SC328 Umoja Contract and PO Creation. Umoja Contract and PO Creation Version 5 1

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1 SC328 Umoja Contract and PO Creation Umoja Contract and PO Creation Version 5 Copyright Last Modified: United 17-May-13 Nations 1

2 Agenda Course Introduction Module 1: Contracts in Umoja Module 2: Create Contracts Module 3: Manage Purchase Orders Course Summary Course Assessment Course Survey 2

3 Introduction Please share with us: Your name Your section/unit Years of experience in the field An interesting fact about you 3

4 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 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 X No Phones Do Not Access Participate Ask Questions Breaks 4

5 Course Overview The purpose of the Umoja Contract and PO Creation is to explain how to create, manage and edit contracts and Purchase Orders (PO s) in Umoja. Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Requisitioning Overview Umoja Procurement Overview Umoja Solicitations Umoja Master Data & Coding Block Overview Course Duration: 3 hours 5

6 Course Objectives After completing this course, you will be able to: Create a contract from an RFx Create a purchase order from an RFx Create a Blanket purchase order Amend a contract Amend a purchase order Create a purchase order from a Shopping Cart using an existing contract Manage administration of contracts Edit a contract based on re-negotiations or other criteria 6

7 Agenda Course Introduction Module 1: Contracts in Umoja Module 2: Create Contracts Module 3: Manage Purchase Orders Course Summary Course Assessment Course Survey 7

8 Module 1 Objectives After completing this module, you will be able to: Identify how contracts are created in Umoja Describe how the CATS system is used with Umoja 8

9 Key Terminology Key Term Unfunded Shopping Cart Description Used to initiate the solicitations process or for when funding is not yet available (replaces $1 Requisitions) Product Category Contract Business Partner UN Contract Catalog A contract that is associated with a Product Category instead of an individual Product ID, as with most contracts. Blanket Purchase Order (PO) is an example of a Product Category Contract A person or an organization that has a business interest with UN. A Business Partner can be a commercial vendor that supplies goods or services to UN but also a UN agency or a staff member. Vendors registered in UNGM are replicated in Umoja Supplier Relationship Management (SRM) and ECC as Business Partners. Business Partners can also be UN organizations, UN Staff Members and other parties A searchable database of existing Systems Contracts from which Requisitioners can add items to their Shopping Carts 9

10 Key Terminology Key Term Contracts Administration Tracking System (CATS) Transaction Type Description A system used to integrate contract spending, NTE limits and other information from all Procurement systems is CATS Affects the layout of the output.pdf, which is printed and may be sent to Vendors. Both contracts and PO's have a set list of available transaction types 10

11 Roles & Responsibilities The following Umoja Enterprise roles are involved in the contract and PO creation process: Buyer Processing purchase requisitions through Solicitations, POs and contracts Buyer Supervisor Managing groups of buyers Performing workload assessments Allocating procurement requirements to buyers 11

12 Contract Creation Scenarios The process for creating PO's and contracts in Umoja depends on whether the original Shopping Cart was created from an existing contract using the UN Contract Catalog. The main scenarios that will lead to a contract or PO being created in Umoja are: Requisitioner creates Shopping Cart with Source of Supply Pre-populated PO automatically generated Buyer reviews and orders PO Requisitioner creates Shopping Cart without Source of Supply Contract exists? Buyer assigns Source of Supply No Contract exists? Buyer creates, publishes Solicitation* Buyer creates contract or PO from winning Bid Requisitioning Activity Procurement Activity *Except in cases of informal solicitation 12

13 PO's Generated from Existing Contracts PO's are automatically generated from Shopping Carts that have an assigned source of supply. The process for this is as follows: Create Shopping Cart from UN Contract Catalog Review and Approve Shopping Cart Validate PO Review and Approve PO Requisitioner Req. Approver Buyer Proc. Approver 1. Requisitioner selects and adds items to his/her Shopping Cart from the UN Contract Catalog, which stores all existing contracts (in Umoja SRM) 2. Requisitioning Approver reviews the Shopping Cart that includes an item from the Catalog and approves it. A PO is automatically generated with all vendor information pre-populated 3. Buyer ensures PO ordered according to contract terms and conditions and submits for approval. Editing PO is possible but should be done in consultation with Requisitioner. 4. Procurement Approver reviews the PO and approves/rejects it 13

14 Creation of Contracts/PO's from Solicitations For Shopping Carts that do not have a designated source of supply, the Solicitations process is followed as per standard procurement practice. After bids have been reviewed, evaluated and an award decision has been made, a PO and/or contract can be created. The PO/contract is pre-populated based on information included in the RFx and original Shopping Cart. Certain cases, such as informal solicitations and sole-source procurement, do not require an RFx to be created. 14

15 Contracts Administration Tracking System (CATS) The CATS system continues to be maintained in conjunction with Umoja. CATS is a system used by procurement that stores information about NTE usage and other criteria for every Systems Contract. This will allow entities that have implemented Umoja to view how much of the NTE limit a Systems Contract has used, even if other, non-umoja entities have been using that contract. Other Procurement Systems 15

16 Touch Points The Umoja system is an integrated system and its modules integrate with each other to complete a process. Touch points refer to these integration points across Umoja modules, processes and activities. Contract Data transfer reduces manual entry UN Contract Catalog A contract can be added to the UN Contract Catalog so that they can be available for Requisitioners to create Shopping Carts 16

17 Learning Checkpoint 1 In which situation is a PO automatically created and pre-populated by Umoja SRM? Select the correct response. A. When a Shopping Cart is created from Internal Goods/Services B. When a Shopping Cart is created from the UN Contract Catalog C. When a Shopping Cart is approved from Internal Goods/Services D. When a Shopping Cart is approved from the UN Contract Catalog E. When a Shopping Cart is created from Free Text Description 17

18 Learning Checkpoint 1 In which situation is a PO automatically created and pre-populated by Umoja SRM? Select the correct response. A. When a Shopping Cart is created from Internal Goods/Services B. When a Shopping Cart is created from the UN Contract Catalog C. When a Shopping Cart is approved from Internal Goods/Services D. When a Shopping Cart is approved from the UN Contract Catalog E. When a Shopping Cart is created from Free Text Description Option D is the correct answer. Shopping Carts created from an existing contract will lead to an automatically generated PO to be validated by the Buyer. 18

19 Module 1 Summary The key points covered in this module are listed below: When a Shopping Cart that includes an item from the Catalog is approved, a PO is automatically created with all vendor information pre-populated After bids have been reviewed and evaluated and an award decision has been made, either a PO or contract can be created Existing contracts should generally not be created in Umoja SRM as standalone documents but in reference to a specific RFx The CATS system will be retained until all Secretariat entities have been brought onto Umoja 19

20 Agenda Course Introduction Module 1: Contracts in Umoja Module 2: Create Contracts Module 3: Manage Purchase Orders Course Summary Course Assessment Course Survey 20

21 Module 2 Objectives After completing this module, you will be able to: Create a contract or PO from a Solicitation Create a Product Category Contract for a Blanket PO 21

22 Create a Contract/PO from Solicitation Contracts or POs can be created from an RFx in Umoja SRM only after evaluations of all the bids are complete and the internal approvals have been received. Scenario: Create Contract from Digital Projector RFP In this section of the course, you will revisit the solicitation for digital projectors that was created in the Solicitations course. Now, the bids have been received and the internal approval has been granted. The Buyer must now create a contract in Umoja SRM from the winning bid. The first step is to open the RFx and navigate to the Responses and Awards. Note: All fields required or relevant for the creation of a contract will be discussed in the following slides. However, as SRM has not been built specifically for the UN, there are some fields that are not currently being used for Umoja and which may not be discussed. 22

23 View Previously Created RFxs To view previously created RFx documents: 1. From the SRM Home Screen, click the Procurement tab 2. Click Strategic Sourcing from the left-hand menu. The list of RFx documents will open along with their current status 3. Click the Show Quick Criteria Maintenance button to expand or collapse the Search Fields. Use these fields to search among all RFxs, regardless of who created them

24 Create a Contract/PO from Solicitation 4. Select the RFx and click the Responses and Awards button

25 Create a Contract/PO from Solicitation 5. Select the Response that has the status as Accepted and click the Details button. The RFx Response opens in a new window 5 25

26 Create a PO from Solicitation To create a PO: A. Click the Simulate and Create Purchase Order button. The Simulate Purchase Order pop-up window appears. This option will allow you to choose which PO Template will be used for the follow-on PO The Create Purchase Order button will allow you create a Goods and Services PO (Type ZMGS) only. POs with other Transaction Types cannot be created using this button A 26

27 Create a PO from Solicitation B. In the Process Type field, select the PO Transaction Type you would like to apply C. Click the Create Purchase Order button. A message appears alerting that the PO has been created along with its name and number D. Search for the PO from the Umoja SRM Home Screen to edit and order it C B 27

28 PO Transaction Types The list of PO Transaction Types affects only the output.pdf Purchase Order that will be sent to the Vendor. Various types of commonly used PO Transaction Types are available to choose from. No matter which Transaction Type is chosen, POs are edited and ordered the same way in the Umoja SRM System. PO Transaction Types Letter of Assist (ZLOA): The LOA PO has to be created against LOA contracts which are issued by Department of Field Support (DFS) in support of Field missions Memorandum Of Understanding (ZMOU): The MoU Non-Militarily POs will be created from SRM system against MoU contracts which is established between the UN Secretariat and a Member State Air Charter (ZAIR): The Air Charter PO has to be created against Air charter contracts that are set up between UN Secretariat and the Carrier (vendor who provides charter service) Rations (ZRAT): The Rations PO will be created against rations Contracts set up between the United Nations and commercial suppliers Fuel (ZFUL): The Fuel PO will be created against fuel contracts (petrol, diesel, Jet A1) set up between the United Nations and suppliers of fuel 28

29 PO Transaction Types PO Transaction Types Property Leases (ZPLP): The Property Leases PO will be created against lease contracts. These contracts and POs will reference the real estate object in the Real Estate module Goods and Services (ZMGS): United Nations employee will create the purchase requests for material goods (such as consumables, stock items, non-stock items, assets, packaging materials and so on) and services (such as building maintenance, electricity charges and so on) Inst./Corp. Contract (ZICA): At the United Nations Organizations, services for external procurement, such as maintenance services (planned or unplanned) are procured. Once the service requests are approved in SRM system, PO will be created as a follow-on document Low Value (ZLVP): The United Nations employee identifies the need to procure goods or services that are below the amount of $

30 Create a Contract from Solicitation To create a contract instead of a PO: A. Back on the Display RFx Response screen, click the Create Contract button. The Create Contract pop-up window appears A 30

31 Create a Contract from Solicitation B. Select the Contract Transaction Type to apply and click the Create Contract button. A message appears alerting that the contract has been created along with its name and number C. Return to the Umoja SRM Home Screen and search for the contract to edit and publish it B ` 31

32 Create a PO from Solicitation Similar to POs, choosing an option from the list of Contract Transaction Types affects only the output contract (the.pdf form) that will be signed by the Vendor. In general, the list of Contract Transaction Types is equivalent to the list of PO Transaction Types. No matter which option is chosen, the process required to edit contracts remains the same. 32

33 Split Awards Multiple bidders can be awarded a Contract or PO from a single RFx. To do this, first make sure that, on the Responses and Awards screen of the RFx, all the appropriate bidders have had their bids accepted. After that, simply create a PO or Contract from each bid, just as you would with a standard award. 33

34 Activity 1 Transaction Name: Create Contract From Awarded Bid Link to the uperform simulation: ?originalContext=

35 Find & Open a Contract Recall that once a contract is created, it needs to be opened from the SRM Home Screen: 1. Click the Procurement tab from the Umoja SRM Home Screen 2. Click Contract Management from the left-hand menu 3. Next to Central Contracts, click one of the links to search based current status. Alternatively, click the Show Quick Criteria Maintenance button to make a more detailed search 4. In the Results section, click the Contract Number of the contract you would like to edit. The Display Contract screen opens in a new window

36 Edit Overview Data First, make sure to click the Edit button to open the contract in Edit Mode. Next, you can edit the Overview Data for the contract: 1. Click the Overview tab 2. Review the Supplier, Valid Dates and other fields on this tab and edit, if necessary. Many fields are already populated based on data from the RFx

37 Edit Header Data (Financial Rule) Next, you must enter the Financial Rule according to Financial Rules and Regulations. 1. Click the Header tab 1 Target value = NTE Note: The Alert Release Value field will always be set to 75%. This means the Buyer will be alerted and must approve all Shopping Carts that are created after 75% of the NTE (Target Value) has been used. 37

38 Edit Header Data (Financial Rule) 2. Further down the page, in the UN Fields section, click the Matchcode icon next to the Financial Rules field. A pop-up window appears 3. Next to the Level 1 field, click the Matchcode icon again to open another pop-up window

39 Edit Header Data (Financial Rule) 4. Select the appropriate Level 1 Key for the Financial Rule and click the OK button. The list of all Level 2 and Level 3 rules appears 5. Select the appropriate Level 2 and 3 option for the desired Financial Rule and click the Add Selected Financial Rule button

40 Edit Header Data (Contract Reference Number) The Reference Contract No. field is used for the internal ID given to all Systems and Local Contracts by missions and the Procurement Division in HQ. This must be entered in Umoja SRM for every contract and is used to connect the contracts between the CATS and Umoja systems. The Reference Contract No. field is just below the Financial Rules in the UN Fields section of the screen. 40

41 Edit Item Data Next, you must edit Item Data, which includes Pricing Conditions, Incoterms and Payment Terms. 1. Click the Items tab 2. Select a line item, then click the Details button. The item details will open below 1 2 Note: Liquidated Damages will only appear in the Contract if the option was selected during the creation of the preceding RFx 41

42 Edit Item Data (Add to UN Contract Catalog) Edit basic fields such as Target Value (NTE Amount) and Target Quantity. If you would like to add the line item to the UN Contract Catalog, make sure to set the Distribute Contract to Catalog field as Yes. This will let Requisitioners add this item to their Shopping Carts using the Catalog. For local contracts, only local Requisitioners will be able to view the item. 42

43 Edit Item Data (Pricing Condition) Pricing conditions can also be applied to contracts at both the header and item level. Location-specific pricing conditions can also be defined for central contracts at the item level. There are a set of predefined pricing conditions in Umoja SRM: Item Price (Contract/Bid) Item Discount (Absolute) Item Discount (%) Item Group Discount (%) Note that Pricing Conditions are added at the line item level, not the document header level. 43

44 Edit Item Data (Pricing Condition) The steps to add a Pricing Condition are: 1. Click the Items tab 2. Select a line item, then click the Details button. The item details will open below

45 Edit Item Data (Pricing Condition) 3. Click the Conditions tab. This tab contains a list of all Pricing Conditions that are applied to the contract 4. From the Condition Type drop-down list, select the type of Condition you wish to apply and edit the applicable relevant fields

46 Edit Item Data (Payment Terms) The steps to add Incoterms and other Payment Terms to the contract are: 1. Click the Payment tab 2. Click the Matchcode icon next to the Payment Terms field to add payment retentions, down payments, or other terms to the Contract or PO 3. Click the Matchcode icon next to the Incoterm Key field to search for a particular entry 1 2 Note: Incoterms are added on the line item level (not header level). Therefore, each line item can have different incoterms on the same Contract or PO. 46

47 Add Notes & Attachments Before ordering, it may be necessary to add Notes or Attachments to the contract. If an attachment is added to the contract, you have the option to append it to the output.pdf form which will be printed and sent to vendors. To do this: 1. Click the Notes and Attachments tab 2. In the Attachments section, click the Add Attachment button to add any relevant files to the LVA, such as quotes obtained from all vendors

48 Add Notes & Attachments 3. Select the file by clicking Browse for the file to be attached 4. Check the box next to Visible Internally only if you would not like the attachment to be appended to the output.pdf contract 5. Click the OK button

49 View Approval Process Using workflow, Umoja SRM automatically assigns Approver(s) to an Contract based on Delegations of Authority tables. To view the approval workflow for a Contract: 1. Click the Approval tab 2. Under the Processor column is the list of Approvers for this Contract. If you are viewing the Contract after it has already been submitted, you can view the entire Approval trail, including any previous rejections and revisions

50 Add Ad-Hoc Approver If required, you may also add an Ad-Hoc Approver to a Contract. This would be someone that you would like to review the Contract in addition to the approver (For instance, if the PO/Contract has a higher value than the original Shopping Cart, you may add the Cost Center Manager as an Ad-Hoc Approver). To add an Ad-Hoc Approver: 1. Click the Approval tab 2. Click the Add Approver button, and then Add Approver Above Selected Line 3. Another pop-up window will open where you can search for the Business Partner ID of the relevant user (using their name). Clicking OK will then add that person as a new Approver

51 View Related Documents In Umoja SRM, all documents are linked to others within the procurement process. From a Contract you can view the original Shopping Cart as well as a resulting Systems Contract. To do this: 1. Click the Tracking tab. The list of related documents will be displayed, along with their name, their current status, and the date the status was changed. 2. Under the Document Number column, click any of the links next to the documents to open them in a new window or tab. 51

52 Save & Release the Contract The steps to save and release a contract are: 1. When the contract is ready for release, click the Check button. The system will then check for any warnings or errors 2. Click the Save button, if you would like to save a draft of the contract to complete later 3. Buyers should review the.pdf output of the Contract by clicking Print Preview in order to make sure all information has been carried over to the correct location of the final document 4. Click the Release button to send the contract for approval 52

53 Contract Status After clicking Release, the status of the Contract will change to Awaiting Approval. Upon being approved it will change to Released. For comparison, PO s move from status Awaiting Approval to Ordered. 53

54 Contract Status After a Contract has been released, it can be edited by clicking the Edit button. However, line items cannot be deleted from active contracts using the Delete button. To make a line item from a Contract obsolete: 1. Click the Items tab 2. Select the line item you wish to modify 3. Under General Data, click the Status drop-down menu 4. Select Inactive The line item will no longer be available to Requisitioners on the UN Contracts Catalog 54

55 Activity 2 Transaction Name: Edit Details of Contract and Release for Approval Link to the uperform simulation: ?originalContext=

56 Activity 3 Transaction Name: Edit Existing Contract Link to the uperform simulation: ?originalContext=

57 Creation of Blanket POs Creating a Blanket PO involves the following steps: An Unfunded Shopping Cart is created to initiate the Solicitations process Unfunded Shopping Carts do not create Funds pre-commitments and do not require funding from Cost Centers A contract is created from the winning bid. Instead of being linked to individual Product IDs, the contract is linked to an entire Product Category Low Value Acquisitions (POs) and Shopping Carts if necessary, can then be created using the specified Product Category and referencing the contract 57

58 Create a Contract for Blanket PO To create a Product Category Contract, select the Contract Transaction Type ZBPC (Blanket Purchase) when creating a contract. When you open the contract in the Items section, the Product Category entry can be seen in the Item Category column. Once released, both Shopping Carts and Low Value Acquisitions (depending on if the requirement is above or below $4000 USD) can be created to call off of that contract. Product Category line items can also be added to standard goods and services contracts. 58

59 Learning Checkpoint 1 Which of the following activities must be completed before a follow-on contract or PO can be created from an RFx in Umoja SRM? Select all that apply. A. The contract has been added to the UN Contract Catalog B. All evaluations of bids are complete C. Award has been formally issued D. The PO or Contract Transaction Type is selected in SRM 59

60 Learning Checkpoint 1 Which of the following activities must be completed before a follow-on contract or PO can be created from an RFx in Umoja SRM? Select all that apply. A. The contract has been added to the UN Contract Catalog B. All evaluations of bids are complete C. Award has been formally issued D. The PO or Contract Transaction Type is selected in SRM Options B and C are the correct answers. Contracts or POs can be created from a Solicitation in Umoja SRM only after all evaluations of bids are complete and the Statement of Award has been issued. 60

61 Module 2 Summary The key points covered in this module are: Contracts or POs can be created from a Solicitation in Umoja SRM only after all evaluations of bids are complete and the Statement of Award has been issued Choosing a Contract Transaction Type affects only the output contract (PDF form) that is signed by the Vendor Product Category Contracts are used to cover a specific product category and not limited to a single item. As a result, such contracts are used as part of the Blanket process A Blanket PO is created from an Unfunded Shopping Cart 61

62 Agenda Course Introduction Module 1: Contracts in Umoja Module 2: Create Contracts Module 3: Manage Purchase Orders Course Summary Course Assessment Course Survey 62

63 Module 3 Objectives After completing this module, you will be able to: Create a PO from the Sourcing Cockpit Order a PO from an existing contract Search for a specific PO Edit an existing PO Close a PO 63

64 PO Activities Managing POs includes the following four activities: Validate a PO from an Existing Contract Create a PO from the Sourcing Cockpit Search for a Specific PO Edit an Existing PO 64

65 Validate a PO from an Existing Contract Validate a PO from an Existing Contract Create a PO from the Sourcing Cockpit Search for a Specific PO Edit an Existing PO When a Requisitioner orders a Shopping Cart using an item from the UN Contract Catalog, a PO is automatically generated on approval of the Shopping Cart. Umoja SRM then directs the PO to the Buyer for Procurement review to ensure adherence to contractual terms and conditions. 65

66 Validate a PO from an Existing Contract When a Shopping Cart created from items in the UN Contract Catalog is approved: A request to validate the PO will appear on the Buyer s Work Overview screen Click the link in the Work Overview screen to view the PO to ensure it has been created according to the contract conditions Edit the PO if necessary by clicking the Edit button Click the Order button to send the PO for approval 66

67 Create a PO from Sourcing Cockpit Validate a PO from an Existing Contract Create a PO from the Sourcing Cockpit Search for a Specific PO Edit an Existing PO If a Requisitioner creates a Shopping Cart (for which a contract already exists) without a designated Source of Supply, the Buyer can assign the existing contract as a Source of Supply. This will generate a PO which will be pre-populated with details from that contract. Scenario: In this scenario, a Requisitioner has created a Shopping Cart, which has been approved, for truck spare parts. However, there is an existing contract for this particular product. These steps will explain how to create a PO for this requirement using the existing contract. 67

68 Open the Sourcing Cockpit The first step is to locate the Shopping Cart in the Sourcing Cockpit. The Sourcing Cockpit is used to view all Shopping Carts that are approved without a Source of Supply: 1. Click the Procurement tab 2. Click Purchasing in the left-hand menu 3. Click Carry out Sourcing in the left-hand menu. The Sourcing Cockpit window is displayed

69 1. Select a Shopping Cart 1. If you would like to search for items from a particular Shopping Cart, enter the applicable terms, such as Product Category, in the Search Criteria fields 2. Select a Shopping Cart line item. Note that you may select multiple line items for one single RFx by holding the CTRL or SHIFT keys 3. Click the Next button to proceed 3 1 Note: In the Sourcing Cockpit, items are displayed at the line item level 2 69

70 2. Assign Sources of Supply 1. Click the Propose Sources of Supply button 2. Click the Contract and Info Record item. The list of applicable contracts opens in a pop-up window 3. Select the required contract and click the Assign and Create Draft Purchase Order button. A new draft PO appears in the Created Drafts section 1 70

71 3. Review Drafts 1. Select the appropriate type of PO from the Transaction Type drop-down list 2. Click the Edit Selected Draft button. The PO opens in a new window with fields pre-populated according to the referenced contract. It can then be reviewed, edited and sent for approval

72 Informal Solicitations It is also possible to create a PO directly from a Shopping Cart without having an existing Systems Contract. This may be needed in the case of informal solicitations when an RFx does not need to be created in Umoja. To do this, follow the same steps in the Sourcing Cockpit that are used to create an RFx (see the Umoja Solicitations course for more information). When it comes time to click the Create Draft button, select the Purchase Order option instead of RFx. Then, edit the Purchase Order as per the standard process. 72

73 Search for a PO Validate a PO from an Existing Contract Create a PO from the Sourcing Cockpit Search for a Specific PO Edit an Existing PO Next, you will examine how to search for an existing PO. 73

74 Search for a PO 1. Click the Procurement tab from the Umoja SRM Home Screen 2. Click Purchasing on the left-hand menu 3. Under the Active Queries section, you can search for POs by status. Alternatively, click the Show Quick Criteria Maintenance to make a more detailed search 4. In the Results list, click the Purchase Order Number to open it in a new window

75 Display Purchase Order Screen 5. To print a PO, click the Print Preview button. A.pdf form opens which may be printed and sent to vendors 6. Click the Edit button to edit the PO details

76 Edit & Order a PO Validate a PO from an existing Contract Create a PO from the Sourcing Cockpit Search for a Specific PO Edit an Existing PO When editing a PO, the screen layout is similar to the screen layout of other SRM documents, such as Shopping Carts and RFxs. 76

77 Edit & Order a PO The Supplier, Requester and Recipient fields require a Business Partner ID. Recall that Business Partners can be customers, vendors or UN staff. 1. To edit these fields, click the Matchcode icon next to each field to search for the specific Business Partner 1 77

78 Edit & Order a PO 1. Next, it will be necessary to review the line item details. To do this, first select a line item. 2. Click the Details button to view more detailed line item information

79 Edit & Order a PO 4. On the General Data tab, view/edit basic item information, such as quantity, price, delivery date and referenced contract 5. On the Account Assignment tab, view/edit funding information, such as Account Assignment Category, Fund and Funds Center 6. On the Approval Preview tab, view the assigned Approvers for the document 7. On the Related Documents tab, view other documents associated with the PO, such as the associated Shopping Cart or contract

80 Edit & Order a PO 8. Click the Check button to view any warnings or errors associated with the PO. If necessary, you may Save the PO for future editing. When satisfied, click the Order button to send the PO for approval 80

81 Close a PO PO s can be closed by clicking the Complete button (not the Close button). PO s should be closed when there will be no more goods or services received against that PO. When a PO is closed, all unused funds will be returned and no further action can be taken on the PO. In addition, PO s can be cancelled (if no goods/services have been received) by clicking the Edit button, then the Cancel button. 81

82 Learning Checkpoint 1 Where can Shopping Carts without a Source of Supply be found? Select the correct option. A. UN Contract Catalog B. Work Overview C. Personal Object Worklist D. Sourcing Cockpit 82

83 Learning Checkpoint 1 Where can Shopping Carts without a Source of Supply be found? Select the correct option. A. UN Contract Catalog B. Work Overview C. Personal Object Worklist D. Sourcing Cockpit Option D is the correct answer. The Sourcing Cockpit is the screen used to find and select Shopping Carts without a designated Source of Supply. 83

84 Learning Checkpoint 2 Which button is used to view the final.pdf version of a PO? Select the correct option. A. Save B. Order C. Print Preview D. Send E. Print 84

85 Learning Checkpoint 2 Which button is used to view the final.pdf version of a PO? Select the correct option. A. Save B. Order C. Print Preview D. Send E. Print Option C is the correct answer. Only the Print Preview button will allow the actual PO document to be printed to send to vendors. 85

86 Module 3 Summary The key points covered in this module are: When a Requisitioner orders a Shopping Cart using an item from the UN Contract Catalog and that Shopping Cart is approved, a PO is automatically created There may be cases where a Requisitioner creates a Shopping Cart without a designated Source of Supply, but for which a contract already exists. In these cases, the Buyer can assign the existing contract as a Source of Supply and create a PO After the specific Business Partner data is reviewed, checked for any warnings or errors associated with the PO and when satisfied, the PO is sent for the approval 86

87 Agenda Course Introduction Module 1: Contracts in Umoja Module 2: Create Contracts Module 3: Manage Purchase Orders Course Summary Course Assessment Course Survey 87

88 Course Summary The key points covered in this course are listed below: In Umoja SRM, the UN Contract Catalog stores all existing contracts from which Requisitioners can select and add items to their Shopping Carts After bids have been reviewed, evaluated and an award decision has been made, either a PO or contract can be created If a Requisitioner creates a Shopping Cart (for which a contract already exists) without a designated Source of Supply, the Buyer can create a PO for the Shopping Cart calling off that contract Contracts or POs can be created from a Solicitation in Umoja SRM only after all evaluations of bids are complete and the Statement of Award has been issued You can enter detailed information about a contract, such as Contract Basic Data, Financial Rules and Pricing by editing a contract 88

89 Agenda Course Introduction Module 1: Contracts in Umoja Module 2: Create Contracts Module 3: Manage Purchase Orders Course Summary Course Assessment Course Survey 89

90 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 90

91 Agenda Course Introduction Module 1: Contracts in Umoja Module 2: Create Contracts Module 3: Manage Purchase Orders Course Summary Course Assessment Course Survey 91

92 Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. 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 92

93 Congratulations! You have successfully completed the Umoja Contract and PO Creation course. 93

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