Internal Order Form Utilisation en 2005

7/28/2019 Internal Order Form Utilisation en 2005

1/4

Internal Order Form utilisation

Function: The Internal Order Form (IOF) is the document to submit an orderfrom:

- The technical requester to the logistician- A base to the Capital Logistic department

An Internal Order Form do not authorise the purchase or the stockrelease of products.

The Internal Order Form, version Kit Log V 2.0 answers to the requirements

of large missions, such as Afghanistan in 2002. Some of the required fieldsmay not be necessary at the base level or in smaller missions.

Instructions for a correct use of the Internal Order Form

To approve an Internal Order Form is a significant act. The requester initiatesa supply chain, which will end with the delivery of items.

The order will be verified at several levels, but the requester remainsresponsible for the pertinence of the order.

This document only explains the use of the regular Internal Order Form.

Other IOF have to be filled using the same principles:

-Information accuracy: specifications of the article, quantity, unit,destination, and delivery date

- Valid authorisation

On the base the Internal Order Forms are printed in duplicate:

1. The requester fills the IOF and gives the two copies to thelogistician.

2. The logistician gives (or send) back immediately the 1st sheetwith possible comments and signature

3. The logistic department will keep the 2nd sheet to process theorder

Action contre la Faim - Kit Log V 2.0 Page 1 / 4V 2.0 English / 01 supply chain 01/05/2005


2/4

The Logistics Coordinator should not hesitate to print in triplicate if theres aneed to keep an additional copy in reason of an important volume, severalpurchasers, distance between projects and base etc.

Instructions to fill the Internal Order Form

White zone by the requester + Logistician (when receiving theorder)

IOF Ref.: Reference of the order. The requester attributes theorder reference.

Reference format

Requester / Base of processing / Month / Year /OrderNumber(zero annual set up)

Order From: Technical department or logistician preparingthe order

Order to: Base Logistician or Capital Logistician

Date: When the order was prepared

Delivery place: Location where the requester wants the goodsto be delivered

Delivery daterequested: When the delivery should occur (deadline)

Cat. : Action Contre la Faim standard category, categoriesare established according to the articles, notaccording to the user.

CATEGORIES

Code Designation Example

AGR AGRICULTURE Hoes, seeds, fertilizers

BUI BUILDING Cement, bricks, tools

COO COOKING Plates, cups

EDU EDUCATION Flip chart, board

FOO FOOD All food items

FUE FUEL Diesel, petrol, kerosene

FUR FURNITURES Tables, chairs, desks

HYG HYGIEN Towels, soap, brush, HTH LOG LOGISTICS Equipments and blankets,



3/4

sheeting

NUT NUTRITION F100, F75, Resomal

OFF OFFICE Lamp, fans, calculators

STA STATIONERY Pen, paper A4, cartridges

VEH VEHICLE All spare parts, tools

VIS VISIBILITY Stickers, tee shirts

WAT WATSAN Pipes, taps, drilling bits

Description: If the description is precise, the processing of theorder will be fast and the mistakes less numerous

Destination: Exact destination of the product

Project code: Project code as defined by the Administrator. This

information is essential to allocate or verify thebudget line.

Quantity: Quantity (according to the used unit)

Unit: In Kg for food items, pieces, litre etc.

Remarks: Any useful and complementary information. Theurgency of an order or particulars items can behighlighted in the remarks.

Requester name andauthorization: Employee who has prepared the order.

If the employee is not authorized to sign the IOF,he/she has to refer to his/her supervisor.The Logistician-Administrator and thecoordination team define the list of authorisedsignatures.

Received by: When the requester gives the order to the logistician,he/she waits for the first comments, additionalinformation requirement. Once the logistician canprocess the IOF he/she signs the order.This process avoids recurrent contestations of non-received or non-sent IOF.

Yellow zone by base department responsible or base Log-admin

The use of the yellow zone is imperative when sending an orderfrom a base to the Capital.



4/4

When approving the order the department responsible on the base canfacilitate the task of the Logistician-Administrator and Administrator byindicating the budget line.

Note that in case of disagreement regarding the budget line, theAdministrator has the ultimate responsibility and decision.

Budget Line: The budget line on which the expenses will beallocated.

Unit value authorised: Maximal unit value authorised by the requester

Total amount authorised: Maximal unit value * quantity orderedEven if the unit value is not known, the requester hasto mention the total amount authorised

Currency: The use of the budget currency facilitates the task of the Logistician-Administrator when verifying for thefunding availability.

Grey zone by the logistician processing the order

The purpose of the grey zone is to avoid the printing of multiple documentswhile processing the order within the Logistic Department.

Once computerized in the order follow up, the IOF is frequently given to anassistant or purchaser (if any) to prepare the Release Order or to start theprocurement procedure.

Supply from: The logistician will select the source of supply:

Stock, Order or Purchase;and forward the IOF to the appropriate employee

Total. Price: If the supply is coming from a local purchase, thepurchaser (if any) will indicate the total price for theitems to purchase through the mission catalogue or aquotation process.


Documents

Internal Order Form Utilisation en 2005