FI321 - Umoja Accounts Payable Process - ILT PPT - v11

FI321 – Umoja Accounts Payable
Process
Umoja Accounts Payable Process – Version 11

Last Modified:
Copyright 30-Sep-14
© United Nations 1
Agenda
Course Introduction
Module 1: G/L Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos
Module 5: Process payments to Consultants / Ics (Evaluated Receipt Settlement)
Module 6: Down Payments
Module 7: Document upload
Module 8: Accounts Payable Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations 2

Introduction
Please share with us:
• Your Name
• Your Section/Unit
• # Years with the UN
• Interesting Fact About Yourself

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 e-mail 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

E-mail

Course Overview
The purpose of the Umoja Accounts Payable Process is to teach end users how to enter
Invoices, Credit Memos, Down Payments and perform all other Accounts Payable (A/P)
activities in Umoja.
Prerequisite Review
You should have completed the following prerequisite courses:
• Umoja Overview
• Umoja Master Data & Coding Block Overview
• Accounts Payable Overview
• Umoja ECC Navigation
Course Duration: 6 hours

Course Objectives
After completing this course, you will be able to:
• List the different G/L accounts relevant for Accounts Payable
• Scan, park and/or post an Invoice
• Process Invoices with or without a Purchase Order (PO)
• Process Invoices applying payment retention
• Process Invoice reductions
• Enter and clear Down Payments
• Enter a Credit Memo

Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

Module 1 Objectives
After completing this module, you will be able to perform the following actions:
• Identify the purpose of Reconciliation Accounts for Accounts Payable
• Explain the purpose of Special GL (SPGL) Indicators
• Differentiate between the different Business Partner Groups in Umoja

Key Terminology
Key Term Description
A new Chart of Accounts applies to Umoja. Each GL account is now
8 digit (compared to 4 digits Object of Expenditure). The Chart of
Chart of Accounts
Accounts is designed to produce the IPSAS compliant Financial
Statements.
Umoja introduces Subsidiary Ledgers where all entries for vendors
Subsidiary Ledger
are recorded.
Each Subsidiary Ledger will be tied to the General Ledger through a
Reconciliation Reconciliation Account; the balance of all entries in the Subsidiary
Account Ledger will reconcile with balance in the General Ledger account.
New functionality of SPGL ensures that all Down Payments

Special GL (SPGL)
(advances) are recorded in a different Reconciliation Account
Indicator
instead of regular Reconciliation Account.

General Ledger vs. Subsidiary Ledgers
The Subsidiary Ledger is a supporting ledger (to the General Ledger) that records
transactions in individual accounts and divides financial data into distinct and more
manageable categories.
The total of all individual account balances in the subsidiary ledger equals the balance of
the Reconciliation Account in the General Ledger.
Postings to Reconciliation Accounts

General Subsidiary
Ledgers Ledgers

A/P Subsidiary Ledger
The A/P Subsidiary Ledger (or Sub Ledger) is one of three Sub Ledgers in Umoja.
General
Ledger
Accounts Accounts Fixed

Receivable (A/R) Payable (A/P) Assets (FA)
(contains Customer (contains vendor (contains assets not
accounts) information) recorded in Galileo)

Reconciliation Accounts
Umoja uses Reconciliation Accounts to reconcile financial information contained in the
subsidiary ledgers in real-time. The entries in the Reconciliation Account can only come
from a Subsidiary Ledger. For example, fuel purchased from a vendor will be recorded in
General Ledger as follows:
A/P Subsidiary Ledger General Ledger
A/P- Reconciliation Account

Journal Voucher 2000
Vendor Account Expenses
Debit Fuel 2000
Credit Vendor 2000 2000
2000 Fuel
In the General Ledger, the

In the A/P Subsidiary
A/P Reconciliation Account
Ledger, the vendor is
has a corresponding credit
credited with the amount
entry to reconcile with the
due
A/P Subsidiary Ledger.

G/L Accounts used for A/P
G/L Account Reason
Ensures the Sub Ledger is

always reconciled with the G/L.
Entries in the A/P
It gets automatic entries from
Sub Ledger Reconciliation Accounts
the Subsidiary Ledger and no
manual entry can be recorded
to these accounts.
Entries for Revaluation entries are
Revaluation of recorded in the Revaluation
Monetary Balances Revaluation Accounts Account as the individual
records in the Sub Ledger are
not affected by revaluation run.
Entries for late

audit adjustment Should be recorded at the G/L
Manual Adjustment Accounts level since the Sub Ledger may
be closed earlier than the G/L

Recording A/P Entries in Umoja G/L Accounts
For each Business Partner Group, Umoja provides a standard numbering convention for
each type of G/L Account:
Account Type Ending with Digits
Reconciliation account 10
Manual Adjustment account 20
Revaluation account 99

Business Partner Groups in Umoja
Member States Non-member Other UN Agencies,

States Governmental Funds and
Entities Programs
Individuals Individual NGO’s Commercial

(Staff Members, Consultants and Vendors
Retirees, Survivors) Contractors

G/L Accounts for A/P
For standard invoice transactions, the following G/L accounts are automatically derived
by Umoja based on the Business Partner Group:
Business Partner Group Reconciliation G/L Account

Member States 33201010
Non-Member States 33201110
Other Governmental Entities 35101210
UN Agencies, Funds and Programs 35101310
Non-Governmental Organizations 35101410
Commercial Vendors 35101510
Individuals (Staff Members, Retirees,
35101610
Survivors and so on)
Individual Contractors and Consultants 35101810

Special GL Indicators
Special GL (SPGL) Indicators are used to identify transactions that should be recorded to
alternate G/L accounts. In Umoja, the following SPGL are used for A/P:
Transaction SPGL
Down payments to commercial vendors A
Advances to implementing partners Y
Travel advance T
Salary advance S
Security deposits H
Cash Advance for Cash Payments K
Note: In Umoja, SPGL are used in conjunction with the Down Payment functionality, which
is covered later in the course.

Learning Checkpoint 1
The total of all individual accounts in the Subsidiary Ledger equals the balance which
account in the General Ledger.
Select the correct option.
A. Reconciliation Account
B. Revaluation Account
C. Manual Adjustment Account
D. A/P Sub Ledger

The total of all individual accounts in the Subsidiary Ledger equals the balance which
account in the General Ledger.
A. Reconciliation Account
B. Revaluation Account
C. Manual Adjustment Account
D. A/P Sub Ledger
Option A is the correct answer. Reconciliation

Accounts are used to reconcile financial
information contained in the Subsidiary Ledgers in
real-time.

Down Payments to commercial vendors are recorded using a particular type of
___________.
A. General Ledger Account

B. A/P Sub Ledger Account
C. SPGL Indicator
D. Business Partner

Down Payments to commercial vendors are recorded using a particular type of
___________.
A. General Ledger Account

B. A/P Sub Ledger Account
C. SPGL Indicator
D. Business Partner
Options C is the correct option. SPGL Indicators

are used to identify transactions, including Down
Payments, that should be recorded to alternate
G/L accounts.

Module 1 Summary
The key points covered in this module are listed below:
• Reconciliation Accounts are used to update the General Ledger based on postings
to the A/P Subledger
• SPGL Indicators are used to make postings to accounts outside of the standard
Reconciliation Account (for example, for Down Payments)
• Business Partner Groups in Umoja each have their own set of Reconciliation
Accounts

Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

Module 2 Objectives
After completing this module, you will be able to perform the following actions:
• Enter an Invoice with reference to a PO
• Calculate and apply Value Added Tax (VAT) to an Invoice
• Hold an Invoice for later completion
• Simulate Invoice posting
• Save Invoice as Parked (for Review)
• Post Invoice
• Approve or reject a parked Invoice
• Review a PO
• Reverse an Invoice

Key Terminology
Umoja compares the quantity/Amount in Purchase Order,
Three-Way Match
Goods Receipt and Invoice.
Umoja process that automatically routes Invoices or other
Workflow financial/procurement documents to the appropriate persons
for approval and/or review
A process that forwards a financial document in Umoja to other
Park Document colleague for review/completion. The parked documents do
not have any financial impact.
A process that posts a financial document to a particular
Post Document subledger. This results in the relevant financial impacts to the
G/L accounts
The maximum amount by which an Invoice may differ from the
Invoice Tolerance PO total and each PO line to pass the budget check ($4000 or
10% of PO, whichever is lower)

Key Terminology
A block entered in the document that ensures an invoice
Payment Block
cannot be paid until the payment block is removed
A document entered to record receipt of goods, referencing
Goods Receipt one or more PO’s. Goods receipt creates a financial document
to record expense and accrued liability in GR-IR account
A document entered to record receipt of services, referencing
Service Entry Sheet (SES) one or more PO's. SES creates a financial document to expense
services and record an accrued liability in GR-IR account
A three-character field in the Umoja ECC system (seen in
Movement Type Purchase Order) identifying type of transactions against a PO
(for example, Return Delivery to Supplier)

Roles & Responsibilities
The following Umoja Enterprise roles are involved in the A/P process:
• Creates vendor Invoices and vendor Credit Memos

within the A/P subledger. This entails:
Financial Accounting – Adding VAT
User (A/P) – Changing payment terms, if needed
– Adding a payment block, if needed
– Reducing the invoice, if needed
– Requesting that PO be modified, if needed
• These documents are subject to workflow approval
• Reviews and approves the vendor Invoices and Credit

Financial Accounting Memos created by the Financial Accounting User (A/P)
Approver (A/P) within the A/P subledger
• Reviews and provide comments when rejecting the
document back to AP user.
• Close the record after which users can not attach any
further supporting documents

Roles & Responsibilities
The following Umoja Enterprise roles are involved in the A/P process:
Financial Accounting
Senior User (G/L, • Reverses the Posted documents
A/R, A/P and CO) • Clears G/L, A/R and A/P documents

Invoice Transactions in Umoja
There are two main transactions within Umoja ECC to enter an Invoice:
• MIR7 is used for standard invoices for goods and services in reference to a PO
• FV60 is used in cases when there is no PO. Invoices processed with FV60 may refer
to a Funds Commitment (obligation document e.g. MOD)
In this module, we will cover the MIR7 transaction.

Invoice Transactions in Umoja
Below are key differences between the two Invoice transactions in Umoja, Invoices with
or without PO:
MIR7 FV60
Invoice entered with reference to a PO Invoice entered without reference to a PO
Line items delivered are derived Line items must be entered manually or
automatically through an Excel file
“Parking” the document will trigger “Parking” the document will save for later
workflow and send to the A/P Reviewer completion but will not trigger workflow
for completion/review
“Holding” the document will save for later No “Hold” functionality
completion but will not trigger workflow

Three-Way Match
Umoja ECC Goods Receipt

performs
Three-Way
Match
Umoja
ECC
Invoice Purchase Order
Enter Invoice with PO (MIR7)

• Umoja ECC’s automated Three-Way Match enables the cross-check of Purchase
Order, Goods Receipt and Invoice documents
– If the documents cannot be matched within the Invoice Tolerance, the system
won’t allow the invoice to be forwarded to the appropriate approvers
– If the documents do match, the A/P User will be able to Save as Complete,
which will forward the Invoice to the A/P Approver, who can make the financial
posting

Three-Way Match
Enter Invoice with PO (MIR7) – Cont’d
• If physical discrepancies (for example, physical damage) are found during goods
receipt, a appropriate movement type is recorded on the goods, resulting in no
financial posting. This blocked status is removed by appropriate movement type
accepting the goods resulting in financial posting.
• If good are subject to inspection, the goods receipt is performed upon delivery.
Since the inspection is performed subsequently and may highlight some items are
missing or don’t meet the specifications. Only after the inspection is complete
should the Invoice be posted. This will require coordination between the
operations and the accounts payable unit

Review Purchase Order
After receiving an Invoice from a vendor, it may be necessary to view details about a PO. To view a
PO, use ME23N transaction. You can also review all PO’s for a vendor using the ME2N transaction.
To enter a PO number, select the Other Purchase Order in the menu or using the icon. A pop-up
window will appear where you can enter the PO number. You may also click the Matchcode icon to
search for a particular PO by vendor, cost center or many other criteria.

The Display Purchase Order screen has three main sections:
• Header Data tabs
• Item Overview
• Item Details
Each one of these sections can be expanded or collapsed by clicking the button next to their label.

• Header Data tab shows information on Status, Payment terms, etc.

• Item Overview tab shows information items ordered, quantity, price, etc.

• Item Details tab has many tabs, important for AP processing are Account Assignment and Payment
History for each line item in purchase order.

The Purchase Order History tab displays a full history of receipts, returns and any other actions that
have occurred for each line item. The MvT field displays all the Movement Types that have occurred.
The relevant Movement Types in Umoja are:
• 101 – Goods Receipt for Purchase Order
• 102 – Cancellation or reversal of Goods Receipt
• 103 – Goods moved into blocked stock
• 105 – Goods moved from blocked stock into unrestricted stock
• 122 – Return Delivery to Supplier
• ZP1 – Virtual Goods Receipt (Goods received through a freight forwarder)
Note: Payment should only be made for movement types 101 and 105.

To see the FI postings, double click on Material Document number. In the next screen select 'Doc
Info' tab and click on . The pop up window shows all documents created, select
Accounting Document. System posts the expense and credits AP Ex Goods Recpt which will be
adjusted when vendor invoice is paid.

Invoice Process Steps (MIR7)
The main steps to process an Invoice with a PO are:
Add Header Data Calculate VAT
Add Payment Terms

Simulate and Post
Add PO Reference and Unplanned
Delivery Costs Document

Add Header Data
Add Header Add PO Add Payment Simulate and
Calculate VAT
Data Reference Terms Post
Enter the MIR7 Transaction Code. The Park

Incoming Invoice: Company Code 1000 screen
appears.
The top-half of the screen is called Header;

bottom half is called Line items.
Populate the following fields in the Basic Data

tab: 1
2
•1 Invoice Date: The date on the vendor
invoice
•2 Posting Date: The date on which the
Invoice will be posted (usually today’s
date)

Add Header Data
Calculate VAT
Populate the following fields in the Basic Data

tab:
1• Reference: The vendor Invoice number

2• Amount: The total amount on the
Invoice including VAT and all charges.
3
• Currency: Currency of the Purchase
order
1
•4 Text: A free text field used to convey any
particular information about the
2 3
document (in case of review)
Note: At this time enter the PO currency even
4
if the vendor has submitted invoice in local
currency and wants payment in invoiced
currency. Payment in other currency is covered
later in the course.

Calculate VAT
Calculate VAT
To add tax information, select Calculate Tax box.

Then click the icon next to the tax rate field.
This will let you change the Reporting Country.
If you do not know the Country Code for your

Country, click the icon to see a full list.
After selecting the reporting country, a list of Tax

Codes will be available to select from the drop-
down menu.
Choose the appropriate Tax Code. After the PO

information is loaded, the Tax Amount will be
automatically calculated.

Calculate VAT
Calculate VAT
The selected Tax Code will allow Umoja to

calculate the tax amount and determine in 1
which G/L Account to record the VAT. 2
3
Examples of Tax Code options available are:

1• L1 (Input VAT 10% Reimbursable):
Records VAT on Balance Sheet
2• L2 (Input VAT 10% Non reimbursable):
VAT recorded on the same expense line
as the underlying amount
3• V0 (Zero Tax)

Add PO Reference
Calculate VAT
To create the link between the Invoice and PO,

enter the PO number referenced in the Invoice
in the field next to the Purchase
Order/Scheduling Agreement
drop-down menu.
When you hit Enter, the vendor

information appears on the top right
side of the screen. In addition, the line
items from the PO will populate in
the table below.

Add PO Reference
Calculate VAT
Items that have been received are highlighted

in yellow. If you scroll to the right, you will see
the number of items received under the
Received field.
Remove highlight from lines not included in
invoice by clicking on the side bar.
If you would like to add an additional PO to the

Invoice:
1• Click the yellow arrow button next to
the PO number field
2• A pop-up window will appear where
you can enter more PO numbers
•3 Click the Adopt icon to return to the
MIR7 screen

Add PO Reference
Calculate VAT
In addition to adding the Tax Code at the

Header level, it must also be entered for
each line item. To do this, in the PO Reference
section, scroll over to the right until you see
the Tax Code field.
Select the same tax code for each line item and hit
Enter.
The document will balance.

Add Payment Terms
Calculate VAT
Next, the payment terms should be input..
Payment terms are defaulted from the Vendor’s

Business Partner information and can be
overwritten in the Payment tab.
1
The following fields must be populated to ensure

no problems in Treasury Payment run:
•1 Payment Terms: Select appropriate
payment terms, starting with Z from drop
down menu; Eg. Z001 = Due immediately;
Depending on discount applicable select
appropriate term e.g. Z003 To be paid
within 14 days at 3% cash discount,
within 20 days with 2% cash discount,
within 30 days due net

Add Payment Terms
Calculate VAT
2• Baseline Date: Date from which system will

calculate and derive due date to send
outgoing payment with appropriate
discount. System copies the invoice date
as Baseline date and cases where invoice is
received significantly later than the Invoice
date listed, change the baseline date to
match payment terms.
3• Payment Method: Specifies the way
payment will be made to the vendor. 2
• Note: Umoja determines the House Bank

from where the payment is sent using
three parameters; Currency, Payment 3
Method and Beneficiary bank location. For
Cheques the determination is done from
Accounting Clerk field in BP.

Add Payment Terms
Calculate VAT
Selection of correct payment method ensures the payment is not held up as

Exception.
Common Payment Methods are:

• A – Bank Transfer (ACH-CCD): For payee bank in the US, currency USD
• D – Payment from Cash journal (allowed for amounts below USD 4,000)
• H – Vendor will pick up cheque at Cashier window
• Q – Cheque will be mailed. In this case the correct mailing address must
exist in the vendor record.
• S – SEPA: (Single Euro Payments Area) For payee bank in Eurozone and
currency of payment is Euro
• W – Wire (SWIFT MT103): Used in all other regions
• X – Wire payment in specific countries
• U – UNDP Pay Agent: Used in situations where UNDP is a Pay Agent or is
paying a Travel Advance. Funds are not sent to UNDP at this stage.
• R – UNDP Service: Used in situations where UNDP is procuring goods or
services on behalf of an Umoja entity. Funds are not sent to UNDP at this
stage.

Add Payment Terms
Calculate VAT
4• Payment Block: Denotes why a payment

block is placed on the Invoice. Payment
blocks must be manually removed for an
Invoice to be paid
5• Partner Bank: A vendor may have multiple
banks accounts in separate currencies.
The partner bank field should be selected
to tell the system which payee bank
payment should be sent. Also, this must
match the Payment Method selected.
• Click on Icon ‘Save as Completed’ and
system will route the document for
Approval. 4

Process Payment Retention
Slide 35 shows the Retention at Header level.
The Retention can also be at line level. This is
seen in ‘Item Detail’ under ‘Invoice tab’.
1• When PO number is input, system gives
message ‘Item is relevant to retention,
see message log’
2• System requires due date for the
retention. Scroll far to the right until you
find the Due Date field. Enter the desired
payment retention due date
3• Check box in Tax Reduction field to
eliminate tax from retention amount
4• Simulate the document and check the
retention amount is credited to the
Vendor account
5• Save as complete to send document for
approval through workflow.

The simulated document shows the lines for payment and retention. System credits the vendor for
full amount and then creates another entry debiting the vendor and crediting vendor for retention
items. At payment run the vendor will be paid net amount while the retention amounts will be paid
only on due date.

After the Invoice has been posted, there will be two corresponding accounting documents created: one
for the Invoice and one for the Retention. You can see the documents through PO or MIR4.
To view these documents, first open the Invoice using the Display Document (T-Code FB03)
Transaction.
Click the Follow-On Documents… button to open a list of all relevant financial documents for the
invoice, including the Invoice and Payment Retention documents. Double-click any of these documents
to display them.

First document shows full amount due to vendor while second document shows retention amount
(with special GL indicator ‘R’) payable at later date.

Add Unplanned Charges
There may be instances where Procurement has agreed to other expenses and did not issue a Revision to the
original PO; OR vendor has send invoice with additional charges to which Procurement agrees. Umoja allows
payment of these expenses as Unplanned Charges provided these are within the tolerance of 10% or USD 4,000
whichever is lower.
To record such charges:
• In the Basic data tab, enter full invoice amount (including the unplanned charges). When the PO is entered,
the document is unbalanced due to unplanned charges
• In the Details tab, enter the unplanned charges in the Unpl. Del. Csts field. The document will become
balanced as signified by the green light
• Click Simulate to simulate the document postings
• Click Save as Complete to submit for approval

• The document is unbalanced by Euro 622.60. This is due to unplanned charges for EUR 566 plus 10% tax.
• Enter the EUR 566 in unplanned charges tab, hit enter. System calculates the tax on this amount and
balances the document.
• It also changes the tax amount in ‘Basic data tab’.

In Simulation, you can see that the unplanned charges are debited to the expense account in
proportion to the original charges and vendor is paid full amount.

Enter Invoice Reduction – Invoice more than PO
In cases where the invoice is more than PO, Invoice Reduction option is used to settle the invoice. In addition, Invoice
Reductions can only be entered if they fall within Invoice Tolerance (4000 USD or 10% of PO, whichever is lower).
To do this:
•1 Enter the Amount as it appears on the Invoice along with all other required fields (such as Payment Terms)
2• Add the PO Number as the PO Reference
3• As you can see below, the Invoice Amount is JPY 100,000 more than the amount of the PO and Goods
Received.

4• Verify the invoice with the PO and identify line item with the difference. Difference could be for
price or quantity (in case of rejection of items)
5• In the drop-down menu next to Layout, select Invoice reduction. This will restrict the number
of columns to just those that are relevant for Invoice Reductions
6• Scroll to the right until you find the Correctn ID field. For the line item that should be reduced,
select the Vendor error: reduce invoice option

7• Next, under the Invoice Amount Acc. To Vendor field, enter the amount that the Vendor
invoiced for this line item. Enter the Invoiced quantity in the Qty Acc to Vendor field, hit
Enter.
8• You will see a pop-up window that shows how much the Invoice was reduced. The balance of
the invoice will also be corrected. The Invoice can now be Simulated

The Simulation shows the vendor invoice is reduced and net payable to vendor is the Goods Receipt
amount.
If you are satisfied with the results, click Save as Complete to submit for approval.

Cases where the invoice is lower than GR
There may be times when the Invoice is less than the Goods Receipt. In such cases, the matter should
be raised with Procurement to find out reason for discrepancy. After the matter is discussed with
Procurement and decision is made to pay the amount on invoice,
• In MIR7, enter the header details;

the Purchase order number to call
up lines that can be paid. 2
1• When the invoice is less than the

Goods Receipt, the document will
not balance. 1
•2 In the illustration, the invoice value

is $ 9,500 while the goods receipt is
$ 10,000 and document is
unbalanced by $ 500.

1• Click and remove the highlight from

the line.
3
2• Enter the amount of invoice with
no change in the quantity.
3• Hit Enter and document will
balance.
1 2

• Simulate the invoice. You will note that Umoja debits the GR/IR with full amount
thus clearing the account.
• Credits the vendor with invoice amount
• Credits the expense account for the balance.
• If you are satisfied, save as complete to route the document for approval.

How to pay the balance amount on the invoice that was reduced earlier
In case Procurement informs that the amount less paid earlier should be paid, option MIR7 with
Subsequent Debit is used.
Enter appropriate information and call up the purchase order.
In the line, enter the amount payable and quantity; simulate, save as complete to route for approval..

How to pay the balance amount on the invoice that was reduced earlier
• Simulate the invoice. You will note that Umoja debits the Expense account
• Credits the vendor with invoice amount.
• Vendor is paid and expense is fully charged.

Key Actions for MIR7 (Hold)
The MIR7 transactions provides several actions that can be taken on an Invoice. It is
important to understand the function for each of the following functions in order to
properly process an Invoice with a PO.
Simulate Save as
Hold Save as Parked Completed
Document
Click the Hold button to save the Invoice to complete at a later time.
Clicking the Hold will not trigger any automated checks. It will not trigger workflow and will be
viewable only to the original creator of the document. A document number will be generated at this
point.

Key Actions for MIR7 (Simulate)
Simulate Save as Save as Parked
Hold
Document Completed
Before parking a document, the creator should always simulate the document to review for accuracy
and completeness.
Clicking the Simulate button will display a simulated financial posting in USD to the Vendor and G/L
accounts.

Key Actions for MIR7 (Save as Parked)
Simulate Save as
Hold Save as Parked
Document Completed
If the Invoice fails any of the checks, it cannot be Saved as Complete and needs to be either put on
Hold or Saved as Parked.
Clicking the Save as Parked button will send the Invoice to the A/P Processor for review/completion
through Workflow. There will be no edit check, budget check or an attempt at Three-Way Match at
this time.
A document number will be generated at this time.

Key Actions for MIR7 (Save as Complete)
Simulate Save as
Hold Save as Parked
Document Completed
The Save as Completed button is used to post the Invoice if it is within the Invoice Tolerance.
In detail, clicking the Save as Completed button will cause the Umoja system to:
• Perform edit checks to ensure period is open and coding block is valid
• Verify budget availability (AVC) to ensure budget is sufficient to absorb VAT (when not
reimbursable) or differences due to changes in exchange rates. Budget consumption is updated
• Attempt Three-Way Match
• If all checks are successful, document is routed through workflow
• System will Generate the Document number.

Look Up Document Approver
The document sent through workflow for approval can
be viewed by the processor.
Using MIR4, enter the invoice document number,

system will bring up the document. Click the Services
for Object icon and select Workflow / Workflow
Overview.
In the next screen click on ‘Information’ under column

‘Agent’.
A list of approvers will be displayed and you will see

whether these are intermediate approvers or
approving agents.
The Accounts Payable has 2 levels of approval; After
first review document is routed to Approving Officer
for posting.

Reverse Invoice
If an invoice was posted erroneously, it can be reversed using the MR8M transaction Cancel Invoice Document.
However, only the Financial Accounting Senior User has the access to execute this transaction. It should be
executed after thorough review of the invoice and circumstances requiring reversal. The reversal and original
documents should then be amended and text inserted for audit trail.
To reverse an Invoice, the following fields are required:

1• Invoice Document to be reversed
2• Reversal Reason:
• Select 01 to reverse the invoice in the same period as 1
originally posted. This will work only if the original
posting period is open.
• Select 02 to post document in the currently open
period. E.g. document was posted in January which 2
is closed; its reversal and posting in April is achieved 3
through 02 option.
3• Posting Date: Select a posting date, if required; as
default system takes current date as posting date.
• Click on Display Document icon to see and confirm
original document you are about to reverse.
• Click Save and reversal is posted.

Changes to posted invoice
Using the Change Posted Document transaction
(FB02), Umoja allows for the following fields to be
changed after a document is posted through
workflow approval:
• Payment method
• Payment currency – other than the PO currency
• Payment block
• Assignment
• Long Text
To access the document, enter the document number

and the fiscal year and click enter. If you don’t know
the document number, click the Document List
button and enter parameters such as document type,
posting date, own documents, etc.

Change Posted Invoice
To change the Payment Method, Payment Block or Assignment:
•1 Once the document appears, double-click the vendor line (the first line in the document) and
another screen will pop up
•2 Fields that can be changed will be in white. Fields in grey cannot be changed. Once the change is
made, click the Save icon and ensure you receive the system message “Changes have been
saved”.
3• Enter the local currency in which vendor wants payment.
4• The Assignment field is used for the automatic clearing of Invoices. You may want to copy the
assignment number from any other document that should be cleared against this document.
3
1 4

Change Posted Invoice (Payment Long Text)
Umoja allows insertion of comments and explanations on the document in addition to the Document
Header Text and the Text on each document line. For example, it can be used to give a full description
for why an Invoice has been reversed.
To modify the Long Text:
1• Click the Extras menu
2• Select Text
3• In the pop-up window that appears, enter the explanation next to the Correspondence field.
Return to the document and click the Save icon to make your changes

Workflow Approval & Rejection
In Umoja, documents that require review or approval(s) are automatically routed to the correct
approvers based on the Delegation of Authority tables. This is handled in the Umoja system using the
Business Workplace.
The Business Workplace (T-Code SBWP) screen is organized in a similar way to an Email application. It
has sections for the Inbox, Outbox and private/shared folders. You can view your items organized by
content or tasks. Screen shot shows the document created in slide 91 is in Approving Officer box.

If you want to review the document before deciding whether you should approve it, click on the
Document number in the lower part of the screen. This way you can see the document without locking
it
To Approve or Reject the document click on document in the box (highlighted in screen
shot).

When you are ready to take action on the document, following options are displayed.:
1• Approve
•2 Refuse – requires reason for rejection
3• Cancel and keep work item in inbox does not replace it back in the workflow. It remains with the
Approving Officer until it is replaced back in the workflow
1
2
3

If the Approve option is selected, a system message will appear at the bottom of the screen indicating
that the document has been posted.
If the Refuse option is selected, the document will no longer be visible in the list and will be sent back
to the all users of the Accounts Payable group for action.
In your Outbox, you can review items that you have previously reviewed along with their final
decisions.

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

Activity 1
Transaction Name: Process Invoice with PO
Transaction Code: MIR7
Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-
1.11.2148?originalContext=1.11.2363

Which of the following processes is used to compare the Invoice to the PO and the
goods receipt?
A. Three-Way Matching
B. Down Payments process
C. Outgoing Payments process
D. All of the above

Which of the following processes is used to compare the Invoice to the PO and the
goods receipt?
A. Three-Way Matching
B. Down Payments process
C. Outgoing Payments process
D. All of the above
Option A is the correct answer. Three-way

matching is used to compare the Invoice to the PO
and the goods receipt.

Which of the following buttons lets the User (A/P) preview financial postings before
clicking Save as Complete?
A. Add PO
B. Preview Posting
C. Check
D. Simulate

Which of the following buttons lets the User (A/P) preview financial postings before
clicking Save as Complete?
A. Add PO
B. Preview Posting
C. Check
D. Simulate
Options D is the correct option. All Invoice

postings should be simulated before being Saved
as Complete.

Module 2 Summary
• Invoice with Purchase order is entered through Tcode MIR7.
• Sales tax, Retention and early payment discount are applied in the invoice process
• Documents should be simulated to verify correctness of the entry before Saving as
Complete to trigger workflow
• Three-Way Matching is used to compare the Invoice to the PO and the goods
receipt. System allows payment more than purchase order as Unplanned Charges
subject to tolerance level of USD 4,000 or 10% whichever is lower.
• You can change Payment method, Payment Currency, Remove/insert payment
block, and insert additional text after the invoice is posted.
• The invoice document can be reversed using the T-code MR8M
• You can look up the Approver (A/P) names from the Invoice document

Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

Module 3 Objectives
After completing this module, you will be able to:
• Process Invoices without PO
• Reversal of Invoice without a PO

Invoices without PO's
Umoja introduces the concept of creating invoices with reference to a Funds
Commitment (obligations) instead of a PO.
This applies in the following scenarios:

1. Grants process for implementing partners
2. Official Travel
3. Entitlement Travel
4. Miscellaneous Obligating Documents
5. Fellowship Study Tour
6. Education Grant
7. Self-Insurance (unless treated as special PO)
8. Appendix D Claims – All Fund Types
9. PK Local TCC/PCC payments

Process Invoice Without PO
To create a non-PO Invoice:
• Review the Fund Commitment Document using the T-code FMZ3 and note down the
1• Document and item number you need to use to charge the budget;
2• GL account number;
3• Vendor number, if any.
1
3

• Tcode FV60 is used to process the invoices (F10 claim, other settlements against obligations).
• Enter the vendor number, invoice date and Reference fields.
• Then click on Editing Options

•1 In the next screen, select 2 3
Entry with short name’ in
the ‘Doc. Type Option’
•2 Click Save
3• Click return to previous
screen.
Note: Document type input is

very necessary to correctly route
the document to workflow as
well as for future reporting
purposes.

• Select appropriate document type (from drop down menu) for processing.
Document type Purpose
KE For charges with Fund Commitments (obligations)
KR For direct expenses that require certification
KH For charges not requiring certification (e.g. refund of security deposit)

If tax is applicable, check ‘Calculate tax’ box, select country and applicable tax rate (reimbursable /
non reimbursable). In our example tax is not applicable.
In the line items, enter the General Ledger account (which should be same as in the Fund
Commitment (obligation).
Then scroll to the right and enter the Fund Commitment number in the Earmarked funds field.
Then enter line item number of the Funds Commitment in the Earmarked funds: Document Item
field. Other fields will be derived from the Fund Commitment document.

Add Payment Terms
Calculate VAT
Next, the payment terms should be input..
Payment terms are defaulted from the Vendor’s

Business Partner information and can be
overwritten in the Payment tab.
1
The following fields must be populated to ensure

no problems in Treasury Payment run:
•1 Payment Terms: Select appropriate
payment terms, starting with Z from drop
down menu; Eg. Z001 = Due immediately;
Depending on discount applicable select
appropriate term e.g. Z003 To be paid
within 14 days at 3% cash discount,
within 20 days with 2% cash discount,
within 30 days due net

Add Payment Terms
Calculate VAT
2• Baseline Date: Date from which system will

calculate and derive due date to send
outgoing payment with appropriate
discount. System copies the invoice date
as Baseline date and cases where invoice is
received significantly later than the Invoice 2
date listed, change the baseline date to
match payment terms.
3• Payment Method: Specifies the way 3
payment will be made to the vendor.
• Note: Umoja determines the House Bank
from where the payment is sent using
three parameters; Currency, Payment
Method and Beneficiary bank location. For
Cheques the determination is done from
Accounting Clerk field in BP.

Add Payment Terms
Calculate VAT
Selection of correct payment method ensures the payment is not held up as

Exception.
Common Payment Methods are:

• A – Bank Transfer (ACH-CCD): For payee bank in the US, currency USD
• D – Payment from Cash journal (allowed for amounts below USD 4,000)
• H – Vendor will pick up cheque at Cashier window
• Q – Cheque will be mailed. In this case the correct mailing address must
exist in the vendor record.
• S – SEPA: (Single Euro Payments Area) For payee bank in Eurozone and
currency of payment is Euro
• W – Wire (SWIFT MT103): Used in all other regions
• X – Wire payment in specific countries
• U – UNDP Pay Agent: Used in situations where UNDP is a Pay Agent or is
paying a Travel Advance. Funds are not sent to UNDP at this stage.
• R – UNDP Service: Used in situations where UNDP is procuring goods or
services on behalf of an Umoja entity. Funds are not sent to UNDP at this
stage.

Add Payment Terms
Calculate VAT
4• Payment Block: Denotes why a payment

block is placed on the Invoice. Payment
blocks must be manually removed for an
Invoice to be paid
5• Partner Bank: A vendor may have multiple
banks accounts in separate currencies.
The partner bank field should be selected
to tell the system which payee bank
payment should be sent. Also, this must
match the Payment Method selected. 4
6
6• In FV60, Payment currency is added during
invoice processing. 5

After completing all fields, hit enter. System will fill other fields and give message
. at the bottom of the screen

For payments without the Fund Commitment document may require certification (to be used for direct
expenses less than USD 4,000). In this case select document type KR and enter information for each of
the following fields:
• G/L acct – The account that will be to post
• D/C – Whether the posting is a Debit or Credit
• Amount
• Fund
• Business Area
• Cost Center
• Grant (if applicable)
• G/L Line Text
• VAT (if applicable)
Document type KH does not go through certification step and is directly routed to
Approving Officer for posting. All above fields should be filled in for completeness.

When all fields are complete:
1• Click the Simulate button to view the simulated postings after the Invoice is approved. If you
would like to save the document for later completion, click the Document menu, then select
Park
2• Click the Save as completed button to forward the Invoice for approval and posting
1 2

Key Actions for FV60
Simulate Save as
Park
Document Completed
Parking a document using FV60 saves the Invoice for later completion. However, it does not forward
the document using workflow to the A/P Approver.
In effect it is identical to the Hold button in MIR7.

Simulate Save as
Park
Document Completed
The Simulate Document function is identical to MIR7. Before attempting to post the Invoice, the
Simulate button should be clicked to ensure the correct accounts are being posted to.

Simulate Save as
Park
Document Completed
Save as Complete should be used once the A/P User would like to post the Invoice. This will trigger
workflow and will forward the document to the A/P Approver for review.
Once the A/P Approver approves the Invoice, it will be posted to the relevant accounts.

In Umoja, documents that require review or approval(s) are automatically routed to the correct
approvers based on the Delegation of Authority tables. This is handled in the Umoja system using the
Business Workplace.
The Business Workplace (T-Code SBWP) screen is organized in a similar way to an Email application. It
has sections for the Inbox, Outbox and private/shared folders. You can view your items organized by
content or tasks. Screen shot shows the document created in slide 91 is in Approving Officer box.

If you want to review the document before deciding whether you should approve it, click on the
Document number in the lower part of the screen. This way you can see the document without locking
it
To Approve or Reject the document click on document in the box (highlighted in screen
shot).

The decision options available are:
1• Approve
•2 Refuse – requires reason for rejection
3• Cancel and keep work item in inbox does not replace it back in the workflow. It remains with the
Approving Officer until it is replaced back in the workflow
1
2
3

If the Approve option is selected, a system message will appear at the bottom of the screen indicating
that the document has been posted.
If the Refuse option is selected, the document will no longer be visible in the list and will be sent back
to the all users of the Accounts Payable group for action.
In your Outbox, you can review items that you have previously reviewed along with their final
decisions.

Reverse a Non-PO Invoice
If a non-PO invoice was posted erroneously, it can be reversed using the FB08 transaction Cancel Invoice
Document.
However, only the Financial Accounting Senior User has the access to execute this transaction. It should
be executed after thorough review of the invoice and circumstances requiring reversal. The reversal and
original documents should then be amended and text inserted for audit trail.
•1 Invoice Document to be reversed

•2 Reversal Reason:
1
• Select 01 to reverse the invoice in the same period as
originally posted. This will work only if the original
posting period is open.
2
• Select 02 to post document in the currently open
period. E.g. document was posted in January which 3
is closed; its reversal and posting in April is achieved
through 02 option.
3• Posting Date: Select a posting date, if required; as
default system takes current date as posting date.
• Click on Display before reversal icon to see and
confirm original document you are about to reverse.
• Click Save and reversal is posted.

Activity 2
Transaction Name: Post Invoice without PO
Transaction Code: FV60


Module 3 Summary
• As part of A/P process, there may be Invoices without PO's and may relate to Fund
Commitment documents which are processed through T-code FV60.
• Amounts up to USD 4,000 can be paid without fund commitment and will go
through certification step before approval by Approving Officer.
• The header fields are similar to MIR7 (basic and payment tabs except for Payment
currency which is added by user before submitting for approval)
• This method will be used to pay daily allowance to the troops, settling Travel claims
and other payments related to Fund Commitments
• Once an Invoice is parked, it follows the workflow and is automatically sent to the
appropriate A/P Approver’s inbox
• Invoices can be reversed and this should be done after careful review of the
original transaction and need to revers the original document. The reversal
reasons should be documented

Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

Module 4 Objectives
• Enter a Credit Memo referencing a PO
• Enter an Evaluated Receipt Settlement for payment of services to Consultants
and Individual Contractors

Exceptions to Three-Way Match
As we have seen in Module 1, there are several options to take when an Invoice amount
is greater than the amount of Goods Received.
These charges are paid through the Details tab using the Unpl.
Unplanned Charges
Del. Csts field
If the User (A/P) has received approval , they may enter an

Invoice Reduction, which will lower the amount that is paid to
Invoice Reduction
the Vendor. This should not be used if a Credit Note is sent to
the UN by a Vendor.
In other cases, users can issue issue a Credit Memo on a specific

Credit Memo
purchase order and link it to the invoice for settlement.
Note: The amount an Invoice can differ from the PO or Goods Receipt is limited by the
Invoice Tolerance ($4000 USD or 10% of PO, whichever is lower).

Credit memo for PO related transactions
In Umoja, the Credit Memo always links to the
purchase order. This ensures history is maintained
at PO level for analysis and audit trail. 1
TO enter the Credit Memo:

• Access the MIR7 Transaction
2
1• In the Transaction drop-down menu select
Credit Memo instead of Invoice
2• Mention vendor invoice against which the
credit note is issued in Reference field.
• Enter tax information
3• Input the PO number in PO Reference and
hit enter. This will bring up all the lines on
the PO that were delivered and are
highlighted in yellow. Remove highlight from
lines not required for credit memo. In the 3
required lines, change the quantity of items
and amount, change VAT field.
• Check the amount in the balance box, and 3
enter it in the Amount field.
• Hit enter and document will balance.

Credit memo for PO related transactions
Go to Payment tab,
1• Enter the Umoja invoice number in the
Inv. ref. field and hit enter.
• Umoja will bring in the payment terms
from the invoice and net off the credit
note amount during payment.
• Message at the bottom will confirm
data was copied from the invoice.
1
• Simulate and then Save as Complete to

send the document for approval.

Subsequent Credit
The process to enter subsequent credit is

similar to regular credit memo. This option
is used for amount options only and no
quantity is involved. This credit memo is
linked to purchase order. This option
applies to bulk discounts on quarterly
purchases for Rations.
• The Tcode is MIR7
• Select the option Subsequent credit from
drop down.
• Input other fields (Reference, Currency,
Tax and applicable rate.
• Enter the Purchase order. It will bring up
all the lines that were settled. Select
applicable line and enter the amount.
• Adjust the tax in the Tax code field (at
line level seen when you scroll to right),
hit enter and document will balance.

Subsequent Credit
Go to Payment tab,
1• Determine if this credit needs to be
adjusted against any pending invoice. If
yes, enter the Umoja invoice number in
the Inv. ref. field and hit enter.
• Umoja will bring in the payment terms
from the invoice and net off the credit 2
note amount during payment.
• Message at the bottom will confirm
data was copied from the invoice.
1
2• In case no invoice is pending, enter

Z001 (due immediately) in Payment
terms field. This ensures settlement of
this credit note from any next payment
to vendor.
• Simulate and then Save as Complete to
send the document for approval.

Credit Memo Without Purchase Order
Tcode FV65 Park Vendor Credit Memo is used to enter Credit Memos without reference to a PO. It is
to be used for recoveries from staff, consultants, etc.
Enter FV65, and complete the input the following fields:
Header
• Document date, Posting date
• Reference – number of supporting document requesting recovery from vendors.
• System defaults document type KG.
• Text
Line item
• GL account
• Amount
• Fund, Business area, Cost Center and Grant
If any Fund Commitment is involved, enter the EMF number and line number and system
will derive the coding block from EMF.


In the Payment tab:
• Payment terms: usually this should be Z001 to ensure recovery from next payment to vendor.
• Baseline date: A future date can be put, e.g recovery in instalments.
• Payment Block (in our example Recovery from Payroll is used)
Simulate document. If everything is correct, Save as Completed to route document for Approval.

Activity 3
Transaction Name: Apply Credit Memo
Transaction Code: MIR7


Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

Evaluated Receipt Settlement – for payment to Consultants, Contractors
Purchase order is used to enter into contractual arrangement with Consultants and Contractors. As
these personnel are not expected to submit invoice for their services and payment is based on
attendance, Umoja uses Evaluated Receipt Settlement process to pay them.
The time and attendance will be input by Requisitioner and Certified by Personnel Section, which will
create document for FI posting.
Tcode MRRL is used to create payables.

•1 Enter Plant code for your mission. 1
Each mission/Office has a unique
Plant Code which is used instead
of Business Area.
•2 Unique range of Purchase orders 2
is reserved for Consultants and
Individual Contractors. Range
parameters are 2500000000 to
2599999999. Enter this range in
Purchasing Document field.

Evaluated Receipt Settlement
3• Select '4' in the Doc. Selection. This brings up separate lines for each Service Entry Sheet.
•4 Check the Test Run box.
• Click on Execute icon
3
4

The screen shows the vendor number, Purchase Document and under Reference Doc, the Service Entry
Sheet number.
You can see the Purchase order or Service Entry Sheet by clicking on the document number.
If you are satisfied with the results, click the Back icon to go back to the previous screen. Un-check
the box next to Test Run and execute the transaction again.
This will post the payable documents in Vendor account and Debit the GR/IR (35401010) account.
Note: There is no workflow in this Tcode, so missions/Offices should decide who will execute this
transaction.

The IC / Consultant can not be paid through ERS unless the Auto Evaluation settlement is checked in the
Business Partner record. This can be seen under Purchasing in UN vendor role.

Reverse a ERS (MRRL) document
• Although the documents created through MRRL are for purchase orders, they can not be
reversed using the transaction MR8M.
• Reversal of MRRL document should be done by issuing a Credit Note on the purchase order
and selecting appropriate line.
• In the Assignment field, mention the copy the Assignment from original document and Save as
Complete for posting. After posting, funds will be returned to Purchase Order.
• Next step is the Service Entry sheet should be reversed which will reverse the original GR/IR
posting.

What options does a User (A/P) have if goods have been returned after the Invoice has
already been posted?
A. Enter an Invoice Reduction

B. Enter Unplanned Charges
C. Enter a Credit Memo
D. Enter a Goods Receipt

What options does a User (A/P) have if goods have been returned after the Invoice has
already been posted?
A. Enter an Invoice Reduction

B. Enter Unplanned Charges
C. Enter a Credit Memo
D. Enter a Goods Receipt
Options C is the correct answer. In this case, the

A/P User can enter a Credit Memo which, when
approved, will reference the original Invoice and
PO and the amount that has been returned.

Module 4 and 5 Summary
• If an Invoice amount is greater than the expected PO or Goods Receipt, there are
several options to reduce the payment that depend on scenarios of when the good
was actually returned
• The A/P Approver must review and approve the Credit Memo in order for it to be
posted
• The ERS process is used for payment of Consultants and Individual Contractors

Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

Module 6 Objectives
• Determine when to request down payments
• Enter down payment requests
• Approve down payment requests
• Clear down payments against invoice
• Clear down payments without an invoice
• Clear down payments against cash received
• Generate report showing down payments

Key Terminology
It refers to documents that are a one-sided memo entry. After
payment is executed, the noted item will be updated to create
Noted Item
a normal two-sided financial document. Noted items don’t
appear in financial reports (for example, trial balance).
A parameter inserted in the Down Payment (advance)
transaction which results in posting in a different General
Special GL indicator
Ledger account compared to standard General Ledger account
for a particular vendor group.

Down Payments Process Overview
Down Payments Overview
In Umoja, all advance payments to vendors, non-commercial partners or other entities
are known as Down Payments.
Down payments are processed using the Down Payments functionality and T-code F-47
whether or not there is a PO.
For down payments made against a standard PO, a down payment request is made in
Umoja ECC. Clearing occurs automatically after goods are received and the invoice is
posted.
The payment information is then forwarded to the Treasury to pay the appropriate
amount.

Overview
In Umoja, the following Special GL indicators are configured for United Nations use:
Special GL Indicator (SPGL)
• Down payments to commercial vendors A
• Advances to implementing partners Y
• Travel advance T
• Salary advance S
• Security deposits H
• Cash advance for cash payments K

Overview
Down payments require PO or Funds Commitment for following types:
PO or Funds Commitment
• Down payments to commercial vendors PO
• Advances to implementing partners PO or FC
• Travel advance FC
• Salary advance n/a
• Security deposits n/a
• Cash advance for cash payments FC

Overview
Down Payments are different than normal documents, as they are Noted Items until
they are paid. This is because Umoja doesn’t record both a receivable and a payable on
the same document. For example, the following posting is not possible:
• Dr Advance – Vendor
• Cr Accounts Payable - Vendor
Instead Umoja records a Noted Item in which only one line is recorded. At the time of
payment, Umoja
Debits the Vendor

Credits Cheque / EFT out account.
Vendor debit appears in different GL account compared to standard account.

Down Payments Process Steps
The main steps to process down payments are as follows:
Enter Down Approve Down Clear Down

Payment Request Payment Request Payments

Enter Down Payment Request
Enter Down Payment Approve Down Payment Clear Down Payments
Request Request against Invoice
1
Confirm the Fund Commitment document is posted; Tcode FMZ3
2 Check if vendor number is mentioned in any line.

The advance payment is initiated outside of

Umoja. The steps for the A/P User to enter
the request are:
• Use the T-code F-47
Populate the following fields on this screen:
•1 Document Date: Memo date 2
4
•2 Type: Keep default value (KA – 3
Down Payment) 5
•3 Posting Date – date of entry 6
•4 Currency
5• Reference: Memo number
6• Doc. Header Text: Free text field
used for brief description of the
down payment

Under the Vendor section:

7• Enter the Vendor number, same as
recorded in Fund Commitment
8• For the Trg.sp.G/L ind. field, select the
type of Special G/L Indicator to use. In
7
this case, a debit will be posted to the
Vendor Down Payment account. 8 9
9• In the example, Spl. GL indicator ‘A’ is

used as the vendor is commercial vendor.
• When all required fields have been
entered, click Enter icon to proceed to
the next screen

Enter Down Payment Request – Screen 2
Under the Item 1 section, enter the following fields:

•
11 Amount
•
12 Tax Code, is mandatory. In the example Code
‘V0’ is used as there is no tax on this transaction 11
•
13 If tax is applicable, Check the Calculate tax 12 13
check box and system will calculate tax.
•
14 Due On date (used by the Treasury to schedule 14
the payment) 15
•
15 Payment Method: Payment method ‘Y’ should
be used when the travel advance will be paid in
cash from imprest.
•
16 Earmd Fnds Enter the Fund Commitment
document number and line.
•
17 Text Enter relevant text 16
• Then hit Enter. Umoja will derive Coding block

elements from Fund Commitment. 17

Enter Down Payment Request – Screen 2
•
18 When making down payment against
purchase order, enter the PO number
and line.
• When making down payment without
Purchase Order or Fund commitment
19
e.g. Salary Advance, enter the
following fields.
•
19 Enter Business Area
20• Fund 18
21• Enter Grant or GMNR (Grant
Management Not Relevant) if there is
no Grant 20 21
• Hit Enter
• Grant
Click the Save button to submit the down payment request for approval.
After the request has been submitted, it will be routed to the appropriate A/P Approver through a
workflow, appearing in their Business Workplace Inbox.

Review the document, you will see there is only one line showing credit to Vendor; and Spl GL
indicator ‘F’. When Treasury runs the payment, Umoja will convert ‘F’ to ‘A’.

Approve Down Payment Request
Down payment requests are approved using the workflow and the Business Workplace (T-Code: SBWP)
screen. They are sent to A/P Approvers based on their place within Delegations of Authority tables.
From a G/L perspective, the down payment will appear in the vendor account as a “Noted Item” (not a
credit or debit) before the payment is made.

Conversion of down payment to receivable
• After the payment is processed, Umoja clears the Noted Item and creates a receivable from the
vendor with Special GL Indicator ‘A’.

Clear Down Payments against Invoice
Incoming invoices that have had down payments

applied are entered into Umoja as standard invoices
using the
T-code MIR7 (for Purchase Orders) or FV60 (for Fund
Commitment documents).
When a PO or EMF is added to the invoice, a pop-up
will appear stating that a down payment has been
recorded against the PO / EMF line.
Down payment will be adjusted against the invoice by

the system on Approval of the document. Users can
not override this adjustment.
Note: System will clear full down payment even though

partial delivery is received.

Activity 4
Transaction Name: Enter Down Payment
Transaction Code: F-47


Which of the following fields indicates the type of down payment?
A. Reference
B. Account
C. Doc.Header Text
D. Trg.sp.G/L ind.

Which of the following fields indicates the type of down payment?
A. Reference
B. Account
C. Doc.Header Text
D. Trg.sp.G/L ind.
Option D is the correct answer. The Trg.sp.G/L ind.

field indicates the type of down payment.

Module 6 Summary
• The A/P User enters the down payments using the T-code F-47
• The Trg.sp.G/L ind. field in the Down Payment Request: Header Data screen
indicates the type of down payment
• The A/P Approver makes the approval in the Business Workplace and the down
payment request is converted into a down payment
• All payments are processed by the Treasury over the next payment run
• The payments can be cleared against the invoice, without invoice or against cash
received

Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

AP Document Upload Process
The Accounts Payable Document process is executed automatically via an Accounts
Payable voucher excel template.
The process followed to automatically upload a General Ledger document via a journal
voucher upload and to process a one-time manual entry is outlined below:
Review Post
Complete AP Upload AP
Accounting
Excel Template Document Document
Details

AP Document upload
Umoja brings in the functionality to upload Accounts Payable documents through
Excel spreadsheet. The upload does the same function as FV60 or FV65. Upload can
not be done for vendor invoices with a Purchase Order (MIR7 transactions).
• The Umoja Tcode is ZAPDOCLOAD

• Two versions of Excel spreadsheets have been configured:
• Version 2 allows users to create the individual documents i.e. each debit has a
corresponding credit; multiple documents can be uploaded and each will have
three lines. Since data entry is considerable, this option should be used sparingly.
• Version 10 allows users to create documents which have one line for Expenses
and various lines for payables. This spreadsheet is useful for paying staff Danger
pay, Mission Subsistence Allowance to uniformed personnel.
• Version 10 is also used when multiple vendors should be debited with credit
going to one General Ledger Account. This is used when creating recoverable for
private phone calls from staff members.

AP Document upload
Shown here is the Version 2 Excel file.
•11 The area in yellow is the field information in the same order as FV60 / FV65
•2 The data fields are of three lines, one H and two L. H signifies the header part of
FV60 (Invoice and posting dates, document type, currency, Text and baseline
date).
•3 Line 1 input is the posting key, Vendor number, payment block, payment method,
Fund, Business Area and Grant
•4 Line 2 input fields are GL account, Fund, Business Area, Cost Center, Grant and
Earmarked fund/Line number.
2
3
4

AP document upload
2
3
4
2
3
4

AP document upload
• After completing the data fields, click on AP Data icon .
• Macro will create and save a text file. Note the location of text file.
• Enter tcode ZAPDOCLOAD
• In the file path, select the location.
• Check the Test mode and Execute.
• System will simulate the documents and point out errors.
• If required, fix the errors and execute in Test mode till there are no errors.
• Selecting ‘Save as Completed’ will route the documents to Approving Officer.
• Selecting ‘Posted’ will post the documents.
Note: Offices/Missions should decide who should execute the Posted option.

Agenda
Course Introduction

Course Summary
Course Assessment
Course Survey

Module 8 Objectives
• List the reports available in Umoja ECC which are relevant for A/P

Reports
There are several reports available in Umoja ECC which are relevant for A/P. These
include:
Display Vendor – BP
Used to view the Business Partner Master Data record, including the
customer and vendor records.
Each Business Partner has various roles. E.g. UN Vendor, FI Vendor,

Customer, etc.
Different information is maintained ; General Information; Vendor

role; Company code level; Purchasing; etc.
To see the BP information, Tcode BP is used.

Select the Vendor, and navigate to see various information for
different levels.

Reports
The reports that are relevant for the Invoicing process are:
Display Vendor – BP
General data includes name, address and language.
Company code data includes the G/L Reconciliation account number

and payment method(s); contact information such as name of the
vendor account payable processor, etc.
Purchasing org data includes payment terms and default currency

on orders.

Vendor General data

UN Vendor data

Company Code data

Purchasing data

Reports
FBL1N – Vendor Line Item Report

Standard A/P sub ledger report that shows all transactions posted
on specific vendors at the company code level. User can select to
include:
• A/P documents with a Special G/L Indicator
• A/P documents with various statuses:
̶ Parked items
̶ Posted items open, cleared or both
̶ Noted items (down payments requests not yet processed)
̶ Overdue for payment
̶ Blocked payment
Note: This report doesn’t show documents by fund. Only noted
items appear by fund.

Reports
ZAPFBL1N – Vendor Line Item Report by Fund and Grant

UN has prepared a Custom A/P sub ledger report that shows all
transactions posted on specific vendors at the company code level.
This report open many fields for selection including Spl GL indicator,
Fund, Business Area, Document Number, Parked documents, Noted
Documents, Spl GL documents, Customer items, etc.
This is a very useful report and shows the payables / receivables

from vendor for a particular Fund and Business Area.
Users can also select only Open items, Cleared items or all items.

ZAPFBL1N report

ZAPFBL1N report

Reports
ZAPFBL1NN– Vendor Line Item Report by Fund and Grant

Another Custom A/P sub ledger is available that shows all transactions
posted on specific vendors at the company code level. This report open
many fields for selection including Spl GL indicator, Fund, Business Area,
Document Number, Parked documents, Noted Documents, Spl GL
documents, Customer items, etc.
In addition to all the fields available in ZAPFBL1N, this report brings up

the names of the vendors when the report is exported to Excel.
Other fields such as Vendor name, Accounting Clerk, Name of

Accounting Clerk, Bank Branch, Mission and Legacy Id can be seen in the
report. These fields can be seen in the Change Layout mode.
This report is very useful where the payment method is ‘Z’ as it gives the
information to the Accounting Clerk responsible to distribute the funds.

ZAPFBL1NN report

ZAPFBL1NN report

ZAPFBL1NN report

Reports
FBV3 – Display Parked Document

To see a specific financial accounting document, we can enter the
document number and fiscal year and the system will display the
whole document. You can also click the Document List icon and
enter certain parameters such as the user name, posting date,
document type, document number range and so on to retrieve a list
of document numbers.
If you need more parameters use the dynamic selection icon to add
parameters. The corresponding FM, CO and GM documents can be
accessed from the Document Environment menu and clicking the
Accounting Document option.

Reports
FB03 – Display Posted Document

If you would like to view a specific Financial Accounting Document,
you can enter the document number and fiscal year and the system
will display the whole document.
If you do not remember the document number, click the Document

List icon and enter certain parameters such as the user name,
posting date, document type, document number range and so on to
retrieve a list of document numbers. You can also click the My own
document button to restrict the list.
Noted items can be included by ticking the Display noted item box.

Reports
FB04 – Display Changes

This report shows changes that have been made after a document
was posted. Enter the document number and fiscal year and click
the Enter icon (green tick). Click the All changes button.
In the example we can see that payment method was changed from
“blank” to “Q” on 6 May 2013.

Reports

Alternatively, if you want to see changes to all posted documents for
a given period, you should not enter a Document Number. Instead,
click the Environment menu and then Multiple Display.

Reports

Enter the Company Code, Document Type and Period for which you
want to see the change and click the Execute icon.
In this example, the user elected to see document type RE (Invoice
with PO), KR (Invoice without PO) and KG (Credit Memo without
PO) documents changed between 1 May and 7 May 2013.

Reports
Note: The report shows the date, time and user ID of individuals who performed
changes.

Which of the following reports shows all transactions posted on specific vendors at the
company code level?
A. Display Changes – FB04

B. Display Vendor – BP
C. FBL1N – Vendor Line Item Report

Which of the following reports shows all transactions posted on specific vendors at the
company code level?
A. Display Changes – FB04

B. Display Vendor – BP
C. FBL1N – Vendor Line Item Report
Option C is the correct answer. FBL1N – Vendor

Line Item Report shows every debit/credit
transaction that hits the project.

Module 8 Summary
• The Display Vendor – BP report is relevant for Invoice processing
• The reports that are relevant for the A/P process are Vendor Line Item, Display
Parked Document, Display Posted Document and Display Changes Reports

Agenda
Course Introduction

Course Summary
Course Assessment
Course Survey

Course Summary
The key points covered in this course are listed below:
• The automated LIV process is used to compare the Invoice to the PO and the goods
receipt
• The Invoice is simulated and posted in the Invoice process after which it goes
through the workflow approval or rejection
• The A/P Approver makes the approval in the Business Workplace and the Down
Payment request is converted into a Down Payment
• If an Invoice amount is greater than the expected PO or Goods Receipt, there are
several options to reduce the payment that depend on scenarios of when the good
was actually returned
• Discounts that are applied to purchases are logged in POs
• As part of A/P process, there may be Invoices without PO's. The A/P user
may also need to process local troop payments or manage petty
cash
• Invoices without POs typically occur if a payment is being made
to another UN entity or if the payment is for goods/services
is less than $350 (Petty Cash)

Agenda
Course Introduction

Course Summary
Course Assessment
Course Survey

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

Agenda
Course Introduction

Course Summary
Course Assessment
Course Survey

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

Congratulations! You have successfully completed the
Umoja Accounts Payable Process course.

FI321 - Umoja Accounts Payable Process - ILT PPT - v11

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FI321 – Umoja Accounts Payable

Umoja Accounts Payable Process – Version 11

Module 1: G/L Accounts for Accounts Payable

Module 2: Processing Invoices with a Purchase Order

Module 3: Processing Invoices without a Purchase Order

Module 4: Credit Memos

Module 5: Process payments to Consultants / Ics (Evaluated Receipt Settlement)

Module 6: Down Payments

Module 7: Document upload

Module 8: Accounts Payable Reports

Copyright © United Nations 2

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No Phones Do Not Access Participate Ask Questions Breaks

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Course Duration: 6 hours

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Copyright © United Nations 6

Module 1: G/L Accounts for Accounts Payable

Module 2: Processing Invoices with a Purchase Order

Module 3: Processing Invoices without a Purchase Order

Module 4: Credit Memos

Module 5: Process payments to Consultants / Ics (Evaluated Receipt Settlement)

Module 6: Down Payments

Module 7: Document upload

Module 8: Accounts Payable Reports

Copyright © United Nations 7

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New functionality of SPGL ensures that all Down Payments

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Postings to Reconciliation Accounts

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Accounts Accounts Fixed

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A/P Subsidiary Ledger General Ledger

A/P- Reconciliation Account

In the General Ledger, the

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G/L Account Reason

Ensures the Sub Ledger is

Entries for late

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Account Type Ending with Digits

Manual Adjustment account 20

Copyright © United Nations 14

Member States Non-member Other UN Agencies,

Individuals Individual NGO’s Commercial

Copyright © United Nations 15

Business Partner Group Reconciliation G/L Account

Individual Contractors and Consultants 35101810

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Advances to implementing partners Y

Cash Advance for Cash Payments K

Copyright © United Nations 17

Select the correct option.

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Select the correct option.

Option A is the correct answer. Reconciliation

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Select the correct option.

A. General Ledger Account

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Select the correct option.

A. General Ledger Account