User Guide. Umoja Payment Processing

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1 Umoja Payment Processing

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3 Umoja Payment Processing Table of Contents Module 1: Umoja Payment Processing Overview... 1 End-to-End High Level Process... 1 Enterprise Roles & Responsibilities... 2 Payment Methods... 2 Key Concepts... 4 Module 2: Processing Outgoing Payments... 5 Module Introduction... 5 Create a Payment Proposal F Schedule Payment Run FBPM Release Payment Files BNK_APP Module 3: Processing Incoming Receipts Module Introduction Post Opening Balance or Replenishment in the Cash Journal FBCJ Record Cash Receipts from Customer/Vendor Record Cash Receipts for Revenue Module 4: Processing Cash Payments Module Introduction Record Direct Expense Record Payment to Vendor... Error! Bookmark not defined. Record Travel Advance Payment... Error! Bookmark not defined. Appendix and Reference Information Key Transactions Key Terminology... 32

4 Module 1: Umoja Payment Processing Overview Module 1: Umoja Payment Processing Overview Use this User as a reference when: Processing an outgoing payment payable Recording cash and cheque receipts Recording cash payments End-to-End High Level Process The end-to-end Umoja payment process can be seen below: UN Umoja Training User : Umoja Payment Processing Page 1

5 Module 1: Umoja Payment Processing Overview User Enterprise Roles & Responsibilities The following roles are involved in the Umoja Payment process: Roles System Activities Non-system Activities Cashier Submits cash forecast to UN Treasury Ensures that that the bank account has sufficient balance to cover the payments Generates all payments (using the T-code F110 ) in Umoja Manages cash control by fund/grant Raises issues identified through cash control to Finance Managers for resolution Ensures that bank data is reflected accurately in Umoja on a timely basis to allow Front Office to manage daily liquidity Verifies that the bank communication files are processed and accepted by SWIFT/banks in a timely manner Payment Methods Various payment methods are configured with Umoja each of which applies to different payee destinations. These payment methods are entered in payment documents by the processors which can then be amended by Cashiers. Common Payment Methods are: A Bank Transfer (ACH-CCD): For payee bank in the US, currency USD H Vendor will pick up cheque at Cashier window Q Cheque will be mailed. In this case the correct mailing address must exist in the vendor record S SEPA: (Single Euro Payments Area) For payee bank in Eurozone and currency of payment is Euro W Wire (SWIFT MT103): Used in all other regions Y For travel advances through Cash Journal (cash payments) UN Umoja Training User : Umoja Payment Processing Page 2

6 Module 1: Umoja Payment Processing Overview User X Wire payment in specific countries U UNDP Pay Agent: Used in situations where UNDP is a Pay Agent or is paying a Travel Advance. Funds are not sent to UNDP at this stage R UNDP Service: Used in situations where UNDP is procuring goods or services on behalf of an Umoja entity. Funds are not sent to UNDP at this stage Z Payment list to house bank to disburse payment UN Umoja Training User : Umoja Payment Processing Page 3

7 Module 1: Umoja Payment Processing Overview User Key Concepts The key points covered in this User are listed below: After the Umoja implementation, the concept of House Banks will be introduced House bank accounts will enable missions to make international payments The Umoja subsystems used to process outgoing payments: Financial Payment Program, Treasury Payment Program and SAP Bank Communications Manager The Umoja Cash Journal is used to post 3 types of outgoing payments: petty cash disbursements, imprest disbursements, cashier s imprest disbursements * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Payment Processing Page 4

8 Module 2: Processing Outgoing Payments Module 2: Processing Outgoing Payments Module Introduction The Outgoing Payments process identifies the steps to create a payment proposal, conducts required cash sufficiency checks, holds a payment (if necessary) and release the payment. The end-to-end Outgoing Payment process is as follows: Create a payment proposal Check cash sufficiency at the account level Schedule payment run Release payment files Create a Payment Proposal F110 Create a payment proposal Check cash sufficiency at the account level Schedule payment run Release payment files The first step for processing an outgoing payment is to create a payment proposal. In this step, Umoja scans all documents that are due for payment by a particular date, creates list that can be paid, identifies documents that cannot be paid listing reason and creates exception list for review/fix by users/cashiers. Follow the steps below to create a payment proposal: 1. Enter F110 in the Command field 2. Click the Enter icon 3. The Automatic Payment Transactions: Parameters screen displays. Populate the following fields: Run Date: Usually today s date Identification: Enter List number to identify the payment in Payment release List Posting date: Date up to which the documents should be included in the payment run Docs entered up to: At least 1 working day more than the posting date UN Umoja Training User : Umoja Payment Processing Page 5

9 Module 2: Processing Outgoing Payments User Company codes: 1000 Pmt meths: The same payment method as the AP document Next p/date: The payment date. Usually at least plus one day from the Docs entered up to date Vendor and Customer if necessary 4. Click the Free selection tab 5. Click the Matchcode icon in the Field Name field 6. Select Document Number in the pop-up window UN Umoja Training User : Umoja Payment Processing Page 6

10 Module 2: Processing Outgoing Payments 7. Enter the document number in the Values field. Use a comma when specifying more than one document number 8. Click the Additional Log tab 9. Select the following check boxes in the Required logging type section: Due date check Payment method selection in all cases Line items of the payment documents 10. Enter the account number for the vendor in the first text box in the Accounts required section Note: The options in step 9 are required to get the log reports which help identify error in case document falls in Exceptions. UN Umoja Training User : Umoja Payment Processing Page 7

11 Module 2: Processing Outgoing Payments User Propose the payment run: 11. Click the Save icon 12. Click the Status tab 13. Click the Proposal button The Information pop-up window displays Payment Release List is activated; see long text. 14. Click the Checkmark button UN Umoja Training User : Umoja Payment Processing Page 8

12 Module 2: Processing Outgoing Payments 15. In the pop up window, check on Start immediately, click enter 16. System gives message Payment Proposal is running 17. Click the Status button until the message No parameters entered as yet displays in the Status tab UN Umoja Training User : Umoja Payment Processing Page 9

13 Module 2: Processing Outgoing Payments User The transaction F110 has successfully identified the payable documents for a particular vendor. Now we have to pay the documents which is done through steps in T-code FPRL_LIST. Note: UNHQ treasury will run the F110 three times daily, 7 AM, 3 PM and 9 PM. Offices will do the approval and payment from their house banks. 18. Enter FPRL_LIST in the Command field 19. Click the Enter icon The Payment Release List screen is displayed. Note: All payment proposals must be assigned to a Payment Release List in order to be processed and released in Umoja. The FPRL_LIST screen displays the last Payment Release List created by the user. If no Payment Release Lists have been created, the screen displays blank. To create a Payment Release List, the following steps must be executed: 20. Click the Create New List icon UN Umoja Training User : Umoja Payment Processing Page 10

14 Module 2: Processing Outgoing Payments The List Attributes pop-up window is displayed. 21. Enter a list name in the List Description field 22. Select the correct user ID in the Processor field 23. Press the Enter icon Note: Selecting a processor enables the system to pull all payment proposals created by that user into the list being created. Assign the payments to be made to the current list: 24. Click the Unassigned tab 25. Click the Select button on the left side of each row. Hold the Shift key to select multiple rows 26. Click the Assign Items icon 27. Document assigned message displays UN Umoja Training User : Umoja Payment Processing Page 11

15 Module 2: Processing Outgoing Payments User The steps to Approve payments to be made are: 28. Click the Assigned tab 29. Select the payments to be made by clicking on the button on the left side of each row. Use Shift-Click to select multiple rows. When all desired rows desired are selected, then they will be highlighted 30. Click the Approve Items icon 31. System gives message, documents released for payment UN Umoja Training User : Umoja Payment Processing Page 12

16 Module 2: Processing Outgoing Payments The steps to Make payments are: 32. Click the Assigned tab 33. Select the payments to be made by clicking on the button on the left side of each row. Use Shift-Click to select multiple rows 34. Click the Pay Items icon 35. Click the Refresh button and Item Status changes to Paid 36. Document number is generated Note: In previous slides we say what Cashier have to do when there is an emergency payment which cannot wait for the scheduled payment run by UNHQ Treasury which is executed daily at 7 AM, 3 PM and 9 PM. The 7 AM and 3 PM runs cover cheque and cash payments while 9 PM run covers other payment methods (W, X, S, etc). Following the scheduled run, UNHQ, Treasury will assign all items in the FPRL_LIST. UN Umoja Training User : Umoja Payment Processing Page 13

17 Module 2: Processing Outgoing Payments User Schedule Payment Run FBPM1 Create a payment proposal Check cash sufficiency at the account level Schedule payment run Release payment files Having approved the payments and after checking the cash sufficiency at the nominal account level, the user merges payments. Merging will ensure that vendor (with multiple document) gets only one payment. Note: Payments are batched according to currency first, then to vendor. 1. Enter FBPM1 in the Command field 2. Click the Enter icon 3. The Creation of Cross-Payment Run Payment Media screen is displayed. Populate the following fields: Run Date: The processing date (not the value date) House Bank Payment Method Currency 4. Click the Execute icon UN Umoja Training User : Umoja Payment Processing Page 14

18 Module 2: Processing Outgoing Payments 5. The pop-up window displays the number of payments selected, the medium run created and the program has started as a separate job Note: After scheduling a payment run, the payment batch is automatically sent to the SAP Bank Communication Management (BCM) program to be released. The batch will not be released from BCM until it has been approved by the bank signatories associated with the House Bank account the money is being withdrawn from. UN Umoja Training User : Umoja Payment Processing Page 15

19 Module 2: Processing Outgoing Payments User Release Payment Files BNK_APP Create a payment proposal Check cash sufficiency at the account level Schedule payment run Release payment files Let s take a closer look at the BCM and review the process followed by the bank signatory to approve (and ultimately release) the payment batch. Access the Payment Batches screen: 1. Enter BNK_APP in the Command field 2. Click the Enter icon 3. The Payment Batches screen appears displaying all payment batches created in the system. A batch can be easily located by referencing its run date or its three letter identification. As stated in each line item, a batch requires approval by two separate bank signatories UN Umoja Training User : Umoja Payment Processing Page 16

20 Module 2: Processing Outgoing Payments The Payment Batches screen groups batches into separate tabs based on status: Process the payment batch: 4. Click the Select button on the left side of the batch 5. Click the Approve icon Note: Only a bank signatory can review and approve the list of batches being paid from the House Bank Account for which s/he has been delegated authority to serve as bank signatories. Dual approval requires two different bank signatories to approve the batch. 6. A pop-up window displays the batch is being approved 7. Click the Enter icon to confirm UN Umoja Training User : Umoja Payment Processing Page 17

21 Module 2: Processing Outgoing Payments User The batch is now ready for approval by the second bank signatory. 1. Click the Additional Release Steps tab 2. Click the Select button on the left side of the correct batch 3. Click the Approve icon 4. A pop-up window displays the batch is being approved 5. Click the Enter icon to confirm The second Bank Signatory approval triggers the automatic release of the batch. For batches containing electronic payments, a SWIFT202 message is automatically generated and sent to notify the bank that the specified amount must be drawn and deposited in the vendor s bank account. For cheques, the second Bank Signatory approval triggers cheque printing. It UN Umoja Training User : Umoja Payment Processing Page 18

22 Module 2: Processing Outgoing Payments is thus important that the second approver coordinates with the Cashier s Office where the cheque printer is installed. The Batch and Process Monitor screen is a component of the Bank Communications Management program and is used to conduct the following activities: Review SWIFT messages sent to banks following batch approval Manage cheque log and print cheques Access the Batch and Process Monitor screen: 1. Enter BNK_MONI in the Command field 2. Click the Enter icon 3. The Batch and Payment Monitor screen is displayed. Populate the following fields: Company Code House Bank Run Date UN Umoja Training User : Umoja Payment Processing Page 19

23 Module 2: Processing Outgoing Payments User The Batches screen displays all the batches that fit the criteria. A consolidated list of all batches is displayed in the All tab. Batches are also listed in separate tabs according to status: UN Umoja Training User : Umoja Payment Processing Page 20

24 Module 2: Processing Outgoing Payments Retrieve additional information for a batch: 4. Click the Select button on the left side of the desired batch 5. Click the Files icon 6. Select File for this batch from the drop-down list The pop-up window displays the SWIFT MT202 message sent to the bank. UN Umoja Training User : Umoja Payment Processing Page 21

25 Module 2: Processing Outgoing Payments User To view and modify cheques, run the T-code FCHN. The Check Register screen will be displayed. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Payment Processing Page 22

26 Module 3: Processing Incoming Receipts Module 3: Processing Incoming Receipts Module Introduction The Cash Journal is a functionality in Umoja that is used to record the following types of cash transactions: Outgoing Payments - Main Cashier's Imprest Disbursements - Imprest Disbursements - Petty Cash Transactions Incoming Payments - Cash Receipts - Cheque Receipts The incoming cash and cheques should be recorded in the Incoming Cash Journal. Post Opening Balance or Replenishment in the Cash Journal FBCJ The first step in the Cash Journal is recording the opening balance from the cutover activity. Same process is used to record the replenishment in the cash journal. Cashier Imprest Journal, Imprest Journal and Petty Cash Journal follow same process. 1. Enter FBCJ in the Command field 2. Click the Enter icon 3. The Cash Journal pop-up window is displayed. Enter 1000 in the Company Code field UN Umoja Training User : Umoja Payment Processing Page 19

27 Module 3: Processing Incoming Receipts User 4. Select the appropriate Main Cashier's Imprest journal 5. Click the Enter button 6. The Main Cashier's Outgoing Journal is displayed. Click the Today button to ensure that the available balance of the journal is up to date 7. Click the Cash receipts tab UN Umoja Training User : Umoja Payment Processing Page 20

28 Module 3: Processing Incoming Receipts 8. Click the Matchcode icon in the Business Transaction field. A pop-up window is displayed. Select RECEIPT BANK ACCOUT from the list 9. Enter amount in the Amount field 10. System populates the G/L account 11. The status in the DocStatus field displays in red UN Umoja Training User : Umoja Payment Processing Page 21

29 Module 3: Processing Incoming Receipts User 12. Click the Select button on the left side of the item 13. Click the Post button. The FI document is posted 14. The status in the DocStatus field displays in green 15. Balance field shows the amount of cash in hand. System Posts FI documents 16. Click the Select button on the left side of the document to view the FI documents 17. Click the Follow-on doc button 18. Double-click Accounting Document in the pop up window UN Umoja Training User : Umoja Payment Processing Page 22

30 Module 3: Processing Incoming Receipts 19. The FI document displays Cash in Hand is debited and Clearing Account is credited. Cash Journal is ready to post disbursements UN Umoja Training User : Umoja Payment Processing Page 23

31 Module 3: Processing Incoming Receipts User Record Cash Receipts from Customer/Vendor Follow the steps below to record cash receipts from customer: 1. Click the Cash Receipts tab and populate the following fields: Business Transaction: Enter RECEIPT FROM CUSTOMER Amount Text: Enter appropriate text identifying reason for receipt Customer number/vendor number: This is the only difference to record cash receipt from Customer and from Vendor Document Date Assignment Number Business Area 2. Click the Select button on the left side of the item 3. Click the Post button. Document is posted 4. The status in the DocStatus displays in green 5. Cash counter is adjusted UN Umoja Training User : Umoja Payment Processing Page 24

32 Module 3: Processing Incoming Receipts Record Cash Receipts for Revenue Follow the steps below to record cash receipts for revenue: 1. Click the Cash receipts tab and populate the following fields: Business Transaction: Enter REVENUE Amount G/L account: Contact Accounts Unit for appropriate GL account. If Accounts team is not available, select (Unapplied Cash) Text: Enter appropriate text identifying reason for receipt Reference: Enter appropriate reference Assignment Number if any Business Area * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Payment Processing Page 25

33 Module 4: Processing Cash Payments Module 4: Processing Cash Payments Module Introduction Cash disbursements are entered in the Cash Payments tab of the Cash Journal. Three types of Cash Payments are configured and should be selected from match code: PAYMENT TO BANK ACCOUNT: When we send cash to the UN bank account, we use Payment to Bank Account to record Dr Bank Cheque-In Clring Acct (Fund 64VQA, Bus Area S101) Cr Cash Journal (line generated by system) Note: All Bank Clearing accounts belong to Fund 64VQA and Business Area S101. PAYMT ON CLEARING ACCT: All payables with payment method Y will debit (clear) the AP Payable account (Vendor) and credit GL when the cashier posts the payment with F110 and FPRL_LIST. We use Paymt on Clearing Acct to record Dr Cash Payment Clearing Cr Cash Journal (line generated by system) PAYMT ON EXPENSE ACCT: When the item to be paid is not already set up as an account payable through MIR7 or FV60, we use the business transaction Paymt on Expense Acct to record Dr Expense with Cost Center/Order/WBSE (GL 7xxxxxxxx) Cr Cash Journal (line generated by system) UN Umoja Training User : Umoja Payment Processing Page 26

34 Module 4: Processing Cash Payments The table below shows the common fields to be filled for Cash Payments transactions. Notes: Receipt Recipient: In the Receipt Recipient field, enter the name of the person (e.g. courier) who delivered the receipt or received the payment. For Payment to Bank Account, enter the name of the person who is bringing the deposit to the bank Posting Date: Transactions should be recorded on the same day as they happen. Thus posting date will usually be today. However, it is possible to back date the posting date up to the go-live date if needed. For example, after go-live, it usually takes a few days before we open the cash journal so we will want to back date the first transactions for the month Assignment: The Assignment field is filled in when we have a clearing a pre-existing item. We have to find the Assignment field of the pre-existing item and enter it in the Assignment field on the Cash Journal Record Direct Expense Follow the steps below to record Direct Expense: 1. Click the Cash Payments tab 2. Click the Matchcode in the Business transaction field and select EXPENSE 3. Populate the following fields: Amount Tax code: Select the tax code for your country G/L account Document Date: Enter vendor invoice date Reference: Enter vendor invoice number Text: Enter appropriate text identifying reason for receipt Fund Business Area Grant Cost Center: Do not enter Cost Center when Internal Order is used Internal Order: If applicable UN Umoja Training User : Umoja Payment Processing Page 27

35 Module 4: Processing Cash Payments User 4. Click the Select button on the left side of the item 5. Click the Post button. Document is post 6. Document status turns Green 7. Cash payments counter is updated 8. Cash balance is adjusted UN Umoja Training User : Umoja Payment Processing Page 28

36 Module 4: Processing Cash Payments 9. Click the Select button on the left side of the document to view the FI documents 10. Click the Follow-on doc button 11. Double-click Accounting Document in the pop up window 12. The FI document displays that Cash is credited, Expense is debited and VAT recoverable is established Enter VAT on Transaction Payment on Expense Account UN Umoja Training User : Umoja Payment Processing Page 29

37 Module 4: Processing Cash Payments User When using the transaction type Paymt on Expense Acct, you can enter the VAT tax code. Follow the steps below to enter VAT: 1. Enter the total amount paid including VAT in the Amount field 2. Click the empty Tax Code box 3. Click the drop-down list to make the Limitations box appear 4. Enter the Tax Country and click the Green check button 5. Select the tax code 6. Proceed to enter the rest of the information as usual UN Umoja Training User : Umoja Payment Processing Page 30

38 Module 4: Processing Cash Payments In the example, the amount of LBP 350 included the tax of 10%. The finance document reflects: A reduction of the petty cash of LBP 350 An expense of LBP VAT recoverable for LBP * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Payment Processing Page 31

39 Appendix and Reference Information Appendix and Reference Information Key Transactions Transactions Creating Payment Proposal Making Payment Scheduling Payment Run Releasing Payment Files Processing Incoming Receipts/Cash Payments T-Code F110 FPRL_LIST FBPM1 BNK_APP FBCJ Key Terminology None. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * UN Umoja Training User : Umoja Payment Processing Page 32