How To

Suggest a supplier function (Not select but suggest)

This is a optional function, but this function will allow users onboard or in the office to voice and opinion on what supplier and received quote to select, by suggesting it and adding a comment to their suggestion

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 labeled “Supplier Suggestion” 7. Select the option “OnboardQuoteReview”

8. Click [Save] and restart TM Master.

User rights required for the suggest supplier function

9. Any users that should be allowed to “Suggest a supplier” will need the user right “Suggest Supplier”

How does “Suggestion of supplier” work.

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)

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

5. The user will then need to press the compare prices icon.

A view listing all items as rows and prices in columns with the supplier’s name.
1. All prices are presented in the “Ship Currency” in this view.
2. A Column displays the number of delivery days, per item if included in quote.
3. In addition, the last order line row (9999) will show any shipment cost if added.
4. Selecting an order line (item) in the middle grid will list the quote details in the grid below.
5. Prices that are marked blue are the cheapest, price marked red the most expensive.
6. If more item details are required, there is additional columns available, click the [Columns] button in the menu bar, and drag and drop it into the grid.
7. Any adjustments made in this grid is saved, and the grid will the next time it is opened it will remain as it was when it was last closed.

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

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.

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

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

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.

Even users at the office can suggest. All suggestions are tagged with location (either vessel or office) depending on where the suggestion is made.
Once a suggestion has been made the order is moved to the column:

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

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

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)

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

The user will be notified:
1. If user tries to select a different supplier than the suggest
2. If the suggested is selected and it is not the cheapest one.

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.