Back    Home

Creating a Purchase Order begins with a Pro Forma. A Pro Forma will allow you to create the specifications for a formal Purchase Order by assessing the inventory levels of all inventory types (Deck, Engineering, Beverage, etc.) compared to the inventory minimums specified in each inventory module.

Pro Formas are assessed and created for a single Vendor. You can specify the purchase of items for a single vessel or all vessels, one or all inventory types. After the Pro Forma is used to finalize purchase criteria you can generate a formal Purchase Order. Pro Forma (and Purchase Order) information (descriptions, SKU's, restock levels, etc.) are imported from the Inventory Information Modules, your company purchasing information is imported from the Business Information module and Vendor information is imported from the Vendor Address Book. Two types of purchasing reports are provided (see below). The same Purchase Order (or Pro Forma) information can be printed in either type of report.

Detailed Pro Formas (and Purchase Orders) are provided for those Vendors that require (or would like to cross-reference) the item descriptions or sku's in your order against other information, like a manufacturer Part Number.

Galley Pro Formas (and Purchase Orders) presume that a supermarket or bulk foods vendor will not need SKU's and/or manufacturer part number of the item. So the Galley Pro Forma is an abbreviated version that may also be appropriate for other Vendors.

Consistent use of the Purchase Order system facilitates accurate tracking and detailed analysis of your vessel or fleet costs. This Cost per Vessel report derives it's information from processed (received) purchase orders for the period indicated, facilitating analysis of each vessel's purchasing history.

Before using the VMS Pro Purchase Order system (or any other module) you're encouraged to first decide whether it's appropriate for your operations. To properly implement and use the Purchase Order system an accurate physical count and reconciliation of inventory should be initiated on a regular basis, otherwise re-stock counts levels may not accurately reflect the actual ordering necessities. If no regular physical inventory reconciliation is combined with blind ordering from a Pro Forma (which automatically determines the quantity ordered) a over or under stock situation can be aggravated and grow worse over time.

For instance, if you are a single vessel owner/operator the level of complexity imposed by a purchase order system may outweigh it's apparent advantages. A single vessel owner/operator may choose to use the informal purchasing system instead, which creates purchasing reports sorted by Vendor. You may even receive the inventory purchased by Vendor (for that shopping list). However, each shopping list is segregated by Inventory Module, Vessel and (optionally) by Vendor. Therefore it is not possible to purchase, receive and disburse inventory purchases for multiple vessels across multiple inventory categories. Logic of the VMS Pro Purchase Order System:

• A Pro Forma is generated. The Pro Forma examines on-hand levels of six inventory modules. Each Pro Forma and the inventory examined is segregated by Vendor.
• When any inventory item on-hand count for a specific vendor falls below user defined minimum levels that item is eligible for purchase.
• The inventory order quantities shown on a Pro Forma may be adjusted on an item by item basis (including the alteration of minimums) from the Pro Forma QuickView before committing the Pro Forma to a formal Purchase Order.
• A Pro Forma is dynamic, that is it may be created but not committed to a Purchase Order. As inventory levels change the Pro Forma will update until a sufficient order quantity is realized.
• When the Purchase Order is generated it's existence will be flagged in the Inventory QuickView for an at-a-glance indication of whether an item has been ordered. A single click in the Inventory QuickView PO column will reveal the specific purchase order so it's delivery date can be estimated.
• If no Purchase Order is extant for an inventory item it's last prior Purchase Order number is shown in the QuickView to facilitate another order from the same Vendor.
• When items ordered from a Purchase Order arrive they may be received. The order may be accepted in it's entirety or adjusted for the difference between what was delivered and what was ordered.
• Received items are disbursed to the various vessels for which they were ordered, inventory quantities adjusted and the Purchase Order is marked as received. Inventory levels updated by a received Purchase Order will be adjusted for changes in inventory levels that may have occurred between the date they were ordered and the date they were received.
• Location reports can be generated from each inventory module to facilitate regular inventory reconciliation.