5.14 Prepare Service Report
From UNHRD Customer Service Sales
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Prepare Service Report
Performer:
Logistics
Role:
Logistics Assistant
Transaction :
The Operation Service Report is initialized with Customer, PI, and flight information.
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1 INQUIRY
1.1 Receive new UNHRD Customer NFI/Service Request
1.1.1 List of stock values - stock balances
1.2 Create Inquiry
1.3 File the Customer Inquiry
1.4 Notify the Customer that Request is being Processed
1.5 Inquiry Check List
2 QUOTATION
2.1 Check Stock Availability vs. WBS
2.2 Check Weights/Sizes
2.3 Print the Provisional Packing List
2.4 Request Replenishment & Services Costs Estimate
2.5 Request Ex-UNHRD Transport Costs Estimate
2.6 Request Estimate from Service/NFI Suppliers
2.7 Create Quotation
2.8 Print Provisional Packing List from Quotation
2.9 Extract and Send Quotation to the Customer
2.10 Quotation Check List
3 ORDER CREATION
3.1 Get Preliminary Confirmation from Customer
3.2 Create Sales Order
3.3 Check Stock Availability vs. the Stock WBS
3.3.1 Sales Order with Loans and Borrowing
3.3.2 Sales Order with Cash Repayment
3.3.3 Sales Order with in-kind transport service
3.4 Replenishment & Services Costs Confirmation
3.5 Request Ex-UNHRD Transport Costs Confirmation
3.6 Request Quotation from Service/NFI Suppliers
3.7 Complete and Save the Sales Order
3.8 Close Sales Order (if Customer opts out)
3.9 Update Sales Order Status to Pro Forma Invoice
3.10 Raise the Pro Forma Invoice
3.11 Complete PI header data
3.12 Print the Pro Forma Invoice
3.13 Delete the Pro Forma Invoice
3.14 Sign the Pro Forma Invoice
3.15 Send authorized Pro Forma Invoice to Customer
3.16 Create Internal Purchase Order vs. UNHRD Pro Forma Invoice
3.17 Receive signed PI from External Partner/ signed PI and Internal PO from Internal Partner
3.18 Check Internal Customer Purchase Order
3.19 Update Sales Order with ZINT PO Number & PI Signing Date
3.20 Forward signed PI and PO Number to Finance
3.21 Forward signed PI to Logistics
3.22 Direct Delivery
3.23 Sales Order & Pro Forma Invoice Check List
4 BUDGET - ADVANCE
4.1 Obtain Information about Services Execution
4.2 Confirm Service Execution Modality
4.3 Record Down Payment vs. PO
4.4 Record Down Payment vs. External Customer
4.5 Request Creation of Expenditure Budget
4.6 Get Confirmation of Budget Creation
4.7 Check Budget
4.8 Create Funds Reservations
4.9 Provide relevant Spending Units with Budget Codes
5 SERVICE PROVISION
5.1 Receive Notification of Services to be rendered
5.2 Update Sales Order Status to enable Delivery
5.3 Check the Destination Address
5.4 Create Outbound Delivery
5.5 Execute Material Picking
5.6 Confirm Transfer Order
5.7 Record the Goods Issue vs. the Delivery
5.8 Print Shipment Labels
5.9 Print Picking List
5.10 Export the Non-Commercial Invoice/Final Packing List
5.11 Execute loading operations and complete reporting on handling service
5.12 Sign the Air Transport Documents
5.13 Complete shipping document package and send Delivery Pre-alert
5.14 Record SES vs. Handling Service PO
5.15 Sign the Operation Service Report
5.16 Digitalized petty cash disbursement
6 DELIVERY
6.1 Receive Transport PO Confirmation
Communicate Dispatch to Customer
6.3 Monitor Transport
6.4 Get Confirmation of Receipt from the Customer
6.5 Maintain Proof of Delivery
6.6 Solicit Customer to Record GRN/SES
6.7 Escalate GRN issue to RMFFG
6.8 Prepare the Service Confirmation Form (SCF)
6.9 Update Prices and Quantity in SO
6.10 Set sales order status to Final Invoice
6.11 Create the Debit Note
6.12 Print the Draft Debit Note
6.13 Sign the SCF and the Draft DN
6.14 Send signed SCF and Draft DN to Finance
7 ORDER - CLOSURE
7.1 Receive the SCF and Draft DN
7.2 Complete Final Invoice Header Data
7.3 Print the Final Debit Note
7.4 Check Final Invoice
7.5 Sign the Final Invoice
7.6 Send Final Invoice to Customer
7.7 Check whether Customer recorded GRN vs. PO
8 FINANCIAL
8.1 Release the Final Invoice
8.2 Monitor LIV recording vs. customer PO
8.3 Solicit customer to record LIV
8.4 Check LIV Amount
8.5 Perform Financial Clearing
9 BUDGET - ADVANCE REDUCTION
9.1 Calculate Balance between PI and Final Invoice
9.2 Reduce Funds Reservation as per PI vs. DN difference
9.3 Request Reduction of Expenditure Budget
9.4 Get Confirmation of Budget Reduction
9.5 Check Budget Document
10 PROCUREMENT
10.1 Requisition
10.2 NFI Order
10.3 NFI Receipt
10.4 Transport
10.5 Service
11 OPERATION MANAGEMENT TOOLS
11.1 Report for Logistics Reconciliation
11.2 Activity Report OD Monitor
11.3 Activity Report POD Monitor
11.4 Inbound flow monitor
11.5 Inventory - Physical count
11.6 Material Master Database
11.7 UNHRD Alerts
11.8 Warehouse management
11.9 How to list materials revaluations
11.10 Reports on Loans & Borrowing activities
11.11 UNHRD Free-zone management
11.12 On-line Stock Report
12 UNHRD BUSINESS INTELLIGENCE DOCUMENTATION
12.1 TV Dashboard
12.2 Web Dashboard
ATTACHMENTS
Stock Transfer - Loans and Borrowings Manual
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