Features

Initiate procurement requests with a structured, 10-state workflow that takes a requisition from Draft through In Review, Approved, and on to Fulfilled — with branching paths for Change Requested, Partially Approved, Rejected, Recalled, and Cancelled states. Every status transition is enforced by the system, ensuring no shortcuts.

Line items link directly to your Material catalog for instant part identification, or create temporary materials on the fly for ad-hoc requests. Track partial fulfillment at the line level — one requisition, multiple purchase orders, complete traceability from request to receipt.

Eliminate repetitive data entry with reusable purchase requisition templates. Define template sections with pre-populated material lines, quantities, and specifications. Templates follow their own lifecycle — Draft, Active, Archived — so only validated, current templates are available for use.

When a crew member needs to order a standard set of spares, one click generates a fully populated requisition from the template. Edit quantities, add or remove lines as needed, and submit. Template usage is tracked so you know which templates drive the most procurement activity.

Create multi-vendor RFQs with detailed line-item specifications, quantities, and delivery requirements. The 9-state RFQ workflow tracks each request from Draft through Approved, Sent to vendors, Received, and finally Awarded — with full audit trail at every transition.

Invite multiple suppliers to quote against the same requirement, set submission deadlines, and manage the entire quotation collection process from a single screen. When all quotes are in, move seamlessly into award scenario analysis.

Receive and evaluate vendor quotations with 12 configurable fields per line — unit price, quoted quantity, discount percentage, tax code, freight cost, insurance cost, packaging cost, proposed delivery date, lead time days, vendor item number, and notes. Every field is captured for full comparison.

Eleven built-in comparison indicators — Lowest Price, Highest Price, Fastest Delivery, Shortest Lead Time, Best Value, Full Quantity, Partial Quantity, Awarded, Fully Awarded, Can Be Awarded, and Cannot Be Awarded — surface instantly across all quotations, highlighting the best and worst offers in every dimension.

Stop guessing which vendor to choose. Five pre-built award scenario types — Manual, Lowest Price Per Line, Fastest Delivery Per Line, Best Value Per Line, and Lowest Total Single Vendor — analyze all quotations and recommend optimal allocation strategies in seconds.

Draft multiple scenarios side by side, compare line-level and vendor-level allocations, and select the winner with full transparency. Three-tier price competitiveness scoring — Best, Competitive, and High — flags outliers before you commit. Award status tracking shows Not Started, Partial, and Complete stages for every line.

Track purchase orders through a comprehensive 13-state workflow: Draft, In Review, Change Requested, Rejected, Partially Approved, Approved, Sent, Acknowledged, Partially Received, Received, Invoiced, Closed, and Cancelled. Every state transition is enforced, audited, and reversible where appropriate.

Purchase orders can originate from five sources — Manual creation, from a Purchase Requisition, from an RFQ, from a Vendor Quotation, or as a Contract Release — and the system tracks the origin chain for full traceability back to the original request.

Record received goods with an 8-state workflow — Draft, In Review, Approved, Rejected, Change Requested, Posted, Cancelled, and Reversed. Each receipt links to its purchase order for three-way matching between order, receipt, and invoice.

Line-level receipt tracking captures actual quantities, conditions, and discrepancies. Post receipts to update inventory automatically, or reverse posted receipts when goods are returned. The complete delivery event history — from shipment to warehouse — is always one click away.

Configure approval rules that match your organization's authority structure. Set approval chains based on document type, value thresholds, procurement categories, and requesting department. Route documents to the right approvers automatically.

Authorization rules define who can create, submit, approve, and modify each document type. Combined with approval rules, you get fine-grained control: a junior buyer can create requisitions up to $5,000, but anything above requires superintendent sign-off. All approval decisions are timestamped and auditable.

A unified task dashboard aggregates every pending action across all procurement document types. Six task types — Approve Header, Complete Goods Receipt, Review Change Request, Review Quotation, Send to Vendor, and Submit to Approval — are organized into 10 smart views: All, Approvals, My Actions, Critical, Overdue, and filtered by document type.

Group tasks by document type, task type, priority, or date to focus on what matters most. Critical and overdue items surface automatically, so nothing slips through the cracks. Your purchasing team starts every day knowing exactly what needs attention.

Maintain a comprehensive vendor registry integrated with the CRM Directory module. Track vendor performance across quotation response times, price competitiveness, delivery reliability, and quality metrics. Every interaction — from RFQ invitation to goods receipt — builds the vendor's performance profile.

Vendor-specific pricing, payment terms, Incoterms, and freight terms are stored at the relationship level. When creating a new RFQ or purchase order, the system surfaces each vendor's historical performance and pricing to inform your selection.

Buy from global suppliers in their preferred currency. Embedded currency support with configurable exchange rates ensures every quotation, purchase order, and invoice is recorded in both the transaction currency and your base reporting currency.

Tax code configuration handles regional VAT, GST, and customs duty requirements. The system calculates totals including freight, insurance, packaging, discount, and tax — giving you a true landed cost for every line item.

Track material pricing trends over time with a dedicated price history module. See how unit prices have moved across vendors, currencies, and time periods. Spot cost increases before they compound and identify suppliers who consistently deliver the best value.

Every data point links back to the original transaction — vendor, quantity, currency, purchase order reference, and goods receipt date — giving your procurement team full context behind every price movement. Use historical data to negotiate better terms on future orders.

Build custom dashboards with widgets tailored to your procurement priorities. Seven pre-built dashboard widgets — Process Overview, Status Counts, Vendor Spend, Overdue POs, Pending Receipts, Received Not Invoiced, and Draft/Pending Approval queues — give instant visibility into your purchasing pipeline.

Drill down from any dashboard metric to the underlying documents. See which purchase orders are overdue for delivery, which goods receipts are pending posting, and which requisitions are stuck in approval — all from a single screen.

Organize your purchasing spend with a hierarchical category system that mirrors your company's cost structure. Assign categories to materials, set category-level procurement policies, and track spending by category across your entire fleet.

Categories drive approval routing, budget allocation, and reporting rollups. Configure which material types, locations, and approval rules apply to each category. The category detail view provides dedicated tabs for general settings, materials, locations, approval rules, and authorization policies.

Control exactly who can do what on every procurement document. Authorization rules define create, read, update, and transition permissions per document type, per role, and per procurement category. A purchasing agent in Hamburg sees different documents than a superintendent in Singapore.

Combined with the approval engine, authorization creates a complete governance framework: access control determines who can work with a document, approval rules determine who must sign off before it progresses. Both layers work together seamlessly.

Every change to every procurement document is recorded with full attribution — who changed what, when, and to what value. From status transitions to line item edits, from approval decisions to vendor communications, the complete event history is always one click away.

Built for regulated maritime industries where traceability is not optional. ISM, TMSA, and class society auditors will find a clean, chronological record of every procurement action, decision, and modification.