Purchase

Purchase


Setup

The system's purchase module must be configured correctly before it can be used effectively. Within the Purchase section, the user must populate several menus with correct data. The menus are:
  1. Order types
  2. Suppliers
  3. Purchasers
  4. Account Groups
  5. Accounts
  6. Delivery conditions

Order types

In the "Order types" section, administrators can add the desired number of order types for users to select when creating a new Purchase Order:

View when creating new Purchaser Order. Clicking on the "Order Type"-field will display a dropdown menu with options that have been added by the administrator. The available selections depend on the administrator's input.

When setting up a "Order Type", you need to input the following:

Prefix

Prefix of the Order Type

Name

Name of the Order Type

Approvers (JOB POSITIONS NEEDS TO BE SET UP!)

Job Positions and Job Position Groups that can approve the orders

Receivers (JOB POSITIONS NEEDS TO BE SET UP!)

Job Positions and Job Position Groups that can progress the order from approved

Department and department groups

Department(s) that will have this Order Type to choose from


Suppliers

The "Supplier" menu in the purchase order system contains a comprehensive database of information pertaining to the supplier or vendor from whom products and parts can be acquired.

View when creating new Purchase Order. Clicking on the "Supplier" will display a dropdown meny with options that have been added by the administrator. The available selections depend on the administrator's input. Each "Supplier" can also be associated with a "Supplier Contact" person.

When setting up "Suppliers", you need to input the following:

Name

Name of the Supplier

Organization Number

Organization number of the Supplier

Contact Email

Contact Email will be used for automatically sending out Orders

Reference

Individual associated with the Supplier.

Prefix

Prefix for the Contact Number

Contact Number

Telephone Number for the Supplier

Fax

Fax number for the Supplier

Address

Address for the Supplier

Departments and department group

Department(s )that can use this Supplier

Currency

Type of Currency the Supplier uses

Contacts

Contact person(s) for the Supplier

Products

Specify in advance the exact products that can be procured from this Supplier. This will simplify the process of ordering the desired product or part when users submit a purchase order (requires further set up within this window).

Purchasers

The "Purchaser" menu contains information about potential owners or buyers who are associated with the purchase orders entered into the system. This information contains details about both vessels and/or companies that will be submitting these purchase orders in the system.

View when creating new Purchase Order. Clicking on the "Purchaser" will display a dropdown meny with options that have been added by the administrator. The available selections depend on the administrator's input. Each "Purchaser" can also be associated with a "Purchaser Contact" person.

When setting up "Purchasers", you need to input the following:

Name

Name of the Purchaser

Organization Number

Organization number of the Purchaser

Contact Email

Contact Email will be used for automatically sending out Orders

Reference

Individual associated with the Purchaser

Prefix

Prefix for the Contact Number

Contact Number

Telephone Number for the Purchaser

Fax

Fax number for the Purchaser

Address

Address for the Purchaser

Purchaser Type

What type of Purchaser this is (Company or Agent)

Departments and department group

Department(s) that can use this Purchaser

Contacts

Contact person(s) for the Purchaser

Accounts

Creates an "Account" for the tenant.
​

Account groups

Groups several accounts from the "Accounts"-menu. "Accounts" needs to be set up. 

Delivery conditions

The "Delivery Condition" in the purchase system specifies the possible conditions or terms under which the purchase order, when submitted in the system, may be delivered. It defines different scenarios, including details such as the delivery location, any special conditions or instructions governing the delivery process.

View when creating new Purchase Order. Clicking on the "Delivery Conditon" will display a dropdown meny with options that have been added by the administrator. The available selections depend on the administrator's input within the "Delivery Condition"-menu.

When setting up "Delivery Condition", you need to input the following:

Name

Name of the Delivery Condition

Departments

Department(s) that can use this Delivery Condition

Description

Define the Delivery Condition to provide explicit instructions for the supplier when delivering the purchase order. This encompasses all the guidelines and requirements that the supplier must adhere to during the delivery process.

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