SC320 Umoja Inbound Goods Process: PK & SPM. Umoja Inbound Goods Process: PK & SPM Version 26 1

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1 SC320 Umoja Inbound Goods Process: PK & SPM Umoja Inbound Goods Process: PK & SPM Version 26 Copyright Last Modified: United 23 Aug Nations 13 1

2 Introduction Please share with us: Your name Your section/unit Years of experience in the UN An interesting fact about you 2

3 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 3

4 Course Overview The purpose of the Umoja Inbound Goods Process course is to train end users on how to support the Inbound Goods process using the Umoja ECC system. This is an interim process applicable to Peacekeeping and Special Political Missions (SPMs), during the period of coexistence between the Umoja and Galileo systems, for activities performed when receiving goods from commercial/commodity vendors. Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Master Data & Coding Block Overview Umoja ECC Navigation Umoja Logistics Overview: PK & SPM Course Duration: 6 hours 4

5 Course Objectives After completing this course, you will be able to: Explain the key concepts from the Logistics Overview (Level 1) course Display a Purchase Order (PO) Describe the significance of the Inbound Delivery Display, update and monitor an Inbound Delivery Perform a virtual Goods Receipt against an Inbound Delivery Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery Perform a Goods Receipt to Blocked Stock against an Inbound Delivery View a Material Document created during a Goods Receipt Describe the important dates and notifications during the Goods Receipt process Reverse a Goods Receipt transaction Process a return to the vendor Describe the Goods Receipt interface to the Galileo system 5

6 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 6

7 Module 1 Objectives After completing this module, you will be able to: Explain the key concepts from the Logistics Overview (Level 1) course 7

8 Key Terminology Key Term Purchase Order (PO) Invoice Goods Receipt Low Value Acquisition (LVA) Plant Three-Way Matching Description A buyer-generated document that authorizes a purchase transaction A vendor-generated document that indicates the products, quantities and agreed prices for products delivered by the vendor A document generated to acknowledge receipt of goods, against an Inbound Delivery, conducted at the point of first receipt or transfer of ownership A PO used for requirements that are up to $4,000 USD, issued without the direct involvement of Procurement. This replaces the Short Form PO process A location where materials are produced, purchased, stored, inventoried, shipped, received and valuated or from which services are provided (Mission/Support Center in Peacekeeping, Country for HQ and OAHs) The comparison of information, such as, quantities, price per unit and terms appearing on the vendor s invoice with the information on the PO and the Goods Receipt. This is done through the Logistics Invoice Verification (LIV) process 8

9 Key Terminology Key Term Inbound Delivery Movement Type Virtual Goods Receipt Physical Goods Receipt Material Master Description A system document containing key delivery data required for triggering and monitoring the inbound movement of goods to the mission area. Similar to an Advanced Shipping Notice (ASN) A three-character field in the Umoja ECC system to describe the type of material movement that needs to be performed. It is used for all types of goods movement in Umoja such as receipts and reversals A Goods Receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to UN occur at a named place of delivery, other than the final destination A Goods Receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to UN occur at the intended mission destination Material master records contain all the information about the materials that the UN procures, stores and ships. The integration of all information about a material into a single record eliminates redundancy and makes it possible to store material data for all relevant system components in a single, central database. 9

10 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: Inbound Coordinator Updates information about inbound movement of goods to the mission, based on information provided from commodity vendors and freight providers Manages the information flow to indicate transfer of ownership of goods Enables downstream operations to be optimized through provision of shipment/movement information Cannot perform virtual or physical Goods Receipt transactions in Umoja Note: Role definitions have been modified for this interim process. 10

11 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: Virtual Receiving User Receives goods against commercial procurement during the Virtual Goods Receipt process Indicates UN acceptance of goods during transfer of ownership, in accordance with the Incoterm Note: Role definitions have been modified for this interim process. 11

12 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Umoja Inbound Goods process: Receiving User Receives goods against commercial procurement during the Physical Goods Receipt process Indicates UN acceptance of goods during transfer of ownership, in accordance with the Incoterm Note: Role definitions have been modified for this interim process. 12

13 Umoja Inbound Goods Process Review The Umoja Logistics Overview course introduces the Inbound Goods Process (for DFSsupported missions), that is being implemented during the coexistence period between the Umoja and Galileo systems. This process is performed when receiving goods from commodity vendors and is also applicable for goods receipts resulting from Low Value Acquisitions (LVA s). With the implementation of Umoja, several aspects of the business are changing: System Integration Financial Implications Inbound Delivery Process Virtual vs. Physical Goods Receipt process Inbound Processing Umoja Goods Receipt (Quantity & Basic Verification) Galileo Goods Receipt and Inventory Management* Note: These processes are governed by IPSAS/OPPBA guidelines/procedures and documented in publications, such as the Procurement Manual, DFS Property Management Manual and other policies issued by UN. 13

14 Virtual and Physical Receipt for Common UN Incoterms The transfer of ownership that occurs between the seller and buyer is dictated by the Incoterm. A virtual Goods Receipt can occur at any location prior to the final receiving UN location. The Incoterms 2010 commonly used by UN are depicted below: Point of Origin Port Onboard Vessel Port UN Location EXW UN Virtual Receipt FCA Seller UN FOB Seller UN DAT Seller UN Seller Seller DAP DDP Physical Receipt 14

15 Umoja ECC Stock Type As you recall, Umoja ECC uses movement types to perform the receiving actions taken. When a movement type is used, goods are received to a certain stock type. A stock type defines the system state that classifies goods. Stock types used in Umoja: Unrestricted Stock Blocked Stock Material available for use upon receipt This stock type allows full financial posting and invoice processing Material not available for use upon receipt Should only be used in exceptional cases Used when goods are clearly damaged or have different specifications from the PO Upon receipt of such goods UN will not accept ownership until resolution is reached with vendor This stock type blocks full financial posting and invoice processing Note: As inventory or stock is not managed in Umoja during the interim period with Galileo, the purpose of the stock type is to determine financial posting and invoice processing. 15

16 Goods Receipt Movement Types As explained in the Logistics Overview course, this table shows the different types of Goods Receipt movement types (with Movement Type codes): Movement Type Description Financial Implication ZP1 Virtual Receipt 101 Receipt to Unrestricted Stock 102 Reverse Receipt (Virtual or Physical) 103 Receipt to Blocked Stock 105 Release Blocked Stock Return to Vendor after Receipt to Unrestricted Stock Return to Vendor after Receipt to Blocked Stock Full financial posting Invoice processing Three-way match Full financial posting Invoice processing Three-way match Varies depending on receipt movement type No financial posting No invoice processing Full financial posting Invoice processing Three-way match Varies depending on receipt movement type Varies depending on receipt movement type 16

17 Putting it Together: Goods Receipt Scenarios The steps for performing a virtual or physical Goods Receipt are summarized below: Virtual Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Inbound Coordinator Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Virtual Receiving User Virtual Receipt Physical Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at destination Receiving User Check Delivery Documents Receiving User Check for Discrepancy Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo 17

18 Learning Checkpoint 1 When goods physically arrive at the final destination, which tasks are performed by the Receiving User in Umoja ECC? Select the correct option. A. Receive goods in Umoja ECC B. Barcode and update received batches, as applicable C. Performing quality inspection of materials D. Create an Inbound Delivery 18

19 Learning Checkpoint 1 When goods physically arrive at the final destination, which tasks are performed by the Receiving User in Umoja ECC? Select the correct option. A. Receive goods in Umoja ECC B. Barcode and update received batches, as applicable C. Performing quality inspection of materials D. Create an Inbound Delivery Option A is correct. The Receiving User receives the goods in Umoja ECC after the goods physically arrive at the receiving mission location. 19

20 Module 1 Summary The key points covered in this module are listed below: Roles involved in the Umoja Logistics process are the Inbound Coordinator, Virtual Receiving User and the Receiving User Key changes with the implementation of Umoja are the coexistence of Umoja ECC and Galileo, systems integration, financial implications, Goods Receipt and Inbound Delivery process changes Stock types in Umoja are Unrestricted Stock and Blocked Stock Review of movement types and financial implications Steps for performing a virtual and a physical Goods Receipt 20

21 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 21

22 Module 2 Objectives After completing this module, you will be able to: View a PO in ECC Update and display an Inbound Delivery Describe who updates certain fields in the Inbound Delivery Run an Inbound Delivery report 22

23 Inbound Delivery Overview An Inbound Delivery is a system document used to collect all shipment/delivery details (similar to an Advanced Shipping Notice provided by freight-forwarders). The key features are: It provides the link between Procurement and Mission Logistics and R&I functions It is created against the Purchase Order. Umoja ECC runs a scheduled batch job to create the Inbound Delivery and transfers key Purchase Order data The Inbound Coordinator updates it with shipping updates from the vendor. This informs receiving offices of expected delivery dates and shipment information For virtual receipts, the Inbound Coordinator updates it with the actual delivery date and uploads the delivery documents (including onward movement) An Inbound Delivery report can be produced by each receiving mission to track Inbound Deliveries. Goods are received against the Inbound Delivery 23

24 Inbound Delivery Overview The end-to-end process from Procurement to Goods Receipt in Umoja is as follows: 1 2 Virtual 4 (Goods Receipt) Purchase Order Inbound Delivery generated from the PO by Umoja Inbound Delivery 3 3 Physical (Goods Receipt) Material Document (Goods Receipt) PO is created during Procurement Inbound Delivery is updated during shipment A Goods Receipt is conducted against the Inbound Delivery Goods Receipt slip is generated 24

25 Inbound Deliveries and Purchase Orders Since Inbound Deliveries are created against PO s, an Inbound Coordinator (e.g. a Procurement Officer) can find a specific Inbound Delivery by viewing the PO in Umoja ECC. The steps to view a PO in Umoja ECC are as follows: 1 Enter the T-code ME23N in the Command field. The initial screen displays the last PO that the user opened 2 Click the Other PO icon (left of the Print Preview icon) to open a new PO Enter the PO number and press enter or click the Other Document button

26 View a Purchase Order The overall PO screen appears as follows: 26

27 View a Purchase Order Now, let s look at the different sections. The PO screen consists of the following fields and sections: 1 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. 27

28 View a Purchase Order 3 Item Overview 4 Line Item Detail - Review the line item details for information such as Delivery Date, Quantity, and notes contained in the different tabs. 3 4 Note: Individual line items may have different Incoterms. In this case, the Header Incoterms field may not be populated. 28

29 View a Purchase Order In the Line Item Detail section, click the Purchase Order History tab to view the history of receiving actions performed on the PO. For example, the movement type, the material document number (from a Goods Receipt), the Goods Receipt posting date and others. The user can click any of the underlined fields to open the referenced document, such as material document. Note: The Purchase Order History tab is not visible if there has not been any previous receiving actions against the PO (i.e. there is no history for the PO). 29

30 View a Purchase Order The Inbound Delivery document number is found on the PO s Confirmations tab. A PO may have multiple Inbound Deliveries Each Inbound Delivery has one Incoterm, 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) 30

31 Inbound Delivery Screen The Inbound Delivery document screen displays on the screen. 31

32 Simulation Activities Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided 32

33 Activity 1 Transaction Name: View a PO Transaction Code: ME23N Link to the uperform simulation: ?mode=EU&originalContext=

34 Updating an Inbound Delivery The Inbound Coordinator performs the following tasks: Updates the Delivery Date based on commodity vendor communication, and uploads any shipping documents provided for the arriving shipment 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 Point of Origin Port Onboard Vessel Port UN Location The next section contains steps for the Inbound Coordinator to complete these tasks. 34

35 Key Inbound Delivery Dates The Inbound Delivery contains information regarding several key dates to support the goods movement and delivery process for Peacekeeping missions. It is a living document which is updated as delivery and shipping information becomes available an/or changes. The responsibility for updating key dates is shared among different offices, depending on which office would likely have the most accurate and current information. Inbound Coordinators Procurement Offices Mission Movement Control Offices (MovCon) 35

36 Key Inbound Delivery Dates Inbound Delivery Document is updated by both Procurement and Mission Movement Control Offices. The offices are responsible for updating the following specified date fields: Procurement Offices Delivery Date As advised or updated by commodity vendor. Always Procurement Office. Actual Goods Receipt Date* When goods delivered by the commodity vendor to an external vendor/freight Forwarder Mission Movement Control Offices (MovCon) Actual Goods Receipt Date* When goods delivered by the commodity vendor to UN at a transit location for onward movement Note: The Actual Goods Receipt Date is the key date that will be used for the Goods Receipt Posting Date which will be audited for IPSAS compliance during the Goods Receipt process. *Updated by Procurement or MovCon, depending on the situation 36

37 Key Inbound Delivery Dates The following key dates are captured on the Item Overview tab of the Inbound Delivery: Delivery Date Procurement Date notified by the vendor for goods delivery at the named destination (for example FCA, DAT or DAP) Data for this field is automatically populated from the PO This provides visibility to downstream activities/offices of planned incoming shipment dates and details to allow movements planning It is updated by Procurement staff acting as Inbound Coordinator acting on advice and updates from the vendor 37

38 Key Inbound Delivery Dates The following key dates are captured on the Item Overview tab of the Inbound Delivery: Actual Goods Receipt Date Procurement MovCon The date when the ownership of goods has been transferred, in accordance with the Incoterms This date will be used as the "Posting Date" when the virtual Goods Receipt is performed, therefore, accuracy is key In a virtual Goods Receipt scenario, this date will be updated by Procurement staff or Mission MovCon staff acting as Inbound Coordinator to reflect the delivery of goods from the commodity vendor to the UN or the UN's appointed freight forwarder 38

39 Inbound Delivery Overview Now, let s look at the Inbound Delivery in detail. The Inbound Delivery screen consists of the following key elements: 1 Header View button 2 Document number of the Inbound Delivery 3 Document Date of the Inbound Delivery The Item Overview tab contains several important dates (described in detail later): 4 Delivery date: provided by the vendor and originally derived from the PO 5 Actual GR date: Reflects the date for transfer of ownership to UN per Incoterm

40 Inbound Delivery Overview The lower part of the Inbound Delivery screen also contains the item detail information: Plant (Mission) 6 7 Material number - i.e. the Product ID 8 Delivery quantity originally copied from PO, then updated as advised by vendor Document Flow button - can use this to navigate back to the PO screen Note: The user can drag and rearrange the columns as needed 40

41 Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The mission has ordered some fuel storage tanks and vehicle spare parts from a Systems Contract. The goods are to be delivered to the mission s local port of entry. In this scenario, the overall steps relating to the Inbound Delivery process are as follows: 1. Umoja automatically creates an Inbound Delivery in the system for this delivery using the information from the PO (for example delivery date and materials) 2. The Inbound Coordinator updates the Delivery date field in the Inbound Delivery, if the commodity vendor provides an update 3. The Inbound Coordinator confirms that the goods are delivered to the port. The Inbound Coordinator uploads the delivery documents and any onward shipping documents and they also update the Inbound Delivery with the actual quantity received and the Actual Goods Receipt Date field 4. The Virtual Receiving User runs the Inbound Delivery Report as often as locally needed. This report provides the mission with the visibility and shipping details and documents of forecasted inbound shipments Inbound Processing Umoja Goods Receipt Galileo Goods Receipt 41

42 Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The goods are to be delivered to the local port of entry. Virtual Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Inbound Coordinator Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Virtual Receiving User Virtual Receipt Physical Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at destination Receiving User Check Delivery Documents Receiving User Check for Discrepancy Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo 42

43 Update an Inbound Delivery Inbound Delivery Report 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 report can be used. The steps to view a list of Inbound Deliveries and/or update an existing Inbound Delivery are as follows: 1 Enter the T-code VL06I in the Command field. The Inbound Delivery Monitor screen displays 2 Click the List Inbound Deliveries button 1 2 Note: After a Goods Receipt is posted for the full quantity in the Inbound Delivery, it can no longer be updated as the delivery is considered complete. 43

44 Update an Inbound Delivery Inbound Delivery Report 3 4 Enter your Plant (Mission) in the Shipping Point/Receiving Pt field. Ensure that the delivery dates match the desired search timeframe, or leave blank to list all. If the Inbound Delivery number is known, it can also be entered into a field on the lower part of this screen Optionally, scroll down the screen to the Total Goods Movement Status and enter A to filter Inbound Deliveries for which a Goods Receipt has NOT been processed already. Click the Execute button

45 Update an Inbound Delivery Inbound Delivery Report A list of Inbound Deliveries for the mission appears on the screen. This is the Inbound Delivery report. 5 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 6 Check the box next to the relevant Inbound Delivery to select it for update 7 Click the Change Inbound Deliveries icon Note: The External Delivery ID field = the PO document number 45

46 Update an Inbound Delivery Delivery Update Now, the Inbound Coordinator can update the Inbound Delivery document for this shipment. The steps to update the shipping documents are as follows: 1 Click the Item Overview tab Update the Delivery date field, if required, as advised by the commodity vendor if it has changed from original PO delivery date MovCon Procurement 46

47 Update an Inbound Delivery Delivery Update 3 Click the Header (Hat) icon to view the Header Details section 3 Click the Shipment tab 4 4 Enter the Bill of Lading number in the BillOfLad. field for the inbound shipment to the mission 5 If follow-on freight is arranged and a PO number is available enter the code ZFPO in the MnsTransTy (Means of Transport Type) field 6 Enter the follow on freight PO number in TrnsIDCode (Transport ID Code) field for downstream reference MovCon Procurement 47

48 Update an Inbound Delivery Delivery Update Click the Administration tab. Note in the External ID field in the Organization section displays the PO document number for reference 8 Click the Back button to exit the Header section MovCon Procurement 48

49 Update an Inbound Delivery Delivery Update When available from the commodity vendor, the Inbound Coordinator will upload the inbound shipment documents (for example Bill of Lading) by clicking the Services for Objects button. You will also use this function to view any previously attached documents. 10 For more information, please refer to the Inbound Goods Job Aid and the Umoja ECC Navigation Course, in particular the Documents Category section for Inbound Delivery specific information about uploading documents. 10 MovCon Procurement 49

50 Update an Inbound Delivery Delivery Update Click the Save button when finished MovCon Procurement 50

51 Scenario 1: Vendor Delivers Goods at Origin or Other Named Place Let us return to our scenario: Purchase of fuel storage tanks and vehicle spare parts from a Systems Contract. The goods are now delivered to the local port of entry. Virtual Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Inbound Coordinator Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Virtual Receiving User Virtual Receipt Physical Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at destination Receiving User Check Delivery Documents Receiving User Check for Discrepancy Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo 51

52 Update an Inbound Delivery Upon Delivery The steps to update an Inbound Delivery to prepare for a virtual Goods Receipt: 1 Click the Item Overview tab 2 Update the actual Goods Receipt date in the Actual GR date field Update the Delivery quantity fields (if required) for each line item as reported by the vendor and confirmed in attached documents (i.e. delivery note) 3 If the actual quantity received is less than the expected quantity from the PO, another Inbound Delivery is automatically generated for remaining quantity/balance MovCon Procurement 52

53 Update an Inbound Delivery Upon Delivery The Inbound Coordinator can also now update more information, if available: 4 Click the Goods Movement tab 5 Update the Planned Goods Movement Date field to the expected date the goods will arrive at the mission receiving location, to provide downstream visibility Click the Services for Objects button to check any previously uploaded documents and attach additional documents (for example Delivery Note or follow-on freight arrangements documents) MovCon Procurement 53

54 Viewing Inbound Delivery Report As you recall, the Inbound Delivery report is the initial screen from the T-code VL06I. The report view will be essential in follow on Goods Receipt processes (i.e. virtual Goods Receipt) The first view is the Header-Level View (used as a general report layout to show the headerlevel and overall Inbound Delivery details) The second view is the Item-Level View (must be used for Virtual Goods Receipt as it shows the item-level details, including the item-level Incoterms and quantities) 54

55 Viewing Inbound Delivery Report When viewing the Inbound Delivery Report (VL06I) Click the Item View/Header View button to toggle between the two different report layouts Click the Filter button to filter by a specific column (such as Cost Center) Click the Change Layout button to change the layout. These steps are covered in detail in the Inbound Goods Process Job Aid

56 Learning Checkpoint 1 Which of the following are features of an Inbound Delivery? Select all that apply. A. It is automatically created in Umoja ECC B. It provides the link between the Procurement and Mission Logistics and R&I functions C. It is not created against the PO D. It is not automatically created in Umoja ECC 56

57 Learning Checkpoint 1 Which of the following are features of an Inbound Delivery? Select all that apply. A. It is automatically created in Umoja ECC B. It provides the link between the Procurement and Mission Logistics and R&I functions C. It is not created against the PO D. It is not automatically created in Umoja ECC Options A and B are the correct answers. Inbound Delivery is automatically created in Umoja ECC and it provides the link between the Procurement and Mission Logistics and R&I functions. 57

58 Activity 2 Transaction Name: Update Inbound Delivery Transaction Code: VL06I Link to the uperform simulation: ?mode=EU&originalContext=

59 Module 2 Summary The key points covered in this module are listed below: A PO can be viewed using the T-code ME23N The Inbound Delivery is updated using the T-code VL06I and the Change Inbound Deliveries button The Inbound Delivery report is accessed using the T-code VL06I, and the layout can be customized The Inbound Delivery report should be run by the receiving mission as often as locally needed The responsibility to update the Inbound Delivery Document is shared between the Procurement Offices and Mission MovCon Offices, in the role of Inbound Coordinator 59

60 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 60

61 Module 3 Objectives After completing this module, you will be able to: Perform a virtual Goods Receipt against an Inbound Delivery when the vendor delivers at origin or other named place 61

62 Scenario 1: Vendor Delivers Goods at Origin or Other Named Place Continuing with our scenario, the commodity vendor has now delivered the fuel storage tanks and vehicle spare parts at the mission s port of entry to the mission s local freight forwarder. The freight forwarder has confirmed receipt from the commodity vendor, by delivery note, and has informed the Inbound Coordinator who has updated the Inbound Delivery accordingly and attached the delivery documents. The Virtual Receiving User, per IPSAS requirements, now conducts a Virtual Goods Receipt in Umoja against the Inbound Delivery created by the system in order to register the first receipt and transfer of ownership from Vendor to UN. Inbound Processing Umoja Goods Receipt Galileo Goods Receipt 62

63 Scenario 1: Vendor Delivers Goods at Origin or Other Named Place The steps for performing a virtual or physical Goods Receipt are summarized below: Virtual Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Inbound Coordinator Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Virtual Receiving User Virtual Receipt Physical Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at destination Receiving User Check Delivery Documents Receiving User Check for Discrepancy Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo 63

64 Incoterms Applicable for Virtual Goods Receipt Recall that Umoja is configured to require a Virtual Goods Receipt for these Incoterms Virtual Goods Receipt Vendor Delivers at Origin or Other Named Place Vendor Delivers at Destination Incoterms: EXW Ex Works FAS Free Alongside Ship FCA Free Carrier FOB Free on Board DAT Delivered at Terminal CFR Cost and Freight CIF Cost, Insurance and Freight CIP Carriage and Insurance Paid To CPT Carriage Paid To 64

65 Update Inbound Delivery Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo As explained in the previous module, the Inbound Coordinator has updated the Inbound Delivery with the delivery information from the commodity vendor (attaching the Delivery Note to the Inbound Delivery). This step was completed using using the T-code VL06I. 65

66 Run Inbound Delivery Report Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The Virtual Receiving User runs the Inbound Delivery report using the T-code VL06I to list the deliveries expected. The User notes that this delivery arrived at the port and therefore requires a virtual Goods Receipt. Note: The Actual Goods Receipt Date field from the Inbound Delivery is displayed in the Ac. GI Date column on the report. 66

67 Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The Virtual Receiving User performs this first Goods Receipt step in Umoja. The steps to perform the virtual Goods Receipt are as follows: Enter the T-Code /nvl06i in the Command field or click the Back icon to return to the main screen 1 2 This time, click the For Goods Receipt button to access the Goods Receipt functionality

68 Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo 3 Click the All Selections button to allow the user to input the plant (mission) in the Shipping Point/Receiving Pt field

69 Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo 4 5 Enter information to filter list for Goods Receipt (incl Inbound Delivery number, if known) Click the Execute icon

70 Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The Virtual Receiving User opens the corresponding Inbound Delivery (double click) and reviews/verifies all details and attached documents (e.g. quantity) before posting the Goods Receipt. The steps to post the Goods Receipt are as follows: Click the Header View button to view the report in Item View Select the checkbox next to the Inbound Delivery line items Note: Multiple boxes may be checked ONLY if the actual Goods Receipt dates are the same for all items as before note the Actual Goods Receipt Date in the Actual GI Date column. Click the Post Goods Receipt button

71 Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo 4 5 In the pop-up window, verify the date populated in the Actual GR Date field (comes from Ac. GI date column) Reminder: This is the IPSAS compliance date to record transfer of ownership and will be the Posting Date of the receipt Click Continue to post the virtual Goods Receipt

72 Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo To confirm that the Goods Receipt has posted or to view the status of the delivery, the Virtual Receiving User can return to the Inbound Delivery Document. The Status Overview tab shows which goods have been received and indicates any partial receipts, as well as overall status: A is not yet received C is completely received B is partially received 72

73 Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo 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. Additional details are provided on the Goods Receipt slip and Material Document in the next module. 73

74 Perform Virtual Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The details of the Goods Receipt, including PO information, are transferred to Galileo through an automated, one-way data interface and classified as a Provisional R&I in Galileo. The second step of the receiving process then continues in Galileo. Additional details on this process are explained in a later module. 74

75 Virtual Goods Receipt: Financial Implications Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo The financial implications of this complete Umoja Virtual Goods Receipt process are as follows: Full financial posting Invoice Processing Three-way Match IPSAS Compliance Note: Goods received virtually cannot be received to Blocked Stock, preventing posting. 75

76 Learning Checkpoint 1 Which of the following are financial implications for a virtual Goods Receipt process? Select the correct option. A. Full financial posting B. Invoice Processing C. PO and invoice matched D. A, B & C 76

77 Learning Checkpoint 1 Which of the following are financial implications for a virtual Goods Receipt process? Select the correct option. A. Full financial posting B. Invoice Processing C. PO and invoice matched D. A, B & C Option D is the correct answer. These are the financial implications for a virtual Goods Receipt process. 77

78 Activity 1 Transaction Name: Virtual Goods Receipt Transaction Code: VL06I Link to the uperform simulation: ?mode=EU 78

79 Module 3 Summary The key points covered in this module: 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 the commodity vendor to the UN Steps to perform a virtual goods receipt against an Inbound Delivery The financial implications of this virtual Goods Receipt process are Full financial posting, Invoice Processing, Three-way Match and IPSAS Compliance 79

80 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 80

81 Module 4 Objectives After completing this module, you will be able to: Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery 81

82 Scenario 2: Vendor Delivers at Destination The mission has ordered some medical supplies for direct delivery to the mission location. During the shipment, the commodity vendor has updated the Inbound Coordinator with shipping information and documents. The Inbound Coordinator has updated the Inbound Delivery, as required. Blocked Stock Handling Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo Upon delivery to UN at destination by the commodity vendor or the commodity vendor s shipping company (thereby transferring ownership), 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. 82

83 Scenario 2: Vendor Delivers at Destination The steps for performing a physical Goods Receipt are summarized below: Virtual Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Inbound Coordinator Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Virtual Receiving User Virtual Receipt Physical Goods Receipt Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at destination Receiving User Check Delivery Documents Receiving User Check for Discrepancy Receiving User Physical Receipt Galileo Interface Continue Receiving Process in Galileo 83

84 Incoterms Applicable for Physical Goods Receipt Umoja is configured to require a Physical Goods Receipt for the following Incoterms. Vendor Delivers at Origin or Other Named Place Physical Goods Receipt Vendor Delivers at Destination Incoterms: DAP Delivered at Place DDP Delivered Duty Paid DDU (Removed from 2010 Incoterm) 84

85 Update Inbound Delivery Report Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo As explained in the previous module, the Inbound Coordinator has updated the Inbound Delivery with the delivery date information from the commodity vendor (attaching the shipping documents and other information to the Inbound Delivery). This step was performed using the T-code VL06I. 85

86 Run Inbound Delivery Report Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo The Receiving User runs the Inbound Delivery report using the T-code VL06I to view expected incoming shipments and when applicable, the Planned Goods Movement Dates to manage the inbound delivery workload for the receiving office. 86

87 Verify Physical Receipt Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo When the goods actually arrive at the mission location, the Receiving User may need to verify whether an item has already been received in Umoja (for example virtually) or still needs to be received in Umoja. 87

88 Verify Physical Receipt Specifically for the Receiving User, the following decision needs to be made when the goods arrive at the receiving mission location. Yes This means a virtual Goods Receipt was already done I only need to receive the goods in Galileo Q: Have the goods already been received in Umoja ECC? No This means I need to do a physical Goods Receipt I need to receive the goods in Umoja ECC, using the correct movement type Then, I need to receive the goods in Galileo 88

89 Verify Physical Receipt Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo The Receiving User can conduct this check by viewing the Purchase Order using the T-code ME23N. Recall, that the Purchase Order History tab shows the history of receiving actions performed on this PO, for example the movement type, the material document number, the goods receipt posting date, etc. Tip: Check for a ZP1 movement type, which indicates a previous virtual Goods Receipt. 89

90 Check for Discrepancy Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo After the Receiving User confirms that a physical receipt is necessary, he or she 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 PO details if needed though the Inbound Delivery document in Umoja. Physical Damage or Differs from PO? No Yes Unrestricted Stock Blocked Stock 90

91 Perform Physical Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo When the Receiving User confirms that the items show no discrepancy against the PO, then the goods are received to Unrestricted Stock. 91

92 Perform Physical Goods Receipt The steps to perform physical Goods Receipt are as follows: Enter the T-code MIGO in the Command field Select Goods Receipt option and Inbound Delivery option from the drop-down list Enter the Inbound Delivery number, which can be obtained from the Inbound Delivery report or from the PO Enter 101 as the movement type for Physical Goods Receipt to Unrestricted Stock Click the Execute button. The relevant information from the Inbound Delivery populates on the screen Tip: In case of wrong Inbound Delivery number or any other entry errors, use the Start Over button ( ) to clear the populated data 92

93 Perform Physical Goods Receipt The physical Goods Receipt screen appears as follows. Let s explore its layout before continuing our steps: 93

94 Perform Physical Goods Receipt Screen Layout The physical Goods Receipt screen header is organized into the following tabs and sections: A. 1 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 that the goods arrived (that is actual Goods Receipt date) 2 Vendor tab: Vendor information 3 Requisitioner Details tab 4 Collective Slip checkbox: Must be checked so Goods Receipt slip can be printed 5 Item Overview section, in this section each item appears as a separate line item, if the PO contains multiple items

95 Perform Physical Goods Receipt Screen Layout Underneath 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: 1 Material tab: Shows the Material ID and Description 2 Quantity tab: Shows the Quantity in Unit of Entry, Quantity Ordered, Quantity Received previously (if applicable) 3 Where tab: Shows the Movement Type, Stock Type, Plant, Goods Recipient Name, Unloading Point, Free Text Field, Stock Overview 4 PO Data tab: Shows the PO Information and Incoterms 5 Partner tab: Shows the vendor information 6 Account Assignment tab: Shows the financial information

96 Perform Physical Goods Receipt Returning to our steps to complete the Goods Receipt. For each line item that has been delivered, the Receiving User must: A. 1 Click the button in the Line column to select the item/line B. Click the Quantity tab 2 Quantity Ordered and Quantity Received are listed. A. 3 Enter the actual quantity received in the Qty in Units of Entry field B. 4 Press enter and the amount will automatically update in the Qty in SKU field. The Qty in Unit of Entry from Item Overview section is also updated C. 5 Check the Item is Ok box when ready to post

97 Perform Physical Goods Receipt 6 After the quantity has been updated and information verified for all line items, click the Check button 7 If the system detects a warning or an error, a display log will pop up with a system message (for example informs the user the quantity of goods remaining that have not been received (the deficit ) for each line item A yellow triangle denotes a warning further processing can still occur A red circle denotes an error - further processing can NOT occur Review the log and close the pop-up window

98 Perform Physical Goods Receipt Click the Post button 9 10 At this point, a pop-up appears prompting the user to print the Goods Receipt slip. This Goods Receipt slip contains the system document information, as well as the items and quantities received 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 10 9 Refer to the MB90 Reprint job aid to reprint a Goods Receipt slip. 98

99 View Material Document A material document is generated with each Goods Receipt action performed in Umoja ECC. Optionally, the user can view the Material Document in the Goods Receipt screen (T-Code MIGO), Display in reference to Material Document and enter the corresponding Material Document number. The 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. 99

100 Perform Physical Goods Receipt Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo The details of the Goods Receipt, including PO information, are transferred to Galileo through an automated, one-way data interface. The receiving process continues in Galileo. Additional details are explained in a later module. 100

101 Physical Goods Receipt: Financial Implications Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo The financial implications of this Umoja physical Goods Receipt process are: Full financial posting Invoice Processing Three-way Match 101

102 Learning Checkpoint 1 What is the purpose of a material document? Select all that apply. A. Copy of PO B. Proof of Goods Receipt C. Inbound Delivery report D. Blocked stock slip 102

103 Learning Checkpoint 1 What is the purpose of a material document? Select all that apply. A. Copy of PO B. Proof of Goods Receipt C. Inbound Delivery report D. Blocked stock slip Option B is correct. The material document serves as the proof of a Goods Receipt. 103

104 Activity 1 Transaction Name: Receipt to an Unrestricted Stock Transaction Code: MIGO Link to the uperform simulation: ?mode=EU&originalContext=

105 Module 4 Summary The key points covered in this module are listed below: Umoja is configured to require a Physical Goods Receipt for the following Incoterms: DAP, DDP and DDU (Removed from 2010 Incoterm) The Goods Receipt to Unrestricted Stock is performed using the T-code MIGO The Goods Receipt to Unrestricted Stock has the 101 as the movement type 105

106 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 106

107 Scenario 2 Variation: Blocked Stock Handling During the visual physical inspection, the Receiving User discovers the rapid test kits are damaged. Therefore they need to be received to Blocked Stock, while the issue is resolved with the commodity vendor (offline). The Receiving User needs to attach pictures of the damaged goods to the receipt to Blocked Stock transaction using the Services for Object icon. The Receiving User enters the T-code MIGO (as shown previously) but uses a movement type 103 to receive these rapid test kits to Blocked Stock. The invoice processing is blocked and a Blocked Stock slip is generated. Blocked Stock Handling Update Inbound Delivery Report Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo Note Blocked stock is an exceptional process and should only be used in cases of damaged goods. Legend Exception Process 107

108 Blocked Stock Slip After the receipt to blocked stock is posted, a Blocked Stock slip is generated. 108

109 Blocked Stock Handling 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. 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. 109

110 Return To Vendor If the goods cannot be accepted, the Receiving User uses the T-code MIGO and a movement type to indicate a 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. Additional details can also be added in the short Text field. 110

111 Vendor Return Movement Types These are two movement types for returning a Goods Receipt to the vendor. Original Movement Type : 101 Original Movement Type : 103 Unrestricted Stock Return Movement Type : 122 Vendor Return Movement Type : 124 Blocked Stock 111

112 Vendor Return Slip After the return to vendor is posted, a Vendor Return slip is generated. 112

113 Goods Receipt Reversal If a Goods Receipt transaction needs to be completely reversed (for example error or non-vendor return scenarios), perform the T-code MIGO 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). 113

114 Goods Receipt Reversal The steps to reverse only select line items are as follows: 1 Enter the T-code MIGO in the Command field and select Goods Receipt in reference to a PO. Enter the related PO number 2 Enter 102 as the movement type to reverse a Goods Receipt 3 The Receiving User can specify the line item and quantity (in the Quantity tab) to reverse (for example partial reversal)

115 Confirm Reversal Transactions The steps to verify the reversal posting from the PO screen are as follows: 1 Enter the transaction code ME23N and the corresponding PO number 2 Click the Purchase Order History tab to view all receipt and reversal transactions for each line item, as well as the corresponding Material Documents. Note the Movement Types are in the (MvT) column 3 All financial postings from the receipt are reversed

116 Goods Receipt Movement Types To summarize, this table shows the different types of Goods Receipt movement types: Movement Type Description Financial Implication ZP1 Virtual Receipt 101 Receipt to Unrestricted Stock 102 Reverse Receipt (Virtual or Physical) 103 Receipt to Blocked Stock 105 Release Blocked Stock Return to Vendor after Receipt to Unrestricted Stock Return to Vendor after Receipt to Blocked Stock Full financial posting Invoice processing Three-way match Full financial posting Invoice processing Three-way match Varies depending on receipt movement type No financial posting No invoice processing Full financial posting Invoice processing Three-way match Varies depending on receipt movement type Varies depending on receipt movement type 116

117 Notifications during the Goods Receipt Process Notifications 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 indicated the stock type (for example blocked stock, unrestricted stock) Inbound Coordinators will not receive notifications 117

118 Notifications during the Goods Receipt Process Below is an example of a Goods Receipt notification by 118

119 Purchase Order Report As you recall from the Logistics Overview course, there are several key reports used across the Umoja Logistics process. For example, on the PO report, the user can double-click information such as the PO number, Vendor number to navigate to the corresponding screen. A full list of reports and T- codes is provided in the Inbound Goods Process Job aid. 119

120 Learning Checkpoint 1 Which is the movement type used for returning goods from Blocked Stock to the vendor? Select the correct option. A. 121 B. 122 C. 123 D

121 Learning Checkpoint 1 Which is the movement type used for returning goods from Blocked Stock to the vendor? Select the correct option. A. 121 B. 122 C. 123 D. 124 Option D is correct answer. If the goods from the Blocked Stock have to returned to the vendor, then movement type 124 is used. 121

122 Module 5 Summary The key points covered in this module are listed below: The Goods Receipt to Blocked Stock is performed using the T-code MIGO and movement type 103 Release Blocked Stock is performed using the T-code MIGO and movement type 105 The goods can be returned to the vendor using the T-code MIGO and the corresponding movement type The Goods Receipt can be reversed using the T-code MIGO and the corresponding movement type Umoja ECC creates several notifications during the Goods Receipt process There are several reports available in the Inbound Goods Process job aid 122

123 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 123

124 Module 6 Objectives After completing this module, you will be able to: Describe information transferred from Umoja ECC to Galileo Describe the receiving process which continues in Galileo 124

125 Umoja ECC to Galileo Interface The Umoja ECC to Galileo data transfer occurs as follows: The details of Goods Receipt s, including PO information, are transferred to Galileo through an automated, one-way data interface This generates an idoc number, representing the data packet transferred to Galileo The data transfer takes place within a few minutes of the Goods Receipt posting in Umoja ECC The Galileo Goods Receipt is the second step of the overall Goods Receipt process Note: Goods received from internal transfers, such as inter/intra-mission transfers and Strategic Deployment Stock transfers, are received and managed through the current business process in Galileo. Inbound Processing Umoja Goods receipt Galileo Goods Receipt 125

126 View Information Packet in Galileo The Receiving User continues the Goods Receipt process by logging into Galileo. 1 Click R&I and choose Import from SAP from the left-hand side menu 2 The screen displays the Umoja ECC PO numbers (RI numbers) that were transferred to Galileo from a Goods Receipt transaction 3 The Receiving User is able to sort the PO s by Vendor or R&I Release Date, which is the Goods Receipt posting date in Umoja ECC

127 View Information Packet in Galileo After finding the correct document, the user clicks the PO number to view the detailed data transfer. When the items are ready to be received in Galileo, click the Receive in R&I button. The following import screen opens as a new window. 127

128 Goods Receipt in Galileo In the Import from SAP screen: Virtual Receipts are interfaced to Galileo with a Provisional R&I status. The Provisional R&I button is automatically selected as Yes If the material has already been virtually received in Umoja ECC, the Provisional R&I Date can predate the current date 128

129 Goods Receipt in Galileo Details about the pre-populated, non-editable and editable fields are mentioned below: Pre-populated & Non-editable fields Provisional R&I Provisionally Received By & Provisional Received Date (only for Virtual Receipts) Receive Date PO Number & PO Date Vendor Material document Number & Line Contract Reference Destination Location (based on the receiving mission location) Product Category Quantity & value Editable fields All other fields, as necessary, including Material description The R&I receiver needs to select the proper SAU in Galileo based on the material type and request made during requisition 129

130 Goods Receipt in Galileo Material properties are already flagged in Umoja ECC. In the R&I Vendor Documents screen, items that need to be serialized are flagged and categorized as Non-Expendables in the R&I Non Expendable tabs All other items are categorized as Expendables in the R&I Expendable tabs 130

131 Goods Receipt in Galileo During the cutover time period, if the goods did not originate in Umoja ECC (for example goods were created in Mercury), the Material properties are not flagged. In this case, all imported data are listed as Expendables in the R&I Expendables tabs The user then manually determines whether the goods are Expendable or Non- Expendable The current business process is followed in Galileo to complete the receiving process. 131

132 Reversals in Galileo When a user conducts a reversal or return to vendor movement type in Umoja ECC, another data packet is transferred to Galileo. Subsequent actions are taken depending on the status of the goods in Galileo. If R&I Process is not Started: The R&I Receiver refreshes the PO page and the updates are automatically reflected based on the second data packet If R&I Process is in Progress: The Receiving User who performed the original receipt in Umoja ECC receives an notification The R&I Receiver deletes the first R&I in Galileo and restarts another receipt against the updated entry If Material Already Delivered and Signed Electronically: The Receiving User who performed the original receipt in Umoja ECC receives an notification The Receiving User who performed the reversal or return to vendor action informs the Property Control Inventory Unit (PCIU) and responsible SAU to take proper action PCIU trashes the item in Galileo, including the appropriate reason for trashing R&I Receiver performs another receipt against the second R&I 132

133 Data Output from Umoja ECC The steps to confirm the data output from Umoja ECC from the Material Document are as follows: Under the Item Details section, click the Output tab. Click the Display Output button 1 2 All outputs from Umoja ECC (for example data transfer to Galileo and Goods Receipt slip printed) are listed. Select the line item idoc Galileo. The status should show green Click the Processing Log button to check that an idoc number has been created. This is the reference to the data packet transferred to Galileo Note: The following steps are for informational purposes only (optional to the Goods Receipt process). 133

134 Module 6 Summary The key points covered in this module are listed below: Umoja ECC transfers Goods Receipt details to Galileo After the goods have been received in Umoja ECC, the Receiving User needs to perform the Goods Receipt in Galileo 134

135 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 135

136 Course Summary The key points covered in this course are: The PO can be viewed using the T-code ME23N The Inbound Delivery is updated using the T-code VL06I and the Change Inbound Delivery button Virtual Goods Receipt is performed using the T-code VL06I and the For Goods Receipt button Physical Goods Receipt can be performed using the T-code MIGO and an appropriate Movement Type The Goods Receipt can be reversed or returned to the vendor using the T-code MIGO and the corresponding Movement Type Umoja ECC creates several notifications during the Goods Receipt process After the goods have been received in Umoja ECC, the user needs to perform the Goods Receipt in Galileo 136

137 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 137

138 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 138

139 Agenda Course Introduction Module 1: Umoja Inbound Goods Process Review Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary Course Assessment Course Survey 139

140 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 140

141 Congratulations! You have successfully completed the Umoja Inbound Goods Process: PK & SPM course. 141