What is the normal purchase workflow onboard?
The vessel raises a requisition, office reviews it, vendors quote, quotation comparison is prepared, approval is obtained, purchase order is issued and delivery/invoice records are matched.
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Quick FAQs
Purchase
7 questions with answers
Why should vendor quotations be imported into the system?
Importing quotation data avoids manual copying errors and lets the buyer compare price, delivery time, currency, maker details, alternatives and vendor remarks against the same requisition.
What evidence should be retained for purchase audit?
Retain requisition, vendor RFQ emails, received quotations, comparison sheet, approval trail, purchase order, delivery note, invoice and any technical clarification.
What records should be maintained for Purchase?
Maintain the source record, responsible person, date, vessel, attachments, approval status, correction history and follow-up actions. The record should be easy to retrieve during audit, inspection or management review.
Who should review Purchase items ashore?
The responsible superintendent or department head should review exceptions, overdue items, high-risk findings and repeated issues. Finance, HSEQ, technical, marine or crewing teams should be included depending on the topic.
How often should Purchase be reviewed?
Routine items should be reviewed monthly, while overdue, high-risk or inspection-related items should be reviewed immediately. Fleet-level trends should be included in periodic management meetings.
Which KPIs are useful for Purchase?
Useful KPIs include overdue count, closure time, repeat findings, cost variance, missing evidence, vessel ranking, responsible-owner backlog and management approvals pending beyond target time.
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