headquarters order form utilisation en 2005

7/28/2019 Headquarters Order Form Utilisation en 2005

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Headquarters Order Form utilisation

Function: The Headquarters Order Form (HOF) is the only valid form tosend an order to Paris SAE (Service Achat Expdition).

It contains the information to authorise and process the order.The French translation for Headquarters Order Form is Bon de

Commande Sige

Instructions for a correct use of the Headquarters OrderForm

Note: This format is internal and has to be only used between the missionsand the Headquarters.

As soon as an order requires transportation (except per expatriates)a budget line to finance the cost of freight is necessary.

Precision is essential for a good processing. When an article is not listed inthe catalogue, its necessary to provide all the information available.Example, to order cartridges for a printer:

Designation Remarks:Cartridges HP c6578d For printer HP Deskjet

960c

The Logistician Capital or the Logistics Coordinator prepares the HOF.He/she submits the order to the Administrator for verification in term ofbudget lines allocation, budget dates validity and amount.

When the order is ready, two copies are printed and signed by theAdministrator and the Logistics Coordinator. One copy is kept by theAdministrator for the follow up of Paris committed expenses.

The logistician send by fax or scan and e-mail the HOF to his/her MissionLogistics Officer.

Action contre la Faim - Kit Log V 2.0 Page 1 / 4V 2.0 English / 01 supply chain 01/05/2005


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In Paris, the Mission Logistic Officer will perform a check in term ofcoherence, prices and possible need of additional information. The FinancialController will verify the financial information.

If they agree with the order, they both sign and forward it to the Service

Achat Expdition, SAE.

Instructions to fill the Headquarters Order Form

Date: Date when the logistician prepares the order

Order reference: Country code / Month / Year / order N in the yearCS / 12 / 04 / 13Only two digits for each part of the reference!

Requester: Person who prepares the order

Country: Country of operation

N: Line number in the order

Budget datesStart: Starting and ending dates of the budgetEnd:

Budget LineBudget: Country, donor and budget code. Ex: CS A1 NLine: 4 digits max BB31

Project Code: Of the destination of the article.

Item code: As defined in Paris SAE catalogue.Leave blank if the article is not in the catalogue

Designation: Precise description of the article. Use remarks ifadditional information is needed or attach thetechnical specifications

Qty: Quantity (according to the used unit)

Unit: In Kg for food items, pieces, litre etc.

Cur.: Use only the currency of the budget.



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Unit Price: Unit price of the article ordered

Total Price: Unit price x QtyThe price indicated will be considered has an

authorized amount by SAE.

Transp. Mode: AIR or SEA or ROAD or EXPRESS (DHL,TNT etc.)

In case of express delivery indicate the exact address

Deliv. Date: Requested delivery date.

Remarks (line): Additional information for the article

Remarks: Any useful and complementary information for theglobal order

Transport

The mission has to indicate all the freight(s) details.

Following is an example for an airfreight to Bujumbura for1000Kg, on budgetline BUF4 G BB52, 4 per KG, requested date mid January 2005. Budget F4 Gfrom the 01/10/04 to the 30/04/05.

Budget start: 01/10/2004

Budget end: 30/04/2005

Budget code: BU F4 G

Budget line: BB52

Project code: BUC01

Item code: TRAIRATR00

Designation: Air freight Paris-Bujumbura

Qty: 1000

Unit: Kg



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Cur.:

Unit Price: 4

Total price: 4000

Deliv. Date: 15/01/2005

Remarks: -


headquarters order form utilisation en 2005

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