PROCUREMENT AND STOCK
Ship procurement and inventory: from requisition to invoice.
Requisitions from the ship, supplier quotes, orders, deliveries and invoices in one chain. Approval thresholds keep duties separated; vessel stock and budget are always current.
THE PROBLEM
Sound familiar?
- Requisitions arrive by email and phone, and follow-up gets lost
- Quotes are compared across separate files
- Nobody knows how many of each part are on board
- Budget overruns are noticed at month end
CAPABILITIES
From requisition to invoice
Requisition and approval
Vessel requisitions go straight to approval; line-level approval, partial approval or rejection with a reason.
Quote comparison
Request quotes from suppliers and compare them line by line; the best price in the same currency is highlighted.
Orders, deliveries and invoices
Partial deliveries, damaged or wrong items, closing shortfalls and invoice approval.
Approval thresholds
A threshold per currency; spend above the threshold and invoice approval are separate permissions.
Vessel stock
On hand, reserved and available quantities; count plans, transfers between vessels and replenishment suggestions.
Budget
Budget per vessel and year by category and month; committed and actual spend using the company’s monthly rates.
PROCESS
How it works
- 01
The ship requests
Officers enter a requisition, or the parts needed for a work order, even offline.
- 02
The office sources
Procurement requests and compares quotes and orders with threshold-based approval.
- 03
Delivery is received on board
The receipt updates stock; the invoice is recorded and approved.
WHO IT’S FOR
Who uses it?
Procurement team
Quotes, orders, deliveries and supplier management.
Technical manager and superintendent
Vessel requisitions and approvals below the threshold.
Accounting
Above-threshold spend approval, invoice approval and budget.
FAQ
Frequently asked questions
Do you convert currencies?
Quote comparison doesn’t use exchange rates; different currencies are shown side by side. The budget report uses the monthly rates your company enters.
Are emails sent to suppliers?
Yes. Requests for quotation and orders can be emailed to suppliers; attachments in the supplier’s reply are linked to the quote. Prices are not read from attachments — they are entered by hand.
Is it connected to maintenance work orders?
Yes. Parts used on a work order are drawn from stock, a requisition can be raised for a work order’s parts, and parts can be reserved for open work orders.
Can requisitions be raised on board without internet?
Yes. Requisitions, stock movements and receipts are entered offline and sent in the order they were written once connected.
Bring procurement into one chain.
Let’s set up your approval flow and budget structure in Pelastra together.