Marine Procurement Software for Maritime Fleets

Manage vessel requisitions across your fleet

Vessel teams need a straightforward way to communicate purchasing requirements to shore-based procurement teams. The module brings vessel requisitions into one connected purchasing workflow, so crews raise requirements while shore teams review and process them.

• Raise requisitions onboard — spare parts, consumables, services and other supplies through a structured workflow
• Manage requisitions centrally — requirements from several vessels brought together for shore review
• Review purchasing requirements — assess what the vessel needs, check available stock and determine the purchasing options
• Keep responsibilities clear — defined approval workflows with visible responsibility at each stage

A maintenance requirement can become a procurement requirement. When a vessel needs a spare for planned or corrective work, the requirement flows into purchasing without creating disconnected records. Shore teams then see what the vessel needs and why.

Manage supplier quotations with greater visibility

Supplier selection involves more than reviewing a single quotation. The module brings supplier information and purchasing activity together, so teams evaluate suppliers and compare commercial terms across purchasing requirements.

• Compare quotations — manage RFQs and review supplier responses within the workflow
• Compare delivery dates — assess expected lead times against the vessel’s operational requirement
• Compare payment terms — reviewed alongside quotation prices and delivery commitments
• Review supplier performance — monitor activity over time through Supplier Management
• Review purchasing history — use previous procurement information when evaluating new requirements

Not every purchase requires a new request for quotation. Where a supplier has an established supply contract with agreed fixed prices, a purchase order can be issued directly to that vendor without sending a new enquiry for every transaction. For purchases that need competitive sourcing, RFQs and quotation comparisons continue as normal.

Record what was ordered and what arrived

Purchase orders are created and managed inside the same workflow as the requisition that caused them. Receipt is recorded through a Goods Received Note, and goods may be received onboard a vessel, at a warehouse or at an office, depending on the delivery arrangement.

• Record goods received — a GRN against the relevant purchase, wherever delivery happened
• Update inventory — receipt into a connected inventory environment updates the stock record
• Maintain purchasing records — receipt information kept with the purchase order and supplier invoice
• Support invoice verification — the GRN becomes one of the three records in invoice matching

That connects purchasing, warehouse receipt, inventory and invoice processing instead of treating each as a separate record.

Capture and approve supplier invoices

Supplier invoices need to stay connected with the purchases and deliveries they relate to. PRIME Marine captures invoices for goods and services that suppliers have provided or are scheduled to provide. The recorded information is retained for reference, verification, approval and payment processing.

Three-way matching compares what was ordered, what was invoiced and what was recorded as received:

• Purchase order — what was ordered and the agreed purchasing details
• Supplier invoice — what the supplier has invoiced for
• Goods Received Note — what was recorded as received

Reviewers identify discrepancies between the three before approving an invoice, then move it through the applicable approval process. Invoice details stay connected with purchasing records to support reference, verification and subsequent payment. Automated invoice processing extends the same workflow.

Record payments and maintain purchasing history

Completing a purchase involves more than receiving the goods and approving the invoice. Teams also need a record of the payments processed against supplier invoices.

• Payment amount cleared
• Payment mode
• Details of the associated invoice or purchase
• The person responsible for recording the payment

Keeping payment details connected with purchasing and invoice records helps procurement and finance teams review the status of supplier payments and refer back to the transaction history.

Fleet procurement rarely happens in a single market or currency. The module supports multi-vessel purchasing and multi-currency procurement, including multi-currency invoice management, so shore teams keep one consistent view of purchasing activity across the fleet.