# AgencyRequest

PREPARATION Agency Requests can contain either Free Line Items or Catalog Items. To manage Catalog Items, you have to access the Maintenance Module. Switch to the tab “Stock” and then select the required Catalog.
Note: Catalogs will be administered globally, this means that each ship and office have the same catalog. You only have to adjust the settings once. A new Catalog is created when you select the folder “Catalog” in the tree. Click the button “Add” with the right-hand mouse button.

To create a new Catalog Item, you have to choose the required catalog and hit the button “New” located on the right side.
Enter name and possibly description. A required cost account can be registered immediately – this is then included in the request when this item is selected.

CONFIGURATION

Those who have the right can manage the Units, Suppliers, Accounts, Currencies, Transportation Types and Ports. New ones can be added, changed or deleted for each type. Anyone can configure with “Assign my Ships”. GENERAL

At any time, you can see the history of the process.

With the appropriate right, any operation can be deleted or rejected. For reject operations, a reason must always be given.

At any time, attachments can be attached, removed or displayed to the operation. Exception: If the operations are closed, you can only look at attachments.

Each operation can be marked as a Standing Order. This feature is used for recurring orders. Thus, all data of this process is always available. Creating an Agency Request from a Standing Order can be edited like any other Agency Requests.

If the user has the right a note can be added to the history at any time.

Each operation can be copied for selected ships.

To do this, the corresponding vessels only have to be selected from the list. The process is copied. A TAN is generated to the ship accordingly. An Agency Request is always created. All catalog items are created as such and all others are created as "free line item".

“Send Queue” allows all operations that have been temporarily stored in the queue to be sent completely.

You can also delete selected operations from the queue. How a task is to be sent primarily can be stored in the system. All operations from the queue are sent in this selection (e-mail or printer).

Create an Agency Request (AR) To create an Agency Request open the Purchase Module by clicking the button „New Agency Request“. This button is only available in the office and it is necessary to have the relevant user right to use this button.

When a new Agency Request will be created, the system makes the following standard settings:

• the check box „for all items“ related to a common Cost Account is not activated (i.e. each item uses a separate Cost Account) and disabled
• Only “Free line items” or “Catalog items” can be selected as items. First the ship has to be selected. To do this, click on the arrow to see the list of all ships. The list is displayed in alphabetical order.

Now select the ship, confirm the selection with "OK" and the input mask for a new Agency Request appears on the screen.

Agency / Request A name for the AR must be entered here. Site / Ship The selected ship is displayed and cannot be changed. Cost Department A Cost Department must be selected. Cost Account After that, a Cost Account can be selected from this Cost Department. Cost Center Costs that are incurred through different accounts and different AR, but are to be summarized, can be grouped via the Cost Center. Delivery Date Date of ship’s arrival Booking Date Date on which the costs are posted to the budget. Agency Address Address of the agency, this is chosen from the module Contact Manager. Delivery Address If an agency is in charge of several ports, the address of the port can be selected here. Invoice Address Is stored in the system per ship Budget Critical To mark an AR, which is critical to the budget. Dry Docking This marks all AR intended for shipyards. Flat Rate If there are contracts with agencies where certain services are paid at a flat rate, these services are marked at flat rate and are not entered in the budget. For all items Disabled for AR ? Descriptions of the cost account, the question mark is only visible if a description is also stored. Internal Remarks All information that can only be seen in the company. External Remarks All the information intended for the agencies. Assigned by User / Hold An AR can be set to hold if thise isnot yet to be processed. Original Price Original Price - here the price is displayed in the currency in which the AR was created. Home Price View the cost in the currency deposited with the ship, usually USD or EUR. Estimated Price There are no prices for the case an estimated value can be entered to have the approximate cost in the budget. Update Prices If the cost of each entry has changed, the change can be applied to the total cost using Update Prices.

The following can be added to the Agency Request: Free Line Item All data can be chosen freely. Get Article from Catalog Elements from the catalog can be chosen.

Free Line Item

Select the element and confirm with „OK“.

If cost accounts are already stored in the catalogue, they are displayed immediately. Otherwise, a cost account must be selected. After recording, the AR is shown in bold in the tree: This is only for clarity because Forward Orders and Purchase Orders are also managed in the module for the AR.

The document view of the Request also display that it is an Agency Request:

AR itself

Each AR can be edited. An AR can be disconnected. Each separate AR is appended to the original TAN. This is selected alphabetically starting at A. Individual items can be transferred or copied from one AR to another.

If “Copy” is selected, the selected item is copied to the AR on the right. If "Copy" is not selected, the spare part is inserted into the AR on the right and removed on the left. If you go to "Find AR" the following screen appears.

Now the TAN or parts of the TAN can be entered. All AR which matches the criteria you are looking for will appear in the list. From this list the AR you are looking for can be selected.

Now the elements are selected and can then be moved or copied. Only one action can be made for all selected elements at a time.

Each AR can be approved in the office.

Each AR can be distributed to selected ships.

To do this, the corresponding vessels only have to be selected from the list. The AR is copied. A TAN is generated according to the ship. All catalog items present on the ship to which the AR is copied are entered as such and all other elements are created as “free line item”.

In an AR, the “Item Reference” can be rearranged. Item of Agency Request

The numbering takes place in the order in which the elements are visible on the screen.

Each item can be edited in the AR. Only information that has not been taken from the system can be edited. Those who have the right to do so may delete items from the AR.

Those who have the right to do so may reject one or more elements and can undo them. Free line items can only be deleted. Those who have the right are allowed to copy items. The copy is always a free line item.

You can view additional price information about the elements of the AR. If the button is highlighted in yellow, the additional information is displayed. The "Cost Account" button can be used to change the cost account for the selected item.

Share allows the information of the elements from the AR to be created or printed as an Excel file.

The HTML view of the elements can be customized. These views can be loaded or saved via Grid Layout.

If the item has already been ordered once, you can view the last supplier. Either only for the selected ship or for all ships.

Open AR In the folder "open" there are all AR that are open. approved AR If AR has been approved in the office, the requisitions switch to the "approved" folder. Any changes that can be made to an open AR can also be made with an approved AR.

Each approved AR can be reset to the "open" state.

An RfQ or a PO can be created from each AR. After this process, the AR in the requisition area is closed.

An AR can be sent in advance.

All AR can be sent by e-mail, to a printer or to a queue. Queue The "Queue" is a pool for all sent operations. Here all operations are stored and can then be sent collected.

An Internal or External Remark can be added to each AR. closed AR All operations from which an RfQ or PO was created are closed. These can be found in the “closed” folder during the year.

All details of a closed AR can be viewed here.

Individual or all elements can be copied to an open AR.

Closed AR can also be deleted if you have the right to do so.

rejected AR All rejected AR are collected in the “rejected” folder. These are no longer available to the system.

All the details of a rejected AR can be viewed.

Individual or all elements can be copied to an open AR.

Also rejected AR can still be deleted.

The reject can be undone. A reason must be given for this, too.

RfQ (AR) If you want to compare or ask for the prices of individual agents, you create a "Request for Quotation" (RfQ). This must be sent to at least one supplier. It can be sent to any number of suppliers. A quotation is created for each supplier. Quotation

Each quotation can be edited. However, these changes affect only the quotation and not the entire RfQ.

Any quotation can be deleted. But there is no rejecting of a quotation.

The quotation can be sent to the supplier again at any time.

A PO can be created directly from a quotation. This eliminates the complete comparison process of the RfQ. The PO is created with the selected supplier and the entire RfQ is closed. open

Any open RfQ can be edited. After each change to the RfQ, the system offers to send the RfQ to the suppliers again.

Any RfQ can be closed without creating a PO from it.

The "Select Suppliers" button starts the comparison process.

All quotations of the suppliers are displayed side by side. You can pre-select a supplier completely or make the selection for each item individually. If a supplier is pre-selected, one or all items can still be selected from the other suppliers in the selection procedure. With "Calculate Total" you can see the total costs. This also takes into account what additional costs such as delivery costs have to be paid.

The comparison list can also be exported to Excel.

The selection can also be completely unselected. When all items are selected, the RfQ is automatically moved to the "Supplier assigned" folder.

Additional suppliers can be added to each RfQ.

Supplier assigned

Each RfQ can be edited. After each change to the RfQ, the system offers to send the RfQ to the suppliers again.

After selecting the suppliers, the complete RfQ can be rejected. A reason must be given for this.

“Create Purchase Order” creates PO according to the selection. This is at least one and can go up to the number of suppliers, depending on how many suppliers you want to order items from.

closed All RfQ from which a PO was created will be closed. These can be found in the “closed” folder during the year.

All details of a closed RfQ can be viewed.

Individual or all elements can be copied to an open AR.

Closed RfQ can also be deleted.

rejected All rejected RfQ are collected in the “rejected” folder. These are no longer available to the system.

All the details of a rejected AR can be viewed.

Individual or all elements can be copied to an open AR.

Also rejected RfQ can still be deleted.

The reject can be undone. A reason must be given for this.

PO (AR)

Any open and approved PO can be edited.

In "Show" you can view the printout that is sent to the printer.

Each supplier can be evaluated at any PO.

If a supplier cannot deliver all items at once, the PO can be split. Each divided PO receives a letter in alphabetischer order starting at A.

If a supplier cannot then deliver items, the items can be moved to another PO. open

Each open PO can be sent approved and sent immediately. This operation moves the PO to the “sent” folder.

An AR can be created from each PO.

If no supplier can deliver the items, the items can be moved to an existing AR. sent

You can view the details of any PO sent.

If you have the right, you can still change various data in the sent PO. All changes are written to the history.

If items cannot be delivered by a supplier, a part of the PO can be converted into a new RQ or into a new PO. If there are no further actions for these items, the PO can also be closed.

Each PO can be sent to the supplier again at any time.

Items from a PO can be copied to a selected AR.
closed All PO are closed manually by the "Agency Request Overview" report. (will be installed)

All details of a closed PO can be displayed.

Individual or all elements can be copied to an open AR.

Closed PO can also be deleted.

rejected All rejected PO are collected in the “rejected” folder. These are no longer available to the system.

All the details of a rejected PO can be viewed.

Individual or all items can be copied to a selected AR.

Also rejected PO can still be deleted.

The reject can be undone. A reason must be given for this, too.

A rejected PO can also be marked as a standing order.

If an e-mail address is stored in the system for the user, the e-mail correspondence can be carried out directly from the PO with the supplier.

Internal and External remarks can be added or edited.

Useful functions

Share The selected process can be saved or printed.

Refresh If processes in the system are not displayed correctly, an update can be forced with "Refresh".

Legends All icons used are described in the legend.

Follow Transaction If "Follow Transaction" is highlighted in yellow, the system jumps with the AR that has just been processed. Otherwise, you can first edit all AR from a folder one after the other. Show Original Prices If "Show Original Prices" is highlighted in yellow, the original prices of the Agency Request will be displayed. Otherwise, the AR is always displayed in the currency of the ship (usually USD and EUR). Budget Check Accounts If "Budget Check Accounts" is highlighted in yellow, the cost accounts are displayed. Otherwise, the cost category is displayed. Show internal remarks (items) If "Show internal remarks" is highlighted in yellow, the internal remarks of the items are displayed. Otherwise, they are hidden. Copy prices per default If "Copy prices per default" is highlighted in yellow, the prices available for the items are also copied during copying. Otherwise, the items are copied with the price zero. Enable Multi Selection (Sites) If "Enable Multi Selection" is highlighted in yellow, you can select several ships.

Otherwise, the choice of a new ship will remove the old ship. Show inactive sites only If "Show inactive sites only" is highlighted in yellow, all ships are displayed that are set as inactive. Otherwise, all ships that are currently in management are displayed.

Search

You can search for a certain text in the whole Purchasing Module.

Stock Search Not required for Agency Request.

Copy Details to Clipboard

Certain information can be copied by an agent.

Send Feedback Not required for Agency Request. Add Task Not required for Agency Request. Check Stock Changes/Check Closing Status/Convert free line items/Check jobs/Check POs/ Check Jobs Not required for Agency Request. Assign Supplier to several RQs An agent can be assigned to several AR.

With "Send Queue" all processes that have been sent to the buffer are printed or sent. Reports

Agency Requests Overview The report shows all agency requests that are currently in the system.

An AR can appear up to three times because it goes through 3 stations: A RQ, RfQ and PO.

If you need any further reports please let us know. We will then install these as soon as possible to make your work as easy as possible.