Internal Product Request Process

1.0 Purpose

The main purpose of this process is to serve the internal consumption requests by the different sites of the product owners.

1.1 Who can request this?

1. Residential Maintenance Supervisor
2. Shared Unit Supervisor
3. Technical Supervisor
4. Warehouse Supervisor
5. Fuel Terminal Supervisor
6. Aviation Terminal Supervisor
7. Office Supervisor
8. Lubes Office Supervisor

1.2 Navigation Path

Requests & Approvals > Place Product Request

1.3 Types of Internal Product Request Sites

1. Maintenance
2. Shared Unit
3. Technical Unit
4. Warehouse
5. Fuel Terminal
6. Aviation Terminal
7. Office
8. Lubes & Office

1.4 Different Applications Involved in Process

1. Portal Web
2. TAS / MON TAS

1.5 Place Product Request by Site Supervisors

Site supervisors can place the product request from place product request page. From place product request page users need to provide the following information

1. Type
2. Product Grade
3. Total Quantity
4. Company
5. Site
6. Expected Date
7. Remarks

By submitting the above details product request will be generated. Here there is a small difference in the product request generation for maintenance type. For maintenance type supervisor can generate the request for multiple maintenance type sites at a time where as for other site types respective site wise requests will be generated.

After submitting the internal product request there is an approval process with different users

Page/Screen	Place Internal Product Request
Application	Portal Web
Role	Residential Maintenance Supervisor, Shared Unit Supervisor, Technical unit Supervisor, Warehouse Supervisor, Fuel Terminal Supervisor, Aviation Terminal Supervisor, Office Supervisor, Lubes Office Supervisor

1.6 Different Approvals to Internal Product Request

For MRS OIL & Gas following are the approvals required to provide in the sequence.

For maintenance type and shared unit type internal product requests following approvals are required.

1. GCOO [Group Chief Operating Officer] Approval
2. Sales Controller Approval
3. Finance Controller Approval
4. Credit Controller Approval

For Technical unit type internal product requests following approvals are required. For now considering only MRS Tincan Terminal.

1. Terminal Manager Approval
2. GCOO [Group Chief Operating Officer] Approval
3. Sales Controller Approval
4. Finance Controller Approval
5. Credit Controller Approval

For MRS OIL Nigeria following are the approvals required to provide in the sequence.

For any type of internal product requests following approvals are required.

1. Operations Head Approval
2. Sales Controller Approval
3. Finance Controller Approval
4. Credit Controller Approval

For Technical unit type internal product requests following approvals are required.

1. Terminal Manager Approval
2. Operations Head Approval
3. Sales Controller Approval
4. Finance Controller Approval
5. Credit Controller Approval

1.7 Internal Product Request Approval by Terminal Manager

Once the site supervisor places the product request for technical unit then terminal manager need to approve the product request.

In terminal manager approval popup, if user want to update the quantity then that user can update the approved quantity and accepts the internal product request. If require user can input the remarks which are required for further approval

If the internal product request is declined by the terminal manager then at that point that product requests considers as closed. If required again user can restore the product request after declined.

Page/Screen	Internal Product Requests
Application	Portal Web
Role	Terminal Manager

1.8 Internal Product Request Approval by GCOO/Operations Head

If the internal product request is generated by the MRS OIL & GAS then the approval is required from GCOO if the product request is already approved by terminal manager if it is for technical unit otherwise for other type of internal product requests GCOO need to approve the product request first.

If the internal product request is generated by the MRS OIL NIGERIA then the approval is required from the Operations Head if the product request is already approved by the terminal manager if it is for technical unit otherwise for other type of internal product requests Operations Head need to approve the product request first.

If the internal product request is declined by the GCOO/Operations Head then at that point that product requests considers as closed. If required again user can restore the product request after declined.

Page/Screen	Internal Product Requests
Application	Portal Web
Role	GCOO [ Group Chief Operating Officer ], Operations Head

1.9 Internal Product Request Approval by Sales Controller

If the internal product request is accepted by the GCOO/Operations head then the approval is required to provide by the sales controller.

Sales controller will review the details and accept or decline the request. If the request is confirmed then request will moves to the Finance controller. If the internal product request is declined by the Sales Controller then at that point that product requests considers as closed. If required again user can restore the product request after declined.

If the product request is generated by the MRS OIL NIGERIA then sales controller required to provide the product price per liter. After adding the product price user can update the price anytime before completion of the credit controller.

Page/Screen	Internal Product Requests
Application	Portal Web
Role	Sales Controller

2.0 Internal Product Request Approval by Finance Controller

If the internal product request is accepted by the sales controller then the approval is required to provide by the finance controller.

Finance controller will review the details and accept or decline the request. If the request is confirmed then request will moves to the credit controller. If the internal product request is declined by the Finance Controller then at that point that product requests considers as closed. If required again user can restore the product request after declined.

If the product request is generated by the MRS OIL & GAS then finance controller required to provide the product price per liter. After adding the product price user can update the price anytime before completion of the credit controller.

Page/Screen	Internal Product Requests
Application	Portal Web
Role	Finance Controller

2.1 Internal Product Request Approval by Credit Controller

If the internal product request is accepted by the finance controller then the approval is required to provide by the credit controller.

Credit controller will review the details and accept or decline the request. If the request is confirmed then request will completed and a invoice will be generated against that request. If the internal product request is declined by the Credit Controller then at that point that product requests considers as closed. If required again user can restore the product request after declined.

After approval of the credit controller the approved quantity of the internal product request will be credited into the site approved stock account

Page/Screen	Internal Product Requests
Application	Portal Web
Role	Credit Controller

2.2 Program LT for the Sites and its delivery

Site supervisors can program the loading ticket for the sites. For programming the loading ticket user need to select the sites and then truck, driver and loading date. After programming the loading ticket user need to perform the check-in and LT processing at the terminal is same as the white product order processing. After completion of the LT waybill that truck will go to the respective site and give the delivery.

Page/Screen	Program LT > Select Truck
Application	Portal Web
Role	Residential Maintenance Supervisor, Shared Unit Supervisor, Technical unit Supervisor, Warehouse Supervisor, Fuel Terminal Supervisor, Aviation Terminal Supervisor, Office Supervisor, Lubes Office Supervisor

Page/Screen	Program LT
Application	Portal Web
Role	Residential Maintenance Supervisor, Shared Unit Supervisor, Technical unit Supervisor, Warehouse Supervisor, Fuel Terminal Supervisor, Aviation Terminal Supervisor, Office Supervisor, Lubes Office Supervisor

2.3 Breakup Confirmation by Site Supervisor

Once the delivery is received by the site supervisor then they will provide the breakup confirmation for the delivery. Once the breakup confirmation is provided then that much quantity will be debited from the site approved stock account.

Page/Screen	Confirm Quantity
Application	Portal Web
Role	Residential Maintenance Supervisor, Shared Unit Supervisor, Technical unit Supervisor, Warehouse Supervisor, Fuel Terminal Supervisor, Aviation Terminal Supervisor, Office Supervisor, Lubes Office Supervisor
Navigation Path	Breakup Confirmation > Confirm Quantity