United Nations Shopping Cart User Guide

SC318 – Umoja Requisitioning
Umoja Requisitioning – Version 21.2
Last Modified: 23 July 2015
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Introduction
Please briefly share with us:
• Your name
• Your job and organization/section/unit
• Years of experience in the UN and in the
Supply Chain
• An interesting fact about you
• One benefit you think Umoja will bring
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Ground Rules
Please consider the following guidelines during the training session:
• Turn your cell phone to silent mode. Please step out of the class to take any
important phone call
• Please do not access your e-mail or the Internet outside of breaks
• Participate fully in the training session and respect each others’ contributions
• Avoid side conversations as this is distracting and key points are missed
• Breaks are scheduled/included at the discretion of the trainer
X
No Phones
X
Do Not Access
E-mail
Participate
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Ask Questions
Breaks
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Course Overview
The purpose of the Umoja Requisitioning course is to explain how to create a Shopping
Cart for goods or services. This course provides detailed steps to create and order a
Shopping Cart in the Umoja Supplier Relationship Management (SRM) system.
Prerequisite Review
The following mandatory prerequisite Computer Based Training courses were to be
successfully completed prior to this course:
• Umoja Overview
• Umoja Master Data & Coding Block Overview
• Umoja Funds Management Overview
• Umoja Material Master Data Overview
• Umoja Procurement Overview
• Umoja Requisitioning Overview
• Umoja SRM Navigation
• Umoja ECC Navigation
• Umoja BI Navigation
ILT Course Duration: 3 days
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Course Objectives
After completing this course, you will be able to:
• Create and submit a Shopping Cart and once approved, will result in a saved
Purchase Order (PO) or Solicitation (RFx) that is forwarded to the Buyer
• Add an item to a Shopping Cart using 3 different methods
• Create Shopping Cart Templates for recurring requirements
• Select the appropriate Account Assignment and related information for Shopping
Cart items
• Make the required changes when procuring for services, rather than goods
• Create a Shopping Cart to establish or order from a Blanket Purchase Order
• Save, edit and order a Shopping Cart
• View and Edit Team Shopping Carts
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Course and Post Deployment Resources
The following are available on iSeek under the Umoja ‘Training and Job Aids’ link as
training and post deployment resources and references:
• A copy of this Instructor Led Training Course (ILT) and all other Umoja ILT
courses
• All Requisitioning mandatory Computer Based Training (CBT) courses and all
other Umoja CBT courses
• The ‘Requisitioning User Guide’ with an overview of the Requisitioning process
and detailed step-by-step instructions and helpful tips on how to complete
transactions in Umoja. Keep a copy with you once deployed!
• Numerous Job Aids and Supply Chain FAQs with more information and detailed
instructions regarding specific topics and transactions (these are referenced in
the Requisitioning User Guide).
* Users should always check all reference documents
prior to escalating any issues.
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Agenda
Course Introduction
Module 1: Requisitioning in Umoja
Module 2: Create, Order and Edit a Shopping Cart
Course Summary
Course Assessment
Course Survey
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Module 1 Objectives
After completing this module, you will be able to:
• Describe the Key Terminology and Enterprise Roles involved in the Requisitioning
and Procurement processes
• Describe the major steps of the Requisitioning processes
• Explain the Low Value Acquisition purchase order process
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Key Terminology
Key Term
Description
Refers to an automated check conducted before Shopping
Account Availability Check Carts are ordered to verify if the required funds are available at
(AVC)
the Cost Center/Funds Center Level. If funds are not available,
the Shopping Cart cannot be submitted for approval.
Contract Catalog
It is a searchable database of goods and services that can be
sourced from existing Systems/Local Contracts from which
Requisitioners can add items to their Shopping Carts.
ERP Central Component
(ECC)
The main Umoja component comprising various modules.
Goods Receipt
It is a document generated to acknowledge the receipt of
delivered goods.
Low Value Acquisition
(LVA)
It is a Purchase Order (PO) used for requirements not
exceeding $4,000 USD, issued without the direct involvement
of Procurement. This replaces the current Short Form PO and
Direct Expenditure processes. The Low Value Acquisitioner
Role is required to process an LVA.
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Key Terminology
Key Term
Material Master
Description
Material Master records contain all the information about the
materials that the UN procures, stores and ships (Product
Categories, Product IDs, etc.). The integration of all
information about a material into a single record eliminates
redundancy and makes it possible to store material data for all
relevant system components in a single, central database. It is
used to populate Shopping Carts, identify the goods required
and is used in many other Supply Chain and Finance processes.
Product Category
Represents the general type of product or material and is part
of the Material or Service Master Record. Product categories
are a subset of United Nations Standard Products and Services
Code (UNSPSC) classifications. A Product Category usually
contains multiple Product IDs.
Product ID
Is the unique, specific ID number of a particular material or
service that is a sub-set of a Product Category. This is identical
to the Material or Service Number fields in ECC and is part of
the Material or Service Master Record. The Product ID is not
derived from the Product Category, but created by the UN
during codification.
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Key Terminology
Key Term
Description
RFx
It is a generic term for a Solicitation document. The ‘x’ signifies
that the solicitation document could either be an RFQ , RFP or ITB.
Service Entry Sheet
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).
Service Master
Shopping Cart
SRM (Supplier
Relationship
Management)
Workflow
Work Overview
Is equivalent to the Material Master, but is for all services procured
by UN. Service Master Records are also stored in the same central
database as Material Master records.
It is a term used in Umoja SRM for what is currently referred to as a
Purchase Requisition.
It is a Web-based Umoja application used specifically for
procurement and requisitioning activities.
It refers to Shopping Carts, or other financial/procurement
documents, being automatically routed to the appropriate
person(s) for review and approval.
It is the screen in Umoja SRM that lists all the tasks that require
action by the User such as approvals (Approver) or required
revisions to Shopping Carts (Requisitioner).
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Roles & Responsibilities
The following Umoja Source to Acquire (SA) Enterprise Roles are involved in the
Requisitioning/Procurement process:
Requisitioner
(SA.01a & SA.01b)
Requisitioner – Direct
Procurement
(SA.02)
Approver
(SA.07a, SA.07b,
SA.07d & SA.11)
 SA.01a – Creates: Shopping Carts (previously referred to as
Purchase Requisitions) for goods (for consumption) and services;
‘Reservations’ for items to be obtained from inventory; and Service
Entry Sheets for receipt of services in ECC.
 SA.01b - Creates Shopping Carts for Consultants and Independent
Contractors; and Service Entry Sheets for receipt of services in ECC.
Same transactions as the ‘Requisitioner’ Role, however, can also
create Shopping Carts for goods that will go into inventory.
Reviews and approves or rejects supply chain documents:
- SA.07a: Shopping Carts, Low Value Acquisition Purchase
Orders (POs) and Service Entry Sheets.
- SA.07b: Solicitation Documents, POs and contracts.
- SA.07d: Letters of Assist (DFS, NY Only).
- SA.11: MOU POs/Contracts (FBFD, DFS, NY only).
* Appropriate delegation of authority is required.
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Roles & Responsibilities
The following Umoja Enterprise Roles are involved in the Requisitioning process:
Low Value
Acquisitioner
(SA.08)
Buyer
(SA.03)
Buyer Supervisor
(SA.06)
Buyer LOA
(SA.05)
MOU Purchaser
(SA.12)
Creates Purchase Orders under the Low Value Acquisition (LVA)
process for requirements not exceeding $4,000 USD. Creates
Service Entry Sheets in ECC for the receipt of LVA services.
Processes Shopping Carts through solicitations, POs and
contracts and submits for approval.
Manages groups of Buyers; performs workload
redistribution; and allocates Shopping Carts to Buyers.
Creates Purchase Orders for Letters of Assist (DFS, New York
staff only).
Creates Purchase Orders for goods and/or services under
military MOUs (FBFD, DFS, NY only).
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Requisitioning vs. Reservations
Requisitioner
Check Stock
Requirement
List
Inventory Manager
Create
Reservation
Check Stock
Requirement
List
Approve
Reservation
Goods Issue or
Goods Transfer
•
Similar to the current business practice, a Requisitioner should always determine if the required
material/goods are already available, locally, in their Plant's inventory/stock prior to
commencing a procurement activity (i.e. raising a Shopping Cart which was previously referred
to as a ‘Purchase Requisition’)
•
In Umoja, the Requisitioner can run a Stock Availability Report (Stock Overview) in ECC (T-Code:
ZLE_STCK_OVRVW) to verify the availability of a material at their Plant, on the required date.
Additional policies and/or guidance maybe issued in this respect by the responsible authority
•
If the material is available at their Plant, the Requisitioner can create and submit for approval a
Reservation to request issuance of the material from stock . More information on the steps to
create a Reservation is available in the Logistics Job Aid How to Create, Certify and Approve
Reservations for Inventory and in the Umoja Local Inventory Goods Movement course
•
If local stock is not available, the Requisitioner can then raise a Shopping Cart to commence
procurement action
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Requisitioning - Material and Service Masters
With the introduction of the integrated Master Data, the supply chain process will be
more streamlined and effective:
•
Shopping Carts are created identifying the required goods/services by selecting the
appropriate Product Category and a Product ID for each item. Umoja offers the
ability to search these in the system while creating the Shopping Cart.
•
For example, an ‘All-in-One Desktop Computer’ would be identified in Umoja as:
Product Category: 43211501 (Desktop Computer) with
Product ID: 1500010454 (Computer All in One)
•
Product Categories represents the general type of product/service and based on the
United Nations Standard Products and Services Code (UNSPSC) classifications. A
Product Category is usually linked to multiple Product IDs.
•
The Product IDs define the requirement in more detail. It is a unique, specific ID
number for a particular material or service and is a sub-set of the Product Category.
The Product ID is not from the UNSPSC but is created by the UN during codification.
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Requisitioning – Material and Service Masters
•
Each item should include a Product Category AND a Product ID
•
Product IDs are required/mandatory for downstream functions such as ‘inventory’
•
Product Categories/IDs are created and centrally maintained in the
Material/Service Master by the Material Master Data Team and are typically
linked to each other
•
The Material Master Data Team has worked closely with the ‘Business’ to create
Product Categories/IDs for almost everything we require
•
However, due to the cost associated with maintaining the Masters there are some
isolated cases where there may be: a Product Category and only a generic Product
ID i.e. Spare Parts
•
For any questions/assistance in selecting the appropriate Product Categories/IDs
contact the Material Master Data Team: [email protected]
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Material and Service Master Data
The Material and Service Master Records are new Master Data objects within the UN.
Identifying a product/service using the Material or Service Master record enables faster
processing of Shopping Carts through Procurement and are required for downstream
processes (for example Goods Receipt, inventory) and reporting.
Type of material/service
based on the UNSPSC
classification
Product Category
Example: 45111600
(Projectors, Supplies)
Unique ID of a material/service
linked to a Product Category
Product ID
Example: 1500001517
(Projector: Dig)
Characteristics to enable
Material Management
Material Characteristics
Example: Unit of
Measure
Other Physical or
Financial Characteristics
Example: G/L Account
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Material/Service
Master Data
Records
Note: Product IDs are required
for downstream processes such
as inventory and equipment
management.
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Requisitioning Process in Umoja SRM - Summary
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Requisitioning Process (One Time Buy – No Existing Contract)
Material/
Service
Master
Requisitioning
- Create & Approve a
Funded Shopping Cart
(SC)
Buyer Receives the
SC and Creates an
Rfx (Solicitation)
Purchase Order
is Approved
and Released
Receipt, Invoice
& Payment
Processing
With the introduction of the integrated Master Data, the Requisitioning process will be more
streamlined:
• A Funded Shopping Cart (previously referred to as a ‘Requisition’)is created identifying the
required goods and services by selecting the appropriate Product Category for the item(s) and the
Product ID (typically linked) that are maintained in the Material/Service Master
• The Shopping Cart is sent for approval (SA Approver role) and once approved, it is forwarded to the
Buyer
• the Buyer creates an RFx (solicitation ) and sends it for approval (SA Approver role)
• offers are evaluated, a Purchase Order is created by the Buyer, sent for approval (SA Approver
role) and issued
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Re-occurring Requirement – 2 Step End to End Process
*
**
* Buyer publishes items to the Contract Catalog ** Requisitioner adds items from Contract Catalog
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Requisitioning Process (Re-occurring Requirement - No Existing Contract)
STEP 1
Material/
Service
Master
Requisitioning
- Create & Approve an
Unfunded Shopping
Cart (SC)
Buyer Receives the
SC and Creates an
RFx (Solicitation)
Unfunded Contract is
Approved and Items are
Published to the Contract
Catalog
UN Contract Catalog
Re-occurring requirements with no existing contract:
• This involves a 2 step process: an Unfunded Contract is solicited and awarded/published (Contract
Catalog Items); Funded Shopping Carts are created ‘as and when required’ to procure goods/services
or to fund contracts
• Step 1 – Create Unfunded Contract/Contract Catalog Items:
a. the Requisitioner creates an Unfunded Shopping Cart with an estimated ‘Not to Exceed’ value,
that is then sent for approval (SA Approver role)
b. the Buyer solicits and evaluates offers and a contract is approved (SA Approver role) i.e. Systems
Contract, Local Contract, multiple fiscal period contracts etc.)
c. upon approval, the items are ‘published’ to Contract Catalog at the line item level including the
vendor and contractual terms/conditions
such as pricing, Incoterm(s), delivery period etc.
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Requisitioning Process in Umoja SRM (Existing Contract Catalog Item)
STEP 2
UN Contract Catalog
UNGM
Vendors
Material/
Service
Master
Requisitioning
- Create & Approve a
Funded Shopping Cart
Buyer Receives an
Automatically
Generated Populated
Purchase Order
Purchase Order is
Approved and
Released
Receipt,
Invoice &
Payment
Processing
Re-occurring requirements with no existing contract:
• Step 2 – Create a Purchase Order
a. the Requisitioner creates a Funded Shopping Cart selecting items from the Contract Catalog
(includes vendor, price, Incoterm etc.) to procure goods/services or to add funding to a multiple
fiscal period contract
b. once the Shopping Cart is approved (SA Approver role) the Buyer receives a populated Purchase
Order (item data is automatically transferred between documents)
c. The buyer reviews the Purchase Order, submits it for Approval (SA Approver role) and it is
released following approval
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Requisitioning Process in Umoja SRM - Summary
Items Published to the UN Contract Catalog
UN Contract Catalog
UNGM
Vendors
Material/
Service
Master
No Contract Exists –
Re-occurring
(Unfunded SC)
Contract Exists
(Funded SC)
Requisitioning
(Create & Approve a
Shopping Cart (SC))
No Contract Exists –
One Time Buy
(Funded SC)
Buyer Receives the
SC and Creates
an RFx (Solicitation)
Buyer Creates an
Unfunded Contract
that is Approved
Buyer Receives
an Automatically
Populated Purchase
Order
Purchase Order is
Approved and
Released
Buyer Receives the
SC and Creates
an RFx (Solicitation)
Purchase Order
is Approved
and Released
Receipt,
Invoice &
Payment
Processing
With the introduction of the UN Contract Catalog and integrated Master Data, the Requisitioning process will
be more streamlined:
• For re-occurring requirements (Systems Contracts, multiple fiscal period contracts etc.), items can be
solicited and published to the Contract Catalog (includes vendor, price, Incoterms etc.)
• Contract Catalog Items are added to the Shopping Carts and upon approval (SA Approver), Umoja
generates a populated Purchase Order (vendor, Product Category, ID, item, price etc.) that is forwarded to
the Buyer for review, approval (SA Approver) and release
• For items that are not Contract Catalog Items, Material and Service Master Data allows Requisitioners to
add goods/services to Shopping Carts for solicitation
• Upon approval, a Shopping Cart is forwarded to the Buyer for issuance of an RFx and resulting PO
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Funded vs. Unfunded Shopping Carts
Funded Shopping Cart
(One Time Buy)
Upon
Approval
Shopping Cart (SC) is
forwarded to Procurement
for solicitation (RFx)
Resulting A Purchase Order
Procurement
Document
Budgetary
Impact
- SC Approval: funds
Pre-commitment
- Purchase Order Approval:
funds Commitment
Funded Shopping Cart
(Contract Catalog Item)
Unfunded Shopping Cart
(Re-occurring Items)
Populated Purchase Order
forwarded to Procurement
for review/approval
Shopping Cart (SC) is
forwarded to Procurement
for solicitation (RFx)
A Purchase Order
An Unfunded Contract and
the items are published to
the Contract Catalog
- SC Approval: funds
Pre-commitment
- Purchase Order Approval:
funds Commitment
- SC Approval: no funds
Pre-commitment
- Contract Approval: no
funds Commitment
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Requisitioning Process Review
• An Unfunded Shopping Cart can result only in an Unfunded Contract
whose items are published to the Contract Catalog on an line item basis
i.e. Systems Contracts, multiple fiscal period contracts, BPOs
• A Funded Shopping Cart ultimately results in a Purchase Order issued by
Procurement.
• Once approved, a Shopping Cart with items added from the Contract
Catalog results in a pre-populated Purchase Order that is sent to
Procurement for review and approval.
• Items added via Internal Goods/Services result in a Shopping Cart that
once approved is forwarded to Procurement who will undertake
solicitation.
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Requisitioning Process Review
• Therefore, whenever possible, the Contract Catalog should be used to add
items to the Shopping Cart
• Funding for a Shopping Cart is checked through the automated Account
Availability Check (AVC) process prior to it being ordered. A Shopping Cart
cannot be ordered if sufficient funds do not exist in the Cost Center/Fund
Center. The funds pre-commitment is not created until it is approved.
• Almost all products and services procured by the UN will have
Material/Service Master records already populated in Umoja – these are
accessed through the Shopping Cart when adding items. If an appropriate
record does not exist or there are questions on choosing the appropriate
Product Categories/IDs contact the Material Master Data Team: [email protected]
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Low Value Acquisitions - Overview
• The Low Value Acquisitioner Enterprise Role is required to undertake the
LVA process in Umoja
• The Low Value Acquisition (LVA) process is used for ad hoc requirements
that do not exceed $4,000 USD. LVAs should typically not contain Contract
Catalog Items, meaning those items linked to an existing Systems or Local
Contract. The exception is if the item is a Contract Catalog Item from
a Blanket Purchase Order (more to follow on this).
• An approved LVA is a Purchase Order for goods or services and replaces and
automates the current ‘Short Form Purchase Order’ and ‘Direct
Expenditures’ processes
• Once approved by the Approver (Certifying Officer - Cost/Fund Center), the
PO can be issued to the Supplier directly without the involvement of the
Buyer/Procurement
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Low Value Acquisitions - Overview
The Low Value Acquisitioner Enterprise Role can use the Low Value Acquisition (LVA) process to create a
Purchase Order under the following conditions (in green below):
- the item (good/service) does not exceed $4,000 and the item is not a contract catalog
item (on an existing contract) OR
- the item (good/service) does not exceed $4,000 and the item is a Blanket Purchase Order
Contract Catalog Item (discuss further with the Procurement Office)
Note – only the scenario in green below is for action by the Low Value Acquisitioner Role. The red scenarios are for
action by the Requisitioner or Requisitioner – Direct Procurement Roles only.
Order
≤$4000 +
No Existing
Contract*
Use
LVA
Process
Order
≤$4000 +
Contract
Exists*
Use
Requisitioner
Role
Shopping
Cart with
Catalog
Item
* Excludes items from BPO Contracts
Low Value
Acquisitioner Role
* Items from BPO Contracts can be accessed using the LVA process
Order
>$4000
Use
Shopping
Cart
Requisitioner
Role
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Low Value Acquisitions (LVA) vs. Shopping Carts
The process for creating an LVA is similar to creating a Shopping Cart except for the
following distinctions:
LVA (LVA Role)
Type
Supplier
Budgetary
Impact
Shopping Cart
(Requisitioner Roles)
Is a type of PO
Is a Shopping Cart (Requisition)
Supplier must be selected and
finalized during creation
Supplier is not required except when a
Contract Catalog Item is selected in which
case Umoja automatically assigns Supplier
Funds Commitment is created on Funds Pre-commitment is created on
approval of LVA PO
approval of the Shopping Cart
Note: An office’s current ‘Low Value Vendors’ will typically be created in Umoja prior to
implementation. However, if a new supplier is required and does not exist in Umoja SRM, a
request for a new ‘Low Value Vendor’ must be submitted through the appropriate channels i.e.
iNeed etc. The supplier will then be created in Umoja (ECC) by the Central Data Maintenance
team. These ‘Low Value Vendors’ are available only for LVAs in SRM and not regular procurement.
Procurement offices will monitor the use of ‘Low Value Vendors’ and may require their conversion
to a regular supplier status and registration
in UNGM if they are used frequently.
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Integration within Umoja – SRM and ECC
The illustration below shows how the Requisitioning process fits in the end-to-end
Procurement process in Umoja, along with the relevant impacts on Funds Management:
PO(s) from Contract Catalog
SRM
Approval Solicitation Bid(s) Contract(s) Approval
Process
Process
Creation of
Shopping Cart
(PR)
Normal PO(s)
Read only copies of PO(s)
Materials
Management
ECC
Shopping Cart
Generates precommitment in FM
Pre-Commitment
PO’s
replicated
Funds Management
Impacts
Commitment
Goods
Receipt(s)
Actuals
Invoice
Receipts(s)
Actuals
SRM = Supplier Relationship Management
ECC = ERP Central Component
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Learning Checkpoint 1
An Unfunded Shopping Cart can only ultimately result in which procurement document(s):
Select the correct option.
A.
B.
C.
D.
A Funded Purchase Order
An Unfunded Contract/Contract Catalog Items
A Low Value Acquisition
Both A. and B.
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Learning Checkpoint 1
An Unfunded Shopping Cart can only ultimately result in which procurement document(s):
Select the correct option.
A.
B.
C.
D.
A Funded Purchase Order
An Unfunded Contract/Contract Catalog Items
A Low Value Acquisition
Both A. and B.
Option B is the correct answer. Once approved, an Unfunded
Shopping Cart is forwarded to Procurement where the
requirement is solicited resulting in an Unfunded Contract
(i.e. Systems Contract, multiple fiscal period contract). Items
from the Contract are published in the Contract Catalog
including the vendor, pricing, Incoterm(s), delivery dates etc.
Items can be procured by raising a Funded Shopping Cart and
selecting the items from the Contract Catalog. Further
competition is not required.
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Learning Checkpoint 1
A Funded Shopping Cart with a Contract Catalog Item(s) results in which of the
following upon approval:
Select the correct option.
A.
B.
C.
D.
Shopping Cart
Unfunded Contract
Purchase Order
Commitment
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Learning Checkpoint 1
A Funded Shopping Cart with a Contract Catalog Item(s) results in which of the
following upon approval:
Select the correct option.
A.
B.
C.
D.
Shopping Cart
Unfunded Contract
Purchase Order
Commitment
Option C is the correct answer. Once approved, a
Funded Shopping Cart with Contract Catalog Items
results in a populated Purchase Order (vendor, price
etc.). This is forwarded to Procurement for review
and approval. No further solicitation is required.
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Module 1 Summary
The key points covered in this module are listed below:
• The Material and Service Master records are new Master Data objects within UN
and are maintained centrally
• The selection of the correct Product Category and Product ID for the items is
critical for downstream processes (inventory etc.)
• Umoja SRM is a Web-based application used specifically for Requisitioning and
Procurement activities
• Shopping Carts are used in Umoja SRM instead of the current Purchase
Requisitions
• Upon approval, a Shopping Cart results in either: a pre-populated Purchase Order
(Contract Catalog Items only) forwarded to the Buyer for review and approval; or a
Shopping Cart forwarded for solicitation (non Contract Catalog Items)
• Requirements with an estimated total value not exceeding $4,000 USD
can be procured via the LVA process, unless the desired products
are linked to an existing Systems or Local contract (exception
is BPO Contract Catalog Items). The Low Value Acquisitioner
Enterprise Role is required to undertake this activity in Umoja.
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Agenda
Course Introduction
Module 1: Requisitioning in Umoja
Module 2: Create, Order and Edit a Shopping Cart
Course Summary
Course Assessment
Course Survey
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Module 2 Objectives
After completing this module, you will be able to:
•
•
•
•
•
•
•
•
Add an item to a Shopping Cart using 3 different methods
Create and Use Shopping Cart Templates for recurring requirements
Select the appropriate Account Assignment for Shopping Cart items
Create Shopping Carts for services in order to facilitate partial receipt of
services as required
Add an attachment and/or note to a Shopping Cart
Create a Shopping Cart to Establish a Blanket Purchase Order
Check a Shopping Cart for accuracy, funds availability and place the
order
View and Edit Team Carts
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Key Terminology
Key Term
Work Overview
Account Assignment
Account Assignment
Category
Cost Center
Description
It is the screen in Umoja SRM that lists all the tasks, such as
approvals, that require an action by a user.
It is the funding information that is needed for all Shopping Carts
/LVAs (includes applicable Funds and Funds Centers) before being
submitted for approval.
Identifies the type of funding for the procurement action (for
example Cost Center, WBS, Internal Order) and appears in the
Shopping Cart/LVA. This determines the type of account
assignment data that is needed for an item.
It is a cost object that represents a unit of the organization that
collects costs and revenues for on-going operations or functions i.e.
10074 = Engineering Section. This is derived (populated
automatically) based on the information in the user’s profile and
can be amended as required.
Fund Center
It is an organizational unit within the FM module that controls a
budget. It is automatically derived from the Cost Center.
Fund
In Umoja, it represents the foundation for tracking, controlling and
reporting on available financial resources and is typically linked to
an entity i.e. 10UNA = UNON, 20OLA = UNIFIL
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Create Shopping Cart
The following is the process to create and order a Shopping Cart (previously a Purchase
Requisition) for goods or services in Umoja SRM:
Add Items to
Shopping Cart
Complete Item
Details
Order Shopping
Cart
Approve Shopping
Cart
Before starting a Shopping Cart, the Requisitioner should determine the overall
requirements (consolidated procurement) for the good or service and estimate the total
value of the requirement i.e. one-time buy or Systems Contract/multiple fiscal period
contract (value estimated over the proposed lifetime).
•
If the estimated total cost of Shopping Cart is not exceeding $4,000 USD, the LVA
process should typically be followed
Note: All required/relevant fields for the creation of Shopping Carts will be discussed
in the following slides. However, as SRM has not been built specifically for UN, there
are some fields /buttons that are not currently being used for Umoja and which may
not be discussed.
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Access Shopping Cart Screen
To create a Shopping Cart, you must first log in to Umoja SRM.
1
Click the Requisitioning Tab in the upper left corner. This will open the Work
Overview where your pending actions (Alerts, Tasks, Notification Tabs) can be viewed
and accessed.
1
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Access Shopping Cart Screen
After logging in to Umoja SRM, to create a Shopping Cart:
•2
•3
Click Requisitioning in the left navigation bar. The Requisitioning Overview page is
displayed - here you can view all your previous Shopping Carts at the line item level
with their current status.
Click Shopping Cart under the Create Documents or the Create Shopping Cart button
2
3
3
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Access Shopping Cart Screen
The Create Shopping Cart screen opens in a new window/tab
Tip: Use Default Settings to define presets for things
like product category, account assignment, fund, etc.
Useful for adding many items
a shopping
Copyrightto
© United
Nations cart.
42
Add Items to a Shopping Cart
Add Items to
Shopping Cart
Complete Item
Details
Order
Shopping Cart
Approve
Shopping Cart
The 3 main ways to add an item (good/service) to a Shopping Cart are as follows:
Contract Catalog
Internal
Goods/Services
(Material/Service
Masters
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Old Shopping
Carts &
Templates
43
Add Items to a Shopping Cart – Contract Catalog
Contract Catalog
Internal
Goods/Services
Old Shopping
Carts &
Templates
•
The Contract Catalog is used to add items from Systems and/or Local Contracts
•
Items can be searched based on Product Category, Product Description, Contract ID or
other criteria
•
It is the first option that should be used by Requisitioners when searching for an item, as it
is the easiest and most efficient way to carry out Requisitioning & Procurement - further
solicitation of the requirement is not needed and a Purchase Order (PO) can be issued
directly
•
After Shopping Carts with items from the Contract Catalog are approved, a pre-populated
PO is automatically generated and sent to the Buyer for review and release for approval.
This could include procuring from a Systems Contracts or adding funding for a multiple
fiscal period contract. Solicitation is not required because, the Contract has already been
approved by the contracting authority and further solicitation of the requirement is not
needed (no change from current rules and regulations).
•
If there are multiple contracts available for an item, the Requisitioner has
the option to select which contract to use
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Add Items to a Shopping Cart – Internal Goods/Services
Contract Catalog
Internal
Goods/Services
Old Shopping
Carts &
Templates
•
The Internal Goods/Service option is used to identify/select items using the Material/Service
Master records in Umoja.
•
The system will alert the user if the selected item is already available from the Contract
Catalog making it available for faster fulfilment. The user may choose to select Contract
Catalog Item or not.
•
It allows the Requisitioner to clearly identify the required goods/services with consistency.
The Material/Service Master records contain Product Categories/IDs, unit of issue etc.
•
Items in the Material or Service Master (centrally maintained) support faster processing of
Shopping Carts through procurement and also enables for downstream processes (for
example Goods Receipt, inventory) and consistent identification of goods and services to
facilitate accurate reporting
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Add Items to a Shopping Cart – Internal Goods/Services
Contract Catalog
Internal
Goods/Services
Old Shopping
Carts &
Templates
•
Product IDs are required for any item that will be managed in inventory after goods receipt
•
Generic Product ID’s (includes IDs for services) have been created to support exceptional cases
when a specific Product ID cannot be found to fit the requirement
•
If a new Material/Service Master is required, contact your Local Help Desk to raise an iNeed ticket
that will go to the Material Master Data Team (currently at the UNGSC) to review/action as
appropriate
•
Refer to the Umoja Material Master Data Overview CBT and the detailed information on
Material/Service Masters on iSeek for more guidance
•
Address questions on the Material/Service Masters, selection of Product Categories/Product IDs,
use of Generic Product IDs etc. to the Material Master Data Team: [email protected]@[email protected]@[email protected]
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Add Items to a Shopping Cart – Old Shopping Carts/Templates
Contract Catalog
Internal
Goods/Services
Old Shopping
Carts &
Templates
•
Shopping Carts can be created from old Shopping Carts
•
In addition, it is possible to create a Shopping Cart Templates with items
that are commonly ordered to reduce the Shopping Cart creation time
•
If particular items are requisitioned on a regular basis, the Shopping Cart
Template can be used as a starting point for the creation of a Shopping Cart
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Add Items to a Shopping Cart (Contract Catalog)
Add Items to
Shopping Cart
Complete Item
Details
Order
Shopping Cart
Approve
Shopping Cart
Now, let’s look at the detailed steps for adding an item using the Contract Catalog:
Contract Catalog
Internal
Goods/Service
Old Shopping
Carts &
Templates
Scenario:
The Medical Section would like to
requisition an X-Ray Table (quantity 1)
from the Contract Catalog for their clinic.
The Contract Catalog Item is from a
Systems Contract.
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Add Items to a Shopping Cart (Contract Catalog)
The steps to add an item using the Contract Catalog are as follows:
•1 Click the Add Item button
•2 Select Contract Catalog. The Contract Catalog screen will open in a new window.
1
2
1
Note: The other options shown in the
other options shown in the
drop Note:
downThe
menu
(Limit Item, Service
drop down menu (Limit Item, Service
Order,
Service Request, With Free
Order and Service Request) are not
Description)
areinnot
being
used
in
being used
Umoja
at this
time.
Umoja at this time.
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Add Items to a Shopping Cart (Contract Catalog)
3•
4•
Search for an item using the Keyword field. Alternatively, search by Product Group
(Product Category), Contract ID, Contract Reference Number etc. A user can also
browse/further filter by Category or Supplier (see the lower left side)
Click the Search button
Tip: Use a wildcard (*) symbol before
3
4
3
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and after the search terms to view all
matches containing the word (e.g. *xray*)
50
Add Items to a Shopping Cart (Contract Catalog)
5•
6•
7•
Click the check box next to the item you would like to add. Note, scroll to the right
to view the columns with additional information such as Incoterms, Supplier,
Product ID, Contract Reference Number and Price
Click the Quantity field to type in the desired quantity
Click the Add to Cart button (or click Shopping Cart icon
)
7
6
7
5
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Add Items to a Shopping Cart (Contract Catalog)
8
•8
•9
10
Clicking on the item under the Short
Description column in the Catalog launches the
Item View for that Contract Catalog Item
9
The Requisitioner can view the specific item
details of the item found in the Long
Description field
9
Additional text from the
Long Description field
Detailed Item Specifications
The Umoja Reference number is the contract
number assigned by Umoja.
•11 The Reference number is the contract number
assigned by the Buyer. Procurement Division
has provided a link to access a scanned copy
their Systems Contracts:
http://extranet.unsystem.org/pd/contracts.htm
For more information contact your
Procurement Office.
11
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10
52
Add Items to a Shopping Cart (Contract Catalog)
•12 Click the Check Out button when all items have been added. You will return to the
Create Shopping Cart screen. Click on View Cart if you would like to view the items first.
1
1
12
11
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Add Items to a Shopping Cart (Contract Catalog)
Note: in some cases, there are multiple Contract Catalog Items available for the same
item, for example when different Incoterms are available under the contract. Contact the
Procurement section if you are unsure of which Incoterm to use for your Shopping Cart
or have questions on the Contract Catalog Items.
For Contract Catalog Items with Incoterms that require freight forwarding (for example
FCA), the Requisitioner will need to add a line to the Shopping Cart for freight prior to
submitting it for approval.
Umoja will alert the Requisitioner if this is required and has not been done. If a freight
line is required, it is added using ‘Internal Goods/Services’ which accesses the Material
and Service Master Data. This will be covered in more detail shortly.
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Umoja Alert Symbols
Umoja displays 2 types of alerts in the Shopping Cart:
• Error ( ): If an error is displayed it must be rectified before the
Shopping Cart can be ordered. For example: An error is displayed
if there is a missing Fund, Account Assignment or other critical
Funds Management error.
• Warning ( ): If a warning is displayed, the user should review the
warning and make necessary adjustments, if needed. However,
the Shopping Cart can still be ordered, even if there is an active
warning. For example: a warning is displayed if an existing
contract is available for an item.
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Shopping Lists in the Contract Catalog
Within the Contract Catalog, the Shopping List function can be used to quickly add items
that are frequently ordered from existing local and Systems Contracts
To add an item to a Shopping List:
3
•1 Search for the item in the catalog
•2 Select the desired items
• Click the Add to Shopping List button
3
2
4
5
6
4•
Select the List Type: New List or Existing List
5•
Name your New List or select an Existing List
6•
Add any details in the notes field about the list
•7 Click the Save button
7
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Shopping Lists in the Contract Catalog
To access a saved Shopping List and view your previously saved items:
•1 From any page within the
Catalog click the Shopping Lists
link
2•
Select the relevant
Shopping List
3•
Select the items and
quantities that you wish
to add to your current
shopping cart and then
click Add to Cart
1
2
3
3
Note: You can also remove
items from your Shopping
List from this screen using
Remove from Shopping List
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Product Category Contract Catalog Items
There are 2 types of Contract Catalog Items:
1. Standard Contract Catalog Items – Individual Line Items are Defined Down to the
Product ID Level
- include: Product Category + Product ID + Incoterm + Price
- examples: Systems Contracts (those with line items defined), Multi-fiscal Period
Contracts (lease, catering etc.)
2. Product Category Contract Catalog Items – There are Too Many Items to List Individually
and/or Regularly Fluctuating Prices so Only the Product Category is Included
- item specifies a Product Category only (no Product ID, no Price, Incoterm optional)
- the Product Category Contract Catalog Item is selected and further defined in the
Shopping Cart – assigning a Product ID, Pricing and part # (from external price list etc.)
- examples: Systems Contracts such as Transport Spare Parts, CISCO and Blanket
Purchase Order (BPO)
- Blanket Purchase Orders which are basically a Systems Contracts with a not-to-exceed
value of up to $50,000
* a contract can contain both standard and Product Category items
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Product Category Contract Catalog Items
As explained, there are certain types of contracts in the Contract Catalog that do not list all of the line
items covered under the contract. This is the case for contracts covering a large number of different
products/items, often with frequently changing prices such as transport spare parts Systems Contracts
or Blanket Purchase Orders etc. These items are Product Category Contract Catalog Items.
While the Product Category is included for the listed items, the Product ID field and the price is blank.
There may be several lines in the contract each with a different Product Category.
Recall that typically both the Product Category and Product ID are required for all items. If a Product
Category Item is selected, the Requisitioner is required to populate the appropriate Product ID and unit
price for each item prior to submitting the Shopping Cart for approval.
To Order from a Product Category Contract, the Requisitioner will:
– Select the applicable Product Category Contract Catalog Item (has no Product ID) from the
Contract Catalog
– Create a Funded Shopping Cart
– Select the most appropriate Product ID from the Material/Service Master records available in
that Product Category (questions to MDM Team: [email protected])
– Enter the price for the item using an external price list as reference and include the item
description/supplier part # in the Shopping Cart Notes if not in the Product ID (more to follow)
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Product Category Contract Catalog Items
To Establish a Product Category Contract, the Requisitioner will:
– Add a Product Category Contract Catalog Item(s) that has a Product Category only (no Product
ID) using Internal Goods/Services (more to follow on this method)
– Create an Unfunded Shopping Cart. Note that on the Item Data Tab an entry must be made in
the ‘Description’ field or the Shopping Cart cannot be ordered
– The Shopping Cart should include an estimated value and a note to the Buyer describing the
requirement i.e. this is to create a BPO or Systems Contract for Transport Spares etc.
– The Requisitioner can attach a list of the proposed items to the Shopping Cart for the Buyer
– Procurement awards a contract and publishes the Product Category Contract Catalog Items to
the Contract Catalog (with no price)
For Detailed Steps and additional information, refer to the Umoja Product Category Contracts Job Aid
for requisitioners, available on the Umoja iSeek page.
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Simulation Activities
Throughout this training, users will have the opportunity to
conduct activities in the form of simulations. Simulations
are interactive recordings of the Umoja system used to
help facilitate a hands-on learning experience. The
simulation links are provided on the corresponding activity
slides.
Users can access simulations in 3 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
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Activity 1
Transaction Name: Add a Contract Catalog Item
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.4554?originalContext=1.11.2695
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Add Items to a Shopping Cart (Internal Goods/Services)
Add Items to
Shopping Cart
Complete Item
Details
Order
Shopping Cart
Approve
Shopping Cart
Now, let’s look at the detailed steps for adding an item using the Internal Goods/Service:
Internal
Goods/Services
(Material/Service
Masters)
Contract Catalog
Old Shopping
Carts &
Templates
Scenario:
The Supply Section would like to
requisition Digital Projectors (Qty 5)
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Add Items to a Shopping Cart (Internal Goods/Services)
If an item is NOT listed in the Contract Catalog (i.e. not available from an existing contract)
it is added using the Internal Goods/Services option. This will let you search the Umoja
Material/Service Master database and identify the required item(s).
To add an item, there are 2 options from the Create Shopping Cart screen:
1
1.
Click the Add Item button
2 Select the Internal Goods/Services option. The Add Internal Goods/Services pop2.
up window is displayed OR
3 Click Product ID and enter the Product ID # if known or click Matchcode to search
1
3
2
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Add Items to a Shopping Cart (Internal Goods/Services)
4
Click the 2nd Matchcode button
and the advanced pop-up
search window will open that
will allow you to search for the
Product ID
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4
65
Add Items to a Shopping Cart (Internal Goods/Services)
5
4.
Enter search terms in the appropriate fields(s), then click the Start Search button
• The Category ID field can be used to narrow down your search to a specific
Product Category (delete any pre-populated Category ID if not required)
• The Product Description field should be used to search based on descriptive
phrases
• The Product Type field has two possible values: 01 for Material and 02 for Service,
select one if desired to narrow the results (not mandatory)
5
Tip: Use a wildcard (*) symbol before
and after the search terms to view all
possible matches (e.g. *projector*)
5
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Add Items to a Shopping Cart (Internal Goods/Services)
6
4.
6
Click the grey box next to the appropriate line item to select it. Ensure you verify that the Product Category
description linked to the selected Product ID is appropriate. Note for commerical services select only a 7
digit Product ID that begins with ’30’.
7
5.
Click the OK button or anywhere on the line of the appropriate item to add the item to the Shopping Cart.
If you click OK, a window will open in which you can enter the quantity and the delivery date, however, this
information can also be added later in the Shopping Cart. Press Enter or on your keyboard to refresh.
7
7
Recall: Generic Product IDs are included to support shopping carts where the
relevant Product ID is not found (e.g. 1200002407 is Spare: TPT under Product
Category 25170000 that can be used for an unlisted Transport spare part)
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Add Items to a Shopping Cart (Freight Line)
As mentioned, if a Contract Catalog Item with an Incoterm that requires freight is
selected i.e. EXW, FCA etc. a freight line must be added to the Shopping Cart.
In fact, for the these Contract Catalog Items, the system will prompt and require the
Requisitioner to add a line to the Shopping Cart for freight costs prior to submitting for
approval. A Help Display is available.
The red icon indicates that the action must be taken in order to proceed with the
Shopping Cart. A freight line must be added before the Shopping Cart can be ordered.
For non Contract Catalog Items added via the Internal Goods/Services that require
freight, a freight line should be added although Umoja will not provide a warning if not
done.
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Add Items to a Shopping Cart (Freight Line)
To add the line item for Freight Charge costs:
1
1
1.
Click the Add Item button in the Item Overview section
2
2.
Select the Internal Goods/Services option. The Add
2
Internal Goods/Services window will display (more details
on adding items by Internal Goods/Services to follow)
3
3.
Enter the following parameters in the window to add the
Freight Charge line item:
• Product ID:
3000259 (Category is 78100000)
• Description:
Freight Charge
• Quantity/Unit: 1 EA
• Required:
3
Same delivery date as item
4.
Click the OK button to add item to the shopping cart
4
4
5
5.
Add estimated Net Price for freight
5
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Add Items to a Shopping Cart (Services)
•
The Requisitioning process for services is identical to requisitioning for goods.
However, the Shopping Cart should be set up in a way that facilitates the potential
for partial receipt and payment of services in Umoja if required.
•
The Requisitioner must plan for and be aware of how the service is expected to be
delivered and if partial service delivery/payment will be required. This is to ensure
that the downstream service receipts can be made for a partial service delivery i.e.
monthly.
•
Recall that a specific unit of measure is linked to each Product ID and cannot be
modified in the Shopping Cart. Some units of measure facilitate partial receipts over
the period of contract (e.g. months, weeks, etc.) , however, some may not such as
EA (each).
•
Consider the example that security guard services are required for one year at an
estimated cost of $120,000. If the unit of measure is EA with a Quantity 1 at a total
estimated cost of $120,000 then it won't be possible to receive or pay for any
partial deliveries (monthly etc.). Only 1 receipt can be made as the quantity is 1.
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Add Items to a Shopping Cart (Services)
Let’s take a look at this example and how to avoid this issue when raising a Shopping Cart:
•
A Requisitioner creates a Shopping Cart for one year of security guard services estimated
at $120,000. The relevant Product/Service Master ID has been selected and the item has
been added to the Shopping Cart with a quantity of 1 EA (each) for the one year of
service. The total estimated value of $120,000 for the year (estimated price of $10,000
per month) is entered – see below. The Purchase Order (PO) is issued on this basis.
•
When the time comes to receive this service in Umoja, the Requisitioner finds that the
service provider is to be paid monthly in arrears after each month of security guard
service is delivered (i.e. partial service delivery). However, partial payment cannot be
made on this PO as the quantity is 1 and 1 cannot be received/split into 12 portions.
**Typically a revised Shopping Cart/Purchase Order will be required to rectify the issue**
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Add Items to a Shopping Cart (Services)
How to Avoid this Issue for this Annual $120,000 Contract:
If possible, select a Product ID with the unit of issue that reflects the delivery/payment schedule in order
to allow for partial receipt . For example, use a Product ID of ‘Month ‘or if one does not exist use ‘EA’
and indicate a quantity of 12 at $10,000 dollars each (see below). The Requisitioner can then receive
the Services at 1 unit (each representing a month) at $10,000 each, for a total of 12 months/$120,000:
-
Or create separate line items for each unit of service to be received
Another technique for requisitioning for Services to allow for partial receipt, including on an ‘as and
when requested’ basis, is to:
•
Flip the quantity and price (e.g. quantity 120,000 Units @ $1 EA) – allows for a variation in
service delivery/payment (i.e. if on an ‘as an when required’ basis and not monthly)
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Add Items to a Shopping Cart (Old Shopping Carts and Templates)
Add Items to
Shopping Cart
Complete Item
Details
Order
Shopping Cart
Approve
Shopping Cart
Now, let’s look at the detailed steps for adding an item using an old Shopping Cart or
from a Shopping Cart Template:
Contract Catalog
Internal
Goods/Services
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Old Shopping
Carts &
Templates
73
Add Items to a Shopping Cart (Old Shopping Carts & Templates)
Shopping Carts can be created from old Shopping Carts or from previously created and
saved Shopping Cart Templates:
Click Create a Shopping Cart from the Requisitioning area on the SRM home screen
1•
2•
Click the Add Item button
3•
Select the Old Shopping Carts and Templates option. A pop-up window will open.
2
3
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Add Items to a Shopping Cart (Old Shopping Carts & Templates)
4
4.
Enter the name of the old Shopping Cart or of the previously saved Shopping Cart
Template in the Name of Shopping Cart field. If you do not know the name, you can
conduct a search based on other criteria, such as Number, Product Category etc.
5 Select the desired Shopping Cart or Template
5.
6 Click the OK button
6.
4
Tip: Conduct a wildcard search for
“*template*” in the name field to
display all Templates created with
the word “template” in the name
5
6
All items in the Template will be added to your Shopping Cart, along with their
corresponding details, as completed in the saved Template. You can then edit any
Shopping Cart or Item details before ordering the Shopping Cart as usual.
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Create a Shopping Cart Templates
Shopping Cart templates can be created for recurring requirements. The first step is to
create and save a template. To do this:
•1 Click the Requisitioning Tab
•2 Click Requisitioning in the left navigation bar. The Requisitioning Overview page is
displayed
•3 Click Shopping Cart Template under the Create Documents section
1
2
3
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Create a Shopping Cart Template
4.
4 Add items, as you would with a standard Shopping Cart (i.e. using the Contract
Catalog or Internal Goods/Services option). Then, complete and verify any (or all)
other fields for the Shopping Cart (i.e. Item Details, Account Assignment, etc.)
5 Enter a name for the Template, so that you can find it later
5.
6 Click the Save As Template button
5.
7 Click the Close button to return to the SRM home screen
6.
7
6
55
Tip: Use the word “template” in the
Tip: Use the word “template” in
name to easily find it again later
the name to easily find it again later
44
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Complete Item Details
Add Items to
Shopping Cart
Complete Item
Details
Order
Shopping Cart
Approve
Shopping Cart
After all the required items are added to the Shopping Cart, the next step is to edit the
item details for each of the line items.
The Shopping Cart Item Detail tabs, such as Item Data, Account Assignment, Notes and
Attachments, Delivery Address, Sources of Supply, Availability and Approvals Process
Overview need to be reviewed and/or completed before a Shopping Cart can be
successfully ordered.
Note: There are 2 tabs not currently in use at this time – User-Specified Status
and Subcontracting
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Complete Item Details
The steps to edit an Item’s Details are as follows:
1.1 Select the required line item
2.2 Click the Details button. Alternatively, click the hyperlink line item number
This automatically opens up the Item Details tabs at the bottom of the page. To return
to the overview of the Shopping Cart, scroll up.
2
1
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Complete Item Details (#1 - Item Data Tab)
The Item Detail Tabs should be completed by working your way across from left to right. The
information must be entered and confirmed for each line item on each tab.
Tip – use the arrow buttons to move between items in the same tab i.e. for example,
complete the Item Data Tab information for all items without leaving the tab.
Only the first 7 tabs are in use. Item Data and Account Assignment Tabs must be completed.
Notes and Attachments is optional. Delivery Address/Performance Location, Sources of
Supply/Service Agents and Approval Process Overview are for information. Availability is
under development. Start with the Item Data Tab and work your way to the right.
Left to Right
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Complete Item Details (Item Data Tab)
3.
1 The Item Data Tab allows you to enter or edit basic information such as Quantity,
Estimated Price, Delivery Date and so on.
Note: Fields marked in red are required
and should be reviewed prior to ordering.
= Pay special attention to ensure
proper shopping cart creation
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Complete Item Details (Item Data Tab – Direct Material)
• Those Requisitioners procuring goods to go to inventory will
require the Requisitioner – Direct Procurement Enterprise Role.
• The main difference between this Role and the Requisitioner Role
is that the Requisitioner – Direct Procurement can also create
Shopping Carts for items that will be sent to inventory (referred
to as Direct Materials in Umoja) as opposed to be consumed.
• Inventoried items will be included in the financial statements i.e.
under Inventory on the Balance Sheet.
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Complete Item Details (Item Data Tab – Direct Material)
• The Requisitioner Role can only raise Shopping Carts for
Consumption items.
• The Requisitioner – Direct Procurement can raise Shopping Carts
for both Consumption and items to go to Inventory.
• The creation of the Shopping Cart including the selection of items
from the Contract Catalog, Internal Goods and Services or from
old Shopping Carts or Templates remains the same.
• The main differences in the Shopping Cart, although limited, are
on the Item Data and Account Assignment Tabs (more to follow
on the Account Assignment Tab).
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Complete Item Details (Item Data Tab – Direct Material)
1
2
After adding the item(s) to the Shopping Cart, open the Item Data Tab and fill in the
Quantity, Price/Currency, Delivery Date etc. and check the Purchasing Group,
Location/plant etc. as per usual
Click on the Order as Direct Material box to populate it with a check mark. Note: the
Storage Location must be populated and check to ensure that it is correct.
2
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Complete Item Details (#2 - Account Assignment Tab)
All Shopping Carts need to have accurate Account Assignment information in order to
determine the funding source before they can be ordered. In order to complete the Account
Assignment Tab there are 3 key fields that the Requisitioner must enter and/or validate:
Account Assignment
Category
Cost/Fund Center, Internal
Order or WBS
Specifies what type of object
in Umoja is being charged (for
example Cost Center, Internal
Order, WBS, Unfunded or
Asset ) for the Shopping Cart.
Specifies the Cost Center, or
Internal Order or WBS number that
will be charged.
All Cost Centers have an identical
Funds Center. This field is prepopulated based on the Cost
Center, which is typically defaulted
based on the user profile.
If applicable, the Internal Order or
a WBS, number will be provided to
the Requisitioner by the
appropriate office i.e. Budget etc.
Fund
Specifies the entity i.e. 20OLA
= UNIFIL
Umoja SRM will perform an 'AVC' to verify if sufficient funds are available to cover the estimated total cost
of the Shopping Cart . If funds are not available the Shopping Cart will not be submitted for approval.
The budget is impacted only once a Funded Shopping Cart is approved (i.e. a Pre-commitment of funds).
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Complete Item Details – Account Assignment Categories
While the default Account Assignment Category called ‘Cost Center’ is typically used in many offices
for the majority of Shopping Carts, it may be necessary for you to select another option. The key
Account Assignment Categories to be familiar with are:
Asset
Cost Center
Used for the majority of Shopping Carts, this
option will charge the selected Cost Center
(defaulted based on the Requisitioner’s user
attributes) for the estimated amount i.e. 10076
(Supply Section).
An item defined as an Asset under IPSAS i.e.
valued at ≥$20,000 USD (≥$5,000 USD for
specified smaller entities) and for certain items
(i.e. vehicles) valued at ≥$5,000 USD.
WBS (Work Breakdown Structure)
Order (Internal Order)
Used to collect costs and revenues for a
specific event/simple project that has defined
start and end dates and is usually temporary in
nature and where costs should be segregated
from other events or on-going operations to
enable more detailed monitoring. Users would
be advised when to requisition against an
Internal Order.
Used only for larger projects associated with
the Project Management module of Umoja.
Users would be advised when to requisition
against a WBS.
Unfunded
Unfunded Shopping Carts are typically used to
initiate the solicitations process to create an
Unfunded Contract i.e. Systems Contract ,
multiple fiscal period contract, BPO. A Funded
Shopping Cart will subsequently be required to
issue a PO to procure items or to add internal
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funding.
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Complete Item Details (Account Assignment Tab)
Now, let‘s see what this looks like in the system. The steps to enter the Account Assignment Tab
information are:
•1 Click the Account Assignment Tab
•2 Select the line 001 by clicking in the grey box beside the line item or on the item hyperlink
•3 Click the Details button. This displays the account assignment details.
1
3
2
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Complete Item Details (Account Assignment Tab – Cost Center)
Much of the information on this tab is pre-populated based on the material/service being
requisitioned and your user profile information. However, the information should be
verified and some fields must be completed.
4•
As noted, for the majority of Shopping Carts, the Account Assignment Category
should be left as Cost Center – defaults to Cost Center is based on your user profile
5•
Enter the Fund to be used for your requirement (usually same across one entity)
and press Return on your keyboard (the Budget Period should populate)
•
As noted, for the majority of Shopping Carts, the Account Assignment Category
should be left as “Cost Center” – default Cost Center is based on your user profile
5
4
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Complete Item Details (Account Assignment Tab – Cost Center)
Note: to split the costs of a Shopping Cart between Cost/Fund Centers, it is necessary to
create a new line item for each Cost Center/Account Assignment.
For example, if a central team is creating a Shopping Cart for 5 digital projectors that will
be divided between two Cost Centers, the Shopping Cart and Account Assignment
should be formulated as follows:
Line
Item
Quantity
Cost Center
1
Digital Projectors
2 EA
Cost Center A
2
Digital Projectors
3 EA
Cost Center B
Note: Umoja is not configured to use the Cost Distribution
functionality in SRM for typical requirements - users are to
avoid splitting cost distribution for a single line item.
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Complete Item Details (Account Assignment Tab – WBS and Order Element)
If an item is to be funded using the WBS Element or Order Account Assignment
Category, the Requisitioner will be provided with the appropriate reference number.
1
1
Using the drop down Account Assignment Category Tab and menu, select WBS
Element or Order as appropriate
2
Based on the selection, a new field will appear - either WBS Element or Order
2
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Complete Item Details (Account Assignment Tab – WBS and Order Element)
3
Enter the WBS Element or Order reference number, as provided, in the new field.
The appropriate Fund Center field will be automatically populated.
4
If required, use the Matchcode to search for possible WBS Elements or Order
reference number by leaving the fields blank and pressing search, highlight the
correct reference number and click OK. However, the selection should be confirmed
by the responsible office prior to ordering the Shopping Cart.
4
3
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Complete Item Details – Account Assignment Categories
Cost Center

Used for the majority of Shopping Carts, this
option will charge the selected Cost Center
(defaulted based on the Requisitioner’s user
attributes) for the estimated amount i.e. 10076
(Supply Section).
Order (Internal Order)

Asset
An item defined as an Asset under IPSAS i.e.
valued at ≥$20,000 USD ($≥5,000 USD or more
for specified smaller entities) and for certain
items (i.e. vehicles) valued at ≥$5,000 USD.
WBS (Work Breakdown Structure)
Used to collect costs and revenues for a
specific event/simple project that has defined
start and end dates and is usually temporary in
nature and where costs should be segregated
from other events or on-going operations to
enable more detailed monitoring. Users would
be advised when to requisition against an
Internal Order.

Used only for larger projects associated with
the Project Management module of Umoja.
Users would be advised when to requisition
against a WBS.
Unfunded
Unfunded Shopping Carts are typically used to
initiate the solicitations process to create an
Unfunded Contract i.e. Systems Contract ,
multiple fiscal period contract, BPO. A funded
Shopping Cart will subsequently be required to
issue a PO to procure items or add internal
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Complete Item Details (Account Assignment Tab – Asset)
• The Requisitioner must verify if a product is considered to be a Asset in
accordance with the IPSAS guidelines i.e. it is valued at ≥$20,000 USD
($≥5,000 USD or more for specified smaller entities) or for certain items (i.e.
vehicles) valued at ≥$5,000 USD.
• Items must be identified as Assets in the Shopping Cart by completing various
unique fields. This is required to ensure and facilitate the completion of the
appropriate down stream processes i.e. capitalizing cost, inventory, recording
in the financial records etc.
• The first step is to search/add items to the Shopping Cart based on the
description. Items can be added by any of the 3 methods (Contract Catalog
Items, Internal Goods and Services, Old Shopping Carts/Templates). Complete
the Item Data Tab as per usual.
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Complete Item Details (Account Assignment Tab – Asset)
The Product ID for Assets valued at $20,000 USD or more typically starts with ‘21’
i.e. the Product ID for a ‘Computer, Server, Standalone’ (Asset) is: 2100001063
Recall, each Product ID is created by the Master Data Maintenance Team during
codification and is linked to a Product Category. The classification of an item as
an Asset or not, typically takes place at that stage for items valued at $20,000 or
more. Note smaller offices that have the lower threshold of $5,000 may have
Assets with product IDs not starting with ’21’.
Each Asset (each unit in an Asset line item) must be assigned a unique Asset
Master Record number when creating the Shopping Cart. This is required for
down stream activities.
For any questions/assistance in selecting the appropriate Product Categories/IDs
contact the Material Master Data Team: [email protected]
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Complete Item Details (Account Assignment Tab - Asset)
•1
For Assets, the Account Assignment Category must be Asset. Those Asset Product IDs starting with ’21’
will automatically populate this field as an Asset. If required, select Asset from the drop-down menu.
•2
Enter either Fund Centre, WBS Element or Order (depending on nature of the funding source). For
Order/WBS Element, Requisitioners will be provided with the associated reference number to enter.
•3
Enter the Fund and press Enter on your keyboard (verify the Budget Period populates correctly)
•4
Click the Asset Master Class drop-down and select the option provided. Click the Create Asset Master
button.
1
6
3
6
6
2
4
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Complete Item Details (Account Assignment Tab - Asset)
•5
Umoja will create/assign a unique Asset Master Record number for the unit and
populate the description field to the right of the Asset Master Record number.
•6
This information also populates the line at the top of the page. Note if the line item has
a quantity >1, a unique Asset Master Record number must be created for each unit.
•7
To create an Asset Master Record number for additional units in the line item, click Add
Line.
7
11
6
5
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Complete Item Details (Account Assignment Tab - Asset)
•8
A new line appears (the 2nd unit of line item 1). A new line is required for each unit.
•9
Select the 2nd unit of the item (click in grey box on the left of the 2nd unit’s line). This will
open an Account Assignment Tab screen for the 2nd unit of line item 1. Repeat steps 1-4
to select the Account Assignment Category, Fund/WBS or Order, Fund and create the
unique Asset Master Record number for each unit.
For each additional unit in the line item, repeat steps 7 and then 1-4 above
9
8
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Complete Item Details – Account Assignment Categories
Cost Center

Used for the majority of Shopping Carts, this
option will charge the selected Cost Center
(defaulted based on the Requisitioner’s user
attributes) for the estimated amount i.e. 10076
(Supply Section).
Order (Internal Order)

Used to collect costs and revenues for a
specific event/simple project that has defined
start and end dates and is usually temporary in
nature and where costs should be segregated
from other events or on-going operations to
enable more detailed monitoring. Users would
be advised when to requisition against an
Internal Order.
Asset

An item defined as an Asset under IPSAS i.e.
valued at ≥$20,000 USD ($≥5,000 USD or more
for specified smaller entities) and for certain
items (i.e. vehicles) valued at ≥$5,000 USD.
WBS (Work Breakdown Structure)

Used only for larger projects associated with
the Project Management module of Umoja.
Users would be advised when to requisition
against a WBS.
Unfunded
Unfunded Shopping Carts are typically used to
initiate the solicitations process to create an
Unfunded Contract i.e. Systems Contract ,
multiple fiscal period contract, BPO. A funded
Shopping Cart will subsequently be required to
issue a PO to procure items or add internal
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Complete Item Details (Account Assignment Tab – Unfunded)
• An Unfunded Shopping Cart can be used to initiate the solicitation process to
establish an Unfunded Contract /Contract Catalog Items. These are contracts
such as Systems Contracts, Blanket Purchase Order Agreements, multiple fiscal
period contracts etc. It can also be used to initiate the solicitation process in
advance of the receipt of funds prior to an upcoming budget period.
• The Unfunded Account Assignment Category is selected when the Shopping
Cart is created. Although called Unfunded, the Shopping Cart should include
the total estimated value of the requirement over the lifetime of the proposed
contract (including optional years). Due to the selection of the Unfunded
Account Assignment Category, when the Shopping Cart is approved there is no
pre-commitment of funds.
• The Unfunded Shopping Cart is processed by the Buyer and can only result in a
Unfunded Contract/Contract Catalog Items.
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Complete Item Details (Account Assignment Tab – Unfunded)
• The estimated value of the requirement is important as the RFx and contract
must be approved by the appropriate contracting authority based on the total
estimated/not to exceed value over the life-time of the contract. It is also
helpful to inform the Approver (Certifying Officer Delegation) of the estimated
value of the requirement.
• The items in the approved contract are published to Umoja’s Contract Catalog.
As in the legacy system, in order to procure goods/services against a Systems
Contract or to issue internal funding (i.e. lease contract), a funded Shopping
Cart and a resulting Purchase Order must be issued.
• To do so, the Requisitioner raises a Funded Shopping Cart, selecting the
item(s) from the Contract Catalog. Upon approval, the Shopping Cart converts
into a populated Purchase Order that is forwarded via Workflow to the Buyer
for review and subsequently forwarded to the Approver (Procurement
Delegation) for approval.
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Complete Item Details (Account Assignment Tab – Unfunded)
Add items to the Shopping Cart using Internal Goods/Services or Old Shopping Carts
and Templates. Complete the Item Data Tab with the estimated quantity (over the
life-time of the contract) and the estimated price etc.
1
Using the Account Assignment Category drop-down and select Unfunded.
2
Enter the Cost Center and the Fund and press Enter on the keyboard. Verify that the
Budget Period is correct.
1
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Review: Funded vs. Unfunded Shopping Carts
Funded Shopping Cart
(One Time Buy)
Upon
Approval
Shopping Cart (SC) is
forwarded to Procurement
for solicitation (RFx)
Resulting A Purchase Order
Procurement
Document
Budgetary
Impact
- SC Approval: funds
Pre-commitment
- Purchase Order Approval:
funds Commitment
Funded Shopping Cart
(Contract Catalog Item)
Unfunded Shopping Cart
(Re-occurring Items)
Populated Purchase Order
forwarded to Procurement
for review/approval
Shopping Cart (SC) is
forwarded to Procurement
for solicitation (RFx)
A Purchase Order
An Unfunded Contract and
the items are published to
the Contract Catalog
- SC Approval: funds
Pre-commitment
- Purchase Order Approval:
funds Commitment
- SC Approval: no funds
Pre-commitment
- Contract Approval: no
funds Commitment
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Complete Item Details (Account Assignment Tab – Direct Material)
1
As previously explained, the Requisitioner – Direct Procurement can raise Shopping
Carts for Direct Material (Inventory) and for Consumption items.
For Direct Material items, the Order as Direct Material box is checked under the Item
Data Tab. Under the Account Assignment Tab, note that Account Assignment Category
has defaulted to Direct Material. This is because the ‘Order as Direct Material box’
being checked under the Item Data Tab. The Plant and Storage locations derive the
Fund Center, Functional Area, Fund and the Budget Period. Verify that all of the
information is correct.
1
1
2
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Complete Item Details (Account Assignment Tab – Real Estate)
Umoja manages Real Estate portfolios including the commercial procurement/leasing of property
(lease-in) and the leasing of holdings to other entities (lease-out).
To lease a premises, the Requisitioner will raise an Unfunded Shopping Cart which will result in a
Contract Catalog Item i.e. 3 year lease contract at $10,000 per month. The Requisitioner will then
raise a Funded Shopping Cart to obligate funds for the financial period (i.e. 12 months at $10,000
per month) by selecting and adding the lease-in Contract Catalog Item to the Shopping Cart. The
Funded Shopping Cart for the lease must include the required Real Estate data.
1
The Requisitioner will be required to enter the Real Estate data requested on the Account
Assignment Screen. This information will be provided by an Umoja User with the Enterprise Role of
Facilities Planner. In this way, Umoja will track all such activity related to leases.
1
2
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If you are a Requisitioner and
have not been assigned the
Facility Planner Role please
review the Umoja Real Estate
Management Overview CBT
course posted on iSeek for
useful information.
104
Complete Item Details (#3 - Notes and Attachments Tab)
•1
Click the Notes and Attachments Tab to add internal and external notes, as well as, SOWs, specs etc.
•2
In the Notes section, add text for suppliers or for buyers by clicking the respective links:
•
Supplier Text : Used by Requisitioners to specify information about the line item which can be
seen by the Suppliers (during a Solicitation process and potentially on the resulting PO) over an
above the generic description populated with the Product Category/Product ID. This can include
specific technical product/service requirements and also any instructions for the receiving
process. Buyers will be able to edit this text.
•
Internal Notes: Not visible by the Suppliers and may be used to convey any special instructions to
the buyer (e.g. urgent requirement, split deliveries, create a BPO etc.)
1
2
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Complete Item Details (Notes and Attachments Tab)
3.3 In the Attachments section, click the Add Attachment button to add any relevant
files, such as an SOW, specifications, etc. to the Shopping Cart that are needed
for the Procurement process
• When creating a Shopping Cart for a Blanket Purchase Order (BPO), you may
choose to attach the list of proposed list of items here
Note – if you experience
technical issues and are
unable to attach a document,
refer to iSeek and the
Production Support & How-to
Guide called Technical Guide
(Umoja Access Layer – User
Guide). This will provide
instructions on how to ensure
proper system configuration
for attachments.
3
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Complete Item Details (#4 - Delivery Address/Location Tab)
It is possible to change the default Delivery Address/Performance Location for each line
item in the shopping cart. Be sure to select the desired location at which the goods or
services are to be delivered/performed.
1•
Click the Delivery Address/Performance Location Tab
Confirm the desired location. If required use the Matchcode button to search
2•
possible alternate locations and Start Search button.
1
2
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Complete Item Details (#5 - Source of Supply/Service Agents Tab)
•
If a Contract Catalog Item has been added to the Shopping Cart, the Supplier and
Contract information is already assigned and can be viewed on the Sources of Supply Tab
If a non Contract Catalog Item has been added to the Shopping Cart but for which Umoja
has detected a Systems or Local contract exists, it can be assigned here (not mandatory)
•
To do this:
1
Click the Sources of Supply / Service Agents Tab. This tab displays the Supplier
information for items added from or that are available from the Contract Catalog.
Meaning that these are linked to an existing contract.
2•
Click the grey box to select the Systems or Local Contract Catalog Item if not already
done and if desired (not mandatory)
•3
Click the Assign Supplier button (upon Shopping Cart approval, a PO will be
automatically generated for this item and sent to the Buyer for review and approval)
1
3
2
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Complete Item Details (#6 - Availability Tab)
•1 As mentioned, Requisitioners should run the Stock Availability Report (Stock Overview) in
ECC (T-Code: ZLE_STCK_OVRVW) to verify the availability of a material at their Plant, on
the required date and create a stock Reservation as appropriate. Although still under
development, the Availability Tab will be another tool to use in conjunction with the
above to view stock availability prior to finalizing the Shopping Cart.
1
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Complete Item Details (#7 - Approval Process Overview Tab)
Using Workflow, Umoja SRM automatically assigns Approvers to Shopping Carts based on
the item’s assigned Cost Center (i.e. Fund Center) selected. Recall, Cost Center is typically
defaulted based on the user’s profile. To view the approval workflow for a Shopping Cart:
1•
Click the Approval Process Overview Tab to review the Shopping Cart Approver(s)
•2
Under the Processor column is the list of Approvers for this Shopping Cart. If you
are viewing the Shopping Cart after it has already been ordered, you can view the
entire Approval history, including any previous rejections and revisions
1
1
2
2
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110
Header Level - General Data (Approval Process)
If required, you may also add an ad hoc Approver to a Shopping Cart. At the header level. This may be
someone that you would like to review the Shopping Cart to ensure all requirements have been added
correctly. To add an Ad-Hoc Approver (note the person must have an Enterprise Role in SRM):
Near the top of the Create Shopping Cart screen, click the Display/Edit Agents link next to
1•
Approval Process. A pop-up window will open.
2•
Click the Add Approver button, and then click Add Approver Above Selected Line
3•
Another pop-up window will open where you can search for the Business Partner ID of the
relevant user (using their name). Click OK to add that person as a new Approver
3
3
1
2
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Order Shopping Cart
Add Items to
Shopping Cart
Complete Item
Details
Order
Shopping Cart
Approve
Shopping Cart
After all the edits are made to the Shopping Cart, it can be checked for errors and sent
for approval.
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Order Shopping Cart
Before the Shopping Cart can be ordered, it should be reviewed/checked for any potential
errors. Note the Check button can also be used through out the process. To do this:
1
1.
Click the Check button at the top of the screen and the system will check for any
potential errors or warnings with the Shopping Cart
•
Error ( ): If an error is displayed it must be rectified before the Shopping Cart
can be ordered. For example: An error is displayed if there is a missing Fund,
Account Assignment or other critical Funds Management error.
•
Warning ( ): If a warning is displayed, the user should review the warning and
make necessary adjustments, if needed. However, the Shopping Cart can still be
ordered, even if there is an active warning. For example: a warning is displayed
if an existing contract is available for an item.
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Order Shopping Cart
2•
Enter any notes for the Approver in the Approval Note field.
•
3
To give a specific, contextual name to the Shopping Cart, click the Name of
Shopping Cart field and edit with any relevant name for reference. For example:
Digital Projectors for Supply or a naming convention as advised by your officer.
Record the name and number of the Shopping Cart
4•
Click the Save button if you intend to complete the Shopping Cart at a later time.
5•
Click the Order button. A message will appear confirming that the Shopping Cart
has been ordered. Click the Close button (do not use the X in the upper right
corner to close the screen) to return to the Requisitioning home page.
5
4
2
3
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Activity 2
Transaction Name: Add Item (via Internal
Goods/Services) and Order Shopping Cart
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.2128?originalContext=1.11.2695
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Approve the Shopping Cart
Add Items to
Shopping Cart
Complete Item
Details
Order
Shopping Cart
Approve
Shopping Cart
After it is ordered, the Shopping Cart is routed through Workflow to the appropriate
Approver. This is based on Delegation of Authority (i.e. Certifying Officer (s) linked to the
Cost/Fund Center referenced on the Shopping Cart line item) and the Organizational
Structure maintained in Umoja.
As well as appearing in the Approver‘s Work Overview Work List (Alerts/Tasks) in SRM,
Umoja also sends an email to the Approver alerting them of a required action to review
and approve or reject the Shopping Cart. The Requisitioner will receive an email
notification when the Shopping Cart is approved or rejected.
Full details of the process of approving a Shopping Cart in SRM is covered in the Umoja
Requisitioning and Procurement Approvals CBT course.
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Related Documents Tab - After Approval
Once a Shopping Cart is sent for approval, the Related Documents Tab in the Item Details
of the Shopping Cart becomes visible. This tab displays the follow-on documents (i.e. RFx,
Contract, Purchase Order etc.) which have been created for the line item, along with their
status. Note once a PO is approved, a ‘Read Only’ copy is replicated in ECC and the ECC
PO document number appears under the ‘Back-end Document Number’ column.
•1
To view the tab, navigate to an approved Shopping Cart. Under the Item Details
section, click the Related Documents Tab
•2
A history of related documents will be displayed
1
2
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Rejected Shopping Carts
If a Shopping Cart is rejected by the Approver, follow-up action from the Requisitioner is
required. The Requisitioner may:
•
'Accept' the Approver’s decision of rejection, resulting in the deletion of the rejected
line item(s) on the Shopping Cart. If there is only one line item in Shopping Cart, the
entire Shopping Cart is rejected/deleted by accepting the decision.
The previously approved items of the Shopping Cart move forward to Procurement
•
Make the required edits and re-submit (i.e. Order) the Shopping Cart again for approval
Below are the steps a Requisitioner can perform once a Shopping Cart is rejected:
1
Accept
Rejection
Line Item
Deleted*
*If only one line, entire
shopping cart is deleted.
Shopping Cart
Rejected
Requisitioner
2
Edit
Shopping Cart
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Order the
Shopping Cart
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Rejected Shopping Carts
All rejected Shopping Carts appear in the Requisitioner’s Work Overview screen.
Requisitioners will also receive an email alert for rejected (and approved) Shopping
Carts. The steps to access this screen are:
1•
2•
3•
Click the Requisitioning Tab, on the SRM home screen
A list of all tasks for Shopping Carts that require your action is displayed. If not,
click Work Overview in the left hand navigation menu.
Click the relevant subject hyperlink link to open the Shopping Cart in a new
window/tab
1
2
3
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Rejected Shopping Carts
4•
To ‘accept’ the rejection (and delete the rejected line item(s)) click the Accept
button
5•
To resubmit (‘Order’) a rejected Shopping Cart:
• Click the Edit button and make the required changes to the Shopping Cart
• Click the Order button to resubmit the Shopping Cart for approval
5
4
Note: Any notes from the
Approver regarding the
rejection can be found in
Approval Note field.
Note: Shopping Carts are approved/rejected at the line item level.
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Amend or Cancel a Shopping Cart
The process to amend or cancel a Shopping Cart depends on the Shopping Cart’s stage of
ordering or approval
If the Shopping Cart has not been ordered (i.e. not yet sent to the Approver):
1•
You must first find the relevant Shopping Cart. To do this, click the Requisitioning
button from the Umoja SRM Home Screen
2•
Then click the Requisitioning link in the left-hand menu. In the Requisitioning
Overview area, you see a history of all Shopping Carts that you have created and
saved, along with their status – remember to click Refresh as needed.
1
Tip: To ensure the system displays the
most up-to-date information, click
the Refresh button.
2
2
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Amend or Cancel a Shopping Cart
3•
4•
5•
If you see the Shopping Cart in the list, select it by clicking on the grey box next to
the line item. If you cannot find it, use the Show Quick Criteria Maintenance button
to apply a search filter or alternatively use the Advanced Search button.
Click the Edit button to open the Shopping Cart in Edit Mode and make any changes
Or click the Delete button to cancel the Shopping Cart entirely
You can also open a Shopping Cart by simply clicking the Shopping Cart number.
4
3
5
3
3
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Amend or Cancel Shopping Cart
If the Shopping Cart has been ordered, but not yet approved, select the Shopping Cart:
•
You can click the Edit button, and then proceed to make any edits as required.
When the Order button is clicked after editing, a message will warn you that the
Shopping Cart will be re-entered into the approval queue, but you can continue
•
You can click the Delete button to cancel the shopping cart and a message will
warn you that the Shopping Cart will be removed from the approval queue, but
you can continue
If the Shopping Cart has been ordered and approved:
•
Contact your Procurement office for assistance, referencing your Shopping Cart
number, as changes cannot be made by Requisitioner
•
Typically the Shopping Cart will need to be rejected and a new cart with corrected
information submitted for approval
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Team Shopping Carts
The Team Cart functionality allows Requisitioners to view and edit Shopping Carts
of other Requisitioners within the same Organizational Unit (e.g. Section).
After a Requisitioner creates and saves a Shopping Cart, it automatically becomes
visible to others of the same unit.
Requisitioners of the same unit can take over and edit any Shopping Carts in Saved
status and can also view (only) other shopping carts in their section that are in
Approved and Awaiting Approval status. This is useful when the person is on leave
and a fellow team member must finalize a partially completed shopping cart for
example.
Note: There is no workflow associated with this take over action. The
system would not automatically notify the other Requisitioner that you
have taken over their Shopping Cart. Therefore, ensure an email is sent
to the Shopping Cart originator to advise them that their Shopping Cart
has been Taken Over.
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Team Shopping Carts – Initial Setup
Initially, in the Quick Criteria Maintenance filter, all Requisitioners must ensure that the
check box Show my Team Carts is flagged in their Requisitioning Overview for each
predefined Active Query (i.e. All, Saved, and Awaiting Approval) in the Quick Criteria
Maintenance filter. If it is not, click the check box and press Refresh in each of the Queries.
This step needs to be performed only for the first time in each query, as this check box will
subsequently remain flagged unless cleared in the filter criteria.
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Team Shopping Carts – Taking Over a Team Cart
The steps to take over a Shopping Cart in Umoja are:
•1
In the Active Queries section, click the Team Carts query link.
Note: In this scenario, the Requisitioner is currently logged in with the User ID
FL2SAREQ. Since User ID FL1SAREQ and User ID FL2SAREQ are within the same
Organizational Unit, Shopping Carts created by User ID FL1SAREQ are visible in
this view.
1
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Team Shopping Carts – Taking Over a Team Cart
2•
3•
4•
Identify and click in the grey box to the left of the Saved Shopping Cart to be taken over
Recall: Only those Shopping Carts that have a Saved status can be taken over.
Click the Take Over button. Send an e-mail (outside of Umoja) to advise the Shopping Cart originator that
their Shopping Cart has been Taken Over.
Click on the hyperlink of the number of the Shopping Cart taken over to edit.
3
4
2
A confirmation message displays towards the top of the screen stating that the ownership of
the Shopping Cart has been taken over.
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Team Shopping Carts – Taking Over a Team Cart
•4
Click Edit to make the necessary changes to the Shopping Cart
4
5
Make any necessary changes and click Next
5
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Team Shopping Carts – Taking Over a Team Cart
•6
Make any further required modifications and click Order or Save and Close as
appropriate
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Team Shopping Carts – Taking Over a Team Cart
•7
If the Shopping Cart is Ordered the Confirmation screen will appear. Click Close to return
to the Requisitioning home page.
7
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Activity 3
Transaction Name: Review Rejected Shopping Cart
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.2887?originalContext=1.11.2695
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Learning Checkpoint 1
Which of the following methods is used to add items covered by existing contracts?
Fill in the blank with the correct option.
A.
B.
C.
Adding items using the Contract Catalog
Adding items using UNSPSC
Adding items using the Material/Service Master
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Learning Checkpoint 1
Which of the following methods is used to add items covered by existing contracts?
Fill in the blank with the correct option.
A.
B.
C.
Adding items using Contract Catalog
Adding items using UNSPSC
Adding items using the Material/Service Master
Option A is the correct answer. The adding items
using Contract Catalog method is used to add
items covered by an existing contract to a Shopping
Cart.
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Learning Checkpoint 2
What needs to be done in able to order a Shopping Cart if it displays an error while
performing a check?
Select the correct option.
A.
B.
C.
D.
Delete Shopping Cart
Disregard if not applicable
Rectify Shopping Cart
Reject Shopping Cart
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Learning Checkpoint 2
What needs to be done in able to order a Shopping Cart if it displays an error while
performing a check?
Select the correct option.
A.
B.
C.
D.
Delete Shopping Cart
Disregard if not applicable
Rectify Shopping Cart
Reject Shopping Cart
Option C is the correct answer. If a Shopping Cart
displays an error it must be corrected in order to
be able to order a Shopping Cart for approval.
Warnings can be disregarded if not applicable.
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Module 2 Summary
The key points covered in this module are listed below:
•
The 3 ways of adding items to a Shopping Cart are: Contract Catalog, Internal
Goods/Services and old Shopping Carts/Shopping Cart Templates
•
Workflow in Umoja SRM automatically assigns Approvers to Shopping Carts based
on the Cost/Fund Center selected
•
When requisitioning for services, Shopping Carts must be formulated in a manner
to facilitate partial service receipts if applicable i.e. check unit issue and quantity
• Only a user with the Requisitioner – Direct Procurement Enterprise Role can create
Shopping Carts for items to go to inventory
• Each individual Asset requires the creation of a unique individual Asset Master
Record number in the Shopping Cart
•
Team Carts can be taken over only if they are in Saved status. If in Approved or
Awaiting Approval status, they can be viewed only.
•
A rejected Shopping Cart can either be deleted (‘Accept’) or
resubmitted (‘Edit’) after making the required changes
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Agenda
Course Introduction
Module 1: Requisitioning in Umoja
Module 2: Create, Order and Edit a Shopping Cart
Course Summary
Course Assessment
Course Survey
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Course Summary
The key points covered in this course are listed below:
• Umoja SRM is a Web-based application used specifically for procurement and
requisitioning activities
• Shopping Carts are used in Umoja SRM instead of the current Purchase Requisitions
• Shopping Carts that have an estimated total value not exceeding $4,000 USD can be
procured via the LVA process (Low Value Acquisitioner Role required), unless the
desired products are linked to an existing Systems or Local contract (excluding BPOs)
• The Requisitioning process can lead to the creation of a populated PO (items from
the Contract Catalog) or Solicitation (other items) that is forwarded to the Buyer for
action once the Shopping Cart is approved
• Only the Requisitioner – Direct Procurement Role can create Shopping Carts for
items to go to inventory
• Each individual Asset requires the creation of a unique individual Asset Master
Record number in the Shopping Cart
•
The 3 ways of adding items to a Shopping Cart are: Contract Catalog, Internal
Goods/Services and old Shopping Carts /Shopping Cart templates
• Workflow in Umoja SRM automatically assigns approvers to Shopping Carts
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Agenda
Course Introduction
Module 1: Requisitioning in Umoja
Module 2: Create, Order and Edit a Shopping Cart
Course Summary
Course Assessment
Course Survey
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Course Assessment
Now that you have completed all the modules in this course, you can test your
knowledge by completing the Course Assessment.
To receive credit for completing this course, you must pass this assessment with a
minimum score of 80%.
To complete the assessment you must return to the Learning Management System:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course assessment
5. Click the Submit button once you have completed the assessment
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Agenda
Course Introduction
Module 1: Requisitioning in Umoja
Module 2: Create, Order and Edit a Shopping Cart
Course Summary
Course Assessment
Course Survey
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Course Survey
Your feedback is important to the continuous improvement of our training program.
Please complete the evaluation for this course using the following steps:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course survey
5. Click the Submit button once you have completed the course survey
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Congratulations! You have successfully completed the
Umoja Requisitioning course.
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