Spares and stores, bought right and accounted for.
RETRO.FMS Procurement & Inventory runs the whole buying cycle on typed, purpose-built tracks — spares tied to equipment, stores on IMPA/ISSA catalogues. Requisitions raised on board flow through RFQs and normalised landed-cost comparatives to purchase orders, shipments, and goods receipt, and every issue posts against a work order or cost centre. Nothing is bought without an approval trail, and nothing moves without a record.
What it covers
From catalogue to consumption
Catalogues & masters
Spares with equipment links, IMPA/ISSA stores, price lists, groupings, and cost-centre inheritance.
Source & buy
Requisitions, RFQs and comparatives, awards, and purchase orders with budget checks.
Move & receive
Shipments, consolidations, dangerous-goods handling, and goods receipt with quality control.
Stock & control
Spare and store ledgers, reorder policies, valuations, and procurement analytics.
Requisitions & approvals
Raise it on board, approve it anywhere.
Raise requisitions with typed spare and store lines, dual remarks for internal and supplier audiences, and attachments. In-progress demand alerts, price and supplier history, and budget checks inform the request, with line-level partial approve, reject, or hold.
- Typed spare and store lines with attachments
- Budget checks and demand alerts at the point of request
- Line-level partial approve, reject, or hold
RFQs & comparatives
Compare quotes on landed cost, not list price.
Build RFQ packs with specs, delivery windows, and Incoterms, collect multiple supplier quotes including alternates, and normalise across currency, pack, MOQ, and Incoterms to a landed-cost comparative. Supports OEM-versus-alternate decisions and split awards.
- RFQ packs with specs and Incoterms
- Quotes normalised to landed cost
- OEM-vs-alternate and split awards
Purchase orders & delivery
From award to onboard delivery, tracked.
Create purchase orders from awards with line splits and schedules, route delivery direct to vessel or via warehouse, and track milestones and change orders. Produces PO PDFs, ASNs, and agent instructions.
- Line splits, schedules, and change orders
- Delivery direct to vessel or via warehouse
- PO PDFs, ASNs, and agent instructions
Logistics & shipments
Every carton, every milestone, every document.
Manage shipments and consolidations with cartons, pallets, dimensions and weights, HS, IMDG, and MSDS handling, and milestone tracking from vendor acknowledgement to onboard delivery. Generates packing lists, commercial invoices, and certificates of origin.
- Consolidations with full carton and pallet detail
- HS, IMDG, and MSDS handling
- Packing lists, invoices, and certificates of origin
Receiving, GRN & quality
Receive it, check it, trace it.
Goods receipt at warehouse or vessel with partial receipts, lot and serial capture for spares, FEFO for shelf-life stores, and temperature logging. Quarantine and non-conformance reports notify the supplier, with traceability back to the work order or cost centre.
- Partial receipts with lot and serial capture
- FEFO and temperature logging for stores
- Quarantine and NCRs with supplier notification
Inventory control
Two ledgers, one truth about stock.
Separate spare and store ledgers carry on-hand balances and full transaction history. Spare issues require a work order; store issues require a cost centre. Min/Max, ROP, and ROQ policies, FIFO or weighted-average valuation, and reorder proposals keep stock policy enforced.
- Spare issues against work orders, store issues against cost centres
- Min/Max, ROP, and ROQ with reorder proposals
- FIFO or weighted-average valuation
The buying cycle
Request, compare, receive — with nothing off the record.
The whole cycle runs as one disciplined flow: a requisition raised on board, quotes normalised to a landed-cost comparative, and goods received with quality control and full traceability — every step approved, every step logged.
Also in procurement
The rest of the buying toolkit
Spares Master
Part numbers, alternates, maker and brand, lead times, criticality, and vendor cross-references.
Stores Master (IMPA/ISSA)
Marine stores with pack handling, hazardous classification, UN numbers, and shelf life.
Catalogue governance
Store groupings with cost-centre inheritance and current-and-historical price lists.
Service procurement
Calibration, inspection, repair, and certification bought through the same typed workflow, with completion records and a 3-way invoice match.
Multi-warehouse logistics (optional)
Warehouse dashboards, reservations, replenishment, transfer orders, and dispatch documentation.
Procurement analytics
Spend, savings, cycle times, on-time delivery, NCR rates, landed cost, and owner packs with IMPA breakdown.
Questions, answered
Questions, answered
How are spares and stores kept apart?
They run on separate, purpose-built tracks: spares carry part numbers and attach to equipment assemblies, stores run on IMPA/ISSA catalogues with pack and shelf-life handling — each with its own ledger.
How do you compare supplier quotes?
Quotes are normalised across currency, pack, minimum order quantity, and Incoterms into a landed-cost comparative, with OEM-versus-alternate views and split awards.
Can crews raise requisitions on board?
Yes. Requisitions are raised on the vessel’s onboard instance, with budget checks and history at the point of request, and reconcile with shore when the link is available.
What controls sit on receiving?
Partial receipts, lot and serial capture for spares, FEFO and temperature logging for stores, and quarantine with non-conformance reports notified to the supplier.
Does it handle purchased services too?
Yes. Service procurement runs calibration, inspection, repair, and certification through the same typed workflow, from requisition to completion record and a 3-way invoice match.
Can it manage multiple warehouses?
Yes, as an optional module: warehouse dashboards, reservations and allocation, replenishment, transfer orders with dispatch documentation, and returns with inspection.