User

Guide Umoja Payment Processing

User
Guide
Umoja Payment Processing

Table of Contents

Module 1: Umoja Payment Processing Overview ................................... 1

End-to-End High Level Process.................................................................................................................. 1
Enterprise Roles & Responsibilities .......................................................................................................... 2
Payment Methods..................................................................................................................................... 2
Key Concepts ............................................................................................................................................. 4

Module 2: Processing Outgoing Payments ............................................ 5

Module Introduction ................................................................................................................................. 5
Create a Payment Proposal F110 .............................................................................................................. 5
Schedule Payment Run FBPM1 ............................................................................................................... 14
Release Payment Files BNK_APP ............................................................................................................ 16

Module 3: Processing Incoming Receipts ............................................ 19

Module Introduction ............................................................................................................................... 19
Post Opening Balance or Replenishment in the Cash Journal FBCJ ........................................................ 19
Record Cash Receipts from Customer/Vendor ....................................................................................... 24
Record Cash Receipts for Revenue ......................................................................................................... 25

Module 4: Processing Cash Payments ................................................. 26

Module Introduction ............................................................................................................................... 26
Record Direct Expense ............................................................................................................................ 27
Record Payment to Vendor........................................................................ Error! Bookmark not defined.
Record Travel Advance Payment ............................................................... Error! Bookmark not defined.

Appendix and Reference Information ................................................... 32

Key Transactions ..................................................................................................................................... 32
Key Terminology ..................................................................................................................................... 32
User
Guide
Module 1: Umoja Payment Processing Overview

Module 1: Umoja Payment Processing Overview

Use this User Guide as a reference when:

 Processing an outgoing payment payable
 Recording cash and cheque receipts
 Recording cash payments

End-to-End High Level Process

The end-to-end Umoja payment process can be seen below:

UN Umoja Training User Guide: Umoja Payment Processing Page 1

 User
Module 1: Umoja Payment Processing Overview Guide

Enterprise Roles & Responsibilities

The following roles are involved in the Umoja Payment process:

Roles System Activities Non-system Activities

Cashier  Submits cash forecast to UN

Treasury
 Ensures that that the bank
account has sufficient balance to
cover the payments
 Generates all payments (using
the T-code F110 ) in Umoja
 Manages cash control by
fund/grant
 Raises issues identified through
cash control to Finance Managers
for resolution
 Ensures that bank data is
reflected accurately in Umoja on a
timely basis to allow Front Office
to manage daily liquidity
 Verifies that the bank
communication files are
processed and accepted by
SWIFT/banks in a timely manner

Payment Methods
Various payment methods are configured with Umoja each of which applies to different payee
destinations.
These payment methods are entered in payment documents by the processors which can then
be amended by Cashiers.
Common Payment Methods are:
 A – Bank Transfer (ACH-CCD): For payee bank in the US, currency USD
 H – Vendor will pick up cheque at Cashier window
 Q – Cheque will be mailed. In this case the correct mailing address must exist in the
vendor record
 S – SEPA: (Single Euro Payments Area) For payee bank in Eurozone and currency
of payment is Euro
 W – Wire (SWIFT MT103): Used in all other regions
 Y – For travel advances through Cash Journal (cash payments)

UN Umoja Training User Guide: Umoja Payment Processing Page 2

 User
Module 1: Umoja Payment Processing Overview Guide

 X – Wire payment in specific countries

 U – UNDP Pay Agent: Used in situations where UNDP is a Pay Agent or is paying a
Travel Advance. Funds are not sent to UNDP at this stage
 R – UNDP Service: Used in situations where UNDP is procuring goods or services
on behalf of an Umoja entity. Funds are not sent to UNDP at this stage
 Z – Payment list to house bank to disburse payment

UN Umoja Training User Guide: Umoja Payment Processing Page 3

 User
Module 1: Umoja Payment Processing Overview Guide

Key Concepts
The key points covered in this User Guide are listed below:
 After the Umoja implementation, the concept of House Banks will be introduced
 House bank accounts will enable missions to make international payments
 The Umoja subsystems used to process outgoing payments: Financial Payment Program,
Treasury Payment Program and SAP Bank Communications Manager
 The Umoja Cash Journal is used to post 3 types of outgoing payments: petty cash
disbursements, imprest disbursements, cashier’s imprest disbursements

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

UN Umoja Training User Guide: Umoja Payment Processing Page 4

User
Guide
Module 2: Processing Outgoing Payments

Module 2: Processing Outgoing Payments

Module Introduction
The Outgoing Payments process identifies the steps to create a payment proposal, conducts
required cash sufficiency checks, holds a payment (if necessary) and release the payment.

The end-to-end Outgoing Payment process is as follows:

Create a Check cash

sufficiency at Schedule Release
payment
proposal the account payment run payment files
level

Create a Payment Proposal F110

Create a Check cash
sufficiency at Schedule Release
payment
the account payment run payment files
proposal
level

The first step for processing an outgoing payment is to create a payment proposal. In this step,
Umoja scans all documents that are due for payment by a particular date, creates list that can
be paid, identifies documents that cannot be paid listing reason and creates exception list for
review/fix by users/Cashiers.

Follow the steps below to create a payment proposal:

1. Enter F110 in the Command field
2. Click the Enter icon

3. The Automatic Payment Transactions: Parameters screen displays. Populate the

following fields:
 Run Date: Usually today’s date
 Identification: Enter List number to identify the payment in Payment release List
 Posting date: Date up to which the documents should be included in the payment
run
 Docs entered up to: At least 1 working day more than the posting date

UN Umoja Training User Guide: Umoja Payment Processing Page 5

 User
Module 2: Processing Outgoing Payments Guide

 Company codes: 1000

 Pmt meths: The same payment method as the AP document
 Next p/date: The payment date. Usually at least plus one day from the Docs
entered up to date
 Vendor and Customer if necessary

4. Click the Free selection tab

5. Click the Matchcode icon in the Field Name field
6. Select Document Number in the pop-up window

UN Umoja Training User Guide: Umoja Payment Processing Page 6

User
Guide Module 2: Processing Outgoing Payments

7. Enter the document number in the Values field. Use a comma when specifying more
than one document number

8. Click the Additional Log tab

9. Select the following check boxes in the Required logging type section:
 Due date check
 Payment method selection in all cases
 Line items of the payment documents
10. Enter the account number for the vendor in the first text box in the Accounts required
section

Note: The options in step 9 are required to get the log reports which help identify error in case
document falls in Exceptions.

UN Umoja Training User Guide: Umoja Payment Processing Page 7

 User
Module 2: Processing Outgoing Payments Guide

Propose the payment run:

11. Click the Save icon
12. Click the Status tab
13. Click the Proposal button

The Information pop-up window displays “Payment Release List is activated; see long text”.

14. Click the Checkmark button

UN Umoja Training User Guide: Umoja Payment Processing Page 8

User
Guide Module 2: Processing Outgoing Payments

15. In the pop up window, check on Start immediately, click enter

16. System gives message Payment Proposal is running

17. Click the Status button until the message “No parameters entered as yet” displays in
the Status tab

UN Umoja Training User Guide: Umoja Payment Processing Page 9

 User
Module 2: Processing Outgoing Payments Guide

The transaction F110 has successfully identified the payable documents for a particular vendor.
Now we have to pay the documents which is done through steps in T-code FPRL_LIST.
Note: UNHQ treasury will run the F110 three times daily, 7 AM, 3 PM and 9 PM. Offices will do
the approval and payment from their house banks.

18. Enter FPRL_LIST in the Command field

19. Click the Enter icon

The Payment Release List screen is displayed.

Note: All payment proposals must be assigned to a Payment Release List in order to be
processed and released in Umoja. The FPRL_LIST screen displays the last Payment Release
List created by the user. If no Payment Release Lists have been created, the screen displays
blank.

To create a Payment Release List, the following steps must be executed:

20. Click the Create New List icon

UN Umoja Training User Guide: Umoja Payment Processing Page 10

User
Guide Module 2: Processing Outgoing Payments

The List Attributes pop-up window is displayed.

21. Enter a list name in the List Description field

22. Select the correct user ID in the Processor field
23. Press the Enter icon

Note: Selecting a processor enables the system to pull all payment proposals created by that
user into the list being created.

Assign the payments to be made to the current list:

24. Click the Unassigned tab

25. Click the Select button on the left side of each row. Hold the Shift key to select multiple
rows
26. Click the Assign Items icon
27. Document assigned message displays

UN Umoja Training User Guide: Umoja Payment Processing Page 11

 User
Module 2: Processing Outgoing Payments Guide

The steps to Approve payments to be made are:

28. Click the Assigned tab

29. Select the payments to be made by clicking on the button on the left side of each row.
Use Shift-Click to select multiple rows. When all desired rows desired are selected,
then they will be highlighted
30. Click the Approve Items icon
31. System gives message, documents released for payment

UN Umoja Training User Guide: Umoja Payment Processing Page 12

User
Guide Module 2: Processing Outgoing Payments

The steps to Make payments are:

32. Click the Assigned tab

33. Select the payments to be made by clicking on the button on the left side of each row.
Use Shift-Click to select multiple rows
34. Click the Pay Items icon
35. Click the Refresh button and Item Status changes to Paid
36. Document number is generated

Note: In previous slides we say what Cashier have to do when there is an emergency payment
which cannot wait for the scheduled payment run by UNHQ Treasury which is executed daily at
7 AM, 3 PM and 9 PM. The 7 AM and 3 PM runs cover cheque and cash payments while 9 PM
run covers other payment methods (W, X, S, etc).
Following the scheduled run, UNHQ, Treasury will assign all items in the FPRL_LIST.

UN Umoja Training User Guide: Umoja Payment Processing Page 13

 User
Module 2: Processing Outgoing Payments Guide

Schedule Payment Run FBPM1

Create a Check cash
sufficiency at Schedule Release
payment
the account payment run payment files
proposal
level

Having approved the payments and after checking the cash sufficiency at the nominal account
level, the user merges payments. Merging will ensure that vendor (with multiple document) gets
only one payment.

Note: Payments are batched according to currency first, then to vendor.

1. Enter FBPM1 in the Command field

2. Click the Enter icon

3. The Creation of Cross-Payment Run Payment Media screen is displayed. Populate the
following fields:
 Run Date: The processing date (not the value date)
 House Bank
 Payment Method
 Currency
4. Click the Execute icon

UN Umoja Training User Guide: Umoja Payment Processing Page 14

User
Guide Module 2: Processing Outgoing Payments

5. The pop-up window displays the number of payments selected, the medium run created
and the program has started as a separate job

Note: After scheduling a payment run, the payment batch is automatically sent to the SAP Bank
Communication Management (BCM) program to be released. The batch will not be released
from BCM until it has been approved by the bank signatories associated with the House Bank
account the money is being withdrawn from.

UN Umoja Training User Guide: Umoja Payment Processing Page 15

 User
Module 2: Processing Outgoing Payments Guide

Release Payment Files BNK_APP

Create a Check cash
sufficiency at Schedule Release
payment
the account payment run payment files
proposal
level

Let’s take a closer look at the BCM and review the process followed by the bank signatory to
approve (and ultimately release) the payment batch.

Access the Payment Batches screen:

1. Enter BNK_APP in the Command field

2. Click the Enter icon

3. The Payment Batches screen appears displaying all payment batches created in the
system. A batch can be easily located by referencing its run date or its three letter
identification. As stated in each line item, a batch requires approval by two separate
bank signatories

UN Umoja Training User Guide: Umoja Payment Processing Page 16

User
Guide Module 2: Processing Outgoing Payments

The Payment Batches screen groups batches into separate tabs based on status:

Process the payment batch:

4. Click the Select button on the left side of the batch
5. Click the Approve icon
Note: Only a bank signatory can review and approve the list of batches being paid from the
House Bank Account for which s/he has been delegated authority to serve as bank signatories.
Dual approval requires two different bank signatories to approve the batch.

6. A pop-up window displays the batch is being approved

7. Click the Enter icon to confirm

UN Umoja Training User Guide: Umoja Payment Processing Page 17

 User
Module 2: Processing Outgoing Payments Guide

The batch is now ready for approval by the second bank signatory.

1. Click the Additional Release Steps tab

2. Click the Select button on the left side of the correct batch
3. Click the Approve icon

4. A pop-up window displays the batch is being approved

5. Click the Enter icon to confirm

The second Bank Signatory approval triggers the automatic release of the batch. For
batches containing electronic payments, a SWIFT202 message is automatically generated and
sent to notify the bank that the specified amount must be drawn and deposited in the vendor’s
bank account. For cheques, the second Bank Signatory approval triggers cheque printing. It

UN Umoja Training User Guide: Umoja Payment Processing Page 18

User
Guide Module 2: Processing Outgoing Payments

is thus important that the second approver coordinates with the Cashier’s Office where the
cheque printer is installed.

The Batch and Process Monitor screen is a component of the Bank Communications
Management program and is used to conduct the following activities:
 Review SWIFT messages sent to banks following batch approval
 Manage cheque log and print cheques

Access the Batch and Process Monitor screen:

1. Enter BNK_MONI in the Command field

2. Click the Enter icon

3. The Batch and Payment Monitor screen is displayed. Populate the following fields:
 Company Code
 House Bank
 Run Date

UN Umoja Training User Guide: Umoja Payment Processing Page 19

 User
Module 2: Processing Outgoing Payments Guide

The Batches screen displays all the batches that fit the criteria.

A consolidated list of all batches is displayed in the “All” tab. Batches are also listed in separate
tabs according to status:

UN Umoja Training User Guide: Umoja Payment Processing Page 20

User
Guide Module 2: Processing Outgoing Payments

Retrieve additional information for a batch:

4. Click the Select button on the left side of the desired batch
5. Click the Files icon

6. Select File for this batch from the drop-down list

The pop-up window displays the SWIFT MT202 message sent to the bank.

UN Umoja Training User Guide: Umoja Payment Processing Page 21

 User
Module 2: Processing Outgoing Payments Guide

To view and modify cheques, run the T-code FCHN. The Check Register screen will be
displayed.

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

UN Umoja Training User Guide: Umoja Payment Processing Page 22

User
Guide
Module 3: Processing Incoming Receipts

Module 3: Processing Incoming Receipts

Module Introduction

The Cash Journal is a functionality in Umoja that is used to record the following types of cash
transactions:
 Outgoing Payments
- Main Cashier's Imprest Disbursements
- Imprest Disbursements
- Petty Cash Transactions
 Incoming Payments
- Cash Receipts
- Cheque Receipts

The incoming cash and cheques should be recorded in the Incoming Cash Journal.

Post Opening Balance or Replenishment in the Cash Journal FBCJ

The first step in the Cash Journal is recording the opening balance from the cutover activity.
Same process is used to record the replenishment in the cash journal.

Cashier Imprest Journal, Imprest Journal and Petty Cash Journal follow same process.

1. Enter FBCJ in the Command field

2. Click the Enter icon

3. The Cash Journal pop-up window is displayed. Enter 1000 in the Company Code field

UN Umoja Training User Guide: Umoja Payment Processing Page 19

 User
Module 3: Processing Incoming Receipts Guide

4. Select the appropriate Main Cashier's Imprest journal

Key Transactions
5. Click the Enter button
Transactions T-Code
Creating Payment Proposal F110
Making Payment FPRL_LIST
Scheduling Payment Run FBPM1
Releasing Payment Files BNK_APP
Processing Incoming Receipts/Cash Payments
FBCJ

Key Terminology

None.

6. The Main Cashier's Outgoing Journal is displayed. Click the Today button to ensure
that the available balance of the journal is up to date

7. Click the Cash receipts tab

UN Umoja Training User Guide: Umoja Payment Processing Page 20

User
Guide Module 3: Processing Incoming Receipts

8. Click the Matchcode icon in the Business Transaction field. A pop-up window is
displayed. Select RECEIPT BANK ACCOUT from the list

9. Enter amount in the Amount field

10. System populates the G/L account
11. The status in the DocStatus field displays in red

UN Umoja Training User Guide: Umoja Payment Processing Page 21

 User
Module 3: Processing Incoming Receipts Guide

12. Click the Select button on the left

Key sideTransactions
of the item
13. Click the Post button. The FI document is posted
Transactions T-Code
Creating Payment Proposal F110
Making Payment FPRL_LIST
Scheduling Payment Run FBPM1
Releasing Payment Files BNK_APP
Processing Incoming Receipts/Cash Payments
FBCJ

Key Terminology

None.

14. The status in the DocStatus field displays in green

15. Balance field shows the amount of cash in hand. System Posts FI documents

16. Click the Select button on the left side of the document to view the FI documents
17. Click the Follow-on doc button
18. Double-click Accounting Document in the pop up window

UN Umoja Training User Guide: Umoja Payment Processing Page 22

User
Guide Module 3: Processing Incoming Receipts

19. The FI document displays Cash in Hand is debited and Clearing Account is credited.
Cash Journal is ready to post disbursements

UN Umoja Training User Guide: Umoja Payment Processing Page 23

 User
Module 3: Processing Incoming Receipts Guide

Record Cash Receipts from Customer/Vendor

Key Transactions
Follow the steps below to record cash receipts from customer:
Transactions
1. Click the Cash Receipts tab T-Code
and populate the following fields:

Creating Payment Proposal
Business Transaction: Enter RECEIPT FROM CUSTOMER
F110
Making Payment FPRL_LIST
 Amount
Scheduling Payment Run FBPM1
 Text: Enter appropriate
Releasing text Payment
identifying reason
Filesfor receipt
BNK_APP
 Processing
Customer Incoming
number/Vendor number:Receipts/Cash Payments
This is the only difference to record cash
receipt from Customer and from Vendor FBCJ
 Document Date
 Assignment Number Key Terminology
 Business Area
None.

2. Click the Select button on the left side of the item

3. Click the Post button. Document is posted
4. The status in the DocStatus displays in green
5. Cash counter is adjusted

UN Umoja Training User Guide: Umoja Payment Processing Page 24

User
Guide Module 3: Processing Incoming Receipts

Record Cash Receipts for Revenue

Follow the steps below to record cash receipts for revenue:

1. Click the Cash receipts tab and populate the following fields:
 Business Transaction: Enter REVENUE
 Amount
 G/L account: Contact Accounts Unit for appropriate GL account. If Accounts team
is not available, select 39201020 (Unapplied Cash)
 Text: Enter appropriate text identifying reason for receipt
 Reference: Enter appropriate reference
 Assignment Number if any
 Business Area

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

UN Umoja Training User Guide: Umoja Payment Processing Page 25

User
Guide
Module 4: Processing Cash Payments

Module 4: Processing Cash Payments

Module Introduction

Cash disbursements are entered in the Cash Payments tab of the Cash Journal.

Three types of Cash Payments are configured and should be selected from match code:
• PAYMENT TO BANK ACCOUNT: When we send cash to the UN bank account, we
use Payment to Bank Account to record
Dr Bank Cheque-In Clring Acct (Fund 64VQA, Bus Area S101)
Cr Cash Journal (line generated by system)
Note: All Bank Clearing accounts belong to Fund 64VQA and Business Area S101.
• PAYMT ON CLEARING ACCT: All payables with payment method Y will debit
(clear) the AP Payable account (Vendor) and credit GL 35109920 when the cashier
posts the payment with F110 and FPRL_LIST. We use Paymt on Clearing Acct to
record
Dr 35109920 – Cash Payment Clearing
Cr Cash Journal (line generated by system)
• PAYMT ON EXPENSE ACCT: When the item to be paid is not already set up as an
account payable through MIR7 or FV60, we use the business transaction Paymt on
Expense Acct to record
Dr Expense with Cost Center/Order/WBSE (GL 7xxxxxxxx)
Cr Cash Journal (line generated by system)

UN Umoja Training User Guide: Umoja Payment Processing Page 26

User
Guide Module 4: Processing Cash Payments

The table below shows the common fields to be filled for Cash Payments transactions.

Notes:
 Receipt Recipient: In the Receipt Recipient field, enter the name of the person (e.g.
courier) who delivered the receipt or received the payment. For Payment to Bank
Account, enter the name of the person who is bringing the deposit to the bank
 Posting Date: Transactions should be recorded on the same day as they happen.
Thus posting date will usually be today. However, it is possible to back date the
posting date up to the go-live date if needed. For example, after go-live, it usually
takes a few days before we open the cash journal so we will want to back date the
first transactions for the month
 Assignment: The Assignment field is filled in when we have a clearing a pre-existing
item. We have to find the Assignment field of the pre-existing item and enter it in the
Assignment field on the Cash Journal

Record Direct Expense

Follow the steps below to record Direct Expense:

1. Click the Cash Payments tab

2. Click the Matchcode in the Business transaction field and select EXPENSE
3. Populate the following fields:
 Amount
 Tax code: Select the tax code for your country
 G/L account
 Document Date: Enter vendor invoice date
 Reference: Enter vendor invoice number
 Text: Enter appropriate text identifying reason for receipt
 Fund
 Business Area
 Grant
 Cost Center: Do not enter Cost Center when Internal Order is used
 Internal Order: If applicable

UN Umoja Training User Guide: Umoja Payment Processing Page 27

 User
Module 4: Processing Cash Payments Guide

Key Transactions

Transactions T-Code
Creating Payment Proposal F110
Making Payment FPRL_LIST
Scheduling Payment Run FBPM1
Releasing Payment Files BNK_APP
Processing Incoming Receipts/Cash Payments
FBCJ

Key Terminology

None.
4. Click the Select button on the left side of the item
5. Click the Post button. Document is post

6. Document status turns Green

7. Cash payments counter is updated
8. Cash balance is adjusted

UN Umoja Training User Guide: Umoja Payment Processing Page 28

User
Guide Module 4: Processing Cash Payments

9. Click the Select button on the left side of the document to view the FI documents
10. Click the Follow-on doc button
11. Double-click Accounting Document in the pop up window

12. The FI document displays that Cash is credited, Expense is debited and VAT
recoverable is established

Enter VAT on Transaction Payment on Expense Account

UN Umoja Training User Guide: Umoja Payment Processing Page 29

 User
Module 4: Processing Cash Payments Guide

When using the transaction type PaymtKey

on Expense Acct, you can enter the VAT tax code.
Transactions
Follow the steps below to enter VAT:

Transactions T-Code
1. Enter the total amount paid including
Creating PaymentVAT inProposal
the Amount field F110
2. Making
Click the empty Tax Code box Payment FPRL_LIST
3. Click the drop-downScheduling
list to make the Payment
Limitations Run FBPM1
box appear
4.
Releasing Payment Files BNK_APP
Enter the Tax Country and click the Green check button
Processing Incoming Receipts/Cash Payments
5. Select the tax code
FBCJ
6. Proceed to enter the rest of the information as usual
Key Terminology

None.

UN Umoja Training User Guide: Umoja Payment Processing Page 30

User
Guide Module 4: Processing Cash Payments

In the example, the amount of LBP 350 included the tax of 10%. The finance document
reflects:
 A reduction of the petty cash of LBP 350
 An expense of LBP 318.18
 VAT recoverable for LBP 31.82

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

UN Umoja Training User Guide: Umoja Payment Processing Page 31

User
Guide
Appendix and Reference Information

Appendix and Reference Information

Key Transactions

Transactions T-Code

Creating Payment Proposal F110

Making Payment FPRL_LIST
Scheduling Payment Run FBPM1
Releasing Payment Files BNK_APP
Processing Incoming Receipts/Cash Payments FBCJ

Key Terminology

None.

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

UN Umoja Training User Guide: Umoja Payment Processing Page 32