Umoja Business Partner Table of Contents Business Partner Overview... 2 BP Groups... 2 BP Roles... 3 Display Business Partner... 4 Important Business Partner Fields... 6 Role: Business Partner (General)... 6 Role: UN Vendor or FI Vendor... 10 Role: UN Customer or FI Customer... 14 Role: UN Sponsor... 18 Viewing BP Relationships... 20 Requesting Creation or Update to Master Data... 21 Umoja Foundation Training Job : Umoja Business Partner 1/22
Business Partner Overview A Business Partner (BP) is an important Master Data. It defines the person, group or organization with whom UN has a business interest. Within Umoja, BP will have a new model where one record is maintained per one entity. To achieve one Master Data record per entity, each BP is defined through two dimensions in Umoja: Groups and Roles. Each BP belongs to one group, but can be assigned one or more different roles. The roles ultimately determine how a BP can be used in Umoja. BP Groups The BP Groups are as follows: Umoja Foundation Training Job : Umoja Business Partner 2/22
Each BP group has a different group ID, as well as number range. BP Roles The BP role data is module specific, such as UN Vendor data for the Purchasing and Supplier Relationship Management (SRM)-related processes and UN Customer data for the Sales and Distribution (SD) process. The roles ultimately determine how a BP is used in Umoja. Examples of common BP roles are as follows: Umoja Foundation Training Job : Umoja Business Partner 3/22
Role Description A vendor is a BP role to whom UN payments are made. This role is needed before a BP can be used to procure goods and services, and send payments. UN Vendor and UN Low-value Vendor (Basic information for sending payments and setup for purchasing transactions) UN FI Vendor (Basic information to send payments) A customer is a BP role to whom invoices are issued and from whom payments are received by UN. This role is needed before a BP can be used for the provision of goods and services by UN through the Umoja Sales and Distribution (SD) module, and for billing and creating Account Receivables in the system. UN Customer (Basic information for receiving payments and set up for sales, delivery and/or billing transactions) UN FI Customer (Basic information to receive payments) UN Ship to Partner (Basic information for alternative ship-to entity associated with UN Customer) UN Bill to Partner (Basic information for alternative bill-to entity associated with UN Customer) A sponsor or donor is a BP role that represents a government, institution or individual providing funding to UN. This role is needed before a BP can be used to record, track and report on grants-related transactions. UN Sponsor (Information of the sponsor and setup of grant type) Display Business Partner Use the T-code BP to access the Maintain Business Partner screen. The initial screen contains the following information: If the BP number is known, it can be entered in the BP Number field. Press Enter to display the BP If the BP number is unknown, the Find tab can be used to perform a search. Search options include: o BP number o Search Term o External Number o Name o Address All BP s matching the search criteria will be displayed in the table below. Double-click the BP number to display the BP. Umoja Foundation Training Job : Umoja Business Partner 4/22
Once a BP is opened, the following information is displayed: The Display in BP role drop-down shows all the BP roles that have been added to this BP record. Click the appropriate role to view role-specific details Depending on the BP role, additional views will appear (e.g. General Data, Company Code, Purchasing Data, etc.) BP relationships can be viewed through the Relationships button Umoja Foundation Training Job : Umoja Business Partner 5/22
Important Business Partner Fields Depending on the BP role you are viewing, additional tabs will appear. The important tabs and required fields in each tab are summarized below. Role: Business Partner (General) The tabs for the Business Partner (General) role are: Address, Address Overview, Identification and Payment Transactions. Tab Required Fields Title Name Search Term 1/2: This field displays the search term that is used to conduct a search for the BP. A search term is often a shortened or condensed version of a BP. The search term can include an abbreviation, for example IMF for International Monetary Fund or CHAQRA for Municipality of Chaqra Street/House number: This field displays the address of the BP Postal Code/City Country Address Click on the Addit. Fields button to enter additional details on the BP: Select an appropriate language from the Language matchcode list as the default language of communication with the BP in term of any system generated forms Umoja Foundation Training Job : Umoja Business Partner 6/22
Umoja Foundation Training Job : Umoja Business Partner 7/22
The address that is previously entered appears on this tab. If the BP has an additional address, it can be found in the folders under the Address Usages section. Address Overview ID Type: This field displays the Identification Type (based on the local legacy system) Identification number: This field displays the legacy system ID number Responsible Institution: This field displays the local identification (e.g. local instance of SUN) Identification BP Type: This field displays the BP type. The table of BP types is also provided below. Control Umoja Foundation Training Job : Umoja Business Partner 8/22
Authorization Group: This field determines that the authorized users for each BP Group are allowed maintenance and approval accesses Umoja Foundation Training Job : Umoja Business Partner 9/22
Role: UN Vendor or FI Vendor Review the information available in all the tabs, primarily the Address and Payment Transactions tabs. Most of the information in these tabs will be pre-populated from the generic BP profile. The information below applies to both UN Vendor and FI Vendor. Click the Company Code button to view vendor-specific information in Umoja ECC. The tabs that display vendor-specific information are: Vendor: Account Management, Vendor: Payment Transactions and Vendor: Correspondence. Tab Vendor: Account Management Required Fields Reconciliation Account: This field displays the Reconcialition Account number matching the BP Grouping Type Sort key: This field indicates the layout rule for the Allocation field in the document line item Planning group: This field is used to determine the treasury cash flow Vendor: Payment Transactions Terms of Payment: This field displays the value Z001 or Z012. Z001 is Payable immediately due net, used for member state and individuals. Z012 is within 30 Days due net, used for other types of BP. This field can be overwritten during the PO Umoja Foundation Training Job : Umoja Business Partner 10/22
creation process. Payment methods The common payment methods are as follows: Code Description Use For organization only A Bank Transfer (ACH-CCD) Bank country key is US Account is in USD B C H P Q Bank Transfer (ACH-CTX) Vpay. Check (Payroll) Cheque (Pick up at Window) Bank Transfer (ACH-PPD) Cheque (Mailing) For tax payments - will be in use after Cluster 3 go-live Payroll cheques - to be used after Extension go-live No address required. Cheque For person only (staff and ex-staff) Bank country key is US Account is in USD No address required. Cheque R UNDP Service UNDP Service S SEPA Bank country key is Eurozone Account is in EUR Umoja Foundation Training Job : Umoja Business Partner 11/22
U UNDP Pay Agent UNDP Pay Agent W Wire (SWIFT MT 103) Wire payment X Y Wire using XML (instead of MT) Cash Payments via Cash Journal Wire payments originating from Citibank house-banks Cash Payments via Cash Journal Z Cash Cash payment 1 MT-202 messages Wire payments from / to financial institutions Acctg clerk: This field displays the code correspondence to the location where payment by cash/cheque is expected Vendor: Correspondence The information below applies to UN Vendor only. To view information related to purchasing, click the Purchasing view. The Purchasing Organization is displayed. Tab Purchasing Data Required Fields Order currency: This field displays the default Purchase Order (PO) currency Terms of Payment: This field displays the value Z001 or Z012. Z001 is Payable immediately due net, used for member state and individuals. Z012 is within 30 Days due net, used for other types of BP. This field can be overwritten during the PO creation process. GR-Based Inv. Verif. : This ensures that a goods receipt transaction is performed Umoja Foundation Training Job : Umoja Business Partner 12/22
against the PO. It is a default selection that can be removed from the document side AutoEvalGRSetmt Del.: This is the electronic receipt settlement process that automatically creates an invoice when the goods receipt transaction takes place, e.g. services received for an individual contractor. This is used for the delivery of services AutoEvalGRSetmt Ret: Electronic receipt process used for the return of services (automatically reverse invoice) SRV.-Based Inv. Ver.: This ensures that a service entry sheet (for service receipts) is performed against the PO Umoja Foundation Training Job : Umoja Business Partner 13/22
Role: UN Customer or FI Customer Review the information available in all the tabs, primarily the Address and Payment Transactions tabs. Most of the information in the UN Customer tabs will be pre-populated from the generic BP profile. The information below applies to both UN Customer and FI Customer. Click the Company Code button to view customer-specific information in Umoja ECC. The tabs that display customer-specific information are: Customer: Account Management and Customer: Payment Transactions. Tab Customer: Account Management Required Fields Reconciliation Account: This field displays the Reconcialition Account number matching the BP Grouping Type Sort key: This field indicates the layout rule for the Allocation field in the document line item Planning group: This field is used to determine the treasury cash flow Umoja Foundation Training Job : Umoja Business Partner 14/22
Customer: Payment Transactions Terms of Payment: This field displays the value Z001 or Z012. Z001 is Payable immediately due net. Z012 is within 30 Days due net. This field can be overwritten during the Sales Order creation process. The information below applies to UN Customer only. Umoja Foundation Training Job : Umoja Business Partner 15/22
To view Sales Area specific information, click the Sales and Distribution view. The tabs that display Sales Area specific information are: Orders, Shipping and Billing. Tab Required Fields Currency: This is the default currency for the customer. The information can be overwritten during the Sales Order creation process. Orders Shipping Conditions: This field is always 01, the standard shipping condition Shipping Billing Terms of Payment: This field displays the value Z001 or Z012. Z001 is Payable immediately due net. Z012 is within 30 Days due net. This field can be overwritten during the Sales Order creation process. Umoja Foundation Training Job : Umoja Business Partner 16/22
AcctAssgGr: This field displays the account group code based on the customer type Umoja Foundation Training Job : Umoja Business Partner 17/22
Role: UN Sponsor Review the information available in all the tabs, primarily the Address and Payment Transactions tabs. Most of the information in these tabs will be pre-populated from the generic BP profile. We will look at the important fields in the Grant Basic Data tab. Tab Required Fields Grant Type: This field displays the grant type: M1 for MIG grant, P1 for Passthrough Grant, R1 for RM grant and S1 for Simple grant Valid From Date: This field displays the day the grant is valid on Currency: This field represents the currency associated with the BP Grants Basic Data Umoja Foundation Training Job : Umoja Business Partner 18/22
Central Block and Terminate a BP Tab Required Fields On the Status tab of the BP, the Central Block check box indicates that a BP should no longer be used for any transactions in Umoja. 4 Status Also on the Status tab, a BP is terminated if it is no longer active or its relationship with the UN has ended. This is indicated by the End Date and Last Customer Contact of the BP. In addition, the BP is centrally blocked (as stated above) and the Archiving Flag above the Central Block is checked. Umoja Foundation Training Job : Umoja Business Partner 19/22
Viewing BP Relationships Established relationships between two or more BP s can be viewed through the BP (Relationship) screen Click the Relationships button to view the BP relationships. The important fields on this screen are: Relationship Cat.: This describes the relationship. For example, Replaced By is used when a BP is blocked because of duplicates (Changing BP grouping), when a low value BP becomes an UNGM BP Relationship to BP: This displays all the BP s that the current BP has a relationship with Umoja Foundation Training Job : Umoja Business Partner 20/22
Requesting Creation or Update to Master Data Depending on your office, there is a list of Master Data objects that you can request creation of or updates to. Follow the steps below to request an update to a Master Data object. 1. Identify the need to create or update a Master Data object 2. Complete and submit the request form. The forms can be found on iseek. Please navigate to the Umoja forms directory through the following path: iseek > Umoja > Umoja Forms. Find the corresponding form and download it 3. The form opens in Microsoft InfoPath format. Complete the required fields in yellow, and any optional fields in white Umoja Foundation Training Job : Umoja Business Partner 21/22
4. Forms should be submitted via email to umoja-mdm@un.org. A service request (SR) will be created in ineed. The Requestor will receive an automated confirmation that request has been received and will be processed and a link to track progress. Once the form has been received, the reviewer will send an acknowledgement email to the requestor 5. If there are any issues with the request, the Requestor will be contacted to provide updated information 6. The Requestor will receive a notification once the request is complete If you require any assistance, please contact your local support help. Umoja Foundation Training Job : Umoja Business Partner 22/22