PO Workbenches Data Clean up

Information about PO Workbenches Data Clean up

Published on October 22, 2007

Author: Danielle

Source: authorstream.com

Content

Eprocurement Rollout Workshop Panamá, September 5-9, 2005 :  Eprocurement Rollout Workshop Panamá, September 5-9, 2005 Atlas Procurement: Data Clean Up Reconciliation Workbench - Closing Purchase Orders and Requisitions PO Data Clean Up:  PO Data Clean Up The objective of the PO data cleaning is to ensure that expenditure in the GL, KK and Projects is accurate, complete and recorded in the correct year. A purchase order must be fully processed in order to be correctly recorded in KK, Projects, and the GL. A fully processed purchase order is one that is approved, has a valid budget status, and is dispatched. A fully processed purchase order from a recurring PO voucher contract does not need to be dispatched and, therefore, is fully processed when it is approved and has a valid budget status. The data clean up exercise should not be consider as one time action or as a year end process. In this exercise, which is recommended to be conducted monthly, COs need to: PO Data Clean Up:  PO Data Clean Up Ensure all POs that need to be charged to current year are approved and budget checked. Use the query UN_PO_NOT_BUDGET_CHECKED. This will show all transactions that have not been budget checked or have budget errors. Ensure all budget errors are cleared. Use UN_PO_BUDGET_CHK_ERROR query to look up the transaction with budget check errors. Ensure there is no open encumbrance for completed transactions. To facilitate this task, user can leverage the REQ/PO Budgetary Activity report and the queries UN_PO_DISPATCHED_UNLIQUIDATED and UN_PO_LIQ_BY_PROJECT_ONLY. The REQ/PO Budgetary Activity report shows the encumbrance, vouchered, liquidated and remaining amount. Should there be a remaining amount which no longer requires payment, users must close the PO to reverse encumbrances. PO Data Clean Up:  PO Data Clean Up Identify purchase orders that are not approved and not dispatched. A list of pending purchase orders can be seen by using the query UN_PO_PEND_UNCHANGE_PO. Identify purchase orders that are approved and not dispatched. A list of approved purchase orders (excluding RPOVC related purchase orders) that have not been dispatched will be displayed by using the query UN_PO_APPR_PO_NO_DISPATCH. Identify purchase orders that are dispatched but do not have valid budget status. Purchase orders that do not have valid budget status include those that are not budget checked or have a budget exception. The query UN_PO_DISPATCH_NOT_BUDGETCHECK can be used to get a list of such purchase orders. PO Data Clean Up:  PO Data Clean Up Identify purchase orders with a change order that are not fully processed. This is probably due to missing steps like re-approval, budget check, and/or dispatch of the changed purchase order. For most purchase orders there is a previous entry in KK and Projects that needs to be updated with the current amount. Use the query UN_PO_CHANGE_PO_NOT_PROCESSED. Purchase orders from recurring PO voucher contracts that do not have valid budget status. Purchase orders that do not have valid budget status include those that are not budget checked or have a budget exception. A list of purchase orders from recurring PO voucher contracts that do not have valid budget status can be seen by using the query UN_PO_RPOV_NOT_BUDGET_CHECK. PO Data Clean Up:  PO Data Clean Up Purchase Orders with Invalid ChartFields. Some purchase orders may be missing one or more required ChartField values (e.g. department, fund, implementing agency, project, donor) or have a non-expenditure account specified on the distribution line. POs with invalid ChartFields can be located by using the query UN_PO_MISSING_INV_CHARTFIELD. Reconciliation Workbench:  Reconciliation Workbench Reconciliation Workbench can be used to Close or Complete Purchase Orders Dispatch Purchase Orders Perform other Purchase Order processing Primary use is to Close/Complete Purchase Orders Closure is the last step in the Procurement Life Cycle Closure is important because it: Returns remaining funds from the encumbrance to the budget Distinguishes those purchase orders that have remaining obligations from those that have been completely fulfilled Helps ensure proper calculations of open obligations to the GL (for obligation accounting) Reduces amount of work required for year-end data cleanup in Atlas Reconciliation Workbench:  Reconciliation Workbench Closure of purchase orders is not automatic and requires some user intervention through the workbench It is important for each country office or buyer to regularly review POs for closure through the Reconciliation Workbench Each office should determine their own close procedures but follow some basic guidelines. Review should be performed periodically and at least monthly Specific POs can be closed prior to periodic review by selecting specific PO ids in the workbench Review should consist of running the workbench as well as off-line review of which obligations remain open with the vendor. Once Purchase Orders are closed, they cannot be re-opened As an alternative, they can be copied onto new Purchase Orders Requisition Reconciliation Workbench:  Requisition Reconciliation Workbench A separate Reconciliation Workbench is used to close requisitions Requisition closure has not been as high of priority at UNDP because open requisitions do not impact encumbrance accounting or the budget For a requisition to be qualified for closure, it must meet the following criteria: The requisition has been fully sourced to a PO (within tolerances) The associated PO(s) have been closed No activity has been completed against the requisition within the last 30 days (last activity date is less than or equal to today’s date minus 30 days) Activity is considered any change to the requisition as well as any sourcing from the requisition In addition, requisitions that are completely cancelled are qualified for closure 30 days after the date of close

Related presentations


Other presentations created by Danielle

American Culture
07. 11. 2007
0 views

American Culture

Seminar Dec 05 06 EvansS
07. 05. 2008
0 views

Seminar Dec 05 06 EvansS

9071
02. 05. 2008
0 views

9071

cas loutraki
02. 05. 2008
0 views

cas loutraki

26904 1
30. 04. 2008
0 views

26904 1

01TaxationNaturalRes ources
28. 04. 2008
0 views

01TaxationNaturalRes ources

UC1006
22. 04. 2008
0 views

UC1006

corpsponsorprogram
18. 04. 2008
0 views

corpsponsorprogram

Diameter Credit Check Mironov
17. 04. 2008
0 views

Diameter Credit Check Mironov

Insurance Needs
16. 04. 2008
0 views

Insurance Needs

EventPlanning
05. 10. 2007
0 views

EventPlanning

MURI NOAAPAP
05. 10. 2007
0 views

MURI NOAAPAP

Chapter3 Overexploitation
10. 10. 2007
0 views

Chapter3 Overexploitation

NSFWkshp10 KoganGPS
12. 10. 2007
0 views

NSFWkshp10 KoganGPS

2006 PC chap1 5
12. 10. 2007
0 views

2006 PC chap1 5

CultureoftheCIS
15. 10. 2007
0 views

CultureoftheCIS

ICCOA IOMDP PP
15. 10. 2007
0 views

ICCOA IOMDP PP

2006BiochemA chap3
15. 10. 2007
0 views

2006BiochemA chap3

CS 595 Presentation
17. 10. 2007
0 views

CS 595 Presentation

landnav
19. 10. 2007
0 views

landnav

GlobalInsightSupplyC hain
22. 10. 2007
0 views

GlobalInsightSupplyC hain

ProfRaulBraes
22. 10. 2007
0 views

ProfRaulBraes

masjid
24. 10. 2007
0 views

masjid

walk21
17. 10. 2007
0 views

walk21

2006 Footwear Conf
25. 10. 2007
0 views

2006 Footwear Conf

protws2 4572
29. 10. 2007
0 views

protws2 4572

0611
30. 10. 2007
0 views

0611

ContactCanberra1
04. 10. 2007
0 views

ContactCanberra1

robert engle
08. 10. 2007
0 views

robert engle

Noel Final
12. 10. 2007
0 views

Noel Final

Traina
15. 10. 2007
0 views

Traina

The End of the Cold War
23. 12. 2007
0 views

The End of the Cold War

billah
23. 10. 2007
0 views

billah

CHAPTER 18 1
05. 01. 2008
0 views

CHAPTER 18 1

Constructed Wetlands
07. 01. 2008
0 views

Constructed Wetlands

US invlovemnet in ww2
13. 11. 2007
0 views

US invlovemnet in ww2

usits2001 talk 1
29. 10. 2007
0 views

usits2001 talk 1

Supercomputing
02. 10. 2007
0 views

Supercomputing

Cine y filosofia
24. 10. 2007
0 views

Cine y filosofia

open economy
04. 10. 2007
0 views

open economy

IHEP in EGEE ver4
27. 09. 2007
0 views

IHEP in EGEE ver4

PACS
15. 10. 2007
0 views

PACS

Project Gini
14. 02. 2008
0 views

Project Gini

1Unit 8
24. 02. 2008
0 views

1Unit 8

Slides Louis
24. 02. 2008
0 views

Slides Louis

Management Structure Syria
07. 01. 2008
0 views

Management Structure Syria

DHS COPLINK Data Mining 2003
07. 03. 2008
0 views

DHS COPLINK Data Mining 2003

0815 Branch 0730
12. 03. 2008
0 views

0815 Branch 0730

trudel and nelson
01. 10. 2007
0 views

trudel and nelson

national holocaust memorial day
18. 03. 2008
0 views

national holocaust memorial day

Chapter 14 Powerpoint
26. 11. 2007
0 views

Chapter 14 Powerpoint

viniciuscatao inclusao
02. 11. 2007
0 views

viniciuscatao inclusao

nile climatology
21. 10. 2007
0 views

nile climatology

Roman Spring 2006
31. 12. 2007
0 views

Roman Spring 2006

OPSPanama 1
22. 10. 2007
0 views

OPSPanama 1

FunNight
23. 11. 2007
0 views

FunNight

COrlandi ANCI
24. 10. 2007
0 views

COrlandi ANCI

VisitingUCSF
30. 10. 2007
0 views

VisitingUCSF

Portfolio INFANZIA
02. 11. 2007
0 views

Portfolio INFANZIA

Rejmanek Honza Poster 20061110
03. 10. 2007
0 views

Rejmanek Honza Poster 20061110

Session 2 Mr Hotta ENUM 07
09. 10. 2007
0 views

Session 2 Mr Hotta ENUM 07

embrapa1
23. 10. 2007
0 views

embrapa1

6 ApocaplyticLiterature
01. 10. 2007
0 views

6 ApocaplyticLiterature

dissolving
04. 01. 2008
0 views

dissolving

UUpresEng0706
15. 10. 2007
0 views

UUpresEng0706

ICOPS agarwal 2007 v6
04. 12. 2007
0 views

ICOPS agarwal 2007 v6

Druckman flu presentation
26. 03. 2008
0 views

Druckman flu presentation