10.2 NFI Order

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Create Purchase Orders for Non FOod Items
Performer: Procurement & Logistics
Role: Logistics & Procurement Assistants, Logistics Officers,

Hub Manager, Network Coordinator

Transaction : WingsII – ME21N, ME22N, ME29N


Delegation of Authority of UNHRD Network[edit]

UNHRD provides its Partners with some additional services defined Specific Services, upon request and on the basis of full cost recovery, i.e. the cost of the service plus a Management Recovery Cost (MRC) fee. Specific Services are considered major repairs, extraordinary maintenance of equipment, offloading of un-palletized cargo, procurement of non-food items (NFI) and services, transport of NFIs, technical missions to the field, insurance, stock disposal and any other service requiring financial commitment by WFP. Procurement service is offered by the UNHRD to all Partners in line with the delegation of authority established in general by WFP for procurement of food & related packaging, transport & associated services and other goods & services. The latest Delegation of Authority (DoA) for procurement and contracting in Supply Chain has been published under Circular n. OED 2018/006. This version amends the previous Circular n. EDD2011/008.

NOTE: In case of request for WINGS non standard access related to procurement activities, the above new Circular n. OED 2018/006 should be stated in the Comment box of the WINGS ACCESS REQUEST FORM.

Create Purchase Orders for Non Food Items (PONF type) - Internal Sales[edit]

Create Purchase Orders for Non Food Items (PONF type) - External Sales[edit]

Create Micro Purchase Order for Non Food Items (POMP type)[edit]

In line with procurement manual, the creation of a Micro Purchase Order (POMP) to replenish or procure Non Food Items as per UNHRD Special logistics Sale can be applied.

NOTE: as the POMP does not require the creation of a PR, the POMP creator has to enter the SO number and line item in the appropriate fields of the WFP DATA tab:

Prc 40.png

Create Purchase Orders Warehouse Management (POWM type) - External Sales[edit]

Purchase Orders for Warehouse Management (POWM) are created for the following scenarios:


PROCUREMENT FOR EXTERNAL PARTNERS: in case replenishment or procurement process is carried by UNHRD on behalf of its External Partners, it is recommendable that the POWM required to receive the items in stock is created when the Purchase Order for NFI (PONF) is released; the POWM has to mirror all the specifications recorded in the PONF of reference, especially the PO creation date, the unit value and its currency. This 'duplication' of POs is required because the PONF is issued to consume the funds allocated under External Partner's WBS element, while the POWM is required to receive their items in stock under WM. Conversely, in case the procurement activities is performed for Internal Partners only the PONF is required as its GR has the dual effect of consuming the funds and receiving the items in WM.

Creation of POWMs when PONFs are created or when delivery pre-alerts are received, is required to monitor the inbound activities at hub level as detailed in 11.4 Inbound flow monitor of the Chapter 11 Operational Management Tools.

To create a POWM to receive items procured directly by External Partner, follow the menu path below or go to transaction code ME21N:

Logistics > Materials Management > Purchasing > Purchase order > Create > ME21N – Vendor/Supplying Plant Known

PO create.png

Select POWM as Order Type

POWM.png

Click on Switch Document Overview On icon:

POWM-PONF.png

Click on Purchase Order:

POWM-PONF1.png

Enter the PONF number in the Purchasing Document field and click on WMSB 6.png:

POWM-PONF2.png


The system displays the PONF's lines, which can be picked and dropped one by one in the Shopping Cart icon to be copied in the POWM:

POWM-PONF3.png

Check the POWM and follow the instructions below to complete if and release it.


PROCUREMENT PERFORMED BY EXTERNAL PARTNERS: in case the replenishment or procurement process is carried directly by External Partners, the POWM has to be created on the base of the shipping documents received as delivery pre-alert or by following instructions from Partners ot its supplier, if it is previously well recognized by UNHRD and trustworthy.

NOTE: Never create POWMs to receive items under WFP accounts.

To create a POWM follow the menu path below or go to transaction code ME21N:

Logistics > Materials Management > Purchasing > Purchase order > Create > ME21N – Vendor/Supplying Plant Known

PO create.png

Select POWM as Order Type

POWM.png

Type in the vendor number in the Vendor field or copy it from the PONF of reference; in case the Partner performs its own procurement process search for the vendor number:

POWM1.png

In the Doc. Date field in the header enter the same creation date of PONF:

POWM2.png

In case a date in the past is entered, the system warns with the message below:

POWM3.png

NOTE: Systems permits to enter even dates in the past; this step is very important in case the currency adopted in POWM and its PONF of reference is any other currency than USD; by entering in the POWM the same date of its PONF, when GRs are posted against both, the system applies same conversion rate so that value of GR posting for the PONF will be alike POWM, because calculated with the same criteria.

Continue the data entry of Org. Data tab of the PO header, by typing ‘HRD’ in the Purch. Org. field; in the Purch. Group field enter the appropriate data by selecting it from the options below (depending on the HRD warehouse that will receive the items):

POWM4.png

In the Company Code field enter WFP. The Org. Data tab contents becomes as follows:

POWM5.png

Select the required currency in the “currency” field of the Delivery/Invoice tab (same of what was used in the PONF of reference, or to the shipping docs received) and tick the Exch. Rate box:

POWM6.png

The system inserts automatically in the Exchange Rate box the official UN exchange rate by referring it to the creation date adopted earlier.

In the header Text tab enter the PONF number of reference, if any, or the Partner’s PO number, or any other reference that can simplify tracking of Inbound delivery (e.g. a text that might explain that the incoming deals with receipt of items subject to a loan -thereof enter the agreement number, or if items have to be received under WHITE STOCK balances, of supplier's lots/batch numbers, etc.).

POWM7.png

Start the data entry of the POWM line items Enter Q (Project + Stock) in the Account assignment category column:

POWM8.png

Enter the material number, the PO quantity, the alternative unit of measure in the OUn column (i.e. EA or any other, as required), the delivery date referred to the PONF’s if any, otherwise.


NOTE: In case of items with a large quantity packed in boxes, in the column PER enter the total quantity of items to be received:

POWM9.png

Enter the value in the Net Price field and leave ‘1’ in the Per field:

POWM10.png

In case the column PER has been populated, in the Net Price field enter the total value of all the items received:

POWM11.png

Select the receiving plant in the Plant field (e.g. ITHD for Brindisi) and click on 1.5 1.png:

POWM12.png

Select the “Valuation Type” drop menu and the following screenshot will pop up:

POWM13.png

The “X” indicates the valuation types to which the material has been extended. Select the appropriate valuation type and click on 1.5 1.png. The system requests to enter the WBS element:

POWM14.png

Select the drop down menu from the WBS Element Line Type ‘S. 0001*’ in the WBS Element field to allow the system the extended search on UNHRD Special Account:

POWM15.png

The system prompts with the list below:

POWM16.png

Select the appropriate WBS element in the account assignment tab which corresponds to the owner of the stock and click on 1.5 1.png:

POWM17.png

System asks if the delivery date can be met as a simple warning:

POWM18.png

Also system prompts with the warning msg below:

POWM19.png

Click on 1.5 1.png to let the system populating all the fields in the Accounting Assignment tab. Double check that the information circled below have been inserted n the accounting tab:

POWM20.png

Check that the system enters the Rough GR option in the Confirmation tab; otherwise select it from the Conf. Control drop down menu:

POWM21.png

Enter the SO number and line item in the appropriate fields of the WFP DATA tab:

Prc 40.png

 NOTE: The system eventually warns on the fact that the line of the SO is already used or deleted, but allows POWM saving.

Click on 1.5 1.png until no more warning message is prompted by the system.

Click on 1.2.2 15.png

The POWM requires to be released at 2 levels: POWM creator releases it at 0 level, and Logistics Officers release it at O level. To release the POWM follow the path below or go to transaction ME29N:

Logistics > Materials Management > Purchasing > Purchase order > Release/ME29N – Individual Release

PO release.png

Click on the Release icon for ‘Forward for Approval’:

POWM22.png

Release icon will turn as circled below:

POWM23.png

Save the POWM and ask to the Logistics Officer in your hub to release it at next level.

NOTE: If required (e.g. in case of absence) the POWM can be released by any other Logistics Officers in other hubs.

WHITE STOCK MANAGEMENT: POWMs have to be created to receive items under the WHITE STOCK balances. See details in Paragraph Purchase Orders Warehouse Management for Non Food Items (POWM type) - WHITE STOCK MANAGEMENT. Follow above instructions on how to created POWM to receive items under WHITE STOCK balances.

Create Purchase Orders Warehouse Management (POWM type) - WHITE STOCK[edit]

As per [Standard Operating Procedures], WHITE STOCKS are Suppliers stocks stored within the network premises pursuant to a Long Term Agreement (LTA) with WFP. These LTAs establish product specifications, price, expected delivery timeframe within the UNHRDs and related availability. These stocks are not „owned‟ by any one agency and are not guaranteed to be permanently in-stock at each HRD; they are still owned by the supplier and they are not marked with any logo/emblems, hence they are identified as UNHRD White Stocks. WFP may offer these stocks to its Users under the same terms and conditions and pending their availability in the UNHRD network.

Based on the above concept, if suppliers deliver their items to UNHRD warehouses, a POWM has to be created accordingly and following the instructions provided in Paragraph 3 Create Purchase Orders Warehouse Management (POWM type) - External Sales. Values to be adopted when creating POWM for WHITE STOCK, should be retrieved in the attachment of the PONF of reference -in case supplier is optimizing the shipment by combining items for Partner's stock and for WHITE STOCK balance or, if not available, they have to be provided by UNHRD Procurement. When creating POWM to receive items under WHITE STOCK balances, adopt one of the WBS elements listed under the section dedicated to it 'Procurement WHITE STOCK':

POWM24.png

In case UNHRD Procurement issues PONF for items available under WHITE STOCK balances, a clear note is inserted at line item level:

POWM26.png

In case UNHRD Procurement issues PONF for a large quantity of items, over the WHITE STOCK balances available at hub level, clear instructions are entered in the PO itself to be clearly visible to the suppliers (printed on the PO under the 'Special Instructions'section) and at Hub level (by displaying the PO thru transactions ME23N):

POWM25.png

When such PONFs are created, Logistics has to create the POWM for the portion of the inbound delivery that regards the receipt of items for the WHITE STOCK balances, following Procurement instructions.

If the PONF is issued on behalf of External Partners, the POWM can contain both the items to be received in WM for the External Partners and for the WHITE STOCK balances:

POWM27.png

The above solution reduces the numbers of POWMs required to be created and released in such cases.