User Guide. Umoja Local Inventory Goods Movement

Transcription

1 Umoja Local Inventory Goods Movement

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3 Umoja Local Inventory Goods Movement Table of Contents Module 1: Local Inventory Goods Movement Process Overview... 1 End-to-End High Level Process... 1 Enterprise Roles & Responsibilities... 2 Storage Location Types... 2 Budget Relevant and Non Budget Relevant Goods Issue... 3 Goods Issue (Requisitioner)... 4 Module 2: Executing the Reservation Management Process... 5 Module Introduction... 5 Check Stock Availability ZLE_STCK_OVRVW and MMBE... 5 Create a Reservation ZMMMB Change a Reservation ZMMMB Check Stock Requirement List MD Approve a Reservation MB Monitor Open Reservations MB Module 3: Executing a Goods Issue Process Module Introduction...22 Execute a Goods Issue MIGO...22 Install Equipment to a Functional Location IE4N...30 Review the Stock Level Before and After Goods Issue...37 Module 4: Executing a Goods Transfer Process Module Introduction...38 Stock Availability Summary Report ZLE_STCK_OVRW...38 Executing a Goods Transfer From one Storage Location to Another...40 Review the Stock Level after Goods Transfer...43 Executing a Goods Transfer in Two Steps within Plant, between Storage Locations...43 Module 5: Executing Certain Exception Processes Module Introduction...48 Creating a Goods Issue Document to Scrap a Material MIGO...48 Bringing Used Materials Back to Inventory ZMMMB Cancelling a Material Document MIGO...59 Display an Equipment Master Record IE

4 Umoja Local Inventory Goods Movement Module 6: Listing Local Inventory Goods Movement Reports Module Introduction...67 Stock Availability Summary Report ZLE_STCK_OVRVW...67 Stock Requirement List MD Stock Overview Report MMBE...70 Reservation List Report MB Material Document Report MB Warehouse Stock Report MB Appendix and Reference Information Key Transactions...84 Key Movement Types...85 Key Terminology...86

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6 Module 1: Local Inventory Goods Movement Overview Module 1: Local Inventory Goods Movement Process Overview In this, we are going to cover the following processes: List the key roles and responsibilities in the Local Inventory Goods Movement process Create and Approve a Reservation Execute a Goods Transfer Execute a Goods Issue Execute several Exception Processes Use this as a reference when performing Local Inventory Goods Movement transactions using the Umoja Local Inventory Goods Movement Processes. End-to-End High Level Process The end-to-end Umoja Local Inventory Goods Movement process is as follows: UN Umoja Training : Local Inventory Goods Movement Page 1

7 Module 1: Local Inventory Goods Movement Overview Enterprise Roles & Responsibilities The following roles are involved in the Umoja Local Inventory Goods Movement process: Enterprise Roles System Activities Non System Activities Requisitioner Creates Purchase Requisitions (Shopping Carts) for goods or services, as needed Creates reservations for local inventory goods movement Inventory Updates the inventory count Performs goods transfer Performs goods issue Creates the Stock Transport Order (STO) Performs preliminary checks of the availability of stock items and the existence of valid services agreements with stock owner, as/if applicable Gets budget owner approval for the reservation Timely informs the Inventory Senior of any exception in the inventory, e.g., damaged or expired items Takes care of the execution of physical counts Inventory Senior Creates the Physical Inventory Count document Oversees outbound delivery (Outbound Delivery document, STO) Responsible for stock levels management, monitoring demand and expected deliveries, planning and overseeing physical count activities. Approves reservations for local inventory goods movement Storage Location Types There are two types of storage locations: 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) Stocking Storage Locations (ex. Medical Section, Facilities Management, etc.): - Material/Inventory is physically stocked and managed at these storage locations - Linked to one Funds Center/Plant, reflecting ownership and deriving financial posting UN Umoja Training : Local Inventory Goods Movement Page 2

8 Module 1: Local Inventory Goods Movement Overview 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. Budget Relevant and Non Budget Relevant Goods Issue When issuing goods from a storage location, the movement can be budget-relevant or nonbudget relevant. Budget relevance is determined by the movement type on the reservation and when performing the goods issue. Goods Issue (Budget-relevant): Requesting entity is responsible for funding the goods. Budget: Receiving fund is impacted when posting Accounting: Receiving entity will carry the expense of the goods Inventory value will be reduced by the same amount (as accounting expense) Goods Issue (Non-budget relevant): Sending entity is responsible for funding the goods. Budget: No budgetary impact when posting Accounting: The receiving entity will not carry the expense of the goods (statistical posting) Inventory value will be reduced by the same amount (as accounting expense) UN Umoja Training : Local Inventory Goods Movement Page 3

9 Module 1: Local Inventory Goods Movement Overview Goods Issue (Requisitioner) Depending on the specific operating model and availability of the required goods in stock, the Requisitioner may create a Stock Reservation or a Shopping Cart. UN Umoja Training : Local Inventory Goods Movement Page 4

10 Module 2: Executing the Reservation Management Process Module 2: Executing the Reservation Management Process Module Introduction The high-level process is as follows: Reservations need to specify the following: The type of movement The Requirement Date for the goods The materials, quantities and location from which they are requested The relevant account assignments for the requesting plant An indication to the approver whether the requesting plant will be providing the budget for the requested goods The name of the requestor (so approver can follow up with the responsible party in case there is an issue with the reservation) Any other relevant information, for instance a Service Level Agreement number, as/if applicable Check Stock Availability ZLE_STCK_OVRVW and MMBE There are three main transactions within Umoja ECC to check the stock availability: Stock Requirement List (T-code MD04) is a report that provides details on the inbound and outbound movements for the selected plant Stock Overview report (T-code MMBE) and Stock Availability Summary report (T-code ZLE_STCK_OVRVW) For the Details on these 3 reports are included in Module 6 in this guide. The Requisitioner follows a logical process to determine whether the goods are available or if a new requisition has to be raised. The Stock Availability Summary is a report used to ascertain the availability of inventory at the required plant, at the required date. UN Umoja Training : Local Inventory Goods Movement Page 5

11 Module 2: Executing the Reservation Management Process If the goods are available in the system, the Requisitioner can create a reservation. In general, if the stock is not available the Requisitioner raises a shopping cart and follows the normal procurement steps. In some cases though, the reservation can be created also if the stock is not available since it will be replenished by the Inventory Senior to satisfy the outstanding requirements. Business Process Context The Requisitioner runs the Stock Availability Summary, checks his or her local plant and sees that available goods are available, for instance, in Plant US00 (UNHQ) and the Storage Location is 7500 ( Medical). Step-by-Step Instructions Stock Availability Summary 1. Enter ZLE_STCK_OVRVW in the Command field 2. Click the Enter icon 3. Populate the following fields: Material Plant Storage Location Requirement Date: The requirement date can be today s date or a date in the future This report gives a snapshot of all the possible stock that a particular material would have on that particular requirement date and also gives quantity that is available to promise, that is the foreseen availability at the requirement date. 4. Click the Execute icon UN Umoja Training : Local Inventory Goods Movement Page 6

12 Module 2: Executing the Reservation Management Process For details on Stock Availability Summary report please refer to Module 6. Stock Overview Report Similarly, if the Requisitioner views the Stock Overview Report using the T-code MMBE, he or she will see that the total amount in plant US00, in Unrestricted Stock available for goods issue, is the same as shown in the Stock Availability Summary in the Total On Hand column (at the report execution date). 1. Enter MMBE in the Command field 2. Click the Enter icon 3. Populate the following fields: Material Plant Storage Location 4. Click the Execute button Note: This report can be executed only for one material at the time. As/if required (in case of multiple materials), repeat the steps for the other materials. UN Umoja Training : Local Inventory Goods Movement Page 7

13 Module 2: Executing the Reservation Management Process 5. The quantity of each stock types displays For details on Stock Overview report please refer to Module 6. UN Umoja Training : Local Inventory Goods Movement Page 8

14 Module 2: Executing the Reservation Management Process Create a Reservation ZMMMB21 Business Process Context In order to process a local inventory goods movement, the Requisitioner must first create a reservation. It can be used to request the issue or the transfer of goods. A reservation indicates the key elements to enable fulfillment of the requirement including the relevant accounting and financial information, the requirement date, the relevant materials and from which location they are being requested. In this first step, the Requisitioner will select the type of accounting element that qualifies the requesting entity, e.g., Cost Center (goods will be issued to a Cost Center), Project (goods will be issued to a WBSE) or Internal Order (goods will be issued to an Internal Order). Depending on the selection, the Requisitioner will indicate in the Reservation the relevant Cost Center, WBSE or Internal Order. The Requisitioner will also select whether the request for goods will be statistical (no effect on budget) or real (effect on budget). Typically, if the Requisitioner and the Stock owner are in an office that share the same Cost Center or if there is a Service Level Agreement against which the request for goods is placed, the Requisitioner will select Statistical ; if instead the Requisitioner and the Stock owner s Cost Centers are different or if there is not a Service Level Agreement against which the request for goods is placed, the Requisitioner will select Real. The Requisitioner will ensure to have the approval of the relevant authority in the requesting office before creating the reservation in Umoja. All reservations created in Umoja are intended as approved by the relevant authority/budget owner. With reference to statistical / real reservations please see below some key points related to Cost recovery aspects: Excerpts from Umoja Cost Recovery OPPBA Memorandum December 2014 All funds provided to UN Secretariat Service Providers, other than those allocated through the normal and usually assessed budgetary regime, fall under the rubric of cost recovery All recoveries that qualifies as Cost Recovery will be recorded as revenue in Umoja, because offsets to expenditure are not permissible with the implementation of IPSAS. The conversion of revenue into allotments in Umoja will depend on whether such revenue will be considered spendable or non-spendable System controls require that each fund and grant must have adequate cash available before a payment can be made Therefore service acquisition and provision requires improved cost planning, cash flow projection and service level agreements Recording issuance of inventory in the context of Umoja Cost Recovery policy There is a distinction between: General Fund inventory (e.g. inventory procured with 10UNA fund) UN Umoja Training : Local Inventory Goods Movement Page 9

15 Module 2: Executing the Reservation Management Process Cost Recovery inventory (e.g. inventory procured with 10RCR fund) Issuance of General Fund inventory Statistical Posting Reservation + Goods Issue to indicate inventory owner budget (e.g. Cost Center/General Fund) as account assignment; reservation to indicate the requestor in the Goods Recipient field Issuance of Cost Recovery inventory included in a Service Level Agreement Statistical Posting Reservation + Goods Issue to indicate inventory owner budget (e.g. Cost Center/General Fund) as account assignment; reservation to indicate the requestor in the Goods Recipient field Issuance of Cost Recovery inventory for ad-hoc requests to other requesting offices Budget relevant posting Reservation + Goods Issue to indicate requestor budget (e.g. Cost Center/General Fund) as account assignment and the requestor in the Goods Recipient field Note: The Reservation will be reviewed and approved by the Inventory Senior, who can also change the storage location (if the goods will not be issued from the storage location proposed by the Requisitioner) and/or amend the quantity/date, as required, informing the Requisitioner. If the Inventory Senior confirms that the Reservation can be fulfilled and other requirements are taken into account, the Reservation is approved and the next step, the Goods Issue, can take place. If instead the Reservation cannot be fulfilled, the Inventory Senior may flag the Reservation item for deletion and inform the Requisitioner of the required changes and/or reschedule. Step-by-Step Instructions 1. Enter ZMMMB21 in the Command field 2. Click the Enter icon 3. In the Create Reservation: Initial Screen, populate the following fields: Base date: It specifies the date for which the goods movement is planned. The base dates can also be changed at the line item level UN Umoja Training : Local Inventory Goods Movement Page 10

16 Module 2: Executing the Reservation Management Process Click Movement Type in the Menu bar and - Select the type of goods movement - Select the type of consumption - Select the type of movement Once the type of goods movement is selected, the user shall select the account assignment element and the type of budget relevance (e.g., Cost Center, Statistical Posting). UN Umoja Training : Local Inventory Goods Movement Page 11

17 Module 2: Executing the Reservation Management Process Note: The correct movement type will be defaulted based on the above selections. Populate the Plant field 4. Click the Enter icon 5. The Create Reservation: New Items screen displays. Populate the following fields: Movement Type: It is possible, if already known, to directly enter the movement type Issue to Cost Center statistical Issue to a Project statistical Issue to a Work Order statistical - ZK1 Issue to Cost Center Real - ZW1 Issue to project Real - ZO1 Issue to Order Real Transfer Posting from S. Location to S. Location with same Fund/Fund center Depending on the selected accounting element, specify the following: - Reservation for Goods Issue to a Cost Center: Enter Fund Enter Cost Center - Reservation for Goods Issue to a WBS: Enter Fund Click the More button to specify the WBS - Reservations for an Internal Order. Enter Internal Order number Enter Fund UN Umoja Training : Local Inventory Goods Movement Page 12

18 Module 2: Executing the Reservation Management Process Note: when using Fund Type 32XXX it is important to always use WBS / Order. This fund type should not be used with Cost Center. Enter the Requestor Name/Office Name in the Goods recipient field: This is the requestor for the entire reservation. If a requested item is for a different requestor, it can be specified in the Item Details screen 6. Under the Items section, specify the details of the reserved material: Enter the material number in the Material column Enter the quantity of the requested item in the Quantity in column Enter the issuing storage location (from where the inventory is requested) in the SLoc column Enter the Batch if the system prompts you to do so. If the material is split valuated, indicate the valuation type, for example: for Spare Parts: NEW_SPARES (if used items: OLD_SPARES) for Equipment/Supplies: NEW_SUPP (if used items: OLD_SUPP) Enter the above information for all required items. Note: The Unit of Measure (UnE) will be defaulted from the material master data. UN Umoja Training : Local Inventory Goods Movement Page 13

19 Module 2: Executing the Reservation Management Process 6. Click the Enter icon 7. The Item Detail Screen displays. Review the data displayed on the screen and amend as/if required 8. Populate the following fields: Recipient: This is defaulted. The user can change the item as/if required Text: Enter the relevant information on the reservation, e.g., if a Service Level Agreement (SLA) Memorandum of Understating (MOU) exists for the requested goods, specify the SLA/MOU number Repeat the above steps for all the reservation items. To move to the next item, click the black arrows at the top of the screen or click Goto > Next Item (or Previous Item) in the menu bar. UN Umoja Training : Local Inventory Goods Movement Page 14

20 Module 2: Executing the Reservation Management Process 9. Click the Save icon. The system will issue a message with the newly created reservation number. Take note of the reservation number for the future use If additional materials are required, perform the following steps: 10. Click the Back icon to return the Create Reservation: Initial Screen 11. Click the New Item button 12. In the pop-up window, enter the requirement date (base date) and the issuing plant for the new item 13. Click the Enter icon 14. The Create Reservation: New Items screen displays. Populate the following fields: Material Quantity Storage Location Recipient Text Perform the above steps 5-9 for each of the additional items. Change a Reservation ZMMMB22 Step-by-Step Instructions To change a reservation: 1. Enter ZMMMB22 in the Command field 2. Click the Enter icon 3. Enter the reservation number in the Reservation field and click the Enter icon. Otherwise, click the Matchcode icon to search existing reservations 4. On the Change Reservation screen, the Requisitioner can change the requested quantity, the storage location, the requirement date and recipient 5. On the Change Reservation Item Details screen, the Requisitioner can review the data for the item and change the text and the recipient as/if required 6. Click the Save icon when the change reservation is complete UN Umoja Training : Local Inventory Goods Movement Page 15

21 Module 2: Executing the Reservation Management Process UN Umoja Training : Local Inventory Goods Movement Page 16

22 Module 2: Executing the Reservation Management Process Check Stock Requirement List MD04 Business Process Context The Inventory Senior needs to check the open reservations (refer to report MB25 later in this guide) and verify the availability of the required items. To this end the report Stock Availability Summary (T-code ZLE_STCK_OVRVW) can be used to have a summary view. If details on inbound and outbound movements are required, the Inventory Senior can check the Stock Requirement List (T-code: MD04). Note: details on both reports are included in Module 6 in this guide. An example is provided below: The Inventory Senior checks the Stock Requirement List (T-code: MD04). He or she sees that a reservation was created on 6 Nov 2013, with document type MtlRes Material Reservation, for 3 items from Storage Location The Available Quantity shows as 16, so the Inventory Senior can approve this reservation and issue from the local plant. UN Umoja Training : Local Inventory Goods Movement Page 17

23 Module 2: Executing the Reservation Management Process Approve a Reservation MB22 Business Process Context After the availability has been confirmed, the Inventory Senior approves the reservation before the goods are issued. During the approval process, the Inventory Senior has the capacity to change the requirements indicated in the reservation, informing the Requisitioner. Step-by-Step Instructions 1. Enter MB22 in the Command field 2. Click the Enter icon 3. If known, enter the reservation number in the Reservation field and click the Enter icon. Otherwise, click the Matchcode icon to search existing reservations In the Find Reservation pop-up window, perform the following steps: 4. Enter the plant code (e.g., KE00, US00, etc.) in the Plant field 5. Clear the Open Reservations check box if you want to see all the reservations, not only those still open (not yet issued) UN Umoja Training : Local Inventory Goods Movement Page 18

24 Module 2: Executing the Reservation Management Process 6. Click the Enter icon and a list of reservations is displayed 7. Find the reservation. You can click the Choose Details button (magnifying glass) to review the additional details of this reservation 8. Click the correct reservation number and click the Adopt button 9. The number is automatically populated on the Change Reservation: Initial Screen. Click the Enter icon 10. The reservation overview screen is displayed 11. Click the item line to go to the item details screen. Check that the Text and Recipient fields are as expected You can check the stock level. To do so, select a material and click the Environment tab. Select Stock Overview. The stock details for the material will display on the Stock Overview screen. Note the Storage Location with the available Quantity for issue. Details on Stock Overview (t-code MMBE) are included in Module 6 in this guide. UN Umoja Training : Local Inventory Goods Movement Page 19

25 Module 2: Executing the Reservation Management Process 12. From the Stock Overview screen, click the Back icon to return to the reservation 13. Select the M check box to approve the reservation for issue Note: The Final Issue (FI) check box can be selected to prevent further goods issue against this reservation 14. Click the Save icon to save the reservation Note: The Inventory Senior may determine that the reservation cannot be fulfilled or that there are items wrongly created. In this case, the Inventory Senior can flag the reservation items for deletion. The Inventory Senior will then inform the Requisitioner that the reservation cannot be fulfilled and that it needs to be recreated with a different date/material. Note: when using Fund Type 32XXX it is important to always use WBS / Order. This fund type should not be used with Cost Center. UN Umoja Training : Local Inventory Goods Movement Page 20

26 Module 2: Executing the Reservation Management Process Monitor Open Reservations MB25 The Inventory Senior can use the Reservation List Report (T-code: MB25) to view all open reservations or the reservations that need decision following the steps below. For further details please refer to Module 6 in this guide. 1. Enter MB25 in the Command field 2. Enter the Plant in the Reservation Data section Note: Ensure all check boxes are selected in the Scope of the List section if the required list shall include all reservations without any filter. Click the Execute icon. 3. Check the reservations to determine the required action, e.g., approval, issuance, deletion, etc. To access a reservation double-click it or highlight it and click the Adopt icon on the top part of the screen UN Umoja Training : Local Inventory Goods Movement Page 21

27 Module 3: Executing the Goods Issue Process Module 3: Executing a Goods Issue Process Module Introduction Goods issue occurs when the goods are issued out of inventory and consumed upon issue (must be from a storage location in the unrestricted stock) so that the inventory is adjusted and financial accounts are updated with the inventory move, recording an expense against the receiving object (in this case, the Cost Center). The Goods Issue can be created with reference to an approved reservation: The T-code for all goods issue is MIGO. On this screen the Inventory can enter one or multiple reservations to issue at the same time Note: If a Goods Issue is performed with reference to a reservation, the reservation information is copied automatically in the Goods Issue; only approved reservations can be issued. Execute a Goods Issue MIGO Business Process Context The need for issuing goods from Inventory is triggered by a reservation approved by the Inventory Senior. In this case, the Inventory will create and post a Goods Issue in Umoja with reference to the approved reservation. The Inventory is advised by the Inventory Senior that there are approved reservations that can be issued from a storage location, and/or, the Inventory regularly monitors the list of open approved reservation (MB25) awaiting for Goods Issue from the relevant Plant/Storage Location(s). Goods issue occurs when the goods are issued out of inventory and consumed upon issue (must be from a storage location, unrestricted stock) so that the inventory is adjusted and financial accounts are updated recording an expense against the receiving object (Cost Center, Project, or Internal Order). Beside approved reservations, goods Issue may take place for other reasons, e.g., sales or donation of inventory items, need to scrap managed items, or in relation to a work order that includes components to be withdrawn from inventory. The step by step instructions below refer to a goods issue posted with reference to a manually created reservation approved by the Inventory Senior. A Goods Issue slip will be generated and automatically printed when the Goods Issue is posted. Step-by-Step Instructions UN Umoja Training : Local Inventory Goods Movement Page 22

28 Module 3: Executing the Goods Issue Process The Inventory follows the steps below to perform the Goods Issue: 1. Enter MIGO in the Command field 2. Click the Enter icon. The Goods Issue Reservation screen is displayed 3. Select A07 Goods Issue from the first drop-down list 4. Select R09 Reservation from the second drop-down list Enter the reservation number created earlier; it is possible to post the goods issue for multiple reservations at the same time. If there are multiple reservations, then press the Enter key and then enter the next reservation number and press the Enter key again. Note: If the Goods Issue is created with reference to a Reservation, the system prepopulates the fields in the Goods Issue with the data from the reservation. UN Umoja Training : Local Inventory Goods Movement Page 23

29 Module 3: Executing the Goods Issue Process Goods Issue Screen Layout The Goods Issue screen header is organized into the following tabs and sections: General tab: - Document Date: The date of the Umoja transaction (defaulted by the system as the date in which the transaction is executed) - Posting Date: The date of the actual goods issue. This must be updated to the actual date on which the goods are issued - Collective Slip checkbox: This checkbox is checked by default; do not remove the check since this is required in order to print - Item Overview section: If the reservation contains multiple items these are listed here Item Detail section under the Item Overview section - Material tab: Shows the Material ID and Description; if the material is subject to split valuation, the Valuation Type is indicated here - Quantity tab: Shows the Quantity in Unit of Entry - Where tab: Shows the Movement Type, Stock Type, Plant, Storage Location Goods Recipient Name, Unloading Point, Reason for Movement - Reservation tab: Shows the reservation information - Batch tab: Shows the batch information (only for batch managed items) - Account Assignment tab: Shows the accounting information - Serial Numbers: Shows the serial numbers (only for serialized materials) UN Umoja Training : Local Inventory Goods Movement Page 24

30 Module 3: Executing the Goods Issue Process 1. Click each line item and check the following under the relevant tab: For split valuated goods, the Valuation Type field exists. NEW_SPARES/OLD_SPARES: For material type Spare Parts (ZERS) NEW_SUPP/OLD_SUPP: For material type Supplies (ZSAA) 2. If not already maintained, enter the required storage location UN Umoja Training : Local Inventory Goods Movement Page 25

31 Module 3: Executing the Goods Issue Process If the material is serialized, click the Serial Number tab and enter the Serial Numbers of the item to be issued. 3. If the serial numbers are not known upfront, then it is possible to search for them using the system search tools. Click the Binoculars button. A new screen will appear with the following fields: Material Plant Storage Location 4. Click the Execute icon to find the appropriate serial numbers UN Umoja Training : Local Inventory Goods Movement Page 26

32 Module 3: Executing the Goods Issue Process If the user is only issuing a portion of the reservation and wishes to close the reservation after the issue so that no additional goods issue can occur, a Final Issue box for each line item can be checked (also available in the Reservation tab in the item details). Goods Issue Steps for Batch Managed Material 5. Only for batch managed materials: If the batch number was not indicated in the reservation, select and enter the required batch values in the Batch tab Note: The user cannot issue an expired batch During the goods issue process, if the user wishes to transfer a big quantity that cannot be satisfied with one unique batch number, he or she has the option to split up the quantity by batch number Reference: 6. Click the Distribute Qty button to open a new pop-up window UN Umoja Training : Local Inventory Goods Movement Page 27

33 Module 3: Executing the Goods Issue Process 7. In this window, the user can enter multiple quantity-batch number combinations and choose the final Storage Location where the batches will be distributed to Check items are correct and post the goods issue 8. Select the Item OK checkbox for each item 9. Click the Check icon to check for errors; the system may issue error messages (red) or warning (yellow). The error messages need to be corrected before the goods issue can be posted; the warning messages do not prevent the goods issue posting 10. When finished, click the Post button At this point, a pop-up appears prompting the user to print the Goods Issue slip. This Goods Issue slip contains the system document information, as well as the items and quantities received; it is possible to re-print a goods issue slip for a material document with transaction MB90. UN Umoja Training : Local Inventory Goods Movement Page 28

34 Module 3: Executing the Goods Issue Process 11. The Material Document (system term for a Goods Issue document) is automatically generated. The Material Document number appears at the bottom of the screen when the goods issue is posted. It serves as proof of the Goods Issue in the system Display Material Document 12. The user can view the Material Document in the Goods Issue screen (T-code MIGO), Display in reference to Material Document and enter the corresponding Material Document number Note: If MIGO Display is selected, the lastly created material document is displayed. 13. 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 UN Umoja Training : Local Inventory Goods Movement Page 29

35 Module 3: Executing the Goods Issue Process Install Equipment to a Functional Location IE4N Step-by-Step Instructions The transaction IE4N Install Equipment to a Functional Location, is used for issuance from stock of individual equipment (only one equipment at the time can be specified). This transaction allows to reference both an approved reservation and a Notification. The relevant information is inherited from the reservation and from the notification. The IE4N transaction allows to keep a consistent link between a reservation, a notification and the issuance of the goods. The Equipment master record issued from stock is updated when the IE4N is posted. The Inventory follows the steps below to perform the Goods Issue: 1. Enter IE4N in the Command field UN Umoja Training : Local Inventory Goods Movement Page 30

36 Module 3: Executing the Goods Issue Process 2. The Equipment Installation with Goods Movement screen is displayed 3. Click the Sessn: drop-down menu list 4. Select the Equipment Installation with Goods Movement menu item 5. In the Reservation field, type reservation number 6. Press the Enter key 7. The reservation referenced per the above parameter will populate the following fields under the same section: Movement Type, Plant and Material 8. The reservation referenced per the above parameter will populate the following fields under the Acct Assgt tab: GL/Account, Fund and Cost Center UN Umoja Training : Local Inventory Goods Movement Page 31

37 Module 3: Executing the Goods Issue Process 9. Continue to populate additional fields under the Install Object section 10. Enter relevant information in the Serial Number field and press the Enter key 11. Click the blue icon next to Status Equipm. field. From the list of statuses displayed, select Status, and navigate back to the screen by selecting the green arrow UN Umoja Training : Local Inventory Goods Movement Page 32

38 Module 3: Executing the Goods Issue Process Under the Installation Location section: 12. In the Top Functional Location field, as selected in the first drop-down menu, type the Top Functional Location and press the Enter key UN Umoja Training : Local Inventory Goods Movement Page 33

39 Module 3: Executing the Goods Issue Process 13. Under the InstallDate field, type installation date, press the Enter key UN Umoja Training : Local Inventory Goods Movement Page 34

40 Module 3: Executing the Goods Issue Process Under the Notification tab: 14. In the Notification field, type Notification Number, press the Enter key 15. In the Task field, type Task Group, press the Enter key UN Umoja Training : Local Inventory Goods Movement Page 35

41 Module 3: Executing the Goods Issue Process 16. On the ribbon on the top of the Screen, click the Check button Note: If warning message is displayed, press the Enter key to disregard If a pop-up screen is displayed, exit by clicking the green check mark at the bottom of the message 17. Click the Save icon UN Umoja Training : Local Inventory Goods Movement Page 36

42 Module 3: Executing the Goods Issue Process 18. On the ribbon on the top of the screen, click the Application Log button. Locate Material Document Note: When you locate the Material Document numbers, write these numbers down. Review the Stock Level Before and After Goods Issue Business Process Context Stock levels can be verified before and after the Goods Issue by executing the available stock reports, such as MMBE and MB52. One can also check that a reservation processed with a Goods Issue does no longer appear in the list of open reservation (MB25). Step-by-Step Instructions 1. The Requisitioner follows the previously detailed steps to check the Stock Level post the Goods Issue Refer the steps in Module 2 and Module 6: Check Stock Requirement List ZLE_STCK_OVRVW and MMBE UN Umoja Training : Local Inventory Goods Movement Page 37

43 Module 4: Executing a Goods Transfer Process Module 4: Executing a Goods Transfer Process Module Introduction Goods transfer occurs when transferring materials from one storage location to another colocated location (no shipment). This has no financial implications; a reservation for the goods transfer can be created and approved similarly to the reservation for goods issue. Transfer of goods is only allowed in a plant between locations under the same Fund/Funds Center and Functional Area (the same budget owner). Note: The goods transfer may occur also when transferring from stock type to stock type; this type of stock transfer does not require a reservation. Also, stock transfer may occur between plants. However, this would be applicable when the plants are co-located. Types of Goods Transfer: One-step: Used when items are co-located in physical proximity and there is no lag time in delivery. Goods Transfer is immediate in the system Two-step: Is NOT manageable with a reservation if need be, this is to be performed without a reservation Stock Availability Summary Report ZLE_STCK_OVRW Business Process Context Goods transfer occurs when transferring materials from one storage location to another colocated location (no shipment). This has no financial implications and always requires a reservation. Transfer of goods is only allowed in a plant between locations under the same Fund/Funds Center and Functional Area (the same budget owner). Step-by-Step Instructions 1. The Requisitioner follows the previously detailed steps to check the Stock Availability Summary report for available goods Refer the steps in Module 2 (and Module 6 later in this guide): Check Stock Availability - ZLE_STCK_OVRVW and MMBE UN Umoja Training : Local Inventory Goods Movement Page 38

44 Module 4: Executing the Goods Transfer Processes 5. The Requisitioner sees that the goods are available in the local Plant, for e.g. US00 and Storage Location, for e.g The Requisitioner creates the reservation to request the transfer of the goods as explained in Module 2 7. The Requisitioner executes transaction ZMMMB21 and selects movement type 311 and plant as Requisitioner s plant 8. In the reservation overview, are indicated both the issuing and the receiving storage locations as well as the required material, quantity and batch (as/if applicable) 9. The Inventory Senior checks the Stock Requirement List and decides to approve the transfer of goods from Storage Location 7500 (shown in the Reserved column) to 8500 (shown in the Rcpt reservation column) UN Umoja Training : Local Inventory Goods Movement Page 39

45 Module 4: Executing the Goods Transfer Processes Executing a Goods Transfer From one Storage Location to Another Business Process Context Goods transfer occurs when transferring materials from one storage location to another colocated location (no shipment). The One-step process is used when items are co-located in physical proximity and there is no lag time in delivery. Goods Transfer is immediate in the system. Step-by-Step Instructions Execute MIGO transaction to Create Transfer Posting from one storage location to another storage location: 1. Select from Drop Down: " Transfer posting" and "Reservation" 2. Enter the Reservation Number 3. The movement type will default from the reservation previously created Note: Transfer posting movement type changes depending on the type of stock you are moving against. For e.g.: 311: One Step Unrestricted, 313 and 315: Two Step Unrestricted to Transit and Transit to Unrestricted, 325: One Step Blocked, 343: One Step Blocked to Unrestricted 311 is the only movement that is managed with a reservation. The other movement types can be used directly by the Inventory when there is the need to transfer from stock type to stock type in same or different storage location. UN Umoja Training : Local Inventory Goods Movement Page 40

46 Module 4: Executing the Goods Transfer Processes 4. If Serial number tab exists for material (serialized material), run the steps below. Move to step 5 Click on the Serial Number Tab Click on the "telescope" button and a new screen will appear Choose the serial numbers based on plant, storage location (from_sloc) Clear all selection dates from date fields Once serial numbers are identified, highlight all the numbers to move and click green arrow to update the choice Refer the steps for serial numbers (Steps 3, 4 and 5) in Module 3: Execute a Goods Issue MIGO 5. If batch number tab exists for material (batch managed material), run below steps otherwise go to (6) Click on the "Batch Tab" Enter the batch number Note: Make sure the batch number in both the From section and Destination section are same and entered in both sections. Refer the steps for batch numbers (Steps 6, 7 and 8) in Module 3: Execute a Goods Issue MIGO If material is split valuated, the Valuation type field will be a mandatory field to be filled up. (Transfer posting Tab) Run below steps otherwise go to (7) Check the type of material (Spares or Supplies) Enter the valuation (NEW_SPARES/OLD_SPARES, NEW_SUPP/OLD_SUPP) 7. Click on Item OK 8. Repeat for steps 1 and 2 as and when applicable 9. Click on Check to check for errors UN Umoja Training : Local Inventory Goods Movement Page 41

47 Module 4: Executing the Goods Transfer Processes 10. Click Post to post the transfer Display the Material Document previously created: On the same screen, choose from Drop Down: 1. Display 2. Material Document 3. Enter MD number (should be prepopulated if just executed) UN Umoja Training : Local Inventory Goods Movement Page 42

48 Module 4: Executing the Goods Transfer Processes 4. Click the Enter icon Verify no Accounting Documents created: The system issues a message to notify the user that (as expected) no accounting documents were created. Review the Stock Level after Goods Transfer Business Process Context Stock levels can be verified before and after the goods issue by executing the available stock reports, such as MMBE and ZLE_STCK_OVRVW. One can also check that a reservation processed with a transfer does no longer appear in the list of open reservation (MB25). Details for the reports are available in Module 6 in this guide. Executing a Goods Transfer in Two Steps within Plant, between Storage Locations If there is a need to transfer between two storage locations which are not co-located at a short distance, then this can be tracked in the system with the execution of a two-steps transfer. No UN Umoja Training : Local Inventory Goods Movement Page 43

49 Module 4: Executing the Goods Transfer Processes reservation can be created, so this movement is initiated by the Inventory upon receiving instructions from the Inventory Senior. To create a two-steps Goods Transfer, the steps are the same as that for One-step Goods Transfer, except the user creates two transfer documents. The first transfer document is created using movement type 313 (Removal from storage). When this first step is completed, a material document is created. The second transfer document is created using movement type 315. In the MIGO dropdown, the user can choose Place in Storage and Material Document against the Material Document created in the first transfer step. Step by step instructions Perform step 1 in the two steps transfer. Execute "MIGO" transaction to Create TWO STEP TRANSFER. Choose below from Drop Down: 1. Transfer Posting 2. Other 3. Enter Movement type Click Enter Note: Transfer posting movement type changes depending on the type of stock you are moving against. E.g.: Execute the first step with movement type 313 (this will transfer the goods from unrestricted stock of the issuing location and place them into in-transit stock); execute the second step with movement type 315 to transfer the goods from in-transit stock to unrestricted stock into receiving location. In the middle of the screen, within the Transfer Posting tab, enter below: 5. Enter Material number (material 1) which will be transferred 6. "From" plant and storage location; this is the origin plant and storage location from which the goods are transferred UN Umoja Training : Local Inventory Goods Movement Page 44

50 Module 4: Executing the Goods Transfer Processes 7. "Dest" storage location; this is the destination plant and storage location to which the goods are transferred. Note that the origin and destination storage locations must be assigned to the same fund center. The system will not allow a transfer between two storage locations assigned to a different fund center. 8. Enter quantity 9. Click Enter 10. If valuation is required enter (e.g. valuation type NEW_SPARES or NEW_SUPP, OLD_SPARES or OLD_SUPP as applicable) 11. Click Enter 12. Ensure Item OK check box at the bottom of the screen is ticked and click on "Check" button located in the top part of the screen and, if no errors, click on "Post" 13. Take note of the Material Document number for future reference UN Umoja Training : Local Inventory Goods Movement Page 45

51 Module 4: Executing the Goods Transfer Processes Display the material document created for transfer step 1 On same MIGO screen choose below from dropdown: 1. Display 2. Material Document 3. Enter number generated in earlier step (prepopulated if just executed) 4. Click the Enter icon 5. Select Execute and the Document Displays Verify no Accounting Documents are created: No FI posting was performed; therefore no accounting document should exist. Transfer posting within plants, between storage locations (within the same Fund) should not generate any FI posting. Perform step 2 in the two steps transfer Execute MIGO transaction to Create TWO STEP TRANSFER. Choose below from Drop Down: 1. A10 Place in Storage 2. R02 Material Document UN Umoja Training : Local Inventory Goods Movement Page 46

52 Module 4: Executing the Goods Transfer Processes 3. Enter the Material Document number created in step 1 4. Click Enter The system will pre-populate the screen with the information from the Material Document created in step 1, in particular: Material Document Quantity Form Plant and Storage Location Dest Plant and Storage Location The Movement type is now defaulted by the system as 315 Place in Storage. Ensure Item OK check box at the bottom of the screen is ticked and click on the "Check" button located in the top part of the screen and, if no errors, click on "Post" button. The system will print out Goods-Issue/Transfer slip forms. UN Umoja Training : Local Inventory Goods Movement Page 47

53 Module 5: Executing Certain Exception Processes Module 5: Executing Certain Exception Processes Module Introduction In the context of Inventory Management there are several processes that happen on ad-hoc basis; examples would be disposal or returns to stock of used materials: Disposal Bringing Used Materials Back to Inventory Cancellation of a material document This section includes also the instructions on how to display an equipment master record. Creating a Goods Issue Document to Scrap a Material MIGO Business Process Context This process is frequently recorded in Umoja with a Notification that is used to track the request for disposal and is subject to review and approval by, for example, by the Property Survey Board (PSB). This process is also meant to establish the more appropriate disposal method, e.g., sale, donation or disposal. The Inventory Senior will notify the Inventory of the need to execute an approved disposal. The notification number can be included in the Goods Issue header text and the signed copy of a printed and signed notification can be attached to the Goods Issue document in Umoja, if required. Step-by-Step Instructions 1. Enter MIGO in the Command field 2. Select A07 Goods Issue and R10 Other from the two dropdown lists that are displayed 3. Enter 551 in the Movement Type field (withdrawal for scrapping) 4. Click the Enter icon UN Umoja Training : Local Inventory Goods Movement Page 48

54 Module 5: Executing Certain Exception Processes 5. Enter the approved notification number in the Goods Issue to Scrap Header Text 6. Under the Material tab, enter the required material number 7. Enter the required value in the Valuation Type field Note: This is valid only for materials subject to split valuation; if the material is subject to split valuation the system will require to specify the valuation type. 8. Enter the Quantity field under the Quantity tab 9. Enter the relevant values under the Where tab. The Where tab shows the movement type to be used and the plant and storage location where the material is going to be scrapped from UN Umoja Training : Local Inventory Goods Movement Page 49

55 Module 5: Executing Certain Exception Processes 10. Enter the required value in the Reason for Movement field Note: If the movement type is incorrect, you can correct it in the Where tab. 11. Under the Accounts Assignment tab: Enter the Cost Center field Enter the Fund field Note: the Fund and Cost Center are normally those of the owner of the inventory that is being scrapped. If the material is serialized and/or batch managed, additional tabs could be available. The values in these tabs have to be maintained: batch number is to be specified in the Batch tab for batch managed materials; serial numbers are to be specified in the Serial Numbers tab for serialised materials. 12. Batch Tab (only relevant for batch managed materials): Specify the batch number for the items to be issued to scrap UN Umoja Training : Local Inventory Goods Movement Page 50

56 Module 5: Executing Certain Exception Processes 13. If the material is serialised the Serial Numbers tab is displayed in the MIGO transaction: indicate the serial number(s) for the items to be issued to scrap. If you do not know the serial number(s), it is possible to search in the same screen. Under the Serial Number tab, click the Binoculars icon to specify the materials by serial number. A new screen will appear on which the following fields will be auto-populated: Material Plant Storage Location Click the Execute icon to find the appropriate serial numbers From the displayed list, select the required serial numbers UN Umoja Training : Local Inventory Goods Movement Page 51

57 Module 5: Executing Certain Exception Processes 14. In the Goods Issue main screen it is possible to attach the proper scrapping documentation 15. To attach documentation: click the Services for Object button. You will also use this function to view any previously attached documents For more information, please refer to the Umoja ECC Navigation course, in particular the Documents Category section for Inbound Delivery specific information about uploading documents 16. After entering all the values in the transfer posting document, select the Item OK check box to confirm that the items are ok for goods issue 17. Repeat the steps for each line item if the issue to scrap is related to multiple items 18. Click the Check icon to ensure that there are no errors 19. Click the Post icon to post the material document UN Umoja Training : Local Inventory Goods Movement Page 52

58 Module 5: Executing Certain Exception Processes After successfully posting the Goods Issue document, the system Goods Issue form will be printed out directly. The material document can be viewed from the same T-code MIGO (MIGO Display Material Document); the material document processed last is defaulted to the system. The accounting documents created by the system in the background can be displayed by clicking on Doc.Info tab in the document header. Disposal of installed equipment In case installed equipment is to be disposed, it may be considered to return it to stock for the period of time required for approving the disposal request and disposal mode (e.g., scrap, sales, or donation). In order to do so, please follow the instructions in next section: Bringing used materials back to stock. UN Umoja Training : Local Inventory Goods Movement Page 53

59 Module 5: Executing Certain Exception Processes Bringing Used Materials Back to Inventory ZMMMB21 Business Process Context This process is relevant for the return to stock of materials that have been used; this may happen on an exception basis (e.g. a staff member returns a printer due to reassignment to a different duty station) or on a more regular basis (e.g. satellite phones that are kept in stock to be assigned to staff members when they are on mission). Depending on the scenario, the process can be initiated with a Notification in Umoja, raised by the office where the equipment is installed. The notification number can be recorded in the subsequent documents as a reference. Split Valuation Concept In Umoja some specific types of material masters (Supplies and Equipment, Spare Parts) have been designed to be split valuated: these materials are valued either at the Moving Average Price (valuation type NEW_SPARES or NEW_SUPP) or at value zero (valuation type OLD_SPARES or OLD_SUPP). When an item is returned to stock, the valuation type to be specified is always = OLD_SPARES or OLD_SUPP. In this way the same material has two different values in inventory: the new ones have the moving average price, the old (used) ones have value zero. Step-by-Step Instructions The process initiates with a reservation that would be typically created by the office where the equipment is installed. Alternatively, the Reservation can be created by the Inventory user. The reservation is approved by the Inventory Senior confirming that the used items can be returned to inventory. A Goods Issue with reference to the approved reservation is created by the Inventory. In case a reservation is not created as part of this process, the goods movement can be posted without reference to a reservation. Create Reservation 1. Enter ZMMMB21 in the Command field 2. Enter Z01 in the Movement Type field 3. Enter the Base Date as requested date for the return 4. Click the Enter button 5. The Reservation details screen is displayed UN Umoja Training : Local Inventory Goods Movement Page 54

60 Module 5: Executing Certain Exception Processes 6. Specify return Reservation details: Fund: fund of the Office where the equipment to be returned is installed Cost Center: Cost Center of the Office where the equipment to be returned is installed Note: when using Fund Type 32XXX it is important to always use WBS / Order. This fund type should not be used with Cost Center. Goods Recipient: Office where the equipment to be returned is installed Material: material master number of the equipment to be returned Quantity: quantity of the equipment returned to stock Storage location: storage location where the item is returned Batch: specify OLD_SUPPLY or OLD_SPARES (depends on the material) Note: For Reservations using funds 32XXX, it is mandatory to use a movement type WBSE/IO in the account assignment (NOT to cost center). UN Umoja Training : Local Inventory Goods Movement Page 55

61 Module 5: Executing Certain Exception Processes 7. Double-click the item to display the Item Details screen and enter the item text, including for instance the Notification Number: 8. Click the Save button Approve Reservation 1. Enter MB22 in the Command field (by the Inventory Senior ) 2. Click the Enter icon 3. Enter 1212 in the Reservation field The Reservation details screen is displayed. UN Umoja Training : Local Inventory Goods Movement Page 56

62 Module 5: Executing Certain Exception Processes 4. The Inventory Senior reviews the Reservation and, if in agreement, select the M check box to approve the Reservation that allows the execution of the inventory posting. 5. Click the Save button Execute the Goods Movement with reference to the Reservation 1. Enter MIGO in the Command field (by the Inventory ) 2. Select the A07 Goods Issue and R09 Reservation 3. Enter the reservation number 4. Click the Execute button UN Umoja Training : Local Inventory Goods Movement Page 57

63 Module 5: Executing Certain Exception Processes 5. The Inventory verifies all elements from the Reservation in the Goods Movement screen The Inventory user enters the serial number for the returned equipment in the Serial Number Tab in the MIGO screen Select the item and click the Check, if OK, the Post buttons The equipment is returned to Stock. To attach documentation: click the Services for Object button. You will also use this function to view any previously attached documents UN Umoja Training : Local Inventory Goods Movement Page 58

64 Module 5: Executing Certain Exception Processes For more information, please refer to the Umoja ECC Navigation course, in particular the Documents Category section for Inbound Delivery specific information about uploading documents Cancelling a Material Document MIGO Business Process Context This process is relevant for reversing goods movements that have been wrongly posted. If a user needs to reverse a goods movement, the corresponding Material Document number is required. With this process, the goods movement is reversed in full (not possible to reverse it partially; if this is required, use MIGO + relevant reversal movement type). Note that reversing is not always possible since follow on documents may have been already created. In this case, the process for reversing is to be agreed with the relevant counterparts, e.g. Finance Officer. Step-by-Step Instructions 1. Enter MIGO in the Command field 2. Click the Enter icon 3. Select A03 Cancellation, R02 Material Document, enter the Material Document number to be cancelled 4. Click the Execute icon The system will pre-populate the screen with the information from the selected Material Document. Note: that the system will default the document date and the posting date same as those of the Material Document that is being deleted. UN Umoja Training : Local Inventory Goods Movement Page 59

65 Module 5: Executing Certain Exception Processes 5. Review the document to ensure the correct Material Document is being reversed 6. Check the items OK. 7. Click the Check icon to perform a preliminary check and, if no errors are received, 8. Click the Post button The system will reverse the goods movement. Display an Equipment Master Record IE03 Step-by-Step Instructions Below is the display equipment instructions and the description of the relevant fields that can be populated in the equipment master record: 1. Enter IE03 in the Command field 2. Click the Enter icon UN Umoja Training : Local Inventory Goods Movement Page 60

66 Module 5: Executing Certain Exception Processes 3. Enter the Equipment Number in the Equipment field 4. Click the Enter icon 5. In the Equipment Header, the fields that can be populated are as follows: Equipment lists unique equipment number assigned to the piece of equipment Category distinguishes the equipment according to its use System Status indicates a certain business transaction was performed on the equipment Equipment Status indicates the status of the business transaction Valid From and Valid To indicates the validity of the equipment UN Umoja Training : Local Inventory Goods Movement Page 61

67 Module 5: Executing Certain Exception Processes 6. In the General Data tab, the fields that can be populated are as follows: Class lists the number corresponding to the group the equipment is part of Object Type describes the type of equipment AcquistnValue displays the value of the equipment when it was acquired (R&I) Acquistion date indicates the date the equipment was acquired (R&I) Manufacturer details the make of the equipment (e.g Toyota) Model Number indicates the module of the equipment (e.g Land Cruiser) UN Umoja Training : Local Inventory Goods Movement Page 62

68 Module 5: Executing Certain Exception Processes 7. In the Location tab, the fields that can be populated are as follows: MaintPlant indicates the plant responsible for the maintenance on the equipment Location the physical location of the equipment Room (if applicable) the room where the equipment is located ABC Indicator indicates how critical the equipment is to the functional location or user 8. In the Organization tab, the fields that can be populated are as follows: Company Code Always 1000 in Umoja Business Area A classification of UN entities operating in Umoja Asset (if applicable) the asset number if the equipment is an asset Cost Center - the object responsible for collecting costs related to the equipment (please see below note) WBS Element (if applicable) if the equipment belongs to a project, this will be the object responsible for collecting costs related to the equipment Note: when using Fund Type 32XXX it is important to always use WBS / Order. This fund type should not be used with Cost Center. UN Umoja Training : Local Inventory Goods Movement Page 63

69 Module 5: Executing Certain Exception Processes 9. In the Structure tab, the fields that can be populated are as follows: TechIdentNo. The Technical Identification Number is automatically populated by the system during R&I, and has *** in front of the number if it s system-generated. The user can overwrite this field with an external barcode 10. In the SerData tab, the fields that can be populated are as follows: Material the number associated with the type of equipment. This always needs to be populated Serial Number the unique number assigned to the specific equipment during R&I Master Batch The valuation of equipment is populated in this field (OLD_SUPP or OLD_SPARES) UN Umoja Training : Local Inventory Goods Movement Page 64

70 Module 5: Executing Certain Exception Processes 11. In the Partner Assignment tab, the business partners associated with different functional related to the equipment can be identified 12. The Equipment Status can be maintained by clicking the blue Status icon next to the Status field UN Umoja Training : Local Inventory Goods Movement Page 65

71 Module 5: Executing Certain Exception Processes 13. The Change Status screen will appear. The equipment statuses can be navigated using the Next Page and Previous Page icons. Select the appropriate status by clicking the corresponding radio button and then pressing the back button UN Umoja Training : Local Inventory Goods Movement Page 66

72 Module 6: Listing Local Inventory Goods Movement Reports Module 6: Listing Local Inventory Goods Movement Reports Module Introduction This module lists the processes to generate the following reports: Stock Availability Summary report (T-code ZLE_STCK_OVRVW) Stock Requirement List (T-code MD04) Stock Overview Report (T-code MMBE) Reservation List Report (T-code MB25) Stock Reservation with MAP Value (T-code ZSC_STOCK_RES) See Job Aid. Material Document Report (T-code MB51) Warehouse Stock Report (T-code MB52) Stock Availability Summary Report ZLE_STCK_OVRVW The Requestor runs the Stock Availability Summary report (T-code ZLE_STCK_OVRVW) and checks the availability of stock for the required material at the required date. The report can be executed by Inventory and Inventory Senior for the same purpose. Step-by-Step Instructions The steps to view the Stock Availability Summary report are as follows: 1. Enter ZLE_STCK_OVRVW in the Command field 2. Click the Enter icon UN Umoja Training : Local Inventory Goods Movement Page 67

73 Module 6: Listing Local Inventory Goods Movement Reports The Stock Overview screen is displayed. 3. Populate the following fields: Material: The requested material; multiple materials can be selected. Plant: The plant where the user wants to check whether the requested material is available; multiple plants can be selected. Storage Location: The storage location where the user wants to check whether the requested material is available; multiple storage locations can be selected. Requirement Date: The requirement date, that is the date by when the requested material is to be available. 4. Click the Execute icon The Stock Availability Summary report is displayed. The list displays the stock available for the selected material/plant/storage location/requirement date in the Available to Promise column. The other columns are: Total on Hand: The stock on hand at time when the report is executed including all stock types Unrestricted use: The unrestricted stock level at time when the report is executed Incoming: The expected receipts by the requirement date Outgoing: The expected issues by the requirement date UN Umoja Training : Local Inventory Goods Movement Page 68

74 Module 6: Listing Local Inventory Goods Movement Reports Stock Requirement List MD04 The Inventory Senior runs the Stock Requirement List using the T-code MD04 and monitors the inbound movements and outbound movements to verify in details the availability of inventory. Note that the report only displays information for one material (e.g. the report should be run 10 times for 10 different materials). The report is part of the Materials Requirement Planning (MRP) system functionality used to plan the replenishment of stock. Step-by-Step Instructions The steps to view the Stock Requirement List report are as follows: 1. Enter MD04 in the Command field 2. Click the Enter icon The Stock/Requirements List: Initial Screen is displayed. 3. Populate the following fields: Material: The requested material; only one material at the time can be selected Plant: The plant where the user wants to check whether the requested material is available; only one plant at the time can be selected 4. Click the Enter icon UN Umoja Training : Local Inventory Goods Movement Page 69

75 Module 6: Listing Local Inventory Goods Movement Reports The Stock Requirement List is displayed. The report indicates the total of stock available for a required material and plant at the time when the report is executed in the Available Quantity column. The other columns indicate: Date: This is the expected delivery date (inbound movements) or issue date (outbound movements) MRP Elements: This indicates the type of inbound or outbound movement (e.g. Purchase Order, Inbound Delivery, etc.) MRP element data: This indicates the number/item number of inbound or outbound movement (e.g. Purchase Order, Inbound Delivery, etc.) Receipt/Reqmt: This indicates the quantity of inbound or outbound movement (e.g. Purchase Order, Inbound Delivery, etc.) Supplying/receiving Plant: This is the relevant plant in case of plant to plant transfer movements Issuing Storage Location: This is the storage location from where the stock is issued (outbound movements) Storage Location: This is the storage location where the stock is received Stock Overview Report MMBE The user can execute this report to display the overview of current stock level at time of execution for one material. The stock level is displayed in a hierarchical modality from Company Code through to the plant level down to the selected storage location and batch. The report displays all stock types (e.g. Unrestricted, Blocked, etc.). This report can also display the relevant inbound and outbound transactions. UN Umoja Training : Local Inventory Goods Movement Page 70

76 Module 6: Listing Local Inventory Goods Movement Reports Step-by-Step Instructions The steps to view Stock Overview reportare as follows: 1. Enter MMBE in the Command field 2. Click the Enter icon The Stock Overview: Company Code/Plant/Storage Location/Batch screen is displayed. 3. Populate the following fields: Material: Only one material can be selected at a time Plant: The plant where the user wants to check the stock levels; multiple plants can be selected. Storage Location: The storage location where the user wants to check the stock levels; multiple storage locations can be selected. Batch: If the material is handled in batches, the user can select one or multiple batches of the material 4. Click the Execute icon Note: This report can be executed with an alternative unit of measure (if applicable). To do so, you will specify the required unit of measure in the selection screen. The Stock Overview report is displayed. UN Umoja Training : Local Inventory Goods Movement Page 71

77 Module 6: Listing Local Inventory Goods Movement Reports The report indicates the total of stock available for selected material and plant at the time when the report is executed in the Unrestricted Use column. The other columns indicate the stock levels for the relevant stock types (Quality, Blocked, etc.) as well as the stock that has been reserved through reservation, has been ordered, etc. UN Umoja Training : Local Inventory Goods Movement Page 72

78 Module 6: Listing Local Inventory Goods Movement Reports The user can display the detailed documents (e.g. the reservations) by positioning the cursor at the plant level and selecting the menu entry Environment Reservations: Reservation List Report MB25 The Reservation List Report (T-code: MB25) can be used by the Inventory Senior to look at all open reservations/reservations needing approval, or by the Requisitioner, for example, to check the status of the reservations that have been submitted to request inventory. Note: The Certifying Officer, Inventory Senior or Requisitioner, can also run a report that provides an estimated value for the materials required in a Stock Reservation, based on their current Moving Average Price (MAP) at time of report execution. The Stock Reservation with MAP Value Report (T-code: T-Code = ZSC_STOCK_RES) can be found as a Job Aid. Step-by-Step Instructions The steps to view the Reservation List report are as follows: 1. Enter MB25 in the Command field 2. Click the Enter icon UN Umoja Training : Local Inventory Goods Movement Page 73

79 Module 6: Listing Local Inventory Goods Movement Reports The Reservation List Inventory Management screen is displayed. The selection screen is subdivided in various sections: 5. Populate the following fields in the Reservation Data section: Material: The Reservation material; multiple materials can be selected Plant: The Reservation plant; multiple plants can be selected Requirement Date: The Reservation Requirement date, that is the date by when the requested material is to be available; multiple dates can be selected name: The Name (Umoja Id) of the user who created the Reservation Goods recipient: The Goods Recipient indicated in the Reservation 6. You can populate/select specific account assignment data indicated in the reservation, such as Cost Center, WBS elements, etc. to refine the list of reservations UN Umoja Training : Local Inventory Goods Movement Page 74

80 Module 6: Listing Local Inventory Goods Movement Reports In the Scope of List section, you can select the status of the reservations: Open Reservations: If selected, only reservations which haven t yet been completely issued (or received) are displayed Cancellable Reservations: If selected, the reservations for which the related goods movement can be reversed are selected (not relevant for selecting open reservations) Goods Movement Not Possible: This is the indicator set by the Inventory Senior to approve the reservation. If selected, only the reservation which do not have this indicator ticked are selected Issues: If selected, only reservations related to issuance of goods are selected Receipts: If selected, only reservations related to receipts of goods are selected In this report many additional selection criteria can be added in order to refine the search. This can be performed by the user clicking on the Dynamic Selection icon at the top of the screen. An example is provided later in this module. 7. Click the Execute icon to run the report. The Reservation List report is displayed UN Umoja Training : Local Inventory Goods Movement Page 75

81 Module 6: Listing Local Inventory Goods Movement Reports Let us review some of the reports columns: Reservation: This is the reservation number Item: This is the Reservation item number M: This is the indicator of Goods Movements Possible (if = X the Reservation is approved and the movement is possible). Note that this flag is relevant only for manually created Reservations; automatically created Reservations cannot be approved D: Flag indicating that the Reservation item is deleted Name: that created the Reservation Goods Recipient: Goods Recipient indicated in the Reservation Requirement Date: Requirement Date indicated in the Reservation Mvt: Code of the movement type indicated in the Reservation Movement Type Text: Description of the movement type indicated in the Reservation 8. Double-click a specific reservation to directly access the reservation details Example of the use of Dynamic Selection for the Reservation List. The Inventory Senior needs to execute the list to extract all reservations that are pending approval. The user can select material, plant, requirement date and other general or account assignment criteria. In addition, the user will perform additional selections to restrict the list only to the Reservations with the required status using both Scope of the List and Dynamic Selections. 1. Scope of the List Selections: UN Umoja Training : Local Inventory Goods Movement Page 76

82 Module 6: Listing Local Inventory Goods Movement Reports The above indicated settings will reduce the list to only Reservations for Issues or Receipts for which the Goods Movement is not possible (i.e. not approved reservations). However, since this indicator is valid only for manually created Reservations, this selection will include also automatically created Reservations. In order to exclude the automatically created Reservations, the user can follow the below described steps: UN Umoja Training : Local Inventory Goods Movement Page 77

83 Module 6: Listing Local Inventory Goods Movement Reports 2. Dynamic Selections: The user clicks the Dynamic Selection icon. The system opens up an additional section of the screen where it is possible to choose from wide range of additional selections. In order to exclude automatically created Reservations, the selection parameter Requirement Type can be selected and the value MR (Manual Reservation) entered. 3. Click the Execute icon Note: Additional filters can be applied to further refine the list in order to exclude, for instance, deleted Reservations (if Del indicator is checked, the item in the reservation is earmarked for deletion and could not be used for issue and therefore does not need approval) or Reservations which have been completely issued (if FIs (Final Issue indicator) is not checked, the Reservation is still to be processed). UN Umoja Training : Local Inventory Goods Movement Page 78

84 Module 6: Listing Local Inventory Goods Movement Reports Material Document Report MB51 Using the T-code MB51, the user can generate a list of the material documents (e.g. Goods Receipts, Goods Issues, Transfer Postings) that have been posted by material or multiple materials. From the output list, the user can search for and display a particular material document. Step-by-Step Instructions The steps to view the Material Document report are as follows: 1. Enter MB51 in the Command field 2. Click the Enter icon The Material Document List screen is displayed. 3. Populate the following fields: Material: The requested material; multiple materials can be selected Storage Location: The storage location where the user wants to check whether the requested material is available; multiple storage locations can be selected UN Umoja Training : Local Inventory Goods Movement Page 79

85 Module 6: Listing Local Inventory Goods Movement Reports Vendor: The vendor; multiple vendors can be selected (relevant only for Goods Receipt) Movement Type: The movement type; multiple movement types can be selected Posting Date: The posting date, that is the date when the requested material is to be available; multiple dates can be selected 4. Click the Enter icon. The Materials Document report is displayed The report displays the list of the material document generated for each material. The list provides the material document number, the materials, the plants and storage locations, the quantity and the value, the accounting information, the relevant dates. Note: The report output can be displayed in table format that will allow to perform additional adjustments, such as sorting, filtering, adding totals and subtotals, including additional columns, etc., and to easily export to Excel; to do so, select the table icon in the top part of the list screen. UN Umoja Training : Local Inventory Goods Movement Page 80

86 Module 6: Listing Local Inventory Goods Movement Reports Warehouse Stock Report MB52 The Warehouse Stock report (t-code MB52) allows the user to view stock quantity, values and types by Storage, Location and Plant. The report allows to select multiple materials at the same time. Step-by-Step Instructions The steps to view the Warehouse Stock report are as follows: 1. Enter MB52 in the Command field 2. Click the Enter icon UN Umoja Training : Local Inventory Goods Movement Page 81

87 Module 6: Listing Local Inventory Goods Movement Reports The Display Warehouse Stocks of Material screen is displayed. 5. Populate the following fields: Material: The requested material; multiple materials can be selected Plant: The plant where the user wants to check whether the requested material is available; multiple plants can be selected Storage Location: The storage location is a recommended parameter in order to reduce the amount of records and the execution time UN Umoja Training : Local Inventory Goods Movement Page 82

88 Module 6: Listing Local Inventory Goods Movement Reports 6. Select the following options in the Settings and Display Options sections: No zero stock lines If this check box is selected, only the materials for which stock exists are selected, hence it is recommended to check it if there are no materials explicitly indicated in the selection screen. If instead the user selects specific materials in the selection screen, then this checkbox can also be unticked Non-Hierarchical Representation If this radio button is selected, the output report will be displayed in table format that allows to perform additional adjustments, such as sorting, filtering, adding totals and subtotals, including additional columns, etc., and to easily export to Excel 7. Click the Enter icon The Warehouse Stock report is displayed. UN Umoja Training : Local Inventory Goods Movement Page 83