Create Space Rental Requisition Lease In Process. Overview The steps within the Lease In process are shown in the below schema:

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Umoja Foundation Training Umoja Job Aid - Requisitioning Training Material Interim Update 1/13

Aid

Overview

The steps within the Lease In process are shown in the below schema:

The process can be described with the following main sub-processes

• If no contract exists for a specific need of space, the Requisitioner (i.e. Facility Management, Engineering or General Service Unit) submits an Unfunded Request for Space

• The Request for Space is processed in Procurement through a Bid exercise: during this process the supplier (Landlord) is selected and the Procurement Contract is defined and approved

• Once the Procurement Contract is approved, the Real Estate Architectural and Usage Objects are prepared and approved (including the verification of the required Business Partners)

• The Lease In Contract is prepared and approved within the RE module reporting the information defined in the Procurement Contract

• Upon the reception of the physical invoice from the Landlord the Requisitioner will create a Shopping Cart against the Procurement Contract including the invoice amount.

• Upon the approval of the Shopping Cart a Purchase Order will be created automatically referring to the Procurement Contract

• The Lease Planner will update (for statistical purposes) the Lease In contract with the required conditions (to follow on the payment details processed through the Shopping Cart)

• To validate the rental services received the Requisitioner will create and process the related Service Entry Sheet

The purpose of this document is to describe the two steps related to the creation of the Shopping Cart:

• Create an Unfunded Shopping Cart with Request for Space

• Create a Shopping Cart against the Procurement Contract for the creation of the Purchase Order

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1. Create a Shopping Cart with a Request for Space (Unfunded Shopping Cart)

The process to create a Shopping Cart for Rental Space is the same as creating a Shopping Cart for any other good or service, with a few variations. Shopping Carts should be created according to guidance and detailed steps from the Umoja Requisitioning course. This How-To Guide should be read in conjunction with that course material and will outline the specific steps which vary from the regular creation and processing of Shopping Carts

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This step is required if it’s a new request for space is raised and a supplier needs to be identified. The Requisitioner will create an Unfunded Shipping Cart to trigger the Bid process in Procument.

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Create an Unfunded Shopping Cart for Rental of Space

The Unfunded Shopping Cart is created through the Create Document>Shopping Cart option in the SRM portal

Once the document is created to add the Request for Space item use the Internal Goods/Services option in the Add Items functionality

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Search for a Product ID that best captures the requirement for the request of space. If you are having trouble finding an appropriate Product ID:

• Click the Matchcode icon next to the Product ID or Product Description (i.e. Rental of Premise) field to search for the particular service

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Below an example of search results (remember the product type 02 represents the Service):

Once the line item has been added to the Shopping Cart, it is necessary to change the Shopping Cart in Unfunded. Select the inserted line and click on Details:

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Proceed in the Account Assignment and change the Account Assignment Category from “Cost Center” to “Unfunded”

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Note: complete the Shopping Cart in accordance with the instructions provided in the course material. (i.e. verify the Account Assignment of the Shopping Cart and insert the Notes and Attachments) After making all the required edits to the Shopping Cart, you should “Check” the Shopping Cart to ensure there are no errors. After the check is complete, Order the Shopping Cart. The Shopping Cart will be routed for approval

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2. Create a Shopping Cart to Create a Purchase Order

The Shopping Cart is created through the Create Document>Shopping Cart option in the SRM portal

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Search for a Product ID that best captures the requirement for the request of space. If you are having trouble finding an appropriate Product ID:

• Click the Matchcode icon next to the Product ID or Product Description (i.e. Rental of Premise) field to search for a particular Good or Service

Note regarding the Shopping Cart for Services: in case the Requisitioner needs to create a Shopping Cart for one year of Rental of Space, it’s necessary to create a Shopping Cart allowing the partial receipt by month (i.e. partial service delivery)

A way to create this Shopping Cart to allow partial receipt by month would be:

• To add quantity 12 units (months) of Rental of Space. This way, the user receiving services will be able to receive 1 “unit of service” each month

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or

• To add as quantity the total yearly value of the rental and Unit Price equal to 1

Once the line item has been added to the Shopping Cart, select the inserted line and click on Details:

Proceed to the Account Assignment tab:

Within the Account Assignment tab the Real Estate fields (from the Usage Objects portfolio) will be available:

Business Entry Building

Property (Land/Infrastructure/Property) Rental Object

Insert the required combination of Usage Objects to be linked to the Shopping Cart. These fields are provided of matchcode icons to facilitate the search

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The system will provide the possibility to search Usage Objects using different RE fields:

Note: proceed in the Source of Supply/Service Agents tab to check if sources of supplier already exist. In case a Procurement Contract already exists for the inserted Product ID, this will be shown in this tab

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Note: complete the Shopping Cart in accordance with the instructions provided in the course material. (i.e. verify the Account Assignment of the Shopping Cart and insert the Notes and Attachments) After making all the required edits to the Shopping Cart, you should Check the Shopping Cart to ensure there are no errors. After the check is complete, Order the Shopping Cart. The Shopping Cart will be routed for approval

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3. Create a Shopping Cart to Create a Purchase Order (Alternate Process)

The Shopping Cart is created through the Create Document>Shopping Cart option in the SRM portal

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Select from the drop-down list the “Contract Catalog” item that allows the user to select an already created and approved contract (in this case the user will be able to select the existing contracts related to the Rental of Premise)

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Search for the required keyword in order to find the related existing contracts:

Select the contract and click on the “Add to Cart” action: the selected item will be added to the shopping basket

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Select the line and click on Transfer All action to transfer the item to the Shopping Cart:

The line is transferred to the Shopping Cart:

Note: complete the Shopping Cart in accordance with the instructions provided in the course material. (i.e. verify the Account Assignment of the Shopping Cart and insert the Notes and Attachments) After making all the required edits to the Shopping Cart, you should Check the Shopping Cart to ensure there are no errors. After the check is complete, Order the Shopping Cart. The Shopping Cart will be routed for approval