Umoja Payment Run Troubleshooting Guide. Table of Contents

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1 Umoja Payment Run Troubleshooting Guide Table of Contents Overview... 2 Business Partner: Definition... 2 Common Reasons for Payment Run Issues... 2 Due Date in F Master Data Setup... 3 House Bank Security & User Access... 4 Other Causes of Payment Run Exceptions... 4 Transaction Steps... 5 Steps to verify invoices prior to payment:... 5 Steps to verify Business Partner/Vendor Master Data for a given invoice:... 7 Steps to verify a payment in the Payment Release List (FPRL_LIST)... 9 Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 1/12

2 Overview This job aid provides troubleshooting guidelines to assist in identifying the root cause of failures in an Umoja Payment Run. It covers the most common reasons for transactions to be omitted from a payment proposal. This guide should be used in conjunction with the training material for Course FI320 Umoja Payment Processing. Please contact your designated Umoja Core Team Treasury Testing Coordinator if you encounter a more complicated case during testing. The corresponding contact information will be provided via , as part of the training kick-off activities. Note: If the issue is encountered in Production, please contact your Local Process Expert and/or your Local Service Desk immediately. They will escalate the incident to the Team that will assist in troubleshooting and addressing each particular case. When reaching out to the team for assistance, please provide the following information: Invoice document number Description of the issue you are facing (with print screens will be extremely useful) Parameters you are entering in the particular payment run Print screen of the F110 log, if possible It is important to highlight that payments usually fail due to the issues described further in this guide. Note: During testing phases, it is highly recommended to verify the invoices prior to running the payment. The verification procedure is explained in the second part of this guide. Business Partner: Definition In Umoja, the term Business Partner is user to denote any person/entity with which the UN does business. Examples of Business Partner are staff, vendors, customers, member states, other UN agencies, NGOs, etc. The term Business Partner is used interchangeably with the term Vendor in all functions related to Umoja Accounts Payables and Payments. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Common Reasons for Payment Run Issues Some of the common reasons for issues during payment run are related to the following: Due date in F110 Master Data setup House Bank security & User access We will also look at some other causes of the payment run exceptions and the related error messages. Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 2/12

3 Due Date in F110 The automatic payment program F110 only collects invoices due up to the next payment date specified in the Parameters tab. This is because as per standard operation, the system logic is that you only want to pay invoices that are due up to the day prior to the date of the next payment run. In a test environment, it is recommended to set the next payment date to two months from the current date. Note: In the Umoja production environment, the next payment date is usually set to the next business day. Master Data Setup The following payment methods are available in Umoja: Payment methods for transactions with UN s banks: - A (to businesses): ACH - P (to individuals): ACH - S: SEPA only for Euro payments in the Euro zone and affiliated countries - W: Wire transfers using SWIFT messages, typically used for local EFT payments - Q: Cheque for mailing - H: Cheque for pickup at Cashier s office Special payment methods: - Y: Cash payments via cash journal (exempted from cash control) will be processed through F110/FPRL_LIST and paid from the cash journal - R: UNDP Service (exempted from cash control) will be processed through F110/FPRL_LIST - U: UNDP Pay Agent (exempted from cash control) will be processed through F110/FPRL_LIST - Z: Cash cannot be used with F110/FPRL_LIST Treasury internal payment methods: - 1: Reserved for UNHQ Treasury internal transactions and Investment Management payments For each invoice due, the payment method indicated in the payment run must match a payment method, which must have been defined either on the invoice or in the Business Partner/Vendor Master Data. The payment method must be supported by the bank accounts for wire payments: ACH (methods A and P) requires a US bank account SEPA (method S) requires a valid IBAN in SEPA country Wire transfers require a valid bank account Cheque payment of method Q (cheque for mailing) requires a valid street address; otherwise the payment will go into exception state Cheque H for pickup has no specific requirements in terms of mailing address in BP Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 3/12

4 Note: Payment method 1 must not be chosen for vendor payments; this payment method is reserved for Treasury internal transfers and investment-related payments only. House Bank Security & User Access UN Treasury staff across the globe is restricted to issue payments from a specific set of accounts, as established by UN Treasury. An individual user s access is limited accordingly. Thus, each local office is responsible for a specific group of house banks. The house bank is determined based on a set of rules derived from a combination of currency of payment, country of the Business Partner s bank account, and delegation of Treasury functions to each office. For example: A. A USD wire payment due to a vendor with a bank account in Lebanon is paid from a dedicated Lebanese house bank and hence, processed by a UNIFIL Cashier B. If, on the other hand, the USD payment is to be made to a US bank account, the payment is made from the Treasury s New York account and is processed by a New York Cashier and the Lebanese Cashier will not be able to process these payments In the current UVT test environment, the UNIFIL Cashier users are set up to run payments for: LBFS1: LBP Q & H for vendors with a valid Lebanese address in the Business Partner Master record (ZIP code is not needed, but Street and City details are required) LBFS2: USD Q & H for vendors with a valid Lebanese address in Business Partner Master record (ZIP code is not needed, but Street and City details are required) LBCI1: LBP W for vendors with a valid Lebanese bank account LBCI2: USD W for vendors with a valid Lebanese bank account Any other combination has to be processed by a Headquarters Treasury user (i.e. Test User Ids starting with 00 instead of LF; please note that no Cashier functions were created for UNSCOL users in the UVT environment). Other Causes of Payment Run Exceptions No pymt possible because items with a debit bal. still exist; see job log This means that Umoja will not pay a Vendor, if the Vendor owes the UN money The total amount due is too small, 1USD or approximately 150 LBP The specific invoice is blocked for payment For example, an invoice may be blocked for payment if it is related to a Purchase Order for which the goods receipt is awaiting confirmation of the successful completion of quality inspection. There may be other reasons for an invoice to be blocked for payment. An authorized user can block an invoice for payment. The Vendor/Business Partner Master record has been blocked for payment This requires that an authorized person specifically block the record. It is usually done when there is a dispute or a concern regarding the Vendor s payment information or the Vendor has gone out of business. Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 4/12

5 Business Partner/Vendor Master Data not confirmed When a Business Partner/Vendor record is created or modified, it generally requires that the action be verified by a second person who is specifically authorized. In UVT, creation or modification of Business Partners and verification are done by two separate User Ids. Insufficient funds A payment cannot be made if the fund/grant combination does not have sufficient cash. This is part of the Umoja standard Cash Control functionality, which protects the organization from the possibility of overdraft. Umoja checks this upon payment in the Payment Release List (T-code: FPRL_LIST). * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Transaction Steps Steps to verify invoices prior to payment: It is recommended that invoices be verified prior to payment on a regular basis during testing. When testing large volumes of payments, testers may choose to verify a selected subset of invoices prior to performing the payment run. The steps to verify invoices prior to payment are: 1. Enter the T-code FB03 in the Command field and click the Enter icon. The Display Document: Initial Screen is displayed 2. In the Keys for Entry View section, enter the invoice document number in the Document Number field and 1000 in the Company Code field 3. The invoice document is displayed. Double-click number 1 in the Itm column to display vendorrelated information Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 5/12

6 4. In the Additional Data section, verify the following information: Due date - Baseline Date + days indicated - Please note that you can include items not due today in the payment run by specifying a later next payment date in the F110 Parameter tab Pmt Method: If this is empty in the invoice, check the Vendor Master Pmnt Block: There are two possible levels of blocking, one on invoice and one on vendor. If the value is empty, the payment is not blocked and the invoice can be processed * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 6/12

7 Steps to verify Business Partner/Vendor Master Data for a given invoice: 1. Double-click the vendor account number in the invoice or search for the vendor using the BP T- Code 2. Verify the following: In case of cheques with payment method Q, look for a complete street address. Umoja is configured to verify completeness based on specific requirements per country i.e. postal code is not mandatory in some countries such as Lebanon In case of electronic payments, verify if the Vendor s/business Partner s banking details support the payment method (see the Master Data Setup section covered earlier in this guide). This means that the banking information must match the corresponding payment method i.e. the Vendor/Business Partner Master record must have a correct ABA and Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 7/12

8 adequately formatted bank account for ACH, a correctly formatted IBAN number for SEPA, etc. If there are multiple bank accounts available for a Vendor/Business Partner Master record, Umoja will pick the bank account specified in the Partner Bank field in the invoice. If no partner bank is specified, the first bank account will be picked Note: Currently the payment method and the bank account have to be matched manually by picking the correct payment method in the invoice and assigning the corresponding partner bank account. The system does not automatically pick a bank account intended for a specific payment method (the Treasury Team is working on an enhancement that will automate the partner bank/payment method selection). If after checking the payment method(s) entered in the invoice, you confirm that the payment method is blank, then Umoja will consider any of the given payment methods valid depending on the payment methods specified in the F110 payment run Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 8/12

9 Check that there is no payment block on the Vendor master (see screenshot above) Steps to verify a payment in the Payment Release List (FPRL_LIST) After F110 is run: Line items without any issues will appear in the Unassigned tab in the payment release list Line items with exceptions will appear in the Exceptions tab Note: If you do not see a line item in either list, it is possible that a line item has already been assigned to a list. This means that the line item can be in the Assigned, Released for payment, Paid or Exception state. This can happen from time to time in the test environment because there are several people testing with User Ids, which have the same access and could pay other testers documents. Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 9/12

10 To determine where line items of a given invoice can be found in the Payment Release List for further processing, perform the following steps: 1. Click the Search Item button 2. Enter the Document Number (AP invoice number) 3. Click the Execute icon The result screen will appear as shown below: Or Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 10/12

11 Note: In case the item cannot be found, it has not been picked up by any of the payment runs in F110. Typically this is linked to the due date of the item (refer to the Due Date in F110 section covered earlier in this guide). Another reason for the exception may be that the payment run has been restricted on a different vendor or different document, or a payment method is not present in the invoice or Master Data. To get to the required item, double-click the line and Umoja will either open the corresponding list in the Assigned tab or open the Exceptions or Unassigned tab. You may need to use a filter or dynamic selection to find your item in the list. In case of an exception, the Message text gives a first indication of the issue: For further troubleshooting, the proposal log file can be accessed by double-clicking the initials of the F110 payment run in the Proposal column: Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 11/12

12 The log file contains all available information. This file is typically analysed by a specialist. The log file typically looks like this: Please do not hesitate to contact the Umoja Treasury Team for further help. Umoja Foundation Training : Umoja Payment Run Troubleshooting Guide 12/12