The sheet Header is the identity card of your order:
The order's header contains six kind seven different types of information:
1) Identity
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- 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 / project / number2
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- It can be automatically assigned by the Portal, so that you will not have to fill it out (if you want this function please contact msfsupply.portail@brussels.msf.org) . Here below is the different Ref. order that the Portal handles:
- 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)
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- 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) Other info
- You can attach extra information, such as pictures of a spare part, documents…
- In this field the Portal also stores the original file that you use to import the order lines
6) 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)
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7) 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 function 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.
Import - Option 2
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.
Check
Here below is a closer look at some feature you may come acress while checking/editing the order lines:
The Content can be still changed in full. The Header can be checked/edited too.
Save
When the order is ready you must "save" it before validation:
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