User Guide. SC350 Umoja Inbound Goods Process

Transcription

1 SC350 Umoja Inbound Goods Process

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3 Umoja Inbound Goods Process Table of Contents Module 1: Umoja Inbound Goods Process Overview... 1 Journey of Goods in Umoja... 2 Enterprise Roles & Responsibilities... 3 Material Master Data... 5 Master Data Integration... 7 Global Material Master Settings... 7 Financial vs. Operational Inventory... 8 Inventory Valuation... 9 Logistics Execution Processes...10 Goods Receipts Types...10 Structural Elements for Logistics: Plants and Storage Locations...13 Module 2: Inbound Delivery Module Introduction...15 View a Purchase Order ME23N...18 View Inbound Delivery Monitor VL06I...22 Update an Inbound Delivery Physical Goods Receipt...26 Module 3: Physical Goods Receipt Module Introduction...35 Perform Physical Goods Receipt MIGO...37 Receiving Equipment/Serialized Materials...44 Module 4: Virtual Goods Receipt Module Introduction...47 Update Inbound Delivery for Virtual Goods Receipt...49 Perform Virtual Goods Receipt...52 Onward Shipment...60 Update Inbound Delivery Monitor Stock in Transit MB5T...65 Physical Goods Receipt Module Introduction...66 Blocked Stock Handling...66

4 Umoja Inbound Goods Process User Good Receipt Reversal...69 Module 6: Reports Purchase Order Reports ME2N, ME2L, etc Material Document Report MB Purchasing Document Report ME80FN...59 Stock Overview Report MMBE...60 Warehouse Stock Report...62 Appendix and Reference Information Key Transactions...63 Key Terminology...64

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6 Module 1: Umoja Inbound Goods Process Overview Module 1: Umoja Inbound Goods Process Overview This course introduces the Inbound Goods process performed when receiving goods from commodity vendors and shipment from other locations. Inherent in this process is the tracking of inbound goods movement and, upon receipt, basic verification to affirm that goods being received conform to the Purchase Order/contract. It is also applicable for Goods Receipts resulting from Low Value Acquisitions (LVA s). The Material Master Data is a Master Data record that contains information about all products procured, stored and shipped by UN. It has a direct impact on the processing of transactions within the Inbound Goods process. Note: These processes are governed by IPSAS/OPPBA guidelines/procedures and documented in publications, such as the Procurement Manual and other policies issued by UN. UN Umoja Training User : Umoja Inbound Goods Process Page 1

7 Module 1: Umoja Inbound Goods Process Overview Journey of Goods in Umoja UN Umoja Training User : Umoja Inbound Goods Process Page 2

8 Module 1: Umoja Inbound Goods Process Overview User Enterprise Roles & Responsibilities The following Umoja Enterprise Roles are involved in the inbounds goods process: Enterprise Roles System Activities Inbound Coordinator Updates information about inbound movement of goods to the Plant based on information provided by commodity vendors and freight providers Manages the information flow to indicate transfer of ownership Enables downstream operations to be optimized through provision of shipment/movement information Cannot perform virtual or physical goods receipt transactions in Umoja Virtual and Direct Receiving User Receives goods against commercial procurement during the Virtual Goods Receipt process Performs Virtual Goods Receipt transactions in Umoja to confirm UN acceptance of goods during transfer of ownership, in accordance with the Incoterm Barcodes and updates received batches, as applicable Cannot perform Quality Inspection and Inventory Management transactions This role is also used for users who are required to conduct Direct Receipt, in those exceptional cases Receiving User Receives goods against commercial procurement or interoffice/location transfers during the Physical Goods Receipt process and determines if goods should be received into Blocked stock. Performs Physical Goods Receipt transactions in Umoja to confirm UN acceptance of goods during transfer of ownership, in accordance with the Incoterm Barcodes and updates received batches, as applicable Cannot perform Quality Inspection and Inventory Management transactions Issues goods receipt slips and prints labels, as needed Inspecting User Performs the quality inspection of materials (outside of Umoja) to ensure that the materials meet the contractual requirements as specified by UN and are in good working condition

9 Module 1: Umoja Inbound Goods Process Overview Enters the quality inspection results using a specific transaction in Umoja to release items from Quality Inspection lot and support followon processes Cannot perform any Virtual or Physical Goods Receipt transactions in Umoja UN Umoja Training User : Umoja Inbound Goods Process Page 4

10 Module 1: Umoja Inbound Goods Process Overview User Material Master Data The Material Master Data is a Master Data record that contains information about the products procured, stored and shipped by UN. It determines how the material will be managed from initial requisitioning through to downstream processes such as receiving and inventory management. Some key components of the Material/Service Master include:

11 Module 1: Umoja Inbound Goods Process Overview Materials: Every material the UN plans, procures, produces, transports, stores or sells. Equipment, Consumables and Inventory are all Materials Consumables: Materials consumed upon receipt. Consumables are never stored as inventory, but they could continue to be tracked as Equipment Inventory: Materials in stock that: are procured specifically for inventory/stock (decision at time of requisition) and not consumed immediately upon receipt, are stocked and managed centrally, and, if equipment/fixed assets, are not currently in use. Equipment: Materials that are serialized upon receipt, tracked and managed in the system AND are currently in use. Equipment in stock are part of Inventory UN Umoja Training User : Umoja Inbound Goods Process Page 6

12 Module 1: Umoja Inbound Goods Process Overview User Master Data Integration The Material Master Data is related to two other Supply Chain Master Data elements: Equipment Master Data and Asset Master Data. Global Material Master Settings Besides general characteristics (e.g. Unit of Measurement), each Material has several other characteristic flags, which if set, will have an impact on how that material is treated during activities in Logistics, Finance, etc. Serialization o Materials with the Serialization flag require serialization/bar coding upon receipt. This is necessary to create records in the Equipment Master o Example: Servers Batch Managed o Materials with the Batch Managed flag enable creating of batch numbers and enable Inventory control through batch characteristics (Shelf Life, Expiration date, Vendor Batch) o Material is assigned to a specific batch upon receipt o Example: Rations

13 Module 1: Umoja Inbound Goods Process Overview Quality Managed o Materials with the Quality Managed flag have an inspection requirement at receipt (usually based on contractual terms) o Example: Vaccines Financial vs. Operational Inventory It is important to note that Financial Inventory, or inventory whose valuation is reflected on financial statements (as per IPSAS 12 Policy Framework lines), is not the only inventory that is tracked in Umoja. Operational Inventory, or any inventory that needs to be tracked for management purposes, is also tracked in Umoja. For example, while lightbulbs would not be considered relevant to IPSAS, they can be essential to fulfill an office s mandate. Therefore, any lightbulbs not currently in use for this particular office would be managed as Inventory in Umoja and would be assigned a specific Storage Location. UN Umoja Training User : Umoja Inbound Goods Process Page 8

14 Module 1: Umoja Inbound Goods Process Overview User Inventory Valuation Inventory Valuation Principles: 1. Umoja will be guided in the valuation of Financial Inventories with IPSAS 12 guidance issued by the Office of Programme Planning, Budget and Accounts (OPPBA). 2. Fixed Assets as per IPSAS -17 which are managed in Inventory have zero value for inventory purposes. 3. Operational Inventory valuation in Umoja is tracked at the Umoja Plant level and is based on Moving Average Price o Moving Average Price is calculated by dividing the total value of a material at a plant by it s total quantity. (Example: An Umoja plant has 3x Material A in inventory. 2x of this Material was purchased at $1000 USD, 1x was purchased at $700 USD. The MAP for Material A at this plant is $900 USD) 4. Finally, Split Valuation may be applied for new and used items. Any goods received in Umoja will have a new valuation price automatically populated based on the PO price. For certain Material Types (for example, ZERS Spare Parts, and ZSAA Supplies & Equipment), if they are issued and subsequently returned to inventory, they will be given a used valuation of 0. Because these materials can have split valuations for new and used status, having more used items should not dilute the MAP for that Material

15 Module 1: Umoja Inbound Goods Process Overview Logistics Execution Processes Goods Receipts Types Physical Goods Receipt (Movement Type 101) Physical Goods Receipt refers to the process where commodity vendors deliver directly to the UN office/location, as dictated by the appropriate Incoterms. Within the Physical Goods Receipt process: The Receiving User receives the goods against the Inbound Delivery in Umoja For a standard Goods Receipt, Umoja ECC will automatically perform three-way match and clear the payment for processing If discrepancies are found, goods can be moved to a blocked status and the invoice for payment cannot be paid until resolved Requisitioners are notified by a system-generated upon Goods Receipt (underdeliveries and blocked goods are indicated) The Physical Goods Receipt process applies to the following Incoterms: UN Umoja Training User : Umoja Inbound Goods Process Page 10

16 Module 1: Umoja Inbound Goods Process Overview User DAP Delivered at Place DDP Delivered Duty Paid DDU (Removed from 2010 Incoterms) Virtual Goods Receipt (Movement Type ZP1) IPSAS requires goods to be received at the point of transfer in ownership from the commodity vendor to UN, as dictated by the appropriate Incoterms. This can occur before goods are physically received by the UN office/location, for example when they are placed at the disposal of a UN-designated freight-forwarder. In Umoja, this is considered as a Virtual Goods Receipt. Within the Virtual Goods Receipt process: Inbound Deliveries are updated with relevant information provided by commodity vendor to confirm delivery of goods The Virtual Receiving User receives the goods against the Inbound Delivery Umoja ECC will automatically perform three-way match and clear the payment for processing The Virtual Goods Receipt process applies to the following 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

17 Module 1: Umoja Inbound Goods Process Overview Direct Goods Receipt (Movement Type ZR1) Direct Receipt refers to goods delivered by the vendor to, and received by, the requisitioning entity instead of being delivered and received by the designated central receiving unit. Direct Receipt should be considered an exception to the standard process in which all goods are to be delivered to the entity designated central receiving area where the receipt will occur prior to subsequent collection by, or onward delivery to, the requisioning entity. Direct Receipt will require the requisitioning entity to confirm receipt of goods in Umoja. The steps to perform a Direct Receipt are covered in the Direct Receipt Job Aid. Below is the table of the different Movement Types that are relevant for Logistics processes: Movement Type ZP1 Description Virtual Receipt Financial Implication Full financial posting Invoice processing Three-way match ZR1 Direct Goods Receipt Full financial posting 101 Receipt to Unrestricted Stock Full financial posting Invoice processing Three-way match 102 Reverse Receipt (Virtual or Physical) Varies depending on receipt movement type 103 Receipt to Blocked Stock 105 Release Blocked Stock No financial posting No invoice processing Full financial posting Invoice processing Three-way match Return to Vendor after Receipt to Unrestricted Stock Return to Vendor after Receipt to Blocked Stock Varies depending on receipt movement type Varies depending on receipt movement type UN Umoja Training User : Umoja Inbound Goods Process Page 12

18 Module 1: Umoja Inbound Goods Process Overview User Structural Elements for Logistics: Plants and Storage Locations A Plant is the location where materials are produced, purchased, stored, inventoried, shipped, received and valuated or from which services are provided. Examples: Peacekeeping Mission, Special Political Mission UNHQ OAHs (UNON, UNOG, UNOV, etc) Entities (UNEP, UN-HABITAT, etc) A Storage Location reflects the inventory owned by a particular Funds Center in a plant. It also reflects the geographical locations that fall within the same plant. One Funds Center can therefore have multiple storage locations. However, no two Funds Center can share the same storage location. Materials in inventory are managed in Storage Locations. Examples: Plant-specific physical location Site where goods are physically received and/or stored Site where fund center controls inventory SAU for PK mission Organizational Unit at HQ/OAHs (i.e. Section) There are two types of storage locations: 1. Transit Storage Locations (Virtual Goods Receipt Transit Locations) Transit locations have been created to indicate where goods are geographically located prior to arrival to final destination. They support the Virtual Goods Receipt process and have no financial derivation (no correspondence to Funds Center). 2. Stocking Storage Locations (ex. Medical Section, Facilities Management, etc.) Material/Inventory is physically stocked and managed at these storage locations

19 Module 1: Umoja Inbound Goods Process Overview Linked to a particular Funds Center/Plant, reflecting ownership and deriving financial postings Note: For technical reasons, fixed assets always require receipt into a storage location (even when they are not procured for inventory/stock and are procured for consumption/immediate use). Accordingly, a specific storage location (A000) is available for this purpose in each plant * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Inbound Goods Process Page 14

20 Module 2: Inbound Delivery User Module Introduction 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 key features are: The end-to-end process from Procurement to Goods Receipt in Umoja (Physical Goods Receipt) is as follows:

21 The Inbound Coordinator performs the following tasks: Updates the Delivery Date based on commodity vendor communication Uploads any shipping documents provided for the arriving shipment Each Inbound Delivery is linked to only one PO, though each PO may have multiple Inbound Deliveries. UN Umoja Training User : Umoja Inbound Goods Process Page 16

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23 View a Purchase Order ME23N Since Inbound Deliveries are created against POs, a user can find a specific Inbound Delivery by viewing the PO in Umoja ECC. This is just one way to find an Inbound Delivery. There are other methods available, which will be covered later in the course. It all depends which information you have. For example, this method is good if you have only the PO number. The Inbound Delivery Monitor may be more useful at a mission location when you want to view all incoming Inbound Deliveries. The steps to view a PO in Umoja ECC are: Enter ME23N in the Command field and click the Enter icon. The initial screen displays the last PO that the user opened Click the Other PO icon (left of the Print Preview icon) to open a new PO UN Umoja Training User : Umoja Inbound Goods Process Page 18

24 Enter the PO number and press Enter or click the Other Document button User Here we see the original Purchase Order for the medical supplies: Now, let s look at the different sections of the PO. The PO screen consists of the following: Identifying Information for the order such as PO number, vendor and document date PO Header with several tabs of header level information Note: The Incoterms field may be empty at the header level. Within the Header, click the Delivery/Invoice tab to view the Incoterm.

25 Item Overview Line Item Detail: Review the line item details for information such as Delivery Date, Quantity and Notes contained in different tabs Note: Individual line items may have different Incoterms. In this case, the Header Incoterms field may not be populated. In the Line Item Detail section, the Purchase Order History tab contains the history of the receiving actions performed on the PO. Other information includes the Movement Type, Material Document Number (from a Goods Receipt), Goods Receipt Posting Date and others. UN Umoja Training User : Umoja Inbound Goods Process Page 20

26 The user can click any of the underlined fields to open the referenced document, such as the Material Document. User Note: The Purchase Order History tab is not visible if there has not been any previous receiving action against the PO (that is, there is no history for the PO). 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, 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)

27 The Inbound Delivery document screen displays on the screen. View Inbound Delivery Monitor VL06I If the Inbound Coordinator does not navigate to a specific Inbound Delivery from the PO screen or wishes to view multiple Inbound Deliveries, the Inbound Delivery Monitor can be used. This is another method of finding an Inbound Delivery. Recall that the other method is to find the Inbound Delivery from the PO by looking in the "Confirmations" tab on a line item. The Inbound Delivery Monitor is the key functionality that allows UN locations to have transparency on incoming deliveries and their status. 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. Step-by-Step Instructions The steps to view a list of Inbound Deliveries and/or update an existing Inbound Delivery are: Enter the T-code VL06I in the Command field and click the Enter icon. The Inbound Delivery Monitor screen displays Click the List Inbound Deliveries button UN Umoja Training User : Umoja Inbound Goods Process Page 22

28 User Enter your Plant in the Shipping Point/Receiving Pt field. Ensure that the delivery dates match the desired search timeframe, or leave it blank to list all. If the Inbound Delivery number is known, it can also be entered into a field on the lower part of the screen

29 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. Click the Execute icon UN Umoja Training User : Umoja Inbound Goods Process Page 24

30 A list of Inbound Deliveries for the plant appears on the screen. This is the Inbound Delivery report User Find the corresponding Inbound Delivery based on the PO or other known information. To view an Inbound Delivery, double-click the document number. Review the document for the necessary information. The filter function and column sorting can be used to help find a delivery Some of the fields used for the columns on the report include: o Ext Delivery ID = PO number o PO Dl Date = Original Delivery Date from PO o Deliv.date = Latest delivery date that is in the Inbound Delivery (originally from PO, then as updated by Inbound Coordinator) o Ac.GI date = When goods are actually delivered to the incoterm location this column reports the Actual Goods Receipt Date field from the Inbound Delivery therefore a date in this column reflects an actual goods delivery has occurred o GoodsRecpt = This column reports the Planned Goods Movement date field from the Inbound Delivery Check the box next to the relevant Inbound Delivery to select it for update Click the Change Inbound Deliveries icon. This will open the Inbound Delivery for update. The steps to update the Inbound Delivery will be covered later in this Module.

31 Inbound Deliveries by Delivery Address Some global UN entities are classified as one Plant in Umoja even though they have delivery addresses across the world. The standard list of Inbound Deliveries will not let you filter by address. Instead, double click on an individual delivery to open the Item View. In this view you can filter on Fund Center, Office, and Street Address in order to find deliveries for your specific location. Update an Inbound Delivery Physical Goods Receipt As we look at the Inbound Delivery document, understand that not every field needs to be updated in one session as the shipment progresses, the Inbound Coordinator would return to the Inbound Delivery and update the information. UN Umoja Training User : Umoja Inbound Goods Process Page 26

32 An Inbound Delivery contains information regarding several key dates to support the goods movement and delivery process for UN locations. It is a living document, which is updated as delivery and shipping information becomes available and/or changes. The following key date is captured on the Item Overview tab of the Inbound Delivery: User Date notified by the vendor for goods delivery at the named destination (for example FCA, DAT or DAP) 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 the Inbound Coordinator acting on advice and updates from the vendor The following key date is also captured in the Item Overview tab of the Inbound Delivery: The date when the ownership of goods has been transferred, in accordance with the Incoterms This date will be used as the "Posting Date" when the Virtual Goods Receipt is performed, therefore, accuracy is the key In a Virtual Goods Receipt scenario, this date will be updated by the Inbound Coordinator to reflect the delivery of goods from the commodity vendor to UN or UN's appointed freight forwarder In a Physical Goods Receipt scenario, this date is the same as the Posting Date as updated by the Receiving User

33 Now we will take a look at updating the Inbound Delivery document. These steps begin after searching for and finding the appropriate Inbound Delivery through the associated PO (ME23N), OR after selecting it from the Inbound Delivery Monitor (VL06I): 1. Click the Item Overview tab 2. Update the Delivery date field, if required, as advised by the commodity vendor if it has changed from the original PO delivery date UN Umoja Training User : Umoja Inbound Goods Process Page 28

34 3. Now we update the details of the shipment as the commodity vendor provides to us and any other onward freight contract arranged by UN. Click the Header (Hat) icon to view the Header Details section User 4. Click the Shipment tab 5. Enter the Bill of Lading number in the BillOfLad. field for the inbound shipment When all updates are complete, click the Save icon.

35 View PO Number These steps are to view the PO document number for reference no update is required: 1. Click the Administration tab. Note that the External ID field under the Organization section displays the PO document number for reference 2. Click the Back icon to exit the Header section UN Umoja Training User : Umoja Inbound Goods Process Page 30

36 Upload Shipment Documents When they are available from the commodity vendor, inbound shipment documents (e.g. Bill of Lading, Delivery Note, etc.) are uploaded to Records Management by the Inbound Coordinator. User Records Management is the system used to manage attachments and other external documents uploaded to Umoja. You will also use this function to view any previously attached documents. To upload a shipping document: 1. Click the Services for Objects icon, then click Records Management Logistics. 2. Click the Display/Change button

37 A folder hierarchy is displayed in the middle of the screen. 3. Select the appropriate Internal Supporting Documents folder 4. Click the Create button to upload a new document. On the new pop-up window, select the Create activity and press the Enter key UN Umoja Training User : Umoja Inbound Goods Process Page 32

38 On the right side of the screen, a new area is displayed. 5. Click the Application button and then the From file menu User 6. Select the file which has to be uploaded from your local PC Note: Once done a new window will be displayed, where attributes of the document can be specified. As of now, only the first 2 fields, the Short Description and the Unique ID should be populated with the inbound delivery number followed by an underscore and a sequential number to uniquely identify the attachment (e.g _1, _2, etc.).

39 7. Click the Save icon to save the values Note: If additional window will be displayed, just click Allow button to complete the process as many times as many pop-up window is displayed. Note: Once the upload is successful, the uploaded document will be opened and will be appear under the folder which was selected earlier. In order to save the changes, click the Save button and select the Save option once again. Once done, the Record saved message will appear and just below the Save button the green light will also appear. UN Umoja Training User : Umoja Inbound Goods Process Page 34

40 Module 3: Physical Goods Receipt User Module Introduction Physical Goods Receipt refers to the process where commodity vendors deliver directly to the UN office/location, as dictated by the appropriate Incoterms. Upon delivery to the destination by the commodity vendor or the commodity vendor s shipping company (thereby transferring ownership), the Receiving User conducts a Physical Goods Receipt against the Inbound Delivery. As part of this scenario, we will also receive goods to Blocked Stock to simulate a discrepancy (damage) in the shipment. Update Inbound Delivery As explained in the previous module, the Inbound Coordinator updates the Inbound Delivery with the delivery date information from the commodity vendor (attaching the shipping documents and other information to the Inbound Delivery). Run Inbound Delivery Report The Receiving User opens the Inbound Delivery Monitor (T-code VL06I) to view the expected incoming shipments and, when applicable, the Planned Goods Movement dates to manage the Inbound Delivery workload for the receiving office. This report should be run as often as needed to manage the inbound delivery workload for the receiving office. Please see Module 2 for the detailed steps on how to use the Inbound Delivery Monitor.

41 Alternatively, if the specific Inbound Delivery number is known, the T-code VL33N can be used to display a particular Inbound Delivery. Check for Discrepancy After the goods have been delivered, the Receiving User conducts a visual physical review of the goods, as compared to the Inbound Delivery, and looks for noticeable damage. This includes reviewing details such as quantity and type of goods. The Receiving User can also refer to the PO details, if needed (through the Inbound Delivery document in Umoja). Goods Receipt in Umoja When the Receiving User confirms that the items show no discrepancy against the PO, the goods are received to Unrestricted Stock. Before conducting a Goods Receipt, the Receiving User needs to consider the following: Storage Location (if applicable) If an item being received is a Fixed Asset, the system will ask if you would like to receive it to a specific Storage Location. If this was not specified in the original Shopping Cart, you will need to enter one manually. UN Umoja Training User : Umoja Inbound Goods Process Page 36

42 Batch Management Serialization with barcode/system generated label User Quality Inspection (if applicable) If the material requires quality inspection, the Inspecting User will enter the inspection results in Umoja. Please see the Quality Inspection Job Aid for more information about how to execute a Quality Inspection in Umoja. Perform Physical Goods Receipt MIGO MIGO Screen Layout The MIGO transaction is used to perform a Physical Goods Receipt. Let s explore the layout of the MIGO Screen before we move forward: 1. The Physical Goods Receipt screen header is organized into the following tabs and sections: General tab: Document Date: The date of the Umoja transaction (always today s date) Posting Date: The date of the actual Physical Receipt. This must be updated to the actual date on which the goods arrived (that is actual Goods Receipt date) Vendor tab: Vendor information Requisitioner Details tab (people icon) Collective Slip check box: Must be selected to print the Goods Receipt slip Item Overview section: In this section, each item appears as a separate line item, if the PO contains multiple items

43 Your view of this section can be customized by dragging the columns and click the Table Settings button to save your view. 2. Under the Item Overview section is the Item Details section. It contains the following tabs and information which should be reviewed and verified for each line item: Material tab: Shows the Material ID and Description Quantity tab: Shows the Quantity in Unit of Entry, Quantity Ordered, and Quantity Received previously (if applicable) Where tab: Shows the Movement Type, Stock type, Plant, Storage Location Goods Recipient Name, Unloading Point, Free Text and Stock Overview fields Purchase Order Data tab: Shows the PO Information and Incoterms Partner tab: Shows the vendor information Batch tab: Shows the batch information and expiration date (if receiving batched material) Account Assignment tab: Shows the financial information Serial Numbers tab: Shows the serial numbers (if receiving equipment) UN Umoja Training User : Umoja Inbound Goods Process Page 38

44 Step-by-Step Instructions to perform Physical Goods Receipt User 1. Enter the T-code MIGO in the Command field and click the Enter icon 2. Select Goods Receipt and Inbound Delivery from the drop-down list 3. Enter the Inbound Delivery number, which can be obtained from the Inbound Delivery report or from the PO 4. Enter the movement type for Physical Goods Receipt (e.g. 101 to Unrestricted Stock) 5. Click the Execute icon. The relevant information from the Inbound Delivery populates on the screen Note: In case of wrong Inbound Delivery number or any other entry errors, use the Start Over icon to clear the populated data.

45 The Physical Goods Receipt screen appears. For each line item that has been delivered, the Receiving User must: 6. Select the required line item 7. Click the Quantity tab where the Quantity Ordered and Quantity Received are listed 8. Enter the actual quantity received in the Qty in Unit of Entry field 9. Press the Enter key and the amount will automatically update in the Qty in SKU field. 10. The Qty in Unit of Entry from the Item Overview section is also updated Next, we should make sure the correct Storage Location for these items. To do this: 11. Click the Where tab 12. Revise the Storage Location if necessary. It is possible to search among all Storage Locations at your assigned Plant UN Umoja Training User : Umoja Inbound Goods Process Page 40

46 User Note: For non-im (Inventory Management) locations, when receiving a Fixed Asset, the system will prompt for a storage location. Enter A000 if it has not been done so already. For Batch managed materials: 13. Click the Batch tab and enter the physical batch number on the received material. The batch expiration date needs to be entered in the SLED/BBD field For Serialised materials 14. Click the Serial Numbers tab and check the Create Serial Nos Automatically for the system to generate serial numbers 15. Select the Item Ok check box when ready to post

47 16. After the quantity has been updated and information verified for all the line items, all the items have been ticked for processing, click the Check button 17. If the system detects a warning or an error, a display log will pop up with a system message (for example, it will inform the user about the quantity of goods remaining that have not been received (the deficit ) for each line item) Note: A yellow triangle denotes a warning further processing can still occur. A red circle denotes an error - further processing can NOT occur 18. Review the log and close the pop-up window 19. Click the Post button 20. At this point, a pop-up appears prompting the user to print the Goods Receipt slip / material labels (depending on the type of material) 21. The Material Document (system term for a Goods Receipt document) is automatically generated. The Material Document number appears at the bottom of the screen when the goods are posted. It serves as proof of the Goods Receipt in the system UN Umoja Training User : Umoja Inbound Goods Process Page 42

48 When the Goods Receipt is posted, the system will automatically print the GR Slip Form and labels. For serialized materials, the label will include the serial number and will be printed for each one of the items received. User The system will also generate notification s to inform the Requisitioner and the Buyer of the Goods Receipt. View Material Document A material document is generated with each Goods Receipt action performed in Umoja ECC. Users can view Material Documents by selecting Display and enter the corresponding Material Document number in the Goods Receipt screen (T-Code MIGO). The Display Material Document screen has the same fields and tabs as the Goods Receipt screen, in addition to a Doc info tab and an Output tab. However, the information cannot be edited. Notifications during the Goods Receipt Process Umoja ECC creates notifications during the Goods Receipt process: Every Goods Receipt posting generates an notification to the Receiver, Requisitioner and Buyer listed in the PO s are generated for receipts (including under delivery) and reversals and will indicate the stock type (for example blocked stock, unrestricted stock or inspection) When goods are serialized, an notification is generated to the Requisitioner which includes the details of the Equipment Records generated Inbound Coordinators will not receive notifications

49 Below is an example of a Goods Receipt notification by Receiving Equipment/Serialized Materials The serialization requirement for certain items is set at the Material Master level. The Receiving User can print the bar code labels based on Umoja numbers or enter custom labels on the Equipment Master record to finalize the Goods Receipt process. If the serial number is system-generated, the Equipment Master s TechID field automatically adopts this serial number preceded by 3 stars (***) in order to indicate that this is an automatically generated ID. The user can overwrite this number if an external barcode already exists. The Inventory Count reports reference both the system-generated serial number and the TechIdentNo. fields to facilitate the count. The high-level process for receiving serialized materials is depicted below: UN Umoja Training User : Umoja Inbound Goods Process Page 44

50 All trackable material requires a serial number to be assigned at the point of Goods Receipt. If a material is serialized, an Equipment Record is also created at the point of Goods Receipt. After Goods Receipt, a barcode is printed automatically if a printer has been configured. User Validationn of Equipment Record If the goods are serialized, an is generated notifying the Requisitioner of all the equipment records generated. The Receiving User needs to validate the creation of the Equipment Record. The steps to validate the creation of the Equipment Record are: 1. Enter IQ02 in the Command field to open the Serial Number Master Shell 2. Enter the material number in the Material field 3. Enter the Serial Number generated in the earlier receipt, or click the Matchcode icon to search for it

51 The following screen appears on the SerData tab: The Plant and StorageLocation fields will be automatically populated based on the Goods Receipt On the Structure tab: The TechIdentNo. field shows the system-generated serial number (with 3 * s in front). The user can edit this field, if needed, to include the external barcode UN Umoja Training User : Umoja Inbound Goods Process Page 46

52 Module 4: Virtual Goods Receipt User Module Introduction IPSAS requires goods to be received at the point of transfer in ownership from the commodity vendor to UN, as dictated by the appropriate Incoterms. This can occur before goods are physically received by the UN office/location, for example when they are placed at the disposal of a UN-designated freight-forwarder. In Umoja, this is considered as a Virtual Goods Receipt. Recall that Umoja is configured to require a Virtual Goods Receipt for these 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 The flow of documents created in Umoja during the Virtual Goods Receipt process is as follows:

53 Putting it Together: Virtual Goods Receipt Relating the steps to Enterprise Roles, the process for Virtual Goods Receipt is below: Note: Steps 8-12 applies to goods purchased for inventory purposes only. UN Umoja Training User : Umoja Inbound Goods Process Page 48

54 Update Inbound Delivery for Virtual Goods Receipt User For Virtual Goods Receipts, the Inbound Coordinator performs the following tasks: For Virtual Goods Receipt, when goods are delivered to the location dictated by the Incoterm, the Inbound Coordinator updates the Actual Goods Receipt Date and the actual quantity. The Inbound Coordinator also checks all delivery documents for compliance For Virtual Goods Receipt, if follow-on freight contract is arranged, the Inbound Coordinator uploads the documents for the follow-on freight movement

55 Update an Inbound Delivery To update an Inbound Delivery in preparation for a Virtual Goods Receipt, first open the relevant Inbound Delivery. This can be found through either the associated PO (ME23N), or by searching the Inbound Delivery monitor. See Module 2 for more informationa about how to find an Inbound Delivery. Once the appropriate Inbound Delivery is open and in Edit mode: 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 the actual quantity received is less than the expected quantity from the PO, another Inbound Delivery is automatically generated for the remaining quantity/balance. UN Umoja Training User : Umoja Inbound Goods Process Page 50

56 User 4. Click the Header icon to view the Header Details section 5. Click the Shipment tab 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 the TrnsIDCode (Transport ID Code) field for downstream reference 8. Save the Inbound Delivery when complete Update an Inbound Delivery Upon Delivery The Inbound Coordinator can also update additional information about shipments, if available: 1. Click the Goods Movement tab 2. Update the Planned Goods Movement Date field to the expected date the goods will arrive at the receiving location (if available) to provide downstream visibility 3. Click the Services for Objects button to check any previously uploaded documents and attach additional documents Remember that once the Virtual GR is done, the Inbound Delivery is closed and further updates/information cannot be made to the Inbound Delivery.

57 Perform Virtual Goods Receipt View Inbound Delivery Monitor VL06I The Virtual Receiving User runs the Inbound Delivery report using the T-code VL06I to list the deliveries expected. The User notes that a particular delivery arrived at the port and therefore requires a Virtual Goods Receipt. When viewing the Inbound Delivery report (VL06I) 1. Click the Item View/Header View button to toggle between the two different report layouts, the Header-Level view, and the Item-Level view 2. Click the Filter icon to filter by a specific column (such as Cost Center) The key column to note is the Actual Goods Receipt Date, labeled Ac. GI Date (see the above Header-level view) which indicates that a delivery has been made. UN Umoja Training User : Umoja Inbound Goods Process Page 52

58 User Other columns/fields to note on the Inbound Delivery Monitor are: Ext Delivery ID = PO number PO Dl Date = Original Delivery Date from PO Deliv.date = Latest delivery date that is in the Inbound Delivery (originally from PO, then as updated by Inbound Coordinator) Ac.GI date = When goods are actually delivered to the incoterm location this column reports the Actual Goods Receipt Date field from the Inbound Delivery therefore a date in this column reflects an actual goods delivery has occurred GoodsRecpt = This column reports the Planned Goods Movement date field from the Inbound Delivery Virtual Goods Receipt nvl06i The Virtual Receiving User, per IPSAS requirements, 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. The steps to perform the Virtual Goods Receipt are: 1. Enter nvl06i in the Command field 2. Click the For Goods Receipt button to access the Goods Receipt functionality

59 3. Click the All Selections icon to allow the user to input the plant in the Shipping Point/Receiving Pt field. This will filter on Inbound Deliveries for your Plant. 4. Enter information to filter list for Goods Receipt (incl. Inbound Delivery number, if known), further filtering the results that will display. (The Doc Data fields for Inbound Delivery Document number field is further down the page than shown below.) 5. Click the Execute icon Note: Avoid clicking the Goods Receipt in Background button as this will simply process "all the deliveries" based on the selection criteria they have in the screen without knowing what is actually processing. UN Umoja Training User : Umoja Inbound Goods Process Page 54

60 Open the relevant Inbound Delivery (double-click) and review/verify all details and attached documents (for example, quantity). User Click the Edit button to start posting the Virtual Goods Receipt. When performing a Virtual Goods Receipts for Inventory, a Transit Storage Location must be entered. Recall that Transit Locations have been created to indicate where goods are geographically located prior to arrival to final destination. They support the Virtual Goods Receipt process and have no financial derivation (no correspondence to Funds Center). To do assign a Transit Storage Location, click the Stock Placement tab. In the SLoc column, enter 9xxx (depending on the user s location).

61 When performing a Virtual Goods Receipt for consumption (as opposed to inventory), a Storage Location is not required. However, this means that there is effectively a loss of visibility in the system of the shipment from the Transit Location to the final destination. Therefore, we would need to use the shipping contract if we want to monitor that freight has been successfully completed. The follow-on freight PO number can be found in the TrnsIDCode (Transport ID Code) field in the Shipment tab of the Inbound Delivery. UN Umoja Training User : Umoja Inbound Goods Process Page 56

62 Batch Managed Materials If applicable based on the Material(s) being received, batch numbers must be entered/generated. Select the line item and click the Batch Creation button. If a batch number is known, it can be entered here. Otherwise, the system will automatically generate a batch number. The expiration date needs to be entered. User

63 Serialized Materials If applicable, again based on the Material(s) being received, serial numbers must be generated. First, click the Extra dropdown. Select Serial Numbers and click the Create Serial Number Automatically button. Click the Enter button. Post Virtual Goods Receipt When completed, while in Edit mode, click the Post Goods Receipt button at the top of the screen. Note that if the items require inspection, it is NOT performed at the point of Virtual Receipt. Rather, it is performed when the goods arrive at the physical location. To confirm that the Goods Receipt has posted or to view the status of the delivery, the Virtual Receiving User should return to the Inbound Delivery Document. UN Umoja Training User : Umoja Inbound Goods Process Page 58

64 The Status Overview tab shows which goods have been received and indicates any partial receipts, as well as overall status: User A is not yet received C is completely received B is partially received In the above example, the Overall Status B is showing for the whole inbound delivery (as some line items have been received, some have not). Below, each line item has its own individual status.

65 At this point, Umoja prompts the user to print the Goods Receipt slip. The Goods Receipt slip is generated along with a Material Document, which is the Umoja term for a Good Receipt system document, for each Inbound Delivery. Onward Shipment After the goods are virtually received, they are transported to the final, physical receiving location. For the second leg of this process, several follow-on documents are generated. These documents are: Stock Transfer Order (STO) Outbound Delivery Inbound Delivery (separate from the original Inbound Delivery document) The STO is similar to an internal PO and is generated with an Outbound Delivery to process the onward shipment. Remember, these steps apply only to receiving shipments for Inventory. As noted previously, if receiving for consumption, no further steps are required after performing the Virtual Goods Receipt. UN Umoja Training User : Umoja Inbound Goods Process Page 60

66 Create Stock Transfer Order (STO) ZLEAUTOPGI The steps to create the STO for follow-on delivery are: User 1. Enter ZLEAUTOPGI in the Command field and click the Enter icon 2. Enter the receiving plant (for example, US00) in the Plant field 3. Enter 9xxx (depending on the user s location) in the Storage Location field. This represents the virtual storage location and should always be entered for Virtual Goods Receipts 4. Enter the entry date in the Date of Entry field. The date range should include the date on which the receipt was executed 5. Click the Execute icon. Based on the input values, the system will display all the goods that are virtually received at the plant during the chosen period 6. Select the required line item from the Material Documents section. Multiple line items can be selected

67 Repeat the following steps for each line item: 7. Enter the required details in the Bill of Lading field 8. Enter + 30 days in the Expected Delivery date at delivery location field 9. Enter the freight PO number for the follow-on shipment in the Freight PO field 10. After all the items have been updated, click the Create STO/DO button. Ensure that there are no processing errors UN Umoja Training User : Umoja Inbound Goods Process Page 62

68 When you see the confirmation message that the STO has been created, double-click the document number to display it. The second Inbound Delivery number is listed in the Confirmations tab User Update Inbound Delivery 2 Now, the user needs to update the second Inbound Delivery. The second Inbound Delivery number is listed in the Confirmations tab of the STO that was created in the previous step. The following actions must be taken on the second Inbound Delivery: After reviewing all the details that were automatically populated, the Bill of Lading number must be entered in the Header of the Inbound Delivery. If follow-on freight is arranged and a PO number is available, the MnsTransTy (Means of Transport Type) field must be updated with the code ZFPO. Enter the follow on freight PO number in the TrnsIDCode (Transport ID Code) field for downstream reference

69 To update the new Inbound Delivery: 1. Enter VL32N in the Command field 2. Click the Enter icon 3. Enter the Inbound Delivery number from the previous step 4. Click the Enter icon to load the delivery 5. Review all prepopulated details 6. Click the Header (Hat) icon to view the Header Details section 7. Click the Shipment tab 8. Enter the Bill of Lading number in the BillOfLad. field for the inbound shipment 9. If follow-on freight is arranged and a PO number is available enter the code ZFPO in the MnsTransTy (Means of Transport Type) field 10. Enter the follow on freight PO number in the TrnsIDCode (Transport ID Code) field for downstream reference UN Umoja Training User : Umoja Inbound Goods Process Page 64

70 Monitor Stock in Transit MB5T User The steps to view the stock in transit materials report are: 1. Enter MB5T in the Command field and click the Enter icon 2. Enter the Plant in the Receiving Plant field 3. Enter the actual receiving location as per the original PO in the Receiving Location field 4. Click the Execute icon 5. Click the Detail List icon to display the report in a table format. The report shows the Stock in Transit STO document with all the materials Physical Goods Receipt Lastly, once the goods are deliverd to the final destination, the steps for Physical Goods Receipt are followed, referencing the second Inbound Delivery number. See Module 3 for information about performing a Physical Goods Receipt.

71 Module Introduction This module covers Blocked Stock handling and Goods Receipt reversals. Earlier in Module 1, we listed the Movement Types associated with different types of Goods Receipts. There are also different Movement Types for receiving and returning goods into Blocked Stock and Quality Stock. See Module 1 for the full table of Movement Types in Umoja. Blocked Stock Handling During the visual physical inspection, if the Receiving User discovers that an item is physically damaged, it needs to be received as 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. UN Umoja Training User : Umoja Inbound Goods Process Page 66

72 The Receiving User enters the T-code MIGO (as shown previously) but uses a movement type 103 to receive this generator to Blocked Stock. The invoice processing is blocked and a Blocked Stock slip is generated. User Note: Blocked stock is an exceptional process and should only be used in cases of damaged goods After the receipt to Blocked Stock is posted, a Blocked Stock slip is generated. After the Receiving User reports the issue to the Requisitioner, the buyer would collaborate with the Vendor and Requisitioner to resolve the discrepancy. A decision will be made to either accept the goods or return the goods to the vendor.

73 If the goods can be accepted, the Receiving User uses the T-code MIGO, 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. If the material cannot be accepted, the Receiving User uses the T-code MIGO and a movement type to indicate the return to vendor status. The return movement type (122 or 124) depends on which Stock Type the goods were originally received to refer to following slide. In the Where tab, the system asks the user to complete a Reason for Movement before the return is posted. Note: Additional details can also be added in the short Text field. UN Umoja Training User : Umoja Inbound Goods Process Page 68

74 After the return to vendor is posted, a Vendor Return slip is generated User Good Receipt Reversal If a Goods Receipt transaction needs to be completely reversed (for example, error or nonvendor return scenarios), use the MIGO transaction and select Cancellation in reference to a Material Document. This completely cancels the receipt with all line items and quantities. Note: If the payment has already been processed, the Receiving User needs to notify the Requisitioner that the reversal action is complete. The Requisitioner then works with Finance and other relevant offices to reverse the payment (offline).

75 The steps to reverse only select line items are as follows: 1. Enter the T-code MIGO in the Command field and click the Enter icon. 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. In this situation, the GR is executed in reference to a Purchase Order as the goods were already received from an Inbound Delivery document, thereby closing the Inbound Delivery. 3. The Receiving User can specify the line item and quantity (in the Quantity tab) to reverse (for example partial reversal) 4. If the material is one that requires quality inspection, ensure that the correct stock type is selected in the Where tab. Remember that you are always returning from the stock the goods are currently in (Unrestricted, Blocked or Quality) UN Umoja Training User : Umoja Inbound Goods Process Page 70

76 The ME23N Display Purchase Order transaction should be used to verify the reversal posting. The Purchase Order History tab gives a view of all receipt and reversal transactions for each line item, as well as the corresponding material documents. User Note: the Movement Types are in the (MvT) column.

77 Appendix and Reference Information Module 6: Reports Purchase Order Reports ME2N, ME2L, etc. As you recall from the Logistics Overview course, there are several key reports used across the Umoja Logistics process. Using the T-code ME2N, the user can generate a list of Purchase Orders by PO number for a mission/location. This allows the user to find the status/details of a particular PO. Other variations of this report allow views by vendor, by material and others. Note: On the Purchase Order report, populate any of the search fields to customize the report. The report allows the user to search for all documents matching each criteria, or the user can choose a range (for example, delivery date) to search by. The fields in the red boxes are the most commonly filtered fields. UN Umoja Training User : Umoja Inbound Goods Process Page 56

78 Appendix and Reference Information User On the report that appears, the user can double-click information such as the PO number and Vendor number to navigate to the corresponding document.

79 Material Document Report MB51 Using the T-code MB51, the user can generate a list of the material documents (Goods Receipts) that have been posted by material or multiple materials. From the output list, the user can search for and display a particular material document. On the report that appears, the user can view the material document generated for each material. UN Umoja Training User : Umoja Inbound Goods Process Page 58

80 Appendix and Reference Information User Purchasing Document Report ME80FN Using the T-code ME80FN, the user can generate an overall Purchasing report to view details of documents related to Supply Chain transaction (Purchase Orders, Material Documents and others). The report is very customizable to include fields that a user may need and assists with further analysis. On the report that appears, the user can double-click information such as the PO number and Vendor number to navigate to the corresponding document.

81 Stock Overview Report MMBE There are several useful reports that a user can use to review materials in different stock before conducting a Goods Receipt. The Stock Overview report (T-code: MMBE) allows the user to view the stock types by material, plant or storage location. The steps to view the Stock Overview report are: 1. Enter MMBE in the Command field 2. Click the Enter icon 3. Enter US00 in the Plant field 4. Enter in the Material field 5. Click the Execute icon UN Umoja Training User : Umoja Inbound Goods Process Page 60

82 Appendix and Reference Information User Below is an example Stock Overview report:

83 Warehouse Stock Report The Warehouse Stock report (t-code: MB52) allows the user to view stock types by storage location and plant in WM locations. The steps to view the Warehouse Stock report are: 1. Enter MB52 in the Command field 2. Click the Enter icon 3. Enter US00 in the Plant field 4. Enter in the Material field 5. Click the Execute icon Here is a Warehouse Stock report: UN Umoja Training User : Umoja Inbound Goods Process Page 62