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FI321 – Umoja Accounts Payable
Process
1
Umoja Accounts Payable Process – Version 7
Last Modified: 19-June-13
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Agenda
2
Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course Assessment
Course Survey
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• Your Name
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• # Years with the UN
• Interesting Fact About Yourself
Introduction
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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 (AP)
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
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Course Objectives
After completing this course, you will be able to:
• List the different GL accounts relevant for Accounts Payable
• Scan, park and/or post an Invoice
• Process Invoices with or without a Purchase Order
• Process Invoices applying payment retention
• Process Invoice reductions
•
Enter and clear Down Payments• Enter a Credit Memo
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Agenda
7
Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course Assessment
Course Survey
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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 Indicators
• Differentiate between the different Business Partner Groups in Umoja
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Key Terminology
9
Key Term Description
Chart of AccountsA catalogue of all General Ledger (GL) accounts available in an
accounting environment.
Subsidiary LedgerA secondary ledger that sits under the General Ledger, to which all
operational transactions are recorded or executed.
Reconciliation
Account
Accounts within the General Ledger that are automatically
modified when posts are made to Subsidiary Ledgers.
Special GL IndicatorIndicates when a transaction should post to a differentreconciliation account than indicated for a particular Business
Partner Group (used for Down Payments for example).
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General Ledger
Financial Accounting Module in Umoja
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In Umoja, the Financial Accounting (FI) module is designed to capture the UN’s business
transactions in a manner that will satisfy external reporting requirements.
A consolidated list of all Umoja GL accounts housed in Umoja is stored in the system’s
Chart of Accounts.
Umoja Chart of Accounts
GL
Accnt 1
GL
Accnt 2
GL
Accnt 3
GL
Accnt 4
GL
Accnt 5
GL
Accnt 6
GL
Accnt 7
GL
Accnt 8
GL
Accnt 9
GL
Accnt
10
GL
Accnt
11
GL
Accnt
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General Ledger vs. Subsidiary Ledgers
11
Subsidiary
Ledgers
General
Ledgers
The Subsidiary Ledger is a supporting ledger that provides detailed information about
individual accounts, which are not stored at the detailed level in the General Ledger.
Subsidiary ledgers divide 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
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AP Subsidiary Ledger
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Accounts
Receivable (AR)(contains Customer
accounts)
Accounts
Payable (AP)(contains vendor
information)
Fixed
Assets (FA)(contains assets not
recorded in Galileo)
The AP Subsidiary Ledger (or Sub-Ledger) is one of three Subledgers in Umoja.
General
Ledger
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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 inGeneral Ledger as follows:
AP- Reconciliation Account
2000Expenses
Fuel2000
Vendor Account
2000
General Ledger
In the AP Subsidiary
Ledger, the vendor is
credited with the amount
due
In the General Ledger, the AP
Reconciliation Account has a
corresponding credit entry
to reconcile with the AP
Subsidiary Ledger.
Journal Voucher
Debit Fuel 2000
Credit Vendor 2000
AP Subsidiary Ledger
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GL Accounts used for AP
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Entries in the AP
Sub-Ledger
Entries for
Revaluation of
Monetary Balances
Entries for late
audit adjustment
GL Account Reason
Reconciliation Accounts
Ensures the Sub-Ledger is
always reconciled with the
General Ledger.
Revaluation Accounts
Revaluation entries cannot be
posted to the reconciliation GL
accounts.
Manual Adjustment Accounts
Should be recorded at the GL
level since the Sub-Ledger may
be closed earlier than the GL.
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Recording AP Entries in Umoja GL Accounts
For each Business Partner Group, Umoja provides a standard numbering convention for
each type of GL Account:
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Reconciliation account
Account Type
Manual Adjustment account
Revaluation account
Ending with Digits
10
20
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Business Partner Groups in Umoja
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Member States Non-member
States
Other
Governmental
Entities
UN Agencies,
Funds and
Programs
Individuals
(Staff Members,
Retirees,
Survivors)
Individual
Consultants and
Contractors
NGO’s Commercial
Vendors
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GL Accounts for AP
For standard invoice transactions, the following GL accounts are automatically derived
by Umoja based on the Business Partner Group:
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Business Partner Group Reconciliation GL 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,
Survivors and so on) 35101610
Individual Contractors and Consultants 35101810
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Special GL Indicators
Special GL Indicators (SPGL) are used to identify transactions that should be recorded to
alternate GL accounts. In Umoja, the following SPGL are used for AP:
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Note: In Umoja, SPGL are used in conjunction with the Down Payment functionality, which
is covered later in the course.
Down payments to commercial vendors
Advances to implementing partners
Travel advance
Salary advance
Security deposits
Loans receivable
A
Y
T
S
H
X
Transaction SPGL
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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. AP Sub-Ledger
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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. AP Sub-Ledger
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Option A is the correct answer. Reconciliation
Accounts are used to reconcile financial
information contained in the Subsidiary Ledgers in
real-time.
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Learning Checkpoint 2
Down Payments to commercial vendors are recorded using a particular type of
___________.
Select the correct option.
A. General Ledger Account
B. AP Sub-Ledger Account
C. Special GL Indicator
D. Business Partner
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Learning Checkpoint 2
Down Payments to commercial vendors are recorded using a particular type of
___________.
Select the correct option.
A. General Ledger Account
B. AP Sub-Ledger Account
C. Special GL Indicator
D. Business Partner
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Options C is the correct option. Special GL
Indicators (SPGL) are used to identify transactions,
including Down Payments, that should be recorded
to alternate GL accounts.
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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 AP Subledger• Special GL 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
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Agenda
24
Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course Assessment
Course Survey
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Module 2 Objectives
After completing this module, you will be able to perform the following actions:
• Enter an Invoice with reference to a Purchase Order (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 Purchase Order
• Reverse an Invoice
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Key Term Description
Three Way Match
The capability provided by Umoja to compare an Invoice to the
corresponding PO and Goods Receipt.
Workflow
A workflow that automatically routes Invoices or other
financial/procurement documents to the appropriate persons
for approval and/or review.
Park Document
A process that forwards a financial document in Umoja for
Invoices through a workflow to the AP Approver for review.
The parked documents do not have any financial impacts.
Post Document
A process that posts a financial document to a particular
subledger. This results in the relevant financial impacts to the
G/L accounts.
Invoice Tolerance
The maximum amount by which an Invoice may differ from the
PO total and each PO line for the LIV to pass ($4000 or 10% ofPO, whichever is lower).
Key Terminology
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Key Term Description
Payment Block
A block that ensures an invoice cannot be paid until the
payment block is removed.
Goods Receipt
A document in Umoja entered to acknowledge receipt of
goods, referencing one or more PO’s. Goods receipt creates a
financial document to record expense and accrued liability in
GR-IR account.
Service Entry Sheet (SES)
A document in Umoja entered to acknowledge receipt of
services, referencing one or more PO's. SES creates a financial
document to expense services and record an accrued liability in
GR-IR account.
Movement Type
A three-character field in the Umoja ECC system used to
process transactions against a PO (for example, Return Delivery
to Supplier).
Key Terminology
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Roles & Responsibilities
The following Umoja Enterprise roles are involved in the AP process:
Financial Accounting
User (AP)
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• Creates vendor Invoices and vendor Credit Memos
within the AP subledger. This entails:
o Adding VAT
o Changing payment terms, if needed
o Adding a payment block, if needed
o Reducing the invoice, if needed
o Requesting that PO be modified, if needed
• These documents are subject to workflow approval
Financial Accounting
Approver (AP)
• Reviews and approves the vendor Invoices and Credit
Memos created by the Financial Accounting User (AP)within the AP subledger
• Reviews and provide comments with rejection when
there is no Three Way Match
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Roles & Responsibilities
The following Umoja Enterprise roles are involved in the AP process:
Financial Accounting
Senior User (G/L,A/R, AP and CO)
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• Creates and maintains the cost accounting allocation
rules, including the statistical key figures used for
allocations
• Runs the batch that posts the billing documents
coming from the Sales and Distribution (SD) module
•
Inserts a long-text description for incoming paymentsfor voluntary contributions
• Creates and posts GL documents that are not subject
to workflow, such as accruals, reversals and recurring
entries
• Clears GL, AR and AP documents
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Invoice Transactions in Umoja
Recall that 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 referto a Funds Commitment
In this Module, we will cover the MIR7 transaction. FV60 will be discussed in detail later
in the course.
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Invoice Transactions in Umoja
Below are key differences between the two Invoice transactions in Umoja, Invoices with
or without PO:
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MIR7 FV60
Invoice entered with reference to a PO Invoice entered without reference to a PO
Line items are derived automatically Line items must be entered manually or
through an Excel file
Document will automatically be posted if
within Invoice Tolerance
Document must be approved by AP
Approver to be posted
“Parking” the document will trigger
workflow and send to the AP Approver for
review
“Parking” the document will save for later
completion but will not trigger workflow
“Holding” the document will save for later
completion but will not trigger workflow
No “Hold” functionality
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Three Way Match
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• Umoja ECC’s automated Three Way Match enables the cross-check of Purchase
Order, Goods Receipt and Invoice documents
o If the documents cannot be matched within the Invoice Tolerance, the
system won’t allow the invoice to be forwarded to the appropriateapprovers
o If the documents do match, the AP User will be able to Save as Complete,
which will forward the Invoice to the AP Approver, who can make the
financial posting
Enter Invoice with PO (MIR7)
Invoice
Goods Receipt
Purchase Order
Umoja
ECC
Umoja ECCperforms
Three Way
Match
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Three Way Match
33
•
If physical discrepancies (for example, physical damage) are found during goodsreceipt, a “blocked” status can be placed on the goods, resulting in no financial
posting. This blocked status will be placed by the R&I team or SAU team
• 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, a payment block should be placed on allinvoices for which inspection is relevant. Only after the inspection is complete
should the Invoice be posted. This will require coordination between the
operations and the accounts payable unit
Enter Invoice with PO (MIR7) – Cont’d
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Review Purchase Order
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After receiving an Invoice from a vendor, it may be necessary to view details about a PO. To view a
PO, use the Display Purchase Order (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.
h d
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Review Purchase Order
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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.
i h O d
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Review Purchase Order
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In the Item Data section, 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)
The Account Assignment tab contains other useful information, such as Cost Center, GL Account and
Funds Center.
I i P S (MIR7)
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Invoice Process Steps (MIR7)
The main steps to process an Invoice with a PO are:
37
Add Header Data Calculate VAT
Add PO Reference
Add Payment Termsand UnplannedDelivery Costs
Simulate and Post
Document
Add H d D
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Add Header Data
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Step 1: Enter the MIR7 Transaction Code. The
Park Incoming Invoice: Company Code 1000
screen appears.
The top half of the screen contains tabs for
data about the Invoice, such as PaymentTerms and Tax Information. The bottom half
of the screen shows which PO's are being
referenced in the Invoice.
Populate the following fields in the Basic Data
tab: • Invoice Date: The Invoice date provided
by the vendor
• Posting Date: The date on which the
Invoice will be posted (usually today’s
date)
Add HeaderData
1
2
1
2
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
Add H d D t
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Add Header Data
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Populate the following fields in the Basic Data
tab:
• Amount: The total amount on the Invoice
including VAT and all charges.
• Currency: Currency of the Invoice
• Reference: The vendor Invoice number• Text: A free text field used to convey any
particular information about the document
(in case of review)5
3
6
3
5
6
4
4
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
C l l t VAT
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Calculate VAT
40
Step 2: To add tax information, click the icon
next to the Tax Amount 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 beautomatically calculated.
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
C l l t VAT
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Calculate VAT
41
The selected Tax Code will allow Umoja to
calculate the tax amount and determine in
which GL Account to record the VAT.
The three Tax Code options available (for
applicable countries) 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 HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
Add PO R f
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Add PO Reference
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Step 3: 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 HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
Add PO Reference
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Add PO Reference
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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.
If you would like to add an additional PO to theInvoice:
• Click the yellow arrow button next to the
PO number field
• A pop-up window will appear where you
can enter more PO numbers
•
Click the Execute icon to return to theMIR7 screen
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
Add PO Reference
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Add PO Reference
44
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.
Enter the Tax Code for each line item.
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
Add Payment Terms
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Add Payment Terms
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Step 4: Next, the payment terms may be
modified.
Payment terms are defaulted from the Vendor’s
Business Partner information and can be
overwritten from the They can also be
overwritten by editing the information in thePayment tab in MIR7.
The following fields may be edited:
• Payment Terms: A key that defines what set
of payment terms will be used, including
discount percentages and payment periods.Example: 0002 = To be paid within 14 days
at 2% cash discount or within 30 days due
net
1
1
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
Add Payment Terms
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Add Payment Terms
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• Baseline Date: Date used to track the
different payment terms. If the Invoice is
received significantly later than the Invoice
date listed, you may wish to baseline the
payment terms to a different date
• Payment Method: Specifies the way
payment will be made to the vendor. The
Vendor Business Partner must be set up to
accept this type of payment in order for the
payment to be made.
• If overwriting a default Payment
Method, use the BP Transaction to
ensure that Payment Method is set up
for that Business Partner
2
3
2
3
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
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Add Payment Terms
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Add Payment Terms
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• Payment Block: Denotes why a payment block
is placed on the Invoice. Payment blocks must
be manually removed for an Invoice to be paid
• Partner Bank: A vendor may have multiple
banks accounts in separate currencies. Thepartner bank field should be selected to tell
the system which payee bank payment should
be sent. Also, this must match the Payment
Method selected
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5
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
4
5
Process Payment Retention
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Process Payment Retention
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For purchases that are subject to payment
retention, the standard MIR7 transaction is used
• Add the PO Reference. When the PO
reference is added, a message will appear:
Item is relevant to retention, see message
log
• To add the due date for payment to be
made, find the relevant line item(s) in the
PO Reference section
• Scroll far to the right until you find the DueDate field. Enter the desired payment
retention due date
• Simulate the document and check the
retention amount is credited to the Vendor
account
• Click Save as complete
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Process Payment Retention
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Process Payment Retention
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After the Invoice has been posted, there will be two corresponding accounting documents created: one
for the Invoice and one for the Retention.
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.
Process Payment Retention
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Process Payment Retention
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Below, you can see an example Invoice processed with retention.
In this example, the full amount is credited to the Vendor account, while only a portion of the payment
is debited according to the agreed retention rules.
Apply Vendor Cash Discount
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Apply Vendor Cash Discount
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• Payment terms drive whether there will be a discount taken if the invoice is paid within the
discount period
• Payment terms are maintained on the Business Partner master record and the invoice will
automatically inherit payment terms maintained on the BP• If payment terms are entered on the PO, they will override payment terms from the Business
Partner master record and the invoice will automatically inherit payments terms from the PO.
Payment terms inherited from the BP master record or the PO can be overwritten by the AP User
at the time the invoice is created
Payment terms appear on the Payment tab of the MIR7 screen.
The system adds payment terms to the Baseline Date (also on the Payment tab of the MIR7 screen) to
calculate the Due Date.
Unplanned Delivery Costs
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Unplanned Delivery Costs
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If there are unplanned costs associated with a
purchase, they may be entered in the same MIR7
transaction.
Unplanned costs could be delivery, shipping,
handling, packaging or any other incidental costthat don’t appear on the PO and are added by the
vendor to the invoice (subject to 10% of PO or
USD 4,000 whichever is less).
Procurement must approve these charges and
Certifying Officer must certify this invoice.
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
Add Unplanned Charges
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Add Unplanned Charges
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To enter Unplanned Charges:
1. Enter full invoice amount (including the
unplanned charges). When the PO is
entered, the document is unbalanced dueto unplanned charges
2. 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
3. Click Simulate to simulate the documentpostings
4. Click Save as Complete to submit for
approval
Add Unplanned Charges
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Add Unplanned Charges
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Below is an example of a simulated Invoice with unplanned charges. The unplanned charges are
debited to the expense account in proportion to the original charges and vendor is paid full amount.
Enter Invoice Reduction
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Enter Invoice Reduction
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Invoice Reductions are entered with the original Invoice in MIR7, only after you have received approval
to enter an Invoice Reduction.
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:
• Enter the Amount as it appears on the Invoice along with all other required fields (such as
Payment Terms)
• Add the PO Number as the PO Reference
• As you can see below, the Invoice Amount is $5 more than the amount of the PO and Goods
Received. The results in a positive balance. The red light indicates that the Invoice cannot be
Saved as Parked
Enter Invoice Reduction
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Enter Invoice Reduction
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• 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
• 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
Enter Invoice Reduction
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Enter Invoice Reduction
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• Next, under the Invoice Amount Acc. To Vendor field, enter the amount that the Vendor
invoiced for this line item
• 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
Enter Invoice Reduction
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Enter Invoice Reduction
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In the Simulate pop-up window, you can preview how the documents will be posted.
In this example, the Invoice was reduced by $10 USD. Only $480 USD of the $490 USD Invoice sent by
the vendor is being posted to the AP Subledger.
If you are satisfied with the results, click the “X” icon to close the pop-up window, then click Save asComplete to submit for approval.
Key Actions for MIR7 (Simulate)
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Key Actions for MIR7 (Simulate)
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.
Before parking a document, the creator should always simulate the document to reviewfor accuracy and completeness.
Clicking the Simulate button will display a simulated financial posting in USD to the Vendor
and GL accounts.
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Simulate
Document
Save as
CompletedSave as Parked Hold
Key Actions for MIR7 (Save as Complete)
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Key Actions for MIR7 (Save as Complete)
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 isupdated
• Attempt Three Way Match
• If all checks are successful, document is routed through workflow
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Simulate
Document
Save as
Completed
Save as Parked Hold
Key Actions for MIR7 (Save as Parked)
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Key Actions for MIR7 (Save as Parked)
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 AP Approver for reviewthrough Workflow. There will be no edit check, budget check or an attempt at Three Way
Match at this time.
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Simulate
Document
Save as
Completed
Save as Parked Hold
Key Actions for MIR7 (Hold)
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y ( )
Finally, you may 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.
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Simulate
Document
Save as
Completed
Save as Parked Hold
Simulate & Post Document
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Step 5: If there is a red light symbol next to the Messages button, click the button to see a list of any
errors or warnings on the document.
When you feel the document is ready to post, click the Simulate button at the top of the screen. A pop-
up screen will appear showing the results of the simulated postings from a document perspective.
In this example, the vendor account is being credited while the GR/IR account is being debited. Here
you will also see any postings related to VAT, Invoice Reduction or unplanned delivery costs.
Add HeaderData
Calculate VATAdd PO
ReferenceAdd Payment
TermsSimulate and
Post
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Look Up Document Approver
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If the document wasn’t posted and was sent
through workflow for approval instead, you can
look up the workflow approvers.
Using FBV3, enter the invoice document
number and fiscal year. The system will bring
up the document. Click the Services for Object
icon and select Workflow / Workflow
Overview. Scroll down to the account payable
line and double click the information cell.
A list of approvers will be displayed and you
will see whether these are intermediate
approvers or approving agents.
In this example there is only one approver.
Reverse Invoice
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If an invoice was posted erroneously, it can be reversed
using the Cancel Invoice Document (MR8M) transaction.
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.
To reverse an Invoice, the following fields are required:
• Invoice Document No.
• Fiscal Year
• Reversal Reason: The Reason Code that describes why
the Reversal is required. In this field you can enter if
the Reversal is required in the current or previous
period
• Posting Date
Change Posted Invoice
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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 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, my own documents and so on.
Change Posted Invoice
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To change the Payment Method, Payment Block or Assignment:
• Once the document appears, double click the vendor line (the first line in the document) and
another screen will pop up
• 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”
• The Assignment field is used for the automatic clearing of Invoices. It is populated with the
Document Number, the Line Item and the Fiscal Year. This field should not be modified
Change Posted Invoice (Payment Long Text)
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The Payment Long Text allows us to insert 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. The Long Text is optional.
To modify the Long Text, click the Extras menu and click Text. 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.
Simulation Activities
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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 transactionbeing 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 ontheir own, with no additional instructions provided
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Activity 1
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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
72Copyright © United Nations
Learning Checkpoint 1
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Which of the following processes is used to compare the Invoice to the PO and the
goods receipt?
Select the correct option.
A. Three Way Matching
B. Down Payments process
C. Outgoing Payments process
D. All of the above
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Learning Checkpoint 1
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Which of the following processes is used to compare the Invoice to the PO and the
goods receipt?
Select the correct option.
A. Three Way Matching
B. Down Payments process
C. Outgoing Payments process
D. All of the above
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Option A is the correct answer. The automated
Logistics Invoice Verification (LIV) process is used
to compare the Invoice to the PO and the goodsreceipt.
Learning Checkpoint 2
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Which of the following buttons lets the User (AP) preview financial postings before
clicking Save as Complete?
Select the correct option.
A. Add PO
B. Preview Posting
C. Check
D. Simulate
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Learning Checkpoint 2
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Which of the following buttons lets the User (AP) preview financial postings before
clicking Save as Complete?
Select the correct option.
A. Add PO
B. Preview Posting
C. Check
D. Simulate
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Options D is the correct option. All Invoice
postings should be simulated before being Saved
as Complete.
Module 2 Summary
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The key points covered in this module are listed below:
• There are two methods (transactions) for processing an Invoice: entering an
Invoice with a PO and entering an Invoice without a PO. This module coveredInvoice with PO
• Sales tax and Retention is applied in the invoice process
• Documents should be simulated before Saving as Complete to trigger workflow
• Three Way Matching is used to compare the Invoice to the PO and the goods
receipt• You can change certain fields on the document after an Invoice is posted
• You can look up the Approver (AP) names from the Invoice document
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Agenda
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Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course Assessment
Course Survey
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Module 3 Objectives
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After completing this module, you will be able to:
• Process Invoices without PO
•
Reversal of Invoice without a PO
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Invoices without PO's
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Umoja introduces the concept of creating invoices with reference to a Funds
Commitment instead of a PO. This applies in the following scenarios:
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1. Grants process for implementing partners
2. Official Travel
3. Entitlement Travel
4. Miscellaneous Obligating Documents
5. Fellowship Study Tour
6. Education Grant7. Self-Insurance (unless treated as special PO)
8. Appendix D Claims – All Fund Types
9. PK Local TCC/PCC payments
Process Invoice Without PO
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To create a non-PO Invoice:
• Use the FV60 transaction code to access
the Park Vendor Invoice screen. Entering
an Invoice using this screen is identical toentering one using MIR7 except for the
fact that every line item must be entered
instead of automatically derived
• Enter the details in the Basic Data and
Payment tabs as you would with an
Invoice using MIR7
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Process Invoice Without PO
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• For each line item, 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
• Functional Area
•Grant (if applicable)
• Earmarked Fund
• G/L Line Text
• VAT
Process Invoice Without PO
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• For Invoices that reference a Funds Commitment (obligation), the document number of the
Funds Commitment should be entered in the Earmarked funds field. In addition, the line item
within that Funds Commitment must also be entered in the Earmarked funds: Document Item
field
Process Invoice Without PO
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When all fields are complete
• Click the Simulate button to view the simulated postings if the Invoice would be approved. If
you would like to save the document for later completion, click the Document menu, then
select Park• Click the Save as completed button to forward the Invoice for approval and posting
Since Invoices without PO’s cannot undergo Three Way Matching, all documents created using FV60
must be reviewed and approved/rejected by the Approver (AP).
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Key Actions for FV60
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It is important to note the differences in actions that can be taken in the FV60 transaction
as opposed to the MIR7 transaction. These actions include:
The Simulate Document function is identical to MIR7. Before attempting to post theInvoice, the Simulate button should be clicked to ensure the correct accounts are being
posted to.
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Simulate
DocumentPark
Save as
Completed
Key Actions for FV60
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Parking a document using FV60 saves the Invoice for later completion. However, it does
not forward the document using workflow to the AP Approver.
In effect it is identical to the Hold button in MIR7.
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Simulate
Document
ParkSave as
Completed
Key Actions for FV60
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Save as Complete should be used once the AP User would like to post the Invoice. This
will trigger workflow and will forward the document to the AP Approver for review.
Because FV60 does not use Three Way Matching (as there is no PO), all Invoices entered
using FV60 must be approved before they can be posted.
Once the AP Approver approves the Invoice, it will be posted to the relevant accounts.
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Simulate
Document
ParkSave as
Completed
Workflow Approval & Rejection
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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. All approvals and reviews will be routed
through the Inbox in the Workflow section. You can view your items organized by content or tasks.
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Workflow Approval & Rejection
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Below the decision options, you can view summary information about the document on the left-hand
side.
On the right-hand side of the screen, under Objects and attachments, you can review whether theSAP parked document was entered correctly:
• Double-click the link next to Office Document to view the scanned copy of the document
• Double-click the link next to Display Parked Doc. to view the document as entered in Umoja
Workflow Approval & Rejection
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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 backto the original AP User who entered it into Umoja.
In your Outbox, you can review items that you have previously reviewed along with their final
decisions.
Reverse Non-PO Invoice
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Reversing Non-PO Invoices can be done using
the Reverse Document (FB08) transaction.
Similar to the MR8M transaction, this
transaction is used to reverse certain financialpostings that were made in error. Within
Financial Accounting, only the Financial
Accounting Senior User has access to this
transaction. The transaction should be
reviewed carefully before reversing the
document.
To reverse a financial posting enter appropriate
information for the following fields in the
Document Details section:
• Document Number: The Financial Posting
Document number
• Company Code: 1000
• Fiscal Year
Reverse Non-PO Invoice
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• Reversal Reason: The Reason Code that
describes why the Reversal is required. In this
field you can enter if the Reversal is required in
the current or previous period• Posting Date – A specific date may be required
to be entered
When you click the Save button, the posting will be
reversed. This transaction does not use Workflow
and thus does not have to be parked or approved.You should also click Display before reversal to
verify the correct document is being reversed.
After the reversal is saved, a reversal document
number will be created for reference.
Activity 1
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Transaction Name: Post Invoice without PO
Transaction Code: FV60
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder-
1.11.2156?originalContext=1.11.2363
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Module 3 Summary
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The key points covered in this module are listed below:
• As part of AP process, there may be Invoices without PO's and may related to
Funds Commitments
• This method will be used to pay daily allowance to the troops, settling Travel claims
and other payments related to Funds Commitments
• Once an Invoice is parked, it follows the workflow and is automatically sent to the
appropriate AP 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
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Agenda
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Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course Assessment
Course Survey
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Module 4 Objectives
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After completing this module, you will be able to:
• Enter a Credit Memo referencing a PO
•
Enter an Evaluated Receipt Settlement for payment of services to Consultantsand Individual Contractors
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Exceptions to Three Way Match
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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. In this Module we will examine:
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Invoice Reduction
Credit Memo
Unplanned Charges
If you would like to pay the amount on the Invoice (that is, pay
more than the amount on the PO/Goods Receipt), then the lineitems on the MIR7 transaction can be manually edited to reflect
this.
If the User (AP) has received approval , they may enter an
Invoice Reduction, which will lower the amount that is paid to
the Vendor. This should not be used if a Credit Note is sent to
the UN by a Vendor.
In other cases, you may wish to process the Invoice and then
issue a Credit Memo. In this case, the Invoice can be posted (if it
is within the Invoice Tolerance). A subsequent Credit Memo can
then be posted referencing the original PO.
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).
Enter Credit Memo
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Access the MIR7 Transaction
• In the Transaction drop-down menu
select Credit Memo instead of Invoice
• Add the PO Reference
• Enter all data in the Basic Data tab
• Enter all data in the Payment tab The
payment term should be Z001 for
recovery against next payment
• At the line item level, modify the
Quantity and Amounts as needed to justify the Credit Memo
• Click Simulate and Park to send the
Credit Memo to the Inbox of the AP
Approver. They must review and
approve the Credit Memo in order for it
to be posted
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Enter Credit Memo
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Click the Payment tab and enter Baseline Date
and other Payment Terms.
The Baseline Date and Payment terms should bethe same as for the original Invoice.
This is necessary to ensure that the credit memo
is netted correctly against the invoice at the
time of payment.
Click Simulate, then Save as Completed to send
the Credit Memo for approval.
Subsequent Credit
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In addition to a Credit Memo, a Subsequent Credit can also be processed using the MIR7 transaction.
Subsequent Credits are used for additional credits that are received for a transaction that has already
been invoiced. These are processed similarly to Credit Memo’s, as every Subsequent Credit is recordedin the PO history (viewed through ME23N).
Note that Subsequent Credits affect value only. If value and quantity must be edited (that is, for
returned goods), then a Credit Memo must be used.
Enter Credit Memo Without PO
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Just as the FV60 transaction is used to enter Invoices without reference to a PO, the Park Vendor
Credit Memo (T-Code: FV65) is used to enter Credit Memos without reference to a PO.
Enter Credit Memo Without PO
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• As with FV60, enter all accounting fields required for posting, including G/L Account, Amount,
Fund, and Cost Center. Also include any Earmarked Funds that are associated with the Credit
Memo
• When all fields are complete, click the Simulate button to view the simulated postings. If you
would like to save the document for later completion, click the Document menu, then select
Park
• Click the Save as completed button to forward the Credit Memo for approval and posting
Evaluated Receipt Settlement
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For the payment of Consultants and Independent Contractors, the Evaluated Receipt Settlement (ERS)
process is used in Umoja. The ERS process is used in situations where it is agreed that the vendor will
not submit an invoice in respect of a PO transaction.
To perform this process in Umoja, first make sure the Service Entry Sheet has been entered for the
service. Then, open the ERS Transaction (T-Code MRRL). Enter the following fields:
• Company Code – 1000
• Plant – Enter/search for the code
for your mission/location
• Purchasing Document – Enter the
PO for the Consultant/Contractor
Service
• Doc. Selection – Change this value
to “4”
• Test Run – Make sure this is
checked to perform a Test Run ofthe posting
Click the Execute icon
Evaluated Receipt Settlement
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The next screen shows the simulated reference documents for the ERS as well as the relevant PO’s.
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 create the reference invoices and schedule the payment to the vendor.
Evaluated Receipt Settlement
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Using the ME23N transaction, we can view the PO and related documents for the
Consultant/Contractor service.
Click the Purchase Order History tab to view the Invoices that were automatically generated using the
ERS process. Click each document number to examine that document more closely.
Activity 1
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Transaction Name: Apply Credit Memo
Transaction Code: MIR7
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder-
1.11.2152?originalContext=1.11.2363
107Copyright © United Nations
Learning Checkpoint 1
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What options does a User(AP) have if goods have been returned after the Invoice has
already been posted?
Select the correct option.
A. Enter an Invoice Reduction
B. Enter Unplanned Charges
C. Enter a Credit Memo
D. Enter a Goods Receipt
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Learning Checkpoint 1
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What options does a User(AP) have if goods have been returned after the Invoice has
already been posted?
Select the correct option.
A. Enter an Invoice Reduction
B. Enter Unplanned Charges
C. Enter a Credit Memo
D. Enter a Goods Receipt
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Options C is the correct answer. In this case, the
AP User can enter a Credit Memo which, when
approved, will reference the original Invoice andPO and the amount that has been returned.
Module 4 Summary
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The key points covered in this module are listed below:
• 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 AP 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
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Agenda
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Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course Assessment
Course Survey
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Key Terminology
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Key Term Description
Noted Item
Documents that are a one-sided memo entry. Once payment is
executed the noted item will be updated to create a normal
two-sided financial document. Noted items don’t appear in
financial reports (for example, trial balance).
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Down Payments Process Overview
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In Umoja, all advance payments to vendors, non-commercial partners or other entities
are processed using the Down Payments functionality and transaction code F-47whether 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 Treasury to pay the appropriate amount.
Down Payments Overview
Down Payments Process Overview
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In Umoja, the following items are processed using the Down Payment functionality:
Special GL Indicator (SPGL)• Down Payments to commercial vendors A
• Advances to implementing partners Y
• Travel advance T
• Salary advance S
• Security Deposits H• Loan Receivables X
All other options for the Special GL Indicator field should not be used, as they are not
applicable for Umoja.
Overview
Down Payments Process Overview
O i
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Down Payments require PO or Funds Commitment as follows:
PO or Funds Commitment• Down Payments to commercial vendors PO or FC
• Advances to implementing partners PO
• Travel advance FC
• Salary advance n/a
• Security Deposits n/a• Loans receivable n/a
Overview
Down Payments Process Overview
O i
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Down Payments are different than normal documents, as they areNoted Items until
they are paid. This is because Umoja doesn’t record both a receivable and a payable onthe same document. For example, the following posting is not possible:
Dr Advance – Vendor
Cr Accounts Payable - Vendor
Instead SAP records a Noted Item until the payment is made. At the time of payment,the system records a financial document as follows:
Dr GL account driven from SPGL (for example, Security Deposit)
Cr Accounts Payable - Vendor
Overview
Down Payments Process Steps
The main steps to process Down Payments are as follows:
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The main steps to process Down Payments are as follows:
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Enter DownPayment Request
Approve DownPayment Request
Clear DownPayments
Enter Down Payment Request
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Step 1: The Procurement division initiates all
commercial Down Payments by sending a
request outside of Umoja.
The AP User then enters this request using the
transaction Down Payment Request (F-47).
Populate the following fields on this screen:
• Document Date: Today’s date
• Type: Keep default value (KA – Down
Payment)
• Posting Date
• Currency
• Reference: PO Reference Document
• Doc. Header Text: Free text field used for
brief description of the Down Payment
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Enter Down PaymentRequest
Approve Down PaymentRequest
Clear Down Paymentsagainst Invoice
Enter Down Payment Request
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Under the Vendor section:
• First enter or search for the vendor
account. Clicking the Matchcode icon
next to the Account field will allow you
to search for a vendor account by
Country, Material or other
specifications• For the Trg.sp.G/L ind. field, select the
type of Special GL Indicator to use. In
this case, a debit will be posted to the
Vendor Down Payment account
• When all required fields have been
entered, click the green enter buttonto proceed to the next screen
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Enter Down PaymentRequest
Approve Down PaymentRequest
Clear Down Paymentsagainst Invoice
Enter Down Payment Request – Screen 2
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Under the Item 1 section, enter the
following fields:
• Amount and Currency
• Tax Code, is mandatory, and check
Calculate tax box
• Business Area
• Due On date (used by Treasury to
schedule the payment)
• Payment Method
• Purch.Doc (if using a PO to obligate
funds, enter PO number and PO line in
following box. Use the Matchcode
icon to look up a PO)
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Enter Down PaymentRequest
Approve Down PaymentRequest
Clear Down Paymentsagainst Invoice
Enter Down Payment Request – Screen 2
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The following fields must be entered only
if no reference to a PO or Funds
Commitment is entered:
• Enter Fund
• Enter Grant or “GMNR” (Grant
Management Not Relevant) if there is
no grant
• Enter Functional Area
• If using a Funds Commitment to
obligate the funds instead of a PO,
enter the Funds Commitment number
and line in the Earmarked Fund boxes.
This will populate all relevant fields• Enter Funds Center
• Enter Text if you want to provide a
longer explanation than what is in the
Header Text box on Screen 1
Enter Down PaymentRequest
Approve Down PaymentRequest
Clear Down Paymentsagainst Invoice
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Enter Down Payment Request
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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 AP Approver through a
workflow, appearing in their Business Workplace Inbox.
Enter Down PaymentRequest
Approve Down PaymentRequest
Clear Down Paymentsagainst Invoice
Approve Down Payment Request
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Step 2: Down payment requests are approved using
the workflow and the Business Workplace (T-Code:
SBWP) screen. They are sent to AP 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 acredit or debit) before the payment is made. After the
payment is processed, it will be converted to a
receivable for the vendor.
Enter Down PaymentRequest
Approve Down PaymentRequest
Clear Down Paymentsagainst Invoice
Clear Down Payments against Invoice
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Step 3: Incoming Invoices that have had Down Payments
applied are entered into Umoja as standard Invoices using
the MIR7 transaction.
When a PO is added to the Invoice, a pop-up will appear
stating that a Down Payment has been recorded against
the PO.
Click the button labeled Down Payment Clearing to open
a the Clearing pop-up window.
Enter Down PaymentRequest
Approve Down PaymentRequest
Clear Down Paymentsagainst Invoice
Clear Down Payments against Invoice
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In this window, under the Amount entered field, enter how much of the Down Payment to apply to this
Invoice.
After clicking the Enter icon, you will note that the balance reflects the applied Down Payment. The
Invoice can now be processed as normal.
Enter Down PaymentRequest
Approve Down PaymentRequest
Clear Down Paymentsagainst Invoice
Clear Down Payments without PO
Down Payments that are not linked to a PO or Funds Commitment (such as Security
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Down Payments that are not linked to a PO or Funds Commitment (such as Security
Deposits), are cleared using the Clear Vendor (T-Code: F-44) Transaction.
On this screen enter the Account, Clearing Date, Period and Currency. Then enter the
Special G/L Indicator referencing the type of Down Payment that was made (for example, H
for Security Deposits).
Activity 1
Transaction Name: Enter Down Payment
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Transaction Name: Enter Down Payment
Transaction Code: F-47
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder-
1.11.2164?originalContext=1.11.2363
128Copyright © United Nations
Activity 2
Transaction Name: Post Vendor Down Payments
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Transaction Name: Post Vendor Down Payments
Transaction Code: F-48
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder-
1.11.2160?originalContext=1.11.2363
129Copyright © United Nations
Learning Checkpoint 1
Which of the following fields indicates the type of Down Payment?
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g yp y
Select the correct option.
A. Reference
B. Account
C. Doc.Header Text
D. Trg.sp.G/L ind.
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Learning Checkpoint 1
Which of the following fields indicates the type of Down Payment?
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g yp y
Select the correct option.
A. Reference
B. Account
C. Doc.Header Text
D. Trg.sp.G/L ind.
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Option D is the correct answer. The Trg.sp.G/L ind.
field indicates the type of Down Payment.
Module 5 Summary
The key points covered in this module are listed below:
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y p
• The AP User enters the Down Payments using the transaction 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 AP Approver makes the approval in the Business Workplace and the Down
Payment request is converted into a Down Payment
• All payments are processed by Treasury over the next Payment Run
• The payments can be cleared against Invoice, without Invoice or against cash
received
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Reports
There are several reports available in Umoja ECC which are relevant for AP.
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p j
These include:
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Used to view the Business Partner Master Data record,
including the customer and vendor records.
Display Vendor – BP
To retrieve information, first select the role that you want
to query such as vendor, customer, sponsor and so on.
Next, select whether you want to see information that is
maintained in General data or at the Company Code level,
Sales Org level or Purchasing Org level.
Reports
The reports that are relevant for the Invoicing process are:
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Display Vendor – BP
General data includes name, address and language
Company code data includes the GL reconciliation account
number and payment method(s). Vendor contact
information such as name of vendor account payable
processor can be maintained.
Purchasing org data includes payment terms and default
currency on orders. Vendor contact information such as
vendor sales representative can be maintained.
Reports
The reports that are relevant for the AP process are:
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Standard AP sub-ledger report that shows all transactions
posted on specific vendors at the company code level.
User can select to include:
• AP documents with a Special GL Indicator
• AP documents with various status:
• 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
FBL1N – Vendor Line Item Report
Reports
The reports that are relevant for the AP process are:
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Custom AP sub-ledger report that shows all transactions
posted on specific vendors at the company code level.
User can select to include:
• AP documents with a Special GL Indicator
• Posted AP documents:
• Open items, cleared items or both• Overdue for payment
• Blocked payment
Note: This report does not show parked documents or
noted items. Noted items can be seen on FBL1N report by
Fund. On 1 October 2013 a custom report will be available
to see parked items by Fund.
ZAPFBL1N – Vendor Line Item Report by Fund and Grant
Reports
The reports that are relevant for the AP process are:
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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 DocumentEnvironment menu and clicking the Accounting Document option.
Display Parked Document – FBV3
When we have a specific financial accounting
document that we want to see, we can enter the
document number and fiscal year and the system
will display the whole document.
Reports
The reports that are relevant for the AP process are:
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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 theuser 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
Display Posted Document – FB03
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Reports
The reports that are relevant for the AP process are:
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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.
Display Changes – FB04
Reports
Display Changes – FB04
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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
Display Changes – FB04
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The report shows the date, time and user ID of
individuals who performed changes.
Agenda
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Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course AssessmentCourse Survey
Copyright © United Nations
Course Summary
The key points covered in this course are listed below:
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• 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 goesthrough the workflow approval or rejection
• The AP 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 goodwas actually returned
• Discounts that are applied to purchases are logged in POs
• As part of AP process, there may be Invoices without PO's. The AP 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
totaling less than $300 (Petty Cash)
Agenda
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Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course AssessmentCourse Survey
Copyright © United Nations
Course Assessment
Now that you have completed all the modules in this course, you can test your
k l d b l ti th C A t
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knowledge by completing the Course Assessment.
To receive credit for completing this course, you must pass this assessment with aminimum 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 theMy Learning Activities section
4. Click the Start link of the course assessment
5. Click the Submit button once you have completed the assessment
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Agenda
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Course Introduction
Module 1: GL Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order
Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports
Course Summary
Course AssessmentCourse Survey
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Course Survey
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8/10/2019 Workflow Payable Process_ILT
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Congratulations! You have successfully completed theUmoja Accounts Payable Process course.