Show Details

Shows the edit form with read only right.

Show

Displays the PO as it has been sent to the supplier

Send PO to XML (Kloska)

Order Confirmation  -> Import Order Confirmation XML (Kloska)

Order Confirmation -> Add/Edit

A order confirmation can be added or edited. A remark can be added, but you do not have to. Today's date is predefined.

Order Confirmation -> Delete

The order confirmation can be deleted.

Delete

Delete purchase order. Please note: PO and all relevant documents (attachments, history, eventually created RfQs, requisition etc.) will be deleted completely from system and will no longer be available.

Cancel PO

Cancel PO. Is not possible, if invoices are already assigned. Cancellation information will be send to supplier.     If PO is linked to dry dock job card, link will be removed. Budget will be updated.

Set as Standing Order

Set the PO to the standing order list.

Copy from standing order

Update -> Update Prices

Update PO Prices. You can either update manual price (total without reservation), item prices or estimated price (total with reservation). Budget will be updated.

Update -> Update Delivery Costs

Update delivery costs. Budget will be updated.

Update -> Update Additional Costs

Update additional costs. Budget will be updated.

Update -> Update Booking Date

Change booking date. Booking date indicates the date on which the value is booked into budget.

Update -> Update Delivery Date

Change expected delivery date.

Update -> Internal Remark   -> Add Internal Remark

Quick adding of an internal remark.

Update -> Internal Remark   -> Edit Internal Remark

Quick access to already added internal remark.

Update -> External Remark  -> Add External Remark

Quick adding of an external remark.

Update -> External Remark  -> Edit External Remark

Quick access to already added external remark.

Update -> Change Priority

The Priority can be changed after sending to supplier. If necessary please inform supplier.

Update -> Change Site/Ship

Change Site after sending PO to supplier. Please use carefully. Budget will be updated.

Update -> Change Cost Account/Department

Change cost account / department after booking PO into budget. Budget will be updated.

Update -> Change Supplier

Allows you to change supplier without any further action (e.g. Cancellation and new creation). If an invoice already is assigned, changing is not possible. Please use button very carefully and only in exceptional cases.                                                                                                                         We highly recommend to cancel PO and create new one with new supplier instead.

Update -> Change Delivery Address

Change delivery address after sending PO to supplier. If necessary please inform supplier.

Update -> Change Invoice Address

Change Invoice address after sending PO to supplier. If necessary please inform supplier.

Update -> Convert Free Line Items

If free line items are available in PO you can convert them either to new or to existing spare parts. Stock will be updated with received quantity. If you convert item to existing spare part, PO will be updated with new article information.

Update -> Update Quotation Number

Update Quotation number after sending PO to supplier.

Update -> Update Title

Update title after sending PO to supplier.

Update -> Add/Edit Item External Remark

Add or edit external item remark after sending PO to supplier.

Update -> Split PO (Booking Date)

PO can be split for different booking dates. A split PO is marked with X.

Paying -> Pay Invoice

Attached invoice can be paid in our system.

Paying -> Paying -> Set as unpaid

PO can be set as unpaid.

Paying -> Paying -> Set as partially paid

PO can be set as partially paid.

Paying -> Paying -> Set as completely paid

PO can be set as completely paid.

Receiving/Reporting -> Receive Items

Receive ordered items. Stock will be updated if spare parts are effected. Button only visible for PO (not for SO).

Receive Items

Receiving/Reporting -> Report Job

Report job. Maintenance will be updated. Button only visible for SO (not for PO).

Receiving/Reporting ->

Storage & Transportation -> Storage

Received in Warehouse

Mark PO as received in selected warehouse - either completely or partially. Warehouse information will be shown in internal remarks.

Warehouse Overview

Receiving/Reporting ->

Storage & Transportation -> Storage

Edit (received in Warehouse)

Edit assigned warehouse information.

Warehouse Overview

Receiving/Reporting ->

Storage & Transportation -> Storage

Delete (Received in Warehouse)

Delete assigned warehouse information.

Receiving/Reporting ->

Storage & Transportation -> Transportation

Add Transportation Details

Assign transportation details for selected PO. Transportation information will be shown in internal remarks. You can mark all items as dispatched from warehouse if PO

Transportation Details Overview

Receiving/Reporting ->

Storage & Transportation -> Transportation

Edit Transportation Details

Edit assigned transportation details.

Transportation Details Overview

Receiving/Reporting ->

Storage & Transportation -> Transportation

Delete Transportation Details

Delete assigned transportation details.

Receiving/Reporting ->

Set as not received / reported

Only the receiving status of a PO will be set as "not received". Please use carefully. Stock will not be updated.

Receiving/Reporting ->

Set as partially received / reported

Only the receiving status of a PO will be set as "partially received". Please use carefully. Stock will not be updated.

Receiving/Reporting ->

Set as completely received / reported

Only the receiving status of a PO will be set as "completely received". Please use carefully. Stock will not be updated. If PO is completely invoiced (in case your company use invoices), PO will be closed.

Invoicing

Only available if your company use the Invoicing Module.

Invoicing -> Set Invoice Type

You can change type of assigned invoices (partially, completely). Budget will be updated.

Invoicing -> No Invoice expected

Mark PO invoicing status with "no invoice expected". No invoice can be assigned to this PO.

Invoicing -> Undo no Invoice expected

Undo "no invoice expected". Invoice can be assigned to PO.

Invoicing -> Show Invoice Overview

Gives an overview about all invoices assigned to selected PO.

Invoicing -> Handle non approved invoices

If an invoice is assigned to selected PO and not approved yet, you can approve invoice directly out of the Purchase Module without using the invoice registration.

Invoicing -> Assign Invoice -> Add completed Invoice

Invoicing -> Assign Invoice -> Add partial Invoice

Invoicing -> Assign Invoice -> Credit Note

Invoicing -> Assign Invoice -> Remove Invoice

Create Sub -> New Requisition

As long as PO is not completely received you can create sub Requisition for items supplier is not able to deliver. You can switch either complete item (switch quantity = ordered quantity: item will be removed from PO) or a part of the ordered quantity (switch quantity < ordered quantity: item with quantity ordered minus switched will remain in source PO, new item with switch quantity will be assigned to new Sub RQ). New created requisition will be linked to PO. The TAN is the same marked with a running letter as suffix.

Create Sub -> New Purchase Order

As long as PO is not completely received you can create sub Purchase Order (if the new supplier is known) for items supplier is not able to deliver. You can switch either complete item (switch quantity = ordered quantity: item will be removed from source PO) or a part of the ordered quantity (switch quantity < ordered quantity: item with quantity ordered minus switched will remain in source PO, new item with switch quantity will be assigned to new Sub PO). New created PO will be linked to source PO. The TAN is the same marked with a running letter as suffix.

Create Sub -> set PO as closed

Mark PO as closed. Please note: only status will be changed. No effects for stock e.g.

Resend

Resend PO again to supplier with entry in history.

E-Mails

If you sent PO to supplier out of the system all sent emails will be shown here.

Distribute

Only available for POs (currently). Allows to copy PO to other/same ship. If no equivalent spare part is found on the destination site, all ship specific spare parts will be copied as free line item.

Copy Items to RQ

Only available for PO (not for SO).  Copy selected items to existing requisition for same site. You can either only copy then items.

Rate Supplier

Add manual rating for supplier.

Show History

Access to the whole history of the selected purchase document including all  associated documents (for instance, if you want to see the history of a purchase order, you have access to the history of the associated requisition too).

The history is divided into several tabs for a better overview.

Create Data Transfer (without attachments)

Generates an unscheduled immediate data transfer without available attachments.

Create Data Transfer (with attachments)

Generates an unscheduled immediate data transfer with available attachments.

Attachments -> Attach

Add documents to requisition.

Add Documents

Attachments -> Show/Delete

Show all assigned documents with possibility to delete attachments.

Set Capital Asset

Mark selected items as capital assets.

Capital Asset Report

Add Remark to History

Add remark manual to history of selected document.

Check Closing Status

Check after data transfer if PO can be closed. Normally this will be done by special tool "Once a day".

Print Article Label

If a dymo printer is assigned you can print article label for selected spare parts.

Remove Link to Dry Dock Job Card

Remove link between dry dock job card and PO.

Link to Dry Dock Job Card

You can link PO to selected dry dock job card. PO will remain in open status – only a link between job card and PO will be stored. Link information is available in PO html overview.

Cost Center -> Assign Cost Center

Assign Cost Center to PO.

Cost Center -> Clear Cost Center

Clear Cost Center from PO.

Follow up / Pin to User Activities  -> Follow up

Follow up for PO can be given.

Follow up / Pin to User Activities  -> Clear Follow up

Follow up for PO can be deleted.