Job Aid UNDP Financial Authorization TABLE
UNDP - Financial Authorization Job Aid Table of Contents UNDP - Financial Authorization Overview... 1 Process T-codes... 1 Funds Commitment and Pre-Commitment Scenario... 5 Step-by-Step Instructions... 7 AP Scenario FV60 and Cash Advances (F-47/FV60)...14 Step-by-Step Instructions... 16 AP Scenario MIR7...23 Step-by-Step Instructions... 24 Purchase Order Scenario...29 Step-by-Step Instructions... 31 Travel Request Scenario...35 1. Creation of travel request by traveler or travel assistant... 35 Step-by-Step Instructions... 35 2. Approval of travel request by certifying officer... 47 Step-by-Step Instructions... 47 3. Approval of travel request by travel unit... 56 Step-by-Step Instructions... 56 4. Display documents in ECC (optional steps)... 62 Step-by-Step Instructions... 62 MPO Payroll Scenario...65 GL Documents are created by payroll... 65 Step-by-Step Instructions... 65 Financial Authorization Form...70 Step-by-Step Instructions... 70
UNDP - Financial Authorization Job Aid UNDP - Financial Authorization Overview This job aid will explain the various types of documents that can be created in Umoja and sent to UNDP as financial authorizations. It also details the Financial Authorization form in Umoja and the process of sending a Financial Authorization to UNDP via email. Process T-codes Use the appropriate T-code below to UNDP financial authorization transactions. Task Name Create AP Documents Create Down Payment Request (Cash Adv scenario) Display Finance Documents in ECC Create Logistic Invoices Display Logistic Invoices Create Funds Commitments Display Funds Commitments Display/Send Financial Authorization T-code FV60 F-47 FB03 MIR7 MIR4 FMZ1 FMZ3 ZAP_FIAUTH List of UNDP Business Partners in Umoja Here is the list of the Umoja UNDP Business Partner numbers and names. Please note that only these account numbers should be used for documents for which a Financial Authorization will be sent to UNDP. BP number BP Name 1400000100 UNDP-HQ 1400000101 UNDP-AFGHANISTAN 1400000102 UNDP-ALBANIA 1400000103 UNDP-ALGERIA 1400000104 UNDP-ANGOLA 1400000105 UNDP-ARGENTINA UN Umoja Training Job Aid: UNDP - Financial Authorization Page 1
Job Aid UNDP - Financial Authorization 1400000106 UNDP-ARMENIA 1400000107 UNDP-AZERBAIJAN 1400000108 UNDP-BAHRAIN 1400000109 UNDP-BANGLADESH 1400000110 UNDP-BARBADOS 1400000111 UNDP-BELARUS 1400000112 UNDP-BELIZE 1400000113 UNDP-BENIN 1400000114 UNDP-BHUTAN 1400000115 UNDP-BOLIVIA 1400000116 UNDP-BOSNIA & HERZEGOVINA 1400000117 UNDP-BOTSWANA 1400000118 UNDP-BRAZIL 1400000119 UNDP-BRUSSELS LIAISON OFFICE 1400000120 UNDP-BULGARIA 1400000121 UNDP-BURKINA FASO 1400000123 UNDP-BURUNDI 1400000124 UNDP-CAMBODIA 1400000125 UNDP-CAMEROON 1400000126 UNDP-CAPE VERDE 1400000127 UNDP-CENTRAL AFRICAN REPUBLIC 1400000128 UNDP-CHAD 1400000129 UNDP-CHILE 1400000130 UNDP-CHINA 1400000131 UNDP-COLOMBIA 1400000132 UNDP-COMOROS 1400000133 UNDP-CONGO 1400000134 UNDP-COSTA RICA 1400000135 UNDP-COTE D'IVOIRE 1400000136 UNDP-CROATIA 1400000137 UNDP-CUBA 1400000138 UNDP-CYPRUS 1400000139 UNDP-DEM PEOPLE'S REPUBLIC OF KOREA 1400000140 UNDP-DEMOCRATIC REPUBLIC OF THE CONGO 1400000141 UNDP-DJIBOUTI 1400000142 UNDP-DOMINICAN REPUBLIC 1400000144 UNDP-EAST TIMOR 1400000145 UNDP-ECUADOR 1400000146 UNDP-EGYPT 1400000147 UNDP-EL SALVADOR 1400000148 UNDP-EQUATORIAL GUINEA UN Umoja Training Job Aid: UNDP - Financial Authorization Page 2
UNDP - Financial Authorization Job Aid 1400000149 UNDP-ERITREA 1400000150 UNDP-ESTONIA 1400000151 UNDP-ETHIOPIA 1400000152 UNDP-FIJI 1400000153 UNDP-GABON 1400000154 UNDP-GAMBIA 1400000155 UNDP-GEORGIA 1400000156 UNDP-GHANA 1400000157 UNDP-GUATEMALA 1400000158 UNDP-GUINEA 1400000159 UNDP-GUINEA-BISSAU 1400000160 UNDP-GUYANA 1400000161 UNDP-HAITI 1400000162 UNDP-HONDURAS 1400000164 UNDP-INDONESIA 1400000165 UNDP-IRAN 1400000166 UNDP-IRAQ 1400000167 UNDP-JAMAICA 1400000168 UNDP-JAPAN 1400000169 UNDP-JORDAN 1400000170 UNDP-KAZAKHSTAN 1400000171 UNDP-KENYA 1400000173 UNDP-KOSOVO 1400000174 UNDP-KUWAIT 1400000175 UNDP-KYRGYZSTAN 1400000176 UNDP-LAO PEOPLE'S DEMOCRATIC REPUBL 1400000177 UNDP-LATVIA 1400000178 UNDP-LESOTHO 1400000179 UNDP-LIBERIA 1400000180 UNDP-LIBYA 1400000181 UNDP-LITHUANIA 1400000182 UNDP-MACEDONIA 1400000183 UNDP-MADAGASCAR 1400000184 UNDP-MALAWI 1400000185 UNDP-MALAYSIA 1400000186 UNDP-MALDIVES 1400000187 UNDP-MALI 1400000188 UNDP-MAURITANIA 1400000189 UNDP-MAURITIUS 1400000190 UNDP-MEXICO 1400000191 UNDP-MONGOLIA
Job Aid UNDP - Financial Authorization 1400000192 UNDP-MONTENEGRO 1400000193 UNDP-MOROCCO 1400000194 UNDP-MOZAMBIQUE 1400000195 UNDP-MYANMAR 1400000196 UNDP-NAMIBIA 1400000197 UNDP-NEPAL 1400000198 UNDP-NICARAGUA 1400000199 UNDP-NIGER 1400000200 UNDP-NIGERIA 1400000201 UNDP-OCCUPIED PALESTINIAN TERRITORIES 1400000202 UNDP-PAKISTAN 1400000203 UNDP-PANAMA 1400000204 UNDP-PAPUA NEW GUINEA 1400000205 UNDP-PARAGUAY 1400000206 UNDP-PERU 1400000207 UNDP-PHILIPPINES 1400000208 UNDP-POLAND 1400000209 UNDP-QATAR 1400000210 UNDP-REPUBLIC OF KOREA 1400000211 UNDP-REPUBLIC OF MOLDOVA 1400000212 UNDP-ROMANIA 1400000213 UNDP-RUSSIAN FEDERATION 1400000214 UNDP-RWANDA 1400000215 UNDP-SAMOA 1400000216 UNDP-SAO TOME AND PRINCIPE 1400000217 UNDP-SAUDI ARABIA 1400000218 UNDP-SENEGAL 1400000219 UNDP-SERBIA 1400000220 UNDP SIERRA LEONE 1400000222 UNDP-SLOVAK REPUBLIC 1400000223 UNDP-SOMALIA 1400000224 UNDP-SOUTH AFRICA 1400000225 UNDP-SOUTH SUDAN 1400000226 UNDP-SRI LANKA 1400000227 UNDP-SUDAN 1400000228 UNDP-SURINAME 1400000229 UNDP-SWAZILAND 1400000231 UNDP-SYRIAN ARAB REPUBLIC 1400000232 UNDP-TAJIKISTAN 1400000233 UNDP-THAILAND 1400000234 UNDP-TOGO UN Umoja Training Job Aid: UNDP - Financial Authorization Page 4
UNDP - Financial Authorization Job Aid 1400000235 UNDP-TRINIDAD AND TOBAGO 1400000236 UNDP-TUNISIA 1400000237 UNDP-TURKEY 1400000238 UNDP-TURKMENISTAN 1400000239 UNDP-UGANDA 1400000240 UNDP-UKRAINE 1400000241 UNDP-UNITED ARAB EMIRATES 1400000242 UNDP-TANZANIA 1400000243 UNDP-URUGUAY 1400000244 UNDP-UZBEKISTAN 1400000245 UNDP-VENEZUELA 1400000246 UNDP-VIET NAM 1400000247 UNDP-YEMEN 1400000248 UNDP-ZAMBIA 1400000249 UNDP-ZIMBABWE 1400000570 UNDP-INDIA 1400000574 UNDP-SOLOMON ISLANDS 1400000581 UNDP-DOMINICA 1400000821 UNDP-LEBANON 1400000812 UNDP-ANTIGUA AND BARBUDA 1400000822 UNDP-PALAU 1400000824 UNDP-TURKS AND CAICOS 1400001035 UNDP-CAYMAN ISLANDS 1400001045 UNDP-REGIONAL CENTER IN BANGKOK 1400001046 UNDP-REGIONAL CENTRE PANAMA 1400001047 UNDP-BRATISLAVA REGIONAL CENTRE 1400001048 UNDP-UNDP TOKYO LIAISON OFFICE 1400001050 UNDP-WASHINGTON LIAISON OFFICE 1400001052 UNDP-REGIONAL BUREAU ASIA PACIFIC 1400001061 UNDP-LATIN AMERICA AND CARIBBEAN 1400000768 UNDP-UNV 1400001062 UNDP-COPENHAGEN LIAISON OFFICE 1400000540 UNDP-PROCUREMENT SUPPORT OFFICE - IAPSO 1400001049 UNDP - OFFICE OF HUMAN RESOURCES Funds Commitment and Pre-Commitment Scenario The Fund Commitment scenario should be used for:
Job Aid UNDP - Financial Authorization Payroll of local staff Organization of event which does not give the rights to any travel entitlements In all scenarios where UNDP procures some goods or services, the purchase order scenario should be used. Features of the Funds Commitment that make it unique for UNDP: UNDP as the vendor Detailed Service Instruction in the long text of the line item if there are multiple line items on the FC, enter the detailed service instructions on the LAST line Doc.text (document header text): start this text with UNDP (Country office), i.e. UNDP Nepal Financial Authorization. This is important because it will help the FC certifying/approving officers easily identify UNDP documents in workflow. **Please note that the text in this field does NOT appear on the FA form. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 6
UNDP - Financial Authorization Job Aid Step-by-Step Instructions 1. Go to FMZ1 populate: Document Type Currency = USD (always for Financial Authorization) 2. Click the Enter icon 3. Enter the Doc.(header)text which should start with UNDP (Country Office) **Please note that the text in this field does NOT appear on the FA form. It is informational only and will help the certifying/approving officer easily identify UNDP documents in workflow.
Job Aid UNDP - Financial Authorization 4. Enter the UNDP vendor account number in the vendor field (see list of UNDP BPs in previous section) 5. Enter the Account assignment/coding block on the line item or click on Goto Detail line item to open a screen where the coding block can be entered UN Umoja Training Job Aid: UNDP - Financial Authorization Page 8
UNDP - Financial Authorization Job Aid **Do NOT add a line for Service Fees on the Funds Commitment document. Service Fee lines will still be sent in the SCA file and will post against the same document (FC, PO) as the baseline charge but they should not be created as a separate line on the document that is sent as the FA. 6. Add detailed service instructions to the last line of the Funds Commitment, if there are multiple lines. To get to the line item details screen, double-click on the line item on the main screen. When the detailed line item screen appears, click on Extras Document line long text or click on the icon for Long Text, which looks like paper and a pencil, to access the line item text screen. Note: it is important that the text is entered at the line item level and not the header level. Text entered in the document header will NOT appear on the FA. ** If the Funds Commitment has multiple line items and the Detailed Service Instructions apply to the whole document, enter the text on the last line item. If the detailed service instructions apply to a specific line, then enter the text in the text field of that specific line.
Job Aid UNDP - Financial Authorization 7. Type text up to a 1000 characters into the field and then click the Save icon (outlined in red below). It is very important to click on the Save icon otherwise the text entered in this field will not be stored and will not appear on the FA. Once the text has been saved, click the Back arrow to return to previous screen. Note: Enter // if you want the text to be split on multiple lines. 8. Save the FC document and post it through Workflow UN Umoja Training Job Aid: UNDP - Financial Authorization Page 10
UNDP - Financial Authorization Job Aid 9. The following Funds Commitment types require the approval of a Certifying Officer and Approving Officer: 31 Letter of Authorization 33 Institutional Contractor Agent 39 FM Conversion Obligatn Doc Typ 45 Travel Authorization Official 50 Consultant/Contractor/ALD Agre 51 Education Grant 55 Travel Autho. Entitlemt Travel All other Funds Commitments require only approval of AO. The name of the officer that gives the final approval of a Funds Commitment document will appear in the FA form. FAs can only be sent for approved Funds Commitments. In the Funds Commitment document, you can see this information in the document header
Job Aid UNDP - Financial Authorization 10. UNDP requires the signature of the UNDP Authorizing Agency Officer on the Financial Authorization. The UNDP Authorizing Officers are different from the Funds Commitment (or AP, PO) Approving officers. A specific Enterprise role for the UNDP Authorizing officer will be created. This will be discussed in the Financial Authorization section of this job aid. Only Authorizing Agency Officers have access to send the FA to UNDP. 11. Certain fields of a Funds Commitment document can be amended after it has been posted, as long as there is no consumption of the FC; others cannot and would therefore require a new FC to be created. Please refer to the Funds Commitment job aid for specific details on modifying a Funds Commitment. Fields that can be changed without requiring recertification/reapproval of the FC: - Text (this is the description field on the line item) - Line item long text (the detailed service instructions to UNDP) - Vendor Fields that can be changed but will require recertification/approval: - G/L account - Amount - Coding block, i.e. Fund, Funds Center, WBS Element, etc. For scenarios where UNDP is hiring staff on behalf of the UN, the FC can be created with text on the line to indicate what type of consultant to hire, i.e. Recruitment of an Engineer Once the FC is posted, the FA will be sent to UNDP. Once UNDP provides the name and index number of the hired person, a Funds Commitment creator can amend the line text/description. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 12
UNDP - Financial Authorization Job Aid
Job Aid UNDP - Financial Authorization AP Scenario FV60 and Cash Advances (F-47 + FV60) Third Party Vendor A/P Scenario when we create the Account Payable document and ask UNDP to be pay agent only. In other words, UNDP is not going to be procuring goods or services, they are only going to be paying on behalf of the UN. When an accounts payable document is created in Umoja, UNDP is expected to be the pay agent only and pay the exact amount of the AP document. Cash Advance: The process of authorizing UNDP to pay a Cash Advance is a multi-step process: 1. F-47: Create Down Payment Request 2. Payment Run of the F-47 document 3. FV60: Create Vendor Invoice 4. Send FA to UNDP The Financial Authorization number is based on the FV60 document number. Once the FV60 document is posted, the FA can be sent to UNDP. Note: Financial Authorizations cannot be sent based on the F-47 document number; the ZAP_FIAUTH program will not pick up F-47 document numbers. Features of the F-47 that make it unique for UNDP: Payment method = Y Line item text of vendor line = UNDP vendor (select this from the drop down list in this field and click the Enter). UN Umoja Training Job Aid: UNDP - Financial Authorization Page 14
UNDP - Financial Authorization Job Aid Features of the FV60 that make it unique for UNDP: Payment method = U Line item text of vendor line = UNDP vendor (select this from the drop down list in this field and click the Enter). o Vendor of the document is who UNDP is going to pay; it can be a 3 rd party vendor or a staff member but it is not UNDP Detailed Service Instructions: enter on the Notes tab.
Job Aid UNDP - Financial Authorization ** Since the FA for an AP document only displays the vendor line, the detailed service instructions can only be entered on the vendor line in the Notes tab. Note: Enter // if you want the text to be split on multiple lines. Please pay Naseer AHMAD//by cheque will appear on FA as: Please pay Naseer AHMAD By cheque Step-by-Step Instructions Cash Advance 1. Go to Transaction Code F-47 and enter: Document Date Document Type should default to KA; if not, enter KA Reference free text field Doc.Header Text free text field Account vendor account number; this is the vendor that UNDP is going to give the cash advance to SPGL indicator please see the AP job aid for details on which Special GL indicator to use; it varies depending upon the scenario and type of vendor receiving the Cash Advance UN Umoja Training Job Aid: UNDP - Financial Authorization Page 16
UNDP - Financial Authorization Job Aid 2. Press Enter 3. Fill in the following fields: Amount Due On this is the date the F-47 is due for payment. Enter today s date. Pmt Method Y Text select the UNDP Country Office from the drop down list (press Enter twice to get through the warning message about Text being transferred) Coding block depending up the Special GL indicator selected on the previous screen, fill in the necessary fields
Job Aid UNDP - Financial Authorization 4. Click on the Post (Save) icon 5. A success message with the document number will appear. Without changing screens, click on Document at the very top left of the screen and select Display. The document that was just posted will appear. Note down the document number. You will need to track this document. Once this goes through a payment run, a Clearing (payment) document will be created. The posting of this document will be: Debit: Vendor from F-47 document Credit: 35109920 AP Cash Payment Clrg this is the account posted to when payment method Y is used. No money is dispersed from a bank when payment method Y is used. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 18
UNDP - Financial Authorization Job Aid From this clearing document, you will need the Assignment field of the GL line for 35109920 - AP Cash Payment Clrg. The value in this field needs to be copied and entered in the Assignment field of the FV60 document on the line for GL account 35109920 in order to allow for automatic clearing. 6. Go to Transaction code FV60 7. In the Basic Tab, enter: Vendor NOT the UNDP CO; this is the vendor that UNDP is going to pay Invoice date Reference Document Type Amount Text select UNDP Country office from the drop-down list 8. Go to Payment tab 9. Enter payment method U
Job Aid UNDP - Financial Authorization 10. Go to Notes tab and enter the detailed instructions. These are the detailed instructions to UNDP that will print on the Financial Authorization form. Be as specific as possible. 11. Enter the line item details: GL account 35109920 Amount Coding Block WBS, Fund, Grant, etc Assignment enter the value from the Assignment field of the GL line for 35109920 from the payment (clearing) document of the F-47. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 20
UNDP - Financial Authorization Job Aid 12. Click on Save as Completed. The document should be posted through the AP workflow. Only posted AP documents can be sent as Financial Authorizations. The name of the Approving Agent will appear on the FA form. The Approving Agent name can be seen in the Entered By field in the document header 13. In the Pay Agent scenario, the AP document must be cleared in order for the SCA line to be able to post automatically when the SCA file is uploaded. Once the AP document is posted, it will be picked up and paid in the next Treasury run for payment method U. A document will be paid by treasury when it is due for payment which is determined by the
Job Aid UNDP - Financial Authorization payment terms in the document. Payment terms can be changed within the document to have it picked up sooner by a treasury run. For the UNDP scenarios there is not an actual outgoing payment since UNDP is going to be dispensing the money. This is controlled by the payment method. Clearing (aka payment) documents created for payment method U will have the following posting: Debit: Vendor from FV60 document Credit: 18105020 UNDP SCA Clearing Account 14. The clearing document number and date of clearing can be seen on the vendor line of an AP document: UN Umoja Training Job Aid: UNDP - Financial Authorization Page 22
UNDP - Financial Authorization Job Aid AP Scenario MIR7 Another pay agent scenario can occur when UN needs UNDP to pay a logistic invoice, but not procure the goods. The logistic invoice will be created as usual in T-code MIR7 with some slight modifications for UNDP. Features of the MIR7 that make it unique for UNDP: Payment method = U Line item text of vendor line = UNDP vendor (select this from the drop down list in this field)
Job Aid UNDP - Financial Authorization The detailed service instructions that appear on the Financial Authorization form should be entered on the Note tab of the invoice header Note: Enter // if you want the text to be split on multiple lines. E.g. the following text: please pay $1000 to Mr Smith// please pay by check. The text will be printed as follow: please pay $1000 to Mr Smith please pay by check If you do not enter the //, the system will save the text as continuous text. Step-by-Step Instructions 1. Go to t-code MIR7 (Pre-requisite: PO has been posted and GR/SES has been approved) 2. In the Basic Data tab, enter: Invoice Date Reference Amount can enter it now or after the PO details are populated Text: UNDP Country office through the drop-down list UN Umoja Training Job Aid: UNDP - Financial Authorization Page 24
UNDP - Financial Authorization Job Aid 3. In the Payment tab, enter payment method U: 4. On the Note tab, enter the Detailed Service Instructions:
Job Aid UNDP - Financial Authorization On the FA form this will appear as: WITHIN UN RULES AND REGULATIONS, you are requested and authorized to extend the contract for the month of July 2015 at the cost provided in this financial authorization. 5. On the PO Reference tab, enter the PO number and press Enter: UN Umoja Training Job Aid: UNDP - Financial Authorization Page 26
UNDP - Financial Authorization Job Aid 6. Enter the Amount (if not previously entered) and if the document is balanced, click on Save as Completed. This will send the document to workflow. 7. The document should be posted through workflow. Only posted MIR7documents can be sent as Financial Authorizations. Once the document is posted, it will automatically appear in the FA program. The name of the Approving Agent will appear on the FA form. The DB1 Approving Agent name is listed as the IR Processor on the Contacts tab of the logistic invoice. Posted logistic invoices can be displayed using T-code MIR4
Job Aid UNDP - Financial Authorization UN Umoja Training Job Aid: UNDP - Financial Authorization Page 28
UNDP - Financial Authorization Job Aid Purchase Order Scenario In the Purchase Order scenario, UNDP procures and pay for goods or services on behalf of the UN. In this scenario the Purchase Order number created in Umoja is the Financial Authorization number. The PO will be created with the UNDP country office as the vendor. This scenario is only used if UNDP has engaged the Purchase order with the third party. In case the Umoja entity purchases through a UNDP contract but the Umoja entity signed the contract with the third party vendor and the invoice will be addressed to the Umoja entity, please do not consider this scenario but create a shopping cart/ or Purchase order directly with the third party. The Financial authorization will only be created at the time of the invoice (scenario 3). Here is the example of Procurement scenario (SC and PO created against UNDP Vendor): Here is the example of Low Value Procurement scenario (PO created against UNDP Vendor): Here is the example of invoice MIR7 scenario (PO created on real vendor): Here is a summary on the creation of Low Value UNDP Purchase Order. Please check the Procurement training material for more details.features of the Purchase Order that make it unique for UNDP: Vendor/Supplier = UNDP BP
Job Aid UNDP - Financial Authorization Detailed Service Instructions are entered in the Interal Note field in SRM and appear in the Item Text field of the Text tab at line item level in ECC. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 30
UNDP - Financial Authorization Job Aid **Do NOT add a line for Service Fees on the Shopping Cart nor Purchase Order. Service Fee lines will still be sent in the SCA file and will post against the same document (PO) as the baseline charge but they should not be created as a separate line on the document that is sent as the FA. Step-by-Step Instructions In order to trigger a Financial Authorization, the purchase order MUST be created against the UNDP vendor. Please refer to the Procurement job aid for detailing instructions regarding creation of a shopping cart and Purchase Order. 1. Log into SRM and create a shopping cart a. In the header of the Shopping Cart, add a comment in the Approval Note field indicating that the vendor is UNDP. In POs where UNDP is the vendor, no additional solicitation is required from other vendors therefore it is important to highlight this fact for the Buyers. 2. Log into SRM, select a Purchase Order Type ** SERVICES POs - If you are creating a PO for services, only put ONE line on the PO! If the shopping cart has 5 lines, then 5 POs must be created. This is only for Services POs. POs for goods can have as many lines as needed. If you create a Services PO with multiple lines, the FA will be rejected because the FA form cannot accommodate multiple Service lines. 3. Enter the UNDP BP number in the Supplier field
Job Aid UNDP - Financial Authorization 4. To add Detailed service instructions that appear on the Financial Authorization form, go to the Internal Note field of the line item that the instructions should appear on. Click on Internal Note, which is located on the Notes and Attachments tab of the line item Note: In the pop-up box that appears, enter the text. Please enter // if you want the text to be split on multiple lines. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 32
UNDP - Financial Authorization Job Aid E.g. the following text: please pay $1000 to Mr Smith// please pay by check. The text will be printed as follow: please pay $1000 to Mr Smith please pay by check 5. Click OK on the pop-up box when complete. The text should appear in the Description column for Internal Note 6. Once the PO is approved in SRM, it will appear in ECC. The detailed instructions entered into the Internal Note field in SRM will appear in the Item Text field of the line item in ECC.
Job Aid UNDP - Financial Authorization 7. The name of the approver, which can be seen in the PO Header on the Texts tab, will appear on the Financial Authorization 8. Once the PO is posted and in ECC, the Financial Authorization can be sent to UNDP. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 34
UNDP - Financial Authorization Job Aid Travel Request Scenario 1. Creation of travel request by traveler or travel assistant In the Travel request scenario, UNDP is going to be paying for the travel advance and/or the plane ticket of a traveler. The request will be created in ESS and the following accounting document types will be created in ECC: TA = Travel Advance TI = Travel Invoice (plane ticket) In this example, the initiator of the travel request will create a travel request for a travel advance and a plane ticket. Both the advance and the plane ticket will be paid by UNDP. Please note that the same travel request can have a plane ticket paid by one UNDP office and the Advance (DSA) paid by a different UNDP office; this does not have to be split into two different travel requests. Please see the Travel/ESS job aids for detailed explanations of creating travel requests. Step-by-Step Instructions 1. The initial steps of the travel request are the same as for non-undp request In this example, the Travel Admin on behalf of a staff member that is going to travel or staff himself is creating a travel request.
Job Aid UNDP - Financial Authorization 2. Select the employee 3. Click the Create Travel Request and select type of travel request UN Umoja Training Job Aid: UNDP - Financial Authorization Page 36
UNDP - Financial Authorization Job Aid In this example, the request type is Official Travel. On the first page that appears, read through the Travel Initiation Pre-requisites. 4. Check the two boxes at the bottom of the screen when complete
Job Aid UNDP - Financial Authorization 5. Click Start Form 6. The travel category is defaulted from your selection on the previous screen. Choose Travel type from the drop down list UN Umoja Training Job Aid: UNDP - Financial Authorization Page 38
UNDP - Financial Authorization Job Aid 7. Click Overview 8. Read the General Data information
Job Aid UNDP - Financial Authorization 9. At the bottom of the screen, check the box and click the General Data button to proceed 10. The General Data screen will appear where you enter the details of the trip UN Umoja Training Job Aid: UNDP - Financial Authorization Page 40
UNDP - Financial Authorization Job Aid 11. Fill in the required details 12. Once complete, click the additional data button 13. On the Additional Data screen, this is where you indicate that the travel advance and plane ticket will be paid for by UNDP. Enter the following: Travel Advance Requested = Yes Advance Payment Mode = Other Travel Processing Office = this will automatically default based on user profile Please note that the certifying officer, not the travel admin neither the staff, will select the UNDP vendor for the travel advance.
Job Aid UNDP - Financial Authorization Tickets to be issued through = UNDP/Other UN Agency Estimated Costs = this will be entered by the Certifying Officer Cost Assignment = the cost assignment objects of the traveler should automatically default; it is possible to change these by clicking on the Change Cost Assignment button Answer the remaining questions with Yes or No UN Umoja Training Job Aid: UNDP - Financial Authorization Page 42
UNDP - Financial Authorization Job Aid 14. If you click the Change Cost Assignment button a new screen will appear where you can enter new cost assignment objects 15. Enter the new assignment objects and click the Check button to confirm the validity of the new objects 16. If everything is ok, click the Save Draft button
Job Aid UNDP - Financial Authorization 17. Click the Accept button 18. The Additional data screen will reappear. If everything is ok, click the Personal Deviation button to continue UN Umoja Training Job Aid: UNDP - Financial Authorization Page 44
UNDP - Financial Authorization Job Aid 19. Enter the necessary details. If ready to send to the Certifying Officer, click the Review and Send button 20. Review the details to ensure everything is correct
Job Aid UNDP - Financial Authorization 21. If everything is complete and ready to be sent to the Certifying Officer, select the Save and Send for Approval radio button and then click Save and Send for Approval button at the bottom of the screen 22. A confirmation message with the trip number will appear UN Umoja Training Job Aid: UNDP - Financial Authorization Page 46
UNDP - Financial Authorization Job Aid 2. Approval of travel request by certifying officer A certifying officer must now log into ESS to review and approve the travel request. Once the certifying officer approves the travel request it will be sent to the Travel unit (approving officer) for final approval. Step-by-Step Instructions 1. Log in ESS and click Certifying Officer
Job Aid UNDP - Financial Authorization 2. Select Approver Work Center for Travel Request 3. On the Travel Request Pending Items tab, select the desired travel request by clicking the gray box at the left side of the line item. The line will highlight. Then click Review and Approve UN Umoja Training Job Aid: UNDP - Financial Authorization Page 48
UNDP - Financial Authorization Job Aid 4. The details of the travel request will appear. Review the details and make any necessary changes. Then click the Additional Data button to proceed 5. The Additional Data screen will appear. To enter details of the Travel Advance, click the Enter Advances button
Job Aid UNDP - Financial Authorization 6. On this screen, click the New Entry button to enter the advance 7. Enter the amount and any other necessary details. Then click the Save Draft button UN Umoja Training Job Aid: UNDP - Financial Authorization Page 50
UNDP - Financial Authorization Job Aid 8. Message will appear confirmed that the details were saved. Click the Accept button 9. The amount of the advance will appear. In the Advance Payment Mode field, select the UNDP radio button. This is the UNDP country office that is going to pay the Advance.
Job Aid UNDP - Financial Authorization 10. In the UNDP Vendor field, click the Matchcode 11. A pop-up will appear where you can search for the UNDP vendor. Enter data in any of the fields and click the Start Search button Note: an asterisk (*) means wildcard. 12. Select the necessary UNDP vendor from the list and then click the OK button UN Umoja Training Job Aid: UNDP - Financial Authorization Page 52
UNDP - Financial Authorization Job Aid 13. The selected vendor will appear in the UNDP vendor field. Enter information in the following fields: Comments data entered in this field will appear on the Financial Authorization for the travel advance Remark for Financial Authorization data entered in this field will appear on the Financial Authorization for the flight ticket
Job Aid UNDP - Financial Authorization 14. To enter the estimated cost of the plane ticket, click the Estimate button 15. A screen will appear where you can enter estimated costs of: Airfare it is possible to change the currency, if necessary Subsistence Allowance the amount entered here be added to the amount of the Advance Terminal Expenses the amount entered here be added to the amount of the Advance 16. Once the values have been entered, click the Save Draft button 17. The system will populate the personnel number of the traveler and calculate the total. To proceed, click the Accept button UN Umoja Training Job Aid: UNDP - Financial Authorization Page 54
UNDP - Financial Authorization Job Aid 18. The Estimated Costs will be populated and the Subsistence and Terminal Expenses will be added to the total for the Advances 19. If everything looks ok, click the Approval button to proceed 20. If ready to send this travel request to the Approving Officer (travel unit): Check the Certified box Select the approved class of travel
Job Aid UNDP - Financial Authorization Enter comments if desired Then click the Certify button 21. Message should appear indicating that the trip was approved successfully 3. Approval of travel request by Approving Officer One of the Approving Officers will need to log into ESS to provide the final approval for the travel request. Step-by-Step Instructions 1. Click on Travel/Shipment/Claims Officer UN Umoja Training Job Aid: UNDP - Financial Authorization Page 56
UNDP - Financial Authorization Job Aid 2. Click Approver Work Center for Travel Request 3. In the Travel Request Pending Items tab, look for your travel request number. Clicking on the column heading Travel Req # will sort the values in ascending order
Job Aid UNDP - Financial Authorization 4. When you locate your travel request, select the line by clicking on the gray box at the left side of the line. A selected line will appear highlighted 5. Click on the Review and Approve button UN Umoja Training Job Aid: UNDP - Financial Authorization Page 58
UNDP - Financial Authorization Job Aid 6. Review the details on the General Data screen. When ready to proceed, click the Additional Data button 7. On the Additional Data screen, click the Enter Estimated Costs button to enter mandatory details
Job Aid UNDP - Financial Authorization 8. The fields marked with a red asterisk are mandatory. Enter data in these fields. **The Services Provider field is where you enter the UNDP Country Office that is going to pay for/provide the plane ticket. 9. Once the mandatory fields have been populated, click the Save Draft button, and then click the Accept button 10. Review all details then click the Approval button to proceed UN Umoja Training Job Aid: UNDP - Financial Authorization Page 60
UNDP - Financial Authorization Job Aid 11. On the final screen, review the details and make any necessary changes. When ready, click the Approve button 12. Message should appear indicated that the trip was approved successfully
Job Aid UNDP - Financial Authorization 4. Display documents in ECC (optional steps) Once the travel request is approved, a batch job in ECC will post the travel request to accounting and two accounting documents will be created: TA document for the travel advance TI document for the airfare Step-by-Step Instructions 1. To display the accounting documents in ECC, go to T-code FB03 and enter: Document Number = TA or TI document number Company Code = 1000 Fiscal Year 2. Press Enter. The accounting document created for the advance is document type TA = Travel Advance The TA posting will be: UN Umoja Training Job Aid: UNDP - Financial Authorization Page 62
UNDP - Financial Authorization Job Aid Credit: Traveler Debit: Adv Travel Module GL account # 19109014 3. Other features of the Travel Advance document related to UNDP are: Payment method = U Text = UNDP Vendor that was selected in the travel request Assignment = Trip number 4. The information entered into the Comments field of the Travel Request appears on the Long Text of the Vendor line
Job Aid UNDP - Financial Authorization 5. The accounting document created for the flight ticket is document type TI = Travel Invoice 6. Other features of the Travel Invoice document related to UNDP are: Payment method = U Text = UNDP Vendor that was selected in the travel request Assignment = Trip number The information entered into the Remark for Financial Authorization field of the Travel Request appears on the Long Text of the Vendor line Once the documents have been posted to accounting, they will be picked up on the next Treasury run. The TA and TI documents will have payment method U, which means the UN Umoja Training Job Aid: UNDP - Financial Authorization Page 64
UNDP - Financial Authorization Job Aid payment/clearing document created by the treasury run will credit G/L account 18105020 UNDP Clearing account instead of a cash/bank account. The next step is to send the Financial Authorizations for the flight ticket and salary advance to UNDP. A FA needs to be sent for both accounting documents, the TA and TI documents. MPO Payroll Scenario GL Documents are created by payroll Once the payroll run is executed, the payroll portion that should be paid by UNDP will be posted on GL account 35501210 HCM Payroll UNDP Clearing. Using the data posted to this GL Account, Accounts Payable documents (FV60 invoices) need to be created and the Financial Authorizations will be sent to UNDP based on these FV60 documents. Step-by-Step Instructions 1. Go to the GL report FAGLL03 in order to get all PY documents created for the payroll period in GL account 35501210. Select the documents for your respective entity; for example: For UNEP MPO, select business area F300 For UN-HABITAT MPO, select business area F200 For OCHA MPO, select the range of OCHA fund centers For ESCAP MPO, select business area R400
Job Aid UNDP - Financial Authorization This information will be needed as you will create the Account Payable document that will trigger the Financial Authorization. Assignment = Personal Number Document Type = PY Text = UNDP Country Office The Assignment field contains part of the personnel number that will be entered in the FV60 document as the vendor. The vendor number is 20+personnel number. Using the example screenshot shown below, the vendor in the FV60 document for this line item would be 200006657. Depending on the volume of transactions, you can create the Account Payables documents through AP upload functionality or manually through FV60. The posting of the FV60 Accounts Payable document is: Debit: 35501210 HCM Payroll UNDP Clearing Credit: Staff UN Umoja Training Job Aid: UNDP - Financial Authorization Page 66
UNDP - Financial Authorization Job Aid 2. Before you start creating the posting, please check with Account team who has paid the advance to UNDP, in order to obtain the account assignment objects. The same coding block (account assignment objects) that was used in the advance that was paid for your organization needs to be used in the account payable document *One Account Payable document per staff member should be created. 3. Go to FV60 and enter the following information: Document date = Same date as in the PY document Posting date = Same date as in the PY document Document Type = KH Reference = Free text field Vendor = Retrieve this value from the Assignment field of PY document and add the pre-fix 20 to the personal number. Text = Transfer the BP number from text of PY document. This is the UNDP country office BP number Amount = Same as PY document Currency = Same as PY document
Job Aid UNDP - Financial Authorization Enter payment method = U Enter Notes = Detailed Service Instructions Assignment = Same as PY document 4. The screenshot below shows the Data entry view once the document is approved UN Umoja Training Job Aid: UNDP - Financial Authorization Page 68
UNDP - Financial Authorization Job Aid 5. Once document is approved, treasury team will run the payment program and release the payment. A Clearing document will be generated. In this example, Clearing document 3300058932 is generated. The posting of the clearing document is: Debit: Staff Credit: 18105020 UNDP Pay Agent Clearing account 6. Once Account Payable documents are approved and posted via Workflow, the Financial Authorizations will be sent by Financial Cable Approver to UNDP.
Job Aid UNDP - Financial Authorization Financial Authorization Form In the above scenarios, after the Umoja document (PO, Funds Commitment, travel doc, etc) has been posted, the Financial Authorization form can be sent to UNDP. Please note that the FA should not be sent to UNDP until document has been posted; FAs should not be sent for parked documents. The Financial Authorization will be sent via email to the following generic UNDP email address: umoja.request@undp.org. This email address is maintained in the Business Partner (T-code: BP) of the UNDP vendor on the Control tab. The FA will be sent from a generic email address: Umoja-SCA@un.org. The Financial Cable Approver sends the Financial Authorization using T-code ZAP_FIAUTH. A digital signature must be uploaded into Umoja for each Financial Cable Approver. This signature will appear on the FA. Only users assigned to this role with a digital signature will be able to send Financial Authorizations. Users with access to this t-code but without a digital signature will be able to view the financial authorizations and add comments in the Manual Status field but will not be able to send FAs to UNDP. Step-by-Step Instructions 1. Enter the T-code ZAP_FIAUTH UN Umoja Training Job Aid: UNDP - Financial Authorization Page 70
UNDP - Financial Authorization Job Aid 2. Select the correct variant:
Job Aid UNDP - Financial Authorization 3. By selecting a variant, certain fields will be automatically filled in: *At the end of each month, the date ranges for Purchasing Document Date, Funds Commitment Date, and AP Invoice Date should be advanced to include the next two month range. For example, on July 1, 2015 the date ranges should be adjusted to: 01.07.2015 to 31.08.2015 It is highly recommended to run the FA program with a maximum of a two month date range otherwise processing time may be very long. If desired, enter data in other fields. Here is a list of all fields on the FA input screen: Field Company Code 1000 Business Area Cost Center Description/Comments Business Area that is in the document(s) for which you want to sent the FA form. This is a mandatory field. For certain locations Enter a cost center (single, multiple or range of CCs); all UNDP documents which have this cost center should be retrieved. If a document UN Umoja Training Job Aid: UNDP - Financial Authorization Page 72
UNDP - Financial Authorization Job Aid GL Account for Service Fees Run Date Email Purchasing Document check box Purchasing Document Number Purchasing Document Item Purchasing Document Date Funds Commitment check box Funds Commitment Number Funds Commitment Item Number Funds Commitment Date AP Invoice check box AP Invoice Number has multiple lines with multiple cost centers, system will use the cost center of the first line. N/A Defaults to current date. Enter an email address here to have the results of the FA program sent to UNDP. *When a FA is sent to UNDP, an email is automatically sent to the creator of the ULO, the approver of the ULO and the Financial Authorizing Officer who sent the FA. For additional FAs to be emailed out, enter additional email addresses in this field Check this box if you want to run the FA for a purchase order. Number of the PO for which you want to send the FA. Line item in the PO for which you want to run the FA; i.e. if a purchase order has multiple lines you can run the FA for only one of the lines. Only enter the ranges of document dates for periods open in Umoja. Maximum 2 months open at the same time (current month and previous month). Check this box if you want to run the FA for a Funds Commitment; it is possible to run this for one FC, many or for a range of FCs. Number of the Funds Commitment for which you want to send the FA. Usually this field is left empty. Line item in the FC for which you want to run the FA; i.e. if a Funds Commitment has multiple lines you can run the FA for only one of the lines. Only enter the ranges of document dates for periods open in Umoja. Check this box if you want to run the FA for an Accounts Payable document, such as FV60 invoice, MIR7 invoice, travel document; it is possible to run this for one AP document, multiple documents or for a range of AP docs. Number of the AP document for which you want to send the FA. Usually this field is left empty.
Job Aid UNDP - Financial Authorization AP Invoice Date EXPORT File File Export Destination System Status Test Run check box Only enter the ranges of document dates for periods open in Umoja. This date corresponds to the posting date of the AP document. Select a folder in advance of where the results of the FA program should be exported to. Always and only ORIGINAL unless the substantive offices ask to you to send a reprint or revised version. Check this box to do a test run. The test run is a simulation of what would happen in a production run. 4. If running the program by specific document numbers, enter the document number. To enter more than one document, click the Multiple Selections icon as outlined in red below: 5. In the pop-up box that appears, enter the document numbers or range of document numbers and then click the Execute icon UN Umoja Training Job Aid: UNDP - Financial Authorization Page 74
UNDP - Financial Authorization Job Aid 6. If a variant wasn t selected, a date range needs to be entered. The first document number entered in the Multiple Selection box will appear in the APInvoice Number field and the Multiple Selection icon will have a green box to indicate that there are multiple entries. Enter a date range in the APInvoice Date. The date range entered here corresponds to the posting date of the AP document.
Job Aid UNDP - Financial Authorization 7. Unless specifically advised to send a reprinted or revised copy of a FA, enter ORIGINAL in the System Status field. If you have selected a variant, this field will be defaulted to ORIGINAL. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 76
UNDP - Financial Authorization Job Aid 8. Click on Execute icon. NOTE: If the Test Run box is checked and this is the first time the FA is being run for these document numbers, the status of the FAs will be DRAFT ONLY. Fields of the FA Form List screen: Column Select (check box) FA Number Donor Code Status Version Previous Version Date Created By Approved By Total Amount Currency Remarks Description Check this box to select a FA and email it to UNDP. FA Number 5 digit donor code Current status of the FA; see table below for list of possible statuses Current version of the FA form Date that the previous version of the FA was generated; if version = 1.00 this field will be blank SAP ID of user that created the ULO (PO, FC, AP invoice) SAP ID of user that approved the ULO (PO, FC, AP invoice) Total amount of the FA Currency key Text field user can type remarks into this field. Press the Save icon in order to save the data entered in this field.
Job Aid UNDP - Financial Authorization Manual Status Document Doc Scenario Text field user can type remarks into this field. Press the Save icon in order to save the data entered in this field. A user could review and indicates his/her comments before Financial Cable approver sents to UNDP. SAP Document number Type of ULO document: PO = Purchase Order FC = Funds Commitment AP = Accounts Payable 9. To display a print preview of one of the FA forms, click the hotspot in the FA Number column, i.e. TI-3100045723 UN Umoja Training Job Aid: UNDP - Financial Authorization Page 78
UNDP - Financial Authorization Job Aid 10. To see additional pages of the FA form, click the Page Down icon 11. After reviewing the FA form, click the Back icon to return to the previous screen. Click on the Back icon again to return to the main page of the FA T-code. To send the email of the FA to UNDP, uncheck the Test Run box and click the Execute icon
Job Aid UNDP - Financial Authorization 12. The status of the FAs should be Original since this is the first production run (non-test Run) Possible Statuses of the Financial Authorization: Draft Only Status Description Appears when the FA is generated in Test Run mode for the first time. UN Umoja Training Job Aid: UNDP - Financial Authorization Page 80
UNDP - Financial Authorization Job Aid Original Reprint Revised Cancelled Appears when the FA is generated for the first time as a production run. It means that no FA has never been sent but should be sent. Appears for any subsequent generation of the FA form without any change to the source document (PO, Funds Commitment, or AP invoice). The FA will be sent exactly with same versioning than the previous version with indication REPRINT. Appears for any subsequent generation of the FA form where there has been a change to the source document (PO, Funds Commitment, or AP invoice). Version number will be updated. Appears for any generation of the FA form where the source document has been cancelled after the Financial Authorization was sent. A custom z-table, ZAPT_FIAUTH_VER, tracks the status and version of every FA using a date/time stamp. This table is only for technical tracking and only available to expert users. 13. To send the FAs, check the box in the column titled Select 14. Click on the icon Send FA form
Job Aid UNDP - Financial Authorization 15. A message will appear to indicate that the email has been sent 16. If a FA is not correct and should not be sent to UNDP, enter text in the Manual Status field indictating it should not be sent so that other FA Authorizing Officers do not send it. You must click on the Save icon in order to save any data entered in this column. 17. If a FA needs to be rejected, this must be communicated offline (outside Umoja). Depending upon what the reason for rejection is, the PO/FC/AP document can be modified or may have to be cancelled and recreated with the correct information. For certain issues, such as incorrect text in a Funds Commitment, a Funds Commitment UN Umoja Training Job Aid: UNDP - Financial Authorization Page 82