2.9.16 Validate instance (only at sync_server side)
For Production instance this step is done by the Support Team. For Sandbox instance login in your_Sync_Server instance with the admin user.
Click on Menu Administration 1, Synchronization 2, Configuration 3, Instance 4 Click on the edit icon 5 of the HQ instance created in previous steps
Check the following is correct:
the parent instance
the User
groups are correct (as defined in step 2.8.2)
Note that at this stage, it is normal that no children appear in the list, they will appear later on when Coordinations are created and defined as children of the HQ. If the instance is not added in the right groups, it will not fetch the correct updates during the initial sync. You could end up with a defective instance missing some important data. You can correct any error on this interface. Click on validate 1. State switches to Validated. Click on Save 2
2.9.17 Configure automatic backups
It is strongly recommended to schedule automatic backups and to save it in another location than the server instance.
On your HQ instance, click on Menu Synchronization 1, Backup 2, Backup config 3 You must enter an existing path 4 to save backups. The following options 5 are available to run automatic backups, please ensure the backup path exists as the sync. may fail:
backup before and/or after a manual sync.
backup before and/or after an automatic sync.
You can also choose to generate a backup immediately by clicking on the backup button 6
Click on Save 7
To schedule an automatic backup click on Menu Synchronization1, Backup2, Automatic3 Edit the following fields 4:
Interval number
Interval Unit
Next execution date: preferably during none working hours.
Tick the Active box 5 Click on Save 6
It is possible to send your latest backup to OneDrive. This is STRONGLY RECOMMENDED, refer to section Automatic instance backup to the Cloud how to configure it. the configuration is done from the HQ for the HQ and its children instances. Please note that this IS NOT to be considered as a offsite backup solution (this is for Support Team debbuging, support and BI purpooses)
2.9.18 Perform initial synchronisation
Click on Menu Synchronization 1, Synchronization 2, Manual 3 A new wizard opens. Click on Start All Synchronization In Background 4 You should wait until the synchronization is finished before starting to configure the Coordinations.
In order to perform this check: Click on Menu Synchronization 1, Monitoring 2, Synchronization Processes Monitor 3 Check 4 that the last synchronization is Done
2.9.19 Cost Center for FX gain/loss
Allocate the cost centre for the FX exchange rate. Click on Menu Accounting 1, Configuration 2, Analytic Accounting 3, Analytic Accounts 4. Click on the edit icon 5 of the Cost Center specifically created for HQ only.
Click on the tick box 1 “For FX gain/loss?” Click on Save 2
2.9.20 Configuration of the Intermission partners
Intermission partners are created at the HQ level and will synchronize Top-Down to its children instances.
Click Menu Partners 1, Suppliers 2, Suppliers 3 Click on New 4
Fill in with the information:
Name 1: must be exactly the same as the children instance name.
Partner type 2: Intermission
Click on tab Accounting 3 and enter the following codes:
Account receivable 4: If OCA: 12600 / If OCG and OCB: 14010
Account Payable 5: If OCA: 15610 / If OCG and OCB: 14010
Since September 2016, UniData types of products as well as their updates are sent by the UniData Team automatically to HQs. That means a specific configuration is needed to be done only at the HQ instance. This step is required and is part as initial production HQ configuration.Please follow the latest procedure on how to configure your HQ: procedure_UniData_VX.pdf
2.9.13 Configure Destination / GL accounts link –> TO REVIEW
This step depends on the configuration chosen by each OC for its accounting setup. This data cannot be included in the standard installation (it relies on the data imported in steps 2.9.1 and 2.9.7).
Click on Menu Accounting 1, Configuration 2, Analytic Accounting 3, Analytic Accounts 4 Click on the double arrow icon 5 and import file destination.GL.link.csv
To create (if you don’t import the destination.GL.link.csv file) or modify manually: Click on Menu Accounting 1, Configuration 2, Analytic Accounting 3, Analytic Accounts 4 Choose account Expatriates (EXP) and click on the edit icon 5.
Click on tab Expense Accounts 1 Click on “0-0 of 0” 2 on the top right of the Expenses accounts list. Change the limit to 100. Click on Add 3. Select the GL accounts to be added (see text above) Click on Select and Click on Save Repeat until all necessary GL accounts are added to the destination Repeat operation for accounts National Staff (NAT), Operations (OPS), Support (SUP)
2.9.14 Import user rights
User rights are managed through restriction to menus. Since version 11.0 User Right are not imported anymore through your HQ. From now on User Right are uploaded by the Support Team in the production SYNC_SERVER and are synchronised to the HQ and then to its children Coordinations and Projects.
2.9.15 Connect and register to Synchronization Server
Connect: Click on Menu Synchronization 1, Registration 2, Connection Manager 3 Click on the edit icon4 and to edit the Current Connection Host:
Production instance: sync.unifield.net
Sandbox: Address of the machine where your Sync Server is installed (localhost if installed on the same machine)
Port:
Production: 443
Default or Sandbox: 8069
Protocol:
XMLRPC
secured compressed XMLRPC
Database Name:
Production: SYNC_SERVER
Sandbox: Your_sync_server_name
Login on synchro server:
Production: provided by the Support Team
Sandbox: Your_sync_server_login
Password:
Production: provided by the Support Team
Sandbox: Your_sync_server_password
Max Packet Size: 500 Timeout:600 – The number of seconds the instance will wait during a sync before raising a timeout error XmlRPC retry: 10 – The number of retry during a sync when the instance don’t receive the acknowledge from the sync server with the XmlRPC protocol. Silent upgrade: The instance will patch automatically during the time slot defined if an automatic synchronisation is performed. It is strongly recommended to activate it Click on Connect the State switches to connected Click on Save
Register: Click on Menu Synchronization 1, Registration 2, Register 3 A new wizard will open Check that the instance name matches the HQ database name as defined in the installation checklist Enter contact email www4 Click on Next 5
Leave Parent Instance empty1 Select your Operational Center 2 Click on Next 3
Click on Add 1 Choose groups 2:
OCx
OCX_COORDINATIONS
all OCx_HQ_MISSION_xx9 groups as defined in step 2.8.2
Click on Select 3. Click on Register4 Click on OK 5
2.9.4 Configure Cost Centres for Coordination Proprietary Instances
Important note: It is necessary that the prerequisite data described in the installation checklist – step 2.3 is ready and validated before starting this step
Click on Menu Administration 1, Configuration 2, Proprietary Instance 3 Click on the Edit icon 4 for the first coordination (instance level = Coordo)
Click on Cost Centres tab 1 Click on Add Cost Centres/ button 2
Click on Add1
In the Search Analytic Accounts list, tick1 the cost centres to add to the Coordination and click on Select2
Back on the Add Cost Centers wizard, double check 1 your data and click on Add Cost Centers2
For each Cost Center that is a target cost center according to the installation checklist: Click on the corresponding Edit icon. Check the IS TARGET checkbox 1 Click on the Save icon (floppy disk) 4 For the main cost center used for budget consolidation: Click on the corresponding Edit icon. Check the TOP COST CENTRE FOR BUDGET CONSOLIDATION checkbox 2. Click on the Save icon (floppy disk) 4 For the cost center used as reference in PO/FO flow: Click on the corresponding Edit icon. Check the COST CENTRE PICKED FOR PO/FO REFERENCE checkbox 3 Click on the Save icon (floppy disk) 4 Click on Save 5 Repeat steps for all Coordination instances
2.9.5 Configure Cost Centres for Project Proprietary Instances
Important note: It is necessary that the prerequisite data described in the installation checklist – step 2.3 is ready and validated before starting this step
Click Menu Administration 1, Configuration 2, Proprietary Instance 3 Click on the Edit icon 4 for the first project (instance level = Project)
Click on Cost Centres tab 1 Check that the cost centers added for the parent coordination in step 2.9.4 are present in the list 2
For each Cost Center that is a target cost center according to the installation checklist: Click on the corresponding Edit icon. Check the IS TARGET checkbox 1 Click on the Save icon (floppy disk) 4 For the main cost center used for budget consolidation: Click on the corresponding Edit icon. check the TOP COST CENTRE FOR BUDGET CONSOLIDATION checkbox 2. Click on the Save icon (floppy disk) 4 For the cost center used as reference in PO/FO flow: Click on the corresponding Edit icon. Check the COST CENTRE PICKED FOR PO/FO REFERENCE checkbox 3. Click on the Save icon (floppy disk) 4 Click on Save 5 Repeat steps for all Project instances
2.9.6 Import Analytic Journals
Click Menu Accounting 1, Configuration 2, Analytic Accounting 3, Analytic Journals4 Click on the double arrow icon 5 and import file account.analytic.journal.csv
2.9.7 Import GL Chart of Accounts
Click Menu Accounting 1, Configuration 2, Financial Accounting 3, Accounts 4, Accounts 5 Click on the double arrow icon and import file account.account_to update.csv
2.9.8 Import GL Journals
Click Menu Accounting 1, Configuration 2, Financial Accounting 3, Journals 4, Journals 5 Click on the double arrow icon 6 and import file account.journal.csv
2.9.9 Import Product Nomenclature
Click on Menu Supply Configuration1, Product 2, Import Nomenclatures3, Import Nomenclatures4 A new wizard will open Click on Add Attachment 5 and locate the file nomenclature.csv Click on Import 6. Click on Close Window Note: This operation may take a few seconds. You cannot import products before their nomenclatures. It is possible to check if the import is over on: Menu Supply Configuration, Product, Import Nomenclatures, View Logs.
2.9.10 Import Product Categories
Click Menu Accounting 1, Configuration 2, Miscellaneous 3, Import Product Category 4, Import Category 5 A new wizard will open. Click on Add Attachment 6 and browse the file product.categories.csv Click on Import 7 Another wizard opens, click on Close Window Note: This operation may take a few seconds. You cannot import products before their nomenclatures. It is possible to check if the import is over navigating on Menu Accounting, Configuration, Miscellaneous, Import Product Category, View Logs
2.9.11 Import Products
Important note: For a production instances please DO NOT IMPORT UniData type of product. A different process is in place; please refer to section UniData products creation. Importing products is a two-step process; generating the file product.product.csv and importing it in UniField.
Generate the fileproduct.product.csv using the latest file of file Create Products vX.X.xls . Open the file and select the tab Products1, fill the Excel file with the information needed 2, click on Create csv file 3. A pop up message appears 4 confirming the file has been created
Importing the file: Click Menu Products 1, Import Products 2, Import Products 3 A new wizard will open, click on Add Attachment 4 and browse the file product.product1.csv you just created in the previous step. Click on Import 5 and Click on Close Window
Note: this step is not mandatory and can be performed later, either through import of file or by creating products directly in the system. A template xls file has already been provided in order to generate appropriate csv files for products. This operation may take a long time depending on the size of the file uploaded. It is possible to check if the background process is finished by navigating on Menu Products, Import Products, View Logs. As soon as the import is finished, a log will appear in the list, detailing the number of products imported/rejected. It is highly recommended to wait until this process is finished before jumping to the next step.
All steps described in this section are to be performed with the admin user in the HQ instance.
2.9.1 Import cost centers
Click on Menu Accounting1, Configuration2, Analytic Accounting3, Analytic Accounts4 Click on the double arrow icon 5 and import file account.analytic.account_to update.csv
2.9.2 Create Proprietary instances
Use the information contained in the Installation Checklist to create the proprietary instances for all instances: HQ, Coordinations and Projects. This data is then synchronized from HQ to the other instances.
Click on Menu Administration1, Configuration2, Proprietary Instances3. Click on New4
Enter the following information:
Code1 Proprietary Instance Code from Installation Checklist. This code will be used in all PO / FO documents to create the reference. For example: PO reference: 14/CH/HT201/PO00001 where: 14 = current yearCH = prop instance code of the HQ instance to which the field instance relates. Must be populate with the country 2-digits iso code when setting-up HQ DBHT201 = cost centre picked for PO /FO reference PO00001 = incremental nb
Name2 Proprietary Instance Name from Installation Checklist
Level3 For HQ, choose Section, for Coordination choose Coordo, for Project choose project
Mission4 only for Coordo and Project; Mission from Installation Checklist
Parent5 only for Coordo and Project; Choose the appropriate parent (that has already been created)
Account Move Prefix6 Account Move Prefix from Installation Checklist
Reconciliation Prefix7 Reconciliation Prefix from Installation Checklist
Click on Save 8
If you are installing a sandbox you can import Prop instances_to update.csv This file contains all the proprietary instances required to install an HQ with two missions and two project instances in each of them.
2.9.3 Perform Reconfigure
Click on Menu Administration 1, Configuration 2, Reconfigure 3 A new wizard will open and you would then navigate to various screens.
Instance Configuration Choose the proprietary instance corresponding to the HQ 1 (as created in step 2.9.2). This step cannot be re-done; if the wrong proprietary instance is chosen, the database needs to be dropped and re-created. Choosing a proprietary instance already in use in your OC could lead to corruption of other instances. Click Next 2
A confirmation message window opens asking you to confirm the choice of the proprietary instance. If its correct click on Next1, if not click on Previous
Most of the time the property instance’s name matches the instance’s name. If it’s not the case a warning message is displayed. The only exception applies to instances at HQ level. Please be extremely cautious before proceeding after this warning message.
Activate the International Commitments Import
If OCA and OCB : leave default options 1
If OCG : unchecked the box 1
Click Next2
Activate the Fixed asset configuration Leave default options. Click Next1
Activate the Payroll configuration Check the box if you use Homere “Does the system manage Payrolls import from Homere?” Click Next
Currencies Configuration
If OCG: Choose CHF as functional currency 1
If Others: choose EUR as functional currency 1
Click Next2
Company Configuration Fill in the different values123 Click Next 4
Delivery Process Configuration Choose the appropriate shipping method 1 (you may leave the default value). Click Next 2
Allocation Stock Configuration Leave default values. Click Next 1
Country restrictions Configuration Leave default values Click Next 1
Allow previous Fiscal Year dates Does the system allow document dates on previous Fiscal Year?: 1
On Production this section is managed by the Support Team.
2.8.1 Import Group Types
Click on Menu Administration1, Synchronization2, Configuration3, Type of Group4, click on the double-arrow icon to import the file 5. Import file grouptype.csv This file contains all the groups required to install an HQ with two missions.
2.8.2 Create Groups
The number of groups depends on the structure of the network as defined in the Installation Checklist. The groups are used to determine how the data is to be exchanged between instances. In order to create a group, proceed as follows:
Click on Menu Administration1, Synchronization2, Configuration3, Groups4 Click on New5
Fill in:
Group Name1
Group Type2 Group Types (as uploaded in step 2.8.1)
Select your Operational Center3
Click on Save4
The following groups needs to be created:
Group Name
Group Type
OCx
OC
OCx_COORDINATIONS
COORDINATIONS
OCx_MISSION_AAA
MISSION
OCx_HQ_MISSION_AAA
HQ + MISSION
Group OCx represents your whole OC and should be named according to your OC (OCA, OCB, OCBA, OCG or OCP). You should have 1 and 1 only group type OC.
Group OCx_COORDINATIONS is a standard group to be present in any setup – it is used mainly for intermission accounting processes. You should have 1 and 1 only group type COORDINATIONS.
You will then have as many MISSION and HQ + MISSION groups as you have Missions. We suggest you put the same name as the ones in the Installation Checklist.
For setting up each instance (HQ, Coordination, Project and/or SYNC_SERVER ), it is necessary to create or upload some data. The procedure for uploading some data from a .csv file is always the same. This chapter describes how to import a file. It is only for reference.
Once you are in the menu where to upload the file, open the right-side panel menu by clicking on the double-arrow icon1 located at the right of the screen. In the Other Options section, click on Import2
In the following wizard, click on Browse1, locate the file to be uploaded and click on Import file2(the wizard will confirm the number of items imported). Click on OK to exit the wizard
The list and all csv file needed to create a Sandbox are available here
This chapter describes how to install a module in a UniField instance. It is only for reference.
Click on Menu Administration1, Modules2, Modules3 Type the module’s name in the Name4 field and click on Search5 The module will appear in the list. Click on the Schedule icon6
The state changes from Not Installed to To Be Installed1 Click on Apply Scheduled Upgrades2 The wizard Module Upgrade will open. Click on Start Update3 Once the wizard is completed click on Cancel (do not click on Start Configuration)
2.6.1 Modules to install in the HQ, Coordination and Project instances
Follow the procedure described above and install the following modules. The order is very important and must be respected. Install module:
msf_profile
ONLY AFTER the module msf_profile is installed, install modules:
sync_so
sync_client_web
update_client
2.6.2 Modules to install in the Synchronization Server
Follow the procedure described above and install the following modules. The order is very important and must be respected. Install module:
msf_profile
ONLY AFTER the module msf_profile is installed, install modules:
The Installation Checklist file proposes the following:
A template for listing all the pre-requisite Proprietary Instance data
A template for listing all the pre-requisite Cost Centres data
A checklist of all the files needed for data upload.
We strongly suggest you to use the template Installation_Checklist_OCX_XX1_to update.xls . Your Finance referent should validate this file and have it ready before starting the installation. Please log a ticket in Jira – Request Step1 checklist validation – for its double check by the Support Team.
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If you are installing a sandbox you can import 
