SUPPLY CHAIN FREQUENTLY ASKED QUESTIONS (FAQs)

FAQs

Table of Contents

OVERVIEW ....................................................................................................................................... 2
PART A - CHAPTER 1: REQUISITIONS............................................................................................... 3
PART A - CHAPTER 2: PURCHASE ORDERS ...................................................................................... 4
PART A - CHAPTER 3: LOW VALUE ACQUISITIONS (LVA) ................................................................ 5
PART A - CHAPTER 4: CONTRACTS & RFX ....................................................................................... 5
PART A - CHAPTER 5: INBOUND DELIVERY AND R&I ...................................................................... 6
PART A - CHAPTER 6: SERVICE ENTRY SHEETS ................................................................................ 7
PART B - CHAPTER 1: REQUISITIONS ............................................................................................... 8
PART B - CHAPTER 2: PURCHASE ORDERS .................................................................................... 12
PART B - CHAPTER 3: LOW VALUE ACQUISITIONS (LVA) .............................................................. 19
PART B - CHAPTER 4: CONTRACTS & RFX...................................................................................... 20
PART B - CHAPTER 5: INBOUND DELIVERY AND R&I .................................................................... 22
PART B - CHAPTER 6: SERVICE ENTRY SHEETS .............................................................................. 25

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OVERVIEW

This document is a compilation of frequently asked questions by the end users of the Umoja
Supply Chain solution and corresponding solutions or answers as provided by the Umoja
Support Team.

This document shall serve as a practical guide for end users and support teams in
troubleshooting and resolving common issues and queries.

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PART A - CHAPTER 1: REQUISITIONS

1. How are ‘Supplier Text’ and ‘Internal Note’ used in shopping carts and downstream
steps?

2. How do I view funds availability of a shopping cart?

3. How do I view Shopping Carts that’s already been created or saved? How do I view
approved shopping carts?

4. How do I view Shopping Carts that have been raised by other members of my team?

5. How do I view or check if my Shopping Cart has already been processed by

Procurement?

6. On each of the Shopping Cart’s line item that’s added, the cost/fund center field is
already pre-populated with a value, can a different cost/fund center be specified?
What will happen to the Shopping Cart approval workflow if different cost/fund
centers are used?

7. My Shopping Cart is already ordered or approved but I need to change at least one
line item from Services to Goods/Materials, how do I this?

8. My Shopping Cart for an IC Consultant is already approved and a purchase order has
been raised and approved as well but I need to correct a line item’s Unit of Measure,
how do I do this?

9. How do I allow others to process my tasks in the workflow for cases where I or one of
the team members is on leave?

10. In the shopping cart I am not able to see the lines of the contract, as the long
description were cut by the system deleting some relevant information. Is there any
way to see the long description in its entirety?

11. How do we raise a Shopping Cart for “unplanned services” or incremental/partial

receipt of services?

12. While creating a shopping cart, the system displays the following error messages,
what does these error messages mean and how to resolve these?

13. I have mistakenly deleted my Shopping Cart in UMOJA, I need to create another one
with similar line items to what I have deleted. Would I be able to use or copy my
deleted Shopping Cart? How can I do that?

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PART A - CHAPTER 2: PURCHASE ORDERS

1. How can Procurement view approved Shopping Carts?

2. Some service line items on POs were converted with quantity 1, and price with the
total value, rather than the other way around. This prevents the missions from
performing partial receipts. How do we handle this situation?

3. As a Buyer I am not receiving any email notification when I am assigned a shopping

cart. Does the system send email notifications in this circumstance? Where can I view
the list of shopping carts assigned to me?

4. Purchase Orders were migrated to UMOJA from MERCURY as goods rather than
services or vice versa. What steps needs to be followed in changing the product/item
type of a migrated PO?

5. I cancelled a line item from a PO but why can’t I find it in the “Sourcing Cockpit”/
“Carry-out Sourcing”?

6. How can I see a listing of Purchase Orders with pending Good Receipts (good still to be
delivered) or Invoice Receipts (invoice to be paid)?

7. Why am I not receiving an approval notification for POs when I am a buyer in my

mission? My supervisor is the only one receiving the notification.

8. Is it possible to create a line item corresponding to Freight in a purchase order? I have

a PO where a line item for freight needs to be added.

9. Why is the name of the Requisitioner appears on the PO printout instead of the name
of the Buyer?

10. Why is my PO getting stuck in “Awaiting Approval” status? How do I resolve this
situation?

11. How do we raise a PO for “unplanned services” or with incremental/partial receipt of

services?

12. When transferring a supplier to the backend the system displayed the error message
“No data found for given Selection”. What does this error message mean and how do I
resolve this error?

13. How do we interpret the status of the Shopping Carts in relation to the Workload
Redistribution?

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14. When creating, amending or checking a purchase order, the system displays the
following error messages on data entry. What does these error messages mean and
how to resolve these?

15. I am canceling a PO but I could not proceed with the cancellation because an Inbound
Delivery exists. Can I delete the Inbound Delivery from the PO?

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PART A - CHAPTER 3: LOW VALUE ACQUISITIONS (LVA)

1. Can any Vendor be used for a low value purchase order?

2. Can any Requsitioner create Low Value PO?

3. What will happen if in creating the LVA the currency used is not USD and if manually
converted the PO exceeds $4,000.00?

4. When creating an LVA, the system displays the following error messages. What does
these error messages mean and how to resolve these?

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PART A - CHAPTER 4: CONTRACTS & RFX

1. I have created a contract directly from a shopping cart. I deleted the line from the
contract but I cannot find it from my “Sourcing Cockpit”. How can I find the deleted
lines?

2. A requisitioner added text in the “Supplier Text” field, however it is not visisble on the
RFx print out, though we can see the text under “Tendering text at line item”. Can we
print the RFx with the full line description?

3. How do I set to “NO” the option “Distribute to Catalogue” on a line item of an existing
contract?

4. I wanted to update the text in the “Supplier Text” field or make changes to the
supplementary notes on the RFx but the field has become invisible and disabled. How
do I make this field available to me once again?

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PART A - CHAPTER 5: INBOUND DELIVERY AND R&I

1. An error is received when doing a goods receipt stating that the ZP1 cannot be
received with incoterm DAP. How do we resolve this?

2. Is there a way to select all items on a GR (Goods Receipts) document?

3. What is the document date compared to the posting date? How do these dates impact
Galileo?

4. When attempting to post a Goods Receipt, the following error is displayed. “Posting
only possible in periods YYYY/MM and YYYY/MM in company code 1000.” What does
this error message mean and how do we resolve this?

5. How can new line items be added in GALILEO from a PO in UMOJA?

6. How can I save a PDF copy of a material document using a PDF converter Program (e.g.
Primo PDF)?

7. Does UMOJA sends out notification for Inbound Delivery documents that needs to be
processed? I need to process an R&I and I did not receive any notification from the
Inbound Coordinator.

8. When I execute the MIGO transaction to receive items why am I not able to select the
first line item?

9. How do I find any Inbound Delivery for the list of POs that I need to receive?

10. I have a PO with 5 line items and 3 of them have different delivery dates. Which
delivery date will be listed on the Inbound Delivery?

11. I have received some items and I want to update the Inbound Delivery. Do I need to
cancel the Material Document?

12. MovCon processes an inbound delivery with incoterm DAP for 5 Computers. During
inspection, R&I realizes that there is a computer missing. Instead of 5 they received 4
computers. Once the missing item is delivered, what action does MovCon have to take
on the inbound delivery?

13. I was posting a Virtual Goods Receipt using T-CODE VL061 but I received an error
message “0 successful and 1 incorrect goods movements”. How can I display the
details of the error?

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PART A - CHAPTER 6: SERVICE ENTRY SHEETS

1. There are some services on the converted POs that were originally goods in MERCURY.
How do we handle this, if we need to keep track of inventory in GALILEO?

2. During the creation of a Service Entry Sheet I get an error message at the bottom of
the page. "No overall limit of $ X,XXX.XX for unplanned services exists." What does
this error message mean and how do I resolve this situation?

3. I need to create a Service Entry Sheet (SES) but when I search for the PO, I got an error
message saying "No matching PO items selected". What does this error message
mean and how do I resolve this situation?

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PART B - CHAPTER 1: REQUISITIONS

1. How are ‘Supplier Text’ and ‘Internal Note’ used in shopping carts and downstream
steps?

In Shopping Carts or in any of the forms, “Internal Notes” is not a printable field. Procurement
Staff are able to review the contents of this field and the information is transferred to other
follow-on documents like POs and RFXs.

A requisitioner can use the “Supplier Text” field to create additional specific information for a
line item. This can include additional technical product or service requirements. This may also
include specific instructions for the receiving process. Buyers are able to edit this 125-character
limited text field as required. Contents of this field are included on RFX and PO forms.

2. How do I view funds availability of an account assignment address (fund, fund centre,
budget period, etc.) for a shopping cart?

To view funds availability of a shopping cart, access ECC then run the T-CODE “FMAVCR02”.
Type in or select “Z1” as Control Ledger then enter the Fund Centre. Click the <EXECUTE> button
to view the report.

For more details of this report, refer to this link to the job aid: Funds Management View Budget
Availability

3. How do I view Shopping Carts that’s already been created or saved? How do I view
approved shopping carts?

Created/Saved shopping carts can be viewed in the Requisitioning tab and going to the search
queries for shopping carts. In each of the three queries for All, Saved and Awaiting Approval,
scroll down to the bottom of the search criteria and ensure that the box labeled “Show my
Team Carts” is checked. If you also want to include “Approved” shopping carts, the box labeled
“Include completed shopping carts” must also be checked. Click the Apply button and Refresh
button.

More details can be found on this functionality in this link to the job aid, which is open on iSeek:
UMOJA Job Aid: Requisitioning Interim Update

4. How do I view Shopping Carts that have been raised by other members of my team?

If you are looking to view Shopping Carts of another member of your team, there is a 4th query
next to All, Saved and Awaiting Approval called “Team Carts”. Click on the “Team Carts” then
click the Refresh button on the query screen. This will show you other Shopping Carts raised by
other members of your team.

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More details can be found on this functionality in this link to the job aid, which is open on iSeek:
UMOJA Job Aid: Requisitioning Interim Update

5. How do I view or check if my Shopping Cart has already been processed by

Procurement?

The “Related Documents” tab in the “Item Overview | Details” of a Shopping Cart line item
shows all follow-on documents (e.g. Purchase Order, RFx, etc.) in relation to the Shopping Cart.

6. On each of the Shopping Cart’s line item that’s added, the cost center field is already
pre-populated with a value, can a different cost center be specified? What will happen
to the Shopping Cart approval workflow if different cost centers are used?

Yes, for each line item in a shopping cart, the requisitioner can use a different cost
center.

The Certifying Officer/s associated with the cost centers specified on each line item shall
receive the Shopping Cart for approval.

7. My Shopping Cart is already ordered or approved but I need to change at least one
line item from Services to Goods/Materials, how do I this?

There are two options to resolve this situation:

 Once the Shopping cart is already in “Approved” status and sent to Procurement for
sourcing, the requisitioner can make no further modifications to the line items. One
option for the requisitioner to do is to contact Procurement (the Buyer) and have the
buyer reject the affected line items from the sourcing cockpit. Once rejected, the funds
shall become available and the requisitioner can create a new Shopping Cart.

Buyers can modify some of the fields of an ordered/approved Shopping Cart. This allows
requisitioners to request buyers to make any amendments or changes to an approved
shopping cart in the event of a last minute change in requirements, a mistake in the
original shopping cart.

More details can be found on this functionality in this link to the job aid, which is open
on iSeek: UMOJA Job Aid: Requisitioning Interim Update

 Another option for the requisitioner to take is to delete the affected line item/s. If there
is only one line item, Cancel the Shopping Cart and create a new Shopping Cart with the
correct Item Type. If there were more than one line item, delete the affected line items
and create a new Shopping Cart for those line items only. Please note that items can
only be deleted from the Shopping Cart by the original requisitioner, and that items
should only be deleted if no follow-on document (PO or RFx) exists.

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8. My Shopping Cart for an IC Consultant is already approved and a purchase order has
been raised and approved as well but I need to correct a line item’s Unit of Measure,
how do I do this?

The Human Resources (HR) Partner can cancel the purchase order (PO) and reject the shopping
cart to return the funds. The requisitioner can then create a new shopping cart with the correct
Units of Measure. The Unit of Measure is a fixed field that is derived based on the Product ID
selected, so when raising a new SC will need to ensure that the appropriate Product ID is used.

For any guidance in selecting a Product ID, the Material/Service Master team can provide
guidance by contacting them at Umoja-mmsm@un.org.

9. How do I allow others to process my tasks in the workflow for cases where I or one of
the team members is on leave?

In the “Work Overview” screen, you can click on the “Paper” icon ( ) to the right of the
“Refresh” icon. This will bring up a menu where you can select "Manage Substitution Rules."
These rules will allow a user to identify and set a delegate for their tasks while on leave, either
for a specific timeframe or indefinitely.

Please note the following when using a substitution rule: the substitution rule once activated
will only forward documents from that point on; therefore you should process all documents
already in your inbox, as the existing ones will not be forwarded.

10. In the shopping cart I am not able to see the lines of the contract, the long description
were cut by the system deleting some relevant information. Is there any way to see
the long description in its entirety?

The entire long description is intact in the contract and the in the product catalogue as well. If
the long description is not complete in the shopping cart it can be manually added or updated in
the line itself.

11. How do we raise a Shopping Cart for “unplanned services” or incremental/partial

receipt of services?

When creating a Shopping Cart, put the price in the

“QUANTITY” field and enter 1 in the “PRICE” field.
Service Entry Sheets can then be processed against
the related purchase orders as per the value of the NOTE
service received. Structuring of service lines in this manner
should be performed when the Shopping
Cart is being created.

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12. While creating a shopping cart, the system displays the following error messages,
what does these error messages mean and how to resolve these?

Error Message Explanation and How to Resolve

1. “Funds Management Error; FM account Enter a valid value in the “FUND” field in
assignment GMNR/-/- “Account Assignment” tab of each line
/XXXXXXXXXXX/XXXXXXX/XXXX cannot be item in the Shopping Cart. The “FUND”
posted in posting ledger 9A” field is required.

“Funds Management Error; Value BLANK /

SPACE is invalid for account assignment
element “fund””

13. I have mistakenly deleted my Shopping Cart in UMOJA, I need to create another one
with similar line items to what I have deleted. Would I be able to use or copy my
deleted Shopping Cart? How can I do that?

A user can be able to recover details of a shopping cart that was deleted, accidentally or
otherwise, using the functionality “OLD SHOPPING CARTS AND TEMPLATES”. When creating a
shopping cart, add items using “OLD SHOPPING CARTS and TEMPLATES” and then enter
selection criteria to get the details of the deleted shopping cart. You may enter the shopping
cart number if known, or you may choose to “include completed shopping carts” then click the
SEARCH the button to retrieve shopping cart records. Make your selection and finalize the
details of the shopping cart.

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PART B - CHAPTER 2: PURCHASE ORDERS

1. How can Procurement view approved Shopping Carts?

All Shopping Carts in approved status that are

ready for processing by Procurement are available
in the “Sourcing Cockpit”, which can be accessed
by clicking on the “Carry-out Sourcing” link in the
SRM menu. Another option is to select the option
REMINDER
“Reports” then choose “BW Independent Reports”
Shopping carts against contract are
and click on the “Shopping Cart Status” report. converted into purchase orders in
“SAVED” status. Buyers should query for
Please note that for SCs against contracts where a all POs saved status throughout the day
PO was automatically generated, these are not to ensure that items are being
available in the Sourcing Cockpit, but rather should processed in a timely manner.
be viewed in the “Saved” purchase order query.

2. Some service line items on POs were converted with quantity 1, and price with the
total value, rather than the other way around. This prevents the missions from
performing partial receipts. How do we handle this situation?

Procurement should amend the PO, delete the erroneous line item and then order and approve
the PO to release the funds. Procurement should then go back into the same PO and add a new
service line item where price = 1 and quantity is equivalent to the value and submit the PO for
approval. Once PO is in “Approved” status, the system will allow the creation of partial receipts.

3. As a Buyer I am not receiving any email notification when I am assigned a shopping

cart. Does the system send email notifications in this circumstance? Where can I view
the list of shopping carts assigned to me?

The system does not send email notifications to the responsible buyer when a shopping cart is
assigned. The Buyer would be able to view all relevant shopping carts by going to the “Sourcing
Cockpit” or “Carry-out Sourcing” in the SRM menu. The resulting screen has a column
“Responsible Buyer” and the buyer’s name shall appear in that column.

4. Purchase Orders were migrated to UMOJA from MERCURY as goods rather than
services or vice versa. What steps needs to be followed in changing the product/item
type of a migrated PO?

The Buyer can edit the PO, delete the line item/s in question, and then order/approve the same
PO to release the funds associated with it. After approval, the Buyer can edit again the same PO
adding new line item/s with the correct product/item (goods/material/service) type.

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Please note that if the Legacy PO contains a commitment from a closed budget period (e.g. P13
or B13), then no changes can be made to the PO. Therefore the only option would be to perform
a Goods Receipt or SES as-is, adding any manual entries necessary in Galileo to track inventory.

More details can be found on this functionality in this link to the job aid, which is open on iSeek:
UMOJA Job Aid: Changing Item Types on Legacy POs

5. I cancelled a line item from a PO but why can’t I find it in the “Sourcing Cockpit”/
“Carry-out Sourcing”?

Usually, when a line is cancelled from a PO, the Shopping Cart line item associated with it will be
available in the Sourcing Cockpit. Only in the case of converted/legacy POs, the line items
deleted belonging to a Legacy PO will not be available in the Sourcing Cockpit. This is because
there is no Shopping Cart in the system for the corresponding PO.

If the PO is not a Legacy PO, the amended PO has to be in “Approved” status before the deleted
line items will be available in the Sourcing Cockpit of the associated Shopping Cart.

6. How can I see a listing of Purchase Orders with pending Good Receipts (goods still to
be delivered) or Invoice Receipts (invoice to be paid)?

In ECC, there is a quick way to view a list of POs with pending Good Receipts or Invoice Receipts.
Execute T-CODE “ME2N” and on the report variant fill in the fields below.

Parameter Name Parameter Values and Descriptions

SCOPE OF LIST Defaults to BEST (Purchase Orders), but change to ALV to display
in a grid/table format that is exportable.
SELECTION PARAMETERS From the list of match codes, choose “WE101 – Open Goods
Receipt” or “RECHNUNG – Open Invoices”. This selection
parameter provides a list of all purchasing documents that are
still pending receipt or invoice, respectively. Alternatively you
could leave this blank and return the full list.
PURCHASING GROUP Purchasing group of interest (3 characters long, use matchcode to
select)
DOCUMENT DATE Document date of interest
To capture all purchase orders with outstanding good receipts or
invoice receipts within your purchasing group, leave this as
BLANK

Click the EXECUTE button and a list of POs are displayed with pending Good Receipts or Invoice
Receipts.

In addition, the following reports are useful depending on additional objectives:

 ME2K: Also can be used to run report for open Purchase Orders; but the query criteria
also include Account Assignment, so could be used to find all POs associated with a

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given unit (Funds Centre). Additionally, the output for this report contains a field called
“Req. Tracking No” which is the Shopping Cart number
 ME2S: Also can be used to run report for open Purchase Orders that contain Services.
This report is useful because it will display all of the Service line items and whether or
not an SES has been posted for them.

7. Why am I not receiving an approval notification for POs when I am a buyer in my

mission? My supervisor is the only one receiving the notification.

As designed, approval alerts are being sent only to the team leaders and approvers with
procurement delegation of authority.

8. Is it possible to create a line item corresponding to Freight in a purchase order? I have

a PO where a line item for freight needs to be added.

If the provider or supplier of the Freight services and the supplier of the line items order are the
same, the line items corresponding for Freight can be added in the Shopping Cart linked to the
PO. Once the shopping cart is approved, the Freight line items will be available in the Sourcing
Cockpit and can be added in the PO via the Add Item > Old Shopping Cart function.

Another option is to create an entirely new Shopping Cart with just the Freight line items thus a
new PO can be generated.

9. Why is the name of the Requisitioner appearing on the PO printout instead of the
name of the Buyer?

The name of the Requisitioner will appear on a PO generated from a Contract. However, once
the buyer submits the PO for approval, that name will be replaced by the Buyer’s name. The
corresponding approved PO shall also contain the Buyer’s name.

10. Why is my PO getting stuck in “Awaiting Approval” status? How do I resolve this
situation?

There are several reasons as to why a PO would be having approval workflow problems and
would be stuck in “Awaiting Approval” status. The most common ones are the two specified as
follows:

 The “purchasing group-document type” combination on the purchase order is incorrect. For
example, the LOA purchasing group has been associated with a ZMGS (Goods and Services)
document type for which no workflow agent is available. To resolve this, edit the PO,
update the purchasing group to the one representing your procurement team, and resubmit
the PO for approval. The system will be able to determine the appropriate approver.

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 The person who should approve the PO also

happens to be the one who created or
modified the procurement document. A
creator or modifier cannot approve their NOTE
own PO, as it should be done by other Choosing an alternate approver does not
approvers. As an alternative, nominate other necessarily mean that Procurement Team
staff as an approver for your purchasing Leads are choosing an Officer in Charge
group. It is highly recommended to have (OIC) permanently. The Substitution Rule
more than one staff as approver for a functionality can be used to choose an
alternate OIC.
purchasing group.

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11. How do we raise a PO for “unplanned services” or with incremental/partial receipt of

services?

This cannot be done by cutting a PO directly. This

must be done by creating first a shopping cart, putting
the price in the “QUANTITY” field and entering 1 in
the “PRICE” field. This must ALWAYS be done first in REMINDER
Shopping Cart.
If a Buyer receives a service purchase
order or a shopping cart, Requisitioners
should be consulted and if a partial/
incremental receipt is required, the
aforementioned practice should be
followed. If a shopping cart is received
where incremental or partial receipt is
required and the aforementioned
modality is not used, the Shopping Cart
should be rejected and the requisitioner
should resubmit in the proper format

12. When transferring a supplier to the backend the

system displayed the error message “No data found for given Selection”. What does
this error message mean and how do I resolve this error?

The Business Partner record that is being transferred to the backend is an incorrect one. During
the synchronization process between UNGM and SRM, the system automatically generates two
Business Partner records for the same vendor. One is for the company entity, which is the one
that needs to be transferred to the backend. Another record is for the contact entity, which
does not need to be transferred at the backend.

To make sure that the correct Business Partner record is being transferred, when doing a search
to get the business partner record and typing in the value for the search parameters, use “NAME
1/LAST NAME” or “SEARCH TERM 1” fields as search parameters. DO NOT use “NAME 2/FIRST
NAME” field as search parameters.

For more details, please see the job aid on iSeek: Convert Bidder to Supplier

13. How do we interpret the status of the Shopping Carts in relation to the Workload
Redistribution?

The status functionality for workload redistribution is a standard feature, and cannot be
changed. The status currently appears as follows:

 Shopping Cart with “Saved” status means it is incomplete and is reflected as 'In Process"
in workload redistribution.

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 Shopping Cart with “Awaiting Approval” status is reflected as 'In Process" in workload
redistribution.
 Shopping Cart with “Approved” status with no follow on documents like a PO, RFx, etc.
is reflected as “In Process” in workload redistribution
 Shopping Cart with “Approved” status with a follow on document is reflected as
“Completed' in Workload redistribution

Anything that is "In Process" means that it is still available to assign to a Purchasing Group or to
a Responsible Buyer, as it has been approved or will be approved shortly. Anything that is
"Completed" means that no further action can be taken.

14. When creating, amending or checking a purchase order, the system displays the
following error messages on data entry. What does these error messages mean and
how to resolve these?

Error Message Explanation and How to Resolve

1. Back End Error: “Country key CPR is not The line items on the PO may have different
defined” "Ship to" address than the other lines. Clear
the "Ship to" addresses and attempt to check
again.

2. Back End Error: “Confirmation Control This error message is displayed if a Buyer is
Key cannot now be changed” amending a PO. Every 2 hours the system
automatically creates an Inbound Delivery
record. Check if an Inbound Delivery has
indeed been created for the PO. If it does
exist, the Inbound Delivery has to be deleted
before the PO can be amended.

3. Status of the PO is “Error in Process” In this particular case, the PO has one line
item deleted where the quantity and the price
shows “0”. The user has set to “0” these fields,
deleted the line item and then sends the PO
for approval. Remember that in amending a
PO to delete a line item, there is no need to
set the price and quantity to “0”.

To resolve this, the line item that was deleted

has to be undeleted then update to set the
original price and quantity. Delete the line
item and send the PO for approval.

4. Backend Error: “Contract can’t be used; This is a case where the PO was "Completed"
target value X,XXX,XXX.XX USD of after it was already linked to a contract. By
contract exceeded by XXX,XXX.XX USD” clicking the "Complete" button, the system
released the funds and did not update the
"Release Value" of the contract. The best

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Error Message Explanation and How to Resolve

solution for cases where PO is linked to a
contract would be to delete the line item in
the PO or Cancel the PO.

IMPORTANT NOTE: In general, clicking the

COMPLETE button on a Purchase Order should
be avoided without express instructions from
Finance and confirmation from the
requisitioner and R&I that the Purchase Order
has been completed.

5. Backend Error: “Period XXX/Fiscal Year The field “FM POSTING DATE” has to be
YYYY for payment budget not open for adjusted to today’s date in the HEADER |
FM posting in value type 51” GENERAL DATA tab of the purchase order.

6. Partner XXXXXXXXXX not found with Any supplier to be attached to a purchase

partner function type Supplier order has to have a UN Vendor Role. The
enrichment process has to be completed on
the Business Partner record.

For additional information on errors encountered with POs, please see the job aid on iSeek: PO
Back end errors and resolution actions

15. I am canceling a PO but I could not proceed with the cancellation because an Inbound
Delivery exists. Can I delete the Inbound Delivery from the PO?

Yes, the Inbound Delivery can be deleted from

the PO line item record. In “ITEMS > DETAILS >
EXTENDED PO HISTORY” click on the Inbound
Delivery Number, it will link you to ECC. Choose NOTE
the option “DISPLAY <-> CHANGE” button then As soon as the Inbound Delivery is verified
choose “DELETE” to delete the Inbound to be deleted, the PO has to be cancelled
Delivery then click “SAVE”. Remember NOT TO immediately else a new Inbound Delivery
CLOSE the ECC window, minimize the ECC might be automatically generated.
window and verify that the Inbound Delivery
record is indeed gone in the “EXTENDED PO HISTORY” tab of the purchase order.

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PART B - CHAPTER 3: LOW VALUE ACQUISITIONS (LVA)

1. Can any Vendor be used for a low value purchase order?

Yes, any vendor registered in UNGM and enriched in ECC can be used on a Low Value PO.
However, those vendors specifically designated as Low Value vendors CANNOT be used on any
other purchase orders. They may only be used on Low Value POs.

2. Can any Requsitioner create Low Value PO?

No, only users who have the LVA role (SA.08) mapped can create Low Value POs.

3. What will happen if in creating the LVA the currency used is not USD and if manually
converted the PO exceeds $4,000.00?

UMOJA has USD currency as its primary currency. If the PO value exceeds $4,000.00 with
exchange rate against USD, the system will display an error and will not allow the user to order
the Low Value PO.

4. When creating an LVA, the system displays the following error messages. What does
these error messages mean and how to resolve these?

Error Message Explanation and How to Resolve

1. “Back End Error: Unit of Measure EA is When the business partner was created at the
not defined for language ES” backend, the language setting was set other
than ES (English). Currently, only if English
“Back End Error: No short Text Language were set, no errors would be
Maintained in language ES” encountered during the selection of the BP in a
PO or LVA. The user would need to contact the
MDM team to change the language setting from
other languages into ES (English).

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PART B - CHAPTER 4: CONTRACTS & RFX

1. I have created a contract directly from a shopping cart. I deleted the line from the
contract but I cannot find it from my “Sourcing Cockpit”. How can I find the deleted
lines?

If you are using the “Sourcing Cockpit” to directly

create a contract from a shopping cart, deleting
the contract or line items, will not return the NOTE
deleted lines to the “Sourcing Cockpit”. Since this This is a different behavior comparing to
purchase orders where if you reduce
is the case, the requisitioner has to create a new
quantity or delete line items these will
shopping cart for the deleted lines. return to the “Sourcing Cockpit”.

REMINDER

Creating a contract without running a

formal solicitation required proper
approval (most likely a 1-5.16 exemption
waiver as per Financial Rules and
Regulations). All approvals including
waivers should be attached in UMOJA
under Related Documents tab.

2. A requisitioner added text in the “Supplier Text” field, however it is not visisble on the
RFx print out, though we can see the text under “Tendering text at line item”. Can we
print the RFx with the full line description?

As designed, item detailed text only appears on ITBs. It does not appear on RFQ or RFP type
documents. An enhancement request was submitted to be available on the next release of the
RFx form.

3. How do I remove a contract line item from the Catalogue? It is not allowing me to set
“NO” to the option for “Distribute to Catalogue” on a line item of an existing contract.

Go to EDIT mode of the contract and then set the specific line item to “INACTIVE”. Performing
this update alone will remove the Contract Item from the Catalogue; it is not necessary to set
the “Distribute Contract to Catalogue” flag to “NO”.

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4. I wanted to update the text in the “Supplier Text” field or make changes to the
supplementary notes on the RFx but the field has become invisible and disabled. How
do I make this field available to me once again?

The user’s field view for these fields might have been disabled. To make the fields viewable
again do the following steps

a) Open the text box in question, right click on the blank canvass and choose “User’s
Settings” then “Invisible Elements”

b) Choose “Restore Grouping of UI Elements ‘Supplier Text’”.

c) The system shall display the input text box again.

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PART B - CHAPTER 5: INBOUND DELIVERY AND R&I

1. An error is received when doing a goods receipt stating that the ZP1 cannot be
received with incoterm DAP. How do we resolve this?

There is a validation between incoterm and the movement type. ZP1 (Virtual Goods Receipt)
cannot be used with DAP (Delivery at Place) incoterm. Depending on the situation, the PO
should be amended to reflect the correct incoterm, or the movement type should be updated to
reflect the correct receipt.

Ensure that the PO Incoterm is updated at both the Header AND the Line Item levels. The
Incoterm key and Location can be found on the “Payment” sub-tab of the PO in SRM, on both
the Header or Item Details.

2. Is there a way to select all items on a GR (Goods Receipts) document?

Yes, check one of the "Item OK" boxes and then click the button for "Copy Selection"

3. What is the document date compared to the posting date? How do these dates impact
Galileo?

The document date is the actual date that the document was created into the system. The
posting date is the date of actual receipt. The posting date corresponds to the IPSAS date in
Galileo for financial reporting.

4. When attempting to post a Goods Receipt, the following error is displayed. “Posting
only possible in periods YYYY/MM and YYYY/MM in company code 1000.” What does
this error message mean and how do we resolve this?

By design, only the current period and the previous

period are open for posting. R&I staff should
ensure that they are entering their receipts in a
timely manner to ensure that they can post within TIPS/HINTS
the correct period. If in the case that something
must be done outside of the open periods, we More guidance on receipts of goods or
would recommend that you use the current date services as it relates to budget periods
for the posting date, and set the document date to can be provided by your local Finance
the original date. contacts, who should be consulted.

5. How can new line items be added in GALILEO from a PO in UMOJA?

The interface between UMOJA and GALILEO has been built to ensure visibility of item
purchased. Therefore, you should NOT be adding line items that do not exist in a PO. For the

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case of a Legacy PO which were migrated from MERCURY to UMOJA, a work around is to
change the quantity of items received in UMOJA to match the exact lines you want in GALILEO.

Then in GALILEO, the following steps have to be undertaken:

a) If you need N lines, insert as quantity received N then click on the button
“SWITCH TO NEP”. The system will generate N line items in the Non-Expendable
tab. It will be creating N NEP.
b) In the NEP, tab click on the button “SWITCH TO EXP”. The system will now
generate N line items of expendable.
c) Continue to modify every single line item to match the goods purchased in
terms of quantity and price.

6. How can I save a PDF copy of a material document using a PDF converter Program (e.g.
Primo PDF)?

The converter PDF Program (e.g. Primo PDF) should be set as a default printer in the Device and
Printer settings of your desktop or laptop.

7. Does UMOJA sends out notification for Inbound Delivery documents that needs to be
processed? I need to process an R&I and I did not receive any notification from the
Inbound Coordinator.

No, notifications for Inbound Delivery documents are not to be expected by the user. There is
however, the "Inbound Delivery Monitor" sent out weekly to all users who will be able to see
any changes that occurred to the delivery from the previous week. Inbound Coordinators, R&I
and Procurement are part of this e-mail group.

8. When I execute the MIGO transaction to receive items why am I not able to select the
first line item?

The first line item is already selected by default and all the details related to the line are at the
bottom of the screen. In addition, the “ITEM OK” box is now at the bottom of the screen.

9. How do I find any Inbound Delivery for the list of POs that I need to receive?

There is a batch program that runs every 2 hours

which automatically generates all Inbound
Deliveries for PO line items. To find the Inbound
Delivery Number, go to ECC and execute T-CODE NOTE
The auto-generation process for Inbound
ME23N. Enter the PO Number then go to the
Deliveries runs every 2 hours and only for PO
ITEM DETAILS > CONFIRMATION tab to get the
line items where the delivery date is within 180
Inbound Delivery Number. You can also go to the days. If the delivery date is beyond the 180-day
PO HISTORY tab to verify if a good receipt was mark, no Inbound Delivery will be generated yet
already performed. In case no Inbound Delivery for the PO line item. If an early delivery is made
is found, contact the Inbound Coordinator who for these ordered items, a manual inbound
can execute T-CODE VL34. delivery can be processed.

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10. I have a PO with 5 line items and 3 of them have different delivery dates. Which
delivery date will be listed on the Inbound Delivery?

If Incoterm, Delivery Date, or Plant is all different in the line items, different Inbound deliveries
will be generated even if line items are on the same PO.

11. I have received some items and I want to update the Inbound Delivery. Do I need to
cancel the Material Document?

No, even after the receipt of goods, the Inbound Coordinator can update the Inbound Delivery
attaching any document except for cases where the Inbound Delivery is already closed for which
cases all deliveries would have been complete.

12. MovCon processes an inbound delivery with incoterm DAP for 5 Computers. During
inspection, R&I realizes that there is a computer missing. Instead of 5 they received 4
computers. Once the missing item is delivered, what action does MovCon have to take
on the inbound delivery?

MovCon does need to modify the original Inbound Delivery. The Good Receipt Date can remain
the same. R&I Unit should receive the missing item and the posting date for that item will be
generated during the MIGO transaction.

13. I was posting a Virtual Goods Receipt using T-CODE VL06i but I received an error
message “0 successful and 1 incorrect goods movements”. How can I display the
details of the error?

To display a detailed error message which can provide more explanation as to the nature of the
error, click the “DISPLAY ERROR LOG” button ( ) which is located next to the “POST GOODS
RECEIPT BUTTON”. This should help the user trouble shoot the particular posting issue. The
system shall display the specific error message in relation to the goods receipts transaction.

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PART B - CHAPTER 6: SERVICE ENTRY SHEETS

1. There are some services on the converted POs that were originally goods in MERCURY.
How do we handle this, if we need to keep track of inventory in GALILEO?

There are two options to handle this situation:

a) Perform a service entry sheet in UMOJA and then manually update inventory in
Galileo.
b) Contact the Buyer to edit the PO, delete the incorrect line item, approve the
deletion, and then add a new line item with the appropriate product ID.

Recommendation is to use OPTION B if the funding is for the current FY, as it will be available for
execution. If the funding is for a previous year (e.g. P13 funding), no changes can be made as the
budget period is closed for the previous year. In that case, the recommended approach is to
proceed with receipt as is, and then make the necessary adjustments in GALILEO directly.

2. During the creation of a Service Entry Sheet I get an error message at the bottom of
the page. "No overall limit of $ X,XXX.XX for unplanned services exists." What does
this error message mean and how do I resolve this situation?

There maybe multiple service entry sheets for the same line item value in process which would
cause the system to exceed the limit of $X,XXX.XX of the PO line item value. The other service
entry sheets would have to be deleted.

It is highly recommended to import the services from the PO using the “Service Selection”
functionality, which would automatically bring in the price and service Product ID to minimize
these types of error.

More details can be found on this functionality in this link to the job aid, which is open on iSeek:
UMOJA Job Aid: Service Receipt Process

3. I need to create a Service Entry Sheet (SES) but when I search for the PO, I got an error
message saying "No matching PO items selected". What does this error message
mean and how do I resolve this situation?

The error message means that there are no PO items where an SES can be created. To be able to
create a Service Entry Sheet (SES), the PO should have at least one line item of type service.
Moreover, for those service line items, the flags “Confirmation-Based Invoice Verification” and
“Goods Receipts/Confirmation of Performance of Service” checkboxes need to be marked as
checked.

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Revision History (Soft Copy only)

Date Version Prepared by Description
1 Umoja Procurement Initial Draft
20/03/2014 2 Umoja Procurement First Revision
20/05/2014 3 Umoja Procurement Second Revision

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