Ship vs Company: Who Does What

Step	Ship	Company
Create Requisition	✅	✅
Add lines (materials)	✅	✅
Submit for approval	✅	✅
Approve Requisition	❌	✅
Create RFQ from approved PR	❌	✅
Invite vendors to RFQ	❌	✅
Receive vendor quotations	❌	✅
Award RFQ	❌	✅
Create Purchase Order	❌	✅
Post Goods Receipt	❌	✅
Monitor status throughout	✅ (read-only)	✅

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Procurement — Overview (Ship Side)

The Procurement module is how the ship crew requests materials they need. Your role is to create and submit a Purchase Requisition (PR). After submission, the head office takes over: approving the request, sourcing vendors, issuing purchase orders, and arranging delivery.

[!IMPORTANT] The ship side covers **steps 1–2** of the procurement process. Steps 3–8 are handled entirely by the head office.

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The Full Procurement Flow

Ship Company

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1. Create Requisition

2. Add materials, set qtys

3. Submit for approval →

4. Review & Approve Requisition

5. Create RFQ (select vendors)

6. Receive vendor quotations

7. Award to winning vendor

8. Issue Purchase Order

9. Post Goods Receipt → stock arrives in inventory

Ship ←─────────────────────── 10. On Hand updated (ship sees new stock)

After submission (step 3), you can monitor progress via the requisition detail page — the status updates automatically as the company acts.

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Module Navigation

Path: ⊞ Menu → Inventory Management → Procurement

Use the sub-menu dropdown in the header to switch between:

Sub-module	What it contains
Requisitions	Your purchase requests
Request for Quotations	RFQs created by company (visible once company creates one for your vessel)

[!NOTE] "Request for Quotations" only appears in the ship Procurement menu **after** the head office creates the first RFQ for your vessel. Until then, you will only see "Requisitions".

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After You Submit {#after-you-submit}

Once you click "Send to Approval", your requisition moves to In Review and you can no longer edit it. Here's what happens on the company side, and what you'll see:

Company Action	What You See
Company approves the requisition	Status → Approved. Banner appears: "Select approved lines and create a Request for Quotation to proceed with procurement."
Company creates an RFQ	PR lines status → In Progress. RFQ appears in the Related Documents panel.
Company awards the RFQ and issues a PO	You can view the PO via Related Documents
Company posts the goods receipt	Stock arrives in your On Hand inventory
All lines fulfilled	PR status → Fulfilled

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Requisition Statuses

Status	Meaning
Draft	Created but not yet submitted — you can still edit it
In Review	Submitted — awaiting company approval
Approved	Company approved — head office is working on sourcing
Fulfilled	All lines have been received into inventory
Partially Fulfilled	Some lines received, others still pending
Cancelled	Cancelled before fulfilment

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Ship vs Company: Role Summary

Aspect	Ship (Master)	Company
Creates requisition	✅	✅
Approves requisition	❌	✅
Creates RFQ	❌	✅
Issues purchase order	❌	✅
Posts goods receipt	❌	✅
Monitors throughout	✅ read-only	✅ full control

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Typical Timeline

You create and submit a requisition (same day)
Head office reviews and approves — usually within 1–2 business days
Head office creates an RFQ and contacts vendors — days to weeks depending on urgency and priority
Head office places the purchase order after vendor selection
Goods arrive at the vessel and are received into inventory

For urgent items, mark the requisition Priority: High and Severity: Critical (see [02-requisitions.md](./02-requisitions.md#priority-and-severity)) to signal urgency to the head office.

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Purchase Requisitions (Ship Side)

A Purchase Requisition (PR) is a formal request to the head office to procure materials. It is the starting point of the procurement process on the ship side.

Path: ⊞ Menu → Inventory Management → Procurement → Requisitions

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Creating a Requisition

Navigate to the Requisition list
Click + Create
Fill in the creation form:

Field	Required	Notes
Name	✅ Yes	A descriptive title (e.g. "Engine spare parts — Q2 2026")
Material Catalog	✅ Yes	The catalog to browse when adding lines (e.g. "Consumables, Fuels & Waters"). Locks after first line is added — choose carefully.

Click Save → Requisition opens in Draft status

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Adding Lines (Materials)

Lines are the individual materials you are requesting. Each line = one material.

Browse Catalog Method (Recommended)

In the Lines grid, click + Add
A catalog browser opens — search for the material by name or part number
Tick the checkbox next to each material you want
Click Add to Cart, then Import
Lines are created with Part Number, Unit of Measure, and On Hand quantity pre-filled

Direct Entry Method

Click + Add to add a blank row
Click the Material cell → type the material name → select from the dropdown
The Part Number and other fields populate automatically

Setting Quantities

Click the Quantity cell on the line
Press F2 to enter edit mode
Type the quantity → press Tab
Click Update in the Lines toolbar to save

[!IMPORTANT] Quantity must be greater than 0 for a line to be valid. Lines with zero quantity will block submission.

[!TIP] Enable **Single Click Edit** in the Lines grid toolbar to enter cell edit mode with a single click instead of double-click or F2. Useful when setting quantities across many lines quickly.

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Line Details

Each line in the grid shows:

Column	What it means
Part Number	Unique identifier from the material catalog
Material	Material name
Quantity	Quantity you are requesting
Unit of Measure	The unit (pcs, m, kg, L, etc.)
On Hand	Current stock available on your vessel
Remark	Optional notes for this line item
Status	Line-level status (Draft, Approved, In Progress, Fulfilled)

Expanding a Line

Click the ▷ toggle on the left of any line row to expand it and see:

Material type, category, part numbers
Inventory, purchase, and sales units
Tags (HAZ, DC, MARPOL)

Click the ⋮ three-dot menu on a line to access:

Details — full material record
History — previous orders for this material
Attachments — attach supporting documents
Related Documents — linked records

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Priority and Severity {#priority-and-severity}

Set these to signal urgency to the head office:

Field	Options	When to use
Priority	Low / Medium / High / Critical	How soon you need the materials
Severity	Minimal / Low / Moderate / High / Critical (with % score)	Impact on operations if not fulfilled

These fields are in the Delivery section of the left panel. Edit them by clicking the pencil icon next to the current value.

[!TIP] For items needed before the next port call or for a scheduled maintenance job, set Priority to **High** and add a note in the **Justification** field explaining the operational need.

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Submitting for Approval

Once all lines have valid quantities:

Click Send to Approval
Status changes to In Review
The requisition is now locked — you cannot edit lines until the head office acts

[!NOTE] The **Send to Approval** button is greyed out if any lines are invalid (zero quantity or no material selected). An orange banner shows the count of invalid lines.

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Tracking Status {#tracking-status}

After submission, monitor the requisition from the detail page:

Status	What it means	Your action
In Review	Submitted — head office reviewing	Wait
Approved	Head office approved — sourcing in progress	None needed
In Progress (lines)	RFQ created, vendor quotes being collected	Monitor via Related Documents
Fulfilled	All materials received into inventory	Check On Hand
Partially Fulfilled	Some lines received	Check which lines are still open
Rejected	Head office rejected — check comments	Edit and resubmit, or cancel
Change Requested	Head office wants changes	Make changes, then Resubmit

Checking the Approval Chain

Click the Workflows icon (⚡) in the left sidebar to see the full approval chain and who has acted.

Checking for Linked RFQs

Click the Related Documents icon (📄) in the left sidebar to see any RFQs, purchase orders, or other documents the head office has created from your requisition.

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Editing and Resubmitting

Situation	What to do
Still in Draft	Edit freely — click any field to change it
In Review	Cannot edit — wait for head office to act
Change Requested	Head office has unlocked it — edit and click Resubmit
Rejected	Duplicate the requisition, correct it, resubmit as a new one

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Other Actions

Button	When available	What it does
Duplicate	Any status	Creates a Draft copy — useful for repeat orders
Cancel	Draft or In Review	Cancels the requisition (cannot be undone)
Delete	Draft only	Permanently removes the entire requisition

[!WARNING] **There is no line-level delete.** Once a line is added to a requisition, it cannot be individually removed. The only Delete button removes the entire requisition. If you added the wrong material, you must delete the whole requisition and start again, or leave the line with a zero quantity (which will block submission — see Known Limitations below).

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Side Panels

Panel	How to open	What you'll find
Comments	Right sidebar → 💬	Add notes or communicate context to head office
Attachments	Right sidebar → 📎	Attach photos, specs, or supporting documents
Events	Right sidebar → 🕐	Audit log of every change (who, when, what changed)
Workflows	Left sidebar → ⚡	Full approval chain and current step
Related Documents	Left sidebar → 📄	Linked RFQs, POs, and other connected records

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Known Limitations

Limitation	Detail
No line-level delete	Lines cannot be individually removed once added. Delete in the toolbar removes the entire requisition.
Catalog locks after first line	Once you add the first line, the Material Catalog field becomes read-only for that requisition.
Negative quantities accepted	The system accepts negative numbers as input but correctly flags the line as invalid and blocks submission.
Duplicate materials allowed	The same material can be added as two separate lines with no warning or merge.
Special characters in name	Names with @#$%^&*() are accepted without stripping.

RFQ Monitoring (Ship Side)

A Request for Quotation (RFQ) is created by the head office after your requisition is approved. You cannot create RFQs yourself — your role is to monitor their progress so you know when materials are on their way.

Path: ⊞ Menu → Inventory Management → Procurement → Request for Quotations

[!NOTE] The "Request for Quotations" sub-module only appears in your Procurement menu **after the head office creates the first RFQ for your vessel**. Before that, only "Requisitions" is visible.

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How to Find an RFQ

Method A — Via the Requisition (Easiest)

Open the relevant Requisition (Procurement → Requisitions → click the requisition)
Click the Related Documents icon (📄) in the left sidebar
The linked RFQ appears in the panel — click it to open the RFQ detail page

This is the most direct route: if you know which requisition the RFQ came from, start there.

Method B — Via the RFQ List

Navigate to Procurement → Request for Quotations (via the sub-menu dropdown in the header)
The RFQ list shows all RFQs created by the head office for your vessel
Click the → arrow at the right end of any row to open the RFQ detail

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Reading the RFQ Detail Page

Header Fields

Field	What it tells you
Code	System-assigned RFQ number (e.g. RFQ 037851)
Name	RFQ title given by head office
Status	Current stage in the RFQ lifecycle
Currency	Currency used for vendor quoting
Deadline	Date by which vendors must submit quotes

Tabs

Tab	Contents
Identification	Header details — name, code, dates, currency
Invited Vendors	List of vendors the head office has invited to quote
Configuration	Internal settings (requisition link, material catalog)
Lines	The materials being sourced — imported from your requisition
Quotations	Vendor responses (visible once vendors submit quotes)

Lines Tab

The Lines tab shows the same materials from your original requisition. Check here to confirm all your requested items are included.

Column	Meaning
Material	Material name from your requisition
Quantity	Quantity requested
Unit	Unit of measure
Status	Line-level status in the RFQ

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RFQ Status Lifecycle

The head office manages the RFQ through these stages. You will see the status update in real time:

Status	Meaning
Draft	RFQ created — head office still configuring it
In Review	Submitted internally for approval
Sent	RFQ sent to vendors — vendors are being asked to quote
Received	Vendor quotations have been received
Awarded	Head office selected a vendor — purchase order will follow
Cancelled	RFQ was cancelled — a new one may be created

[!TIP] If the RFQ status is **Sent**, it means vendors are actively being asked to quote. Expect a Purchase Order to follow once the deadline passes and the head office awards the RFQ.

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What Happens After Award

Once the RFQ is Awarded, the head office creates a Purchase Order with the winning vendor. You will see:

A Purchase Order linked in the RFQ's Related Documents
The materials scheduled for delivery
When goods arrive and are received, your On Hand inventory is updated

You do not need to take any action — the head office manages everything through to delivery.

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Checking Progress on Your Requisition

You want to know…	Where to look
Has an RFQ been created yet?	Requisition → Related Documents panel
Which vendors were asked?	RFQ detail → Invited Vendors tab
Have vendors responded?	RFQ detail → Quotations tab
Has a vendor been chosen?	RFQ status = Awarded
Has a PO been issued?	RFQ → Related Documents → PO link
Has stock arrived?	Inventory → On Hand → check material quantity