Basic Features Designed to handle spares procurement, supplies (stores, provisions,lubes, bunkers), procurement and services (general services and component repairs) based on company defined workflows, integrated with the shipboard system.
- Requisition (office/shipboard
- Evaluation
- Request for Quotation (RFQ) (for supplies includes contracted prices/port)
- Quotation Input (manual/web input)
- Quotation Comparison
- Ordering
- Delivery (office/stores/onboard)
- Invoice reconciliation
The system support also:
- Direct ordering
- Workflow Management
- Audit trail
The user is informed immediately of tasks outstanding either through the Vector Task Manager or integrated through Microsoft Outlook. In either case selecting the task automatically loads the appropriate module with the task and data to be managed. For example: requisition requires review and approval from superintendent. Requistion requires purchasing manager to obtain quotations and so on. If required tasks can be rescheduled for a suitable time interval. In addition the specific modules provide the users with direct on-line information on any statistic that their jobs require.
The system provides a superb tool for auditing the purchasing procedures since it keeps track of historical data including messages and documents exchanged or used for each purchasing "case" at every stage of the process including the time taken.
Budget Control The Vector Purchasing Manager allows for total budget monitoring system, with extensive multiple account, cost centres and budget limits set per organagram position and per purchasing authority (inquiry, ordering, good for payment). In this way the system allows for measuring the efficiency of the purchasing mechanism, reducing duplication and documenting work, thus promoting Quality Management and identifying areas for improvement.
Invoice Matching The system provides the ability to automatically match every invoice/voucher order. It has an optional subsystem for handling also invoice matching with scanned documents
Inventory management The system has the ability to track inventory at each requisition and conduct periodic inventory surveys
Just In Time Purchasing Management Used in connection with Vector Maintenance Manager it can be usedfor efficient material planning thus optimizing the process, reducing the need for last minute high forwarding costs or high inventory costs. Ship personnel can receive the right items at the right time thus minimizing all associated costs.
Optional Features Contract Purchasing Depending on the customer needs the system can be setup to allow for direct purchasing with budget control, by shipboard personnel,from company selected approved subcontractors with valid contracts established through contract management cycle (per port).
Web Enabled Quotation Management Used with the optional web extensions (quotation input and
invoicing), the system enables reduction of order processing time and
allows electronic negotiation.
