FI322 – Umoja Payment Processing

Transcription

FI322 – Umoja Payment
Processing
Umoja Payment Processing – Version 17
Last
Modified:
16-August-13
Copyright
© United
Nations
1
Agenda
Course Introduction
Module 1: Process Outgoing Payments in Umoja
Module 2: Process Incoming Payments
Module 3: Daily Reconciliation of Bank Transactions
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
2
Introduction
Please share with us:
• Your name
• Your section/unit
• Years of experience in the field
• An interesting fact about you
3
Ground Rules
Please consider the following guidelines during the training session:
• Turn your cell phone to silent mode. Please step out of the class to take any
important phone call
• Please do not access your e-mail or the Internet outside of breaks
• Participate fully in the training session and respect each other’s contribution
• Breaks are included at the discretion of the trainer
X
No Phones
X
Do Not Access
E-mail
Participate
Ask Questions
Breaks
4
Course Overview
The purpose of the Umoja Payment Processing course is to explain how to
process incoming and outgoing payments in the Umoja system. It will also
describe how prior day treasury and operational transactions are automatically
cleared when bank statements are uploaded.
Prerequisite Review
You should have completed the following prerequisite courses:
•
•
•
•
•
Umoja Overview
Umoja Master Data and Coding Block Overview
Umoja Cash Management and Treasury Overview
Umoja ECC Navigation
Umoja BI Navigation
Course Duration: 6 hours
5
Course Objectives
After completing this course, you will be able to:
• Process an outgoing payment
• Process an incoming payment
• Explain the automatic clearance of treasury and operational transactions
• Execute the Payment Processing reports
6
Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey
7
Module 1 Objectives
After completing this module, you will be able to:
• List the roles involved in the Outgoing Payments process
• Initiate and modify a payment proposal
• Check cash sufficiency
• Create a payment list
• Schedule and execute a payment run
8
Roles & Responsibilities
The following Umoja Enterprise role is involved in the Outgoing Payments process:
•
•
•
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 transaction codeF110 ) 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
9
Sources of Outgoing Payments
Outgoing Payments refer to the disbursement of Funds in settlement of requirements
originating from two main sources:
Accounts Payable (A/P) Payments
AP payments are transactions that are
associated with a vendor and an invoice
due, and processed through the AP process
(covered in the FI321 Umoja Accounts
Payable Process course).
Treasury Payments
Treasury payments are initiated based on
the settlement instructions for each
treasury transaction. These transactions
include:
• Investments
• Foreign Exchange Transactions (Spot)
• Internal Bank Transfers (conducted
when accounts are in surplus or
deficit)
Note: During Foundation, all UN staff members will be setup and handled as vendors in Umoja. This
process will change with the introduction of the Human Resources (HR) module during Extension.
10
Outgoing Payments Processing
Outgoing Payment Processing looks at the various disbursement channels used to make
payments to different payees such as:
Through House Banks
From the Main Imprest Accounts kept by the Cashier
From Imprest Accounts kept by other UN Personnel outside of the Cashier’s Office
e.g. Regional Administrative Officers
From Petty Cash Accounts kept by other UN Personnel in locations away from the
Cashier’s Office e.g. Petty Cash in the Medical Section
11
Outgoing Payments Processing through House Banks
Payments Methods
We’ll first look at Outgoing Payment Processing through House Banks before turning to
the Cash Journal functionality which is used for Imprest and Petty Cash disbursements.
When Outgoing Payments are processed through House Banks, two types of payment
methods are used:
1. Electronic Funds Transfer (EFT) payment methods.
2. Special payment methods.
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a/ Electronic Funds Transfers Payment Methods
Symbol
Description
A
Automated Clearing House (ACH) wire transfers to businesses: Require a
US bank account.
P
Automated Clearing House (ACH) wire transfers to individuals: Require a
US bank account.
S
Single European Payment Area (SEPA) only for Euro wire transfers in the
Euro zone and affiliated countries. Require a valid IBAN in SEPA country.
W
Wire transfers using Swift messages, typically used for local EFT payments.
Require a valid bank account.
Q
Cheque for mailing. Requires a valid street address.
H
Cheque for pickup at Cashier’s office. Has no specific requirements in
terms of mailing address in BP.
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b/ Special Payment Methods
Symbol
Description
Y
Cash payments via cash journal (exempted of cash control): will be
processed through F110/FPRL_LIST and paid from cash journal
R
UNDP Service (exempted of cash control): will be processed through
F110/FPRL_LIST
U
UNDP Pay Agent (exempted of cash control): will be processed through
F110/FPRL_LIST
Note: The payment method “1” must not be chosen for vendor payments; this payment
method is reserved for Treasury internal transfers and investment related payments.
14
Treasury Pool Funds:
With the introduction of House Banks, all bank accounts now belong to one of three
Treasury Pool Funds.
1. Main Pool – Cash & Investment
64VQA-> all operational in/out payments
2. EUR Pool – Investment 64VQE
3. UNSMIS Pool – Investment
64VQZ
Operational Funds (e.g. Missions) no longer have balances in their own bank accounts.
Instead they have equity in the Treasury Main Pool. The equity of each Fund in the Pool
increases with the Fund’s incoming payments and falls with outgoing payments.
Outgoing Payments will be pooled by currency, based on House Bank Determination
logic. Foreign currency payments will be delegated to the appropriate House Bank
account, maintained by UNHQ Treasury. Local payments will continue to be the
responsibility of the mission-based cashiers.
15
16
Outgoing Payments – House Bank: Example
Sells supplies
UNMISS
Payment amount deducted
from the balance of the
UNMISS fund in the cash pool
Vendor in Lebanon
Pays for supplies from its
House Bank Account
Funding
LBP House
Bank Account
UN Treasury Fund Cash Pool
If the United Nations Mission in the Republic of South Sudan (UNMISS) purchases supplies
from a vendor in Lebanon, then the vendor will be paid from the LBP House Bank Account,
managed by the United Nations Interim Force in Lebanon (UNIFIL). The cash level
documented in the UNMISS Fund, which is maintained within the USD cash pool, will
reduce by the amount of the payment made. The amount of the payment will have been
preemptively forecasted and, as a result, already deposited into the LBP House Bank
account.
17
Pilot Specific Arrangements
For Pilot only, the UNIFIL Cashier users are setup to run payments for:
a/ Cheques
• LBFS1 – LBP Q & H for vendors with a valid Lebanese address in the Business
Partner master record (ZIP code not needed, but street and city)
• LBFS2 – USD Q & H for vendors with a valid Lebanese address in Business Partner
master record (ZIP code not needed, but street and city are required)
b/ Electronic Funds Transfers
• 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 (test userids starting with 00 instead of LF)
N.B. No Cashier functions were created for UNSCOL users in Pilot.
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House Bank Outgoing Payments Processing: End-to-End Process
Description
The Outgoing Payments process identifies the steps to create a payment proposal,
conduct required cash sufficiency checks, hold 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
19
Create a Payment Proposal
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. To create a payment
proposal, you must generate and complete the parameters of that proposal.
Parameters included in a payment proposal are:
1. Accounts to be included in the payment run
2. Account types
3. Desired posting date
4. Payment method
5. Payment currency
6. Date of next payment run
7. Payment grouping when being paid out to the same vendor
8. Netting with Accounts Receivable (A/R)
Note: Parameters 1-6 are mandatory fields, whereas parameters 7 and 8 are optional.
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Create a payment
proposal
Check cash
sufficiency at the
account level
To access the Automatic Payment Transactions
screen, the steps are:
•1
Log in to Umoja and type F110 in the
Command field
•2
Click the Enter icon
Schedule
payment run
2
Release payment
files
1
21
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The Automatic Payment Transactions: Parameters
screen appears. Populate required details in the
following parameter fields:
3•
Enter the run date in the Run Date field
4•
Enter the current date in the Posting Date
field
5•
Enter the document entry date in the
Docs entered up to field
3
4
5
22
Create a payment
proposal
Check cash
sufficiency at the
account level
6•
Enter 1000 in the Company codes field
7•
Enter the Payment Method
8•
Enter the next Posting Date
9•
Enter payments for a range of vendors in
the
lists in the Vendor account field
Schedule
payment run
Note: Each payment method is represented by a
symbol in Umoja. When you scroll over that field in
the system, the menu icon will appear. Click the
menu icon to view the list of payment codes.
6
Release payment
files
6
7
8
9
23
Create a payment
proposal
•
10
•
11
•
12
Check cash
sufficiency at the
account level
Schedule
payment run
Click the Free Selection tab
and enter the appropriate
selection criteria:
Click the Document Number
from the Mathcode Field
Name menu
Enter the document number
in the Values field. Use a
comma when specifying
more than one document
number
Note: Free selection entries
are strictly optional and will
normally only be used when
we want to make a specific
payment.
Release payment
files
10
11
12
24
Create a payment
proposal
•
13
14
•
15
•
Check cash
sufficiency at the
account level
Schedule
payment run
Click the Additional Log tab and enter the
following data:
Check the options in the Required logging
type section :
• Due date check
• Payment method selection in all cases
• Line items of the payment documents
Enter the account number for the vendor
being paid in the proposal in the first text
box In the Accounts required section.
Note: If multiple vendors are being paid,
a range can be entered by adding the
account number of the last vendor in
the second text box.
Release payment
files
13
14
15
25
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Propose the payment run
16
• Click the Save icon to save all the parameters
entered
17
• Click the Status tab
18
• Click the Proposal button
Release payment
files
16
18
17
26
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
Activate the Payment Release List. The Information
dialog box appears stating that the payment release
list is activated.
• Click the Checkmark button
19
19
27
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
Schedule the payment release list.
• Click the Status button.
20
The first time you click the Status button, the
Schedule a Proposal pop-up window appears.
The user can either schedule the proposal to run at a
certain date and time or run it immediately by
clicking the Start immediately check box.
20
In this example:
The proposal will run immediately as the Start
immediately checkbox has been selected.
28
Create a payment
proposal
•
21
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
Click the Status button until the message
“No parameters entered as yet” appears in
the status tab
21
29
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
After the payments release list is proposed, the items in
the list are further grouped into smaller lists according
to different payment criteria. The sub-lists are then
approved and released for payment.
23
Release payment
files
22
The steps to follow are:
22
• Enter FPRL_LIST in the Command field
2•
23
The settlement and item data in the payment proposals
created in the Automatic Payment Program are
displayed as open items in a list of unassigned items.
30
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
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 appears blank.
Note: It is recommended
that a new payment list is
created every time
FPRL_LIST is run. This will
assist the user in keeping
track of what has and has
not been processed. One
list should be made for
each type of payment. Ex:
USDchequepayments
To create a Payment Release List, the following steps must be executed:
24
•
Click the Create New List
button.
31
Check cash
sufficiency at the
account level
Create a payment
proposal
Schedule
payment run
Release payment
files
The List Attributes window appears.
25
• Enter a list name in the List Description field
• Select the correct user ID in the Processor field
26
27
• 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.
25
26
27
32
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The steps to assign the payments to be made to the current list are:
• Click the Unassigned tab
28
• Select the payments to be made by clicking on the button on the left side of each row. Use
29
Ctrl-Click or Shift-Click to select multiple rows.
30
• Click the Assign Items icon
33
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The steps to approve payments to be
made are:
• Click the Assigned tab
31
• Select the payments to be made
32
by clicking on the button on the
left side of each row. Use CtrlClick or Shift-Click to select
multiple rows. When all desired
rows desired are selected, then
they will be highlighted
• Click the Approve Items icon
33
34
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The steps to make payments are:
• Select the payments to be made by clicking on the button on the left side of each row. Use Ctrl34
Click or Shift-Click to select multiple rows.
35
• Click the Pay Items icon
35
Check Cash Sufficiency at the Account Level
Create a payment
proposal
Check cash
sufficiency at the
account level
After creating a payment proposal, the user must
conduct a cash sufficiency check to ensure that the cash
balance in the identified account is sufficient to cover the
proposed payment.
Schedule
payment run
2
Release payment
files
1
Navigate to the Overview Values for Cash Control
Account Assignments.
1•
Type FMCCAVCOVERVIEW in the Command field
2•
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Check Cash Sufficiency at the Account Level
Create a payment
proposal
Check cash
sufficiency at the
account level
Enter the data required to run the cash sufficiency
check.
3•
Enter 1000 in the Company Code field
4•
Enter 9P in the Control Ledger field. If
appropriate, enter the fund to narrow down
your selection
5•
Click the Execute icon to run the report
Schedule
payment run
Release payment
files
5
3
4
37
Cash Control Overview
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The Cash Control Overview
Report for the selected
Ledger appears.
Review the report. Expand
the necessary folders and
double-click amounts to see
the desired information.
38
Schedule Payment Run
Create a payment
proposal
Check cash
sufficiency at the
account level
After checking the cash sufficiency at the account
level, the user merges payments and schedules a
payment run.
Schedule
payment run
2
Release payment
files
1
Navigate to the Creation of Cross-Payment Run
Payment Media screen
1•
Type FBPM1 in the Command field
2•
Note: Payments are batched according
to currency first, then vendor.
39
Create a payment
proposal
Check cash
sufficiency at the
account level
Specify the selection criteria for the payments to be
included and create the payment media.
3•
4•
5•
6•
7•
In the Pymt.runs section, enter the processing
date in the Run Date field (do not enter the
value date)
Enter House Bank
Enter Payment Method
Enter Currency
Click the Execute icon
Schedule
payment run
Release payment
files
7
3
It is advisable to run payment batching at the end of the
day once all payments have been entered (prior to
4
applicable bank deadlines)
5
6
40
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
A dialog box will display stating the number of payments selected, the medium run created and an
indication that the program has started as a separate job.
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.
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.
41
Release Payment Files
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The following steps are conducted by the bank signatories to review, approve and release a payment
batch:
Access the Payment Batches Screen:
1•
Enter BNK_APP in the Command field
2•
2
1
42
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
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.
43
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The Payment Batches screen groups batches into separate tabs based on status:
Batches awaiting
approval from
second bank
signatory
Batches waiting for
approval from first
bank signatory
Payments that have
been dropped and
must be recreated/
reprocessed
Batches that have
already been
released
List of changes
made to batches
44
Create a payment
proposal
Process the payment batch
Highlight the correct
3•
batch
4
Click the Approve icon
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
4
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.
3
45
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
A pop-up box appears prompting the user to confirm that the batch is being approved.
5•
Click the Enter button or press the Enter key to confirm.
5
The batch line item is moved to the Additional Release Steps tab and is now ready for approval by the
second bank signatory.
46
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
Second Bank Signatory in the Additional Release Steps Tab,
•6
•7
Highlight the appropriate batch line item
Click the Approve
button
7
6
47
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
A pop-up box appears prompting the user to confirm that the batch is being approved.
8•
Click the Enter button or press the Enter key to confirm.
8
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 is thus important that the second approver
coordinates with the Cashier’s Office where the cheque printer is installed.
48
Release Payment Files or Print Cheques
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
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
Let’s explore the Batch and Process Monitor in greater detail.
Access the Batch and Process Monitor screen:
1• Type BNK_MONI in the Command field
2• Click the Enter button
2
1
49
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The Batch and Payment Monitor screen appears.
Enter the following information:
3•
Company Code
4•
House Bank
5•
Run Date
3
4
Note: This is an inquiry screen that provides
the user with filtered views of system data.
Each additional field populated increases
the specificity of the data by filtering it.
5
50
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The Batches screen appears displaying all batches created in Umoja within the parameters entered on
the Batch and Monitor screen (e.g. House Bank Account).
51
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
A consolidated list of all batches is displayed in the “All” tab. Batches are also listed in separate tabs
according to status:
Lists batches that
are being approved
by the bank
signatory
Lists batches that
have been created
Ack/nack received
from bank
Lists batches that have been
approved by the bank signatory
Lists batches that have been released
(SWIFT payment sent to bank)
Lists batches that could
not be processed (e.g.
error in pay, approver
rejection)
Batches have been
reconciled against bank
statements (automatic
reconciliation)
52
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
Additional information can be retrieved from the Batches page for each batch line item listed in the tabs.
6•
7•
Highlight the appropriate line item
Click the FILES button
7
6
53
Create a payment
proposal
Check cash
sufficiency at the
account level
Schedule
payment run
Release payment
files
The FILES button displays two menu options. The File for this batch menu option displays the SWIFT
MT202 message sent to the bank for completed electronic batch line items.
54
Check Management
As mentioned earlier, the second Bank
Signatory approval triggers the automatic
release of the batch. This release initiates
Cheque printing.
A sample of the cheque layout is displayed on
the right.
Positioning the second bank signatory in the
office where the cheques are printing allows
that signatory to needed troubleshooting and
modification of payments immediately
55
Check Management
Cheques can be viewed and modified on the Check Register screen displayed below. This
screen is accessed by running the FCHN t-code.
Please refer to the Payment Processing: Modifications and Troubleshooting Job Aid to review
the processes followed to modify, void or reprint a cheque in Umoja.
56
Introduction of the Cash Journal
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 introduction of the Cash Journal represents a large step in streamlining the process
currently used by UN field missions to document the receipt and disbursement of cash and
cheques. Currently, receipts are documented in paper form. With the implementation of
the Cash Journal, this manual task will be eliminated. Petty Cash and Imprest Custodians
will henceforth make entries directly in Umoja at the time they disburse cash.
57
Outgoing Payments Processing through the Cash Journal
Payments Types
Three types of Outgoing Payments can be processed through the Cash Journal functionality.
1. Main Cashier's Imprest payments
2. Imprest Account payments
3. Petty Cash payments
As mentioned earlier, custodians of the Imprest Account and Petty Cash Accounts are not part of
the Cashier’s Office. However, as all three accounts are used to disburse funds, we’ll examine each
in turn, beginning with the Main Cashier's Imprest. For each account, we’ll examine:
1. The accounting entries passed in Umoja to:
• Setup the account and subsequently replenish it
• Make disbursements from the account
• Close the account as part of Year End closing activities
2. The step-by-step process in Umoja to record Outgoing Payments from the account
58
Posting Disbursement from Main Cashier's Imprest Account
Establishment & Replenishment
The establishment of a Main Cashier's Imprest Account at a mission’s HQ remains the sole authority
of the Controller. When such authorization has been given, the Main Cashier's Imprest Account will
be setup with an amount equivalent to the level indicated in the authorization (usually USD 25,000)
as follows:
1. Accounts Payable Unit will raise a payable using FV60
• Dr. Cash Journal Clearing Account (a/c 1-171-1000)
• Cr. Accounts Payable – Vendor (Staff Member - GL Recon A/c 3-510-1610)
2. Treasury will generate the payment through F110
• Dr. Accounts Payable – Vendor (Staff Member - GL Recon A/c 3-510-1610)
• Cr. Bank EFT Out (a/c 1-101 -XX 14)
3. Custodian collects cash from the bank and brings to Main Cashier Imprest (FBCJ)
• Dr. Main Imprest Account (a/c 1-171-1XXX)
• Cr. Cash Journal Clearing Account (a/c 1-171-1000)
The same entries will be passed when replenishing the Main Cashier's Imprest, but this time only
with the amount necessary to bring the Imprest to the level authorized by the Controller.
59
Disbursement
Disbursements from the Main Cashier's Imprest Account shall remain on exceptional basis where it
is not practical to process outgoing payments through a House Bank as described earlier. For
instance, it may become necessary to medically evacuate a staff member on a weekend when
banks aren’t open.
Whatever the reason to make an outgoing payment through the Cashier’s Main Imprest, Accounts
Payable must first raise a payable (using FV60 or MIR7) as follows:
• Dr. Expense (7-4XX-XXXX) or Asset (2-7XX-XXXX)
• Cr. Accounts Payable - Vendor(3-51X-XXXX)
The Cashier references the Document Number generated from the entry above in the Assignment
Field of the Cash Journal when making the disbursement. The entries passed are:
• Dr. Accounts Payable – Vendor (3-51X-XXXX)
• Cr. Main Imprest Account (a/c 1-171-1XXX)
N.B. The Assignment Field is the main link between the Cash Journal and Accounts Payable.
60
Year End Closing
As part of the closing instructions from Accounts Division in HQ, all mission Main Cashier's Imprest
Accounts have to be closed. On the cut-off date for Year End Closing, the remaining cash held by
the Main Cashier's Imprest Account Custodian must be deposited into the House Bank. This
enables Certifying and Approving Officers to verify physical cash counts.
When the Main Cashier's Imprest Account Custodian deposits cash in the bank, the following
entries are passed:
1. In the Cash Journal (FBCJ)
• Dr. Cash Journal Clearing Account (1-171-1000)
• Cr. Main Cashier Imprest (1-171-1XXX)
2. When the bank statement is uploaded (FF.5)
• Dr. Bank Nominal (1-101-XX10)
• Cr. Bank EFT In (a/c 1-101 -XX16)
3. In Accounts Unit, F-03 is used to clear the Bank Clearing A/c
• Dr. Bank EFT In (a/c 1-101 -XX16)
• Cr. Cash Journal Clearing Account (1-171-1000)
61
Posting Disbursement from the Main Cashier's Imprest
Having looked at how the Main Cashier's Imprest is setup, how disbursements are made from it and how
the account is closed at Year End, we can now look at the step-by-step process for making an outgoing
payment from the account.
As indicated earlier, cash can only be disbursed from the Main Cashier's Imprest if a payable is raised by
Accounts Payable for the required amount. The document number generated when the payable was
posted is entered in the Assignment Field in the Cash Journal.
Let’s walk through the process followed to post a disbursement from the Main Cashier's Imprest.
Access the Cash Journal in Umoja
Enter FBCJ in the Command field
1•
2•
Click the Enter button
2
1
62
3•
4•
5•
Enter 1000 in the Company Code field
Select the appropriate Main Cashier's Imprest journal
2
5
63
The Main Cashier's Imprest appears.
6•
Click the Today button to ensure that the available balance of the journal is up to date
6
64
Entries into the Main Cashier's Imprest are made in the Cash Payments tab.
7•
8•
9•
10
•
Enter the following information:
• Select Paid to Vendor in the Business Transaction column
• Enter the transaction amount
• Select the vendor being paid
• Enter the document number of the associated approved payable in the Assignment field
Press the Enter key to auto-populate remaining required fields. Remaining required information is
auto populated in each respective column and the red status light appears in the document status
column.
Highlight the transaction
Click the
button
7
65
The status light in the Document Status column turns green indicating that the transaction has been
posted to the Main Cashier's Imprest.
The amount posted can now be disbursed by the cashier.
This transaction has now been matched with the approved invoice and posted, but both documents will
be automatically clear if the Assignment Field is correctly filled in. In case automatic clearing fails manual
clearing will be used. This is explained later.
For now, lets review the process followed to view the transaction outside the cash journal.
66
The document view and general ledger view of this transaction can be viewed from the cash journal
screen.
11
•
Click the Follow-on doc.button
The List of Documents in Accounting
pop-up window appears.
12
• Double-click the Accounting
document row
12
11
67
The Document Display View shows one line item crediting the vendors account and one line item
debiting the appropriate UN account.
To view the how the transaction displays in the General Ledger, click the General Ledger View button.
68
The General Ledger View shows the transaction line item posted to the Accounts Payable Subsidiary
Ledger and the transaction line item posted to the Reconciliation Account.
To view more details on the vendor transaction, double click the vendor line item.
69
The Vendor Line Item Display provides additional details on the transaction, including:
• The corresponding invoice
• The cashier’s imprest payment transaction
= past due
Note: In this example, we
see that the cash imprest
payment has been posted,
but not cleared along with
the payable listed.
Once both line items have
been cleared, they will
move to the table at the
bottom of the screen.
70
Posting Disbursement from Imprest Account
Unlike the Main Cashier's Imprest Account the Controller delegates authority to the DMS/CMS to:
(i) to establish new Imprest Accounts except Main Cashier's Imprest Account ; and
(ii) to approve Imprest Account holders (FRR 104.8, 104.9 and ST/AI/2004/1)
The entries to setup the Imprest Account are same for the Main Cashier's Imprest:
3. Custodian collects cash from the bank and brings to Imprest A/c (FBCJ)
• Dr. Imprest Account (a/c 1-172-1XXX)
The same entries will be passed when replenishing the Imprest Account, but this time only with the
amount necessary to bring the account to the authorized level.
71
Disbursement
Imprest Accounts are usually established for a Mission’s Regional Offices with Regional
Administrative Officers as custodians. Disbursements from the Imprest Account are of two types:
1. Payments as instructed by the CFO on the basis of a payable raised by Accounts Payable. This
is similar to disbursements from the Main Cashier Imprest.
2. Payments for which no payable has been raised but for which specific delegation has been
given to the custodian to undertake e.g. settlement of utilities.
The amount disbursed from the Imprest A/c can’t exceed the low value procurement threshold of
USD 4,000.00 per transaction.
The accounting entries are the same as for the Main Cashier's Imprest Account.
1. Raising of payable
• Dr. Expense (7-4XX-XXXX)
• Cr. Accounts Payable – Vendor (3-51X-XXXX)
2. Disbursement of Cash
• Dr. Accounts Payable – Vendor (3-51X-XXXX)
• Cr. Cash (1-171-2XXX)
72
Year End Closing
The Imprest Account Custodian is also required to deposit remaining cash in the House Bank on the
cut-off date for Year End Closing.
When the Imprest Account Custodian pays cash in the bank, the following entries are passed:
• Cr. Imprest Account (a/c 1-172-1XXX )
N.B. If the Imprest Custodian had deposited a cheque and not cash, the debit and credit entries in
(1) and (3) above would have been
• Bank Clearing Cheque In (1-101-XX12)
73
Step-by-Step Process
The step-by-step process to follow to disburse cash from the Imprest Account depends on whether
or not a payable has been raised in Accounts Payable.
1. When a payable already exist and the Imprest Custodian is instructed to make the
disbursement, the steps to follow in Umoja will be the same like those followed by the Main
Cashier's Imprest Custodian. The Accounts Payable Unit will communicate the Document
Number generated when the payable was raised to the Imprest Account Custodian so that it
can be referenced in the Assignment Field of the transaction line of the Cash Journal.
2. In the case a payable has not be raised, the Imprest Account Custodian will enter the details
in the Cash Journal and wait for an Approving Officer in the Finance Section to post the entry
before disbursing the cash. We discuss the process in detail when looking at how outgoing
payments are disbursed from Petty Cash.
N.B When selecting the appropriate journal ensure that the Imprest Account is picked. Also note
that disbursements from the Imprest Account are considered low value procurement and capped
at USD 4,000.00.
74
Posting Disbursement from Petty Cash Account
Petty Cash Accounts are established under the authority of the DMS/CMS in the same way as
Imprest Accounts. The maximum amount per Petty Cash Account is usually set at USD 5,000.00.
The accounting entries are equally similar, except for the Petty Cash Account number.
3. Custodian collects cash from the bank and brings to Petty Cash A/c (FBCJ)
• Dr. Petty Cash Account (a/c 1-172-5XXX)
The same entries will be passed when replenishing the Imprest Account, but this time only with the
amount necessary to bring the account to the authorized level.
75
Disbursement
Payments from the Petty Cash Account are only for small expenses and are capped at USD 350 per
transaction.
The only accounting entries for each disbursement are made in the Cash Journal as follows:
• Dr. Expense Clearing Account with FSG requiring Cost Object (7-XXX-XXXX)
• Cr. Cash (1-171-5XXX)
76
Year End Closing
The Petty Cash Account Custodian is also required to deposit remaining cash in the House Bank on
the cut-off date for Year End Closing.
When the Petty Cash Account Custodian pays cash in the bank, the accounting entries are once
more the same as for the Imprest Accounts:
• Cr. Petty Cash Account (a/c 1-172-5XXX)
N.B. If the Petty Cash Custodian had deposited a cheque and not cash, the debit and credit entries
in (1) and (3) above would have been
• Bank Clearing Cheque In (1-101-XX12)
77
The step-by-step process begins once the user
has logged into Umoja.
To access the Cash Journal in Umoja, the steps
are:
•1 Enter FBCJ in the Command field
•2 Click the Enter icon. The Cash Journal
Screen appears and the Cash Journal
Specification window pops-up
•3 Enter 1000 in the Company code field
2
1
3
78
Cash journals are organized by:
• Type (petty cash, imprest, cashier’s
imprest)
• Business Area
• Currency
• Functional Area
•4
•5
Select the appropriate Petty Cash journal
4
5
79
The Selected Petty Cash Journal appears displaying the available balance.
6•
Click the Today button to ensure that the current available cash balance appears
Petty cash transaction entries are entered in the Cash Payments tab of the cash journal.
6
80
Now that the available petty cash balance has been confirmed, the disbursement can be
documented and posted.
Select the Expense Business Transaction
7•
7
81
8•
9•
•
10
Enter the disbursement amount in the Amount column
Enter the appropriate G/L number in the G/L column
Press the Enter key to auto populate remaining required fields in the transaction row
8
9
10
82
Remaining required information is auto populated in each respective column and the red status
light appears in the document status column.
• Click the Save sel. Button
11
11
83
The status light in the Document Status column turns yellow indicating that the petty cash
transaction has been saved in the Petty Cash Journal.
• Click the Post sel. button
12
12
84
The status light in the Document Status column turns green indicating that the petty cash transaction
has been posted to the Petty Cash Journal.
The petty cash amount posted can now be disbursed by the cashier.
85
Simulation Activities
Throughout this training, users will have the opportunity to
conduct activities in the form of simulations. Simulations
are interactive “recordings” of the Umoja system used to
help facilitate a hands-on learning experience. The
simulation links are provided on the corresponding activity
slides.
Users can access simulations in three different modes:
• Show me: Users view a video of an entire transaction
being conducted
• Let’s do it together: Users will be prompted to input
data at key points during the transaction
(recommended)
• Try it: Users can complete an entire transaction on
their own, with no additional instructions provided
86
Activity 1
Transaction Name: Execute Payment Run
Transaction Code: F110
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.2076?mode=EU&originalContext=1.11.2629
87
Activity 2
Transaction Name: Check Cash Availability
Transaction Code: FMCCAVCOVERVIEW
88
Activity 3
Transaction Name: Release/Merge Payment
Transaction Code: FPRL_LIST
89
Activity 4
Transaction Name: Release/Merge Payment
Transaction Code: FBPM1
90
Touch Points
The Umoja system is an integrated system and most of its modules integrate with each
other to complete a process. Touch points refer to these integration points across Umoja
modules, processes and activities.
Master Data
Management
Accounts
Payable (A/P)
For Payee Banks, UN
House Banks and
Business Partners
Outgoing
Payments
Treasury
Transaction
Management
Funds
Management
General Ledger
Accounting
Daily
Reconciliation
and Cash
Positioning
Grants
Management
91
Learning Checkpoint 1
How will payment obligations be assigned to House Banks?
Select the correct option.
A.
B.
C.
D.
House Bank Determination Logic
Delegation by individual missions
Political missions
World Bank
92
How will payment obligations be assigned to House Banks?
A.
B.
C.
D.
House Bank Determination Logic
Delegation by individual missions
Political missions
World Bank
Option A is the correct answer. Payment
obligations will be assigned to House Banks
according to House Bank Determination Logic.
93
_______ are transactions that are associated with a vendor and an invoice due.
Fill in the blank with the correct option.
A.
B.
C.
D.
A/R payments
A/P payments
Treasury payments
A/P and A/R payments
94
_______ are transactions that are associated with a vendor and an invoice due.
A.
B.
C.
D.
A/R payments
A/P payments
Treasury payments
A/P and A/R payments
Option B is the correct answer. A/P payments are
transactions that are associated with a vendor and
an invoice due, and are processed through the A/P
Payment process.
95
Module 1 Summary
The key points covered in this module are listed below:
• The Umoja Enterprise role involved in the Outgoing Payments process is the
Cashier
• The Umoja subsystems used to process outgoing payments: Financial Payment
Program, Treasury Payment Program and SAP Bank Communications Manager
• The Umoja Outgoing Payments process is comprised of four key steps: Create a
payment proposal, check cash sufficiency, schedule payment run, release payment
file
• The Umoja Cash Journal is used to post 3 types of outgoing payments: petty cash
disbursements, imprest disbursements, cashier’s imprest disbursements
96
Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey
97
Module 2 Objectives
• List the roles involved in the Process Incoming Payments – Electronic Funds
Transfer, Cash and Cheques process
• Record incoming payments as Electronic Funds Transfers, Cash or Cheque in the
Umoja Cash Journal
98
The following Umoja Enterprise roles are involved in the Incoming Payment – Cash and
Cheques process:
•
•
•
Cashier
•
•
•
•
Back Office Treasury
User
•
•
Generates all payments (using the transaction 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
Confirms and settles all trades (investments and FX)
Issues Daily Investment reports and ensures distribution
of net income to participating funds and grants in overall
IPSAS compliance
Maintains custodian relationship, and reviews/authorizes
treasury related wire transactions
Provides supporting documentation related to
investments for financial reporting
99
Incoming Payments Processing – An Overview
Forms of Incoming Payments
Incoming Payments come in three forms:
1. Electronic Funds Transfers
2. Cash
3. Cheques
All incoming payments are recorded in the Treasury Pool Funds described earlier.
The bulk of incoming payments are received as EFTs. They are brought into Umoja when the prior
day bank statement is uploaded into the system. As the process of uploading bank statements also
triggers the automatic matching of incoming payments to open Accounts Receivable Items, we have
covered it in the next module, where the automatic reconciliation of bank transactions is examined.
In the remainder of this module, focus will be on Incoming payments received as cash and cheques.
The Cash Journal functionality will be used to record both incoming cash and cheques.
100
Incoming Payments Processing – Cash Journal
The Cashier’s Incoming Cash Account is the primary medium to record cash and cheque receipts.
Examples:
1. The cashier receives a cash for a special event.
• Dr. Cash Cashier Incoming (1-172-100X)
• Cr. Cash Journal Clearing Account (1-171-1000) if receivable hasn’t been set up
• In case the receivable exist, Cr. Accounts Receivable
2. In the majority of cases, cheques and cash received are recorded in the Cashier’s Incoming
Cash Journal. However, in some remote areas where there is no Cashier, the Imprest or Petty
Cash Custodian will record cheques or cash received in the Imprest or Petty Cash Journal.
When there is no existing receivable already established, the Custodian will record the cheque
received as follows:
• Dr. Cash Imprest Cheque or Cash (or Petty Cash) (1-17X-XXXX)
• Cr. Cash Journal Clearing Account (1-171-1000) if receivable hasn’t been set up
• In case the receivable exist, Cr. Accounts Receivable
101
Incoming Payments – Cash and Cheques: End-to-End Process
The steps followed to process incoming cash or cheque payments are slightly different
from the steps followed to process other forms of payment. The high-level process
followed to process incoming cash or cheque payments is as follows:
Review cash and
cheques
Step 1: The process
begins with the
receipt of funds in
the form of cash or
cheque.
Confirm the purpose of
the payment
Step 2: Upon
receipt, the Cashier
confirms the
purpose of the
payment.
Examine the validity
of cash and cheques
Step 3: The Cashier
reviews the
physical cash or
cheque to ensure
that the amount
submitted is
correct.
Post receipt of
incoming payment in
Cash Journal
Step 4: Following
the verification of
the information,
the cashier
processes the
payment and
posts the resulting
receipt to the
Cash Journal.
Issue receipt as
required
Step 5: The
cashier issues a
receipt to the
payer.
102
Posting Receipt of Incoming Payments in Cash Journal
Incoming cash and cheque payments are also recorded in the cash journal. Let’s take a closer look
at the steps followed to record these incoming payments in the FBCJ screen.
The process begins once the user has logged into Umoja.
The steps to access the Cash Journal in Umoja are:
•1
Enter FBCJ in the Command field
•2
2
1
103
The Cash Journal Screen appears and the
Cash Journal Specification window popsup.
Enter 1000 in the Company Code
3•
field
Select the Cash journal to be
4•
opened
5•
Click the Continue icon
3
4
5
Note: The cash journal entered
will determine the currency
displayed
104
The Cash Journal Screen appears and the Cash Journal Specification window pops-up.
6•
Click the Cash Receipts tab
7•
Select the appropriate business
transaction from the menu in
the Business Transaction field
8•
Click the Continue icon
6
7
8
105
9•
•
10
Enter all required corresponding data for customer payment:
• Enter the payment amount in the Amount field
• Enter the Customer number
• Enter the fund
• If an Accounts Receivable exist, enter the Document Number in the Assignment Field.
Press the Enter key to save the line item. The line item is saved, as indicated by the yellow
status triangle located in column 3 of the log.
9
11
•
Once all entries has been added click the
the cash journal
button to post the payment(s) entered to
106
Activity 1
Transaction Name: Post Receipt of Incoming Payment in
Cash Journal
Transaction Code: FBCJ
107
Touch Points
Accounts
Receivable
(A/R)
Incoming
Payment – Cash
and Cheques
General Ledger
(G/L)
108
What is the first thing the Cashier does upon receipt of funds in the form of cash or
cheque?
A.
B.
C.
D.
Examines the validity of cash and cheques
Posts the receipt of incoming payment in Cash Journal
Issues a receipt
Identifies the purpose of the payment
109
What is the first thing the Cashier does upon receipt of funds in the form of cash or
cheque?
A.
B.
C.
D.
Examines the validity of cash and cheques
Posts the receipt of incoming payment in Cash Journal
Issues a receipt
Identifies the purpose of the payment
Option D is the correct answer. Upon receipt of
funds in the form of cash or cheque, the Cashier
confirms the purpose of the payment.
110
Which of the following items is a user-definable unit within the Cash Journal that
represents a unique Cashier and/or elements of the cashiering process?
A.
B.
C.
D.
Cash Desk
Payer's Account Number (if applicable)
Receipt Amount
Cost Object
111
Which of the following items is a user-definable unit within the Cash Journal that
represents a unique Cashier and/or elements of the cashiering process?
A.
B.
C.
D.
Cash Desk
Payer's Account Number (if applicable)
Receipt Amount
Cost Object
Option A is the correct answer. A Cash Desk is 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.
112
Module 2 Summary
• The Umoja Enterprise roles involved in the Incoming Payment – Electronic Funds
Transfer, Cash and Cheques process are Cashier and Back Office Treasury User
• The introduction of the Cash Journal represents a large step in streamlining the
process currently used by UN missions to document the receipt of cash and
cheques
• The Umoja steps in the Incoming Payments – Cash and Cheques process involved
posting the receipt of incoming cash and cheque payments to the cash journal
113
Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey
114
Module 3 Objectives
• Reconcile prior day bank statements against operational transactions
• Investigate and resolve irreconcilable items appearing in the daily bank file
115
Key Terminology
Key Term
Description
Society for Worldwide Interbank Financial Telecommunication
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.
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,
Automated Clearing
cheques and routine payments to vendors. Rules and
House (ACH)
regulations that govern the ACH network are established by
National Automated Clearing House Association (NACHA) and
the US Federal Reserve.
Transfer of funds between accounts by electronic means rather
Electronic Funds Transfer
than conventional paper-based payment methods, such as
(EFT)
cheque.
SWIFT
116
Key Terminology
Key Term
Description
The component function provided by the ERP system to
Cash Journal
manage incoming payments in the form of cash and cheques.
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
Cash Desk
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.
An electronic file of balance and transaction information
occurring on the prior day, which allows the ERP to compile an
Prior Day Bank Statement
electronic bank statement as well as automate the accounting
and clearing entries.
An electronic file of balance and other information occurring at
Current Day Bank
a point in time on a given day. This file is used to update a
Statement
current day view of the cash position.
Controlled Disbursement An account dedicated to the issue and management of
Account
cheques.
117
The following Umoja Enterprise role is involved in the Daily Reconciliation of Bank
Transactions process:
•
•
Back Office Treasury
User
•
•
Confirms and settles all trades (investments and FX)
Issues Daily Investment reports and ensures
distribution of net income to participating funds and
grants in overall IPSAS compliance
Maintains custodian relationship, and
reviews/authorizes treasury related wire transactions
Provides supporting documentation related to
investments for financial reporting
118
Understanding the Daily Reconciliation Process
The Daily Bank Reconciliation process allows the Accounts Unit to reconcile prior day
bank statements against operational transactions to ensure that:
All cash transactions are
recorded.
Unidentified items
appearing on the daily bank
file are investigated and
resolved.
Current cash balances and
the short term liquidity
forecast can be determined
by Treasury.
119
Understanding the Daily Reconciliation Process
After the prior day bank statements are
imported into Umoja, the Reconciliation
process is conducted automatically by the
system. After the bank transactions are
validated and matched, they are cleared from
the list of open items
Remaining items that could not be validated are
managed manually by staff in Accounts
Receivable and Accounts Units.
120
Automatic Matching of Incoming Payments
When an Accounts Receivable is raised, notification is sent to the debtor with details of the
amount, description of the receivable and importantly, the Document Number generated when the
AR document was raised in Umoja. The debtor is advised to include the Document Number when
making a payment so that the Incoming Payment can be applied to the outstanding receivable.
The BELNR Number Interval specifies the range of the Document Numbers included in the
Incoming Payments that feature in the bank statement that has been uploaded. If an AR document
already existing in Umoja has a Document Number that is within the range indicated in the BELNR
Number Interval, a match will be established, provided that the amounts in both documents are
the same. The system will automatically apply the Incoming Payment to the outstanding
receivable.
121
The matched items are displayed on the Update Account Statement / Check Deposit Transaction
screen, seen below:
122
The Update Account Statement / Check Deposit Transaction screen has two posting logs.
a/ Bank Accounting Posting Log
Given that the Incoming Payment hits a bank account belonging to the Treasury Main Pool, the
account is debited. The credit goes to an EFT-In Clearing Account. The entries are as follows:
• Dr 64VQA
Bank Nominal
• Cr 64VQA
Bank EFT In Clearing
The system will post these entries and include the Document Number (e.g. 6300000033) in the
Bank Accounting Log.
123
b/ Subledger Accounting Log
If there is a match between the Incoming Payment and an outstanding AR, automatic clearance will
take place as described above. The Bank EFT In-Clearing account will be debited and the
Customer’s AR account credited. The entries will be as follows:
• Dr 64VQA
Bank EFT In Clearing
• Cr 20OLA
Customer Open Item
This posting creates a Document Number that is shown in the Subledger Accounting Log (e.g.
2400000023).
Given that the Bank Nominal account that received the Incoming Payment belongs to the Treasury
Pool and is used by different Funds, another set of entries (not shown in the “Update Account
Statement / Check Deposit Transaction Screen), will be passed to record an increase in the interest
of the Fund that raised the AR in the Treasury Pool. Dr
• 20OLA
Equity in Pool
• Cr 64VQA
Equity in Pool
Incoming Payments that are not cleared automatically will be manually cleared daily using FEBAN
or at Month End Closing of accounts using F-28 by AR staff.
124
Another way to see which items cleared automatically and which didn’t when the bank statement
was uploaded is through use of the Edit Bank Statement Screen. It is accessed as follows:
•1
•2
•3
Enter FEBAN in the Command field
and press Enter. This opens the
Selection of Bank Statements by
Banks and Account Nos. screen.
Enter data in the following fields:
• Company Code
• House Bank
• Currency
Click the Check button at the
bottom right corner of the screen
to verify input, then execute if no
errors are reported.
125
When the Selection of Bank Statements by Banks and Account Nos is executed, the Edit Bank
Statement screen is displayed. The two postings mentioned earlier result in two documents.
Posting Area 1 shows the document
created for the entries to record the
incoming payment in the UN’s bank
account (Doc # 6300000002).
• Dr 64VQA Bank Nominal
• Cr 64VQA Bank EFT In Clearing
Posting Area 2 shows the document
created to clear the receivable account
of the customer who made the
payment (Doc # 2400000001).
• Dr 64VQA Bank EFT In Clearing
• Cr 20OLA Customer Open Item
N.B. FEBAN also used to manually clear
the items that are not cleared
automatically. We see this later.
126
Touch Points
Accounts
Payable (A/P)
Daily
Reconciliation
of Bank
Transactions
Accounts
Receivable
(A/R)
General Ledger
(G/L) Accounting
127
After the prior day bank statements are imported into Umoja, the Reconciliation
process is conducted ______________.
A.
B.
C.
D.
Automatically by the Umoja system
Manually by the Cash Analyst
Manually by the Cashier
Automatically by the Cash Journal
128
After the prior day bank statements are imported into Umoja, the Reconciliation
process is conducted ______________.
A.
B.
C.
D.
Automatically by the Umoja system
Manually by the Cash Analyst
Manually by the Cashier
Automatically by the Cash Journal
Option A is the correct answer. After the prior day
bank statements are imported into Umoja, the
Reconciliation process is conducted automatically
by the Umoja system.
129
What is done when some items remain open as a result of missing or incorrect
information?
A.
B.
C.
D.
Open items are removed
Open items are moved to the A/R process
Open items are moved to the A/P process
Open items are cleared manually in the Umoja system
130
What is done when some items remain open as a result of missing or incorrect
information?
A.
B.
C.
D.
Open items are removed
Open items are moved to the A/R process
Open items are moved to the A/P process
Open items are cleared manually in the Umoja system
Option D is the correct answer. When some items
remain open as a result of missing or incorrect
information, then the open items are cleared
manually in the Umoja system.
131
Module 3 Summary
• The Umoja Enterprise role involved in the Daily Reconciliation of Bank Transactions
process is the Back Office Treasury User
• The benefits of reconciling prior day bank statements against treasury and
operational transactions include consolidated records of cash receipts and more
immediate postings of receipts
• The Daily Reconciliation of bank Transactions process is automated
• The exceptions to the Daily Reconciliation of bank Transactions process are
conducted manually; the steps followed differ depending on the nature of the
exception
132
Agenda
Course Introduction
Module 2: Process Incoming Payments – Cash and Cheque
Course Summary
Course Assessment
Course Survey
133
Course Summary
The key points covered in this course 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
134
Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey
135
Course Assessment
Now that you have completed all the modules in this course, you can test your
knowledge by completing the Course Assessment.
To receive credit for completing this course, you must pass this assessment with a
minimum score of 90%.
To complete the assessment you must return to the Learning Management System:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course assessment
5. Click the Submit button once you have completed the assessment
136
Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey
137
Course Survey
Your feedback is important to the continuous improvement of our training program.
Please complete the evaluation for this course using the following steps:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course survey
5. Click the Submit button once you have completed the course survey
138
Congratulations! You have successfully completed the
Umoja Payment Processing course.
139

FI322 – Umoja Payment Processing

Transcription

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