Category: Supply

Supply User Manual ENG->Supply Configurations-> 2.6 LU-SU1106:Users and user rights -> D. LU-SU1106: Additional information on user rights

D. LU-SU1106: Additional information on user rights

It is possible to create a user on the HQ instance and synchronize it down to all related instances so that this user has access to all instances.

More detailed information on users and user rights is available in the UniField IT configuration manual.

Supply User Manual ENG->Supply Configurations-> 2.6 LU-SU1106:Users and user rights -> B. LU-SU1106: Users

C. LU-SU1106: User groups

User groups are maintained at HQ level and synchronized down to all related instances. User groups should never be modified at field level. However, it may be useful to know where they can be viewed as they will give you information on access they can give to users.

Go to: Administration / Users / Groups

The existing user groups appear on the screen

Open one of them in read mode (in the example below, we open the group “Sup_Purchase_Officer)

User group

The most interesting part is the “Access Rights” tab as it lists all the objects to which a group can access. It also details if the object can be accessed in read, write (modify), create or delete.

Supply User Manual ENG->Supply Configurations-> 2.6 LU-SU1106:Users and user rights -> B. LU-SU1106: Users

B. LU-SU1106: Users

Each user working on UniField should have its own login and password. This allows limiting the number of functionalities to which a user has access. This also allows tracking who created or modified a document or a master data.

Go to: Administration / Users / Users

2 users are existing by default on every instance.

• Administrator (admin) should not be used to perform the daily operations but could be needed to perform specific operations. Access to this user is usually restricted to HQ staff.
• Synch (synch) is used by the synchronization in order to create/modify document or master data.

To create additional users:

1. Click on the “New” button.
2. Enter a “User name” (name or function of the user).
3. Enter a “Login” (the login will be needed to connect to UniField).
4. Make sur the “Active” checkbox is ticked.
5. Enter a password in the “Change password” field (The password must have at least 6 characters and include at least 1 number. The password will also be needed to connect to UniField).
6. If the field “Change password on next login” is ticked, the user will have to change his/her password at next login (this allows strict confidentiality).
7. Use the field “Language” to define which language should be used when the user connects to UniField.
8. In the “Access Groups” section, select the access groups needed by the user. This pilots which functionalities a user can access.

    

   • Every user must have the access group “Sync / User”.
   • Access groups related to supply starts with “Sup_”.
   • Access groups related to finance starts with “Fin”.

Supply User Manual ENG->Supply Configurations-> 2.6 LU-SU1106:Users and user rights -> A. LU-SU1106: LU Introduction

A. LU-SU1106: LU Introduction

Users working on UniField do not necessarily need to access all functionalities. Supply users should not have access to finance functionalities. People working in the warehouse should have access to warehouse functionalities only.

Users working in procurement should have access to procurement functionalities only. Some users should have access to a wide range of functionalities while others should have access to a limited number of functionalities.

Supply User Manual ENG -> Supply Configurations -> 2.5 LU-SU1105: Additional configuration points -> C. LU-SU1105: Pack Type

C. LU-SU1105: Pack Type

If the dimensions of the boxes used for shipping the goods to customers are standard, it may be useful to define pack types in configuration. These pack types can be used when Pre-Packing Lists are processed. Behind a pack type, you find the dimension of a box (length, width, height) in centimeters.

Go to: Supply Configuration / Warehouse Configuration / Regular Warehouse Management / Pack Types

New pack types can be created via the “New” button.

Existing pack types can be edited via the pencil icon.

Supply User Manual ENG -> Supply Configurations -> 2.5 LU-SU1105: Additional configuration points -> B. LU-SU1105: PO Automation

B. LU-SU1105: PO Automation

This configuration point pilots how procurement documents are created by the OST. Most of the time, these documents are created as soon as a request is sourced on order. However, the setting may be changed, and procurement documents will then only be created when the user launches the “Auto POs creation” batch.

Go to: Supply Configuration / Orders / PO Automation

By default, the setting “Run scheduler automatically” is set to “Yes”. In this case, procurement documents are created automatically as soon as requests are sourced on order. If the setting is changed to “No”, the procurement documents are only created when a user launches the “Auto POs creation” batch.

This batch can be launched from the action menu of the OST (option “Auto POs creation”) or via Warehouse / PO Creation / Auto POs creation.

Additional information related to “Auto POs creation” is available in the Procurement chapter.

Supply User Manual ENG -> Supply Configurations -> 2.5 LU-SU1105: Additional configuration points -> A. LU-SU1105: Sourcing groups

The field “Order creation mode” which is available on the partner master data sheet allows splitting/merging requests on different POs according to different rules: by project, by category, by category & project or by order.

Sourcing groups allow going even further as they enable the split of 1 single request on different POs, even if all lines of this request are sourced to the same supplier and are requested for the same date. However, sourcing groups can only be used with ESC suppliers.

The use of this configuration point is described in detail in the Procurement chapter.

Go to: Supply Configuration / Orders / Sourcing groups

New sourcing groups can be created via the “New” button.

Existing sourcing groups can be edited via the pencil icons.

Sourcing groups

Sourcing groups can be used in the Orders Sourcing Tool when requests are sourced on order (PO) with an ESC as supplier. See Procurement chapter for details (LU_SU3401 Procurement advanced feature) –>H. How to source on order (IR or FO) on several Pos for the same ESC (and same RDD)

Supply User Manual ENG -> Supply Configurations-> 2.4 LU-SU1104:Unifield instance data migration -> E. LU-SU1104: How to import open orders for migration.

E. LU-SU1104: How to import open orders for migration.

Orders which are under process in the legacy system and haven’t been received/closed yet need to be imported into UniField to ensure continuity of business after go-live. However, this procedure is specific for each OC which decides which open orders are imported and how.

As the procedure might differ from one OC to another, we simply list some possible scenarios, keeping in mind that they are not exhaustive. Please check migration guidelines of your OC to understand how open orders should be migrated in your mission.

• The legacy system must be up to date when orders migration is done (received orders must be closed in the legacy system).
• Closed orders lines (history) are not migrated.
• Migrated orders can be Internal Requests, Field Orders or Purchase Orders.
• References of the migrated orders in the legacy system should be indicated on the migrated orders created in UniField to allow linking UniField migrated orders with legacy system orders. The fields origin, notes, comments, and details available on IRs, FOs and POs may be used for this purpose.
• The order header is always created manually while the order content (the lines) can be imported from an XML file with specific format.
• Some OCs do not migrate the open orders at all. Goods received after go-live on orders open in the legacy system are then included in the stocks using IN from scratch or inventory corrections.
• POs related to an IR can be imported as an IR which is then source on order (PO).
• POs related to an FO can be imported as an FO which is then sourced on order (PO). The FO can be created in the supplying instance (as pushed FO) or in the requesting instance (as PO). Synchronization will then create the corresponding PO/FO in the requesting/supplying instance.
• When migrating POs related to FOs, make sure the order is only created once, as pushed FO in the supplying instance or as PO in the requesting instance. Make sure the order is not created in both instances.
• If a PO is closed but not yet paid, a direct invoice may have to be created to pay the appropriate invoice in UniField.

Supply User Manual ENG -> Supply Configurations-> 2.4 LU-SU1104:Unifield instance data migration -> D. LU-SU1104: How to import stock levels for migration

D. LU-SU1104: How to import stock levels for migration

The next step is to migrate the stock levels from the legacy system to UniField. If you trust the information which is recorded in your legacy system, you may simply extract the data from it and prepare a file which will be imported in UniField.

Unfortunately, this is not often the case. Data from the legacy system are not always trustable. In addition, information such as prices, batch numbers or expiry dates are often missing.

To ensure that the stocks in UniField reflect the current stock levels in the warehouse, movements need to be frozen and an inventory carried out. The inventory result needs to be validated (validation procedure may vary from one OC to another).

After validation, the inventory result needs to be imported in UniField as an Initial Stock Inventory, both at Coordination and at Project levels, for all stocks to be managed in UniField. A file with a specific XML format can be used and filled-in with the current stock levels (including unit price, expiry dates and batch numbers) before to be imported in the instance.

Please note that the stock migration procedure may vary from one OC to another as some OCs may decide not to import all their stock, to only import for certain locations or in some cases not to import any stock at all.

Go to: Warehouse / Inventory management / Initial Stock Inventory

1. Click on “New” to create a new Initial Stock Inventory.
2. Enter the “Reference” of the Initial Stock Inventory.
3. Click on the “Add attachment” button next to “File to import”.
4. Select the file to import and click on “Import lines”.

     5. When the import is complete, click on “Validate Inventory”.

     6. Finally, click on “Confirm Inventory”.