Upload Attachments in Umoja User Guide

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Upload Attachments in Umoja

User Guide

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Objective

As a strategy towards reducing its carbon footprint, the United Nations has a target to become paperless wherever feasible. Umoja supports this by facilitating the attachment of scanned documents into relevant transactions within the system, thus reducing the need for multiple copies and allowing access to the scanned documents by authorized parties from any UN location.

Scanned documents attached to Umoja Transactions will be considered to be original documents from a trusted source, provided these guidelines are followed:

 If received via email, the original document is considered to be the combination of the email message as well as the attached document. Both should be attached into the corresponding transaction in Umoja.

 If received via postal mail or hand delivery, the original document is considered to be the document itself.

 The scanned version of that document attached to the corresponding Umoja transaction will also be considered an original document from a trusted source. This document aims to provide basic guidelines on how to attach document in Umoja transactions. The solution adopted by Umoja is “Records Management” which is an integration solution that allows the creation of record associated to specific SAP transactions.

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Support

Important: If the issue is encountered in Production, please contact your Local Process Expert and/or your Local Service Desk immediately. They will escalate the incident and monitor it through its resolution.

Please provide the following information:

 SAP Transaction identification and document number associated to transaction

 Description of the issue you are facing; print screens are extremely useful to expedite resolution.

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Should you require assistance during testing, please contact your designated Umoja Testing Functional Coordinator.

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Umoja Business Scenarios with Active Attachment Functionality

In order to address specific business requirements, Umoja has been configured to allow the attachment of documents in the following sub-set of business scenarios:

 In SAP ECC

o Financial documents with workflow o Financial documents without workflow o Funds pre-Commitment

o Funds Commitment o Budget Document o Real Estate

o PO – does not use record management

 In SAP SRM

o Will allow for uploading of any relevant documents to Shopping Carts, Solicitations, Contracts and Purchase Orders

The attachment of documents in Umoja has been configured to address different requirements, depending on the nature of each type of document. For example: once a financial transaction is approved and posted, it should not be possible to change it further. Such restriction also applies to the Original Documents attached to the

transaction. On the other hand, Real Estate documents (architectural objects, portfolios, etc.) may change on a regular basis, and so, the system configuration allows for new documents after a Real Estate entry has been saved in the system.

In addition, SAP provides different approaches for scanning documents, depending on whether the user is working in ECC or in SRM.

The following sections explain the particularities of attachments in Umoja, by type of transaction.

3.1 Financial Documents with Workflow

Before a financial document is posted in the system the corresponding Original Document should be attached to the corresponding SAP transaction. It will be possible to attach documents during the whole cycle of each workflow-supported document, as long as such document has not been approved and posted in the system. This means that while the document is in status “park” or “save as complete” the user will be able to continue uploading attachments to that particular transaction.

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Important: The status of the attached Original Documents and the status of the corresponding transaction in SAP are not synchronized automatically, and thus users must be mindful of making attachments final by “closing” the scanned record. This means that transaction approvers must change the status of the attached document to “Closed” at the time the document posted.

The final approver is responsible for validating the transaction supporting documentation before posting any financial entry in Umoja. This also entails closing the corresponding document management record so that the attached original documents cannot suffer any additional changes.

In case that the approver determines that there is not sufficient information i.e. that attachments are missing or are incomplete, the workflow approver should reject the financial document and request that the creator include additional required attachments. Once the supporting Original Documents are validated and accepted by the final approver, the document management record attached to the transaction must closed and the financial document must be posted.

3.2 Financial Accounting Document without Workflow

Certain documents in the Finance modules will not be processed through workflow. In such cases, the attachments will be uploaded in the Financial Accounting Document only after the document is saved. The creator of the document will be responsible for also closing the scanned record or Original Document associated to the financial documents, so that they cannot be further modified.

The following table lists the Finance documents that can receive attachments in Umoja, together with the corresponding transaction and the types of Original Documents that should be attached:

Application

Attachment via

transaction SAP Descriptions

Alternative Transaction for attaching

documents Original Documents to be attached

Finance FV50 Park G/L Account Document FV53 / FB03 Calculation spreadsheet, memo & emails Finance FV60 Park Vendor Invoice FV63 / FB03 Vendor Invoice

Finance FV65 Park Vendor Credit Memo FV63 / FB03 Vendor Credit Note

Finance FV70 Park Customer Invoice FV73 / FB03 Calculation spreadsheet, memo & emails Finance FV75 Park Customer Credit Memo FV73 / FB03 Calculation spreadsheet, memo & emails

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The following table lists the Financial Management documents that can receive attachments in Umoja, together with the corresponding transaction and the types of Original Documents that should be attached:

Application

Attachment via

documents Original Documents to be attached

Financial

Management FMY3 Funds Pre-Commitment FMY2 Memo, Agreements, MOUs Financial

Management FMZ3 Funds Commitment FMZ2 Memo, Agreements, MOUs Financial

Management FMBB Budgeting Work bench FMEDD Memo, Final Approval Instructions Financial

Management FMX3 Funds Reservation FMX2 Memo, MOUs Financial

Management FMW3 Funds Block FMW2

3.1 Real Estate

In case of Real Estate, the scanned records associated to each transaction will not be closed. These types of documents are constantly uploaded and do not required approval.

Application

Attachment via

documents Documents to be attached

Real Estate REBDAO Process Architectural Object RE80

Portofolio Documents, Internal Documents

Real Estate REBDBE Process Business Entity RE80

Real Estate REBDPR Process Land RE80

Real Estate REBDBU Process Building RE80

Real Estate REBDRO Process Rental Object RE80

Real Estate RECN Process Contract RE80

Contracts, Internal Documents

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Record Models and Attachments

In order to help users organize and retrieve attachments in Umoja, a “Record Model” has been configured for each transaction that requires attachments. The Record Model also specifies the folder structure as well as the attached document attributes (information about the document) that are required to correctly classify each attachment, for easy identification and retrieval.

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When a transaction is entered in Umoja, if it has been configured to receive attachments, a record model will be automatically created and will be linked to that particular transaction.

The example below illustrates a record model for a financial document, with its corresponding folder structure and record attributes:

4.1 Standards to be followed

a. Supporting documents should be uploaded in PDF Format. As such, PDF versions of word, excel and other types of document should be uploaded.

Record Attributes

Financial Document

Record structure contains folders where documents are attached

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b. Although excel and word documents can be uploaded in SAP, these document are accessible and can be modified during the process before the record is closed. c. Users will not be entitled to delete any documents in the system. The system will

prevent users from performing this activity. In case of error while uploading incorrect documents, a new document will be uploaded only if document was “saved”. The documents will be attached in a specific node of the record model. d. The document will be saved with the proper attributes :

 Unique Id Document / Year

 Short Description Document / Year

 Fund Applicable to FI documents

 Business Area Applicable to FI documents

 Document Type Applicable to FI documents

 Business Partner Applicable for FI/RE documents

 Person Responsible Applicable for Real Estate(RE) documents

 Authorization Group Applicable for Real Estate(RE) documents e. In cases where document are linked to Workflow, final approvers are responsible

to lock records to prevent further modifications. This activity will ensure that other users are not allowed to attach or modify documents, after the approval process is completed.

f. Accuracy and consistency in folder and document names is crucial to be able to easily retrieve documents later.

g. The naming conventions are designed to be as intuitive as possible. Whether

created originally in electronic or paper form, these documents all need to be

named appropriately and filed in the correct electronic folders. In order to

facilitate the search of document in SAP, the following naming convention must be followed:

Naming convention for finance documents:

 Unique Id Year-Doc Number-Sequential Dcmt.No.

 Short Description Year-Doc Number-Sequential Dcmt.No.

Naming convention for Real Estate Contract Documents

 Unique Id Contract Number

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How to attach documents in Umoja: examples

The following steps describe how to attach Account Payable (AP), Account Receivable (AR) and GL documents

5.1 Step 1: Display document

Display the financial document generated by the system via transaction FB03 and activate “services for object” by clicking on the “service for object” icon

Note:

For Funds Earmarked Documents, Records Management can be accessed through the menu by selecting the Environment --> Object Links --> Records Management

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5.2 Step 2: Select record management

5.3 Step 3: Edit record

Change record to “edit mode”. Click on “change button and expand all sub nodes 2

Record in display mode

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5.4 Step 4: Attach document

Place the cursor on “Vendor Invoice & Credit Memo” and double click.

Option ‘2’: The same can be done by right clicking on “Vendor Invoice & Credit Memo” and select “Activities >Create option

Record Model associated to Financial Document

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5.5 Step 5: Upload document

 Attach the original document by clicking on “Application > From File “ .

 Select the document from desktop and click “open”. 4 6 5 3 5 6

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5.6 Step 6: Save the scanned document

 Assign attributes to the document:

o Finance Document: Short description, Unique Id, Business Partner, Business Area, Fund and Document Type. Once this is completed click enter.

o Real Estate Document: Short description, Unique Id, Business Partner, Authorization Group, Person Responsible

5.7 Step 7: Save the scanned record.

 Verify that document is attached before click on “save” .

 Click on yellow arrow “Exit” or F3 to go back to original transaction 6

1. [Unique Id]: Fiscal Year - Document Number – Sequential Doc Number 2. [Short Description] = Copy Unique Id to Short Description Attribute

3. If information is available enter BParter, BArea, Fund and Doc.Type ( Optional). Users will be able to search documents by any of these parameters as long they are entered at the time the document is attached.

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How to Close Records

The final approver is responsible for closing the scanned record. After the record is closed, users will not be able to attach or make any modification to any of the documents.

6.1 Step 1: Display scanned record from an SAP transaction (i.e Financial Document transaction FB03)

6.2 Step 2: Display record management

6.3 Step 3: Close record

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Searching documents with Document Finder

Records and documents can be searched in the system. The search is performed using the attributes assigned to the record or documents. It is important that users fill out attributes to facilitate the search. To call the document finder centrally use transaction OA_FIND.

7.1 Step 1: Select the document area

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7.2 Step 2: Search Document by attributes.

Scroll up and down and find attributes. Enter values and click on “Start Search”. After selection documents that meet search criteria will be listed. If users double click on the document will be displayed.

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Document Attachments in SRM system

In SAP Supplier Relationship Management (SAP SRM), you can manage attachments for:  All purchasing documents, at both item and header level.

PS: In the shopping cart, you can only manage attachments at item level.  In a work item during the approval process.

SAP SRM supports all formats that can be uploaded from a file directory.

Enter attributes for searching documents: Short

Description, Doc Type, Fund, BArea, BPartner,

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8.1 Attach Documents in Shopping Cart

8.1.1 Create the Shopping Cart and Click the Details to Navigate to the Notes and Attachment Tab

Click the Details button in the Shopping Cart and then Navigate to Tab “Notes and Attachments”

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8.1.2 Click the Add Attachment button and Browse for the document to be attached. Visible Indicator check box is used for restricting the document to Internal only

Click the Add Attachment button to open the Add Attachment popup window. Click Browse to select the attachment to be added

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8.1.3 Once the Document is attached, Order the Shopping Cart.

8.1.4 To Display the Attachment, Click the Hyperlink in the Description and Save

Fill the Description and flag the indicator if the document Internal attachment only

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8.2 Modify Attached Documents after it is attached in Purchasing Documents 8.2.1 Navigate to Header tab and then Notes and Attachment in the Purchase

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8.2.2 Once the attachment is added, it is visible as a line item and can be viewed by clicking the hyperlink in the Description

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8.2.3 To modify the existing attachment, Click Check-out.

Click the Versioning button and then click Check-out

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8.2.4 To upload the document in its current version, Click Check-in. To upload a new version of the document Click Check-in New Version

Click Check-in New Version for uploading a new version of the document

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8.2.5 If a new version of the document is uploaded, the Version number will change

8.2.6 To modify the Description of the Document, Click Edit Description

Click the Details button in the Shopping Cart and then Navigate to Tab “Notes and Attachments”

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8.3 Upload documents via Collaboration with cFolders

8.3.1 Click the Create button to create the collaboration link to cFolders

Click Create button to create the Collaboration link to cFolders and click the created hyperlink to launch cFolders

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8.3.2 Click the Collaboration link created to launch cFolders launchpad

Click the Folder to navigate the details of the Folder details and create further structure

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8.3.3 Create a new folder as per the requirement. Fill in the details such as Name and Description of the folder and Save

Click Create to create an object in cFolders and then select Folder to create a folder and fill the details and Save

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8.3.4 Upload a document (say Technical document for RFQ). Fill in the Name and Description of the document and select the radio button Upload Local File

Click the folder created above to upload a document inside the folder. Select the Object as Document as browse for the document

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8.3.5 Browse for the document and Save

Fill the details of the document uploaded and Save and Close the screen

Upload Attachments in Umoja User Guide

Upload Attachments in Umoja

User Guide

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