on the document. This action is irreversible. Are you sure?

.3.4           (US-11897) To be able to close the month only if the registers corresponding to all active journals are created

We can now close the month only if the registers corresponding to all active journals are created, opened or closed for this period.

If we attempt to close a register and the journals are not created, an error message will be displayed:

.3.5           (US-11868) Reflect in Full Report Correction 6**** to B/S via correction wizard

We have enabled the ability to change an expense account to a balance sheet account via the accounting correction wizard. This change is now also reflected in the Full Report of the related register entry.

.3.6           (US-11800) Rename “Donation” to “Donation Received” and to “Donation reçue en nature” (French)

For a better understanding we have changed the name of donations.

.3.7           (US-11269) To prevent changing the G/L accounts on a liquidity journal linked to a “non-draft register”

We can no longer directly edit the G/L account of the liquidity journal linked to a non-draft register (open or closed).

However, when the first register of the journal is not yet in the open state, you can still edit the G/L accounts.

.3.8           All Finance tickets integrated in UF32.0

Key	Summary	Detailed
US-12590	OCA VI: to change the vertical integration formatted data D365 import file: accrual entries booked in other currency that EUR		X
US-12534	Patch script to turn all periods from May to P15 2024 from open to draft (to do with US-12344)
US-12478	Fix for not run message account.invoice.update.counterpart.inv: to update the counterpart status/number for a STV on an inactive product
US-12475	Draft entries must always show up on the top of the register
US-12453	Fixed assets renaming: To correct the reconfig activation question “Does the system manage Fixed assets ?
US-12371	OCB vertical interface, skip line with 0 amounts in order not to have problems with Adfinity (AF)
US-12344	To be able to change the status of a period from open to draft (when there is no JI)		X
US-12279	Assets: Translation in French to correct: “compte de résultat”
US-12173	E-validation OCA pilot findings – New requests (id2, id3, id10, id11, id6 et id4)		X
US-12152	In Configuration/Financial Accounting/Accounts/Account types/Accounts to add a new filter called ASSETS
US-12125	OCA VI Finance: Auto export of VI does not work properly (IT)		X
US-12110	UR: Patch script to remove all Sup_Fin_Read groups from all users
US-12071	Employees data: not to collect the bank account from Homere to Unifield (GDPR)
US-12066	OCBAF101 : AM user (acma user) profile gets error when assign register responsible
US-11897	To be able to close the month only if the registers corresponding to all active journals are created		X
US-11868	Reflect in Full Report Correction 6**** to B/S via correction wizard		X
US-11800	Rename “Donation” to “Donation Received” and to “Donation reçue en nature” (French)		X
US-11269	UR: To prevent changing the G/L accounts on a liquidity journal linked to a “non-draft register”		X

.4            Non- functional

.4.1           Migration to Python 3 

In this release, we are finally migrating the full UniField code from Python 2 to Python 3.10.11. This is to ensure UniField Python code remain up to date, preventing risks of obsolescence for the tool.

.4.2           (US-11587) To have a pop-up asking for the field “department” and (US-12294) Pop up to make the Email Field Mandatory in Unifield

We have implemented a pop-up that prompts the user to fill in their email address and department.

We can have errors if the email is not from msf or invalid.

:

We will also store this information in the preferences:

.4.3           All Non-functional tickets integrated in UF32.0

Key	Summary	Detailed
US-11587	To have a pop-up asking for the field “department”	X
US-12294	Pop up to make the Email field Mandatory in Unifield	X
US-12607	When you change the language of the UF Instance via “Edit Preferences”, it does not change immediately, only after log out/log in it changes

1       Release Details

Release version: UF 31.1

Date of production synchronization server patch: 18^th  December 2023 / 18:00 Geneva time

Latest user rights files updated: UF31.0 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets: https://jira.unifield.org/issues/?jql=project%20%3D%20US%20AND%20fixVersion%20%3D%20UF31.1

2       Supply

2.1            (US-12288) Issue processing partial INs with certain Reason Types

This issue was caused by improvement US-7168 in release UF31 which reduced the Reason Types possible for Incoming Shipments. Issue which users faced meant that it was not possible to partially process an Incoming Shipment which had a Reason Type of Donation or Loan. This has now been corrected in this intermediate release

2.2         All Supply tickets integrated in UF31.1

Key	Summary	Detailed
US-12288	Issue while partially processing a Loan or Loan return IN	X

3       Finance

3.1            (US-12300) key error is_asset in OCBBJ101 OCBBK104 OCBNG110 when trying to use refund-refund or refund-cancel

Due to the new fixed asset module, a regression has occurred, and it was not possible to do a refund-refund nor a refund-cancel when the invoice has taxes. This ticket has fixed the issue.

3.2            All Finance tickets integrated in UF31.1

Key	Summary	Detailed
US-12300	key error is_asset in OCBBJ101 OCBBK104 OCBNG110 when trying to use refund-refund or refund-cancel	X

1. Release Details

Release version: UF 31.0

Date of production synchronization server patch: 6^th December 2023 / 18:00 Geneva time

Latest user rights files updated: UF31.0 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets: https://jira.unifield.org/issues/?filter=12491

2. Supply

2.1       Streamlining of Reason Types used in INs from scratch, migration from RT “Other” for INTs and OUTs (US-7168) (US-7169)(US-10518)

The Reason types (RTs) for INs from scratch have been reduced. For future INs from scratch which are created: the dropdown list offers only 3 RTs now (1 Internal Supply, 4 Return from unit, 5 External Supply). This is to encourage users to follow the correct process.

Previous INs from scratch with RTs no longer existing have been migrated to relevant current RT to be consistent with this improvement.

Additionally previous OUTs and INTs with RT “14 Other” were replaced by a more accurate and suitable RT

2.2       (US-11653) “Reference” search field added to Partners

In the “Partners” Functionality, a new search field has been created for “Reference” and it will be displayed in all Partner search windows in different documents like FO, PO, IN, RFQ, Tender & OUT.

2.3       “Details” field addition and modification across Supply order and transport documents. New field in PPL for Parcel Comments (US-11739) (US-11827) (and OUT), (US-11835) (US-11741) (US-12149)

With these tickets, several improvements have been made to different documents in ordering, procurement and warehousing functionalities, specifically to harmonise the “Details” information:

IR : New “Details” field has been created in the IR Header, same way of processing as FO, and any value entered in IR will be transferred to OUT (or Pick if converted).

OUT: New “Details” field has been created in the OUT Header transferred from the IR, not editable (Only editable in case of OUT FS).

PO: “Details” field already exists in PO but will be populated from the source document (FO or IR) and will continue to be editable until the PO validated.

IN: New “Details” field has been created in the IN Header, and will pull from any value entered in the same field in the linked PO. It is not editable in IN (Only editable in case of IN FS). And “Origin” field in IN FS has become inactive.

PICK: New “Details” field has been created in the PICK Header transferred from the FO or from IR when linked OUT converted to Pick, not editable.

PACK: New “Details” field has been created in the PPL Header transferred from the Pick (Not editable)- The field which was previously in the PPL “Description” has been removed and replaced by field “Parcel Comments” and this is editable, both fields are appearing in the packing list pdf of the ship object. As with previous field, any value in the field Parcel Comments is visible for this PPL in the SHIP.

INT: New “Details” field has been created in the INT Header transferred from the IR or IN from scratch, not editable (Only editable in case of INT FS – Draft status). And “Origin” field in INT FS has become inactive.

2.4       (US-11745) Creation of OUT from scratch to ECU no longer possible

In the Delivery Order / OUT from scratch, it is no longer possible send goods to an External Consumption Unit. It is now impossible to select own instance and at line level it is impossible to choose External Consumption Unit, error Message will be displayed. Goods can still be sent to an ECU if the flow is initiated by an Internal Request, or via Real Consumption.

2.5       (US-11844) Issues resolved with quantity duplication in Shipment and Donation certificate, (US-11852) (US-12088)

The issue of having duplicate quantities in PPL and Donation certificate has been solved in this release. The main issue was related to packs being returned from shipments and then re-added back to the shipment again. Also the status of the Returned shipment line (Pack) in the pop-up of returned lines has been fixed to be “Returned” not “closed”.

2.6       (US-11904) Supplier column added in Export IR Follow-up

In the Excel export of IR Follow-up, New “PO Supplier” column has been added to the report to be consistent with Export FO Follow-up report.

2.8       (US-11660) Icon removal from List view of Draft Shipments

In “Draft” Shipments, the icon “+” to process shipments from List view of shipments has been removed, shipment can still be processed in the form view of “Draft” Shipment.

2.9       (US-11792) Removal of Intermediate Cancel window in OUT/Pick

To increase the efficiency of processing by reducing unnecessary steps, and to be more user friendly, when cancelling an “OUT” or “Pick”, the intermediate pop-up screen to double confirm the action of cancelling the move has been removed in this release.

2.10     All Supply tickets integrated in UF31.0

Key	Summary	Detailed
US-12149	Field for (Parcel) comments to be maintained in PPL	X
US-12091	Allow IN from Scratch from ESC when IIL are Active
US-12088	DONATION CERTIFICATE BUG	X
US-11904	Add Supplier in Export IR Follow-up	X
US-11852	Line status in ship pop up has incorrect status	X
US-11844	Quantity Duplication in Shipment	X
US-11835	Add “Details” field to INT	X
US-11827	Add “Details” field to IR (and OUT)	X
US-11792	Remove Intermediate Cancel Window	X
US-11745	Prevent Creation of OUT from scratch to ECU at Line Level	X
US-11741	Add Details, Comments and Notes in Packing	X
US-11739	Transfer Details from IR/FO/PO to OUT/Pick/IN	X
US-11660	Page should be updated automatically during Shipment Creation in Dashboard View	X
US-11653	Add “Reference” search box to Partners	X
US-10518	Missing migration of moves with reason type “Other”	X
US-7169	Update Reason Types for IN from scratch	X
US-7168	Reduce number of Reason Types for INs from scratch	X
US-12200	(US-5563) Issue while manually validating a Claim
US-12193	(US-11741) “Description” header was not renamed in the Ship’s Freight Manifest Excel
US-12183	(US-12149) PPL Parcel Comments field should not pull from Details field
US-12061	Change of Supplier on IN from scratch leads to incorrect warning
US-12051	Possibility to create a Pick from scratch
US-11877	Update Track Changes translation for merged products
US-11860	Correct Typo in Periodical Forecast Report Search Box
US-11714	Unable to validate RFQ when adding new lines that are missing line numbers via import

 3. Finance

3.1       (US-11026) Reporting: “Field Balance specification report”

We have created a new report called the Field Balance Specification Report. The report will be in the menu of Legal reports as follows:

The report can be done by period and we can select the details of entries reconciled in the last period or the total of entries reconciled in later period:

The report can be created at HQ and at coordination level just for instances that are a coordination,

The report will show the active accounts codes with outstanding balance of some balance sheet accounts.

There will be a balance accounts summary and after this we will have the details of the balances of the outstanding accounts.

Details: List on the report the following entries:

• => Unreconciled entries within the period to report: Entries which are posted before or at the end of the period to report and at the time of export of the report still not reconciled. E.g. Report Mar 2023 = Entry posted before and including 31 Mar 2023 and are not reconciled at the date of export of the report.

• => Entries which are posted before or at the end of the period to report and are reconciled with some legs of the reconciliation posted later than the period to report. E.g. report Mar 2023. Entries posted in Feb 2023 and reconciled with entries posted in Apr 2023.

For the December report, we will show the list of entries booked before the end of December and that are reconciled with entries with posting date in P13, P14, or P15 or later.

For the P13 report, the report will show the entries booked until the period P13 and that are reconciled with entries with posting date in P14 or P15 or later.

3.2       (US-11355) New CC import behavior in Tools/Import-Export/Finance: 2 imports, one for creation and one for mass updates

In the menu Tools, Import/Export and then submenu Finance: there will be 2 imports, related to cost centers: one will be used for the initial creation of cost centers and the other one for mass updates of cost centers.

The current cost center import will become “cost center creation mapping”: no change as from now.

and we will create a new import for mass cost center updating called: “cost center updates”: the new one.

3.3       (US-11510) Importing Multiple Analytical Distribution Lines in Unifield on draft invoices (SI)

Before, it was possible to import Analytical Distribution (AD) by line when we have only one Cost Center (CC) and one Destination account for 100% of the distribution.

With this improvement, it will be possible to add multiple Cost Centers and/or Destinations in the same line.

The proposed method for importing multiple ADs is by separating each percentage, cost center and destination with a semicolon (to differentiate the different values).

Remember that changes can be done only when the invoice is in draft status.

Example:

You have to select “Export Invoice Line” and you will see the excel report:

3.4       (US-11525) To implement a filter in the journal list: manually created and automatically created (created at instance creation)

On the journal list from Accounting>configuration>financial accounting>journals>journals

We have created 2 filters with the options:

• Automatically created (journals that are created at instance creation)
• Manually created

3.6       (US-11950) Fixed assets management

The fixed assets functionality has been developed in UniField.  This functionality is to rely on Finance responsibilities only. Finance will be responsible to get information from Supply and Logistic in order to record Fixed Assets events, trigger depreciations in the right instance and to follow Assets movements from one mission to another.

Fixed assets, also known as long-lived assets, or property, plant and equipment, are items in physical form that:

• are held for use in service of organizational activities, or for administrative purposes; and
• are expected to be used more than once (not consumable); and
• are expected to be used during more than one year period; and
• can uniquely be tracked and monitored; and
• are with value greater than a defined materiality amount

For MSF, it applies only to tangible items.

As per principle of flexibility, Fixed Assets won’t be pre-identified in the system. Each OC will define out of the system what they do consider as Assets. It will be a manual action that will set an item as a Fixed Asset.

When to trigger the recording of the fixed asset in the Balance Sheet?

• While validating an invoice: It will be possible to set an invoice line / Items as Fixed Asset => invoice line triggers accounting entries in balance sheet instead of expenses.

When do we trigger the fixed asset form creation?

• When the items are defined as Fixed Assets and the invoice is validated, an Asset form will be created in draft status.

When does the asset form is set as “in use” and start to be depreciated?

• It will be a manual action done in the Asset form. There will not be an automation linked to Supply stock movements.
• Depreciations method will be linear only and on monthly basis, included in the monthly closure checks.
• Useful life will be defined in each Asset Type at HQ so OCs can set different life time for the same asset type.
• It will be possible to propose several life time for the same Asset type, defined at HQ so missions can only choose the life time proposed in the asset form
• Note that within the same OC, missions can only choose what has been set in the Asset Types.

• There will be 7 different asset types (with also the option to create some new manually at HQ)

Acquisition:

• Through invoice: goods that will be manually set as “assets” in the invoice will be booked in the Balance Sheet. An asset form will be created to monitor and follow the assets events. When asset forms will be created, they will be linked to the invoice that triggered the asset form and will take the unit price of the invoice.
• Manually: it will be possible to create an asset form from scratch where all mandatory values will need to be filled, including the value and currency. Mainly for International orders where no invoices are created or when an asset is transferred to another mission

Disposal:

• Once the asset is open/running (depreciated), several reasons for disposal before or after the end of life will trigger different accounting entries depending of the reason to offset the value in the balance sheet including calculation of gain (loss) on disposal.

3.7       All Finance tickets integrated in UF31.0

Key	Summary	Detailed
US-11026	Reporting: “Field Balance specification report”	X
US-11355	New CC import behavior in Tools/Import-Export/Finance: 2 imports, one for creation and one for mass updates	X
US-11510	Importing Multiple Analytical Distribution Lines in Unifield on draft invoices (SI) in line with US-11369	X
US-11513	French translation needed: Grand livre general report
US-11514	French Translation needed: Balance des Comptes report
US-11515	French Translation needed: Compte de résultat (pertes et profits) report
US-11525	To implement a filter in the journals list: journals manually created and journals automatically created (at instance creation)	X
US-11571	The Job name imported from permois file is not always correct – part 2 HOMERE
US-11577	Accruals: when AD is invalid the accruals line should be in red for better visibility
US-11719	Remove empty space beginning and end of analytic account NAME
US-11857	Fix blocking issue of RFQ state and blocking documents related to currency deactivation: to improve the error messages
US-11950	Fixed Asset Management	X

Release Details

Release version: UF 30.1

Date of production synchronization server patch: 27^th September 2023 / 18:00 Geneva time

Latest user rights files updated: UF30.1 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets: https://jira.unifield.org/issues/?filter=12487

Supply

(US-11974) MML – PO Confirmation with “process anyway” not allowed – UF request Fin_Budget group profile & (US-12011) Issue with MML PO Confirmation if Supplier internal

This issue, linked to the new functionality of MML meant that users could not confirm certain POs. POs affected were those containing products (MED) which did not conform to MML. Issue was due to the extra popup which was added to check if user wanted to confirm PO despite the MML non-conforming product(s). This has now been corrected and the user rights were adjusted for this to work correctly. Other issues found also linked to MML / Confirmation with POs to ESC and Auto VI import were also corrected.

(US-11956) Patch script to correct to POs with traceback issue due to prod by nomenclature

This issue was a side effect of US-11563 in UF30. This meant that certain POs displayed a traceback meaning they could not be viewed or processed due to their containing products by nomenclature and having source document of FO or IR for External CU. These POs have been fixed via a patch script.

(US-11920) To ignore Returned shipments from the list of open shipments when deactivating partners

With this ticket, the inconsistency of Returned type Shipments has been corrected so that all levels at line level share the Returned status too. This issue was blocking the de-activation of Partners and causing issues with decommissioning of instances so this has been resolved.

All Supply tickets integrated in UF30.1

Key	Summary	Detailed
US-11974	MML – PO Confirmation with “process anyway” not allowed – UF request Fin_Budget group profil	X
US-12011	(US-11974) Issue with MML PO Confirmation if Supplier internal	X
US-11956	Patch script to correct to POs with traceback issue due to prod by nomenclature	X
US-11920	To ignore the Returned shipments from the list of open shipments when deactivating partners	X

Finance

All Finance tickets integrated in UF30.1

Key	Summary	Detailed
US-11977	IL: import of IIL lines failed because OCBHT127 not yet linked to a UF instance

Release Details

Release version: UF 30.0

Date of production synchronization server patch: 13^th September 2023 / 18:00 Geneva time

Latest user rights files updated: UF30.0 can be found here

Note that no user rights need to be loaded at each HQ. This will be done at the Sync Server by the Core team and will update the user rights via Sync for all HQs and missions.

JIRA filter for all integrated tickets:

Supply

(US-10748) MSL & MML in UniField

Medical Standard Lists (MSL) and Medical Master List (MML) are now integrated into UniField. The data from the lists are managed in a UniData Medical Standard List tool at HQ level outside of UniField. Data added to this tool will automatically synchronize into UniField. Although there are some cases of LOG products in MSL/MML, these lists are intended for Medical products.

An MML submenu was added to the Products tab in UniField version 29.0 to synchronize data from UniData to UniField. This submenu is now visible in

MML Products: The Medical Master List (MML) is a list of products which are OC Validated. Some MML Products are restricted to a specific mission or project. These products are included in the MML but Restrictions and Use Comments are noted.

MSL Projects: This list will show a list of MSL projects linked to that mission. It is possible to activate and deactivate MSLs on this page. Once activated, the MSL is automatically updated by any change made to it in the MSL tool.

MSL Products: All products in any active MSL Project are listed in this submenu.

The product details for individual products have also been updated. OC Validation has been added to the “Information” tab to show that the product is Validated on OC level. There is also a new “UD OC Validation” tab in each product datasheet.

Use Comments are shown in this tab along with information about Mission or Project Restrictions. Additional information about whether the item is included in the MML or MSL is also shown in this new tab.

An MSL Non Conform report has been added to the Action Menu of MML Products to show the medical products in stock that are not included on the MML/MSL. Sometimes a project or coordination will order on behalf of another instance, even if the products don’t exist on the shipping instance’s MSL. These items which will be shipped to another partner are only shown on the report if the “Include in-pipe quantity” box is ticked.

A column showing whether items are included on the MML/MSL list has been added to supply documents (IR, FO, PO, IN, OUT, etc). The lines with products that are not included in the MML/MSL will be red. There will also be a notification at the header of the document. Last, a pop up warning will appear when validating or confirming a purchase for any items that are not included in the MML or MSL. None of these types of alert levels is blocking: it is possible to continue to process document/line, even if the product isn’t on the MML.

(US-11369) Import AD Multiple Lines on draft PO and FO

It is now possible to import multiple Analytical Distributions on the same PO or FO line. The process to import multiple ADs is the same as the process to import one AD (by exporting, modifying then importing the template found on the page).

If only one Cost Center and Destination are used on a PO or FO line, the format of the template looks the same as it has in past versions of UniField. In this release, multiple Cost Centers, Destinations and Percentages can be added to the template by separating the values with a semicolon (;).

To be able to import the document, the numbers in the Percentage column must add up to 100 and the total number of semicolons in the Percentage, Cost Center and Destination columns must be the same.

(US-11534) Auto save line quantities when adding multiple lines

Previously, if a user entered a quantity in the Add Multiple Products popup, the quantity would only save if the user clicked on . If they clicked on the next line without saving, the quantity entered changed back to zero.

Now, quantities entered in any ‘Add Multiple Lines’ screen (FOs, IRs, POs, RfQs, Tenders, Catalogues, INs, INTs, OUTs, Real Consumption, TKC, KCL, and Initial stock inventories), will be automatically saved when clicking on another line.

(US-11563 & US-10783) Allow PO to have Multiple Destination Locations

Destinations in a Purchase Order indicate where the products should be received (Input for items to be stocked, Cross Docking for items to be delivered out and Service/Not Stockable for specific products).

It is now possible to have multiple destination locations in the same PO. Previously, the Destination Location was managed at header level so it had to be the same for all lines in a PO. This could cause problems when a merged PO had IRs/FOs with different destinations. A new “Destination Location” field has been added at line level so that items can be received in the correct Destination Location in the IN, even if some items will be delivered (Destination = Cross Docking) and others will be stocked (Destination = Input). This field can be viewed in the Purchase Order Line’s pop up view. It is only possible to have one Destination per line.

The same PO can have different Line Destinations on different lines. The Destination field in the PO’s Delivery tab will show all of the destination locations included in the PO, based on the different Line Destinations.

(US-2411) Add status column to OUT document

In this release, a “State” column has been added to the PDF of the Delivery Order to make it easier to distinguish between Available and Not Available lines in an OUT.

(US-11181 & US-11787) E-VALIDATION for FO/OUT/Pick

It is now possible to electronically validate/sign three new supply documents: Field Orders, Delivery Orders and Picks. If E-validation is activated, these modules will each have an additional Signature tab where users can manage signatures and / or sign documents. The process to sign electronically is the same as the signature process for other supply documents (Internal Requests, Purchase Order, Reception,…)

The total quantities at the time of signing are shown in the e-validation line. To make it easier to compare the quantities when validated to the printed document, Total Quantities have been added to the OUT, IN and Pick PDF documents.

To allow e-validation of Picks, there is now a signature box at the bottom of the Pre-Packing List. The quantities shown in this document will be the Total Quantity if nothing has been picked or the Picked Quantities for closed Pre-Packing Lists.

Signatures can be added at any time. In case a signature was added to a document that was only partially processed (creating a new document), a warning message will appear, indicating that the signature needs to be added to the new document. The signature will remain in the original document.

(US-11636 & US-11433) Added filters/ fields in Export PO Follow-Up

Several improvements have been made to the PO Follow Up Report. New columns have been added to the Excel document to show the Order Category, Priority and “Source Creation Date” (the creation date of the IR or FO that is linked to that PO line). It is now possible to filter the report based on these new columns.

Additional filters have been added to the Report configuration page making it possible to view only certain Order Types or Categories. If no box is ticked, all lines will be shown.

All Supply tickets integrated in UF30.0

Key	Summary	Detailed
US-11369	Import AD Multiple Lines on draft PO and FO	X
US-11534	Auto save line quantities when adding multiple lines	X
US-11563	PO Destination field’s value to be changed when it includes product lines with different requester destinations	X
US-10783	IN Dest Location incoherent with goods actual destination	X
US-10748	MSL & MML in UniField	X
US-2411	Add status column to OUT document	X
US-11181	E-VALIDATION for additional Supply Documents (FO/OUT/Pick)	X
US-11787	[EValidation] Add a warning message when partial quantities are processed in IN, OUT, PICK	X
US-11636	Export PO Follow-up – Add Priority and order creation date	X
US-11433	Add filters + change extract for PO FOLLOW-UP report	X
US-11607	Add “Reference” search box for the Destruction Report
US-11749	Use Prop Instance Name instead of Code in Loan Certificate
US-11650	Take supplier code from the same supplier catalog from which price is taken
US-10329	Avoid creation of “Pick” in PPL Menu
US-11670	UF total cargo weight
US-11590	Require Update of Actual Ship Date when Validating SHIP from Dashboard
US-11543	To fix the issue of having empty shipment in draft state
US-11448	[RfQ] Improve Viewing of Lines to Align with Other Purchase Documents
US-11466	CDD in RFQ and Tender cannot be edited
US-11566	Allow de-activation of cancelled products in Tender before Tender is closed
US-11519	OCBML101: Consolidated mission stock has a mixed fr/eng description for products in FR version of UF
US-11459	Improve French Translation of Demand and Request
US-11473	[RR] Update names in Order Calc Export Files

Finance

(US-10874) Improvement Internal transfer: auto booking of counterpart (in the same instance)

We have improved the internal transfers within the same instance.

1 – A counterpart is created at temp/or direct hard posting of the initial entry. The creation is at first posting of initial entry only. We have an icon for visual purposes, to advise about the link between the initial entry and the counterpart.

2 – When we edit/delete the initial entry (in temp status) and the counterpart entry (in draft or in temp status) : there will not be updates:

• Initial entry in temp status: allow edit/delete. No update to counterpart entry.
• Counterpart entry in draft or temp status: allow edit/delete. No update to initial entry.

3 – It is not allowed to manually reconcile entries if there is a counterpart at project level or coordination. There will be an error message.

4 – When the counterpart or initial is deleted, the link will be break. At that time, manual reconciliation is possible.

5 – When the reconciliation is undone, the link is broken and it is allowed to manual reconcile back with various lines without link.

6 – To keep a coherence, automatic reconciliation will be for both same or different currency.

7 – Only do Full reconciliation. Don’t proceed to partial reconciliation when amounts don’t match:

• Reconciliation same currency: Full reconcile when amounts debit/credit match.
• Reconciliation same currency: When amounts debit and credit do not match, do not allow reconciliation and as consequence, break the link. Allow lines to be reconciled with entries without link. This covers also the use case when there is no debit or no credit (both lines in the same sides of the booking).
• Reconciliation different currency: always reconcile as the amounts will never match due to UF rate vs local rate difference. Any difference will be FXA as per current behaviour.

8 – Reconciliations are manually un-reconcilable = that means they are tagged as “manual” even if system does it automatically

BEHAVIOUR TABLE BETWEEN INITIAL AND COUNTERPART BOOKING

FIELDS	INITIAL BOOKING	COUNTERPART BOOKING
Create the initial booking	Draft status	Not existing yet
Doc date	Allow edit	N/A
Posting date	Allow edit	N/A
Description, reference	Allow edit	N/A
TP, account code	Allow edit	N/A
Amount	Allow edit	N/A
Entry line	Allow delete the line.	N/A
After temp post initial booking	Temp posted	Created in draft or temp posted
Doc date	Allow edit. Do not send update.	Allow edit. Do not send update.
Posting date	Allow edit. Do not send update.	Allow edit. Do not send update.
Description, reference	Allow edit. Do not send update.	Allow edit. Do not send update.
TP, account code	Allow edit. Do not send update.	Allow edit. Do not send update.
Amount	Allow edit. Do not send update.	Allow edit. Do not send update.
Entry line	Allow delete the line. Break the link (counterpart could be manually reconciled)	Allow delete the line. Break the link (initial could be manually reconciled)

(US-11130) OCBHQ to have in the Combined report and JI and AJI exports the accounts mapped: “HQ system accounts” at project level

For the instances that will import accountancy entries from UF in their local accountancy application, OCB has a mapping of the accounts.

They requested to have the option to select accounts mapped in the reports Selector, Combined Journals Report, and in JI and JE.

In the Selector and in the Combined Journal Reports we have now the possibility to add accounts that are mapped in: Accounting>Config>Accounts>Account mapping:

• Accounts mapping is now synchronized down.
• There is new tick box “Display HQ system accounts mapping” in the company for, “Configuration” tab, when ticked.
• HQ mapping is displayed on JI, AJI list views.
• HQ mapping is exported in Selectors and “Export Search result”.
• HQ mapping is displayed on Selectors in accounts field.
• New extended filter “HQ System Account” on JI and AJI.

(US-11289) Search: Supplier and customers screens: to remove the field “Journal” and to replace it with “booking currency” field filter

In the menus Customers and Suppliers we have added the Booking Currency field.

Some examples here for suppliers:

(US-11303) Accruals: to add a filter by number in the “Search: Accruals Management” screen

In the accruals search view, we have added a filter by number.

(US-11311) Bank and Cash registers created in a special period: to prevent!

We have done several changes in order to ensure that:

• Only regular periods are shown in the [period] field of the registers. This is the case if we navigate this field.
• When changing the date of opening to a December date, in case December period is not open => an error message is shown like when the period is not open:

• When changing date of opening to December date, the extra accounting periods are not displayed as option, even one of them is in open status.

(US-11548) For IVO and for IVI: to put in the list all accounts with type regular, expenses, payables and receivables (as in the Supplier Invoices)

For IVO and IVI, we have allowed the accounts that are now in the SI header and we have removed the regular equity accounts and  the accounts with the type for specific treatment “Down Payment” /”Operational Advance”  (in OCA account number 13610 and in OCB, OCP, OCG account number 13100).

(US-11601) IIL auto import configuration in UF HQ_OCA

OCA have requested support for the configuration of automatic import of IIL (International invoice lines) from SharePoint to UF HQ_OCA.

(US-11715) OCG: Automated import setup and testing for destination (daily import) 2

OCG has requested support to setup the automated import for destination in our HQ OCG sandbox.

All Finance tickets integrated in UF30.0

Key	Summary	Detailed
US-10874	Improvement Internal transfer: auto booking of counterpart (in the same instance)	X
Us-11007	To add a line with the “Total” when selecting invoice object/CV from list (same as in the Journal Entries)
US-11090	YE_COOR_OCA Fin VI vertical integration: Remove special character
US-11118	Proprietary instance, filter active CC on the list + red color lines with inactive cost centers
US-11130	OCBHQ to have in the Combined report and JI and AJI exports the accounts mapped: “HQ system accounts” at project level	X
US-11142	Remove empty space beginning and end of analytic account code
US-11212	“Balance by account” report: field periods selection to fix
US-11289	Search: Supplier and customers screens: to remove the field “Journal” and to replace it with “booking currency” field filter	X
US-11303	Accruals: to add a filter by number in the “Search: Accruals Management” screen	X
US-11311	Bank and Cash registers created in a special period: to prevent!	X
US-11451	Currency tables duplication is not working
US-11512	To prevent duplications when importing the HQ entries: double click in import button
US-11548	For IVO and for IVI: to put in the list all accounts with type regular, expenses, payables and receivables (as in the SI)	X
US-11565	Export to HQ system (OCBA) to remove from the menu Accountancy/Reporting/Generic Reporting
US-11601	IIL auto import configuration in UF HQ_OCA	X
US-11644	HQ_OCA prod does not import IIL international invoice lines (Traceback (- most recent call last -) CODE FIX
US-11655	French Translation: to translate Finance queries to Requêtes finances in the Rapports menu
US-11679	Patch script: set all OCA instances with IIL functionality
US-11680	French Translation: Is reconciled? into C’est lettré? and others
US-11715	OCG: Automated import setup and testing for destination (daily import) 2	X
US-11763	To add a configuration checkbox field on the “Automated imports” form view, to disable the checksum check for a specific import

Non- functional

(US-11484) Prevent Modifying Proprietary Instance Fields as Soon as It Is Used

Proprietary instances have always been created with all fields editable but once the instance is used in journal entries the code, level and Parent should not be changed. This release disables the ability to edit these 3 fields completely. As seen in the screenshot below, these fields will be read only for all users including administrator.

(US-11602) To Have a Pop-Up Asking for The E-Mail Address.

The UF30.0 release will include a pop-up prompting users to input their email address. This will not be a mandatory field so users can proceed to login without inputting their email address. However, the pop-up will continue to be displayed up to a maximum of 3times until 4^th December 2023. After this, the user can still provide the email address in the following ways:

• In the preferences menu at the top right corner of the UniField application window as seen below.

• Upon password expiry, the change password dialog box will have the email address field displayed. The email field will not be mandatory so one can proceed to change password without it.
• With user_manager rights directly in the user objects

Please note: For synchronized users, the email field can only be filled in at HQ using admin user or other user with access to managing synchronization whitelist.

(US-11616) Remove Block on Patch Application If CC For FO/PO Ref Is Not Set.

Instances with no cost centre for FO/PO reference set could not upgrade to new version of UF as seen with the release of UF29.0 in US-11613, US-11627 and US-11635. Instances were stuck at upgrading modules until the FO/PO cc was data fixed. The UF30.0 release removes the block on patch application for such instances. Instances without the cost centre for FO/PO reference set can now upgrade to newer versions of UniField.

(US-11668) Prevent Deletion of Synchronized Users and Allow Recreation by Sync If Deleted.

All users with user_manager access group were able to delete synchronized users on the coordination and project levels. This improvement now ensures that a deleted synchronized user is recreated by sync after deletion. In addition to this, in the linked user rights ticket US-11691 we have removed deletion rights from user_manager access group. Only activation and deactivation will be possible. Any attempt to delete a synchronized user will return error message: Cannot remove a synchronized user.

(US-11734) To Auto Activate International Invoice Lines (IIL) On New Instances For OCA

The current process of activating IIL for existing instances is manual through the Reconfigure menu in Administration tab. This improvement ticket ensures that IIL is automatically activated for all new instances in OCs that desire it. In this specific case for OCA, their auto install config file template is now set to:

Activate International Invoices Lines = Yes 

If another OC desires to have IIL already activated for new instances, we shall update their auto install template after formal request via Jira.

All Non-functional tickets integrated in UF30.0

Key	Summary	Detailed
US-11484	Prevent Modifying Prop Instance Fields as Soon as It Is Used	X
US-11602	To have a pop-up asking for the e-mail address	X
US-11616	Remove block on patch application if CC for FO/PO ref is not set.	X
US-11668	Prevent Deletion of Synchronized Users and Allow recreation by sync if deleted	X
US-11734	To Auto Activate International Invoice Lines (IIL) On New Instances For OCA	X