Purchasing Spares

This module supports the complete cycle of spares supply, that is Requisitions, Inquiries, Quotations, Orders, Dispatch, Forwarding, Delivery on-board ship and finally Invoicing.

All purchase functions operate for simplicity on a screen with standard format. This includes a graphical, tree-like, display for representation/selection of the various stages of a cycle.

At any stage specific tools provide for:

• Display customization, authority levels management, history tracking, grouping of inquiries/orders by any combination of requisition, vessel or component
• Comparison of quotations, with order splitting, for easier choice of supplier
• Adaptation to the working practices of the client, such as customized numbering of requisitions

• Complete purchasing cycle handling, from requisitions, to inquiries, quotations, orders, deliveries, stock update and invoicing
• Filtering through a versatile set of commonly used criteria
• Purchase monitoring per vessel, group of vessels or the whole fleet
• Tree like graphical display of the purchasing cycle, with immediate access to any selected step
• Linking of the cycle steps minimizing data entry allowing spares modification
• Under-stock spares', reordering and critical levels check and notification
• Capability to commence a purchase procedure at any stage (such as placing an order directly)
• Interface to the company’s mailing system for sending out inquiries and orders
• Quotations comparison in total or itemized and in various currencies
• Order splitting by supplier, selection by user preference and/or price criteria
• Intermediate destinations of deliveries (such as agent or office)
• Stock update upon delivery
• Spares logistic costs (packing, handling, transportation, etc.) allocated to specific budget codes
• Historical data per spare, including previous inquiries, orders, deliveries, prices, suppliers and totals

This module is designed to support the complete cycle of spares supply, starting from requisitions and following up to dispatch, forwarding, delivery on-board ship, stock update and invoicing. All purchasing functions are designed to operate on a single self contained screen with standard format.

Graphical Overview

• All purchase functions are displayed, so that any step of the procedure can be selected
• The tree-like structure offers a first class tracking facility of the supply process
• Current stock quantities and other detailed information are always readily available

At any stage specific tools provide for:

• Display customization, authority levels management, history tracking, grouping of inquiries/orders by any combination of requisition, vessel or component
• Comparison of quotations, with order splitting, for easier choice of supplier
• Adaptation to the working practices of the client, such as customized numbering of requisitions

Requisitions

• Generate new or update existing requisition
• Automatic selection of under-stock spares
• Built-in tracking mechanism to follow progress at a glance
• Centralized handling per vessel, group of vessels or the whole fleet

Inquiries

• Flexible definition of inquiries based on requested spares and/or spares per component
• Stock levels, pending orders or requisitions and other information per item readilly available
• Grouping of inquiries per vendor
• Company practices implemented through generation of inquiries per requisition, vessel, component or any combination of the above

Quotations

• Comparison of offers per item or total quotation price
• Conversion of currencies for easy comparison
• Supplier evaluation and grading

Orders

• Purchase order form generation
• Access to vital information for decision making
• Link to budget categories and budget codes
• Splitting of ordered items per vendor according to quoted prices
• Company practices implemented through generation of orders per requisition, quotation, vessel, component or any combination of the above

Deliveries

• Dispatch notifications and shipment details
• Intermediate destinations and re-forwarding
• Filing of messages or forwarding documentation
• Partial deliveries
• Filing of goods received on-board
• Spare stock quantities update upon confirmation of delivery

Invoices

• Filing of invoices for record keeping purposes