Introduction to ShipSure Procurement

The Marine Procurement Guide has information for users about the best way to input and extract information from the application.

The Procurement application connects the ship and shore based operations enabling requisition of goods and services.

Through the 'Automated' interfaces with suppliers, (B2B), this enables review of the best option and efficient and effective delivery to the ship at an appropriate port.

The ShipSure Procurement modules are:

• Purchase Orders provides a streamlined process for the vessel and office to create purchase requisitions, freight orders and manage those orders through enquiry to receipt.
• Invoicing provides a streamlined process for creating Invoices & Credit Notes and also comparing invoices received from suppliers to the purchase orders sent to the suppliers.
• Authorisation Levels provides multiple levels of authorisation on spend to budget.
• Position List gives a view of the current and planned destinations for vessels and any agents registered near the destination ports via the use of an interactive map. Direct access to the Position list can also assist the user with setting up the delivering of orders.

ShipSure Procurement Benefits

• A streamlined process for managing orders through enquiry to invoice following receipt.

• Purchasing oversight of the status and control of goods and services for the vessels.

• Real time view of the actual spend against the vessel budget

Process Responsibilities

• Responsible for arranging the purchase, but can also create requisitions, run local reports and check invoice accruals and release.

• Buyers cannot authorise any quotes or invoices

• Procurement Managers provide oversight and have access to some administration functions. They also authorise large orders.

• Responsible for the vessel’s budget.

• They can create, review and release a requisition for quotation, authorise at first level, run local reports and approve invoices which differ from accruals.

• Fleet Managers provide oversight of Superintendents and authorise higher value purchases

• Period End reporting to Customers

Accessing the Procurement Module

From the ShipSure menu a user can access and search

• Purchasing Functions, Filters & Stage Tabs - gives access to select vessels, start the Purchasing process and all of its associated functionality.

• Requisitions - from within the Purchasing screen Create, Copy, Split, Merge and Review requisitions.

• Suppliers - attach suppliers to Enquiries, issue RFQ's to suppliers, enter and analyse quotes from suppliers.

• Authorisation - there are several stages in the order process where authorisation is required i.e. Supplier quotes, Orders, Adjustments and Invoices.

• Orders, Freight and Deliveries - issue orders to suppliers, create and manage freight orders, manage deliveries and adjust accruals.

• Invoicing - create, edit and search for invoices and use the Comparator.

• Reporting - various reports can be viewed or printed as required.

Other Modules associated with Procurement that are available directly via the application