3.2 Create Sales Order

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Create Sales Order
Performer: Customer Service
Role: C.S. Representatives
Transaction : WINGSII - VA01


Create Sales Order: confirmation of Partner's requests[edit]

Once the preliminary confirmation is received from the Customer, proceed with the creation of the Sales Order with reference to the Quotation. Follow the menu path described below:

Logistics > Sales and Distribution > Sales > Sales Order > Create

Createsalesorder.png

Create Sales Order: Initial Screen[edit]

In the Initial Screen, insert this mandatory parameter:

Createsalesorder1.png

The system lets you choose from a selection of Sales Document Types; only ZHNO and ZHWO are allowed for UNHRD. Select the appropriate one according to the nature of the Customer request, i.e. ZHNO for external Customers, ZHWO for internal Customers.

Createsalesorder2.png

Click on ‘Create with Reference’ and insert the Quotation number on which the Sales Order should be based and click on ‘Copy’. If a Quotation is taken over by another Hub until the delivery completion, update the Sales Office and Sales Group accordingly:

Createsalesorder3.png

Enter the Quotation number and click on ‘Copy’:

Createsalesorder4.png

Create Sales Order: Overview[edit]

The Sales Order is populated automatically by inheriting all the header and line items information contained in the Quotation. For tracking purposes, insert the Inquiry number inside the ‘PO Number’ field:

Createsalesorder5.png


NOTE only for exceptional circumstances (e.g. time constraints) it is allowed to start the sales process from the Sales Order, by creating it without reference to Quotation and Inquiry. This exception has to be authorized by the hub manager.

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

Edit > Incompletion log

Createsalesorder5.png

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’:

IncompletionlogSO.png

The system will directly lead you to the fields that need to be completed in order to finalize the document. Generally the only field to be completed is the ‘Valuation Type’ against each line material line item entered. Based on the assigned WBS element, the proper ‘Valuation Type’ must be indicated to identify the type of material, as it can be extended to both WFP and Non-WFP Customers. Click on the Valuation Type drop down menu:

Salesordervaluationtype.png

If the WBS element is linked to WFP NFI stock, select ‘WFP NFI’ as ‘Valuation Type’ from the drop down menu:

Salesordervaluationtype1.png

Proceeding through the black arrow Blackarrow.png , the system will show the following message:

Availabilitycheck.png

Press ‘Enter’.

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

Documentcomplete.png

Change the means of transport[edit]

In case of requirement for shipment, and if Partner requests a different means of transport, it is possible to eventually change this information at this stage by clicking on Goto\Header\Shipping:

Means1.png

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

Means2.png

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

Means-of-transport3.png

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 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.

Record Partner's PO number, if any[edit]

In some cases Partners require to record their internal PO numbers related to a particular operation/SO. This information can be recorded in the SO, so that the PO number is derived in the Debit Note, together other notes from the SO, to facilitate future payments. This action is in line with WFP practice to request the suppliers to communicate PO numbers on their invoices.

NOTE: If partner does not communicate corresponding PO number, it is not required to do any investigation in this respect. Also, UNHRD is not authorized to sign partners’ POs.

To enter the Partner's tracking number, click on PARTNER PO GOTO.png, select PARTNER PO HEADER.png and PARTNER PO TEXT.png:

PARTNER PO.png

Click on PARTNER PO HEADER NOTE2.png and enter the required text:

PARTNER PO HEADER NOTE.png


NOTE: This action has to be performed before the PI is issued so that it will be derived from the SO directly.

Continue with SO editing.

Save the Sale order[edit]

If all mandatory fields have been filled in click on Save 1.2.2 15.png.

The system will generate the Sales Order number for your reference. To be noted that only once the SO is saved the system automatically inserts the MCR line. This will be added as last line of the SO and will be visible only once the SO is saved the first time. It is possible to revise the SO lines or ad further services after first saving: the system recalculates the MCR accordingly, even if these further lines are added after the MCR's line.


NOTE: Wrong material code adopted for any of the service lines can be changed after SO is saved, and at any giving time before Debit Note is issued, by accessing Change Sales Order (transaction VA02); from the SO Overview click on the Item Detail tab, select the line that required to be changed by clicking on the navigation arrows SOnavigationpane.png, or directly by selecting it from the list of service lines of the SO, and edit the Material field:

SOmaterialchange.png

Before to start changing the material code change take note of the PO00 value entered in the conditions and the WBS element (that in case of transport must always be S.0001.4.05.001 for Procurement TP Services). This action is required since the system resets such data when material codes are changed. This event is prompted by the system thru some warning messages (e.g. SOWarning1.png, SOWarning2.png and SOWarning3.png). Press Enter and continue editing the effected line by adding the transport cost by entering the PR00 value in the Conditions tab and the WBS element in the Account assignment tab. Click on Save 1.2.2 15.png to apply the change on material code in the SO. Above change can be also applied if a PI is already issued.


The progressive number assigned by the system is within the range of 0000000001- 0001999999 for the Internal Sales Order and 0002000001- 0002999999 for the External ones and it is assigned progressively regardless of Plant/Hub location specified.

Sosaved.png

Note Hint:In case of shared shipment (e.g. two or more Partners requesting separately for transport services for cargoes on shared flight) and where there might be the need of single consignee that receives the cargoes for all the Partners sharing a flight, a consolidated Packing List can be issued by listing all material line items (which are only logistics relevant) in the main Sales Order (e.g. the one with higher value or higher weight). In this way, a consolidated packing list can be created for the shared shipment instead of having one packing list vs each SO required. UCS representative has to create as many SOs as Partner’s requests received.

Sales Order in case of Loans and Borrowing or in case of Cash Repayment[edit]

In case loan of items is agreed between partners through UNHRD bargaining, the SO specifications are not affected: all information will be entered as a standard SO, without entering any information regarding either the loan or the lender. An all comprehensive explanation of Loans & Borrowing process can be found in the 3.3.1 Sales Order with Loans and Borrowing. Also in case of cash repayment, by meaning a sale between partners through UNHRD bargaining the SO specifications are not affected. An all comprehensive explanation of Cash Repayment process can be found in the 3.3.2 Sales Order with Cash Repayment document.

Sales Order in case of Direct Delivery[edit]

Just proceed as standard process by adding the material lines that will generate the Outbound Delivery and simply select ZDLS as Item Category, as highlighted in the red box below; in case the items that depart from supplier's location don't exist in WINGS, adopt the most similar item available in the system and change the item description as required:

OD Direct Delivery1.png

NOTE the WBS element to be adopted in the Direct Delivery sale at material level line has to be the one associated to the Partner that requests the procurement service.

Enter the value of items procured thru Direct Delivery process, by selecting ZNFI in the condition tab:

ZNFI.png

The values to be entered in the condition tab of the items dispatched under Direct delivery process should be the values adopted in the procurement lines (no margin included), as it should be based on supplier's quotation:

ZNFI1.png

If the Condition tab is not completed by inserting the Condition type, the system prompts with the below error message and prevent SO saving:

ZNFI2.png

NOTE: The condition types entered in the lines managed with ZDLS as Item Category do not have any impact on the overall total accounted on the PI as it is only reflected on the Final Packing Lists and on reporting on OUTBOUND deliveries:

ZNFI4.png

If required, the system allows to adopt both Item Category ZDLS (for Direct Delivery) and ZNTN (for standard items – External Partners) or ZWTN (for standard items – Internal Partners) on the same SO:

OD Direct Delivery2.png

The system generates 2 Outbound Deliveries to track the 2 single type of shipments (the one that departs from HRD depot and the one that departs from Suppliers’ locations).

Sales Order in case of trans-shipment[edit]

This sale is applied when it is require to manage cargo as TRANS-SHIPMENTS and tha are in-transit in HRD warehouses. The process identifies items that are procured on exceptional base, in case partners request to procure nonstandard items (e.g. local procurement). Such kind of items transit thru the warehouse for a short lapse of time with the purpose of being shipped to final destination directly. This process is mostly applied when items procured for partners are not recommended by the Cluster and are based on ad-hoc procurement activities. The process (very similar to the Direct Deliveries’) has no impact on WMS:

Inbounds are recorded thru GRs vs PONFs with account assignment P for both Internal or External Partners, while material codes are not strictly required. No POWM has to be issued in case of procurement for external partners. The WBS element for procurement of items in-transit is the Partner's, since it represents a standard procurement of NFIs for either Internal or external Partners.

Outbounds are recorded for statistical purposes only by following the instructions below.

Practically, items are received and inspected as usual, remain physically in the receiving area – no putway is required neither in the system nor physically -, and depart from there. For such reason items treated as in-transit are subject to self-insurance scheme. Thereof Sales that foreseen items in-transit have to include a dedicated line for insurance, but adopting UNHRD INSURANCE as material code and S.0001.5.89 as WBS element.

In case of trans-shipment just proceed as standard process by adding the material lines that will generate the Outbound Delivery and selecting ZDLI (for In Transit) as Item Category, as highlighted in the red box below; in case the items that depart from supplier's location don't exist in WINGS, adopt the most similar item available in the system and change the item description as required:

ZDLI.png

Enter the value of items procured thru procurement process or self-procured by partner, by selecting ZNFI in the condition tab:

ZNFI.png

The values to be entered in the condition tab of the items dispatched under procurement process should be the values adopted in the procurement lines (no margin included), as it should be based on supplier's quotation:

ZDLI1.png

If the Condition tab is not completed by inserting the Condition type, the system prompts with the below error message and prevent SO saving:

ZNFI2.png


NOTE: The condition types entered in the lines managed with ZNDLI as Item Category do not have any impact on the overall total amount accounted on the PI, as it is only reflected on the Final Packing Lists and on reporting on OUTBOUND deliveries:

ZNFI4.png

If required, the system allows to adopt both Item Category ZNFI (for In Transit) and ZNTN (for standard items – External Partners) or ZWTN (for standard items – Internal Partners) on the same SO:

OD Direct Delivery2.png

In that case the system includes in the Outbound Delivery all materials listed on the SO with the combination of above Item Categories.

Request of sales from more hubs[edit]

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 Sales Order 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 Sales Order, otherwise the system generates multiple Proforma Invoices and Debit Notes (one per plant adopted).

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