Virutal Gr
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Umoja Inbound Goods Process: PK & SPM – Version 19Last Modified: 31-May-13
SC320 – Umoja Inbound Goods
Process: PK & SPM
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Agenda
2Copyright © United Nations
Course Introduction Module 1: Umoja Inbound Goods Process ReviewModule 2: Inbound Delivery
Module 3: Virtual Goods Receipt
Module 4: Physical Goods Receipt
Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface
Course Summary
Course Assessment
Course Survey
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Please share with us:
• Your name
• Your section/unit
• Years of experience in the field
• An interesting fact about you
Introduction
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Please consider the following guidelines during the training session:
• Turn your cell phone to silent mode. Please step out of the class to take any
important phone call
• Please do not access your e-mail or the Internet outside of breaks
• Participate fully in the training session and respect each other’s contribution
• Breaks are included at the discretion of the trainer
Ground Rules
4
X X
No Phones Ask QuestionsParticipate BreaksDo Not Access
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Course Overview
The purpose of the Umoja Inbound Goods Process course is to train end users on how to
support the Inbound Goods Process using the Umoja ECC system.
This is an interim process applicable to Peacekeeping and Special Political Missions,during the period of coexistence of the Umoja and Galileo systems, for activities
performed when receiving goods from commodity vendors.
Prerequisite Review
You should have completed the following prerequisite courses:
• Umoja Overview
• Umoja Master Data & Coding Block Overview
• Umoja ECC Navigation
• Umoja Logistics Overview: PK & SPM
Course Duration: 5 hours
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Course Objectives
After completing this course, you will be able to:
• Explain the key concepts from the Level 1 course
• Display a Purchase Order
• Describe the significance of the Inbound Delivery
• Display, update and monitor an Inbound Delivery
• Perform a Virtual Goods Receipt against an Inbound Delivery
• Perform a Goods Receipt to Unrestricted Stock against an Inbound Delivery
• Perform a Goods Receipt to Blocked Stock against an Inbound Delivery
• View a Material Document created during a goods receipt
• Describe the important dates and notifications during the goods receipt process
• Reverse a Goods Receipt transaction
• Process a return to the vendor
• Describe the goods receipt interface to the Galileo system
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Agenda
7Copyright © United Nations
Course Introduction
Module 1: Umoja Inbound Goods Process ReviewModule 2: Inbound Delivery
Module 3: Virtual Goods Receipt
Module 4: Physical Goods Receipt
Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface
Course Summary
Course Assessment
Course Survey
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Module 1 Objectives
After completing this module, you will be able to:
• Explain the key concepts from the Level 1 course
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Key Terminology
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Key Term Description
Purchase Order (PO) A buyer-generated document that authorizes a purchase transaction.
Invoice A vendor-generated document that indicates the products, quantities and
agreed prices for products delivered by the vendor.
Goods Receipt (GR) A document generated to acknowledge receipt of goods, against an inbound
delivery, conducted at the point of “first receipt” or transfer of ownership.
Low Value
Acquisition
A Purchase Order (PO) used for requirements that are up to $4,000 USD issued
without the direct involvement of Procurement. This replaces the Short POprocess.
Plant
A location where materials are produced, purchased, stored, inventoried,
shipped, received and valuated, or from which services are provided
(Mission/Support Center in Peacekeeping, Country for HQ and OAHs).
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Key Terminology
10
Key Term Description
Three-Way Matching
The comparison of quantities, price per unit, terms, etc. appearing on the
vendor’s invoice with the information on the purchase order and on the goods
receipt. This is done through the Logistics Invoice Verification (LIV) process.
Inbound Delivery
A document containing key delivery data required for triggering and
monitoring the inbound movement of goods to the mission area. Similar to an
Advanced Shipping Notice (ASN).
Movement Type A three-character field in the Umoja ECC system to describe the type ofmaterial movement that needs to be performed. It is used for all types of
goods movement in Umoja such as receipts and reversals.
Virtual Goods
Receipt
A goods receipt posted in Umoja when the terms of a contract specify that the
delivery of goods by a commodity vendor to the UN occur at a named place of
delivery other than the final destination.
Physical Goods
Receipt
A goods receipt posted in Umoja when the terms of a contract specify that thedelivery of goods by a commodity vendor to the UN occur at the intended
mission destination.
Material Master
A Master Data record that contains information about all products procured,
stored and shipped by the UN. For example: Product ID, Product Category,
Material Management and other physical or financial characteristics.
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Roles & Responsibilities
The following Umoja Enterprise roles are involved in the Umoja Logistics process:
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Inbound Coordinator
•
Update information about inbound movement of goodsto the mission based on information provided from
commodity vendors & freight providers
• Responsible for managing the information flow to
indicate transfer of ownership
• Enable downstream operations to be optimized
through provision of shipment/movement information• Cannot perform virtual or physical goods receipts
transactions in Umoja
Note: Role definitions have been modified for this interim
process.
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Roles & Responsibilities
The following Umoja Enterprise roles are involved in the Umoja Logistics process:
12
Virtual Receiving User
• Responsible for receiving goods against commercial
procurement during the Virtual Goods Receipt process
• Indicate UN acceptance of goods during transfer of
ownership, in accordance with the Incoterm
Note: Role definitions have been modified for this interim
process.
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Roles & Responsibilities
The following Umoja Enterprise roles are involved in the Umoja Logistics process:
13
Receiving User
• Responsible for receiving goods against commercial
procurement during the Physical Goods Receipt process
• Indicate UN acceptance of goods during transfer of
ownership, in accordance with the Incoterm
Note: Role definitions have been modified for this interim
process.
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Umoja Inbound Goods Process Review
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The Umoja Logistics Overview course introduces the Inbound Goods Process for DFS-
supported missions that is being implemented during the period of coexistence of the
Umoja and Galileo systems, performed when receiving goods from commodityvendors.
This process is also applicable to goods receipt from Low Value Acquisitions.
With the implementation of Umoja, several aspects of the business are changing:
• System Integration
• Financial Implications
• Inbound Delivery Process
• Virtual vs. Physical Goods Receipt
Note: These processes are governed by IPSAS/OPPBA guidelines/procedures and
documented in publications such as the Procurement Manual, DFS Property Management
Manual and other policies issued by the UN.
Inbound
Processing
Umoja GoodsReceipt
(Quantity & BasicVerification)
Galileo GoodsReceipt and
InventoryManagement*
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Virtual and Physical Receipt for Common UN Incoterms
15
The transfer of ownership that occurs between the seller and buyer is dictated by the
Incoterm. Thus a virtual goods receipt can occur at any location prior to the final
receiving UN location. Incoterms 2010 commonly used by the UN are depicted:
UNEXW
FCA Seller UN
Seller UNFOB
Seller
DAPSeller
DDP
Seller UNDAT
Point of Origin UN LocationOnboard VesselPort Port
VirtualReceipt
PhysicalReceipt
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As you recall, Umoja ECC uses movement types to perform the receiving actions taken.
When a movement type is used, goods are received to a certain stock type.
A stock type defines the system state that classifies goods. Stock types used in Umoja:
Umoja ECC Stock Type
Material available for use upon receipt
•
This stock type allows full financial postingand invoice processing
Unrestricted Stock
Material not available for use upon receipt
•
Should only be used in exceptional cases• Used when goods are clearly damaged or
have different specifications from the PO
• Upon receipt of such goods the UN will not
accept ownership until resolution is
reached with vendor
•This stock type blocks full financial postingand invoice processing
Blocked Stock
Note: As inventory or “stock” is not managed in Umoja during the interim period
with Galileo, the purpose of the stock type is to determine financial posting and
invoice processing.
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Goods Receipt Movement Types
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MovementType
Description Financial Implication
ZP1 Virtual Receipt
• Full financial posting
• Invoice processing
• Three-way match
101 Receipt to Unrestricted Stock
• Full financial posting
• Invoice processing
• Three-way match
102Reverse Receipt
(Virtual or Physical)• Varies depending on receipt movement type
103 Receipt to Blocked Stock• No financial posting
• No invoice processing
105 Release Blocked Stock
• Full financial posting
• Invoice processing• Three-way match
122Return to Vendor after
Receipt to Unrestricted Stock• Varies depending on receipt movement type
124Return to Vendor after
Receipt to Blocked Stock• Varies depending on receipt movement type
As explained in the Logistics Overview course, this table shows the different types of
Goods Receipt movement types (with Movement Type codes):
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Putting it Together: Goods Receipt Scenarios
The steps for performing a virtual or physical goods receipt are summarized below:
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Galileo Interface
Continue Receiving Process in Galileo
Virtual Goods Receipt Physical Goods Receipt
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving User
Virtual Receipt
Vendor delivers at origin or other
named place
Inbound Coordinator
Check Delivery Documents
Vendor provides delivery update
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving User
Check Delivery Documents
Receiving User
Check for Discrepancy
Receiving User
Physical Receipt
Inbound Coordinator
Inbound Delivery Update
Vendor provides delivery update
Vendor delivers at destination
Receiving User
Check Delivery Documents
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Learning Checkpoint 1
When goods physically arrive at the final destination, which tasks are performed by the
Receiving User in Umoja ECC?
Select the correct option.
A. Receive goods in Umoja ECC
B. Barcode and update received batches, as applicable
C. Performing quality inspection of materials
D. Create inbound delivery
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Learning Checkpoint 1
When goods physically arrive at the final destination, which tasks are performed by the
Receiving User in Umoja ECC?
Select the correct option.
A. Receive goods in Umoja ECC
B. Barcode and update received batches, as applicable
C. Performing quality inspection of materials
D. Create inbound delivery
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Option A is correct. The Receiving User receive the
goods in Umoja ECC after the goods physically
arrive at the receiving mission location.
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Module 1 Summary
The key points covered in this module are listed below:
• Roles involved in the Umoja Logistics process are the Inbound Coordinator, Virtual
Receiving User, and the Receiving User
• Key changes with the implementation of Umoja are coexistence of Umoja ECC and
Galileo systems integration, financial implications, goods receipt and Inbound
Delivery process
• Stock types in Umoja are Unrestricted Stock and Blocked Stock
• Review of movement types and financial implications
• Steps for performing a virtual and a physical goods receipt
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Agenda
22Copyright © United Nations
Course Introduction
Module 1: Umoja Inbound Goods Process ReviewModule 2: Inbound Delivery Module 3: Virtual Goods Receipt
Module 4: Physical Goods Receipt
Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface
Course Summary
Course Assessment
Course Survey
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Module 2 Objectives
After completing this module, you will be able to:
• View a Purchase Oder
• Update and display an Inbound Delivery
• Describe who updates certain fields in the Inbound Delivery
• Run an Inbound Delivery report
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Inbound Delivery Overview
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An Inbound Delivery is a system document used to collect all shipment/delivery details
(similar to an Advanced Shipping Notice provided by freight-forwarders). The key
features are:
The Inbound Coordinator updates it with shipping updates from the vendor. Thisinforms receiving offices of expected delivery dates and shipment information
It is created against the Purchase Order. Umoja ECC runs a scheduled batch job
to create the Inbound Delivery and transfers key Purchase Order data
For virtual receipts, the Inbound Coordinator updates it with the actual deliverydate and uploads the delivery documents (including onward movement)
It provides the link between Procurement and Mission Logistics and R&Ifunctions
An Inbound Delivery report can be produced by each receiving mission to trackInbound Deliveries. Goods are received against the Inbound Delivery
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Material
Document(Goods Receipt)
Inbound
Delivery
Purchase
Order
Inbound Delivery Overview
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The end-to-end process from Procurement to Goods Receipt in Umoja is as follows:
Inbound
Delivery
generated
from the POby Umoja
Inbound Delivery is
updated during
shipment
A Goods Receipt is
conducted against the
Inbound Delivery
Goods
Receipt Slip is
generated
Virtual GR
Physical GR
1 2 43
3
PO is created
during
procurement
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Inbound Deliveries and Purchase Orders
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Since Inbound deliveries are created against Purchase Orders, an Inbound Coordinator
(for example a Procurement Office) can find a specific Inbound Delivery by viewing the PO
in Umoja ECC.Step 1: To view a PO in Umoja ECC, perform the T-code ME23N
Step 2: The initial screen displays the last PO the user opened. To open a new PO, click
the Other PO button (left of the Print Preview button)
Step 3: Enter the PO number and press Enter on the keyboard
3
2
1
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View Purchase Order
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The overall Purchase Order screen appears as follows:
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View Purchase Order
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Now let’s look at the different sections. The Purchase Order screen consists of the
following fields and buttons:
PO number, vendor, and document dateHeader: Note the Incoterms field may be empty
A
B
A
B
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View Purchase Order
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The Purchase Order screen consists of the following fields and buttons:
C. Item Overview: Note individual line items may have different Incoterms (in which
case the Header Incoterms field may not be populated)D. Line Item Detail
C
D
C
D
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View Purchase Order
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In the Line Item Detail section, click the Purchase Order History tab to view the history of
receiving actions performed on this PO, for example the movement type, the material
document number (from a good receipt), the goods receipt posting date, etc.
Note that the user can click any of the underlined fields to open the referenced
document, for example material document.
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View Purchase Order
The Inbound Delivery document number is found on the Purchase Order’s
Confirmations tab.
•A PO may have multiple Inbound Deliveries
• Each Inbound Delivery has one Incoterm, one Delivery Date and one Goods Receipt
Date
• Double Clicking on the Inbound Delivery document number will bring up the
Inbound Delivery document window
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Inbound Delivery Screen
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The Inbound Delivery screen appears as follows:
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Simulation Activities
Throughout this training, users will have the opportunity to
conduct activities in the form of simulations. Simulations
are interactive “recordings” of the Umoja system used tohelp facilitate a hands-on learning experience. The
simulation links are provided on the corresponding activity
slides.
Users can access simulations in three different modes:
• Show me: Users view a video of an entire transaction
being conducted
• Let’s do it together: Users will be prompted to input
data at key points during the transaction
(recommended)
• Try it: Users can complete an entire transaction ontheir own, with no additional instructions provided
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Activity 1
Transaction Name: View Purchase Order
Transaction Code: ME23N
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder-
1.11.2296?originalContext=1.11.2681
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d b d l
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Updating an Inbound Delivery
The Inbound Coordinator has the following tasks:
A. Update the Delivery Date based on commodity vendor communication and upload
the arriving shipment documents
B. For Virtual Goods Receipt, when goods are at the location dictated by the Incoterm,
the Inbound Coordinator updates the Actual Goods Receipt Date and the actual
quantity. The Inbound Coordinator checks all delivery documents for compliance
C. For Virtual Goods Receipt, if follow-on freight contract is arranged the Inbound
Coordinator uploads the documents for the follow-on freight movement
The next section contains steps for the Inbound Coordinator to complete these tasks.
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Point of Origin UN LocationOnboard VesselPort Port
b d li
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Key Inbound Delivery Dates
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The Inbound Delivery contains information regarding several key dates to support the
goods movement and delivery process for Peacekeeping missions. It is a “living
document” which is updated as delivery and shipping information becomes available.
Responsibility for updating key dates is shared among different offices, depending on
which office would likely have the most accurate and current information.
Procurement Offices
Mission MovementControl Offices (MovCon)
Inbound Coordinators
K I b d D li D
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Key Inbound Delivery Dates
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Inbound Delivery Document is updated by both Procurement and Mission Movement
Control Offices. The offices are responsible to update the following specified date fields:
Note: The Actual Goods Receipt Date is the key date which will be used for the
Goods Receipt “Posting Date” which will be audited for IPSAS compliance during
the goods receipt process.
*Updated by Procurement or MovCon, depending on the situation
Delivery Date
As advised or updated by commodity
vendor. Always Procurement.
Actual Goods Receipt Date*
When goods delivered by the commodity
vendor to an external vendor/Freight
Forwarder
Actual Goods Receipt Date*
When goods delivered by the commodity
vendor to the UN at a transit location
for onward movement
Procurement Offices Mission Movement
Control Offices (MovCon)
K I b d D li D
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Key Inbound Delivery Dates
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• Date notified by the vendor for goods delivery at the named destination (for
example FCA, DAT or DAP)
• Data for this field is automatically populated from the PO.
• This provides visibility to downstream activities/offices of planned incoming
shipment dates and details to allow movements planning• It is updated by Procurement staff acting as Inbound Coordinator acting on
advice and updates from the vendor
These key dates are captured on the Item Overview Tab:
Procurement
Delivery Date
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I b d D li O i
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Inbound Delivery Overview
A
B
E
D
Now, let’s look at the Inbound Delivery in detail. The Inbound Delivery screen consists of
the following fields and buttons:
A. Header View buttonB. Document Number
C. Services for Object (used to upload and view attachments)
The Item Overview tab contains several important dates (described in detail later):
D. Delivery Date - provided by the vendor and originally derived from the PO)
E. Actual GR Date - to reflect date of transfer of ownership to UN per Incoterm
C
40
A
B
E
D
C
I b d D li O i
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Inbound Delivery Overview
41
The Inbound Delivery screen also contains the following fields and buttons:
H. Material Number
I. Plant (Mission)J. Delivery quantity
K. Document Flow (can use this to navigate back to the PO screen)
H
I
J
K
Note: The user can drag and rearrange the columns as needed.
H
I
J
K
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S i 1 V d D li G d t O i i Oth N d Pl
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Scenario 1: Vendor Delivers Goods at Origin or Other Named Place
The goods are to be delivered to the local port of entry
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Virtual Goods Receipt Physical Goods Receipt
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving User
Virtual Receipt
Vendor delivers at origin or other
named place
Inbound Coordinator
Check Delivery Documents
Vendor provides delivery update
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving UserCheck Delivery Documents
Receiving UserCheck for Discrepancy
Receiving User
Physical Receipt
Inbound Coordinator
Inbound Delivery Update
Vendor provides delivery update
Vendor delivers at destination
Receiving User
Check Delivery Documents
Galileo Interface
Continue Receiving Process in Galileo
Update an Inbound Delivery Inbound Delivery Report
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Update an Inbound Delivery – Inbound Delivery Report
If the Inbound Coordinator does not navigate to a specific Inbound Delivery from the PO
or wishes to view multiple Inbound Deliveries, the Inbound Delivery Report can be used.
Note: Once a goods receipt is posted, the Inbound Delivery can no longer be updated as
the delivery is considered complete.
The Inbound Coordinator follows the steps below to view a list of Inbound Deliveries and
update an existing Inbound Delivery:
Enter the T-code VL06I. On the Inbound Delivery Monitor screen, click the ListInbound Deliveries button
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1
1
Update an Inbound Delivery Inbound Delivery Report
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Update an Inbound Delivery – Inbound Delivery Report
2. In Shipping/Receiving Point, enter the Plant (Mission). Ensure the delivery dates
matches the desired search timeframe. If the Inbound Delivery number is known,
it can also be entered below on this screen
Optionally, scroll down to Total Goods Movement Status and enter “ A” to filter
Inbound Deliveries for which a goods receipt has NOT been processed already
3. Click the Execute button
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2
2
3
2
3
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Update an Inbound Delivery Delivery Update
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Update an Inbound Delivery – Delivery Update
Now, the Inbound Coordinator can update the Inbound Delivery Document for this
shipment using the following fields:
A. On the Item Overview tab, update the Delivery Date as advised by the
commodity vendor
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A
ProcurementMovCon
A
Update an Inbound Delivery Delivery Update
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Update an Inbound Delivery – Delivery Update
B. Click the Header button (Hat ) to
view the Header Details section
C. On the Header Details screen,
click the Shipment tab. In the
Shipment section enter the Bill of
Lading number for the inbound
shipment to the mission in
BillofLad
D. If follow-on freight is arranged
and a PO number is available,
enter ZFPO in the Means of
Transport Type (MnsTransTy)field.
Then, enter the freight PO
number in Transport ID Code
(TrnsIDCode) field
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B
C
C
D
ProcurementMovCon
B
C
D
Update an Inbound Delivery Delivery Update
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Update an Inbound Delivery – Delivery Update
E. On the Administration tab, the External ID field in the Organization section
displays the PO number for reference
F. Press the Back button to exit the Header
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E
E
F
ProcurementMovCon
E
F
Update an Inbound Delivery – Delivery Update
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Update an Inbound Delivery – Delivery Update
The Inbound Coordinator will then update the further fields:
G. Upload the shipment documents (for example Bill of Lading) by clicking theServices for Objects button, click Create, then Create Attachment. You can also
view other attached documents by clicking on Attachment List .
H. Click the Save button when finished
50
G
ProcurementMovCon
H
Scenario 1: Vendor Delivers Goods at Origin or Other Named Place
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Scenario 1: Vendor Delivers Goods at Origin or Other Named Place
Let us return to our scenario: Purchase of fuel storage tanks and vehicle spare parts
from a Systems Contract. The goods are to be delivered to the local port of entry
51
Virtual Goods Receipt Physical Goods Receipt
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving User
Virtual Receipt
Vendor delivers at origin or other
named place
Inbound Coordinator
Check Delivery Documents
Vendor provides delivery update
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving UserCheck Delivery Documents
Receiving UserCheck for Discrepancy
Receiving User
Physical Receipt
Inbound Coordinator
Inbound Delivery Update
Vendor provides delivery update
Vendor delivers at destination
Receiving User
Check Delivery Documents
Galileo Interface
Continue Receiving Process in Galileo
Update an Inbound Delivery – Upon Delivery
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Update an Inbound Delivery – Upon Delivery
Since this is a Virtual Goods Receipt, the Inbound Coordinator(s) will now do the
following:
A. On the Item Overview tab, update the Actual Goods Receipt Date B. Update the Delivery quantity for each line item as reported by the vendor and
confirmed in attached documents.
If the actual quantity received is less than the expected quantity, another Inbound
Delivery is generated for the undelivered quantity
52
A
A
ProcurementMovCon
B
A
B
Update an Inbound Delivery – Upon Delivery
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Update an Inbound Delivery Upon Delivery
The Inbound Coordinator can also now update more information, if available:
C. Click the Services for Objects button. Under Attachment List, check any
previously uploaded documents and attach additional documents (for exampleDelivery Note or for follow-on freight movement). See previous steps.
D. Click the Goods Movement tab. Update the Planned Goods Movement Date to
the expected date the goods will arrive at the mission receiving location to
provide downstream visibility.
53
C
D
ProcurementMovCon
D
C
D
Viewing Inbound Delivery Report
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Viewing Inbound Delivery Report
As you recall, the Inbound Delivery Report is the initial screen from the T-code VL06I. The
report view will be essential in follow on Goods Receipt processes (that is Virtual Goods
Receipt)
• The first view is the Header-Level View (used as a general report layout to show
the header-level and overall Inbound Delivery details)
• The second view is the Item-Level View (MUST be used for Virtual Goods Receipt
as it shows the item-level details, including the item-level Incoterms and
quantities)
54
Viewing Inbound Delivery Report
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Viewing Inbound Delivery Report
1. To toggle between the layouts, click the Item View/Header View button
2. To filter by a specific column such as Cost Center, click the Filter button
3. To change the layout, click the Change Layout button. This is covered in detail in
the Inbound Goods Process Job Aid
55
1 2 3
1
2
3
Learning Checkpoint 1
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Learning Checkpoint 1
Which of the following are features of an Inbound Delivery?
Select all that apply.
A. It is automatically created in Umoja ECC
B. It provides the link between Procurement and Mission Logistics and R&I functions
C. It is not created against the Purchase Order
D. It is not automatically created in Umoja ECC
56
Learning Checkpoint 1
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Learning Checkpoint 1
Which of the following are features of an Inbound Delivery?
Select all that apply.
A. It is automatically created in Umoja ECC
B. It provides the link between Procurement and Mission Logistics and R&I functions
C. It is not created against the Purchase Order
D. It is not automatically created in Umoja ECC
57
Options A and B are correct. These are features of
Inbound Delivery
Activity 2
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Activity 2
Transaction Name: Update Inbound Delivery
Transaction Code: VL06I
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder-
1.11.2907?&originalContext=1.11.2681
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Agenda
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Agenda
60Copyright © United Nations
Course Introduction
Module 1: Umoja Inbound Goods Process Review
Module 2: Inbound Delivery
Module 3: Virtual Goods Receipt Module 4: Physical Goods Receipt
Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface
Course Summary
Course Assessment
Course Survey
Module 3 Objectives
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Module 3 Objectives
After completing this module, you will be able to:
• Perform a virtual goods receipt against an Inbound Delivery when the vendor
delivers at origin or other named place
61Copyright © United Nations
Scenario 1: Vendor Delivers Goods at Origin or Other Named Place
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g
Continuing with our scenario, the commodity
vendor has now delivered the fuel storage
tanks and vehicle spare parts at the mission’s
port of entry to the mission’s local freight
forwarder.
The freight forwarder has confirmed receipt
from the commodity vendor by delivery note
and has informed the Inbound Coordinator
who updated the Inbound Delivery accordingly
and attached the delivery documents.
The Virtual Receiving User, per IPSAS
requirements, conducts a Virtual Goods
Receipt in Umoja against the Inbound Delivery
created by the system in order to register the
“first receipt” and transfer of ownership from
Vendor to the UN.
62
InboundProcessing
UmojaGoodsReceipt
GalileoGoodsReceipt
Scenario 1: Vendor Delivers Goods at Origin or Other Named Place
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g
63
Virtual Goods Receipt Physical Goods Receipt
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving UserVirtual Receipt
Vendor delivers at origin or other
named place
Inbound CoordinatorCheck Delivery Documents
Vendor provides delivery update
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving User
Check Delivery Documents
Receiving User
Check for Discrepancy
Receiving UserPhysical Receipt
Inbound Coordinator
Inbound Delivery Update
Vendor provides delivery update
Vendor delivers at destination
Receiving UserCheck Delivery Documents
Galileo Interface
Continue Receiving Process in Galileo
Incoterms Applicable for Virtual Goods Receipt
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pp p
64
Incoterms:
• EXW – Ex Works
• FAS – Free Alongside Ship
• FCA – Free Carrier
• FOB – Free on Board
• DAT – Delivered at Terminal
• CFR – Cost and Freight
• CIF – Cost, Insurance and Freight• CIP – Carriage and Insurance Paid To
• CPT – Carriage Paid To
Virtual Goods Receipt
Vendor Delivers at Origin or Other
Named Place Vendor Delivers at Destination
Recall that Umoja is configured to require a Virtual Goods Receipt for these Incoterms.
Update Inbound Delivery
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p y
Step 1: As explained in the previous module, the Inbound Coordinator has updated the
Inbound Delivery with the delivery information from the commodity vendor (attaching
the Delivery Note to the Inbound Delivery).
This was through the T-code VL06I.
65Copyright © United Nations
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInbound
Delivery
Run InboundDelivery
Report
Run Inbound Delivery Report
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y p
66Copyright © United Nations
Step 2: The Virtual Receiving User runs the Inbound Delivery Report using the T-code
VL06I to list the deliveries expected. The User notes that this delivery arrived at the port.
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInbound
Delivery
Run InboundDelivery
Report
Note: The Actual Goods Receipt Date is displayed in the Ac. GI Date column on
the Inbound Delivery Report.
Perform Virtual Goods Receipt
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Step 3(a): The Virtual Receiving User performs the virtual goods receipt by entering the
T-Code /nVL06I or press (to return to the main screen). However, the Virtual User
now clicks the For Goods Receipt button to access the Good Receipt functionality.
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInbound
Delivery
Run InboundDelivery
Report
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Perform Virtual Goods Receipt
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69Copyright © United Nations
Step 3(b): The Virtual Receiving User adds the required information to filter the Inbound
Good List and presses Execute .
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInbound
Delivery
Run InboundDelivery
Report
Perform Virtual Goods Receipt
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Step 3(c): The Virtual Receiving User opens the corresponding Inbound Delivery (double
click) and reviews all details and documents (for example quantity, etc). Then, follows
the steps below to post the goods receipt:
1. View the report in Item View using the Item/Header View Layout Toggle
2. Check the box next to the Inbound Delivery line items to receive against. Multipleboxes may be checked ONLY if the actual goods receipt dates are the same
3. Note the Actual GR Date from the “Actual GI Date” column. Click the Post Goods
Receipt button.
70Copyright © United Nations
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInbound
Delivery
Run InboundDelivery
Report
1 3
2
3
2
1
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To confirm that the Goods
Receipt has posted or view the
status of the delivery, the Virtual
Receiving User can return to the
Inbound Delivery Document.
The Status Overview tab will
show which goods have been
received and indicate any partial
receipts, as well as overall status:
• A is not yet received
• C is completely received
• B is partially received
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInbound
Delivery
Run InboundDelivery
Report
Perform Virtual Goods Receipt
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At this point, the system prompts the user to print the Goods Receipt slip. The Goods
Receipt slip is generated along with a Material Document (system term for a Good
Receipt document) for each Inbound Delivery.
Additional details are provided on the Goods Receipt slip and Material Document in thenext module.
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInboundDelivery
Run InboundDeliveryReport
Perform Virtual Goods Receipt
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Step 4: The details of the goods receipt, including PO information, are passed to Galileo
through an automated, one-way data transfer interface and classified as a “Provisional
R&I” in Galileo. The receiving process continues in Galileo.
Additional details on this process are explained in a later module.
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInboundDelivery
Run InboundDeliveryReport
Virtual Goods Receipt: Financial Implications
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The financial implications of this complete Umoja virtual goods receipt process are:
• Full financial posting
• Invoice Processing
• Three-way Match
• IPSAS Compliance
Note: Goods received virtually cannot be received to Blocked Stock, preventing posting.
Goods Receiptin Galileo
Goods Receiptin Umoja
UpdateInboundDelivery
Run InboundDeliveryReport
Learning Checkpoint 1
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Which of the following are financial implications for a Virtual Goods Receipt?
Select all that apply.
A. Full financial posting
B. Invoice Processing
C. Purchase order and invoice matched
D. Invoice is blocked
76
Learning Checkpoint 1
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Which of the following are financial implications for a Virtual Goods Receipt?
Select all that apply.
A. Full financial posting
B. Invoice Processing
C. Purchase order and invoice matched
D. Invoice is blocked
77
Options A, B and C are correct. These are the
financial implications for a Virtual Goods Receipt
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Module 3 Summary
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The key points covered in this module are listed below:
• Steps to perform a virtual goods receipt against an Inbound Delivery
79
Agenda
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Course Introduction
Module 1: Umoja Inbound Goods Process Review
Module 2: Inbound Delivery
Module 3: Virtual Goods Receipt
Module 4: Physical Goods Receipt Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface
Course Summary
Course Assessment
Course Survey
Module 4 Objectives
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After completing this module, you will be able to:
• Perform a goods receipt to Unrestricted Stock against an Inbound Delivery
81Copyright © United Nations
Scenario 2: Vendor Delivers at Destination
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The mission has ordered some medical supplies for direct delivery to the mission
location. During the shipment, the commodity vendor has updated the Inbound
Coordinator with shipping information and documents. The Inbound Coordinator has
updated the Inbound Delivery, as required.
Upon delivery to the UN by the commodity vendor or the commodity vendor’s shipping
company (thereby transferring ownership) the Receiving User conducts a Physical Goods
Receipt against the Inbound Delivery.
As part of this scenario, we will also receive goods to Blocked Stock to simulate a
discrepancy (damage) in the shipment.
82
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
GoodsReceipt in
Galileo
Blocked
Stock
Handling
UpdateInboundDelivery
Scenario 2: Vendor Delivers at Destination
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The steps for performing a physical goods receipt are summarized below:
83
Galileo Interface
Continue Receiving Process in Galileo
Virtual Goods Receipt Physical Goods Receipt
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving User
Virtual Receipt
Vendor delivers at origin or other
named place
Inbound Coordinator
Check Delivery Documents
Vendor provides delivery update
Inbound Coordinator
Inbound Delivery Update
Virtual Receiving User
Check Delivery Documents
Receiving User
Check for Discrepancy
Receiving User
Physical Receipt
Inbound Coordinator
Inbound Delivery Update
Vendor provides delivery update
Vendor delivers at destination
Receiving User
Check Delivery Documents
Incoterms Applicable for Physical Goods Receipt
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Incoterms:
• DAP – Delivered at Place
• DDP – Delivered Duty Paid
• DDU (Removed from 2010 Incoterm)
Physical Goods Receipt
Vendor Delivers at Origin or Other
Named Place Vendor Delivers at Destination
Umoja is configured to require a Physical Goods Receipt for the following Incoterms.
Update Inbound Delivery Report
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Step 1: As explained in the previous module, the Inbound Coordinator has updated the
Inbound Delivery with the delivery date information from the commodity vendor
(attaching the shipping documents and other information to the Inbound Delivery).
This was through the T-code VL06I
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
Goods Receiptin Galileo
UpdateInboundDelivery
Run Inbound Delivery Report
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Step 2: The Receiving User runs the Inbound Delivery Report using the T-code VL06I to
view expected incoming shipments and when applicable, the Planned Goods Movement
Dates to manage the inbound delivery workload for the receiving office.
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
Goods Receiptin Galileo
UpdateInboundDelivery
Verify Physical Receipt
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Step 3: When the goods actually arrive at the mission location, the Receiving User may
need to verify whether an item has already been received in Umoja (for example virtually)
or still needs to be received in Umoja.
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
Goods Receiptin Galileo
UpdateInboundDelivery
Verify Physical Receipt
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Q: Have the goods already
been receivedin Umoja ECC?
Specifically for the Receiving User, the following decision needs to be made when the
goods arrive at the receiving mission location.
88
This means a virtual goods receipt was
already done
I only need to receive
the goods in Galileo
This means I need to do a physical
goods receipt
I need to receive the goods in Umoja
ECC, using the correct movement type
Then, I need to receive the goods in
Galileo
Yes
No
Verify Physical Receipt
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Step 3: The Receiving User can conduct this check by viewing the Purchase Order
using the T-code ME23N. Recall, that the the Purchase Order History tab shows the
history of receiving actions performed on this PO, for example the movement type,
the material document number, the goods receipt posting date, etc.
• Check for a ZP1 movement type which indicates a previous Virtual Goods receipt.
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
Goods Receiptin Galileo
UpdateInboundDelivery
Check for Discrepancy
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Step 4: Once the Receiving User confirms that a physical receipt is necessary, he or
she conducts a visual physical review of the goods, as compared to the Inbound
Delivery, and looks for noticeable damage.
This includes reviewing details such as quantity, type of goods, etc. The ReceivingUser can also refer to PO details if needed though the Inbound Delivery document in
Umoja.
Physical Damage or
Differs from PO?
Unrestricted
Stock
Blocked
Stock
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
Goods Receiptin Galileo
UpdateInboundDelivery
YesNo
Perform Physical Goods Receipt
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Step 5: The Receiving User has confirmed that the items show no discrepancy against
the PO and therefore the goods can be received to Unrestricted Stock.
Follow the steps on the next slides to do so.
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
Goods Receiptin Galileo
UpdateInboundDelivery
Perform Physical Goods Receipt
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From the main screen, perform the T-code MIGO to perform the physical goods receipt
1. Select Goods Receipt in reference to Inbound Delivery and enter the Inbound
Delivery number (obtained from the Inbound Delivery Monitor or from the PO)
2. Enter the movement type for Physical Goods Receipt to Unrestricted Stock, 101
3. Click the Execute button or press Enter on the keyboard. Information from the
Inbound Delivery populates the screen
4. The Services for Object button can be used to attach documents and images
2 21 3
4
2
1
3
4
Perform Physical Goods Receipt
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The physical goods receipt screen appears as follows. Let’s explore it’s layout before
continuing our steps:
Perform Physical Goods Receipt – Screen Layout
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G
C
F
B
The Goods Receipt screen header is organized into the following sections:
A. General tab:
B. Document Date: The date of the Umoja transaction (always today’s date) C. Posting Date: The date of the actual physical receipt. This must be updated to
the actual date that the goods arrived (that is actual goods receipt date)
D. Vendor tab: Vendor information
E. Requisitioner Details tab
F. Collective Slip checkbox: Must be checked so goods receipt slip can be printed
G. Item Overview section, in this section each item appears as a separate line item,
if the PO contains multiple items.
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A D E
A
B
C
D
E
G
F
Perform Physical Goods Receipt – Screen Layout
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Underneath the Item Overview section is the Item Details section. It contains the
following tabs and information which should be reviewed and verified:
A. Material tab: Shows the Material ID and DescriptionB. Quantity tab: Shows the Quantity in Unit of Entry, Quantity Ordered, Quantity
Received previously (if applicable)
C. Where tab: Shows the Movement Type, Stock Type, Plant, Goods Recipient Name,
Unloading Point, Free Text Field, Stock Overview
D. PO Data tab: Shows the PO Information, Incoterms
E. Partner tab: Shows the vendor information
F. Account Assignment tab: Shows the financial information
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A B C FD E
A
B
C
D
E
F
Perform Physical Goods Receipt – Continuation
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4. Returning to our steps to complete the
Goods Receipt. For each line item that
has been delivered, the Receiving User
must:
A. Click the button in the Line column to
select the item/line
B. Click the Quantity tab. Quantity
Ordered and Quantity Received are
listedC. Enter the actual quantity received in
the Qty in Units of Entry field
D. Press Enter and the amount will
automatically update in the Qty in
SKU field. The Qty in Unit of Entry
from Item Overview section is alsoupdated
E. Check the Item is Ok box when ready
to post
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A
C
D
E
B
DA
B
C
D
E
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8. Click the Post button.
9. At this point, a pop-up appears
prompting the user to print the
Goods Receipt Slip. This slip contains
the system document information, as
well as the items and quantities
received
Refer to the MB90 Reprint Job Aid to
reprint a goods receipt slip
10. The Material Document (system term
for a Good Receipt document) is
automatically generated. TheMaterial Document number appears
at the bottom of the screen when the
goods are posted. It serves as proof of
the goods receipt in the system.
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8
1
9
9
8
1
View Material Document
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A material document is generated with each
goods receipt action performed in Umoja
ECC.
Optionally, the user can view the Material
Document can be viewed by returning to the
Goods Receipt screen (T-Code MIGO),
Display in reference to Material Document
and entering the corresponding MaterialDocument number.
The Material Document screen has the same
fields and tabs as the Goods Receipt screen,
in addition to a Doc info tab and an Output
tab.
However, the information cannot be edited.
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Perform Physical Goods Receipt
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Step 6: The details of the goods receipt, including PO information, are passed to Galileo
through an automated, one-way data transfer interface. The receiving process continues
in Galileo.
Additional details are explained in a later module.
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
GoodsReceipt in
Galileo
UpdateInboundDelivery
Physical Goods Receipt: Financial Implications
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The financial implications of this Umoja physical goods receipt process are:
• Full financial posting
• Invoice Processing
• Three-way Match
Run InboundDeliveryReport
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
GoodsReceipt in
Galileo
UpdateInboundDelivery
Learning Checkpoint 1
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The Material Document serves what purpose?
Select all that apply.
A. Copy of Purchase Order
B. Proof of Goods Receipt
C. Inbound Delivery Report
D. Blocked Stock Slip
102
Learning Checkpoint 1
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The Material Document serves what purpose?
Select all that apply.
A. Copy of Purchase Order
B. Proof of Goods Receipt
C. Inbound Delivery Report
D. Blocked Stock Slip
103
Option B is correct. The Material Document serves
as the proof of goods receipt.
Activity 1
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Transaction Name: Receipt to Unrestricted Stock
Transaction Code: MIGO
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder-
1.11.2300?originalContext=1.11.2681
104Copyright © United Nations
Module 4 Summary
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The key points covered in this module are listed below:
• The goods receipt to Unrestricted Stock is performed using the T-code MIGO and
movement type 101
105
Agenda
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Course Introduction
Module 1: Umoja Inbound Goods Process Review
Module 2: Inbound Delivery
Module 3: Virtual Goods Receipt
Module 4: Physical Goods Receipt
Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface
Course Summary
Course Assessment
Course Survey
Scenario 2 Variation: Blocked Stock Handling
D i th i l h i l i ti th R i i U di th id t t kit
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During the visual physical inspection, the Receiving User discovers the rapid test kits are
damaged. Therefore they need to be received to Blocked Stock, while the issue is
resolved with the commodity vendor (offline). The Receiving User needs to attach
pictures of the damaged goods to the receipt to Blocked Stock transaction using theServices for Object button.
The Receiving User performs the T-code MIGO (as shown previously) but uses a
movement type 103 to receive these rapid test kits to Blocked Stock. The invoice
processing is blocked and a Blocked Stock slip is generated.
107
Blocked Stock
Handling
Legend
Exception Process
Run InboundDelivery
Report
Verify PhysicalReceipt
Check forDiscrepancy
Goods Receiptin Umoja
Goods Receiptin Galileo
UpdateInboundDelivery
Report
Note Blocked stock is an exceptional process and
should only be used in cases of damaged goods.
Blocked Stock Slip
After the receipt to blocked stock is posted a Blocked Stock slip is generated
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After the receipt to blocked stock is posted, a Blocked Stock slip is generated.
Blocked Stock Handling
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After the Receiving User reports the issue to the Requisitioner, the Buyer would
collaborate with the vendor and Requisitioner to resolve the discrepancy. A decision will
be made to either accept the goods or return the goods to the vendor.
• If the goods can be accepted, the Receiving User uses the t-code MIGO, selects Goods
Receipt in reference to a Purchase Order and uses movement type 105 and the
related PO number to release the goods from Blocked Stock to Unrestricted Stock
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Vendor Return Slip
After the return to vendor is posted a Vendor Return slip is generated
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After the return to vendor is posted, a Vendor Return slip is generated.
Vendor Return Movement Types
h h f d h d
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These are the movement types for returning a goods receipt to the vendor.
Unrestricted
StockVendor
Original Movement
Type : 101
Return Movement
Type : 122 Blocked Stock
Original Movement
Type :
103
Return Movement
Type : 124
Goods Receipt Reversal
If d i i d b l l d (f l
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If a goods receipt transaction needs to be completely reversed (for example error or non-
vendor return scenarios), perform the T-code MIGO and select Cancellation in reference
to a Material Document. This completely cancels the receipt with all line items and
quantities.
Note: If the payment has already been processed, the Receiving User needs to notify the
Requisitioner that the reversal action is complete. The Requisitioner then works with
finance and other relevant offices to reverse the payment (offline).
Goods Receipt Reversal
T l l li i h T d MIGO d ifi
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To reverse only select line items, use the T-code MIGO and a specific movement type.
1. Enter the T-code MIGO and select Goods Receipt in reference to a Purchase Order.
Enter the related PO number
2. Enter the movement type 102 to reverse a Goods Receipt
3. The Receiving User can specify the line item and quantity to reverse (for example
partial reversal)
21
3
1
2
3
Confirm Reversal Transactions
The user can verify the reversal posting from the Purchase Order screen
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The user can verify the reversal posting from the Purchase Order screen.
1. Enter the transaction code ME23N and the corresponding PO number
2. Click the Purchase Order History tab to view all receipt and reversal transactionsfor each line item, as well as the corresponding Material Documents
3. All financial postings from the receipt are reversed
Goods Receipt Movement Types
To summarize this table shows the different types of Goods Receipt movement types:
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Movement
Type Description Financial Implication
ZP1 Virtual Receipt
• Full financial posting• Invoice processing
• Three-way match
101 Receipt to Unrestricted Stock
• Full financial posting
• Invoice processing
• Three-way match
102 Reverse Receipt(Virtual or Physical)
• Varies depending on receipt movement type
103 Receipt to Blocked Stock• No financial posting
• No invoice processing
105 Release Blocked Stock
• Full financial posting
• Invoice processing
• Three-way match
122Return to Vendor after
Receipt to Unrestricted Stock• Varies depending on receipt movement type
124Return to Vendor after
Receipt to Blocked Stock• Varies depending on receipt movement type
To summarize, this table shows the different types of Goods Receipt movement types:
Notifications during the Goods Receipt Process
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Umoja ECC creates email notifications during the
Goods Receipt process:
• Every Goods Receipt posting generates an
email notification to the Receiver,
Requisitioner & Buyer listed in the PO
• Emails are generated for Receipts (including
under-delivery) and Reversals and will
indicated the stock type (for example
blocked stock, unrestricted stock)
• Inbound Coordinators will not receive email
notifications
Notifications
Notifications during the Goods Receipt Process
Below is an example of a goods receipt notification by email:
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Below is an example of a goods receipt notification by email:
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Learning Checkpoint 1
Which is the movement type used for returning goods from Blocked Stock to the
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Which is the movement type used for returning goods from Blocked Stock to the
vendor?
Select the correct option.
A. 121
B. 122
C. 123
D. 124
120
Learning Checkpoint 1
Which is the movement type used for returning goods from Blocked Stock to the
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Which is the movement type used for returning goods from Blocked Stock to the
vendor?
Select the correct option.
A. 121
B. 122
C. 123
D. 124
121
Option D is correct. If the goods from the Blocked
Stock have to returned to the vendor, the
movement type 124 is used.
Module 5 Summary
The key points covered in this module are listed below:
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The key points covered in this module are listed below:
• The goods receipt to Blocked Stock is performed using the T-code MIGO and
movement type 103
• Release Blocked Stock is performed using the T-code MIGO and movement type
105
• The goods can be returned to the vendor using the T-code MIGO and the
corresponding movement type
• The goods receipt can be reversed using the T-code MIGO and the corresponding
movement type• Umoja ECC creates several notifications during the Goods Receipt process
• There are several reports available in the Inbound Goods Process job aid
122
Agenda
C I t d ti
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Course Introduction
Module 1: Umoja Inbound Goods Process Review
Module 2: Inbound Delivery
Module 3: Virtual Goods Receipt
Module 4: Physical Goods Receipt
Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface Course Summary
Course Assessment
Course Survey
Module 6 Objectives
After completing this module you will be able to:
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After completing this module, you will be able to:
• Describe information transferred from Umoja ECC to Galileo
• Describe the receiving process which continues in Galileo
124Copyright © United Nations
Umoja ECC to Galileo Interface
The Umoja ECC to Galileo data transfer occurs as follows:
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The Umoja ECC to Galileo data transfer occurs as follows:
• The details of Goods Receipts, including PO information, are passed to Galileo
through an automated, one-way data transfer interface
• This generates an iDOC number, representing the data packet transferred to Galileo
• The data transfer takes place within a few minutes of the Goods Receipt posting in
Umoja ECC
InboundProcessing
UmojaGoodsReceipt
GalileoGoodsReceipt
Note: Goods received from internal transfers, such as inter/intra-mission
transfers and Strategic Deployment Stock transfers, are received and
managed through the current business process in Galileo
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View Information Packet in Galileo
After finding the correct document, the user clicks the PO number to view the
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After finding the correct document, the user clicks the PO number to view the
detailed data transfer.
When the items are ready to be received in Galileo, click the Receive in R&I button.
The following import screen opens as a new window.
Goods Receipt in Galileo
On the Import from SAP screen:
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On the Import from SAP screen:
• Virtual Receipts are interfaced to Galileo with a “Provisional R&I” status. The
Provisional R&I button is automatically selected as Yes
• If the material has already been virtually received in Umoja ECC, the Provisional R&I
Date can predate the current date
Goods Receipt in Galileo
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Prepopulated & Non-editable fields Editable fields
• Provisional R&I
• Provisionally Received By &
Provisional Received Date (only for
Virtual Receipts)
• Receive Date
• PO Number & PO Date
• Vendor
•
Destination Location (based on thereceiving mission location)
• All other fields, as necessary
• The R&I receiver needs to select the
proper SAU in Galileo based on the
material type and request made
during requisition
Goods Receipt in Galileo
Material properties are already flagged in
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p p y gg
Umoja ECC.
• On the R&I Vendor Documents screen,
items that need to be serialized are flagged
and categorized as Non-Expendables in the
R&I Non Expendable tab
• All other items are categorized as
Expendables in the R&I Expendable tab
Goods Receipt in Galileo
During the cutover time period, if the goods did
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g p , g
not originate in Umoja ECC (for example goods
were created in Mercury), the Material
properties are not flagged.
• In this case, all imported data are listed as
Expendables in the R&I Expendables tab
• The user then manually determines
whether the goods are Expendable or Non-
Expendable
The current business process is followed in
Galileo to complete the receiving process.
Reversals in Galileo
When a user conducts a reversal or return to vendor movement type in Umoja ECC,
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yp j ,
another data packet is transferred to Galileo. Subsequent actions are taken depending
on the status of the goods in Galileo.
If R&I Process not
started:
• The R&I Receiver
refreshes the
Purchase Order
page and the
updates are
automatically
reflected based on
the second data
packet
If R&I Process in
progress:
• The Receiving User
who performed the
original receipt in
Umoja ECC
receives an email
notification
• The R&I Receiver
deletes the first
R&I in Galileo and
restarts anotherreceipt against the
updated entry
If Material already delivered and signed
electronically:
• The Receiving User who performed the
original receipt in Umoja ECC receives
an email notification
• The Receiving User who performed the
reversal or return to vendor action
informs the Property Control Inventory
Unit (PCIU) and responsible SAU to
take proper action
• PCIU trashes the item in Galileo,
including the appropriate reason for
trashing
• R&I Receiver performs another receipt
against the second R&I
Data Output from Umoja ECC
The following steps are for informational purposes only (optional to the goods receipt
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g p p p y ( p g p
process).
The data output from Umoja ECC can be confirmed from the Material Document:
1. In the Item Details section, click the Output tab. Click the Display Output button
133Copyright © United Nations
1
Data Output from Umoja ECC
2. All outputs from Umoja ECC (for
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example data transfer to Galileo and
GR slip printed) are listed. Select the
line item iDOC Galileo. The statusshould show green
3. Click the Processing Log button to
check that an iDOC number has been
created. This is the reference to the
data packet transferred to Galileo
134Copyright © United Nations
2
3
Module 6 Summary
The key points covered in this module are listed below:
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• Umoja ECC transfers goods receipt details to Galileo
• After the goods have been received in Umoja ECC, the Receiving User needs to
perform the goods receipt in Galileo
135
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Agenda
Course Introduction
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Course Introduction
Module 1: Umoja Inbound Goods Process Review
Module 2: Inbound Delivery
Module 3: Virtual Goods Receipt
Module 4: Physical Goods Receipt
Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface
Course Summary
Course Assessment
Course Evaluation
Course Assessment
Now that you have completed all the modules in this course, you can test your
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knowledge by completing the Course Assessment.
To receive credit for completing this course, you must pass this assessment with aminimum score of 90%.
To complete the assessment you must return to the Learning Management System:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course assessment
5. Click the Submit button once you have completed the assessment
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Agenda
Course Introduction
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Module 1: Umoja Inbound Goods Process Review
Module 2: Inbound Delivery
Module 3: Virtual Goods Receipt
Module 4: Physical Goods Receipt
Module 5: Goods Receipt Returns and Reversals
Module 6: Umoja ECC to Galileo Interface
Course Summary
Course Assessment
Course Survey
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Congratulations ! You have successfully completed theUmoja Inbound Goods Process course.