Difference between revisions of "3.15 Send authorized Pro Forma Invoice to Customer"

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''Please find below some guidance on the creation of the ZINT PO against UNHRD Vendor:''
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''ZINT PO line items must mirror the Proforma Invoice received by UNHRD.''
  
''1)       The Sales Order Number/PI must be indicated into the PO as mandatory reference.''
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''1) Vendor number: 60000000;''
''2)       PO will be created against UNHRD Vendor 60000000, as a ' ZINT PO' type and having as Purchasing Organization 'INTL', committing the CO's Funds.''
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''2) PO type: ZINT PO;''
''3)       When creating the Material line item in the PO, the Country Office will have to insert the most appropriate 'Material Group' to derive the correct  accounting information (see the instructions from paragraph 30 to 37 of the attached guide named ‘ZINT_workflow_1 (4).pdf’).''
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''3) Purchasing Org: INTL''
''4)       Depending on the destination usage of the material and type of Funds, the material Account Assignment Category (AAC) will be:''
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''4) Account Assignment:''
''a.  AAC= 'P' -  Project if against a Project (WBS element); and NFI value is lower than USD 5,000''
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''o P or F (in accordance with Budget set up);''
''b.  AAC= 'A' - Asset if the material will become an Asset for the CO. (its value is greater than USD 5,000). In this case, the PO line item Unit Price will include both the material and the transport cost (as this will be capitalized as per IPSAS rules and regulations). In addition, in case of quantity higher than 1, note that the PO will have to contain one line item for any individual fixed asset (in case of procurement of 3 generators whose unit cost, including transport to CO, is higher than the capitalization threshold, the PO has to contain three lines with quantity 1)''
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''o A: for Asset''
''c.  AAC= 'F' – Order if against an internal order (e.g. PSA, TF, etc.) and NFI value is lower than USD 5,000''
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''5) Material Group''
''5)    One single line item will have to be entirely dedicated to the MCR value.''  
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''o NFI: select the appropriate corporate code assigned to the specific item;''
''6)    Transport service (if not related to an asset) and MCR line item must be linked to UNHRD Int. Serv. Material group:''
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''o Services: U002002;''
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''o MCR: U002001;''
  
 
[[File:ZintPOinstructions.png]]
 
[[File:ZintPOinstructions.png]]
  
''7)     Add also kindly add the SO number in the SO field on the ZINT PO.''
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[[File:ZintPOinstructions1.png]]
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[[File:ZintPOinstructions2.png]]
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[[File:ZintPOinstructions3.png]]
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[[File:ZintPOinstructions4.png]]
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[[File:ZintPOinstructions5.png]]
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''In case of Asset purchase, items should be capitalized and calculated as follows''
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''o Unit price plus all services (except MCR)''
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''o One line item to be created for each asset''
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''Insert in the WFP data field the SO number and item reference for each line of the ZINT PO (SO can be displayed trough transaction VA03)''
  
[[File:ZintPOinstructions1.png]]
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[[File:ZintPOinstructions5.png]]
  
 
''Attached you find some instructions on '''[http://www.unhrd.org/docs/ZINT_workflow_1.pdf how to create a ZINT PO]''' and '''[http://www.unhrd.org/docs/Sales_Order_References_-_New_Fields_on_NF_PRs_and_ZINT.pdf how to fill in SO Reference fields]''' highlighted in yellow above.''
 
''Attached you find some instructions on '''[http://www.unhrd.org/docs/ZINT_workflow_1.pdf how to create a ZINT PO]''' and '''[http://www.unhrd.org/docs/Sales_Order_References_-_New_Fields_on_NF_PRs_and_ZINT.pdf how to fill in SO Reference fields]''' highlighted in yellow above.''

Revision as of 12:25, 4 June 2018

Pro Forma Invoice to Customer
Performer: Customer Service
Role: C.S. Representatives
Transaction : Corporate e-mail

The PI has to be sent to the UNHRD Partner with reference to the Inquiry number via UNHRD Customer Service e-mail account. All involved parts should be copied in the message (e.g. the hub manager, Logistics Officer, and all staff that are part of the Customer Service team at hub level).

NOTEUNHRD.Customerservice mail account must not be copied in the mail to the Partner, to avoid duplication of messages in the Customer Service Inbox.

In case of Sales to Internal Partner, the below standard text has to be included in the message:

If PI is in line with your requirement please sign and return the PI along with a ZPO created as per below instructions and with complete consignee details .

Please let us know the related PO number and kindly send us the PI signed (below instructions for ease of reference) ___________________________________________________________________________________________________________________________________

ZINT PO line items must mirror the Proforma Invoice received by UNHRD.

1) Vendor number: 60000000; 2) PO type: ZINT PO; 3) Purchasing Org: INTL 4) Account Assignment: o P or F (in accordance with Budget set up); o A: for Asset 5) Material Group o NFI: select the appropriate corporate code assigned to the specific item; o Services: U002002; o MCR: U002001;

ZintPOinstructions.png

ZintPOinstructions1.png

File:ZintPOinstructions2.png

File:ZintPOinstructions3.png

File:ZintPOinstructions4.png

File:ZintPOinstructions5.png

In case of Asset purchase, items should be capitalized and calculated as follows o Unit price plus all services (except MCR) o One line item to be created for each asset

Insert in the WFP data field the SO number and item reference for each line of the ZINT PO (SO can be displayed trough transaction VA03)

File:ZintPOinstructions5.png

Attached you find some instructions on how to create a ZINT PO and how to fill in SO Reference fields highlighted in yellow above.

If you need any further information please feel free to contact us.

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