User Guide. Umoja Ticket Billing
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1 Umoja Ticket Billing
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3 Umoja Ticket Billing Table of Contents Module 1: Umoja Ticket Billing Overview... 1 Enterprise Roles & Responsibilities... 1 Key Concepts... 1 Module 2: Ticket Billing Solution & Match Desk... 4 Module Introduction... 4 Upload File Process... 4 Matching View Process... 6 Module 3: Ticket Liquidation Module Introduction...11 Ticket Liquidation...11 Ticket Processing...13 Umoja Ticket Billing - Open Items...14 View Cleared Items for a Particular Trip...15 Appendix and Reference Information Key Transactions...16
4 Module 01 : Umoja Ticket Billing Overview Module 1: Umoja Ticket Billing Overview In this User, we are going to cover the following processes: Ticket Billing Solution and Match Desk Ticket Liquidation Enterprise Roles & Responsibilities Enterprise Roles System Activities Non-system Activities Travel Processing Officer Ticket Billing Processor Reviews, process and approves all types of travel requests, including amendments where applicable Responsible for processing and approving electronic invoices received from the Travel Payment Service Contractor Key Concepts Ticket Billing Solution The ticket billing solution enables the upload of electronic invoices received from the ticket billing agent as a result of the selection in the Estimated Cost Grid of the ESS Portal. The two ways to upload invoices in ECC are the Excel Upload and Interface feed from the travel agent vendor. The invoices are uploaded in the system and automatically processed if matched, or parked if not matched. The three components required for the Ticket Billing Solution are the File Upload, Matching View and Ticket Billing Portal. The process flow for UNHQ current daily invoice file setup is as follows: UN Umoja Training User : Umoja Ticket Billing Page 1
5 Module 01 : Umoja Ticket Billing Overview Estimated Cost Section The commercial ticket vendor must be selected in the Services Provider field in the Estimated costs section of the Estimated Cost Field in the Travel Portal. The important elements for the ticket invoices are the currency, ticket costs, index number, service provider, itinerary and the ticket transaction fees if applicable. Commercial Ticket Vendor Billing Program Upload The commercial ticket billing process will enable the electronic invoice upload of the file through: o o Manual Excel Upload Feature Automatic FTP file upload The parameters required for file upload are the Travel Processing Office and the Vendor Match Criteria Invoices received with corresponding trips and the three matching criteria, which are Trip Number, Personnel Number and Billed Ticket amount less or equal to the booked amount plus tolerance, will be automatically posted with a payment block Credits: the Trip Number and Personnel Number will be used to determine the automatic posting of the credits or refunds Ticket Invoice Posting: Commercial Vendor Financial postings are made at key points in the Travel Request Workflow process as follows: UN Umoja Training User : Umoja Ticket Billing Page 2
6 Module 01: Umoja Ticket Billing Overview User Travel Ticket Posting Schema Trip Approval Debit Credit Ticket Invoice Processing Debit Credit Treasury Debit Credit Credit Memo Debit Credit Return Funds to the Budget Debit Credit TI Document Expense Ticket Clearing Account (GL ) TG Document Ticket Clearing Account Vendor Account KZ Document Vendor Account Bank (Based on the Payment Method) TC Document Vendor Account Ticket Clearing Account Ticket Liquidation Ticket Clearing Account Expense * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Ticket Billing Page 3
7 Module 02: Ticket Billing Solution & Match Desk User Module 2: Ticket Billing Solution & Match Desk Module Introduction In this module, we will explain how to: Enable the electronic invoice upload of the file through Manual Excel Upload Feature Carry out the Matching View process Upload File Process Scenario Enable the electronic invoice upload of the file through Manual Excel Upload Feature Step-by-Step Instructions 1. Enter ZTV_TICKET_INTERFACE in the Command field and click the Enter icon 2. The Ticket Invoice Upload Interface screen is displayed 3. Populate the following fields: Travel Processing Office Vendor G/L Account 4. In the Load Ticket Billing Invoice section, click the Load Invoice From File radio button 5. Upload the file from the Input file field 6. Select the Test Run check box and click the Execute icon UN Umoja Training User : Umoja Ticket Billing Page 4
8 Module 02: Ticket Billing Solution & Match Desk User 7. The Ticket Invoice Upload Interface screen is displayed 8. Click the Back icon to go to the previous screen 9. Clear the Test Run check box and click the Execute icon 10. The Ticket Invoice Upload Interface screen is displayed UN Umoja Training User : Umoja Ticket Billing Page 5
9 Module 02 : Ticket Billing Solution & Match Desk Matching View Process All invoices matched from the invoice file by the trip number, personnel number with ticket amounts that are less than booked amounts are posted in FI with a payment block [R]. The Posting Entries are: Dr. Clearing Account ( ) Cr. Vendor Account When in this tab, review the invoice and click the unblock invoice button. This will remove the payment block and change the baseline due date to today s date for immediate payment release. It will also automatically clear the invoice. Scenario Carry out the Matching View process Step-by-Step Instructions 1. Enter ZTV_TICKET_MATCHDESK in the Command field and click the Enter icon 2. The Travel Ticket Matching Desk screen is displayed 3. Populate the following fields: G/L Account Open at key date Vendor Travel Processing Office 4. Click the Execute icon 5. The following six tabs of the Travel Ticket Matching Desk are displayed: All Pend Invoices: This tab contains all of the invoices in the Matchdesk Travel View: This tab contains the tickets posted and linked to the commercial vendor (TI) UN Umoja Training User : Umoja Ticket Billing Page 6
10 Module 02: Ticket Billing Solution & Match Desk User Invoices View: This tab contains invoices uploaded from the commercial vendor (TG) Matched: This tab contains the invoices that are matched and ready for payment Unmatched: This tab contains the unmatched invoices Partialy processed: This tab contains invoices that should be either rejected or reprocessed 6. Click the Matched tab 7. Select the invoices that are uploaded with a corresponding trip number and click the Display Matching Trip button. It will launch the Travel Request 8. Select the invoices that are matched to the correct trips and click the Payment Options button 9. The Additional data before unblocking screen is displayed 10. Select the bank displayed and click the Continue icon UN Umoja Training User : Umoja Ticket Billing Page 7
11 Module 02 : Ticket Billing Solution & Match Desk 11. The following message will be displayed. Click the Continue icon 12. Click the Save button and select the matched invoices 13. Click the Unblock button. The messages indicating that the Document 31XXXXXXXXXX unblocked and Changes have been saved will be displayed 14. Click the All Pend Invoices tab 15. Select all the invoices related to the trip (TI and TG). In this example, we have used Trip Click the Clear button to clear the travel postings and invoices for the trip UN Umoja Training User : Umoja Ticket Billing Page 8
12 Module 02: Ticket Billing Solution & Match Desk User 17. The message Clearing for trip XXX was done will be reflected. In this example the message, Clearing for trip was done is displayed Unmatched Ticket Scenarios Some of the possible unmatched ticket scenarios are as follows: 1. The billed amount is higher than the obligated amount plus the tolerance amount defined for the Vendor/TPO Action Item: Travel Processing Office amends the Travel Request to increase the ticket cost UN Umoja Training User : Umoja Ticket Billing Page 9
13 Module 02 : Ticket Billing Solution & Match Desk 2. The Trip Number or Index Number does not match the existing travel authorization Action Items: Request the Travel Agent to resend the rejected records and new file upload using the same unique reference record The Ticket Billing Processor investigates and updates the correct trip number and/or Index Number internally and reprocesses the invoices 3. System related issues Action Item: Raise an ineed ticket to be escalated to the Umoja Team for analysis Commercial Ticket Vendor Billing Program Debit/Credit Invoice The process flow for the commercial ticket vendor billing program debit invoice is as follows: The process flow for the commcerical ticket vendor billing program credit invoice is as follows: * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Ticket Billing Page 10
14 Module 03 : Ticket Liquidation Module 3: Ticket Liquidation Module Introduction In this module, we will explain how to: Carry out a ticket liquidation Process a ticket Display the open items View cleared items for a particular trip Ticket Liquidation Scenario Ticket Liquidation Step-by-Step Instructions 1. Enter ZTV_TICKET_LIQUIDAT in the Command field 2. Click the Enter icon 3. The Travel Ticket Related Commitment Liquidation screen displays. Populate the following fields: Vendor Travel End Date Range Travel Processing Office Vendor Travel End Date 2. Data in the Travel agent clearing account appears by default 3. Click the Execute icon The Travel Ticket Related Commitment Liquidation output displays the following columns: UN Umoja Training User : Umoja Ticket Billing Page 11
15 Module 03 : Ticket Liquidation Select Check Box Trip Number Personnel Number Cost Center Amount posted from the Travel Request Amount posted from the commercial invoices Difference between the amount posted from the Travel Request and the commercial invoice Currency The Expense Report submission status 4. Choose a trip by clicking the Select check box 5. Click the Process commit. Adjustment button 6. The message Trip XXXXXXXXX liquidation done will be displayed and the Difference will be liquidated Note: In the example below, we have used trip 912 UN Umoja Training User : Umoja Ticket Billing Page 12
16 Module 03: Ticket Liquidation User Ticket Processing Step-by-Step Instructions 1. Enter ZTV_TICKET_PROCESSED in the Command field and click the Enter icon 2. The Processed Invoices from Ticket billing and Reconciliation solution screen is displayed 3. This report will show paid invoices 4. This report is used identify individual or multiple invoices 5. The report will only display paid invoices 6. The mandatory input parameters are Invoice Date or the Document Date and Travel Processing Office 7. Click the Execute icon 8. The record displayed is split into two screenshots to provide a complete picture of the processed invoices The record displayed is split into two screenshots to provide a complete picture of the processed invoices. UN Umoja Training User : Umoja Ticket Billing Page 13
17 Module 03 : Ticket Liquidation Umoja Ticket Billing - Open Items Step-by-Step Instructions 1. Enter FBL3N in the Command field and click the Enter icon 2. The G/L Account Line Item Display screen is displayed 3. Populate the G/L account field 4. Under the Line Item Selection section, ensure that the Open at key date field is blank and click the Execute icon The report is displayed UN Umoja Training User : Umoja Ticket Billing Page 14
18 Module 03: Ticket Liquidation User View Cleared Items for a Particular Trip Step-by-Step Instructions 1. Select the Assignment field 2. Click the Filter icon 3. Enter the trip number using wildcards (*) before and after the trip number to view the items in the clearing account related to the invoice. The trip number used in this case is 904 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Ticket Billing Page 15
19 Appendix and Reference Information User Appendix and Reference Information Key Transactions Transactions File Upload Matching View Process Ticket Liquidation Ticket Processing Display Open items T-Code ZTV_TICKET_INTERFACE ZTV_TICKET_MATCHDESK ZTV_TICKET_LIQUIDAT ZTV_TICKET_PROCESSED FBL3N UN Umoja Training User : Umoja Ticket Billing Page 16
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