Sap Fi Accounts Receivable Process

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Copyright United Nations

1

Umoja Accounts Receivable Process Version 20

Last Modified: 27-September-13

FI330 Umoja Accounts

Receivable Process


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Agenda

2

Course Introduction

Module 1: Introduction to Accounts Receivable

Module 2: Customer Invoice Processing Sales and Distribution

Module 3: Customer Invoice Processing Lease Administration

Module 4: Other Receivables

Module 5: Incoming Payment Processing

Module 6: Write-Offs

Module 7: Accounts Receivable Reports

Course Summary

Course Assessment

Course Survey



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Please share with us:

Your name

Your section/unit

Years of experience in the field

An interesting fact about you

Introduction

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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

Ground Rules

4

X X

No Phones Ask QuestionsParticipate BreaksDo Not Access

E-mail


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Course Overview

The purpose of the Umoja Accounts Receivable Process course is to explain how to:

a. Maintain accurate records of the money owed to the UN by its customers,

b. Correctly apply money received from customers to their debtor accounts and,

c. Write-off uncollectible debts.

Prerequisite Review

You should have completed the following prerequisite courses:

Umoja Overview

Umoja Master Data and Coding Block Overview

Umoja Accounts Receivable Overview

Umoja Navigation

Course Duration: 6 hours

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Course Objectives

After completing this course, you will be able to:

Explain the Umoja solution for AR

Explain the AR processes in Umoja

Report on revenue received by the UN

Process Customer Invoices in Sales and Distribution and Lease Administration

Recover costs due to the UN

Apply incoming payments to the accounts of customers

Perform the write-off of accounts that remain uncollectible

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Agenda

7

Course Introduction








Course Summary

Course Assessment

Course Survey




Module 1 Objectives

After completing this module, you will be able to:

List the roles in the AR process

Explain the Umoja solution for AR

Explain how the Umoja Solution enables the UN to comply with relevant IPSAS

on Income Reporting.

Describe various document types used in AR processing.

Explain the high-level AR process

8Copyright United Nations



Key Term Description

Accounts Receivable (AR)

Invoice

A legally binding document itemizing money owed for products

or services rendered.

BillingThe process of calculating the amount a customer owes the UN

for services rendered or products purchased.

Business Partner (BP)

It refers to a person or an organization that has a business

interest with UN. A BP can be a commercial customer that

purchases goods or services from UN and also a UN agency or

staff member.

Customer Master

A Business Partner (BP) data record (i.e. with Customer role)

containing all the information necessary to conduct business

with a single customer. Each record includes three levels of

data: general level data, company code level data and sales

organization level data.

Reconciliation Account

An account that reflects sub-ledger activity in the General

Ledger. Details of customer (or vendor) transactions are

recorded in the sub-ledger in reconciliation accounts which are

summarized in the General Ledger. Each customer (or vendor)

is assigned to a reconciliation account at the time of set up.

Key Terminology

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Roles & Responsibilities

The following Umoja Enterprise roles are involved in the AR process:

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Financial Accounting

User (AR)

Creates AR customer invoices and credit memos withinthe AR Sub-ledger and submits them into the workflow

Creates dunning notices for customers when items are

overdue

Clears AR customer invoices


Approver (AR)

Reviews/approves/rejects customer invoices and creditmemos created by Financial Accounting User (AR)

within AR Sub-ledger through a workflow

Reviews/rejects printed dunning notices (manual step)

Posts parked invoices and clears them


(FI) Senior User

Creates and posts FI documents that are not subject to

workflow, such as accruals, reversals and recurring

entries

Clears FI documents



Accounts Receivable

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The Accounts Receivable process area is comprised of all business processes

related to recording and tracking receivables from member states, donors,

commercial customers, staff members and any other entity that owes money to

the UN. AR activities are undertaken at both UNHQ and in the field. Examples

include:

Accounts Receivable Recap:

Goods sold and services rendered

Recovery of:

o VAT from host government

o Vehicle repair charges from UNAgencies

o Use of conference facilities

o Advances and other recoveriesfrom staff members

o Advance to organize programs

o Common services used by UNAgencies and NGOs

Sale of assets

Catering Services

Sale of Publications

Guided tours

Sale of audio/visual products

Lease administration for owned and

subleased properties

Proceeds from the sale of used and

surplus property

Grants billing to donors, and

Transfer of revenue bearing work/service

order management to other UN agencies



Umoja Solution for Accounts Receivable

The AR module in Umoja has the following capabilities:

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The Dunning process creates reminders or notices automaticallybased on the scenarios defined in the Umoja system. The dunningfunctionality proposes overdue items based on dunning interval,

grace days and dunning level.

Since Sales and Distribution and RealEstate are integrated with Umoja,

customer receivables and credit/debitmemos are updated as batches

through the interface to the

A/R sub ledger.

Umoja introduces the concept ofcentralized master data, eliminatingthe need to maintain separatecustomer accounts at each

respective location.

InterfacedPostings in

A/R

Dunning

CentralizedData



Accounts Receivable Subsidiary Ledger

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Accounts

Receivable (AR)(contains Customeraccounts)

Accounts

Payable (AP)(contains vendoraccounts)

Fixed

Assets (FA)(contains accounts of

assets not recorded in

Galileo)

In Umoja, AR transactions are maintained in the Accounts Receivable sub-ledger. Umoja

uses three integrated sub-ledgers Accounts Receivable, Accounts Payable and Asset

Accounting, to organize financial data.

General

Ledger

Note: Currently, sub ledgers do not exist in Sun systems and IMIS


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Copyright United NationsCopyright United Nations

General Ledger vs. Subsidiary Ledgers

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Subsidiary

LedgersGeneral

Ledgers

The Subsidiary Ledger is a supporting ledger that provides detailed information about

individual accounts, which are not kept in the General Ledger. Subsidiary ledgers dividefinancial data into distinct and more manageable categories. The total of all individual

accounts in the subsidiary ledger equals the balance of the Reconciliation Account in the

General Ledger. The Reconciliation Accounts are only updated through the integrated

sub-ledgers. This ensures that sub ledgers always reconcile with the General Ledger.

Postings from sub ledgers to Control or

Reconciliation Accounts


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Reconciliation Accounts

Updates to Reconciliation Accounts are done automatically in real-time when postings are

made in the subsidiary ledgers. The entries in the Reconciliation Account can only come

from a Subsidiary Ledger.

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General Ledger

In the AR Subsidiary

Ledger, the

accounts of the

three customers are

debited by the

amounts of sales on

credit.In the GL, the AR Reconciliation

A/c has only one entry, which is

the total of the individual debit

balances of the three customer

accounts.

AR- Reconciliation Account

10,000

AR SubsidiaryLedger

Customer A

2,000

Customer B

5,000

Customer C

3,000


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AR Reconciliation Accounts in Umoja

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Grouping Account Group AR SPGL

indicator

Description Normal Recon

G/L Acct

SPGL G/L Account

Z011 Member State M AR Assessed Contribution 15101010 13101010Z011 Member State V AR Volunt Contribution AR 15101010 14101010

Z011 Member State K AR Volunt Contribution In Kind 15101010 14111010

Z011 Member State N AR VAT Receivable 15101010 15201010

Z011 Member State A, F Downpayment Received 15101010 38501010

Z012 Non Member State M AR Assessed Contribution 15101110 13101110

Z012 Non Member State V AR Volunt Contribution AR 15101110 14101110

Z012 Non Member State K AR Volunt Contribution In Kind 15101110 14111110

Z012 Non Member State N AR VAT Receivable 15101110 15201010Z012 Non Member State A, F Downpayment Received 15101110 3-850-1110

Z013 Government and Local Authority V AR Volunt Contribution AR 15101210 14101210

Z013 Government and Local Authority K AR Volunt Contribution In Kind 15101210 14111210

Z013 Government and Local Authority N AR VAT Receivable 15101210 15201010

Z013 Government and Local Authority A, F Downpayment Received 15101210 3-850-1210

Z014 UN Agency Fund Programme V AR Volunt Contribution AR 15101310 14101310

Z014 UN Agency Fund Programme K AR Volunt Contribution In Kind 15101310 14111310

Z014 UN Agency Fund Programme L AP Loan Payable 15101310 36201310

Z014 UN Agency Fund Programme A, F Downpayment Received 15101310 3-850-1310

Z015 Intergovernment and NGO V AR Volunt Contribution AR 15101410 14101410

Z015 Intergovernment and NGO K AR Volunt Contribution In Kind 15101410 14111410

Z015 Intergovernment and NGO A, F Downpayment Received 15101410 3-850-1410

Z018 Commercial Customer V AR Volunt Contribution AR 15101510 14101510

Z018 Commercial Customer K AR Volunt Contribution In Kind 15101510 14111510

Z018 Commercial Customer A, F Downpayment Received 15101510 3-850-1510

AR Reconciliation Accounts in the GL for different kinds of customers are as follows:


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Income Reporting in the UN

The UN reports its income under three sections. The recording of some of these

incomes results in the creation of accounts receivable.

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Income Section 1

Income from StaffAssessment

Income Section 2

General Income

Income from rental of premises

Reimbursement of servicesprovided to Specialized Agencies

& Others

Bank Interest

Sale of Used Equipment

Refund of Previous YearExpenditures

Contribution of Non-MemberStates

Television and similar services

Miscellaneous Income

Income Section 3

Services to Public

United Postal AdministrationOperations

Services to Visitors

Revenue Services of DESA

Sales of Gift Items

Newsstand Operations

Garage Operations

Catering Operations

Other Commercial Operations


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Income Recognition and Measurement Relevant IPSAS

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IPSAS 9 Revenue from Exchange Transactions

An exchange revenue transaction for the UN is defined as one where the UN

receives resources, assets or services, or has liabilities extinguished, and directly

gives approximately equal value to the other party in exchange. The value given

by the UN could be in the form of inventory (IPSAS 12), Property, Plant and

Equipment (IPSAS 17), services or the use of assets belonging to the UN.

IPSAS 23 Revenue from non-Exchange Transactions

A non-exchange transaction occurs when the UN either receives value from

another entity without directly giving approximately equal value in exchange, or

gives value to another entity without directly receiving approximately equal valuein exchange. Examples include Assessed Contributions and Voluntary

Contributions.

Prior to reporting, the income must first be recognized and measured. Guidance on

income recognition and measurement is given by two key income relevant IPSAS.

The Umoja solution provides the means to capture the information that supports compliance

with these standards.


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Income Reporting Billing/Cost Recovery Methods

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Type of Customer Internal or External to Umoja

All Business Partners with a customer role are classified as either internal or external to

Umoja, depending on whether or not they use the system for their financial reporting.

Internal Customers are entities that are:

a. Already using Umoja e.g. UNIFIL, UNSCOL or

b. Are in preparation to do so e.g. PKMs before 1 November 2013.

External Customers are entities that are not using Umoja and do not intend to do so in

the near future e.g. non-Secretariat UN organizations, Military Contingents, Permanent

Missions, commercial vendors, civilians

Type of Income Exchange or non-Exchange

Revenue from Exchange Transactions is subdivided into two categories:

a. Income from the supply of goods and services with the exception of rentalservices.

b. Income from the rental of premises.

Revenue from non-Exchange Transactions is also subdivided into:

a. Assessed contributions

b. Voluntary contributions

Various methods are used in Umoja to capture both Revenue from Exchange Transactions and

Revenue from non-Exchange Transactions. The choice of which method to use is a function of two

factors type of customer and type of income.


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Income Reporting Billing/Cost Recovery Methods

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Types of Customers

Internal External

UN offices (both

live in Umoja)

UN offices (in

transition to

Umoja)

Other UN related Organizations

(Non-Secretariat), NGOs, Military

Contingents, Member States,

Non-Member States, Permanent

Missions, Vendors

UN Staff Members

Types of Income Billing / Cost Recovery Method

Exchange

Transactions

Direct Costs, Static

Pricing (Standard

Rates)

Cost Recharge withinter-fund JV and

immediate cash

settlement through

cash pool (Internal

Rev. Spendable)

Inter-Office

Voucher (IOV)

Sales and Distribution (Standard

Order) Billing, (External Revenue

- Spendable)Accounts Payable

Subledger Credit

Memo (-ve Exp

Account)

Rent, Utilities & Other

Lease-related Charges

Real Estate (Lease-

Out) Internal

Posting (Internal

Revenue)

Real Estate

(Lease-Out)

External Billing(Internal

Revenue)

Real Estate (Lease-Out) External

Billing, (External Revenue -Spendable or Non-Spendable)

Non-Exchange

Transactions

Assessed

Contributionsn/a

Direct Recording of receivables

in the AR Sub-ledgern/a

Voluntary

Contributions

SD (Standard Order) Billing as

part of Grants Billing)

Based on the type of customer and type of income, the following billing/cost recovery

methods are used in Umoja.


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Billing/Cost Recovery and Accounts Receivable

Not all the transactions to bill or recover cost create AR. The only transactions which

result in receivables are:

1. Sales and Distribution (Standard Order) Billing2. Real Estate (Lease-Out) External Billing

3. Direct recording of receivables in the AR Sub-ledger.

The following Business Partner Groups - Commercial Vendors UNGM, Individuals

external (Retirees, Consultants, Independent Contractors, Survivors etc) with index

numbers, UN Staff Members, Military and Police - do not have customer roles. They

only have vendor roles.

Accordingly, any cost recoveries from them e.g. telephone bills, fuel, liberty hours etc.

are done by debiting their vendor accounts through a credit memo in the Accounts

Payable Sub-ledger. The Accounts Receivable Sub-ledger is only used to recordreceivables for Business Partners who have a customer role in Umoja.

In the next three modules, well examine how receivables are created in AR using each

of the three transactions above. For now, lets look at key document types used in AR.

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AR Document Processing Customer Invoices

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Future Term Current Term Definition

Customer Invoice

Document (DR)Billing Document

Accounts receivable documents created directly in the AR sub ledger:

Requires a Business Partner with Customer Role

Dr Accounts Receivable

Manual entry or Excel document load file

Can be open or cleared

Customer Credit

Memo Document

(DG)

In AR, a Customer Credit Memo is a posting that reduces the balance of receivables. It is

normally created if the goods or services provided are returned or a discount is given onthe price charged.

Credit Memo documents are created directly in the AR sub ledger:

Require a Business Partner with Customer Role

Cr Accounts Receivable

Manual entry or Excel document load file

Can be open or cleared

Incoming PaymentDocument (DZ)

Document recorded either automatically by Cash Management or manually by user

Cr Accounts Receivable Customer open item Dr Bank Clearing

Reset and reverse FBRA

Noted Items

Documents that are one-sided memo entry. A subsequent event will update the noted

item and create a normal two-sided financial document. Noted items dont appear in

financial reports (e.g. trial balance).

A number of documents are used in Umoja to process Accounts Receivable. Well briefly look at

these documents in the remainder of this module before we examine the actual AR processes in the

next modules.


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Future Terms Current Terms Definition

Customer Down

Payment Request(DA)

Advances from

Other

This document creates a noted item to tell Cash Management module to expect a specific

amount from a specific Customer. Once payment is received, an Incoming Payment

document (DZ) is created to record cash and a liability on the Customers account in AR subledger.

Entry View

If you choose document display, the document is first displayed in the entry view. This view

contains the line items originally entered. Typically the Customer number is shown on the

first line of the document.

General Ledger

View

In the General Ledger view, a document contains the line items originally entered and split

line items generated by document splitting. Documents in the General Ledger view always

apply to a specific ledger. Typically we see GL accounts and all coding block that has been

derived instead of the Customer number.

Parked Document

Save as Parked

Unapproved

Document

Used to store (park) incomplete documents without carrying out extensive edit and budget

checks. Parked documents can be completed, checked, and then posted at a later date; if

necessary, by a different user.

Parked Document

Save as

Complete

Unapproved

Document

Used to carry edit checks. Only documents with successful checks can be saved with status

Save as Complete. If checks are failed, document can be saved with status Save as

Parked. Saving as Complete triggers workflow.

Posted Document ApprovedDocument

Document that has been approved through workflow. With the exception of paymentmethod, payment terms, and long text, document information can no longer be changed.

Reversal

Document

Documents that have been posted and contain an error can be reversed. The reversal

document will refer to the original document while the original document will be updated

to reference the reversal document number.

Special GL

Indicator

Attribute of a posting which instructs Umoja to swap the default GL account for a special GL

account. SPGL are only available in AR and AP sub ledgers. E.g. VAT receivable.

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Copyright United NationsCopyright United Nations 24


Future Terms Current Terms Definition

Zero BalanceClearing Account Inter-fundAccount

If the balancing dimensions in a document do not produce a balance of zero, the system

creates additional lines to balance the document for each splitting dimension (Fund,

Business Area, Grant, Segment). The default Zero Balance Clearing Account is the Equity inPool account (requirement with Cash Control).

Note: Creation of AR documents will not hit Zero Balance Clearing Account .

Document

Splitting

Umoja has been configured to automatically balance a document along 4 dimensions: Fund,

Business Area, Grant and Segment. This can be accomplished in two ways:

1. Account assignment is copied from the income statement line to the balance sheet line

2. Additional lines are added to the Zero Balance Clearing Account

Allows you to display document line items split according to selected dimensions (i.e. Fund,

Business Area). In this way, you can draw up a complete trial balance for the selecteddimensions at any time. The Split Processor balances inter-fund documents to the Equity in

Pool account.

N.B. Clearing documents have no transaction lines when the clearing does not cross

dimensions.

Customer

Clearing

Document (DC)

This document associates a receivable document (DR or DG) with an incoming payment

document (DZ). Clearing documents have no transaction lines. Clearing can be done

automatically when bank file includes a recognizable reference with the incoming

payment. Otherwise, user will create and clear incoming payment with account receivable

document manually (F-28).

Open ItemOutstanding

Receivable

Account Receivable document which doesnt have a clearing document.

Cleared ItemRecovered

Receivable

Account Receivable document which has a clearing document.


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High-level Accounts Receivable Process

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The Umoja Accounts Receivable solution includes the following processes:

Customer InvoiceProcessing

IncomingPayment

Processing

Collections andWrite-Offs

Customer Invoice Processing will be covered in the next three modules in line with the

three ways through which receivables are created in the AR Sub-ledger namely:

1. Sales and Distribution (Standard Order) Billing2. Real Estate (Lease-Out) External Billing

3. Direct recording of receivables in the AR Sub-ledger.


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Touch Points

Touch points are those instances where one process or functionality interacts with another

process or functionality. These touch points seen between Accounts Receivable and other

functionality are outlined in the diagram below:

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Accounts

Receivable

(FI)

General Ledger

(FI)

Sales and

Distribution

(SD)

Grants

Management

(GM)

Business Partner

Master Data

(system-wide)

Real Estate

Module

(RE)


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Learning Checkpoint 1

All of the following are capabilities of the Umoja Solution, EXCEPT:

Select the correct option.

A. Centralized Data

B. Automatic posting in A/R

C. Siloed functionality by functional area

D. Dunning

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All of the following are capabilities of the Umoja Solution, EXCEPT:


A. Centralized Data

B. Automatic posting in A/R

C. Siloed functionality by functional area

D. Dunning

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Option C is correct. The key benefit of Umoja is

the integration of data and functionality under

one roof.


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Module 1 Summary

The key points covered in this module are listed below:

The AR process area comprises all business processes related to recording and

tracking receivables from Member States, Donors, commercial customers and anyother entity that owes money to the UN

The UN reports its income in compliance with IPSAS 9 Revenue from Exchange

Transactions and IPSAS 23 Revenue from non-Exchange Transactions.

There are several methods used for cost recovery/billing in Umoja

The AR relevant roles that can be assigned to a Business Partner include FICustomer, UN Customer (i.e. Customer with a Sales and Distribution view), UN

Tenant with Vendor Account and Sponsor

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Agenda

30

Course Introduction








Course Summary

Course Assessment

Course Survey



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Module 2 Objectives


Explain the Services to Public and Staff process

List the Master Data elements in the SD module of Umoja

Identify the Sales Area associated to your operation

Describe the Billing of Services process

Describe the Sale of Inventory/Assets process

Describe the Third-party Procurement process

Explain the steps involved in creating customer invoices in Sales and Distribution

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MaterialIt refers to all products and services procured, sold, charged and

delivered by UN.

Item CategoryIt is an essential part of a sales order that generally controls the

behavior of an item in a sales order, such as pricing.

Condition Types It is a set of variables that applies when price is calculated.

Plant

It is 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).

Sales Area

It is the combination of a distribution chain (a sales organization

and a distribution channel) and a division. It is used to determine

the sales price calculation schema in Sales Pricing.

Sales Organization It is the overarching sales body, in this case UN.

Distribution Channel

It determines how materials or services are sold and how they are

distributed to customers, for example, retail, wholesale or self-

collection.

Key Terminology

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Services to the Public in the SD Module

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The Umoja Sales and Distribution (SD) module is used to manage the services that the UN

provides to entities that do not use Umoja for their Financial Reporting purposes. These

entities include amongst others, UN non-Secretariat agencies, NGOs, Military Contingents,

Member States, Non-Member States, Permanent Missions, Commercial Customers etc.

The services provided to the public and processed in the SD module can be grouped into

three main categories:

Billing of UN CommonServices

Sales or Donation of UNAsset and Inventory

Third-party Procurement

When services to the public are processed in the SD module, invoices are raised to request

payment from customers. The raising of an invoice also establishes a receivable in the

customers account in the AR Sub-ledger.

h bl ll f


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Services to the Public - Billing of UN Common Services

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The Umoja SD module is used when billing or seeking cost reimbursement for services

provided to parties external to Umoja. These services include:

Occasional rental or use of UN spaces

Conference, media, television, broadcast, special events and security

Ad-hoc facility, engineering and maintenance

Travel, visa, Laissez Passer (LP), freight, mail and insurance

Aviation, transport and movement control

Medical, personnel, training, legal, contractual and document

Technology, information and communication

illi f S i


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Billing of Common Services Process

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The overall steps in the Billing of Services process are as follows:

Umoj

a

Steps performed outside Umoja Steps performed in Umoja ECC

Request a

Quotation

SD Approver

SD UserCustomer

AR User AR User

Create

Quotation

Create

Standard

Order

Create and

Issue Invoice

Process

Incoming

Payment

Approve

Quotation

Approve

Standard

Order

SD User SD Approver

SD User

Verify BP and

Pricing

Conditions

Optional Steps performed in Umoja ECC

Place Order

Customer

S i h P bli S l f I /A


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Services to the Public - Sale of Inventory/Assets

In Peacekeeping Missions, the Self Accounting Units (SAUs) can identify inventory/assets

to be disposed through sale, donation or other methods. The Property Disposal Unit

(PDU) of the missions Property Management Unit consolidates the list of

inventory/assets to be disposed and submits it for the approval of the Local or

Headquarter Property Survey Board. This activity is currently carried out in Galileo

WODM.

After the list of assets and inventory is approved for disposal by sales, an unfunded

Shopping Cart is created and approved in Umoja Supplier Relationship Management

(SRM) for procurement action. The Shopping Cart should contain the line item(s)associated with the material(s), asset(s) or lot(s) to be disposed.

The Procurement team conducts solicitation to seek bidders for the goods to be

disposed. The offers are then evaluated and lots are awarded to the highest bidder. At

this point, the process is moved into the SD module and the steps are listed in the

subsequent slide.

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S l f I /A P


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Sale of Inventory/Assets Process

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The overall steps in the Sale of Inventory/Assets process are as follows:


Steps performed in Umoja SRM

BuyerBuyerBuyer

Requisitioner/

Approver

SD Approver AR User

Identify

Assets and

Inventory to

be disposed

(in Galileo)

Create/Approve

Shopping

Cart

Conduct

Solicitation

Issue Award

or Bill of

Sales (in

Galileo)

External Role

Verify

Business

Partner

Create Sales

Contract

(Optional

Step)

SD User

SD User

Create

Standard

Order

Approve

Standard

Order

Create and

Issue Invoice

AR User

Process

Incoming

Payment

S i t th P bli Thi d t P t


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Services to the Public - Third-party Procurement

Third-party procurement occurs when a UN agency or any other entity external to Umoja

requests UN to procure services or materials on its behalf. UN may agree to purchase

and pay for the goods or services on the condition that reimbursement is receivedbefore or after the goods/services are delivered.

UN recovers the cost of the purchase, plus any other applicable fees, by issuing an

invoice to the concerned UN agency or entity. For this purpose, the SD User creates a

Standard Order with the item category of the relevant material changed to TAS Third

Party Items.

While creating a Standard Order, the system automatically creates a Purchase

Requisition, which will be transferred to SRM for procurement to create a Purchase

Order (PO).

When goods are delivered and the Goods Receipt is posted to enable the vendorpayment, the goods will not be transferred to Galileo and therefore will not become part

of the UN stock. However, the UN counterpart needs to perform good receipt or certify

the service received before the invoice can be paid.

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Thi d t P t


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Third-party Procurement

40

The overall steps in the Third-party Procurement process are as follows:

External Role SD User

AR User Treasury

Deliver Order

Place Order

Create

Standard

Order

Create and

Issue Invoice

Make Payment

to Vendor &

Receive Money

from Customer

Steps performed outside Umoja Steps performed in Umoja ECC Steps performed in Umoja SRM

External Role

SRM Approver

Approve the

Shopping Cart

automatically

created

Buyer

Conduct

Solicitation &

Create a PO

SD Approver

Approve the

Standard Order

SD User

Verify BP and

Pricing

Conditions

Note: The Third Party Procurement Process is rarely used in Peacekeeping missions. If

the process does occur it requires ad hoc authorization from the Procurement division

AR User

Process

Incoming

Payment

C t I i i th SD M d l


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Customer Invoices in the SD Module

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Material Master

(Services)

Business Partner

(Customers)

Quotation

Post

Good Issue

Invoice

Standard/Sales

Order

Financial

Document

Pricing Conditions

Return Order

Credit/Debit Memo

Credit/Debit Memo

Request

Delivery

Document

SD Specific Processes

Reference Data

Currencies,Country Codes

and Commodity

Codes

Material Master

(Goods)

Good Receipt

Shared Processes

General Master Data

SD Specific Master Data

---- Applicable for UNHQ & OAHs only

Delivery

Document

Sales

Contract

The AR Senior User only comes in at the time an invoice is issued because it is at this

moment that a receivable is booked against the customer in the AR Sub-ledger.

S l O i ti Di t ib ti Ch l & Di i i


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Sales Organization, Distribution Channel & Divisions

Before the AR Senior User can issue an invoice in SD (thus creating a receivable in the AR

Sub-ledger), s/he must specify the Sales Area for which they are responsible. For each

Peacekeeping mission, this will be a combination of the Sales Organization, Distribution

Channels and Divisions.

42

Divisions

00 General Services & Others

01 UN Postal admin

02 Bookshop services

03 Visitors services

04 Publications05 Properties & Equipment

06 Statistics

07 Conf, Media & Events

08 Facility & Engineering

09 Travel & Transportation10 Aviation & MovCon

11 Personnel & Training

12 Inventories & Supplies

13 Legal, Contract & Document

14 ICT services

Distribution Channels

01 Retail02 Distributor

03 Online

04 Direct Sales

05 Stock Transport - STO

06 Grants

07 Billing/Cost Recovery

08 Subscription

Sales Organization

1000 - UN

In oice Management Processes


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Invoice Management Processes

43

Issuing an invoice in SD is only one of the many processes that the Senior AR User can

perform on invoices. S/he can also display, change, print or cancel invoices.

Umoj

a


SD Approver FI Senior User Treasury

Create

Standard

Order

Issue InvoiceReceive

Payment

Approve

Standard

Order

SD User

Place Order

Customer

FI Senior or any

other FI UserFI Senior User FI Senior User

Issue Single

or CombinedInvoice

Execute

FinancialPostings

Display &

Review

StandardOrders

FI Senior User

Cancel

Invoice

FI Senior User

Display/

ChangeInvoices

FI Senior User

Print Invoices

Note: The remainder of this module looks at the SAP steps to perform the various invoice

management processes.

Issue an Invoice in Sales and Distribution


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44

The process begins when the user has logged into Umoja.

Step 1: Access the Maintain Billing Due List Page.

Enter VF04 in the Command field

Press the Enter button

ab

a

b



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45

The Maintain Billing Due List screen appears.

Step 2: Enter the appropriate data.

Enter 1000 in the Sales OrganizationField

Enter relevant Distribution Channel,

Divisions and/or Shipping Point to limit

the display to the relevant Sales Area and

site location

Click the Order-related since invoicesto be issued from SD are usually order-

related

Step 3: Click the DisplayBillList button.

c

d

c

d

1000

e

e



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46

The Billing Due List is populated with bills due based on the criteria entered on the

previous screen.

Step 4: Select the appropriate document number, then click the Individual billing

document button. [Note: Click the Combine billing document if consolidated

billing is required]

Step 5: Click the Save button to create an invoice.

Step 6: Record the invoice number for use later in the process.

Note: The system will copy everything from the Sales order to the Invoice. Relevant financial posting willautomatically take place. To issue a combined billing documents, all customer, sales area and site

information of the selected SD documents have to be the same.

Cancel an Invoice in Sales and Distribution


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47

Generally, financial postings will be executed automatically when an invoice is issued in

the SD Module. In case this fails to happen, the Senior AR User should investigate (using

the Failure Log) and fix the problem causing the failure. This may require the cancellation

of the invoice issued, which in turn will restore the Standard Order to its original state.

To cancel an invoice, follow the steps below:

Step 1: Access the Cancel Billing Page. Enter VF11 in the Command field

Press the Enter buttona

b

ab



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Step 2:

Enter the number of the invoice to

cancel in the Document Field.

Press Enter

The Billing Document Cancel: Billing

Document Overview screen will display,

showing two lines: one for the original

invoice and the other for the cancellation.

Step 3:

Click on the Save icon and note the

document number shown at the

bottom of the page.

Click on the Back icon (or type /n in

the Command Field) to return to the

SAP Easy Access Screen. Type VF04and press Enter. It will be noticed that

the Standard Order for the invoice

cancelled is ready for invoicing.

48

c

d

c

d

ee

f

f

Display/Change Invoice in Sales and Distribution


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49

Step 1: Access the Change Billing Document screen.

Enter VF03 (Display) or VF02 (Change) in the Command

Field.

Press the Enter button

The Display/Change Billing Document Screen appears.

Step 2: Enter the invoice number in the

Billing document field.

Step 3: Click the Billing items button.

aba

b



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50

The Overview of Billing Items screen for the invoice entered appears.

Step 4: Click the Display doc. Header details icon to display invoice header detail.

Display/Change Invoice in Sales Distribution


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51

The Header data for the Billing invoice

being reviewed appears.

Step 5: Review the information foraccuracy.

Step 6: Click the Accounting icon for a List

of Documents in Accounting.



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52

A List of Documents in Accounting opens.

Step 7: From the list double click the document

number of the Accounting document.

The Data Entry View of the invoice appears. This

gives another view of the same invoice.

Once the review is done the invoice can then be

printed.

Printing an Invoice in Sales Distribution


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Printing an Invoice in Sales Distribution

53

Invoices can be printed from the Header

Data screen by executing the following

steps:

Step 1: Click the Output icon.

The Output page for the invoice being

Reviewed appears.

Step 2: Enter ZRD0 in the Output

column of the Output table.

Step 3: Press the Enter key.

The ZRD0 output row is automatically

populated with the appropriate information.

Step 4: Click the icon located above the Output table.

Printing an Invoice in Sales and Distribution


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54

The Printing Information screen of the Output page appears.

Step 5: Enter LOCL in the Logical

Destination field.

Step 6: Select the checkbox next to the

Print Immediately and Release

after output options.

Step 7: Click the Back button to return

to the main Output screen.

Step 8: Click the icon at the

top of the screen.



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55

The Further Data section of the Output screen appears.

Step 9: Select Send immediately

(when saving the application)From the Dispatch Time

dropdown menu.

Step 10: Click the back button to

Return to the main Output

page.



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56

Step 11: Click the Save button to initiate

invoice printing.

If the invoice does not automatically print,press the Enter key to validate the Output

page for errors.

Grant Billing: Overview


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Grant Billing: Overview

57

After the Donor agreement or amendment is signed, scanned and uploaded into the

Umoja system, the Grant Billing process is performed through standard accounting

transactions.

For monetary contributions, appropriate

income and ARs are recorded based on

the recognition criteria and in compliance

with the IPSAS requirements.

For goods, the value stated in the agreement is

recorded. If not stated, the Fair Market Value

will be recorded as income and expenditure.

For services, only rights-to-use will be recorded

as income and expenditure. All other services

will be recorded through memorandumaccounts.

Note: The detailed Grant Billing Process is similar to the SD Billing Process and can be found in FI311

Umoja Grants Management Process ILT Framework 1

Touch Points


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Touch Points

The Umoja system is an integrated system and most of its modules integrate with each

other to complete a process. Touch points are those instances where one process, sub-

process or activity interacts with another process, sub-process or activity.

58

Customer

Invoice

Processing

Sales/Donation

of UN Assets

Billing of UN

Common

Services

Grants

Management

Third Party

Procurement

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 handson 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

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 theirown, with no additional instructions provided

Copyright United Nations 59

Activity 1


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Activity 1

Transaction Name: Create an invoice originating from SD

Transaction Code: VF02, VF04

Link to the uPerform simulation:

https://www.unumoja.net/share/page/site/OCM/docum

ent-

details?nodeRef=workspace://SpacesStore/e819cec8-27d7-4f53-8f19-346198883a5f


https://www.unumoja.net/share/page/site/OCM/document-details?nodeRef=workspace://SpacesStore/e819cec8-27d7-4f53-8f19-346198883a5fhttps://www.unumoja.net/share/page/site/OCM/document-details?nodeRef=workspace://SpacesStore/e819cec8-27d7-4f53-8f19-346198883a5fhttps://www.unumoja.net/share/page/site/OCM/document-details?nodeRef=workspace://SpacesStore/e819cec8-27d7-4f53-8f19-346198883a5fhttps://www.unumoja.net/share/page/site/OCM/document-details?nodeRef=workspace://SpacesStore/e819cec8-27d7-4f53-8f19-346198883a5fhttps://www.unumoja.net/share/page/site/OCM/document-details?nodeRef=workspace://SpacesStore/e819cec8-27d7-4f53-8f19-346198883a5fhttps://www.unumoja.net/share/page/site/OCM/document-details?nodeRef=workspace://SpacesStore/e819cec8-27d7-4f53-8f19-346198883a5fhttps://www.unumoja.net/share/page/site/OCM/document-details?nodeRef=workspace://SpacesStore/e819cec8-27d7-4f53-8f19-346198883a5f


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The SD module is used to raise invoices for which of the following services?


A. Conference, media, television, broadcast, special events and security to a

Permanent Mission

B. Recovery of phone bills from Military Observers

C. Ad-hoc facility, engineering and maintenance services to the Host Government

D. Medical, personnel, training, legal, contractual and document the Red CrossE. Recovery of liberty miles from staff members

61



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The SD module is used to raise invoices for which of the following services?


A. Conference, media, television, broadcast, special events and security to a

Permanent Mission

B. Recovery of phone bills from Military Observers

C. Ad-hoc facility, engineering and maintenance services to the Host Government

D. Medical, personnel, training, legal, contractual and document the Red CrossE. Recovery of liberty miles from staff members

62

Option A, C and D are correct. The SD module is

used to raise invoices for services rendered to

customers who are external to Umoja. MilitaryObservers and Staff Members only have vendor

roles in Umoja. Recoveries from them are done

through credit memos in the AP Sub-ledger.

Agenda


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g

63

Course Introduction








Course SummaryCourse Assessment

Course Survey


Module 3 Objectives


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j


Define Lease Administration

Describe the lease types identified for UN Explain the Lease Administration lifecycle

Describe the integration of Real Estate with Funds Management

Explain how the Financial Accounting Senior User creates receivables in the

tenants account


Key Terminology


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Lease-in

This lease type is used when the space is leased from an external party

and is used by UN for its own use. This lease type represents the UN asthe Tenant.

External Lease-out

These are leases where the space is leased to a UN agency external to

Umoja or to any other commercial entity. For example, UNDP, UNICEF

or JP Morgan Chase.

Internal Lease-out

These are leases where the space is leased to an entity internal to

Umoja. The amounts owed are paid by the tenant via an internal debit

to the tenants expense and credit to the landlord's revenue.

Sales-based Lease-out

These are leases with a commercial entity where all or a portion of the

rent is based on the amount of revenue generate by the tenant. It may

also include other tenant charges.

Business Partner (BP)

This refers to a person or an organization that has a business interest

related to real estate property with UN. A Business Partner can be an

owner, tenant, property manager, lease administrator, staff member,consultant or other affiliate that uses UN premises to perform their

activities. These Business Partners may have one or more of the

following roles in Umoja Real Estate: Facilities Manager, Facilities

Planner, Lease Processor, Contract Approver, Landlord, Tenant or a

Contact Person.

y gy

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Key Terminology


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BuildingIt refers to any building structure occupied by UN (owned, leased or

right-to-use).Land/Property

It refers to any parcel of property occupied by UN, be it owned, leased

or occupied on a right-to-use basis.

Pooled Space

It refers to a flexible object that an be leased out either as whole or

divided into rental spaces. Pooled space cannot be leased out in their

own right.

Rental Space

It refers to a flexible object that is a space extracted from a pooled

space mainly for the purpose of leasing out.

WBS ElementA Master Data element that represents a project with its

structure. This is covered in the Project Management Process course.

y gy

66

Lease (Contract) Administration: Definition


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( )

, renewals, lease termination and critical-date tracking.

67

Lease (Contract) Administration is used for the management of leases and it involves

creating, managing, renewing and terminating real estate leases for both owned

property and rented premises.

It is the process of creating and maintaining leases from initial setup through billing and

lease management.

Lease Types


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yp

The main lease types identified for the UN are:

68

Lease Types

Where the UN is

occupying a space

that is not owned by

the UN.

Where the UN is

leasing space

(owned or not

owned by the UN) to

a third party, such asanother UN agency,

host government,

commercial entity,

NGO or other

organization.

Lease-in Lease-out

Lease-In Types


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yp

69

Finance Commercial: When the UN pays market rental rate and the leases meet one or

more of the following finance criteria: ownership transferred to the UN by the end of the

lease term; UN has the option to purchase the asset at lower than fair market value; lease

term is for the major part of the life of the asset, i.e. greater than 35 years; the present value

of the minimum lease payments, at the inception of the lease, amounts to substantially all of

the fair value of the leased asset (PV 90% of the fair value).

Financial (lease) arrangements of the real estate object have to be indicated in the Usage

View.

Finance Right-to-Use/InKind: When the leases meet one of the finance criteria and use of

the premises has been granted at no cost to the UN.

Finance Right-to-Use Nominal: When the leases meet one of the finance criteria and use of

the premises has been granted at nominal cost ( USD 1 per year) to the UN.

Finance Subsidized: When the leases meet one of the finance criteria and the rent is

subsidized. Sometimes the UN receives government funding to cover rental costs or in some

other cases, non-profit organization (like FIPOI in Geneva) provides rent that are not

profitable or below than market rate for the sake of a specific group.

Lease Arrangements, as per IPSAS:

Lease-In Types


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Operating Commercial: When the leases do not meet any of the finance criteria and the UN

pays market rental rates.

Financial (lease) arrangements of the real estate object have to be indicated in the Usage

View.

Operating Right-to-Use/In-kind: When the leases do not meet any of the finance criteria and

use of the premises has been granted at no cost to the UN.

Operating Nominal: When the leases do not meet any of the finance criteria and use of the

premises has been granted at nominal cost (USD 1 per year) to UN.

Operating Subsidized: When the leases do not meet any of the finance criteria and the rent issubsidized. Sometimes the UN receives government funding to cover rental costs or in some

other cases, non-profit organization (like FIPOI in Geneva) provides rent that are not

profitable or below than market rate for the sake of a specific group.

Lease Arrangements, as per IPSAS:

Lease-out Types


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The various Lease-out types are:

External: These are leases where the space is leased to an UN agency external to Umoja or to

any other commercial entity. For example, UNDP, UNICEF, JP Morgan Chase.

Internal: These are leases where the space is leased to an entity internal to Umoja. For

example, a Peacekeeping Mission or Special Political Mission.

Sales-based: These are leases with a commercial entity where all or a portion of the rent is

based on the amount of revenue generated by the tenant. It may also include other tenant

charges.

Lease-out types

Lease Administration Lifecycle


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Procurement Office

Lease-in Contracts Lease-out Contracts

Facilities Management

At the UN, real estate leases (Lease-ins) are negotiated by the Procurement Office and

customer contracts (Lease-outs) may be negotiated by Facilities Management,

Engineering Unit or General Services. For External Lease-outs, Procurement and

Contract Management may also play a role.

After the lease is agreed upon and signed by both parties, the lease is entered into the

Umoja system with lease terms, conditions, renewal and notice terms. Contract types

are the key attributes used to classify different types of leases.

Real Estate & Funds Management Integration


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For Lease-in contracts, a funds

commitment is generated by creating

a Purchase Order through

Procurement.

73

The processing of real estate lease contracts includes an integration of Real Estate with

the Funds Management (FM). There are two types of contracts:

Vendor Contracts

(Lease-in)

For Lease-out external the posting

parameters for revenue are

maintained on the portfolio usage

object. For Lease-out internal, afunds commitment is generated by

the Tenant and assigned to the Lease-

out internal contract.

Customer Contracts

(Lease-out)

Real Estate Contract Accounting


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Real estate contract accounting is closely integrated with Umoja Financials and Umoja

Controlling modules.

Financial Business Partners for real estate processes Tenant and Landlord are linkedto accounts in Accounts Receivable and Accounts Payable respectively.

Each building owner from whom space is leased-in is created as a UN Landlord

Business Partner in RE-FX. The Business Partner has a corresponding vendor

master record in Accounts Payable

Each external third-party tenant (to whom space is leased-out) is created as a UN

Tenant Business Partner with a customer account in RE-FX. The Business Partner

has a corresponding customer record in Accounts Receivable

Internal tenants are created as UN Tenant Business Partners without customer

accounts. They will not have a customer record in Accounts Receivable

Key Elements of Real Estate Lease


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The key elements of a lease include the following:

Term

Term

Renewal/ Notice

Conditions &

AdjustmentsPosting Parameters

Term Term

Refers to the length of

the contract.

Renewal rules, rentescalations and

termination options are

required for setting up

a UN lease.

Conditions contain the

amounts due to the

landlord or from thetenant. For example:

base rent, utilities,

rental of furniture.

Positing Parameters

include information on

payment terms,

payment frequency andorganizational

assignment (profit

center and business

area)

Term, Renewal & Notice


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The contract term stipulating the beginning and end of the rental period prevents

the system from creating overlapping rental periods for a rental unit.

Renewal rules are used to renew fixed-term contracts.

A number of renewal rules are delivered as standard by Umoja and will remain

unchanged During the creation of contracts, end-users select the renewal rule that applies

to their contract and can also create user-specific rules at the same time

A termination notice is used to terminate a contract on a specific date. They may

only be given on contracts that have been set up with an early termination clause.

When the notice is given, the reason to exercise the notice needs to be provided.

This justification is then used for notice reporting.

Term

Renewal/

Notice

Conditions &

Adjustments

Posting

Parameters

Conditions & Adjustments


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T

Term

Renewal/

Notice

Conditions &

Adjustments

Posting

Parameters

77

Conditions are an Umoja terminology that refer to types of rent and are key in capturing

the rent variations. Conditions provide UN with the capability to track updated

information about revenue generated from rental of premises across geographical

areas. Conditions include:

Base Rent

Rent Escalation Admin Charges

Operating Expense

Electric

Water

Gas

Sewer Misc Charges

During the life cycle of a lease, the conditions may need to be adjusted based on terms

or clauses of leases.

Cleaning

Pest Control Elevator use

Provision/Rental of furniture

Provision/rental of video

conference

Comp/phone and other IT

equipment

Sales-Based Rent

Posting Parameters


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Term

Renewal/

Notice

Conditions &

Adjustments

Posting

Parameters

Posting Parameters, which are used in Umoja only in association with Internal and

External Leaseout contracts, outline agreements on postings, frequency and

organizational alignment in SAP.

Postings are used for Lease-out external to capture the

Landlord (UN entity) House Bank and Account informationwhich is used by the Tenant to send electronic payments and

for Lease-out internal, to specify the Tenants cost center for

posting of the Tenants lease expense

Frequency deals with the payment frequency and form for

objects in the contracts.

Organizational alignment defines the profit center and

business area for the objects in the contracts and it is used

for Lease-out internal to record the coding block of the

Tenant

External and Internal Lease-out: Process Steps


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The end-to-end steps required to create a Lease Contract in Umoja SAP are displayed

below. Our interest is only on the last two steps, where postings are done and invoices

created.

Check BusinessPartner

Create Architecturaland Usage Objects

Approve AO andApprove/Release

Usage Objects

Create /UpdateLease-out Contract

Approve Lease-outContract

Periodic Posting:Simulation,

Execution andReversal

Invoice: Create &Reversal

Create Pooled SpaceExtract Rental Space

Lease Processor Lease Contract Approver


Senior User


Senior User

Steps performed in Umoja ECC

Facilities Planner Facilities Planner Facilities Planner Lease Processor

Periodic Posting, Simulation, Execution & Reversal


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In Umoja, the Lease Processor and the Financial Accounting Senior User can simulate

periodic postings to check for errors.

If the check reviews no errors, the Financial Accounting Senior User will create a

receivable in the tenants customer account. These financial postings represent therevenue due from the tenant and include the associated coding block (fund, grant and

so on).

The steps to simulate a periodic postings are:

1. Enter RERAPP in the Command field or click the SAP menu and select the Accounting >Flexible Real Estate Management > Accounting > periodic postings > periodic posting:

Contracts menu item

Create Lease-outContract

Update Lease-outContract

Periodic Posting,Simulation,Execution &

Reversal

Invoice: Create &Reverse

1



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In the Contract Selection section, enter details in the following fields:

Company Code: The Company Code used in Umoja is 1000

Contract from and to: This allows you to run the periodic posting for multiple contracts by

entering a range of contract numbers




Reversal


2

2



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In the Period section, enter details in the following fields:

Month for Posting Run: The month the tenant receivables are due

Year for Posting Run: The year the tenants receivables are due

Due Date: The date less than or equal to the date through which conditions due on the

contract will be collected. For example, if the conditions are due in June, this date will

be less than or equal to 30 June




Reversal


3

3



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In the Posting section, enter details in the following fields:

Document Header Text: This is the text displayed at the top of the posting report upon

execution. This should be updated as appropriate for Lease-out internal certifications

Posting Date: The reference date for when the financial documents will be recognized

Document Date: The date the financial documents are created in the system




Reversal


4

4



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Posting Period: The current open financial period for the financial records

Posting Run Mode: During a periodic posting simulation, the Posting Run Mode is always

Simulation

Type of Posting Run: This is always an Integrated Posting. The integrated posting accrues

the revenue due to the tenant, directly to the rental object




Reversal




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Confirm the Posting Run mode is set to Simulation

Click the Execute icon




Reversal


5

6

6



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After running the simulation, the first screen displays a summarized listing of the run results.

Select the Documents button to view the simulated debits and credits with the complete

financial coding block of each

For example:




Reversal


7

7



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After simulating and reviewing the posting, the Financial Accounting Senior User re-executes

periodic postings, but this time changes the Posting Run Mode to Update Run

Click the Execute icon or select to Program -> Execute




Reversal


Note: In the event of an error, the Financial Accounting Senior User can reverse the periodic

posting.

8

9

9



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The first screen to appear will display a summarized listing of the run results.

Select the Documents icon which will show a popup from which you can navigate and display

the financial documents created

For example:




Reversal


10

10

Create an Invoice


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Reversal


The Lease Processor can also simulate invoices but only after the Financial Accounting Senior User has

run the periodic posting

The steps to simulate an invoice are:

Enter RERAIV in the Command field or click the SAP menu and select the Accounting > Flexible

Real Estate Management > Accounting > Invoices > Create Invoices menu item

1

Create an Invoice


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Reversal


In the Contract Selection section, enter details in the

following fields:

Company Code: 1000 is the Company Code used in

Umoja

Contract Number from and to fields: This allows youto create invoices for multiple contracts by entering

a range of contract numbers

2

2

Create an Invoice


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Reversal


In the Selection of Invoice Terms section, enter details

in the following fields:

Selection Type: Always select Only Items from FI

documents

Due Period From and To: The dates that correspondwith the conditions

3

Note: These fields specify whether or not to pick upitems on the invoice that are the result of the

periodic posting run execution and/or cash flow

forecast in the contract.

3

Create an Invoice


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Reversal


In the Invoice Creation section, enter details in the

following fields:

Execution Mode: Always select Simulation to

review the invoice before executing

Title: The title of the run

Summarize: Always select Per Contract

Note: These fields specify whether or not we need pick up items on the invoice that are the

result of the periodic posting run execution and/or cash flow forecast in the contract.

4 4

Create an Invoice


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Click the Execute icon or go to Program > Execute

Select an invoice and click the Preview button

5

6



Periodic Posting,Simulation,

Invoice simulation

5

6

Create an Invoice


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Review the invoice to ensure that it is correct7




Reversal


7



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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 handson learning experience. Thesimulation 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

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

Copyright United Nations 95

Activity 1


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Transaction Name: Periodic Posting Execution

Transaction Code: RERAPP

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-

1.11.3845?mode=EU&originalContext=1.11.3790


http://unsapuperform.umoja.un.org/gm/folder-1.11.3845?mode=EU&originalContext=1.11.3790http://unsapuperform.umoja.un.org/gm/folder-1.11.3845?mode=EU&originalContext=1.11.3790http://unsapuperform.umoja.un.org/gm/folder-1.11.3845?mode=EU&originalContext=1.11.3790http://unsapuperform.umoja.un.org/gm/folder-1.11.3845?mode=EU&originalContext=1.11.3790


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The Financial Accounting Senior User can simulate periodic postings for rents due from

External Lease-Outs in which Umoja module?


A. Cost Accounting

B. Financial Accounting

C. Funds Management

D. Flexible Real Estate ManagementE. Accounts Receivable

97



98/193


The Financial Accounting Senior User can simulate periodic postings for rents due from

External Lease-Outs in which Umoja module?


A. Cost Accounting

B. Financial Accounting

C. Funds Management

D. Flexible Real Estate ManagementE. Accounts Receivable

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Option D is the correct answer. Periodic postings

for rents due from External Lease Outs are done by

the Financial Accounting Senior User in the FlexibleReal Estate Management Module.

Module 3 Summary


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The key points covered in this module are listed below:

Lease administration is used for the management of leases and involves creating,

managing, renewing and terminating real estate leases for both owned property

and rented premises

In Umoja, a lease is classified into two lease types - Lease-in and Lease-out

At UN, real estate leases (Lease-ins) are negotiated by the Procurement division

and customer contracts (Lease-outs) are negotiated by Facilities Management,

Engineering, or General Service

The Financial Accounting Senior User is responsible for creating receivables in the

customer accounts of Lease-out external after simulating periodic postings and

checking for errors.

For Lease-out internal, a funds commitment is generated by the Tenant and

assigned to the Lease-out internal contract

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Agenda


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Course Introduction

Module 1: Introduction to Accounts ReceivableModule 2: Customer Invoice Processing Sales and Distribution






Course Summary

Course Assessment

Course Survey


Module 4 Objectives


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Manually create receivables directly in the AR Sub-ledger using both the Single

Line and Excel Upload Methods

Describe the process to establish VAT Receivables

Explain the process to establish receivables for Assessed Contributions

Explain how documents are reviewed and approved in Workflow


Direct Creation of Receivables in the AR Sub-ledger


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So far, the receivables we have established in the AR Sub-ledger either originated from

the SD module (sale of goods or services with the exception of rental services) or fromLease Administration (rental of premises).

Often though, we do have other receivables that we need to set up but for which there

is no sale of goods or services. In this case, the receivables are directly created in the AR

Sub-ledger. Examples include:

VAT Receivable Assessed Contributions due

Loans to parties external to Umoja.

There are two ways to directly create receivables in the AR Sub-ledger manually i.e.

1. Manual Entry - Single line

2. Manual Entry - Upload from an Excel Spreadsheet

We will illustrate both methods by raising receivables for VAT and Assessed

Contributions respectively.

R

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