Receipt of Goods, Services and Works

Skip to main content

Programme and Operations
Policies and Procedures

Policy Areas
What's new
Index
Glossary

Search

Login

Policy Areas
What's new
Index
Glossary

English

Locations

Policy Areas

Programme and Project Management
Crisis Response
- Standard Operating Procedure for Crisis Response and Recovery
  - Standard Operating Procedure for Crisis Response and Recovery
- Financial Resources for Response
  - Allocation of TRAC 3 Resources for Crisis Engagements
Financial Resources Management
Human Resources Management
Procurement
Partnerships
Administrative Services
Accountability
Information and Communications Technology
Security

Select Language

Programme and Project Management
Crisis Response
Financial Resources Management
Human Resources Management
Procurement
Partnerships
Administrative Services
Accountability
Information and Communications Technology
Security

Programme and Project Management

Programming Standards
Design
Implement
Close
- Close and Transition

Crisis Response

Standard Operating Procedure for Crisis Response and Recovery
- Standard Operating Procedure for Crisis Response and Recovery
Financial Resources for Response
- Allocation of TRAC 3 Resources for Crisis Engagements

Financial Resources Management

Inventory Management
- Inventory Management
Cash Banking and Investment
Financial Closure of Development Projects and Trust Funds
Financial Management and Implementation Modalities
Financial Operations Management
- Corporate Operations and Information Management
- Statutory Financial Reporting
Pipeline and Revenue Management
Expense Management
Resource Planning and Cost Recovery
Working with External Auditors
- Working with External Auditors

Human Resources Management

Duties, Obligations and Privileges
- Standards of Conduct
  - UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
- Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
  - Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
Classification of Posts
- Job Evaluation
Salaries and Related Allowances
Appointment and Promotion
Annual and Special Leave
Social Security
Travel and Removal Expenses
- Entitlement Travel
- Relocation Shipment
  - Relocation Shipment
Separation from Services
- Entitlements upon Separation
- Types of Separation
Disciplinary Measures and Appeals
- UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
Non-Staff
Workforce Management
- Organizational Unit Restructuring
  - Organizational Unit Restructuring
- Performance Management
  - Performance Management and Development
  - Probation upon Appointment

Procurement

Procurement Overview
Procurement Strategy and Planning
- Procurement Forecasting and Delivery
- Transactional Procurement Strategies and Procurement Planning
Requisition
- Requisition and Procurement of Goods, Civil Works and Services
Sourcing of Suppliers
- Sourcing and Market Research
- Vendor Sanctions
Procurement Methods
- Procurement Methods
Innovation, CSO engagement
Solicitation Process
Evaluation of Offers and Pre-award Negotiations
- Evaluation of Offers
- Pre-Award Negotiations
Procurement Review Committees
- Procurement Oversight and Procurement Review Committees
Award and Management of Contract
Construction Works
- Construction Works
Individual Contract
- Individual Contract
Long Term Agreements (LTAs) and Cooperation with UN Entities
- Long Term Agreements (LTAs) and Cooperation with UN Entities

Partnerships

Managing Partnerships
- Managing Partnerships
Private Sector
- Policy on Due Diligence and Partnerships with the Private Sector
- Private Sector Partnerships
Foundations
- Foundations

Administrative Services

Asset Management - Property, Plant and Equipment
Asset Management (Intangible Assets)
- Intangible Assets
Vehicle Management
- Vehicle Management
Lease Management (Premises and Equipment)
Management of Local Presences
- Establishing UNDP-supported presence outside a country office
- Closing a Local Presence
Duty Travel
Corporate Purchasing Card
- Corporate Purchasing Card

Accountability

Accountability System Policy
- Accountability System Policy
Information Disclosure
- Information Disclosure
Internal Control Framework (ICF)
- Internal Control Framework
- Anti-Fraud Policy
Risk Management
- Enterprise Risk Management
- Anti-Money Laundering and Countering the Financing of Terrorism Policy
Business Continuity Management
- Business Continuity Management
Delegation of Authorities
- Delegation of Authorities
- Participation and Role of UNDP Delegates at Major International Conferences and Events
Ethics
Evaluation
- Evaluation Policy
Managing Prescriptive Content
- Managing Prescriptive Content

Information and Communications Technology

ICT Security
ICT Oversight
- Change Control and Release Management Standards
Enterprise Solutions
Global Services
- UNDP ICT Standards

Security

Framework of Accountability for Security
- Framework of Accountability for Security
Security Policy
- Security Policy
Commercial Air Travel Safety
- Commercial Air Travel Safety Guidelines

Home
Financial Resources Management
Expense Management
Receipt of Goods, Services and Works

Main navigation

Inventory Management
- Inventory Management
Cash Banking and Investment
Financial Closure of Development Projects and Trust Funds
Financial Management and Implementation Modalities
Financial Operations Management
- Corporate Operations and Information Management
- Statutory Financial Reporting
Pipeline and Revenue Management
Expense Management
Resource Planning and Cost Recovery
Working with External Auditors
- Working with External Auditors

Focal Point

Adenike Akoh, Adam Phillion

Effective Date

16/03/2023

Planned Review Date

16/03/2026

Version

1.0

Latest updates

March 16, 2023 - This policy overrides the previous policies on receipt of services, receipt of goods and application of Incoterms, receipt of goods DAP and application of Incoterms, receipt of goods FOB and application of Incoterms and receipt of works. This policy and its procedures are aligned with UNDP’s transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system. p tag used here for line break

Relevant Regulations and Rules

UNDP Financial Regulations and Rules

Policies

Main Policy

Receipt of Goods, Services and Works

DOCX (1.64 MB)

Download

Procedures

Main Procedures

1	Step Raise PO to acquire the goods, services and works.	Responsible Party	Template/Guideline	Explanatory Notes For non-PO invoice, offices are not required to enter a receipt date in Quantum, however, the offices are required to make sure the payment are processed in the correct accounting period.
2	Step Deliver goods, render services and perform the works.	Responsible Party Supplier	Template/Guideline	Explanatory Notes Shipment of the goods according to the contract and INCOTERMS 2020. Render the services and perform the works according to the contract. Ensure all the relevant supporting documents are provided to the buyer. Liaise with the Buyer on contract management issues (if delivery is not according to the procurement contract).
3	Step Delivery of goods.	Responsible Party Shipment Carrier (If applicable)	Template/Guideline	Explanatory Notes Physical delivery of the goods to the specified location.
4	Step Certify the receipt of the shipment and inspect goods.	Responsible Party Shipment Carrier (If applicable)	Template/Guideline	Explanatory Notes Certify the receipt of the shipment. Proceed with the delivery to UNDP and forward the supporting documentation such as delivery note, bill of landing, shipping bills, insurance papers to UNDP.
5	Step Physically receive the goods, services and works.	Responsible Party	Template/Guideline	Explanatory Notes Buyers exercise their procurement role on behalf of Project Managers and other clients. To achieve segregation of duties, the Buyer must not perform the receipts of goods, services or works in the Quantum.
6	Step Review supporting documentation.	Responsible Party	Template/Guideline	Explanatory Notes Review supporting documentation such as GRN, shipping documents, custom clearance, insurance etc. Follow up with both the Supplier and Shipment Carrier if necessary.
7	Step Notify requester, project manager and finance.	Responsible Party	Template/Guideline	Explanatory Notes Notify the requester/project manager about the shipment, so that the requester knows when to expect the physical receipt of the goods. Forward the invoice and payment information to finance unit for payment to the Supplier.
8	Step Enter a receipt in Quantum to record event when goods and services are received by UNDP in accordance with the terms and condition set out in the contract or PO.	Responsible Party Project Manager	Template/Guideline	Explanatory Notes Managers may delegate this function to other project staff. Where the volumes are significant, this delegation should be in writing and should be copied to the Operations Manager, so that the Finance unit is aware of the delegation. The office has two options for receipting in Quantum: The Project Managers (or his/her designate) documents receipt on the Goods Received Note (GRN), and forwards the GRN to the Finance unit to record, in Quantum, receipt of goods, services or works. Project Manager (or designate) directly record receipt of goods, services and works in Quantum after verifying. It is important that the receipts be entered promptly in Quantum when the goods and services are actually received. It is mandatory to enter receipts in Quantum within 48 hours of actual receipt of goods and services, so that the expense and asset recognition is done correctly in accordance with UNDP accounting policy. When UNDP procures "services", receipts must be entered in Quantum on the date when services are a properly rendered according to the contract and accepted. For services such as individual contracts (IC), it is important to enter receipts when actual deliverables are achieved against milestones, if any, defined in the contract, e.g. submission of reports, assessments, certain number of hours etc. If the contract runs for a longer period of time, but several deliverables or payments are agreed upon, then receipts occur at each deliverable. For instance, for a six-month IC with monthly payments for which a PO has been raised, a portion equivalent to the monthly payment needs to be received each month before the payment of the IC. Prompt receipt of goods in Quantum also determines when to capitalize an item (for capital assets) and also facilitates evaluation of supplier performances. Careful attention to Incoterms under which goods are being procured is required, as this will also dictate the date when the receipts are to be entered in Quantum. For example, if the goods are being procured under FOB-shipping point basis, then the risk of losses during the shipping is transferred to UNDP as soon as the supplier hands over the goods to the shipper. Thus, the "receipt date" on which the goods are deemed to be received by UNDP will be the date when goods were handed over to the shipper. A receipt must be entered in Quantum immediately even though the actual goods have not arrived at the destination. However, a physical verification of such goods on actual arrival must be carried out, recorded and supporting documents uploaded to the Quantum procurement receipt application. Construction works (collectively, "Works") need to be received/recorded at the stage when milestones, according to the contract, are completed and accepted by the UNDP as part of the regular project monitoring activities. Refer to the policy in regard to the receipt date for different Incoterm. INCOTERMS 2020 International Commercial Terms
9	Step Create partial receipts in Quantum.	Responsible Party Project Manager	Template/Guideline	Explanatory Notes Partial receipts can be created in Quantum when the goods and services are being delivered progressively rather than all at once.
10	Step Forward the receipt and shipping information to the Buyer for reference if everything is in order.	Responsible Party	Template/Guideline	Explanatory Notes If the inspection shows any reason for complaint, the contract management sub-process is activated (liaison with Buyer, Supplier, shipment carrier and insurance company, as required).

United Nations
Development Programme

Twitter
LinkedIn
Facebook
Instagram
Youtube

About the Portal
Contact Us
Terms of Use