Procurement administration

The screen "Admin procurement" is only available for the procurement administrator of your company. You may restrict to "add parts" on the vessels of your fleet and manage your companies procurement text modules here.

Restricted parts

When starting a purchase request on a vessel the crew can select the required parts from the MESPAS TSM database. For most common product types, the spare part lists are available in MESPAS TSM. But if a part is not available the crew has the possibility to enter it manually. Sometimes it may happen that the crew enters a part that already exists in the database. This will cause problems to maintaining a proper inventory control or to create procurement reports which are based on parts like “How often do I have ordered a part?”

With the "Restricted parts" function you may decide on which product types the crew is allowed to add parts and on which not. You may disable adding parts if they are all available in MESPAS TSM or if the crew shall not request parts of a certain product type at all.

Go to menu "Procurement" > "Admin procurement".

1.To restrict adding of parts click on the left tab "Restricted parts".

2.Select a product category (e.g. pumps) in the IDM tree on the very left of the screen.

3.Search for the product type you want to apply the restriction in the main screen. You may use the sort function with a click on the column headers.

4.Set a ticker in the column "Restricted" or apply the "Select all" and "Deselect all" buttons for all items currently displayed.

5.Your changes will be saved automatically. Just leave the screen when finished. After the next synchronisation the "Add parts"-button on the vessel will be inactive.

Company Text Modules

In MESPAS TSM Procurement you have default text modules for all emails that are sent from the MESPAS TSM procurement module to suppliers. You may enter variables as address details or reference numbers into these text modules. All these texts are default texts only, that you may change in each individual case before sending.

The default text modules are on three different levels:

Application text:	These texts are given by MESPAS as default texts. They are used when no customized text modules are entered.
Company text:	These text modules are accessible and editable by your procurement administrator only. They appear for all users of your company if no user specific text modules are entered. Please see below how to edit these text modules (procurement administrators only).
User text:	These text modules are editable by each user. They appear for this user only. To edit these text modules go to "Administration" > "My profile" and click on tab Text Modules.

1.Go to menu "Procurement" > "Admin procurement".

2.Select the tab "Text modules".

•You may replace any application based text modules with company text modules.

•To insert sender, receiver and order variables, click "Insert variable". Select a variable group, a variable and click on "OK".

•To remove a company text module click on "Delete".

Note:
You should only include general information and refrain from referring to specific procurement cases.

Never save an empty text module. Do not forget to enter the email subject. Emails without text or subject are often blocked by the suppliers firewall. A text module marked with the ticker "Customised" must have a content.

Best Practice: You may copy the MESPAS standard text and paste it to your company specific text field. Like that you just have to do the changes instead of typing the whole text again.

Invoice Handling

Suppliers have the possibility to create invoices for your orders in MESPAS SBM and send them by email. Your companies procurement administrator may choose to import these invoices automatically to MESPAS TSM, attached to the respective order, so you don't have to enter them manually in order to monitor accruals or release them for booking. He may select a dedicated email address to receive all invoices, if your company uses an automated invoice processing system or has a dedicated department for invoice handling.
Your companies procurement administrator may also enable an automated invoice approval for invoices that meet certain conditions.

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Invoice receipt channel

1.Go to menu "Procurement" > "Admin procurement".

2.Select the tab "Invoice handling".

3.Enter the "Invoice receipt email address". All invoices from suppliers using MESPAS SBM are now sent to this address. If the field is left empty, invoices are sent to the email address of the employee who created the order.

4.Set the ticker at "Show invoice in TSM" to automatically attach the invoice data and PDF file to the respective order.

Invoice Auto Approval

1.Set the ticker in the first line to enable the auto invoice approval.

2.Configure the conditions that need to be met in order to automatically approve the respective invoice:

a.The state the orders needs to be in.

b.Maximum difference between order amount and invoice amount in %.

c.Maximum difference between order amount and invoice amount in your company currency.

d.Maximum amount of an invoice in your company currency.

You may set several or all of the above conditions. If one of the conditions is not met, the invoice is not approved automatically but has to be approved manually.