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SC320 – Umoja Inbound Goods

Process: PK & SPM

Umoja Inbound Goods Process: PK & SPM – Version 31
Last Modified:
Copyright 22-Jan-18
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Introduction
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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

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for activities performed when receiving goods from commercial/commodity vendors.Course Overview The purpose of the Umoja Inbound Goods Process course is to train end users on how to support the Inbound Goods process using the Umoja ECC system. Prerequisite Review You should have completed the following prerequisite courses: • Umoja Overview • Umoja Master Data & Coding Block Overview • Umoja ECC Navigation • Umoja Logistics Overview: PK & SPM Course Duration: 6 hours Copyright © United Nations 4 . This is an interim process applicable to Peacekeeping and Special Political Missions (SPMs). during the period of coexistence between the Umoja and Galileo systems.

you will be able to: • Explain the key concepts from the Logistics Overview (Level 1) course • Display a Purchase Order (PO) • Describe the significance of the Inbound Delivery • Display. update and monitor an Inbound Delivery • Perform a virtual Goods Receipt against an Inbound Delivery • Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery • Perform a Goods Receipt to Blocked Stock against an Inbound Delivery • View a Material Document created during a Goods Receipt • Describe the important dates and notifications during the Goods Receipt process • Reverse a Goods Receipt transaction • Process a return to the vendor • Describe the Goods Receipt interface to the Galileo system Copyright © United Nations 5 .Course Objectives After completing this course.

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 6 .

Module 1 Objectives After completing this module. you will be able to: • Explain the key concepts from the Logistics Overview (Level 1) course Copyright © United Nations 7 .

purchased. against an Inbound Delivery. This replaces the “Short Form” or “Direct Acquisition (LVA) PO” process A location where materials are produced. such as. inventoried. conducted at the point of “first receipt” or transfer of ownership A PO used for requirements that are up to $4. stored.000 USD. quantities. quantities and agreed prices for products delivered by the vendor Goods Receipt A document generated to acknowledge receipt of goods. This is done through the Logistics Invoice Verification (LIV) process Copyright © United Nations 8 . price per unit and terms appearing on the vendor’s invoice with the information on the PO and the Three-Way Matching Goods Receipt. Country for HQ and OAHs) The comparison of information. received and valuated or from which services are provided (Mission/Support Center in Peacekeeping. Plant shipped. issued without the Low Value direct involvement of Procurement.Key Terminology Key Term Description Purchase Order (PO) A buyer-generated document that authorizes a purchase transaction Invoice A vendor-generated document that indicates the products.

stores and ships.Key Terminology Key Term Description A system document containing key delivery data required for triggering and Inbound Delivery monitoring the inbound movement of goods to the mission area. Copyright © United Nations 9 . Similar to an Advanced Shipping Notice (ASN) used by Freight Forwarders A three-character field in the Umoja ECC system to describe the type of Movement Type material movement that needs to be performed. central database. The integration of all information about a Material Master material into a single record eliminates redundancy and makes it possible to store material data for all relevant system components in a single. other than the final destination A Goods Receipt posted in Umoja when the terms of a contract specify that Physical Goods the delivery of goods by a commodity vendor to UN occur at the intended Receipt mission destination Material master records contain all the information about the materials that the UN procures. It is used for all types of goods movement in Umoja such as receipts and reversals A Goods Receipt posted in Umoja when the terms of a contract specify that Virtual Goods the delivery of goods by a commodity vendor to UN occur at a named place of Receipt delivery.

based on information provided from commodity vendors and freight providers • Manages the information flow to indicate transfer of Inbound Coordinator ownership of goods • Enables downstream operations to be optimized through provision of shipment/movement information • Cannot perform virtual or physical Goods Receipt transactions in Umoja Copyright © United Nations 10 .Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: • Updates information about inbound movement of goods to the mission.

in accordance with the Incoterm Copyright © United Nations 11 .Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: • Receives goods against commercial procurement Virtual Receiving during the Virtual Goods Receipt process User • Indicates UN acceptance of goods during transfer of ownership.

Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: • Receives goods against commercial procurement during the Physical Goods Receipt process Receiving User • Indicates UN acceptance of goods during transfer of ownership. in accordance with the Incoterm Copyright © United Nations 12 .

that is being implemented during the coexistence period between the Umoja and Galileo systems. such as the Procurement Manual. several aspects of the business are changing: • System Integration • Financial Implications • Inbound Delivery Process • Virtual vs. This process is performed when receiving goods from commodity vendors and is also applicable for goods receipts resulting from Low Value Acquisitions (LVA’s). Copyright © United Nations 13 . DFS Property Management Manual and other policies issued by UN. With the implementation of Umoja.Umoja Inbound Goods Process Review The Umoja Logistics Overview course introduces the Inbound Goods Process (for DFS- supported missions). Physical Goods Receipt process Umoja Goods Galileo Goods Inbound Receipt (Quantity Receipt and Processing & Basic Inventory Verification) Management* Note: These processes are governed by IPSAS/OPPBA guidelines/procedures and documented in publications.

Virtual and Physical Receipt for Common UN Incoterms The transfer of ownership that occurs between the seller and buyer is dictated by the Incoterm. A virtual Goods Receipt can occur at any location prior to the final receiving UN location. The Incoterms 2010 commonly used by UN are depicted below: Point of Origin Port Onboard Vessel Port UN Location EXW UN Virtual FCA Seller UN Receipt FOB Seller UN DAT Seller UN Seller DAP Physical Seller DDP Receipt Copyright © United Nations 14 .

as dictated by the appropriate Incoterms.What is a Virtual Goods Receipt? Virtual Goods Receipt Vendor Delivers at Origin or Other Named Place (e. This can occur before goods are physically received by the mission. for example when they are placed at the disposal of a UN-designated freight forwarder.g. In Umoja. this is considered a virtual goods receipt. Port of Delivery) Vendor Delivers at Destination IPSAS requires goods to be received at the point of transfer in ownership from the commodity vendor to UN. Within the virtual goods receipt process: • Inbound deliveries are updated with relevant information provided by commodity vendor to confirm delivery of goods • The Virtual Receiving User then receives the goods against the inbound delivery • Umoja ECC will automatically perform a three-way match and clear the payment for processing Copyright © United Nations 15 .

g. Port of Delivery) Vendor Delivers at Destination Physical goods receipt refers to the process where commodity vendors deliver directly to the mission location. as dictated by the appropriate Incoterms.What is a Physical Goods Receipt? Physical Goods Receipt Vendor Delivers at Origin or Other Named Place (e. goods can be moved to a “blocked” status and the invoice for payment cannot be paid until resolved • Requisitioners are notified by a system-generated email upon goods receipt (under deliveries and “blocked” goods are indicated) Copyright © United Nations 16 . Umoja ECC will automatically perform a three-way match and clear the payment for processing • If discrepancies are found. Within the physical goods receipt process: • The Receiving User receives the goods against the inbound delivery in Umoja • For a standard goods receipt.

When a movement type is used. goods are received to a certain stock type. Umoja ECC uses movement types to perform the receiving actions taken. Copyright © United Nations 17 .Umoja ECC Stock Type As you recall. A stock type defines the system state that classifies goods. Stock types used in Umoja: Unrestricted Stock Blocked Stock Material available for use upon receipt Material not available for use upon receipt • This stock type allows full financial posting • Should only be used in exceptional cases and invoice processing • Used when goods are clearly damaged or have different specifications from the PO • Upon receipt of such goods UN will not accept ownership until resolution is reached with vendor • This stock type blocks full financial posting and invoice processing Note: As inventory or “stock” is not managed in Umoja during the interim period with Galileo. the purpose of the stock type is to determine financial posting and invoice processing.

Goods Receipt Movement Types As explained in the Logistics Overview course. this table shows the different types of Goods Receipt movement types (with Movement Type codes): Movement Type Description Financial Implication • Full financial posting ZP1 Virtual Receipt • Invoice processing • Three-way match • Full financial posting 101 Receipt to Unrestricted Stock • Invoice processing • Three-way match Reverse Receipt 102 • Varies depending on receipt movement type (Virtual or Physical) • No financial posting 103 Receipt to Blocked Stock • No invoice processing • Full financial posting 105 Release Blocked Stock • Invoice processing • Three-way match Return to Vendor after 122 • Varies depending on receipt movement type Receipt to Unrestricted Stock Return to Vendor after 124 • Varies depending on receipt movement type Receipt to Blocked Stock Copyright © United Nations 18 .

Putting it Together: Goods Receipt Scenarios The steps for performing a virtual or physical Goods Receipt are summarized below: Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Coordinator Inbound Delivery Update Inbound Delivery Update Vendor delivers at origin or other Vendor delivers at destination named place Inbound Coordinator Receiving User Check Delivery Documents Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Receiving User Check Delivery Documents Check for Discrepancy Virtual Receiving User Receiving User Virtual Receipt Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 19 .

Create an Inbound Delivery Copyright © United Nations 20 . Barcode and update received batches. Performing quality inspection of materials D. A.Learning Checkpoint 1 When goods physically arrive at the final destination. Receive goods in Umoja ECC B. which tasks are performed by the Receiving User in Umoja ECC? Select the correct option. as applicable C.

Create an Inbound Delivery Option A is correct. which tasks are performed by the Receiving User in Umoja ECC? Select the correct option. A.Learning Checkpoint 1 When goods physically arrive at the final destination. as applicable C. Performing quality inspection of materials D. Copyright © United Nations 21 . Barcode and update received batches. The Receiving User receives the goods in Umoja ECC after the goods physically arrive at the receiving mission location. Receive goods in Umoja ECC B.

Goods Receipt and Inbound Delivery process changes • Stock types in Umoja are Unrestricted Stock and Blocked Stock • Review of movement types and financial implications • Steps for performing a virtual and a physical Goods Receipt Copyright © United Nations 22 . Virtual Receiving User and the Receiving User • Key changes with the implementation of Umoja are the coexistence of Umoja ECC and Galileo.Module 1 Summary The key points covered in this module are listed below: • Roles involved in the Umoja Logistics process are the Inbound Coordinator. financial implications. systems integration.

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 23 .

you will be able to: • View a PO in ECC • Update and display an Inbound Delivery • Describe who updates certain fields in the Inbound Delivery • Run an Inbound Delivery report Copyright © United Nations 24 .Module 2 Objectives After completing this module.

The key features are: It provides the link between Procurement and Mission Logistics and R&I functions It is created against the Purchase Order.Inbound Delivery Overview An Inbound Delivery is a system document used to collect all shipment/delivery details (similar to an Advanced Shipping Notice provided by freight-forwarders). This informs receiving offices of expected delivery dates and shipment information For virtual receipts. Umoja ECC runs a scheduled batch job to create the Inbound Delivery and transfers key Purchase Order data The Inbound Coordinator updates it with shipping updates from the vendor. the Inbound Coordinator updates it with the actual delivery date and uploads the delivery documents (including onward movement) An Inbound Delivery report can be produced by each receiving mission to track Inbound Deliveries. Goods are received against the Inbound Delivery Copyright © United Nations 25 .

Inbound Delivery Overview The end-to-end process from Procurement to Goods Receipt in Umoja is as follows: 3 1 2 4 Virtual (Goods Receipt) Material Purchase Inbound Order Delivery 3 Document (Goods Receipt) Inbound Physical Delivery (Goods Receipt) generated from the PO by Umoja PO is created Inbound Delivery is A Goods Receipt is Goods during updated during conducted against the Receipt slip is Procurement shipment Inbound Delivery generated Copyright © United Nations 26 .

g. The initial screen displays the last PO that the user opened 2• Click the Other PO icon (left of the Print Preview icon) to open a new PO • Enter the PO number and press enter or click the Other Document button 3 1 2 3 Copyright © United Nations 27 .Inbound Deliveries and Purchase Orders Since Inbound Deliveries are created against PO’s. The steps to view a PO in Umoja ECC are as follows: 1• Enter the T-code ME23N in the Command field. an Inbound Coordinator (e. a Procurement Officer) can find a specific Inbound Delivery by viewing the PO in Umoja ECC.

View a Purchase Order The overall PO screen appears as follows: Copyright © United Nations 28 .

The PO screen consists of the following fields and sections: • Identifying Information for the order such as PO number. vendor and document date 1 • PO Header with several tabs of PO information (i. Delivery Status.e. Incoterms. etc) 2 1 2 Note: The Incoterms field may be empty at the header level.View a Purchase Order Now. let’s look at the different sections. Copyright © United Nations 29 .

the Header Incoterms field may not be populated.Review the line item details for information such as Delivery Date.View a Purchase Order •3 Item Overview •4 Line Item Detail . Quantity. Copyright © United Nations 30 . In this case. and notes contained in the different tabs. 3 4 Note: Individual line items may have different Incoterms.

Copyright © United Nations 31 . The user can click any of the underlined fields to open the referenced document. the movement type. the Goods Receipt posting date and others. click the Purchase Order History tab to view the history of receiving actions performed on the PO. the material document number (from a Goods Receipt).e. such as material document. there is no history for the PO).View a Purchase Order In the Line Item Detail section. Note: The Purchase Order History tab is not visible if there has not been any previous receiving actions against the PO (i. For example.

View a Purchase Order
The Inbound Delivery document number is found on the PO’s Confirmations tab.
• A PO may have multiple Inbound Deliveries
• Each Inbound Delivery has one Incoterm, one Delivery Date and one Goods
Receipt date
• Double-clicking the Inbound Delivery document number will bring up the Inbound
Delivery document window (as displayed on the next slide)

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Inbound Delivery Screen
The Inbound Delivery document screen displays on the screen.

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Simulation Activities
Throughout this training, users will have the opportunity to
conduct activities in the form of simulations. Simulations
are interactive “recordings” of the Umoja system used to
help facilitate a hands-on learning experience. The
simulation links are provided on the corresponding activity
slides.

Users can access simulations in three different modes:
• Show me: Users view a video of an entire 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, with no additional instructions provided

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Activity 1 Transaction Name: View a PO Transaction Code: ME23N Guide me: View a PO Copyright © United Nations 35 .

and uploads any shipping documents provided by vendor for the shipment • For Virtual Goods Receipt scenarios: – When goods are delivered by vendor to the location dictated by the Incoterm. The Inbound Coordinator also checks all delivery documents for compliance – If follow-on freight contract is arranged. Copyright © United Nations 36 . the Inbound Coordinator updates the Actual Goods Receipt Date field and the actual quantity delivered fields (based on supporting documentation such as Delivery Note) on the Inbound Delivery (note: this is not completing an actual Goods Receipt). the Inbound Coordinator uploads the documents/information for the follow-on freight movement to the Inbound Delivery document Point of Origin Port Onboard Vessel Port UN Location The next section contains steps for the Inbound Coordinator to complete these tasks. based on commodity vendor communication.Updating an Inbound Delivery The Inbound Coordinator performs the following tasks as a shipment progresses: • Updates the Delivery Date as required.

Key Inbound Delivery Dates The Inbound Delivery contains information regarding several key dates to support the goods movement and delivery process for Peacekeeping missions. Inbound Coordinators Procurement Offices Mission Movement Control Offices (MovCon) Copyright © United Nations 37 . It is a “living document” which is updated as delivery and shipping information becomes available an/or changes. The responsibility for updating key dates is shared among different offices. depending on which office would likely have the most accurate and current information.

*Updated by Procurement or MovCon. Always Procurement Office. The offices are responsible for updating the following specified date fields: Mission Movement Procurement Offices Control Offices (MovCon) Delivery Date As advised or updated by commodity vendor. This will also be the audited dated for IPSAS compliance during the Goods Receipt process. It is not updated for Physical GR scenarios when goods are delivered to destination. Actual Goods Receipt Date* Actual Goods Receipt Date* When goods delivered by the When goods delivered by the commodity vendor to an external commodity vendor to UN at a transit vendor/Freight Forwarder location for onward movement Note: Actual Goods Receipt Date is the key date that will be used by system for the Goods Receipt “Posting Date” during a Virtual GR scenario. depending on the situation Copyright © United Nations 38 .Key Inbound Delivery Dates Inbound Delivery Document is updated by both Procurement and Mission Movement Control Offices.

e.i. this is planned delivery date by vendor • Data for this field is automatically populated from the PO • This provides visibility to downstream activities/offices of planned incoming shipment dates and details to allow movements planning • It is updated by Procurement staff acting as Inbound Coordinator acting on advice and updates from the vendor • Updated as required for all scenarios (Virtual and Physical) Copyright © United Nations 39 .Key Inbound Delivery Dates The following key dates are captured on the Item Overview tab of the Inbound Delivery: Delivery Date Procurement • Date notified by the vendor for goods delivery at the named destination (for example FCA. DAT or DAP) .

therefore. accuracy is key • In Virtual Goods Receipt scenario. this date will be updated by Procurement staff or Mission MovCon staff acting as Inbound Coordinator to reflect the delivery of goods from the commodity vendor to the UN or the UN's appointed freight forwarder Copyright © United Nations 40 . in accordance with the Incoterms • This date will be used as the "Posting Date" when the Virtual Goods Receipt is performed.Key Inbound Delivery Dates The following key dates are captured on the Item Overview tab of the Inbound Delivery: Actual Goods Receipt Date Procurement MovCon • The date when the ownership of goods has been transferred.

per Incoterm 1 2 3 4 5 Copyright © United Nations . provided by the vendor and originally derived from the PO •5 Actual GR date: Reflects the date of the transfer of ownership to UN.Inbound Delivery Overview Now. The Inbound Delivery screen consists of the following key elements: •1 Header View button •2 Document number of the Inbound Delivery •3 Document Date of the Inbound Delivery The Item Overview tab contains several important dates (described in detail later): •4 Delivery date: planned delivery date (to incoterm location). let’s look at the Inbound Delivery in detail.

then updated as advised by vendor • 9 Document Flow button .can use this to navigate back to the PO screen 7 8 6 9 Note: The user can drag and rearrange the columns as needed Copyright © United Nations 42 .i.Inbound Delivery Overview The lower part of the Inbound Delivery screen also contains the item detail information: • 6 Plant (Mission) • 7 Material number . the Product ID • 8 Delivery quantity – originally copied from PO.e.

the overall steps relating to the Inbound Delivery process are as follows: 1.Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The mission has ordered some fuel storage tanks and vehicle spare parts from a Systems Contract. if the commodity vendor provides an update 3. Umoja automatically creates an Inbound Delivery in the system for this delivery using the information from the PO (for example delivery date and materials) 2. This report provides the mission with the visibility and shipping details and documents of forecasted inbound shipments Umoja Galileo Inbound Goods Goods Processing Receipt Receipt Copyright © United Nations 43 . The Inbound Coordinator confirms that the goods are delivered to the port. The Inbound Coordinator uploads the delivery documents and any onward shipping documents and they also update the Inbound Delivery with the actual quantity received and the Actual Goods Receipt Date field 4. The Inbound Coordinator updates the Delivery date field in the Inbound Delivery. In this scenario. The Virtual Receiving User runs the Inbound Delivery Report as often as locally needed. The goods are to be delivered to the mission’s local port of entry.

Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The goods are to be delivered to the local port of entry. Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Coordinator Inbound Delivery Update Inbound Delivery Update Vendor delivers at origin or other Vendor delivers at destination named place Inbound Coordinator Receiving User Check Delivery Documents Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Receiving User Check Delivery Documents Check for Discrepancy Virtual Receiving User Receiving User Virtual Receipt Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 44 .

it can no longer be updated as the delivery is considered “complete”. The steps to view a list of Inbound Deliveries and/or update an existing Inbound Delivery are as follows: 1• Enter the T-code VL06I in the Command field. The Inbound Delivery Monitor screen displays •2 Click the List Inbound Deliveries button 1 Note: After a Goods Receipt is posted for the full 2 quantity in the Inbound Delivery. the Inbound Delivery report can be used.Update an Inbound Delivery – Inbound Delivery Report If the Inbound Coordinator does not navigate to a specific Inbound Delivery from the PO. Copyright © United Nations 45 . screen or wishes to view multiple Inbound Deliveries.

or leave blank to list all. 4 • Click the Execute button 4 3 3 More Parameters Available Below 3 Copyright © United Nations 46 . Ensure that the delivery dates match the desired search timeframe.Update an Inbound Delivery – Inbound Delivery Report 3• Enter your Plant (Mission) in the Shipping Point/Receiving Pt field. scroll down the screen to the Total Goods Movement Status and enter “A” to filter Inbound Deliveries for which a Goods Receipt has NOT been processed already. If the Inbound Delivery number is known. it can also be entered into a field on the lower part of this screen Optionally.

5• Find the corresponding Inbound Delivery based on the PO or other known information. double-click the document number. This is the Inbound Delivery report.Update an Inbound Delivery – Inbound Delivery Report A list of Inbound Deliveries for the mission appears on the screen. Review the document for the necessary information The filter function and column sorting can be used to help find a delivery •6 Check the box next to the relevant Inbound Delivery to select it for update •7 Click the Change Inbound Deliveries icon 7 5 6 Note: The “External Delivery ID” field = the PO document number Copyright © United Nations 47 . To view an Inbound Delivery.

Update an Inbound Delivery – Delivery Update Now. if required. the Inbound Coordinator can update the Inbound Delivery document for this shipment. as advised by the commodity vendor if it has changed from original PO delivery date 1 2 MovCon Procurement Copyright © United Nations 48 . The steps to update the shipping documents are as follows: 1• Click the Item Overview tab 2• Update the Delivery date field.

Update an Inbound Delivery – Delivery Update 3• Click the Header (Hat) icon to view 3 the Header Details section 4• Click the Shipment tab 4 5• Enter the Bill of Lading number in the BillOfLad. field for the inbound shipment to the mission 6• If follow-on freight is arranged and a PO number is available enter the code ZFPO in the MnsTransTy (Means of Transport Type) field 7• Enter the follow on freight PO number in TrnsIDCode (Transport ID Code) field for downstream reference 5 6 7 MovCon Procurement Copyright © United Nations 49 .

Update an Inbound Delivery – Delivery Update 8• Click the Administration tab. Note in the External ID field in the Organization section displays the PO document number for reference 9• Click the Back button to exit the Header section 9 8 8 MovCon Procurement Copyright © United Nations 50 .

please refer to the job aid Umoja Inbound Goods Process: PK & SPM. You will also use this function to view any previously attached documents. under the How to Attach a Document to the Inbound Delivery” section for detailed steps to attach a document. Update an Inbound Delivery – Delivery Update • 10 When available from the commodity vendor. For more information. the Inbound Coordinator will upload the inbound shipment documents (for example Bill of Lading) by clicking the Services for Objects button. 10 MovCon Procurement Copyright © United Nations 51 .

Update an Inbound Delivery – Delivery Update • 11 Click the Save button when finished 11 MovCon Procurement Copyright © United Nations 52 .

The goods are now delivered to the local port of entry.Scenario 1: Vendor Delivers Goods at Origin or Other Named Place Let us return to our scenario: Purchase of fuel storage tanks and vehicle spare parts from a Systems Contract. Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Coordinator Inbound Delivery Update Inbound Delivery Update Vendor delivers at origin or other Vendor delivers at destination named place Inbound Coordinator Receiving User Check Delivery Documents Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Receiving User Check Delivery Documents Check for Discrepancy Virtual Receiving User Receiving User Virtual Receipt Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 53 .

e.Update an Inbound Delivery – Upon Delivery The steps to update an Inbound Delivery to prepare for a virtual Goods Receipt: 1• Click the Item Overview tab 2• Update the actual Goods Receipt date in the Actual GR date field 3• Update the Delivery quantity fields (if required) for each line item as reported by the vendor and confirmed in attached documents (i. another Inbound Delivery is automatically generated for remaining quantity/balance 1 2 3 MovCon Procurement Copyright © United Nations 54 . delivery note) If the actual quantity received is less than the expected quantity from the PO.

Update an Inbound Delivery – Upon Delivery The Inbound Coordinator can also now update more information. if available: 4• Click the Goods Movement tab 5• Update the Planned Goods Movement Date field to the expected date the goods will arrive at the mission receiving location. to provide downstream visibility 6• Click the Services for Objects button to check any previously uploaded documents and attach additional documents (for example Delivery Note or follow-on freight arrangements documents). 6 4 5 MovCon Procurement Copyright © United Nations 55 .

Update an Inbound Delivery – Delivery Update 7• Click the Save button when finished 7 MovCon Procurement Copyright © United Nations 56 .

from edit mode: A1 • A1 Click the Delete button and confirm your intent to delete the document Specific lines can also be deleted. Note that any updates/attachments made to the Inbound Delivery will also be deleted. To delete the entire Inbound B3 Delivery.Deleting an Inbound Delivery or Specific Line Item Should an Inbound Coordinator need to delete an Inbound Delivery (sometimes required for PO amendments) the Inbound Coordinator can use the delete function to delete the entire document. based on the revised PO. the system will generate a new Inbound Delivery document. if required: • B1 Select the line item • B2 Click the Delete Item button and confirm your intent to delete the line item B1 • B3 Save the document B2 Copyright © United Nations 57 . Once the PO amendments are made.

including the item-level Incoterms and quantities) Copyright © United Nations 58 .e.Viewing Inbound Delivery Report As you recall. The report view will be essential in follow on Goods Receipt processes (i. the Inbound Delivery report is the initial screen from the T-code VL06I. virtual Goods Receipt) • The first view is the Header-Level View (used as a general report layout to show the header- level and overall Inbound Delivery details) • The second view is the Item-Level View (must be used for Virtual Goods Receipt as it shows the item-level details.

These steps are covered in detail in the Inbound Goods Process Job Aid 1 2 3 Copyright © United Nations 59 .Viewing Inbound Delivery Report When viewing the Inbound Delivery Report (VL06I) 1• Click the Item View/Header View button to toggle between the two different report layouts 2• Click the Filter button to filter by a specific column (such as Cost Center) 3• Click the Change Layout button to change the layout.

It is automatically created in Umoja ECC B. It is not automatically created in Umoja ECC Copyright © United Nations 60 . A. It provides the link between the Procurement and Mission Logistics and R&I functions C.Learning Checkpoint 1 Which of the following are features of an Inbound Delivery? Select all that apply. It is not created against the PO D.

Learning Checkpoint 1 Which of the following are features of an Inbound Delivery? Select all that apply. It is automatically created in Umoja ECC B. It provides the link between the Procurement and Mission Logistics and R&I functions C. It is not created against the PO D. It is not automatically created in Umoja ECC Options A and B are the correct answers. Copyright © United Nations 61 . A. Inbound Delivery is automatically created in Umoja ECC and it provides the link between the Procurement and Mission Logistics and R&I functions.

Activity 2 Transaction Name: Update Inbound Delivery Transaction Code: VL06I Guide me: Update Inbound Delivery Copyright © United Nations 62 .

Module 2 Summary The key points covered in this module are listed below: • A PO can be viewed using the T-code ME23N • The Inbound Delivery is updated using the T-code VL06I and the Change Inbound Deliveries button • The Inbound Delivery report is accessed using the T-code VL06I. and the layout can be customized • The Inbound Delivery report should be run by the receiving mission as often as locally needed • The responsibility to update the Inbound Delivery Document is shared between the Procurement Offices and Mission MovCon Offices. in the role of Inbound Coordinator Copyright © United Nations 63 .

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 64 .

you will be able to: • Perform a virtual Goods Receipt against an Inbound Delivery when the vendor delivers at origin or other named place Copyright © United Nations 65 .Module 3 Objectives After completing this module.

and has informed the Inbound Coordinator who has updated the Inbound Delivery accordingly and attached the delivery documents. per IPSAS requirements. The freight forwarder has confirmed receipt from the commodity vendor. Goods Goods Processing Receipt Receipt Copyright © United Nations 66 . by delivery note. the commodity vendor has now delivered the fuel storage tanks and vehicle spare parts at the mission’s port of entry to the mission’s local freight forwarder. The Virtual Receiving User. now conducts a Virtual Goods Receipt in Umoja against the Inbound Delivery created by the system in order to register the “first receipt” and transfer of ownership from Inbound Umoja Galileo Vendor to UN.Scenario 1: Vendor Delivers Goods at Origin or Other Named Place Continuing with our scenario.

Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The steps for performing a virtual or physical Goods Receipt are summarized below: Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Coordinator Inbound Delivery Update Inbound Delivery Update Vendor delivers at origin or other Vendor delivers at destination named place Inbound Coordinator Receiving User Check Delivery Documents Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Receiving User Check Delivery Documents Check for Discrepancy Virtual Receiving User Receiving User Virtual Receipt Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 67 .

Insurance and Freight • CIP – Carriage and Insurance Paid To • CPT – Carriage Paid To Copyright © United Nations 68 .Incoterms Applicable for Virtual Goods Receipt Recall that Umoja is configured to require a Virtual Goods Receipt for these Incoterms Virtual Goods Receipt Vendor Delivers at Origin or Other Named Place Vendor Delivers at Destination Incoterms: • EXW – Ex Works • FAS – Free Alongside Ship • FCA – Free Carrier • FOB – Free on Board • DAT – Delivered at Terminal • CFR – Cost and Freight • CIF – Cost.

Copyright © United Nations 69 . the Inbound Coordinator has updated the Inbound Delivery with the delivery information from the commodity vendor (attaching the Delivery Note to the Inbound Delivery).Update Inbound Delivery Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report As explained in the previous module. This step was completed using using the T-code VL06I.

The User notes that this delivery arrived at the port and therefore requires a virtual Goods Receipt.Run Inbound Delivery Report Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report The Virtual Receiving User runs the Inbound Delivery report (List Inbound Deliveries) using the T-code VL06I to list the deliveries expected. GI Date” column on the report. Note: The Actual Goods Receipt Date field from the Inbound Delivery is displayed in the “Ac. Copyright © United Nations 70 .

click the For Goods Receipt button to access the Goods Receipt functionality 1 2 Copyright © United Nations 71 . The steps to perform the virtual Goods Receipt are as follows: 1• Enter the T-Code /nVL06I in the Command field or click the Back icon to return to the main screen 2• This time.Perform Virtual Goods Receipt Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report The Virtual Receiving User performs this first Goods Receipt step in Umoja.

3 3 Copyright © United Nations 72 .Perform Virtual Goods Receipt Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report 3 Click the All Selections button to allow the user to input the plant (mission) in the Shipping Point/Receiving Pt field.

if known) 5• Click the Execute icon 5 4 4 4 Copyright © United Nations 73 .Perform Virtual Goods Receipt Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report 4• Enter information to filter list for Goods Receipt (incl Inbound Delivery number.

3• Click the Post Goods Receipt button 1 3 2 Copyright © United Nations 74 .g.Perform Virtual Goods Receipt Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report The Virtual Receiving User opens the corresponding Inbound Delivery (double click) and reviews/verifies all details and attached documents (e. quantity) before posting the Goods Receipt. The steps to post the Goods Receipt are as follows: 1• Click the Header View button to view the report in Item View 2• Select the checkbox next to the Inbound Delivery line items Note: Multiple boxes may be checked ONLY if the actual Goods Receipt dates are the same for all items – as before note the Actual Goods Receipt Date in the “Actual GI Date” column.

verify the date populated in the Actual GR Date field (comes from Ac. GI date column) Reminder: This is the IPSAS compliance date to record transfer of ownership and will be the Posting Date of the receipt 5• Click Continue to post the virtual Goods Receipt 4 5 Note: The details of any posting errors can be displayed by pressing the error log button Copyright © United Nations 75 .Perform Virtual Goods Receipt Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report 4• In the pop-up window.

the Virtual Receiving and Receiving Users can return to the Inbound Delivery Document. as well as overall status: • A is not yet received • C is completely received • B is partially received Copyright © United Nations 76 .Perform Virtual Goods Receipt Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report To confirm that any Goods Receipt has posted (Virtual or Physical) or to view the status of the delivery. The Status Overview tab shows which goods have been received and indicates any partial receipts.

The Goods Receipt slip is generated along with a Material Document. Copyright © United Nations 77 . Umoja prompts the user to print the Goods Receipt slip.Perform Virtual Goods Receipt Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report At this point. which is the Umoja term for a Good Receipt system document. for each Inbound Delivery. Additional details are provided on the Goods Receipt slip and Material Document in the next module.

The second step of the receiving process then continues in Galileo. including PO information. Additional details on this process are explained in a later module. one-way data interface and classified as a “Provisional R&I” in Galileo. are transferred to Galileo through an automated. Copyright © United Nations 78 .Perform Virtual Goods Receipt Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report The details of the Goods Receipt.

Virtual Goods Receipt: Financial Implications Update Run Inbound Goods Receipt Goods Receipt Inbound Delivery in Umoja in Galileo Delivery Report The financial implications of this complete Umoja Virtual Goods Receipt process are as follows: • Full financial posting • Invoice Processing • Three-way Match • IPSAS Compliance Note: Goods received virtually cannot be received to Blocked Stock. Copyright © United Nations 79 . preventing posting.

Full financial posting B. PO and invoice matched D. Invoice Processing C. A.Learning Checkpoint 1 Which of the following are financial implications for a virtual Goods Receipt process? Select the correct option. A. B & C Copyright © United Nations 80 .

B & C Option D is the correct answer.Learning Checkpoint 1 Which of the following are financial implications for a virtual Goods Receipt process? Select the correct option. These are the financial implications for a virtual Goods Receipt process. PO and invoice matched D. A. Invoice Processing C. Full financial posting B. A. Copyright © United Nations 81 .

Activity 1 Transaction Name: Virtual Goods Receipt Transaction Code: VL06I Guide me: Virtual Goods Receipt Copyright © United Nations 82 .

conducts a Virtual Goods Receipt in Umoja against the Inbound Delivery created by the system in order to register the “first receipt” and transfer of ownership from the commodity vendor to the UN • Steps to perform a virtual goods receipt against an Inbound Delivery • The financial implications of this virtual Goods Receipt process are Full financial posting. Three-way Match and IPSAS Compliance Copyright © United Nations 83 . per IPSAS requirements. Invoice Processing .Module 3 Summary The key points covered in this module: • The Virtual Receiving User.

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 84 .

Module 4 Objectives After completing this module. you will be able to: • Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery Copyright © United Nations 85 .

As part of this scenario. we will also receive goods to Blocked Stock to simulate a discrepancy (damage) in the shipment. the commodity vendor has updated the Inbound Coordinator with shipping information and documents. as required.Scenario 2: Vendor Delivers at Destination The mission has ordered some medical supplies for direct delivery to the mission location. During the shipment. the Receiving User conducts a Physical Goods Receipt against the Inbound Delivery. Copyright © United Nations 86 . Blocked Stock Handling Update Run Inbound Goods Verify Physical Check for Goods Receipt Inbound Delivery Receipt in Receipt Discrepancy in Umoja Delivery Report Galileo Upon delivery to UN at destination by the commodity vendor or the commodity vendor’s shipping company (thereby transferring ownership). The Inbound Coordinator has updated the Inbound Delivery.

Scenario 2: Vendor Delivers at Destination The steps for performing a physical Goods Receipt are summarized below: Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Coordinator Inbound Delivery Update Inbound Delivery Update Vendor delivers at origin or other Vendor delivers at destination named place Inbound Coordinator Receiving User Check Delivery Documents Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Receiving User Check Delivery Documents Check for Discrepancy Virtual Receiving User Receiving User Virtual Receipt Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 87 .

Incoterms Applicable for Physical Goods Receipt Umoja is configured to require a Physical Goods Receipt for the following Incoterms. Physical Goods Receipt Vendor Delivers at Origin or Other Named Place Vendor Delivers at Destination Incoterms: • DAP – Delivered at Place • DDP – Delivered Duty Paid • DDU (Removed from 2010 Incoterm) Copyright © United Nations 88 .

Copyright © United Nations 89 .Update Inbound Delivery Report Update Run Inbound Verify Physical Check for Goods Receipt Goods Receipt Inbound Delivery Receipt Discrepancy in Umoja in Galileo Delivery Report As explained in the previous module. This step was performed using the T-code VL06I. the Inbound Coordinator has updated the Inbound Delivery with the delivery date information from the commodity vendor (attaching the shipping documents and other information to the Inbound Delivery).

Run Inbound Delivery Report Update Run Inbound Verify Physical Check for Goods Receipt Goods Receipt Inbound Delivery Receipt Discrepancy in Umoja in Galileo Delivery Report The Receiving User runs the Inbound Delivery report using the T-code VL06I to view expected incoming shipments and when applicable. Copyright © United Nations 90 . the Planned Goods Movement Dates to manage the inbound delivery workload for the receiving office.

Verify Physical Receipt Update Run Inbound Verify Physical Check for Goods Receipt Goods Receipt Inbound Delivery Receipt Discrepancy in Umoja in Galileo Delivery Report When the goods actually arrive at the mission location. Copyright © United Nations 91 . the Receiving User may need to verify whether an item has already been received in Umoja (for example virtually) or still needs to be received in Umoja.

Verify Physical Receipt Specifically for the Receiving User. the following decision needs to be made when the goods arrive at the receiving mission location. I need to receive the goods in Galileo Copyright © United Nations 92 . This means a virtual Goods Receipt was already done Yes I only need to receive the goods in Galileo This means I need to do a physical Q: Have the goods already Goods Receipt been received I need to receive the goods in Umoja in Umoja ECC? No ECC. using the correct movement type Then.

the goods receipt posting date. that the Purchase Order History tab shows the history of receiving actions performed on this PO. the material document number.Verify Physical Receipt Update Run Inbound Verify Physical Check for Goods Receipt Goods Receipt Inbound Delivery Receipt Discrepancy in Umoja in Galileo Delivery Report The Receiving User can conduct this check by viewing the Purchase Order using the T-code ME23N. Recall. for example the movement type. Tip: Check for a ZP1 movement type. which indicates a previous virtual Goods Receipt. Copyright © United Nations 93 . etc.

as compared to the Inbound Delivery. The Receiving User can also refer to PO details if needed though the Inbound Delivery document in Umoja. and looks for noticeable damage.Check for Discrepancy Update Run Inbound Verify Physical Check for Goods Receipt Goods Receipt Inbound Delivery Receipt Discrepancy in Umoja in Galileo Delivery Report After the Receiving User confirms that a physical receipt is necessary. he or she conducts a visual physical review of the goods. This includes reviewing details such as quantity and type of goods. Physical Damage or Differs from PO? No Yes Unrestricted Blocked Stock Stock Copyright © United Nations 94 .

Copyright © United Nations 95 .Perform Physical Goods Receipt Update Run Inbound Verify Physical Check for Goods Receipt Goods Receipt Inbound Delivery Receipt Discrepancy in Umoja in Galileo Delivery Report When the Receiving User confirms that the items show no discrepancy against the PO. then the goods are received to Unrestricted Stock.

The relevant information from the Inbound Delivery populates on the screen 1 2 2 3 5 4 Tip: In case of wrong Inbound Delivery number or any other entry errors. which can be obtained from the Inbound Delivery report or from the PO 4• Enter 101 as the movement type for Physical Goods Receipt to Unrestricted Stock 5• Click the Execute button.Perform Physical Goods Receipt The steps to perform physical Goods Receipt are as follows: 1• Enter the T-code MIGO in the Command field 2• Select Goods Receipt option and Inbound Delivery option from the drop-down list 3• Enter the Inbound Delivery number. use the Start Over button ( ) to clear the populated data Copyright © United Nations 96 .

Perform Physical Goods Receipt The physical Goods Receipt screen appears as follows. Let’s explore its layout before continuing our steps: Copyright © United Nations 97 .

1 General tab: • Document Date: The date of the Umoja transaction (always today’s date) • Posting Date: The date of the actual physical receipt. in this section each item appears as a separate line item. if the PO contains multiple items. Perform Physical Goods Receipt – Screen Layout The physical Goods Receipt screen header is organized into the following tabs and sections: A. 1 2 3 4 5 Copyright © United Nations 98 . This must be updated to the actual date that the goods arrived (that is actual Goods Receipt date) •2 Vendor tab: Vendor information •3 Requisitioner Details tab •4 Collective Slip checkbox: Must be checked so Goods Receipt slip can be printed •5 Item Overview section.

Plant. Quantity Received previously (if applicable) •3 Where tab: Shows the Movement Type.Perform Physical Goods Receipt – Screen Layout Underneath the Item Overview section is the Item Details section. Stock Type. Free Text Field. It contains the following tabs and information which should be reviewed and verified for each line item: •1 Material tab: Shows the Material ID and Description •2 Quantity tab: Shows the Quantity in Unit of Entry. Quantity Ordered. Stock Overview •4 PO Data tab: Shows the PO Information and Incoterms •5 Partner tab: Shows the vendor information •6 Account Assignment tab: Shows the financial information 1 2 3 4 5 6 Copyright © United Nations 99 . Goods Recipient Name. Unloading Point.

Perform Physical Goods Receipt
Returning to our steps to complete the Goods
Receipt. For each line item that has been
delivered, the Receiving User must:

A.
1 Click the button in the Line column to 1 4
select the item/line
B.
2 Click the Quantity tab
Quantity Ordered and Quantity Received
are listed. 2
A.
3 Enter the actual quantity received in the
Qty in Units of Entry field 3
B.
4 Press enter and the amount will 4
automatically update in the Qty in SKU
field. The Qty in Unit of Entry from Item
Overview section is also updated
C.
5 Check the Item is Ok box when ready to
post
5

Copyright © United Nations 100

Perform Physical Goods Receipt
•6 After the quantity has been updated and information verified for all line items, click the
Check button
•7 If the system detects a warning or an error, a display log will pop up with a system message
(for example informs the user the quantity of goods remaining that have not been received
(the “deficit”) for each line item
• A yellow triangle denotes a warning – further processing can still occur
• A red circle denotes an error - further processing can NOT occur
•8 Review the log and close the pop-up window

6

8

7

Copyright © United Nations 101

Perform Physical Goods Receipt
•9 Click the Post button 9

At this point, a pop-up appears
prompting the user to print the Goods
Receipt slip. This Goods Receipt slip
contains the system document
information, as well as the items and
quantities received 10

10 The Material Document (system term
for a Goods Receipt document) is
automatically generated. The Material
Document number appears at the
bottom of the screen when the goods
are posted. It serves as proof of the
Goods Receipt in the system

Refer to the MB90 Reprint job aid
to reprint a Goods Receipt slip.

Copyright © United Nations 102

View Material Document
A material document is generated with each Goods
Receipt action performed in Umoja ECC.

Optionally, the user can view the Material
Document in the Goods Receipt screen (T-Code
MIGO), Display in reference to Material Document
and enter the corresponding Material Document
number.

The Material Document screen has the same fields
and tabs as the Goods Receipt screen, in addition
to a Doc info tab and an Output tab.

However, the information cannot be edited.

Copyright © United Nations 103

Perform Physical Goods Receipt
Update Run Inbound Goods
Verify Physical Check for Goods Receipt
Inbound Delivery Receipt in
Receipt Discrepancy in Umoja
Delivery Report Galileo

The details of the Goods Receipt, including PO information, are transferred to Galileo through an
automated, one-way data interface. The receiving process continues in Galileo.

Additional details are explained in a later module.

Copyright © United Nations 104

Physical Goods Receipt: Financial Implications Update Run Inbound Goods Verify Physical Check for Goods Receipt Inbound Delivery Receipt in Receipt Discrepancy in Umoja Delivery Report Galileo The financial implications of this Umoja physical Goods Receipt process are: • Full financial posting • Invoice Processing • Three-way Match Copyright © United Nations 105 .

Proof of Goods Receipt C. Copy of PO B. Inbound Delivery report D. A.Learning Checkpoint 1 What is the purpose of a material document? Select all that apply. Blocked stock slip Copyright © United Nations 106 .

Learning Checkpoint 1 What is the purpose of a material document? Select all that apply. Inbound Delivery report D. A. Copyright © United Nations 107 . The material document serves as the proof of a Goods Receipt. Blocked stock slip Option B is correct. Copy of PO B. Proof of Goods Receipt C.

Activity 1 Transaction Name: Receipt to an Unrestricted Stock Transaction Code: MIGO Guide me: Receipt to an Unrestricted Stock Copyright © United Nations 108 .

Module 4 Summary The key points covered in this module are listed below: • Umoja is configured to require a Physical Goods Receipt for the following Incoterms: DAP. DDP and DDU (Removed from 2010 Incoterm) • The Goods Receipt to Unrestricted Stock is performed using the T-code MIGO • The Goods Receipt to Unrestricted Stock has the 101 as the movement type Copyright © United Nations 109 .

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 110 .

while the issue is resolved with the commodity vendor (offline). The Receiving User enters the T-code MIGO (as shown previously) but uses a movement type 103 to receive these rapid test kits to Blocked Stock.Scenario 2 Variation: Blocked Stock Handling During the visual physical inspection. Blocked Stock Handling Update Run Inbound Inbound Verify Physical Check for Goods Receipt Goods Receipt Delivery Delivery Receipt Discrepancy in Umoja in Galileo Report Report Legend Note Blocked stock is an exceptional process and should only be used when goods are clearly damaged Exception Process or have different specifications from the PO Copyright © United Nations 111 . The invoice processing is blocked and a Blocked Stock slip is generated. The Receiving User needs to attach pictures of the damaged goods to the receipt to Blocked Stock transaction using the Services for Object icon. the Receiving User discovers the rapid test kits are damaged. Therefore they need to be received to Blocked Stock.

which can be obtained from the Inbound Delivery report or from the PO 4• Enter 103 as the movement type for Physical Goods Receipt to Blocked Stock 5• Click the Execute button. The relevant information from the Inbound Delivery populates on the screen Complete the remaining steps. as per previous instructions 1 2 2 3 5 4 Copyright © United Nations 112 .Perform Physical Goods Receipt for Blocked Stock 1• Enter the T-code MIGO in the Command field 2• Select Goods Receipt option and Inbound Delivery option from the drop-down list 3• Enter the Inbound Delivery number.

Blocked Stock Slip After the receipt to blocked stock is posted. Copyright © United Nations 113 . a Blocked Stock slip is generated.

A decision will be made to either accept the goods or return the goods to the vendor. the Receiving User uses the t-code MIGO. the Buyer would collaborate with the vendor and Requisitioner to resolve the discrepancy. selects Goods Receipt in reference to a PO and uses movement type 105 and the related PO number to release the goods from Blocked Stock to Unrestricted Stock. If the goods can be accepted. Copyright © United Nations 114 .Blocked Stock Handling After the Receiving User reports the issue to the Requisitioner.

Additional details can also be added in the short Text field. the Receiving User uses the T-code MIGO and a movement type to indicate a “return to vendor” status. In the Where tab. the system asks the user to complete a Reason for Movement before the return is posted.Return To Vendor If the goods cannot be accepted. The return movement type (122 or 124) depends on which Stock Type the goods were originally received to – refer to following slide. Copyright © United Nations 115 .

Vendor Return Movement Types These are two movement types for returning a Goods Receipt to the vendor. Original Movement Original Movement Type : 101/ZP1 Type : 103 Return Movement Return Movement Unrestricted Stock Type : 122 Vendor Type : 124 Blocked Stock Copyright © United Nations 116 .

Copyright © United Nations 117 . a Vendor Return slip is generated.Vendor Return Slip After the return to vendor is posted.

the Receiving User needs to notify the Requisitioner that the reversal action is complete.Goods Receipt Reversal If a Goods Receipt transaction needs to be completely reversed (for example error or non-vendor return scenarios). Copyright © United Nations 118 . This completely cancels the receipt with all line items and quantities. Note: If the payment has already been processed. perform the T-code MIGO and select Cancellation in reference to a Material Document. The Requisitioner then works with finance and other relevant offices to reverse the payment (offline).

Enter the related PO number 2• Enter 102 as the movement type to reverse a Goods Receipt 3• The Receiving User can specify the line item and quantity (in the Quantity tab) to reverse (for example partial reversal) 1 1 2 3 Copyright © United Nations 119 .Goods Receipt Reversal The steps to reverse only select line items are as follows: 1• Enter the T-code MIGO in the Command field and select Goods Receipt in reference to a PO.

Note the Movement Types are in the (MvT) column 3• All financial postings from the receipt are reversed 1 2 3 Copyright © United Nations 120 . as well as the corresponding Material Documents.Confirm Reversal Transactions The steps to verify the reversal posting from the PO screen are as follows: 1• Enter the transaction code ME23N and the corresponding PO number 2• Click the Purchase Order History tab to view all receipt and reversal transactions for each line item.

this table shows the different types of Goods Receipt movement types: Movement Type Description Financial Implication • Full financial posting ZP1 Virtual Receipt • Invoice processing • Three-way match • Full financial posting 101 Receipt to Unrestricted Stock • Invoice processing • Three-way match Reverse Receipt 102 • Varies depending on receipt movement type (Virtual or Physical) • No financial posting 103 Receipt to Blocked Stock • No invoice processing • Full financial posting 105 Release Blocked Stock • Invoice processing • Three-way match Return to Vendor after 122 • Varies depending on receipt movement type Receipt to Unrestricted Stock Return to Vendor after 124 • Varies depending on receipt movement type Receipt to Blocked Stock Copyright © United Nations 121 .Goods Receipt Movement Types To summarize.

Requisitioner and Buyer listed in the PO • Emails are generated for Receipts (including under-delivery) and Reversals and will indicated the stock type (for example blocked stock.Notifications during the Goods Receipt Process Notifications Umoja ECC does generate email notifications during the Goods Receipt process: • Every Goods Receipt posting generates an email notification to the Receiver. unrestricted stock) • Inbound Coordinators will not receive email notifications Copyright © United Nations 122 .

Notifications during the Goods Receipt Process Below is an example of a Goods Receipt notification by email: Copyright © United Nations 123 .

A full list of reports and T- codes is provided in the Inbound Goods Process Job aid. For example.Purchase Order Report As you recall from the Logistics Overview course. there are several key reports used across the Umoja Logistics process. the user can double-click information such as the PO number. on the PO report. Copyright © United Nations 124 . Vendor number to navigate to the corresponding screen.

123 D. 121 B.Learning Checkpoint 1 Which is the movement type used for returning goods from Blocked Stock to the vendor? Select the correct option. 124 Copyright © United Nations 125 . A. 122 C.

122 C. Copyright © United Nations 126 .Learning Checkpoint 1 Which is the movement type used for returning goods from Blocked Stock to the vendor? Select the correct option. A. 123 D. 124 Option D is correct answer. then movement type 124 is used. 121 B. If the goods from the Blocked Stock have to returned to the vendor.

Module 5 Summary The key points covered in this module are listed below: • The Goods Receipt to Blocked Stock is performed using the T-code MIGO and movement type 103 • Release Blocked Stock is performed using the T-code MIGO and movement type 105 • The goods can be returned to the vendor using the T-code MIGO and the corresponding movement type • The Goods Receipt can be reversed using the T-code MIGO and the corresponding movement type • Umoja ECC creates several notifications during the Goods Receipt process • There are several reports available in the Inbound Goods Process job aid Copyright © United Nations 127 .

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 128 .

you will be able to: • Describe information transferred from Umoja ECC to Galileo • Describe the receiving process which continues in Galileo Copyright © United Nations 129 .Module 6 Objectives After completing this module.

are received and managed through the current business process in Galileo. one-way data interface • This generates an iDOC number. representing the data packet transferred to Galileo • The data transfer takes place within a few minutes of the Goods Receipt posting in Umoja ECC The Galileo Goods Receipt is the second step of the overall Goods Receipt process Note: Goods received from internal transfers. Umoja Galileo Inbound Goods Goods Processing receipt Receipt Copyright © United Nations 130 .Umoja ECC to Galileo Interface The Umoja ECC to Galileo data transfer occurs as follows: • The details of Goods Receipt’s. including PO information. such as inter/intra-mission transfers and Strategic Deployment Stock transfers. are transferred to Galileo through an automated.

View Information Packet in Galileo The Receiving User continues the Goods Receipt process by logging into Galileo. 1• Click R&I and choose Import from SAP from the left-hand side menu 2• The screen displays the Umoja ECC PO numbers (RI numbers) that were transferred to Galileo from a Goods Receipt transaction 3• The Receiving User is able to sort the PO’s by Vendor or R&I Release Date. which is the Goods Receipt posting date in Umoja ECC 2 1 Copyright © United Nations 131 .

When the items are ready to be received in Galileo. The following import screen opens as a new window. the user clicks the PO number to view the detailed data transfer. Copyright © United Nations 132 . click the Receive in R&I button.View Information Packet in Galileo After finding the correct document.

The Provisional R&I button is automatically selected as Yes • If the material has already been virtually received in Umoja ECC.Goods Receipt in Galileo In the Import from SAP screen: • Virtual Receipts are interfaced to Galileo with a “Provisional R&I” status. the Provisional R&I Date can predate the current date Copyright © United Nations 133 .

non-editable and editable fields are mentioned below: Pre-populated & Non-editable fields Editable fields • Provisional R&I • All other fields.Goods Receipt in Galileo Details about the pre-populated. • Provisionally Received By & including Material description Provisional Received Date (only for • The R&I receiver needs to select the Virtual Receipts) proper SAU in Galileo based on the • Receive Date material type and request made during requisition • PO Number & PO Date • Vendor • Material document Number & Line • Contract Reference • Destination Location (based on the receiving mission location) • Product Category • Quantity & value Copyright © United Nations 134 . as necessary.

items that need to be serialized are flagged and categorized as Non-Expendables in the R&I Non Expendable tabs • All other items are categorized as Expendables in the R&I Expendable tabs Copyright © United Nations 135 .Goods Receipt in Galileo Material properties are already flagged in Umoja ECC. • In the R&I Vendor Documents screen.

the Material properties are not flagged. all imported data are listed as Expendables in the R&I Expendables tabs • The user then manually determines whether the goods are Expendable or Non- Expendable The current business process is followed in Galileo to complete the receiving process. if the goods did not originate in Umoja ECC (for example goods were created in Mercury). Copyright © United Nations 136 . • In this case.Goods Receipt in Galileo During the cutover time period.

another data packet is transferred to Galileo.Reversals in Galileo When a user conducts a reversal or return to vendor movement type in Umoja ECC. Subsequent actions are taken depending on the status of the goods in Galileo. If R&I Process is not If R&I Process is in If Material Already Delivered and Signed Started: Progress: Electronically: • The R&I Receiver • The Receiving User • The Receiving User who performed the refreshes the PO who performed the original receipt in Umoja ECC receives page and the original receipt in an email notification updates are Umoja ECC • The Receiving User who performed the automatically receives an email reversal or return to vendor action reflected based on notification informs the Property Control Inventory the second data • The R&I Receiver Unit (PCIU) and responsible SAU to packet deletes the first take proper action R&I in Galileo and • PCIU trashes the item in Galileo. restarts another including the appropriate reason for receipt against the trashing updated entry • R&I Receiver performs another receipt against the second R&I Copyright © United Nations 137 .

Copyright © United Nations 138 . This is the reference to the data packet transferred to Galileo 3 2 1 Note: The following steps are for informational purposes only (optional to the Goods Receipt process). Click the Display Output button 2• All outputs from Umoja ECC (for example data transfer to Galileo and Goods Receipt slip printed) are listed. The status should show green 3• Click the Processing Log button to check that an iDOC number has been created.Data Output from Umoja ECC The steps to confirm the data output from Umoja ECC from the Material Document are as follows: 1• Under the Item Details section. Select the line item iDOC Galileo. click the Output tab.

the Receiving User needs to perform the Goods Receipt in Galileo Copyright © United Nations 139 .Module 6 Summary The key points covered in this module are listed below: • Umoja ECC transfers Goods Receipt details to Galileo • After the goods have been received in Umoja ECC.

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 140 .

the user needs to perform the Goods Receipt in Galileo Copyright © United Nations 141 .Course Summary The key points covered in this course are: • The PO can be viewed using the T-code ME23N • The Inbound Delivery is updated using the T-code VL06I and the Change Inbound Delivery button • Virtual Goods Receipt is performed using the T-code VL06I and the For Goods Receipt button • Physical Goods Receipt can be performed using the T-code MIGO and an appropriate Movement Type • The Goods Receipt can be reversed or returned to the vendor using the T-code MIGO and the corresponding Movement Type • Umoja ECC creates several notifications during the Goods Receipt process • After the goods have been received in Umoja ECC.

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 142 .

you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. you can test your knowledge by completing the Course Assessment. Click the Start link of the course assessment 5. Log into Inspira 2. To receive credit for completing this course.Course Assessment Now that you have completed all the modules in this course. Search for the name of the course under the My Learning Activities section 4. Click the Submit button once you have completed the assessment Copyright © United Nations 143 . Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3.

Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 144 .

Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Click the Start link of the course survey 5. Log into Inspira 2. Search for the name of the course under the My Learning Activities section 4. Click the Submit button once you have completed the course survey Copyright © United Nations 145 .Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1.

Copyright © United Nations 146 .Congratulations! You have successfully completed the Umoja Inbound Goods Process: PK & SPM course.

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