Search section

Exact match search

In the tabs "Procurement cases", "Open activities" and "Search" you can find search fields to search for free text. The behavior of free text search fields enables you to do an "exact match" search.

Enter a certain string, e.g. any part of a reference number, between quotation marks (e.g. "06-bol") .

When strings in the search are not placed between quotation marks, the search will display all results containing one or the other string.

NOTE: You may also use the "*" (Asteriks) symbol to use as a "wild card". You can Searching for "Turbo*charger" will find as a result "turbo charger" and also "turbocharger".

The search result will show the particular cases which contain the entered string.

You can filter for a specific vessel or give a time frame in date or days . You may also search for closed cases ticking "Include closed" .

Status of Procurement cases

In the tab "Procurement cases" you will find the columns "Manual status" and "Status". While the available manual statuses are defined by the procurement administrator of your company (see in chapter "Add procurement case manual status") and the Manual Status of each case can be set and changed by the procurement user, the case status is set automatically by the system depending on the progress of a procurement case.

The (automatic) case status are:

PR received	Purchase request received from vessel, but no further action taken yet.
RFQ template created	At least one request template was created, but no RFQ sent yet.
RFQ sent	At least one request was sent to a supplier, but no offer received yet.
Offered	At least one offer was received for this case, but no orders have been placed.
Ordered	At least one order was placed but nothing was delivered yet. If there are several offers and at least one order within a case, the status of the case is "Ordered" (not Offered).
Shipment delivered	When the vessel has confirmed that a shipment has arrived, but not yet confirmed which parts they have received.
Party received	Some but not all ordered parts were received
All received	All ordered parts received.
Completed	Case is completed and ready for closure (all parts received, all invoice received)
Closed	Case closed

For an overview of all states of procurement objects (i.e. requests, offers, orders etc.) please see chapter "My filters and states in procurement".

Request (RFQ) states

Procurement_My_Filters_2

1.When you use one of the procurement case filters the results are shown in the "Procurement cases" tab. There you see one column "RFQ state".

2.In "RFQ state" you can sort or filter the cases to see in which cases the RFQ is already answered or not.

3.The categories are:

	No RFQ answered yet: Cases with at least one request, but no supplier answered.
	Some RFQ answered: Cases with more than one requests. Some are answered, some not.
	All RFQ answered: All Requests in this case are answered. A request is answered if it is offered, ordered, closed, deleted or rejected.

4.In the "Procurement cases" tab you have the columns "Sent" and "Answered" where you can see the number of requests sent and answered .

Adaptive search criterion

In the "Search" tab the search options are adaptive, depending on what you select in the top field "Search for".

1.When looking for an invoice, select "Invoice" .

2.The search fields will adapt, showing for example "Acc. no." as a search option .

Search for product (Label), suppliers or accounting numbers

In the "Search" tab you may search among purchase requests, requests, offers and orders connected to a specific product (Label), supplier or accounting number.

1.Select one or multiple "Procurement object" in the drop-down field "Search for" .

2.Enter the suppliers name in the field "Supplier" and/or the accounting code in the field "Acc. no." .

3.Fill in or activate the other filters to refine your search.

4.You may also search specifically for a certain product by entering it in "Label" .

5.Click on "Search".

Search for invoices

1.Select "Invoice" in the drop-down field "Search for" .

2.Enter any other search criteria in any of the search fields.

3.Click on "Search".

Search for orders

1.Select "Order" in the drop-down field "Search for" .

2.Select any other fields in "Search criteria" section to refine your search query.

3.On the right-hand side you have also the option to search for delivery criteria such as delivery date/place and parts received status.

Search for order items

1.Select "Order item" in the drop-down field "Search for" . Select any other fields in "Part" section to refine your search query.

2.In case you know the "brand" and "type" of the equipment you are searching for you can do so using the search options "Brand", "Type" and "Part" .

3.If you want to search for items using free text search you may use the field "Search text" . It will search among all order items you ever ordered using the MESPAS procurement system.

4.You may also refine the search giving a time frame for the order date, select a specific supplier or mark if the part ordered are IHM relevant .

5.Click on "Search".