3.3.3 Sales Order with in-kind transport service

This Chapter explains how to managed a Sales Order with in-kind transport service as per the definitions provided in Chapter 1.1.8 In-kind transport service.

How to manage operations with in-kind transport service

Below are listed the cases identified for the in-kind transport services:

Sponsor	Cargo composition by beneficiary	Comments
In-kind transport procured by UNHRD to Partner	Sponsor's stock Stock(s) from other Partner(s) departing from UNHRD Warehouses Stock(s) not stored in UNHRD warehouses (Third Party stock)	Sponsor might or might not load its own cargo for in-kind shipments procured by UNHRD
In-Kind transport provided by Partner	Sponsor's stock Stock(s) from other Partner(s) departing from UNHRD Warehouses Stock(s) not stored in UNHRD warehouses (Third Party stock)	Sponsor might or might not load its own cargo for in-kind shipments not procured by UNHRD
In-Kind transport provided by external entity	Stock(s) from Partner(s) departing from UNHRD Warehouses Stock(s) not stored in UNHRD warehouses (Third Party stock)	Sponsor is not a UNHRD Partner

All above cases, or combinations of same, are reflected in WINGS by applying proper marking of Sponsors and Beneficiaries and proper item category to to track in-kind transport of cargoes shipped through standard processes of in case cargoes are despatched from Third Party warehouses (i.e., cargoes stored at Suppliers or Owner's premises and onboarded directly on the means of transport provided as in-kind service).

NOTE In case there are no UNHRD specific services to be charged to either Sponsors or Beneficiaries, the creation of "dummy" Sales Order is required. This means that for monitoring and statistics purposes, it is require to create Sales Orders applying the in-kind transport management detailed in the following paragraph, when no charges are applied to Sponsors and Beneficiaries in order to list the operations assisted somehow by UNHRD. These Sales Order will list only material codes related to cargoes for Sponsors and Beneficiaries, or will be empty in case no cargo/no services are required by Sponsors.

Marking Sponsors and Beneficiaries in Sales Orders with In-kind transport

It is required to mark the Sales Orders involved in the in-kind transport by identify the entity that offers the in-kind transport, the so-called "SPONSOR" and the entity(ies) that benefiting from the In-Kind transport, the so- called "BENEFICIARY".

To identify the parts involved in an in-kind transport, it has been identified the field "Special Processing Indicator (SpecProcId)" available in the Sales Order header: the code to identify the the SPONSOR is TIK (transport In-Kind) while SIK (service In-Kind) is the code that identifies the BENEFICIARY.

To enter the codes TIK or SIK, edit the Sales Order and click on GO TO > HEADER > SHIPPING:

In the "Special Processing Indicator (SpecProcId)" field select TIK or SIK, to mark the SO issued for the Sponsor or for the Beneficiary, respectively:

Marking to link the Sales Orders for Sponsors and Beneficiaries

Further to identification of Sponsors and Beneficiaries, it is also required to mark the operations related in the in-kind transports, both from Sponsors and Beneficiaries sides, creating a link between the Sales Orders involved. To complete the marking required for the management of In-Kind transport, it is required to establish a link between the Sales Order of the Sponsor and that(those) issued for the Beneficiary(ies). This permits to proper identify each in-kind shipments on the [Activity Report]. To link these SOs, click on GO TO > HEADER > SALES and in the "Version" field enter the SO number created for the Sponsor. This action has to be applied both in the Sponsor's SO and in the Beneficiary(ies) SO(s).

NOTE If Sponsor offers multiple transport rotations in-kind, issue one single SO per each operation so to establish a direct link between cargoes that are on-boarded on a single means of transport through each shipment.

As specified in Chapter 1.1.8.4 How to manage operations with in-kind transport service, in-kind transport can be either procured by UNHRD to Sponsor, or self-procured by Sponsor. In these latest cases it is also possible that the Sponsor does not on-board cargo on the in-kind transport: in that case above marks in the Special Processing Indicator and Version fields have to be applied on the Sponsors' SO, even if no Outbound Delivery is raised from Sponsor's SO. If there is no cargo and no services to be charged to Sponsor, a 'dummy" SO to be created with above marks and saved without any line.

NOTE If the Sponsor or the Beneficiary are not UNHRD Partners, below options apply:

1. If the Sponsor or the Beneficiary hs a Customer Code associated in WINGS, its extension to Sales Area UNHRD must be requested through UNHRD WFP-VendorMaster Focal Points.

2. If the Sponsor or the Beneficiary hasn't a Customer Code in WINGS, its creation must be requested through UNHRD WFP-VendorMaster Focal Points, specifying that the code will be used for WMS purposes only.

See Chapter 3.3.3 Sales Order with in-kind transport service for further details on this process.

Management of Material code lines in the Sales Orders with In-kind transport

For the shipments with in-kind transport of stocks belonging to Sponsors and Beneficiaries the processes described in Chapter 3.2.12 Sales Order in case of in-kind transport apply. Select the standard process for shipments from UHNHRD warehouses, or specific process in case of Direct Delivery, In-transit or departure of cargoes from Third-Party warehouses.