Purchase

Procurement is a tricky subject: every company does it in their own way, so we built the purchase module to support the various approaches taken by our clients. The first step is therefore not using the module, but correctly tweaking the settings to your needs. When opening purchase, you will see the screen below. It has a few core functions:

• The status buttons on top show the steps made in the procurement process, e.g., creating a requisition, requesting a quotation, sending the parts to the vessel, etc.
• The function buttons on the left are meant to quickly access orders in these statuses
• The options on top of the screen are meant to switch from material request to service request, as well as creating new orders

Marad’s purchase module is based on requisitions and order lines. An order line is a sub-part of a requisition. A requisition can be a very large order with multiple order lines, e.g., various paint buckets, filters, safety equipment, and more. The ‘Order Lines’ function is the home of purchase, and you should treat it as such. In this function, you can manage your entire procurement process.

Creating a new requisition

In the Order Lines overview, click on the button ‘New Requisition’. A new requisition will open, to which you can add order lines. You can add order lines by clicking the ‘In the Order Lines overview, click on the button ‘New Requisition’. A new requisition will open, to which you can add order lines. You can add order lines by clicking the ‘Add’ button. You can add a:

• Part – a part from the inventory module
• Component – a component from the maintenance module
• Own Line – a free text field

We will order some of the filters which we added in the inventory module earlier on in this course. To do so, click on the part categories and select the lube oil filters:

Marad will always automatically autofill all of the data. You can edit this or keep it as is. To save the order, press ‘Save’ or ‘Finish New’ if you would like to add a new order line to this order after saving. We have now successfully added our first order! It is displayed in the open status.

Changing the status of an order

To change the status, simply right-click on the order and select ‘Change status of selected order lines’:

A new screen will pop up. We call this the ‘Change status’ screen as it is needed to update the status of one or more orders. We will move this order to approved:

The order has been approved, so we are now ready to request a quotation from one of our trusted suppliers! Right-click the order and change the status. You will notice that the screen looks a bit different. When creating an RFQ (request for quotation), you can choose to export it to PDF, Excel, or place it inline. The latter means that the RFQ is displayed in the e-mail itself, and not as a separate document. We recommend the default, PDF.

The RFQ is always sent to a supplier with e-mail. Marad will open your default e-mail client and add the order to it like this:

If you open the RFQ, you will notice that a hyperlink is shown. Your suppliers can click the hyperlink to enter prices:

The supplier can now enter the price in our portal. If they do, the price in Marad will automatically be updated as well.

Example of the updated order line:

Creating a purchase order

To create a PO (purchase order), we must move the item to the ‘Purchase order’ first. You can do so by right-clicking the order again. Please note that no order has been sent yet! To do so, right-click the PO and change the status to either the warehouse or vessel status. We want to order the part directly for the vessel, so we select vessel:

Receiving parts

To actually receive the part onboard of the vessel, go to ‘Vessel’ and fill in the quantity of parts that you received:

Finally, after processing the part, you can close the order. It will now be archived and moved to the status ‘Closed’.