External Order Form Utilisation en 2005

7/28/2019 External Order Form Utilisation en 2005

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External Order Form utilisation

Function: The objective of the External Order Form (EOF) is to enhance thetransmission of information between the purchaser, theadministrator, the supplier and the storekeeper.

The External Order Form can be used when:- Action contre la Faim has an account within the supplier- The supplier needs few days to prepare the order

Instructions for a correct use of the External Order Form

An External Order Form can only be use when the payment occurs after thedelivery. For other case the elaboration of contract signed by the supplier isimperative.

The purchaser has to prepare an EOF, mentioning the budget(s) line(s).Depending on the procurement procedure the purchaser will also prepare apurchase file.

The Administrator keeps the first sheet when approving the expense.

The purchaser leaves sheets 3 and 4 of the EOF to the supplier; its theconfirmation of the order.

The supplier delivers the articles to the storekeeper (or purchaser).

The storekeeper (or purchaser) signs the 3rd and 4th sheet for the delivery.This signature is essential when the supplier has no waybill or debit note, itsthe proof of delivery.

The storekeeper keeps the 4th sheet of the EOF.

With the 3rd sheet, the supplier can request the payment, or keeps it in caseof cumulative payment at the end of the month. Without proof of thedelivery to Action contre la Faim the supplier cannot be paid.

Instructions to fill the External Order Form

N Printed number, 6 digits

Action contre la Faim - Kit Log V 2.0 Page 1 / 3V 2.0 English / 02 procurement 01/05/2005


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When the EOF are printed on a mission the countrycode (two letters) has to precede the number, ex BU090912

Supplier: Name of the supplier, address, phone number

Signature and stamp: Of the supplier, to acknowledge the terms andconditions

Delivery date: When the articles have to be ready or delivered

Delivery address: Where the supplier has to deliver the articles, orsupplier warehouse when ACF collects the articles

Ref. IOF: Reference of the Internal Order Form.Write LOG if the Logistic Coordinator or Logistician-

Administrator have initiated directly the purchase.

Ordering date: When the External Order Form is prepared

Order from: Name of the person organising the purchase

Designation of articles: Articles to purchase (+ reference of quotation if any)

Project code: Destination of the articles using the project code asdefined by the Administrator

Quantity: Quantity to buy

Unit: Kg, litre, pce

Unit price: Unit price of the article according to the quotation orcatalogue

Total price: Total price = Qty * U.Price

Amount w/o V.A.T.: Total amount without V.A.T., when relevant

V.A.T. V.A.T. when relevant

Total amount: Total amount to be paid to the supplier.

Total amount in words: Total amount written in letters

Payment conditions: Mode of payment: cash, bank transfer, bank chequeand conditions: AFTER DELIVERY or END OF THEMONTH

Remarks: Any useful and complementary information



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Currency: Currency used, only one currency per EOF

Budget code & line: No EOF can be approved without a valid budget line

Signatures for approval: Signature Logistician-Administratoror signatures of the Administrator + logistician incapital

Articles received: Signature of the Storekeeper or the person whoreceives the goods, essential in case the supplier hasno waybill or debit note.


Documents

External Order Form Utilisation en 2005