Table of Contents. Usage of UN Fields in the Purchase Order Form. Job Aid

Transcription

1 Table of Contents Overview... 2 UMOJA PO Form Output... 2 PO Form Header... 3 H1. Amendment Number... 3 H2. Approval Date... 4 H3. Delivery Address (SHIP TO)... 4 H4. BILL TO Address... 5 H5. Payment Terms... 6 H6. Payment Method... 6 H7. Delivery Terms... 7 H8. Shipment Mode... 8 H9. Delivery Due Date... 8 H10. United Nations Contact H11. Purchase Order Text H12. Contract Reference Number PO Form Lines L1. Line Number L2. Item Text Detail L3. Unit Price L4. Discount and Total Amount (per line) L5. Delivery Due Date L6. Service Detail PO Form Extended Description E1. Vendor Quotation Number and Date E2. Additional Information to Supplier E3. Standard Texts E4. Purchase Orders Total Value E5. Signatory and Title Watermark [Usage of UN Fields in the PO Form] Version 1 Umoja Training 1/28

2 Overview This Job provides an overview of the usage of the several UN Fields (i.e. fields that are added or customized for the usage of United Nations) in the UMOJA Purchase Orders. It also explains how to use those fields in the SRM portal and how they appear in the PO Form output. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UMOJA PO Form Output The UMOJA PO Form consists of three sections: Header, Lines, and Extended Description as depicted below. The appearance of UN fields in those sections are as follow: Header Lines Amendment Number Approval Date Delivery Address (SHIP TO) BILL TO Address Payment Terms Payment Method Delivery Terms Shipment Mode Delivery Due Date (*) United Nations Contact Purchase Order Text Contract Reference Number Line Number Item Text Detail Unit Price Discount and Total Amount (per line) Delivery Due Date (*) Service Detail Extended Description Vendor Quotation Number and Date Additional Information to Supplier Standard Texts Puchase Order Total Value Signatory and Title Note Delivery Due Date can be appeared either in the PO Header or Lines depending on the data. [Usage of UN Fields in the PO Form] Version 1 Umoja Training 2/28

3 PO Form Header The following UN fields are appeared in the PO Form Header. Logically, they are also inputted in the SRM Portal as the Header information: Amendment Number Approval Date Delivery Address (SHIP TO) BILL TO Address Payment Terms Payment Method Delivery Terms Shipment Mode Delivery Due Date (*) United Nations Contact Purchase Order Text Contract Reference Number H1. Amendment Number When Purchase Order is amended, user can determine the Amendment Number to be printed in the PO Form by adding Amendment information in the Notes tab. 1. Go to tab Notes and Attachments 2. Click button Add and select Amendment 3. Type Amendment Number and click OK. The Amendment notes will be added [Usage of UN Fields in the PO Form] Version 1 Umoja Training 3/28

4 4. The Amendment Number will be printed in the PO Form H2. Approval Date The field Approval Date will be printed in the PO Form according to the last approved date of the PO (i.e. the date when the PO was last approved). In this regards, the following cases apply: a) If PO has never been approved, the Approval Date is blank b) If PO is approved, the Approval Date will show the date when the PO is approved c) If approved PO is edited and not yet re-approved, the Approval Date will show the last date when the PO was approved H3. Delivery Address (SHIP TO) User can determine the Delivery Address (SHIP TO) section to be printed in the PO Form by entering the Business Parter in the Ship-To Address line in the Partner list. 1. Go to tab Header and sub tab General Data 2. Go to Partner list and select Ship-To Address line 3. Enter Business Partner (BP) Number (user can also select BP from the list) [Usage of UN Fields in the PO Form] Version 1 Umoja Training 4/28

5 4. The address of the entered Business Partner will be printed in the Ship-To Address section H4. BILL TO Address By default, the BILL TO section in the PO Form will print the address of the Business Partner associated with the Purchasing Group of the PO. Thus, the address depends on the Purchasing Group selected in the PO. In SRM Portal In PO Form However, users can override it by entering alternative Bill To Address line in the Partner list. 1. Go to tab Header and sub tab General Data 2. Go to Partner list and select Bill To Address line 3. Enter alternative Business Partner (BP) Number (user can also select BP from the list) [Usage of UN Fields in the PO Form] Version 1 Umoja Training 5/28

6 4. The address of the alternative Business Partner will be printed in the Bill-To Address section to replace the default Bill-To Address associated with the Purchasing Group Note If an alternative Bill-To address is not listed, user can request it to be included in the system by raising a ticket to UMOJA team. H5. Payment Terms User can determine the Payment Terms to be printed in the PO Form by selecting Payment Terms in the PO Header. 1. Go to tab Header and sub tab Payment 2. Enter Payment Terms or select it from the list 3. The selected Payment Terms will be printed H6. Payment Method User can determine the Payment Method to be printed in the PO Form by selecting Payment Method in the PO Header. 1. Go to tab Header and sub tab General Data 2. Select Payment Method from the list [Usage of UN Fields in the PO Form] Version 1 Umoja Training 6/28

7 3. The selected Payment Method will be printed H7. Delivery Terms User can determine the Delivery Terms to be printed in the PO Form by selecting Delivery Terms in the PO Header. 1. Go to tab Header and sub tab Payment 2. Select Delivery Terms (i.e. Incoterm Key) from the list. User may also enter Delivery Location 3. The selected Delivery Terms will be printed along with Delivery Location, if any [Usage of UN Fields in the PO Form] Version 1 Umoja Training 7/28

8 H8. Shipment Mode User can determine the Shipment Mode to be printed in the PO Form by selecting Shipment Mode in the PO Header. 1. Go to tab Header and sub tab General Data 2. Select Shipment Mode from the list 3. The selected Shipment Mode will be printed H9. Delivery Due Date The field Delivery Due Date will be printed in the PO Form according to the following conditions: a) If PO has only material lines and those lines have the same delivery date, the Delivery Date will be printed at the Header In SRM Portal In PO Form [Usage of UN Fields in the PO Form] Version 1 Umoja Training 8/28

9 b) If PO has only material lines and those lines have different delivery dates, the Delivery Date at the Header will be printed as See Below and for each item line, the Delivery Date will be printed below item description In SRM Portal In PO Form c) If PO has only service lines, the Delivery Date at the Header will be printed as See Below and for each item line, the Service Detail will be printed depending on the field Required on the items. In SRM Portal [Usage of UN Fields in the PO Form] Version 1 Umoja Training 9/28

10 There are 3 possible conditions for field Required Required between [Start Date] and [End Date] see Line 1 below Required from [Start Date] see Line 2 below Required On [Start Date] see Line 3 below In PO Form d) If PO has a mix of material line and service lines, the Delivery Date at the Header will be printed as See Below and for each item line: For material item, the Delivery Date will be printed below item description (see case b above) For material item, the Service Detail will be printed depending on the field Required on the items (see case c above) [Usage of UN Fields in the PO Form] Version 1 Umoja Training 10/28

11 H10. United Nations Contact The United Nations Contact section in the PO Form will print the following: Buyer Name the name of the last user who ordered the PO. If the PO has been edited many times (or has been edited after it was approved) by different buyer, the name of the last user who ordered the PO will be printed. Fax and the fax and associated with the Purchasing Group in the PO. This association is maintained in the table. Since fax and are associated with the Purchasing Group, all buyers in the same Purchasing Group will share the same fax and address. In SRM Portal In PO Form Note: The UN Contact will also be printed at the Extended Description section in the PO Form H11. Purchase Order Text User can add text to the Purchase Order that will be printed at the header section in the PO Form by adding Purchase Order Text information in the Notes tab. 1. Go to tab Notes and Attachments 2. Click button Add and select Purchase Order Text [Usage of UN Fields in the PO Form] Version 1 Umoja Training 11/28

12 3. Type Purchase Order text in the yellow box and click button OK. The Purchase Order Text notes will be added 4. The Purchase Order Text will be printed in the PO Form at the Header section. H12. Contract Reference Number When Purchase Order is created against a contract, the contract number will be printed in the Contract Reference Number section at the Header in the PO Form. Otherwise, the section will be blank. In SRM Portal [Usage of UN Fields in the PO Form] Version 1 Umoja Training 12/28

13 In PO Form The Contract Reference Number will also be printed in the Extended Description section * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * PO Form Lines The following UN fields are appeared in the PO Form Lines. Logically, they are also inputted in the SRM Portal as the Lines information: Line Number Item Text Detail Unit Price Discount and Total Amount (per line) Delivery Due Date (*) Service Detail L1. Line Number The Line Number in the PO Form will be printed sequentially and not following the numbering of the item number. It means that if the PO has deleted lines, the line number will still be printed sequentially instead of skipping the deleted lines. In the example below, PO has 10 lines in which lines 3, 6, and 7 are deleted. In the PO Form, the line number will be 1, 2, 3, 4, 5, 6, 7 instead of 1, 2, 4, 5, 8, 9, 10 [Usage of UN Fields in the PO Form] Version 1 Umoja Training 13/28

14 In SRM Portal In PO Form [Usage of UN Fields in the PO Form] Version 1 Umoja Training 14/28

15 L2. Item Text Detail By default, the Item Description section in the PO Form will be taken from the Material/Service Master Data Catalog which represent the default name associated with the product category of the item. This is the value that appears in the Items Overview in SRM Portal. In SRM Portal However, buyer can add extra description such as name given by supplier in the Item Description by entering Supplier Text value in the tab Notes And Attachments. 1. Go to tab Items, select line that need to be modified, then click Details 2. In the Item Details, go to tab Notes And Attachments and click line Supplier Text 3. Type Supplier Text in the yellow box and click button OK. The Supplier Text notes will be filled 4. The Supplier Text will be printed as additional description in the Item Description section in the PO Form. [Usage of UN Fields in the PO Form] Version 1 Umoja Training 15/28

16 In PO Form L3. Unit Price The Unit Price section in the PO Form will be printed according to the following formula: In SRM Portal Gross Price Unit Price = Per N Unit The Unit Price for above PO will be as follow: Line 1: 200/1 = 200 Line 2: 100/5 = 20 Line 3: 150/10 = 15 Line 4: 50/2 = 25 Line 5: 1000/10 = 100 Line 6: 10/3 = 3.33 Line 7: 2000/10 = 200 [Usage of UN Fields in the PO Form] Version 1 Umoja Training 16/28

17 In PO Form L4. Discount and Total Amount (per line) The Total Amount section per line in the PO Form will be printed by taking into account the discount element for each line. Thus, the formula will be as follow: Total Amount = (Quantity x Unit Price) Discount If the line has Item Type LIMIT for unplanned service, the Expected Value of the line will be printed as Total Amount. The example below shows various conditions of item lines with regard to discount values and item type. [Usage of UN Fields in the PO Form] Version 1 Umoja Training 17/28

18 In SRM Portal (a) Line 1 Material item with no discount (b) Line 2 Material Item with percentage discount (c) Line 3 Material item with absolute discount (d) Line 4 Service item with no discount (e) Line 5 Service Item with absolute discount (f) Line 6 and 7 Limit item for unplanned service (i.e. line item with Item Type LIMIT ) [Usage of UN Fields in the PO Form] Version 1 Umoja Training 18/28

19 In PO Form L5. Delivery Due Date The Delivery Due Date section at the line level will be printed if following conditions apply: If PO has only material lines and those lines have different delivery dates If PO has only service lines If PO has a mix of material lines and service lines For more detail, please see section H9 above (p.8) which provide an explanation on the Delivery Due Date at the PO Form. [Usage of UN Fields in the PO Form] Version 1 Umoja Training 19/28

20 L6. Service Detail There are two types of services in UMOJA PO and they will be printed differently. a) Planned Service the item line should have Item Type Services. Prices and Conditions such as discount can be applied for this type b) Unplanned Service the item line should have Item Type LIMIT. Prices and Conditions such as discount is not applicable for this type. The example below shows those two types in the PO lines (a) Line 1 Planned Service with discount condition applied (b) Line 2 Unplanned Service whereas price and conditions such as discount is not applicable [Usage of UN Fields in the PO Form] Version 1 Umoja Training 20/28

21 In PO Form * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * PO Form Extended Description The following UN fields are appeared in the PO Form Extended Description. They are inputted in the SRM Portal as the Header information but printed in the PO Form as Extended Description after the Lines section. Vendor Quotation Number and Date Additional Information to Supplier Standard Texts Puchase Order Total Value Signatory and Title E1. Vendor Quotation Number and Date User can determine the Vendor Quotation Number and Date to be printed in the PO Form by entering their value in the SRM Portal PO Header. If their values are blank (not entered), both text ( Quotation Number and Quotation Date ) and value will not be printed in the PO Form. 1. Go to tab Header and sub tab General Data 2. Enter Vendor Quotation Number and Date in the UN Fields section [Usage of UN Fields in the PO Form] Version 1 Umoja Training 21/28

22 In SRM Portal In PO Form If their values are blank, both text and value will not be printed in the PO Form. E2. Additional Information to Supplier User can put additional information to Supplier to be printed in the Extended Description section in the PO Form by adding Supplier Text notes in the Notes and Attachments tab at the Header. 1. Go to tab Notes and Attachments 2. Click button Add and select Supplier Text 3. Type Supplier Text in the yellow box and click button OK. The Supplier Text notes will be filled Note Unlike Supplier Text at the line level (see L2. Item Text Detail), this Supplier Text, although has the same name, will be printed in the Extended Description, thus it applies to overall PO. [Usage of UN Fields in the PO Form] Version 1 Umoja Training 22/28

23 4. Type Supplier Text will be printed as an aditional information to supplier in the Extended Description section in the PO Form E3. Standard Texts The term Standard Texts refer to several default texts which will be printed at the Extended Description section in the PO Form depending on the Procurement Type and UNGCC option in the PO. a) Procurement Type There are 4 Procurement Types that buyer can choose: Internal PO Services Goods and Services (default) Goods Depending on those Procurement Types, the appearance of Standard Texts in the Extended Description will be as follow ( x means shown/printed): Standard Text 01 Internal PO 02 Services 03 Goods and Services 04 Goods Reference x x x x Price x x x Delivery Terms x x Delivery Due Date x x x Invoicing x x x Payment Terms x x x Shipping Instruction x x United Nations General Conditions x x x Acceptable By The Vendor x x x Queries x x x x Internal PO x To select Purchasing Type: 1. Go to tab Header and sub tab General Data 2. Select Procurement Type fom the list [Usage of UN Fields in the PO Form] Version 1 Umoja Training 23/28

24 3. As Procurement Type Internal PO is selected, the PO FORM will print 3 standard text only: b) UNGCC There are 5 type of UNGCC (United Nations General Condition of Contracts) that buyer can choose: Provision of Goods and Services (default) Provision of Goods Provision of Services De Minimis Field Contract Air Charter Depending on the selection, the UNGCC standard text will be printed accordingly. To select UNGCC: 1. Go to tab Header and sub tab General Data 2. Select UNGCC fom the list 3. As UNGCC Provision of Goods and Services is selected, the PO FORM will print UNGCC for Provision of Goods and Services. [Usage of UN Fields in the PO Form] Version 1 Umoja Training 24/28

25 E4. Purchase Orders Total Value The Purchase Orders Total Value will be printed near the end of the PO Form. It summarizes the total amount of item lines. If PO has cost element such as discount, the total amount of discount will also be printed. Below example shows two variations of PO Total value (a) PO without cost element discount (b) PO with cost element discount E5. Signatory and Title User can determine the Signatory Name and Title to be printed in the PO Form by selecting their value in the SRM Portal PO Header. The names and titles that are appeared in the selection list depend on the Purchasing Group of the PO. Hence, all buyers in the same Purchasing Group will share the same selection of signatory names and titles. 1. Go to tab Header and sub tab General Data 2. Select Signatory in the UN Fields section [Usage of UN Fields in the PO Form] Version 1 Umoja Training 25/28

26 3. On the selection sreen, click Start Search. The selection list of signatory names will be shown according to the Purchasing Group of the PO. In the example below, the PO belongs to Purchasing Group (UNIFIL Procurement Unit 1), thus all signatory names for UNIFIL Procurement Unit 1 will be shown 4. Select one signatory and click button OK. The selected signatory will be shown. 5. The selected signatory will also be printed in the PO Form. Selection of SignatoryTitles also follows the same steps as above. Note The list of Signatory Names and Titles for each Purchasing Group are maintained in the custom table. If a purchasing group does not have record in the custom table (i.e. not maintaned), its selection lists will be blank. Note If a Signatory Name and Title is not listed in the selection list, user can request it to be included in the system by raising a ticket to UMOJA team. [Usage of UN Fields in the PO Form] Version 1 Umoja Training 26/28

27 Watermark The watermark DRAFT will be printed on every page of the PO Form if the status of the PO is not approved. Once the PO is approved, the watermark will be disappeared. In PO Form [Usage of UN Fields in the PO Form] Version 1 Umoja Training 27/28