How To Create a Direct Goods Receipt

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1 Objective Use these procedures to post a goods receipt for goods/materials delivered directly to the Requisitioner s office location (i.e. not received through a Central Receiving office). This includes Low Value Purchase Orders. Trigger Perform this process after taking delivery of goods/materials delivered directly at the Requisiitoners office. This goods receipt is a required step to allow the payment of the vendor. Transaction Codes T-Codes: MIGO ME23N Overview Direct Receipt refers to goods delivered by the vendor to, and received by, the Requisitioning entity instead of being delivered and received by the designated central receiving unit. Under Umoja, all forms of procurement (low value procurement methods included) need to be matched with a receipt in the system in order for payment to be made. When goods are delivered directly to Requisitioning entity, without being received via central receiving, the Requisitioning entity will therefore be required to confirm receipt of goods in Umoja. Direct Receipt is an exception managed locally Direct Receipt is considered an exception to the standard process in which all goods are to be delivered to the entity designated central receiving area where Receipt will occur prior to subsequent collection by, or onward delivery to, the Requisioning entity. Direct Receipt is therefore restricted to certain procurement only, the range of goods to be received directly should be pre-defined locally. Because of the specific nature of Direct Receipt by Requisitioners, this How-to will cover only the basic aspects of receiving. For further details on other goods receipt scenarios, such as receipt into inventory, receipt as blocked, reversals, returns, etc. users are directed to the SC350 Umoja Inbound Goods Process User available on the Umoja iseek page under Training. 1/16

2 Responsibilities Direct Receiving entails two sets of responsibilities for the department or entity performing it. The department or entity that performs Direct Receipt is overall responsible, via the [holder of the delegation of authority for property management for the relevant Department or entity], for full compliance with the Financial Rules and Regulations in relation to: (i) (ii) certifying the receipt of good which enables payment to be made, and for taking of ownership and the property management responsibilities along with it. This includes, but is not limited to, being responsible for ensuring the proper recording of property or equipment data in Umoja and ensuring the proper serialisation and/or bar coding of goods is carried out as/if applicable. System access considerations Once a Direct Receipt role is mapped to a user, there are no system restrictions to what the user can receive with that role. It is therefore important to highlight that Direct Receivers are only allowed to update receipts in line with the locally authorized exception list. Any Direct Receipt performed outside that framework is considered a violation of UN Rules and Regulations. The number of staff members authorized to do Direct Receiving should be strictly limited. Direct Goods Receipt (Movement Type ZR1) Direct Receipt will require the Requisitioning entity to confirm receipt of goods in Umoja. Below is the table of the relevant Movement Types for Direct Receipt: Movement Type Description Financial Implication ZR1 Direct Goods Receipt for PO Full financial posting Invoice processing Three-way match ZR2 Direct Goods Receipt for PO (Reversal) Global Material Master Settings Impact on the Goods Reiept Process Besides basic general characteristics, each Material has several other characteristic flags, which if set, will have an impact on how that material is treated during activities in Logistics, Finance, etc. Serialization 2/16

3 Materials with the Serialization flag require serialization/bar coding upon receipt. This is necessary to create records in the Equipment Master. A barcode label will be generated and can be printed for all serialized materials. Batch Managed Required for goods receipt even if not for inventory. Example: Laptop Computer Materials with the Batch Managed flag enable creating of batch numbers and enable Inventory control through batch characteristics (Shelf Life, Expiration date, Vendor Batch). Not required for goods receipt if not managing inventory in Umoja. Material is assigned to a specific batch upon receipt. Example: Rations Quality Managed Materials with the Quality Managed flag have an inspection requirement at receipt (usually based on contractual terms). Quality Managed goods required a second process after Goods Receipt to register the inspection decision in Umoja (Refer to the Umoja Logistics Job Aid: Inspection Process for more information). This process is not carried out by the requisitioner, but by a technical expert with the Umoja enterprise role of Inpecting User. Required for goods receipt even if not for inventory. Example: Vaccines Note: For technical reasons, fixed assets always require receipt into a storage location (even if they are not procured for inventory/stock and are procured for consumption/immediate use). Accordingly, a specific storage location (A000) is available for this purpose in each plant. Roles & Responsibilities The following Umoja roles are the primary roles involved in creation of a Direct Goods Receipt in Umoja: Virtual and Direct Receiving User (referred to Direct Receiver for this guide): Receives goods against commercial procurement (e.g. a low value purchase order) directly at the Requisitioner s office location. Performs the Direct Goods Receipt transaction in Umoja to confirm UN acceptance of goods and transfer of ownership Barcodes equipment and enriches equipment master record, as applicable Cannot perform Quality Inspection and Inventory Management transactions 3/16

4 High Level Process Overview Review the Purchase Order Conduct the Direct Goods Receipt Print Barcode Label (If Req) Complete Follow on Processes 1. The Direct Goods Receipt Process begins Direct Receiving User reviewing the PO to become familiar with the details of the procurement action 2. The Directe Receiving User conducts the Goods Receipt in Umoja using the ZR1 movement type to reflect the receipt of goods and allow for the vendor payment accordingly 3. For any serialized materials received, print and label the materials with barcode labels 4. Complete any follow on processes related to update ofequipment Master record enrichment (See the Umoja Job Aid: Equipment Update) 4/16

5 Direct Goods Receipt Process Steps Review the Purchase Order Conduct the Direct Goods Receipt Print Barcode Label (If Req) Complete Follow on Processes Review the Purchase Order T-Code: ME23N Before conducting any goods receipts, the Direct Receiving User should always review the related PO to be familiar with particulars of the procurement action especially what types of goods are expected and in what quantities. The steps to view a PO in Umoja ECC are: Enter ME23N in the Command field and click the Enter icon. The initial screen displays the last PO that the user opened Click the Other PO icon ( )- left of the Print Preview icon) to open a new PO 5/16

6 Enter the PO number and press Enter or click the Other Document button The new PO is then displayed: 6/16

7 The PO in ECC looks similar to the PO in SRM and has different sections. The PO screen consists of the following: Identifying Information for the order such as PO number, vendor and document date PO Header with several tabs of header level information Note: The Incoterms field may be empty at the header level. Within the Header, click the Delivery/Invoice tab to view the Incoterm. 1 Item Overview: Lists the overall details of the materials on the PO Line Item Detail: Review the line item details for information such as Delivery Date, Quantity and Notes contained in different tabs Note: Individual line items may have different Incoterms. In this case, the Header Incoterms field may not be populated. 7/16

8 In the Line Item Detail section, the Purchase Order History tab contains the history of the receiving actions performed on the PO. Other information includes the Movement Type, Material Document Number (from a Goods Receipt), Goods Receipt Posting Date and others. The user can click any of the underlined fields to open the referenced document, such as the Material Document. Note: The Purchase Order History tab is not visible if there has not been any previous receiving action against the PO (that is, there is no history for the PO). Review the Purchase Order Conduct the Direct Goods Receipt Print Barcode Label (If Req) Complete Follow on Processes Conduct the Direct Goods Receipt T-Code: MIGO As Direct Receipt refers to goods delivered by the vendor to the Requisitioning entity, instead of being delivered and received by the designated central receiving unit, it will be a Direct Receiving User in the Requisitioning entity that will conduct a Goods Receipt against the Purchase Order in Umoja. When the Direct Receiving User confirms that the items show no discrepancy against the PO (correct quantity, condition, specifications, etc.), the goods are received using a special movement type (ZR1) indicating the Direct Receipt of goods. Before conducting a Goods Receipt, the Direct Receiving User needs to consider if any materials that are to be received are subject to serialization, and will require barcoding after goods receipt, or other such special follow on processes (e.g. quality inspection, batch management, fixed assets, etc). If so, please refer to the SC350 Umoja Inbound Goods Process User available on the Umoja iseek page under Training. Perform Direct Goods Receipt MIGO Here below the system steps to perform a direct goods receipt with movement type ZR1 are described in details. Please note that the same steps would apply in cases when a goods receipt previously created with ZR1 needs to be reversed with movement type ZR2 if wrongly entered. Note that goods receipt 8/16

9 reversal is possible only until the Invoice has not been processed (liaise with your accounting section if need be). Step-by-Step Instructions to perform a Direct Goods Receipt using the MIGO transaction: 1. Enter the T-code MIGO in the Command field and click the Enter icon 2. Select Goods Receipt and Purchase Order from the first two drop-down lists 3. Enter the applicable Purchase Order number which requires a Goods Receipt 4. Enter the movement type for Direct Goods Receipt (i.e. ZR1 Direct Goods Receipt for Purchase Order) 5. Click the Execute icon. The relevant information from the Purchase Order populates on the screen Note: In case of wrong PO number entered or any other errors, use the Start Over ( the populated data. ) icon to clear MIGO Screen Layout The Goods Receipt screen header is organized into the following tabs and sections: General tab: Document Date: The date of the Umoja transaction (always today s date) Posting Date: The date of the actual physical receipt of the goods at the Requisitioning entity. This must be updated to the actual date on which the goods arrived (that is actual Goods Receipt date) Vendor tab: Vendor information Requisitioner Details tab (people icon) 9/16

10 Collective Slip check box: Must be selected to print the Goods Receipt slip Item Overview section: In this section, each item appears as a separate line item, if the PO contains multiple items Under the Item Overview section is the Item Details section. It contains the following tabs and information which should be reviewed and verified for each line item: Material tab: Shows the Material ID and Description Quantity tab: Shows the Quantity in Unit of Entry, Quantity Ordered, and Quantity Received previously (if applicable) Where tab: Shows the Movement Type, Stock type, Plant, Storage Location Goods Recipient Name, Unloading Point, Free Text and Stock Overview fields Purchase Order Data tab: Shows the PO Information and Incoterms Partner tab: Shows the vendor information Batch tab: Shows the batch information and expiration date (if receiving batched material) Account Assignment tab: Shows the financial information Serial Numbers tab: Shows the serial numbers (if receiving serialized equipment) 10/16

11 For each line item that has been delivered, the Direct Receiving User must: 6. Select the required line item 7. Click the Quantity tab, where the Quantity Ordered and Quantity Received are listed 8. Enter the actual quantity received in the Qty in Unit of Entry field 9. Press the Enter key and the amount will automatically update in the Qty in SKU field. The Qty in Unit of Entry from the Item Overview section is also updated Next, the user should verify the information is correct in the Where tab: 10. Click the Where tab 11. Ensure the Movement Type us ZR1 and Stock Type is Unrestricted use 12. Ensure the correct Plant is displayed (this is populated from the PO and cannot be changed during the GR process contact your local Buyer if the Plant is not correct. 13. Enter any Goods Recipient and Text as/if required to make note of any special circumstances. 11/16

12 For Serialized materials that require barcoding, a Serial Numbers tab will be visible. Ensure your local procedures/set-up support the printing of barcode labels for serialized items. For more information, refer to the Umoja Logistics Job Aid for Printing of Barcode Labels available on the Umoja iseek page under Training. 14. Click the Serial Numbers tab and check the Create Serial Nos Automatically for the system to generate serial numbers Lastly, after reviewing the applicable tabs for each line item to be received ensuring the actual quantity received has been updated and information verified for all the line items: 15. Select the Item Ok check box for each line item 12/16

13 16. When ready to post the Goods Receipt, click the Check button to verify there are no errors with the Goods Receipt document before posting. 17. If the system detects a warning or an error, a display log will pop up with a system message (for example, it will inform the user about the quantity of goods remaining that have not been received (the deficit ) for each line item) Note: A yellow triangle denotes a warning further processing can still occur. A red circle denotes an error - further processing can NOT occur until the error us corrected. 18. Review the log and close the pop-up window using the Continue button ( ) 19. After reviewing/correcting any issues, Click the Post button 20. At this point, a pop-up appears prompting the user to print the Goods Receipt slip 21. The Material Document (system term for a Goods Receipt document) is automatically generated. The Material Document number appears at the bottom left of the screen when the Goods Receipt is successfully posted. It serves as proof of the Goods Receipt in the system 13/16

14 The system will also generate notification s to inform the Requisitioner, Direct Receiver and the Buyer of the Goods Receipt. Viewing/Displaying a Material Document A material document is generated with each Goods Receipt action performed in Umoja ECC. Users can view previously created Material Documents by using the MIGO transaction and selecting the Display and Material Document number in the first two drop downs, entering the Material Document number and pressing the Execute button. Note: The last Material Document posted will automatically populate when using the Display function. The Display 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. 14/16

15 Notifications during the Goods Receipt Process Umoja ECC creates notifications during the Goods Receipt process: Every Goods Receipt posting generates an notification to the Receiver, Requisitioner and Buyer listed in the PO s are generated for receipts (including under delivery) and reversals and will indicate the stock type (for example blocked stock, unrestricted stock or inspection) When goods are serialized, an notification is generated to the Requisitioner which includes the details of the Equipment Records generated Inbound Coordinators will not receive notifications Below is an example of a Goods Receipt notification by 15/16

16 Key Terminology Key Terms Purchase Order (PO) Invoice Goods Receipt Low Value Acquisition (LVA) Three-Way Matching Plant Storage Location Batch Management Serialization Movement Type Virtual Goods Receipt Physical Goods Receipt Material Master Description A buyer-generated document that authorizes a purchase transaction A vendor-generated document that indicates the products, quantities and agreed prices for products delivered by the vendor A document generated to acknowledge the receipt of goods, against an Inbound Delivery, conducted at the point of first receipt or transfer of ownership A PO used for requirements that are up to $4,000 USD, issued without the direct involvement of Procurement. This replaces the Short Form PO process The comparison of information, such as, quantities, price per unit and terms appearing on the vendor s invoice with the information on the PO and the Goods Receipt. This is done through the Logistics Invoice Verification (LIV) process The location where materials are produced, purchased, stored, inventoried, shipped, received and valuated or from which services are provided A storage location reflects inventory owned by a particular Funds Center in a plant. It also reflects geographical locations that fall within the same plant The management of batches, or homogenous partial quantities of a material or product The process by which each equipment received is assigned a unique number A three-character field in the Umoja ECC system to describe the type of material movement that needs to be performed. It is used for all types of goods movement in Umoja, such as receipts and issues A Goods Receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to UN occur at a named place of delivery, other than the final destination A Goods Receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to UN occur at the intended receiving destination A Master Data record that contains all the information about the materials that UN procures, stores and ships. Specifically within Logistics, the Material Master incorporates valuation, batch management, serialization/barcode printing and quality inspection 16/16

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