DAI - AIS

DAI
The Electronic Document Handling System © Web EDH is available at http://edh.cern.ch/
Introduction
The Internal Purchase Requisition or DAI (Demande d’Achat Interne) document allows you to submit
a request to the procurement of FP‐PI Group for non‐standard items or services outside CERN.
Outside purchases are made only by the Purchasing Service. The DAI is an electronic document in
the CERN Electronic Document Handling System (EDH). After the document has been completed, it is
saved and sent for financial approval by the routing pre‐defined in EDH. This approval circuit may
also involve obtaining the opinion or agreement of an expert on certain types of purchase. Examples
of articles requiring special approval by a technical expert include chemicals, gases, radioactive
sources and so on.
After approval in EDH, the DAI is transferred into the financial system (QUALIAC) and sent to the
buyer concerned who undertakes to find a suitable supplier and draws up the purchase order.
Creating a DAI
You should firstly ensure that the required equipment is not covered by stores. This is done by
looking first in the CERN Stores Catalogue using your EDH login and password and then, only if the
item has not been found in the CERN Catalogue, in catalogues of other suppliers: Bossard, Distrelec,
Farnell, Lyreco, Radiospares and SFS. If the item has been found, a Material Request should be
created in EDH instead of a DAI.
Only if the required equipment is not found in either of the catalogues, you have to create a DAI in
EDH.
There are 6 steps to fill in a DAI
1. Click on the icon DAI
2. Complete the Header information
3. Insert the line item(s)
4. Complete the additional Information
5. Save your document
6. Send your document for authorization.
1|Page
Step 1: Opening
Any person with access to EDH can create a DAI
Click on the DAI Icon on the EDH Desktop,
or via url
https://edh.cern.ch/Document/DAI
Use the
to the right of
each field for help
Use the Information hyperlinks
example: Technical Contact to
search for information in the
administrative databases
2|Page
Step 2: Header information
Use the General Description (mandatory) field to indicate the general description of
your order. This field is used for displaying EDH documents on your desktop
therefore it is important to be precise to find your order in the list later.
The Technical Contact (mandatory) field is
automatically filled by default with the name
of the creator of the document but can be
changed if necessary.
If you wish to use a specific Supplier, but were unable
to find the supplier details in the existing database,
you should complete this form. Please check carefully
that the address and telephone details are up to date
and that you put the correct activity code
The Country of Distribution (mandatory) is the
country from where the goods are purchased
(usually the country where the supplier is located).
You should enter a valid ISO country code
The Currency field (mandatory) allows you to alter the
currency you will use for the DAI if it is not the default Swiss
Francs. By clicking on the pull‐down menu (small arrow) on the
right you may select a different currency. Line item prices will
be cumulated to display the Total Value information in the
currency chosen, and also in Swiss Francs. Note that the
exchange rate defined is CERN's internal rate
The Supplier field is mandatory for “automatic orders” (orders for amount < 1000 CHF which can be
processed automatically without involving Purchasing Officers). For non‐automatic orders this field is
optional. Please note that if you do not wish to mention a supplier, the Purchasing Service will find
the best offer for the material required, according to the technical specification/product reference
which you should provide. Once the price has been fixed, the person responsible for the budget will
be asked to approve the amount. This may delay the dispatch of the purchase order.
Use the Attach button to attach to your DAI corresponding documents (drawings, copy of offer,
specification etc).
3|Page
Step 3: Line item information
All prices must be indicated without taxes
A DAI must have at least 1 line item. Use the button +Add to
bring up the DAI Line Item window
4|Page
The Detailed Description allows you to enter the goods or
services characteristics if the short description is not long
enough. Make sure the product reference is clear and exact.
The Short Description (mandatory) provides you with up to 40
characters to indicate a short description of the ordered item
Enter Quantity
The Discount field allows you to specify any discounts which
would eventually be applicable to your purchase. Indicate the
discount you have obtained from the supplier by changing the
displayed percentage (0% by default). You must specify if this
discount is already deducted from the price indicated above
(Already Deducted) or not yet deducted (not deducted). EDH
will use this information to calculate the total amount
The Price field is not mandatory but you should provide at
least an estimation of the order and the unit the Price Quoted
for to allow an estimated amount to be calculated. Certain
signatures for your DAI are related to the amount of the order,
so if no amount is specified the procurement service will
manually return your DAI for these signatures if the amount
requires it
The Budget Code allows you to specify from which budget
code(s) the order will be debited. You may indicate as many
codes as you wish as long as the sum equals 100%. Example:
16141 (40% 2011), 16142 (60% 2012)
The Country of Origin: is defined in accordance with the
European Economic Community regulations as the country
where the supplies are manufactured or where the last major
transformation took place. The major part of the supplies shall
be manufactured in the CERN Member States, i.e. Austria,
Belgium, Bulgaria, Czech Republic, Denmark, Finland, France,
Hungary, Germany, Greece, Italy, Netherlands, Norway,
Poland, Portugal, Slovakia, Spain, Sweden, Switzerland, United
Kingdom. If the supply or service is originated from several
country, please proceed as below:
GB (40%), ES (60%)
The Tax field allows you to indicate whether Taxes
(TVA, VAT, ICHA etc) are applicable, and if so, the
appropriate rate (0% by default). As CERN does NOT
pay these taxes it is important to know whether the
price you have been quoted includes such taxes in
order that you may be charged the correct amount.
5|Page
The Delivery Location allows you to indicate the delivery place
of the goods. EDH proposes your office (or that of the
Technical Contact if it is not yourself) as the location by default
When you indicate a Delivery Date, enter it or use the
hyperlink on the left to select a date from the calendar
The Activity Code indicates the nature of the requested goods. It is compulsory to
indicate it. The activity code is used to determine whether additional experts should
approve your purchase to make sure that it complies with CERN regulations.
Once you have registered your Line Item information by clicking OK, it will be entered into your DAI.
You may modify it at any time by using the “pencil” button, and you may delete any line by using the
“red cross” button.
Additional lines can be entered by using the +Add button.
You may duplicate an existing line item by using the Duplicate button. This will add a new line and
duplicate all the information from the existing line item.
If you have more than 2 line items and you wish to reorder them, you may use the Re‐order button.
6|Page
Step 4: Additional Information
Purchasing Officer: if you wish to explicitly send your DAI to a
particular purchase officer, then select the name from the pull‐
down list. If you choose the default proposed by EDH then EDH
will decide on the purchase officer based upon:
The Activity Code in the DAI
The Department of the technical officer
The amount
Use the Comments to the Purchasing Officer field to freely
enter all remarks you wish to make to the buyer. These
comments will remain internal and will not be sent to the
supplier. Mention the details of any correspondence which you
may have had with the supplier including any vouchers, offers
or details which you may have sent to the Purchasing Service
via internal mail
Use the Other Comments field for all other remarks, especially
for the attention of the signatories of the DAI
Use the Comments to Supplier field to enter remarks to be
printed on the order sent to the supplier. Typically you would
use this field to refer to a particular offer or discount already
proposed by the supplier
7|Page
Step 5: Save or send your document
Use the save button to save your
document at any time when it is
valid
Use the send button to send
your document when it is
finished
If you send your document, the sign screen will appear to enter your EDH password:
8|Page
Workflow
Once you’ve send your document the following process will be followed:
9|Page
And here is a detailed graph of the Financial Approval step:
10 | P a g e
Please always feel free to
ask the Procurement FP‐PI
group if you have any
question!
Find more informations at :
https://procurement.web.cern.ch/procurement‐guidelines‐at‐a‐glance
11 | P a g e