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Copyright © United Nations

FI321 – Umoja Accounts Payable

Process

1

Umoja Accounts Payable Process – Version 7

Last Modified: 19-June-13





Agenda

2

Course Introduction

Module 1: GL Accounts for Accounts Payable

Module 2: Processing Invoices with a Purchase Order

Module 3: Processing Invoices without a Purchase Order

Module 4: Credit Memos and Evaluated Receipt Settlement

Module 5: Down Payments

Module 6: Accounts Payable Reports

Course Summary

Course Assessment

Course Survey






Please share with us:

• Your Name

• Your Section/Unit

• # Years with the UN

• Interesting Fact About Yourself

Introduction

3Copyright © United Nations







Course Overview

The purpose of the Umoja Accounts Payable Process is to teach end users how to enter

Invoices, Credit Memos, Down Payments and perform all other Accounts Payable (AP)

activities in Umoja.

Prerequisite Review

You should have completed the following prerequisite courses:

• Umoja Overview

• Umoja Master Data & Coding Block Overview

• Accounts Payable Overview

• Umoja ECC Navigation

Course Duration: 6 hours

5





Course Objectives

After completing this course, you will be able to:

• List the different GL accounts relevant for Accounts Payable

• Scan, park and/or post an Invoice

• Process Invoices with or without a Purchase Order

• Process Invoices applying payment retention

• Process Invoice reductions

•

Enter and clear Down Payments• Enter a Credit Memo

6


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Agenda

7

Course Introduction







Course Summary

Course Assessment

Course Survey




Module 1 Objectives

After completing this module, you will be able to perform the following actions:

• Identify the purpose of Reconciliation Accounts for Accounts Payable

• Explain the purpose of Special GL Indicators

• Differentiate between the different Business Partner Groups in Umoja




Key Terminology

9

Key Term Description

Chart of AccountsA catalogue of all General Ledger (GL) accounts available in an

accounting environment.

Subsidiary LedgerA secondary ledger that sits under the General Ledger, to which all

operational transactions are recorded or executed.

Reconciliation

Account

Accounts within the General Ledger that are automatically

modified when posts are made to Subsidiary Ledgers.

Special GL IndicatorIndicates when a transaction should post to a differentreconciliation account than indicated for a particular Business

Partner Group (used for Down Payments for example).



General Ledger

Financial Accounting Module in Umoja

10

In Umoja, the Financial Accounting (FI) module is designed to capture the UN’s business

transactions in a manner that will satisfy external reporting requirements.

A consolidated list of all Umoja GL accounts housed in Umoja is stored in the system’s

Chart of Accounts.

Umoja Chart of Accounts

GL

Accnt 1

GL

Accnt 2

GL

Accnt 3

GL

Accnt 4

GL

Accnt 5

GL

Accnt 6

GL

Accnt 7

GL

Accnt 8

GL

Accnt 9

GL

Accnt

10

GL

Accnt

11

GL

Accnt

12



General Ledger vs. Subsidiary Ledgers

11

Subsidiary

Ledgers

General

Ledgers

The Subsidiary Ledger is a supporting ledger that provides detailed information about

individual accounts, which are not stored at the detailed level in the General Ledger.

Subsidiary ledgers divide financial data into distinct and more manageable categories.

The total of all individual account balances in the subsidiary ledger equals the balance of

the Reconciliation Account in the General Ledger.

Postings to Reconciliation Accounts



AP Subsidiary Ledger

12

Accounts

Receivable (AR)(contains Customer

accounts)

Accounts

Payable (AP)(contains vendor

information)

Fixed

Assets (FA)(contains assets not

recorded in Galileo)

The AP Subsidiary Ledger (or Sub-Ledger) is one of three Subledgers in Umoja.

General

Ledger



Reconciliation Accounts

Umoja uses Reconciliation Accounts to reconcile financial information contained in the

subsidiary ledgers in real-time. The entries in the Reconciliation Account can only come

from a Subsidiary Ledger. For example, fuel purchased from a vendor will be recorded inGeneral Ledger as follows:

AP- Reconciliation Account

2000Expenses

Fuel2000

Vendor Account

2000

General Ledger

In the AP Subsidiary

Ledger, the vendor is

credited with the amount

due

In the General Ledger, the AP

Reconciliation Account has a

corresponding credit entry

to reconcile with the AP

Subsidiary Ledger.

Journal Voucher

Debit Fuel 2000

Credit Vendor 2000

AP Subsidiary Ledger

13



Copyright © United NationsCopyright © United Nations

GL Accounts used for AP

14

Entries in the AP

Sub-Ledger

Entries for

Revaluation of

Monetary Balances

Entries for late

audit adjustment

GL Account Reason

Reconciliation Accounts

Ensures the Sub-Ledger is

always reconciled with the

General Ledger.

Revaluation Accounts

Revaluation entries cannot be

posted to the reconciliation GL

accounts.

Manual Adjustment Accounts

Should be recorded at the GL

level since the Sub-Ledger may

be closed earlier than the GL.




Recording AP Entries in Umoja GL Accounts

For each Business Partner Group, Umoja provides a standard numbering convention for

each type of GL Account:

15

Reconciliation account

Account Type

Manual Adjustment account

Revaluation account

Ending with Digits

10

20

99




Business Partner Groups in Umoja

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Member States Non-member

States

Other

Governmental

Entities

UN Agencies,

Funds and

Programs

Individuals

(Staff Members,

Retirees,

Survivors)

Individual

Consultants and

Contractors

NGO’s Commercial

Vendors




GL Accounts for AP

For standard invoice transactions, the following GL accounts are automatically derived

by Umoja based on the Business Partner Group:

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Business Partner Group Reconciliation GL Account

Member States 33201010

Non-Member States 33201110

Other Governmental Entities 35101210

UN Agencies, Funds and Programs 35101310

Non-Governmental Organizations 35101410

Commercial Vendors 35101510

Individuals (Staff Members, Retirees,

Survivors and so on) 35101610

Individual Contractors and Consultants 35101810




Special GL Indicators

Special GL Indicators (SPGL) are used to identify transactions that should be recorded to

alternate GL accounts. In Umoja, the following SPGL are used for AP:

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Note: In Umoja, SPGL are used in conjunction with the Down Payment functionality, which

is covered later in the course.

Down payments to commercial vendors

Advances to implementing partners

Travel advance

Salary advance

Security deposits

Loans receivable

A

Y

T

S

H

X

Transaction SPGL




Learning Checkpoint 1

The total of all individual accounts in the Subsidiary Ledger equals the balance which

account in the General Ledger.

Select the correct option.

A. Reconciliation Account

B. Revaluation Account

C. Manual Adjustment Account

D. AP Sub-Ledger

19





The total of all individual accounts in the Subsidiary Ledger equals the balance which

account in the General Ledger.


A. Reconciliation Account

B. Revaluation Account

C. Manual Adjustment Account

D. AP Sub-Ledger

20

Option A is the correct answer. Reconciliation

Accounts are used to reconcile financial

information contained in the Subsidiary Ledgers in

real-time.





Down Payments to commercial vendors are recorded using a particular type of

___________.


A. General Ledger Account

B. AP Sub-Ledger Account

C. Special GL Indicator

D. Business Partner

21





Down Payments to commercial vendors are recorded using a particular type of

___________.


A. General Ledger Account

B. AP Sub-Ledger Account

C. Special GL Indicator

D. Business Partner

22

Options C is the correct option. Special GL

Indicators (SPGL) are used to identify transactions,

including Down Payments, that should be recorded

to alternate GL accounts.




Module 1 Summary

The key points covered in this module are listed below:

• Reconciliation Accounts are used to update the General Ledger based on postings

to the AP Subledger• Special GL Indicators are used to make postings to accounts outside of the standard

Reconciliation Account (for example, for Down Payments)

• Business Partner Groups in Umoja each have their own set of Reconciliation

Accounts

23




Agenda

24

Course Introduction







Course Summary

Course Assessment

Course Survey





Module 2 Objectives

After completing this module, you will be able to perform the following actions:

• Enter an Invoice with reference to a Purchase Order (PO)

• Calculate and apply Value Added Tax (VAT) to an Invoice

• Hold an Invoice for later completion

• Simulate Invoice posting

• Save Invoice as Parked (for Review)

• Post Invoice

• Approve or reject a parked Invoice

• Review a Purchase Order

• Reverse an Invoice

25





Three Way Match

The capability provided by Umoja to compare an Invoice to the

corresponding PO and Goods Receipt.

Workflow

A workflow that automatically routes Invoices or other

financial/procurement documents to the appropriate persons

for approval and/or review.

Park Document

A process that forwards a financial document in Umoja for

Invoices through a workflow to the AP Approver for review.

The parked documents do not have any financial impacts.

Post Document

A process that posts a financial document to a particular

subledger. This results in the relevant financial impacts to the

G/L accounts.

Invoice Tolerance

The maximum amount by which an Invoice may differ from the

PO total and each PO line for the LIV to pass ($4000 or 10% ofPO, whichever is lower).

Key Terminology

26





Payment Block

A block that ensures an invoice cannot be paid until the

payment block is removed.

Goods Receipt

A document in Umoja entered to acknowledge receipt of

goods, referencing one or more PO’s. Goods receipt creates a

financial document to record expense and accrued liability in

GR-IR account.

Service Entry Sheet (SES)

A document in Umoja entered to acknowledge receipt of

services, referencing one or more PO's. SES creates a financial

document to expense services and record an accrued liability in

GR-IR account.

Movement Type

A three-character field in the Umoja ECC system used to

process transactions against a PO (for example, Return Delivery

to Supplier).

Key Terminology

27




Roles & Responsibilities

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

Financial Accounting

User (AP)

28

• Creates vendor Invoices and vendor Credit Memos

within the AP subledger. This entails:

o Adding VAT

o Changing payment terms, if needed

o Adding a payment block, if needed

o Reducing the invoice, if needed

o Requesting that PO be modified, if needed

• These documents are subject to workflow approval


Approver (AP)

• Reviews and approves the vendor Invoices and Credit

Memos created by the Financial Accounting User (AP)within the AP subledger

• Reviews and provide comments with rejection when

there is no Three Way Match




Roles & Responsibilities

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


Senior User (G/L,A/R, AP and CO)

29

• Creates and maintains the cost accounting allocation

rules, including the statistical key figures used for

allocations

• Runs the batch that posts the billing documents

coming from the Sales and Distribution (SD) module

•

Inserts a long-text description for incoming paymentsfor voluntary contributions

• Creates and posts GL documents that are not subject

to workflow, such as accruals, reversals and recurring

entries

• Clears GL, AR and AP documents




Invoice Transactions in Umoja

Recall that there are two main transactions within Umoja ECC to enter an Invoice:

• MIR7 is used for standard invoices for goods and services in reference to a PO

• FV60 is used in cases when there is no PO. Invoices processed with FV60 may referto a Funds Commitment

In this Module, we will cover the MIR7 transaction. FV60 will be discussed in detail later

in the course.

30




Invoice Transactions in Umoja

Below are key differences between the two Invoice transactions in Umoja, Invoices with

or without PO:

31

MIR7 FV60

Invoice entered with reference to a PO Invoice entered without reference to a PO

Line items are derived automatically Line items must be entered manually or

through an Excel file

Document will automatically be posted if

within Invoice Tolerance

Document must be approved by AP

Approver to be posted

“Parking” the document will trigger

workflow and send to the AP Approver for

review

“Parking” the document will save for later

completion but will not trigger workflow

“Holding” the document will save for later

completion but will not trigger workflow

No “Hold” functionality




Three Way Match

32

• Umoja ECC’s automated Three Way Match enables the cross-check of Purchase

Order, Goods Receipt and Invoice documents

o If the documents cannot be matched within the Invoice Tolerance, the

system won’t allow the invoice to be forwarded to the appropriateapprovers

o If the documents do match, the AP User will be able to Save as Complete,

which will forward the Invoice to the AP Approver, who can make the

financial posting

Enter Invoice with PO (MIR7)

Invoice

Goods Receipt

Purchase Order

Umoja

ECC

Umoja ECCperforms

Three Way

Match




Three Way Match

33

•

If physical discrepancies (for example, physical damage) are found during goodsreceipt, a “blocked” status can be placed on the goods, resulting in no financial

posting. This blocked status will be placed by the R&I team or SAU team

• If good are subject to inspection, the goods receipt is performed upon delivery.

Since the inspection is performed subsequently and may highlight some items are

missing or don’t meet the specifications, a payment block should be placed on allinvoices for which inspection is relevant. Only after the inspection is complete

should the Invoice be posted. This will require coordination between the

operations and the accounts payable unit

Enter Invoice with PO (MIR7) – Cont’d




Review Purchase Order

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After receiving an Invoice from a vendor, it may be necessary to view details about a PO. To view a

PO, use the Display Purchase Order (ME23N) transaction. You can also review all PO’s for a vendor

using the ME2N transaction.

To enter a PO number, select the Other Purchase Order in the menu or using the icon. A pop-up

window will appear where you can enter the PO number. You may also click the Matchcode icon to

search for a particular PO by vendor, cost center or many other criteria.

h d





35

The Display Purchase Order screen has three main sections:

• Header Data tabs

•

Item Overview• Item Details

Each one of these sections can be expanded or collapsed by clicking the button next to their label.

i h O d





36

In the Item Data section, the Purchase Order History tab displays a full history of receipts, returns

and any other actions that have occurred for each line item. The MvT field displays all the

Movement Types that have occurred.

The relevant Movement Types in Umoja are:

• 101 – Goods Receipt for Purchase Order

• 102 – Cancellation or reversal of Goods Receipt

• 103 – Goods moved into blocked stock

• 105 – Goods moved from blocked stock into unrestricted stock

•122 – Return Delivery to Supplier

• ZP1 – Virtual Goods Receipt (Goods received through a freight forwarder)

The Account Assignment tab contains other useful information, such as Cost Center, GL Account and

Funds Center.

I i P S (MIR7)




Invoice Process Steps (MIR7)

The main steps to process an Invoice with a PO are:

37

Add Header Data Calculate VAT

Add PO Reference

Add Payment Termsand UnplannedDelivery Costs

Simulate and Post

Document

Add H d D




Add Header Data

38

Step 1: Enter the MIR7 Transaction Code. The

Park Incoming Invoice: Company Code 1000

screen appears.

The top half of the screen contains tabs for

data about the Invoice, such as PaymentTerms and Tax Information. The bottom half

of the screen shows which PO's are being

referenced in the Invoice.

Populate the following fields in the Basic Data

tab: • Invoice Date: The Invoice date provided

by the vendor

• Posting Date: The date on which the

Invoice will be posted (usually today’s

date)

Add HeaderData

1

2

1

2

Calculate VATAdd PO

ReferenceAdd Payment

TermsSimulate and

Post

Add H d D t




Add Header Data

39

Populate the following fields in the Basic Data

tab:

• Amount: The total amount on the Invoice

including VAT and all charges.

• Currency: Currency of the Invoice

• Reference: The vendor Invoice number• Text: A free text field used to convey any

particular information about the document

(in case of review)5

3

6

3

5

6

4

4

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

C l l t VAT




Calculate VAT

40

Step 2: To add tax information, click the icon

next to the Tax Amount field. This will let you

change the Reporting Country.

If you do not know the Country Code for your

Country, click the icon to see a full list.

After selecting the reporting country, a list of Tax

Codes will be available to select from the drop-

down menu.

Choose the appropriate Tax Code. After the PO

information is loaded, the Tax Amount will beautomatically calculated.

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

C l l t VAT




Calculate VAT

41

The selected Tax Code will allow Umoja to

calculate the tax amount and determine in

which GL Account to record the VAT.

The three Tax Code options available (for

applicable countries) are:

1. L1 (Input VAT 10% Reimbursable) –

Records VAT on Balance Sheet

2. L2 (Input VAT 10% Non reimbursable) –

VAT recorded on the same expense line

as the underlying amount

3. V0 (Zero Tax)

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

Add PO R f




Add PO Reference

42

Step 3: To create the link between the Invoice

and PO, enter the PO number referenced in the

Invoice in the field next to the Purchase

Order/Scheduling Agreement

drop-down menu.

When you hit Enter, the vendor information

appears on the top right side of the screen. In

addition, the line items from the PO will

populate in the table below.

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

Add PO Reference




Add PO Reference

43

Items that have been received are highlighted

in yellow. If you scroll to the right, you will see

the number of items received under the

Received field.

If you would like to add an additional PO to theInvoice:

• Click the yellow arrow button next to the

PO number field

• A pop-up window will appear where you

can enter more PO numbers

•

Click the Execute icon to return to theMIR7 screen

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

Add PO Reference




Add PO Reference

44

In addition to adding the Tax Code at the Header level, it must also be entered for each line item. To do

this, in the PO Reference section, scroll over to the right until you see the Tax Code field.

Enter the Tax Code for each line item.

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

Add Payment Terms




Add Payment Terms

45

Step 4: Next, the payment terms may be

modified.

Payment terms are defaulted from the Vendor’s

Business Partner information and can be

overwritten from the They can also be

overwritten by editing the information in thePayment tab in MIR7.

The following fields may be edited:

• Payment Terms: A key that defines what set

of payment terms will be used, including

discount percentages and payment periods.Example: 0002 = To be paid within 14 days

at 2% cash discount or within 30 days due

net

1

1

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

Add Payment Terms




Add Payment Terms

46

• Baseline Date: Date used to track the

different payment terms. If the Invoice is

received significantly later than the Invoice

date listed, you may wish to baseline the

payment terms to a different date

• Payment Method: Specifies the way

payment will be made to the vendor. The

Vendor Business Partner must be set up to

accept this type of payment in order for the

payment to be made.

• If overwriting a default Payment

Method, use the BP Transaction to

ensure that Payment Method is set up

for that Business Partner

2

3

2

3

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post



Add Payment Terms




Add Payment Terms

48

• Payment Block: Denotes why a payment block

is placed on the Invoice. Payment blocks must

be manually removed for an Invoice to be paid

• Partner Bank: A vendor may have multiple

banks accounts in separate currencies. Thepartner bank field should be selected to tell

the system which payee bank payment should

be sent. Also, this must match the Payment

Method selected

4

5

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

4

5

Process Payment Retention





49

For purchases that are subject to payment

retention, the standard MIR7 transaction is used

• Add the PO Reference. When the PO

reference is added, a message will appear:

Item is relevant to retention, see message

log

• To add the due date for payment to be

made, find the relevant line item(s) in the

PO Reference section

• Scroll far to the right until you find the DueDate field. Enter the desired payment

retention due date

• Simulate the document and check the

retention amount is credited to the Vendor

account

• Click Save as complete

1

2

3

4

5

2

1

4 5






50

After the Invoice has been posted, there will be two corresponding accounting documents created: one

for the Invoice and one for the Retention.

To view these documents, first open the Invoice using the Display Document (T-Code FB03)Transaction.

Click the Follow-On Documents… button to open a list of all relevant financial documents for the

invoice, including the Invoice and Payment Retention documents. Double-click any of these documents

to display them.






51

Below, you can see an example Invoice processed with retention.

In this example, the full amount is credited to the Vendor account, while only a portion of the payment

is debited according to the agreed retention rules.

Apply Vendor Cash Discount




Apply Vendor Cash Discount

52

• Payment terms drive whether there will be a discount taken if the invoice is paid within the

discount period

• Payment terms are maintained on the Business Partner master record and the invoice will

automatically inherit payment terms maintained on the BP• If payment terms are entered on the PO, they will override payment terms from the Business

Partner master record and the invoice will automatically inherit payments terms from the PO.

Payment terms inherited from the BP master record or the PO can be overwritten by the AP User

at the time the invoice is created

Payment terms appear on the Payment tab of the MIR7 screen.

The system adds payment terms to the Baseline Date (also on the Payment tab of the MIR7 screen) to

calculate the Due Date.

Unplanned Delivery Costs




Unplanned Delivery Costs

53

If there are unplanned costs associated with a

purchase, they may be entered in the same MIR7

transaction.

Unplanned costs could be delivery, shipping,

handling, packaging or any other incidental costthat don’t appear on the PO and are added by the

vendor to the invoice (subject to 10% of PO or

USD 4,000 whichever is less).

Procurement must approve these charges and

Certifying Officer must certify this invoice.

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post

Add Unplanned Charges





54

To enter Unplanned Charges:

1. Enter full invoice amount (including the

unplanned charges). When the PO is

entered, the document is unbalanced dueto unplanned charges

2. In the Details tab, enter the unplanned

charges in the Unpl. Del. Csts field. The

document will become balanced as

signified by the green light

3. Click Simulate to simulate the documentpostings

4. Click Save as Complete to submit for

approval






55

Below is an example of a simulated Invoice with unplanned charges. The unplanned charges are

debited to the expense account in proportion to the original charges and vendor is paid full amount.

Enter Invoice Reduction





56

Invoice Reductions are entered with the original Invoice in MIR7, only after you have received approval

to enter an Invoice Reduction.

In addition Invoice Reductions can only be entered if they fall within Invoice Tolerance (4000 USD or

10% of PO, whichever is lower) To do this:

• Enter the Amount as it appears on the Invoice along with all other required fields (such as

Payment Terms)

• Add the PO Number as the PO Reference

• As you can see below, the Invoice Amount is $5 more than the amount of the PO and Goods

Received. The results in a positive balance. The red light indicates that the Invoice cannot be

Saved as Parked






57

• In the drop-down menu next to Layout, select Invoice reduction. This will restrict the number of

columns to just those that are relevant for Invoice Reductions

• Scroll to the right until you find the Correctn ID field. For the line item that should be reduced,

select the Vendor error: reduce invoice option






58

• Next, under the Invoice Amount Acc. To Vendor field, enter the amount that the Vendor

invoiced for this line item

• You will see a pop-up window that shows how much the Invoice was reduced. The balance of

the invoice will also be corrected. The Invoice can now be Simulated






59

In the Simulate pop-up window, you can preview how the documents will be posted.

In this example, the Invoice was reduced by $10 USD. Only $480 USD of the $490 USD Invoice sent by

the vendor is being posted to the AP Subledger.

If you are satisfied with the results, click the “X” icon to close the pop-up window, then click Save asComplete to submit for approval.

Key Actions for MIR7 (Simulate)




Key Actions for MIR7 (Simulate)

The MIR7 transactions provides several actions that can be taken on an Invoice. It is

important to understand the function for each of the following functions in order to

properly process an Invoice with a PO.

Before parking a document, the creator should always simulate the document to reviewfor accuracy and completeness.

Clicking the Simulate button will display a simulated financial posting in USD to the Vendor

and GL accounts.

60

Simulate

Document

Save as

CompletedSave as Parked Hold

Key Actions for MIR7 (Save as Complete)




Key Actions for MIR7 (Save as Complete)

The Save as Completed button is used to post the Invoice if it is within the Invoice

Tolerance.

In detail, clicking the Save as Completed button will cause the Umoja system to:

• Perform edit checks to ensure period is open and coding block is valid

• Verify budget availability (AVC) to ensure budget is sufficient to absorb VAT (when not

reimbursable) or differences due to changes in exchange rates. Budget consumption isupdated

• Attempt Three Way Match

• If all checks are successful, document is routed through workflow

61

Simulate

Document

Save as

Completed

Save as Parked Hold

Key Actions for MIR7 (Save as Parked)




Key Actions for MIR7 (Save as Parked)

If the Invoice fails any of the checks, it cannot be Saved as Complete and needs to be

either put on Hold or Saved as Parked.

Clicking the Save as Parked button will send the Invoice to the AP Approver for reviewthrough Workflow. There will be no edit check, budget check or an attempt at Three Way

Match at this time.

62

Simulate

Document

Save as

Completed

Save as Parked Hold

Key Actions for MIR7 (Hold)




y ( )

Finally, you may click the Hold button to save the Invoice to complete at a later time.

Clicking the Hold will not trigger any automated checks. It will not trigger workflow and

will be viewable only to the original creator of the document.

63

Simulate

Document

Save as

Completed

Save as Parked Hold

Simulate & Post Document



Copyright © United NationsCopyright © United Nations 64

Step 5: If there is a red light symbol next to the Messages button, click the button to see a list of any

errors or warnings on the document.

When you feel the document is ready to post, click the Simulate button at the top of the screen. A pop-

up screen will appear showing the results of the simulated postings from a document perspective.

In this example, the vendor account is being credited while the GR/IR account is being debited. Here

you will also see any postings related to VAT, Invoice Reduction or unplanned delivery costs.

Add HeaderData

Calculate VATAdd PO


TermsSimulate and

Post



Look Up Document Approver




p pp

66

If the document wasn’t posted and was sent

through workflow for approval instead, you can

look up the workflow approvers.

Using FBV3, enter the invoice document

number and fiscal year. The system will bring

up the document. Click the Services for Object

icon and select Workflow / Workflow

Overview. Scroll down to the account payable

line and double click the information cell.

A list of approvers will be displayed and you

will see whether these are intermediate

approvers or approving agents.

In this example there is only one approver.

Reverse Invoice




If an invoice was posted erroneously, it can be reversed

using the Cancel Invoice Document (MR8M) transaction.

However, only the Financial Accounting Senior User has

the access to execute this transaction. It should be

executed after thorough review of the invoice and

circumstances requiring reversal.

To reverse an Invoice, the following fields are required:

• Invoice Document No.

• Fiscal Year

• Reversal Reason: The Reason Code that describes why

the Reversal is required. In this field you can enter if

the Reversal is required in the current or previous

period

• Posting Date

Change Posted Invoice




g

68

Using the Change Posted Document transaction

(FB02), Umoja allows for the following fields to be

changed after a document is posted through workflow

approval:• Payment method

• Payment block

• Assignment

• Long Text

To access the document, enter the document number

and the fiscal year and click enter. If you don’t know

the document number, click the Document List button

and enter parameters such as document type, posting

date, my own documents and so on.

Change Posted Invoice




g

69

To change the Payment Method, Payment Block or Assignment:

• Once the document appears, double click the vendor line (the first line in the document) and

another screen will pop up

• Fields that can be changed will be in white. Fields in grey cannot be changed. Once the change is

made, click the Save icon and ensure you receive the system message “Changes have been saved”

• The Assignment field is used for the automatic clearing of Invoices. It is populated with the

Document Number, the Line Item and the Fiscal Year. This field should not be modified

Change Posted Invoice (Payment Long Text)




The Payment Long Text allows us to insert comments and explanations on the document in addition to

the Document Header Text and the Text on each document line. For example, it can be used to give a

full description for why an Invoice has been reversed. The Long Text is optional.

To modify the Long Text, click the Extras menu and click Text. In the pop-up window that appears,

enter the explanation next to the Correspondence field. Return to the document and click the Save

icon to make your changes.

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 to

help 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 transactionbeing 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


Activity 1




Transaction Name: Process Invoice with PO

Transaction Code: MIR7

Link to the uPerform simulation:

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

1.11.2148?originalContext=1.11.2363



http://unsapuperform.umoja.un.org/gm/folder-1.11.2148?originalContext=1.11.2363









Which of the following processes is used to compare the Invoice to the PO and the

goods receipt?


A. Three Way Matching

B. Down Payments process

C. Outgoing Payments process

D. All of the above

73





Which of the following processes is used to compare the Invoice to the PO and the

goods receipt?


A. Three Way Matching

B. Down Payments process

C. Outgoing Payments process

D. All of the above

74

Option A is the correct answer. The automated

Logistics Invoice Verification (LIV) process is used

to compare the Invoice to the PO and the goodsreceipt.





Which of the following buttons lets the User (AP) preview financial postings before

clicking Save as Complete?


A. Add PO

B. Preview Posting

C. Check

D. Simulate

75





Which of the following buttons lets the User (AP) preview financial postings before

clicking Save as Complete?


A. Add PO

B. Preview Posting

C. Check

D. Simulate

76

Options D is the correct option. All Invoice

postings should be simulated before being Saved

as Complete.

Module 2 Summary





• There are two methods (transactions) for processing an Invoice: entering an

Invoice with a PO and entering an Invoice without a PO. This module coveredInvoice with PO

• Sales tax and Retention is applied in the invoice process

• Documents should be simulated before Saving as Complete to trigger workflow

• Three Way Matching is used to compare the Invoice to the PO and the goods

receipt• You can change certain fields on the document after an Invoice is posted

• You can look up the Approver (AP) names from the Invoice document

77

Agenda




Course Introduction







Course Summary

Course Assessment

Course Survey


Module 3 Objectives




After completing this module, you will be able to:

• Process Invoices without PO

•

Reversal of Invoice without a PO

79

Invoices without PO's




Umoja introduces the concept of creating invoices with reference to a Funds

Commitment instead of a PO. This applies in the following scenarios:

80

1. Grants process for implementing partners

2. Official Travel

3. Entitlement Travel

4. Miscellaneous Obligating Documents

5. Fellowship Study Tour

6. Education Grant7. Self-Insurance (unless treated as special PO)

8. Appendix D Claims – All Fund Types

9. PK Local TCC/PCC payments

Process Invoice Without PO




To create a non-PO Invoice:

• Use the FV60 transaction code to access

the Park Vendor Invoice screen. Entering

an Invoice using this screen is identical toentering one using MIR7 except for the

fact that every line item must be entered

instead of automatically derived

• Enter the details in the Basic Data and

Payment tabs as you would with an

Invoice using MIR7

1

2

l

2





• For each line item, enter information for each of the following fields:

• G/L acct – The account that will be to post

• D/C – Whether the posting is a Debit or Credit

• Amount

• Fund

• Business Area

• Cost Center

• Functional Area

•Grant (if applicable)

• Earmarked Fund

• G/L Line Text

• VAT





• For Invoices that reference a Funds Commitment (obligation), the document number of the

Funds Commitment should be entered in the Earmarked funds field. In addition, the line item

within that Funds Commitment must also be entered in the Earmarked funds: Document Item

field





When all fields are complete

• Click the Simulate button to view the simulated postings if the Invoice would be approved. If

you would like to save the document for later completion, click the Document menu, then

select Park• Click the Save as completed button to forward the Invoice for approval and posting

Since Invoices without PO’s cannot undergo Three Way Matching, all documents created using FV60

must be reviewed and approved/rejected by the Approver (AP).

1

2

l 2

Key Actions for FV60




It is important to note the differences in actions that can be taken in the FV60 transaction

as opposed to the MIR7 transaction. These actions include:

The Simulate Document function is identical to MIR7. Before attempting to post theInvoice, the Simulate button should be clicked to ensure the correct accounts are being

posted to.

85

Simulate

DocumentPark

Save as

Completed





Parking a document using FV60 saves the Invoice for later completion. However, it does

not forward the document using workflow to the AP Approver.

In effect it is identical to the Hold button in MIR7.

86

Simulate

Document

ParkSave as

Completed





Save as Complete should be used once the AP User would like to post the Invoice. This

will trigger workflow and will forward the document to the AP Approver for review.

Because FV60 does not use Three Way Matching (as there is no PO), all Invoices entered

using FV60 must be approved before they can be posted.

Once the AP Approver approves the Invoice, it will be posted to the relevant accounts.

87

Simulate

Document

ParkSave as

Completed

Workflow Approval & Rejection




In Umoja, documents that require review or approval(s) are automatically routed to the correct

approvers based on the Delegation of Authority tables. This is handled in the Umoja system using the

Business Workplace.

The Business Workplace (t-Code SBWP) screen is organized in a similar way to an Email application. It

has sections for the Inbox, Outbox and private/shared folders. All approvals and reviews will be routed

through the Inbox in the Workflow section. You can view your items organized by content or tasks.

88







Below the decision options, you can view summary information about the document on the left-hand

side.

On the right-hand side of the screen, under Objects and attachments, you can review whether theSAP parked document was entered correctly:

• Double-click the link next to Office Document to view the scanned copy of the document

• Double-click the link next to Display Parked Doc. to view the document as entered in Umoja





If the Approve option is selected, a system message will appear at the bottom of the screen indicating

that the document has been posted.

If the Refuse option is selected, the document will no longer be visible in the list and will be sent backto the original AP User who entered it into Umoja.

In your Outbox, you can review items that you have previously reviewed along with their final

decisions.

Reverse Non-PO Invoice




Reversing Non-PO Invoices can be done using

the Reverse Document (FB08) transaction.

Similar to the MR8M transaction, this

transaction is used to reverse certain financialpostings that were made in error. Within

Financial Accounting, only the Financial

Accounting Senior User has access to this

transaction. The transaction should be

reviewed carefully before reversing the

document.

To reverse a financial posting enter appropriate

information for the following fields in the

Document Details section:

• Document Number: The Financial Posting

Document number

• Company Code: 1000

• Fiscal Year

Reverse Non-PO Invoice




• Reversal Reason: The Reason Code that

describes why the Reversal is required. In this

field you can enter if the Reversal is required in

the current or previous period• Posting Date – A specific date may be required

to be entered

When you click the Save button, the posting will be

reversed. This transaction does not use Workflow

and thus does not have to be parked or approved.You should also click Display before reversal to

verify the correct document is being reversed.

After the reversal is saved, a reversal document

number will be created for reference.

Activity 1




Transaction Name: Post Invoice without PO

Transaction Code: FV60





Module 3 Summary











• As part of AP process, there may be Invoices without PO's and may related to

Funds Commitments

• This method will be used to pay daily allowance to the troops, settling Travel claims

and other payments related to Funds Commitments

• Once an Invoice is parked, it follows the workflow and is automatically sent to the

appropriate AP Approver’s inbox

• Invoices can be reversed and this should be done after careful review of the

original transaction and need to revers the original document. The reversal

reasons should be documented

95

Agenda




Course Introduction







Course Summary

Course Assessment

Course Survey


Module 4 Objectives




After completing this module, you will be able to:

• Enter a Credit Memo referencing a PO

•

Enter an Evaluated Receipt Settlement for payment of services to Consultantsand Individual Contractors

97

Exceptions to Three Way Match




As we have seen in Module 1, there are several options to take when an Invoice amount is greater than

the amount of Goods Received. In this Module we will examine:

98

Invoice Reduction

Credit Memo

Unplanned Charges

If you would like to pay the amount on the Invoice (that is, pay

more than the amount on the PO/Goods Receipt), then the lineitems on the MIR7 transaction can be manually edited to reflect

this.

If the User (AP) has received approval , they may enter an

Invoice Reduction, which will lower the amount that is paid to

the Vendor. This should not be used if a Credit Note is sent to

the UN by a Vendor.

In other cases, you may wish to process the Invoice and then

issue a Credit Memo. In this case, the Invoice can be posted (if it

is within the Invoice Tolerance). A subsequent Credit Memo can

then be posted referencing the original PO.

Note: The amount an Invoice can differ from the PO or Goods Receipt is

limited by the Invoice Tolerance ($4000 USD or 10% of PO, whichever

is lower).

Enter Credit Memo




Access the MIR7 Transaction

• In the Transaction drop-down menu

select Credit Memo instead of Invoice

• Add the PO Reference

• Enter all data in the Basic Data tab

• Enter all data in the Payment tab The

payment term should be Z001 for

recovery against next payment

• At the line item level, modify the

Quantity and Amounts as needed to justify the Credit Memo

• Click Simulate and Park to send the

Credit Memo to the Inbox of the AP

Approver. They must review and

approve the Credit Memo in order for it

to be posted

1

2

3

4

1

2

3 4

5

5

6

6

Enter Credit Memo




Click the Payment tab and enter Baseline Date

and other Payment Terms.

The Baseline Date and Payment terms should bethe same as for the original Invoice.

This is necessary to ensure that the credit memo

is netted correctly against the invoice at the

time of payment.

Click Simulate, then Save as Completed to send

the Credit Memo for approval.

Subsequent Credit




In addition to a Credit Memo, a Subsequent Credit can also be processed using the MIR7 transaction.

Subsequent Credits are used for additional credits that are received for a transaction that has already

been invoiced. These are processed similarly to Credit Memo’s, as every Subsequent Credit is recordedin the PO history (viewed through ME23N).

Note that Subsequent Credits affect value only. If value and quantity must be edited (that is, for

returned goods), then a Credit Memo must be used.

Enter Credit Memo Without PO




Just as the FV60 transaction is used to enter Invoices without reference to a PO, the Park Vendor

Credit Memo (T-Code: FV65) is used to enter Credit Memos without reference to a PO.

Enter Credit Memo Without PO




• As with FV60, enter all accounting fields required for posting, including G/L Account, Amount,

Fund, and Cost Center. Also include any Earmarked Funds that are associated with the Credit

Memo

• When all fields are complete, click the Simulate button to view the simulated postings. If you

would like to save the document for later completion, click the Document menu, then select

Park

• Click the Save as completed button to forward the Credit Memo for approval and posting

Evaluated Receipt Settlement




For the payment of Consultants and Independent Contractors, the Evaluated Receipt Settlement (ERS)

process is used in Umoja. The ERS process is used in situations where it is agreed that the vendor will

not submit an invoice in respect of a PO transaction.

To perform this process in Umoja, first make sure the Service Entry Sheet has been entered for the

service. Then, open the ERS Transaction (T-Code MRRL). Enter the following fields:

• Company Code – 1000

• Plant – Enter/search for the code

for your mission/location

• Purchasing Document – Enter the

PO for the Consultant/Contractor

Service

• Doc. Selection – Change this value

to “4”

• Test Run – Make sure this is

checked to perform a Test Run ofthe posting

Click the Execute icon





The next screen shows the simulated reference documents for the ERS as well as the relevant PO’s.

If you are satisfied with the results, click the Back icon to go back to the previous screen. Un-check

the box next to Test Run and execute the transaction again.

This will create the reference invoices and schedule the payment to the vendor.





Using the ME23N transaction, we can view the PO and related documents for the

Consultant/Contractor service.

Click the Purchase Order History tab to view the Invoices that were automatically generated using the

ERS process. Click each document number to examine that document more closely.

Activity 1




Transaction Name: Apply Credit Memo

Transaction Code: MIR7















What options does a User(AP) have if goods have been returned after the Invoice has

already been posted?


A. Enter an Invoice Reduction

B. Enter Unplanned Charges

C. Enter a Credit Memo

D. Enter a Goods Receipt

108





What options does a User(AP) have if goods have been returned after the Invoice has

already been posted?


A. Enter an Invoice Reduction

B. Enter Unplanned Charges

C. Enter a Credit Memo

D. Enter a Goods Receipt

109

Options C is the correct answer. In this case, the

AP User can enter a Credit Memo which, when

approved, will reference the original Invoice andPO and the amount that has been returned.

Module 4 Summary





• If an Invoice amount is greater than the expected PO or Goods Receipt, there are

several options to reduce the payment that depend on scenarios of when the good

was actually returned

• The AP Approver must review and approve the Credit Memo in order for it to be

posted

• The ERS process is used for payment of Consultants and Individual Contractors

110

Agenda




Course Introduction







Course Summary

Course Assessment

Course Survey




Key Terminology





Noted Item

Documents that are a one-sided memo entry. Once payment is

executed the noted item will be updated to create a normal

two-sided financial document. Noted items don’t appear in

financial reports (for example, trial balance).

113

Down Payments Process Overview




In Umoja, all advance payments to vendors, non-commercial partners or other entities

are processed using the Down Payments functionality and transaction code F-47whether or not there is a PO.

For Down Payments made against a standard PO, a Down Payment Request is made in

Umoja ECC. Clearing occurs automatically after goods are received and the Invoice is

posted.

The payment information is then forwarded to Treasury to pay the appropriate amount.

Down Payments Overview





In Umoja, the following items are processed using the Down Payment functionality:

Special GL Indicator (SPGL)• Down Payments to commercial vendors A

• Advances to implementing partners Y

• Travel advance T

• Salary advance S

• Security Deposits H• Loan Receivables X

All other options for the Special GL Indicator field should not be used, as they are not

applicable for Umoja.

Overview


O i




Down Payments require PO or Funds Commitment as follows:

PO or Funds Commitment• Down Payments to commercial vendors PO or FC

• Advances to implementing partners PO

• Travel advance FC

• Salary advance n/a

• Security Deposits n/a• Loans receivable n/a

Overview


O i




Down Payments are different than normal documents, as they areNoted Items until

they are paid. This is because Umoja doesn’t record both a receivable and a payable onthe same document. For example, the following posting is not possible:

Dr Advance – Vendor

Cr Accounts Payable - Vendor

Instead SAP records a Noted Item until the payment is made. At the time of payment,the system records a financial document as follows:

Dr GL account driven from SPGL (for example, Security Deposit)

Cr Accounts Payable - Vendor

Overview

Down Payments Process Steps

The main steps to process Down Payments are as follows:




The main steps to process Down Payments are as follows:

118

Enter DownPayment Request

Approve DownPayment Request

Clear DownPayments

Enter Down Payment Request




Step 1: The Procurement division initiates all

commercial Down Payments by sending a

request outside of Umoja.

The AP User then enters this request using the

transaction Down Payment Request (F-47).

Populate the following fields on this screen:

• Document Date: Today’s date

• Type: Keep default value (KA – Down

Payment)

• Posting Date

• Currency

• Reference: PO Reference Document

• Doc. Header Text: Free text field used for

brief description of the Down Payment

1

3

56

1

2

3

4

5

6

42

Enter Down PaymentRequest

Approve Down PaymentRequest

Clear Down Paymentsagainst Invoice





Under the Vendor section:

• First enter or search for the vendor

account. Clicking the Matchcode icon

next to the Account field will allow you

to search for a vendor account by

Country, Material or other

specifications• For the Trg.sp.G/L ind. field, select the

type of Special GL Indicator to use. In

this case, a debit will be posted to the

Vendor Down Payment account

• When all required fields have been

entered, click the green enter buttonto proceed to the next screen

7

8

7

8

9

9




Enter Down Payment Request – Screen 2




Under the Item 1 section, enter the

following fields:

• Amount and Currency

• Tax Code, is mandatory, and check

Calculate tax box

• Business Area

• Due On date (used by Treasury to

schedule the payment)

• Payment Method

• Purch.Doc (if using a PO to obligate

funds, enter PO number and PO line in

following box. Use the Matchcode

icon to look up a PO)

1

2

3

4

5

6

1

2

3

4

5

6




Enter Down Payment Request – Screen 2




The following fields must be entered only

if no reference to a PO or Funds

Commitment is entered:

• Enter Fund

• Enter Grant or “GMNR” (Grant

Management Not Relevant) if there is

no grant

• Enter Functional Area

• If using a Funds Commitment to

obligate the funds instead of a PO,

enter the Funds Commitment number

and line in the Earmarked Fund boxes.

This will populate all relevant fields• Enter Funds Center

• Enter Text if you want to provide a

longer explanation than what is in the

Header Text box on Screen 1




7

8

9

7 8

9

10

10

11

1112

12





Click the Save button to submit the Down Payment Request for approval.

After the request has been submitted, it will be routed to the appropriate AP Approver through a

workflow, appearing in their Business Workplace Inbox.




Approve Down Payment Request




Step 2: Down payment requests are approved using

the workflow and the Business Workplace (T-Code:

SBWP) screen. They are sent to AP Approvers based

on their place within Delegations of Authority tables.

From a G/L perspective, the Down Payment will

appear in the vendor account as a “Noted Item” (not acredit or debit) before the payment is made. After the

payment is processed, it will be converted to a

receivable for the vendor.




Clear Down Payments against Invoice




Step 3: Incoming Invoices that have had Down Payments

applied are entered into Umoja as standard Invoices using

the MIR7 transaction.

When a PO is added to the Invoice, a pop-up will appear

stating that a Down Payment has been recorded against

the PO.

Click the button labeled Down Payment Clearing to open

a the Clearing pop-up window.




Clear Down Payments against Invoice




In this window, under the Amount entered field, enter how much of the Down Payment to apply to this

Invoice.

After clicking the Enter icon, you will note that the balance reflects the applied Down Payment. The

Invoice can now be processed as normal.




Clear Down Payments without PO

Down Payments that are not linked to a PO or Funds Commitment (such as Security




Down Payments that are not linked to a PO or Funds Commitment (such as Security

Deposits), are cleared using the Clear Vendor (T-Code: F-44) Transaction.

On this screen enter the Account, Clearing Date, Period and Currency. Then enter the

Special G/L Indicator referencing the type of Down Payment that was made (for example, H

for Security Deposits).

Activity 1

Transaction Name: Enter Down Payment




Transaction Name: Enter Down Payment

Transaction Code: F-47





Activity 2

Transaction Name: Post Vendor Down Payments










Transaction Name: Post Vendor Down Payments

Transaction Code: F-48






Which of the following fields indicates the type of Down Payment?










g yp y


A. Reference

B. Account

C. Doc.Header Text

D. Trg.sp.G/L ind.

130


Which of the following fields indicates the type of Down Payment?




g yp y


A. Reference

B. Account

C. Doc.Header Text

D. Trg.sp.G/L ind.

131

Option D is the correct answer. The Trg.sp.G/L ind.

field indicates the type of Down Payment.

Module 5 Summary





y p

• The AP User enters the Down Payments using the transaction code F-47

• The Trg.sp.G/L ind. field in the Down Payment Request: Header Data screen

indicates the type of Down Payment

• The AP Approver makes the approval in the Business Workplace and the Down

Payment request is converted into a Down Payment

• All payments are processed by Treasury over the next Payment Run

• The payments can be cleared against Invoice, without Invoice or against cash

received

132



Reports

There are several reports available in Umoja ECC which are relevant for AP.




p j

These include:

134

Used to view the Business Partner Master Data record,

including the customer and vendor records.

Display Vendor – BP

To retrieve information, first select the role that you want

to query such as vendor, customer, sponsor and so on.

Next, select whether you want to see information that is

maintained in General data or at the Company Code level,

Sales Org level or Purchasing Org level.

Reports

The reports that are relevant for the Invoicing process are:




Display Vendor – BP

General data includes name, address and language

Company code data includes the GL reconciliation account

number and payment method(s). Vendor contact

information such as name of vendor account payable

processor can be maintained.

Purchasing org data includes payment terms and default

currency on orders. Vendor contact information such as

vendor sales representative can be maintained.

Reports

The reports that are relevant for the AP process are:




Standard AP sub-ledger report that shows all transactions

posted on specific vendors at the company code level.

User can select to include:

• AP documents with a Special GL Indicator

• AP documents with various status:

• parked items• posted items open, cleared or both

• noted items (down payments requests not yet

processed)

• overdue for payment

• blocked payment

Note: This report doesn’t show documents by Fund. Only

noted items appear by Fund

FBL1N – Vendor Line Item Report

Reports





Custom AP sub-ledger report that shows all transactions

posted on specific vendors at the company code level.

User can select to include:

• AP documents with a Special GL Indicator

• Posted AP documents:

• Open items, cleared items or both• Overdue for payment

• Blocked payment

Note: This report does not show parked documents or

noted items. Noted items can be seen on FBL1N report by

Fund. On 1 October 2013 a custom report will be available

to see parked items by Fund.

ZAPFBL1N – Vendor Line Item Report by Fund and Grant

Reports





You can also click the Document List icon and enter certain parameters such as the user

name, posting date, document type, document number range and so on to retrieve a list

of document numbers. If you need more parameters use the dynamic selection icon to

add parameters.

The corresponding FM, CO and GM documents can be accessed from the DocumentEnvironment menu and clicking the Accounting Document option.

Display Parked Document – FBV3

When we have a specific financial accounting

document that we want to see, we can enter the

document number and fiscal year and the system

will display the whole document.

Reports





If you would like to view a specific Financial Accounting

Document, you can enter the document number and fiscal year

and the system will display the whole document.

If you do not remember the document number, click the

Document List icon and enter certain parameters such as theuser name, posting date, document type, document number

range and so on to retrieve a list of document numbers. You can

also click the My own document button to restrict the list.

Noted items can be included by ticking the Display noted item

box

Display Posted Document – FB03



Reports





Alternatively, if you want to see changes to all posted

documents for a given period, you should not enter a

Document Number. Instead, click the Environment

menu and then Multiple Display.

Display Changes – FB04

Reports





Enter the Company Code, Document Type and

Period for which you want to see the change

and click the Execute icon.

In this example, the user elected to see

document type RE (Invoice with PO), KR

(Invoice without PO) and KG (Credit Memo

without PO) documents changed between 1

May and 7 May 2013.

Reports





The report shows the date, time and user ID of

individuals who performed changes.

Agenda




Course Introduction







Course Summary

Course AssessmentCourse Survey


Course Summary

The key points covered in this course are listed below:




• The automated LIV process is used to compare the Invoice to the PO and the goods

receipt

• The Invoice is simulated and posted in the Invoice process after which it goesthrough the workflow approval or rejection

• The AP Approver makes the approval in the Business Workplace and the Down

Payment request is converted into a Down Payment

• If an Invoice amount is greater than the expected PO or Goods Receipt, there are

several options to reduce the payment that depend on scenarios of when the goodwas actually returned

• Discounts that are applied to purchases are logged in POs

• As part of AP process, there may be Invoices without PO's. The AP user may also

need to process local troop payments or manage petty cash

• Invoices without POs typically occur if a payment is being made

to another UN entity or if the payment is for goods/services

totaling less than $300 (Petty Cash)

Agenda




Course Introduction







Course Summary



Course Assessment

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

k l d b l ti th C A t




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 theMy Learning Activities section

4. Click the Start link of the course assessment

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

147

Agenda




Course Introduction







Course Summary



Course Survey

Your feedback is important to the continuous improvement of our training program.




Please complete the evaluation for this course using the following steps:

1. Log into Inspira

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

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

4. Click the Start link of the course survey

5. Click the Submit button once you have completed the course survey



Congratulations! You have successfully completed theUmoja Accounts Payable Process course.