The booking of HQ entries in UniField consists first in importing these entries into the UniField HQ instance. They are then synchronized down in {Draft} to the coordination instance for revision and validation. Thus in the coordination interface, we will have coordination and project’s expenses.
Once Coordination validates HQ entries, it sends them to the projects through synchronization (only those allocated to project cost centres).
Sometimes HQ entries need to be split to track expenses per invoice number. This task is also addressed in this LU.
How to Import HQ Entries into the HQ Instance
Go to Accounting/HQ/HQ Import
⮡ A wizard {Import HQ Entries} displays
Click on {Add Attachment} and {Browse} the file you want to import
{Import HQ Entries} wizard
Select {Import}
⮡ An {HQ Entries Import Confirmation} wizard displays
{HQ Entries Import Confirmation}
Click on {OK}
⮡ A list of imported entries to validate displays in the {HQ Entries} sub-module.
List of draft HQ entries assigned to {PF}
Once entries have been imported in the UniField HQ instance, they must be synchronized to the UniField coordination instance. They synch in {Draft} state. Once they are received at coordination, they can be reviewed. You can review entries individually or group multiple entries for a mass re-allocation.
You can import both, BS and P/L entries at HQ, kindly note the following regarding that:
HQ BS entries shall be imported only with CC, no destination and no FP. When importing the HQ entries at the mission level, the CC of the B/S entries will be erased automatically.
Cost Centre is a must for P/L HQ entries.
If no Destination is set in P&L HQ entries, default ones from account code will be considered.
If wrong AD in P&L accounts (combination Destination vs Account), import is rejected.
HQ entries (All P&L and B/S) shall not be editable neither split at HQ level, only import file can be editable.
How to Review HQ Entries Individually
Analytical and expense account information can be changed at coordination level.
Expenses recorded in the HQ ERP system are initially allocated to cost centers. This allocation is decided at HQ based on Logistics or HR information; it needs to be reviewed at coordination level by advanced users.
Expenses recorded at HQ on behalf of the field are automatically set to the funding pool {PF – MSF private funds}. Advanced Coordination finance users complete the funding pool allocation because the funding dimension is not available or known in the HQ system.
Go to Accounting/HQ/HQ Entries
A list of HQ entries to validate displays
List of draft HQ entries displayed in the {HQ Entries List} Search view
Click on the pencil to edit the relevant entry line. Fields in blue are mandatory and editable. Fields in white are also editable.
Change the account, destination, cost center or funding pool by deleting the field content and browse or type in the field the right input.
Editing a HQ entry
Note! Some sections have decided to set some accounts as not correctable/editable. Please see the financial procedures from your section for further details. However, the analytic distribution on such accounts can still be updated.
{Other staff costs} account set as not correctable by HQ
In the above example, the account {66250} is not correctable. If you try to change this account when it is imported in your instance, an error message will appear. If you need to correct an entry on such an account, contact your financial manager in the Headquarter office.
Save the entry line by clicking the floppy disc.
Account changed from 64100 to 64110
Proceed to validating the entries
How to Review Multiple HQ entries
Go to Accounting/HQ/HQ Entries
A list of HQ entries to validate displays
2. Tick the entries you want to modify.
List of draft HQ entries displayed in the {HQ Entries List} Search view
If you want to allocate these entries to a new analytical distribution, go to the {Actions} menu.
Select {Analytic reallocation}.
{Analytic reallocation} action
Here you can change the fields {Destination}, {Cost Center} and {Funding Pool}. Make sure the allocation is identical for your entries and the expense account/destination is correct. Click on the {Validate} button.
{Analytic reallocation} wizard
The analytical reallocation is completed. If you have assigned a wrong allocation, entries will appear in red. For example: if the combination expense account/destination is incorrect.
Entries with invalid analytic distribution in red displayed in the HQ Entries Search view
If you want to allocate HQ entries to a new expense account, go to the {Actions} menu, and select {Change Account}
{Change Account} action
In the {Change Account} wizard, type a new account in the {Account} field.
{Change Account} wizard
Validate. The expense accounts will be updated.
How to Split HQ Entries
You can also split entries one by one if you want to link the cost to various invoice references.
Go to Accounting/HQ/HQ Entries
A list of HQ entries to validate displays
Select an entry and go to the Actions to choose the Action {Split}
Split Action in the Actions menu
2. In the HQ Entry split wizard, Select {New}
New Button to split the original HQ entry
The original line displays and can be modified
Once the original line is modified, click on the {New} button to proceed to the creation of the lines.
You can not edit the {Description} but you can edit the {Reference}, {Account}, {Amount}, and analytical accounts. Save each line.
Creating an additional HQ entry to split the original one
click when you are finished.
The original HQ entry displays in grey. The lines created in black.
Original HQ entry in grey and created split lines in black
If later on you need to retrieve original HQ entries which were split, you can select the button:
If later on you need to retrieve split HQ entries, you will select the button
Original HQ entries
Split HQ entries
How to Validate HQ Entries
When HQ entries have been reviewed, an authorised user can validate (Hard-post) and synchronize them.
Once the HQ entries are validated at Coordination level, they become validated at the HQ instance in the HQ entries sub module so that HQ can follow which HQ entries have been validated by each mission.
HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. There will be no more entry sequences containing several HQ entries in the same sequence. (one entry sequence per HQ journal entry)
Go to Accounting/HQ/HQ Entries
A list of HQ entries to validate displays
List of draft HQ entries displayed in the {HQ Entries List} Search view
Tick the checkboxes of the entries you want to validate. Note that selecting one split entry will lead to validation of lines involved in the split (original entry and all related split entries).
Go to the {Actions} menu and select {Validation}.
{Validation} action
⮡ A {Validation} wizard displays
{HQ Entries Validation} wizard
Select {Validate}
⮡ HQ entries are validated. From this moment they become accounting entries and are reflected in the {HQ} journal. After this step changing entries is only possible through accounting corrections.
HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. Same for Analytic Journal Items (one entry sequence per HQ journal entry)
Validated HQ entries displayed in {Journal Items} Search view
Validated HQ entries displayed in {Analytic Journal Items} Search view
When an HQ entry is corrected before validation for account or analytical distribution or when the entry is split, automatic correction entries in OD journal are created. This means that the original HQ entry is reversed and corrected with a separate entry. The original entries have the correction history wizard available
.
Corrections History viewed from the Analytic Journal Items
A commitment voucher is set to {Done} once expenses are fully recognized and entries received from HQ are validated at coordination.
Go to: Accounting/Commitments/Commitment Voucher
Search for the validated voucher by selecting the {Validated} filter or any other filters located at the top of the Search view.
When you have located the voucher, click on the pencil to open the form.
Set the {Amount left} to {0}.
Setting the {amount left} to {0}
4. Save the entries by clicking the floppy disc}.
5. Click {Save & Edit} button.
6. At the bottom of the Form view, select {Done}.
{Done} function in a commitment voucher Form view
7. The voucher is set to {Done}. The voucher is no longer reflected in the {Engagement Lines} section of the budget because the corresponding accounting entries were received and validated.
Commitment voucher set to {Done} and total left is nil
D. How to Configure the International Commitment Import*
This functionality was designed to meet OCA and OCB requirement but could also be used by other OCs in the future. It’s a way to automatically integrate commitments corresponding to international orders in the budget follow-up at field level.
It is available through a new {Import Intl Commitments} link under the {Commitments} menu.
OCs willing to use it should activate it otherwise it will not be displayed as a transaction on the left-hand side menu.
Each import will erase the previous import and entries are recorded in a new analytic journal: {International Engagements}. You must therefore make sure this journal was created in your database before proceeding to the import.
Go to Administration/Configuration/Reconfigure
Administration business application and {Reconfigure} function
In the {Activate International Commitments Import} window, check the box of the statement {Manage commitments corresponding to international order through specific import}.
Activating the International Commitments Import
E. How to Create an International Engagement Journal*
Go to Accounting/Configuration/Analytic Accounting/Analytic Journals
1. Complete the blue fields as below. Make sure to call the Journal Code {ENGI} otherwise it will synch to all instances like any other analytical journals.
International Engagement Analytic Journal
2. Click {Save} button.
F. How to Use the Import Commitment Voucher Function*
Go to Accounting/Commitments/Import Intl. Commitments –>>A wizard {Import Intl Commitments} displays
1. Click on {Add Attachment} and {Browse} the file you want to import
{Import Intl Commitments} wizard
2. Select {Import} button.
3. Entries are booked in the international engagements journal.
Engagement entries booked in the ENG journal. Third parties are displayed but this field in the import file remains optional
How To configure “Customer Commitment Vouchers” :
Go to : ADMINISTRATION > CONFIGURATION > Parameters > Reconfigure:
how to activate customer commitment vouchers
Go to: Accounting > Commitments > Customer Commitment Vouchers:
Headquarter (HQ) entries consist of accounting entries recorded at HQ level on behalf of the mission offices. They encompass for example international orders and expatriate salary expenses. The mission sends international orders for medical and logistic supplies to supply centers which will then source, pay for and ship these items to the mission. The supply centers periodically charge OCs (at HQ level) for the goods shipped to the field.
International orders are initiated in the field but settled at HQ level. To remain consistent with the current expense recognition scheme, goods are expensed:
At time of shipment for the OCA
When the European Supply Center (ESC) invoice is validated in the HQ accounting system for all other OCs.
As invoices are already settled at HQ level, the reception of an international order by a field office instance does not trigger the creation of an invoice at field level e.g. a PO addressed to a partner with type ESC does not trigger the creation of a supplier invoice and therefore the entries must be imported into the system.
From a system perspective the process of HQ entries is as follows:
Expenses settled at HQ (HQ entries) on behalf of the field missions are entered into the HQ ERP system.
Expenses are exported to a csv file.
The file is then imported into the UniField HQ instance.
The imported entries are synchronized to the UniField coordination instance in {Draft}.
At coordination level, the entries are reviewed in the {HQ Entries} sub-module. By default the funding pool picked is {Private Funds}. Field users must update the funding pool as well as verify the amounts, account codes, and analytical information.
Once the entries were reviewed, the authorized user validates them. At this point, they become accounting entries in the coordination’s {HQ} journal.
The corresponding analytic entries allocated to projects are then synchronized down to the project(s). Both coordination and project(s) take the HQ entries into account in the follow-up of their budget.
Goods from an international order are often received in partial deliveries. The associated commitment voucher generated when the PO to the supplier ESC was validated, must be updated:
Either manually by the coordination instance when entries are received from HQ and validated by the coordination. If not, costs reflected in your budget will be incorrect if you choose to include pending commitments. Once expenses have been fully recognized and entries received from HQ and validated at coordination, you must manually close the commitment voucher. The commitment voucher state will change from {Validated} to {Done}. If not, cost will be reflected in your budget as committed (or simulated) expenses AND as actual expenses.
Or automatically by importing an external file (OCA, OCB) representing outstanding international commitments. Once imported this data is recorded in the “international engagements” analytic journal and is not synced. Next time a file is imported, previous entries on this journal will be deleted. See next chapter for more explanation.
LUFI-40101 National Staff Database Management for Missions Using Homere
LU Introduction
HR transactions performed in the field cover national staff salaries, salary advances, social security charges, taxes, etc. Within MSF, HR management is generally performed through the Homere software.
UniField integrates with Homere:
The Homere Sending File (Per_mois) with all employees’ basic information can be imported into UniField.
The Homere Payee_SAGA Payroll file can be imported to create payroll entries per employee each month.
With UniField, national staff payroll and salary advances continue to be booked in Homere. Every month the Homere Saga payroll file and the Homere sending file (per_mois) with all employees are imported into UniField to create payroll entries and update the national staff database. The import of these files is performed in the {Payroll} module in the {Accounting} business application.
Before creating payroll entries, all employees existing in Homere must also exist in UniField. When the user imports the file with all employees, the first movement will be a check based on the employee identification number:
If this number already exists in UniField, no action.
If this number does not exist in UniField, a new record is created in the employee list by combining the first and last name as well as the identification number. The employee {Active} flag is also checked.
If this number exists in UniField with the employee set to {Inactive} and it is included in the data to import then the employee is automatically set back to {Active}.
Once in UniField, you cannot delete or edit employee data that comes from Homere. The only exceptions are the analytical information and active/inactive status. If an error is spotted, it must be changed directly in Homere and re-imported in UniField.
If any information regarding the employee has been changed in Homere since the last import (name, function etc.), this information is updated in UniField when importing the Per_mois file.
If an employee is moved to another project, the procedure regarding changing the employee ID depends on each OC. By default, all imported employees synchronize within the mission + HQ as inactive, meaning that if the same employee ID is used across projects, an existing record in UniField is used also in the new project. Importing the per_mois file will set the employee as active in the new project. If the employee ID is changed and a new employee record in Homere is created every time an employee is moved from one project to another, a new record is created for each new employee ID in UniField, too.
The analytical allocation for employees is set either automatically or manually depending on the analytical account type and each OCs procedures:
Destination: The default destination for each employee is NAT. This destination is automatically applied to all employees loaded into UniField. However, if NAT is not used by an OC, the destination is automatically updated when importing the Payee_SAGA file for payroll. This means that if the destination information is filled in Homere and included in the Payee_SAGA file, the employee master data for destination will be automatically updated.
Cost Center: The cost center field is by default empty. Cost center will be automatically updated when importing the Payee_SAGA file for payroll. This means that if the cost center information is correctly filled in Homere and included in the Payee_SAGA file, the employee master data for cost center will be automatically updated. If cost center information is not included in Payee_SAGA file or is of incorrect format, the cost center has to be manually updated for each employee.
Funding Pool: The funding pool can only be updated manually. If no default funding pool exists, the payroll entries will be created with a default funding pool “PF”.
Special note for OCG*:
Automatic updates of the analytical allocation do not concern OCG instances who continue to manually update all employee analytical allocation.
Mass re-allocation of employee analytic distribution:
If a group of employees has the same analytical information, UniField provides the option to change their analytical distribution in mass.
You assign (individually or by group) an allocation by choosing the action {Employee Analytic reallocation}. This action opens a new window called {Employee Analytic reallocation}.
List of Active national staff not reallocated yet
{Employee Analytic reallocation} wizard
At each payroll import, UniField retrieves the employees’ default analytical distribution and applies it to the appropriate payroll entry. This allows you to avoid allocating all payroll lines every time the payroll is imported (each month). The allocation may become obsolete at some point e.g. when the funding pool eligibility date is over. In this case the employee’s allocation and payroll entry will become red. The user will need to modify it and set a new valid analytical distribution.
Local Staff employees synchronize across the mission to all projects, coordination and HQ. The employees synchronize by default as inactive.
The employees are activated once a per_mois file containing the employee is imported into a new instance. All accounting entries can be assigned also to inactive employees (e.g. coordination instance can create entries for an inactive project employee).
How are National Staff employees used in UniField Registers?
There are various financial transactions which involve National Staff employees.
Per diem for training/travel
Security money for training/travel
Operational advances
Salary advances
In UniField, there is a field called {THIRD PARTIES} which allows the user to select the type {Employee} and then select the employee name. This allows tracing and reconciling advances better.
Assigning a register entry to a Third Party type {Employee} and selecting the Employee
In a situation where there is a need to select a former employee as third party, you can click on the magnifying class and uncheck the filter {Show Active} in the {Search Employees} window to display both, active and inactive staff.
How to check “Employees” balances?
We can see the reports here: go to accounting > Reporting > Legal Reports > Accounting Reports. We have a new menu called “Employees” with two sub-menus “Employee Ledger” & “Employee Balance”:
How to access “Employees”
Employee Ledger:
This report is an analysis done by employee. It is a report containing one line per employee representing the cumulative credit balance.
Go to Accounting > Reporting > Legal Reports > Accounting Reports > Employees > Employee Ledger:
We will have several possibilities to do our selections using the filters.
View of “Employee Ledger”
Employee Balance:
To see this new report, we go to Accounting > Reporting > Legal Reports > Accounting Reports > Employees > Employee Balance:
We will have several possibilities to do our selections using the filters. It’s optional to tick on “Only active employees”.
The first part of this chapter concentrates on HR and payroll related transactions. For most missions’ national staff management, the national staff database and payroll calculations are managed in an application called Homere. In order to have a full overview of a mission expenses, you need to import the data from Homere into UniField.
This chapter explains how to import the Homere files into UniField. The Homere import contains one file related to the national staff database and another one to the monthly payroll.
In order to track costs properly, the payroll booked on expense accounts has to be allocated to an analytical dimension. To avoid recurrent allocation task at every payroll import, the national staff employee can by default be assigned to an analytical dimension (destination, cost center and funding pool). It helps following up on national staff costs per cost center and to create financial reports accordingly. The same applies for the expatriate staff; you will learn how to import Expat employee at Coordination or HQ level and assign them an analytical distribution.
In case your section does not use Homere, this chapter will present the various options of registering the HR and payroll information in UniField.
In the second part of this chapter we explain how to book HQ entries in UniField. HQ Entries are accounting entries representing field expenses recorded and paid at HQ level. They encompass for example international orders (and associated commitment vouchers) as well as expatriate salary expenses.
There is a specific section for OCA and OCB which addresses the automatic import of international commitment vouchers. The section is identified with a *.
The last aspect covered in this chapter is the Budgets. Budgets are created outside UniField and imported into UniField in order to properly track expected expenses against actual expenses. You will learn how to import a budget into UniField and produce the different kinds of budget reports available in the system.
After reading this chapter you will be able to:
Set the national staff database and allocate an analytical dimension to it
Manage the national staff payroll booking and the salary payment
Manage entries from international orders and expat salaries
Follow-up actual expenses vs. budgeted expenses if your section decides to import the budget files into UniField.
PAYE_UNIFIELD and PAYE_SAGA Import: request to have all the import error messages at once
When we import the payroll file in Unifield, the file import can be unsuccessful because of errors in Budget lines in the import file and Unifield was reporting the error messages one by one bringing confusion for the users
In this request we have requested to have all the wrong messages at once when the import fails:
This will help to spot the errors to correct in HOMERE.
LUFI-30501 Auto Rebilling (inter-mission / inter-sectional)
A. LU Introduction
Intermission and intersection invoices are now synchronized between 2 instances for manual or supply flows so that automatic counterpart invoices are created and match at both sides.
Invoices are created via supply flow or manually by finance at Provider/Invoicer. Once the Provider/Invoicer validates those rebilling invoices, they synchronize from the Provider/Invoicer to the Requester/Invoicee.
Requester/Invoicee can’t change currency, nor prices, nor quantities… This is to ensure amounts and currency matches in both sides.
There are 2 possible cases:
Either the missions decide not to reimburse each other and the settlement will be done at HQ level. In that case, the receivable accounting code to be used for the Stock transfer voucher is {Advances and expenses for other MSF section}. You will have to set it in the company configuration and will be retrieved at the time of creating automatically the stock transfer voucher. For the supplier invoice, the payables account code will be the one linked to your partner and should be too. There will be no matching on these accounts in the UniField HQ instance.
Both missions decide to reimburse each other at mission level. In that case, the counterpart accounting code to be used is {Receivable from other sections} for the Stock transfer voucher and {Payable to other sections} for the Supplier invoice. The receivable account will be set as such in company configuration. For the supplier invoice, the payable account will be the one linked to your partner.
Rebilling is created and pushed only from the Provider/Invoicer to the Requester/Invoicee.
When linked to supply flows, no rebilling invoices is created at reception of the goods by the requester. The reception of the rebilling invoice is not generated at the same time than the reception of the goods.
Invoices are created only by the mission that provides/invoice the goods (automatically created via supply flow or manually created by finance when linked to services).
Invoices created are then synced from the invoicer to the invoicee (not the other way around no pushed invoicee invoices).
Invoice edition / validation / approval
Only the reinvoicer can create and edit the rebilling invoices and validate them.
The reinvoicee will only approve the invoice once received via sync. Only the posting date will be editable by the reinvoicee before approval.
In case reinvoicee don’t agree with the invoice, it can validate and then cancel it using the automated function.
Invoices created via supply flow will have some restriction on some fields: not possible to change the product nor quantities.
B. Rebilling Inter-mission via Supply Flow
For example, we have the instance HQ1C1 that want to request some items from another mission HQ1C2 within the same OC section.
A PO is created by the requester mission HQ1C1, with the provider mission HQ1C2 as a supplier. (Done by a supply user not a finance user)
2. After inserting all the required information, the PO should be validated then confirmed. (Done by a supply user not a finance user)
3. After synchronization in the two instances, an FO in Draft state will be created in the provider mission HQ1C2 as a result of the PO created in requester mission HQ1C1. (Done by a supply user not a finance user)
Before validating the FO, you will need to update again the Analytic Distribution and then you validate but don’t confirm the document. (Done by a supply user not a finance user)
4. Go to Orders Sourcing tool to source the document (Sourcing: is choosing from where you want to order the requested items, either from the warehouse or from an external supplier) in our case here, we will choose to order the items from external supplier. Either you select the supplier on each line separately and then you click on the green arrow to source or select all and click on Source lines in the right side menu in case you want to order the items from the same supplier then save and source. (Done by a supply user not finance user)
5. After that, the FO will be automatically confirmed, the state of the FO will be sourced. (Done by a supply user not a finance user)
6. A PO will be automatically created in Draft sate after the sourcing in the provider mission HQ1C2, with supplier chosen during the sourcing.
7. After checking all the information and apply the delivery confirm dates to all lines, you can validate then confirm this PO. (Done by a supply user not a finance user)
8. Once the PO is confirmed, the incoming shipment will be created. (Done by a supply user not a finance user)
9. Process the incoming shipment when the goods are received in the warehouse. (Done by a supply user not finance user)
10. To do the picking of the items, go to Warehouse Management/ Deliveries/ Picking/ Convert to Simple Out/ Copy all/Process (Done by a supply user not a finance user)
11. The IVO will be created automatically, and it will be accessible for the finance user.
Go to Accounting/ Customers/Intermission Voucher Out
12. In the counterpart Invoice, the Synchronized check box will be already ticked and will be non-editable as the IVO was created throw the supply flow.
13. If all the information were correct, the finance user will validate the IVO. (Done by Finance User)
14. After the synchronization in the two mission, an IVI will be created in a Draft state in the requester mission HQ1C1.
In the requester mission, Go to Accounting/ Suppliers/Intermission Voucher In
15. The finance user should check all the information if all were correct (including accounting code and analytic distribution), then the IVI should be validated. (Done by a Finance user)
How to Create an Intermission Voucher IN and OUT Manually
Rebilling for non-supply flows is manual in both sides. It relies on processes. What is being done manually in the Invoicer (Provider) instance need to be done also in the Invoicee (Requester) instance.
Here below the process:
•Invoicer create the rebilling invoices manually or use the import in journal function.
•Invoicer send the elements out of Unifield for the Invoicee to create the counterpart rebilling invoice.
Risks: Both sides can change/edit documents and the risks are that they don’t match in term of prices, products, currencies…
In the invoicer/provider mission (customer) mission, for example HQ1C2:
Go to Accounting/ Customers/Intermission Voucher Out
Click on {New} to open a new form and chose the mission of rebilling ( for example: HQ1C1)
⮡ A form displays to create a new voucher. Fields in blue are required; white fields are optional; grey fields are view only.
Intermission Voucher OUT creation from the Customers module
is used to apply a global analytic distribution across all lines in the invoice.
On the {Invoice} tab, Selectand complete the {Description}, {Account}, {Quantity} and {Unit Price} to represent the various goods or services on the voucher to be created.
Click button for additional invoice lines, or click button to return back to the supplier invoice window.
Assign the analytical distribution per line or globally across all invoice lines. Allocate the Cost Center to the correct Cost Center or to the purchasing instance.
Cost Center allocation
3. From Counterpart invoice, tick the Synchronized check box and then validate the IVO
4. After the synchronization in the two instances, In the supplier mission HQ1C1 (invoicee/requester):
Go to Accounting/ Suppliers/Intermission Voucher IN
You will need to update the analytic distribution again and then validate the IVI if all information were correct.
How to Create an Intersection Voucher IN and OUT Manually
The same process can be done for inter-sectional re-billing. The only difference will be having stock transfer voucher to validate instead on IVO.
For instance, a PO was created at HQ1C1 (inter-section). We choose another inter-section partner as a supplier, and then validate and confirm the PO.
2. After the synchronization in the two instances, an FO will be created in the provider instance ( HQ1C2)
3. The Cost Center should be updated again and after checking all the information => validate the FO but don’t confirm.
4. Source the document from Orders Sourcing Tool, either select available items from the warehouse or order from external supplier. In our case here, we will choose external supplier.
5. After that, the FO will be confirmed automatically, and a new PO will be created to order the requested items from the external supplier.
6. Same process as in inter-mission, validate and confirm the PO after checking all the information => confirm the incoming shipment in the warehouse when the items are received. After doing the picking with convert simple out and process, a stock transfer voucher will need to be validated.
7. Go to Customer/Stock Transfer Voucher/ Check all the information and then validate (Note: the synchronization check box will be already ticked and cannot be edited)
8. After the synchronization is done in the two instances, a supplier invoice will be created automatically in the requester mission HQ1C1 with the provider mission as a supplier. The payable account will be Payable to other sections. The process then as usual, check all the information then validate the invoice.
Manual STV/IVO synchronization check box and Synchronization check box of manual STV/IVO when created from duplicate:
if the partner chosen is intermission/intersection, the check box is ticked.
if the partner chosen is not intermission/intersection, the check box is Unticked:
when the user creates a partner, the user clicks on [validate] button, we will always make a check to ensure the consistency between type of partner at [partner] field and [synch] check box.
if the partner is not intermission/intersection and the synch check box is active, we will not allow to validate. Error message: ” You are not allowed to synch an invoice to this partner. Please remove the tick from the check box “synchronization” from the tab Counterpart invoice”.
When an ISI or IVI is created at synch time, the account on each line is taken from (by order of priority) the related CV line if any, else on the product or product category, else directly from the account used on the line in the other instance. In case the account is not found or is inactive, the related line is created without account and is displayed in red (until the account is set). The lines concerned are listed in the related “Synch Message Received” which appears as “Partially Not Run”.
It is not possible to validate the invoice as long as accounts are still missing.
This should be the only UC where invoices can be created with “empty” accounts. Therefore it is not possible to create an invoice by duplicating another invoice with missing accounts: all the accounts must be filled in first.
IVO/IVI “Invoice Excel Export” report for invoice lines
To export the list of IVO/IVI invoice lines (with specific details for each document):
Go to Accounting/ Customers (for IVO lines)-Suppliers (for IVI lines)
Select the lines you want from the IVO/IVI search view.
2. From the right-side menu click on {Invoice Excel Report}.
How to Create a Stock Transfer Voucher Manually
We will show below the case in which the mission reimburses the expense directly in the field.
Go to Accounting/ Customers/Stock Transfer Vouchers
Click on {New} to open a new form.
⮡ A form displays to create a new voucher. Fields in blue are required; white fields are optional; grey fields are view only.
Manual stock transfer voucher creation
, is used to apply a global analytic distribution across all lines in the invoice.
2. On the {Invoice} tab, you complete additional fields and add invoice lines to represent the various goods or services on the invoice to be paid.
3. In the {Invoice Lines} section, click {New} to create a new invoice line.
{Invoice Line} window to add line items on a manually created Supplier Invoice.
4. Click {Save & New} button for additional invoice lines, or click {Save & Close} button to return back to the supplier invoice window.
5. Assign the analytical distribution per line or globally across all invoice lines. Don’t forget to use the same analytical distribution as when the supplier invoice was validated.
Valid analytical distribution on invoice line
6. In the tab {Other info}, complete the {Due Date}. The {Journal Entry} is linked to the accounting entry booked in the sales journal once the voucher is validated. {Responsible} identifies the user who validated the voucher. The other fields are automatically completed if they were recorded in the client’s form.
Validated stock transfer voucher and {Other info} tab completed
7. Save. The invoice is created in {Draft}, waiting for validation.
Payment of a stock transfer voucher changes state to {Paid} and automatically reconciles the journal items. At this stage you can use the {Refund} option from the stock transfer voucher.
Paid stock transfer voucher
A series of filters is available in the {Stock Transfer Vouchers} Search view to help you retrieve a voucher.
Search Stock Transfer Vouchers view
How to Edit a Stock Transfer Voucher
Like supplier invoices, you can edit a stock transfer voucher if the state is {Draft}
Go to: Accounting/ Customers/Stock Transfer Vouchers
Search for the Draft voucher by selecting the {Draft} filter or any other filters located at the top of the Search view.
When you have located the voucher, click on the pencil to open the form.
In the {Stock transfer voucher} form view, change the relevant fields.
Click the {save} button.
⮡ The voucher is edited
How to Delete a Stock Transfer Voucher
Like supplier invoices, you can delete a stock transfer voucher if the state is {Draft}
Go to: Accounting/ Customers/Stock Transfer Vouchers
Search for the Draft voucher by selecting the {Draft} filter or any other filter located on top of the Search view.
When you have located the voucher, click on the red cross
⮡ The invoice is deleted
How to Validate a Stock Transfer Voucher
Like supplier invoices, validating a stock transfer voucher will create accounting moves in the journals.
Go to Accounting /Customers/Stock Transfer Vouchers
Search for the Draft voucher by selecting the {Draft} filter or any other filters located at the top of the Search view.
When you have located the voucher, click on the pencil to open the form.
Change the relevant fields if necessary. You should carefully review the accounts, destinations, cost centers and funding pools assigned to each product on the voucher invoice. Remember that accounts and analytical distribution must be identical to the supplier invoice you have paid.
Validate it.
⮡ The voucher state becomes {Open}. Validation of the voucher also automatically creates a receivables entry in the {Sale Journal}
Open stock transfer voucher
Posted journal items when a stock transfer voucher is validated
When you will receive the payment of this voucher, you will need to import the voucher in the registers.
{Search Account Entry Lines} window when importing a stock transfer voucher in a register
Tries will be reflected in the register in {Temp} state.
Temp-posted register line corresponding to the stock transfer voucher import in the register
You need to hard-post this entry to create accounting lines in the journals.
In the journals you will view the following accounting moves:
Payment of the voucher,
12010 – Receivable from other sections reconciled
Journal entries of a paid stock transfer voucher in cash
3. The stock transfer voucher becomes {Paid}
Stock Transfer Voucher Search view displaying a Paid voucher
TIP: To print a stock transfer voucher, go the {Stock Transfer Vouchers} Search view and check the box of the voucher you want to print. Then on the right side of the screen, in the section {Reports}, select {Print report}. A PDF report will display the voucher details. The columns {Description} and {Origin} will be completed if the voucher was triggered by the validation of an incoming shipment OUT (thus generated by a FO).
Stock Transfer Voucher report display
On the other side, a supplier invoice will have to be created manually with the same information than the Stock transfer voucher. The counterpart accounting code will be {30010 – Payable to other sections}.
How to cancel Stock Transfer voucher and IVO
You can always cancel the draft STV or IVO if they are still in draft (remember that the Draft STV and IVO do not sync).
Go to Accounting /Customers/Stock Transfer Vouchers or IVO
In the STV or IVO you want to cancel, click on the {Cancel) button.
Draft IVO to cancel (same thing is applicable for draft STV)
If the draft IVO or STV were cancelled, they won’t be synchronized to the other counterpart intermission / intersectional instance and no more further actions will be possible on that object (no duplicate, no validate, no refund).
How to extract STV’s invoice Excel Export :
You will be able to have a new excel file called “Invoice Excel Export” from the STV in order to follow the flow.
Go to: Accounting > Customers > Stock Transfer Vouchers > select STV line > go to the right menu “Reports” and you will find the “Invoice Excel Export” report.
How to extract STV’s invoice Excel Export
How to add a legal entity names in the STV PDF print out form:
In Accounting> customers> STV and then in the first tab “invoice”, we are talking about the report pdf named “print invoice” only related to the STV (intersection flow)that we can find in the actions right menu. The field legal name is placed below the field “Name”.
To have the legal name in this document, it is important to fill the Legal Name in the partners form under the Name.
(Note: when we create an instance, the instance must also be created as an internal partner).
It has been decided that the legal name will appear in the PDF document for all partner types (because there are still intersection instances that are not using UniField).
If the legal entity name is not available in the partner’s form, it will be empty, the second line is the Name and this remains the same.
Legal name in the print out of STV
New filter button named “OPEN FY” on STV/IVO/ISI/IVI:
We have added a filter button named “OPEN FY” on STV/IVO/IVI/ISI screens.
Display of new button “OPEN FY”
The Fiscal year to consider is the FY of the posting date.
The following statuses are considered as NOT open: draft, mission closed and HQ closed.
This filter button “OPEN FY” is toggled on by default.
When the filter button “OPEN FY” is toggled off ==> all objects are displayed.
There are four buttons to show the states of the counterparts for the following transactions:
On certain occasions it may be necessary for an advanced user to create an entry directly in the journal. Individual section policy will decide on when it is acceptable to create a journal entry directly in Journal Entries.
UniField requires manually created entries to be balanced on the credit and debit sides. Therefore, at least two lines must be created in each Journal Entry, one on the debit and one on the credit side.
If the user needs to create several entries repeatedly e.g. to book intermission transactions when the instance is acting as the main supply center for various missions, the function {Import Entries} located under the {Journal Entries} is available to import entries into the INT journal. In addition, the function is also available for the OD and HR journals.
Finally, it is not possible to change a register’s liquidity balance via a manual journal entry. Therefore, it is not possible to use register related accounts (cash on hand, cash at bank, outstanding cheques) in any manual journal entries. All corrections to these accounts have to be made directly in the registers.
How to Book a Manual Journal Entry
Go to: Accounting/Journal Entries/Journal Entries:
Click on the button.
⮡ The Journal Entries Create Screen appears
Journal Entries New Entry screen
Fill in all mandatory blue fields to select the journal, the currency, the period and dates of the entries.
In the reference field, enter additional identifying information if needed (optional).
Click on the button.
Fill in all mandatory blue fields in the same way you would create a direct entry in the register.
Journal Entries Manual Entry
Save the entry using the {Save} button at the end of the journal entry line.
Create the 2nd line by clicking on the {New} button and fill in the mandatory blue fields. The entry lines become valid as soon as the lines are balanced (debit equals credit).
For expense and income accounts, assign the analytic information via the wizard.
Approve the entry.
A balanced manually created Journal Entry
Both entry lines can be found in the {Search Journal Items}.
Two manual created entries in the Journal Items
How to duplicate a manual entry in a closed period:
Click on {duplicate} in the manual entry you want to duplicate. See below example for duplicating manual entry in Aug 2019 period.
As Aug 2019 period was already closed, the duplication will take the same document date but not the posting date. The posting date will be in the first opened period which is Sep 2019 in this case.
How to Book a Journal Entry Using the Function Import Entries:
Go to: Accounting/Journal Entries/Import Entries
Browse the relevant file to import
Import Entries window. The posting date is the date indicated in the import wizard and the document date and the period are taken from your import file.
Select {Import}
Select the button to refresh
⮡ A message confirms the import was successful
Import file was successful
Close the window
Go to: Accounting/Journal Entries/Journal Entries
Check the Journal Entries display
Unposted journal entries on the INT journal:
Select the entry and go to {Journal Items} located under {Links}.
Journal Items link selected
⮡ The {Search Journal Entries} show expense entries booked automatically on the debit side and the advance account booked on the credit side. The entry period is taken from the period indicated in the file. The document date is automatically populated from the document date of the import file. The posting date is the import date of the file.
Journal items display
The last action to do is to post these entries. Check the entries boxes and select {Post Journal Entries} located under the Action menu
⮡ A {Post Journal Entries} window displays to confirm the posting
It is possible to import entries directly into the registers by importing an external XML file that will generate register lines in {Draft} state. UniField will check the import file matching the register under certain conditions (proprietary instance code, journal’s code, currency code) and the requirement for a mandatory third party if accounts were set as such in configuration.
How to Import Register Entries
Go to: Accounting/Registers:
Select the appropriate register.
Go to the action menu and select {Import Register Lines}.
⮡ The Import Register Lines Screen appears
Import Register Lines Screen
Add an XML file attachment using the template as shown on the {Import Register Lines} Screen. If the entries are balance sheet / non-expense entries, leave the analytical information empty. Do not complete the field “Cheque number” for Bank and Cash register imports. Free 1 and 2 remain optional. Note! If the funding pool is missing or incorrect in the import file analytical distribution, the system automatically applies PF as the default funding pool.
If there are problems in the XML file, UniField provides a list of errors. Corrective actions must be taken to be able to import the file, which can be re-imported.
If import is successful, UniField displays an import confirmation
Import Successful Screen
UniField automatically creates the entries in your register in {Draft} state.
Example Imported Entry
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to edit the relevant entry line. Fields in blue are mandatory and editable. Fields in white are also editable.
when you are finished.
HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. There will be no more entry sequences containing several HQ entries in the same sequence. (one entry sequence per HQ journal entry)
When an HQ entry is corrected before validation for account or analytical distribution or when the entry is split, automatic correction entries in OD journal are created. This means that the original HQ entry is reversed and corrected with a separate entry. The original entries have the correction history wizard available
to open the form.
Setting the {amount left} to {0}
{Done} function in a commitment voucher Form view
Commitment voucher set to {Done} and total left is nil
Administration business application and {Reconfigure} function
Activating the International Commitments Import
International Engagement Analytic Journal
{Import Intl Commitments} wizard
Engagement entries booked in the ENG journal. Third parties are displayed but this field in the import file remains optional 
4. Go to Orders Sourcing tool to source the document (Sourcing: is choosing from where you want to order the requested items, either from the warehouse or from an external supplier) in our case here, we will choose to order the items from external supplier. Either you select the supplier on each line separately and then you click on the green arrow to source or select all and click on Source lines in the right side menu in case you want to order the items from the same supplier then save and source. (Done by a supply user not finance user)
10. To do the picking of the items, go to Warehouse Management/ Deliveries/ Picking/ Convert to Simple Out/ Copy all/Process (Done by a supply user not a finance user)
and complete the {Description}, {Account}, {Quantity} and {Unit Price} to represent the various goods or services on the voucher to be created.
button 
per line or globally across all invoice lines. Allocate the Cost Center to the correct Cost Center or to the purchasing instance.
to open the form.
to open the form.
