Umoja Service Receipt Process User Manual

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SC342 – Umoja Service Receipt

Process

Umoja Service Receipt Process – Version 13

1

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

2

Course Overview

The purpose of the Umoja Service Receipt Process course is to explain how to create, approve, reverse and delete Service Entry Sheets in Umoja .

Prerequisite Review

You should have completed the following prerequisite courses:

• Umoja Overview

• Umoja Master Data & Coding Block Overview

• Umoja ECC Navigation

* Other prerequisites depend on your role, for example, Umoja Requisitioning.

Course Duration: 2 hours

3

Course Objectives

After completing this course, you will be able to:

• List the key roles and responsibilities involved in the Service Receipt process

• Explain the steps involved in the Service Receipt process

• Create a Service Entry Sheet (SES)

• Recognize the additional data to be entered in order to create an SES against a

Legacy PO

• Create a new SES from an existing SES for reoccurring service receipts

• Approve an SES

• Reverse an SES

• Delete an SES

4

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

5

Module 1 Objectives

After completing this module, you will be able to:

• Explain the Service Receipt process

• List the important points to remember while creating and assigning an SES

6

Key Terminology

Service Entry Sheet

(SES)

Key Term

Purchase Order (PO)

Material Document

Intangible Asset

Description

A buyer-generated document that authorizes a purchase transaction. Any service line items on a PO will require a service entry sheet to confirm receipt and enable invoice matching.

Similar to a Goods Receipt in purpose, a system document generated to acknowledge receipt/delivery of services (also known as a material document in Umoja) .

A system document generated for receipt of listed items (goods or services) in Umoja. The Goods Receipt and a Service Receipt processes both generate and post a Material Document which is used as a reference by many upstream and downstream activities in Umoja (e.g. invoice processing).

An asset that is not physical in nature; for example, patents, trademarks and software.

7

Key Terminology

Invoice

Key Term

Movement Type

Description

A vendor-generated document that indicates the products, quantities and agreed prices for products delivered by the vendor.

A three-character field in the Umoja ECC system used 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.

8

Roles & Responsibilities

The following Umoja Enterprise roles are involved in the Service Receipt process:

Requisitioner

• Creates purchase requisitions (shopping carts) for goods or services, as needed

• Acts as the Service Receiver, responsible for creating an

SES to confirm delivery of services that have been contracted by UN

Approver

• Reviews and approves or rejects supply chain documents, such as shopping carts (purchase requisitions), or solicitation documents, PO’s and contracts

• Accepts/approves an SES created by the Requisitioner

9

Service Receipt Process

Description

In Umoja, an Service Entry Sheet (SES) is used to confirm delivery of services that have been contracted (i.e. a PO line item for services). It also captures other data, information or attachments related to the service delivery within the system document, for example: time sheets, flight completion reports, fuel delivery slips, etc.

Process

When services are received, the user creates an SES in order to confirm delivery of the services. This process records the rendering of the services in Umoja. An approved SES must be entered into Umoja before the invoice can be processed and the UN can pay for the contracted services.

SES’s are similar in nature to Goods Receipt documents used for receipt of materials or goods.

In UN, all intangible goods (e.g. software) are contracted and delivered as a service, and are therefore received using an SES.

10

Service Receipt Process & Goods Receipt Process Comparison

The graphic below compares the Service Receipt process with the Goods Receipt process.

Note the similar function of the SES and the Goods Receipt documents .

Purchasing Process for Services Purchasing Process for Goods

Shopping Cart

Shopping Cart

Purchase Order

Delivery of Service

Purchase Order

Delivery of Goods

Create SES

Accept SES

Invoice

Payment

Visible in

PO history

Goods Receipt

Invoice

Payment

Note: For service contracts requisitioned and arranged by HQ, but received in the mission, the mission staff may be responsible for the Service Receipt/SES. Specific guidance/policy on this will be issued for each business area in this regard.

11

Tips for Working with Service Entry Sheets

Some important points to remember while creating and assigning an SES are :

• Create a SES as soon as the service task is complete/received. Do not wait for the vendor invoice to arrive as it may only be submitted much later, after the service has been performed

• Assign the SES creation (or at least the approval) to someone who is familiar and involved with the service performed. Do not assign the SES creation or approval to someone who is not knowledgeable about the service delivery

• Any freight services, such as those contracted to deliver goods from Systems or Local contracts (i.e. the freight line on the shopping cart), will be ‘received’ by the goods requisitioning office, using an SES, created and approved against either the freight service line on the goods PO or the dedicated freight service PO

• “Lease In” transactions in Real Estate also require an SES transaction for receipt of those services

12

Learning Checkpoint 1

A(n) _________ is used to confirm delivery of services that have been contracted and must be entered and approved in Umoja prior to an invoice being processed.

Fill in the blank with the correct option.

A.

Goods Receipt document

B.

Material document

C.

Invoice

D.

Service Entry Sheet (SES)

13

Learning Checkpoint 1

A(n) _________ is used to confirm delivery of services that have been contracted and must be entered and approved in Umoja prior to an invoice being processed.

Fill in the blank with the correct option.

A.

Goods Receipt document

B.

Material document

C.

Invoice

D.

Service Entry Sheet (SES)

Option D is the correct answer. An SES is used to confirm delivery of services that have been contracted ,and must be entered and approved in

Umoja prior to an invoice being processed.

14

Learning Checkpoint 2

An SES serves a similar function to a Goods Receipt that is used in the purchasing process for goods?

Select the correct option.

A.

True

B.

False

15

Learning Checkpoint 2

An SES serves a similar function to a Goods Receipt that is used in the purchasing process for goods?

Select the correct option.

A.

True

B.

False

Option A is the correct answer. An SES is similar in function to a Goods Receipt documents used for receipt of materials or goods.

16

Module 1 Summary

The key points covered in this module are listed below:

• An SES is used to confirm delivery of services and record data related to a service that was ordered using a PO

• The Service Receipt process records the rendering of the services in Umoja

• An approved SES must be entered into Umoja before the invoice can be processed and the UN can pay for the contracted services

17

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

18

Module 2 Objectives

After completing this module, you will be able to:

• Review a PO in Umoja ECC

19

Review Purchase Order

Because the SES is created against the PO for the service, the SES creator in the requisitioning office may wish to review the PO prior to confirming delivery. A PO review is conducted in order to become familiar with the details of the services that were specified and contracted in the PO.

It is therefore important to know how to review a PO to ensure that the PO matches the services received, and so you can link the SES with the PO.

The PO contains information such as:

• Vendor

• Delivery date

• Line item details including quantity & price

In the following scenario, it is the end of the month and the mission needs to pay the monthly Security Guard Service invoice from our annual guard services contract. In this example, these services have been contracted at a fixed price of $10,000 per month, for 12 months.

20

Review Purchase Order

The steps to review a PO in Umoja ECC are:

Type ME23N in the Command field. The screen displays the last PO that was being processed

Click the Other PO icon (left of the Print Preview icon) to open a new PO

Enter the PO number

Click the Other Document button

1

2

3

4

Note: For additional details regarding the requisitioning of service items, refer to the Umoja Requisitioning course.

21

Review Purchase Order

The PO screen displays. In the following slides, we will look at the different sections of the PO in detail.

22

Review Purchase Order

The PO screen contains the following fields:

1

Identifying Information for the PO such as PO number, vendor and document date

2

PO Header with several tabs of header level information

1

2

1

2

23

3

4

Review Purchase Order

3

Item Overview: Note that for Service POs, the Item Overview displays a summary (e.g. quantity and price) of the all of the services provided under each line item

4

Line Item Detail: Review the details of the line items to be received. Confirm the nature of services, delivery date, quantity, supplier notes, and other information (refer to the Services tab for the specific service details of each line item)

24

Review Purchase Order

In the Line Item Detail section, click the Purchase Order History tab to view the history of service receipts posted against the PO. Note that, the Purchase Order History tab is not visible if there has not been any previous service receipt action against the PO (i.e. there is no history for the PO).

For each previous service receipt (i.e. an approved SES), an entry in the Purchase Order History tab will be displayed. It will show the SES number, corresponding material document number (created by the system after an SES is approved), posting date, quantity and value of the of the receipt transaction.

The user can click any of the underlined fields to display the referenced document, such as SES

(#1000000202) or the material document (#5000000557).

Note: Movement Types (MvT) for Service POs indicate the type of receipt that was posted. When an SES is approved, the service is automatically assigned a “101” movement type, which indicates that it has been successfully received and accepted.

Alternatively, if an SES was reversed a “102” movement type is displayed.

25

Simulation Activities

Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive “recordings” of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides.

Users can access simulations in three different modes:

Show me: Users view a video of an entire transaction being conducted

Let’s do it together: Users will be prompted to input data at key points during the transaction

(recommended)

Try it: Users can complete an entire transaction on their own, with no additional instructions provided

26

Activity 1

Click the link below to view a simulation of the Review

Purchase Order transaction.

Transaction Name: Review Purchase Order

Transaction Code: ME23N

Link to the uPerform simulation:

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

1.11.4522?mode=EU

27

Learning Checkpoint 1

A user can view all previous service receipt actions performed against a PO by navigating to the ________ tab in the Line Item Detail section of the PO.

Fill in the blank with the correct option.

A.

Material Data

B.

Invoice

C.

Purchase Order History

D.

Texts

28

Learning Checkpoint 1

A user can view all previous service receipt actions performed against a PO by navigating to the ________ tab in the Line Item Detail section of the PO.

Fill in the blank with the correct option.

A.

Material Data

B.

Invoice

C.

Purchase Order History

D.

Texts

Option C is the correct answer. All service receipt actions performed against a PO are listed on the

Purchase Order History in the Line Item Detail

Section of the PO.

29

Module 2 Summary

The key points covered in this module are listed below:

• An SES is created against the service PO, therefore the SES creator in the requisitioning office may wish to review the PO prior to confirming delivery

• It is important to know how to review a PO to ensure that the PO matches the services received and so you can link the SES with the PO

• The PO contains information such as vendor, delivery date, line item details and price

• When an SES is approved, the service is automatically assigned a movement type which indicates the type of receipt that was posted. A “101” movement type indicates that the SES has been successfully received and accepted. Alternatively, if an SES was reversed, a “102” movement type is displayed

30

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

31

Module 3 Objectives

After completing this module, you will be able to:

• Identify the steps to create an SES

• Recognize the additional data to be entered to create an SES against a Legacy PO

• Create a new SES from an existing SES for reoccurring service receipts

32

Key Terminology

Key Term

International Public

Sector Accounting

Standards (IPSAS)

Workflow

Description

A set of accounting standards issued by the IPSAS Board for use by public sector entities around the world in the preparation of financial statements

Refers to invoices or other financial/procurement documents being automatically routed to the appropriate approvers based on Delegation of Authority

33

Create Service Entry Sheet

The steps to creates an SES by the

Requisitioner are as follows:

Enter ML81N in the

Command field. The screen displays the last PO that was being processed by the user

Click the Other Purchase

Order button to enter the

PO that you will be receiving against. The Select Purchase

Order/Entry Sheet pop-up window is displayed

Enter the PO number in the

Purchase Order field or search using the matchcode function

Click the Continue icon

1

2

3

4

34

Create Service Entry Sheet

Click the Create

Entry Sheet

icon

This creates a blank SES in the system, and links it to the PO that was entered in the previous step. This also

“adopts” or copies the basic information of the PO to the

SES (e.g. vendor information).

5

35

Create Service Entry Sheet

To populate the SES with the details of the service(s) that is to be received:

6

Click the Basic Data tab

7

Click the Service Sel. button. This will display the services that are listed on the PO and allow the user to select which services are to be received with this SES transaction

6

7

36

Create Service Entry Sheet

In the Service Selection pop-up window, confirm the corresponding PO number is listed in the From Purchase Order field

Click the Continue icon

8

9

37

Create Service Entry Sheet

Click the grey box on the left of each corresponding line item to select the specific services from the PO that are to be received with this SES. More than one line can be selected and the quantities received will be updated in subsequent steps

Click the Services button to “adopt” or copy the service details from the PO to the SES, and to continue with the completion of the SES

11

10

38

Create Service Entry Sheet

Confirm the quantity of services to be received for each line item in the Quantity column, and adjust as required

Enter a description of this transaction/service receipt in the Short Text field as a reference (40 character limit). For example: “HQ Guard Services for July 2013

13

12

39

Create Service Entry Sheet

Click the Accept. Data tab

Populate the following fields:

Doc.: Ensure that the date is today’s date (date that the SES is created)

Posting: In accordance with IPSAS requirements, the Posting date must be updated to reflect the date when the services were actually received, or the last day they were received in case of service delivery which takes place over a period of time

13

14

40

Create Service Entry Sheet

Select Records Management Logistics from the Services for Object drop-down list, to add an attachment

• Attach any relevant supporting reference documents, for example time sheets for consultant services, flight completion report, freight delivery note, fuel delivery note, etc.

• For more information on how to add attachments, please refer to the ECC Navigation course

15

41

Create Service Entry Sheet

Click the Save icon to finalize the

SES for acceptance/approval

The SES now needs to be “accepted” or approved before the invoice can be processed

There is currently no workflow associated with SES approvals in

Umoja and the approver must be notified offline number and communicate this number, and the requirement to have the SES approved, to the applicable cost centre Approver

16

17

42

Service Entry Sheets for Legacy PO’s

Within Umoja, there exists a group of PO’s that were converted from legacy systems

(e.g. from Mercury) during the mission’s cutover period during Umoja implementation.

These PO’s have the document type ZMIG and the PO number follows the format

24xxxxxxxx.

When creating an SES against a PO that has been converted from a legacy system (a

“legacy PO”), the user needs to manually enter the service line item details in the following fields as this information will not be “adopted” from the legacy PO:

Quantity: This represents the quantity of the service received

Un: This represents the unit of measurement used when quantifying the service

Gross Price Fields: This represents the value of the service received, prior to deductions

Short Text (of the Line Item): This provides the description of the service on the PO

43

Service Entry Sheets for Legacy PO’s

Legacy PO numbers are also being maintained in Umoja ECC. The Legacy PO number will be stored in the ECC PO header, under the Additional Data tab, in the Collective No. field.

In cases when the Legacy PO number is greater than ten characters, the Collective No. field will be populated by a “*” + the last 9 characters of the PO. The full legacy PO number will be stored in a header text field, under the Texts tab of the PO header.

44

Create Service Entry Sheet – Tip for a Reoccurring SES

If you have an identical, reoccurring service receipt requirement (against the same service PO) – for example a monthly service bill on an annual contract - it is possible to create new SES based on the details of a previously created SES. This reduces the time required to complete the transaction each time and data re-entry.

The steps to create a duplicate copy of a previous SES are as follows:

1

Open a previous SES

2

With the previous SES open on the screen, click the Copy Entry Sheet icon

3

Before saving the new SES, ensure that all relevant information (i.e. posting dates, description, quantities, attachments etc) is updated to reflect the new service receipt transaction

2

3

3

45

Activity 2

Click the link below to view a simulation of the Create

Service Entry Sheet transaction.

Transaction Name: Create Service Entry Sheet

Transaction Code: ML81N

Link to the uPerform simulation:

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

1.11.4530?mode=EU

For the purposes of demonstration, this simulation will use a different type of service PO formulation. By flipping the “quantity” and

“price” this formulation enables partial payments and service delivery each period against the PO

(e.g. each month). For additional details regarding the requisitioning of service items, refer to the

Umoja Requisitioning course.

46

Learning Checkpoint 1

To comply with IPSAS guidelines, what date must be entered in the Posting date field of the Accept Data tab?

Select the correct option.

A.

The date the SES is created

B.

The date the services were actually received

C.

The date the PO was created

D.

The date the services are billed

47

Learning Checkpoint 1

To comply with IPSAS guidelines, what date must be entered in the Posting date field of the Accept Data tab?

Select the correct option.

A.

The date the SES is created

B.

The date the services were actually received

C.

The date the PO was created

D.

The date the services are billed

Option B is the correct answer. To comply with

IPSAS guidelines, the Posting date must be updated to the date when the services were actually received.

48

Learning Checkpoint 2

Umoja currently has workflow associated for SES approvals to ensure that the applicable cost center Approver is automatically advised of an approval task.

Select the correct option.

A.

True

B.

False

49

Learning Checkpoint 2

Umoja currently has workflow associated for SES approvals to ensure that the applicable cost center Approver is automatically advised of an approval task.

Select the correct option.

A.

True

B.

False

Option B is the correct answer. There is currently no workflow associated with SES approvals in

Umoja. The Approver must be advised by the SES creator (offline) of the SES number and requirement to approve a saved SES

50

Module 3 Summary

The key points covered in this module are listed below:

• An SES is created against the service PO, which allows data to be transferred directly from the PO into the new SES

• Details of the service(s) that is to be received can be copied from the linked PO or entered manually

• When creating an SES for a PO that has been converted from a legacy system, the user needs to manually enter the details of the PO

• A new SES form can be created from an existing SES, for reoccurring service receipts

• There is currently no workflow associated with SES approvals in Umoja. The

Approver must be advised by the SES creator (offline) of the SES number and requirement to approve a saved SES

51

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

52

Module 4 Objectives

After completing this module, you will be able to:

• Identify the steps to approve the SES

53

Approve Service Entry Sheet

When advised by the Requisitioner (offline), the Approver enters into Umoja and approves the SES.

The steps to approve an SES are as follows:

Type ML81N in the Command field. The screen displays the last PO that was being processed

1

54

2

Approve Service Entry Sheet

Click the Other Purchase Order button to retrieve a saved SES for approval

In the pop-up window, type the Entry Sheet (SES) number that needs approval

Click the Continue icon

3

4

55

Approve Service Entry Sheet

To approve the SES, it must be in the Edit mode.

5

Click the Entry Sheet menu

6

Select the Display  Change menu item.

Alternatively, simply click the Display

 

Change icon on the SES to change to Edit mode

Review all of the information in the entry sheet for accuracy (including any attachments using the Services for Object icon ) .

5

6

4

56

Approve Service Entry Sheet

7

After verifying that all the information on the SES is accurate, click the Accept/Flag icon to accept/approve the SES

7

The SES status will then change to Will be Accepted status.

57

Approve Service Entry Sheet

8

Click the Save icon to save and post the accepted SES. A Material Document (a system term for a Goods/Services Receipt) is created and the SES is also assigned a Material Document number.

The status of the SES is now Accepted (i.e. Approved).

8

58

Confirm Posting of Service Entry Sheet

To confirm posting of the SES, the user can return to the PO display screen and view the history of service receipt actions performed against the PO. The steps to confirm posting of an SES are as follows:

1

Type ME23N (or /nME23N from inside another transaction) in the Command field

2

Click the Purchase Order History tab to review the service receipt actions taken

3

Confirm a “101” movement type is displayed next to the Material Document number created by the system, in reference to the SES. This indicates the SES successfully posted

1

2

3

59

View Service Entry Sheets for Approval

The Approver can also view a list of SES’s that require approval by use the T-code ML84 in the

Command field. This T-code will produce a report with all SES’s that have not been “accepted”

(approved) – indicated by a red traffic light icon. The steps to view service entry sheets for approval are as follows:

This report can be generated using criteria to filter results. After entering PO or Entry Sheet criteria (e.g. document date, plant, etc) click the Execute icon to run the report

The Approver can double click on the SES number (Entry Sh.) in the report to view the SES in display mode (only). The Approver must still initiate the SES approval using the T-code ML81N

1

2

60

Activity 3

Click the link below to view a simulation of the Approve

Service Entry Sheet transaction.

Transaction Name: Approve Service Entry Sheet

Transaction Code: ML81N

Link to the uPerform simulation:

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

1.11.4526?mode=EU

61

Learning Checkpoint 1

What T-code is used to view a list of SES’s requiring approval ?

Select the correct option.

A.

ML84

B.

ME2N

C.

ME23N

D.

ML81N

62

Learning Checkpoint 1

What T-code is used to view a list of SES’s requiring approval ?

Select the correct option.

A.

ML84

B.

ME2N

C.

ME23N

D.

ML81N

Option A is the correct answer. ML84 is used to view a list of SES’s requiring approval.

63

Module 4 Summary

The key points covered in this module are listed below:

• The Approver reviews the accuracy of the information in the entry sheet and then

“accepts” it, thereby approving the SES

• When the SES is accepted, a Material Document is created

• A user can display a list of SES’s requiring approval using T-code ML84

64

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

65

Module 5 Objectives

After completing this module, you will be able to:

• Identify the steps to reverse an SES

66

Reverse Service Entry Sheet

A user can reverse an SES entry (e.g. received quantity on the SES incorrect, posting date incorrect, other error that requires the SES to be reversed, edited and re-approved). The steps to reverse SES are as follows:

1

Type ME23N (or /nME23N from inside another transaction) in the Command field

2

Click the Purchase Order History tab to review the data and confirm that a Service Receipt needs to be reversed (note the SES number)

1

2

67

Reverse Service Entry Sheet

Type ML81N (or /nML81N from inside another transaction) in the Command field

Click the Other Purchase Order button to retrieve the SES to reverse

In the pop-up window, type the Entry Sheet (SES) number that needs to be reversed

Click the Continue icon

3

4

5

6

68

Reverse Service Entry Sheet

Click the Entry Sheet menu to edit the data in the SES

Select the Display  Change menu item

Alternatively, simply click the Display

 

Change icon on the SES to change to Edit mode

Click the Revoke Acceptance icon to reverse this SES. After clicking the icon, the

Approve button appears again and the status of the SES is changed from Accepted to

Acceptance Revoked

7

8

9

69

Reverse Service Entry Sheet

Click the Save icon. A pop-up window appears for the user to add reference information (note the reason of the reversal)

When the transaction has been saved, the SES is saved with a No acceptance status.

The PO’s history would now display a

“102” movement type against a new

Material Document number to show that the SES has been reversed in a separate transaction.

The SES can also now be edited/corrected, saved, and reapproved, and will retain the same SES document number.

10

Note: If an invoice has already been posted for the approved SES, the SES cannot be reversed, acceptance cannot be revoked and an error will be generated.

70

Delete Service Entry Sheet

The steps to delete SES (inadvertently received services) are as follows: the SES

2

1

3

71

Delete Service Entry Sheet

The status is now Deleted. The SES still appears on the PO’s Purchase Order History screen.

However, the amount now shows $0.

While the SES has been deleted, the original SES document and number will remain in the

Purchase Order History, along with the posting date for historical reference/auditing.

An associated Material Document is also generated by the system with a Movement Type “102” to show the deletion/reversal of receipt and is also now displayed in the PO history.

72

Activity 4

Transaction Name: Reverse Service Entry Sheet

Transaction Code: ML81N

Link to the uPerform simulation:

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

1.11.4534?mode=EU

73

Learning Checkpoint 1

When an SES is reversed, what movement type is displayed in the Purchase Order

History tab?

Select the correct option.

A.

101

B.

102

C.

103

D.

104

74

Learning Checkpoint 1

When an SES is reversed, what movement type is displayed in the Purchase Order

History tab?

Select the correct option.

A.

101

B.

102

C.

103

D.

104

Option B is the correct answer. When an SES is reversed, 102 movement type is displayed in the

Purchase Order History tab.

75

Module 5 Summary

The key points covered in this module are listed below:

• In the event of an incorrect entry or other such circumstances, an SES Entry can be reversed using the T-code ML81N

• An SES can also be deleted completely if services were inadvertently received.

Though an SES can be deleted, the SES document and number always remains in the Purchase Order History of the PO

76

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

77

Module 6 Objectives

After completing this module, you will be able to:

• List the types of reports available for the Service Receipt process and their T-Codes

78

Reporting

The following reports are available for SES Reporting:

• List of

Service Entry Sheets

• Purchase Order Report

• Purchasing Documents Report

List of Service Entry

Sheets

ML84

T-Codes: Reports

Purchase Order Report

Purchasing Documents

Report

ME2K ME80FN

79

List of Service Entry Sheets Report

As previously mentioned, the List of Service Entry Sheets report is a useful report for monitoring SESs and their approval status. There is a radio button at the bottom of the report which allows you to report on all SESs which have not been accepted (default setting).

Other useful parameters can also be maintained, for example, plant and purchasing groups.

T-Code: ML84

80

Purchase Order Report

The user can generate a list of POs by PO number for a mission/location. This allows the user to find the status/details of a particular PO. Other variations of this report allow views by vendor, material and others.

In the report below, you can populate any of the search fields to customize the report. The report allows the user to search for all documents matching each criteria, or the user can choose a range for example, delivery date, to search by. The fields in the red boxes are the most commonly filtered fields.

T-Code: ME2K

Tip: Insert a “D” in the Item

Category filter field to ensure that you only see POs that contain service line items.

81

Purchasing Documents Report

The user can generate an overall purchasing report to view details of documents related to supply chain transaction, such as, Purchase Orders, Material Documents and others.

Report is very customizable to include fields that a user may need and assists with further analysis.

In the report below, populate any of the search fields to customize the report. The report allows the user to search for all documents matching each criteria, or the user can choose a range, for example, delivery date to search by. The fields in the red boxes are the most commonly filtered fields.

T-Code: ME80FN

82

Learning Checkpoint 1

Which of the following report is useful for monitoring SESs in Umoja?

Select the correct option.

A.

List of Service Entry Sheets

B.

Purchase Order

C.

Material Document

D.

Purchasing Documents

83

Learning Checkpoint 1

Which of the following report is useful for monitoring SESs in Umoja?

Select the correct option.

A.

List of Service Entry Sheets

B.

Purchase Order

C.

Material Document

D.

Purchasing Documents

Option A is the correct answer. The List of Service

Entry Sheets report is useful for monitoring SESs in

Umoja.

84

Module 6 Summary

The key points covered in this module are listed below:

• There are three types of reports used for SES reporting: List of Service Entry

Sheets, Purchase Order Report, and Purchasing Documents Report

• All of these reports are customizable

85

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

86

Course Summary

The key points covered in this course are listed below:

• An SES is used to confirm delivery of services and record data related to a service that was ordered using a PO line item for services

• The Service Receipt process records the rendering of the services in Umoja

• An approved SES must be entered into Umoja before the invoice can be processed and the UN can pay for the contracted services

• Before creating an SES to receive services, the Requisitioner reviews the PO to confirm the services and quantity to be received

• The SES creator used the T-code ML81N to create an SES against a PO line item for services

87

Course Summary

The key points covered in this course are listed below:

• An Approver reviews the accuracy of the information in the entry sheet and then approves it using the T-code ML81N

• There is currently no workflow associated with SES approvals in Umoja.

• In the event of an entry error an SES Entry can be reversed using the T-code ML81N

• The T-code ML81N is also used for delete an SES, however, the related SES system document will remain associated with the PO

• There are three types of reports used for SES reporting: List of Service Entry Sheets,

Purchase Order Report, and Purchasing Documents Report

88

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

89

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

90

Agenda

Course Introduction

Module 1: Service Receipt Process Overview

Module 2: Review Purchase Order

Module 3: Create Service Entry Sheet

Module 4: Approve Service Entry Sheet

Module 5: Reverse/Delete Service Entry Sheet

Module 6: Reporting

Course Summary

Course Assessment

Course Survey

91

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

92

Congratulations! You have successfully completed the

Umoja Service Receipt Process

course.

93

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Key Features

  • Create Service Entry Sheets (SES)
  • Approve SES
  • Reverse SES
  • Delete SES
  • Reporting features
  • Detailed instructions on how to navigate the Umoja system
  • Glossary of key terminology
  • Tips for working with SES
  • Examples of how to complete various tasks
  • Provides information on the Service Receipt process

Related manuals

Frequently Answers and Questions

What is a Service Entry Sheet (SES)?
An SES is a system document generated to acknowledge receipt/delivery of services in Umoja. It confirms receipt of services that have been contracted and records other data related to the service delivery.
What is the purpose of the Service Receipt Process course?
The purpose of the course is to explain how to create, approve, reverse and delete Service Entry Sheets in Umoja.
What are the key roles and responsibilities involved in the Service Receipt process?
The key roles are Requisitioner and Approver. The Requisitioner creates purchase requisitions for goods or services, acts as the Service Receiver, creates SES and reviews and approves/rejects supply chain documents. The Approver reviews and approves/rejects the SES created by the Requisitioner.
What are some important points to remember while creating and assigning an SES?
Create an SES as soon as the service task is complete/received, assign the SES creation/approval to someone who is familiar with the service performed, and assign SES creation/approval to someone who is not knowledgeable about the service delivery.
How do I reverse an SES?
To reverse an SES, open the SES using T-code ML81N, click the Entry Sheet menu, select Display  Change, click the Revoke Acceptance icon and click the Save icon.
How do I delete an SES?
To delete an SES, open the SES using T-code ML81N, click the Entry Sheet menu, select Display Change and click the Delete icon.
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