How To

How to “suggest” a supplier?

The “Suggest Supplier” function is an optional function and must be activated in settings to apply. This function will allow any user, with the user rights to do so, suggest what supplier they prefer for any order, with status “Quotation Completed”. Each user can make one suggestion and add a comment to their choice.

The ordering process up to when quote has been received is just as normal.
When the requisition has been quoted, and it is time for the vessel or vessel manager to review the quotes, the procurer marks the requisition “Quotation Compete”, moving the requisition to the “Quotation completed” column.
A new column has been added to the overview called “Awaiting Supplier Suggestion” This column should be available both in the office and onboard.

(Try right click and “reset grid columns” in overview if not found)

4. The user who will review the quotes and suggest a supplier, opens the order.

Then the user will need to click the [Compare prices] icon.

For more details on the “Price Comparison” dialog please see chapter: How to compare prices?

5. When the user is ready to make the supplier suggestion, he should click the [Suggest Supplier] button in the top menu.

6. User should then click the check box next to the supplier of choice. The system will calculate the price difference in percent for the alternative suppliers once a selection is made.

7. To suggest, the user need to put in a comment, and then click suggest.

a. User will be notified if the selected supplier is not the cheapest.

8. The suggestion made is recorded in the top grid of the “Compare dialog”. This is the “current suggestion” user can alter if needed. All suggestions are added to the order history. Any number of users can come with a suggestion.

9. Even users at the office can suggest. All suggestions are tagged with location (either vessel or office) depending on where the suggestion is made.

10. Once a suggestion has been made the order is moved to the column:

“Quotation Completed & Supplier suggested” where the procurer can pick it up.

11. Please note that multiple users can make suggestions, even after the order has been moved to the “Quotation Completed & Supplier suggested” column.

12. In the included supplier list, the procurer will find two columns at the end of the grid. These columns will display a vessel icon and an office icon on the suppliers that have been suggested. Hovering the mouse over the icon will display comment given. If user wants to see more details, the user can double click the icon and the “Compare view” will open. (Clicking the [Compare prices] button will open the same view)

13. The procurer can now select a supplier as normal (Right click)

14. The user will be notified:

If user tries to select a different supplier than the suggest
If the suggested is selected and it is not the cheapest one.

15. The selections made are recorded in the order history, with the comment given at the time. If users change their mind this will also be visible in the history as the second alteration is also logged.

How to activate the “Suggestion of supplier” as part of the workflow?

Go to [System] → [Settings] → “Order settings” tab → “General” sub tab
Under “Global Settings” you will find a drop down labelled “Supplier Suggestion”
Select “OnboardQuoteReview”
Click [Save] and restart TM Master.

User rights for “Suggest Supplier” function

Any users that should be allowed to “Suggest a supplier” will need the user right found in the user right group “PO”, called “Suggest Supplier”