Purchase Orders

Key capabilities

What it does

• Wishlist: anyone with Edit adds an item with part number, quantity, department, priority, equipment and a photo - the list shows who added it and when
• Pick wishlist items and create the orders: one draft order per supplier, in one go
• Request quotes from 2-3 suppliers: each gets an email with the request as a PDF (items and quantities, no prices), or the same request as WhatsApp text
• Enter a quote by hand, or attach the supplier's PDF or photo and let the AI read the unit prices, delivery date and notes into the form
• Compare quotes side by side: totals, missing items, delivery dates, the cheapest price per line and the cheapest complete quote
• Choose a quote: its supplier and prices go onto the order, the other quotes are declined
• Approval by amount, set per vessel: up to the first limit any head of department, chief or captain with Full on Purchase Orders; between the limits the Captain or management; over the second limit the Captain AND management (defaults 500 and 5,000 EUR, with exchange rates)
• "1 of 2 approved" on the order, with each approver's name, role and time; changing supplier, port, date, currency or items clears the approvals
• Purchase order PDF with the vessel, billing address and VAT number, delivery port, every line with unit price and total, and who approved it
• Send by email with the PDF attached (replies come back to the vessel), or copy the order as WhatsApp text and mark it as sent
• Supplier confirmed: confirmed delivery date, supplier reference and confirmed prices
• Receive part or all of an order: each line goes to its stock item (matched by part number, or a new stock item), and the cost is added to the order's budget line
• A history on every order: created, quotes, approvals, sent, confirmed, received - with names and times
• The AI Assistant can order, add to the wishlist, tell you where an item is and which orders wait for your approval

Connects to

Try saying

Just ask the AI Assistant

• Add 4 raw water impellers for the port generator to the wishlist.
• Which purchase orders are waiting for my approval?
• Where are the fuel filters for the generator?

Anything it would change comes back as a card first. Nothing is saved until you press Approve.

Why it matters

Orders on yachts run on email threads, WhatsApp and memory. Here the request, the quotes, the approval, the paperwork and the delivery sit on one order that everyone can see - the owner's money is spent with the right approvals, and the parts end up in the stock list.