The main fonction of the Portal is to allow smooth transmission of your purchase orders to MSF Supply. Standard lists, forecast, split into technical orders all concur to achieve such goal.
In the Portal you have two ways of creating orders: via "create an order" and via "import 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 order's header contains six kind of information:
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
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/Urgences | 18/ALI/DDRH06F0/12345 | 1 | 8 | / | A | L | I | / | D | D | R | H | 0 | 6 | F | 0 | / | 1 | 2 | 3 | 4 | 5 | ||
| Clients/Urgences | 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)
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
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
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)
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
You can either add items manually via the search fonction or import a file. When you click on "search item"
Through a daily refresh from Nodhos, the Portal also displays the content of purchases after being processed by MSF Supply.
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