Requisition
The vessel raises a requirement and communicates it to shore.
Procurement
Marine Procurement Software for Maritime Fleets
PRIME Marine Procurement helps maritime fleets manage vessel requisitions, suppliers, quotations, approvals, purchase orders, invoices, goods received and payment records through one connected workflow. As part of PRIME Marine Vessel Management Software, it connects procurement with maintenance, inventory, warehouse and supplier management. Ship and shore teams see the whole line from the initial requirement through purchasing, delivery and payment.
- Requisitions raised onboard, reviewed and sourced from shore
- Three-way matching across purchase order, invoice and goods received
- Multi-vessel and multi-currency purchasing on one record
Part of Procurement & Supply Chain, alongside
Requisition to payment
Manage maritime procurement from requisition to payment
Every purchase starts with a requirement onboard. The module carries that requirement through quotation, review, approval, purchase order, delivery, invoice processing and payment recording. Vessel, purchasing, finance and management teams see what has been requested, what has been ordered, what has been received, which invoices need approval and what payments have been processed.
Review & RFQ
Shore assesses the requirement and stock, then requests quotations where needed.
Compare & approve
Supplier responses compared on price, delivery and terms, then approved.
Order & receive
The purchase order is issued and receipt recorded against a GRN.
Invoice & pay
Three-way matching before approval, then payment details recorded.
That gives a connected procurement trail from the initial vessel requirement through delivery, invoice approval and payment recording.
Built for maritime procurement operations
Purchasing inside the wider operational platform
Purchasing requirements are created by maintenance, inventory, defects and other operational activity. Procurement sits in the same platform as all of them, which is why a requisition arrives with its reason attached.
1,800+Vessels managed on PRIME Marine
18+Connected modules
AzureMicrosoft cloud infrastructure
2Deployment options — cloud or on-premises
How it works
Connect every stage to the original vessel requirement
Procurement becomes easier to manage when every stage stays connected to the requirement that started it. These five areas are where that connection either holds or breaks.
Manage vessel requisitions across your fleet
Vessel teams need a straightforward way to communicate purchasing requirements to shore-based procurement teams. The module brings vessel requisitions into one connected purchasing workflow, so crews raise requirements while shore teams review and process them.
- Raise requisitions onboard — spare parts, consumables, services and other supplies through a structured workflow
- Manage requisitions centrally — requirements from several vessels brought together for shore review
- Review purchasing requirements — assess what the vessel needs, check available stock and determine the purchasing options
- Keep responsibilities clear — defined approval workflows with visible responsibility at each stage
A maintenance requirement can become a procurement requirement. When a vessel needs a spare for planned or corrective work, the requirement flows into purchasing without creating disconnected records. Shore teams then see what the vessel needs and why.
Manage supplier quotations with greater visibility
Supplier selection involves more than reviewing a single quotation. The module brings supplier information and purchasing activity together, so teams evaluate suppliers and compare commercial terms across purchasing requirements.
- Compare quotations — manage RFQs and review supplier responses within the workflow
- Compare delivery dates — assess expected lead times against the vessel’s operational requirement
- Compare payment terms — reviewed alongside quotation prices and delivery commitments
- Review supplier performance — monitor activity over time through Supplier Management
- Review purchasing history — use previous procurement information when evaluating new requirements
Not every purchase requires a new request for quotation. Where a supplier has an established supply contract with agreed fixed prices, a purchase order can be issued directly to that vendor without sending a new enquiry for every transaction. For purchases that need competitive sourcing, RFQs and quotation comparisons continue as normal.
Record what was ordered and what arrived
Purchase orders are created and managed inside the same workflow as the requisition that caused them. Receipt is recorded through a Goods Received Note, and goods may be received onboard a vessel, at a warehouse or at an office, depending on the delivery arrangement.
- Record goods received — a GRN against the relevant purchase, wherever delivery happened
- Update inventory — receipt into a connected inventory environment updates the stock record
- Maintain purchasing records — receipt information kept with the purchase order and supplier invoice
- Support invoice verification — the GRN becomes one of the three records in invoice matching
That connects purchasing, warehouse receipt, inventory and invoice processing instead of treating each as a separate record.
Capture and approve supplier invoices
Supplier invoices need to stay connected with the purchases and deliveries they relate to. PRIME Marine captures invoices for goods and services that suppliers have provided or are scheduled to provide. The recorded information is retained for reference, verification, approval and payment processing.
Three-way matching compares what was ordered, what was invoiced and what was recorded as received:
- Purchase order — what was ordered and the agreed purchasing details
- Supplier invoice — what the supplier has invoiced for
- Goods Received Note — what was recorded as received
Reviewers identify discrepancies between the three before approving an invoice, then move it through the applicable approval process. Invoice details stay connected with purchasing records to support reference, verification and subsequent payment. Automated invoice processing extends the same workflow.
Record payments and maintain purchasing history
Completing a purchase involves more than receiving the goods and approving the invoice. Teams also need a record of the payments processed against supplier invoices.
- Payment amount cleared
- Payment mode
- Details of the associated invoice or purchase
- The person responsible for recording the payment
Keeping payment details connected with purchasing and invoice records helps procurement and finance teams review the status of supplier payments and refer back to the transaction history.
Fleet procurement rarely happens in a single market or currency. The module supports multi-vessel purchasing and multi-currency procurement, including multi-currency invoice management, so shore teams keep one consistent view of purchasing activity across the fleet.
Ship to shore
Keep procurement moving from ship to shore
Vessel teams need a straightforward way to raise requirements and record goods received, while shore teams need what they need to review, source, compare and approve. PRIME Marine Vessel Management Software connects both sides, including the warehouse and invoice workflows between them.
Onboard
Raise requisitions, communicate requirements and record goods and services received.
Shore
Review, source, compare, approve, capture invoices and record payment details.
Warehouse
Record goods received and connect receipt with the relevant inventory records.
Supplier
Receive RFQs, respond with quotations and provide invoices for supplied goods.
Management
Visibility across fleet procurement, supplier performance, commitments and payments.
Beyond the purchase order
Connect procurement with wider fleet operations
Purchasing requirements are created by maintenance, inventory, defects and other operational activities. Delivery and invoice processing depend on accurate purchasing and receipt records. PRIME Marine connects procurement with the workflows that create and depend on it.
Knowing what is already onboard helps teams manage replenishment: track what is onboard, identify what is required, raise the requisition, manage the purchase, receive the goods and update inventory. When goods are received and recorded, the connected inventory workflow updates stock accordingly.
| Connected area | Operational relationship |
|---|---|
| Planned Maintenance | Connect maintenance requirements with purchasing |
| Inventory | Link stock with replenishment and update records through goods receipt |
| Warehouse | Connect goods receipt records with purchase orders and inventory |
| Defect Management | Connect corrective work with the parts and resources required |
| Budgeting | Bring purchasing information into wider financial planning |
| Supplier Management | Keep supplier information and performance connected with purchasing |
| Analytics & KPIs | Turn procurement activity into management visibility |
Capabilities
What does the Procurement module provide?
- Fleet visibility — procurement activity across vessels from one connected platform
- Vessel requisitions — raised and managed from the vessel
- RFQ and quotation comparison — prices, delivery dates and payment terms side by side
- Approval workflows — purchases and invoices through defined, configurable stages
- Purchase orders — including direct orders to contracted suppliers at fixed prices
- Goods Received Notes — recorded onboard, at warehouses or at offices
- Invoice management — capture, three-way matching, review and approval
- Payment details — mode, amount cleared and the person recording it
- Multi-currency purchasing — purchasing and invoice activity across currencies
| Module | Procurement |
|---|---|
| Module group | Procurement & Supply Chain |
| Workflow | Requisition → review → RFQ → quotation comparison → approval → purchase order → delivery → invoice capture → matching and approval → payment |
| Requisitions | Raised onboard for spare parts, consumables, services and other supplies |
| Sourcing | RFQs, quotation comparison, or direct purchase orders to contracted fixed-price suppliers |
| Comparison basis | Price, delivery dates, payment terms and supplier information |
| Goods receipt | GRN recorded at vessel, warehouse or office |
| Invoice matching | Three-way: purchase order, supplier invoice and Goods Received Note |
| Payment records | Amount cleared, payment mode, associated invoice and responsible user |
| Currencies | Multi-currency purchasing and invoice management |
| Approvals | Multi-level workflows configured around your procurement process |
| Deployment | Cloud-hosted on Microsoft Azure infrastructure, or on-premises |
| Pricing | Custom plan per fleet |
Book a demo
Bring fleet procurement under control
Connect vessel requisitions, RFQs, suppliers, quotations, approvals, purchase orders, goods receipt, invoices, payments, maintenance, warehouse and inventory through one procurement workflow. See how PRIME Marine Vessel Management Software connects your purchasing from the initial requirement through delivery, invoice approval and payment recording.
- Bring a real requisition or supplier invoice
- We reply within one business day
- No credit card and no obligation
Answers
Frequently asked questions about marine procurement software
Can vessels raise requisitions onboard?
Yes. Vessel teams can raise requisitions and send purchasing requirements to shore for review and processing, and can also record details of goods and services received onboard.
What is three-way matching in procurement?
Three-way matching compares the purchase order, the supplier invoice and the Goods Received Note. That helps reviewers check that the invoiced goods or services correspond with the purchasing details and the recorded receipt before approving the invoice.
Can we issue purchase orders without sending an RFQ?
Yes. Where an established supply contract specifies fixed prices, direct purchase orders can be issued to the contracted supplier without sending a new enquiry for every purchase.
Can Procurement connect with Planned Maintenance?
Yes. Procurement is connected with Planned Maintenance, so maintenance requirements flow into the purchasing process.
Can Procurement connect with Inventory?
Yes. Procurement and Inventory are connected within the PRIME Marine platform to support replenishment requirements. Recording goods received can update stock information through the connected inventory workflow.
Can Procurement connect with Warehouse?
Yes. Goods received at a vessel, warehouse or office can be recorded through the GRN process, which maintains a connected record of the purchase and its receipt alongside Warehouse.
Can we compare supplier quotations?
Yes. RFQs and supplier quotations can be managed and compared within the procurement workflow, including pricing, delivery dates and payment terms.
Can we capture and approve supplier invoices?
Yes. Supplier invoice details for goods and services can be captured and retained for reference and payment processing. Invoices can be reviewed against the purchase order and goods received records through three-way matching before approval.
Can we record payment details?
Yes. Payment details can be recorded, including the payment mode, the amount cleared and the person responsible for recording the payment.
Can we track supplier performance?
Yes. PRIME Marine provides supplier performance information to support supplier evaluation and procurement management, through Supplier Management.
Does PRIME Marine support multiple currencies?
Yes. The Procurement module supports multi-currency purchasing and invoice management.
Can procurement approvals be configured?
Yes. Multi-level approval workflows can be configured around your organisation’s procurement process.
Can procurement be managed across multiple vessels?
Yes. PRIME Marine provides fleet-wide visibility of procurement activity across vessels.
Ready when you are
Bring fleet procurement under control
Requisitions, quotations, orders, goods receipt, invoices and payments, shown on your own vessels and your own purchasing process.
Part of Procurement & Supply Chain in PRIME Marine Vessel Management Software