Writing A Ship Store Requisition That Ships Complete

Part Shipment Usually Starts On The Ship

When a store order arrives incomplete, the cause is often traced back to the supplier. In our experience the more common cause is a requisition line that could not be quoted without a query, the query took two days, and by then the consolidation window had closed.

The fix is not more chasing. It is writing the line so that no query is needed.

The Five Fields That Prevent Queries

• Identity — the catalogue code where you have it, or a description plus a photo where you do not
• Size — a measured dimension, not a remembered nominal figure
• Material or grade — brass or stainless, wool or acrylic, SOLAS grade or not
• Rating — voltage and frequency for electric tools, pressure for pneumatic tools, buoyancy or length for safety items
• Quantity and unit — pieces, sets, coils, rolls or metres, stated explicitly

Photograph The Part

A photograph of the fitting on board settles more questions than a paragraph of description. Handle shaft type, coupling end type, thread standard and plug seating are all visible in a photo and all invisible in a description. Send it with the requisition rather than waiting to be asked.

Separate What Is Urgent From What Is Routine

A requisition that mixes one urgent line with forty routine ones tends to move at the speed of the slowest line. Say which lines are needed at the next port and which can travel with the next consolidation. That single sentence often saves a whole port call.

Close The Loop At Receiving

When the store arrives, tick it against the packing list codes and write those codes into the ship's inventory. This is the step that converts one careful requisition into every future requisition being easy. It takes minutes and it is the highest return activity in the whole store cycle.