How to update GCR version (1.0.3 vs 1.1)

Center of Excellence · December 10

1. Abstract

The goal of this document is to guide how to update Board GCR from GCR 1.0.3 to GCR 1.1. if you need to upgrade from previous GCR versions take Into account previously released guidelines.

2. Context

GCR version update is mostly managed through Board Data Model Transporter Package. below you will find guidance on how to use this tool with a specific focus on GCR solution.

3. Content

3.1 Preliminary Instructions

In the GCR patch release package you will find the folder “Application_Reset” and “Standard_Entities”.

Please take these two folders and replace them with the existing ones.

In GCR patch release package you will find the folder “Capsule”. Replace existing capsules with the content of this folder, except GCR_Reporting if you have created custom Reporting screens.
Recode Movement Sub Group “14_PYER” as “05_IFRS5”
Unload GCR database from memory (from Summary tab)

3.2 Data Model Snapshot

Go to “System Administrator” and click on “Data Model Snapshot”

Click on “+ Snapshot” to create your Snapshot of GCR and GCR_Log Database and assign a name to the Snapshot as you prefer.

You will also find a snapshot version in the same package release received. Click on upload and select the snapshot provided in the package

3.3 Update GCR data model

The Core of the GCR solution is the GCR data model, so we will explain in detail how to update the GCR Database, The same approach can be used to migrate also the GC_LOG Database

In order to proceed, please select the 2 relative snapshots (The one provided by Board Team and the one created by You), After having selected them, please click on Transporter Package.

Please make sure that on the left as Source Snapshot you must have the one provided by Board, and on the right, as Target The snapshots created by you.

By default, the Transporter will take all the changes of the source Database and apply those to the target.

However, it may be that your Database has been customized in different ways. (For example, the use of some customizable cubes, entities, or Data reader or for example modification of max item number of entities).

One fundamental assumption in order to be eligible to use the transporter is to not have created any Data reader, Cubes, or Entities from scratch, but instead have used the available ones of the Data model that are named “Customizable”.

Having said that, before proceeding, unflag all “Customizable” cubes, Entities, and Data readers that have been modified compared to the standard version.

It is also advised to remove:

All entities that have “update” as action
The Time Range
All changes to items like formats and rules, which are not part of the standard product as per version 1.1
All changes to customizable items like entities, procedures and data readers, which are not part of the standard product as per version 1.1
All changes to new procedures created by the customers, which are not part of the standard product as per version 1.1

Click next, and you will find a check consistency button. Click on it.

The possible results of this check are:

Success → If no errors are detected.
Error → A possible case when the error appears is if the entity that has been unflagged is used in a cube.
Warning → A possible case of Warning is when you are replacing a cube that already contains data.

The next step is to assign a name for this Transporter Package and decide if to flag or unflag the backup option. We warmly suggest keeping the backup option always flagged. Click Save in order to proceed.

You will find another screen with the list of all existing Transporter Packages. Consider only the one just created and click on Run in order to execute the update.

If everything works as expected, you will find the Last run log and the result as “Success”.

Please note that you may receive a warning message due to the several cubes for which the structure has been changed between the two different versions. You can proceed with the package, then make sure you follow the instructions here below.

The list of warnings may include the cubes:

[CALC] - Error Check - wrong custom combination on notes by custom
[DE] - IC Thresholds by RU
[DE] - IC Thresholds by Currency
[CALC] - IC Thresholds (RU, IC, Layer)
[CALC] - IC loading on Local Account
[WRK] - VR Deleted Acc from Movement Group Acc (+)

Run the package and then refer to sections 3.6 and 3.7 for accessory activities you have to perform when you incur these warnings

3.4 Update GCR_LOG Database

Follow exactly the same process for the Update of the GCR_LOG Database. Of course, make sure to select the right Database.

3.5 Update Standard Entities and Version

After completing the transporter package, open the capsule Admin and navigate to the screen “Quick Configuration Wizard”.

Click on “Update Version”.

This procedure will:

Update the GCR version name;
Update the element list for standard Entities

3.6 Update Admin settings

Due to enhancements in existing features, it is necessary to manually perform some activities related to the admin capsule settings:

Run procedure “ADM - [MOV] - Set Cube for Massive DE - Adjustment Creation”
If needed, Create a new accounts for IFRS5 applications these accounts have to be
- An Asset account
- A Liabilities account
- A P&L account
Map the new accounts to the corresponding IFRS5 Tech accounts
If needed, create a new movement and map it to IFRS5 movement subgroup
If automatic adjustments have previously been configured, Run procedures “PRO - [AUTOADJ] - Update if the selection is All or empty” and “ADM - [AUTOADJ] - update version - fill time range when empty”.

3.7 Data to reload and other procedures to run

If you have already validated previous periods IC reconciliation, run procedure “000 ADM - Validate IC reconciliation closed months”

After having completed successfully all those actions, you will be able to use the GCR application taking advantage of the fix and enhancements of the patch release.

Center of Excellence · December 10

Thanks @Andrea Lenzi for the insights.