sap fi accounts payable process 2

Copyright © United Nations

FI321 – Umoja Accounts Payable Process

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Umoja Accounts Payable Process – Version 8

Last Modified: 01-August-13

Copyright © United NationsCopyright © United Nations

Agenda

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Course Introduction

Module 1: G/L Accounts for Accounts Payable

Module 2: Processing Invoices with a Purchase Order

Module 3: Processing Invoices without a Purchase Order

Module 4: Credit Memos and Evaluated Receipt Settlement

Module 5: Down Payments

Module 6: Accounts Payable Reports

Course Summary

Course Assessment

Course Survey



Please share with us:

• Your Name

• Your Section/Unit

• # Years with the UN

• Interesting Fact About Yourself

Introduction

3Copyright © United Nations


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

Ground Rules

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X X

No Phones Ask QuestionsParticipate BreaksDo Not Access E-mail


Course Overview

The purpose of the Umoja Accounts Payable Process is to teach end users how to enter Invoices, Credit Memos, Down Payments and perform all other Accounts Payable (A/P) activities in Umoja.

Prerequisite Review

You should have completed the following prerequisite courses:

• Umoja Overview

• Umoja Master Data & Coding Block Overview

• Accounts Payable Overview

• Umoja ECC Navigation

Course Duration: 6 hours

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Course Objectives

After completing this course, you will be able to:

• List the different G/L accounts relevant for Accounts Payable

• Scan, park and/or post an Invoice

• Process Invoices with or without a Purchase Order (PO)

• Process Invoices applying payment retention

• Process Invoice reductions

• Enter and clear Down Payments

• Enter a Credit Memo

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Agenda

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Course Introduction







Course Summary

Course Assessment

Course Survey



Module 1 Objectives

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

• Identify the purpose of Reconciliation Accounts for Accounts Payable

• Explain the purpose of Special GL (SPGL) Indicators

• Differentiate between the different Business Partner Groups in Umoja



Key Terminology

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Key Term Description

Chart of AccountsA catalogue of all General Ledger (G/L) accounts available in an accounting environment

Subsidiary LedgerA secondary ledger that sits under the General Ledger, to which all operational transactions are recorded or executed

Reconciliation Account

Accounts within the General Ledger that are automatically modified when posts are made to Subsidiary Ledgers

Special GL (SPGL) Indicator

Indicates when a transaction should post to a different reconciliation account than indicated for a particular Business Partner Group (used for Down Payments for example)


General Ledger

Financial Accounting Module in Umoja

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In Umoja, the Financial Accounting (FI) module is designed to capture the UN’s business transactions in a manner that will satisfy external reporting requirements.

A consolidated list of all Umoja G/L accounts housed in Umoja is stored in the system’s Chart of Accounts.

Umoja Chart of Accounts

G/L Accnt 1

G/L Accnt 2

G/L Accnt 3

G/L Accnt 4

G/L Accnt 5

G/L Accnt 6

G/L Accnt 7

G/L Accnt 8

G/L Accnt 9

G/L Accnt

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G/L Accnt

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G/L Accnt

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General Ledger vs. Subsidiary Ledgers

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Subsidiary Ledgers

General Ledgers

The Subsidiary Ledger is a supporting ledger that provides detailed information about individual accounts, which are not stored at the detailed level in the General Ledger.

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

The total of all individual account balances in the subsidiary ledger equals the balance of the Reconciliation Account in the General Ledger.

Postings to Reconciliation Accounts


A/P Subsidiary Ledger

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Accounts Receivable (A/R)(contains Customer

accounts)

Accounts Payable (A/P)(contains vendor

information)

Fixed Assets (FA)

(contains assets not recorded in Galileo)

The A/P Subsidiary Ledger (or Sub Ledger) is one of three Sub Ledgers in Umoja.

General Ledger


Reconciliation Accounts

Umoja uses Reconciliation Accounts to reconcile financial information contained in the subsidiary ledgers in real-time. The entries in the Reconciliation Account can only come from a Subsidiary Ledger. For example, fuel purchased from a vendor will be recorded in General Ledger as follows:

A/P- Reconciliation Account

2000Expenses

Fuel2000

Vendor Account

2000

General Ledger

In the A/P Subsidiary Ledger, the vendor is

credited with the amount due

In the General Ledger, the A/P Reconciliation Account has a corresponding credit entry to reconcile with the

A/P Subsidiary Ledger.

Journal Voucher

Debit Fuel 2000Credit Vendor 2000

A/P Subsidiary Ledger

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G/L Accounts used for A/P

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Entries in the A/P Sub Ledger

Entries for Revaluation of Monetary Balances

Entries for late audit adjustment

G/L Account Reason

Reconciliation AccountsEnsures the Sub Ledger is

always reconciled with the G/L

Revaluation AccountsRevaluation entries cannot be

posted to the reconciliation G/L accounts

Manual Adjustment AccountsShould be recorded at the G/L level since the Sub Ledger may be closed earlier than the G/L


Recording A/P Entries in Umoja G/L Accounts

For each Business Partner Group, Umoja provides a standard numbering convention for each type of G/L Account:

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Reconciliation account

Account Type

Manual Adjustment account

Revaluation account

Ending with Digits

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Business Partner Groups in Umoja

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Member States Non-member States

Other Governmental

Entities

UN Agencies, Funds and Programs

Individuals (Staff Members,

Retirees, Survivors)

Individual Consultants and

Contractors

NGO’s Commercial Vendors


G/L Accounts for A/P

For standard invoice transactions, the following G/L accounts are automatically derived by Umoja based on the Business Partner Group:

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Business Partner Group Reconciliation G/L Account

Member States 33201010

Non-Member States 33201110

Other Governmental Entities 35101210

UN Agencies, Funds and Programs 35101310

Non-Governmental Organizations 35101410

Commercial Vendors 35101510

Individuals (Staff Members, Retirees, Survivors and so on)

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Individual Contractors and Consultants 35101810


Special GL Indicators

Special GL (SPGL) Indicators are used to identify transactions that should be recorded to alternate G/L accounts. In Umoja, the following SPGL are used for A/P:

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Note: In Umoja, SPGL are used in conjunction with the Down Payment functionality, which is covered later in the course.

Down payments to commercial vendors

Advances to implementing partners

Travel advance

Salary advance

Security deposits

Loans receivable

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Y

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Transaction SPGL


Learning Checkpoint 1

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

Select the correct option.

A. Reconciliation Account

B. Revaluation Account

C. Manual Adjustment Account

D. A/P Sub Ledger

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


A. Reconciliation Account

B. Revaluation Account

C. Manual Adjustment Account

D. A/P Sub Ledger

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Option A is the correct answer. Reconciliation Accounts are used to reconcile financial information contained in the Subsidiary Ledgers in real-time.



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


A. General Ledger Account

B. A/P Sub Ledger Account

C. SPGL Indicator

D. Business Partner

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


A. General Ledger Account

B. A/P Sub Ledger Account

C. SPGL Indicator

D. Business Partner

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Options C is the correct option. SPGL Indicators are used to identify transactions, including Down Payments, that should be recorded to alternate G/L accounts.


Module 1 Summary

The key points covered in this module are listed below:

• Reconciliation Accounts are used to update the General Ledger based on postings to the A/P Subledger

• SPGL Indicators are used to make postings to accounts outside of the standard Reconciliation Account (for example, for Down Payments)

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

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Agenda

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Course Introduction







Course Summary

Course Assessment

Course Survey



Module 2 Objectives

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

• Enter an Invoice with reference to a PO

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

• Hold an Invoice for later completion

• Simulate Invoice posting

• Save Invoice as Parked (for Review)

• Post Invoice

• Approve or reject a parked Invoice

• Review a PO

• Reverse an Invoice

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Three-Way MatchThe capability provided by Umoja to compare an Invoice to the corresponding PO and Goods Receipt

Workflow A workflow that automatically routes Invoices or other financial/procurement documents to the appropriate persons for approval and/or review

Park Document A process that forwards a financial document in Umoja for Invoices through a workflow to the A/P Approver for review. The parked documents do not have any financial impacts

Post Document A process that posts a financial document to a particular subledger. This results in the relevant financial impacts to the G/L accounts

Invoice Tolerance The maximum amount by which an Invoice may differ from the PO total and each PO line for the LIV to pass ($4000 or 10% of PO, whichever is lower)

Key Terminology

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Payment Block A block that ensures an invoice cannot be paid until the payment block is removed

Goods Receipt

A document in Umoja entered to acknowledge receipt of goods, referencing one or more PO’s. Goods receipt creates a financial document to record expense and accrued liability in GR-IR account

Service Entry Sheet (SES)

A document in Umoja entered to acknowledge receipt of services, referencing one or more PO's. SES creates a financial document to expense services and record an accrued liability in GR-IR account

Movement Type A three-character field in the Umoja ECC system used to process transactions against a PO (for example, Return Delivery to Supplier)

Key Terminology

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Roles & Responsibilities

The following Umoja Enterprise roles are involved in the A/P process:

Financial Accounting User (A/P)

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• Creates vendor Invoices and vendor Credit Memos within the A/P subledger. This entails:

– Adding VAT

– Changing payment terms, if needed

– Adding a payment block, if needed

– Reducing the invoice, if needed

– Requesting that PO be modified, if needed

• These documents are subject to workflow approval

Financial Accounting Approver (A/P)

• Reviews and approves the vendor Invoices and Credit Memos created by the Financial Accounting User (A/P) within the A/P subledger

• Reviews and provide comments with rejection when there is no Three-Way Match


Roles & Responsibilities

The following Umoja Enterprise roles are involved in the A/P process:

Financial Accounting Senior User (G/L, A/R, A/P and CO)

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• Creates and maintains the cost accounting allocation rules, including the statistical key figures used for allocations

• Runs the batch that posts the billing documents coming from the Sales and Distribution (SD) module

• Inserts a long-text description for incoming payments for voluntary contributions

• Creates and posts G/L documents that are not subject to workflow, such as accruals, reversals and recurring entries

• Clears G/L, A/R and A/P documents


Invoice Transactions in Umoja

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

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

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

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

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Invoice Transactions in Umoja

Below are key differences between the two Invoice transactions in Umoja, Invoices with or without PO:

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MIR7 FV60

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

Line items are derived automatically Line items must be entered manually or through an Excel file

Document will automatically be posted if within Invoice Tolerance

Document must be approved by A/P Approver to be posted

“Parking” the document will trigger workflow and send to the A/P Approver for review

“Parking” the document will save for later completion but will not trigger workflow

“Holding” the document will save for later completion but will not trigger workflow

No “Hold” functionality


Three-Way Match

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• Umoja ECC’s automated Three-Way Match enables the cross-check of Purchase Order, Goods Receipt and Invoice documents

– If the documents cannot be matched within the Invoice Tolerance, the system won’t allow the invoice to be forwarded to the appropriate approvers

– If the documents do match, the A/P User will be able to Save as Complete, which will forward the Invoice to the A/P Approver, who can make the financial posting

Enter Invoice with PO (MIR7)

Invoice

Goods Receipt

Purchase Order

UmojaECC

Umoja ECC performs Three-Way Match


Three-Way Match

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• If physical discrepancies (for example, physical damage) are found during goods receipt, a “blocked” status can be placed on the goods, resulting in no financial posting. This blocked status will be placed by the R&I team or SAU team

• If good are subject to inspection, the goods receipt is performed upon delivery. Since the inspection is performed subsequently and may highlight some items are missing or don’t meet the specifications, a payment block should be placed on all invoices for which inspection is relevant. Only after the inspection is complete should the Invoice be posted. This will require coordination between the operations and the accounts payable unit

Enter Invoice with PO (MIR7) – Cont’d


Review Purchase Order

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After receiving an Invoice from a vendor, it may be necessary to view details about a PO. To view a PO, use the Display Purchase Order (ME23N) transaction. You can also review all PO’s for a vendor using the ME2N transaction.

To enter a PO number, select the Other Purchase Order in the menu or using the icon. A pop-up window will appear where you can enter the PO number. You may also click the Matchcode icon to search for a particular PO by vendor, cost center or many other criteria.



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The Display Purchase Order screen has three main sections:

• Header Data tabs

• Item Overview

• Item Details

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



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In the Item Data section, the Purchase Order History tab displays a full history of receipts, returns and any other actions that have occurred for each line item. The MvT field displays all the Movement Types that have occurred.

The relevant Movement Types in Umoja are:

• 101 – Goods Receipt for Purchase Order

• 102 – Cancellation or reversal of Goods Receipt

• 103 – Goods moved into blocked stock

• 105 – Goods moved from blocked stock into unrestricted stock

• 122 – Return Delivery to Supplier

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

The Account Assignment tab contains other useful information, such as Cost Center, G/L Account and Funds Center.


Invoice Process Steps (MIR7)

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

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Add Header Data Calculate VAT

Add PO ReferenceAdd Payment Terms

and Unplanned Delivery Costs

Simulate and Post Document


Add Header Data

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Enter the MIR7 Transaction Code. The Park Incoming Invoice: Company Code 1000 screen appears.

The top-half of the screen contains tabs for data about the Invoice, such as Payment Terms and Tax Information. The bottom half of the screen shows which PO's are being referenced in the Invoice.

Populate the following fields in the Basic Data tab:

• Invoice Date: The Invoice date provided by the vendor

• Posting Date: The date on which the Invoice will be posted (usually today’s date)

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Add Header Data

Calculate VATAdd PO

ReferenceAdd Payment

TermsSimulate and

Post


Add Header Data

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Populate the following fields in the Basic Data tab:

• Amount: The total amount on the Invoice including VAT and all charges.

• Currency: Currency of the Invoice

• Reference: The vendor Invoice number

• Text: A free text field used to convey any particular information about the document (in case of review)

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Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Calculate VAT

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To add tax information, click the icon next to the Tax Amount field. This will let you change the Reporting Country.

If you do not know the Country Code for your Country, click the icon to see a full list.

After selecting the reporting country, a list of Tax Codes will be available to select from the drop-down menu.

Choose the appropriate Tax Code. After the PO information is loaded, the Tax Amount will be automatically calculated.

Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Calculate VAT

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The selected Tax Code will allow Umoja to calculate the tax amount and determine in which G/L Account to record the VAT.

The three Tax Code options available (for applicable countries) are:

• L1 (Input VAT 10% Reimbursable): Records VAT on Balance Sheet

• L2 (Input VAT 10% Non reimbursable): VAT recorded on the same expense line as the underlying amount

• V0 (Zero Tax)

Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post

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Add PO Reference

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To create the link between the Invoice and PO, enter the PO number referenced in the Invoice in the field next to the Purchase Order/Scheduling Agreementdrop-down menu.

When you hit Enter, the vendor information appears on the top right side of the screen. In addition, the line items from the PO will populate in the table below.

Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Add PO Reference

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Items that have been received are highlighted in yellow. If you scroll to the right, you will see the number of items received under the Received field.

If you would like to add an additional PO to the Invoice:

• Click the yellow arrow button next to the PO number field

• A pop-up window will appear where you can enter more PO numbers

• Click the Execute icon to return to the MIR7 screen

Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post

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Add PO Reference

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In addition to adding the Tax Code at the Header level, it must also be entered for each line item. To do this, in the PO Reference section, scroll over to the right until you see the Tax Code field.

Enter the Tax Code for each line item.

Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Add Payment Terms

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Next, the payment terms may be modified.

Payment terms are defaulted from the Vendor’s Business Partner information and can be overwritten from the They can also be overwritten by editing the information in the Payment tab in MIR7.

The following fields may be edited:

• Payment Terms: A key that defines what set of payment terms will be used, including discount percentages and payment periods. Example: 0002 = To be paid within 14 days at 2% cash discount or within 30 days due net

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Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Add Payment Terms

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• Baseline Date: Date used to track the different payment terms. If the Invoice is received significantly later than the Invoice date listed, you may wish to baseline the payment terms to a different date

• Payment Method: Specifies the way payment will be made to the vendor. The Vendor Business Partner must be set up to accept this type of payment in order for the payment to be made. If overwriting a default Payment Method, use the BP Transaction to ensure that Payment Method is set up for that Business Partner

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3

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Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Add Payment Terms

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Umoja automatically determines the House Bank which will make the payment using multiple factors. One of these is Payment Method. Therefore, make sure the appropriate Payment Method is selected prior to clicking Save as Complete.

Common Payment Methods are:

• A – Bank Transfer (ACH-CCD): For payee bank in the US

• 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 payments in cash from Cashier’s imprest

• U – UNDP Pay Agent: Used in situations where UNDP is a Pay Agent or is paying a Travel Advance

• R – UNDP Service: Used in situations where UNDP is procuring goods or services on behalf of an Umoja entity

Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Add Payment Terms

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• Payment Block: Denotes why a payment block is placed on the Invoice. Payment blocks must be manually removed for an Invoice to be paid

• Partner Bank: A vendor may have multiple banks accounts in separate currencies. The partner bank field should be selected to tell the system which payee bank payment should be sent. Also, this must match the Payment Method selected

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Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Process Payment Retention

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For purchases that are subject to payment retention, the standard MIR7 transaction is used.

• Add the PO Reference. When the PO reference is added, a message will appear: Item is relevant to retention, see message log

• To add the due date for payment to be made, find the relevant line item(s) in the PO Reference section

• Scroll far to the right until you find the Due Date field. Enter the desired payment retention due date

• Check box in Tax Reduction field to eliminate tax from retention amount

• Simulate the document and check the retention amount is credited to the Vendor account

• Click the Save as complete button

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

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

Click the Follow-On Documents… button to open a list of all relevant financial documents for the invoice, including the Invoice and Payment Retention documents. Double-click any of these documents to display them.



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

In this example, the full amount is credited to the Vendor account, while only a portion of the payment is debited according to the agreed retention rules.


Add Unplanned Charges

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To enter Unplanned Charges:

• Enter full invoice amount (including the unplanned charges). When the PO is entered, the document is unbalanced due to unplanned charges

• In the Details tab, enter the unplanned charges in the Unpl. Del. Csts field. The document will become balanced as signified by the green light

• Click Simulate to simulate the document postings

• Click Save as Complete to submit for approval

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Add Unplanned Charges

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Below is an example of a simulated Invoice with unplanned charges. The unplanned charges are debited to the expense account in proportion to the original charges and vendor is paid full amount.


Enter Invoice Reduction

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Invoice Reductions are entered with the original Invoice in MIR7, only after you have received approval to enter an Invoice Reduction.

In addition, Invoice Reductions can only be entered if they fall within Invoice Tolerance (4000 USD or 10% of PO, whichever is lower). To do this:

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

• Add the PO Number as the PO Reference

• As you can see below, the Invoice Amount is $5 more than the amount of the PO and Goods Received. The results in a balance. The red light indicates that the Invoice cannot be Saved as Parked

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• Verify the invoice with the PO and identify line item with the difference. Difference could be for price or quantity (in case of rejection of items)

• In the drop-down menu next to Layout, select Invoice reduction. This will restrict the number of columns to just those that are relevant for Invoice Reductions

• Scroll to the right until you find the Correctn ID field. For the line item that should be reduced, select the Vendor error: reduce invoice option

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• Next, under the Invoice Amount Acc. To Vendor field, enter the amount that the Vendor invoiced for this line item. Enter the Invoiced quantity in the Qty Acc to Vendor field

• 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

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

In this example, the Invoice was reduced by $10 USD. Only $480 USD of the $490 USD Invoice sent by the vendor is being posted to the A/P Subledger.

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


Key Actions for MIR7 (Simulate)

The MIR7 transactions provides several actions that can be taken on an Invoice. It is important to understand the function for each of the following functions in order to properly process an Invoice with a PO.

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

Clicking the Simulate button will display a simulated financial posting in USD to the Vendor and G/L accounts.

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Simulate Document

Save as Completed

Save as Parked Hold


Key Actions for MIR7 (Save as Complete)

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

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

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

• Verify budget availability (AVC) to ensure budget is sufficient to absorb VAT (when not reimbursable) or differences due to changes in exchange rates. Budget consumption is updated

• Attempt Three-Way Match

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

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Simulate Document

Save as Completed

Save as Parked Hold


Key Actions for MIR7 (Save as Parked)

If the Invoice fails any of the checks, it cannot be Saved as Complete and needs to be either put on Hold or Saved as Parked.

Clicking the Save as Parked button will send the Invoice to the A/P Approver for review through Workflow. There will be no edit check, budget check or an attempt at Three-Way Match at this time.

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Simulate Document

Save as Completed

Save as Parked Hold


Key Actions for MIR7 (Hold)

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

Clicking the Hold will not trigger any automated checks. It will not trigger workflow and will be viewable only to the original creator of the document. A document number will be generated at this point.

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Simulate Document

Save as Completed

Save as Parked Hold


Simulate & Post Document

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If there is a red light symbol next to the Messages button, click the button to see a list of any errors or warnings on the document.

When you feel the document is ready to post, click the Simulate button at the top of the screen. A pop-up screen will appear showing the results of the simulated postings from a document perspective.

In this example, the vendor account is being credited while the GR/IR account is being debited. Here you will also see any postings related to VAT, Invoice Reduction or unplanned delivery costs.

Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Simulate & Post Document

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If you are satisfied with the results, click the Save as Completed button to send the Invoice for approval.

If successful, a message will appear on the bottom of the screen with the document number of the parked Invoice.

Add Header Data

Calculate VATAdd PO


TermsSimulate and

Post


Look Up Document Approver

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The document sent through workflow for approval can be viewed by the creator.

Using FBV3, enter the invoice document number and fiscal year. The system will bring up the document. Click the Services for Object icon and select Workflow / Workflow Overview. Scroll down to the account payable line and double click the information cell.

A list of approvers will be displayed and you will see whether these are intermediate approvers or approving agents.

In this example there is only one approver. Approvers can run report and see documents for their user group. Tcode is ZFI_PR_WFSTATUS.


Reverse Invoice

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If an invoice was posted erroneously, it can be reversed using the Cancel Invoice Document (MR8M) transaction.

However, only the Financial Accounting Senior User has the access to execute this transaction. It should be executed after thorough review of the invoice and circumstances requiring reversal. The reversal and original documents should then be amended and text inserted for audit trail.

To reverse an Invoice, the following fields are required:

• Invoice Document No.

• Fiscal Year

• Reversal Reason: The Reason Code that describes why the Reversal is required. In this field you can enter if the Reversal is required in the current or previous period

• Posting Date

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Change Posted Invoice

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Using the Change Posted Document transaction (FB02), Umoja allows for the following fields to be changed after a document is posted through workflow approval:

• Payment method

• Payment block

• Long Text

To access the document, enter the document number and the fiscal year and click enter. If you don’t know the document number, click the Document List button and enter parameters such as document type, posting date, my own documents and so on.

Payment block can also be changed by running report on the document (FBL1N) and then selecting the appropriate line.


Change Posted Invoice

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To change the Payment Method, Payment Block or Assignment:

• Once the document appears, double-click the vendor line (the first line in the document) and another screen will pop up

• Fields that can be changed will be in white. Fields in grey cannot be changed. Once the change is made, click the Save icon and ensure you receive the system message “Changes have been saved”

• The Assignment field is used for the automatic clearing of Invoices. It is populated with the Document Number, the Line Item and the Fiscal Year. This field should not be modified

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Change Posted Invoice (Payment Long Text)

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The Payment Long Text allows us to insert comments and explanations on the document in addition to the Document Header Text and the Text on each document line. For example, it can be used to give a full description for why an Invoice has been reversed. The Long Text is optional.

To modify the Long Text:

• Click the Extras menu

• Select Text

• In the pop-up window that appears, enter the explanation next to the Correspondence field. Return to the document and click the Save icon to make your changes

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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



Activity 1

Transaction Name: Process Invoice with PO

Transaction Code: MIR7

Link to the uPerform simulation: http://unsapuperform.umoja.un.org/gm/folder-1.11.2148?originalContext=1.11.2363


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



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


A. Three-Way Matching

B. Down Payments process

C. Outgoing Payments process

D. All of the above

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


A. Three-Way Matching

B. Down Payments process

C. Outgoing Payments process

D. All of the above

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Option A is the correct answer. Three-way matching is used to compare the Invoice to the PO and the goods receipt.



Which of the following buttons lets the User (A/P) preview financial postings before clicking Save as Complete?


A. Add PO

B. Preview Posting

C. Check

D. Simulate

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Which of the following buttons lets the User (A/P) preview financial postings before clicking Save as Complete?


A. Add PO

B. Preview Posting

C. Check

D. Simulate

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Options D is the correct option. All Invoice postings should be simulated before being Saved as Complete.


Module 2 Summary


• There are two methods (transactions) for processing an Invoice: entering an Invoice with a PO and entering an Invoice without a PO. This module covered Invoice with PO

• Sales tax, Retention and early payment discount are applied in the invoice process

• Documents should be simulated to verify correctness of the entry before Saving as Complete to trigger workflow

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

• You can change Payment method, remove/insert payment block, and insert additional text after the invoice is posted.

• The invoice document can be reversed using the T-code MR8M

• You can look up the Approver (A/P) names from the Invoice document

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Agenda

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Course Introduction







Course Summary

Course Assessment

Course Survey



Module 3 Objectives

After completing this module, you will be able to:

• Process Invoices without PO

• Reversal of Invoice without a PO

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Invoices without PO's

Umoja introduces the concept of creating invoices with reference to a Funds Commitment instead of a PO.

This applies in the following scenarios:

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1. Grants process for implementing partners

2. Official Travel

3. Entitlement Travel

4. Miscellaneous Obligating Documents

5. Fellowship Study Tour

6. Education Grant

7. Self-Insurance (unless treated as special PO)

8. Appendix D Claims – All Fund Types

9. PK Local TCC/PCC payments


To create a non-PO Invoice:

• Review the Fund Commitment Document using the T-code FMZ3

• Header part is credit to Vendor and line items are debit to appropriate G/L account

Process Invoice Without PO

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• Use the FV60 transaction code to access the Park Vendor Invoice screen. Entering an Invoice using this screen is identical to entering one using MIR7 except for the fact that every line item must be entered instead of automatically derived from Fund Commitment document

• Enter the details in the Basic Data and Payment tabs as you would with an Invoice using MIR7 including VAT

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For payments without the Fund Commitment document, enter information for each of the following

fields:

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

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

• Amount

• Fund

• Business Area

• Cost Center (will derive the Functional Area)

• Grant (if applicable)

• G/L Line Text

• VAT



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For Invoices that reference a Funds Commitment (obligation), the document number of the Funds Commitment should be entered in the Earmarked funds field. In addition, the line item within that Funds Commitment must also be entered in the Earmarked funds: Document Item field. Other fields will be derived from the Fund Commitment document.



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When all fields are complete:

• Click the Simulate button to view the simulated postings if the Invoice would be approved. If you would like to save the document for later completion, click the Document menu, then select Park

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

Since Invoices without PO’s cannot undergo Three-Way Matching, all documents created using FV60must be approved by the Approving Officer (Approver).

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Key Actions for FV60

It is important to note the differences in actions that can be taken in the FV60 transaction as opposed to the MIR7 transaction. These actions include:

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

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Simulate Document

ParkSave as

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.

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

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Simulate Document

ParkSave as

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.

Because FV60 does not use Three-Way Matching (as there is no PO), all Invoices entered using FV60 must be approved before they can be posted.

Once the A/P Approver approves the Invoice, it will be posted to the relevant accounts.

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Simulate Document

ParkSave as

Completed


In Umoja, documents that require review or approval(s) are automatically routed to the correct approvers based on the Delegation of Authority tables. This is handled in the Umoja system using the Business Workplace.

The Business Workplace (T-Code SBWP) screen is organized in a similar way to an Email application. It has sections for the Inbox, Outbox and private/shared folders. All approvals and reviews will be routed through the Inbox in the Workflow section. You can view your items organized by content or tasks.

Workflow Approval & Rejection

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To review an item, double-click the selected document in your inbox. If a decision is required, decision options that will display are:

• Approve

• Refuse

• Cancel and keep work item in inbox (to be used when it’s determined that another approver in the approver group should review the document)

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

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

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

• Double-click the link next to Display Parked Doc. to view the document as entered in Umoja2

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If the Approve option is selected, a system message will appear at the bottom of the screen indicating that the document has been posted.

If the Refuse option is selected, the document will no longer be visible in the list and will be sent back to the original A/P User who entered it into Umoja.

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


Reverse Non-PO Invoice

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Reversing Non-PO Invoices can be done using the Reverse Document (FB08) transaction. Similar to the MR8M transaction, this transaction is used to reverse certain financial postings that were made in error. Within Financial Accounting, only the Financial Accounting Senior User has access to this transaction. The transaction should be reviewed carefully before reversing the document.

To reverse a financial posting, enter appropriate information for the following fields in the Document Details section:

• Document Number: The Financial Posting Document number

• Company Code: 1000

• Fiscal Year

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Reverse Non-PO Invoice

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• Reversal Reason: The Reason Code that describes why the Reversal is required. In this field you can enter if the Reversal is required in the current or previous period

• Posting Date: A specific date may be required to be entered

When you click the Save button, the posting will be reversed. This transaction does not use Workflow and thus does not have to be parked or approved.

You should also click Display before reversal to verify the correct document is being reversed.

After the reversal is saved, a reversal document number will be created for reference.

Add the additional text in the posted document for audit trail.

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Activity 2

Transaction Name: Post Invoice without PO

Transaction Code: FV60

Link to the uPerform simulation:





Module 3 Summary


• As part of A/P process, there may be Invoices without PO's and may relate to Fund Commitment documents which are processed through T-code FV60

• Amounts up to USD 4,000 can be paid without fund commitment

• The header fields are similar to MIR7 (basic and payment tabs)

• This method will be used to pay daily allowance to the troops, settling Travel claims and other payments related to Fund Commitments

• Once an Invoice is parked, it follows the workflow and is automatically sent to the appropriate A/P Approver’s inbox

• Invoices can be reversed and this should be done after careful review of the original transaction and need to revers the original document. The reversal reasons should be documented

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Agenda

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Course Introduction







Course Summary

Course Assessment

Course Survey



Module 4 Objectives


• Enter a Credit Memo referencing a PO

• Enter an Evaluated Receipt Settlement for payment of services to Consultants and Individual Contractors

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Exceptions to Three-Way Match

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Invoice Reduction

Credit Memo

Unplanned Charges

If you would like to pay the amount on the Invoice (that is, pay more than the amount on the PO/Goods Receipt), then the line items on the MIR7 transaction can be manually edited to reflect this.

If the User (A/P) has received approval , they may enter an Invoice Reduction, which will lower the amount that is paid to the Vendor. This should not be used if a Credit Note is sent to the UN by a Vendor.

In other cases, you may wish to process the Invoice and then issue a Credit Memo. In this case, the Invoice can be posted (if it is within the Invoice Tolerance). A subsequent Credit Memo can then be posted referencing the original PO.

Note: The amount an Invoice can differ from the PO or Goods Receipt is limited by the Invoice Tolerance ($4000 USD or 10% of PO, whichever is lower).

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


Enter Credit Memo

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TO enter the Credit Memo:

• Access the MIR7 Transaction

• In the Transaction drop-down menu select Credit Memo instead of Invoice

• Add the PO Reference

• Enter all data in the Basic Data tab

• At the line item level, modify the Quantity and Amounts as needed to justify the Credit Memo

• Click Simulate and Park to send the Credit Memo to the Inbox of the A/P Approver. They must approve the Credit Memo in order for it to be posted

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Enter Credit Memo

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• Click the Payment tab and enter Baseline Date and other Payment Terms

The payment terms should be Z001 to net it in the next payment run. This is necessary to ensure that the credit memo is netted correctly against the invoice at the time of payment.

• Click the Simulate button

• Click the Save as Completed button to send the Credit Memo for approval

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Subsequent Credit

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In addition to a Credit Memo, a Subsequent Credit can also be processed using the MIR7 transaction. This will apply to credits that are for value only (e.g. quarterly bulk discount on rations).

Subsequent Credits are used for additional credits that are received for a transaction that has already been invoiced. These are processed similarly to Credit Memo’s, as every Subsequent Credit is recorded in the PO history (viewed through ME23N).

Note: If value and quantity must be edited (that is, for returned goods), then a Credit Memo must be used.


Enter Credit Memo Without PO

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Just as the FV60 transaction is used to enter Invoices without reference to a PO, the Park Vendor Credit Memo (T-Code: FV65) is used to enter Credit Memos without reference to a PO. It is to be used for recoveries from staff, consultants, etc.


Enter Credit Memo Without PO

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As with FV60, enter all accounting fields required for posting, including G/L Account, Amount, Fund, and Cost Center. Also include any Earmarked Funds that are associated with the Credit Memo

When all fields are complete, click the Simulate button to view the simulated postings. If you would like to save the document for later completion, click the Document menu, then select Park

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


Evaluated Receipt Settlement

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For the payment of Consultants and Independent Contractors, the Evaluated Receipt Settlement (ERS) process is used in Umoja. The ERS process is used in situations where it is agreed that the vendor will not submit an invoice in respect of a PO transaction. The time and attendance will be input by Requisitioner and approved by Personnel Section, this will create document for FI posting.

The steps for the ERS process are:

• Open the ERS Transaction (T-Code MRRL).

• Enter 1000 in the Company Code field

• Enter/search for the code for your mission/location in the Plant field

• Enter the PO for the Consultant/Contractor Service in the Purchasing Document field

• Change the value to “4” in the Doc. Selection field

• Make sure that the Test Run field is checked to perform a Test Run of the posting

Click the Execute icon

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

If you are satisfied with the results, click the Back icon to go back to the previous screen. Un-check the box next to Test Run and execute the transaction again.

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



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Using the ME23N transaction, we can view the PO and related documents for the Consultant/Contractor service.

Click the Purchase Order History tab to view the Invoices that were automatically generated using the ERS process. Click each document number to examine that document more closely.


Activity 3

Transaction Name: Apply Credit Memo

Transaction Code: MIR7







What options does a User (A/P) have if goods have been returned after the Invoice has already been posted?


A. Enter an Invoice Reduction

B. Enter Unplanned Charges

C. Enter a Credit Memo

D. Enter a Goods Receipt

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What options does a User (A/P) have if goods have been returned after the Invoice has already been posted?


A. Enter an Invoice Reduction

B. Enter Unplanned Charges

C. Enter a Credit Memo

D. Enter a Goods Receipt

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Options C is the correct answer. In this case, the A/P User can enter a Credit Memo which, when approved, will reference the original Invoice and PO and the amount that has been returned.


Module 4 Summary


• If an Invoice amount is greater than the expected PO or Goods Receipt, there are several options to reduce the payment that depend on scenarios of when the good was actually returned

• The A/P Approver must review and approve the Credit Memo in order for it to be posted

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

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Agenda

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Course Introduction

Module 1: GL Accounts for Accounts Payable






Course Summary

Course Assessment

Course Survey



Module 5 Objectives


• Determine when to request down payments

• Enter down payment requests

• Approve down payment requests

• Clear down payments against invoice

• Clear down payments without an invoice

• Clear down payments against cash received

• Generate report showing down payments

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Noted Item

It refers to documents that are a one-sided memo entry. After payment is executed, the noted item will be updated to create a normal two-sided financial document. Noted items don’t appear in financial reports (for example, trial balance).

Key Terminology

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Down Payments Process Overview

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

Down Payments Overview



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

Special GL Indicator (SPGL)

• Down payments to commercial vendors A

• Advances to implementing partners Y

• Travel advance T

• Salary advance S

• Security deposits H

• Loan receivables X

All other options for the Special G/L Indicator field should not be used, as they are not applicable for Umoja.

Overview



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Down payments require PO or Funds Commitment as follows:

PO or Funds Commitment

• Down payments to commercial vendors PO

• Advances to implementing partners PO or FC

• Travel advance FC

• Salary advance n/a

• Security deposits n/a

• Loans receivable n/a

Overview



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Down Payments are different than normal documents, as they are Noted Items until they are paid. This is because Umoja doesn’t record both a receivable and a payable on the same document. For example, the following posting is not possible:

• Dr Advance – Vendor

• Cr Accounts Payable - Vendor

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

• Dr G/L account driven from SPGL (for example, Security Deposit)

• Cr Accounts Payable – Vendor

The vendor is then debited and bank is credited.

Overview


Down Payments Process Steps

The main steps to process down payments are as follows:

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Enter Down Payment Request

Approve Down Payment Request

Clear Down Payments



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The Procurement division initiates all commercial down payments by sending a request outside of Umoja. The steps for the A/P User to enter the request are:

• Use the T-code F-47

Populate the following fields on this screen:

• Document Date: Relevant date

• Type: Keep default value (KA – Down Payment)

• Posting Date

• Currency

• Reference: PO reference document

• Doc. Header Text: Free text field used for brief description of the down payment

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Clear Down Payments against Invoice

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Under the Vendor section:

• First enter or search for the vendor account. Clicking the Matchcode icon next to the Account field will allow you to search for a vendor account by Country, Material or other specifications

• For the Trg.sp.G/L ind. field, select the type of Special G/L Indicator to use. In this case, a debit will be posted to the Vendor Down Payment account

• When all required fields have been entered, click Enter icon to proceed to the next screen

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Enter Down Payment Request – Screen 2

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Under the Item 1 section, enter the following fields:

• Amount and Currency

• Tax Code, is mandatory, and select the Calculate tax check box

• Business Area

• Due On date (used by the Treasury to schedule the payment)

• Payment Method

• Purch.Doc (if using a PO to obligate funds, enter PO number and PO line in following box. Use the Matchcodeicon to look up a PO). This should derive other information




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Enter Down Payment Request – Screen 2

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The following fields must be entered only if no reference to a PO or Funds Commitment is entered:

• Enter Fund

• Enter Grant or GMNR (Grant Management Not Relevant) if there is no grant

• Enter the Functional Area

• If using a Funds Commitment to obligate the funds instead of a PO, enter the Funds Commitment number and line in the Earmarked Fund boxes. This will populate all relevant fields

• Enter the Funds Center

• Enter Text if you want to provide a longer explanation than what is in the Header Text box on Screen 1




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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.






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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. After the payment is processed, it will be converted to a receivable for the vendor.






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Incoming invoices that have had down payments applied are entered into Umoja as standard invoices using the T-code MIR7.

When a PO is added to the invoice, a pop-up will appear stating that a down payment has been recorded against the PO.

Down payment will be adjusted against the invoice by the system.






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In this window, under the Amount entered field, enter how much of the down payment to apply to this invoice.

After clicking the Enter icon, you will note that the balance reflects the applied down payment. The invoice can now be processed as normal.





Clear Down Payments without PO

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Down payments that are not linked to a PO or Funds Commitment (such as Security Deposits), are cleared using the Clear Vendor (T-Code: F-44) transaction.

On this screen, enter the Account, Clearing Date, Period and Currency fields. Then enter the Special G/L Indicator referencing the type of down payment that was made (for example, H for Security Deposits).


Activity 4

Transaction Name: Enter Down Payment

Transaction Code: F-47







Which of the following fields indicates the type of down payment?


A. Reference

B. Account

C. Doc.Header Text

D. Trg.sp.G/L ind.

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Which of the following fields indicates the type of down payment?


A. Reference

B. Account

C. Doc.Header Text

D. Trg.sp.G/L ind.

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Option D is the correct answer. The Trg.sp.G/L ind.field indicates the type of down payment.


Module 5 Summary


• The A/P User enters the down payments using the T-code F-47

• The Trg.sp.G/L ind. field in the Down Payment Request: Header Data screen indicates the type of down payment

• The A/P Approver makes the approval in the Business Workplace and the down payment request is converted into a down payment

• All payments are processed by the Treasury over the next payment run

• The payments can be cleared against the invoice, without invoice or against cash received

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Agenda

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Course Introduction







Course Summary

Course Assessment

Course Survey



Module 6 Objectives


• List the reports available in Umoja ECC which are relevant for A/P

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Reports

There are several reports available in Umoja ECC which are relevant for A/P. These include:

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Display Vendor – BP

Used to view the Business Partner Master Data record, including the customer and vendor records.

To retrieve information, first select the role that you want to query such as vendor, customer, sponsor and so on.

Next, select whether you want to see information that is maintained in General data or at the Company Code level, Sales Org level or Purchasing Org level.


Reports

The reports that are relevant for the Invoicing process are:

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General data includes name, address and language.

Company code data includes the G/L Reconciliation account number and payment method(s). Vendor contact information such as name of the vendor account payable processor can be maintained.

Purchasing org data includes payment terms and default currency on orders. Vendor contact information such as vendor sales representative can be maintained.

Display Vendor – BP


Reports

The reports that are relevant for the A/P process are:

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Standard A/P sub ledger report that shows all transactions posted on specific vendors at the company code level. User can select to include:

• A/P documents with a Special G/L Indicator

• A/P documents with various statuses:

Parked items

Posted items open, cleared or both

Noted items (down payments requests not yet processed)

Overdue for payment

Blocked payment

Note: This report doesn’t show documents by fund. Only noted items appear by fund.

FBL1N – Vendor Line Item Report


Reports


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Custom A/P sub ledger report that shows all transactions posted on specific vendors at the company code level. User can select to include:

• A/P documents with a Special G/L Indicator

• Posted A/P documents:

Open items, cleared items or both

Overdue for payment

Blocked payment

Note: This report does not show parked documents or noted items. Noted items can be seen on FBL1N report by fund. On 1 October 2013, a custom report will be available to see parked items by fund.

ZA/PFBL1N – Vendor Line Item Report by Fund and Grant


Reports


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When we have a specific financial accounting document that we want to see, we can enter the document number and fiscal year and the system will display the whole document. You can also click the Document List icon and enter certain parameters such as the user name, posting date, document type, document number range and so on to retrieve a list of document numbers.

If you need more parameters use the dynamic selection icon to add parameters. The corresponding FM, CO and GM documents can be accessed from the Document Environment menu and clicking the Accounting Document option.

FBV3 – Display Parked Document


Reports


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FB03 – Display Posted Document

If you would like to view a specific Financial Accounting Document, you can enter the document number and fiscal year and the system will display the whole document.

If you do not remember the document number, click the Document List icon and enter certain parameters such as the user name, posting date, document type, document number range and so on to retrieve a list of document numbers. You can also click the My own document button to restrict the list.

Noted items can be included by ticking the Display noted item box.


Reports


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FB04 – Display Changes

This report shows changes that have been made after a document was posted. Enter the document number and fiscal year and click the Enter icon (green tick). Click the All changes button.

In the example we can see that payment method was changed from “blank” to “Q” on 6 May 2013.


Reports


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Alternatively, if you want to see changes to all posted documents for a given period, you should not enter a Document Number. Instead, click the Environment menu and then Multiple Display.


Reports


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Enter the Company Code, Document Type and Period for which you want to see the change and click the Execute icon.

In this example, the user elected to see document type RE (Invoice with PO), KR (Invoice without PO) and KG (Credit Memo without PO) documents changed between 1 May and 7 May 2013.


Reports

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Note: The report shows the date, time and user ID of individuals who performed

changes.



Which of the following reports shows all transactions posted on specific vendors at the company code level?


A. Display Changes – FB04

B. Display Vendor – BP

C. FBL1N – Vendor Line Item Report

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Which of the following reports shows all transactions posted on specific vendors at the company code level?


A. Display Changes – FB04

B. Display Vendor – BP

C. FBL1N – Vendor Line Item Report

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Option C is the correct answer. FBL1N – Vendor Line Item Report shows every debit/credit transaction that hits the project.


Module 4 Summary


• The Display Vendor – BP report is relevant for Invoice processing

• The reports that are relevant for the A/P process are Vendor Line Item, Display Parked Document, Display Posted Document and Display Changes Reports

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Agenda

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Course Introduction







Course Summary

Course Assessment

Course Survey



Course Summary

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The key points covered in this course are listed below:

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

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

• The A/P Approver makes the approval in the Business Workplace and the Down Payment request is converted into a Down Payment

• If an Invoice amount is greater than the expected PO or Goods Receipt, there are several options to reduce the payment that depend on scenarios of when the good was actually returned

• Discounts that are applied to purchases are logged in POs

• As part of A/P process, there may be Invoices without PO's. The A/P user may also need to process local troop payments or manage petty cash

• Invoices without POs typically occur if a payment is being made to another UN entity or if the payment is for goods/services totaling less than $300 (Petty Cash)


Agenda

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Course Introduction







Course Summary

Course Assessment

Course Survey



Course Assessment

Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment.

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

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Agenda

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Course Introduction







Course Summary

Course Assessment

Course Survey



Course Survey

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

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

1. Log into Inspira

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

3. Search for the name of the course under 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


Congratulations! You have successfully completed the

Umoja Accounts Payable Process course.

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