Headquarters Order Form utilisation
Function: The Headquarters Order Form (HOF) is the only valid form to send 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 Order Form
Note: This format is internal and has to be only used between the missions and 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 in the catalogue, its necessary to provide all the information available. Example, to order cartridges for a printer: Designation Cartridges HP c6578d 960c Remarks: For printer HP Deskjet
The Logistician Capital or the Logistics Coordinator prepares the HOF. He/she submits the order to the Administrator for verification in term of budget lines allocation, budget dates validity and amount. When the order is ready, two copies are printed and signed by the Administrator and the Logistics Coordinator. One copy is kept by the Administrator for the follow up of Paris committed expenses. The logistician send by fax or scan and e-mail the HOF to his/her Mission Logistics Officer.
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In Paris, the Mission Logistic Officer will perform a check in term of coherence, prices and possible need of additional information. The Financial Controller 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: Order reference: Date when the logistician prepares the order Country code / Month / Year / order N in the year CS / 12 / 04 / 13 Only two digits for each part of the reference! Person who prepares the order Country of operation Line number in the order Starting and ending dates of the budget
Requester: Country: N: Budget dates Start: End: Budget Line Budget: Line: Project Code: Item code: Designation:
Country, donor and budget code. Ex: CS A1 N 4 digits max BB31 Of the destination of the article. As defined in Paris SAE catalogue. Leave blank if the article is not in the catalogue Precise description of the article. Use remarks if additional information is needed or attach the technical specifications Quantity (according to the used unit) In Kg for food items, pieces, litre etc. Use only the currency of the budget.
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Qty: Unit: Cur.:
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Unit Price: Total Price:
Unit price of the article ordered Unit price x Qty The price indicated will be considered has an authorized amount by SAE. Mode: AIR or SEA or ROAD or EXPRESS (DHL,
Transp. TNT etc.) Deliv. Date: Remarks (line): Remarks: global order
In case of express delivery indicate the exact address Requested delivery date. Additional information for the article Any useful and complementary information for the
Transport
The mission has to indicate all the freight(s) details. Following is an example for an airfreight to Bujumbura for1000Kg, on budget line BUF4 G BB52, 4 per KG, requested date mid January 2005. Budget F4 G from the 01/10/04 to the 30/04/05. Budget start: Budget end: Budget code: Budget line: Project code: Item code: Designation: Qty: Unit: 1000 Kg 01/10/2004 30/04/2005 BU F4 G BB52 BUC01 TRAIRATR00 Air freight Paris-Bujumbura
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Cur.: Unit Price: Total price: Deliv. Date: Remarks:
4 4000 15/01/2005 -
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