2.7 Create Quotation

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Create Quotation
Performer: Customer Service
Role: C.S. Representative
Transaction : WingsII - VA21


Create Quotation: Initial Screen

Based on the Inquiry created, proceed with the creation of the Quotation document by reference to the Inquiry document. In the menu select the path described below:

Logistics > Sales and Distribution > Sales > Quotation > Create

Quotation.png


In the Initial Screen, select the preferred Quotation type:

Quotation1.png

The system displays a selection of Quotation Types; for UNHRD only ZNQT and ZWQT are allowed. Select the appropriate one according to the classification of the Partner request, i.e. ZNQT for external Partners (non WFP's), ZWQT for internal Partners (any WFP unit, Country Office, Regional Bureau, Liaison Office, etc.):

Quotation2.png

Click on ‘Create with Reference’:

Quotation3.png

Enter the Inquiry number against which the Quotation should be processed and click on ‘Copy’:

Quotation4.png


NOTE If an inquiry is taken over by another Hub until the delivery completion/provision of services, the Sales Office and Sales Group must be updated accordingly

Create Quotation: Overview

The Quotation is created automatically by adding all the header and line items information contained in the Inquiry. Insert the Inquiry number inside the ‘PO Number’ field:

Quotation5.png

To check if all mandatory fields have been filled, select the menu path below: Edit > Incompletion log

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All missing data to complete the Quotation will be displayed in the Incompletion Log list. Click on the ‘Select All’ icon Selectall.png and then on ‘Complete Data’:

Quotationincompl-log1.png

The system will directly lead you to the fields that need to be completed in order to finalize the document. Generally, the first field to be completed is the ‘Quotation Valid to’ date. Fill it with a valid and realistic date and click the ‘Edit next data’ button to reach the next mandatory field to be filled. Repeat this exercise until all mandatory fields are filled:

Quotationincompl-log2.png

Based on material availability checked in previous step and transport schedule, determine the expected delivery date to the Customer and insert the information in the ‘Req. deliv. date’ field. When creating the various line items in the Inquiry, the material code has been selected in accordance with the type of goods or services required. Another basic piece of information is now necessary: the WBS element information is required in accordance to the ownership of the stock that will be moved and the type of service that will be performed.

Select the correct WBS Element to be used and insert in the ‘WBS Element’ field:

Quotationincompl-log3.png

In case of Direct Delivery (see details on this type of sale under Chapter 3.22 Direct Delivery) the WBS element to be adopted is ‘S.0001.4.05.013’ for ‘UNHRD EXT DD’ in case of Sale to External Partners or ‘S.0001.4.05.013’ for ‘UNHRD INT DD’ in case of Sale to Internal Partners:


DD2.png

In case of Loans and Borrowing process (see details on this type of sale under Chapter Loans and Borrowing Process), replenishment lines have to contains the WBS element that refers to Borrower.

In line with UNHRD Self Insurance Scheme, UNHRD recovers the cost of insurance from the partners by applying the following rates: - 0.6% of the MAP value for the internal partners (WFP entities) - 0.35% of the MAP value for the external partners. WBS element S.0001.5.89 should be used while introducing self-insurance scheme rate.

Fill the field ‘Plant’ with the appropriate code for the Hub shipping out the NFI by selecting it from the scroll-down menu:

Quotationincompl-log4.png

The next field to be completed is the WBS Element related to the replenishment line item. If the material requested is a stock item, the WBS Element to be inserted here is the same indicated in the material line item (as in the first instance). This means that the replenishment will be done for the same stock owner:

Quotationincompl-log5.png

The following WBS Element is to be used in case of procurement of transport services.

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NOTE: In case of Direct Delivery process transport/shipping cost for DDP or similar Incoterms should be distributed evenly among the SO lines, otherwise the transport line from the SO remains not linked to any consequent Procurement document and remains recorded separately in the SO (not linked to other accounting related documents, i.e. PO, and thereof excluded by the Service Confirmation Form generated from the Dashboard). In case of Direct Delivery process that foresees procurement under ExWorks Incoterms, the transport line must be included separately in the SO in order to get it linked to a TPO accordingly.


Fill the field ‘Plant’ with the appropriate code for the Hub in which the NFI replenishment should be received by selecting it from the scroll down menu as described above.

Complete Quotation with NFI/Services Costs

Add the cost to each line item as per estimate received from Procurement or according to LTA / fixed price services by filling in the ‘CTyp’ field with ‘PR00’ selected from the drop down list:

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Insert the cost estimate by unit in USD as follows and press Enter:

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The system will automatically calculate the Safety Margin and the Statistic MCR portion based on the estimated cost inserted as highlighted below:

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As per Paragraph 1. of Clarification Memo on UNHRD Procedures for 'Billing, Ad Hoc Users and Related Issues' dated 03/11/2011, exceptional removal of safety margin can be only approved by the Network Coordinator.

NOTE In the quotation the statistics MCR value is included at line level, while the system adds the statistical MCR value as single line only at SO stage, when a single line is automatically added when saving the SO itself.

WBS element, Plant and Price must be indicated for each line item. Proceed by clicking the black arrow Blackarrow.png and complete all the mandatory fields. For the line items related to the provision of services (handling, cargo manipulation, etc.) the WBS element to be used should be selected in accordance to the table below. For example if the air ops handling is being performed by handling agents, WBS element S.0001.4.05.002 (ODOC) should be used, whereas handling by UNHRD Hub Staff should be assigned to WBS element S.0001.5.90 (DSC). For all Transport Services the WBS element called ‘Procurement TP Services’ must be used:

Procurement TP Services S.0001.4.05.001
Handling per air ops S.0001.4.05.002
Handling per sea/land ops S.0001.4.05.003
Cargoes manipulation S.0001.4.05.004
Technical Assistance in the field S.0001.4.05.005
Training Centre S.0001.4.05.006

For the cost related to UNHRD staff members (overtime, travel, etc.) use the related dedicated DSC WBS element below:

Handling per air ops - DSC S.0001.5.90
Handling per sea/land ops - DSC S.0001.5.91
Cargoes manipulation - DSC S.0001.5.92
Technical Assistance in the field - DSC S.0001.5.93
Training Centre - DSC S.0001.5.94

Once all mandatory fields have been filled, the system will confirm the completeness of the Quotation document with the following message:

Documentcomplete.png

Change the means of transport

In case of requirement for shipment, it might be required to change the means of transport recorded during creation of Inquiry. To change the means of transport click on Goto\Header\Shipping:

Means1.png

Select the required means of transport from the drop-down menu of the Shipping type field:

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Select the code for the means of transport that applies to the shipment:

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NOTE The list of codes to be adopted for UNHRD Outbound Deliveries should be limited to those in the table below where explanations of their adoption is provided

Shipping type codes available in WINGS Shipping type Descriptions available in WINGS Explanation
M1 Air Air commercial -small cargo- shipments
M2 Charter Air charter - full chartered aircraft- shipments
M3 Liner Sea shipments
M5 Truck Land shipments
M7 Others (surface) Multimodal shipments

Means of transport selected will be inherited by the following SO and OD; it can be also changed to any other code if required. Change on precedent document is not required.

NOTE In case the request for service does not include any transportation of materials, make a random selection of one of above option.

Request of sales from more hubs

If the request from Partners includes shipments of materials from more than one hub vs one sale process, it is possible to start an Inquiry by any of the hubs involved and continue with same up to the creation of the related Sales Order. Multiple Outbound Deliveries with different plants can be generated from sale Sales Order.

One of the involved hubs performs the rule of seller and manages the communication with the Partner directly.

If required by Partner, the Quotation can list combined lines for eventual replenishment of items to different hubs or for transport of items from the different hubs.

By doing that the PI and the following Debit Note results more simplified.

There is no technical constraint in the sale process in that case, as multiple PRs/TPOs can be linked to the same line of the Sales Order. Each hub can carry eventual replenishment/transport bidding process separately.

If Partner specifically requires it, the quotation and any following documents can list single lines per the replenishment/transport bidding process by braking them up to hub level.

In this latest case it is not possible to enter the plant of pertinence in the Quotation of following Sales Order, otherwise the system generates multiple Proforma Invoices and Debit Notes (one per plant adopted).

Conversely, the materials lines added at this or at a later stage must report the plant of pertinence as the system generates one Outbound Delivery per ea plant adopted.

See further information on how to manage this type of request on the next step 3.2 Create Sales Order

Save the Quotation

Click on Save 1.2.2 15.png . The system generates the Quotation number for reference. The assigned number is in the correct range (0020000000 – 0021999999):

Quotationincompl-log10.png

In case it is required to modify the Quotation (Partner asks further/change/remove services/materials) go to transaction VA22 or select the path described below:

Logistics > Sales and Distribution > Sales > Quotation > Change