Responding to Transactions
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      Creating REQs, RFQs and POs in ShipServ Trade

      In Trade for Buyers, users can create new Requisitions, Requests for Quotation and Purchase Orders directly in ShipServ.com

      Create a REQ

      Create an RFQ

      • From scratch 

      • Convert from a REQ

         

      Create a PO from scratch, a REQ, or a Quote

      • From scratch

      • Convert from a REQ

      • From a Quote

       

      Information about navigating your documents can be found here. Note that all documents can be viewed under “All Documents” or, each document type can be viewed independently. The Transaction menu can be collapsed or opened by tapping the three horizontal lines (aka the “hamburger”).

       

      A user logged into a buyer account can create a Requisition (REQ) which the buyers can subsequently convert into a Request for Quotation (RFQ) and send to suppliers.

      (An RFQ can also be created from scratch, without starting from a REQ.)

       

      Create a REQ

      To create a REQ, starting from any of the transaction lists, tap the “Create New Document” button, and choose “Create REQ” from the drop-down menu.

      To create the Header Details in a new REQ:

      There are four actionable areas when creating a New REQ.

      1. You can toggle between the Header Details and the Line Item Details by clicking either tab. Both tabs need to be populated with applicable information.

      2. You can cancel the document creation, save a draft of what you have entered so far, or submit the REQ for use by others with access to your account.

      3. Jump to a specific section of the Header Details by tapping one of the sections in the Progress bar.

      4. You can scroll through the Header Details, adding information as you scroll through the fields.

      Please keep the following in mind in when creating the Header Details in a new REQ:

      • Required fields are marked with a red asterisk (*). These fields must be populated before submitting the document.

      • The Vessel can be selected from your stored vessels, or select “No IMO#/ Not a vessel” if applicable.

      • The Incoterms location field can be a country, city, or street address. After entering a location, additional information/comments can be added in the box which will appear under the location box.

      • Previously entered values will be remembered and shown with this timer symbol making it easier to select frequently used data rather than typing it in.

      • If you do not wish to use those values, simply start typing the data you wish to enter.

      A file can be added/attached at the header level by tapping “Add new attachment”. A file can be selected and “Attach” tapped to include it, or tap on “Upload new document” at the bottom of the screen to add a new document to your Attachment library. After adding a new document, including Document type from the drop-down menu and the file name, it can be included in the REQ by ticking the box next to it and tapping “Attach”.

      • If the “Header Details” or “Line Items” tab are shown in red, hover over the red tab to see what needs to be addressed.

         

        To create the Line Items in a new REQ:

      1. To add Line Items, toggle to the “Line items Tab and tap “Add new section”. A drawer will open where you can enter the Equipment Details for the section. If you do not wish to include equipment information, leave the fields blank. Tap “Save” to begin adding line items.

      2. You can Cancel, Save a Draft of your REQ, or Submit it.

      3. On the “Line Items” tab, the currency is entered on the upper left. Select desired currency from drop-down menu.

      4. Toggling “Word Wrap” on shows truncated text that was too long to fit in the cells.

      5. To view the Equipment section info, tap “view more”. Note that it may be blank.

      6. You must populate required fields: Description, Unit of Measure, and Quantity, which are underlined in red. Attachments may be added at the line item level, similar to how they were added at the header level.

      7. You can add an additional line in the existing section by tapping the “+” under the most recent line.

      8. A new section may be added by tapping “New Section”.

      9. If you wish to remove a line, tap the 3 dots on the far-right side of the line item and tap “Remove”. If that is the only line in the section, then tap “view more” of that equipment section, tap “Delete Equipment Section”, confirm the deletion of the row, and the row and equipment section will be removed.

      When all the Header Details and Line Items are added, tap “Submit” to save the document for future use. The document will now be displayed in the list of All Documents as well as the Requisitions tab.

       

      Create an RFQ

      • From scratch

      To create an RFQ, starting from any of the transaction lists, tap the “Create New Document” button, and choose “Create RFQ” from the drop-down menu.

      There are four actionable areas when creating a New RFQ.

      1. You can toggle between the Header Details and the Line Item Details by clicking either tab

      2. You can cancel the document creation, save a draft of what you have entered so far, or submit the RFQ to the specified supplier(s).

      3. Jump to a specific section of the Header Details by tapping one of the sections in the Progress bar.

      4. You can scroll through the Header Details, adding information as you scroll through the fields.

      • Creating an RFQ is similar to creating a REQ, but the supplier(s) need to be selected and billing details fields are included.

         

      • After adding the information to the "Header Details" and the "Line items" tab, you can cancel the RFQ creation, Save the RFQ as a Draft for later, or tap the blue "Submit" button to send the RFQ to the selected suppliers.

         

      • Convert from a REQ

      If you wish to create an RFQ from an existing REQ, select a REQ from the Requisitions list.

       

      Tap on the transaction to open it.

      Start at the “Convert” button, and choose “Convert to RFQ” from the drop-down menu.

      The RFQ reference and Supplier(s) will need to be added as above, but the majority of the information will already be populated from the REQ. Review the information in the "Header Details" tab and "Line items" tab. After reviewing the "Line items" tab, you can cancel the RFQ creation, Save the RFQ as a Draft for later, or tap the blue Submit button to send the RFQ to the selected suppliers.

       

      After submitting the RFQ, the RFQ will be shown in the RFQ tab.

       

       

      Create a Purchase Order (PO) from scratch, a REQ, or a Quote

      • From scratch

      Similar to how REQs and RFQs are created, a user can create a Purchase Order (PO) from scratch, a REQ, or a Quote. To create a PO from scratch, starting from any of the transaction lists, tap the "Create New Document" and choose “Create PO” from the drop-down menu.

       

      There are four actionable areas when creating a New PO.

      1. You can toggle between the Header Details and the Line Item Details by clicking either tab. Both tabs need to be populated with applicable information.

      2. You can cancel the document creation, save a draft of what you have entered so far, or submit the PO to the supplier.

      3. Jump to a specific section of the Header Details by tapping one of the sections in the Progress bar.

      4. You can scroll through the Header Details, adding information as you scroll through the fields.

      For a Purchase Order, an Order Reference and Supplier will be required. Instructions for adding Header details and Line Items can be found above at this link.

       

      Once all the Header details and Line items are added, you can cancel the document creation, save a draft of what you have entered so far, or submit the PO to the supplier.

       

      • From a REQ

        If you wish to create a PO from an existing REQ, select a REQ from the Requisitions List.

         

        Tap on the transaction to open it.

        Start at the “Convert” button, and choose “Convert to PO” from the drop-down menu.

        The PO reference and Supplier will need to be added as above, but the majority of the information will already be populated from the REQ. Review the information in the "Header Details" tab and "Line items" tab.

         

        After reviewing the "Line items" tab, you can "Cancel" the PO creation, "Save the PO as a Draft for later, or tap the blue "Submit" button to send the PO to the selected supplier.

         

        After submitting the PO, the REQ will be shown in the PO tab.

       

      • From a Quote

      If you wish to create a PO from an existing Quote, select a Quote from the Quote List.

       

      Tap on the transaction to open it.

      Select the "Create PO" button in the upper right corner.

      The PO reference will need to be added as above, but the majority of the information will already be populated from the Quote. Review the information in the "Header Details" tab and "Line items" tab.

       

      After reviewing the "Line items" tab, you can "Cancel" the PO creation, "Save the PO as a Draft for later, or tap the blue "Submit" button to send the PO to the selected supplier.

       

      After submitting the PO, the Quote will be shown in the PO tab.