Requisition Mistakes That Slow Ship Store Quotes

Do not treat the code as the whole order

Purchasers put an IMPA code into their purchasing system when they raise a requisition or an electronic RFQ. The point is that the supplier can find the exact item quickly, which speeds up quoting and cuts the back-and-forth. That works well, and it is also why the first mistake is so easy to make: assuming the code alone is enough for every item.

A code feels precise, so the line text often gets left thin. For many items that is fine. For others the code gets the supplier to the right product while the vessel still needs a particular size, rating or specification that the code does not carry for you.

The habit to build is simple. Treat the code as the identifier and the line text as the instructions. Read each line as if you were a supplier who has never seen your vessel. If the line could be read two ways, add the sentence that removes the second reading.

Add the details a supplier cannot safely guess

The second mistake is neglecting to add critical details. The ones named are dimensions, pressure rating, voltage, material and approval status. A supplier who has to guess any of these risks quoting the wrong item, and a wrong guess that is not caught means the wrong item reaches the ship.

Think about which details matter for the department raising the line. Engine room lines for pumps and valves tend to hinge on pressure rating and material. Electrical lines hinge on voltage. Deck lines often hinge on dimensions. Anything that needs a certificate hinges on approval status. Put the detail on the line itself, not in a covering email that may be separated from the requisition later.

• Dimensions, written with the unit beside the number.
• Pressure rating, where the item holds or moves fluid or gas.
• Voltage, where the item is electrical.
• Material, where compatibility or corrosion matters.
• Approval status, where a class or flag requirement applies.

To see how items are grouped before you draft lines, browse the deck stores, engine stores and cabin stores categories.

Check what sits around the line

Some errors live outside the requisition line. Relying on outdated catalogues or PDFs is one. Assuming local availability without confirmation is another. Ignoring customs or port-specific compliance is the third. Each of these can lead to delays or incorrect deliveries, even when every line is written well.

Technotrading makes a useful point here. Codes improve accuracy, efficiency and global consistency, but buyers still need to verify specifications and supplier capability for the specific vessel and port. The code removes doubt about what the product is. It does not confirm that the product suits your vessel or that it can be handled at your port.

Three habits cover most of this. Note which edition of the catalogue your team is working from and retire old PDFs. Ask the supplier to confirm supply for the port in question rather than assuming it. Ask for customs and port requirements to be confirmed in writing before the order is final.

Requisition checklist

• Each line has its catalogue code and a plain description beside it.
• Dimensions, pressure rating, voltage and material are stated wherever they apply.
• Approval status is written down for any item that needs it.
• The catalogue or PDF you used is the current edition.
• Port-specific and customs requirements are confirmed with the supplier, not assumed.

Send a cleaner requisition

Run the next requisition against the checklist below before it goes out. It takes a few minutes and targets the mistakes above. When the lines are ready, send them through the request a quote page.

A2Z Ship Stores has served vessels since 2001.

FAQ

Who publishes the Marine Stores Guide, and in what format?

IMPA, the International Marine Purchasing Association, provides the Marine Stores Guide in print and digital formats.

What does an IMPA code actually identify?

Each code is a unique six-digit number that identifies a product exactly to an individual description. That helps purchasers and suppliers match goods.

Which ship departments use the guide?

It is used across deck stores such as paints and rigging, engine stores such as pumps and valves, and cabin stores such as linens and galley utensils, giving all departments a common language.

Does using codes mean the buyer has nothing left to verify?

No. Technotrading says codes improve accuracy, efficiency and global consistency, yet buyers still verify specifications and supplier capability for the vessel and port.

Sources: IMPA; Technotrading.