Receipt of Goods, Services and Works

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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.

Relevant Regulations and Rules

UNDP Financial Regulations and Rules

Policies

Main Policy

Receipt of Goods, Services and Works

DOCX (1.65 MB)

View Download

Procedures

Main Procedures

1

Steps

Raise PO to acquire the goods, services and works.

Responsible Party

Requester

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

Steps

Deliver goods, render services and perform the works

Responsible Party

Supplier

Template/Guideline

Explanatory Notes

Shipment of the goods according to the contract and INCOTERM 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

Steps

Delivery goods

Responsible Party

Shipment Carrier (If applicable)

Template/Guideline

Explanatory Notes

Physical delivery of the goods to the specified location.

4

Steps

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

Steps

Physically receive the goods, services and works

Responsible Party

Buyer

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

Steps

Review supporting documentation

Responsible Party

Buyer

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

Steps

Notify requester, project manager and finance

Responsible Party

Buyer

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

Steps

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.

INCOTERM 2020

International Commercial Terms

9

Steps

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

Steps

Forward the receipt and shipping information to the Buyer for reference if everything is in order

Responsible Party

Requester

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)

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