The use of the new UniField ERP application for Supply and Finance will influence your daily work. To start, it will take some time and effort to get to know the new software; we will try to help you as best as we can to get acquainted with UniField and become a confident user. When you use the application, you will notice some important advantages of the Unifield software compared to the other applications you have used in the past such as BooX and LogX7. In this module, we touch on some of the most important changes.
On the next pages, you will learn more about each change.
Data Exchange within one Location
Different users in the same location can share information even when there is no internet connection.
As their computers will be linked to each other via a LAN (a connection that doesn’t need the internet but only needs cabling between the computers) they can instantly use the information brought into the system by other users in the same location.
Additionally, users can concurrently work in the system and will see the changes made by others.
So what does that really mean?
Imagine that the original invoice for a purchase made by the Supply team has been approved and paid by the Finance Assistant in your project location.
As soon as the bookkeeper records the payment in UniField, the record of payment is updated within the purchase order record showing how much has been settled by the bookkeeper; this information is viewable by the Supply Log in your project.
Finance & Supply Integration
An important feature is the full integration of the Finance and Supply information in UniField.
The complete supply and finance value chain from request, purchasing, reception, payment and distribution is now integrated to gain efficiency, consistency and reliability in operations. The integration reduces manual data checks and the possibility for miscommunication between the departments.
So what does this really mean to you?
Better communication between the Supply and Finance Departments! Products and Suppliers will be created by Supply in collaboration with Finance in order to ensure that allocations are accurate (account code, destination, taxation). These are critical for creating purchase orders, which in turn generate commitments against the budgets, and when products are received, generate supplier invoices for payment within the system.
Traceability & Transparency
Transparency can be defined differently for Supply and Finance departments, but for both UniField links records of actions across the system in different locations and by multiple users. References within the system also link to physical documents enabling traceability for better accountability.
What does this mean to you?
An example would be that you will be able to have a record of all actions starting from 'who placed a request' to 'who received goods' to 'who made the payment' and 'how was the payment made.'
Also, batch number, expiry date management and proper code creation are now mandatory in UniField which enables users to trace products from need identification to consumption.
Synchronization between Locations
UniField enables sharing information between users in different locations or on different projects.
As the Internet connection might not always be reliable, UniField facilitates offline working in the application followed by synchronization as soon as the Internet connection is sufficient. In this way, coordination will receive the information sent the different projects in the system and if need be is able to make changes which will be synchronized down to the projects in the field.
The application will always indicate the time of the last synchronization.
So what does that really mean?
Let's imagine that your Supply Manager in the Capital has created five new local products with the appropriate account code provided by the Finance Manager. After synchronization by the coordination location, these items are available in the product catalogue and can be ordered by project locations.
Documents can be generated automatically by the system, triggered by the tasks of multiple users (review, validation, etc). UniField links the various process flows (requesting, sourcing, procuring, payment for example) and data within both Finance and Supply departments.
So what does this really mean?
An example of an automated step would be: when you confirm a Purchase Order, the system automatically creates a Commitment Voucher (finance document) and a Incoming Shipment record (supply document) for processing.
Another example would be configuring the system to analyze your consumption for specific products and asking it to generate a Purchase Order based on this data and stock situation, essentially gathering information stored in different areas of the system to create a result.