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Supply Chain Management Guideline: Logistics Department Action Against Hunger
Supply Chain Management Guideline: Logistics Department Action Against Hunger
Management
Guideline
2015
Logistics Department
Action Against Hunger
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:
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
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.
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.
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.
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.).
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.
LINK:
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.
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.
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.
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.
- 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
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
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.
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.
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.
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
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:
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.
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:
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).
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:
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)
3.4.1. 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.
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.
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.
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
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.
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.
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.
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.
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.
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
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…
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.
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:
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:
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.
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.
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
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.
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.
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
See: Delivery Note – How to use & Storage Management Guideline for more information
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.
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.
4. Stock Requisition
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)
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.
Link:
With KitLog v3.6.2, the Stock Module is not yet developed and therefore not available in
LINK.
- 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.
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
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:
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.
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:
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 Storage Management guideline and PR and SRO process for further details
See Supply Chain Management Scheme, Procurement Follow Up – How to use, Stock Follow
Up – How to use, Transport chapter and Transport Plan tool.