SC320_Umoja_Inbound_Goods_Process_ILT_PDF_v29.pdf

SC320 – Umoja Inbound GoodsProcess: PK & SPM Umoja Inbound Goods Process: PK & SPM – Version 29 Last Modified: 23 Jan 14 Copyright © United Nations 1 Introduction Please share with us: • Your name • Your section/unit • Years of experience in the UN • An interesting fact about you Copyright © United Nations 2 Ground Rules Please consider the following guidelines during the training session: • Turn your cell phone to silent mode. Please step out of the class to take any important phone call • Please do not access your e-mail or the Internet outside of breaks • Participate fully in the training session and respect each other’s contribution • Breaks are included at the discretion of the trainer X No Phones X Do Not Access E-mail Participate Copyright © United Nations Ask Questions Breaks 3 for activities performed when receiving goods from commercial/commodity vendors.Course Overview The purpose of the Umoja Inbound Goods Process course is to train end users on how to support the Inbound Goods process using the Umoja ECC system. during the period of coexistence between the Umoja and Galileo systems. This is an interim process applicable to Peacekeeping and Special Political Missions (SPMs). Prerequisite Review You should have completed the following prerequisite courses: • Umoja Overview • Umoja Master Data & Coding Block Overview • Umoja ECC Navigation • Umoja Logistics Overview: PK & SPM Course Duration: 6 hours Copyright © United Nations 4 . you will be able to: • Explain the key concepts from the Logistics Overview (Level 1) course • Display a Purchase Order (PO) • Describe the significance of the Inbound Delivery • Display.Course Objectives After completing this course. update and monitor an Inbound Delivery • Perform a virtual Goods Receipt against an Inbound Delivery • Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery • Perform a Goods Receipt to Blocked Stock against an Inbound Delivery • View a Material Document created during a Goods Receipt • Describe the important dates and notifications during the Goods Receipt process • Reverse a Goods Receipt transaction • Process a return to the vendor • Describe the Goods Receipt interface to the Galileo system Copyright © United Nations 5 . Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 6 . you will be able to: • Explain the key concepts from the Logistics Overview (Level 1) course Copyright © United Nations 7 .Module 1 Objectives After completing this module. quantities and agreed prices for products delivered by the vendor Goods Receipt A document generated to acknowledge receipt of goods.000 USD. This replaces the “Short Form” or “Direct PO” process Plant A location where materials are produced. issued without the direct involvement of Procurement. This is done through the Logistics Invoice Verification (LIV) process Copyright © United Nations 8 . quantities. price per unit and terms appearing on the vendor’s invoice with the information on the PO and the Three-Way Matching Goods Receipt. such as. conducted at the point of “first receipt” or transfer of ownership Low Value Acquisition (LVA) A PO used for requirements that are up to $4. purchased. shipped. received and valuated or from which services are provided (Mission/Support Center in Peacekeeping.Key Terminology Key Term Description Purchase Order (PO) A buyer-generated document that authorizes a purchase transaction Invoice A vendor-generated document that indicates the products. Country for HQ and OAHs) The comparison of information. against an Inbound Delivery. stored. inventoried. other than the final destination Physical Goods Receipt A Goods Receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to UN occur at the intended mission destination Material Master Material master records contain all the information about the materials that the UN procures. Similar to an Advanced Shipping Notice (ASN) used by Freight Forwarders Movement Type A three-character field in the Umoja ECC system to describe the type of material movement that needs to be performed. Copyright © United Nations 9 . It is used for all types of goods movement in Umoja such as receipts and reversals Virtual Goods Receipt A Goods Receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to UN occur at a named place of delivery. stores and ships.Key Terminology Key Term Description Inbound Delivery A system document containing key delivery data required for triggering and monitoring the inbound movement of goods to the mission area. central database. The integration of all information about a material into a single record eliminates redundancy and makes it possible to store material data for all relevant system components in a single. Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: • Updates information about inbound movement of goods to the mission. based on information provided from commodity vendors and freight providers Inbound Coordinator • Manages the information flow to indicate transfer of ownership of goods • Enables downstream operations to be optimized through provision of shipment/movement information • Cannot perform virtual or physical Goods Receipt transactions in Umoja Copyright © United Nations 10 . in accordance with the Incoterm Copyright © United Nations 11 .Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: Virtual Receiving User • Receives goods against commercial procurement during the Virtual Goods Receipt process • Indicates UN acceptance of goods during transfer of ownership. in accordance with the Incoterm Copyright © United Nations 12 .Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: Receiving User • Receives goods against commercial procurement during the Physical Goods Receipt process • Indicates UN acceptance of goods during transfer of ownership. DFS Property Management Manual and other policies issued by UN. that is being implemented during the coexistence period between the Umoja and Galileo systems. several aspects of the business are changing: • System Integration • Financial Implications • Inbound Delivery Process • Virtual vs. such as the Procurement Manual. Copyright © United Nations 13 .Umoja Inbound Goods Process Review The Umoja Logistics Overview course introduces the Inbound Goods Process (for DFSsupported missions). Physical Goods Receipt process Inbound Processing Umoja Goods Receipt (Quantity & Basic Verification) Galileo Goods Receipt and Inventory Management* Note: These processes are governed by IPSAS/OPPBA guidelines/procedures and documented in publications. With the implementation of Umoja. This process is performed when receiving goods from commodity vendors and is also applicable for goods receipts resulting from Low Value Acquisitions (LVA’s). A virtual Goods Receipt can occur at any location prior to the final receiving UN location. The Incoterms 2010 commonly used by UN are depicted below: Point of Origin Port Onboard Vessel UN Location UN EXW Virtual Receipt Port FCA Seller UN FOB Seller UN DAT Seller UN Seller DAP Seller DDP Copyright © United Nations Physical Receipt 14 .Virtual and Physical Receipt for Common UN Incoterms The transfer of ownership that occurs between the seller and buyer is dictated by the Incoterm. Stock types used in Umoja: Unrestricted Stock Blocked Stock Material available for use upon receipt Material not available for use upon receipt • This stock type allows full financial posting and invoice processing • Should only be used in exceptional cases • Used when goods are clearly damaged or have different specifications from the PO • Upon receipt of such goods UN will not accept ownership until resolution is reached with vendor • This stock type blocks full financial posting and invoice processing Note: As inventory or “stock” is not managed in Umoja during the interim period with Galileo. goods are received to a certain stock type. When a movement type is used. Copyright © United Nations 15 .Umoja ECC Stock Type As you recall. A stock type defines the system state that classifies goods. Umoja ECC uses movement types to perform the receiving actions taken. the purpose of the stock type is to determine financial posting and invoice processing. this table shows the different types of Goods Receipt movement types (with Movement Type codes): Movement Type Description Financial Implication ZP1 Virtual Receipt 101 Receipt to Unrestricted Stock 102 Reverse Receipt (Virtual or Physical) 103 Receipt to Blocked Stock 105 Release Blocked Stock 122 124 Return to Vendor after Receipt to Unrestricted Stock Return to Vendor after Receipt to Blocked Stock • • • • • • Full financial posting Invoice processing Three-way match Full financial posting Invoice processing Three-way match • Varies depending on receipt movement type • • • • • No financial posting No invoice processing Full financial posting Invoice processing Three-way match • Varies depending on receipt movement type • Varies depending on receipt movement type Copyright © United Nations 16 .Goods Receipt Movement Types As explained in the Logistics Overview course. Putting it Together: Goods Receipt Scenarios The steps for performing a virtual or physical Goods Receipt are summarized below: Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Vendor delivers at destination Inbound Coordinator Check Delivery Documents Receiving User Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Receiving User Check for Discrepancy Virtual Receiving User Virtual Receipt Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 17 . Learning Checkpoint 1 When goods physically arrive at the final destination. Performing quality inspection of materials D. A. Barcode and update received batches. Receive goods in Umoja ECC B. Create an Inbound Delivery Copyright © United Nations 18 . as applicable C. which tasks are performed by the Receiving User in Umoja ECC? Select the correct option. Copyright © United Nations 19 . as applicable C. Receive goods in Umoja ECC B. Barcode and update received batches. The Receiving User receives the goods in Umoja ECC after the goods physically arrive at the receiving mission location. which tasks are performed by the Receiving User in Umoja ECC? Select the correct option. Create an Inbound Delivery Option A is correct. Performing quality inspection of materials D.Learning Checkpoint 1 When goods physically arrive at the final destination. A. Virtual Receiving User and the Receiving User • Key changes with the implementation of Umoja are the coexistence of Umoja ECC and Galileo.Module 1 Summary The key points covered in this module are listed below: • Roles involved in the Umoja Logistics process are the Inbound Coordinator. Goods Receipt and Inbound Delivery process changes • Stock types in Umoja are Unrestricted Stock and Blocked Stock • Review of movement types and financial implications • Steps for performing a virtual and a physical Goods Receipt Copyright © United Nations 20 . systems integration. financial implications. Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 21 . you will be able to: • View a PO in ECC • Update and display an Inbound Delivery • Describe who updates certain fields in the Inbound Delivery • Run an Inbound Delivery report Copyright © United Nations 22 .Module 2 Objectives After completing this module. Goods are received against the Inbound Delivery Copyright © United Nations 23 . Umoja ECC runs a scheduled batch job to create the Inbound Delivery and transfers key Purchase Order data The Inbound Coordinator updates it with shipping updates from the vendor.Inbound Delivery Overview An Inbound Delivery is a system document used to collect all shipment/delivery details (similar to an Advanced Shipping Notice provided by freight-forwarders). the Inbound Coordinator updates it with the actual delivery date and uploads the delivery documents (including onward movement) An Inbound Delivery report can be produced by each receiving mission to track Inbound Deliveries. This informs receiving offices of expected delivery dates and shipment information For virtual receipts. The key features are: It provides the link between Procurement and Mission Logistics and R&I functions It is created against the Purchase Order. Inbound Delivery Overview The end-to-end process from Procurement to Goods Receipt in Umoja is as follows: 1 3 2 Purchase Order Inbound Delivery generated from the PO by Umoja PO is created during Procurement Virtual Inbound Delivery 3 4 (Goods Receipt) Material Document Physical (Goods Receipt) (Goods Receipt) Inbound Delivery is updated during shipment A Goods Receipt is conducted against the Inbound Delivery Copyright © United Nations Goods Receipt slip is generated 24 . a Procurement Officer) can find a specific Inbound Delivery by viewing the PO in Umoja ECC. The steps to view a PO in Umoja ECC are as follows: 1• Enter the T-code ME23N in the Command field.Inbound Deliveries and Purchase Orders Since Inbound Deliveries are created against PO’s. an Inbound Coordinator (e. The initial screen displays the last PO that the user opened 2• Click the Other PO icon (left of the Print Preview icon) to open a new PO • Enter the PO number and press enter or click the Other Document button 3 1 2 3 Copyright © United Nations 25 .g. View a Purchase Order The overall PO screen appears as follows: Copyright © United Nations 26 . let’s look at the different sections.e. etc) 1 2 Note: The Incoterms field may be empty at the header level. vendor and document date 2 • PO Header with several tabs of PO information (i. Copyright © United Nations 27 .View a Purchase Order Now. The PO screen consists of the following fields and sections: 1 • Identifying Information for the order such as PO number. Delivery Status. Incoterms. and notes contained in the different tabs.Review the line item details for information such as Delivery Date. the Header Incoterms field may not be populated. In this case. Quantity.View a Purchase Order •3 Item Overview •4 Line Item Detail . Copyright © United Nations 28 . 3 4 Note: Individual line items may have different Incoterms. Copyright © United Nations 29 . For example.View a Purchase Order In the Line Item Detail section. such as material document. The user can click any of the underlined fields to open the referenced document. the material document number (from a Goods Receipt). the Goods Receipt posting date and others.e. there is no history for the PO). click the Purchase Order History tab to view the history of receiving actions performed on the PO. the movement type. Note: The Purchase Order History tab is not visible if there has not been any previous receiving actions against the PO (i. one Delivery Date and one Goods Receipt date • Double-clicking the Inbound Delivery document number will bring up the Inbound Delivery document window (as displayed on the next slide) Copyright © United Nations 30 .View a Purchase Order The Inbound Delivery document number is found on the PO’s Confirmations tab. • A PO may have multiple Inbound Deliveries • Each Inbound Delivery has one Incoterm. Inbound Delivery Screen The Inbound Delivery document screen displays on the screen. Copyright © United Nations 31 . Simulations are interactive “recordings” of the Umoja system used to help facilitate a hands-on learning experience. with no additional instructions provided Copyright © United Nations 32 . Users can access simulations in three different modes: • Show me: Users view a video of an entire transaction being conducted • Let’s do it together: Users will be prompted to input data at key points during the transaction (recommended) • Try it: Users can complete an entire transaction on their own.Simulation Activities Throughout this training. The simulation links are provided on the corresponding activity slides. users will have the opportunity to conduct activities in the form of simulations. 2681 Copyright © United Nations 33 .2296?mode=EU&originalContext=1.org/gm/folder1.11.un.11.umoja.Activity 1 Transaction Name: View a PO Transaction Code: ME23N Link to the uPerform simulation: http://unsapuperform. the Inbound Coordinator uploads the documents/information for the follow-on freight movement to the Inbound Delivery document Point of Origin Port Onboard Vessel Port UN Location The next section contains steps for the Inbound Coordinator to complete these tasks. The Inbound Coordinator also checks all delivery documents for compliance – If follow-on freight contract is arranged. Copyright © United Nations 34 .Updating an Inbound Delivery The Inbound Coordinator performs the following tasks as a shipment progresses: • Updates the Delivery Date as required. the Inbound Coordinator updates the Actual Goods Receipt Date field and the actual quantity delivered fields (based on supporting documentation such as Delivery Note) on the Inbound Delivery (note: this is not completing an actual Goods Receipt). and uploads any shipping documents provided by vendor for the shipment • For Virtual Goods Receipt scenarios: – When goods are delivered by vendor to the location dictated by the Incoterm. based on commodity vendor communication. depending on which office would likely have the most accurate and current information. The responsibility for updating key dates is shared among different offices.Key Inbound Delivery Dates The Inbound Delivery contains information regarding several key dates to support the goods movement and delivery process for Peacekeeping missions. Inbound Coordinators Procurement Offices Mission Movement Control Offices (MovCon) Copyright © United Nations 35 . It is a “living document” which is updated as delivery and shipping information becomes available an/or changes. Always Procurement Office. depending on the situation Copyright © United Nations 36 . The offices are responsible for updating the following specified date fields: Mission Movement Control Offices (MovCon) Procurement Offices Delivery Date As advised or updated by commodity vendor.Key Inbound Delivery Dates Inbound Delivery Document is updated by both Procurement and Mission Movement Control Offices. *Updated by Procurement or MovCon. This will also be the audited dated for IPSAS compliance during the Goods Receipt process. Actual Goods Receipt Date* When goods delivered by the commodity vendor to an external vendor/Freight Forwarder Actual Goods Receipt Date* When goods delivered by the commodity vendor to UN at a transit location for onward movement Note: Actual Goods Receipt Date is the key date that will be used by system for the Goods Receipt “Posting Date” during a Virtual GR scenario. It is not updated for Physical GR scenarios when goods are delivered to destination. i.Key Inbound Delivery Dates The following key dates are captured on the Item Overview tab of the Inbound Delivery: Delivery Date Procurement • Date notified by the vendor for goods delivery at the named destination (for example FCA. DAT or DAP) . this is planned delivery date by vendor • Data for this field is automatically populated from the PO • This provides visibility to downstream activities/offices of planned incoming shipment dates and details to allow movements planning • It is updated by Procurement staff acting as Inbound Coordinator acting on advice and updates from the vendor • Updated as required for all scenarios (Virtual and Physical) Copyright © United Nations 37 .e. accuracy is key • In Virtual Goods Receipt scenario. in accordance with the Incoterms • This date will be used as the "Posting Date" when the Virtual Goods Receipt is performed. this date will be updated by Procurement staff or Mission MovCon staff acting as Inbound Coordinator to reflect the delivery of goods from the commodity vendor to the UN or the UN's appointed freight forwarder Copyright © United Nations 38 . therefore.Key Inbound Delivery Dates The following key dates are captured on the Item Overview tab of the Inbound Delivery: Actual Goods Receipt Date Procurement MovCon • The date when the ownership of goods has been transferred. The Inbound Delivery screen consists of the following key elements: •1 Header View button •2 •3 Document number of the Inbound Delivery Document Date of the Inbound Delivery The Item Overview tab contains several important dates (described in detail later): •4 Delivery date: planned delivery date (to incoterm location). let’s look at the Inbound Delivery in detail. per Incoterm 1 3 2 4 5 Copyright © United Nations . provided by the vendor and originally derived from the PO •5 Actual GR date: Reflects the date of the transfer of ownership to UN.Inbound Delivery Overview Now. can use this to navigate back to the PO screen 9 7 8 6 9 Note: The user can drag and rearrange the columns as needed Copyright © United Nations 40 .i. then updated as advised by vendor • Document Flow button .Inbound Delivery Overview The lower part of the Inbound Delivery screen also contains the item detail information: • 6 Plant (Mission) 7 • Material number . the Product ID 8 • Delivery quantity – originally copied from PO.e. The Inbound Coordinator confirms that the goods are delivered to the port. if the commodity vendor provides an update 3. the overall steps relating to the Inbound Delivery process are as follows: 1. This report provides the mission with the visibility and shipping details and documents of forecasted inbound shipments Inbound Processing Copyright © United Nations Umoja Goods Receipt Galileo Goods Receipt 41 . The Inbound Coordinator updates the Delivery date field in the Inbound Delivery. The goods are to be delivered to the mission’s local port of entry.Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The mission has ordered some fuel storage tanks and vehicle spare parts from a Systems Contract. The Inbound Coordinator uploads the delivery documents and any onward shipping documents and they also update the Inbound Delivery with the actual quantity received and the Actual Goods Receipt Date field 4. Umoja automatically creates an Inbound Delivery in the system for this delivery using the information from the PO (for example delivery date and materials) 2. In this scenario. The Virtual Receiving User runs the Inbound Delivery Report as often as locally needed. Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The goods are to be delivered to the local port of entry. Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Vendor delivers at destination Inbound Coordinator Check Delivery Documents Receiving User Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Receiving User Check for Discrepancy Virtual Receiving User Virtual Receipt Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 42 . The steps to view a list of Inbound Deliveries and/or update an existing Inbound Delivery are as follows: 1• Enter the T-code VL06I in the Command field. Copyright © United Nations 43 . the Inbound Delivery report can be used.Update an Inbound Delivery – Inbound Delivery Report If the Inbound Coordinator does not navigate to a specific Inbound Delivery from the PO. The Inbound Delivery Monitor screen displays •2 Click the List Inbound Deliveries button 1 2 Note: After a Goods Receipt is posted for the full quantity in the Inbound Delivery. it can no longer be updated as the delivery is considered “complete”. screen or wishes to view multiple Inbound Deliveries. Update an Inbound Delivery – Inbound Delivery Report 3• Enter your Plant (Mission) in the Shipping Point/Receiving Pt field. • 4 Click the Execute button 4 3 3 More Parameters Available Below Copyright © United Nations 3 44 . Ensure that the delivery dates match the desired search timeframe. If the Inbound Delivery number is known. it can also be entered into a field on the lower part of this screen Optionally. scroll down the screen to the Total Goods Movement Status and enter “A” to filter Inbound Deliveries for which a Goods Receipt has NOT been processed already. or leave blank to list all. 5• Find the corresponding Inbound Delivery based on the PO or other known information.Update an Inbound Delivery – Inbound Delivery Report A list of Inbound Deliveries for the mission appears on the screen. To view an Inbound Delivery. Review the document for the necessary information The filter function and column sorting can be used to help find a delivery •6 Check the box next to the relevant Inbound Delivery to select it for update •7 Click the Change Inbound Deliveries 7 icon 5 6 Note: The “External Delivery ID” field = the PO document number Copyright © United Nations 45 . This is the Inbound Delivery report. double-click the document number. Update an Inbound Delivery – Delivery Update Now. the Inbound Coordinator can update the Inbound Delivery document for this shipment. The steps to update the shipping documents are as follows: 1• Click the Item Overview tab 2• Update the Delivery date field. as advised by the commodity vendor if it has changed from original PO delivery date 1 2 MovCon Copyright © United Nations Procurement 46 . if required. Update an Inbound Delivery – Delivery Update 3• Click the Header (Hat) icon to view the Header Details section 4• Click the Shipment tab 5• Enter the Bill of Lading number in the BillOfLad. field for the inbound shipment to the mission 6• If follow-on freight is arranged and a PO number is available enter the code ZFPO in the MnsTransTy (Means of Transport Type) field 7• Enter the follow on freight PO number in TrnsIDCode (Transport ID Code) field for downstream reference 3 4 5 6 7 MovCon Copyright © United Nations Procurement 47 . Note in the External ID field in the Organization section displays the PO document number for reference 9• Click the Back button to exit the Header section 9 8 8 MovCon Copyright © United Nations Procurement 48 .Update an Inbound Delivery – Delivery Update 8• Click the Administration tab. under the How to Attach a Document to the Inbound Delivery” section for detailed steps to attach a document.Update an Inbound Delivery – Delivery Update 10 • When available from the commodity vendor. 10 MovCon Copyright © United Nations Procurement 49 . the Inbound Coordinator will upload the inbound shipment documents (for example Bill of Lading) by clicking the Services for Objects button. You will also use this function to view any previously attached documents. please refer to the job aid Umoja Inbound Goods Process: PK & SPM. For more information. Update an Inbound Delivery – Delivery Update • 11 Click the Save button when finished 11 MovCon Copyright © United Nations Procurement 50 . The goods are now delivered to the local port of entry.Scenario 1: Vendor Delivers Goods at Origin or Other Named Place Let us return to our scenario: Purchase of fuel storage tanks and vehicle spare parts from a Systems Contract. Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Vendor delivers at destination Inbound Coordinator Check Delivery Documents Receiving User Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Receiving User Check for Discrepancy Virtual Receiving User Virtual Receipt Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 51 . delivery note) If the actual quantity received is less than the expected quantity from the PO.e. another Inbound Delivery is automatically generated for remaining quantity/balance 1 2 3 MovCon Copyright © United Nations Procurement 52 .Update an Inbound Delivery – Upon Delivery The steps to update an Inbound Delivery to prepare for a virtual Goods Receipt: 1• Click the Item Overview tab 2• Update the actual Goods Receipt date in the Actual GR date field 3• Update the Delivery quantity fields (if required) for each line item as reported by the vendor and confirmed in attached documents (i. 6 4 5 MovCon Copyright © United Nations Procurement 53 .Update an Inbound Delivery – Upon Delivery The Inbound Coordinator can also now update more information. to provide downstream visibility 6• Click the Services for Objects button to check any previously uploaded documents and attach additional documents (for example Delivery Note or follow-on freight arrangements documents). if available: 4• Click the Goods Movement tab 5• Update the Planned Goods Movement Date field to the expected date the goods will arrive at the mission receiving location. Update an Inbound Delivery – Delivery Update • 7 Click the Save button when finished 7 MovCon Copyright © United Nations Procurement 54 . if required: B1 • Select the line item • B2 Click the Delete Item button and confirm your intent to delete the line item B3 • B1 Save the document B2 Copyright © United Nations 55 . based on the revised PO. from edit mode: A1 • B3 A1 Click the Delete button and confirm your intent to delete the document Specific lines can also be deleted. To delete the entire Inbound Delivery. the system will generate a new Inbound Delivery document. Note that any updates/attachments made to the Inbound Delivery will also be deleted. Once the PO amendments are made.Deleting an Inbound Delivery or Specific Line Item Should an Inbound Coordinator need to delete an Inbound Delivery (sometimes required for PO amendments) the Inbound Coordinator can use the delete function to delete the entire document. The report view will be essential in follow on Goods Receipt processes (i. including the item-level Incoterms and quantities) Copyright © United Nations 56 . virtual Goods Receipt) • The first view is the Header-Level View (used as a general report layout to show the headerlevel and overall Inbound Delivery details) • The second view is the Item-Level View (must be used for Virtual Goods Receipt as it shows the item-level details. the Inbound Delivery report is the initial screen from the T-code VL06I.Viewing Inbound Delivery Report As you recall.e. Viewing Inbound Delivery Report When viewing the Inbound Delivery Report (VL06I) 1• Click the Item View/Header View button to toggle between the two different report layouts 2• Click the Filter button to filter by a specific column (such as Cost Center) 3• Click the Change Layout button to change the layout. These steps are covered in detail in the Inbound Goods Process Job Aid 2 1 Copyright © United Nations 3 57 . B. A.Learning Checkpoint 1 Which of the following are features of an Inbound Delivery? Select all that apply. D. It is automatically created in Umoja ECC It provides the link between the Procurement and Mission Logistics and R&I functions It is not created against the PO It is not automatically created in Umoja ECC Copyright © United Nations 58 . C. D. Inbound Delivery is automatically created in Umoja ECC and it provides the link between the Procurement and Mission Logistics and R&I functions. Copyright © United Nations 59 . C. A. B.Learning Checkpoint 1 Which of the following are features of an Inbound Delivery? Select all that apply. It is automatically created in Umoja ECC It provides the link between the Procurement and Mission Logistics and R&I functions It is not created against the PO It is not automatically created in Umoja ECC Options A and B are the correct answers. 11.umoja.11.org/gm/folder1.2907?mode=EU&originalContext=1.un.2681 Copyright © United Nations 60 .Activity 2 Transaction Name: Update Inbound Delivery Transaction Code: VL06I Link to the uPerform simulation: http://unsapuperform. and the layout can be customized • The Inbound Delivery report should be run by the receiving mission as often as locally needed • The responsibility to update the Inbound Delivery Document is shared between the Procurement Offices and Mission MovCon Offices.Module 2 Summary The key points covered in this module are listed below: • A PO can be viewed using the T-code ME23N • The Inbound Delivery is updated using the T-code VL06I and the Change Inbound Deliveries button • The Inbound Delivery report is accessed using the T-code VL06I. in the role of Inbound Coordinator Copyright © United Nations 61 . Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 62 . you will be able to: • Perform a virtual Goods Receipt against an Inbound Delivery when the vendor delivers at origin or other named place Copyright © United Nations 63 .Module 3 Objectives After completing this module. by delivery note. the commodity vendor has now delivered the fuel storage tanks and vehicle spare parts at the mission’s port of entry to the mission’s local freight forwarder. The Virtual Receiving User. The freight forwarder has confirmed receipt from the commodity vendor. per IPSAS requirements.Scenario 1: Vendor Delivers Goods at Origin or Other Named Place Continuing with our scenario. now conducts a Virtual Goods Receipt in Umoja against the Inbound Delivery created by the system in order to register the “first receipt” and transfer of ownership from Vendor to UN. Inbound Processing Copyright © United Nations Umoja Goods Receipt Galileo Goods Receipt 64 . and has informed the Inbound Coordinator who has updated the Inbound Delivery accordingly and attached the delivery documents. Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The steps for performing a virtual or physical Goods Receipt are summarized below: Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Vendor delivers at destination Inbound Coordinator Check Delivery Documents Receiving User Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Receiving User Check for Discrepancy Virtual Receiving User Virtual Receipt Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 65 . Incoterms Applicable for Virtual Goods Receipt Recall that Umoja is configured to require a Virtual Goods Receipt for these Incoterms Virtual Goods Receipt Vendor Delivers at Origin or Other Named Place Vendor Delivers at Destination Incoterms: • EXW – Ex Works • FAS – Free Alongside Ship • FCA – Free Carrier • FOB – Free on Board • DAT – Delivered at Terminal • CFR – Cost and Freight • CIF – Cost. Insurance and Freight • CIP – Carriage and Insurance Paid To • CPT – Carriage Paid To Copyright © United Nations 66 . the Inbound Coordinator has updated the Inbound Delivery with the delivery information from the commodity vendor (attaching the Delivery Note to the Inbound Delivery). Copyright © United Nations 67 . This step was completed using using the T-code VL06I.Update Inbound Delivery Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo As explained in the previous module. Note: The Actual Goods Receipt Date field from the Inbound Delivery is displayed in the “Ac. GI Date” column on the report.Run Inbound Delivery Report Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The Virtual Receiving User runs the Inbound Delivery report (List Inbound Deliveries) using the T-code VL06I to list the deliveries expected. The User notes that this delivery arrived at the port and therefore requires a virtual Goods Receipt. Copyright © United Nations 68 . The steps to perform the virtual Goods Receipt are as follows: 1• Enter the T-Code /nVL06I in the Command field or click the Back main screen 2• This time. click the For Goods Receipt button to access the Goods Receipt functionality icon to return to the 1 2 Copyright © United Nations 69 .Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The Virtual Receiving User performs this first Goods Receipt step in Umoja. Perform Virtual Goods Receipt Update Inbound Delivery 3 Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo Click the All Selections button to allow the user to input the plant (mission) in the Shipping Point/Receiving Pt field. 3 3 Copyright © United Nations 70 . Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo 4• Enter information to filter list for Goods Receipt (incl Inbound Delivery number. if known) 5• Click the Execute icon 5 4 4 4 Copyright © United Nations 71 . The steps to post the Goods Receipt are as follows: 1• Click the Header View button to view the report in Item View 2• Select the checkbox next to the Inbound Delivery line items Note: Multiple boxes may be checked ONLY if the actual Goods Receipt dates are the same for all items – as before note the Actual Goods Receipt Date in the “Actual GI Date” column.g.Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The Virtual Receiving User opens the corresponding Inbound Delivery (double click) and reviews/verifies all details and attached documents (e. 3• Click the Post Goods Receipt button 1 3 2 Copyright © United Nations 72 . quantity) before posting the Goods Receipt. Perform Virtual Goods Receipt Update Inbound Delivery 4• Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo In the pop-up window. GI date column) Reminder: This is the IPSAS compliance date to record transfer of ownership and will be the Posting Date of the receipt 5• Click Continue to post the virtual Goods Receipt 4 5 Note: The details of any posting errors can be displayed by pressing the error log button Copyright © United Nations 73 . verify the date populated in the Actual GR Date field (comes from Ac. the Virtual Receiving and Receiving Users can return to the Inbound Delivery Document. The Status Overview tab shows which goods have been received and indicates any partial receipts. as well as overall status: • A is not yet received • C is completely received • B is partially received Copyright © United Nations 74 .Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo To confirm that any Goods Receipt has posted (Virtual or Physical) or to view the status of the delivery. Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo At this point. for each Inbound Delivery. Copyright © United Nations 75 . Additional details are provided on the Goods Receipt slip and Material Document in the next module. The Goods Receipt slip is generated along with a Material Document. which is the Umoja term for a Good Receipt system document. Umoja prompts the user to print the Goods Receipt slip. are transferred to Galileo through an automated. Copyright © United Nations 76 . including PO information. Additional details on this process are explained in a later module. The second step of the receiving process then continues in Galileo.Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The details of the Goods Receipt. one-way data interface and classified as a “Provisional R&I” in Galileo. preventing posting.Virtual Goods Receipt: Financial Implications Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The financial implications of this complete Umoja Virtual Goods Receipt process are as follows: • Full financial posting • Invoice Processing • Three-way Match • IPSAS Compliance Note: Goods received virtually cannot be received to Blocked Stock. Copyright © United Nations 77 . Learning Checkpoint 1 Which of the following are financial implications for a virtual Goods Receipt process? Select the correct option. C. B & C Copyright © United Nations 78 . B. Full financial posting Invoice Processing PO and invoice matched A. A. D. Copyright © United Nations 79 . B.Learning Checkpoint 1 Which of the following are financial implications for a virtual Goods Receipt process? Select the correct option. A. These are the financial implications for a virtual Goods Receipt process. C. D. B & C Option D is the correct answer. Full financial posting Invoice Processing PO and invoice matched A. Activity 1 Transaction Name: Virtual Goods Receipt Transaction Code: VL06I Link to the uPerform simulation: http://unsapuperform.un.11.umoja.org/gm/folder1.4558?mode=EU Copyright © United Nations 80 . conducts a Virtual Goods Receipt in Umoja against the Inbound Delivery created by the system in order to register the “first receipt” and transfer of ownership from the commodity vendor to the UN • Steps to perform a virtual goods receipt against an Inbound Delivery • The financial implications of this virtual Goods Receipt process are Full financial posting. per IPSAS requirements.Module 3 Summary The key points covered in this module: • The Virtual Receiving User. Three-way Match and IPSAS Compliance Copyright © United Nations 81 . Invoice Processing . Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 82 . Module 4 Objectives After completing this module. you will be able to: • Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery Copyright © United Nations 83 . the commodity vendor has updated the Inbound Coordinator with shipping information and documents. The Inbound Coordinator has updated the Inbound Delivery. As part of this scenario. we will also receive goods to Blocked Stock to simulate a discrepancy (damage) in the shipment. the Receiving User conducts a Physical Goods Receipt against the Inbound Delivery. Blocked Stock Handling Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo Upon delivery to UN at destination by the commodity vendor or the commodity vendor’s shipping company (thereby transferring ownership). as required.Scenario 2: Vendor Delivers at Destination The mission has ordered some medical supplies for direct delivery to the mission location. Copyright © United Nations 84 . During the shipment. Scenario 2: Vendor Delivers at Destination The steps for performing a physical Goods Receipt are summarized below: Virtual Goods Receipt Physical Goods Receipt Vendor provides delivery update Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Vendor delivers at destination Inbound Coordinator Check Delivery Documents Receiving User Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Receiving User Check for Discrepancy Virtual Receiving User Virtual Receipt Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo Copyright © United Nations 85 . Physical Goods Receipt Vendor Delivers at Origin or Other Named Place Vendor Delivers at Destination Incoterms: • DAP – Delivered at Place • DDP – Delivered Duty Paid • DDU (Removed from 2010 Incoterm) Copyright © United Nations 86 .Incoterms Applicable for Physical Goods Receipt Umoja is configured to require a Physical Goods Receipt for the following Incoterms. This step was performed using the T-code VL06I. the Inbound Coordinator has updated the Inbound Delivery with the delivery date information from the commodity vendor (attaching the shipping documents and other information to the Inbound Delivery). Copyright © United Nations 87 .Update Inbound Delivery Report Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo As explained in the previous module. Copyright © United Nations 88 .Run Inbound Delivery Report Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo The Receiving User runs the Inbound Delivery report using the T-code VL06I to view expected incoming shipments and when applicable. the Planned Goods Movement Dates to manage the inbound delivery workload for the receiving office. the Receiving User may need to verify whether an item has already been received in Umoja (for example virtually) or still needs to be received in Umoja.Verify Physical Receipt Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo When the goods actually arrive at the mission location. Copyright © United Nations 89 . Yes This means a virtual Goods Receipt was already done I only need to receive the goods in Galileo Q: Have the goods already been received in Umoja ECC? This means I need to do a physical Goods Receipt No I need to receive the goods in Umoja ECC. the following decision needs to be made when the goods arrive at the receiving mission location. I need to receive the goods in Galileo Copyright © United Nations 90 .Verify Physical Receipt Specifically for the Receiving User. using the correct movement type Then. Tip: Check for a ZP1 movement type.Verify Physical Receipt Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo The Receiving User can conduct this check by viewing the Purchase Order using the T-code ME23N. Copyright © United Nations 91 . for example the movement type. which indicates a previous virtual Goods Receipt. that the Purchase Order History tab shows the history of receiving actions performed on this PO. Recall. the material document number. etc. the goods receipt posting date. he or she conducts a visual physical review of the goods. The Receiving User can also refer to PO details if needed though the Inbound Delivery document in Umoja.Check for Discrepancy Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo After the Receiving User confirms that a physical receipt is necessary. This includes reviewing details such as quantity and type of goods. as compared to the Inbound Delivery. and looks for noticeable damage. Physical Damage or Differs from PO? No Yes Unrestricted Stock Blocked Stock Copyright © United Nations 92 . Perform Physical Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo When the Receiving User confirms that the items show no discrepancy against the PO. then the goods are received to Unrestricted Stock. Copyright © United Nations 93 . which can be obtained from the Inbound Delivery report or from the PO 4• Enter 101 as the movement type for Physical Goods Receipt to Unrestricted Stock 5• Click the Execute button.Perform Physical Goods Receipt The steps to perform physical Goods Receipt are as follows: 1• Enter the T-code MIGO in the Command field 2• Select Goods Receipt option and Inbound Delivery option from the drop-down list 3• Enter the Inbound Delivery number. The relevant information from the Inbound Delivery populates on the screen 1 2 2 3 5 4 Tip: In case of wrong Inbound Delivery number or any other entry errors. use the Start Over button ( ) to clear the populated data Copyright © United Nations 94 . Let’s explore its layout before continuing our steps: Copyright © United Nations 95 .Perform Physical Goods Receipt The physical Goods Receipt screen appears as follows. Perform Physical Goods Receipt – Screen Layout The physical Goods Receipt screen header is organized into the following tabs and sections: 1 General tab: A. • Document Date: The date of the Umoja transaction (always today’s date) • Posting Date: The date of the actual physical receipt. 1 2 3 4 5 Copyright © United Nations 96 . This must be updated to the actual date that the goods arrived (that is actual Goods Receipt date) •2 Vendor tab: Vendor information •3 Requisitioner Details tab •4 Collective Slip checkbox: Must be checked so Goods Receipt slip can be printed •5 Item Overview section. in this section each item appears as a separate line item. if the PO contains multiple items. Quantity Received previously (if applicable) •3 Where tab: Shows the Movement Type. Goods Recipient Name. Stock Overview •4 PO Data tab: Shows the PO Information and Incoterms •5 Partner tab: Shows the vendor information •6 Account Assignment tab: Shows the financial information 1 2 3 4 5 Copyright © United Nations 6 97 . Stock Type. Quantity Ordered. Unloading Point. Free Text Field. It contains the following tabs and information which should be reviewed and verified for each line item: •1 Material tab: Shows the Material ID and Description •2 Quantity tab: Shows the Quantity in Unit of Entry. Plant.Perform Physical Goods Receipt – Screen Layout Underneath the Item Overview section is the Item Details section. Click the Quantity tab 2 Quantity Ordered and Quantity Received are listed. A. The Qty in Unit of Entry from Item Overview section is also updated C. Check the Item is Ok box when ready to 5 post 4 1 2 3 4 5 Copyright © United Nations 98 . Enter the actual quantity received in the 3 Qty in Units of Entry field B. Press enter and the amount will 4 automatically update in the Qty in SKU field. For each line item that has been delivered. the Receiving User must: A. Click the button in the Line column to 1 select the item/line B.Perform Physical Goods Receipt Returning to our steps to complete the Goods Receipt. further processing can NOT occur Review the log and close the pop-up window 6 8 7 Copyright © United Nations 99 . a display log will pop up with a system message (for example informs the user the quantity of goods remaining that have not been received (the “deficit”) for each line item • A yellow triangle denotes a warning – further processing can still occur • A red circle denotes an error .Perform Physical Goods Receipt •6 •7 •8 After the quantity has been updated and information verified for all line items. click the Check button If the system detects a warning or an error. This Goods Receipt slip contains the system document information. It serves as proof of the Goods Receipt in the system Refer to the MB90 Reprint job aid to reprint a Goods Receipt slip. a pop-up appears prompting the user to print the Goods Receipt slip. The Material Document number appears at the bottom of the screen when the goods are posted.Perform Physical Goods Receipt •9 Click the Post button 9 At this point. as well as the items and quantities received 10 10 The Material Document (system term for a Goods Receipt document) is automatically generated. Copyright © United Nations 100 . Optionally. in addition to a Doc info tab and an Output tab. the user can view the Material Document in the Goods Receipt screen (T-Code MIGO). Copyright © United Nations 101 . The Material Document screen has the same fields and tabs as the Goods Receipt screen.View Material Document A material document is generated with each Goods Receipt action performed in Umoja ECC. the information cannot be edited. However. Display in reference to Material Document and enter the corresponding Material Document number. Copyright © United Nations 102 . Additional details are explained in a later module. are transferred to Galileo through an automated. The receiving process continues in Galileo.Perform Physical Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo The details of the Goods Receipt. including PO information. one-way data interface. Physical Goods Receipt: Financial Implications Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo The financial implications of this Umoja physical Goods Receipt process are: • Full financial posting • Invoice Processing • Three-way Match Copyright © United Nations 103 . Learning Checkpoint 1 What is the purpose of a material document? Select all that apply. B. A. Copy of PO Proof of Goods Receipt Inbound Delivery report Blocked stock slip Copyright © United Nations 104 . C. D. Learning Checkpoint 1 What is the purpose of a material document? Select all that apply. Copyright © United Nations 105 . C. Copy of PO Proof of Goods Receipt Inbound Delivery report Blocked stock slip Option B is correct. D. A. B. The material document serves as the proof of a Goods Receipt. 11.11.2300?mode=EU&originalContext=1.2681 Copyright © United Nations 106 .umoja.Activity 1 Transaction Name: Receipt to an Unrestricted Stock Transaction Code: MIGO Link to the uPerform simulation: http://unsapuperform.org/gm/folder1.un. Module 4 Summary The key points covered in this module are listed below: • Umoja is configured to require a Physical Goods Receipt for the following Incoterms: DAP, DDP and DDU (Removed from 2010 Incoterm) • The Goods Receipt to Unrestricted Stock is performed using the T-code MIGO • The Goods Receipt to Unrestricted Stock has the 101 as the movement type Copyright © United Nations 107 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 108 Scenario 2 Variation: Blocked Stock Handling During the visual physical inspection, the Receiving User discovers the rapid test kits are damaged. Therefore they need to be received to Blocked Stock, while the issue is resolved with the commodity vendor (offline). The Receiving User needs to attach pictures of the damaged goods to the receipt to Blocked Stock transaction using the Services for Object icon. The Receiving User enters the T-code MIGO (as shown previously) but uses a movement type 103 to receive these rapid test kits to Blocked Stock. The invoice processing is blocked and a Blocked Stock slip is generated. Blocked Stock Handling Update Inbound Delivery Report Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Note Blocked stock is an exceptional process and should only be used when goods are clearly damaged or have different specifications from the PO Copyright © United Nations Goods Receipt in Umoja Goods Receipt in Galileo Legend Exception Process 109 The relevant information from the Inbound Delivery populates on the screen Complete the remaining steps. which can be obtained from the Inbound Delivery report or from the PO 4• Enter 103 as the movement type for Physical Goods Receipt to Blocked Stock 5• Click the Execute button.Perform Physical Goods Receipt for Blocked Stock 1• Enter the T-code MIGO in the Command field 2• Select Goods Receipt option and Inbound Delivery option from the drop-down list 3• Enter the Inbound Delivery number. as per previous instructions 1 2 2 3 5 4 Copyright © United Nations 110 . Blocked Stock Slip After the receipt to blocked stock is posted. a Blocked Stock slip is generated. Copyright © United Nations 111 . A decision will be made to either accept the goods or return the goods to the vendor. Copyright © United Nations 112 . selects Goods Receipt in reference to a PO and uses movement type 105 and the related PO number to release the goods from Blocked Stock to Unrestricted Stock.Blocked Stock Handling After the Receiving User reports the issue to the Requisitioner. the Receiving User uses the t-code MIGO. If the goods can be accepted. the Buyer would collaborate with the vendor and Requisitioner to resolve the discrepancy. the Receiving User uses the T-code MIGO and a movement type to indicate a “return to vendor” status. Copyright © United Nations 113 . Additional details can also be added in the short Text field.Return To Vendor If the goods cannot be accepted. the system asks the user to complete a Reason for Movement before the return is posted. In the Where tab. The return movement type (122 or 124) depends on which Stock Type the goods were originally received to – refer to following slide. Vendor Return Movement Types These are two movement types for returning a Goods Receipt to the vendor. Original Movement Type : Unrestricted Stock Original Movement 101/ZP1 Type : Return Movement Type : 122 103 Return Movement Vendor Copyright © United Nations Type : 124 Blocked Stock 114 . Vendor Return Slip After the return to vendor is posted. Copyright © United Nations 115 . a Vendor Return slip is generated. Copyright © United Nations 116 . This completely cancels the receipt with all line items and quantities. The Requisitioner then works with finance and other relevant offices to reverse the payment (offline). the Receiving User needs to notify the Requisitioner that the reversal action is complete. perform the T-code MIGO and select Cancellation in reference to a Material Document.Goods Receipt Reversal If a Goods Receipt transaction needs to be completely reversed (for example error or non-vendor return scenarios). Note: If the payment has already been processed. Goods Receipt Reversal The steps to reverse only select line items are as follows: 1• Enter the T-code MIGO in the Command field and select Goods Receipt in reference to a PO. Enter the related PO number 2• Enter 102 as the movement type to reverse a Goods Receipt 3• The Receiving User can specify the line item and quantity (in the Quantity tab) to reverse (for example partial reversal) 1 1 2 3 Copyright © United Nations 117 . Note the Movement Types are in the (MvT) column 3• All financial postings from the receipt are reversed 1 2 3 Copyright © United Nations 118 .Confirm Reversal Transactions The steps to verify the reversal posting from the PO screen are as follows: 1• Enter the transaction code ME23N and the corresponding PO number 2• Click the Purchase Order History tab to view all receipt and reversal transactions for each line item. as well as the corresponding Material Documents. Goods Receipt Movement Types To summarize. this table shows the different types of Goods Receipt movement types: Movement Type Description Financial Implication ZP1 Virtual Receipt 101 Receipt to Unrestricted Stock 102 Reverse Receipt (Virtual or Physical) 103 Receipt to Blocked Stock 105 Release Blocked Stock 122 124 Return to Vendor after Receipt to Unrestricted Stock Return to Vendor after Receipt to Blocked Stock • • • • • • Full financial posting Invoice processing Three-way match Full financial posting Invoice processing Three-way match • Varies depending on receipt movement type • • • • • No financial posting No invoice processing Full financial posting Invoice processing Three-way match • Varies depending on receipt movement type • Varies depending on receipt movement type Copyright © United Nations 119 . Notifications during the Goods Receipt Process Notifications Umoja ECC does generate email notifications during the Goods Receipt process: • Every Goods Receipt posting generates an email notification to the Receiver. Requisitioner and Buyer listed in the PO • Emails are generated for Receipts (including under-delivery) and Reversals and will indicated the stock type (for example blocked stock. unrestricted stock) • Inbound Coordinators will not receive email notifications Copyright © United Nations 120 . Notifications during the Goods Receipt Process Below is an example of a Goods Receipt notification by email: Copyright © United Nations 121 . on the PO report. Copyright © United Nations 122 .Purchase Order Report As you recall from the Logistics Overview course. A full list of reports and Tcodes is provided in the Inbound Goods Process Job aid. there are several key reports used across the Umoja Logistics process. Vendor number to navigate to the corresponding screen. the user can double-click information such as the PO number. For example. 121 122 123 124 Copyright © United Nations 123 .Learning Checkpoint 1 Which is the movement type used for returning goods from Blocked Stock to the vendor? Select the correct option. C. B. D. A. C.Learning Checkpoint 1 Which is the movement type used for returning goods from Blocked Stock to the vendor? Select the correct option. A. D. B. Copyright © United Nations 124 . then movement type 124 is used. 121 122 123 124 Option D is correct answer. If the goods from the Blocked Stock have to returned to the vendor. Module 5 Summary The key points covered in this module are listed below: • The Goods Receipt to Blocked Stock is performed using the T-code MIGO and movement type 103 • Release Blocked Stock is performed using the T-code MIGO and movement type 105 • The goods can be returned to the vendor using the T-code MIGO and the corresponding movement type • The Goods Receipt can be reversed using the T-code MIGO and the corresponding movement type • Umoja ECC creates several notifications during the Goods Receipt process • There are several reports available in the Inbound Goods Process job aid Copyright © United Nations 125 . Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 126 Module 6 Objectives After completing this module, you will be able to: • Describe information transferred from Umoja ECC to Galileo • Describe the receiving process which continues in Galileo Copyright © United Nations 127 Umoja ECC to Galileo Interface The Umoja ECC to Galileo data transfer occurs as follows: • The details of Goods Receipt’s, including PO information, are transferred to Galileo through an automated, one-way data interface • This generates an iDOC number, representing the data packet transferred to Galileo • The data transfer takes place within a few minutes of the Goods Receipt posting in Umoja ECC The Galileo Goods Receipt is the second step of the overall Goods Receipt process Note: Goods received from internal transfers, such as inter/intra-mission transfers and Strategic Deployment Stock transfers, are received and managed through the current business process in Galileo. Inbound Processing Copyright © United Nations Umoja Goods receipt Galileo Goods Receipt 128 View Information Packet in Galileo The Receiving User continues the Goods Receipt process by logging into Galileo. 1• Click R&I and choose Import from SAP from the left-hand side menu 2• The screen displays the Umoja ECC PO numbers (RI numbers) that were transferred to Galileo from a Goods Receipt transaction 3• The Receiving User is able to sort the PO’s by Vendor or R&I Release Date. which is the Goods Receipt posting date in Umoja ECC 2 1 Copyright © United Nations 129 . View Information Packet in Galileo After finding the correct document. the user clicks the PO number to view the detailed data transfer. The following import screen opens as a new window. Copyright © United Nations 130 . click the Receive in R&I button. When the items are ready to be received in Galileo. The Provisional R&I button is automatically selected as Yes • If the material has already been virtually received in Umoja ECC.Goods Receipt in Galileo In the Import from SAP screen: • Virtual Receipts are interfaced to Galileo with a “Provisional R&I” status. the Provisional R&I Date can predate the current date Copyright © United Nations 131 . as necessary.Goods Receipt in Galileo Details about the pre-populated. non-editable and editable fields are mentioned below: Pre-populated & Non-editable fields • Provisional R&I • Provisionally Received By & Provisional Received Date (only for Virtual Receipts) • Receive Date • PO Number & PO Date • Vendor • Material document Number & Line • Contract Reference • Destination Location (based on the receiving mission location) • Product Category • Quantity & value Editable fields • All other fields. including Material description • The R&I receiver needs to select the proper SAU in Galileo based on the material type and request made during requisition Copyright © United Nations 132 . items that need to be serialized are flagged and categorized as Non-Expendables in the R&I Non Expendable tabs • All other items are categorized as Expendables in the R&I Expendable tabs Copyright © United Nations 133 . • In the R&I Vendor Documents screen.Goods Receipt in Galileo Material properties are already flagged in Umoja ECC. if the goods did not originate in Umoja ECC (for example goods were created in Mercury). all imported data are listed as Expendables in the R&I Expendables tabs • The user then manually determines whether the goods are Expendable or NonExpendable The current business process is followed in Galileo to complete the receiving process. the Material properties are not flagged. Copyright © United Nations 134 . • In this case.Goods Receipt in Galileo During the cutover time period. Reversals in Galileo When a user conducts a reversal or return to vendor movement type in Umoja ECC, another data packet is transferred to Galileo. Subsequent actions are taken depending on the status of the goods in Galileo. If R&I Process is not Started: • The R&I Receiver refreshes the PO page and the updates are automatically reflected based on the second data packet If R&I Process is in Progress: • • The Receiving User who performed the original receipt in Umoja ECC receives an email notification The R&I Receiver deletes the first R&I in Galileo and restarts another receipt against the updated entry If Material Already Delivered and Signed Electronically: • The Receiving User who performed the original receipt in Umoja ECC receives an email notification • The Receiving User who performed the reversal or return to vendor action informs the Property Control Inventory Unit (PCIU) and responsible SAU to take proper action • PCIU trashes the item in Galileo, including the appropriate reason for trashing • R&I Receiver performs another receipt against the second R&I Copyright © United Nations 135 Data Output from Umoja ECC The steps to confirm the data output from Umoja ECC from the Material Document are as follows: 1• Under the Item Details section, click the Output tab. Click the Display Output button 2• All outputs from Umoja ECC (for example data transfer to Galileo and Goods Receipt slip printed) are listed. Select the line item iDOC Galileo. The status should show green 3• Click the Processing Log button to check that an iDOC number has been created. This is the reference to the data packet transferred to Galileo 3 2 1 Note: The following steps are for informational purposes only (optional to the Goods Receipt process). Copyright © United Nations 136 Module 6 Summary The key points covered in this module are listed below: • Umoja ECC transfers Goods Receipt details to Galileo • After the goods have been received in Umoja ECC, the Receiving User needs to perform the Goods Receipt in Galileo Copyright © United Nations 137 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 138 . the user needs to perform the Goods Receipt in Galileo Copyright © United Nations 139 .Course Summary The key points covered in this course are: • The PO can be viewed using the T-code ME23N • The Inbound Delivery is updated using the T-code VL06I and the Change Inbound Delivery button • Virtual Goods Receipt is performed using the T-code VL06I and the For Goods Receipt button • Physical Goods Receipt can be performed using the T-code MIGO and an appropriate Movement Type • The Goods Receipt can be reversed or returned to the vendor using the T-code MIGO and the corresponding Movement Type • Umoja ECC creates several notifications during the Goods Receipt process • After the goods have been received in Umoja ECC. Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 140 . Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Click the Submit button once you have completed the assessment Copyright © United Nations 141 . Log into Inspira 2. To complete the assessment you must return to the Learning Management System: 1. To receive credit for completing this course. you must pass this assessment with a minimum score of 90%. Click the Start link of the course assessment 5.Course Assessment Now that you have completed all the modules in this course. Search for the name of the course under the My Learning Activities section 4. you can test your knowledge by completing the Course Assessment. Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey Copyright © United Nations 142 . Please complete the evaluation for this course using the following steps: 1.Course Survey Your feedback is important to the continuous improvement of our training program. Click the Submit button once you have completed the course survey Copyright © United Nations 143 . Log into Inspira 2. Search for the name of the course under the My Learning Activities section 4. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Click the Start link of the course survey 5. Congratulations! You have successfully completed the Umoja Inbound Goods Process: PK & SPM course. Copyright © United Nations 144 .