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Copyright © United Nations

Umoja Inbound Goods Process: PK & SPM – Version 19Last Modified: 31-May-13

SC320 – Umoja Inbound Goods

Process: PK & SPM

1





Agenda

2Copyright © United Nations

Course Introduction Module 1: Umoja Inbound Goods Process ReviewModule 2: Inbound Delivery

Module 3: Virtual Goods Receipt

Module 4: Physical Goods Receipt

Module 5: Goods Receipt Returns and Reversals

Module 6: Umoja ECC to Galileo Interface

Course Summary

Course Assessment

Course Survey





Please share with us:

• Your name

• Your section/unit

• Years of experience in the field

• An interesting fact about you

Introduction

3





Please consider the following guidelines during the training session:

• Turn your cell phone to silent mode. Please step out of the class to take any

important phone call

• Please do not access your e-mail or the Internet outside of breaks

• Participate fully in the training session and respect each other’s contribution

• Breaks are included at the discretion of the trainer

Ground Rules

4

X X

No Phones Ask QuestionsParticipate BreaksDo Not Access

E-mail





Course Overview

The purpose of the Umoja Inbound Goods Process course is to train end users on how to

support the Inbound Goods Process using the Umoja ECC system.

This is an interim process applicable to Peacekeeping and Special Political Missions,during the period of coexistence of the Umoja and Galileo systems, for activities

performed when receiving goods from commodity vendors.

Prerequisite Review

You should have completed the following prerequisite courses:

• Umoja Overview

• Umoja Master Data & Coding Block Overview

• Umoja ECC Navigation

• Umoja Logistics Overview: PK & SPM

Course Duration: 5 hours

5





Course Objectives

After completing this course, you will be able to:

• Explain the key concepts from the Level 1 course

• Display a Purchase Order

• Describe the significance of the Inbound Delivery

• Display, update and monitor an Inbound Delivery

• Perform a Virtual Goods Receipt against an Inbound Delivery

• Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery

• Perform a Goods Receipt to Blocked Stock against an Inbound Delivery

• View a Material Document created during a goods receipt

• Describe the important dates and notifications during the goods receipt process

• Reverse a Goods Receipt transaction

• Process a return to the vendor

• Describe the goods receipt interface to the Galileo system

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Agenda


Course Introduction

Module 1: Umoja Inbound Goods Process ReviewModule 2: Inbound Delivery





Course Summary

Course Assessment

Course Survey



Module 1 Objectives

After completing this module, you will be able to:

• Explain the key concepts from the Level 1 course




Key Terminology

9

Key Term Description

Purchase Order (PO) A buyer-generated document that authorizes a purchase transaction.

Invoice A vendor-generated document that indicates the products, quantities and

agreed prices for products delivered by the vendor.

Goods Receipt (GR) A document generated to acknowledge receipt of goods, against an inbound

delivery, conducted at the point of “first receipt” or transfer of ownership.

Low Value

Acquisition

A Purchase Order (PO) used for requirements that are up to $4,000 USD issued

without the direct involvement of Procurement. This replaces the Short POprocess.

Plant

A location where materials are produced, purchased, stored, inventoried,

shipped, received and valuated, or from which services are provided

(Mission/Support Center in Peacekeeping, Country for HQ and OAHs).



Key Terminology

10

Key Term Description

Three-Way Matching

The comparison of quantities, price per unit, terms, etc. appearing on the

vendor’s invoice with the information on the purchase order and on the goods

receipt. This is done through the Logistics Invoice Verification (LIV) process.

Inbound Delivery

A document containing key delivery data required for triggering and

monitoring the inbound movement of goods to the mission area. Similar to an

Advanced Shipping Notice (ASN).

Movement Type A three-character field in the Umoja ECC system to describe the type ofmaterial movement that needs to be performed. It is used for all types of

goods movement in Umoja such as receipts and reversals.

Virtual Goods

Receipt

A goods receipt posted in Umoja when the terms of a contract specify that the

delivery of goods by a commodity vendor to the UN occur at a named place of

delivery other than the final destination.

Physical Goods

Receipt

A goods receipt posted in Umoja when the terms of a contract specify that thedelivery of goods by a commodity vendor to the UN occur at the intended

mission destination.

Material Master

A Master Data record that contains information about all products procured,

stored and shipped by the UN. For example: Product ID, Product Category,

Material Management and other physical or financial characteristics.



Roles & Responsibilities

The following Umoja Enterprise roles are involved in the Umoja Logistics process:

11

Inbound Coordinator

•

Update information about inbound movement of goodsto the mission based on information provided from

commodity vendors & freight providers

• Responsible for managing the information flow to

indicate transfer of ownership

• Enable downstream operations to be optimized

through provision of shipment/movement information• Cannot perform virtual or physical goods receipts

transactions in Umoja

Note: Role definitions have been modified for this interim

process.





12

Virtual Receiving User

• Responsible for receiving goods against commercial

procurement during the Virtual Goods Receipt process

• Indicate UN acceptance of goods during transfer of

ownership, in accordance with the Incoterm


process.





13

Receiving User

• Responsible for receiving goods against commercial

procurement during the Physical Goods Receipt process

• Indicate UN acceptance of goods during transfer of

ownership, in accordance with the Incoterm


process.



Copyright © United NationsCopyright © United Nations

Umoja Inbound Goods Process Review

14

The Umoja Logistics Overview course introduces the Inbound Goods Process for DFS-

supported missions that is being implemented during the period of coexistence of the

Umoja and Galileo systems, performed when receiving goods from commodityvendors.

This process is also applicable to goods receipt from Low Value Acquisitions.

With the implementation of Umoja, several aspects of the business are changing:

• System Integration

• Financial Implications

• Inbound Delivery Process

• Virtual vs. Physical Goods Receipt

Note: These processes are governed by IPSAS/OPPBA guidelines/procedures and

documented in publications such as the Procurement Manual, DFS Property Management

Manual and other policies issued by the UN.

Inbound

Processing

Umoja GoodsReceipt

(Quantity & BasicVerification)

Galileo GoodsReceipt and

InventoryManagement*




Virtual and Physical Receipt for Common UN Incoterms

15

The transfer of ownership that occurs between the seller and buyer is dictated by the

Incoterm. Thus a virtual goods receipt can occur at any location prior to the final

receiving UN location. Incoterms 2010 commonly used by the UN are depicted:

UNEXW

FCA Seller UN

Seller UNFOB

Seller

DAPSeller

DDP

Seller UNDAT

Point of Origin UN LocationOnboard VesselPort Port

VirtualReceipt

PhysicalReceipt




As you recall, Umoja ECC uses movement types to perform the receiving actions taken.

When a movement type is used, goods are received to a certain stock type.

A stock type defines the system state that classifies goods. Stock types used in Umoja:

Umoja ECC Stock Type

Material available for use upon receipt

•

This stock type allows full financial postingand invoice processing

Unrestricted Stock

Material not available for use upon receipt

•

Should only be used in exceptional cases• Used when goods are clearly damaged or

have different specifications from the PO

• Upon receipt of such goods the UN will not

accept ownership until resolution is

reached with vendor

•This stock type blocks full financial postingand invoice processing

Blocked Stock

Note: As inventory or “stock” is not managed in Umoja during the interim period

with Galileo, the purpose of the stock type is to determine financial posting and

invoice processing.

16




Goods Receipt Movement Types

17

MovementType

Description Financial Implication

ZP1 Virtual Receipt

• Full financial posting

• Invoice processing

• Three-way match

101 Receipt to Unrestricted Stock



• Three-way match

102Reverse Receipt

(Virtual or Physical)• Varies depending on receipt movement type

103 Receipt to Blocked Stock• No financial posting

• No invoice processing

105 Release Blocked Stock


• Invoice processing• Three-way match

122Return to Vendor after

Receipt to Unrestricted Stock• Varies depending on receipt movement type


Receipt to Blocked Stock• Varies depending on receipt movement type

As explained in the Logistics Overview course, this table shows the different types of

Goods Receipt movement types (with Movement Type codes):




Putting it Together: Goods Receipt Scenarios

The steps for performing a virtual or physical goods receipt are summarized below:

18

Galileo Interface

Continue Receiving Process in Galileo

Virtual Goods Receipt Physical Goods Receipt

Inbound Coordinator

Inbound Delivery Update


Virtual Receipt

Vendor delivers at origin or other

named place

Inbound Coordinator

Check Delivery Documents

Vendor provides delivery update

Inbound Coordinator




Receiving User

Check for Discrepancy

Receiving User

Physical Receipt

Inbound Coordinator



Vendor delivers at destination

Receiving User





Learning Checkpoint 1

When goods physically arrive at the final destination, which tasks are performed by the

Receiving User in Umoja ECC?

Select the correct option.

A. Receive goods in Umoja ECC

B. Barcode and update received batches, as applicable

C. Performing quality inspection of materials

D. Create inbound delivery

19





When goods physically arrive at the final destination, which tasks are performed by the

Receiving User in Umoja ECC?


A. Receive goods in Umoja ECC

B. Barcode and update received batches, as applicable

C. Performing quality inspection of materials

D. Create inbound delivery

20

Option A is correct. The Receiving User receive the

goods in Umoja ECC after the goods physically

arrive at the receiving mission location.




Module 1 Summary

The key points covered in this module are listed below:

• Roles involved in the Umoja Logistics process are the Inbound Coordinator, Virtual

Receiving User, and the Receiving User

• Key changes with the implementation of Umoja are coexistence of Umoja ECC and

Galileo systems integration, financial implications, goods receipt and Inbound

Delivery process

• Stock types in Umoja are Unrestricted Stock and Blocked Stock

• Review of movement types and financial implications

• Steps for performing a virtual and a physical goods receipt

21




Agenda


Course Introduction

Module 1: Umoja Inbound Goods Process ReviewModule 2: Inbound Delivery Module 3: Virtual Goods Receipt




Course Summary

Course Assessment

Course Survey




Module 2 Objectives


• View a Purchase Oder

• Update and display an Inbound Delivery

• Describe who updates certain fields in the Inbound Delivery

• Run an Inbound Delivery report





Inbound Delivery Overview

24

An Inbound Delivery is a system document used to collect all shipment/delivery details

(similar to an Advanced Shipping Notice provided by freight-forwarders). The key

features are:

The Inbound Coordinator updates it with shipping updates from the vendor. Thisinforms receiving offices of expected delivery dates and shipment information

It is created against the Purchase Order. Umoja ECC runs a scheduled batch job

to create the Inbound Delivery and transfers key Purchase Order data

For virtual receipts, the Inbound Coordinator updates it with the actual deliverydate and uploads the delivery documents (including onward movement)

It provides the link between Procurement and Mission Logistics and R&Ifunctions

An Inbound Delivery report can be produced by each receiving mission to trackInbound Deliveries. Goods are received against the Inbound Delivery




Material

Document(Goods Receipt)

Inbound

Delivery

Purchase

Order


25

The end-to-end process from Procurement to Goods Receipt in Umoja is as follows:

Inbound

Delivery

generated

from the POby Umoja

Inbound Delivery is

updated during

shipment

A Goods Receipt is

conducted against the

Inbound Delivery

Goods

Receipt Slip is

generated

Virtual GR

Physical GR

1 2 43

3

PO is created

during

procurement




Inbound Deliveries and Purchase Orders

26

Since Inbound deliveries are created against Purchase Orders, an Inbound Coordinator

(for example a Procurement Office) can find a specific Inbound Delivery by viewing the PO

in Umoja ECC.Step 1: To view a PO in Umoja ECC, perform the T-code ME23N

Step 2: The initial screen displays the last PO the user opened. To open a new PO, click

the Other PO button (left of the Print Preview button)

Step 3: Enter the PO number and press Enter on the keyboard

3

2

1




View Purchase Order

27

The overall Purchase Order screen appears as follows:




View Purchase Order

28

Now let’s look at the different sections. The Purchase Order screen consists of the

following fields and buttons:

PO number, vendor, and document dateHeader: Note the Incoterms field may be empty

A

B

A

B




View Purchase Order

29

The Purchase Order screen consists of the following fields and buttons:

C. Item Overview: Note individual line items may have different Incoterms (in which

case the Header Incoterms field may not be populated)D. Line Item Detail

C

D

C

D




View Purchase Order

30

In the Line Item Detail section, click the Purchase Order History tab to view the history of

receiving actions performed on this PO, for example the movement type, the material

document number (from a good receipt), the goods receipt posting date, etc.

Note that the user can click any of the underlined fields to open the referenced

document, for example material document.




View Purchase Order

The Inbound Delivery document number is found on the Purchase Order’s

Confirmations tab.

•A PO may have multiple Inbound Deliveries

• Each Inbound Delivery has one Incoterm, one Delivery Date and one Goods Receipt

Date

• Double Clicking on the Inbound Delivery document number will bring up the

Inbound Delivery document window

31




Inbound Delivery Screen

32

The Inbound Delivery screen appears as follows:




Simulation Activities

Throughout this training, users will have the opportunity to

conduct activities in the form of simulations. Simulations

are interactive “recordings” of the Umoja system used tohelp facilitate a hands-on learning experience. The

simulation links are provided on the corresponding activity

slides.

Users can access simulations in three different modes:

• Show me: Users view a video of an entire transaction

being conducted

• Let’s do it together: Users will be prompted to input

data at key points during the transaction

(recommended)

• Try it: Users can complete an entire transaction ontheir own, with no additional instructions provided

Copyright © United Nations 33




Activity 1

Transaction Name: View Purchase Order

Transaction Code: ME23N

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-

1.11.2296?originalContext=1.11.2681


d b d l

http://unsapuperform.umoja.un.org/gm/folder-1.11.2296?originalContext=1.11.2681








Updating an Inbound Delivery

The Inbound Coordinator has the following tasks:

A. Update the Delivery Date based on commodity vendor communication and upload

the arriving shipment documents

B. For Virtual Goods Receipt, when goods are at the location dictated by the Incoterm,

the Inbound Coordinator updates the Actual Goods Receipt Date and the actual

quantity. The Inbound Coordinator checks all delivery documents for compliance

C. For Virtual Goods Receipt, if follow-on freight contract is arranged the Inbound

Coordinator uploads the documents for the follow-on freight movement

The next section contains steps for the Inbound Coordinator to complete these tasks.

35

Point of Origin UN LocationOnboard VesselPort Port

b d li




Key Inbound Delivery Dates

36

The Inbound Delivery contains information regarding several key dates to support the

goods movement and delivery process for Peacekeeping missions. It is a “living

document” which is updated as delivery and shipping information becomes available.

Responsibility for updating key dates is shared among different offices, depending on

which office would likely have the most accurate and current information.

Procurement Offices

Mission MovementControl Offices (MovCon)

Inbound Coordinators

K I b d D li D





37

Inbound Delivery Document is updated by both Procurement and Mission Movement

Control Offices. The offices are responsible to update the following specified date fields:

Note: The Actual Goods Receipt Date is the key date which will be used for the

Goods Receipt “Posting Date” which will be audited for IPSAS compliance during

the goods receipt process.

*Updated by Procurement or MovCon, depending on the situation

Delivery Date

As advised or updated by commodity

vendor. Always Procurement.

Actual Goods Receipt Date*

When goods delivered by the commodity

vendor to an external vendor/Freight

Forwarder

Actual Goods Receipt Date*

When goods delivered by the commodity

vendor to the UN at a transit location

for onward movement

Procurement Offices Mission Movement

Control Offices (MovCon)

K I b d D li D





38

• Date notified by the vendor for goods delivery at the named destination (for

example FCA, DAT or DAP)

• Data for this field is automatically populated from the PO.

• This provides visibility to downstream activities/offices of planned incoming

shipment dates and details to allow movements planning• It is updated by Procurement staff acting as Inbound Coordinator acting on

advice and updates from the vendor

These key dates are captured on the Item Overview Tab:

Procurement

Delivery Date



I b d D li O i





A

B

E

D

Now, let’s look at the Inbound Delivery in detail. The Inbound Delivery screen consists of

the following fields and buttons:

A. Header View buttonB. Document Number

C. Services for Object (used to upload and view attachments)

The Item Overview tab contains several important dates (described in detail later):

D. Delivery Date - provided by the vendor and originally derived from the PO)

E. Actual GR Date - to reflect date of transfer of ownership to UN per Incoterm

C

40

A

B

E

D

C

I b d D li O i





41

The Inbound Delivery screen also contains the following fields and buttons:

H. Material Number

I. Plant (Mission)J. Delivery quantity

K. Document Flow (can use this to navigate back to the PO screen)

H

I

J

K

Note: The user can drag and rearrange the columns as needed.

H

I

J

K



S i 1 V d D li G d t O i i Oth N d Pl




Scenario 1: Vendor Delivers Goods at Origin or Other Named Place

The goods are to be delivered to the local port of entry

43


Inbound Coordinator



Virtual Receipt


named place

Inbound Coordinator



Inbound Coordinator


Virtual Receiving UserCheck Delivery Documents

Receiving UserCheck for Discrepancy

Receiving User

Physical Receipt

Inbound Coordinator




Receiving User


Galileo Interface


Update an Inbound Delivery Inbound Delivery Report




Update an Inbound Delivery – Inbound Delivery Report

If the Inbound Coordinator does not navigate to a specific Inbound Delivery from the PO

or wishes to view multiple Inbound Deliveries, the Inbound Delivery Report can be used.

Note: Once a goods receipt is posted, the Inbound Delivery can no longer be updated as

the delivery is considered complete.

The Inbound Coordinator follows the steps below to view a list of Inbound Deliveries and

update an existing Inbound Delivery:

Enter the T-code VL06I. On the Inbound Delivery Monitor screen, click the ListInbound Deliveries button

44

1

1

Update an Inbound Delivery Inbound Delivery Report




Update an Inbound Delivery – Inbound Delivery Report

2. In Shipping/Receiving Point, enter the Plant (Mission). Ensure the delivery dates

matches the desired search timeframe. If the Inbound Delivery number is known,

it can also be entered below on this screen

Optionally, scroll down to Total Goods Movement Status and enter “ A” to filter

Inbound Deliveries for which a goods receipt has NOT been processed already

3. Click the Execute button

45

2

2

3

2

3



Update an Inbound Delivery Delivery Update




Update an Inbound Delivery – Delivery Update

Now, the Inbound Coordinator can update the Inbound Delivery Document for this

shipment using the following fields:

A. On the Item Overview tab, update the Delivery Date as advised by the

commodity vendor

47

A

ProcurementMovCon

A






B. Click the Header button (Hat ) to

view the Header Details section

C. On the Header Details screen,

click the Shipment tab. In the

Shipment section enter the Bill of

Lading number for the inbound

shipment to the mission in

BillofLad

D. If follow-on freight is arranged

and a PO number is available,

enter ZFPO in the Means of

Transport Type (MnsTransTy)field.

Then, enter the freight PO

number in Transport ID Code

(TrnsIDCode) field

48

B

C

C

D

ProcurementMovCon

B

C

D






E. On the Administration tab, the External ID field in the Organization section

displays the PO number for reference

F. Press the Back button to exit the Header

49

E

E

F

ProcurementMovCon

E

F






The Inbound Coordinator will then update the further fields:

G. Upload the shipment documents (for example Bill of Lading) by clicking theServices for Objects button, click Create, then Create Attachment. You can also

view other attached documents by clicking on Attachment List .

H. Click the Save button when finished

50

G

ProcurementMovCon

H






Let us return to our scenario: Purchase of fuel storage tanks and vehicle spare parts

from a Systems Contract. The goods are to be delivered to the local port of entry

51


Inbound Coordinator



Virtual Receipt


named place

Inbound Coordinator



Inbound Coordinator


Virtual Receiving UserCheck Delivery Documents

Receiving UserCheck for Discrepancy

Receiving User

Physical Receipt

Inbound Coordinator




Receiving User


Galileo Interface


Update an Inbound Delivery – Upon Delivery





Since this is a Virtual Goods Receipt, the Inbound Coordinator(s) will now do the

following:

A. On the Item Overview tab, update the Actual Goods Receipt Date B. Update the Delivery quantity for each line item as reported by the vendor and

confirmed in attached documents.

If the actual quantity received is less than the expected quantity, another Inbound

Delivery is generated for the undelivered quantity

52

A

A

ProcurementMovCon

B

A

B





Update an Inbound Delivery Upon Delivery

The Inbound Coordinator can also now update more information, if available:

C. Click the Services for Objects button. Under Attachment List, check any

previously uploaded documents and attach additional documents (for exampleDelivery Note or for follow-on freight movement). See previous steps.

D. Click the Goods Movement tab. Update the Planned Goods Movement Date to

the expected date the goods will arrive at the mission receiving location to

provide downstream visibility.

53

C

D

ProcurementMovCon

D

C

D

Viewing Inbound Delivery Report





As you recall, the Inbound Delivery Report is the initial screen from the T-code VL06I. The

report view will be essential in follow on Goods Receipt processes (that is Virtual Goods

Receipt)

• The first view is the Header-Level View (used as a general report layout to show

the header-level and overall Inbound Delivery details)

• The second view is the Item-Level View (MUST be used for Virtual Goods Receipt

as it shows the item-level details, including the item-level Incoterms and

quantities)

54






1. To toggle between the layouts, click the Item View/Header View button

2. To filter by a specific column such as Cost Center, click the Filter button

3. To change the layout, click the Change Layout button. This is covered in detail in

the Inbound Goods Process Job Aid

55

1 2 3

1

2

3






Which of the following are features of an Inbound Delivery?

Select all that apply.

A. It is automatically created in Umoja ECC

B. It provides the link between Procurement and Mission Logistics and R&I functions

C. It is not created against the Purchase Order

D. It is not automatically created in Umoja ECC

56






Which of the following are features of an Inbound Delivery?


A. It is automatically created in Umoja ECC

B. It provides the link between Procurement and Mission Logistics and R&I functions

C. It is not created against the Purchase Order

D. It is not automatically created in Umoja ECC

57

Options A and B are correct. These are features of

Inbound Delivery

Activity 2




Activity 2

Transaction Name: Update Inbound Delivery

Transaction Code: VL06I



1.11.2907?&originalContext=1.11.2681


http://unsapuperform.umoja.un.org/gm/folder-1.11.2907?&originalContext=1.11.2681








Agenda




Agenda


Course Introduction

Module 1: Umoja Inbound Goods Process Review

Module 2: Inbound Delivery

Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt



Course Summary

Course Assessment

Course Survey

Module 3 Objectives




Module 3 Objectives


• Perform a virtual goods receipt against an Inbound Delivery when the vendor

delivers at origin or other named place






g

Continuing with our scenario, the commodity

vendor has now delivered the fuel storage

tanks and vehicle spare parts at the mission’s

port of entry to the mission’s local freight

forwarder.

The freight forwarder has confirmed receipt

from the commodity vendor by delivery note

and has informed the Inbound Coordinator

who updated the Inbound Delivery accordingly

and attached the delivery documents.

The Virtual Receiving User, per IPSAS

requirements, conducts a Virtual Goods

Receipt in Umoja against the Inbound Delivery

created by the system in order to register the

“first receipt” and transfer of ownership from

Vendor to the UN.

62

InboundProcessing

UmojaGoodsReceipt

GalileoGoodsReceipt





g

63


Inbound Coordinator


Virtual Receiving UserVirtual Receipt


named place

Inbound CoordinatorCheck Delivery Documents


Inbound Coordinator




Receiving User


Receiving UserPhysical Receipt

Inbound Coordinator




Receiving UserCheck Delivery Documents

Galileo Interface


Incoterms Applicable for Virtual Goods Receipt




pp p

64

Incoterms:

• EXW – Ex Works

• FAS – Free Alongside Ship

• FCA – Free Carrier

• FOB – Free on Board

• DAT – Delivered at Terminal

• CFR – Cost and Freight

• CIF – Cost, Insurance and Freight• CIP – Carriage and Insurance Paid To

• CPT – Carriage Paid To

Virtual Goods Receipt

Vendor Delivers at Origin or Other

Named Place Vendor Delivers at Destination

Recall that Umoja is configured to require a Virtual Goods Receipt for these Incoterms.

Update Inbound Delivery




p y

Step 1: As explained in the previous module, the Inbound Coordinator has updated the

Inbound Delivery with the delivery information from the commodity vendor (attaching

the Delivery Note to the Inbound Delivery).

This was through the T-code VL06I.


Goods Receiptin Galileo

Goods Receiptin Umoja

UpdateInbound

Delivery

Run InboundDelivery

Report

Run Inbound Delivery Report




y p


Step 2: The Virtual Receiving User runs the Inbound Delivery Report using the T-code

VL06I to list the deliveries expected. The User notes that this delivery arrived at the port.



UpdateInbound

Delivery

Run InboundDelivery

Report

Note: The Actual Goods Receipt Date is displayed in the Ac. GI Date column on

the Inbound Delivery Report.

Perform Virtual Goods Receipt




p


Step 3(a): The Virtual Receiving User performs the virtual goods receipt by entering the

T-Code /nVL06I or press (to return to the main screen). However, the Virtual User

now clicks the For Goods Receipt button to access the Good Receipt functionality.



UpdateInbound

Delivery

Run InboundDelivery

Report







p


Step 3(b): The Virtual Receiving User adds the required information to filter the Inbound

Good List and presses Execute .



UpdateInbound

Delivery

Run InboundDelivery

Report





Step 3(c): The Virtual Receiving User opens the corresponding Inbound Delivery (double

click) and reviews all details and documents (for example quantity, etc). Then, follows

the steps below to post the goods receipt:

1. View the report in Item View using the Item/Header View Layout Toggle

2. Check the box next to the Inbound Delivery line items to receive against. Multipleboxes may be checked ONLY if the actual goods receipt dates are the same

3. Note the Actual GR Date from the “Actual GI Date” column. Click the Post Goods

Receipt button.




UpdateInbound

Delivery

Run InboundDelivery

Report

1 3

2

3

2

1






Copyright © United NationsCopyright © United Nations 72Copyright © United Nations

To confirm that the Goods

Receipt has posted or view the

status of the delivery, the Virtual

Receiving User can return to the

Inbound Delivery Document.

The Status Overview tab will

show which goods have been

received and indicate any partial

receipts, as well as overall status:

• A is not yet received

• C is completely received

• B is partially received



UpdateInbound

Delivery

Run InboundDelivery

Report





At this point, the system prompts the user to print the Goods Receipt slip. The Goods

Receipt slip is generated along with a Material Document (system term for a Good

Receipt document) for each Inbound Delivery.

Additional details are provided on the Goods Receipt slip and Material Document in thenext module.



UpdateInboundDelivery

Run InboundDeliveryReport





Step 4: The details of the goods receipt, including PO information, are passed to Galileo

through an automated, one-way data transfer interface and classified as a “Provisional

R&I” in Galileo. The receiving process continues in Galileo.

Additional details on this process are explained in a later module.





Virtual Goods Receipt: Financial Implications




The financial implications of this complete Umoja virtual goods receipt process are:


• Invoice Processing

• Three-way Match

• IPSAS Compliance

Note: Goods received virtually cannot be received to Blocked Stock, preventing posting.









Which of the following are financial implications for a Virtual Goods Receipt?


A. Full financial posting

B. Invoice Processing

C. Purchase order and invoice matched

D. Invoice is blocked

76





Which of the following are financial implications for a Virtual Goods Receipt?


A. Full financial posting

B. Invoice Processing

C. Purchase order and invoice matched

D. Invoice is blocked

77

Options A, B and C are correct. These are the

financial implications for a Virtual Goods Receipt



Module 3 Summary





• Steps to perform a virtual goods receipt against an Inbound Delivery

79

Agenda




Course Introduction




Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals


Course Summary

Course Assessment

Course Survey

Module 4 Objectives





• Perform a goods receipt to Unrestricted Stock against an Inbound Delivery


Scenario 2: Vendor Delivers at Destination




The mission has ordered some medical supplies for direct delivery to the mission

location. During the shipment, the commodity vendor has updated the Inbound

Coordinator with shipping information and documents. The Inbound Coordinator has

updated the Inbound Delivery, as required.

Upon delivery to the UN by the commodity vendor or the commodity vendor’s shipping

company (thereby transferring ownership) the Receiving User conducts a Physical Goods

Receipt against the Inbound Delivery.

As part of this scenario, we will also receive goods to Blocked Stock to simulate a

discrepancy (damage) in the shipment.

82


Verify PhysicalReceipt

Check forDiscrepancy


GoodsReceipt in

Galileo

Blocked

Stock

Handling


Scenario 2: Vendor Delivers at Destination




The steps for performing a physical goods receipt are summarized below:

83

Galileo Interface



Inbound Coordinator



Virtual Receipt


named place

Inbound Coordinator



Inbound Coordinator




Receiving User


Receiving User

Physical Receipt

Inbound Coordinator




Receiving User


Incoterms Applicable for Physical Goods Receipt



Copyright © United NationsCopyright © United Nations 84

Incoterms:

• DAP – Delivered at Place

• DDP – Delivered Duty Paid

• DDU (Removed from 2010 Incoterm)

Physical Goods Receipt

Vendor Delivers at Origin or Other

Named Place Vendor Delivers at Destination

Umoja is configured to require a Physical Goods Receipt for the following Incoterms.

Update Inbound Delivery Report




Step 1: As explained in the previous module, the Inbound Coordinator has updated the

Inbound Delivery with the delivery date information from the commodity vendor

(attaching the shipping documents and other information to the Inbound Delivery).

This was through the T-code VL06I







Run Inbound Delivery Report




Step 2: The Receiving User runs the Inbound Delivery Report using the T-code VL06I to

view expected incoming shipments and when applicable, the Planned Goods Movement

Dates to manage the inbound delivery workload for the receiving office.







Verify Physical Receipt




Step 3: When the goods actually arrive at the mission location, the Receiving User may

need to verify whether an item has already been received in Umoja (for example virtually)

or still needs to be received in Umoja.











Q: Have the goods already

been receivedin Umoja ECC?

Specifically for the Receiving User, the following decision needs to be made when the

goods arrive at the receiving mission location.

88

This means a virtual goods receipt was

already done

I only need to receive

the goods in Galileo

This means I need to do a physical

goods receipt

I need to receive the goods in Umoja

ECC, using the correct movement type

Then, I need to receive the goods in

Galileo

Yes

No





Step 3: The Receiving User can conduct this check by viewing the Purchase Order

using the T-code ME23N. Recall, that the the Purchase Order History tab shows the

history of receiving actions performed on this PO, for example the movement type,

the material document number, the goods receipt posting date, etc.

• Check for a ZP1 movement type which indicates a previous Virtual Goods receipt.











Step 4: Once the Receiving User confirms that a physical receipt is necessary, he or

she conducts a visual physical review of the goods, as compared to the Inbound

Delivery, and looks for noticeable damage.

This includes reviewing details such as quantity, type of goods, etc. The ReceivingUser can also refer to PO details if needed though the Inbound Delivery document in

Umoja.

Physical Damage or

Differs from PO?

Unrestricted

Stock

Blocked

Stock







YesNo

Perform Physical Goods Receipt




Step 5: The Receiving User has confirmed that the items show no discrepancy against

the PO and therefore the goods can be received to Unrestricted Stock.

Follow the steps on the next slides to do so.











From the main screen, perform the T-code MIGO to perform the physical goods receipt

1. Select Goods Receipt in reference to Inbound Delivery and enter the Inbound

Delivery number (obtained from the Inbound Delivery Monitor or from the PO)

2. Enter the movement type for Physical Goods Receipt to Unrestricted Stock, 101

3. Click the Execute button or press Enter on the keyboard. Information from the

Inbound Delivery populates the screen

4. The Services for Object button can be used to attach documents and images

2 21 3

4

2

1

3

4





The physical goods receipt screen appears as follows. Let’s explore it’s layout before

continuing our steps:

Perform Physical Goods Receipt – Screen Layout




G

C

F

B

The Goods Receipt screen header is organized into the following sections:

A. General tab:

B. Document Date: The date of the Umoja transaction (always today’s date) C. Posting Date: The date of the actual physical receipt. This must be updated to

the actual date that the goods arrived (that is actual goods receipt date)

D. Vendor tab: Vendor information

E. Requisitioner Details tab

F. Collective Slip checkbox: Must be checked so goods receipt slip can be printed

G. Item Overview section, in this section each item appears as a separate line item,

if the PO contains multiple items.


A D E

A

B

C

D

E

G

F

Perform Physical Goods Receipt – Screen Layout




Underneath the Item Overview section is the Item Details section. It contains the

following tabs and information which should be reviewed and verified:

A. Material tab: Shows the Material ID and DescriptionB. Quantity tab: Shows the Quantity in Unit of Entry, Quantity Ordered, Quantity

Received previously (if applicable)

C. Where tab: Shows the Movement Type, Stock Type, Plant, Goods Recipient Name,

Unloading Point, Free Text Field, Stock Overview

D. PO Data tab: Shows the PO Information, Incoterms

E. Partner tab: Shows the vendor information

F. Account Assignment tab: Shows the financial information


A B C FD E

A

B

C

D

E

F

Perform Physical Goods Receipt – Continuation




4. Returning to our steps to complete the

Goods Receipt. For each line item that

has been delivered, the Receiving User

must:

A. Click the button in the Line column to

select the item/line

B. Click the Quantity tab. Quantity

Ordered and Quantity Received are

listedC. Enter the actual quantity received in

the Qty in Units of Entry field

D. Press Enter and the amount will

automatically update in the Qty in

SKU field. The Qty in Unit of Entry

from Item Overview section is alsoupdated

E. Check the Item is Ok box when ready

to post


A

C

D

E

B

DA

B

C

D

E







8. Click the Post button.

9. At this point, a pop-up appears

prompting the user to print the

Goods Receipt Slip. This slip contains

the system document information, as

well as the items and quantities

received

Refer to the MB90 Reprint Job Aid to

reprint a goods receipt slip

10. The Material Document (system term

for a Good Receipt document) is

automatically generated. TheMaterial Document number appears

at the bottom of the screen when the

goods are posted. It serves as proof of

the goods receipt in the system.


8

1

9

9

8

1

View Material Document




A material document is generated with each

goods receipt action performed in Umoja

ECC.

Optionally, the user can view the Material

Document can be viewed by returning to the

Goods Receipt screen (T-Code MIGO),

Display in reference to Material Document

and entering the corresponding MaterialDocument number.

The Material Document screen has the same

fields and tabs as the Goods Receipt screen,

in addition to a Doc info tab and an Output

tab.

However, the information cannot be edited.






Step 6: The details of the goods receipt, including PO information, are passed to Galileo

through an automated, one-way data transfer interface. The receiving process continues

in Galileo.

Additional details are explained in a later module.





GoodsReceipt in

Galileo


Physical Goods Receipt: Financial Implications




The financial implications of this Umoja physical goods receipt process are:


• Invoice Processing

• Three-way Match





GoodsReceipt in

Galileo






The Material Document serves what purpose?


A. Copy of Purchase Order

B. Proof of Goods Receipt

C. Inbound Delivery Report

D. Blocked Stock Slip

102





The Material Document serves what purpose?


A. Copy of Purchase Order

B. Proof of Goods Receipt

C. Inbound Delivery Report

D. Blocked Stock Slip

103

Option B is correct. The Material Document serves

as the proof of goods receipt.

Activity 1




Transaction Name: Receipt to Unrestricted Stock

Transaction Code: MIGO



1.11.2300?originalContext=1.11.2681


Module 4 Summary










• The goods receipt to Unrestricted Stock is performed using the T-code MIGO and

movement type 101

105

Agenda




Course Introduction







Course Summary

Course Assessment

Course Survey

Scenario 2 Variation: Blocked Stock Handling

D i th i l h i l i ti th R i i U di th id t t kit




During the visual physical inspection, the Receiving User discovers the rapid test kits are

damaged. Therefore they need to be received to Blocked Stock, while the issue is

resolved with the commodity vendor (offline). The Receiving User needs to attach

pictures of the damaged goods to the receipt to Blocked Stock transaction using theServices for Object button.

The Receiving User performs the T-code MIGO (as shown previously) but uses a

movement type 103 to receive these rapid test kits to Blocked Stock. The invoice

processing is blocked and a Blocked Stock slip is generated.

107

Blocked Stock

Handling

Legend

Exception Process

Run InboundDelivery

Report






Report

Note Blocked stock is an exceptional process and

should only be used in cases of damaged goods.

Blocked Stock Slip

After the receipt to blocked stock is posted a Blocked Stock slip is generated




After the receipt to blocked stock is posted, a Blocked Stock slip is generated.

Blocked Stock Handling




After the Receiving User reports the issue to the Requisitioner, the Buyer would

collaborate with the vendor and Requisitioner to resolve the discrepancy. A decision will

be made to either accept the goods or return the goods to the vendor.

• If the goods can be accepted, the Receiving User uses the t-code MIGO, selects Goods

Receipt in reference to a Purchase Order and uses movement type 105 and the

related PO number to release the goods from Blocked Stock to Unrestricted Stock



Vendor Return Slip

After the return to vendor is posted a Vendor Return slip is generated




After the return to vendor is posted, a Vendor Return slip is generated.

Vendor Return Movement Types

h h f d h d




These are the movement types for returning a goods receipt to the vendor.

Unrestricted

StockVendor

Original Movement

Type : 101

Return Movement

Type : 122 Blocked Stock

Original Movement

Type :

103

Return Movement

Type : 124

Goods Receipt Reversal

If d i i d b l l d (f l




If a goods receipt transaction needs to be completely reversed (for example error or non-

vendor return scenarios), perform the T-code MIGO and select Cancellation in reference

to a Material Document. This completely cancels the receipt with all line items and

quantities.

Note: If the payment has already been processed, the Receiving User needs to notify the

Requisitioner that the reversal action is complete. The Requisitioner then works with

finance and other relevant offices to reverse the payment (offline).

Goods Receipt Reversal

T l l li i h T d MIGO d ifi




To reverse only select line items, use the T-code MIGO and a specific movement type.

1. Enter the T-code MIGO and select Goods Receipt in reference to a Purchase Order.

Enter the related PO number

2. Enter the movement type 102 to reverse a Goods Receipt

3. The Receiving User can specify the line item and quantity to reverse (for example

partial reversal)

21

3

1

2

3

Confirm Reversal Transactions

The user can verify the reversal posting from the Purchase Order screen




The user can verify the reversal posting from the Purchase Order screen.

1. Enter the transaction code ME23N and the corresponding PO number

2. Click the Purchase Order History tab to view all receipt and reversal transactionsfor each line item, as well as the corresponding Material Documents

3. All financial postings from the receipt are reversed

Goods Receipt Movement Types

To summarize this table shows the different types of Goods Receipt movement types:




Movement

Type Description Financial Implication

ZP1 Virtual Receipt

• Full financial posting• Invoice processing

• Three-way match

101 Receipt to Unrestricted Stock



• Three-way match

102 Reverse Receipt(Virtual or Physical)

• Varies depending on receipt movement type

103 Receipt to Blocked Stock• No financial posting

• No invoice processing

105 Release Blocked Stock



• Three-way match


Receipt to Unrestricted Stock• Varies depending on receipt movement type


Receipt to Blocked Stock• Varies depending on receipt movement type

To summarize, this table shows the different types of Goods Receipt movement types:

Notifications during the Goods Receipt Process




Umoja ECC creates email notifications during the

Goods Receipt process:

• Every Goods Receipt posting generates an

email notification to the Receiver,

Requisitioner & Buyer listed in the PO

• Emails are generated for Receipts (including

under-delivery) and Reversals and will

indicated the stock type (for example

blocked stock, unrestricted stock)

• Inbound Coordinators will not receive email

notifications

Notifications

Notifications during the Goods Receipt Process

Below is an example of a goods receipt notification by email:




Below is an example of a goods receipt notification by email:




Which is the movement type used for returning goods from Blocked Stock to the





vendor?


A. 121

B. 122

C. 123

D. 124

120







vendor?


A. 121

B. 122

C. 123

D. 124

121

Option D is correct. If the goods from the Blocked

Stock have to returned to the vendor, the

movement type 124 is used.

Module 5 Summary






• The goods receipt to Blocked Stock is performed using the T-code MIGO and

movement type 103

• Release Blocked Stock is performed using the T-code MIGO and movement type

105

• The goods can be returned to the vendor using the T-code MIGO and the

corresponding movement type

• The goods receipt can be reversed using the T-code MIGO and the corresponding

movement type• Umoja ECC creates several notifications during the Goods Receipt process

• There are several reports available in the Inbound Goods Process job aid

122

Agenda

C I t d ti




Course Introduction






Module 6: Umoja ECC to Galileo Interface Course Summary

Course Assessment

Course Survey

Module 6 Objectives

After completing this module you will be able to:





• Describe information transferred from Umoja ECC to Galileo

• Describe the receiving process which continues in Galileo


Umoja ECC to Galileo Interface

The Umoja ECC to Galileo data transfer occurs as follows:




The Umoja ECC to Galileo data transfer occurs as follows:

• The details of Goods Receipts, including PO information, are passed to Galileo

through an automated, one-way data transfer interface

• This generates an iDOC number, representing the data packet transferred to Galileo

• The data transfer takes place within a few minutes of the Goods Receipt posting in

Umoja ECC

InboundProcessing

UmojaGoodsReceipt

GalileoGoodsReceipt

Note: Goods received from internal transfers, such as inter/intra-mission

transfers and Strategic Deployment Stock transfers, are received and

managed through the current business process in Galileo



View Information Packet in Galileo

After finding the correct document, the user clicks the PO number to view the




After finding the correct document, the user clicks the PO number to view the

detailed data transfer.

When the items are ready to be received in Galileo, click the Receive in R&I button.

The following import screen opens as a new window.

Goods Receipt in Galileo

On the Import from SAP screen:




On the Import from SAP screen:

• Virtual Receipts are interfaced to Galileo with a “Provisional R&I” status. The

Provisional R&I button is automatically selected as Yes

• If the material has already been virtually received in Umoja ECC, the Provisional R&I

Date can predate the current date





Prepopulated & Non-editable fields Editable fields

• Provisional R&I

• Provisionally Received By &

Provisional Received Date (only for

Virtual Receipts)

• Receive Date

• PO Number & PO Date

• Vendor

•

Destination Location (based on thereceiving mission location)

• All other fields, as necessary

• The R&I receiver needs to select the

proper SAU in Galileo based on the

material type and request made

during requisition


Material properties are already flagged in




p p y gg

Umoja ECC.

• On the R&I Vendor Documents screen,

items that need to be serialized are flagged

and categorized as Non-Expendables in the

R&I Non Expendable tab

• All other items are categorized as

Expendables in the R&I Expendable tab


During the cutover time period, if the goods did




g p , g

not originate in Umoja ECC (for example goods

were created in Mercury), the Material

properties are not flagged.

• In this case, all imported data are listed as

Expendables in the R&I Expendables tab

• The user then manually determines

whether the goods are Expendable or Non-

Expendable

The current business process is followed in

Galileo to complete the receiving process.

Reversals in Galileo

When a user conducts a reversal or return to vendor movement type in Umoja ECC,




yp j ,

another data packet is transferred to Galileo. Subsequent actions are taken depending

on the status of the goods in Galileo.

If R&I Process not

started:

• The R&I Receiver

refreshes the

Purchase Order

page and the

updates are

automatically

reflected based on

the second data

packet

If R&I Process in

progress:

• The Receiving User

who performed the

original receipt in

Umoja ECC

receives an email

notification

• The R&I Receiver

deletes the first

R&I in Galileo and

restarts anotherreceipt against the

updated entry

If Material already delivered and signed

electronically:

• The Receiving User who performed the

original receipt in Umoja ECC receives

an email notification

• The Receiving User who performed the

reversal or return to vendor action

informs the Property Control Inventory

Unit (PCIU) and responsible SAU to

take proper action

• PCIU trashes the item in Galileo,

including the appropriate reason for

trashing

• R&I Receiver performs another receipt

against the second R&I

Data Output from Umoja ECC

The following steps are for informational purposes only (optional to the goods receipt




g p p p y ( p g p

process).

The data output from Umoja ECC can be confirmed from the Material Document:

1. In the Item Details section, click the Output tab. Click the Display Output button


1

Data Output from Umoja ECC

2. All outputs from Umoja ECC (for




example data transfer to Galileo and

GR slip printed) are listed. Select the

line item iDOC Galileo. The statusshould show green

3. Click the Processing Log button to

check that an iDOC number has been

created. This is the reference to the

data packet transferred to Galileo


2

3

Module 6 Summary





• Umoja ECC transfers goods receipt details to Galileo

• After the goods have been received in Umoja ECC, the Receiving User needs to

perform the goods receipt in Galileo

135





Agenda

Course Introduction




Course Introduction







Course Summary

Course Assessment

Course Evaluation

Course Assessment

Now that you have completed all the modules in this course, you can test your




knowledge by completing the Course Assessment.

To receive credit for completing this course, you must pass this assessment with aminimum score of 90%.

To complete the assessment you must return to the Learning Management System:

1. Log into Inspira

2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning

3. Search for the name of the course under the My Learning Activities section

4. Click the Start link of the course assessment

5. Click the Submit button once you have completed the assessment

139

Agenda

Course Introduction










Course Summary

Course Assessment

Course Survey





Congratulations ! You have successfully completed theUmoja Inbound Goods Process course.