# Maritime Procurement Process: Requisition to Delivery | Faromo

Canonical: https://faromo.com/en/resources/maritime-procurement-process
Language: en

Understand vessel requisitions, technical review, RFQ, quote comparison, approval, purchase orders, receipt and invoice matching.

Modified: 2026-08-16

Reviewed: 2026-08-16

Maritime procurement is a multi-party workflow from technical validation of an onboard need through delivery to the correct port and invoice matching.

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.

## Purchase requisition

Need is defined with vessel, department, equipment, quantity, priority and required date.

## 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

1. Clarify the need: Technical information and required date are recorded completely.
2. Compare the market: Quotations on equal terms are evaluated together.
3. Authorize the decision: Selection reason and approval level are recorded.
4. Verify delivery: Vessel or agent reports receipt result and discrepancies.

## 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.

## Sources

- [IMPA Marine Stores Guide](https://impa.net/what-we-do/impa-marine-stores-guide)
- [ShipManager Procurement: marine procurement solutions](https://www.dnv.com/services/marine-procurement-solutions-shipping-procurement-shipmanager-procurement-1532/)
- [SERTICA Maritime Procurement Software](https://www.sertica.com/procurement/)
- [smartPAL Marine Procurement Software](https://www.mariapps.com/smartpal/)