In order to have your order ready for validation you:
- create
- check
- save
In the Portal you have two ways of creating orders: via " create an order " and via "import an order". The first option is a step-by-step process (header, then content), whilst the second allows to create your order at once.
Option 1 - Create an order
When you click on "Create an order" a new window opens, which is made of two sheets: "header" (main information) and the "content" (order lines).
The Header
The Header is the identity card of your order:
The order's header contains six kind of information:
1) Identity
- Section: this is a hard-coded field, for OCB missions it will be "MSF Belgique"
- Mission: you can only select missions for which you have got rights (usually one)
- Project: there you put the project code that you place the order for
- Category: it may be "logistic" or "medical" according to the content
- Level: that is usually hard-coded, "cellule" stands for urgent orders placed by HQ, whilst "mission" is for the others
- Fiscal year: the Portal prompts you with the ongoing budgetary year that your order will be invoiced for. When approaching the following year you may have the option to select that one
2) References
- Ref. order: for Unifield users that will be the PO reference that you can copy and paste in the field. For all other users that will be in the format year / number1 / section / projetc / number2
| Unifield | 18/BE/AF188/PO12345 | 1 | 8 | / | B | E | / | A | F | 1 | 8 | 8 | / | P | O | 1 | 2 | 3 | 4 | 5 | ||||
| Logistix | 18/1234/BE/CD113/1234 | 1 | 8 | / | 1 | 2 | 3 | 4 | / | B | E | / | C | D | 1 | 3 | 3 | / | 1 | 2 | 3 | 4 | ||
| Clients/Emergencies | 18/ALI/DDRH06F0/12345 | 1 | 8 | / | A | L | I | / | D | D | R | H | 0 | 6 | F | 0 | / | 1 | 2 | 3 | 4 | 5 | ||
| Clients/Emergencies | 18/ALI/BF500/12345 | 1 | 8 | / | A | L | I | / | B | F | 5 | 0 | 0 | / | 1 | 2 | 3 | 4 | 5 | |||||
| Clients | 18/ALI/BF50/12345 | 1 | 8 | / | A | L | I | / | B | F | 5 | 0 | / | 1 | 2 | 3 | 4 | 5 |
- Ref. field: for Unifield users that will be the FO number
- Ref. project PO: for Unifield users that will be the PO project reference
- Ref. project IR: for Unifield users that will be the IR reference (not yet in the Unifield PO export file)
3) Title
- Description: there you put a text resuming the content of the order, e.g. "1st quarter psychotropic drugs"
- Comments: any other information, for instance to the attention of HQ or MSF Supply
4) Contacts
- this section can be automatically filled out by the Portal (ask msfsupply.portail@brussels.msf.org) or you can fill/edit at any time
5) Delivery
- Dispatch code: this is the delivery address and it is hard-coded. The delivery addresses are agreed with MSF Supply prior to order transmission in the Portal
- Transport mode: air, sea, road, express, head office and charter (to be added shortly)
- Desired delivery date: day of delivery. A warning message will appear when the date diverges from the lead time agreed with MSF Supply (feature to come shortly)
- Priority: normal priority, priority, urgent (the latter will be added shortly)
6) Summary
- it shows the split per accounting code of the costs, weight, volume of the goods that you are ordering
- A link to the estimation of your transport cost is also included (takes the highest bid, contact your freight operator for more information)
The Content
The sheet
...
Content is to be filled out with your order lines:
...
Once here you can either add items manually via the search fonction or import a file.
When you click on "search item" a menu will appear on the left-hand side; while via the "add uncodified" button you can add items not included in the MSF Supply's offer, the drop-down will allow you to show the catalogue, and - if any - the standard lists and forecast:
Then you can fetch items in the tree-style menu and add them to your content via the dedicated window that pops up:
The button "import" allows to integrate several order lines at once, from Unifield (XML and Microsoft 2003 Excel spreadsheet), Logistix (XML) and csv files:
Once the import process is completed you may be notified if any rounding was done.
Option 2 - Import an order
The second way of creating an order in the Portal is via the function "import an order":
For Unifield users the advantage is that the import not only integrates the order lines into the content but also automatically populates most of the header with the information that is already the PO file (PO reference, project code, description, etc.)
Once the import is complete both header and content can be still amended.
Here below is a closer look at some feature you may come acress while checking the order lines:
When the order is ready you must "save" it before validation:
Here below is an overview of some feature you may see in the order lines:
