Objective Use these procedures to update an Inbound Delivery document. Updates shall include information related to delivery date, actual quantity to be delivered and the uploading of any related documentation (i.e. Bill of Landing, etc ). Trigger The Inbound Delivery is created against a Purchase Order (PO). Umoja ECC runs a scheduled batch job to create the Inbound Delivery and transfer key PO data. Perform this process if, after liaising with the vendor, the PO delivery date or the quantity of material to be delivered is different from the original PO. One should also use this User to upload any documentation/information pertinent to the delivery of the PO. Updating the Inbound Delivery document will provide receiving offices with expected delivery dates and shipment information which will enable receiving offices to better plan and manage their resources and workload. Enterprise Role Transaction Codes T-Codes: VL06I VL32N ME23N Version 1.0 1/22
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: 1. It provides the link between Procurement, Logistics and R&I functions; 2. It is created against the PO. Umoja ECC runs a scheduled batch job to create the Inbound Delivery and transfer key PO data 3. The Inbound Coordinator updates it with shipping updates from the vendor. This informs the receiving offices of expected delivery dates and shipment information 4. For virtual receipts, the Inbound Coordinator updates it with the actual delivery date and uploads the delivery documents (including onward movement) 5. An Inbound Delivery report can be produced by each receiving location to track Inbound Deliveries. Goods are received against the Inbound Delivery High Level Process Version 1.0 2/22
Update an Inbound Delivery The Inbound Coordinator performs the following tasks: Updates the Delivery Date based on commodity vendor communication; Uploads any shipping documents provided for the arriving shipment. Update an Inbound Delivery (Using ME23N) There are two methods of finding an Inbound Delivery. One is through the Confirmation Tab in the PO using T-Code ME23N which you are about to see. The second method is by using T- Code VL06i. Therefore, the Inbound Coordinator can update an Inbound Delivery through a PO using the T-Code ME23n or by using T-Code VL06i. Using a PO (ME23N) Note: To see who updated the Inbound Delivery previously, go to "Environment -> Changes". Version 1.0 3/22
Version 1.0 4/22
Version 1.0 5/22
Version 1.0 6/22
Simulation: View a Purchase Order (PO) Transaction Code: ME23N Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.5211?mode=EU Version 1.0 7/22
Update an Inbound Delivery (Using VL06i) Using VL06i Version 1.0 8/22
Version 1.0 9/22
Inbound Delivery by Delivery Address Inbound Delivery Key Date Version 1.0 10/22
Inbound Delivery Overview Version 1.0 11/22
Version 1.0 12/22
Version 1.0 13/22
Version 1.0 14/22
Deleting an Inbound Delivery 1) Log into ECC as an Inbound Coordinator, t-code VL06i, and find the Inbound Delivery, using PO number and item number. Clear other fields if necessary to find document. 2) Click on List Inbound Deliveries. Version 1.0 15/22
Double click on inbound delivery number to open Click the change button Version 1.0 16/22
Double click on inbound delivery number to open Version 1.0 17/22
Select the line to be deleted and click the delete button at the bottom Save the document Version 1.0 18/22
Inbound Delivery Update (Physical Receipt) - Summarized Inbound delivery update scenarios depending on type of procurement, type of items, and type of receipt Inbound Coordinator Version 1.0 19/22
Inbound Delivery Update (Virtual Receipt) - Summarized For Virtual GR the below information is updated depending on items type / procurement type (consumables/ inventories) Virtual Receiver Version 1.0 20/22
Key Terminology Key Terms Plant Storage Location Description The location where materials are produced, purchased, stored, inventoried, shipped, received and valuated or from which services are provided A storage location reflects inventory owned by a particular Funds Center in a plant. It also reflects geographical locations that fall within the same plant Goods Receipt Low Value Acquisition (LVA) Three-Way Matching Storage Location Batch Management Serialization Movement Type Virtual Goods Receipt Physical Goods Receipt Material Master A document generated to acknowledge the 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 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 A storage location reflects inventory owned by a particular Funds Center in a plant. It also reflects geographical locations that fall within the same plant The management of batches, or homogenous partial quantities of a material or product The process by which each equipment received is assigned a unique number 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 issues 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 receiving destination A Master Data record that contains all the information about the materials that UN procures, stores and ships. Specifically within Logistics, the Material Master incorporates valuation, batch management, serialization/barcode printing and quality inspection Version 1.0 21/22
Version 1.0 22/22