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Accounts Payable

Accounts Payable 1. An Accounts Payable invoice records a UNDP liability due to a supplier arising from the provision of goods or services to UNDP. 1. There are 3 types of invoices: 1. Standard invoice (includes PO and Non-PO invoices ) 1. Prepayment Invoice (Refer to Prepayment POPP ) 1. Credit Memo (used to record deposits) 1. An invoice is raised upon the receipt of goods and/or services and …

Content Type: Document Document Type: Policy Effective Date: 25-09-2018 Planned Review Date: 04-05-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Accounts Payable

Quantum Financial Closure Instructions

Quantum Financial Closure Instructions 1. Quantum Financial Closure Instructions refers to the process of completing the input of all accounting entries to the UNDP general ledger. This includes the recording of all business transactions for the period as well as any corrections and adjustments pertaining to prior periods. Since the general ledger forms the basis of the financial statements as …

Content Type: Document Document Type: Policy Effective Date: 29-11-2016 Planned Review Date: 17-01-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Quantum Financial Closure Instructions

Hospitality Expense

Hospitality Expense 1. This policy provides guidance on reimbursement of official hospitality costs incurred by UNDP at all locations a) vouchered hospitality expenses, b) UNDP’s special hospitality events, and c) representational allowance. 2. Official UNDP hospitality is intended to facilitate external networking activities undertaken by UNDP officials to serve the interest of UNDP and the …

Content Type: Document Document Type: Policy Effective Date: 31-12-2011 Planned Review Date: 01-06-2019 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Hospitality Expense

Receipt of Goods, Services and Works

Receipt of Goods, Services and Works 1. This policy overrides the previous policies relating to 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. 2. To ensure compliance with IPSAS, it is critical that goods, services, and works are receipted and recorded as …

Content Type: Document Document Type: Policy Effective Date: 16-03-2023 Planned Review Date: 16-03-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Receipt of Goods, Services and Works

Supplier Management

Supplier Management This policy replaces the previous policy titled “Creating and Approving Vendors”. In Quantum, Supplier Management is performed in the Supplier Portal. All payees are referred to as “suppliers”. For any supplier for whom a payment is to be raised or to whom a payment will be made, a supplier record has to be properly set up in Quantum. Supplier registration can be performed …

Content Type: Document Document Type: Policy Effective Date: 19-04-2023 Planned Review Date: 18-04-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Supplier Management

Regular Maintenance Accounts Payable

Regular Maintenance Accounts Payable 1. An Accounts Payable invoice must be fully processed in order to be correctly recorded in Projects and the General Ledger (GL). An invoice needs to be fund reserved in order for it to record in budget control. 2. For non-purchase order invoices (non-PO invoices) , a fully processed invoice is one that is approved, has a validated status (i.e. has …

Content Type: Document Document Type: Policy Effective Date: 01-01-2012 Planned Review Date: 10-01-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Regular Maintenance Accounts Payable

Write-Off Requests, Excluding Property, Plant & Equipment and Intangible Assets

Write-Off Requests, Excluding Property, Plant & Equipment and Intangible Assets Objective 1. This document provides Country Offices, Regional Bureaus, Central Units and HQ Units (“Offices”) the policy and relevant procedures, including the required due diligence for submitting a write-off request for approval in line with UNDP’s Financial Rules and Regulation. 2. This policy and accompanying …

Content Type: Document Document Type: Policy Effective Date: 01-01-2022 Planned Review Date: 01-01-2024 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Write-Off Requests, Excluding Property, Plant and Equipment and Intangible Assets

Raising E-requisitions

Raising E-requisitions 1. E-requisition is used to request procurement of goods or services, defining the specifications and covering other details such as what is needed, when it is needed, and where it is needed. From the e-requisition, a buyer will source the necessary goods or services, evaluate the offers of relevant suppliers, and conclude the process by placing a Purchase Order with a …

Content Type: Document Document Type: Policy Effective Date: 25-09-2018 Planned Review Date: 25-09-2024 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Raising E-requisitions

Disbursing Funds (Making Payments)

Disbursing Funds (Making Payments) 1. A disbursement is the release of cash to a Supplier in Quantum. All disbursements in Quantum are made from AP invoices and prepayment invoices that are approved and budget-checked. The disbursement is effected in two ways: · Payment Process Request (PPR): this is an automated batch process that creates a predefined set of payments. These can be either system …

Content Type: Document Document Type: Policy Effective Date: 18-03-2015 Planned Review Date: 09-01-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Disbursing Funds (Making Payments)

Prepayments

Prepayments 1. A prepayment is used when a supplier requires partial or full payment for goods or services prior to the delivery/provision of the goods or services. When paid, prepayments reflect as amounts due to UNDP and are recorded in the asset account 16065 (Prepaid Voucher Modality). As the goods or services are provided, the prepaid asset balance must be reduced, and an expense must …

Content Type: Document Document Type: Policy Effective Date: 31-12-2011 Planned Review Date: 09-01-2026 Policy Area: Financial Resources Management Policy Chapter: Expense Management Policy: Prepayments

Policy Areas

Programme and Project Management

Crisis Response

Financial Resources Management

Human Resources Management

Procurement

Partnerships

Administrative Services

Accountability

Information and Communications Technology

Security