Sap Fi Accounts Payable Process 2

FI321 Umoja Accounts Payable
Process
Umoja Accounts Payable Process Version 8

Last
Modified:
01-August-13
Copyright
United
Nations
Agenda
Course Introduction
Module 1: G/L Accounts for Accounts Payable
Module 2: Processing Invoices with a Purchase Order
Module 3: Processing Invoices without a Purchase Order

Module 4: Credit Memos and Evaluated Receipt Settlement
Module 5: Down Payments
Module 6: Accounts Payable Reports

Course Summary
Course Assessment
Course Survey
Copyright United Nations
Introduction
Please share with us:
Your Name
Your Section/Unit
# Years with the UN

Interesting Fact About Yourself
Ground Rules
Please consider the following guidelines during the training session:
Turn your cell phone to silent mode. Please step out of the class to take any
important phone call
Please do not access your e-mail or the Internet outside of breaks
Participate fully in the training session and respect each others contribution
Breaks are included at the discretion of the trainer
X
No Phones
X
Do Not Access
E-mail
Participate
Ask Questions
Breaks
Course Overview
The purpose of the Umoja Accounts Payable Process is to teach end users how to enter
Invoices, Credit Memos, Down Payments and perform all other Accounts Payable (A/P)
activities in Umoja.
Prerequisite Review
You should have completed the following prerequisite courses:

Umoja Overview
Umoja Master Data & Coding Block Overview
Accounts Payable Overview
Umoja ECC Navigation
Course Duration: 6 hours
Course Objectives
After completing this course, you will be able to:
List the different G/L accounts relevant for Accounts Payable

Scan, park and/or post an Invoice
Process Invoices with or without a Purchase Order (PO)

Process Invoices applying payment retention
Process Invoice reductions

Enter and clear Down Payments
Enter a Credit Memo
Agenda
Course Introduction


Course Summary
Course Assessment
Course Survey
Module 1 Objectives
After completing this module, you will be able to perform the following actions:
Identify the purpose of Reconciliation Accounts for Accounts Payable

Explain the purpose of Special GL (SPGL) Indicators
Differentiate between the different Business Partner Groups in Umoja
Key Terminology
Key Term
Chart of Accounts
Subsidiary Ledger
Description
A catalogue of all General Ledger (G/L) accounts available in an
accounting environment
A secondary ledger that sits under the General Ledger, to which all
operational transactions are recorded or executed
Reconciliation
Account
Accounts within the General Ledger that are automatically

modified when posts are made to Subsidiary Ledgers
Special GL (SPGL)
Indicator
Indicates when a transaction should post to a different

reconciliation account than indicated for a particular Business
Partner Group (used for Down Payments for example)
Financial Accounting Module in Umoja

In Umoja, the Financial Accounting (FI) module is designed to capture the UNs business
transactions in a manner that will satisfy external reporting requirements.
A consolidated list of all Umoja G/L accounts housed in Umoja is stored in the systems
Chart of Accounts.
General Ledger
Umoja Chart of Accounts
G/L
Accnt 1
G/L
Accnt 2
G/L
Accnt 3
G/L
Accnt 4
G/L
Accnt 5
G/L
Accnt 6
G/L
Accnt 7
G/L
Accnt 8
G/L
Accnt 9
G/L
Accnt
10
G/L
Accnt
11
G/L
Accnt
12
10
General Ledger vs. Subsidiary Ledgers

The Subsidiary Ledger is a supporting ledger that provides detailed information about
individual accounts, which are not stored at the detailed level in the General Ledger.
Subsidiary ledgers divide financial data into distinct and more manageable categories.
The total of all individual account balances in the subsidiary ledger equals the balance of
the Reconciliation Account in the General Ledger.
General
Ledgers
Postings to Reconciliation Accounts
Subsidiary
Ledgers
11
A/P Subsidiary Ledger

The A/P Subsidiary Ledger (or Sub Ledger) is one of three Sub Ledgers in Umoja.
General
Ledger
Accounts
Receivable (A/R)
Accounts
Payable (A/P)
(contains Customer
accounts)
(contains vendor
information)
Fixed
Assets (FA)
(contains assets not
recorded in Galileo)
12
Reconciliation Accounts
Umoja uses Reconciliation Accounts to reconcile financial information contained in the
subsidiary ledgers in real-time. The entries in the Reconciliation Account can only come
from a Subsidiary Ledger. For example, fuel purchased from a vendor will be recorded in
General Ledger as follows:
A/P Subsidiary Ledger
General Ledger
A/P- Reconciliation Account

Journal Voucher
Vendor Account
Debit Fuel
2000
Credit Vendor 2000
2000
In the A/P Subsidiary

Ledger, the vendor is
credited with the amount
due
Expenses
2000
2000 Fuel
In the General Ledger, the

A/P Reconciliation Account
has a corresponding credit
entry to reconcile with the
A/P Subsidiary Ledger.
13
G/L Accounts used for A/P
Entries in the A/P

Sub Ledger
Entries for
Revaluation of
Monetary Balances
Entries for late

audit adjustment
G/L Account
Reason
Reconciliation Accounts
Ensures the Sub Ledger is

always reconciled with the G/L
Revaluation Accounts
Revaluation entries cannot be

posted to the reconciliation G/L
accounts
Manual Adjustment Accounts
Should be recorded at the G/L

level since the Sub Ledger may
be closed earlier than the G/L
14
Recording A/P Entries in Umoja G/L Accounts

For each Business Partner Group, Umoja provides a standard numbering convention for
each type of G/L Account:
Account Type
Ending with Digits
Reconciliation account
10
Manual Adjustment account
20
Revaluation account
99
15
Business Partner Groups in Umoja
Member States
Non-member
States
Other
Governmental
Entities
UN Agencies,
Funds and
Programs
Individuals
(Staff Members,
Retirees, Survivors)
Individual
Consultants and
Contractors
NGOs
Commercial
Vendors
16
G/L Accounts for A/P

For standard invoice transactions, the following G/L accounts are automatically derived
by Umoja based on the Business Partner Group:
Business Partner Group
Reconciliation G/L Account
Member States
33201010
Non-Member States
33201110
Other Governmental Entities
35101210
UN Agencies, Funds and Programs
35101310
Non-Governmental Organizations
35101410
Commercial Vendors
35101510
Individuals (Staff Members, Retirees,

Survivors and so on)
35101610
Individual Contractors and Consultants
35101810
17
Special GL Indicators
Special GL (SPGL) Indicators are used to identify transactions that should be recorded to
alternate G/L accounts. In Umoja, the following SPGL are used for A/P:
Transaction
SPGL
Down payments to commercial vendors
Advances to implementing partners
Travel advance
Salary advance
Security deposits
Loans receivable
Note: In Umoja, SPGL are used in conjunction with the Down Payment functionality, which
is covered later in the course.
18
Learning Checkpoint 1
The total of all individual accounts in the Subsidiary Ledger equals the balance which
account in the General Ledger.
Select the correct option.
A.
Reconciliation Account
B.
Revaluation Account
C.
Manual Adjustment Account
D.
A/P Sub Ledger
19
The total of all individual accounts in the Subsidiary Ledger equals the balance which
account in the General Ledger.
A.
Reconciliation Account
B.
Revaluation Account
C.
Manual Adjustment Account
D.
A/P Sub Ledger
Option A is the correct answer. Reconciliation

Accounts are used to reconcile financial
information contained in the Subsidiary Ledgers in
real-time.
20
Down Payments to commercial vendors are recorded using a particular type of
___________.
A.
General Ledger Account
B.
A/P Sub Ledger Account
C.
SPGL Indicator
D.
Business Partner
21
Down Payments to commercial vendors are recorded using a particular type of
___________.
A.
General Ledger Account
B.
A/P Sub Ledger Account
C.
SPGL Indicator
D.
Business Partner
Options C is the correct option. SPGL Indicators

are used to identify transactions, including Down
Payments, that should be recorded to alternate
G/L accounts.
22
Module 1 Summary
The key points covered in this module are listed below:
Reconciliation Accounts are used to update the General Ledger based on postings
to the A/P Subledger
SPGL Indicators are used to make postings to accounts outside of the standard
Reconciliation Account (for example, for Down Payments)
Business Partner Groups in Umoja each have their own set of Reconciliation
Accounts
23
Agenda
Course Introduction


Course Summary
Course Assessment
Course Survey
24
Module 2 Objectives
After completing this module, you will be able to perform the following actions:
Enter an Invoice with reference to a PO

Calculate and apply Value Added Tax (VAT) to an Invoice
Hold an Invoice for later completion

Simulate Invoice posting
Save Invoice as Parked (for Review)

Post Invoice
Approve or reject a parked Invoice

Review a PO
Reverse an Invoice
25
Key Terminology
Key Term
Three-Way Match
Workflow
Park Document
Post Document
Invoice Tolerance
Description
The capability provided by Umoja to compare an Invoice to the
corresponding PO and Goods Receipt
A workflow that automatically routes Invoices or other
financial/procurement documents to the appropriate persons
for approval and/or review
A process that forwards a financial document in Umoja for
Invoices through a workflow to the A/P Approver for review.
The parked documents do not have any financial impacts
A process that posts a financial document to a particular
subledger. This results in the relevant financial impacts to the
G/L accounts
The maximum amount by which an Invoice may differ from the
PO total and each PO line for the LIV to pass ($4000 or 10% of
PO, whichever is lower)
26
Key Terminology
Key Term
Description
A block that ensures an invoice cannot be paid until the
Payment Block
payment block is removed
A document in Umoja entered to acknowledge receipt of
goods, referencing one or more POs. Goods receipt creates a
Goods Receipt
financial document to record expense and accrued liability in
GR-IR account
A document in Umoja entered to acknowledge receipt of
services, referencing one or more PO's. SES creates a financial
Service Entry Sheet (SES)
document to expense services and record an accrued liability in
GR-IR account
A three-character field in the Umoja ECC system used to
Movement Type
process transactions against a PO (for example, Return Delivery
to Supplier)
27
Roles & Responsibilities

The following Umoja Enterprise roles are involved in the A/P process:
Creates vendor Invoices and vendor Credit Memos
within the A/P subledger. This entails:
Financial Accounting
User (A/P)
Adding VAT
Changing payment terms, if needed
Adding a payment block, if needed

Reducing the invoice, if needed
Requesting that PO be modified, if needed

These documents are subject to workflow approval
Approver (A/P)
Reviews and approves the vendor Invoices and Credit

Memos created by the Financial Accounting User (A/P)
within the A/P subledger
Reviews and provide comments with rejection when
there is no Three-Way Match
28
Roles & Responsibilities

The following Umoja Enterprise roles are involved in the A/P process:
Creates and maintains the cost accounting allocation
rules, including the statistical key figures used for
allocations
Senior User (G/L,
A/R, A/P and CO)
Runs the batch that posts the billing documents

coming from the Sales and Distribution (SD) module
Inserts a long-text description for incoming payments
for voluntary contributions
Creates and posts G/L documents that are not subject
to workflow, such as accruals, reversals and recurring
entries
Clears G/L, A/R and A/P documents
29
Invoice Transactions in Umoja

Recall that there are two main transactions within Umoja ECC to enter an Invoice:
MIR7 is used for standard invoices for goods and services in reference to a PO
FV60 is used in cases when there is no PO. Invoices processed with FV60 may refer
to a Funds Commitment
In this module, we will cover the MIR7 transaction. FV60 will be discussed in detail later
in the course.
30
Invoice Transactions in Umoja

Below are key differences between the two Invoice transactions in Umoja, Invoices with
or without PO:
MIR7
FV60
Invoice entered with reference to a PO
Invoice entered without reference to a PO
Line items are derived automatically
Line items must be entered manually or

through an Excel file
Document will automatically be posted if

within Invoice Tolerance
Document must be approved by A/P

Approver to be posted
Parking the document will trigger

workflow and send to the A/P Approver
for review
Parking the document will save for later

completion but will not trigger workflow
Holding the document will save for later

completion but will not trigger workflow
No Hold functionality
31
Three-Way Match
Umoja ECC
performs
Three-Way
Match
Goods Receipt
Invoice
Umoja
ECC
Purchase Order
Enter Invoice with PO (MIR7)

Umoja ECCs automated Three-Way Match enables the cross-check of Purchase
Order, Goods Receipt and Invoice documents
If the documents cannot be matched within the Invoice Tolerance, the system
wont allow the invoice to be forwarded to the appropriate approvers

If the documents do match, the A/P User will be able to Save as Complete,
which will forward the Invoice to the A/P Approver, who can make the financial
posting
32
Three-Way Match
Enter Invoice with PO (MIR7) Contd
If physical discrepancies (for example, physical damage) are found during goods
receipt, a blocked status can be placed on the goods, resulting in no financial
posting. This blocked status will be placed by the R&I team or SAU team
If good are subject to inspection, the goods receipt is performed upon delivery.
Since the inspection is performed subsequently and may highlight some items are
missing or dont meet the specifications, a payment block should be placed on all
invoices for which inspection is relevant. Only after the inspection is complete
should the Invoice be posted. This will require coordination between the
operations and the accounts payable unit
33
Review Purchase Order

After receiving an Invoice from a vendor, it may be necessary to view details about a PO. To view a
PO, use the Display Purchase Order (ME23N) transaction. You can also review all POs for a vendor
using the ME2N transaction.
To enter a PO number, select the Other Purchase Order in the menu or using the icon. A pop-up
window will appear where you can enter the PO number. You may also click the Matchcode icon to
search for a particular PO by vendor, cost center or many other criteria.
34

The Display Purchase Order screen has three main sections:
Header Data tabs
Item Overview
Item Details
Each one of these sections can be expanded or collapsed by clicking the button next to their label.
35

In the Item Data section, the Purchase Order History tab displays a full history of receipts, returns
and any other actions that have occurred for each line item. The MvT field displays all the
Movement Types that have occurred.
The relevant Movement Types in Umoja are:
101 Goods Receipt for Purchase Order

102 Cancellation or reversal of Goods Receipt
103 Goods moved into blocked stock

105 Goods moved from blocked stock into unrestricted stock
122 Return Delivery to Supplier

ZP1 Virtual Goods Receipt (Goods received through a freight forwarder)
The Account Assignment tab contains other useful information, such as Cost Center, G/L Account
and Funds Center.
36
Invoice Process Steps (MIR7)

The main steps to process an Invoice with a PO are:
Add Header Data
Add PO Reference
Calculate VAT
Add Payment Terms

and Unplanned
Delivery Costs
Simulate and Post

Document
37
Add Header Data

Add Header
Data
Add PO
Reference
Calculate VAT
Add Payment
Terms
Simulate and
Post
Enter the MIR7 Transaction Code. The Park

Incoming Invoice: Company Code 1000 screen
appears.
The top-half of the screen contains tabs for

data about the Invoice, such as Payment
Terms and Tax Information. The bottom half
of the screen shows which PO's are being
referenced in the Invoice.
1
2
Populate the following fields in the Basic Data

tab:
1
Invoice Date: The Invoice date provided
by the vendor
Posting Date: The date on which the
2
Invoice will be posted (usually todays
date)
38
Add Header Data

Add Header
Data
Add PO
Reference
Calculate VAT
Populate the following fields in the Basic Data

tab:
3 Amount: The total amount on the
Invoice including VAT and all charges.
4 Currency: Currency of the Invoice
5 Reference: The vendor Invoice number
6 Text: A free text field used to convey any
particular information about the
document (in case of review)
Add Payment
Terms
Simulate and
Post
39
Calculate VAT
Add Header
Data
Add PO
Reference
Calculate VAT
Add Payment
Terms
Simulate and
Post
To add tax information, click the icon next to the

Tax Amount field. This will let you change the
Reporting Country.
If you do not know the Country Code for your

Country, click the
icon to see a full list.
After selecting the reporting country, a list of Tax
Codes will be available to select from the dropdown menu.
Choose the appropriate Tax Code. After the PO

information is loaded, the Tax Amount will be
automatically calculated.
40
Calculate VAT
Add Header
Data
Add PO
Reference
Calculate VAT
The selected Tax Code will allow Umoja to

calculate the tax amount and determine in
which G/L Account to record the VAT.
Add Payment
Terms
Simulate and
Post
1
2
3
The three Tax Code options available (for

applicable countries) are:
1
L1 (Input VAT 10% Reimbursable):

Records VAT on Balance Sheet
L2 (Input VAT 10% Non reimbursable):

VAT recorded on the same expense line
as the underlying amount
V0 (Zero Tax)
41
Add PO Reference
Add Header
Data
Add PO
Reference
Calculate VAT
Add Payment
Terms
Simulate and
Post
To create the link between the Invoice and PO,

enter the PO number referenced in the Invoice
in the field next to the Purchase
Order/Scheduling Agreement
drop-down menu.
When you hit Enter, the vendor information
appears on the top right side of the screen. In
addition, the line items from the PO will
populate in the table below.
42
Add PO Reference
Add Header
Data
Add PO
Reference
Calculate VAT
Add Payment
Terms
Simulate and
Post
Items that have been received are highlighted

in yellow. If you scroll to the right, you will see
the number of items received under the
Received field.
If you would like to add an additional PO to the
Invoice:
1
Click the yellow arrow button next to

the PO number field
A pop-up window will appear where

you can enter more PO numbers
Click the Execute icon to return to the

MIR7 screen
43
Add PO Reference
Add Header
Data
Calculate VAT
Add PO
Reference
Add Payment
Terms
Simulate and
Post
In addition to adding the Tax Code at the Header level, it must also be entered for each line item. To do
this, in the PO Reference section, scroll over to the right until you see the Tax Code field.
Enter the Tax Code for each line item.
44
Add Payment Terms

Add Header
Data
Add PO
Reference
Calculate VAT
Add Payment
Terms
Simulate and
Post
Next, the payment terms may be modified.

Payment terms are defaulted from the Vendors
Business Partner information and can be
overwritten from the They can also be
overwritten by editing the information in the
Payment tab in MIR7.
The following fields may be edited:
Payment Terms: A key that defines what

set of payment terms will be used,
including discount percentages and
payment periods. Example: 0002 = To be
paid within 14 days at 2% cash discount or
within 30 days due net
45
Add Payment Terms

Add Header
Data
Add PO
Reference
Calculate VAT
Baseline Date: Date used to track the

different payment terms. If the Invoice
is received significantly later than the
Invoice date listed, you may wish to
baseline the payment terms to a
different date
Payment Method: Specifies the way
payment will be made to the vendor.
The Vendor Business Partner must be
set up to accept this type of payment in
order for the payment to be made. If
overwriting a default Payment Method,
use the BP Transaction to ensure that
Payment Method is set up for that
Business Partner
Add Payment
Terms
Simulate and
Post
2
3
46
Add Payment Terms

Add Header
Data
Calculate VAT
Add PO
Reference
Add Payment
Terms
Simulate and
Post
Umoja automatically determines the House Bank which will make

the payment using multiple factors. One of these is Payment
Method. Therefore, make sure the appropriate Payment Method is
selected prior to clicking Save as Complete.
Common Payment Methods are:
A Bank Transfer (ACH-CCD): For payee bank in the US

S SEPA: (Single Euro Payments Area) For payee bank in
Eurozone and currency of payment is Euro
W Wire (SWIFT MT103): Used in all other regions
Y for payments in cash from Cashiers imprest
U UNDP Pay Agent: Used in situations where UNDP is a Pay
Agent or is paying a Travel Advance
R UNDP Service: Used in situations where UNDP is

procuring goods or services on behalf of an Umoja entity
47
Add Payment Terms

Add Header
Data
Add PO
Reference
Calculate VAT
Payment Block: Denotes why a payment

block is placed on the Invoice. Payment
blocks must be manually removed for an
Invoice to be paid
Partner Bank: A vendor may have multiple

banks accounts in separate currencies.
The partner bank field should be selected
to tell the system which payee bank
payment should be sent. Also, this must
match the Payment Method selected
Add Payment
Terms
Simulate and
Post
4
5
48
Process Payment Retention

For purchases that are subject to payment
retention, the standard MIR7 transaction is used.
1
Add the PO Reference. When the PO

reference is added, a message will
appear: Item is relevant to retention, see
message log
To add the due date for payment to be

made, find the relevant line item(s) in the
PO Reference section
Scroll far to the right until you find the

Due Date field. Enter the desired
payment retention due date
Check box in Tax Reduction field to

eliminate tax from retention amount
Simulate the document and check the

retention amount is credited to the
Vendor account
1
2
Click the Save as complete button
49

After the Invoice has been posted, there will be two corresponding accounting documents created: one
for the Invoice and one for the Retention.
To view these documents, first open the Invoice using the Display Document (T-Code FB03)
Transaction.
Click the Follow-On Documents button to open a list of all relevant financial documents for the
invoice, including the Invoice and Payment Retention documents. Double-click any of these documents
to display them.
50

Below, you can see an example Invoice processed with retention.
In this example, the full amount is credited to the Vendor account, while only a portion of the payment
is debited according to the agreed retention rules.
51
Add Unplanned Charges

To enter Unplanned Charges:
1
Enter full invoice amount (including the
unplanned charges). When the PO is
entered, the document is unbalanced due
to unplanned charges
2
In the Details tab, enter the unplanned
charges in the Unpl. Del. Csts field. The
document will become balanced as
signified by the green light
3
Click Simulate to simulate the document
postings
4
Click Save as Complete to submit for
approval
52
Add Unplanned Charges

Below is an example of a simulated Invoice with unplanned charges. The unplanned charges are
debited to the expense account in proportion to the original charges and vendor is paid full amount.
53
Enter Invoice Reduction

Invoice Reductions are entered with the original Invoice in MIR7, only after you have received approval
to enter an Invoice Reduction.
In addition, Invoice Reductions can only be entered if they fall within Invoice Tolerance (4000 USD or
10% of PO, whichever is lower). To do this:
1
Enter the Amount as it appears on the Invoice along with all other required fields (such as
Payment Terms)
Add the PO Number as the PO Reference
As you can see below, the Invoice Amount is $5 more than the amount of the PO and Goods
Received. The results in a balance. The red light indicates that the Invoice cannot be Saved as
Parked
3
2
54

4
Verify the invoice with the PO and identify line item with the difference. Difference could be for
price or quantity (in case of rejection of items)
In the drop-down menu next to Layout, select Invoice reduction. This will restrict the number
of columns to just those that are relevant for Invoice Reductions
Scroll to the right until you find the Correctn ID field. For the line item that should be reduced,
select the Vendor error: reduce invoice option
55

7
Next, under the Invoice Amount Acc. To Vendor field, enter the amount that the Vendor
invoiced for this line item. Enter the Invoiced quantity in the Qty Acc to Vendor field
You will see a pop-up window that shows how much the Invoice was reduced. The balance of
the invoice will also be corrected. The Invoice can now be Simulated
56

In the Simulate pop-up window, you can preview how the documents will be posted.
In this example, the Invoice was reduced by $10 USD. Only $480 USD of the $490 USD Invoice sent by
the vendor is being posted to the A/P Subledger.
If you are satisfied with the results, click the X icon to close the pop-up window, then click Save as
Complete to submit for approval.
57
Key Actions for MIR7 (Simulate)

The MIR7 transactions provides several actions that can be taken on an Invoice. It is
important to understand the function for each of the following functions in order to
properly process an Invoice with a PO.
Simulate
Document
Save as
Completed
Save as Parked
Hold
Before parking a document, the creator should always simulate the document to review for accuracy
and completeness.
Clicking the Simulate button will display a simulated financial posting in USD to the Vendor and G/L
accounts.
58
Key Actions for MIR7 (Save as Complete)

Simulate
Document
Save as
Completed
Save as Parked
Hold
The Save as Completed button is used to post the Invoice if it is within the Invoice Tolerance.
In detail, clicking the Save as Completed button will cause the Umoja system to:
Perform edit checks to ensure period is open and coding block is valid
Verify budget availability (AVC) to ensure budget is sufficient to absorb VAT (when not
reimbursable) or differences due to changes in exchange rates. Budget consumption is updated
Attempt Three-Way Match
If all checks are successful, document is routed through workflow
59
Key Actions for MIR7 (Save as Parked)

Simulate
Document
Save as
Completed
Save as Parked
Hold
If the Invoice fails any of the checks, it cannot be Saved as Complete and needs to be either put on
Hold or Saved as Parked.
Clicking the Save as Parked button will send the Invoice to the A/P Approver for review through
Workflow. There will be no edit check, budget check or an attempt at Three-Way Match at this time.
60
Key Actions for MIR7 (Hold)

Simulate
Document
Save as
Completed
Save as Parked
Hold
Finally, you may click the Hold button to save the Invoice to complete at a later time.
Clicking the Hold will not trigger any automated checks. It will not trigger workflow and will be
viewable only to the original creator of the document. A document number will be generated at this
point.
61
Simulate & Post Document

Add Header
Data
Calculate VAT
Add PO
Reference
Add Payment
Terms
Simulate and
Post
If there is a red light symbol next to the Messages button, click the button to see a list of any errors or
warnings on the document.
When you feel the document is ready to post, click the Simulate button at the top of the screen. A popup screen will appear showing the results of the simulated postings from a document perspective.
In this example, the vendor account is being credited while the GR/IR account is being debited. Here
you will also see any postings related to VAT, Invoice Reduction or unplanned delivery costs.
62
Simulate & Post Document

Add Header
Data
Calculate VAT
Add PO
Reference
Add Payment
Terms
Simulate and
Post
If you are satisfied with the results, click

the Save as Completed button to send
the Invoice for approval.
If successful, a message will appear on

the bottom of the screen with the
document number of the parked Invoice.
63
Look Up Document Approver

The document sent through workflow for approval
can be viewed by the creator.
Using FBV3, enter the invoice document number
and fiscal year. The system will bring up the
document. Click the Services for Object icon and
select Workflow / Workflow Overview. Scroll
down to the account payable line and double click
the information cell.
A list of approvers will be displayed and you will

see whether these are intermediate approvers or
approving agents.
In this example there is only one approver.

Approvers can run report and see documents for
their user group. Tcode is ZFI_PR_WFSTATUS.
64
Reverse Invoice
If an invoice was posted erroneously, it can be reversed using the Cancel Invoice Document
(MR8M) transaction.
However, only the Financial Accounting Senior User has the access to execute this transaction. It
should be executed after thorough review of the invoice and circumstances requiring reversal. The
reversal and original documents should then be amended and text inserted for audit trail.
To reverse an Invoice, the following fields are required:
1
Invoice Document No.
Fiscal Year
Reversal Reason: The Reason Code that describes

why the Reversal is required. In this field you can
enter if the Reversal is required in the current or
previous period
Posting Date
1
2
3
4
65
Change Posted Invoice

Using the Change Posted Document transaction
(FB02), Umoja allows for the following fields to be
changed after a document is posted through workflow
approval:
Payment method
Payment block
Long Text
To access the document, enter the document number
and the fiscal year and click enter. If you dont know
the document number, click the Document List button
and enter parameters such as document type, posting
date, my own documents and so on.
Payment block can also be changed by running report
on the document (FBL1N) and then selecting the
appropriate line.
66
Change Posted Invoice

To change the Payment Method, Payment Block or Assignment:
1
Once the document appears, double-click the vendor line (the first line in the document) and
another screen will pop up
Fields that can be changed will be in white. Fields in grey cannot be changed. Once the change is
made, click the Save icon and ensure you receive the system message Changes have been saved
The Assignment field is used for the automatic clearing of Invoices. It is populated with the
Document Number, the Line Item and the Fiscal Year. This field should not be modified
67
Change Posted Invoice (Payment Long Text)

The Payment Long Text allows us to insert comments and explanations on the document in addition to
the Document Header Text and the Text on each document line. For example, it can be used to give a
full description for why an Invoice has been reversed. The Long Text is optional.
To modify the Long Text:

1
Click the Extras menu
Select Text
In the pop-up window that appears, enter the explanation next to the Correspondence field.
Return to the document and click the Save icon to make your changes
1
68
Simulation Activities
Throughout this training, users will have the opportunity to
conduct activities in the form of simulations. Simulations
are interactive recordings of the Umoja system used to
help facilitate a hands-on learning experience. The
simulation links are provided on the corresponding activity
slides.
Users can access simulations in three different modes:
Show me: Users view a video of an entire transaction

being conducted
Lets do it together: Users will be prompted to input
data at key points during the transaction
(recommended)
Try it: Users can complete an entire transaction on
their own, with no additional instructions provided
69
Activity 1
Transaction Name: Process Invoice with PO
Transaction Code: MIR7
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.2148?originalContext=1.11.2363
70
Which of the following processes is used to compare the Invoice to the PO and the
goods receipt?
A.
Three-Way Matching
B.
Down Payments process
C.
Outgoing Payments process
D.
All of the above
71
Which of the following processes is used to compare the Invoice to the PO and the
goods receipt?
A.
Three-Way Matching
B.
Down Payments process
C.
Outgoing Payments process
D.
All of the above
Option A is the correct answer. Three-way

matching is used to compare the Invoice to the PO
and the goods receipt.
72
Which of the following buttons lets the User (A/P) preview financial postings before
clicking Save as Complete?
A.
Add PO
B.
Preview Posting
C.
Check
D.
Simulate
73
Which of the following buttons lets the User (A/P) preview financial postings before
clicking Save as Complete?
A.
Add PO
B.
Preview Posting
C.
Check
D.
Simulate
Options D is the correct option. All Invoice

postings should be simulated before being Saved
as Complete.
74
Module 2 Summary
There are two methods (transactions) for processing an Invoice: entering an

Invoice with a PO and entering an Invoice without a PO. This module covered
Invoice with PO
Sales tax, Retention and early payment discount are applied in the invoice process
Documents should be simulated to verify correctness of the entry before Saving as
Complete to trigger workflow
Three-Way Matching is used to compare the Invoice to the PO and the goods
receipt
You can change Payment method, remove/insert payment block, and insert
additional text after the invoice is posted.
The invoice document can be reversed using the T-code MR8M
You can look up the Approver (A/P) names from the Invoice document
75
Agenda
Course Introduction


Course Summary
Course Assessment
Course Survey
76
Module 3 Objectives
After completing this module, you will be able to:
Process Invoices without PO

Reversal of Invoice without a PO
77
Invoices without PO's

Umoja introduces the concept of creating invoices with reference to a Funds
Commitment instead of a PO.
This applies in the following scenarios:
1. Grants process for implementing partners
2. Official Travel
3. Entitlement Travel
4. Miscellaneous Obligating Documents
5. Fellowship Study Tour

6. Education Grant
7. Self-Insurance (unless treated as special PO)

8. Appendix D Claims All Fund Types
9. PK Local TCC/PCC payments
78
Process Invoice Without PO

To create a non-PO Invoice:
Review the Fund Commitment Document using the T-code FMZ3
Header part is credit to Vendor and line items are debit to appropriate G/L account
1
Use the FV60 transaction code to access

the Park Vendor Invoice screen.
Entering an Invoice using this screen is
identical to entering one using MIR7
except for the fact that every line item
must be entered instead of
automatically derived from Fund
Commitment document
Enter the details in the Basic Data and

Payment tabs as you would with an
Invoice using MIR7 including VAT
79

For payments without the Fund Commitment document, enter information for each of the following
fields:
G/L acct The account that will be to post
D/C Whether the posting is a Debit or Credit
Amount
Fund
Business Area
Cost Center (will derive the Functional Area)
Grant (if applicable)
G/L Line Text
VAT
80

For Invoices that reference a Funds Commitment (obligation), the document number of the Funds
Commitment should be entered in the Earmarked funds field. In addition, the line item within that
Funds Commitment must also be entered in the Earmarked funds: Document Item field. Other fields
will be derived from the Fund Commitment document.
81

When all fields are complete:
Click the Simulate button to view the simulated postings if the Invoice would be approved. If
1
you would like to save the document for later completion, click the Document menu, then
select Park
2
Click the Save as completed button to forward the Invoice for approval and posting
Since Invoices without POs cannot undergo Three-Way Matching, all documents created using FV60
must be approved by the Approving Officer (Approver).
82
Key Actions for FV60

It is important to note the differences in actions that can be taken in the FV60 transaction
as opposed to the MIR7 transaction. These actions include:
Simulate
Document
Park
Save as
Completed
The Simulate Document function is identical to MIR7. Before attempting to post the Invoice, the
Simulate button should be clicked to ensure the correct accounts are being posted to.
83

Simulate
Document
Park
Save as
Completed
Parking a document using FV60 saves the Invoice for later completion. However, it does not forward
the document using workflow to the A/P Approver.
In effect it is identical to the Hold button in MIR7.
84

Simulate
Document
Park
Save as
Completed
Save as Complete should be used once the A/P User would like to post the Invoice. This will trigger
workflow and will forward the document to the A/P Approver for review.
Because FV60 does not use Three-Way Matching (as there is no PO), all Invoices entered using FV60
must be approved before they can be posted.
Once the A/P Approver approves the Invoice, it will be posted to the relevant accounts.
85
Workflow Approval & Rejection

In Umoja, documents that require review or approval(s) are automatically routed to the correct
approvers based on the Delegation of Authority tables. This is handled in the Umoja system using the
Business Workplace.
The Business Workplace (T-Code SBWP) screen is organized in a similar way to an Email application. It
has sections for the Inbox, Outbox and private/shared folders. All approvals and reviews will be routed
through the Inbox in the Workflow section. You can view your items organized by content or tasks.
86

To review an item, double-click the selected document in your inbox. If a decision is required, decision
options that will display are:
1
Approve
Refuse
Cancel and keep work item in inbox (to be used when its determined that another approver in the
approver group should review the document)
1
2
3
87

Below the decision options, you can view summary information about the document on the left-hand
side.
On the right-hand side of the screen, under Objects and attachments, you can review whether the
SA/P parked document was entered correctly:
1
Double-click the link next to Office Document to view the scanned copy of the document
Double-click the link next to Display Parked Doc. to view the document as entered in Umoja
1
2
88

If the Approve option is selected, a system message will appear at the bottom of the screen indicating
that the document has been posted.
If the Refuse option is selected, the document will no longer be visible in the list and will be sent back
to the original A/P User who entered it into Umoja.
In your Outbox, you can review items that you have previously reviewed along with their final
decisions.
89
Reverse Non-PO Invoice

Reversing Non-PO Invoices can be done using
the Reverse Document (FB08) transaction.
Similar to the MR8M transaction, this
transaction is used to reverse certain financial
postings that were made in error. Within
Financial Accounting, only the Financial
Accounting Senior User has access to this
transaction. The transaction should be
reviewed carefully before reversing the
document.
1
2
3
To reverse a financial posting, enter

appropriate information for the following fields
in the Document Details section:
1
Document Number: The Financial

Posting Document number
Company Code: 1000
Fiscal Year
90
Reverse Non-PO Invoice

4
Reversal Reason: The Reason Code that

describes why the Reversal is required. In
this field you can enter if the Reversal is
required in the current or previous period
Posting Date: A specific date may be required

to be entered
When you click the Save button, the posting will be

reversed. This transaction does not use Workflow
and thus does not have to be parked or approved.
4
5
You should also click Display before reversal to

verify the correct document is being reversed.
After the reversal is saved, a reversal document
number will be created for reference.
Add the additional text in the posted document for

audit trail.
91
Activity 2
Transaction Name: Post Invoice without PO
Transaction Code: FV60
92
Module 3 Summary
As part of A/P process, there may be Invoices without PO's and may relate to Fund
Commitment documents which are processed through T-code FV60
Amounts up to USD 4,000 can be paid without fund commitment
The header fields are similar to MIR7 (basic and payment tabs)
This method will be used to pay daily allowance to the troops, settling Travel claims
and other payments related to Fund Commitments
Once an Invoice is parked, it follows the workflow and is automatically sent to the
appropriate A/P Approvers inbox
Invoices can be reversed and this should be done after careful review of the
original transaction and need to revers the original document. The reversal
reasons should be documented
93
Agenda
Course Introduction


Course Summary
Course Assessment
Course Survey
94
Module 4 Objectives
Enter a Credit Memo referencing a PO

Enter an Evaluated Receipt Settlement for payment of services to Consultants
and Individual Contractors
95
Exceptions to Three-Way Match

As we have seen in Module 1, there are several options to take when an Invoice amount
is greater than the amount of Goods Received.
Unplanned Charges
If you would like to pay the amount on the Invoice (that is, pay
more than the amount on the PO/Goods Receipt), then the line
items on the MIR7 transaction can be manually edited to reflect
this.
Invoice Reduction
If the User (A/P) has received approval , they may enter an

Invoice Reduction, which will lower the amount that is paid to
the Vendor. This should not be used if a Credit Note is sent to
the UN by a Vendor.
Credit Memo
In other cases, you may wish to process the Invoice and then
issue a Credit Memo. In this case, the Invoice can be posted (if
it is within the Invoice Tolerance). A subsequent Credit Memo
can then be posted referencing the original PO.
Note: The amount an Invoice can differ from the PO or Goods Receipt is limited by the
Invoice Tolerance ($4000 USD or 10% of PO, whichever is lower).
96
Enter Credit Memo

TO enter the Credit Memo:
1
Access the MIR7 Transaction
In the Transaction drop-down menu

select Credit Memo instead of Invoice
Add the PO Reference
Enter all data in the Basic Data tab
At the line item level, modify the

Quantity and Amounts as needed to
justify the Credit Memo
Click Simulate and Park to send the

Credit Memo to the Inbox of the A/P
Approver. They must approve the
Credit Memo in order for it to be
posted
6
2
4
3
5
97
Enter Credit Memo

7
Click the Payment tab and enter Baseline

Date and other Payment Terms
The payment terms should be Z001 to

net it in the next payment run. This is
necessary to ensure that the credit
memo is netted correctly against the
invoice at the time of payment.
8
Click the Simulate button
Click the Save as Completed button to

send the Credit Memo for approval
98
Subsequent Credit
In addition to a Credit Memo, a Subsequent Credit can also be processed using the MIR7 transaction.
This will apply to credits that are for value only (e.g. quarterly bulk discount on rations).
Subsequent Credits are used for additional credits that are received for a transaction that has already
been invoiced. These are processed similarly to Credit Memos, as every Subsequent Credit is recorded
in the PO history (viewed through ME23N).
Note: If value and quantity must be edited (that is, for returned goods), then a Credit
Memo must be used.
99
Enter Credit Memo Without PO

Just as the FV60 transaction is used to enter Invoices without reference to a PO, the Park Vendor
Credit Memo (T-Code: FV65) is used to enter Credit Memos without reference to a PO. It is to be
used for recoveries from staff, consultants, etc.
100
Enter Credit Memo Without PO

As with FV60, enter all accounting fields required for posting, including G/L Account, Amount,
Fund, and Cost Center. Also include any Earmarked Funds that are associated with the Credit
Memo
When all fields are complete, click the Simulate button to view the simulated postings. If you would
like to save the document for later completion, click the Document menu, then select Park
Click the Save as completed button to forward the Credit Memo for approval and posting
101
Evaluated Receipt Settlement

For the payment of Consultants and Independent Contractors, the Evaluated Receipt Settlement (ERS)
process is used in Umoja. The ERS process is used in situations where it is agreed that the vendor will
not submit an invoice in respect of a PO transaction. The time and attendance will be input by
Requisitioner and approved by Personnel Section, this will create document for FI posting.
The steps for the ERS process are:
1
2
3
5
6
Open the ERS Transaction (T-Code MRRL).

Enter 1000 in the Company Code
field
Enter/search for the code for
your mission/location in the
2
Plant field
3
Enter the PO for the
Consultant/Contractor Service in
the Purchasing Document field
4
Change the value to 4 in the
Doc. Selection field
5
Make sure that the Test Run field
6
is checked to perform a Test Run
of the posting
Click the Execute
icon
102

The next screen shows the simulated reference documents for the ERS as well as the relevant POs.
If you are satisfied with the results, click the Back

icon to go back to the previous screen. Un-check
the box next to Test Run and execute the transaction again.
This will create the reference invoices and schedule the payment to the vendor.
103

Using the ME23N transaction, we can view the PO and related documents for the
Consultant/Contractor service.
Click the Purchase Order History tab to view the Invoices that were automatically generated using the
ERS process. Click each document number to examine that document more closely.
104
Activity 3
Transaction Name: Apply Credit Memo
Transaction Code: MIR7
105
What options does a User (A/P) have if goods have been returned after the Invoice has
already been posted?
A.
Enter an Invoice Reduction
B.
Enter Unplanned Charges
C.
Enter a Credit Memo
D.
Enter a Goods Receipt
106
What options does a User (A/P) have if goods have been returned after the Invoice has
already been posted?
A.
Enter an Invoice Reduction
B.
Enter Unplanned Charges
C.
Enter a Credit Memo
D.
Enter a Goods Receipt
Options C is the correct answer. In this case, the

A/P User can enter a Credit Memo which, when
approved, will reference the original Invoice and
PO and the amount that has been returned.
107
Module 4 Summary
If an Invoice amount is greater than the expected PO or Goods Receipt, there are
several options to reduce the payment that depend on scenarios of when the good
was actually returned
The A/P Approver must review and approve the Credit Memo in order for it to be
posted
The ERS process is used for payment of Consultants and Individual Contractors
108
Agenda
Course Introduction
Module 1: GL Accounts for Accounts Payable


Course Summary
Course Assessment
Course Survey
109
Module 5 Objectives
Determine when to request down payments

Enter down payment requests
Approve down payment requests

Clear down payments against invoice
Clear down payments without an invoice

Clear down payments against cash received
Generate report showing down payments
110
Key Terminology
Key Term
Noted Item
Description
It refers to documents that are a one-sided memo entry. After
payment is executed, the noted item will be updated to create
a normal two-sided financial document. Noted items dont
appear in financial reports (for example, trial balance).
111
Down Payments Process Overview

Down Payments Overview
In Umoja, all advance payments to vendors, non-commercial partners or other entities
are processed using the Down Payments functionality and T-code F-47 whether or not
there is a PO.
For down payments made against a standard PO, a down payment request is made in
Umoja ECC. Clearing occurs automatically after goods are received and the invoice is
posted.
The payment information is then forwarded to the Treasury to pay the appropriate
amount.
112

Overview
In Umoja, the following items are processed using the Down Payment functionality:
Special GL Indicator (SPGL)

Travel advance
Salary advance
Security deposits
Loan receivables
All other options for the Special G/L Indicator field should not be used, as they are not
applicable for Umoja.
113

Overview
Down payments require PO or Funds Commitment as follows:
PO or Funds Commitment
PO
PO or FC
Travel advance
FC
Salary advance
n/a
Security deposits
n/a
Loans receivable
n/a
114

Overview
Down Payments are different than normal documents, as they are Noted Items until
they are paid. This is because Umoja doesnt record both a receivable and a payable on
the same document. For example, the following posting is not possible:
Dr Advance Vendor
Cr Accounts Payable - Vendor

Instead Umoja records a Noted Item until the payment is made. At the time of
payment, the system records a financial document as follows:
Dr G/L account driven from SPGL (for example, Security Deposit)
Cr Accounts Payable Vendor
The vendor is then debited and bank is credited.
115
Down Payments Process Steps

The main steps to process down payments are as follows:
Enter Down
Payment Request
Approve Down
Payment Request
Clear Down
Payments
116
Enter Down Payment Request

Enter Down Payment
Request
Approve Down Payment

Request
Clear Down Payments

against Invoice
The Procurement division initiates all

commercial down payments by sending a
request outside of Umoja. The steps for the A/P
User to enter the request are:
Use the T-code F-47
2
4
Populate the following fields on this screen:
6
7
Document Date: Relevant date
Type: Keep default value (KA Down

Payment)
Posting Date
Currency
Reference: PO reference document
Doc. Header Text: Free text field used for

brief description of the down payment
117

Enter Down Payment
Request

Request
Clear Down Payments

against Invoice
Under the Vendor section:

8
First enter or search for the vendor

account. Clicking the Matchcode icon
next to the Account field will allow
you to search for a vendor account by
Country, Material or other
specifications
For the Trg.sp.G/L ind. field, select the

type of Special G/L Indicator to use.
In this case, a debit will be posted to
the Vendor Down Payment account
10
10
8
9
When all required fields have been

entered, click Enter icon to proceed to
the next screen
118
Enter Down Payment Request Screen 2

Enter Down Payment
Request

Request
Clear Down Payments

against Invoice
Under the Item 1 section, enter the

following fields:
11
Amount and Currency
12
Tax Code, is mandatory, and select

the Calculate tax check box
13
Business Area
11
14
Due On date (used by the Treasury to

schedule the payment)
12
13
14
15
15
Payment Method
16
Purch.Doc (if using a PO to obligate

funds, enter PO number and PO line
in following box. Use the Matchcode
icon to look up a PO). This should
derive other information
16
119
Enter Down Payment Request Screen 2

Enter Down Payment
Request

Request
The following fields must be entered only if no

reference to a PO or Funds Commitment is
entered:
17
Enter Fund
Enter Grant or GMNR (Grant
18
Management Not Relevant) if there is
no grant
Enter the Functional Area
19
If using a Funds Commitment to
20
obligate the funds instead of a PO,
enter the Funds Commitment number
and line in the Earmarked Fund boxes.
This will populate all relevant fields
21
Enter the Funds Center
Enter Text if you want to provide a
22
longer explanation than what is in the
Header Text box on Screen 1
Clear Down Payments

against Invoice
17
19
18
20
21
22
120

Enter Down Payment
Request

Request
Clear Down Payments

against Invoice
Click the Save button to submit the down payment request for approval.
After the request has been submitted, it will be routed to the appropriate A/P Approver through a
workflow, appearing in their Business Workplace Inbox.
121
Approve Down Payment Request

Enter Down Payment
Request

Request
Clear Down Payments

against Invoice
Down payment requests are approved using the

workflow and the Business Workplace (T-Code:
SBWP) screen. They are sent to A/P Approvers based
on their place within Delegations of Authority tables.
From a G/L perspective, the down payment will
appear in the vendor account as a Noted Item (not a
credit or debit) before the payment is made. After the
payment is processed, it will be converted to a
receivable for the vendor.
122
Clear Down Payments against Invoice

Enter Down Payment
Request

Request
Clear Down Payments

against Invoice
Incoming invoices that have had down payments applied

are entered into Umoja as standard invoices using the
T-code MIR7.
When a PO is added to the invoice, a pop-up will appear

stating that a down payment has been recorded against
the PO.
Down payment will be adjusted against the invoice by the
system.
123
Clear Down Payments against Invoice

Enter Down Payment
Request

Request
Clear Down Payments

against Invoice
In this window, under the Amount entered field, enter how much of the down payment to apply to this
invoice.
After clicking the Enter icon, you will note that the balance reflects the applied down payment. The
invoice can now be processed as normal.
124
Clear Down Payments without PO

Down payments that are not linked to a PO or Funds Commitment (such as Security Deposits), are
cleared using the Clear Vendor (T-Code: F-44) transaction.
On this screen, enter the Account, Clearing Date, Period and Currency fields. Then enter the Special G/L
Indicator referencing the type of down payment that was made (for example, H for Security Deposits).
125
Activity 4
Transaction Name: Enter Down Payment
Transaction Code: F-47
126
Which of the following fields indicates the type of down payment?
A.
Reference
B.
Account
C.
Doc.Header Text
D.
Trg.sp.G/L ind.
127
Which of the following fields indicates the type of down payment?
A.
Reference
B.
Account
C.
Doc.Header Text
D.
Trg.sp.G/L ind.
Option D is the correct answer. The Trg.sp.G/L ind.

field indicates the type of down payment.
128
Module 5 Summary
The A/P User enters the down payments using the T-code F-47
The Trg.sp.G/L ind. field in the Down Payment Request: Header Data screen
indicates the type of down payment
The A/P Approver makes the approval in the Business Workplace and the down
payment request is converted into a down payment
All payments are processed by the Treasury over the next payment run
The payments can be cleared against the invoice, without invoice or against cash
received
129
Agenda
Course Introduction


Course Summary
Course Assessment
Course Survey
130
Module 6 Objectives
List the reports available in Umoja ECC which are relevant for A/P
131
Reports
There are several reports available in Umoja ECC which are relevant for A/P. These
include:
Display Vendor BP
Used to view the Business Partner Master Data record, including the
customer and vendor records.
To retrieve information, first select the role that you want to query
such as vendor, customer, sponsor and so on.
Next, select whether you want to see information that is maintained
in General data or at the Company Code level, Sales Org level or
Purchasing Org level.
132
Reports
The reports that are relevant for the Invoicing process are:
Display Vendor BP
General data includes name, address and language.
Company code data includes the G/L Reconciliation account number
and payment method(s). Vendor contact information such as name
of the vendor account payable processor can be maintained.
Purchasing org data includes payment terms and default currency
on orders. Vendor contact information such as vendor sales
representative can be maintained.
133
Reports
The reports that are relevant for the A/P process are:
FBL1N Vendor Line Item Report
Standard A/P sub ledger report that shows all transactions posted
on specific vendors at the company code level. User can select to
include:
A/P documents with a Special G/L Indicator
A/P documents with various statuses:
Parked items
Posted items open, cleared or both
Noted items (down payments requests not yet processed)
Overdue for payment
Blocked payment
Note: This report doesnt show documents by fund. Only noted

items appear by fund.
134
Reports
ZA/PFBL1N Vendor Line Item Report by Fund and Grant
Custom A/P sub ledger report that shows all transactions posted on
specific vendors at the company code level. User can select to
include:
A/P documents with a Special G/L Indicator
Posted A/P documents:
Open items, cleared items or both
Overdue for payment
Blocked payment
Note: This report does not show parked documents or noted items.
Noted items can be seen on FBL1N report by fund. On 1 October
2013, a custom report will be available to see parked items by fund.
135
Reports
FBV3 Display Parked Document
When we have a specific financial accounting document that we
want to see, we can enter the document number and fiscal year and
the system will display the whole document. You can also click the
Document List icon and enter certain parameters such as the user
name, posting date, document type, document number range and
so on to retrieve a list of document numbers.
If you need more parameters use the dynamic selection icon to add
parameters. The corresponding FM, CO and GM documents can be
accessed from the Document Environment menu and clicking the
Accounting Document option.
136
Reports
FB03 Display Posted Document
If you would like to view a specific Financial Accounting Document,
you can enter the document number and fiscal year and the system
will display the whole document.
If you do not remember the document number, click the Document
List icon and enter certain parameters such as the user name,
posting date, document type, document number range and so on to
retrieve a list of document numbers. You can also click the My own
document button to restrict the list.
Noted items can be included by ticking the Display noted item box.
137
Reports
FB04 Display Changes
This report shows changes that have been made after a document
was posted. Enter the document number and fiscal year and click
the Enter icon (green tick). Click the All changes button.
In the example we can see that payment method was changed from
blank to Q on 6 May 2013.
138
Reports
Alternatively, if you want to see changes to all posted documents for
a given period, you should not enter a Document Number. Instead,
click the Environment menu and then Multiple Display.
139
Reports
Enter the Company Code, Document Type and Period for which you
want to see the change and click the Execute icon.
In this example, the user elected to see document type RE (Invoice
with PO), KR (Invoice without PO) and KG (Credit Memo without
PO) documents changed between 1 May and 7 May 2013.
140
Reports
Note: The report shows the date, time and user ID of individuals who performed
changes.
141
Which of the following reports shows all transactions posted on specific vendors at the
company code level?
A.
Display Changes FB04
B.
Display Vendor BP
C.
142
Which of the following reports shows all transactions posted on specific vendors at the
company code level?
A.
Display Changes FB04
B.
Display Vendor BP
C.
Option C is the correct answer. FBL1N Vendor

Line Item Report shows every debit/credit
transaction that hits the project.
143
Module 4 Summary
The Display Vendor BP report is relevant for Invoice processing
The reports that are relevant for the A/P process are Vendor Line Item, Display
Parked Document, Display Posted Document and Display Changes Reports
144
Agenda
Course Introduction


Course Summary
Course Assessment
Course Survey
145
Course Summary
The key points covered in this course are listed below:
The automated LIV process is used to compare the Invoice to the PO and the goods
receipt
The Invoice is simulated and posted in the Invoice process after which it goes
through the workflow approval or rejection
The A/P Approver makes the approval in the Business Workplace and the Down
Payment request is converted into a Down Payment
If an Invoice amount is greater than the expected PO or Goods Receipt, there are
several options to reduce the payment that depend on scenarios of when the good
was actually returned
Discounts that are applied to purchases are logged in POs

As part of A/P process, there may be Invoices without PO's. The A/P user
may also need to process local troop payments or manage petty
cash
Invoices without POs typically occur if a payment is being made

to another UN entity or if the payment is for goods/services
totaling less than $300 (Petty Cash)
146
Agenda
Course Introduction


Course Summary
Course Assessment
Course Survey
147
Course Assessment
Now that you have completed all the modules in this course, you can test your
knowledge by completing the Course Assessment.
To receive credit for completing this course, you must pass this assessment with a
minimum score of 90%.
To complete the assessment you must return to the Learning Management System:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course assessment
5. Click the Submit button once you have completed the assessment
148
Agenda
Course Introduction


Course Summary
Course Assessment
Course Survey
149
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
150
Congratulations! You have successfully completed the

Umoja Accounts Payable Process course.
151

Sap Fi Accounts Payable Process 2

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FI321 Umoja Accounts Payable

Umoja Accounts Payable Process Version 8

Module 3: Processing Invoices without a Purchase Order

Module 6: Accounts Payable Reports

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# Years with the UN

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Breaks are included at the discretion of the trainer

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You should have completed the following prerequisite courses:

Course Duration: 6 hours

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List the different G/L accounts relevant for Accounts Payable

Process Invoices with or without a Purchase Order (PO)

Process Invoice reductions

Enter a Credit Memo

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Module 3: Processing Invoices without a Purchase Order

Module 6: Accounts Payable Reports

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Identify the purpose of Reconciliation Accounts for Accounts Payable

Differentiate between the different Business Partner Groups in Umoja

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Accounts within the General Ledger that are automatically

Indicates when a transaction should post to a different

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Financial Accounting Module in Umoja

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General Ledger vs. Subsidiary Ledgers

Postings to Reconciliation Accounts

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A/P Subsidiary Ledger

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A/P- Reconciliation Account

In the A/P Subsidiary

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In the General Ledger, the

G/L Accounts used for A/P

Entries in the A/P

Entries for late

Ensures the Sub Ledger is

Revaluation entries cannot be

Manual Adjustment Accounts

Should be recorded at the G/L

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Recording A/P Entries in Umoja G/L Accounts

Ending with Digits

Manual Adjustment account

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Business Partner Groups in Umoja

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G/L Accounts for A/P

Reconciliation G/L Account

Other Governmental Entities

UN Agencies, Funds and Programs

Individuals (Staff Members, Retirees,

Individual Contractors and Consultants

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Down payments to commercial vendors

Advances to implementing partners

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Manual Adjustment Account

A/P Sub Ledger

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