1. business and industrial

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Umoja Business Partner
Table of Contents
Business Partner Overview ........................................................................................................................... 2
BP Groups...................................................................................................................................................... 2
BP Roles......................................................................................................................................................... 3
Display Business Partner ............................................................................................................................... 4
Important Business Partner Fields ................................................................................................................ 6
Role: Business Partner (General) .............................................................................................................. 6
Role: UN Vendor or FI Vendor ................................................................................................................ 10
Role: UN Customer or FI Customer ......................................................................................................... 14
Role: UN Sponsor .................................................................................................................................... 18
Viewing BP Relationships ........................................................................................................................ 20
Requesting Creation or Update to Master Data ......................................................................................... 21
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Business Partner Overview
A Business Partner (BP) is an important Master Data. It defines the person, group or organization with
whom UN has a business interest. Within Umoja, BP will have a new model where one record is
maintained per one entity.
To achieve one Master Data record per entity, each BP is defined through two dimensions in Umoja:
Groups and Roles. Each BP belongs to one group, but can be assigned one or more different roles. The
roles ultimately determine how a BP can be used in Umoja.
BP Groups
The BP Groups are as follows:
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Each BP group has a different group ID, as well as number range.
BP Roles
The BP role data is module specific, such as UN Vendor data for the Purchasing and Supplier
Relationship Management (SRM)-related processes and UN Customer data for the Sales and Distribution
(SD) process. The roles ultimately determine how a BP is used in Umoja. Examples of common BP roles
are as follows:
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Role
Description
A vendor is a BP role to whom UN payments are made. This role is needed before a BP
can be used to procure goods and services, and send payments.
 UN Vendor and UN Low-value Vendor (Basic information for sending
payments and setup for purchasing transactions)
 UN FI Vendor (Basic information to send payments)
A customer is a BP role to whom invoices are issued and from whom payments are
received by UN. This role is needed before a BP can be used for the provision of goods
and services by UN through the Umoja Sales and Distribution (SD) module, and for
billing and creating Account Receivables in the system.
 UN Customer (Basic information for receiving payments and set up for sales,
delivery and/or billing transactions)
 UN FI Customer (Basic information to receive payments)
 UN Ship to Partner (Basic information for alternative ship-to entity associated
with UN Customer)
 UN Bill to Partner (Basic information for alternative bill-to entity associated
with UN Customer)
A sponsor or donor is a BP role that represents a government, institution or individual
providing funding to UN. This role is needed before a BP can be used to record, track
and report on grants-related transactions.
 UN Sponsor (Information of the sponsor and setup of grant type)
Display Business Partner
Use the T-code BP to access the Maintain Business Partner screen. The initial screen contains the
following information:
 If the BP number is known, it can be entered in the BP Number field. Press Enter to display the
BP
 If the BP number is unknown, the Find tab can be used to perform a search. Search options
include:
o BP number
o Search Term
o External Number
o Name
o Address
All BP’s matching the search criteria will be displayed in the table below. Double-click the BP
number to display the BP.
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Once a BP is opened, the following information is displayed:
 The Display in BP role drop-down shows all the BP roles that have been added to this BP record.
Click the appropriate role to view role-specific details
 Depending on the BP role, additional views will appear (e.g. General Data, Company Code,
Purchasing Data, etc.)
 BP relationships can be viewed through the Relationships button
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Important Business Partner Fields
Depending on the BP role you are viewing, additional tabs will appear. The important tabs and required
fields in each tab are summarized below.
Role: Business Partner (General)
The tabs for the Business Partner (General) role are: Address, Address Overview, Identification and
Payment Transactions.
Tab
Required Fields






Title
Name
Search Term 1/2: This field displays the search term that is used to conduct a
search for the BP. A search term is often a shortened or condensed version of a
BP. The search term can include an abbreviation, for example IMF for
International Monetary Fund or CHAQRA for Municipality of Chaqra
Street/House number: This field displays the address of the BP
Postal Code/City
Country
Address
Click on the Addit. Fields button to enter additional details on the BP:

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Select an appropriate language from the Language matchcode list as the default
language of communication with the BP in term of any system generated forms
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The address that is previously entered appears on this tab. If the BP has an additional
address, it can be found in the folders under the Address Usages section.
Address
Overview



ID Type: This field displays the Identification Type (based on the local legacy
system)
Identification number: This field displays the legacy system ID number
Responsible Institution: This field displays the local identification (e.g. local
instance of SUN)
Identification

BP Type: This field displays the BP type. The table of BP types is also provided
below.
Control
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
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Authorization Group: This field determines that the authorized users for each BP
Group are allowed maintenance and approval accesses
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Role: UN Vendor or FI Vendor
Review the information available in all the tabs, primarily the Address and Payment Transactions tabs. Most
of the information in these tabs will be pre-populated from the generic BP profile. The information below
applies to both UN Vendor and FI Vendor.
Click the Company Code button to view vendor-specific information in Umoja ECC. The tabs that display
vendor-specific information are: Vendor: Account Management, Vendor: Payment Transactions and
Vendor: Correspondence.
Tab
Required Fields



Reconciliation Account: This field displays the Reconcialition Account number
matching the BP Grouping Type
Sort key: This field indicates the layout rule for the Allocation field in the document
line item
Planning group: This field is used to determine the treasury cash flow
Vendor:
Account
Management
Vendor:
Payment
Transactions
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
Terms of Payment: This field displays the value Z001 or Z012. Z001 is Payable
immediately due net, used for member state and individuals. Z012 is within 30 Days
due net, used for other types of BP. This field can be overwritten during the PO
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
creation process.
Payment methods
The common payment methods are as follows:
Code
Description
Use
A
Bank Transfer (ACH-CCD)
B
Bank Transfer (ACH-CTX) Vpay.
C
Check (Payroll)
H
Cheque (Pick up at Window)
•
•
•
For organization only
Bank country key is US
Account is in USD
•
For tax payments - will be in
use after Cluster 3 go-live
•
Payroll cheques - to be used
after Extension go-live
•
No address required.
Cheque
For person only (staff and
ex-staff)
Bank country key is US
Account is in USD
No address required.
Cheque
•
P
Bank Transfer (ACH-PPD)
Q
Cheque (Mailing)
R
UNDP Service
S
SEPA
•
•
•
•
UNDP Service
•
Bank country key is
Eurozone
Account is in EUR
•
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U
UNDP Pay Agent
•
UNDP Pay Agent
W
Wire (SWIFT MT 103)
•
Wire payment
X
Wire using XML (instead of MT)
•
Y
Cash Payments via Cash Journal
Wire payments originating
from Citibank house-banks
Cash Payments via Cash
Journal
Z
Cash
1
MT-202 messages

•
•
Cash payment
•
Wire payments from / to
financial institutions
Acctg clerk: This field displays the code correspondence to the location where
payment by cash/cheque is expected
Vendor:
Correspondence
The information below applies to UN Vendor only. To view information related to purchasing, click the
Purchasing view. The Purchasing Organization is displayed.
Tab
Required Fields


Purchasing Data

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Order currency: This field displays the default Purchase Order (PO) currency
Terms of Payment: This field displays the value Z001 or Z012. Z001 is Payable
immediately due net, used for member state and individuals. Z012 is within 30 Days
due net, used for other types of BP. This field can be overwritten during the PO
creation process.
GR-Based Inv. Verif. : This ensures that a goods receipt transaction is performed
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


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against the PO. It is a default selection that can be removed from the document
side
AutoEvalGRSetmt Del.: This is the electronic receipt settlement process that
automatically creates an invoice when the goods receipt transaction takes place,
e.g. services received for an individual contractor. This is used for the delivery of
services
AutoEvalGRSetmt Ret: Electronic receipt process used for the return of services
(automatically reverse invoice)
SRV.-Based Inv. Ver.: This ensures that a service entry sheet (for service receipts) is
performed against the PO
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Role: UN Customer or FI Customer
Review the information available in all the tabs, primarily the Address and Payment Transactions tabs. Most
of the information in the UN Customer tabs will be pre-populated from the generic BP profile. The
information below applies to both UN Customer and FI Customer.
Click the Company Code button to view customer-specific information in Umoja ECC. The tabs that display
customer-specific information are: Customer: Account Management and Customer: Payment Transactions.
Tab
Required Fields



Reconciliation Account: This field displays the Reconcialition Account number
matching the BP Grouping Type
Sort key: This field indicates the layout rule for the Allocation field in the document
line item
Planning group: This field is used to determine the treasury cash flow
Customer:
Account
Management
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
Terms of Payment: This field displays the value Z001 or Z012. Z001 is Payable
immediately due net. Z012 is within 30 Days due net. This field can be overwritten
during the Sales Order creation process.
Customer:
Payment
Transactions
The information below applies to UN Customer only.
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To view Sales Area specific information, click the Sales and Distribution view. The tabs that display Sales
Area specific information are: Orders, Shipping and Billing.
Tab
Required Fields

Currency: This is the default currency for the customer. The information can be
overwritten during the Sales Order creation process.

Shipping Conditions: This field is always 01, the standard shipping condition

Terms of Payment: This field displays the value Z001 or Z012. Z001 is Payable
immediately due net. Z012 is within 30 Days due net. This field can be overwritten
during the Sales Order creation process.
Orders
Shipping
Billing
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
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AcctAssgGr: This field displays the account group code based on the customer type
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Role: UN Sponsor
Review the information available in all the tabs, primarily the Address and Payment Transactions tabs. Most
of the information in these tabs will be pre-populated from the generic BP profile.
We will look at the important fields in the Grant Basic Data tab.
Tab
Required Fields



Grant Type: This field displays the grant type: M1 for MIG grant, P1 for
Passthrough Grant, R1 for RM grant and S1 for Simple grant
Valid From Date: This field displays the day the grant is valid on
Currency: This field represents the currency associated with the BP
Grants Basic
Data
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Central Block and Terminate a BP
Tab
Required Fields
On the Status tab of the BP, the Central Block check box indicates that a BP should no
longer be used for any transactions in Umoja.
4
Status
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Also on the Status tab, a BP is terminated if it is no longer active or its relationship with
the UN has ended. This is indicated by the End Date and Last Customer Contact of the
BP. In addition, the BP is centrally blocked (as stated above) and the Archiving Flag above
the Central Block is checked.
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Viewing BP Relationships
Established relationships between two or more BP’s can be viewed through the BP (Relationship) screen
Click the Relationships button to view the BP relationships. The important fields on this screen are:
 Relationship Cat.: This describes the relationship. For example, Replaced By is used when a BP is
blocked because of duplicates (Changing BP grouping), when a low value BP becomes an UNGM BP
 Relationship to BP: This displays all the BP’s that the current BP has a relationship with
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Requesting Creation or Update to Master Data
Depending on your office, there is a list of Master Data objects that you can request creation of or updates to.
Follow the steps below to request an update to a Master Data object.
1. Identify the need to create or update a Master Data object
2. Complete and submit the request form. The forms can be found on iSeek. Please navigate to the Umoja
forms directory through the following path: iSeek > Umoja > Umoja Forms. Find the corresponding
form and download it
3. The form opens in Microsoft InfoPath format. Complete the required fields in yellow, and any optional
fields in white
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4. Forms should be submitted via email to [email protected]. A service request (SR) will be created in
iNeed. The Requestor will receive an automated confirmation that request has been received and will be
processed and a link to track progress. Once the form has been received, the reviewer will send an
acknowledgement email to the requestor
5. If there are any issues with the request, the Requestor will be contacted to provide updated information
6. The Requestor will receive a notification once the request is complete
If you require any assistance, please contact your local support help.
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