Umoja Procurement User Aid Use of Location in Procurement Documents

Transcription

1 The following user aid describes the use of location in relation to Procurement documents and the associated follow-on documents. The Location corresponds to the Plant, which in turn controls which mission staff can process R&I follow-on documents (Goods Receipt, Service Entry Sheet). Shopping Carts When creating a Shopping Cart, Location is defaulted in based on the location/sau of the Requisitioner. Example: For a requisitioner in a UNIFIL SAU, the default location populated will be UNIFIL If a contract is being referenced on the Shopping Cart item, the location must also be present on the Contract. The exception is if the Contract contains NO locations, which means that any mission can use it. This is the case for many PD contracts, but can also occur if missions have not populated a location on the contract. NOTE: Although this instruction was not available in trainings, it is important for mission procurement units to review their local contracts and ensure that locations are populated appropriately at the header level. See the contracts section for more details The location specified on the Shopping Cart will be carried over onto the follow-on PO that is created, but could be changed by the Buyer on the PO if required.

2 Purchase Orders (regular PO and low value) At the Overview tab, the Location is a required field. This is distinct from the Ship-To Address which is for the Delivery Address where the goods/services will be delivered, and therefore the address that is printed on the PO form. Example: If the Location on the PO is listed as Entebbe Service Base then only staff who have an Entebbe Service Base role would be able to create the downstream GR or SES. Exceptions: service center staff already have access to create GR/SES for multiple missions; e.g. RSCE users have access to create GR/SES for MONUSCO, UNISFA, UNAMID, or UNMISS locations How to modify a ship-to address on a PO If you have already populated a Location and Ship-To Address on the PO Overview, go to the Header tab

3 Then navigate to the bottom section called Partners where you can see the delivery address name. If you click on the name, a screen will appear where you can modify it. This will not be a permanent address modification will only apply to this PO. If you need a delivery address added because it will be used repeatedly, raise an ineed ticket requesting addition of delivery addresses. NOTE: Only the fields shown above will be populated in the PO form. See example below: Contracts The Location(s) must be specified on the contract header or line items.

4 It is advisable for all missions to specify locations on their contracts. If multiple missions/locations use the same contract, multiple locations can be specified. NOTE: Although this instruction was not available in trainings, it is important for mission procurement units to review their local contracts and ensure that locations are populated appropriately. Separate messages were sent out to all mission procurement units who had contracts in the system without a location on 30 Jan 2014 advising them to populate a location if the contract is only to be used by certain missions. There are system validations on the PO and Shopping Carts that check to ensure that the location on the PO or Shopping Cart matches one of the locations on the Contract. How to specify a location on a contract Locations can be specified at the Header or Line Item level, or both, depending on the desired visibility of the contract and its items. Please see the logic below, which explains how use of locations in the contract impacts visibility in the contract catalogues: If the location is NOT populated at the header level, nor on any of the line items, then all of the line items will be visible to all missions (see Case 1). If the location is NOT populated at the header level, but is populated at the line items, then each line item will be visible only to the location on the specific line (see Case 2). If the location is NOT populated at the header level, but is populated on some of the line items, then the populated line items will have the restricted visibility to only the missions specified, whereas the line without a location will be visible to all missions (see Case 3). If the location is only populated at the header level in the Contract, all of the line items will only be visible to the location specified on the header level (see Case 4 and 5). If the location is populated at the header level in the Contract, then all line items with a blank location will restrict visibility to the header location; but if different locations are specified on the line items themselves, then they will override the header location (see Case 6). Location fields at the header tab:

5 Location fields on the line items (view by going into the line item detail):