Virutal GR

SC320 Umoja Inbound Goods Process: PK & SPM
Umoja Inbound Goods Process: PK & SPM Version 19 Last Modified: 31-May-13 Copyright United Nations
Agenda
Course Introduction
Module 1: Umoja Inbound Goods Process Review

Module 2: Inbound Delivery Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals Module 6: Umoja ECC to Galileo Interface Course Summary
Course Assessment
Course Survey
Copyright United Nations
Introduction
Please share with us:
Your name Your section/unit Years of experience in the field An interesting fact about you
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 others contribution Breaks are included at the discretion of the trainer
X
No Phones
X
Do Not Access E-mail Participate Ask Questions Breaks
Course Overview
The purpose of the Umoja Inbound Goods Process course is to train end users on how to support the Inbound Goods Process using the Umoja ECC system. This is an interim process applicable to Peacekeeping and Special Political Missions, during the period of coexistence of the Umoja and Galileo systems, for activities performed when receiving goods from commodity vendors. Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Master Data & Coding Block Overview Umoja ECC Navigation Umoja Logistics Overview: PK & SPM Course Duration: 5 hours
Course Objectives
After completing this course, you will be able to: Explain the key concepts from the Level 1 course Display a Purchase Order Describe the significance of the Inbound Delivery Display, update and monitor an Inbound Delivery Perform a Virtual Goods Receipt against an Inbound Delivery Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery Perform a Goods Receipt to Blocked Stock against an Inbound Delivery View a Material Document created during a goods receipt Describe the important dates and notifications during the goods receipt process Reverse a Goods Receipt transaction Process a return to the vendor
Describe the goods receipt interface to the Galileo system
Agenda
Course Introduction

Course Assessment
Course Survey
Module 1 Objectives
After completing this module, you will be able to: Explain the key concepts from the Level 1 course
Key Terminology
Key Term Description
Purchase Order (PO) A buyer-generated document that authorizes a purchase transaction.
Invoice
A vendor-generated document that indicates the products, quantities and agreed prices for products delivered by the vendor.
Goods Receipt (GR)
A document generated to acknowledge receipt of goods, against an inbound delivery, conducted at the point of first receipt or transfer of ownership.
A Purchase Order (PO) used for requirements that are up to $4,000 USD issued without the direct involvement of Procurement. This replaces the Short PO process. A location where materials are produced, purchased, stored, inventoried, shipped, received and valuated, or from which services are provided (Mission/Support Center in Peacekeeping, Country for HQ and OAHs).
Copyright United Nations 9
Low Value Acquisition
Plant
Key Terminology
Key Term Description
The comparison of quantities, price per unit, terms, etc. appearing on the Three-Way Matching vendors invoice with the information on the purchase order and on the goods receipt. This is done through the Logistics Invoice Verification (LIV) process. Inbound Delivery A document containing key delivery data required for triggering and monitoring the inbound movement of goods to the mission area. Similar to an Advanced Shipping Notice (ASN). A three-character field in the Umoja ECC system to describe the type of material movement that needs to be performed. It is used for all types of goods movement in Umoja such as receipts and reversals. A goods receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to the UN occur at a named place of delivery other than the final destination. A goods receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to the UN occur at the intended mission destination. A Master Data record that contains information about all products procured, stored and shipped by the UN. For example: Product ID, Product Category, Material Management and other physical or financial characteristics.
Movement Type
Virtual Goods Receipt Physical Goods Receipt
Material Master
Roles & Responsibilities

The following Umoja Enterprise roles are involved in the Umoja Logistics process:
Update information about inbound movement of goods to the mission based on information provided from commodity vendors & freight providers
Inbound Coordinator
Responsible for managing the information flow to indicate transfer of ownership Enable downstream operations to be optimized through provision of shipment/movement information Cannot perform virtual or physical goods receipts transactions in Umoja
Note: Role definitions have been modified for this interim process.
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Responsible for receiving goods against commercial procurement during the Virtual Goods Receipt process
Virtual Receiving User
Indicate UN acceptance of goods during transfer of ownership, in accordance with the Incoterm
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Responsible for receiving goods against commercial procurement during the Physical Goods Receipt process
Receiving User
Indicate UN acceptance of goods during transfer of ownership, in accordance with the Incoterm
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Umoja Inbound Goods Process Review

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

The transfer of ownership that occurs between the seller and buyer is dictated by the Incoterm. Thus a virtual goods receipt can occur at any location prior to the final receiving UN location. Incoterms 2010 commonly used by the UN are depicted:
Point of Origin EXW Virtual Receipt FCA FOB DAT Seller Seller Seller Seller Seller
Port
Onboard Vessel
Port
UN Location UN UN UN UN DAP DDP Physical Receipt
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Umoja ECC Stock Type

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

As explained in the Logistics Overview course, this table shows the different types of Goods Receipt movement types (with Movement Type codes):
Movement Type ZP1 Description Virtual Receipt Financial Implication Full financial posting Invoice processing Three-way match Full financial posting Invoice processing Three-way match
101 102 103
Receipt to Unrestricted Stock Reverse Receipt (Virtual or Physical) Receipt to Blocked Stock
Varies depending on receipt movement type
105 122 124
Release Blocked Stock Return to Vendor after Receipt to Unrestricted Stock Return to Vendor after Receipt to Blocked Stock
No financial posting No invoice processing Full financial posting Invoice processing Three-way match
Varies depending on receipt movement type Varies depending on receipt movement type
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Putting it Together: Goods Receipt Scenarios

The steps for performing a virtual or physical goods receipt are summarized below:
Virtual Goods Receipt
Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at origin or other named place Inbound Coordinator Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents Virtual Receiving User Virtual Receipt Receiving User Check for Discrepancy Receiving User Physical Receipt
Physical Goods Receipt

Vendor provides delivery update Inbound Coordinator Inbound Delivery Update Vendor delivers at destination Receiving User Check Delivery Documents
Galileo Interface Continue Receiving Process in Galileo

Learning Checkpoint 1
When goods physically arrive at the final destination, which tasks are performed by the Receiving User in Umoja ECC? Select the correct option. A. B. C. D. Receive goods in Umoja ECC Barcode and update received batches, as applicable Performing quality inspection of materials Create inbound delivery
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When goods physically arrive at the final destination, which tasks are performed by the Receiving User in Umoja ECC? Select the correct option. A. B. C. D. Receive goods in Umoja ECC Barcode and update received batches, as applicable Performing quality inspection of materials Create inbound delivery
Option A is correct. The Receiving User receive the goods in Umoja ECC after the goods physically arrive at the receiving mission location.
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Module 1 Summary
The key points covered in this module are listed below: Roles involved in the Umoja Logistics process are the Inbound Coordinator, Virtual Receiving User, and the Receiving User Key changes with the implementation of Umoja are coexistence of Umoja ECC and Galileo systems integration, financial implications, goods receipt and Inbound Delivery process Stock types in Umoja are Unrestricted Stock and Blocked Stock Review of movement types and financial implications Steps for performing a virtual and a physical goods receipt
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Agenda
Course Introduction

Course Assessment
Course Survey
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Module 2 Objectives
After completing this module, you will be able to: View a Purchase Oder Update and display an Inbound Delivery Describe who updates certain fields in the Inbound Delivery Run an Inbound Delivery report
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Inbound Delivery Overview

An Inbound Delivery is a system document used to collect all shipment/delivery details (similar to an Advanced Shipping Notice provided by freight-forwarders). The key features are: It provides the link between Procurement and Mission Logistics and R&I functions
It is created against the Purchase Order. Umoja ECC runs a scheduled batch job to create the Inbound Delivery and transfers key Purchase Order data
The Inbound Coordinator updates it with shipping updates from the vendor. This informs receiving offices of expected delivery dates and shipment information For virtual receipts, the Inbound Coordinator updates it with the actual delivery date and uploads the delivery documents (including onward movement)
An Inbound Delivery report can be produced by each receiving mission to track Inbound Deliveries. Goods are received against the Inbound Delivery
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The end-to-end process from Procurement to Goods Receipt in Umoja is as follows:
1 2 3
Virtual GR Inbound Delivery

3
Purchase Order
Material Document
(Goods Receipt)
Inbound Delivery generated from the PO by Umoja
Physical GR
PO is created during procurement
Inbound Delivery is updated during shipment
A Goods Receipt is conducted against the Inbound Delivery
Goods Receipt Slip is generated
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Inbound Deliveries and Purchase Orders

Since Inbound deliveries are created against Purchase Orders, an Inbound Coordinator (for example a Procurement Office) can find a specific Inbound Delivery by viewing the PO in Umoja ECC.
Step 1: To view a PO in Umoja ECC, perform the T-code ME23N

Step 2: The initial screen displays the last PO the user opened. To open a new PO, click the Other PO button (left of the Print Preview button) Step 3: Enter the PO number and press Enter on the keyboard
1
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View Purchase Order

The overall Purchase Order screen appears as follows:
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View Purchase Order

Now lets look at the different sections. The Purchase Order screen consists of the following fields and buttons: A PO number, vendor, and document date Header: Note the Incoterms field may be empty B
A
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View Purchase Order

The Purchase Order screen consists of the following fields and buttons: C C. Item Overview: Note individual line items may have different Incoterms (in which case the Header Incoterms field may not be populated) D D. Line Item Detail
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View Purchase Order

In the Line Item Detail section, click the Purchase Order History tab to view the history of receiving actions performed on this PO, for example the movement type, the material document number (from a good receipt), the goods receipt posting date, etc. Note that the user can click any of the underlined fields to open the referenced document, for example material document.
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View Purchase Order

The Inbound Delivery document number is found on the Purchase Orders Confirmations tab. A PO may have multiple Inbound Deliveries Each Inbound Delivery has one Incoterm, one Delivery Date and one Goods Receipt Date Double Clicking on the Inbound Delivery document number will bring up the Inbound Delivery document window
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Inbound Delivery Screen

The Inbound Delivery screen appears as follows:
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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 Lets 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
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Activity 1
Transaction Name: View Purchase Order Transaction Code: ME23N Link to the uPerform simulation: http://unsapuperform.umoja.un.org/gm/folder1.11.2296?originalContext=1.11.2681
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Updating an Inbound Delivery

The Inbound Coordinator has the following tasks: A. Update the Delivery Date based on commodity vendor communication and upload the arriving shipment documents B. For Virtual Goods Receipt, when goods are at the location dictated by the Incoterm, the Inbound Coordinator updates the Actual Goods Receipt Date and the actual quantity. The Inbound Coordinator checks all delivery documents for compliance C. For Virtual Goods Receipt, if follow-on freight contract is arranged the Inbound Coordinator uploads the documents for the follow-on freight movement
Point of Origin
Port
Onboard Vessel
Port
UN Location
The next section contains steps for the Inbound Coordinator to complete these tasks.
Key Inbound Delivery Dates

The Inbound Delivery contains information regarding several key dates to support the goods movement and delivery process for Peacekeeping missions. It is a living document which is updated as delivery and shipping information becomes available. Responsibility for updating key dates is shared among different offices, depending on which office would likely have the most accurate and current information.
Inbound Coordinators
Procurement Offices
Mission Movement Control Offices (MovCon)
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Inbound Delivery Document is updated by both Procurement and Mission Movement Control Offices. The offices are responsible to update the following specified date fields:
Procurement Offices
Delivery Date As advised or updated by commodity vendor. Always Procurement. Actual Goods Receipt Date*
When goods delivered by the commodity vendor to an external vendor/Freight
Mission Movement Control Offices (MovCon)
Actual Goods Receipt Date*

When goods delivered by the commodity vendor to the UN at a transit location
Forwarder
for onward movement
Note: The Actual Goods Receipt Date is the key date which will be used for the Goods Receipt Posting Date which will be audited for IPSAS compliance during the goods receipt process.
*Updated by Procurement or MovCon, depending on the situation

These key dates are captured on the Item Overview Tab: Delivery Date
Procurement
Date notified by the vendor for goods delivery at the named destination (for example FCA, DAT or DAP) Data for this field is automatically populated from the PO. This provides visibility to downstream activities/offices of planned incoming shipment dates and details to allow movements planning
It is updated by Procurement staff acting as Inbound Coordinator acting on advice and updates from the vendor
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These key dates are captured on the Item Overview Tab: Actual Goods Receipt Date
Procurement
MovCon
The date when the ownership of goods has been transferred, in accordance with the Incoterms. This will then be used as the "Posting Date" when the virtual goods receipt is performed, therefore, accuracy is key. In a virtual goods receipt scenario, this date will be updated by Procurement staff or Mission MovCon staff acting as Inbound Coordinator to reflect the delivery of goods from the commodity vendor to the UN or the UN's appointed freight forwarder.
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Now, lets look at the Inbound Delivery in detail. The Inbound Delivery screen consists of the following fields and buttons: A Header View button A. B Document Number B. C. C Services for Object (used to upload and view attachments) The Item Overview tab contains several important dates (described in detail later): D Delivery Date - provided by the vendor and originally derived from the PO) D. E Actual GR Date - to reflect date of transfer of ownership to UN per Incoterm E.
C A B
D E
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The Inbound Delivery screen also contains the following fields and buttons: H Material Number H. I.I Plant (Mission) J Delivery quantity J. K Document Flow (can use this to navigate back to the PO screen) K.
H I J
Note: The user can drag and rearrange the columns as needed.
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Scenario 1: Vendor Delivers Goods at Origin or Other Named Place

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

Inbound Coordinator Inbound Delivery Update

Vendor delivers at origin or other named place Inbound Coordinator Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents

Vendor delivers at destination Receiving User Check Delivery Documents
Receiving User Check for Discrepancy
Virtual Receiving User Virtual Receipt
Receiving User Physical Receipt

Update an Inbound Delivery Inbound Delivery Report

If the Inbound Coordinator does not navigate to a specific Inbound Delivery from the PO or wishes to view multiple Inbound Deliveries, the Inbound Delivery Report can be used. Note: Once a goods receipt is posted, the Inbound Delivery can no longer be updated as the delivery is considered complete. The Inbound Coordinator follows the steps below to view a list of Inbound Deliveries and update an existing Inbound Delivery: 1 Enter the T-code VL06I. On the Inbound Delivery Monitor screen, click the List Inbound Deliveries button
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2 2. In Shipping/Receiving Point, enter the Plant (Mission). Ensure the delivery dates matches the desired search timeframe. If the Inbound Delivery number is known, it can also be entered below on this screen
Optionally, scroll down to Total Goods Movement Status and enter A to filter Inbound Deliveries for which a goods receipt has NOT been processed already
3 Click the Execute button 3.
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A list of inbound deliveries for the mission appears on the screen. This is the Inbound Delivery Report.
4 Find the corresponding Inbound Delivery based on the Purchase Order or other 4. known information. To view an Inbound Delivery, double click the document number. Review the document for the necessary information
The filter function and column sorting can be used to help find a delivery
5 To update an Inbound Delivery, check the box next to the Inbound Delivery and 5. click the Change Inbound Deliveries icon
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Update an Inbound Delivery Delivery Update

Now, the Inbound Coordinator can update the Inbound Delivery Document for this shipment using the following fields:
A On the Item Overview tab, update the Delivery Date as advised by the A. commodity vendor
MovCon Copyright United Nations
Procurement
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B
B. B Click the Header button (Hat) to view the Header Details section
C C On the Header Details screen, C. click the Shipment tab. In the Shipment section enter the Bill of Lading number for the inbound shipment to the mission in BillofLad
D If follow-on freight is arranged D. and a PO number is available, enter ZFPO in the Means of Transport Type (MnsTransTy) field. Then, enter the freight PO number in Transport ID Code (TrnsIDCode) field
MovCon Procurement 48

E On the Administration tab, the External ID field in the Organization section E. displays the PO number for reference
F Press the Back button to exit the Header F.
Procurement
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The Inbound Coordinator will then update the further fields: G. Upload the shipment documents (for example Bill of Lading) by clicking the Services for Objects button, click Create, then Create Attachment. You can also view other attached documents by clicking on Attachment List. H. Click the Save button when finished
H
Procurement 50

Let us return to our scenario: Purchase of fuel storage tanks and vehicle spare parts from a Systems Contract. The goods are to be delivered to the local port of entry


Vendor delivers at origin or other named place Inbound Coordinator Check Delivery Documents Inbound Coordinator Inbound Delivery Update Virtual Receiving User Check Delivery Documents

Vendor delivers at destination Receiving User Check Delivery Documents
Receiving User Check for Discrepancy
Virtual Receiving User Virtual Receipt
Receiving User Physical Receipt

Update an Inbound Delivery Upon Delivery

Since this is a Virtual Goods Receipt, the Inbound Coordinator(s) will now do the following: A On the Item Overview tab, update the Actual Goods Receipt Date A.
B Update the Delivery quantity for each line item as reported by the vendor and B. confirmed in attached documents. If the actual quantity received is less than the expected quantity, another Inbound Delivery is generated for the undelivered quantity A
Procurement 52
Update an Inbound Delivery Upon Delivery

The Inbound Coordinator can also now update more information, if available:
C C. Click the Services for Objects button. Under Attachment List, check any previously uploaded documents and attach additional documents (for example Delivery Note or for follow-on freight movement). See previous steps.
D Click the Goods Movement tab. Update the Planned Goods Movement Date to D. the expected date the goods will arrive at the mission receiving location to provide downstream visibility.
D D
Procurement 53
Viewing Inbound Delivery Report

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

1 1. To toggle between the layouts, click the Item View/Header View button 2 2. To filter by a specific column such as Cost Center, click the Filter button 3 3. To change the layout, click the Change Layout button. This is covered in detail in the Inbound Goods Process Job Aid
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Which of the following are features of an Inbound Delivery? Select all that apply. A. B. C. D. It is automatically created in Umoja ECC It provides the link between Procurement and Mission Logistics and R&I functions It is not created against the Purchase Order It is not automatically created in Umoja ECC
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Which of the following are features of an Inbound Delivery? Select all that apply. A. B. C. D. It is automatically created in Umoja ECC It provides the link between Procurement and Mission Logistics and R&I functions It is not created against the Purchase Order It is not automatically created in Umoja ECC
Options A and B are correct. These are features of Inbound Delivery
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Activity 2
Transaction Name: Update Inbound Delivery Transaction Code: VL06I Link to the uPerform simulation: http://unsapuperform.umoja.un.org/gm/folder1.11.2907?&originalContext=1.11.2681
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Module 2 Summary
The key points covered in this module are listed below: The Purchase Order can be viewed using the T-code ME23N The Inbound Delivery is updated using the T-code VL06I and the Change Inbound Deliveries button The Inbound Delivery Report is accessed using the T-code VL06I, and the layout can be customized The Inbound Delivery Report should be run by the receiving mission as often as locally needed The responsibility to update the Inbound Delivery Document is shared between Procurement Offices and Mission MovCon Offices, in the role of Inbound Coordinator
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Agenda
Course Introduction

Course Assessment
Course Survey
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Module 3 Objectives
After completing this module, you will be able to: Perform a virtual goods receipt against an Inbound Delivery when the vendor delivers at origin or other named place
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Continuing with our scenario, the commodity vendor has now delivered the fuel storage tanks and vehicle spare parts at the missions port of entry to the missions local freight forwarder. The freight forwarder has confirmed receipt from the commodity vendor by delivery note and has informed the Inbound Coordinator who updated the Inbound Delivery accordingly and attached the delivery documents. The Virtual Receiving User, per IPSAS requirements, conducts a Virtual Goods Receipt in Umoja against the Inbound Delivery created by the system in order to register the first receipt and transfer of ownership from Vendor to the UN.
Inbound Processing
Umoja Goods Receipt
Galileo Goods Receipt
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Incoterms Applicable for Virtual Goods Receipt

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

Update Inbound Delivery Run Inbound Delivery Report Goods Receipt in Umoja Goods Receipt in Galileo
Step 1: As explained in the previous module, the Inbound Coordinator has updated the Inbound Delivery with the delivery information from the commodity vendor (attaching the Delivery Note to the Inbound Delivery). This was through the T-code VL06I.
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Run Inbound Delivery Report

Step 2: The Virtual Receiving User runs the Inbound Delivery Report using the T-code VL06I to list the deliveries expected. The User notes that this delivery arrived at the port.
Note: The Actual Goods Receipt Date is displayed in the Ac. GI Date column on the Inbound Delivery Report.
Perform Virtual Goods Receipt

Step 3(a): The Virtual Receiving User performs the virtual goods receipt by entering the T-Code /nVL06I or press (to return to the main screen). However, the Virtual User now clicks the For Goods Receipt button to access the Good Receipt functionality.
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Step 3(b): Similar to executing the Inbound Deliveries List, the Virtual Receiving User adds the required information to filter the Inbound Good List. The All Selections button allows the user to input the plant (mission) in the Shipping Point/Receiving Pt field.
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Step 3(b): The Virtual Receiving User adds the required information to filter the Inbound Good List and presses Execute .
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Step 3(c): The Virtual Receiving User opens the corresponding Inbound Delivery (double click) and reviews all details and documents (for example quantity, etc). Then, follows the steps below to post the goods receipt: 1 View the report in Item View using the Item/Header View Layout Toggle 1. 2 Check the box next to the Inbound Delivery line items to receive against. Multiple 2. boxes may be checked ONLY if the actual goods receipt dates are the same 3 3. Note the Actual GR Date from the Actual GI Date column. Click the Post Goods Receipt button.
1 3
Copyright UnitedCopyright Nations United Nations
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4 In the pop-up box, verify the dated copied from the Actual GR Date (Actual GI 4. date) field. Reminder: this is the IPSAS compliance date to record transfer of ownership 5. 5 Check the Post Partial Goods Receipt box to receive only for the line items selected (that is not all line items) 6 Click Continue 6. to post the virtual goods receipt
4 5 6
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To confirm that the Goods Receipt has posted or view the status of the delivery, the Virtual Receiving User can return to the Inbound Delivery Document. The Status Overview tab will show which goods have been received and indicate any partial receipts, as well as overall status: A is not yet received C is completely received B is partially received
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At this point, the system prompts the user to print the Goods Receipt slip. The Goods Receipt slip is generated along with a Material Document (system term for a Good Receipt document) for each Inbound Delivery. Additional details are provided on the Goods Receipt slip and Material Document in the next module.
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Step 4: The details of the goods receipt, including PO information, are passed to Galileo through an automated, one-way data transfer interface and classified as a Provisional R&I in Galileo. The receiving process continues in Galileo. Additional details on this process are explained in a later module.
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Virtual Goods Receipt: Financial Implications

The financial implications of this complete Umoja virtual goods receipt process are: Full financial posting Invoice Processing Three-way Match IPSAS Compliance Note: Goods received virtually cannot be received to Blocked Stock, preventing posting.
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Which of the following are financial implications for a Virtual Goods Receipt? Select all that apply. A. B. C. D. Full financial posting Invoice Processing Purchase order and invoice matched Invoice is blocked
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Which of the following are financial implications for a Virtual Goods Receipt? Select all that apply. A. B. C. D. Full financial posting Invoice Processing Purchase order and invoice matched Invoice is blocked
Options A, B and C are correct. These are the financial implications for a Virtual Goods Receipt
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Activity 1
Transaction Name: Virtual Goods Receipt Transaction Code: VL06I Link to the uPerform simulation: http://unsapuperform.umoja.un.org/gm/folder1.11.2308?originalContext=1.11.2681
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Module 3 Summary
The key points covered in this module are listed below: Steps to perform a virtual goods receipt against an Inbound Delivery
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Agenda
Course Introduction

Course Assessment
Course Survey
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Module 4 Objectives
After completing this module, you will be able to: Perform a goods receipt to Unrestricted Stock against an Inbound Delivery
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Scenario 2: Vendor Delivers at Destination

The mission has ordered some medical supplies for direct delivery to the mission location. During the shipment, the commodity vendor has updated the Inbound Coordinator with shipping information and documents. The Inbound Coordinator has updated the Inbound Delivery, as required.
Blocked Stock Handling
Update Inbound Delivery
Verify Physical Receipt
Check for Discrepancy
Goods Receipt in Umoja
Goods Receipt in Galileo
Upon delivery to the UN by the commodity vendor or the commodity vendors shipping company (thereby transferring ownership) the Receiving User conducts a Physical Goods Receipt against the Inbound Delivery. As part of this scenario, we will also receive goods to Blocked Stock to simulate a discrepancy (damage) in the shipment.
Scenario 2: Vendor Delivers at Destination

The steps for performing a physical goods receipt are summarized below:


Incoterms Applicable for Physical Goods Receipt

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

Update Inbound Delivery Run Inbound Delivery Report Verify Physical Receipt Check for Discrepancy Goods Receipt in Umoja Goods Receipt in Galileo
Step 1: As explained in the previous module, the Inbound Coordinator has updated the Inbound Delivery with the delivery date information from the commodity vendor (attaching the shipping documents and other information to the Inbound Delivery). This was through the T-code VL06I
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Step 2: The Receiving User runs the Inbound Delivery Report using the T-code VL06I to view expected incoming shipments and when applicable, the Planned Goods Movement Dates to manage the inbound delivery workload for the receiving office.
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Step 3: When the goods actually arrive at the mission location, the Receiving User may need to verify whether an item has already been received in Umoja (for example virtually) or still needs to be received in Umoja.
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Specifically for the Receiving User, the following decision needs to be made when the goods arrive at the receiving mission location.
Yes
This means a virtual goods receipt was already done I only need to receive the goods in Galileo
Q: Have the goods already been received in Umoja ECC?
This means I need to do a physical goods receipt
No
I need to receive the goods in Umoja ECC, using the correct movement type Then, I need to receive the goods in Galileo
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Step 3: The Receiving User can conduct this check by viewing the Purchase Order using the T-code ME23N. Recall, that the the Purchase Order History tab shows the history of receiving actions performed on this PO, for example the movement type, the material document number, the goods receipt posting date, etc. Check for a ZP1 movement type which indicates a previous Virtual Goods receipt.
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Step 4: Once the Receiving User confirms that a physical receipt is necessary, he or she conducts a visual physical review of the goods, as compared to the Inbound Delivery, and looks for noticeable damage. This includes reviewing details such as quantity, type of goods, etc. The Receiving User can also refer to PO details if needed though the Inbound Delivery document in Umoja.
Physical Damage or Differs from PO?
No Unrestricted Stock
Yes Blocked Stock

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Perform Physical Goods Receipt

Step 5: The Receiving User has confirmed that the items show no discrepancy against the PO and therefore the goods can be received to Unrestricted Stock. Follow the steps on the next slides to do so.
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From the main screen, perform the T-code MIGO to perform the physical goods receipt 1 Select Goods Receipt in reference to Inbound Delivery and enter the Inbound 1. Delivery number (obtained from the Inbound Delivery Monitor or from the PO) 2 2. Enter the movement type for Physical Goods Receipt to Unrestricted Stock, 101 3 3. Click the Execute button or press Enter on the keyboard. Information from the Inbound Delivery populates the screen 4 The Services for Object button can be used to attach documents and images 4.
4
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The physical goods receipt screen appears as follows. Lets explore its layout before continuing our steps:
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Perform Physical Goods Receipt Screen Layout

The Goods Receipt screen header is organized into the following sections: A General tab: A. B Document Date: The date of the Umoja transaction (always todays date) B. C Posting Date: The date of the actual physical receipt. This must be updated to C. the actual date that the goods arrived (that is actual goods receipt date) D Vendor tab: Vendor information D. E Requisitioner Details tab E. F Collective Slip checkbox: Must be checked so goods receipt slip can be printed F. G. G Item Overview section, in this section each item appears as a separate line item, if the PO contains multiple items.
A D E B C F
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Perform Physical Goods Receipt Screen Layout

Underneath the Item Overview section is the Item Details section. It contains the following tabs and information which should be reviewed and verified:
A Material tab: Shows the Material ID and Description A. B Quantity tab: Shows the Quantity in Unit of Entry, Quantity Ordered, Quantity B. Received previously (if applicable) C Where tab: Shows the Movement Type, Stock Type, Plant, Goods Recipient Name, C. Unloading Point, Free Text Field, Stock Overview D PO Data tab: Shows the PO Information, Incoterms D. E Partner tab: Shows the vendor information E. F Account Assignment tab: Shows the financial information F.
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Perform Physical Goods Receipt Continuation

4. Returning to our steps to complete the Goods Receipt. For each line item that has been delivered, the Receiving User must: A A. Click the button in the Line column to select the item/line B B. Click the Quantity tab. Quantity Ordered and Quantity Received are listed C. C Enter the actual quantity received in the Qty in Units of Entry field D Press Enter and the amount will D. automatically update in the Qty in SKU field. The Qty in Unit of Entry from Item Overview section is also updated E E. Check the Item is Ok box when ready to post
C D
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5 5. Once the quantity has been updated and information verified for all items, click the Check button at the top. 6 6. If the system detects a warning or an error, a display log will pop up with a system message (for example informs the user the quantity of goods remaining that have not been received (the deficit) for each line item
A yellow triangle denotes a warning to the user further processing can still occur A red circle denotes an error - further processing can NOT occur
7 Review the log and close the pop-up window. 7. 5
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8 Click the Post button. 8. 8
9 At this point, a pop-up appears 9. prompting the user to print the Goods Receipt Slip. This slip contains the system document information, as well as the items and quantities received
Refer to the MB90 Reprint Job Aid to reprint a goods receipt slip
10. 1 The Material Document (system term for a Good Receipt document) is automatically generated. The Material Document number appears at the bottom of the screen when the goods are posted. It serves as proof of the goods receipt in the system.
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View Material Document

A material document is generated with each goods receipt action performed in Umoja ECC. Optionally, the user can view the Material Document can be viewed by returning to the Goods Receipt screen (T-Code MIGO), Display in reference to Material Document and entering the corresponding Material Document number. The Material Document screen has the same fields and tabs as the Goods Receipt screen, in addition to a Doc info tab and an Output tab.
However, the information cannot be edited.
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Step 6: The details of the goods receipt, including PO information, are passed to Galileo through an automated, one-way data transfer interface. The receiving process continues in Galileo. Additional details are explained in a later module.
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Physical Goods Receipt: Financial Implications

The financial implications of this Umoja physical goods receipt process are: Full financial posting Invoice Processing Three-way Match
101
The Material Document serves what purpose? Select all that apply. A. B. C. D. Copy of Purchase Order Proof of Goods Receipt Inbound Delivery Report Blocked Stock Slip
102
The Material Document serves what purpose? Select all that apply. A. B. C. D. Copy of Purchase Order Proof of Goods Receipt Inbound Delivery Report Blocked Stock Slip
Option B is correct. The Material Document serves as the proof of goods receipt.
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Activity 1
Transaction Name: Receipt to Unrestricted Stock Transaction Code: MIGO Link to the uPerform simulation: http://unsapuperform.umoja.un.org/gm/folder1.11.2300?originalContext=1.11.2681
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Module 4 Summary
The key points covered in this module are listed below: The goods receipt to Unrestricted Stock is performed using the T-code MIGO and movement type 101
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Agenda
Course Introduction

Course Assessment
Course Survey
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Scenario 2 Variation: Blocked Stock Handling

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

After the receipt to blocked stock is posted, a Blocked Stock slip is generated.
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After the Receiving User reports the issue to the Requisitioner, the Buyer would collaborate with the vendor and Requisitioner to resolve the discrepancy. A decision will be made to either accept the goods or return the goods to the vendor. If the goods can be accepted, the Receiving User uses the t-code MIGO, selects Goods Receipt in reference to a Purchase Order and uses movement type 105 and the related PO number to release the goods from Blocked Stock to Unrestricted Stock
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Return To Vendor
If the goods cannot be accepted, the Receiving User uses the T-code MIGO and a movement type to indicate a return to vendor status. The return movement type depends on which Stock Type the goods were originally received to. In the Where tab, the system asks the user to complete a Reason for Movement before the return is posted (See next screen).
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Vendor Return Slip

After the return to vendor is posted, a Vendor Return slip is generated.
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Vendor Return Movement Types

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

If a goods receipt transaction needs to be completely reversed (for example error or nonvendor return scenarios), perform the T-code MIGO and select Cancellation in reference to a Material Document. This completely cancels the receipt with all line items and quantities. Note: If the payment has already been processed, the Receiving User needs to notify the Requisitioner that the reversal action is complete. The Requisitioner then works with finance and other relevant offices to reverse the payment (offline).
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Goods Receipt Reversal

To reverse only select line items, use the T-code MIGO and a specific movement type. 1 Enter the T-code MIGO and select Goods Receipt in reference to a Purchase Order. 1. Enter the related PO number 2 Enter the movement type 102 to reverse a Goods Receipt 2. 3. 3 The Receiving User can specify the line item and quantity to reverse (for example partial reversal)
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Confirm Reversal Transactions

The user can verify the reversal posting from the Purchase Order screen. 1. Enter the transaction code ME23N and the corresponding PO number 2. Click the Purchase Order History tab to view all receipt and reversal transactions for each line item, as well as the corresponding Material Documents 3. All financial postings from the receipt are reversed
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Goods Receipt Movement Types

To summarize, this table shows the different types of Goods Receipt movement types:
Movement Type ZP1 Description Virtual Receipt Financial Implication Full financial posting Invoice processing Three-way match Full financial posting Invoice processing Three-way match
101 102 103 105 122 124
Receipt to Unrestricted Stock Reverse Receipt (Virtual or Physical) Receipt to Blocked Stock Release Blocked Stock
Varies depending on receipt movement type
No financial posting No invoice processing Full financial posting Invoice processing Three-way match
Return to Vendor after Receipt to Unrestricted Stock Return to Vendor after Receipt to Blocked Stock
Varies depending on receipt movement type Varies depending on receipt movement type
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Notifications during the Goods Receipt Process

Notifications Umoja ECC creates email notifications during the Goods Receipt process:
Every Goods Receipt posting generates an email notification to the Receiver, Requisitioner & Buyer listed in the PO
Emails are generated for Receipts (including under-delivery) and Reversals and will indicated the stock type (for example blocked stock, unrestricted stock) Inbound Coordinators will not receive email notifications
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Notifications during the Goods Receipt Process

Below is an example of a goods receipt notification by email:
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Purchase Order Report

As you recall from the Logistics Overview course, there are several key reports used across the Umoja Logistics process. For example, on the Purchase Order Report, the user can double-click information such as the PO number, Vendor number, etc. to navigate to the corresponding screen. A full list of reports and T-codes is provided in the Inbound Goods Process Job Aid.
Which is the movement type used for returning goods from Blocked Stock to the vendor? Select the correct option. A. B. C. D. 121 122 123 124
120
Which is the movement type used for returning goods from Blocked Stock to the vendor? Select the correct option. A. B. C. D. 121 122 123 124
Option D is correct. If the goods from the Blocked Stock have to returned to the vendor, the movement type 124 is used.
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Module 5 Summary
The key points covered in this module are listed below: The goods receipt to Blocked Stock is performed using the T-code MIGO and movement type 103 Release Blocked Stock is performed using the T-code MIGO and movement type 105 The goods can be returned to the vendor using the T-code MIGO and the corresponding movement type The goods receipt can be reversed using the T-code MIGO and the corresponding movement type Umoja ECC creates several notifications during the Goods Receipt process There are several reports available in the Inbound Goods Process job aid
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Agenda
Course Introduction

Course Assessment
Course Survey
123
Module 6 Objectives
After completing this module, you will be able to: Describe information transferred from Umoja ECC to Galileo Describe the receiving process which continues in Galileo
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Umoja ECC to Galileo Interface

The Umoja ECC to Galileo data transfer occurs as follows: The details of Goods Receipts, including PO information, are passed to Galileo through an automated, one-way data transfer interface This generates an iDOC number, representing the data packet transferred to Galileo The data transfer takes place within a few minutes of the Goods Receipt posting in Umoja ECC
Note: Goods received from internal transfers, such as inter/intra-mission transfers and Strategic Deployment Stock transfers, are received and managed through the current business process in Galileo
Inbound Processing
Umoja Goods Receipt
Galileo Goods Receipt
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View Information Packet in Galileo

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

After finding the correct document, the user clicks the PO number to view the detailed data transfer. When the items are ready to be received in Galileo, click the Receive in R&I button. The following import screen opens as a new window.
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On the Import from SAP screen: Virtual Receipts are interfaced to Galileo with a Provisional R&I status. The Provisional R&I button is automatically selected as Yes If the material has already been virtually received in Umoja ECC, the Provisional R&I Date can predate the current date
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Prepopulated & Non-editable fields Provisional R&I Provisionally Received By & Provisional Received Date (only for Virtual Receipts) Receive Date PO Number & PO Date Vendor Destination Location (based on the receiving mission location)
Editable fields All other fields, as necessary The R&I receiver needs to select the proper SAU in Galileo based on the material type and request made during requisition
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Material properties are already flagged in Umoja ECC. On the R&I Vendor Documents screen, items that need to be serialized are flagged and categorized as Non-Expendables in the R&I Non Expendable tab All other items are categorized as Expendables in the R&I Expendable tab
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During the cutover time period, if the goods did not originate in Umoja ECC (for example goods were created in Mercury), the Material properties are not flagged. In this case, all imported data are listed as Expendables in the R&I Expendables tab The user then manually determines whether the goods are Expendable or NonExpendable The current business process is followed in Galileo to complete the receiving process.
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Reversals in Galileo
When a user conducts a reversal or return to vendor movement type in Umoja ECC, another data packet is transferred to Galileo. Subsequent actions are taken depending on the status of the goods in Galileo.
If R&I Process not started: The R&I Receiver refreshes the Purchase Order page and the updates are automatically reflected based on the second data packet
If R&I Process in progress:

The Receiving User who performed the original receipt in Umoja ECC receives an email notification The R&I Receiver deletes the first R&I in Galileo and restarts another receipt against the updated entry
If Material already delivered and signed electronically:

The Receiving User who performed the original receipt in Umoja ECC receives an email notification The Receiving User who performed the reversal or return to vendor action informs the Property Control Inventory Unit (PCIU) and responsible SAU to take proper action PCIU trashes the item in Galileo, including the appropriate reason for trashing R&I Receiver performs another receipt against the second R&I
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Data Output from Umoja ECC

The following steps are for informational purposes only (optional to the goods receipt process).
The data output from Umoja ECC can be confirmed from the Material Document: 1. In the Item Details section, click the Output tab. Click the Display Output button
133
Data Output from Umoja ECC

2. All outputs from Umoja ECC (for example data transfer to Galileo and GR slip printed) are listed. Select the line item iDOC Galileo. The status should show green 3. Click the Processing Log button to check that an iDOC number has been created. This is the reference to the data packet transferred to Galileo
2
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Module 6 Summary
The key points covered in this module are listed below: Umoja ECC transfers goods receipt details to Galileo After the goods have been received in Umoja ECC, the Receiving User needs to perform the goods receipt in Galileo
135
Agenda
Course Introduction

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

Course Assessment
Course Evaluation
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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
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Agenda
Course Introduction

Course Assessment
Course Survey
140
Course Survey
Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course survey 5. Click the Submit button once you have completed the course survey
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Congratulations ! You have successfully completed the Umoja Inbound Goods Process course.
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SC320 Umoja Inbound Goods Process: PK & SPM

Module 1: Umoja Inbound Goods Process Review

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Describe the goods receipt interface to the Galileo system

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Module 1: Umoja Inbound Goods Process Review

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Purchase Order (PO) A buyer-generated document that authorizes a purchase transaction.

Goods Receipt (GR)

Low Value Acquisition

Virtual Goods Receipt Physical Goods Receipt

Roles & Responsibilities

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Roles & Responsibilities

Virtual Receiving User

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Roles & Responsibilities

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Umoja Inbound Goods Process Review

Virtual and Physical Receipt for Common UN Incoterms

UN Location UN UN UN UN DAP DDP Physical Receipt

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Umoja ECC Stock Type

Goods Receipt Movement Types

101 102 103

Varies depending on receipt movement type

105 122 124

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Putting it Together: Goods Receipt Scenarios

Physical Goods Receipt

Galileo Interface Continue Receiving Process in Galileo

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Module 1: Umoja Inbound Goods Process Review

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Inbound Delivery Overview

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Inbound Delivery Overview

Virtual GR Inbound Delivery

Inbound Delivery generated from the PO by Umoja

PO is created during procurement

Inbound Delivery is updated during shipment

A Goods Receipt is conducted against the Inbound Delivery

Goods Receipt Slip is generated

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Inbound Deliveries and Purchase Orders

Step 1: To view a PO in Umoja ECC, perform the T-code ME23N

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View Purchase Order

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View Purchase Order

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View Purchase Order

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View Purchase Order

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