Glossary
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Accounting Assignment
Funding information needed for all Shopping Carts (includes applicable Funds and Funds Center) before being submitted for approval.
Account Assignment Category
Specifies the type of cost object (for example, Cost Center) for an item in a Shopping Cart. This determines what type of account assignment data is needed for that item.
Account group
Created to distinguish the types of customers/vendors at the UN. Each account group is assigned to different number ranges within Umoja. All parties dealing with the UN are first created as Business Partners and then assigned one or more account groups.
Accounts Payable Invoice
Refers to all accounts payable documents. In Umoja, there are two types of invoice; logistics invoice verification (LIV) which has a reference to purchasing document and FI invoice which is initiated in AP module.
Accounts Receivable
All business processes related to recording and tracking receivables from Member States, donors, customers, tenants, staff members and any other entity that owes money to the UN.
Accounts Receivable Invoice
A legally binding document itemizing money owed for products or services rendered as well as funds advanced by UN to commercial vendor, UN Agency, or Staff. AR transactions arising from assessments and voluntary contributions are revenues earned.
Air Movement Requests (AMR)
Requests which are used for movement of material/equipment's by air in the existing UN setup.
Amortization
The deduction of capital expenses over an asset's life. This method measures the consumption of the value of intangible assets. In Umoja, both depreciation and amortization are referred to as depreciation.
Assessment
Allocation process in Controlling (CO) that uses secondary cost elements to move costs between cost centers. The purpose of this process is to charge internal users of a service for the cost of that service.
Assessment Cockpit
A dialogue structure in Umoja where all assessment related activities are in one place.
Asset class
A criteria for structuring fixed assets from an accounting point of view. Every asset has to be assigned to exactly one asset class. The asset class is used to assign the assets (and their business transactions) to the correct G/L accounts.
Assets under Construction
The process to account for self-constructed assets and other capital projects which can be of long duration and high dollar amount.
Automated Clearing House (ACH)
An electronic network for financial transactions in the United States - large volume, low cost batches. It is used for all kinds of fund transfer transactions including direct deposit of funds, cheques and routine payments to vendors. Rules and regulations that govern the ACH network are established by National Automated Clearing House Association (NACHA) and the US Federal Reserve.
Availability Check (AVC)
A checking program that runs automatically in the background to check if the combination of coding block and GL accounts such as fund, cost object, functional area, budget period, grant (if applicable) and cost element assignment has adequate budget available for consumption at the time the transaction is saved as completed or posted.
Available to Promise (ATP)
The quantity of material that is available in inventory and can be used for new orders.
Bill of Lading (BOL)
A document issued by a carrier to a shipper, acknowledging that specified goods have been received on board as cargo for conveyance to a named place for delivery to the consignee who is usually identified. This document is usually referenced at the receiving point to validate the contents on the shipment match the BOL. Some BOL types are straight BOL and order BOL.
Billing
The final processing stage for a business transaction in the processing of a sales order. Information on billing is available at every stage of order and delivery processing. A batch job will be set up to automatically create billing in the background for all order or delivery related invoices.
Block
A restriction against a Business Partner master data record that prevents it from any future activity against the account. There are different types of blocking such as Posting Block and Payment Block.
Budget Period
The validity period of a given budget. It is defined with a start and an end date. This element offers the flexibility to maintain the budget validity, independently of the validity of the other master data, notably Fund, and the fiscal year.
Business Area
An organizational unit within financial accounting. It corresponds to a defined business segment or area of responsibility, to which you can assign value movements recorded in Financial Accounting. Examples of Business Areas in Umoja include Peacekeeping Missions, Special Political Missions, Offices Away from Headquarters (OAH), Regional Commission. Business Area is entered in every financial transaction executed in Umoja
Business Partner (BP)
A person or an organization that has a business interest/relationship with the UN. A BP can be a commercial vendor that supplies goods or services to the UN and also a UN agency or staff member. The vendors registered in UNGM are replicated in Umoja (Umoja SRM and ECC) as BPs. BPs can also be UN organizations, UN Staff Members and other parties.
Business Partner (BP) role
Rights and responsibilities that a business partner can have in various business transactions. The assignment of a BP view determines the relevant data sets, so that only a particular part of the BP master data is displayed, depending on the business transaction in question. For example, with respect to A/R, only BPs with customer role can be used to post transactions in sub-ledger and update the GL.
Business Workplace (BW)
A user's integrated work area where journal entries are reviewed, approved and rejected.
Capitalization
The recording of business expenditures as assets because their occurrences produce benefits for the business for more than a financial year.
Cargo Movement Request (CMR)
Requests which are used for movement of material/equipment by road or by ocean in the existing UN setup.
Cash Desk
A user-definable unit within the Cash Journal that represents a unique Cashier and/or a unique combination of a several identifiable elements of the cashiering process, such as Cashier/Cashiering or Location/Department. A Cash Desk can only be assigned to a single unique user. A user can be assigned to one or more Cash Desks.
Cash Journal
A double-entry compact journal managed in account form that records the postings for cash transactions. By setting the cash balance at the beginning of the day, the cash journal shows the cash balance at any time by adding the cash receipts and deducting the cash payments in the form of cash and cheques. It also serves as a basis for entries in the general ledger and thereby represents the 'Cash' GL account.
Central Support Services (CSS)
UN division which support the retail, catering as well as other related services.
Chart of Accounts
A listing of accounts broken into account groups, which will be used to produce IPSAS compliant financial statements.
Coding Block
A set of characteristics/ data elements that specifies to which project, organization unit etc. a posting is made and must be included in the journal line items. The elements of the coding block are account, fund, grant, business area, segment, functional area, fiscal year, budget period.
Collaboration Room
A file repository within Umoja SRM unique for each RFx where all bids received from vendors are uploaded after scanning.
Command field
An input field that enables users to enter a transaction code or access characters and call a transaction without having to choose from menu options.
Commitment
A type of earmarked fund to encumber Funds in current or future periods, if budget is available. Within Umoja, a pre-commitment is required in order to create certain funds commitments.
Commitment Item
The functional grouping of expenditures and revenues within a financial management area in the FM module.
Company Code
The highest organizational structure of financial accounting and control under which all structures use the same chart of accounts.
UN has only one Company Code that represents the entire organization. This Company Code is 1000.
Completed
When the document is marked as "completed", it is similar to liquidating an earmarked fund. Unspent earmarked funds will be returned to budget availability.
Conditions
Types of charges that are stipulated in a lease and can be either payable or receivable. Conditions can be calculated based on a number of available or custom formulas (sq. meter, sq. feet, acres or on another specific condition). Examples of conditions include Base Rent, Rent Escalation, Admin Charges, Operating Expense, Electric, Water, Gas, Sewer, Misc. Charges, Cleaning, Pest Control, Elevator use, Provision/Rental of furniture, Provision/rental of video conference, Comp/phone and other IT equipment, Sales-Based Rent. During the life cycle of a lease, the conditions may need to be adjusted based on terms or clauses of leases.
Consignment Order
A request to replenish stocks of material held in consignment.
Consumption
Include reference that you will have consumption history when one or more earmarked funds consumes the pre-commitment.
Continuous inventory
Inventory is counted on a continuous, sometimes daily basis. Inventory is counted irrespective of key dates or important materials but all materials are counted at least once.
Contract Catalog
A searchable database of goods and services that can be sourced from existing systems and local contracts, from which Requisitioners can add items to their Shopping Carts.
Controlled Disbursement Account
An account dedicated to the issue and management of cheques.
Controlling (CO)
Umoja module to provide organizations with a method of slicing and dicing data to view costs from an internal management perspective and provide a view of profitability beyond that of basic financial reporting.
Cost Center
A cost object that represents a unit of the organization that collects costs and revenues of on-going operations or functions.
Cost Element
Classifies an organization's costs within a controlling area. It corresponds to a cost-relevant item in the chart of accounts.
Cost Object
An object that groups costs and revenues, cost centers, internal orders and WBSE's.
Cost Sharing
Arrangement in Grants Management (GM) where the grantee is required to contribute resources to help fund the sponsored program, based on requirements stipulated by the sponsor. In Umoja, it refers to an organization that agrees to use its own internal funds on a portion of a project, while the sponsor funds the rest.
Credit Management
A key functional area of Umoja CRM that provides credit check with use of information about payment history and credit risk analysis. It checks the incoming sales orders against a customer's credit limit. If the customer does not have sufficient credit, the order can be reject or the customer credit line can be increased.
Credit (or Debit) Memo
A posting that reduces (or increases) the balance of receivables or payables. A credit memo is normally created if the goods or services provided are returned or the price charged is too high and a debit memo normally represents the counter part of credit memo.
Credit/Debit Request
A request that is used to process a refund or invoice miscellaneous charges to the customer.
Cross docking
A process of shipping material immediately after receipt, in the process saving time and effort of placing material in storage and subsequently removing it. It is a very important aspect of receiving as the inbound and outbound documents can be linked prior to receipts and once material is received, it immediately gets allocated to the outbound delivery.
Current Day Bank Statement
An electronic file of balance and other information occurring at a point in time on a given day. This file is used to update a current day view of the cash position.
Customer Consignment
A scenario where the distributor manages the stock of products at their location(s). The vendor retains ownership of the products until they are sold to the end customer. The distributor is only charged for the product once it is reported as sold or used at which time it is deleted from the inventory.
Customer Master Data
A data record containing all the information necessary to conduct business with a single customer. Each record includes three levels of data: general level data, company code level data and sales organization level data.
Cycle counting
A physical inventory procedure in which materials are counted at frequent intervals and the frequency depends on the cycle count indicator in the material master.
Dangerous Goods (DG)
Goods that, when transported, pose a risk to public safety, to the life and health of humans and animal, and to property, due to their nature, properties or state such as having a hazardous materials.
Depreciation
The diminution in the value of an asset due to the normal wear and tear over the life of the asset. It is calculated on a straight-line basis over the period of the life that is stored in the asset master data. This method measures the consumption of the value of tangible assets.
Distribution
An allocation process in CO that uses the original primary cost elements to move costs between cost centers. The purpose of this process is to charge internal users of a service for the cost of that service.
Distribution Channel
A channel through which saleable materials or services reach customers. Distribution channel determines how materials or services are sold and how they are distributed to customers, for example, retail, wholesale, self-collection.
Division
An organizational unit, which establishes responsibility for profits from materials and services. Division can be used to organize materials or services, for example to form product groups or lines.
Document Date
The date on which the original document was created/issued.
Document Type
A key that is used to classify accounting documents and differentiate the nature of business transactions to be posted.
Donor Agreement
A legal agreement between a donor and the UN outlining the terms and conditions for the use of a voluntary contribution.
Donor Code
The unique identifier that UNDP gives to each of the UN Secretariat organizations.
Down Payment
It is an advance payment to any entity. These payments may require a Funds Commitment/PO depending on the type (for example, commercial down payment and salary advance).
Dunning process
Escalation procedures for aging receivables including Member States accounts.
Dynamic Selection
Component on the selection screen that allows user the possibility to specify additional dynamic selection criteria than the default criteria in the selection screen.
Earmarked Funds
Business transactions within Funds Management that can reserve budget already distributed for expected revenues or expenditures. Examples of business transactions relating to earmarked funds are funds reservation, funds pre-commitment, funds commitment, funds blocks and estimated revenue.
Electronic Funds Transfer (EFT)
Transfer of funds between accounts by electronic means rather than conventional paper-based payment methods, such as cheque.
Electronic Notification
Electronic notification can be in the form of Electronic Data Interchange (EDI) or in simpler forms like email or fax. Standard communication protocols are used, cross industry, for connecting two systems and the communication can process subsequent steps on the receiving end.
Equipment
An individual, physical object that has to be maintained as an autonomous unit and can be installed at a functional location or in part of a technical system. Each piece of equipment is managed in its own individual master record and is posted automatically by the system when the production or usage confirmation is carried out.
Equipment status
Status that describes the availability and usability of equipment. It can be used to define the functions that are permitted for particular equipment.
ERP Central Component (ECC)
The main Umoja component comprising various modules (e.g: FI, FM, GM).
Final assets
The point where assets are deemed available to use and depreciation starts.
Final Budget
Original budget adjusted for all reserves, carry over amounts, transfers, allocations, supplemental appropriations, and other authorized legislative or similar authority, changes applicable to the budget period.
Financial Accounting (FI)
Module in Umoja that covers General Ledger, Accounts Payable, Accounts Receivable and Asset Accounting.
Financial Authorization (FA)
Document sent to UNDP, giving them Financial Authority to undertake action outlined in the document.
Financial Cable Approver (FA.21)
The person within an organization with the delegated authorization authority to approve and issue a Financial Authorization (FA) on behalf of the organization.
Financial Cable Reviewer (FA.28)
The person who reviews the Financial Authorization (FA) before the Financial Cable Approver approves the document.
Fixed Asset
A subset of non-current assets that can be used for more than one reporting period and is material in value.
FM Derivation
A concept whereby data does not have to be manually entered but will be derived from the derivation tables. FM Derivation affects General Ledger postings, but is maintained in the FM module.
Forward contract
A financial contract between two parties to buy or sell an asset at a specified price at a future date after the spot date.
Functional Area
A Master Data element that is maintained within the FM module but is used in Finance and Controlling as well to classify revenues and expenditures of an organization by function. It is intended to represent a functional view of an organization. A functional area is not hierarchical and can cross organizational entities.
Functional Currency
Currency of the primary economic environment in which the entity operates.
Functional Location
Hierarchy element that serves as a logical or physical address where equipment can be installed.
Fund
A Master Data element containing a self-balancing set of accounts and is used to identify the source and use of funding from voluntary contributions.
Funded Programme
Program within Funds Management (FM) with an operational purpose and defined time frame. They can range from simple activities to complex projects and can cross the organization's fiscal years, funding sources and organizational units.
Funds Block
A type of earmarked fund to block funds from being used against any expenditure. A funds block cannot be liquidated against any other commitment or actual expenditures.
Funds Center
An organizational unit within the Funds Management (FM) module that controls the budget. It is time dependent and therefore has a valid "to" and "from" date. Every Funds Center links to a Cost Center.
Funds Commitment
A final step in the chain of commitment documents process where funds are committed based on the contractual agreement signed.
Funds Management (FM)
Module in Umoja that covers management of funds and budgets.
Fund Pre-commitment
A process step in the chain of commitment documents which lies between reservation and commitment. It represents an initial (but not binding) commitment of funds, and can reference a funds reservation. At this stage, details about what the budget will be used for are known but no definite contractual agreement has been made yet.
Funds Reservation
A type of earmarked fund to reserve budget amounts for a future business event without the immediate creation of a purchase order or purchase requisition. Funds reservations can be liquidated against other earmarked funds documents, as well as against actual expenditures
FX
Transactions that involve purchase and sale of other currencies.
FX Exposures
The risk of loss stemming from exposure to adverse foreign exchange rate movements.
FX all
A FX trading system currently used by the UN Treasury to execute and settle large volume FX trades.
General Ledger (GL) Account
A master data object in financial accounting that receives the value postings for various journal entries and thus support the value items shown in the financial statements.
Goods Issue
A process where the deliveries shipped from the warehouses are issued out of the system so that inventory is adjusted and financial accounts are updated with the inventory move. This transaction is performed after validating all expected objects have been loaded and physically shipped.
Goods Receipt (GR) / Physical Goods Receipt
A process of receiving material in the system that can be executed using multiple transactions. A GR updates the purchase order with the receipt information and leaves the remaining items on the PO as pending. This process results in increasing the value of inventory. It is a document in Umoja that is created to acknowledge the receipt of goods, referencing one or more PO's, at the point of "first receipt" or transfer of ownership.
Grant
A Master Data element used to maintain the terms and conditions of the grantor's contribution.
Grantee
An organization or an individual directly receiving funds from a donor or sponsor.
Grantor
A donor or sponsor that provides resources to the UN. The UN can also act as a grantor by providing resources to other non-profit organizations such as implementing partners or end beneficiaries.
Grants Management (GM)
Module in Umoja that covers management of grants and sponsored programmes.
Graphical User Interface (GUI)
Graphical component of the system interface which enables user to interact with the ERP application.
House Bank
A business partner that represents a bank through which transactions are processed. A House Bank can contain multiple GL accounts allowing you to define one for each operation such as electronic payments, deposits, clearing cheques, currency purchases, etc. The sum of all these accounts will make the balance of the House Bank.
Human Capital Management (HCM)
An application in Umoja/SAP that deals with employee records, that streamlines and automates many of the day-to-day record keeping processes and provides a framework for HR staff to manage organizational structure, entitlements, benefits and payroll, as well as create/modify personnel actions.
Impairment
A loss in the future economic benefits or service potential of an asset, over and above the systematic recognition of the loss of the asset's future economic benefits or service potential through depreciation.
Inbound Delivery
A document containing a vendor's details, similar to an Advanced Shipping Notice (shipping documentation, expected delivery date, etc.), that facilitates the management for triggering and monitoring the inbound movement of goods into an office/plant..
Inception of the lease
The earlier of the date on which a lessor and lessee enter into a lease agreement and the date on which the parties commit to the principal provisions of the lease. As at this date (a) a lease is classified as either an operating or a finance lease; and (b) in the case of a finance lease, the amounts to be recognized at the commencement of the lease term are determined.
Intangible Asset
Identifiable non-monetary asset without physical substance; for example, patents, trademarks and software.
Internal Order
A cost object that collects costs and revenues of a specific event or simple project. These have defined start and end dates and are usually temporary and unique in nature. They also clearly define where costs should be segregated from other events or on-going operations to enable more detailed monitoring.
International Commercial Terms (Incoterms)
A codification of international accepted definitions and rules of interpretation for most common commercial terms used in international and domestic contracts for the sale of goods. These terms define the rights and obligations of the buyer and seller with respect to the delivery of goods.
Inventory Management (IM)
Module in Umoja that covers goods movements (goods receipt, goods issue, etc.).
Invoice Reduction
A process that is used to lower the amount of an invoice due to a vendor in comparison to the physical invoice received (in case of missing/damaged goods or invoice error).
Invoice Tolerance
The maximum amount by which an invoice may differ from the relevant PO for a three-way match to pass (USD 4000 or 10% of PO line item, whichever is lower).
Journal Entry (JV)
An entry or transaction used in the Umoja general ledger to book amounts for assets, liabilities, revenues and expenses for a company or entity.
Lease-In
A lease type used when the UN leases space from an external party (entity external to Umoja). In other words, the UN is occupying a space that is not owned by the UN. This lease type represents the UN as the Tenant. The following Lease-In types exist in Umoja and these are typically assigned to a 'portfolio usage object', a master data structure in Real Estate module:
· Finance - Commercial: When the UN pays market rental rate and the leases meet one or more of the IPSAS finance lease criteria (see above);
· Finance Right-to-use/In-Kind: When the leases meet one of the finance lease criteria and use of the premises has been granted at no cost to the UN;
· Finance Right-to-use Nominal: When the leases meet one of the finance lease criteria and use of the premises has been granted at nominal cost (e.g. USD 1 per year) to the UN;
· Finance Subsidized: When the leases meet one of the finance lease criteria and the rent is subsidized. Sometimes the UN receives government funding to cover rental costs or in some other cases, non-profit organization (like FIPOI in Geneva) provides rent that is not profitable or is lower than the market rate for that specific group;
· Operating - Commercial: When the leases do not meet any of the finance lease criteria and the UN pays market rental rates;
· Operating Right-to-use/In-kind: When the leases do not meet any of the finance lease criteria and use of the premises has been granted at no cost to the UN;
· Operating Right-to-use Nominal: When the leases do not meet any of the finance lease criteria and use of the premises has been granted at nominal cost (e.g. USD 1 per year) to UN;
· Operating Subsidized: When the leases do not meet any of the finance criteria and the rent is subsidized. Sometimes the UN receives government funding to cover rental costs or in some other cases, non-profit organization (like FIPOI in Geneva) provides rent that is not profitable or is lower than market rate for that specific group.
Lease-Out (Operating)
Where the UN is leasing space (owned or not owned by the UN) to a third party, such as another UN agency, host government, commercial entity, NGO or other organization. This lease type represents the UN as the Landlord. The following Lease-Out types exist in Umoja:
· External: These are leases where the space is leased to a UN agency external to Umoja or to any other commercial entity. For example, UNDP, UNICEF or JP Morgan Chase;
· Internal: These are leases where the space is leased to an entity internal to Umoja. The amounts owed are paid by the Tenant via an internal debit to the Tenants expense and credit to the Landlord's revenue.
Sales-based Lease-out (contingent rent): These are leases with a commercial entity where all or a portion of the rent is based on the amount of revenue generated by the Tenant. It may also include other Tenant charges.
Lease Renewals
Renewal Rules, as used in SAP, are available to extend the term of a lease contract with a defined fixed term. For example, a five year (basic term) lease contract with option to renew every year can be specified in the lease contract as "renewal rule". A number of renewal rules are delivered as standard by Umoja and will remain unchanged. During the creation of contracts, end-users select the renewal rule that applies to their contract and can also create user-specific rules at the same time. Automatic renewal options can be activated to trigger automatic renewal of the lease contract. Alternatively, refusal to renew a lease contract is managed in the lease notice process.
Lease termination (notice)
A termination notice may be issued in accordance with a contract with an early termination clause. Standard termination options are based either on the market or the negotiated amount to be paid. Fixed termination options are specified in the lease. When the notice is given, the reason to exercise the notice needs to be provided. This justification is then used for notice reporting.
Logistic Invoice Verification (LIV)
An automated process within Umoja whereby an invoice is automatically matched for verification to its preceding documents (purchase order and goods receipt) prior to payment.
Low Value Acquisition (LVA)
A type of purchase order used for procurement of low-value goods and services up to USD 4,000 issued without the direct involvement of Procurement.
Master Data
Centralized data used to support business processes across the organization. It drives all business transactions, applications, reports and decisions and creates a single source of recording and reporting for an organization. It is shared or linked across modules avoiding the need to enter data in various application areas.
Match Code
A button located next to various input fields that permits the user to quickly narrow a data search through extensive look-up tables.
Material Document
A system document generated for receipt of listed items (goods or services) in Umoja. The Goods Receipt and a Service Receipt processes both generate and post a Material Document which is used as a reference by many upstream and downstream activities in Umoja (e.g. invoice processing).
Material Master
The central logistics master record in the Umoja system containing all information necessary to manage the life cycle of material in the organization. The integration of all information about a material into a single record eliminates redundancy and makes it possible to store material data for all relevant system components in a single, central database. It is used to populate Shopping Carts, identifying the goods required, and in many other Supply Chain and Finance processes.
Movement Type
A three-character field in the Umoja ECC system to indicate the type of material movement that needs to be performed. It enables the system to find predefined posting rules determining how the accounts of the financial accounting system (stock and consumption accounts) are to be posted and the stock fields in the material master record are to be updated. It is used for all types of goods movement in Umoja such as receipts and reversals.
OAH
Offices Away from Headquarters.
Online Trading Platform/System
A software interface that allows a legally binding financial transaction to be performed on terminals or through a desktop software. System communication is performed via closed networks or secure Internet connections.
Option contract
A financial contract that provides the buyer the right, but not the obligation, to engage in a specific transaction, while the seller incurs the obligation to fulfil the transaction if so requested by the buyer.
Outbound Delivery
A process initiated by a document containing information that triggers the movement of goods (picking goods, reducing the storage quantity and shipping the goods) to the recipient.
Park
The intermediate process of saving a document until it is ready to be approved and posted to the General Ledger. In Umoja, documents can be parked in one of the two ways: "Save Parked Document" or "Save as Completed". Documents saved as "Save Parked Document" remain with the processor. Only the "Save as Completed" documents enter the Workflow for approval.
Parked Document
Status of a document in Umoja to indicate the starts off of the applicable workflow.
Payment Proposal
A system output that generates a list of payments based on the payment parameters entered in the system.
Payment Request
A payment message created by the Umoja Treasury component after confirmation and settlement of the trade, which then cleared by Umoja, resulting in a posting in the General Ledger (G/L) bank accounts and, where applicable, issuance of Payment Media (EFT, SWIFT and so on).
Payment Retention
A payment that can be applied when a pre-determined portion of an invoice is retained until a defined due date and until confirmation that conditions for retention have been met.
Payment Run
A system output that posts the payments in the system and generates the necessary data to execute the payment wizard (SWIFT, ACH or cheque).
Payment Terms
From the AP perspective - The permissible length of time for the UN to pay the AP Invoice. Based on payment term set at the BP record or document level, the aging of invoice is triggered in Umoja. From the AR perspective - The permissible length of time for a customer to pay the A/R Invoice.
Periodic inventory
A physical inventory count of all the stocks of an organization on a certain date close to the end of fiscal year. The warehouse locations are blocked for any material movements.
Physical inventory
A process of ensuring the actual inventory in the warehouses matches the book inventory.
Picking process
The process of grouping goods (materials) from the warehouse on the basis of sales orders, deliveries or for staging materials for production.
Picking Strategies
System based logic to determine the most appropriate storage bin for stock removal. The strategy is based on material master attributes and configurations. Some common strategies available in the system are:
· FIFO - Proposes the oldest quant in each storage type from to remove stock.
· Stringent FIFO - Oldest quant of a material within an entire warehouse. For strict FIFO the system ignores the individual stock removal strategies.
· Expiration Date - Proposes stock based on the shelf life of materials.
· LIFO - Proposes stock removal for the quant that was last placed into stock. For example, where the newly placed material is stacked on top or in front of material already in storage.
· Partial Pallet - Optimize the warehouse situation. The number of broken storage unit types (broken pallets) is kept to a minimum.
Plant
A location where materials are produced, purchased, stored, inventoried, shipped, received and valuated, or from which services are provided (Mission/Support Center in Peacekeeping, Country for HQ and OAHs). In Logistics, a plant is an organizational unit for dividing an enterprise according to production, procurement, maintenance, and materials planning.
Posting changes
A systematic way of representing changes to stock category. Stock can exist in one of the three categories; unrestricted, blocked or quality. All movements between these stock categories can be a posting change.
Posting date
The date when the entry will become effective or relevant for accounting purposes.
Posting key
A two-digit numerical key which is essentially the "debit" and "credit" that determines the way line items are posted.
Pre-commitment
A type of earmarked fund to pre-encumber Funds in current and future periods if the budget is available. It is a reservation of an estimated amount of funds in anticipation of entering a binding agreement to spend these Funds on a future date.
Pricing Conditions
The determination of a price calculated on a set of variables that apply when the price is calculated.
Prior Day Bank Statement
An electronic file of balance and transaction information occurring on the prior day, which allows Umoja to compile an electronic bank statement as well as automate the accounting and clearing entries.
Pro forma invoice
Estimated invoice sent by a seller to a buyer in advance of a shipment or delivery of goods. It notes the kind and quantity of goods, their value, and other important information such as weight and transportation charges. Pro forma invoices are commonly used as preliminary invoices with a quotation, or for customs purposes for imports.
Product Category
The general type of product or material. Product categories are derived from United Nations Standard Products and Services Code (UNSPSC) classifications.
Product ID
A specific ID number or code identifying a particular good or service that is a sub-set of a product category.
Profit Center
An area of responsibility within a company which is typically a unit that monitors both costs and revenues and behaves as an independent operating unit for which a separate operating statement and balance sheet can be calculated for external reporting.
Purchase Order (PO)
A buyer-generated document from a purchasing organization to a vendor or a plant to deliver a quantity of material or to perform services at a certain point in time.
Putaway
The storage of goods in the warehouse, and the placement of goods in a storage bin or storage area for any reason.
Quality Stock
A type of stock category that add value in the inventory but is under inspections and not available for shipping to a customer. It is usually used for materials that need an inspection at time of receipt. Once inspection is complete the stock can be changed to unrestricted.
Quant
SAP/Umoja system that tracks the stock of material stored in a storage bin; consider it a license plate that the system uses but the user never sees.
Quotation
A document created to provide a quote/an offer to a customer before processing a firm order. The quotation will typically include customer, product or service, validity date, prices, quantity, delivery date and location of the good or service the customer inquired about.
Real Estate Objects
Components of Real Estate Master Data consist of Architectural Objects and Usage (financial) Objects.
Reconciliation Account
A GL account to which transactions in the subsidiary ledgers such as in the customer or vendor are updated automatically. Typically, several sub-ledger accounts post to a common reconciliation account that ensures the developments in the sub-ledger accounts are accurately reflected in the general ledger. An example of a reconciliation account would be Accounts Receivable from Member States.
Released Grant Budget
Budget released for consumption based on cash received (equivalent to "spending authority" document in IMIS).
Rent adjustments
A method used for increasing or decreasing lease charges. The change in rent charges can be percentage or fixed amount based. Index adjustments are defined as an increase or decrease in regional lease charges based on the CPI (Consumer Price Index) data provided by the Department of Labor. The basis of rent adjustments, which can increase or decrease the rent, is the base rent whereas the rent escalation refers to incremental increase of rent over a period of time.
Reservation
A requirement for warehouses to have material available on a specific date for a specific purpose. It can be used for materials planning so that right materials are procured at right time. Reservation can be created manually or automatically by the system.
RFx
A generic term for a solicitation document in Umoja SRM. The 'x' signifies that this could involve a number of different types of solicitations, such as Invitation to Bid (ITB), Request for Quotation (RFQ) and Request for Proposal (RFP).
Sales and Distribution (SD)
Module in Umoja that provides advance capabilities for selling and distributing all types of media products across all delivery channels. It supports both direct sales and sales to resellers where you can execute subscriptions, billings, commissions and other media business processes using conventional channels or the internet.
Sales Organization
The overarching sales body, in this case the UN.
Sampling
A sample based in-process inspection method where inventory is randomly selected and physically counted on the balance sheet key date. These counts are used to calculate an estimated inventory value of the sampling area.
Selection Criteria
Input fields that help to define which dimension members and member properties get selected. Certain input fields are mandatory while other variables are optional. Users can enter an exact value or enter a "wild card" (*) to account for all possible values available for that input field.
Serial Number
A unique number assigned to an individual item in the warehouse. Serialization of a material is activated at the material master level. Once a material is received with a serial number it is managed in the warehouse at the serial number level and all subsequent goods issues and goods receipts will require the serial number. Serialization is also mandatory for creating an equipment master that stores the history of equipment.
Service Entry
The process by which the receipt of services is confirmed through the creation of a Service Entry Sheet (SES). This process records the rendering of the services in Umoja. An approved SES must be entered into Umoja before the invoice can be processed and the UN can pay for the contracted services.
Service Entry Receipt
A document generated to acknowledge receipt of services listed in it.
Service Entry Sheet (SES)
Similar to a Goods Receipt in purpose, a system document generated to acknowledge receipt/delivery of services (also known as a material document in Umoja).
Service Master
A repository for the descriptions of all services procured by UN. Service Master records are stored in the same central database as Material Master records.
Shopping Cart
Virtual container used to designate the items a customer intends to purchase. When approved, Shopping Carts may result in a purchase order or a solicitation document to vendors.
Society for Worldwide Interbank Financial Telecommunication (SWIFT)
An industry cooperative that provides a standard format for transmitting payments and other financial messages to more than 7,500 member banks, broker dealers and organizations around the world.
Special (SP) GL indicator
An indicator used in Umoja that triggers the system to post the transaction to an alternative reconciliation account. For example, a down payment request in favor of BP with vendor role will post the transaction to AR reconciliation account instead of typical AP reconciliation account.
Sponsor
A donor in the UN terminology. It is a government, institution or individual that provides funding to a grantee organization (in this case, the UN).
Sponsored Class
Groupings of GL accounts that facilitate reporting to the donor and enforcing donor restrictions.
Sponsored Programme
A tool for grouping costs to satisfy the sponsor's view and reporting needs. It defines a program to be funded.
Spot Exchange Transactions
Transactions to buy or sell a particular currency on the spot date. In the FX market, spot transactions normally settle two business days after the trade date.
Standard Order (Sales Order)
A document created when a customer confirms the purchase of a product or service. The order includes information about the customer, material, quantity and delivery. Standard orders are used for regular sales and can be created in reference to a quotation or independently without reference.
Standing order
A customer establishing an order account to subscribe to an automatic order fulfilment for the types of products that they are interested in such as stamp issues or publications.
Statistical Key Figures
Figures recorded with a Controlling document number that are required for reporting and allocations may be entered into the system during the month or at month-end.
Stock Transport Order (STO)
A purchase order used to request a warehouse/plant to transport material/equipment to another warehouse/plant within the same corporate enterprise.
Storage Bin
The lowest level in the warehouse structure where inventory can be traced and tracked. Inventory can be placed in and picked from the storage bin.
Storage Location
An entity in the system where inventory is valuated. It is an organization element that is assigned to a Plant.
Storage Section
A logical or physical division of the storage type. Examples: fire-containment section, section reserved for heavy materials.
Storage Section Indicator
An indicator on the material master that directs the system to search a set sequence of storage sections when determining into which storage section a material should be placed.
Storage Type
A physical or logical division of a complex warehouse, distinguished by the warehouse procedures used or its organization form or function. Examples: goods receipt area, goods issue area, picking area, high rack storage area and posting change area.
Storage Type Indicator
An indicator on the material master that directs the system to search a set sequence of storage types when determining into which storage type a material should be placed or from which storage type a material should be removed.
Straight-Through-Processing
A sequence of events set into a logical automated process without the need of re-entering master or transactional data across the entire process.
Sub-ledger
A supporting ledger that sits under the General Ledger, to which all operational transactions are recorded or executed, and provides detailed information about individual accounts.
Supplier Relationship Management (SRM)
The web based SAP application used by the Umoja system specifically for procurement and requisitioning activities.
Supplier
Term used for all vendors in Umoja SRM.
Tangible asset
An asset that has a physical form, for example machinery, buildings or land.
Term
Stipulates the beginning and end of the rental period. The "term" concept under Umoja does not take into account any notice or renewal options (see below). The concept "Lease term" is defined in IPSAS, however the IPSAS definition is different from the Umoja definition. Under IPSAS lease term is defined as the non-cancellable period for which the lessee has contracted to lease the asset, together with any renewal options when at inception of the lease it is reasonably certain (more than 75% probability) that the lessee will exercise the option.
Three-Way Matching
The comparison of information (quantities, price per unit, terms, etc.) appearing on the vendor's invoice with the information on the purchase order and on the goods receipt. This is done through the Logistics Invoice Verification (LIV) process.
Time Slices
Time Slices for Grant Budget Validity Periods are time slices to split the budget according to the sponsor's rules that exist for each release status: unreleased and released budget.
Trade
A contract between the UN Treasury and an approved counterparty to buy or sell a financial instrument.
Transaction Code (T-code)
Sequence of characters that identifies transactions in the Umoja/SAP system.
Transactional Data
Data derived from or entered into a single transaction in Umoja.
Transfer order
Instruction to move materials from a source storage bin to a destination storage bin within a warehouse complex at a specified point in time. It consists of items that contain the quantity of the material to be moved and specifies the source and destination storage bins. It can be created based on a customer delivery, a transfer requirement or a posting change notice.
Transfer Requirements
A request to transfer materials at a particular time from a source storage bin to a destination storage bin in a warehouse complex.
Travel Commitment
A type of earmarked fund to encumber official travel funds in current and future periods if the budget is available. This particular type of commitment does not require a pre-commitment. It is only used for upcoming travel costs.
United Nations Global Marketplace (UNGM)
The central database and entry point for all vendor registration and management that facilitates the interchange of supplier information within the UN system.
Unplanned Charges
A field that is used to add charges to an invoice that is not captured in the Goods Receipt or PO (in case of unplanned delivery/freight charges for example).
Unplanned depreciation
Umoja term for an impairment; an unplanned value correction as the result of a reduction in asset value.
Unreleased Grant Budget
A portion of the grant budget for which cash has not been received or not yet available for consumption.
Unrestricted Stock
A category of stock that implies the stock is available for consumption and can be allocated to a reservation or a delivery for customer orders.
Useful life
The length of time that a depreciable asset is expected to be useable.
Value Adjustment Document
Document used to modify amounts on approved earmarked funds.
Virtual Goods Receipt
A goods receipt posted in Umoja when the terms of a contract specify that the delivery of goods by a commodity vendor to the UN occur at a named place of delivery other than the final destination.
Warehouse Number
An alphanumeric key that defines the highest organizational element; denotes a unique building/site.
Work Breakdown Structure Element (WBSE)
A structural element that represents the hierarchical organization of a project. It describes a task or a partial task in the project that need to be performed within a defined time period.
Work Overview
The screen in Umoja SRM which lists all the tasks (such as approvals) that require action by a user.
Workflow
Definable sequence of steps for processing documents routed to the appropriate approvers or through the system based on the delegations of authority.
December, 2016