Professional Documents
Culture Documents
Process
Course Summary
Course Assessment
Course Survey
X X
Prerequisite Review
You should have completed the following prerequisite courses:
• Umoja Overview
• Umoja Master Data & Coding Block Overview
• Accounts Payable Overview
• Umoja ECC Navigation
Course Summary
Course Assessment
Course Survey
The total of all individual account balances in the subsidiary ledger equals the balance of
the Reconciliation Account in the General Ledger.
General
Ledger
Reconciliation account 10
Revaluation account 99
Transaction SPGL
Down payments to commercial vendors A
Travel advance T
Salary advance S
Security deposits H
Note: In Umoja, SPGL are used in conjunction with the Down Payment functionality, which
is covered later in the course.
A. Reconciliation Account
B. Revaluation Account
C. Manual Adjustment Account
D. A/P Sub Ledger
A. Reconciliation Account
B. Revaluation Account
C. Manual Adjustment Account
D. A/P Sub Ledger
Course Summary
Course Assessment
Course Survey
Financial Accounting
Senior User (G/L, • Reverses the Posted documents
A/R, A/P and CO) • Clears G/L, A/R and A/P documents
MIR7 FV60
Invoice entered with reference to a PO Invoice entered without reference to a PO
Line items delivered are derived Line items must be entered manually or
automatically through an Excel file
“Parking” the document will trigger “Parking” the document will save for later
workflow and send to the A/P Reviewer completion but will not trigger workflow
for completion/review
“Holding” the document will save for later No “Hold” functionality
completion but will not trigger workflow
To enter a PO number, select the Other Purchase Order in the menu or using the icon. A pop-up
window will appear where you can enter the PO number. You may also click the Matchcode icon to
search for a particular PO by vendor, cost center or many other criteria.
Each one of these sections can be expanded or collapsed by clicking the button next to their label.
Select the same tax code for each line item and hit
Enter.
To view these documents, first open the Invoice using the Display Document (T-Code FB03)
Transaction.
Click the Follow-On Documents… button to open a list of all relevant financial documents for the
invoice, including the Invoice and Payment Retention documents. Double-click any of these documents
to display them.
8• You will see a pop-up window that shows how much the Invoice was reduced. The balance of
the invoice will also be corrected. The Invoice can now be Simulated
If you are satisfied with the results, click Save as Complete to submit for approval.
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• Simulate the invoice. You will note that Umoja debits the GR/IR with full amount
thus clearing the account.
• Credits the vendor with invoice amount
• Credits the expense account for the balance.
• If you are satisfied, save as complete to route the document for approval.
In case Procurement informs that the amount less paid earlier should be paid, option MIR7 with
Subsequent Debit is used.
Enter appropriate information and call up the purchase order.
In the line, enter the amount payable and quantity; simulate, save as complete to route for approval..
• Simulate the invoice. You will note that Umoja debits the Expense account
• Credits the vendor with invoice amount.
• Vendor is paid and expense is fully charged.
Simulate Save as
Hold Save as Parked Completed
Document
Click the Hold button to save the Invoice to complete at a later time.
Clicking the Hold will not trigger any automated checks. It will not trigger workflow and will be
viewable only to the original creator of the document. A document number will be generated at this
point.
Before parking a document, the creator should always simulate the document to review for accuracy
and completeness.
Clicking the Simulate button will display a simulated financial posting in USD to the Vendor and G/L
accounts.
Simulate Save as
Hold Save as Parked
Document Completed
If the Invoice fails any of the checks, it cannot be Saved as Complete and needs to be either put on
Hold or Saved as Parked.
Clicking the Save as Parked button will send the Invoice to the A/P Processor for review/completion
through Workflow. There will be no edit check, budget check or an attempt at Three-Way Match at
this time.
A document number will be generated at this time.
Simulate Save as
Hold Save as Parked
Document Completed
The Save as Completed button is used to post the Invoice if it is within the Invoice Tolerance.
In detail, clicking the Save as Completed button will cause the Umoja system to:
• Perform edit checks to ensure period is open and coding block is valid
• Verify budget availability (AVC) to ensure budget is sufficient to absorb VAT (when not
reimbursable) or differences due to changes in exchange rates. Budget consumption is updated
• Attempt Three-Way Match
• If all checks are successful, document is routed through workflow
• System will Generate the Document number.
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The Business Workplace (T-Code SBWP) screen is organized in a similar way to an Email application. It
has sections for the Inbox, Outbox and private/shared folders. You can view your items organized by
content or tasks. Screen shot shows the document created in slide 91 is in Approving Officer box.
To Approve or Reject the document click on document in the box (highlighted in screen
shot).
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If the Refuse option is selected, the document will no longer be visible in the list and will be sent back
to the all users of the Accounts Payable group for action.
In your Outbox, you can review items that you have previously reviewed along with their final
decisions.
A. Three-Way Matching
B. Down Payments process
C. Outgoing Payments process
D. All of the above
A. Three-Way Matching
B. Down Payments process
C. Outgoing Payments process
D. All of the above
A. Add PO
B. Preview Posting
C. Check
D. Simulate
A. Add PO
B. Preview Posting
C. Check
D. Simulate
Course Summary
Course Assessment
Course Survey
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In the line items, enter the General Ledger account (which should be same as in the Fund
Commitment (obligation).
Then scroll to the right and enter the Fund Commitment number in the Earmarked funds field.
Then enter line item number of the Funds Commitment in the Earmarked funds: Document Item
field. Other fields will be derived from the Fund Commitment document.
Document type KH does not go through certification step and is directly routed to
Approving Officer for posting. All above fields should be filled in for completeness.
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Simulate Save as
Park
Document Completed
Parking a document using FV60 saves the Invoice for later completion. However, it does not forward
the document using workflow to the A/P Approver.
The Simulate Document function is identical to MIR7. Before attempting to post the Invoice, the
Simulate button should be clicked to ensure the correct accounts are being posted to.
Simulate Save as
Park
Document Completed
Save as Complete should be used once the A/P User would like to post the Invoice. This will trigger
workflow and will forward the document to the A/P Approver for review.
Once the A/P Approver approves the Invoice, it will be posted to the relevant accounts.
The Business Workplace (T-Code SBWP) screen is organized in a similar way to an Email application. It
has sections for the Inbox, Outbox and private/shared folders. You can view your items organized by
content or tasks. Screen shot shows the document created in slide 91 is in Approving Officer box.
To Approve or Reject the document click on document in the box (highlighted in screen
shot).
1
2
3
If the Refuse option is selected, the document will no longer be visible in the list and will be sent back
to the all users of the Accounts Payable group for action.
In your Outbox, you can review items that you have previously reviewed along with their final
decisions.
Course Summary
Course Assessment
Course Survey
These charges are paid through the Details tab using the Unpl.
Unplanned Charges
Del. Csts field
Note: The amount an Invoice can differ from the PO or Goods Receipt is limited by the
Invoice Tolerance ($4000 USD or 10% of PO, whichever is lower).
If any Fund Commitment is involved, enter the EMF number and line number and system
will derive the coding block from EMF.
Simulate document. If everything is correct, Save as Completed to route document for Approval.
Course Summary
Course Assessment
Course Survey
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If you are satisfied with the results, click the Back icon to go back to the previous screen. Un-check
the box next to Test Run and execute the transaction again.
This will post the payable documents in Vendor account and Debit the GR/IR (35401010) account.
Note: There is no workflow in this Tcode, so missions/Offices should decide who will execute this
transaction.
Course Summary
Course Assessment
Course Survey
Down payments are processed using the Down Payments functionality and T-code F-47
whether or not there is a PO.
For down payments made against a standard PO, a down payment request is made in
Umoja ECC. Clearing occurs automatically after goods are received and the invoice is
posted.
The payment information is then forwarded to the Treasury to pay the appropriate
amount.
Instead Umoja records a Noted Item in which only one line is recorded. At the time of
payment, Umoja
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Confirm the Fund Commitment document is posted; Tcode FMZ3
2 Check if vendor number is mentioned in any line.
Down Payment) 5
•3 Posting Date – date of entry 6
•4 Currency
5• Reference: Memo number
6• Doc. Header Text: Free text field
used for brief description of the
down payment
•
18 When making down payment against
purchase order, enter the PO number
and line.
• When making down payment without
Purchase Order or Fund commitment
19
e.g. Salary Advance, enter the
following fields.
•
19 Enter Business Area
20• Fund 18
21• Enter Grant or GMNR (Grant
Management Not Relevant) if there is
no Grant 20 21
• Hit Enter
• Grant
Copyright © United Nations 145
Enter Down Payment Request
Enter Down Payment Approve Down Payment Clear Down Payments
Request Request against Invoice
Click the Save button to submit the down payment request for approval.
After the request has been submitted, it will be routed to the appropriate A/P Approver through a
workflow, appearing in their Business Workplace Inbox.
Review the document, you will see there is only one line showing credit to Vendor; and Spl GL
indicator ‘F’. When Treasury runs the payment, Umoja will convert ‘F’ to ‘A’.
Down payment requests are approved using the workflow and the Business Workplace (T-Code: SBWP)
screen. They are sent to A/P Approvers based on their place within Delegations of Authority tables.
From a G/L perspective, the down payment will appear in the vendor account as a “Noted Item” (not a
credit or debit) before the payment is made.
A. Reference
B. Account
C. Doc.Header Text
D. Trg.sp.G/L ind.
A. Reference
B. Account
C. Doc.Header Text
D. Trg.sp.G/L ind.
Course Summary
Course Assessment
Course Survey
The process followed to automatically upload a General Ledger document via a journal
voucher upload and to process a one-time manual entry is outlined below:
Review Post
Complete AP Upload AP
Accounting
Excel Template Document Document
Details
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Course Assessment
Course Survey
Display Vendor – BP
Used to view the Business Partner Master Data record, including the
customer and vendor records.
Display Vendor – BP
General data includes name, address and language.
This report open many fields for selection including Spl GL indicator,
Fund, Business Area, Document Number, Parked documents, Noted
Documents, Spl GL documents, Customer items, etc.
Users can also select only Open items, Cleared items or all items.
This report is very useful where the payment method is ‘Z’ as it gives the
information to the Accounting Clerk responsible to distribute the funds.
If you need more parameters use the dynamic selection icon to add
parameters. The corresponding FM, CO and GM documents can be
accessed from the Document Environment menu and clicking the
Accounting Document option.
Noted items can be included by ticking the Display noted item box.
In the example we can see that payment method was changed from
“blank” to “Q” on 6 May 2013.
Note: The report shows the date, time and user ID of individuals who performed
changes.
Course Assessment
Course Survey
Course Assessment
Course Survey
To receive credit for completing this course, you must pass this assessment with a
minimum score of 90%.
To complete the assessment you must return to the Learning Management System:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course assessment
5. Click the Submit button once you have completed the assessment
Course Assessment
Course Survey
Please complete the evaluation for this course using the following steps:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course survey
5. Click the Submit button once you have completed the course survey