Purchase requisition
Need is defined with vessel, department, equipment, quantity, priority and required date.
Lead time and technical fit matter as much as price.
A vessel need may be urgent, the part must fit specific equipment and delivery must meet a short port window. The lowest price is therefore not always the best offer.
A well-designed process retains technical specification, quotation terms, approval authority, delivery status and financial record on the same request, making decisions and delays explainable later.
Scope and core capabilities
Technical validation
Part number, specification, alternatives and equipment compatibility are checked.
Request for quotation
The same specification and delivery scope are sent to suitable suppliers.
Comparison and approval
Price, lead time, currency, quality and payment terms are evaluated through the authority workflow.
Order and logistics
PO, delivery port, agent, partial receipt and shipment status are tracked.
Receipt and invoice
Received quantity is compared with order and invoice before closure.
Workflow
- Clarify the need: Technical information and required date are recorded completely.
- Compare the market: Quotations on equal terms are evaluated together.
- Authorize the decision: Selection reason and approval level are recorded.
- Verify delivery: Vessel or agent reports receipt result and discrepancies.
Operational outcomes
- Ensure quotations are compared on the same scope.
- See risk of missing the port window early.
- Keep approval and supplier-selection reasons auditable.
- Review invoice variances against receipt and order source.
Frequently asked questions
What is the difference between an RFQ and a PO?
An RFQ requests price and terms from suppliers; a PO is the formal purchase order issued after approval.
Must the lowest quotation be selected?
No. Technical fit, lead time, total cost, quality, warranty and supplier performance should be evaluated together.
Can a vessel request be changed later?
Authorized revisions can be made, while changes to quantity, scope or date should preserve previous values and approval history.
Why is procurement-to-inventory linkage important?
Comparing requests with available stock reduces unnecessary purchases and links received parts to inventory and equipment history.