Purchasing Supplies

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

Supply items standard lists or customer provided ones may be incorporated in the system. Full editing capabilities are provided for updating and enhancing these lists.

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
• Facility to export inquiries and import quotations from Excel© file
• Filtering through a versatile set of commonly used criteria
• Editable supplies and consumables lists
• Substitutes
• Items with missing/unknown codes
• 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 supplies modification
• ROB quantities per item, average daily consumption and related expected sufficiency periods
• ROB history per Department
• 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
• Handling of different supply units, such as Kgs, Lts or Cans
• Order splitting by supplier, selection by user preference and/or price criteria
• Stock update upon delivery
• Supplies' logistic costs (packing, handling, transportation, etc.) allocated to specific budget codes
• Historical data including previous inquiries, orders, deliveries, prices, suppliers and totals
• Comprehensive reporting (including expected ROB report and ROB values based on the FIFO method)

This module is designed to support the complete cycle of provisions supply, starting from requisitions and following up to dispatch, forwarding, delivery on-board ship, stock update and invoicing. Supply items standard lists, or customer provided ones, may be incorporated in the system. Full editing capabilities are provided for updating and enhancing these lists.

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
• Calculation of ROB quantities per item

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
• Built-in tracking mechanism to follow progress at a glance
• Centralized handling per vessel, group of vessels or the whole fleet
• Link to budget categories and budget codes

Inquiries

• Flexible definition of inquiries based on requested items
• ROB levels, quantities on pending orders and requisitions per item are readily available

Quotations

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

Orders

• Purchase order form generation
• Access to vital information for decision making
• Link to budget categories and budget codes
• Splitting of ordered items per supplier according to quoted prices

Deliveries

• Dispatch notifications and shipment details
• Filing of messages or forwarding documentation
• Partial deliveries
• Filing of goods received on-board

Invoices

• Filing of invoices for record keeping purposes