Eprocurement Rollout WorkshopPanamá, 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