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In ship supply, unclear item descriptions create delays, wrong deliveries, price disputes and unnecessary back-and-forth between buyers, suppliers and vessel teams. A request such as “cleaning brush,” “safety gloves” or “pump gasket” may look simple, but without a standard reference it can mean different products to different suppliers.
This is why the Marine Stores Guide (MSG), IMPA codes, ISSA references and structured item descriptions are important in marine procurement. They help buyers specify goods clearly, reduce RFQ ambiguity and improve quotation accuracy.
For buyers, vessel storekeepers and junior procurement staff, learning how to use IMPA and MSG references is one of the fastest ways to improve purchasing quality. A clear specification helps suppliers quote the correct product, helps procurement teams compare offers fairly and helps vessels receive what they actually requested.
AVS Global Ship Supply & Catering supports ship managers, vessel operators and procurement teams with global ship supply, provisions, technical stores, bonded stores and coordinated vessel supply solutions across international ports.
For marine procurement and vessel supply requests, use Quick Quote.
The Marine Stores Guide, often called MSG, is a widely used reference catalogue for marine stores and ship supply items. It helps buyers, suppliers and vessel teams identify products through standardized item references and descriptions.
In practice, the MSG is used to reduce uncertainty in purchasing. Instead of relying only on a free-text item description, buyers can refer to a structured catalogue item and code. This helps suppliers understand the exact product category, item type and expected specification.
The Marine Stores Guide is especially useful for:
The guide is not a replacement for technical judgment. A code helps identify an item, but buyers should still include size, material, maker preference, standard, certificate requirement, quantity, unit of measure and delivery conditions where relevant.
For a broader overview of IMPA, see What Is IMPA?.
A good RFQ must be clear enough for suppliers to quote without guessing. MSG and IMPA code references help with this because they give both sides a shared starting point.
A clear RFQ may include:
When these details are missing, suppliers may quote different products under the same item description. This makes price comparison unreliable.
An IMPA code is a standardized product reference used in marine purchasing and ship supply. It allows buyers and suppliers to identify common vessel supply items more consistently.
An IMPA code generally connects to a structured catalogue hierarchy. The code helps identify the relevant section, sub-section and item. This structure makes product search, RFQ preparation and supplier comparison easier.
Marine buyers commonly use IMPA codes to:
For example, if a vessel requests a general product description without a code, procurement may need several clarification rounds. If the vessel includes the correct IMPA code and technical details, the supplier can quote faster and more accurately.
An IMPA code alone may not fully define every requirement. Some items still require additional details.
For example:
The best practice is to use the IMPA code as a structured reference, then add the operational details needed to avoid ambiguity.
The ISSA Ship Stores Catalogue is another reference used in the ship supply industry. ISSA is the International Shipsuppliers & Services Association, and its catalogue is used by many suppliers and procurement teams to identify ship stores and supply categories.
In some markets or supplier networks, ISSA references may be preferred or used alongside IMPA codes. The choice often depends on supplier practice, company procurement systems, regional habits and the type of goods requested.
In daily marine procurement, buyers may see both IMPA and ISSA references. The most important point is not which one appears first, but whether the item is specified clearly.
A practical RFQ can include:
If a supplier works more comfortably with ISSA references, the buyer can still keep internal IMPA mapping for reporting and item standardization.
ISSA references may be useful when:
A flexible procurement team can work with both systems while keeping internal item descriptions consistent.
For more context on ship supplier associations, see ShipServ.
Vessel requisitions often arrive with mixed descriptions. Some items include IMPA codes, some include maker references, some include crew-written descriptions and some include only photos or rough wording.
Mapping these requests to IMPA codes helps standardize procurement.
Common issues include:
These problems slow down RFQ preparation and create supplier confusion.
A buyer can map vessel item lists to IMPA codes through a simple process:
This process helps reduce future ambiguity because the same item can be ordered again with a cleaner reference.
For ship managers, mapping is not only a one-time task. Procurement teams should maintain item master discipline.
A clean item master should include:
This creates more consistent purchasing across vessels and ports.
IMPA codes are most useful when they are included in both RFQs and purchase orders. The RFQ helps suppliers quote correctly. The PO confirms exactly what was ordered.
A strong RFQ line should include more than a code.
Example RFQ structure:
This helps suppliers avoid assumptions and reduces the risk of quoting a similar but incorrect item.
The purchase order should repeat the final agreed specification. If the supplier quoted an equivalent product, the PO should state whether the substitute is approved.
A clear PO may include:
The goal is to make the PO clear enough that warehouse, logistics, agent and vessel teams all understand what should be delivered.
Many ERP or procurement platforms can store catalogue codes in item master data. This allows buyers to search, compare, report and reorder more easily.
Useful ERP fields may include:
If the ERP does not have a dedicated IMPA field, the code can still be stored in a reference, catalogue or description field depending on the system design.
Even when IMPA codes are used, ambiguity can still occur. The solution is to combine codes with practical item details.
Problem:
A vessel requests “gloves” or “brush.”
Fix:
Add IMPA code, material, size, usage, standard and quantity. For gloves, specify whether they are chemical-resistant, heat-resistant, cut-resistant or general work gloves.
Problem:
The buyer requests “1” without specifying whether it means piece, box, pair, roll, drum or set.
Fix:
Always confirm UOM. This is especially important for ropes, tapes, gloves, chemicals, fasteners and consumables.
Problem:
Two products look similar but are used for different applications.
Fix:
Add application, operating condition, material and certificate requirement. For technical products, confirm maker reference or part number.
Problem:
The vessel writes a brand name, but the buyer does not know whether equivalent products are acceptable.
Fix:
Ask whether the brand is mandatory or whether an equivalent is acceptable. Add “no substitute” or “equivalent accepted subject to approval” in the RFQ.
Problem:
Some specialized items, OEM spare parts or new product categories may not have a suitable IMPA code.
Fix:
Use the best available description and include maker, part number, drawing, photo, specification sheet or previous purchase reference. If useful, map the item to an internal code.
Problem:
Older vessel lists may include outdated catalogue references or descriptions.
Fix:
Validate the item against the latest available catalogue or supplier reference and update the item master after confirmation.
Problem:
The item is correctly identified, but certificate, SDS or test report requirements are not stated.
Fix:
Add document requirements directly into the RFQ and PO. For chemicals, ask for Safety Data Sheet before delivery. For technical or safety-critical items, request certificates where needed.
AVS supports buyers, vessel storekeepers and procurement teams by helping clarify item requirements, coordinate with suppliers and organize ship supply requests across multiple categories.
AVS can support:
Clear specifications reduce delays and improve the chance of correct delivery. Whether the request includes IMPA codes, ISSA references, photos, vessel descriptions or previous purchase data, the key is to turn unclear requirements into a quotation-ready supply request.
For vessel supply requests, use Quick Quote.
The Marine Stores Guide, IMPA codes and ISSA references are valuable tools for marine procurement. They help buyers and suppliers speak a common language and reduce uncertainty in RFQs and POs.
However, codes alone are not always enough. A strong specification includes the right code plus size, material, quantity, UOM, certificate requirement, maker preference and delivery instructions.
For buyers, vessel storekeepers and junior procurement staff, the best habit is simple: use catalogue codes where available, but never rely on the code alone when the item has technical, safety or compliance implications.
AVS Global Ship Supply & Catering supports marine procurement teams with global ship supply, provisions, technical stores, bonded stores, marine chemicals and coordinated vessel supply across international ports.
The IMPA Marine Stores Guide is a marine purchasing reference catalogue used to identify and specify common ship supply items through standardized codes, categories and descriptions.
An IMPA code is linked to a catalogue hierarchy that helps identify the relevant product section, sub-section and item. This structure allows buyers and suppliers to search, compare and specify marine stores more consistently.
Both IMPA and ISSA references are used in the ship supply market. IMPA codes are very common in marine procurement, while ISSA catalogue references may also be used depending on supplier practice, region and company systems.
IMPA codes can be searched through official or licensed MSG resources and online catalogue tools such as IMPA Code Search by ShipServ. Buyers should make sure they use reliable and up-to-date references.
Most ERP or procurement systems can store IMPA codes if the item master has a field for catalogue code, reference code or item description. Some systems may need configuration or data licence integration.
If no IMPA code exists, the buyer should use a clear technical description, maker reference, part number, drawing, photo, datasheet or previous purchase reference. The item can also be mapped to an internal code.
IMPA codes are not universally mandatory, but they are widely used because they reduce ambiguity and make RFQs, POs and supplier quotations clearer.
The Marine Stores Guide is updated periodically. Buyers using licensed data or online services should check current IMPA or MSG resources for the latest update information.
ShipServ provides an online IMPA catalogue search experience that helps buyers and suppliers look up IMPA items and codes more easily. It supports clearer product identification in marine procurement.
AVS can work with IMPA codes, ISSA references, vessel item descriptions, photos and technical details when preparing ship supply quotations. Clear item data helps AVS respond faster and reduce ambiguity.
IMPA codes give buyers and suppliers a shared catalogue reference. When combined with size, material, quantity, UOM and document requirements, they reduce wrong-item quotations and improve comparison between suppliers.
The cost may vary depending on the product type, licence model, user needs and current IMPA/MSG pricing. Buyers should check the official Marine Stores Guide or IMPA channels for the latest licence information.
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