Release notes V 8.0.5
Issue when resubmitting reopened partner reports with expenditure items in foreign currency
When resubmitting a (previously reopened) partner report in a following month, the currency conversion rate is being updated in the database - which must not be the case (conversion rate has to be frozen).
There is one exception: Previously parked and reincluded expenditure in foreign currency is not affected, in these cases the conversion rate is correct.
When running Jems V8.0.5, a scan for all issues takes place and the result is shown in Dashboard→Notifications for all admin users (role ID=1)
A positive message is shown for the happy scenario of no need for user intervention - This happens if there were no original issues at all in the system, your Jems installation was not affected by this bug.
Restarting Jems V8.0.5 will trigger again the scan and will update the notification/message accordingly to the new results.
How to fix the issue
Step 1: install the hotfix
We strongly recommend hotfix installation, in order to make sure no related issues turn up in future.
The hotfix installation will have following impact:
Future reopening and resubmission of partner reports will have correct exchange rates (i.e. the one from first submission).
Administrators can see in Dashboard→Notifications the list of all partner reports that suffered from exchange rate bug (until the exchange rate is not set as the correct one).
If there are no issues, there are no further steps to undertake.
Only in case your installation has issues, you can proceed with step 2
Step 2: Decide whether to run the database script (included in Jems v8.0.5 package)
A script to fix the exchange rates is provided as part of the release, but has to be run manually by an administrator.
Please check your affected projects and carefully read the following steps first, before you decide to run the script or not.
This script will change only the incorrect exchange rates of all affected reports.
Additional steps are needed, based on the individual state of an affected report.
We recommend to run the script, if most cases concerned can be manually fixed (in step 3), i.e. if the related partner reports are the last ones submitted by a partner and there are no more than one project report of type financial or both submitted per project.
If you decide for the script, after running it, please proceed to step 3 manual fix immediately!
If you decide not to run the script, you need to apply financial corrections (available in Jems V9). Steps 3 and 4 can be skipped.
If you need help with the decision, contact the Jems team via Jems helpdesk. Such requests will be treated with high priority. Also don’t start manipulating the database manually, please reach out to us beforehand!
Step 3: manual fix
If there are notifications according to step 3 above, please follow the instructions below.
Even though the figures in the frontend will be correctly shown, the measures have to be undertaken - they are fixing the values in the backend!
Depending on how far the project report is proceeded, this includes following steps:
Status/stage of partner report concerned | Measures to fix the issue |
|---|---|
A previously reopened partner report regardless of its stage or status from reopened up to inclusion into a payment to project which was NOT the last Submitted partner report of this partner | a correction will have to be created (available in Jems V9) |
All remaining cases have the prerequisite that the partner report concerned is the last Submitted partner report of this partner | |
Reopened a partner report (which was the last Submitted partner report of this partner) | nothing to do |
Submitted after Reopened | re-open and resubmit report |
Control ongoing - after resubmission of a reopened report | re-open and resubmit report |
Certified | reopen control, re-open and resubmit report |
included in a Draft Project report | untick the report in List of partner certificates, reopen control, re-open and resubmit report |
included in a Submitted project report which is the last Submitted Project report of type Financial or Both | in Jems V9, reopening of project reports will be delivered |
included in a Submitted project report which is NOT the last Submitted Project report of type Financial or Both | a correction will have to be created (available in Jems V9) |
included in a project report with Verification ongoing or already Verified which is the last Submitted Project report of type Financial or Both | in Jems V9, reopening of MA/JS verification will be delivered |
included in a project report with Verification ongoing or already Verified which is NOT the last Submitted Project report of type Financial or Both | a correction will have to be created (available in Jems V9) |
Project report included in a Payment not paid yet which is the last Submitted Project report of type Financial or Both | un-authorise payment, delete installment in Jems V9, reopening of MA/JS verification will be delivered |
included in a Payment already paid or which is NOT the last Submitted Project report of type Financial or Both | a correction will have to be created (available in Jems V9) |
Remaining issues can be identified anytime upon reboot of Jems.
Step 4: in (future) version 9
Further cases can be fixed with reopening of project reports and reopening of MA/JS verification functions, which will be delivered in next version of Jems. Remaining cases will be indicated when installing the new release.
If you have further questions or require support, please contact the Jems team via Jems helpdesk.