# Vessel use

# New Requisition (RQ/SQ)

An RQ can be created on the ship or in the office for the corresponding ship. The following options are available:

1. In the stock: Only spare parts can be ordered from the stock or catalogs.

2. In the Maintenance module: Spare parts and maintenance services can be ordered.

3. In the Purchase module: Only spare parts can be ordered.

To create a new requisition, click the New Requisition button. The RQ for the ship will immediately appear on board.

# GENERAL

This document is a general guideline for using the ZeeBORN Purchasing module for creating a Requisition. It describes only the essential features for the ship version.

# IN MAINTENANCE

# TAB Components

(1)Hit Create Service Order for creating a Service Order.

There are three possibilities:

Existing job ->add to new SQ
this is only visible if a job is available
Existing job ->add to existing SQ
this is only visible if a job is available on component and a SO in Purchase
New job (on demand)
a new job has to be created for one execution

(2) Hit Order Spare Parts All linked spare parts can be added to a new or to an existing RQ.

# IN Stock Control

# TAB Articles

With Order all spare parts from Stock can be added to new or existing RQ. You can add only one spare part with “Selected” or more spare parts with “multiple”.

# TAB Catalogs

With Order all spare parts from Stock can be added to new or existing RQ. You can add only one article.
To order all other article use New Itemon TAB "Line Items.

# PURCHASING

If you have the necessary rights, you can start Purchasing module with the associated button on the left side of main window.

# CREATE NEW REQUISITION

To create a new Requisition hit button "New" and choose New Requisition or Copy from Standing Order.

New Requisition

Fill in the required parameters. Cost department and cost account are mandatory fields and must be filled in before assigning items. The field 'Internal Remark' serves as communication platform between vessel and office and shall be used to explain e.g. reason of ordering. The field 'External Remark' serves as communication platform between vessel, office and supplier.

Furthermore, you could add new item(s) on TAB "Line Items".

Hit button New Item and select your option i.e. “Get Spare part from Component” and choose a listed component. Here you will find all linked spare parts of the component.

TAB Attachments Attachments can be added to RQ.

Hit button Save Changes to record all your entries and to create a requisition order. The new created requisition will be available under folder Requisition / open. TAN Structure TAN-Structure: “RQ-site inital-year-continuous number. All RQs with continuous number 700 and higher were created in Office. All RQs with a continuous number under 700 were created on your ship.

# EDIT Requisition

Open Requisition can be edited – hit button Edit. It is also possible to split the Requisition. A split RQ has a letter behind the continuous number. Item can be switch for RQ to RQ. The RQ can be rejected and deleted. All these functions are only visible, if you have the needed rights.

If the RQ is for a special Component, with “Get Comp. Details” the information from the component can be added.

Per default is on each RQ Cost Department and Cost Account marked for all items. If you remove the mark from checkbox, you have to insert the Cost Account in each item:

The status of Line Item could be change (split or switch/move items). All these functions are only visible, if you have the needed rights.

Once a requisition is created, you find it under the folder “open”. At this stage, any information is still editable. When ordering from Component or Stock, articles can either be added to an existing requisition (this applies to all RQs which are open on board) or inserted into a new one. Requisition must be approved before further processing. If ship has created the requisition, it will be appeared in the office as OoB (open on board) and could not be edited in the office until ship has approved. Remark: According to your user right on board requisition can be approve.

# SENT PO

In “sent” you can find all POs and SOs for reporting and receiving. Receiving form:

Please fill in Delivery note number and if needed Receiving remarks. (1) Per default all spare parts marked as received. If spare parts are missing, please change Quantity in “Received”. (2) When you don’t need the missing spare part, hit “no further delivery for item/set as sufficient” and the system set the item as completely received (3) If missing spare parts has to be sent , please use Save and the PO is marked as "partially received".

Reporting form for jobs Form is the same as the form of reporting maintenance jobs.

If Service Order was created in Office, the receiving form:

# More Actions

Under “More Actions” you find useful functions:

# Refresh

If the added data were not visible, please use Refreshto update the module. If this not works, please contact ZeeBORN. Support@zeeborn.net

# Share

Instead of a typical Print or Export function, the system uses a Share functionality similar to features found on mobile devices.

Almost any document or data list shown in the system can be shared.

Depending on the type of data to be shared (document or data list), the following share options are available:

• Send to Printer
• Send E-Mail
• Export to PDF file (documents only)
• Export to Excel file (data grids only)

# Search

You will find the Search Function under Button More Actions or via the shortcut F3. You may either search via Name, Number or a full text search (also including the description of items). Use “OK” and you will be guided to the selected order or item.

# Stock Search

With this function you can look for Stock items in Purchase and also in Stock.

# Standing Order

Orders that need to be triggered at regular intervals can be marked as "Standing Orders" when they are first created. This allows you to use the order as a template and create the next order from it. The new generated order can still be processed.