Difference between revisions of "3.16 Create Internal Purchase Order vs. Pro Forma Invoice"

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::'''''INSTRUCTIONS TO CO/RB/LO FOR THE CREATION OF THE ZINT PO AGAINST UNHRD VENDOR'''''
 
::'''''INSTRUCTIONS TO CO/RB/LO FOR THE CREATION OF THE ZINT PO AGAINST UNHRD VENDOR'''''
  
:::''The Sales Order Number/PI must be indicated into the PO as mandatory reference.''
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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.
:::''PO will be created against UNHRD Vendor 60000000, as a “ZINT PO” type and having as Purchasing Organization “INTL”, committing the CO’s Funds.''
 
  
:::''When creating the Material line item in the PO, the Country Office will have to insert appropriate "Material Group' to derive the correct  accounting information (see the instructions from paragraph 30 to 37 of the attached guide named [http://unhrd.org/UCSS/images/8/8f/ZINT_workflow_1.pdf ‘ZINT_workflow_1 (4).pdf’])
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''Please let us know the related PO number and kindly send us the PI signed (below instructions for ease of reference)''
:::Depending on the destination usage of the material and type of Funds, the material Account Assignment Category (AAC) will be:''
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___________________________________________________________________________________________________________________________________
  
:::: '''''AAC=“P – Project”''' if against a Project (WBS element); and NFI value is lower than USD 5,000''
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''ZINT PO line items must mirror the Proforma Invoice received by UNHRD.''
:::: '''''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)''
 
:::: '''''AAC=“F - Order”''' if against an internal order (e.g. PSA, TF, etc.) and NFI value is lower than USD 5,000''
 
  
:::''One single line item will have to be entirely dedicated to the MCR value.''  
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''1) Vendor number: 60000000;''
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''2) PO type: ZINT PO;''
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''3) Purchasing Org: INTL''
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''4) Account Assignment:''
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''o P or F (in accordance with Budget set up);''
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''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;''
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''o Services: U002002;''
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''o MCR: U002001;''
  
:::''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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[[File:ZintPOinstructions.png]]
  
:::[[File:zintPOinstructions.png]]
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[[File:ZintPOinstructions1.png]]
  
:::''Also kindly add the SO number in the SO field on the ZINT PO:''
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[[File:ZintPOinstructions2.png]]
  
:::[[File:zintPOinstructions1.png]]
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[[File:ZintPOinstructions3.png]]
  
::''Attached some instructions on how to create a ZINT PO with ref to the [http://www.unhrd.org/UCSS/images/e/e3/Sales_Order_Refs_-_New_Fields_on_NF_PRs_and_ZINT.docx SALES ORDER fields].''
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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)''
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 +
[[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.''
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''If you need any further information please feel free to contact us.''
 +
 
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''When replying, please reply to all''

Latest revision as of 13:25, 16 October 2019

Create INTERNAL PO vs. Pro Forma Invoice
Performer: Internal Partner (CO/HQ)
Role: Staff at Internal Partner's side
Transaction : WINGSII - ME21N

If the requestor of services is an internal WFP Partner, the Country Office/Regional Bureau/Unit at HQ will have to create an Internal Purchase Order (ZINT PO) in accordance with the Pro Forma Invoice received from UNHRD and showing the same line items structure. In case of Internal Partner, when sending out the Proforma Invoice to be signed, it is required also to include a standard message giving the following information on how to create the PO:


INSTRUCTIONS TO CO/RB/LO FOR THE CREATION OF THE ZINT PO AGAINST UNHRD VENDOR

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