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

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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).
 
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).
  
'''NOTE'''UNHRD.Customerservice mail account must not be copied in the mail to the Partner, to avoid duplication of messages in the Customer Service Inbox.
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 +
'''NOTE''' UNHRD.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:
 
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 .
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              ''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''
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              ''4) Account Assignment:''
 +
              ''o P or F (in accordance with Budget set up);''
 +
              ''o A: for Asset''
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              ''5) Material Group''
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              ''o NFI: select the appropriate corporate code assigned to the specific item;''
 +
              ''o Services: U002002;''
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              ''o MCR: U002001;''
 +
             
 +
              [[File:ZintPOinstructions.png]]
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              [[File:ZintPOinstructions1.png]]
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              [[File:ZintPOinstructions2.png]]
 +
             
 +
              [[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''
 +
              ''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]]
 +
             
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              ''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.''
 +
              ''If you need any further information please feel free to contact us.''
 +
              ''When replying, please reply to all''
 +
 
  
''Please let us know the related PO number and kindly send us the PI signed (below instructions for ease of reference)''
 
___________________________________________________________________________________________________________________________________
 
  
''Please find below some guidance on the creation of the ZINT PO against UNHRD Vendor:''
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'''NOTE''' Due to the nature of UNHRD process in responding to emergencies, in order to meet the urgent requests from the UNHRD Partners, it might be required to deviate from [https://staff.unhrd.org/document/6-unhrd-sops UNHRD Standard Operating Procedures].
 +
These cases might due to:
  
''1)        The Sales Order Number/PI must be indicated into the PO as mandatory reference.''
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• request to physically deliver the partner’s cargo without formal acceptance of the PI but have e-mail or verbal assurance that they will do it;
''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.''
 
''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’).''
 
''4)      Depending on the destination usage of the material and type of Funds, the material Account Assignment Category (AAC) will be:''
 
''a.  AAC= 'P' -  Project if against a Project (WBS element); and NFI value is lower than USD 5,000''
 
''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)''
 
''c.  AAC= 'F' – Order if against an internal order (e.g. PSA, TF, etc.) and NFI value is lower than USD 5,000''
 
''5)    One single line item will have to be entirely dedicated to the MCR value.''
 
''6)    Transport service (if not related to an asset) and MCR line item must be linked to UNHRD Int. Serv. Material group:''
 
  
[[File:ZintPOinstructions.png]]
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• request to physically start dispatching cargo for WFP without receipt of ZPO or the approval Memo from the relevant authority;
  
''7)    Add also kindly add the SO number in the SO field on the ZINT PO.''
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• request to deploy Field Team staff without PI/ZPO
  
[[File:ZintPOinstructions1.png]]
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In order to manage and track above scenarios, such cases occurring, the following has to be done:
  
''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 field] highlighted in yellow above.''
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- Hub Manager or his/her Officer in Charge to approach Network Coordinator or his/her Deputy by e-mail for approval, prior to commencing the operations/dispatches or to deploy the Field Team staff by copying Network Coordination Cell Operational team (NCC Ops) at [mailto:UNHRD.NCC.Ops.Team@wfp.org UNHRD.NCC.Ops.Team@wfp.org]
 +
- If approved, the operation commences and the hub keeps the NCC Ops in copy.
  
''If you need any further information please feel free to contact us.''
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- NCC Ops to follow up with the respective hubs until the request is closed.
  
''When replying, please reply to all''
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- NCC Ops to tracking and provide report to the Network Coordinator and Hub Managers on quarterly basis on above cases

Latest revision as of 14:05, 16 October 2019

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).


NOTE UNHRD.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.
              When replying, please reply to all


NOTE Due to the nature of UNHRD process in responding to emergencies, in order to meet the urgent requests from the UNHRD Partners, it might be required to deviate from UNHRD Standard Operating Procedures. These cases might due to:

• request to physically deliver the partner’s cargo without formal acceptance of the PI but have e-mail or verbal assurance that they will do it;

• request to physically start dispatching cargo for WFP without receipt of ZPO or the approval Memo from the relevant authority;

• request to deploy Field Team staff without PI/ZPO

In order to manage and track above scenarios, such cases occurring, the following has to be done:

- Hub Manager or his/her Officer in Charge to approach Network Coordinator or his/her Deputy by e-mail for approval, prior to commencing the operations/dispatches or to deploy the Field Team staff by copying Network Coordination Cell Operational team (NCC Ops) at UNHRD.NCC.Ops.Team@wfp.org - If approved, the operation commences and the hub keeps the NCC Ops in copy.

- NCC Ops to follow up with the respective hubs until the request is closed.

- NCC Ops to tracking and provide report to the Network Coordinator and Hub Managers on quarterly basis on above cases