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Procurement Module - Bassnet

This document provides instructions for receiving goods and evaluating suppliers in a procurement system. It describes how to partially or fully receive goods, handle oversupply situations, and update supplier evaluations by assigning grades on delivery, quality, service and providing comments. Supporting documentation like invoices and shipping documents should be attached in the system when completing the goods receipt process.

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BriktonFernando
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88 views13 pages

Procurement Module - Bassnet

This document provides instructions for receiving goods and evaluating suppliers in a procurement system. It describes how to partially or fully receive goods, handle oversupply situations, and update supplier evaluations by assigning grades on delivery, quality, service and providing comments. Supporting documentation like invoices and shipping documents should be attached in the system when completing the goods receipt process.

Uploaded by

BriktonFernando
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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9.

2 Create New Requisition

Figure 6.2.1: Requisition screen Fill up the necessary info and click Next
Figure 6.2.2: Add material screen
Figure 6.2.3: Create New Requisition screen

o Click Next to proceed to the Additional Info tab.


o The Comments to Procurement Department screen is displayed. Here, you can enter specific
comments to the Procurement department regarding this order, if any.
o Click Next to proceed to Documents tab.
o The Documents screen is displayed.
o Click Attach and Send or Connect to upload any document.
o Click Done to complete the creation.
9.3 Create New Service/Repair Requisition (RSF)

o Under the Procurement module, click Requisition

Figure 6.3.1: Requisition screen


Figure 6.3.2: Order information screen

- Fill in the required information, then click Next to proceed to the Items tab. The Materials to
Order screen is displayed.

o Under the Job Orders tab, connect existing Job Orders by clicking Insert or click New to add
New Job Order.

Figure 6.3.3: Add Job Order screen


o Click Next to proceed to the Documents tab to upload any relevant documents.
o Click Done to finish.
9.4 Review Requisition

o Draft Requisition
o Once saved, requisitions with Status Requisition

Figure 6.4.1: Requisition screen


9.5 Perform Goods Receiving
9.5.1 Partially Received

Some of the goods is yet to receive from the Vendor.

o Open the Procurement module > Purchase Order.


o Click Find and select the relevant Purchase Order record. Double click to open it.
o Update the status of the goods received to Received Goods.
o Qty. Received enabled
o Update the Qty. Received to the actual receive quantity.

o The status changed to Partially received upon detecting any item with Qty. Received lesser than
Qty. Ordered
o Save

Info (Action to be perform by Office): If to be resupplied with the same vendor, GRN to be adjusted
once deliveries are complete. Otherwise, splitting of PO from the has to be done separating the supplied
with the unsupplied line items. Decision has to be taken whether to cancel the unsupplied goods or
reprocessed thru another vendor.
9.5.2 Over Supplied
The goods received on board is more than purchase request.

o Open the Procurement module > Purchase Order.


o Click Find and select the relevant Purchase Order record. Double click to open it.
o Update the status of the goods received to Received Goods.
o Qty. Received enabled
o Update the Qty. Received to the actual receive quantity.

o The status changed to Oversupplied upon detecting any item with Qty. Received greater than
Qty. Ordered
o Save
Info (Action to be perform by Office): If oversupply from Vendor is accepted, the office requires to
perform amendment on the Purchase Order. If not accepted, LGA is to be perform with the adjustment
of GRN once LGA is completed.

9.5.3 Fully Received


All the goods are received onboard.

o Open the Procurement module > Purchase Order.


o Click Find and select the relevant Purchase Order record. Double click to open it.
o Update the status of the goods received to Received Goods.
o Qty. Received enabled
o Click on the All Received at the screen below.
o Status change to Fully Received
9.5.4 Update Supplier Evaluation

It is mandatory for vessel staff to provide Supplier Performance Rating per purchase order on the
purchasing system on every storing arrangement based on the following criteria:

Grade Grade Description


0 Not Available
1 Poor
2 Fair
3 Average
4 Good
5 Very Good

Evaluation
Evaluation Category Description
Category
DELIVERY DELIVERY TIMING
DELIVERY PACKAGING
PRODUCTQUALITY CORRECTNESS OF DELIVERED ITEMS
PRODUCTQUALITY COMPLETENESS OF DELIVERED ITEMS
PRODUCTQUALITY QUALITY OF PRODUCT OF DELIVERED ITEM
Pls rate the technicians is able to perform the job scope as per
SERVICE requirement.
SERVICE
Pls rate the service carried out as per schedule and follow safety
SERVICE compliance.
SERVICE Pls rate the service done as per vessel requirement
Please rate the overall performance of the attending technicians
SERVICE and service satisfaction.
o Under the Delivery tab, click on the Performance. Then, click New.

o Update the Grades for each of the evaluation if applicable. Then, click Save.
o Update the Grades for each of the evaluation if applicable.
o Update the Comments if applicable.

o At the Documents tab, click on the Attach and Send button. Attach the GRN documents (Refer
to Item 6.3.5 below)
o Then, click Save.
9.5.5 Attaching GRN Documents

All documentations relating to onboard delivery should be attached by the Vessel Crew in the
Purchasing Module while performing the Goods Received Note process.

Required Documentations: Invoice, Delivery Order/Note, Service Report, Shipping Document.

The Documents should be attached on the Supplier Performance under the Documents tab.
Users are to utilize the Attach and Send button.

********************************** END **********************************

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