Stock Transfer Processes Within UNHRD Partners

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The different situations are highlighted below, and the needed logistics transactions are specified; some of these are transitory situations due to stock upload and completion of processes begun in Wings II, others are instead standard situation that may occur at any time and that were not detailed addressed in the solution document.

  • Erroneous stock upload
  • Procurement of stock (from an external vendor) for a stock owner against a different WBS element
  • Procurement of stock by a WFP partner from White stock
  • Procurement of stock by a NON WFP owner from White stock
  • Transfer of stock from different stock owners within a sales process

In all of the above cases a stock transfer is “logically” required in order to position/reposition the stock against the proper stock owner. It should be remarked, however, that logistics SAP movement transfer postings cannot be used when the transfer involves a WFP partner and a NON WFP partner due to the incorrect financial postings that would derive from such postings.


Erroneous stock upload[edit]

This is the case when the material belonging to a given stock owner has been erroneously uploaded against another stock owner. Two different cases may happen that require different approaches:

i. Stock owners are both WFP or NON WFP partners[edit]

In this specific case the use of the transfer posting (movement type 415 Q) is allowed because there is no impact on the financial statement, being the financial entries the followings:

Stock owners are both WFP partners

  • Cr: 585000 NFI Stock account
  • Dr: 585000 NFI Stock account

Stock owners are both NON WFP partners

  • Cr: Z100011 NON WFP NFI Stock account
  • Dr: Z100011 NON WFP NFI Stock account

The material and the batch numbers in both sending and receiving sides of the document are the same.

ii. One stock owner is a WFP partner and the other is a NON WFP partner[edit]

Should this situation occur the transfer posting cannot be used for several reasons:

  • Miscellaneous postings against WFP and NON WFP GL accounts
  • Need to change the initial stock upload figures is not captured

Since stock upload was recorded against a wrong GL account, this situation should be corrected as a post migration adjustment by means of reversal of wrong stock upload (movement type 562 Q) and recording of a new stock upload (movement type 561 Q).

Accounting entries are reported below: Wrong Stock owner is a WFP partner Reversal of wrong document (mov. type 562) – valuation type=”NFI WFP”

  • Cr: 585000 NFI Stock account
  • Dr: 589500 NFI Init Stck Contra

Recording of new document (mov. type 561) – valuation type=”NFI NON WFP”

  • Cr: Z100001 NON WFP - Initial stock account
  • Dr: Z100011 NON WFP - NFI stock account

Wrong Stock owner is a NON WFP partner Reversal of wrong document (mov. type 562) – valuation type=”NFI NON WFP”

  • Cr: Z100011 NON WFP - NFI stock account
  • Dr: Z100001 NON WFP - Initial stock account

Recording of new document (mov. type 561) – valuation type=”NFI WFP”

  • Cr: 589500 NFI Init Stck Contra
  • Dr: 585000 NFI Stock account

Note: In this case FLAG must be informed as further adjustment entries to the financial statement might be required.

Procurement of stock (from an external vendor) for a stock owner against a different WBS element[edit]

Due to the different approaches used in Wings I and Wings II to manage the sales of services/material and managing the budget, cash advances provided by the UNHRD customers during Wings I were fully budgeted and the relevant fund reservations created. Since these advances can be used to procure any of the specific services provided by UNHRD (procurement of stock, services, transport, etc.) the budget has been migrated against Funded Program S.0001.4.05.001. Relevant WBS S.0001.4.05.001 refers to generic procurement services to third parties and is not intended to maintain the stock

Procurement of stock and services for a non WFP user using the above funding sources can be performed in two different ways:

i. Closing/Reducing the migrated fund reservation (against WBS S.0001.4.05.001) for the total amount/amount required to render the approved services and then reprogramming the budget against the needed funded programs and finally creating the new fund reservations.

ii. Procuring the stock/services against FP S.0001.4.05.001 using the migrated fund reservation and then transferring the stock to the proper WBS


In case approach ii is followed then the steps should be the following:

a. create the NFI PR/PO vs. WBS S.0001.4.05.001 with account assignment category “P”

b. when NFI are received at HRD post GR vs. PO

c. create a dummy PO as copy of the real PO and update the WBS in the PO to the real stock owner one (this is a change to the standard replenishment of stock vs. a NON WFP partner), Account Assignment Category = “Q”

d. record the GR vs. dummy PO


Procurement of stock by a WFP partner from White stock[edit]

In case a WFP stock owner procures stock from the White stock, outside a sales process, in order to maintain it in its stock the steps to be performed depend on whether the funding source is available at the stock owner WBS/Funded program or not. Funding available at stock owner WBS/Funded program

a. create the NFI PR/PO vs. WFP stock owner WBS with account assignment category “Q”

b. post goods movement 562 Q vs. White Stock WBS (this will reduce the white stock level)

c. post the GR vs. NFI PO (goods are received in WFP stock owner inventory)


Funding available at S.0001.4.05.001 WBS/Funded program

a. create the NFI PR/PO vs. S.0001.4.05.001 WBS with account assignment category “Q”

b. post goods movement 562 Q1 vs. White Stock WBS (this will reduce the white stock level)

c. post the GR vs. NFI PO (goods are received against S.0001.4.05.001 WBS element)

d. record a transfer posting (movement type 415 Q) from WBS S.0001.4.05.001 to WFP stock owner


Procurement of stock by a NON WFP partner from White stock[edit]

In case a NON WFP stock owner procures stock from the White stock, outside a sales process, in order to maintain it in its stock the steps to be performed depend on whether the funding source is available at the stock owner WBS/Funded program or not.

Funding available at NON WFP stock owner WBS/Funded program

a. create the NFI PR/PO vs. NON WFP stock owner WBS with account assignment category “P”

b. post goods movement 562 Q1 vs. White Stock WBS (this will reduce the white stock level)

c. post the GR vs. NFI PO

d. create a dummy PO as copy of the PO with account assignment category “Q”

e. record the GR vs. the dummy PO (goods are received in NON WFP stock owner inventory)


Funding available at S.0001.4.05.001 WBS/Funded program

a. create the NFI PR/PO vs. S.0001.4.05.001 WBS with account assignment category “P”

b. post goods movement 562 Q1 vs. White Stock WBS (this will reduce the white stock level)

c. post the GR vs. NFI PO

d. create a dummy PO as copy of the PO with account assignment category “Q” and WBS equal to the NON WFP partner

e. post the GR vs. Dummy PO (goods are received against NON WFP stock owner WBS element).