Supply Chain

Management
Guideline

2015
Logistics Department
Action Against Hunger

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3.2 Supply Chain Management 2015
Document revision history
Revision date Author Summary of changes
25/15/2004 Logistics Department Initial release

01/05/2005 Logistics Department Clarification order chain, correction various mistakes

2010 Logistics Department Review of the all chapter

2010 Logistics Department Correction

2012 Logistics Department Corrections

2014 Logistics Department Use of the PFU validation tool becomes optional
2015 Logistics Department Details on framework agreement (reference for SPO)
2017 Logistics Department Inclusion of LINK impact into the document (V3.6.2)
Notes:

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 Table of contents:

1 - Introduction..................................................................................................................................4
2 - Supply Chain................................................................................................................................5
2.1 Supply Chain and Project Funding.......................................................................................5
2.2 Supply Chain Tracking.........................................................................................................6
3 - Procurement Requisition..............................................................................................................7
3.1 Procurement Request (PR)...................................................................................................7
3.2 Procurement Follow Up (PFU)............................................................................................7
3.3 Phase 1: Procurement Request (PR).....................................................................................9
3.3.1 Procurement Request References...................................................................................10
3.3.2 Procurement Request receiving frequencies and follow up...........................................11
3.4 Phase 2: Procurement Requests Processing Information...................................................12
3.4.1 Validation.......................................................................................................................13
3.4.2 Local Procurement.........................................................................................................14
3.4.3 Procurement Request to another base / capital...............................................................15
3.4.4 Regional and Headquarters Procurement Requests (RPR and HQPR)..........................16
3.5 Phase 3: Procurement.........................................................................................................18
3.6 Phase 4: Delivery information............................................................................................22
3.6.1 Delivery from the supplier to Action Against Hunger...................................................22
3.6.2 Delivery from one to another Action Against Hunger location.....................................22
3.6.3 Back Request..................................................................................................................23
3.7 Phase 5: Feed-back from Requester...................................................................................23
3.8 Phase 6: Management.........................................................................................................24
4 - Stock Requisition.......................................................................................................................24
4.1 Stock Release Order (SRO)................................................................................................25
4.2 Stock Follow Up (SFU)......................................................................................................25
4.3 Stock entry / re-entry..........................................................................................................26
4.4 Preparation of the Stock Release Order.............................................................................26
4.4.1 Stock Release Order (Base)............................................................................................26
4.4.2 Stock Release Orders (Upper Base)...............................................................................27
4.5 Stock Release Order processing.........................................................................................27
5 - Transit Area and Transport Plan................................................................................................28
5.1 Transit Area........................................................................................................................28
5.2 Transport Plan....................................................................................................................28
6 - Filing and archiving....................................................................................................................28

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1. Introduction
The supply chain can be defined as people, resources, and procedures needed to move
materials, to contract works and services, from the supplier to the beneficiaries. Though work
of the Logistics Department employees’ is crucial for the functioning of the supply chain, it is
equally important that the entire coordination team is involved in the supply chain process to
ensuring that it functions correctly.

To identify all the elements of the supply chain it is necessary to set up clear and
efficient logistics procedures.

The present chapter covers the supply chain management procedures. The supply chain
management procedures are preceded by the project procurement planning and the supply
planning processes which serve as starting points to the supply chain. While the supply chain
is functional without the procurement/supply planning, the absence of the procurement/supply
plans will significantly reduce the efficiency of the supply chain. The procedures related to
the project procurement plan and supply plan and their preparation can be found in the
Project Funding chapter.

The scope of this procedure includes: All purchases and logistics flows of information,
products, works and services for program and operating bases and missions, with the
exception of:
- Consultants or advisers fees (Please refer to your HQ for the procedure to apply).
- Bank fees
- Property market
These items are under the responsibilities of the Head of Mission and / or the Administrator.

The chapter covers purchases made by the bases for their needs on the local market, by the
capital for capital needs or bases’ needs, by the Regional Center / HQ Procurement
Department for the bases or capitals needs when they cannot be satisfied on the domestic
market.
It covers also the shipment logistics flows from the place of purchase to the requester, passing
through a warehouse or not.

INFORMATION IN A BLUE BOX OR IN BLUE TEXT IS SPECIFICALLY FOR

MISSIONS USING LINK SOFTWARE

For missions using LINK, information provided in blue boxes will now be considered
standard. For topics not mentioned in blue boxes, the existing guidelines remain standard.

This document only explains the Supply Chain Management.

Refer to Project Funding for Project Procurement Planning/ Supply Planning

Refer to Authorized Signatures
Refer to LINK guideline for specific management of this software in the supply chain.

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3.2 Supply Chain Management 2015
 Refer to Procurement Procedure for purchases and contracts.
Refer to Stock Management procedures for warehousing.
Refer to Transport procedures for transport management
Refer to Quality Control for quality controls within the supply chain

Additionally you will find extra explanation material in the visual and training material.

Link:
For each topic, training and support materials are available in LINK (user guides, videos,
FAQ) at the top right corner:

2. Supply Chain
The supply chain in Action Against Hunger has two aspects which include several phases and
a number of tools aiming to manage each requested item from the moment of request to its
delivery, and linking logistics and finance data:
- The procurement requisition aspect of the supply chain resulting into purchases on
local, capital, regional or international levels on the basis of Project
Procurement/Supply plan and via subsequent Procurement Requests (PR) or
Procurement Lines (PL)1.
- The stock requisition aspect of the supply chain on local, national, regional and
international levels on the basis of Procurement Follow Up (PFU), Stock Report (SR)
and Stock Follow Up (SFU) if any, via the subsequent Stock Release Order (SRO).
See Supply Chain Management Scheme

Both aspects of the supply chain include several phases reflecting the complexity of the
supply. Further description of the supply chain is developed in accordance with those phases.
Therefore, each phase is described below and identified accordingly in the supply chain tools
and formats.
The transport / delivery phase connects the procurement and the stock requisition aspects of
the supply chain via the Transport Plan (TP).

Example:
The program manager needs 800 cartons of Plumpy Nut ® for the nutrition project.
600 cartons have been previously requested, purchased and are currently in the storage
of the base. As the project has received a cost extension, additional 200 cartons of
Plumpy Nut were not envisaged earlier and need to be purchased.

1
One or several Procurement Lines (PL) compose a Procurement Request (PR).
If dealing with Link, each requester will submit his/her needs through one or several Procurement Lines, which
are the base reference for Logistics department in terms of tracking.
On missions where Link is not deployed, the PR reference remains the main reference used by requesters and
Logistics.

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 Actions:
1. See the procurement requisition section of this chapter on how to proceed with
requesting the procurement of 200 cartons of Plumpy Nut.
2. See the stock requisition section of this chapter on how to proceed with requesting
the 600 cartons of Plumpy Nut from the storage.

As missions’ structures differ substantially, each mission must design a supply chain
appropriate for its structure, based on the rules laid out in this and other chapters of Kit Log
V3. The roles and responsibilities of each base in terms of supply must be clearly defined. For
instance, if the mission has several sub-bases with the supply responsibility, their role would
be equivalent to that of the capital base. The mission supply chain must be adjusted every
time there is a structural change on the mission (opening/closure of the base, change of
supplying market, etc.).

2.1. Supply Chain and Project Funding

At the beginning of a new funding contract, the coordination team must organize a Supply
Plan (SP) meeting. The objective is to review the Project Procurement Plan already
prepared during the elaboration of the proposal. The Administrator, Logistician and relevant
Technical Responsible(s) attend this meeting.

- The Technical Coordinator is in charge of validating the needs (specifications,

quantities, delivery dates forecasted) of the whole program within the limits of the
allocated budget.
- The Logistics Coordinator updates the Project Procurement Plan, verifies that the
procurement procedures planned are still feasible in the discussed timeline and adjusts
if needed the logistics means.
- The Administrator ensures that the eventual modification made by Technical and
Logistics Coordinators respect the budget flexibility.

Note : As mentioned in the Project Funding chapter, the Project Procurement Planning and the
Supply Plan are used for planned purchases of supplies, services, works or set of interrelated
supplies, services, or works above 2 500 EUR and equipment. Items / set of interrelated items
estimated below 2 500 EUR can be included upon Logistics Coordinator consideration.

- Then, together with the Technical Manager/Coordinator, the Logistics Coordinator

prepares the Supply Plan and identify the delivery date(s) with corresponding
quantities.
- Then the Technical Manager/Coordinator prepares the Procurement Request(s) (PR) to
launch the purchases and the Logistics Coordinator finalizes the potential
consolidation of purchases of similar items with other projects/budgets in the Supply
Plan.

2.2. Supply Chain Tracking

The supply chain, as developed in KitLog V3, based all its tracking activity on two major
references:

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 - The Procurement Line reference (PL) which is made of the Procurement Request
reference (PR) plus the line number inside the PR. This reference is automatically
created when filling the PR. It will be used in the tools and in the different stages of
the supply chain (Purchase to stock and deliveries). The Procurement Line reference
(PL) links the budgetary information of the original Procurement Request with other
supply chain documents, including stock management documents. It is therefore
crucial that the correct reference is used in the Stock Release Order. If the reference is
incorrect, it is likely that the material purchased with the funds of one project will be
mistakenly used for another project.
- The Purchase Dossier reference (PD) which is a common reference for all the
documents related to a specific purchase. The PD reference must be created when the
procurement is launch by the purchasing base. The PD reference links administrative
and logistics processes and documents as it is entered into the accounting system
(SAGA).

LINK:

Procurement Line (PL):

Procurement Line reference is automatically generated by the software. Please note that
compared to previous use of the PL, each and every line will now be treated independently.
Therefore, there will no longer be any “Procurement Request” (PR) reference used in the
LINK.
Nevertheless, a requester can gather some PL in a “PL folder” and use it for her/his own
follow up. Such folders are not given an automatic reference: it is up to the user to name this
folder as they wish. The “PL folder” will not be used by logistics department in the treatment
of the procurement process, but can ease communication between requester and logistics.

Purchase Dossier (PD):

PD reference, and all subsequent tracking references, will be automatically generated through
the software. The constitution of a PD file though, as detailed below, responds to the same

The mapping of the Supply Chain Tracking is in the Tracking and Archiving Scheme.

3. Procurement Requisition
This part of the chapter describes the supply chain processes related to procurement
requisition, its approval, and monitoring up to the delivery. The chapter does not include the
actual Procurement procedures which can be found in the Procurement Chapter.

3.1. Procurement Request (PR)

The Procurement Request is a mandatory process.
There cannot be any purchase without a PR (or PL):
- within a base
- from a base to the Capital or to another base.

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See Authorized Signature Form_V3_6_2 (ASF), Procurement Request form and PR and
SRO Process.
LINK:

The Authorized Signatures Tables will be reflected within LINK through the attribution of
different rights to different users according to their position and work location. It will also
show the backups for each given role.
Rights will be granted by staff member, not position: updates will be compulsory each time a
new staff is leaving/arriving on the base.

The specific Procurement Request called Regional Procurement Request (RPR) and
Headquarters Procurement Request (HQPR) are used to request a procurement from Capital
to another mission, the Logistics Support Center or the relevant HQ, respectively.

Requests transmitted verbally or through incorrect format are not valid.

 The description of the items must include technical and

expected quality characteristics.
 The Logistics Department is responsible for supplying
materials/ services according to the details given by the requester.
 If requester fails to provide the proper description, the
Logistician may refuse the PR.
 The Logistics Department is responsible for notifying the
requester if the description of the request is unclear or insufficient, but is not responsible
for wrong purchases if the relevant details were not provided by the requester.
 At HQ level, when receiving an HQPR from the field, it is
important that logistics ensures detailed verification with the Technical department prior
sending the request.

LINK:
Requesting a procurement is done inside LINK through the creation of a Procurement Line.
Lines will be submitted for approval one by one or by batch.
Lines can be gathered in a “Folder” by the requester, and a name can be given to this folder.
Logistics may reject a Procurement Line if the technical specifications are not detailed enough
or contradictory, if the maximum authorized amount is too low compared to current market
prices, or if the requested delivery date is unrealistic.
One rejected line will be automatically sent back to the Requester, who shall either correct the
Line and re-submit it or cancel it. Cancelled lines will still be visible in the system.

3.2. Procurement Follow Up (PFU)

Procurement Follow Up (PFU) is one of the most important supply chain document that
centralizes information and ensures correct PR processing.

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 LINK:
Within LINK, the follow up of Procurement will be done on different pages and all
information will be visible by users in real time. Requesters will see each and every update
or action taken on their Lines, even though they will not be able to modify anything during
approval and processing stages: they will have a “read only” access to the data.
Requesters will see for instance whose approval their line is pending, who has rejected it and
why, what stage of process Logistics is in (looking for quotations, waiting for delivery after
order has been issued, etc…). They can look at their lines status and sub status.
Requesters will also confirm reception themselves in the tool and stock movements (in and
out) will be tracked and approved inside the tool, keeping history of movements.

Refer to Users Guides and Videos within LINK:

13-Purchase line statuses

Each LINK user will see by default his/her own team’s lines but any user can see the other
teams’ lines by simply removing a filter. However each user will have access to modify only
his/her team’s lines only when in certain status. For instance, a Nut PM can see the Wash
lines but in “read only” mode. It will however be possible for a Nut PM to copy a Wash
Line: the line newly created will be a “Nut Line”.
HQ teams can see ongoing supply chain activities over all missions managed by their HQ.

The Procurement Follow Up allows:

- Logistician:
 To follow the process of a PR
 To organize the purchase by grouping different PR, with the intention of processing
them per item category or per priority
 To inform the Requesters about the processing of their respective PRs
 To have the breakdown of procurement per program, type of supplies, or per
location of procurement and to keep a history of the logistics flow of the mission.
 To consolidate the price history for future Procurement Planning and budget
development.

- Administrator:
 To identify the “committed orders” not registered in the accounting.

- Program Manager:
 To make sure their PR are processed and to know the status of the submitted PRs

Each base (field, support, capital, and HQ) has one and its own PFU.

All goods-related PR received from requestors of that base, or other bases, must be entered
into the same PFU. The request for services, and works related to supply ordered, such as
transport, should be equally included in the Procurement Follow Up (PFU). Other services
and works may be included if they fit the supply chain phases. In some cases, services can be

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managed outside of the supply chain via individual service/works requests, and will not be
handled by logistics (cf Procurement clarification).

To have a more accurate follow up of “contracts” that logistics has signed, and in order to
manage them, logisticians will use the Contract follow up. It will be shared with finance
department and any other department concerned by a contract between logistics and a third
party.

PFU of the base must be shared by email for information (or ideally shared on the office
network - NAS) with:
 Requestors on the base (registered in the Authorization Signatures form)
 Logisticians on other bases if the PFU of the base includes purchases for these bases

See Procurement Follow-Up Utilization for all details on the format.

The regional/HQ follow up is used to follow the processing of the RPR / HQPR between the
mission and the Regional Center / HQ. The Regional / Headquarter logistics department
regularly liaise with all Action Against Hunger missions.

The mission must feed those entities back with:

- Their remarks (if any)
- Their questions (if any)
- Confirmation of reception for requested articles

LINK:

Please note that the phases below correspond to the organization of the PFU in the current
Excel version, as per the regular KitLog. The implementation and progressive use of LINK as
Standard will change the phases below since most information will be automatically and
instantly available to most users.

3.3. Phase 1: Procurement Request (PR)

The preparation of Procurement Request involves the following steps:

1. The requester can be from any department in the mission. The relevant department
prepares the electronic copy of the PR and the relevant manager/coordinator approves
it to launch procurement process.
 PRs for all items listed in the Supply plan are prepared by the base that is
intending to use the materials (user base), unless otherwise is agreed upon by
the Technical / Log Coordinator and their teams, respectively.
 PRs for items NOT listed in the Supply plan are prepared by the user base,
unless otherwise is agreed upon by the Technical / Log Coordinator and their
teams, respectively.
 In case of international purchase, the HQPR is prepared on the capital level by
the authorized requestor only.
2. During the regular procurement meetings, requesting departments will review/adjust
their requests with the logistician and administrator.

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 3. After all three parties (Technical Manager / Coordinator, Logistician/ Logistics
Coordinator and Administrator / Admin Coordinator) have reviewed and agreed on the
procurement modalities:
4. , PR is printed in 3 copies and signed by all three parties and inserted into the PFU by
Logistician.
5. Logistics department archives all signed PR and start the procurement process.

All Action Against Hunger employees involved in the supply chain at any stage and
registered in the Authorized Signatures Form must receive a specific training on supply
chain tools and processing. It is a Logistics Department responsibility to implement this
training when needed.

See Procurement Request - How To Use for further details on how to fill the format.

LINK:

Each requester belongs to a “team” within LINK. One team is generally made of a “budget
owner” and his team members using LINK.
Any team member can prepare a procurement line:
- If s/he creates it as a draft, s/he will be the only one to see it
- If s/he shares it, all team member will be able to see it and modify it.
Within each team, one person (usually the program manager in charge of one or several
budgets) is authorized to submit a Procurement Line to logistics. This step corresponds to the
“validation” of the procurement line by the requesting manager.

Validation within LINK is replacing the signature on hard copy (“paper” PR). Lines are
validated electronically.
Refer to Users Guides and Videos within LINK:
 0-Find the right item
 01-Create a request
 01a-Manage multiple delivery
 01b-Manage multiple unit
 01c-Duplicate procurement lines
 02-Add PL to folder
 03-Submit PL for validation

3.3.1. Procurement Request References

The most important reference used in the Supply Chain tracking system is the following:

1. A Procurement Line (PL) is assigned to each item requested and allows tracking of the
item from the moment of order to its delivery to the field.

PL references are filled in the PR template and the logistician verifies them when reviewing
them. The format of the PL reference is:

Country Code - Base Code - Requesting Department - Running n° - Line number

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 2 letters 2 letters 2-4 letters 3 figures 1-3 digits

The ‘Running n°’ is created with the PR on Excel and based on each department issued
documents (cf below).

Each Procurement Request contains two levels of references that allow the requestor and the
logistics department to follow the requested item from the moment of request to its delivery.

LINK:

Using LINK, tracking number references are automatically generated by the software when
creating the PL.
All PL references will start by “PL”, and then the code for the server where it was created
(Central server for teams working online or local server for teams working offline) and then a
unique running number.

Procurement line - Server Reference - Line reference

PL - 3 digits - 6 digits

Ex: the code for the central server is “001”: all missions using LINK online will have their
PL references starting by PL-001. On the other hand, a base working offline where the Local
server is referenced as the 6th installed server, will have all lines starting with “PL-006-

2. The base level PR reference is assigned by the requesting department. The format of the
reference of a PR is as follows:

Country Code - Base Code - Requesting Department - Running n°

2 letters 2 letters 2-4 letters 3 figures

The country and base codes on each PR reference must match the codes defined by Admin
Coordinator in SAGA. The requesting department must use this reference to follow up its
request. The request number is sequential. When the request number 999 is reached, the
requesting department should move to 4 digits number.

LINK:

Procurement Request (PR) no longer exists as such in LINK. All requesters have
instantaneous and automated follow-up of their Procurement Lines.

In order to ease a requester’s follow up responsibilities and allow him/her to request to group
lines together, s/he can create a PL Folder" to gather several lines and assign them one name.
Each line to belong to zero or one folder (maximum).

Logistics will NOT treat lines according to their PL folder.

Refer to Users Guides and Videos within LINK:

 02-Add PL to a Folder

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 3.3.2. Procurement Request receiving frequencies and follow up

- On each base Weekly from each department

- From the bases to the capital Weekly or Two orders per month
- From the capital to the Regional Center/ HQ Two orders per month

These are suggested frequencies. The Logistics Coordinator has to identify the appropriate
frequencies for the mission to take into account the delivery time, local procurement
opportunities and context (opening project, emergency).

The logistics department is responsible for organizing a meeting with its requestors in order
to:
 receive, control and validate all PRs,
 give an update of the previous request based on the Procurement Follow-Up,
 review the Supply Plan and crosscheck with the PRs received :
o to avoid overlap between requests made on capital and base level
o to ensure that all expected goods are either in the process of being delivered or
included in the PRs.
 to avoid any market split.

LINK:

Procurement Meetings remain necessary to maintain good communication and clarifications

about technical specifications, prices, possible delays or challenges met along the supply
chain. The only difference is that validation will be based on Procurement Lines (PL).

Requesters can submit PL to logistics at any time, but they should be validated only during
the PL meeting. Logistics and Finance managers will be able to consult the submitted lines
before the meeting in order to prepare and target the lines to be discussed.
To validate a PL, the logistician will go to “Procurement requests / Logistics Validation” and
check all lines awaiting her/his validation: they are marked with an orange vertical bar on the
left side, next to the Line status. S/he will select one or several lines then click on “validate”
or “Reject”.
Same process for the validation of the finance manager, who will go to “Procurement
request/Finance Validation”.
Comments are optional for validation but mandatory for rejection.
Refer to Users Guides and Videos within LINK:
 04-Validate PL as log manager
 05-Validate procurement lines (for finance managers)

3.4. Phase 2: Procurement Requests Processing Information

During Phase 2, the logistician analyses the PFU and processes each PL.
The logistician updates the status of each order line selecting among the following steps:
A. Validation
B. Local Procurement
C. Procurement Request Upper Base

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 D. RPR / HQPR
E. Back Request
F. Stand by
G. Cancelled

3.4.1. Validation

PR are validated at local level. Once logistics and finance have validated the request, logistics
can proceed with procurement.

Nevertheless, logistics and finance coordinators may decide to validate at coordination level
all procurement corresponding to “negotiated procedures” and over. Please refer to the ASF
template for that particular scenario.

In that case, Base Logistician will implement the “PFU validation” process. For that:
 the column “Request Status” must be updated with “A. Under Validation”
 the “Validation table” must be filled with the lines requiring validation
 and emailed by the logistician to the logistic and finance coordinators.
In all other cases, the tool is optional but the verifications to ensure that the procurement can
be launched remain.

The implementation of this additional validation should be decided only if it adds value to the
process.

For all validated Purchase Requests Logistics will determine the projected authorized amount
of the “market value”. If it falls under a Direct procurement procedure (see Thresholds table
in the Procurement Guideline for exact amount per type of market), logistics and finance
coordinators will:
- Ensure that this purchase is not / cannot be part of a larger consolidated
procurement (Logistics)
- Provide direction whether the purchase should take place on the base,
Upper base or sent to another base (Logistics)
- Ensure that the funding for this procurement is available (Finance)
- Ensure that the correct budget line is used (Finance)
- Ensure that the prospective procurement is included in the treasury forecast
of the base (or upper base) (Finance)
- Stop the purchase process in case the contractual obligations with the donor
do not allow the purchase. (Finance)
- Ensure that a procurement over the direct procurement procedure is
completed on the base correctly (she/he can follow up the process with the
base log) (Logistics)

NB: the thresholds can be reduced, upon Log and Admin Coordinators decision and after
consultation with HQ, if it is considered as relevant. Authorized Signature Form should be
adjusted accordingly.

Once the validation for the line(s) is obtained, the PFU should be updated accordingly. If the
authorization for certain lines is not received, the logistician on the requesting base cannot
proceed with purchasing/ordering the respective items and requesters should be informed
accordingly.

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Validation frequencies and follow up for “PFU Validation” from a base to the capital is
recommended on a weekly basis. Validation is done via email, sending the page “PFU
validation” with the concerned lines; it is not required to print and sign the document.

Link:
Additional validation of Base PL by logistics coordination does not exist anymore within
LINK. The aim of this validation (when tools are based on Excel) is to inform the logistics
coordinator when high amounts of procurement are to be launched at the base level. That
way, s/he will have the possibility to request the base send PL for treatment in the capital, for
example, if a framework agreement is in place for the whole mission.
Within Link, the logistics coordinator can access PL from the base level at anytime and then,
for example, send PL to upper base in case of a framework.

Validation of Base PL by coordination and HQ finance team is a specific process

applicable for missions using Link. Depending on the total amount of PL on the same
financial line submitted for finance validation, a validation at coordination level and / or at
HQ will be necessary.

Here are the rules:

- If the total amount of PL submitted on the same financial line is over a certain
amount (A) (defined for each mission) or if the consumption of the financial line
is over a certain % (B) (defined for each mission), then PL will automatically be
submitted to the finance coordinator (within LINK) once the finance manager at
base level has validated them.
- If the total amount of PL submitted for validation in coordination on the same
financial line is over a certain amount (C) (defined for each mission) or if the
consumption of the financial line is over a certain % (D) (defined for each
mission), then PL will automatically be submitted to the regional finance manager
(within Link) after validated by the finance coordinator.

NB: amounts A, B, C and D will be defined between finance coordinator, HQ financial

manager, and country director. Validation from HQ financial manager and country director
for the definition of those thresholds are compulsory
Please note that maximum amount per budget line (A) and maximum percentage of Budget
line consumption (B) at base level will be the same for ALL bases of a mission. These
thresholds cannot be customized per base.

If the finance department (at any level) does not validate the lines, they will be rejected.
In case of rejection because of wrong financial allocation, finance can choose either to reject
the line(s) and mention in comment that the budget holder should correct it, or finance can
change the financial allocation before approving; in that case the information should then be
shared with the requester outside Link.

Finance validation of the PL stage corresponds to the validation of the commitment of

expenditure. Once done, it will not be requested again during the rest of the procurement

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 3.4.2. Local Procurement

According to market availability, the Logistician will either proceed to:

- A Local Procurement: go to “3.5 Phase 3: Procurement”, generate a
Purchase Dossier (PD) reference and purchase.
- Or, create a PR Upper Base, go to “3.4.3 Procurement Request to another
base / capital”.

LINK:

The statuses and progression of a Procurement Line within the steps of Supply Chain are
automated so that all the information will be automatically updated and available instantly to
all requesters, coordination and potentially HQ.
Such information will, for example, be immediately visible through the Procurement Line

3.4.3. Procurement Request to another base / capital

According to market availability, the Logistician prepares and forwards the Procurement
Requests Upper Base to other bases / capital.

The PR Upper Base is prepared automatically from the PFU (see PFU how to use) and
transferred electronically. To ensure that the PR Upper Base lines are duly approved, the
scans of original PR(s) should be attached to the email. The logistician receiving the PR
Upper Base confirms its reception by email and requestor archives the email receipt
confirmation.

Each PR Upper Base must include two levels of references:

1. PR Upper Base reference. The format of the reference is:

Country Code - Requesting Base - Receiving Base - Running Number

2 letters 2-3 letters 2-3 letters 3 figures

2. The PL reference originally entered by the requestor in the PR Base must remain the
same when the PR Upper Base is prepared. The Logistician will have to adjust the
delivery date and location according to his/her requirement.

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3.2 Supply Chain Management 2015
 LINK:
Logisticians, at each level, have 2 possibilities to process approved PL: This choice will be
expressed by the “Routing” of lines (on Finalization / Routing page):
- Manage the procurement at local level
- Ask the upper base to treat the PL: For a given base, the “upper-base” can be the
Coordination team in capital or another base where the market is better supplied
and identified as such in the mission procurement strategy . For a PL created in
Coordination, the “upper-base” is the Headquarters or the Regional Supply Center
(see below section 3.4.4).
NB: LINK enables to route PL on any base of the mission. This can be useful in certain
circumstances (emergency destabilizing the market in parts of the country), but should be
done in accordance with the capacities of each base and therefore be discussed with
coordination first
Routing of lines can be done at different stages: during the creation of the PL by the
logistician, when validating, or in the Finalization step at the latest.
Only logistics team members with the specific right are allowed to route lines.
Likewise, only some Logisticians have the specific right to “transmit” the Upper-Base
request: some Logisticians may have the right to route the lines and prepare the Upper-Base
request, but only the manager will have the right to “transmit” it. This is the equivalent of the
hard copy-UBPR signature by the Logistics Manager.

All references will be generated automatically within the software.

Refer to Users Guides and Videos within LINK:
 06a-PL Routing at Base level
 06b-Qualify and create Upper-Base PR

3.4.4. Regional and Headquarters Procurement Requests (RPR and HQPR)

All international procurement (by mission to Regional Center or HQ via RPR or

HQPR) is under the direct responsibility of the Logistics Coordinator and cannot be
managed by the base, unless otherwise authorized by the Logistics Coordinator.

Each RPR/HQPR must have a reference:

Country Code - Requesting Base - Receiving Base - Running Number

2 letters 2-3 letters 2-3 letters 3 figures

The Logistics Coordinator prepares the RPR / HQPR. The RPR / HQPR is sent in two
versions to the Logistics Mission Officer (relevant HQ) according to the standard frequency:
- Scanned version of the PR with the signatures of the Administrator and Logistics
Coordinator (compulsory).
- Excel version of the PR for its integration in the PFU.

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3.2 Supply Chain Management 2015
The Logistics Coordinator has to indicate the exact technical specifications of the items
requested in the original PR or in annexes attached.

When existing, the code for each item has to be used. The list of codes is indicated in the
catalogue edited by the Regional Center / Headquarters.

It is imperative to mention the transport mode, and unless international staff transports the
goods, it is also critical to indicate the financial line for transportation. Without a valid
financial line the Regional Center / Headquarter cannot organize the shipment.

Each Action Against Hunger Headquarter has its own catalogue. Please refer to your
Logistics Missions Officer at the relevant HQ for any further information. For further details
regarding the orders from Regional Center or HQ, refer to the respective procedure.

Important note regarding anticipation:

HQ will process requests only if it is possible to deliver the item on the field at least one
month before the end of the donor contract period. This is why orders to HQ need to be
well anticipated. Don’t forget that HQ needs some time to supply your request (estimate:
1 month for technical items and 3 months for Drugs and Medical supply).

The Logistics Coordinator can send PRs to other missions. In such case the RPR or HQPR
form is used. The transaction is managed in coordination with your Logistics Advisor, or HQ
logistics department, Logistics Coordinator of the requesting mission and the Logistics
Coordinator of the supplying mission.

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3.2 Supply Chain Management 2015
 Link:

Same as for Upper Base PL, the logistician in Capital base, generally the logistics coordinator
or the national supply manager, will gather a batch of PL received into an RPR / HQPR and
“route” it toward HQ.
Only some logisticians (usually Log Co and Deputy) have the right to “transmit” the HQPR to
the Headquarters or to the Regional Supply Center. This is the equivalent of the hard copy-
HQPR signature by the Logistics Coordinator.

Upper base PL sent to HQ (i.e. HQPR) to supply and shipping department (SAE) will also be
validated by finance at coordination level.

For ACF France missions only: When logistics coordinator validates the HQPR lines, LINK
will automatically check the existence of the financial data inside the HQ financial
Information System (Agresso):
a. Contract code and end-date
b. Financial line
c. Project code

This information should have been created or updated in Agresso at the time the SAE receives
the HQPR within LINK, otherwise, SAE can not start processing the request. On her/his
validation page, the finance coordinator will see if data exists in Agresso or not. If not, his/her
responsibility is to make sure the necessary information has been sent to HQ, so that the
contract can be created in Agresso at HQ level. Validation can take place even if the Agresso
check is negative.

All references will be generated automatically within the software. Mistakes in using the
wrong catalogue reference
Refer tomay lead
Users into mistaken
Guides itemswithin
and Videos delivered.
LINK:
 07a-PL Routing at Coordo level
 07b-Create and Transmit HQPR

3.5. Phase 3: Procurement

The Kit Log V3 defines the new way to manage Procurement. Previously (KLV2), the budget
lines were used as references to track the procurement documentation. As this system had
several limitations, the old reference system is removed. Kit Log V.3 introduces a new
reference: the Purchase Dossier Reference.

The Purchase Dossier reference is the tracking reference of the whole Procurement
process.

When processing a Procurement Line (PL), the logistician has to control if the consolidation
of different PL is compulsory or possible in order to respect the Market definition and
to optimize procurement.
This control is done by filtering on the different Market parameters (with either LINK or
PFU) such as: Descriptions, Donor & Contract code, etc…

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3.2 Supply Chain Management 2015
The logistician also crosschecks the information of the PL with the Supply Plan in order to
have better visibility on future procurement request(s) and see if a consolidation should be
anticipated.

See Procurement scenarios and justification documents matrix

Example of Procurement Line (PL) consolidation:

In capital, we have in the PFU, 2 PR Lines from 2 different Bases:

Base: Alpha Base: Bravo

Project Code: PHA1C Project Code: PHA1C
Donor Code: A1 Donor Code: B2
Item: CSB Item: CSB
Quantity: 1.200 Kg Quantity: 4.200 Kg
Total price: 14.400€ Total price: 70.400€

1st step: To identify the market, we need to filter in the PFU by item (CSB in this case).
2nd step: Once we have only the list of PR lines with CSB, we need to study review the donor
codes of each of those lines
3rd Step: As in this example we have two different donor codes, the consolidation of two PR
lines into a single purchase dossier is optional. Therefore, the logistician has to choose from
the two following options:

Option 1: One purchase dossier for a total of the two lines (14.400 + 70.400 = 84.800€)
leading to a National Open Tender
Option 2: Two separate purchase dossiers where the first one (14.400 €) leads to a Negotiated
procedure while the second one (70.400€) leads to the National Open Tender

A decision is taken into consideration based on several factors. For example if the CSB for the
base Alpha is urgent, the logistician is more likely to choose the Option 2 as the completion of
the National Open Tender would take several weeks.

Note: If in another example, the 2 PL had the same Donor Code, the consolidation of the 2 PL is
compulsory and the Option 1 is the only one allowed.

Once the decision to start the procurement is being made (in the PFU, the Request Status of
the PL is: B. Local Procurement), the logistician generates a Purchase Dossier by creating the
Purchase Dossier reference and entering it into the PFU.

The format of the reference of a Purchase Dossier is:

Country of Purchase - Base of Purchase - Running Number
2 letters 2 letters 5 figures
Example:
The fifth Purchase Dossier in Awasa base in Ethiopia has the reference: ET-AW-00005
For procurement done at Regional or Headquarter level, the PD reference might be slightly
different, but it will be use as the field PD reference.

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3.2 Supply Chain Management 2015
 Link:
Purchase Dossier reference is automatically produced for tracking purposes and accessible
anytime by the Logistics team in the ‘Purchase Dossier’ page.

The format of this reference will be:

Purchase Dossier - Site Reference - Dossier reference
PD - 3 digits - 5 digits
The purchase dossier’s reference is the reference number to be used for all the documents
related to a Purchase Dossier (Quotations, Assessment table, Agreement form, Supplier
Purchase Order, Delivery / Reception Note and Invoice).

The Purchase Dossier reference liaises Logistics with Finance.

As this reference is mentioned on each invoice, the Admin will enter it in SAGA, thus linking
logistics and finance processes and documentation. During the preparation of the donor
reports, the extract from SAGA would contain the Purchase Dossier references facilitating the
preparation of logistics reporting. If a Purchase Dossier includes procurement of materials for
several projects, the Administrator will split the amount on the invoice in SAGA accordingly.
When the payment for the materials is being made, the Administrator enters the Purchase
Dossier reference into SAGA.

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3.2 Supply Chain Management 2015
 Link:
In order to create a purchase dossier, the logistician will start defining to which market each
line belongs. The list of markets will be customized for each base, using the menu “Local
market”, within “Procurement”. A standard list has been pre-configured by LINK team where
each base logistician can dip into. Not all standard markets will be relevant for all bases so it is
not compulsory to choose them all. In case some markets present on the base are not part of
the standard list, they can be added manually.

Refer to Users Guides and Videos within LINK:

 15-Define markets

Once the list of markets has been defined for the site, the logistician will find this list in the
filters of the “Finalization / Local purchase” page.
The logistician assigns a market to each line. S/he will exceptionally choose “market not
required” in case of very small and isolated procurements (that have not been forecasted to
reach the threshold of negotiated procurement procedure even cumulating expenses on several
projects)
After allocating a market to each line, s/he will select lines belonging to the same market, and
“Add them to ”:
 An Advanced Purchase Dossier (Negotiated and Tender procurement procedures +
Direct procurement, derogating from Negotiated or Tender)
 A Framework Agreement Purchase Dossier
 A Simplified Purchase (for direct purchases)
NB: some lines can be added to an existing purchase dossier, provided it is not yet finalized or
closed.
Depending on the type of purchase and on the total amount, the Logistician who prepares the
PD will have to choose whose electronic approval is required on the Purchase Dossier:
 Base Logistics manager approval is mandatory on every PD,
 Technical validation may be required for technical items or services, to validate
that the chosen supplier is answering technical specifications requested.
 Logistics Coordinator’s validation is required above a certain threshold, as
defined in the Procurement guideline and/or for Framework Agreement –
Read Me.
Framework Agreement specificity:
In case the Purchase Dossier is meant to be used as Framework Agreement with several
supplier contracts associated; the format of the contracts’ reference will be determined from
the original Purchase Dossier and another running number on two digits separated by a dot
”.XX” which will differentiate the contract suppliers between them.

Example:
The fifth Purchase Dossier which is a Framework Agreement in Awasa base in Ethiopia
has the reference: ET-AW-00005, with 2 suppliers contracted simultaneously on that
market:

Supplier 1 contract reference: ET-AW-00005.01

Supplier 2 contract reference: ET-AW-00005.02

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3.2 Supply Chain Management 2015
Each Purchase Dossier which is a Framework Agreement can have several Agreement Forms
after the first one validated by the logistic. Their reference will be the one of the Purchase
Dossier and a letter by alphabetic order.

Example:
The fifth Purchase Dossier which is a Framework Agreement in Awasa base in Ethiopia has
the reference: ET-AW-00005.
After the first Agreement Form validated by logistic, 3 Agreement Form will be done to
engage the purchase:
Agreement Form 1 reference: ET-AW-00005-A
Agreement Form 2 reference: ET-AW-00005-B
Agreement Form 3 reference: ET-AW-00005-C

All the Purchase Dossier archiving and traceability will be done according to this
codification system.
See Archiving procedure.

Link:

Reference of Framework Agreement (FA) will also be given automatically by Link.

Each FA will be linked to a purchase dossier. The purchase dossier will gather all the
documents related to the choice of supplier(s) and the competitive bidding process. For each
purchase dossier, one or several framework agreement(s) can be signed. If different suppliers
have been awarded each framework agreement is signed with a unique supplier.

From a Framework Agreement a Supplier Purchase Order will be issued in Link every time
the need arises and will be related to both the FA and FD. The cumulative amount of SPO is
attached and shown for each FD, i.e. if one Framework Dossier leads to signing 2 or 3
Framework Agreements with 2 or 3 different suppliers, Link will consolidate the global view
of the total amount spent with these 2 or 3 suppliers.

Refer to Users Guides and Videos within Link

All the documents related to a Purchase Dossier (except the Procurement Request) are filed
together. The Purchase Dossier reference is also used for their sequential archiving after the
procurement is completed. It is therefore crucial that the Purchase Dossier reference is created
and entered correctly into the PFU, SAGA, and all relevant Purchase Dossier components.

Phase 3 of the PFU summarizes the procurement process.

Further details of this phase are described in the Procurement Chapter

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3.2 Supply Chain Management 2015
 Link:

At any stage, all parties related to or in charge of managing a PL (requester team, Logistics,
Finance and Coordination) will have access to the procurement process steps. They will also
be informed instantly about the workflow and persons in charge of dealing or validating the
PL.

Within the Link, all documents related to the Purchase Dossier will be uploaded (in PDF
format) and attached altogether.

The Agreement Form will also disappear with the Link as all validations do not require to be
duplicated electronically and all validators will actually see all the documents related to

3.6. Phase 4: Delivery information

After the procurement has been completed, the logistician on the procuring base completes
the delivery section.
Depending on the original request, the logistics team organizes the delivery:
- directly to the requestor/field,
- to the warehouse,
- through the transit area for consolidation before shipment.

3.6.1. Delivery from the supplier to Action Against Hunger

Each delivery from the supplier to Action Against Hunger (HQ, Capital or Base) must be
accompanied by the Delivery Note. If the supplier does not provide a Delivery Note, the
Action Against Hunger Reception Note must be used. Each Delivery / Reception Note
(whether provided by the supplier or Action Against Hunger format) must mention the
Purchase Dossier reference and include the Action Against Hunger internal Procurement
Line reference. The person receiving the delivery (Program Manager, Storekeeper, Purchaser
or Logistician) must fill in the Reception Note /sign the Delivery Note and return it to the
logistics office after the reception is completed for archiving in the Purchase Dossier.

The reception of services and works must also be formally acknowledged

by filling in a Reception Note.

See: Reception Note - How to use

Link:
Receiving of items and services will be tracked through the SPO. Logisticians will register
the receiving and indicate the destination: received goods may be delivered to Programs on
the same base, stored in stock or delivered to another base.
If the received goods are not meant to be stocked, the Requester will have to confirm the
receiving (since a good may have been received by Logistics but not have reached the
requester).Once all lines of a Purchase Dossier have been received and confirmed, Logistics
will be able to close the Purchase Dossier.

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3.2 Supply Chain Management 2015
 3.6.2. Delivery from one to another Action Against Hunger location

Each delivery from one to another Action Against Hunger location (from transit area to
storage of another base, between storages, or from capital to HQ, etc) must be accompanied
by Action Against Hunger the Delivery Note. When the delivery is prepared, the logistician
fills in the Delivery Note and registers it in the PFU.a

The format of the reference is as follows:

Country Code – Base Code – Place of Issue – Running Number

2 letters 2 letters 2-4 letters starting form 1 at each place of issue

See: Delivery Note – How to use & Storage Management Guideline for more information

3.6.3. Back Request

The back request designates the secondary request created by the logistician when it was not
possible to supply the whole quantity at once. The frequent causes for a back request is none
availability of items on the market or multi deliveries. If not recorded properly, the back
requests are very confusing for the team.
Link:
Receiving of items and services will be tracked through the SPO:
Logisticians will register the receiving and notify backorders if any. The Requester will be
able to see this information and will be able to confirm the partial delivery. Two options will
be possible in Link:
 keep the Line open until the missing quantities are delivered by the Supplier,
 close the Line if it is decided to accept the partial delivery as final.

See Procurement Follow Up - How to use for further details.

3.7. Phase 5: Feed-back from Requester

The requestor/requesting base provides his/her feedback in 2 ways:
- Each Delivery Note / Reception Note must be sent back to the sender (base
logistician, capital logistician, or HQ) with confirmation of reception and remarks if
any.
- During the meeting when the requestors submit their PR and review the
PFU.

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3.2 Supply Chain Management 2015
 Link:
In Link, the Logistician in charge of Procurement will be the one closing lines and then
requesters will mandatorily confirm.
Also, the same way the request went from requester to Logistics, and then to Upper-Base, the
feedbacks allowing closure will go gradually the opposite way:
 For local purchases, the Logistician at Base level will close a Line and the Requester
will confirm the closing.
 For Upper-base requests, the Logistician at Upper-base level will close a Line (“As the
log who handled this purchase, his/her job is done”), then the Logistician at base level
will confirm the closing (“As the log who received the items, he/she confirms the
receiving”), and then only the initial requester will be able to close the line (“As the
initial requester, (s)he confirms (s)he received the goods (s)he ordered”).

3.8. Phase 6: Management

This section is managed by the logistician responsible for the PFU. He/she is responsible for
closing the line when the supply is completed and monitoring the supply time. This permits to
hide the “closed” lines by filtering them.
Note: it is not allowed to delete lines from the PFU.

A new PFU is to be open at least every year with the remaining active lines of the previous
year. The PFU of the previous year or period must be archived by the Logistics Coordinator.

Link:
Within the Link, this final closure of a request, whether it is on a unique or several PL, is
determined by the confirmation of reception of goods by the requester.

The closure process starts from the logistician who has made the procurement: once s/he has
closed the concerned lines, then the requester will be asked to check and confirm the closure.
In case of procurement dealt upper base, the base logistician will also have to close before the
requester can confirm.

Refer to Users Guides and Videos within LINK

See Procurement Follow Up - How to Use for further details

4. Stock Requisition

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3.2 Supply Chain Management 2015
This part of the chapter describes the supply chain processes related to stock requisition, its
approval, and monitoring up to the delivery. The chapter does not cover Storage Management
procedures which can be found in the Storage Management Chapter.

There are two levels of Stock Management procedures within the Supply Chain Management:
1. Manual (compulsory), using printed formats:
 Stock Release Order (soft copy to be printed)
 Stock Card (hard copy)
 Stock Report Manual (soft copy to be printed)

2. Automatic (optional), based on electronically linked formats:

 Stock Release Order (soft copy to be printed)
 Stock Follow Up (soft copy)
 Stock Card (hard copy)
 Stock Report (automatic soft copy to be printed)

The Logistics Coordinator chooses the appropriate level depending on the capacity of the
logistics team. If the Manual level is chosen, the mission should work on preparing the team
to eventually switch to the Automatic level.

The following sections cover the flow of activities related to the stock requisition
management including the Stock Release Order and the Stock Follow Up. The procedures
related to the management of the storage and the use of Stock Card and the Stock Report are
covered in the Storage Management chapter.

The Procurement Line reference (PL) is used throughout the stock requisition process to link
the Procurement Follow Up with the Stock Follow Up as well as the rest of stock
management documents.

Each stock movement must be authorized and refer to a document

IN = Delivery Note / Reception Note
OUT = Stock Release Order / Delivery Note / Loss Report

See Tracking and Archiving Scheme

Link:
With KitLog v3.6.2, the Stock Module is not yet developed and therefore not available in
LINK.

4.1. Stock Release Order (SRO)

The Stock Release Order is a mandatory form.
There cannot be any release from stock without a SRO:
- within a base
- from a base to the Capital or to another base.

See Stock Release Order form and PR and SRO Process

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3.2 Supply Chain Management 2015
Requests transmitted verbally or in incorrect format are not valid.

4.2. Stock Follow Up (SFU)

Stock Follow Up (SFU) is an important supply chain tool that centralizes information and
ensures correct stock management.
The Stock Follow Up allows:
- Logistician:
 To inform the Requesters about the availability of products in the stock
 To record the stock movements (IN/OUT/LOSS)
 To automatically produce monthly stock reports
 To produce adequate donor reports at the end of the project
 To process a Stock Release Order (SRO) or a particular item and to organize a
delivery
 To have the breakdown of products in the stock by order, category, project, and
warehouse
 To organize the delivery of the different SROs with the intention of processing
them per item category or per priority

- Administrator:
 To know the value of products in the storage

- Program Manager:
 To check what products and for which programs are available in which warehouse

When the SFU is implemented, we strongly recommend integrating the SFU review part in
the meeting with each department for reception of PR.

As the PFU, the SFU must be shared by email for information (or ideally shared on the office
network) with:
 Requestors on the base (registered in the Authorization Signatures form)
 Logisticians on other bases if the SFU of the base includes purchases for these bases

The SFU shared is a read only document and any feedback should go through the logistician.

See Stock Follow-Up - How to use for all details on the format.

4.3. Stock entry / re-entry

The storekeeper/logistician receiving the products can obtain the PL from:
- The Supplier Purchase Order (SPO) which must be present/made available to the
storekeeper by the logistician at the time of reception of the products directly from the
supplier.
- The Action Against Hunger Internal Delivery Note at the time of reception of the
products from another base.

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3.2 Supply Chain Management 2015
For In Kind Donation, the logistician will provide the IKD reference(s). See In Kind Donation
chapter

Any stock re-entry should be accompanied by an internal Delivery Note prepared by the
requester.

See paragraph 3.6 of this guideline for Reception Note and Delivery Note.
See Storage Management chapter for further details

4.4. Preparation of the Stock Release Order

4.4.1. Stock Release Order (Base)

Only the persons registered in the Authorized Signature form can submit a Stock Release
Order.
The requestor must use the up to date PFU and SFU(s) / Stock(s) Report(s) of relevant bases
to correctly identify the product he/she needs to order and the location (storage) where the
product is present.
In order to request the product from the stock, the requestor identifies the Procurement Line
reference (PL) of the product in the PFU and SFU(s) / Stock(s) Report(s) (or his/her original
PR).
Then the requestor fills in the Stock Release Order (Base) using the relevant PL, category and
description and specifying the quantity needed per units, requested delivery date and location.

When the SFU is implemented, the SRO (Base) can be filled in automatically by typing the
SFU line number into the SRO (Base) and then adding the quantity needed per units,
requested delivery date and delivery location. In this case, the reference information, category
and description will appear automatically on the form.
If filled manually, the requestor must enter the correct PL, category and description of the
product, as well as the quantity needed, units, requested delivery date and delivery location.

The Stock Release Order reference is similar to the Procurement Request reference:

Country Code - Base Code - Requesting Department - Order n°

2 letters 2 letters 2-4 letters 3 figures

Note: the reference integrated on the line of the SRO is the Procurement Line reference
(PL) and it is not the same as the SRO reference.

A standard frequency has to be defined according to the programs needs and logistics
capacities, as much as possible the frequency should match with the PR frequency.

The logistician of the base /capital approves the SRO after verifying whether the product is
available in the stock and is requested with the correct reference.

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3.2 Supply Chain Management 2015
 4.4.2. Stock Release Orders (Upper Base)

Based on the information provided on the SFUs or Stock Report of various bases, the
requestors may request products from other storages if the products were previously
purchased/donated on another base for its respective project. In this case the requestor must
indicate the relevant warehouse and submit the SRO (Base) to the logistician.
The Logistician will then consolidate all the SRO (Base) lines per other storage in a SRO
(Upper Base) to be sent to the concerned base for processing the requested delivery.

When the SFU is implemented, the SRO (Base) are integrated in the SFU and the SRO
(Upper Base) can be filled in automatically by typing in the SFU line number into the SRO
(Upper Base).

If filled manually, the logistician must enter the correct PL, category and description of the
product as well as the quantity needed, units, requested delivery date and delivery location
from the SRO (Base) into the SRO (Upper Base) format.

The logistician consolidates the SROs (Base), transfers them into the SRO (Upper base) for
another base and assigns the reference:

Country Code - Requesting Base - Receiving Base - Order Number

2 letters 2-3 letters 2-3 letters 3 figures

Note: the SROs of the base sent to other bases are NOT recorded into the SFU of the
requesting base but are integrated into the SFU of the receiving base. The only information
recorded in the SFU of the requesting base is the reference of the SRO (Upper Base).

See Stock Follow Up – How to use

4.5. Stock Release Order processing

When the storekeeper receives a SRO, he/she will:
- prepare the products
- prepare the DN according to the transport information
- update the Stock Card
- update the SRO and return it to the logistician.

See Storage Management guideline and PR and SRO process for further details

5. Transit Area and Transport Plan

5.1. Transit Area
The Transit Area is the zone where the logistician will consolidated different products from
different origin (supplier, upper base, HQ) before shipment or delivery.

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3.2 Supply Chain Management 2015
When the products are entered in the transit area, the different Delivery Note / Reception Note
are completed and archived in the related Purchase Dossier.
When the products are sent to the requester, the Delivery Note should be created and filed in
the Delivery Note file.
Any movement IN and OUT of the Transit Area must be registered in the SFU, see paragraph
3.6 Phase 4: Delivery information and SFU – How to use.

5.2. Transport Plan

The Transport Plan phase links the procurement requisition and stock requisition aspects of
the supply chain. As the 2 flows are managed in parallel, the Transport Plan allows the
logistician to consolidate, in one transport, products coming from the Transit Area and from
the Stock.

See Supply Chain Management Scheme, Procurement Follow Up – How to use, Stock Follow
Up – How to use, Transport chapter and Transport Plan tool.

6. Filing and archiving

Please refer to Archiving chapter for all details on archiving procedures (soft and hard copies,
standard filing, etc…) and to Tracking and Archiving Scheme for general overview.

Action Against Hunger - Kit Log V 3.6 Page 31 / 31

3.2 Supply Chain Management 2015