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FI310 – Umoja Budget

Implementation

Umoja Budget Implementation – Version 40
Last Modified:
Copyright 16-August-13
© United Nations 1

Agenda

Course Introduction
Module 1: Introduction to Budget Implementation
Module 2: Funds Pre-commitment
Module 3: Funds Commitment
Module 4: Travel Funds Commitment
Module 5: Funds Block & Funds Reservation
Module 6: Budget Implementation Workflows & Reports
Course Summary
Course Assessment
Course Survey

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Introduction
Please share with us:
• Your Name
• Your Section/Unit
• # Years with the UN
• Interesting Fact About Yourself

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Ground Rules 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 X X No Phones Do Not Access Participate Ask Questions Breaks E-mail Copyright © United Nations 4 .

Course Overview The purpose of the Umoja Budget Implementation course is to explain how allotments or other authorized funds by relevant authority of the UN organization are utilised through a mechanism of setting aside appropriate funds as specific commitments before disbursement within Umoja. Prerequisite Review You should have completed the following prerequisite courses: • Umoja Overview • Umoja Master Data & Coding Block Overview • Umoja Funds Management Overview • Umoja ECC Navigation • Umoja BI Navigation Course Duration: 6 hours Copyright © United Nations 5 .

Course Objectives After completing this course. you will be able to: • Explain the purpose of Budget Implementation • Define each type of earmarked funds within FM • Explain other Umoja ECC funds commitments • Describe other funds commitments created through the SRM Portal • Explain the usage of each type of earmarked funds • Create. view the status of and modify earmarked funds documents in Umoja • State the transaction codes used to create each type of earmarked funds • Explain funds reservation and funds block • Explain the workflow processes related to Budget Implementation Copyright © United Nations 6 .

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 7 .

These business transactions require setting aside budget resources for expected expenditures A type of earmarked fund to reserve budget amounts for a future business event without the immediate creation of a Funds Reservation purchase order or purchase requisition. web-based application that is specifically used for Relationship procurement activities Management) Copyright © United Nations 8 .Key Terminology Key Term Description An informal reservation of allotted funds resulting from the Pre-encumbrance approval of a requisition They are reserved credits that support the settlement of Earmarked Funds business undertakings. A funds block cannot be liquidated against any other commitment or actual expenditures SRM (Supplier An SAP. Funds reservations can be liquidated against other earmarked funds documents. as well as against actual expenditures A type of earmarked fund to block funds from use against any Funds Block expenditure.

a pre- Commitment commitment is required in order to create certain funds commitments A type of earmarked fund to encumber official travel funds in current and future periods if the budget is available. It is a reservation Pre-commitment of an estimated amount of funds in anticipation of entering a binding agreement to spend these Funds on a future date A type of earmarked fund to encumber Funds in current or future periods. if budget is available. Within Umoja.Key Terminology Key Term Description A type of earmarked fund to pre-encumber Funds in current and future periods if the budget is available. This Travel Commitment particular type of commitment does not require a pre- commitment. It is only used for upcoming travel costs Copyright © United Nations 9 .

Module 1 Objectives After completing this module. you will be able to: • List the key roles and responsibilities involved in Budget Implementation • Explain the purpose of Budget Implementation • Differentiate between the types of earmarked funds • List the key challenges and benefits involved in Budget Implementation • Explain how earmarked funds are liquidated Copyright © United Nations 10 .

reviews and closes earmarked fund documents (funds reservation. modifies.Roles & Responsibilities The following Umoja Enterprise roles are involved in Budget Implementation: • Establishes the appropriation and allocation revenues for subsequent allotment issuances (controlled through workflow) • Evaluates and processes redeployment Finance Budget allotment requests Officer • Creates. funds pre-commitment and funds block) per UN financial regulations and rules Copyright © United Nations 11 .

Roles & Responsibilities The following Umoja Enterprise roles are involved in Budget Implementation: • Reviews the inputs of the Budget Office User on earmarked funds documents. liquidate open commitments (pre- Manager encumbrances and encumbrances) and perform budget period end fund balance carry- forwards • Approves and reviews Funds Management (FM) postings via workflow Copyright © United Nations 12 . document liquidation and funds redeployment • Opens and closes posting periods. re-evaluate Purchase Orders (PO’s) and earmarked funds Finance Budget documents.

• Performs non system activities: Research finance User information to respond to inquiries by AP Business Partners • Liaises with other FM enterprise roles • Is the Finance systems manager responsible for creating and updating FM derivation rules for ensuring postings to FM actual ledger (9F) and the Availability Control Ledger (Z1 and Z2) FM Support .Roles & Responsibilities The following Umoja Enterprise roles are involved in Budget Implementation: • Performs systems activities relating to FM funds commitments process of down payments and invoices against funds commitments Accounting Office .User • Undertakes systems reconciliations and re- initialization of AVC Ledger • Performs SAP module reconciliation activities • Analyses FM tables postings Copyright © United Nations 13 .

Roles & Responsibilities The following Umoja Enterprise roles are involved in Budget Implementation: • Reviews and approves earmarked funds documents FM Funds • Liquidates earmarked fund documents when Commitment remaining balances are no longer required Approver • Serves as the “Approving Officer" for Funds Commitment approvals • Certifies earmarked funds documents • Certifies earmarked fund documents for FM Earmarked Funds liquidation Serves as a Certifying officer Documents Certifier • Liaises with Finance Budget Officer and FM Requisitioner Copyright © United Nations 14 .

Commitments for current and future financial periods are incurred only after allotments or other appropriate authorizations have been made under relevant authority.Purpose & Management of Budget Implementation The financial rules and regulations of the organization provide guidance on how to manage authorized funds. certification and approval of earmarked funds takes into account applicable financial regulations and rules. Workflow for authorization. Copyright © United Nations 15 . In the FM module. earmarked funds: • Record entry into specific funds commitments for approved activities for the financial period before disbursement or expenditure is made • Provide a platform for maintaining internal control over allotted or authorized funds Other Umoja funds commitments are established in SRM Portal through shopping cart and Purchase Order (PO) creation. This is explained in module six of this course.

Copyright © United Nations 16 .Types of Earmarked Funds There are five distinct types of earmarked funds and they can take the following forms: Earmarked Funds Funds Block Funds Travel Funds Pre-commitments Commitments Funds Funds Reservation Commitments Note: Funds Reservation and Funds Block are typically created and managed at UNHQ.

SRM Funds Commitments There are two other Umoja ECC funds commitments created through the SRM Portal. These include: SRM Portal – Funds Commitments Funds Funds Pre-commitment Commitments (Requisition) (Purchase Orders) Copyright © United Nations 17 .

earmarked funds documents are used to record entry of reserved credits that support the settlement of business undertakings. Specific to Umoja SRM Portal. Here are some examples: Funds Pre-commitment Example: Purchase Requisition. These business transactions require setting aside budget resources for expected expenditures.Ways of Implementing the Budget Within Umoja FM. Evacuation of Mission Staff Funds Block Budget Example: DDR Note: MOD’s will also require a funds pre-commitment (not currently carried out in SUN). Umoja funds commitments (requisitions and PO's) are used for a similar purpose. MOD/OBMO Funds Reservation Example: Elections. Travel Funds MOD/OBMO Requisition Commitment Example: Official Travel for Training Funds Commitment Example: PO. Copyright © United Nations 18 .

SRM Purchase Requisition – Pre-commitment When creating a Purchase Requisition. which is funds pre-commitment. Cost Center) for the Shopping Cart in Umoja Fund: It is same across a Mission (for example. AVC Check is carried out at the commitment class level. generally. generally. 2 All Cost Centers have an identical Funds Center Funds Center: It is same across a self-accounting unit. within the Account Assignment tab of a Shopping Cart. This is 3 pre-populated based on the Cost Center. Copyright © United Nations 19 . there will be budgetary impacts (funds pre- commitment). UNIFIL = 20OLA). Only after the Purchase Requisition has been approved. the Requisitioner validates the following fields: 1 Account Assignment Category: It specifies the type of object that is being charged (for example. which is defaulted based on the user attributes The AVC Check functionality in FM will ensure that funds are available to create the Purchase Requisition.

Copyright © United Nations 20 . the Requsitioner would populate the following fields in the Account Assignment tab. This will derive the funds commitment to be created.Example Within the SRM Portal.SRM Account Assignment .

SRM PP’s – Funds Commitment
A Purchase Order (PO), which is a funds commitment, is created in the SRM Portal. The
two ways in which a PO is created are:

No Contract – Solicitations
Existing UN Contract
Process

When a Requisitioner orders a When a Requisitioner orders a
Shopping Cart using an item from Shopping Cart using an item
the UN Contract Catalog, a PO is where there is no UN contract, a
automatically generated on PO is generated only when the
approval of the Shopping Cart. Solicitation process is complete.

Note: Only after the PO has been approved, there will be budgetary
impacts (funds commitment).

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Usage of Earmarked Funds
The five types of earmarked funds are used differently depending on the nature and
need for setting aside funds in the current budget period. Different earmarked funds
documents are used for recording these business transactions. Workflow for
authorization, certification and approval within Umoja applies.

Funds Pre-commitments Funds Commitments

• Used primarily to pre-encumber funds in • Used primarily to encumber funds in the
the current budget period, if budget is current budget period, if budget is
available (currently not used in SUN) available
• Is similar to creating a purchase • Is similar to creating a PO for the
requisition for the acquisition of goods acquisition of goods and services
and services • Can only be created by referencing the
• Are required before creating funds appropriate approved funds pre-
commitments commitment
• Document Types: 10, 11 and 12 • A range of Document Types: For
example, 30 and 51

Example:
Examples:
Requisition to Purchase: Building Materials,
Utility Bill, Education Grants
Office Supplies

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Usage of Earmarked Funds

Travel Commitments Funds Reservation Funds Block

• Used primarily to • Used primarily for • Used primarily for
encumber funds in the reserving funds for an blocking funds in the
current budget period, approved programme current budget period
if the budget is or project in the current • Used for approved,
available budget period specified events or
• Do not require a pre- • Can be directly utilised, activities that are
commitment unlike funds block anticipated to occur in
• Are solely used for • Used to make an early the near future
upcoming official travel claim for parts of the • Funds cannot be utilised
costs budget, based on until un-blocked
• Differentiated by a estimated costs without • Document Type: 70
distinct approval knowing the supplier of
process within each products or services
business area • Document Type: 60
Example:
Examples:
Immediate Evacuation of Example:
Travel for Training
Mission DDR
Official Business Travel
Elections

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Challenges & Benefits of Earmarked Funds Challenge Benefits • UN works with large budgets spread • Automated tracking of earmarked over extended periods. for example • Consistency in budget travel costs implementation. since all funds • Multiple systems used for budgetary holdings are being created in Umoja reporting purposes • Control on budget overruns in real time at point of creating a hold on funds • Facilitate compliance with IPSAS 24 for presentation of budget information in financial statements Copyright © United Nations 24 . which are funds documents and other funds implemented using fragmented commitments. which contribute to systems accurate reporting • Manual tracking of funds obligating • Improved visibility into budget documents implementation (consolidated • Currently. budgetary reporting is not reporting for expenditures) uniformly carried out.

Budget Implementation Process The Budget Implementation process has four main activities: Creation: All earmarked funds are created in Umoja Approval: earmarked funds will go through appropriate approvals via workflow Utilization: All expenditures will be recorded against earmarked funds Liquidation: Upon earmarked funds being appropriately applied. a ‘set to complete’ functionality in Umoja confirms its utilization Copyright © United Nations 25 .

FM . HR and IT Note: In transactions involving the creation of earmarked funds.Master Data Elements The following FM Master Data elements are referenced in the creation and management of Budget Implementation: Fund Source of Budget Budget Cycle Budget Period Funds Center Area of Responsibility Master Data Elements Operations activities carried out for defined period of Funded Program Commitment Item Nature of Expenditure time Example: Capital Construction projects Programmatic View Functional Area Examples: UNAMID Peace Process. Copyright © United Nations 26 . PKM Finance. one or more of these Master Data items will be required.

Example: View Earmarked Fund: Coding Block Master Data is related to the Umoja Coding Block. The screen below presents the coding block for a funds commitment document: Copyright © United Nations 27 . Umoja Coding Block elements always display on each earmarked funds document. Most of them are automatically derived as you create postings in the FM module.

Touch points refer to these integration points across Umoja modules. FM touch points are as follows: Expenses are linked to budget Cost objects linked consumption to items in FM Financial Controlling Accounting Funds Management Grants SRM Portal Management Funded program in Purchase Requisitions FM is linked to and PO’s linked to FM Sponsored Program in for created funds pre- GM commitment and commitments through Shopping Cart Copyright © United Nations 28 .Touch Points The Umoja system is an integrated system and most of its modules integrate with each other. The Umoja Coding Block enables simultaneous posting by automatically linking data elements across modules through derivation functionality.

Funds commitment C. A. Funds block Copyright © United Nations 29 . Travel commitment B.Learning Checkpoint 1 Which of the following earmarked funds cannot be used against any other commitments or actual expenditures? Select the correct option. Funds reservation D.

A. This makes funds block fundamentally different from other earmarked funds. A funds block cannot be used against any other commitments or actual expenditures. Funds reservation D. Travel commitment B. Copyright © United Nations 30 .Learning Checkpoint 1 Which of the following earmarked funds cannot be used against any other commitments or actual expenditures? Select the correct option. Funds block Option D is the correct answer. Funds commitment C.

Pre-commitment B. Travel commitment D. Funds commitment C. A. Funds block Copyright © United Nations 31 .Learning Checkpoint 2 Which type of earmarked fund is used for processing education grant payments? Select the correct option.

Funds commitment C. A funds pre- commitment is referenced when creating a funds commitment. A. Copyright © United Nations 32 . Pre-commitment B. a funds commitment is used. Travel commitment D. When processing an education grant payment. Funds block Option B is the correct answer.Learning Checkpoint 2 Which type of earmarked fund is used for processing education grant payments? Select the correct option.

Module 1 Summary The key points covered in this module are listed below: • The Umoja enterprise roles involved in the Budget Implementation processes • The policy and regulations for earmarked funds and other Umoja ECC funds commitments • The different types of earmarked funds and the four main activities in the Budget Implementation process • Umoja funds commitments created through SRM Portal • Describe the FM Master Data elements referenced in the creation of earmarked funds • Highlighted challenges and benefits of earmarked funds and Umoja funds commitments Copyright © United Nations 33 .

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 34 .

Module 2 Objectives After completing this module. you will be able to: • Create a funds pre-commitment • View a funds pre-commitment • Change a pre-commitment by adding a line item • Change a pre-commitment by carrying out a value adjustment • Mark a pre-commitment as completed Copyright © United Nations 35 .

it is similar to Completed liquidating an earmarked fund. A parked earmarked funds document starts off the applicable workflow Copyright © United Nations 36 .Key Terminology Key Term Description An automated validation in Umoja ensuring funds are available AVC Check to successfully create the earmarked fund document Include reference that you will have consumption history when Consumption one or more earmarked funds consumes the pre-commitment When the document is marked as “completed”. Unspent earmarked funds will be returned to budget availability Value Adjustment Document used to modify amounts on approved earmarked Document funds Submission of the earmarked funds document for Parked Document certification or approval via workflow.

The process of creating a funds pre-commitment is depicted below: Authorize Funds Available Budget AVCCheck Checkofof Create Funds Pre. Pre.Create a Funds Pre-commitment Process Funds pre-commitment is a process to pre-encumber funds in current reporting periods if the budget is available. It is a claim of an estimated amount of funds in anticipation of entering a binding agreement to spend these funds at a future date. Updated Based on Availabilityof Availability of commitment commitment via Pre-commitment Funds Funds Workflow Amount Legend Automated step performed in Umoja Copyright © United Nations 37 .

perform the following steps: 1 2 •1 Type FMY1 in the Command field •2 Click the Enter icon The Funds precommitment: Create InitScrn screen displays. Copyright © United Nations 38 . Pre.Create a Funds Pre-commitment Create Funds Authorize Funds Available Budget AVC Check of Pre. Updated Based on Availability of commitment commitment via Pre-commitment Funds Workflow Amount To create a funds pre-commitment.

enter the appropriate data in the following fields: 6 •3 Document type: This field indicates the type of pre-commitment you are creating (Document type 10 – General Reservation of Funds) •4 Company Code: The Company Code defined for 3 UN is 1000 •5 Currency/rate: Enter the currency in which the pre-commitment is being created 4 5 •6 Click the Enter icon Copyright © United Nations 39 . Updated Based on Availability of commitment commitment via Pre-commitment Funds Workflow Amount In the Funds precommitment: Create InitScrn screen. Pre.Create a Funds Pre-commitment Create Funds Authorize Funds Available Budget AVC Check of Pre.

Create a Funds Pre-commitment: Header & Line Item

Create Funds Authorize Funds Available Budget
AVC Check of
Pre- Pre- Updated Based on
Availability of
commitment commitment via Pre-commitment
Funds
Workflow Amount

On the Funds precommitment: Create Overview scrn screen, the sections are:

Header Section:
Contains fields
such as Document
Number relevant
to the pre-
commitment you
are creating. The
Line Item Section:
Document Number
Contains specific
will be populate
fields you enter
once you park the
regarding the pre-
document
commitment you
are creating

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Create a Funds Pre-commitment: Line Items

Create Funds Authorize Funds Available Budget
AVC Check of
Pre- Pre- Updated Based on
Availability of
commitment commitment via Pre-commitment
Funds
Workflow Amount

In the Funds precommitment: Create Overview
scrn screen, enter the appropriate data in the
following fields:
•7 Document Text: General description of
pre-commitment you are creating
•8 Original Amount 7

•9 Text: Specific description of
8 9 10 11 12
pre-commitment line item

10 Fund: To determine the business area

11 G/ Account: To determine the nature of
the expenditure. Note: All other fields are automatically populated
in Umoja after relevant data is entered in the
12
• Cost Center: To determine the required fields in Line Item section. If you are
responsibility level creating a line item referencing a grant as a
funding source, Internal Order or WBSE becomes
a mandatory field.

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Create a Funds Pre-commitment

Create Funds Authorize Funds Available Budget
AVC Check of
Pre- Pre- Updated Based on
Availability of
commitment commitment via Pre-commitment
Funds
Workflow Amount

To complete the process of creating a funds
pre-commitment, perform the following tasks:

13 Click the Check icon to confirm that the
data entered in the funds pre-
commitment is correct 13 14

14 Click the Park Document button to
submit the funds pre-commitment for
certification via workflow. This is
equivalent to posting the funds pre-
commitment and starting off a workflow

Note: A parked document may be retrieved
for any review before it is certified or
approved.

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Updated Based on Availability of commitment commitment via Pre-commitment Funds Workflow Amount The Funds precommitment: Create InitScrn displays with the Document Number in the left hand corner of the Status Bar. Copyright © United Nations 43 .Create a Funds Pre-commitment Create Funds Authorize Funds Available Budget AVC Check of Pre. Pre.

The AVC Check is carried out at the class level. If the budget is not available. select the image adjacent to the displayed error message to display the basic details of an AVC check error. there will be an error message displayed in the left hand corner of the Status Bar. Updated Based on Availability of commitment commitment via Pre-commitment Funds Workflow Amount The AVC Check of Funds Availability is an automatic process in Umoja that ensures that there is budget available to create a pre-commitment.Create a Funds Pre-commitment Create Funds Authorize Funds Available Budget AVC Check of Pre. Copyright © United Nations 44 . Pre. Within the Status Bar.

However. Authorize Funds Available Budget Pre. it can be rejected if entries are not in order. the role that created the pre-commitment must retrieve it and make necessary corrections. Once approved. This certification is in line with the UN Financial Regulations and Rules on such delegated authority. Updated Based on commitment via Pre-commitment Workflow Amount Copyright © United Nations 45 .Authorization Process The parked funds pre-commitment is certified by a Certifying Officer through a workflow. it will be referenced in creating a funds commitment. if all the entries are in order. If it is rejected.

View a Funds Pre-commitment In Umoja. The process for viewing a funds pre-commitment is depicted below: Enter Pre- Enter the commitment Appropriate Document T-code Number Details Copyright © United Nations 46 . a parked document can be displayed in order to review the pre-commitment’s authorization status. details of the line items and consumption history.

View a Funds Pre-commitment Enter Pre- Enter the Appropriate commitment T-code Document Number Details The steps to display a funds pre-commitment document are as follows: •1 Type FMY3 in the Command field 1 2 •2 Click the Enter icon The Funds precommitment: Display InitScrn screen displays. Copyright © United Nations 47 .

Copyright © United Nations 48 .View a Funds Pre-commitment Enter Pre- Enter the Appropriate commitment T-code Document Number Details In the Funds precommitment: Display InitScrn screen. Matchcode icon. Note: If the funds pre-commitment document The Funds precommitment: Display InitScrn number is not readily available. the Funds precommitment: Display InitScrn screen will pull back only that search result. to search for a funds commitment document number. click the screen displays. enter appropriate data in the 4 following fields: •3 Type the document number in the Document number field •4 Click the Enter icon 3 If you enter a single line item in the Line Item field. or select F4 (Help).

B A B Note: If you select the Enter icon. Copyright © United Nations 49 . the default option is the Multiple Line Item view. or in a more detailed fashion (single line item view). Detail Line Item View Enter Pre- Enter the Appropriate commitment T-code Document Number Details You may choose to display a funds pre-commitment at a higher line-item level (multiple line item view).Fast Data Entry Vs. Both display options are available on the Funds precommitment: Display InitScrn screen. A Click the Fast Data Entry icon to view multiple line items and Detailed Line Item icon to view a single line item.

Note: To see all line items associated to a funds pre-commitment. Copyright © United Nations 50 .View a Funds Pre-commitment: Select Line Items Enter Pre- Enter the Appropriate commitment T-code Document Number Details In the Funds precommitment: Display InitScrn screen: •5 Click the Fast Data Entry icon to display a 6 funds pre-commitment at a higher line-item level 5 •6 Click the Enter icon You will not be able to edit a funds pre-commitment when you are in a “display” transaction mode since all fields are read-only. remove all numbers in the Line Item field.

Once you select the Consumption icon.View a Funds Pre-commitment: Consumption Levels Enter Pre- Enter the Appropriate commitment T-code Document Number Details •7 Click the Consumption icon to review consumption against the funds pre-commitment and get details about the funds commitments recorded against it 7 The Consumption icon provides additional details about the funds pre-commitment and the expenditures recorded against it. Note: Unapproved pre-commitments will have no consumption levels to report. Copyright © United Nations 51 . They will still appear in a parked status. the Earmarked Funds: Display Consumption History page displays.

Copyright © United Nations 52 . In such cases. there will be no consumption history. the screen will display "there is no usage data" in the lower left hand corner of the Status Bar. when you select the Consumption icon. Note: A parked pre-commitment not authorized via workflow will have no consumption history to display.View a Funds Pre-commitment: Consumption Levels Enter Pre- Enter the Appropriate commitment T-code Document Number Details If the pre-commitment has not yet been authorized via workflow or if it has not been referenced against a funds commitment.

View a Funds Pre-commitment: Consumption History Enter Pre- Enter the Appropriate commitment T-code Document Number Details 8• Review the following financial activities related to the funds pre-commitment in the Earmarked Funds: Display Consumption History screen: • Doc No: Refers to the pre- commitment document number • Reference: The funds commitment document referencing the pre-commitment • Consumption: Refers to the amount consumed by all funds commitments • Open Amount: Refers to the remaining budget left on this pre- commitment Copyright © United Nations 53 .

Modify a Funds Pre-commitment An already approved funds pre-commitment can be modified in Umoja by performing one of the following two activities: • Increase/decrease the value of a funds pre-commitment (Value Adjustment) T-code used is FMYPM1 • Add an additional line item to an approved funds pre-commitment (Change) T-code used is FMY2 Copyright © United Nations 54 .

Modify the Value of a Funds Pre-commitment In order to increase/decrease the value of an already approved funds pre-commitment. use the T-code FMYPM1. Copyright © United Nations 55 . Modification of Approved Funds Pre-commitment Amount = Value Adjustment To modify an approved funds pre-commitment amount. What is a Value Adjustment? A value adjustment is equivalent to modifying an approved funds pre-commitment. Once funds pre-commitment has gone through a workflow and is approved. Note: You can only modify a funds pre-commitment after it has been through a workflow. you must complete a value adjustment document. any subsequent action changing the monetary value must go through a workflow again.

Updated Based Adjustment for Commitment on Pre- Identified Pre- Using FMYPM1 commitment Commitment Amount To select an already created pre-commitment document.Funds Pre-commitment Value Adjustment Process Available Budget Complete Value Enter Pre. perform the following steps: 2 1 •1 Type FMYPM1 in the Command field •2 Click the Enter icon The Funds Precommitment: Create Value Adjustment screen displays. Copyright © United Nations 56 .

select the Reduct. In val radio button.Funds Pre-commitment Value Adjustment Process Available Budget Complete Value Enter Pre. radio button • If you want to modify the pre- commitment and return the entire 3 remaining amount back to budget. This can be used to mark the pre-commitment as complete Copyright © United Nations 57 . Updated Based Adjustment for Commitment on Pre- Identified Pre- Using FMYPM1 commitment Commitment Amount •3 Select the appropriate radio button as per the requirement • If you need to increase the value of the pre-commitment. select the Value Incr.

Updated Based Adjustment for Commitment on Pre- Identified Pre- Using FMYPM1 commitment Commitment Amount •4 Enter/Search the Document number from the search options •5 Click the Enter icon 5 4 Copyright © United Nations 58 .Funds Pre-commitment Value Adjustment Process Available Budget Complete Value Enter Pre.

Updated Based Adjustment for Commitment on Pre- Identified Pre- Using FMYPM1 commitment Commitment Amount •6 Enter the relevant amount to be adjusted in the Amount field •7 Enter an appropriate description in the Description field 6 7 Copyright © United Nations 59 .Funds Pre-commitment Value Adjustment Process Available Budget Complete Value Enter Pre.

You must select the Save icon.Funds Pre-commitment Value Adjustment Process Available Budget Complete Value Enter Pre. Copyright © United Nations 60 . Note: In completing value adjustments. the Park Document icon does not display. perform the following tasks: 9 •8 Click the Check icon to confirm the data 8 entered in the funds pre-commitment is correct • Click the Save icon. Updated Based Adjustment for Commitment on Pre- Identified Pre- Using FMYPM1 commitment Commitment Amount To complete the process of creating a funds pre- commitment. This is equivalent to 9 posting the funds pre-commitment and starting off a workflow The Funds precommitment: Create InitScrn displays. A confirmation of the pre-commitment’s value adjustment appears in the lower left hand corner of the Status Bar.

but actually adding a new one against the same funds pre-commitment amount. you are not modifying the current funds pre-commitment line items. use the FMY2 as the T-code. but now you need to include a fourth line item • Suppose. Scenarios • Suppose you have created a funds pre-commitment for three items. To modify an approved funds pre-commitment by adding an additional line item. you forgot to include a line item when you initially created the funds pre-commitment and sent it through workflow for approval In such cases. Copyright © United Nations 61 . Note: You can only change a funds pre-commitment after it has been through workflow to be approved or rejected. you must complete a unique type of value adjustment document.Add Additional Line Item to Funds Pre-commitment In order to add an additional line item to an already approved funds pre-commitment.

Add a New Line Approve Funds Commitment Item for Identified Pre-Commitment Using FMY2 Pre-Commitment via Workflow The steps to select an already created pre- commitment document are as follows: •1 Type FMY2 in the Command field 2 1 •2 Click the Enter icon The Funds precommitment: Change InitScrn screen displays next.Add Additional Line Item to Funds Pre-commitment Enter Pre. Copyright © United Nations 62 .

You can search for the 4 document number by selecting the Matchcode icon •4 Click the Enter icon The Funds precommitment: Change InitScrn displays next. Add a New Line Approve Funds Commitment Item for Identified Pre-Commitment Using FMY2 Pre-Commitment via Workflow •3 Enter the funds pre-commitment document number in the Document Number field.Add Additional Line Item to Funds Pre-commitment Enter Pre. 3 Copyright © United Nations 63 .

Add Additional Line Item to Funds Pre-commitment
Enter Pre- Add a New Line Approve Funds
Commitment Item for Identified Pre-Commitment
Using FMY2 Pre-Commitment via Workflow

•5 Add the new line item details as required

5

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Add a New Line Item Process Pre-check Functionality: Check Submission

Enter Pre- Add a New Line Approve Funds
Commitment Item for Identified Pre-Commitment
Using FMY2 Pre-Commitment via Workflow

To complete the process of adding a line item to a
funds pre-commitment, perform the following steps: 7
•6 Click the Check icon
•7 Click the Save icon 6

When you click the Save icon, it is equivalent to
parking the value adjustment and starting off a
workflow.

The Funds precommitment: Change screen displays.
A confirmation of the pre-commitment’s value
adjustment appears in the left hand corner of the
Status Bar.

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Authorization Process
The funds pre-commitment is reviewed and approved by appropriate UN staff. Once
approved, it will be referenced in creating a funds commitment.

The process for approving a funds commitment is covered in Module 6 of this course.

Authorize Funds
Pre-Commitment
via Workflow

Note: It is always required to create a funds pre-commitment before creating a funds
commitment. An approved pre-commitment is necessary in order to process a funds commitment.

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Mark Funds Pre-commitment as Completed Enter Pre. Copyright © United Nations 67 . Set Completion commitment Indicator to Using FMY2 ‘Complete’ The steps to select an already created pre-commitment document are as follows: •1 Type FMY2 in the Command field 2 1 •2 Click the Enter icon The Funds precommitment: Change InitScrn screen displays.

Mark Funds Pre-commitment as Completed Enter Pre. Set Completion commitment Indicator to Using FMY2 ‘Complete’ The steps to mark the funds pre- 3 commitment document as ‘completed’ are as follows: •1 Enter the pre-commitment document number in the Document number field •2 Enter a relevant number in the Line Item field 1 •3 Click the Enter icon 2 The Funds precommitment: Change Detail scr screen displays. Copyright © United Nations 68 .

This step can be applied to any field in Umoja which requires further clarification. select F1 to learn more about the features of specific fields in Umoja. Set Completion commitment Indicator to Using FMY2 ‘Complete’ •4 Select the Completion Indicator check box. Copyright © United Nations 69 .Mark Funds Pre-commitment as Completed Enter Pre. This is equivalent to 5 marking the funds pre-commitment as ‘completed’ •5 Click the Save icon 4 Note: After selecting the Completion Indicator check box.

viewing and modifying funds pre-commitments are given below: Pre-commitment Process T-code Create FMY1 View FMY3 Change – Add a New Line Item FMY2 Change – Increase/Decrease an existing.T-Codes for Funds Pre-commitments The T-codes that can be used for creating. approved pre-commitment FMYPM1 (Value Adjustment) Change – Mark as Completed FMY2 Copyright © United Nations 70 .

users will have the opportunity to conduct activities in the form of simulations. with no additional instructions provided Copyright Copyright©©United UnitedNations Nations 71 . 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 on their own.Simulation Activities Throughout this training. Simulations are interactive “recordings” of the Umoja system used to help facilitate a hands-on learning experience.

umoja.Activity 1 Transaction Name: Create Funds Pre-Commitment Transaction Code: FMY1 Link to the uPerform simulation: http://unsapuperform.org/gm/folder- 1.2611 Copyright © United Nations 72 .11.2839?originalContext=1.11.un.

Activity 2 Transaction Name: View Funds Pre-Commitment Transaction Code: FMY3 Link to the uPerform simulation: http://unsapuperform.org/gm/folder- 1.un.2611 Copyright © United Nations 73 .11.umoja.11.2847?originalContext=1.

Detail Entry D. Fast Entry B. A.Learning Checkpoint 1 Which of the following icons is clicked to enter more than one pre-commitment in Umoja? Select the correct option. Park Document C. Document Type Copyright © United Nations 74 .

Learning Checkpoint 1 Which of the following icons is clicked to enter more than one pre-commitment in Umoja? Select the correct option. A. Fast Entry B. Document Type Option A is the correct answer. Detail Entry D. Copyright © United Nations 75 . Park Document C. Click the Fast Entry icon to enter more than one pre-commitment document in Umoja.

A consumed pre-commitment B. A pre-commitment that is in the process of being created D. A. An unapproved pre-commitment C.Learning Checkpoint 2 What type of pre-commitment has no consumption history to report and will still appear in a parked status? Select the correct option. A pre-commitment that is in a state of value adjustment Copyright © United Nations 76 .

A pre-commitment that is in the process of being created D.Learning Checkpoint 2 What type of pre-commitment has no consumption history to report and will still appear in a parked status? Select the correct option. An unapproved pre-commitment has no consumption history to report and will appear in the parked status. Copyright © United Nations 77 . An unapproved pre-commitment C. A. A consumed pre-commitment B. A pre-commitment that is in a state of value adjustment Option B is the correct answer.

and how much is remaining • Changing the value of a fund pre-commitment implies that you are taking steps to alter the requested estimate of funds from the already allocated budget (fund) Copyright © United Nations 78 .Module 2 Summary The key points covered in this module are listed below: • Funds pre-commitment is a claim of an estimated amount of funds in anticipation of entering a binding agreement to spend these funds at a future date • An approved pre-commitment is necessary in order to process a funds commitment • Viewing a funds pre-commitment is initiated by referencing the earmarked funds document number • The consumption indicator displays how much of the approved budget for a specific pre-commitment has been consumed.

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 79 .

Module 3 Objectives After completing this module. you will be able to: • Create a funds commitment • View a funds commitment • Change a commitment by adding a line item • Change a commitment by carrying out a value adjustment • Mark a commitment as completed Copyright © United Nations 80 .

Availability of Commitment Commitment Commitment commitment Funds via Workflow Ready to Utilise Legend Automated step performed in Umoja Copyright © United Nations 81 . A funds pre-commitment is always required in order to create a funds commitment.Create a Funds Commitment Process Funds commitment is when you are creating an obligating document. such as a PO. MOD or OBMO. The end-to-end process of creating a funds commitment is outlined below: Reference AVC Check of Approve Funds Funds Create Funds Funds Pre.

Create a Funds Commitment

Create Funds Reference AVC Check of Approve Funds Funds
Commitment Funds Pre- Availability of Commitment Commitment
commitment Funds via Workflow Ready to Utilise

The steps to create a funds commitment are as
follows:
2 1
1• Type FMZ1 in the Command field
2• Click the Enter icon

The Funds commitment: Create InitScrn screen
displays.

Copyright © United Nations 82

Create a Funds Commitment

Create Funds Reference AVC Check of Approve Funds Funds
Commitment Funds Pre- Availability of Commitment Commitment
commitment Funds via Workflow Ready to Utilise

•3 Type the relevant document type in the
Document type field. This field indicates
4
the type of commitment you are creating.
Click the appropriate document number
from the matchcode icon
•4 Type 1000 in the Company Code field
1
•5 Type the currency in which the
commitment is being created in the
Currency/rate field
2
•6 Click the Enter icon 3

The Funds commitment: Create Overview scrn
screen displays.

Copyright © United Nations 83

Create a Funds Commitment

Create Funds Reference AVC Check of Approve Funds Funds
Commitment Funds Pre- Availability of Commitment Commitment
commitment Funds via Workflow Ready to Utilise

When creating a funds
commitment, an approved funds
pre-commitment is always
referenced.
7• Enter the appropriate funds
pre-commitment document
number in the Line Item
section
8• Click the Enter icon

The funds pre-commitment data
will automatically default in the
Note: The funds pre-commitment document number can be
funds commitment line item row.
obtained by selecting the Matchcode icon and searching for
it. Alternatively, if the funds pre-commitment number is
known, enter it directly in this field.

Copyright © United Nations 84

Availability of Commitment Commitment commitment Funds via Workflow Ready to Utilise On the Funds commitment: Create Overview scrn screen. The fields you enter document regarding the number will be commitment you populated once are creating you park the document Copyright © United Nations 85 .Create a Funds Commitment: Header & Line Item Create Funds Reference AVC Check of Approve Funds Funds Commitment Funds Pre. the sections are: Header Section: Contains fields such as Document Number relevant to the commitment Line Item Section: you are Contains specific creating.

If you are creating a line item referencing a Grant as the funding source.Create a Funds Commitment: Line Items Create Funds Reference AVC Check of Approve Funds Funds Commitment Funds Pre. Copyright © United Nations 86 . Internal Order or WBSE becomes a mandatory field. enter the required details in the following fields: • Original Amount • Text: Specific description of the commitment line item • Fund: Determines the business area • G/L Account: Determine the nature of 9 the expenditure • Cost Center: To determine responsibility level • Funds precommitment Note: All other fields are automatically populated in the Umoja after relevant data is entered in the required fields within the Line Item section. Availability of Commitment Commitment commitment Funds via Workflow Ready to Utilise • 9 In the Line Item section.

Availability of Commitment Commitment commitment Funds via Workflow Ready to Utilise • 10 Click the Check icon to confirm the data entered in the funds commitment is correct • 11 Click the Park Document icon. Copyright © United Nations 87 .Create a Funds Commitment Create Funds Reference AVC Check of Approve Funds Funds Commitment Funds Pre. This is 3 equivalent to posting the funds 1 2 commitment and starting off a workflow The Funds commitment: Create InitScrn displays with the document number in the left hand corner of the Status Bar.

Authorization Process The funds commitment is reviewed and approved by appropriate UN staff. Once approved. it will be referenced when processing appropriate accounts payables. An approved pre-commitment is necessary in order to process a funds commitment. The process for approving a funds commitment is as follows: Approve Funds Funds Commitment Commitment via Workflow Ready to Utlise Note: It is always required to create a funds pre-commitment before creating a funds commitment. Copyright © United Nations 88 .

The process of viewing a funds commitment is depicted below: Enter Enter the Commitment Appropriate Document T-code Number Details Note: You will not be able to edit a funds commitment when you are in a “view” transaction mode since all fields are read-only.View a Funds Commitment In Umoja. details of the line items and consumption history. Copyright © United Nations 89 . a parked document can be displayed in order to review the funds commitment’s authorization status.

Copyright © United Nations 90 .View a Funds Commitment Enter Enter the Commitment Appropriate Document T-code Number Details The steps to display a funds commitment 2 1 document are as follows: 1• Type FMZ3 in the Command field 2• Click the Enter icon The Funds precommitment: Display InitScrn screen displays. Once you enter the document number. the Funds commitment: Display Overview scrn displays. Note: The process of viewing a funds commitment is initiated by referencing its earmarked funds Document Number.

Copyright © United Nations 91 . Note: Unapproved funds commitments will have no consumption levels to report. They will still appear in a parked status. The Earmarked Funds: Display Consumption History page displays.View a Funds Commitment: Consumption Levels Enter Enter the Commitment Appropriate Document T-code Number Details 3• Click the Consumption icon The Consumption icon provides additional details about the funds commitment and the 3 expenditures recorded against it.

View a Funds Commitment: Review Consumption Enter Enter the Commitment Appropriate Document T-code Number Details 4• Review the following financial activities related to the funds commitment: • Doc No: Refers to the funds commitment document number • Reference: The funds commitment document referencing the pre-commitment • Consumption: Refers to the amount consumed by all funds commitments • Open Amount: Remaining budget left on this funds commitment Copyright © United Nations 92 .

Modify a Funds Commitment An already approved funds commitment can be modified in Umoja by performing one of the following two activities: • Increase/decrease the value of a funds commitment (Value Adjustment) T-code used is FMZPM1 • Add an additional line item to an approved funds commitment (Change) T-code used is FMZ2 Copyright © United Nations 93 .

use the T-code FMZPM1. Copyright © United Nations 94 . Modification of Approved Funds Commitment Amount = Value Adjustment To modify an approved funds commitment amount. What is a Value Adjustment? A value adjustment is equivalent to modifying an approved funds commitment. any subsequent action changing the monetary value must go through workflow again. Once funds commitment has gone through workflow and is approved.Modify the Value of a Funds Commitment In order to increase/decrease the value of an already approved funds commitment. you must complete a value adjustment document. Note: You can only modify a funds commitment after it has been through a workflow.

•1 Enter the T-code FMZPM1 in the Command field •2 Click the Enter icon The Funds Commitment: Create Value Adjustment scrn displays. 3 •3 Select the appropriate type of Value Adjustment •4 Enter the funds commitment document number 4 Copyright © United Nations 95 .Funds Commitment Value Adjustment Process Complete Value Available Budget Enter Adjustment for Updated based Commitment Identified on Commitment Using FMZPM1 Commitment Amount The process of completing a value adjustment for a funds commitment is similar 2 1 to a funds pre-commitment.

Copyright © United Nations 96 . you are not modifying the current Funds Commitment line items. you forgot to include a line item when you initially created the Funds Commitment and sent it through workflow for approval In such cases. but actually adding a new one against the same Funds Commitment amount. use the FMZ2 as the T-code. Note: You can only change a funds commitment after it has gone through workflow: Approved or Rejected.Funds Commitment: Add Additional Line Item In order to add an additional line item to an already approved Funds Commitment. but now you need to include a fourth line item • Suppose. you must complete a unique type of value adjustment document. To modify an approved funds commitment by adding an additional line item. Scenarios • Suppose you have created a Funds Commitment for three items.

Copyright © United Nations 97 .Funds Commitment: Add/Delete Additional Line Item Add a New Line Approve/Disappr Enter Pre- Item for ove Funds commitment Identified Commitment via Using FMZ2 Commitment Workflow The process to add an additional line item for 2 1 a funds commitment is similar to a funds pre- commitment. The steps display a funds commitment are as follows: 1• Enter the T-code FMZ2 to display a funds commitment 2• Click the Enter icon The Funds commitment: Change Overview scrn displays. You may add additional line items.

Copyright © United Nations 98 .Authorization Process The funds commitment is reviewed and approved by appropriate UN staff. The process for approving a funds commitment is covered in Module 6 of this course. Approve/Disapprove Funds Commitment via Workflow Note: It is always required to create a funds pre-commitment before creating a funds commitment. An approved pre-commitment is necessary in order to process a funds commitment. Once approved. it will be referenced in processing appropriate accounts payables.

Mark Funds Commitment as Completed Enter Funds Set Completion Commitment Indicator to Using FMZ2 ‘Complete’ The process to mark funds commitment as complete is similar to funds pre-commitment. 2 1 The steps to mark an already created funds commitment as complete are as follows: : 1• Enter the T-code FMZ2 in the Command field 2• Click the Enter icon 4 The Funds commitment: Change InitScrn screen displays. Copyright © United Nations 99 . 3• Enter the already created funds commitment number in the Document 3 number field 4• Click the Enter icon The Funds commitment: Change Detail scr screen displays.

Mark Funds Commitment as Completed Enter Funds Set Completion Commitment Indicator to Using FMZ2 ‘Complete’ 5• Select the Completion Indicator 6 check box. This is equivalent to marking the funds commitment as ‘completed’ 6• Click the Save icon 5 Note: After selecting the Completion Indicator check box. select F1 to learn more about the features of specific fields in Umoja. Copyright © United Nations 100 .

T-Codes for Funds Commitments Given below are the t-codes that can be used for creating. approved pre- FMZPM1 commitment (Value Adjustment) Change – Mark as Completed FMZ2 Copyright © United Nations 101 . viewing and modifying funds commitments: Commitment Commands Commitments T-Code Create FMZ1 View FMZ3 Change – Add a New Line Item FMZ2 Change – Increase/Decrease an existing.

2611 Copyright © United Nations 102 .org/gm/folder- 1.11.Activity 1 Transaction Name: Create Funds Commitment Transaction Code: FMZ1 Link to the uPerform simulation: http://unsapuperform.un.2851?originalContext=1.umoja.11.

11.org/gm/folder- 1.umoja.11.2863?originalContext=1.Activity 2 Transaction Name: Complete a Value Adjustment Transaction Code: FMZPM1 Link to the uPerform simulation: http://unsapuperform.2611 Copyright © United Nations 103 .un.

org/gm/folder- 1.umoja.2611 Copyright © United Nations 104 .un.11.2859?originalContext=1.11.Activity 3 Transaction Name: View the Consumption Amount on a Funds Commitment Transaction Code: FMZ3 Link to the uPerform simulation: http://unsapuperform.

Approving the workflow of a funds commitment Copyright © United Nations 105 . A. Increasing or decreasing the overall amount on a funds commitment C. Adjusting details of a funds commitment D.Learning Checkpoint 1 A value adjustment of a funds commitment is equivalent to: Select the correct option. Closing out a funds commitment B.

Approving the workflow of a funds commitment Option B is the correct answer. A. Copyright © United Nations 106 . Adjusting details of a funds commitment D. Value adjustments are equivalent to a modification of an already approved funds commitment. Increasing or decreasing the overall amount on a funds commitment C.Learning Checkpoint 1 A value adjustment of a funds commitment is equivalent to: Select the correct option. Closing out a funds commitment B.

viewing and modifying a funds commitment is similar to funds pre-commitment Copyright © United Nations 107 .Module 3 Summary The key points covered in this module are listed below: • Funds commitment is a reservation of a defined amount of funds for a binding agreement to spend these funds at a future date • A funds pre-commitment document is referenced when creating a funds commitment • The process of creating.

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 108 .

you will be able to: • Create a travel funds commitment • View a travel funds commitment • Change a travel funds commitment by adding a line item • Change a travel funds commitment by carrying out a value adjustment • Mark a travel funds commitment as completed Copyright © United Nations 109 .Module 4 Objectives After completing this module.

if budget is available.Travel Funds Commitment Process Travel funds commitment is a process to pre-encumber travel funds in the current budget period. for each business area within the UN organization. This particular type of funds commitment does not require a pre-commitment in Umoja. The pre-approvals of travel commitments go through the normal modes of delegated authority. They cannot be applied for any other type of funds commitments. Travel funds commitments are a distinct type of commitments in that they are business transactions for upcoming travel costs only. Copyright © United Nations 110 . That action may be equivalent to a travel funds pre-commitment.

The only difference is that the document type is 45. The T-codes for creating. Travel funds commitments are established for all official travel costs. workshops. viewing and changing a travel funds commitment are exactly the same as funds commitments.Travel Funds Commitment Process Travel funds commitments are a special type of funds commitment. such as travel for training. staff assignments. re-assignments and deployments. conferences. The end-to-end Travel Funds Commitment process is as follows: Create Travel AVCCheck Checkofof Approve Travel Travel Funds Funds Availabilityof Availability of Funds Commitment Commitment Funds Funds Commitment Available to Utilise Legend Automated step performed in Umoja Copyright © United Nations 111 .

The steps 2 1 for creating a travel funds commitment are as follows: •1 Type FMZ1 in the Command field •2 Click the Enter icon •3 Type 45 in the Document type field The only difference is that Document type used for travel funds commitment is 45. Copyright © United Nations 112 . This is the only exception to the requirement that all funds commitments require funds pre-commitments. 3 Note: A funds pre-commitment is not required before creating a travel funds commitment in Umoja.Create Travel Funds Commitment Create Travel AVCCheck Checkofof Approve Travel Travel Funds Funds Availabilityof Availability of Funds Commitment Commitment Funds Funds Commitment Available to Utilise The process of creating a travel funds commitment is similar to creating a funds commitment.

View Travel Funds Commitment In Umoja. or details of the line items. The process for viewing a travel funds commitment is depicted below: Enter Travel Funds Enter the Commitment Appropriate T-code Document Number Details Copyright © United Nations 113 . a parked document can be viewed in order to review the travel funds commitment’s approval status.

You will not be able to edit a travel funds commitment when you are in the “display” transaction mode as all fields are read-only. The Funds commitment: Display Overview screen displays You can also view the consumption history against a travel funds commitment by clicking the Consumption button. The steps for displaying a travel funds commitment are as follows: • 1 Type FMZ3 in the Command field • 2 Click the Enter icon. Copyright © United Nations 114 . View Travel Funds Commitment Enter Travel Funds Enter the Commitment Liquidate Travel Appropriate T-code Document Number Commitment Details The process of displaying a travel funds commitment is similar to displaying a funds 2 1 commitment.

Modify a Travel Funds Commitment An already approved travel funds commitment can be modified in Umoja by performing one of the following activities: • Increase/decrease the value of a travel funds commitment (Value Adjustment) T-code used is FMZPM1 • Add an additional line item to an approved travel funds commitment (Change) T-code used is FMZ2 Copyright © United Nations 115 .

use the T-code FMZPM1. Once travel funds commitment has gone through workflow and is approved.Modify the Value of a Travel Funds Commitment In order to increase/decrease the value of an already approved travel funds commitment. you must complete a value adjustment document. any subsequent action changing the monetary value must go through workflow again. What is a Value Adjustment? A value adjustment is equivalent to modifying an approved travel funds commitment. Modification of Approved Travel Funds Commitment Amount = Value Adjustment To modify an approved travel funds commitment amount. Note: You can only modify a travel funds commitment after it has been through a workflow. Copyright © United Nations 116 .

Copyright © United Nations 117 .Travel Funds Commitment Value Adjustment Process Available Budget Enter Travel Complete Value Updated based Funds Adjustment for on Travel Commitment Identified Commitment Using FMZPM1 Commitment Amount The process of completing a value adjustment for a travel funds commitment is similar to a funds 2 1 commitment. The steps are as follows: •1 Type FMZPM1 in the Command field •2 Click the Enter icon The Funds Commitment: Create Value Adjustment screen displays with the document number field in the Referenced Earmarked Fund section.

Note: You can only change a travel funds commitment after it has gone through workflow: Approved or Rejected. but now you need to include a fourth line item • Suppose. Scenarios • Suppose you have created a Travel Funds Commitment for three items.Travel Funds Commitment: Add Additional Line Item In order to add an additional line item to an already approved Travel Funds Commitment. you must complete a unique type of value adjustment document. you are not modifying the current Travel Funds Commitment line items. To modify an approved travel funds commitment by adding an additional line item. use the FMZ2 as the T-code. but actually adding a new one against the same Travel Funds Commitment amount. you forgot to include a line item when you initially created the Travel Funds Commitment and sent it through workflow for approval In such cases. Copyright © United Nations 118 .

Additional line items can be entered on this screen.Travel Funds Commitment: Add Additional Line Item Add a New Line Approve/Disappr Enter Travel Funds Item ove Travel Funds Commitment for Identified Commitment via Using FMZ2 Commitment Workflow The process of adding an additional line item 2 1 for a travel funds commitment is similar to a funds commitment: 1• Type FMZ2 in the Command field 2• Click the Enter icon The Funds commitment: Change Overview screen displays. Copyright © United Nations 119 .

it will be referenced while processing appropriate travel accounts payables.Authorization Process The travel funds commitment is reviewed and approved by appropriate UN staff. After the travel funds commitment is approved. Approve/Disapprove Funds Commitment via Workflow Copyright © United Nations 120 . The process for approving a funds commitment is covered in module 6 of this course.

to mark an already created travel funds commitment 2 1 as complete. Then. perform the following steps: •1 Type FMZ2 in the Command field •2 Click the Enter icon The Funds commitment: Change InitScrn screen displays.Mark Travel Funds Commitment as Completed Enter Travel Set Completion Funds Indicator to Commitment ‘Complete’ Using FMZ2 Similar to a funds pre-commitment. You can enter the document number on this screen. the Funds commitment: Chang Detail screen displays. Copyright © United Nations 121 .

Mark Travel Funds Commitment as Completed Enter Travel Set Completion Funds Indicator to Commitment ‘Complete’ Using FMZ2 •3 In the Funds commitment: Chang Detail screen. Copyright © United Nations 122 . mark the travel funds commitment as ‘completed’ by selecting the Completion indicator check box 3 Note: After selecting the Completion Indicator check box. select F1 to learn more about the features of specific fields in Umoja.

viewing and modifying travel funds commitments are given below: Travel Funds Commitment Process T-code Create FMZ1 View FMZ3 Change – Add a New Line Item FMZ2 Change – Increase/Decrease an existing. The T-codes for creating. The only difference is that the document type is 45. Copyright © United Nations 123 . viewing and changing a travel funds commitment are exactly the same for funds commitments. approved commitment FMZPM1 (Value Adjustment) Change – Mark as Completed FMZ2 Note: Travel commitments are a special type of funds commitment.T-Codes for Travel Funds Commitment The T-codes that are used for creating.

A. 50 D.Learning Checkpoint 1 Which of the following document types would you select to create a new travel funds commitment? Select the correct option. 45 C. 35 Copyright © United Nations 124 . 30 B.

45 C. Copyright © United Nations 125 . 35 Option B is the correct answer. A. 30 B. 50 D.Learning Checkpoint 1 Which of the following document types would you select to create a new travel funds commitment? Select the correct option. Document type 45 is selected while creating a new travel funds commitment.

viewed and modified in Umoja. if the budget is available • The pre-approvals of travel commitments are distinct to each business area and completed outside Umoja • Travel funds commitments do not require pre-commitments in Umoja • A travel funds commitment can be created. in a manner equivalent to funds commitments Copyright © United Nations 126 .Module 4 Summary The key points covered in this module are: • The Travel Funds Commitment process is used to pre-encumber the travel funds in the current budget period.

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 127 .

Module 5 Objectives After completing this module. you will be able to: • Explain what is funds block and reservation • Create a funds block or funds reservation • View a funds block or funds reservation • Change a funds block or funds reservation by adding a line item • Change a funds block or funds reservation by carrying out a value adjustment • Mark a funds reservation as completed Copyright © United Nations 128 .

ready for utilization • Normally. A funds block cannot be liquidated against any other commitment or actual expenditure. when an event or activity materializes. the funds block must be removed by marking it as ‘complete’. is a business transaction used to block funds from use against any expenditure. as the name implies. a funds block will be established at UNHQ Copyright © United Nations 129 . Following are some of the features of funds block: • Usually of high value • Typically created to prevent usage of a certain block of budget • No earmarked funds can reference or utilise the budget set aside by a funds block • Subsequently. It must be then converted to another type of earmarked fund. It is earmarked for specific events or activities that are anticipated to occur in the near future within the budget period.What is a Funds Block? Funds block.

Create a Funds Block The process of creating a funds block is depicted below: Available Budget AVC Check of Approve Funds Updated Based on Convert Funds Create Funds Block Availability of Block via Funds Block Block Funds Workflow Amount Note: You may convert a part of or the entire amount reserved by a funds block to another type of earmarked fund for appropriate budgetary use. Legend Automated step performed in Umoja Copyright © United Nations 130 .

perform the following steps: 2 1 1• Type FMW1 in the Command field 2• Click the Enter icon The Funds Blocking: Create InitScrn screen displays. Copyright © United Nations 131 .Create a Funds Block Available Budget Create Funds AVC Check of Approve Funds Updated Based on Convert Funds Block Availability of Block via Funds Block Block Funds Workflow Amount To create a funds block.

Create a Funds Block Available Budget Create Funds AVC Check of Approve Funds Updated Based on Convert Funds Block Availability of Block via Funds Block Block Funds Workflow Amount •3 Type 70 in the Document type field •4 Type 1000 in the Company Code field 6 •5 Type USD in the Currency/rate field •6 Click the Enter icon The Funds blocking: Create Overview scrn screen 3 displays. 4 5 Copyright © United Nations 132 .

where the funding source for the funds block is a Grant. Copyright © United Nations 133 . the Internal Order/ WBSE field becomes a mandatory.Create a Funds Block: Line Items Available Budget Create Funds AVC Check of Approve Funds Updated Based on Convert Funds Block Availability of Block via Funds Block Block Funds Workflow Amount In the Funds blocking: Create Overview scrn screen. enter the appropriate data in the following required fields: •7 Doc. Text •8 Original Amount 7 •9 Text • 10 Fund 8 9 10 11 12 • 11 G/L Account • 12 Cost Center Note: All other fields are automatically populated on this screen after minimum relevant data is entered in the required fields (stated above) Also.

Copyright © United Nations 134 .Create a Funds Block Available Budget Create Funds AVC Check of Approve Funds Updated Based on Convert Funds Block Availability of Block via Funds Block Block Funds Workflow Amount To complete the process of creating a funds 4 block. perform the following tasks: 15 16 • 15 Click the Check icon to confirm the data 3 entered in the funds commitment is correct • 16 Click the Park Document icon. This is equivalent to posting the funds block and starting off a workflow The Funds Blocking: Create InitScrn displays with the document number in the left hand corner of the Status Bar.

the amount allocated in the funds block cannot be utilised for any financial transactions until the event or activity materializes. Once approved. Approve Funds Available Budget Convert Funds Block via Updated Based on Block Workflow Funds Block Amount Copyright © United Nations 135 . At that point. it is returned to budget.Authorization Process The funds block is reviewed and approved by appropriate UN staff.

a parked document can be displayed in order to review the funds block approval status or details of the line items. The process of viewing a funds block is depicted below: Enter the Enter Funds Block Appropriate Document T-Code Number Details Copyright © United Nations 136 .View a Funds Block In Umoja.

2 1 •1 Type FMW3 in the Command field •2 Click the Enter icon You will not be able to edit a funds block when you are in a “view” transaction mode since all fields are read-only.View a Funds Block Enter the Enter Funds Appropriate Block Document T-Code Number Details The process of displaying a funds block is similar to displaying a funds commitment. Copyright © United Nations 137 .

Modification of Approved Funds Block = Value Adjustment To modify an approved funds block. any subsequent action changing the monetary value must go through workflow again. use the T-code FMWPM1. Copyright © United Nations 138 . you must complete a value adjustment. Note: You can only modify a funds block after it has been through a workflow. What is a Value Adjustment? Value adjustments are equivalent to modifying an approved funds block.Change the Value of a Funds Block In order to change the monetary value of an already approved Funds Block. Once a funds block has gone through workflow and is approved.

Funds Block Value Adjustment Process Complete Value Available Budget Enter Funds Block Adjustment for Updated Based Using FMWPM1 Identified Funds on Funds Block Block Amount The process of completing a value adjustment for a funds block is similar to a funds 2 1 commitment: 1• Type FMWPM1 in the Command field 2• Click the Enter icon The Funds blocking: Create value adjustment screen displays where you may complete the value adjustment for the identified funds block. Copyright © United Nations 139 .

but actually adding a new one against the same Funds Block amount. you forgot to include a line item when you initially created the Funds Block and sent it through workflow for approval In such cases. you are not modifying the current Funds Block line items. Copyright © United Nations 140 . To modify an approved funds block by adding an additional line item. use the FMW2 as the T-code.Funds Block: Add Additional Line Item In order to add an additional line item to an already approved Funds Block. Scenarios • Suppose you have created a Funds Block for three items. but now you need to include a fourth line item • Suppose. Note: You can only modify a funds Block after it has gone through workflow: Approved or Rejected. you must complete a unique type of value adjustment.

Copyright © United Nations 141 . You may enter additional line items. 1• Type FMW2 in the Command field to display a funds block 2• Click the Enter icon The Funds block: Change Overview scrn displays.Funds Block: Add Additional Line Item Add a New Line Approve/ Enter Funds Block Item Disapprove Using FMW2 for Identified Funds Block via Funds Block Workflow The process of adding an additional line item 2 1 for a funds block is similar to a funds commitment.

Approve Funds Available Budget Convert Funds Block via Updated Based on Block Workflow Funds Block Amount Copyright © United Nations 142 . it is returned to budget. At that point. the amount allocated in the funds block cannot be utilised for any financial transactions until the event or activity materializes. Once approved.Authorization Process: Funds Block Modifications A modified funds block is reviewed and approved by appropriate UN staff.

approved FMWPM1 funds block (Value Adjustment) Copyright © United Nations 143 . viewing and modifying funds block: Funds Block Process T-Code Create FMW1 View FMW3 Change – Add a New Line Item FMW2 Change – Increase/Decrease an existing.T-Codes for Funds Block The process of creating. viewing and modifying a funds block are similar to funds commitments. Given below are the T-codes that are used for creating.

as well as against actual expenditures.What is Funds Reservation? A business transaction to reserve budget amounts for a future business event without the immediate creation of a purchase order or purchase requisitions. Funds reservations can be liquidated against other earmarked funds documents. The end-to-end process of reserving funds is as follows: Available Budget Funds AVC Check of Approve Funds Create Funds Updated Based on Reservation Availability of Reservation via Reservation Funds Reservation Available to Funds Workflow Amount Utilise Legend Automated step performed in Umoja Copyright © United Nations 144 .

Copyright © United Nations 145 . perform the following steps: 2 1 •1 Type FMX1 in the Command field •2 Click the Enter icon The Funds reservation: Create InitScrn screen displays.Create a Funds Reservation Available Budget Funds AVC Check of Approve Funds Create Funds Updated Based on Reservation Availability of Reservation via Reservation Funds Reservation Available to Funds Workflow Amount Utilise To create a funds reservation.

enter the appropriate data in the following fields: 4 •1 Document type: This field indicates the type of funds reservation you are creating •2 Company Code: The company code defined for UN is 1000 •3 Currency/rate: Enter the currency in which the 1 pre-commitment is being created •4 Click the Enter icon 2 3 The Funds reservation: Create Overview scrn screen displays. Copyright © United Nations 146 .Create a Funds Reservation Available Budget Funds AVC Check of Approve Funds Create Funds Updated Based on Reservation Availability of Reservation via Reservation Funds Reservation Available to Funds Workflow Amount Utilise In the Funds reservation: Create InitScrn screen.

the sections are: Header Section: Contains fields such as Document Number relevant to the entire pre- commitment you are creating Line Item Section: Contains specific fields you enter regarding the pre- commitment you are creating Copyright © United Nations 147 .Create a Funds Reservation: Header & Line Item Available Budget Funds AVC Check of Approve Funds Create Funds Updated Based on Reservation Availability of Reservation via Reservation Funds Reservation Available to Funds Workflow Amount Utilise On the Funds reservation: Create Overview screen.

Create a Funds Reservation: Line Items Available Budget Funds AVC Check of Approve Funds Create Funds Updated Based on Reservation Availability of Reservation via Reservation Funds Reservation Available to Funds Workflow Amount Utilise In the Funds reservation: Create Overview scrn screen. Text 1 •2 Original Amount 2 3 4 5 6 •3 Text •4 Fund •5 G/L Account •6 Cost Center Note: All other fields are automatically populated on this screen after minimum relevant data is entered in the required fields (stated above) Also. enter the appropriate data in the following required fields: •1 Doc. where the funding source for the funds reservation is a Grant. Copyright © United Nations 148 . the Internal Order/ WBSE field becomes a mandatory.

Funds Reservation Pre-check Functionality: Check Submission Available Budget Funds AVC Check of Approve Funds Create Funds Updated Based on Reservation Availability of Reservation via Reservation Funds Reservation Available to Funds Workflow Amount Utilise To complete the process of creating a funds reservation. Copyright © United Nations 149 . perform the following tasks: •7 Click the Check icon to confirm the data entered in the funds 7 8 reservation is correct •8 Click the Park Document icon. This is equivalent to posting the funds reservation and starting off a workflow The Funds reservation: Create InitScrn displays with the document number in the left hand corner of the Status Bar.

Once approved. Available Budget Approve Funds Updated Based on Funds Reservation Reservation via Funds Reservation Available to Utilise Workflow Amount Copyright © United Nations 150 .Authorization Process The funds reservation is reviewed and approved by appropriate UN staff. it will be referenced when processing appropriate accounts payables.

a parked document can be displayed in order to review the funds reservation approval status or details of the line items. The process of viewing a funds reservation is depicted below: Enter Funds Enter the Reservation Appropriate T- Document Code Number Details Copyright © United Nations 151 .View a Funds Reservation In Umoja.

Copyright © United Nations 152 . 2 1 •1 Enter FMX3 in the Command field •2 Click the Enter icon The Funds reservation: Create InitScrn screen displays where you enter the document number and click Enter.View a Funds Reservation Enter Pre- Enter the Appropriate commitment T-code Document Number Details The process of displaying a funds reservation is similar to displaying a funds commitment. The Funds reservation: Display Overview scrn screen displays the details of the funds reservation.

Copyright © United Nations 153 . You will not be able to edit a funds reservation when you are in a “display” transaction mode since all fields are read-only.View a Funds Reservation: Consumption Result Enter Pre- Enter the Appropriate commitment T-code Document Number Details The Funds reservation: Display Overview scrn screen displays the details of the funds reservation.

Modify a Funds Reservation An already approved funds reservation can be modified in Umoja by performing one of the following two activities: • Increase/decrease the value of a funds reservation (Value Adjustment) T-code used is FMXPM1 • Add an additional line item to an approved funds reservation (Change) T-code used is FMX2 Copyright © United Nations 154 .

Modify the Value of a Funds Reservation In order to increase/decrease the value of an already approved funds reservation. any subsequent action modifying the monetary value must go through workflow again. What is a Value Adjustment? Value adjustments are equivalent to modifying an approved funds reservation. Note: You can only modify a funds reservation after it has been through workflow. you must complete a value adjustment document. Copyright © United Nations 155 . use the T-code FMXPM1. Once a funds reservation has gone through workflow and is approved. Modification of Approved Funds Reservation Amount = Value Adjustment To modify an approved funds reservation amount.

Copyright © United Nations 156 .Funds Reservation Value Adjustment Process Available Budget Complete Value Enter Funds Updated based Adjustment for Reservation Using on Funds Identified Funds FMXPM1 Reservation Reservation Amount The process of completing a value adjustment for a funds reservation is similar to a funds 2 1 commitment: 1• Type FMXPM1 in the Command field 2• Click the Enter icon The Funds Reservation: Create Value Adjustment scrn displays with the document number field in the lower half of the screen.

but now you need to include a fourth line item • Suppose. Copyright © United Nations 157 . To modify an approved funds reservation by adding an additional line item. Scenarios • Suppose you have created a Funds Reservation for three items. Note: You can only change a funds reservation after it has gone through workflow: Approved or Rejected. you must complete a unique type of value adjustment document. you are not modifying the current Funds Reservation line items. but actually adding a new one against the same Funds Reservation amount. use the FMX2 as the T-code. you forgot to include a line item when you initially created the Funds Reservation and sent it through workflow for approval In such cases.Funds Reservation: Add Additional Line Item In order to add an additional line item to an already approved Funds Reservation.

Copyright © United Nations 158 .Funds Reservation: Add Additional Line Item Add a New Line Approve/Disappr Enter Funds Item ove Funds Reservation Using for Identified Reservation via FMX2 Funds Reservation Workflow The process of adding an additional line item for 2 1 a funds reservation is similar to a funds commitment: •1 Type FMX2 in the Command field •2 Click the Enter icon The Funds reservation: Change Overview scrn displays so you may enter additional line items.

approved FMXPM1 pre-commitment (Value Adjustment) Copyright © United Nations 159 .T-Codes for Funds Reservation The T-codes that can be used for creating. viewing and modifying funds reservations are given below: Pre-commitment Process T-Code Create FMX1 View FMX3 Change – Add a New Line Item FMX2 Change – Increase/Decrease an existing.

2611 Copyright © United Nations 160 .11.2823?originalContext=1.Activity 1 Transaction Name: Create Funds Block Transaction Code: FMW1 Link to the uPerform simulation: http://unsapuperform.umoja.11.un.org/gm/folder- 1.

umoja.Activity 2 Transaction Name: Modify Funds Block Transaction Code: FMW2 Link to the uPerform simulation: http://unsapuperform.2611 Copyright © United Nations 161 .un.2827?originalContext=1.11.org/gm/folder- 1.11.

un.org/gm/folder- 1.2883?originalContext=1.umoja.2611 Copyright © United Nations 162 .Activity 3 Transaction Name: Create Funds Reservation Transaction Code: FMX1 Link to the uPerform simulation: http://unsapuperform.11.11.

2611 Copyright © United Nations 163 .Activity 4 Transaction Name: Modify Funds Reservation Transaction Code: FMX2 Link to the uPerform simulation: http://unsapuperform.11.org/gm/folder- 1.11.2835?originalContext=1.umoja.un.

Cost Centre B. Internal Order D. WBSE Copyright © United Nations 164 .Learning Checkpoint 1 Which of the following fields becomes mandatory if you are creating a line item referencing a grant as a funding source? Select all that apply. Company Code C. A.

A. Internal Order D. WBSE Options C and D are the correct answers. If you are creating a line item referencing a grant as a funding source. Cost Centre B. Copyright © United Nations 165 . Internal Order and WBSE becomes the mandatory fields. Company Code C.Learning Checkpoint 1 Which of the following fields becomes mandatory if you are creating a line item referencing a grant as a funding source? Select all that apply.

Module 5 Summary The key points covered in this module are listed below: • The purpose of funds block and its associated processes • The purpose of funds reservation and its associated processes • Funds block and funds reservation are typically established at UNHQ due to their material value • Other earmarked funds cannot be utilised against funds block • Other earmarked funds can be utilised against funds reservation Copyright © United Nations 166 .

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 167 .

you will be able to: • Explain the workflows associated with earmarked funds • Explain the funds documents created with activities related to funds commitment creation and modification • State the types of reports generated for earmarked funds Copyright © United Nations 168 .Module 6 Objectives After completing this module.

It is a Workflow routing tool in Umoja that forwards documents. requests or tasks for review or approval Document created as result of an earmarked funds financial Funds Document transaction carried out in the Funds Management module Reports that are generated in FM on earmarked funds for Earmarked Funds Reports internal management accounting Copyright © United Nations 169 . repeatable business process in Umoja.Key Terminology Key Term Description A consistent.

They can simply approve or reject it. Note: The approver(s) of a workflow task cannot modify the actual request. requests or tasks for authorization. A workflow: • Is created to automate a set of manual steps within a business process or procedure • Is a path of authorization that a task must follow in order to ensure it is accurately carried out For example. Copyright © United Nations 170 . a funds pre–commitment or commitment that needs to be certified or approved is sent to the intermediate approver and approver's inboxes appropriately for review and confirmation respectively.What is a Workflow? In Funds Management. a workflow is a routing tool in Umoja that forwards funds documents.

Example: Funds Pre-Commitment Workflow The end-to-end process of funds pre-commitment workflow is as follows: View Workplace Select the Review the item Certify/Reject Funds Inbox Workflow Item Pre-commitment Copyright © United Nations 171 .

Copyright © United Nations 172 .Example: Funds Pre-Commitment Workflow Certify/Reject View Workplace Select the Review the item Funds Pre- Inbox Workflow Item commitment To view the business workplace. you can also type SBWP in 1 the Command field You can also access this transaction using the Umoja menu path: Office > Workplace. The Business Workplace screen displays. Alternatively. perform the following step: •1 Click the Business Workplace icon.

Example: Funds Pre-commitment Workflow Certify/Reject View Workplace Select the Review the item Funds Pre- Inbox Workflow Item commitment To review workflow items associated to you. perform the following step: •1 Click the Workplace icon 1 All items waiting for your action will be displayed in your inbox. 1 Copyright © United Nations 173 .

Copyright © United Nations 174 .Example: Funds Pre-commitment Workflow Certify/Reject View Workplace Select the Review the item Funds Pre- Inbox Workflow Item commitment For further action on a workflow item. perform the following steps: •1 Click the Inbox icon •2 Click the Workflow icon to expand the line items awaiting 1 your review 2 Workflow line items display in the reading pane of the workflow inbox.

Funds Pre-commitment Workflow Certify/Reject View Workplace Select the Review the item Funds Pre- Inbox Workflow Item commitment Some of the key sections in the workflow screen are described below. Description Section: This section describes key elements of the earmarked funds document currently in workflow. Copyright © United Nations 175 . You may choose to perform any of the following actions: Objects and Certify. Attachment Reject and Section: This Cancel section provides links to funds document details.

Copyright © United Nations 176 . By doing so you can return to the previous Umoja screen without performing any action Note: Name of buttons may slightly vary based on the type of EF you are in.Funds Pre-commitment Workflow Certify/Reject View Workplace Select the Review the item Funds Pre- Inbox Workflow Item commitment •3 Click an appropriate button to perform decision steps for a workflow item: • Click Certify to certify/approve the earmarked fund workflow • Click Reject to reject the earmarked fund workflow and send the workflow 3 back to creator • Click Cancel to keep the work item in your inbox.

Example: Funds Pre-Commitment Workflow Certify/Reject View Workplace Select the Review the item Funds Pre- Inbox Workflow Item commitment To certify the funds pre-commitment workflow item. the funds pre- commitment will be ready to be referenced against a funds commitment. You will return to the Business Workplace inbox – the workflow item has been removed from the pending workflow line items. Copyright © United Nations 177 . Once certified. you click the Certify button.

perform the following steps: 1• Click Reject 2• Provide a rejection reason in the Justify Your Decision pop-up 1 window 2 Copyright © United Nations 178 .Example: Funds Pre-Commitment Workflow Certify/Reject View Workplace Select the Review the item Funds Pre- Inbox Workflow Item commitment To reject the funds pre- commitment workflow item.

To generate the Earmarked Funds Journal report.Earmarked Funds Journal Report Enter Report Enter T-code Parameters (Search Generate Report Criterion) The Earmarked Funds Journal report provides details 2 1 of all earmarked funds created in the required reporting period. Copyright © United Nations 179 . perform the following steps: On the SAP Easy Access screen: •1 Type S_P99_41000147 in the Command field •2 Click the Enter icon The Earmarked Funds Journal screen displays.

Category field. For Example. you could search by Document Category. Select the matchcode icon within the first blank field to the right of the Doc. In the pop-up that displays. •a Repeat this step for the second blank field. Category field heading as ‘To’ and a a ‘From’ fields for searching and filtering purposes • b Select the Execute icon once you have selected appropriate search criterion Copyright © United Nations 180 . b Treat these two blank fields next to the Doc. select the appropriate Document Categories.Earmarked Funds Journal Report Enter Report Enter T-code Parameters (Search Generate Report Criterion) There are several search criterion you can enter to define the appropriate earmarked funds Journal report.

You can select the earmarked funds document number in the Doc. Copyright © United Nations 181 . No column to review specific details regarding each earmarked funds line item displayed in the Earmarked Funds Journal report.Earmarked Funds Journal Report Enter Report Enter T-code Parameters (Search Generate Report Criterion) The Earmarked Funds Journal report displays based on the search criterion entered or selected.

Earmarked Funds Journal Report Enter Report Enter T-code Parameters (Search Generate Report Criterion) Alternate Search Methods with the Earmarked Funds Journal Report: You may also generate the Earmarked Funds Journal report with the following commonly used search criterion: •a Document Type: Example: Document Type 10/11 (Pre-Commitments) and Document Type 45 (Travel Commitments) a •b Document Date: Example: Date Range in which earmarked funds document was b created •c Commitment Item: Example: Inventory – Medical Supplies.Vendor c Copyright © United Nations 182 . LT Advance .

The steps to generate the Document Journal report are as follows: •1 Type FMRP_RFFMEP1AX in the Command field •2 Click the Enter icon The Document Journal screen displays. Copyright © United Nations 183 .Document Journal Report Enter Report Enter T-code Parameters (Search Generate Report Criterion) The Document Journal Report provides details of all funds commitments created in the SRM Portal. as 2 1 well as all earmarked funds created within the required reporting period.

Select the matchcode icon within the first blank field to the right of the Fund Center field. In the pop-up that b displays.Document Journal Report Enter Report Enter T-code Parameters (Search Generate Report Criterion) There are several search criterion you can enter to define the appropriate Document Journal report. you could search by Fund Center. Treat these two blank fields next to the Fund Center field heading as ‘To’ and ‘From’ fields for searching and filtering purposes a b •b Select the Execute icon once you have selected a appropriate search criterion Copyright © United Nations 184 . For Example. select the appropriate Document Categories: •a Repeat this step for the second blank field.

Copyright © United Nations 185 . No column to review specific details regarding each document journal line item displayed in the report. You can select the document number in the Doc.Document Journal Report Enter Report Enter T-code Parameters (Search Generate Report Criterion) The Document Journal report displays on the screen based on the search criterion entered or selected.

un.11.org/gm/folder- 1.umoja.11.2611 Copyright © United Nations 186 .Activity 1 Transaction Name: Earmarked Funds Journal Report Transaction Code: S_P99_41000147 Link to the uPerform simulation: http://unsapuperform.2867?originalContext=1.

Activity 2 Transaction Name: Document Journal Report Transaction Code: FMRP_RFFMEP1AX Link to the uPerform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.2611 Copyright © United Nations 187 .3606?mode=EU&originalContext=1.11.11.

Automate B. Fill in the blank with the correct option.Learning Checkpoint 1 Workflow is created to _________ a set of manual steps within a business process or procedure. Process Copyright © United Nations 188 . Execute D. View C. A.

Workflow is created to automate a set of manual steps within a business process or procedure. Execute D. View C.Learning Checkpoint 1 Workflow is created to _________ a set of manual steps within a business process or procedure. Process Option A is the correct answer. Automate B. A. Fill in the blank with the correct option. Copyright © United Nations 189 .

Module 6 Summary The key points covered in this module are listed below: • A workflow is defined as a routing tool in Umoja that forwards documents. requests or tasks for review or approval • The steps required to review a funds commitment workflow in the Umoja system are carried out in the Business Workplace • Two reports used in reviewing earmarked funds and other funds commitments is the Earmarked Funds Journal report (S_P99_41000147) and the Document Journal report (FMRP_RFFMEP1AX) Copyright © United Nations 190 .

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 191 .

Course Summary The key points covered in this course are listed below: • The different types of earmarked funds are funds pre-commitment. if the budget is available • Funds block is a process to block funds from use against any expenditure. An approved pre-commitment is necessary in order to process a funds commitment. The only exception to this rule are travel commitments • Funds commitment is a reservation of a defined amount of funds in anticipation of entering a binding agreement to spend these funds at a future date • Travel funds commitment is a process to pre-encumber travel funds in current and future periods. travel commitment. funds commitment. funds block and funds reservation • Funds pre-commitment is a reservation of an estimated amount of funds in anticipation of entering a binding agreement to spend these funds at a future date. requests or tasks for review or approval Copyright © United Nations 192 . Funds reservation is a process to reserve budget amounts for a future business event without the immediate creation of a purchase order or purchase requisitions • A workflow is a routing tool in Umoja that forwards documents.

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 193 .

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 Copyright © United Nations 194 .Course Assessment Now that you have completed all the modules in this course. Log into Inspira 2. you can test your knowledge by completing the Course Assessment. To receive credit for completing this course. To complete the assessment you must return to the Learning Management System: 1. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. you must pass this assessment with a minimum score of 90%.

Agenda Course Introduction Module 1: Introduction to Budget Implementation Module 2: Funds Pre-commitment Module 3: Funds Commitment Module 4: Travel Funds Commitment Module 5: Funds Block & Funds Reservation Module 6: Budget Implementation Workflows & Reports Course Summary Course Assessment Course Survey Copyright © United Nations 195 .

Click the Submit button once you have completed the course survey Copyright © United Nations 196 . Click the Start link of the course survey 5. Please complete the evaluation for this course using the following steps: 1. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3.Course Survey Your feedback is important to the continuous improvement of our training program. Log into Inspira 2. Search for the name of the course under the My Learning Activities section 4.

Congratulations! You have successfully completed the Umoja Budget Implementation course. Copyright © United Nations 197 .