DAI - AIS
Transcription
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