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

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

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

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

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

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

.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

.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

.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

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

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

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

 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

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

Finance

All Finance tickets integrated in UF30.1

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

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

(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

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

Release Details

Release version: UF 28.1

Date of production synchronization server patch: 5^th April 2023 / 18:00 Geneva time

Latest user rights files updated: UF28.0 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=12468

Supply

(US-11297) Order in Sync Instance Missing

The changes made in US-10180 made it mandatory to fill the Order in Sync Instance field in FOs in order to validate added lines.

It was not mandatory to fill this field for FOs created before release 28.0, so this field is empty for field orders created before the last release. If any lines in the FO have this field filled, it must be filled for any added lines, including lines which have been cancelled and resourced.

This change ensures that it is possible to Cancel & Resource PO, IN and Pick lines with FOs that have at least Order in Sync Instance filled when the resourced line was not.

(US-11176 & 11146) Allow KCL for perishable items to be added to INs and OUTs

Ticket US-7603 made it possible to enter a KCL reference in INs, Picks and OUTs. Of these documents, only the Pick could add a KCL reference for items that were managed by batch number or expiry dates. This change ensures that the KCL reference items managed by BN/ED can be added to OUTs and INs.

All Supply tickets integrated in UF28.1

Finance

(US-11252) ADVANCE MANAGEMENT: Correction of US-10279 – show all advances button”

After this development, we are able to settle advances from one register in another register. This is very important for settling bank or cheque advances which are 99.99% of the case settled via cash register.

We have a default checked button to display ONLY entries from that specific register. When the button “ONLY THIS JOURNAL” is activated, it shows advances from the register we are in. If it is not selected, we show all advances from all registers as follows:

• when we are at COORDO level, we can see the open advances of all registers, all periods, of all instances, in the same currency, which are not yet settled, and which are in Temp or Hard posted status.
• when we are in a PROJECT level, we can see the open advances of all registers, all periods, in the same currency, which are not yet settled, and which are in Temp or Hard posted status.

All Finance tickets integrated in UF28.1

Release Details

Release version: UF 28.0

Date of production synchronization server patch: 15^th March 2023 / 18:00 Geneva time

Latest user rights files updated: UF28.0 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=12462

Supply

(US-7598, US-7603, US-10562) Changes to Kit Composition Lists

With this release there are several changes to Kit Component Lists (KCL) and how their components and expiry dates are tracked and managed.

A ‘Kit’ column has been added when processing KCL, Kitting Orders, PICK, Pack, Ship, Delivery Orders and Real Consumption to make it possible to identify which kit is being processed. It is not mandatory to identify a KCL in the ‘Kit’ column, but when one is chosen, the kit being processed will be linked to the document that’s being processed. This information will be shown on the related documents.

When a Kit is processed in an OUT, the KCL will be automatically set to Status “Closed” when it is sent out of the instance. If a KCL has kit as a component, the component KCLs will also automatically be set to Closed status when the top KCL is closed.

If the kit has components that need to be managed by Batch Number/Expiry Date, these fields will be mandatory in the KCL for the kit and its components.

(US-7957) Improved usability in the OST

Several changes have been made to make the Order Sourcing Tool more user friendly. It is now possible to click on column header to sort by Requested Delivery Date.

A new link has been added to the Action Menu when a line is selected in OST which displays all POs that contain this Product.

Last, in the Supplier pop-up that opens after clicking the magnifying glass, suppliers that have an active catalog which contain selected item are displayed in green at the top of the list.  

(US-8454) Upgrade of FO, RFQ, Tender for consistency

In this release, the functionality of Field Orders, Requests for Quotation and Tenders has been updated to make them more easily editable and to make line level information more easily viewable.

Previously, Field Orders and RFQs could only be modified in the pop up screen. In the current release, there will be 2 icons to the left of each line to allow the 2 different modes of edit: a “Pencil” icon to edit directly in the line, and a “doc” icon to open line in pop-up. Clicking anywhere on the line will allow the line to be edited in line-mode. In addition to being editable at line level, it will now be possible to add lines by Nomenclature in FOs and RFQs. The process for adding products by nomenclature in these documents will follow the same steps as the current functionality for POs.

Header information for FOs, RFQs and Tenders have been updated to make the naming more consistent, and to ensure that pertinent information is shown in each document.

(US-9495) Re-sync between internal partners

The Re-sync functionality that allows orders to be synchronized to a third (external) UniField instance has been expanded to allow synchronization to a third internal instance. This means an order can be created at a project, synched to Coordination and the Coordination could then send the order (by sourcing the FO to a PO) to another project in the same Mission. Transport documents will work in the same way as previously: each order document will have a corresponding transport document for the goods flow. The “Re-synch” mechanism is limited to 3 UniField instance partners and not more.

The functionality for DPOs remains the same; this Order Type can only be issued to External suppliers. This means that DPOs can only be created in the final instance with the second instance as the Consignee/Delivery partner. This is where the IN for these goods must be received. For the original requestor to receive the goods, the second instance must use the Pick/Pack/Ship mechanism to send goods.

Diagram 1: 2 possible DPO flows

1. The order is initiated at project1.1, and order sent to Coordo1, who sources to project1.2 in the same Mission. Project1.2 can source the order onto a DPO to an external/ESC partner. The delivery flow (red arrow) starts with External/ESC partner and goes directly to the middle internal partner Coordo1.
2. The order is initiated at project1.3, and order sent to project1.2, who then source to their project1.1 in the same Mission. Project1.1 can source the order onto a DPO to an external/ESC partner. The delivery flow (red arrow) starts with External/ESC partner and goes directly to the middle internal partner proj1.2

*Only some possible flows are displayed, however bother internal and DPO flows are equally valid for any combination of flows between 3 internal partners of same mission.

(US-9874) Improvement on the LOAN flow documents’ naming

An additional Order Type has been created for processing Loans. When processing INs, POs and FOs for loans, “Loan Return” has been added as a reason type. When the “reminder” document is automatically generated by the system, the system will automatically add the reason type “Loan Return” to this document and all transport documents which follow.

(US-10180) Adding new lines in synced FO – Order in Sync Instance

Each FO line created by synchronization is linked to the original request in the field “Order in synced instance”. If a line is added to a synchronized Field Order, the line will be red and it will not be possible to validate the FO until the line is linked to an original request from the requesting instance.

It is now possible to link an added line to the original request by opening the FO pop up and selecting the order in the mandatory Order in Sync instance field:

With this change, the added lines will be able to enter the stock or be included in the OUT for delivery following the reception the goods.

(US-10585) Merge 2 UniData products functionality

In previous versions of UniField, if two products that are active in the HQ instance are merged in UniData, the items had to be manually deactivated and merged. This could only be done when there were zero stocks in all instances and no open transactions for this product.

With this release, two UniData products can be merged at HQ, even if they are in stock or have open transactions. Once the merge action has been performed for the 2 UniData products, the selected product will be de-activated in HQ. After synch, this product will be de-activated in all Coordination and Project instances, and any quantities in stock or open or closed transactions will be updated so that the active “kept” product will appear in its place.

There are 2 new reports which display products which have been merged; one accessible at HQ and one at instance level (Coordination and Project) displaying Products which have been merged.

User rights for merging products at HQ have been added to the group Sup_Config_HQ.

All Supply tickets integrated in UF28.0

Finance

(US-6710) New Cost center (CC) import behaviour in Tools/Import-Export/Finance:

We have done an improvement in the export/import file be able to import the cost centers for their creation. This is import is just for the creation and not to update the cost centers that exist already un the system. If we import a cost center already in the system, the hole file will be rejected and we will get an error message:

CCs with a “Top prop instance” to be tied with but with no target instance will reject the whole file as target is mandatory for each CC.

All file is accepted or nothing.

The new import file will have 4 new fields :

How to do the extract of the new improved file:

Go to Tools > Tools > Import/Export > Finance.

Filter “Object to Import/Export” by “Cost Center”.

Under “File export” click on “Export empty template”, you will get extract with the following headers:

Example:

(US-7624) Remove the possibility of partial import for automatic import of international staff (employees) (let possible ONLY the TOTAL import)

In the menu Human Resources, Import Expats: We have removed the possibility of partial import for automatic import of international staff (employees).

The import must be total or rejected if the file contains errors.

CASE 1: If there is no error at all:

• If the file is “processed” ==> it will have all the employees displayed.
• If the file is “rejected” ==> nothing will be displayed.

CASE 2: If there is one or several errors:

• the file is “rejected” ==> it will have all the employees displayed – because all of them has been rejected!).

There will be an ERROR column. If the column is not empty, it means that the employee contains an error to correct.

The error message that will be on the rejected file: “THE EMPLOYEE DOES NOT HAVE AN ID NUMBER AT LINE X”.

CASE 1: If there is no error at all:

• If the file is “processed” ==> it will have all the employees displayed.
• If the file is “rejected” ==> nothing will be displayed.

CASE 2: If there is one or several errors:

• the file is “rejected” ==> it will have all the employees displayed – because all of them has been rejected!).

There will be an ERROR column. If the column is not empty it means that the employee contains an error to correct.

The error message that will be on the rejected file: “THE EMPLOYEE DOES NOT HAVE AN ID NUMBER AT LINE X”.

(US-9215) Intermission/intersection: IVO/IVI Change the fields name from “reference” to “description”

IVO (Intermission voucher out):

Go to Accounting > Customers > Intermission Voucher OUT> Invoice

No more “Reference” field, now renamed as “Description”

IVI (intermission voucher in):

Go to Accounting > Customers > Intermission Voucher IN > Invoice

No more “Reference” field, now renamed as “Description”

(US-10279) Open advances: When clicking on “Open advance” button from a given register: filter of the list of open advance per journal code of the register where we are

Go to: Accounting/Registers/Bank registers

Select a bank register.

Go to “List of Open Advances” in this bank register.

You arrive to this screen: Search: Open Advances – BA010 – BDT

(before this development, we had not the journal name)

When clicking on [open advance] button from a given register – filter the list of open advances per the journal code of the register where we were:

(US-10353) Selector (GL and combined): to add a new checkbox “Exclude inactive journals” with also the filter journal inactive date.

We have created a new checkbox “Excluded inactive journals” and also a date on the G/L Selector and Combined Selector:

(US-10410) Combined journals reports: allow multiple sequence numbers on the selection

In the Accounting/Selector/Combined Journal Report we are now allowed to add multiple sequence numbers to search “Combined journal reports”:

(US-10652) Improvement of the Supplier list (Search: Suppliers): to add 3 additional filters

Go to partners, Suppliers/Suppliers and add after Partner type and zone 3 additional filters:

• purch default cur: purchase default currency
• cur acc rec: currency accounts receivable
• and acc pay currency accounts payable

(US-10653) To improve the Liquidity Balances report: to be able to select from the HQ all the liquidity balances (Coordo and project)

At HQ level, go to Accounting/reporting/legal reports/liquidity balances:

==> Now we have the possibility to select all missions at once in the liquidity balance report: coordinations and projects.

==> The result is sorted by instance code and journal code.

(before this development we could select all coordinations -so we had the liquidity balances of the coordinations at once – but we could not select the projects, so we didn’t have the liquidity balances of the projects).

(US-10838) To add additional error messages in the Export/Import invoices in case of import of wrong or empty destination or funding pool

In the Export/import invoices, we have added additional error messages in case that we import a wrong or an empty destination or funding pool:

Example:

(US-10850) OCG Vertical integration: modification of the formatted data file: department column (exception to the CD1 mission)

We have done a change in the formatted data file exported from UF (to be imported in D365) as follows:

• for any accounting line that does have a cost center, the department field should be the first three characters of the cost center (ie: in the instance MX1, if cost center is MX101, department is MX1, if cost center is MX301, dpt is MX3).

• for any accounting line that does not have a cost center (ie: balance sheet accounts), department should be the name of the instance (in the instance MX1, dpt is MX1.

This change has been applied to all OCG missions, with the exception of CD1 where a specific development was made and should not be updated.

(US-10897) In Tools: To add the field “Phone” in the excel file of “Suppliers”

In Tools (XML File)

Go to Tools > Tools > Import/Export > Supply

From “Object to Import/Export” select the object “Suppliers”

==> we have added an additional column with the field “Phone”:

All Finance tickets integrated in UF28.0