USER MANUAL

FOR
INTEGRATED SHIP PROCUREMENT
SYSTEM [VENDOR LOGIN]

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Contents
LOGIN WINDOW ............................................................................................................................... 3
PR/WORK ORDER INQUIRY-QUOTATION ................................................................................ 5
PURCHASE/WORK ORDER .......................................................................................................... 10
GRN/DO/INV ..................................................................................................................................... 12

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 LOGIN WINDOW
Steps to Login to iSPS
1. Open the iSPS using Login URL (http://119.73.180.162:3000/#/login
Login Page appears as below

2. Enter Login Credentials (Username and password) – click on Login Button – Navigates to
Home page.
3. After Login – Home page appears as below

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4. To Reset Password – Click on Profile Icon – Click on Reset Password Button

5. Reset Password Pop-up opens as below - Enter all the required details and click on Reset
Password Button.

6. In the Home page – Click on icon. The Application Menu appears as below

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 PR/WORK ORDER INQUIRY-QUOTATION
Quotation Screen Purpose
Supplier Quotation Screen helps the Supplier to Quote the prices for requisition items.
Navigation:
PMS Purchase/PMS Work order (Menu) →PR/Work order Inquiry Quotation

Or
Click on the link / Scan the QR Code received through email which directs to Supplier
Quotation Screen with that Requisition Details.
Steps to Create Supplier Quotation
1. Click on New Quotation button – Requisition List window opens – Select a requisition

from it (Click on the Preview Icon to open that particular Requisition)

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2. Quotation Screen has 3 sections (I. Header, II. Details and III Document).

Header

• All the requisition information (Requisition No, Reference Number, Order Type,
Port, Vessel, Vessel Dept, Delivery Date, Requested By and Remarks) will be
automatically loaded when that requisition is selected or click on the link.
• Quotation date* – by default current date is loaded and can be editable.
• Validity date* – By default a month ahead of the Quotation date can be editable.
• Vendor* – By default, Vendor Name will be loaded (Highlighted)
• Vendor PIC* – Vendor PIC will be loaded but dropdown is available.
• Currency* –Currency is also loaded by default if available but dropdown is available.
• Disc. % - Manually enter the value.
• Supplier Reference No – Manually enter the reference no
• Total Amt*, Disc.Amt* and Aft Disc.Amt* - All these fields are locked, these all will be
changed according to the changes made in the Detail Info.

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Details

• Requisition Details info will be loaded automatically when the Requisition is selected.
• Vendor input Unit price, Available Quantity and Disc.% for that particular item.
• Available Quantity should not be greater than Requested Quantity.
• If the Vendor doesn’t have some of the items in the Requisition list, then Unit price and
Available quantity by default appears ‘Zero’, So vendor need not to enter the value
3. After entering all required information, click on the SAVE button.
4. Quotation gets saved and changed from New to Open status and Supplier Quotation No is
allotted. (Ref below Screenshot)

5. Print button – to print the Quotation.

6. Clear button – to Clear all the info on the Screen.
7. Reset button – to reset/Undo the changes just made.
8. Submit Button – Click on Submit Button to submit the quotes and a notification sent to
Back-office users and Status of the Quotation changes to “Submitted”. (To make changes
after submit – need to contact person in charge.)
9. Export Button - used to export the information to Excel to make modifications only in
available Qty, Unit Price and Disc.%.
10. Import Button - used to import the exported sheet back to Screen.
11. Cancel Button – To cancel the Quotation, Click on Cancel Button, enter Reason for
cancellation (Will appear on the top of the screen) and proceed. The Status of Quotation
will change to “Cancel”.)

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 Documents
1. Click on Documents (up-arrow mark in the right corner) to attach any files (. doc, xls, jpg,
pnp, .tif, gif, Zip, RAR, pdf) related to that Requisition. (Each file should not exceed 5MB).

2. Click on Upload Button – To upload the attached files.

3. To view any particular documents, click on the Preview/Download button .

4. To delete the document, click on the delete button .

To open the Existing Quotation:

1. Click on List Icon – Supplier Quotation List Window opens – All history of Created
Quotes for that particular vendor will appear in this window.

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2. Date Range Filter - Helps to search the Quotations present in between that range.
3. Filter – Helps to search particular Quotation by typing any of these Values (Quote No, Req
No, Vessel, Vendor, Quote Date, Validity, Amount and Remarks).

4. Click on the Preview Icon to open that particular Quotation; Quotation will be opened
to Edit (if it is not forwarded/Approved/Purchase order/Delivery Order)

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 PURCHASE/WORK ORDER
Purchase Order Purpose
Purchase Order Screen contains the information of items that are to be purchased such as type
of goods, quantity and prices and Supplier looks at the information and process order to Delivery.
Navigation:
PMS Purchase/PMS Work order (Menu) →Purchase/Work order

Or
Click on the link/ Scan the QR Code received through email which directs to Purchase order
Screen with the Quotation Details.
Steps to process the purchase Order

1. In PO Screen – Click on List Icon – Purchase Order list opens – select PO which need
to be processed or directly navigate through the link received in the email.

2. Click on the Preview icon to open that particular Purchase Order.

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3. The selected PO will be loaded with details as below

4. After checking all the information – Supplier will click on “Process Order” which will
directs to Delivery order page for creating the DO for the processed PO.
5. After processed the PO status will change to “Order Confirmed”
6. Print button – helps to print the PO report.
Note: In PO Screen, Supplier cannot edit any information. PO screen is only for viewing and
accepting the order.

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 GRN/DO/INV
Delivery Order Screen Purpose
Delivery Order Screen Contains the information of Delivery date, delivered items details, final
Prices/Amts and Delivered location.
Navigation:
PMS Purchase/PMS Work order (Menu) → Delivery Order/Workorder Delivery Order

Or
After Click on Process Order, it navigates to DO screen for creating the delivery Order.
Steps to Create Delivery Order
1. Click on New Delivery Order button – Purchase Order List opens – Select a Purchase

Order from it (Click on the Preview icon to open that particular Purchase Order)

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2. Delivery Order Screen has 3 sections (I. Header, II. Delivery Info and III. Details)

Headers
• All the information [Reference Number*, Order Type*, Port*, Vessel, Vendor, Order
No*, Currency* and Remarks] from the selected Purchase Order will be loaded in the
Delivery Order screen.
• Delivery Date* - by default Delivery Date is loaded as Current/Today’s date.

Delivery Info
• Location, Date, Supply PIC, Location, Supply Boat Co, Supply Boat, Contact PIC,
Additional Info and Additional Info 2 – all these are info loaded from the PO but the
change option is available.
• Supplier DO. No* – Input this value manually.
Details
• All these information from the Purchase Order will be loaded [S. No, IMPA Code,
Description, PO QTY, Delivered Qty, UOM, Price, Final Price, Final Amt and
Remarks].
• Delivered Qty – Editable option is present. [ Double Click on the column of the
particular line item – Enter the value there itself.]
• Based on the Delivered Qty, the order may be complete delivery (All items delivered) or
Partial delivery (only some items delivered and there is a balance qty to deliver).

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3. After entering all required information, click on the SAVE button.
4. Delivery Order gets saved and changed from New to Open status and Delivery Order No is
allotted. (Ref below Screenshot)

5. After Saving, Below QR Code will be generated – Either Vendor can print it and attach it
on the package of delivery or Close it.

Note :- Sometimes DO Type shows “PARTIAL ORDER” which means there is Balance
Qty to delivery. To delivery Bal Qty – Go to New Delivery Order Button → Select that
particular record → Create DO for the remaining Qty.
6. Submit Button - Click on submit to send notification to the Back-officer/Ship Users to
accept the Delivery order. [ Status changes from Open to Delivering and Submit button
changes to Re-Submit Button]

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7. After accepting the goods by Ship/Back-officer [Status – changes to “Received” from
Delivering]– the email notification will be received by the supplier to upload an invoice
and update the posting Info if accepted.
8. In Received status – Supplier will be able to see the Document section.

9. Open the Document Section, to upload the Invoice document. [Click on upload file – select
the document to attach and finally click Upload Button].

10. After uploading the document, Supplier will able to see the Posting Info section.

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11. Input Supplier Invoice No*, Supplier Invoice Amt (Bef GST) * and Supplier Remarks,
then Post Button will be enabled.
12. Click on Post Button – notification will be sent to the Back-officer for verification.
13. If DO is rejected by Ship/Back-officer [Status - changes to “Reverted” from Delivering] –
the email notification will be received by the supplier. Based on reject remarks entered in
Delivery Info Section – Supplier need to modify the DO and resubmit the DO or cancel the
DO.

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