AMOS Business Suite

Version 8.6

Reference Manual

Revision 2, December 2007

 Documentation Copyright and Disclaimer

Copyright
Copyright E 2007 SpecTec AS, Lysaker, Norway World rights reserved. No part of this publication may
be stored in a retrieval system, transmitted or reproduced in any way, including but not limited to
photocopy, photography, magnetic or other record, without the prior agreement and written permission
from SpecTec AS Documentation office.
Furthermore, unless specifically stated in the Software Purchase Agreement duly signed by both SpecTec
AS and the user, the user will not distribute, reproduce, or allow access to by a third party this
documentation, without the prior, written approval from SpecTec AS Documentation office.
Whenever an authorised copy is made of all or any part of the documentation, all titles, copyright notices,
patent notices or other proprietary markings must also be reproduced in full and included with the copied
product. The User shall not alter or remove any copyright notices, patent notices or other proprietary
markings affixed to or distributed throughout the documentation.

Disclaimer
SpecTec AS makes every effort to ensure the information contained in this document is correct at the time
of printing. However, as products of SpecTec AS are constantly being updated and maintained,
discrepancies may arise from time to time between this documentation and the Product to which it
applies. SpecTec AS makes no representations or warranties regarding the content or accuracy of the
documentation, and specifically disclaims any implied warranties of merchantability of fitness for any
particular purpose. Furthermore, SpecTec AS reserves the right to make documentation changes from
time to time in regards to style, layout, and content without any obligation by SpecTec AS to notify any
person of such changes or provide users with updated documentation revisions.

Trademarks
All brand and product names to be found in this document or the product to which it applies are
trademarks of their respective companies.

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Table of Contents
Chapter 1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.1 The AMOS Business Suite Application . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.2 How to use this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.3 Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.4 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Chapter 2 Principles and Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2.1 The Client/Server Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2.1.1 The Hardware Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2.1.2 The Software Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2.2 Navigating within AMOS Business Suite . . . . . . . . . . . . . . . . . . . . . . . . 5
2.2.1 The Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2.2.2 Navigation and Title Bars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.2.3 The Menu Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.2.4 The Standard Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2.2.5 The Window Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.2.6 Tool Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.2.7 Shortcut Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.3 Filtering Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2.3.1 What is a Filter? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2.3.2 Look-- up Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
2.3.3 Column Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.3.4 Column Ordering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.3.5 The Calendar Facility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.4 The Edit and Options Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.4.1 The Edit Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.4.2 The Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.5 Detailed Description Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.5.1 Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.6 Custom Logon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
2.7 Using Component and Stock Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
2.7.1 The Component Types Register . . . . . . . . . . . . . . . . . . . . . . . . . . 25
2.7.2 The Stock Types Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.7.3 Advantages using Component and Stock Types . . . . . . . . . . . . . . 27
2.8 Hierarchy Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Chapter 3 The File Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
3.1 Open Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
3.1.1 Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
3.1.2 Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

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 3.1.3 Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.1.4 Currency Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
3.1.5 Permits to Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
3.1.6 Vessel Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
3.1.7 General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
3.1.8 Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
3.1.9 Stock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
3.1.10 Purchase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
3.1.11 Attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
3.1.12 Quality Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
3.1.13 Non Conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
3.1.14 Emergency Response System . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
3.1.15 Claims . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
3.1.16 Voyage Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
3.1.17 Personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
3.1.18 Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
3.2 Switch Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
3.3 Export/Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
3.3.1 Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
3.3.2 Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
3.3.3 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
3.3.4 Task Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
3.3.5 Export Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
3.3.6 Import Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
3.3.7 Portal Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
3.4 Printer Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
3.5 Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
3.6 Exit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Chapter 4 The Maintenance Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
4.1 Component Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
4.1.1 The Component Types Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
4.1.2 The Component Types Window . . . . . . . . . . . . . . . . . . . . . . . . . . 115
4.1.3 The Options Menu for Component Types . . . . . . . . . . . . . . . . . . . 119
4.2 Component Types Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
4.3 Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
4.3.1 The Components Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
4.3.2 The Components Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
4.3.3 The Options Menu for Components . . . . . . . . . . . . . . . . . . . . . . . 129
4.4 Components Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
4.4.1 The Component Hierarchy Window . . . . . . . . . . . . . . . . . . . . . . . 135
4.4.2 The Options Menu for Component Hierarchy . . . . . . . . . . . . . . . 136

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4.5 Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
4.5.1 The Functions Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
4.5.2 The Functions Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
4.5.3 The Options Menu for Functions . . . . . . . . . . . . . . . . . . . . . . . . . 139
4.6 Functions Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
4.6.1 The Function Hierarchy Window . . . . . . . . . . . . . . . . . . . . . . . . . 141
4.6.2 The Options Menu for Function Hierarchy . . . . . . . . . . . . . . . . . . 142
4.7 Rounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
4.7.1 The Rounds Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
4.7.2 The Rounds Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
4.7.3 The Options Menu for Rounds . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
4.8 Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
4.8.1 The Work Orders Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
4.8.2 The Work Orders Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
4.8.3 The Options Menu for Work Orders . . . . . . . . . . . . . . . . . . . . . . . 161
4.8.4 Printing Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
4.9 Work Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
4.10 The Work Planning Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
4.10.1 The Work Planning Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
4.10.2 The Work Planning Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
4.10.3 The Options Menu for Work Planning . . . . . . . . . . . . . . . . . . . . . 166
4.11 Enhanced Work Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
4.11.1 The Enhanced Work Planning Filter . . . . . . . . . . . . . . . . . . . . . . . 169
4.11.2 The Components of the Enhanced Work Planning Window . . . . . 169
4.11.3 The Options Menu for Enhanced Work Planning . . . . . . . . . . . . . 173
4.12 Maintenance Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
4.12.1 The Maintenance Task Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
4.12.2 The Work Planning - Maintenance Task Window . . . . . . . . . . . . 177
4.12.3 The Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
4.12.4 The Maintenance Planning (Read Only) Window . . . . . . . . . . . . 181
4.12.5 The Various Work Order Statuses . . . . . . . . . . . . . . . . . . . . . . . . . 182
4.13 Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
4.13.1 The Options Menu for Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
4.14 Report Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
4.14.1 Different Strategies for Reporting Work . . . . . . . . . . . . . . . . . . . . 188
4.14.2 The Report Work Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
4.14.3 The Tabs in the Report Work Window . . . . . . . . . . . . . . . . . . . . . 190
4.14.4 Simple Reporting of Rounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
4.14.5 Full Reporting of Rounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
4.14.6 The Options Menu for Report Work . . . . . . . . . . . . . . . . . . . . . . . 196
4.15 Requisition Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

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 4.15.1 The Requisition Work Window . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
4.16 Generate Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
4.16.1 Generating Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
4.17 Trigger Jobs... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
4.18 Counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
4.18.1 Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
4.18.2 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
4.18.3 Counter Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
4.19 History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
4.20 Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
4.20.1 The Options Menu for the Maintenance Log . . . . . . . . . . . . . . . . 206
4.20.2 Sorting the Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
4.21 Component Status Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
4.22 Workload Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
4.22.1 Workload Analysis Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
4.22.2 Workload Analysis Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Chapter 5 The Stock Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
5.1 Stock Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
5.1.1 The Stock Types Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
5.1.2 The Stock Types Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
5.1.3 The Options Menu for Stock Types . . . . . . . . . . . . . . . . . . . . . . . . 212
5.2 Stock Types Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
5.3 Stock Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
5.3.1 The Stock Items Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
5.3.2 The Stock Items Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
5.3.3 The Options Menu for Stock Items . . . . . . . . . . . . . . . . . . . . . . . . 217
5.4 Wanted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
5.4.1 The Stock Wanted Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
5.4.2 The Stock Wanted Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
5.4.3 The Options Menu for Stock Wanted . . . . . . . . . . . . . . . . . . . . . . 224
5.5 In/Out of Stock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
5.6 Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
5.6.1 The Stock Control Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
5.6.2 The Stock Control Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
5.7 Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
5.7.1 The Stock Transactions Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
5.7.2 The Stock Transactions Window . . . . . . . . . . . . . . . . . . . . . . . . . . 232
5.7.3 The Options Menu for Stock Transactions . . . . . . . . . . . . . . . . . . 232
5.8 Transfer Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
5.8.1 The Transfer Documents Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
5.8.2 The Transfer Documents Window . . . . . . . . . . . . . . . . . . . . . . . . . 234

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 5.8.3 The Options Menu for Transfer Documents . . . . . . . . . . . . . . . . . 235
5.9 Stock Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
5.9.1 Stock Analysis Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
5.9.2 Stock Analysis Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
5.10 Stock Optimiser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Chapter 6 The Purchase Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
6.1 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
6.1.1 The Forms Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
6.1.2 The Forms Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
6.1.3 The Options Menu for Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
6.2 Transport Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
6.2.1 The Transport Documents Filter . . . . . . . . . . . . . . . . . . . . . . . . . . 265
6.2.2 The Transport Documents Window . . . . . . . . . . . . . . . . . . . . . . . . 266
6.2.3 The Options Menu for Transport Documents . . . . . . . . . . . . . . . . 267
6.3 Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
6.3.1 The Contracts Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
6.4 Custom Clearance Contracts and Forms . . . . . . . . . . . . . . . . . . . . . . . . . 277
6.4.1 The Custom Clearance Contracts Filter . . . . . . . . . . . . . . . . . . . . 277
6.4.2 The Custom Clearance Contracts Window . . . . . . . . . . . . . . . . . . 277
6.4.3 The Custom Clearance Forms Filter . . . . . . . . . . . . . . . . . . . . . . . 277
6.4.4 The Custom Clearance Forms Window . . . . . . . . . . . . . . . . . . . . 277
Chapter 7 Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
7.1 Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
7.1.1 The Budget Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
7.1.2 The Budget Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
7.1.3 The Options Menu for Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
7.2 Budget Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
7.2.1 The Budget Hierarchy Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
7.2.2 The Budget Hierarchy Window . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
7.3 Generate Budget Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Chapter 8 The Quality Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
8.1 Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
8.1.1 The Procedures Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
8.1.2 Procedures Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
8.1.3 The Options Menu for Procedures . . . . . . . . . . . . . . . . . . . . . . . . 293
8.1.4 (Read Only) Procedures Window . . . . . . . . . . . . . . . . . . . . . . . . . 295
8.2 Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
8.2.1 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
8.2.2 Installation Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
8.3 Circulars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
8.3.1 Circulars Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297

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 8.3.2 Circulars Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
8.3.3 The Options Menu for Circulars . . . . . . . . . . . . . . . . . . . . . . . . . . 298
8.4 Non Conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
8.4.1 Observation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
8.4.2 Non Conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
8.4.3 The Options Menu for Non Conformity . . . . . . . . . . . . . . . . . . . . 302
8.5 Incidents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
8.5.1 The Incidents Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
8.5.2 The Options Menu for Incidents . . . . . . . . . . . . . . . . . . . . . . . . . . 305
8.6 Manuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
8.6.1 The Manuals Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
8.6.2 The Options Menu for Manuals . . . . . . . . . . . . . . . . . . . . . . . . . . 306
8.7 Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
8.7.1 The Conventions Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
8.7.2 The Options Menu for Conventions . . . . . . . . . . . . . . . . . . . . . . . 308
8.8 Claims . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
8.8.1 The Claims Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
8.8.2 The Options Menu for Claims . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
8.9 Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
8.10 Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
8.10.1 The Work Orders Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
8.10.2 Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
8.11 Quality Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
8.11.1 The Quality Log Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
8.11.2 Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
8.12 Emergency Response System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
8.13 Trigger Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
8.14 Generate Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Chapter 9 The Voyage Management Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
9.1 Voyages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
9.1.1 The Voyages Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
9.1.2 The Options Menu for Voyages . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
9.2 Cargoes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
9.2.1 The Cargoes Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
9.2.2 The Options Menu for Cargoes . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Chapter 10 The Crewing Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
10.1 Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
10.1.1 The Employee Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
10.1.2 The Employee Overview Window . . . . . . . . . . . . . . . . . . . . . . . . 331
10.1.3 The Options Menu for Employee Overview . . . . . . . . . . . . . . . . . 339
10.1.4 The Right-- Click Menu for Employee Overview . . . . . . . . . . . . . 340

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 10.2 Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
10.2.1 The View Employee Plan Filter . . . . . . . . . . . . . . . . . . . . . . . . . . 343
10.2.2 The Employee Schedule Window . . . . . . . . . . . . . . . . . . . . . . . . . 344
10.2.3 The View Rank Plan Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
10.2.4 The Rank Schedule Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
10.2.5 The View Vessel Plan Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
10.2.6 The Vessel Schedule Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
10.2.7 The Right-- Click Menu for the Vessel Schedule Window . . . . . . . 347
10.2.8 The Options Menu for the Schedule Windows . . . . . . . . . . . . . . . 349
10.3 Expired . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
10.3.1 Licenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
10.3.2 Medical Certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
10.3.3 ID Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
10.3.4 Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
10.3.5 The Options Menu for the Expiry Windows . . . . . . . . . . . . . . . . . 351
10.3.6 The Right-- Click Menu for the Expiry Window . . . . . . . . . . . . . . 351
10.4 Crew Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
10.4.1 The View Upcoming Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
10.4.2 The Upcoming Crew Changes Window . . . . . . . . . . . . . . . . . . . . 354
10.4.3 The Options Menu for the Upcoming Crew Changes Window . . 354
10.4.4 The Right-- Click Menu for the Upcoming Crew Changes Window 355
10.4.5 The Confirm Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
10.4.6 The Crew Change Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
10.5 Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
10.5.1 Work Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
10.5.2 The Options Menu for Work Sets . . . . . . . . . . . . . . . . . . . . . . . . . 358
10.5.3 Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
10.5.4 Close Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
10.6 On Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
10.6.1 Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
10.6.2 Slop Chest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
10.6.3 Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369
Chapter 11 The Tools Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
11.1 Account Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
11.1.1 Account Transactions Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
11.1.2 Account Transactions Window . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
11.2 View Login Audit Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
11.3 Audit Trail Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
11.4 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
11.5 Select View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
11.6 Hand Terminal Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377

ix
 11.6.1 File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
11.6.2 File Sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
11.6.3 Hand Terminal Interface Application . . . . . . . . . . . . . . . . . . . . . . 379
11.6.4 The AMOS Business Suite Hand Terminal Interface . . . . . . . . . . 380
11.7 Self Assessment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
11.7.1 The Self Assessment Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
11.7.2 The Self Assessment Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
11.7.3 Performing a Self Assessment . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382
11.7.4 Continuing an Existing Self Assessment . . . . . . . . . . . . . . . . . . . . 383
11.7.5 The Self Assessment Options Menu . . . . . . . . . . . . . . . . . . . . . . . 384
11.8 Self Assessment Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
11.8.1 The Self Assessment Statistics Filter . . . . . . . . . . . . . . . . . . . . . . 384
11.8.2 The Self Assessment Statistics Window . . . . . . . . . . . . . . . . . . . . 384
11.9 Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
11.9.1 Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
11.9.2 Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
11.9.3 Approval Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
11.9.4 Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
11.9.5 Number Series . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
11.9.6 CBM References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
11.9.7 Transaction Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
11.9.8 Account Code Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
11.9.9 Budget Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
11.9.10 Budget Commitment Formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
11.9.11 Cost Centres . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
11.9.12 Stock Grade Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
11.9.13 Depreciation Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
11.9.14 Installations/Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453
11.9.15 Installation Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
11.9.16 e-- Business Portals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
11.9.17 e-- Business Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
11.9.18 Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
11.9.19 The Options Menu for Work Flow Configuration . . . . . . . . . . . . . 463
11.9.20 Self Assessment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
11.9.21 Mandatory Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
11.9.22 Audit Trail Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
11.9.23 Printer Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
11.9.24 The Options Menu for Printer Tasks . . . . . . . . . . . . . . . . . . . . . . . 480
11.9.25 Dashboard Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
11.9.26 Extension Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
11.9.27 Update System License . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486

x
 11.10 Change Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
11.11 View PSR Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489
11.12 Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489
11.12.1 The Options Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489
11.13 Delegate Mailbox Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496
11.14 Mailbox Access Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496
11.15 Transfer Mailbox Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496
11.16 Work Flow Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497
Chapter 12 Layouts and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
12.1 Brief Introduction to PowerBuilder and InfoMaker . . . . . . . . . . . . . . . . . 498
12.1.1 Making and Using Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
12.1.2 Working with Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 499
12.1.3 How to Create a Database Profile . . . . . . . . . . . . . . . . . . . . . . . . . 499
12.1.4 Creating a New .Pbl File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
12.2 How to Design a Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502
12.3 Making and Tailoring Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506
12.3.1 How to Create a New Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507
12.3.2 Saving the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511
12.4 The Window to Design the Report or Layout . . . . . . . . . . . . . . . . . . . . . 511
12.4.1 Moving and Aligning Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
12.4.2 Setting Field Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
12.4.3 Setting Date Format Masks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
12.4.4 Inserting New Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516
12.4.5 Previewing the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
12.4.6 Setting the Tab Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
12.5 Adding User Defined Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
12.5.1 The Report Browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
12.5.2 Defining a New Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521
12.5.3 Grant Access to a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522
12.5.4 Testing a New Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522
Chapter 13 Condition Based Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523
13.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523
13.2 CBM Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 524
13.3 CBM References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525
13.4 Day-- Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 549

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xii
 Your AMOS Support Network
An up--to--date list of email addresses and telephone numbers is available on the Contact Support page of
our website, at www.spectec.net

Northern Europe (NEMEA)

Email : support.nemea@spectec.net
Phone : United Kingdom +44 161 888 2299

Nordic Countries (Nordics)

Email : support.nordic@spectec.net
Sweden +46 316 553 00
Norway +47 675 255 55

Southern Europe, Middle--East and Africa (SEMEA)

Email : support.semea@spectec.net
Phone : Italy +39 010 595 9891

Americas (US)
Email : support.us@spectec.net
Phone : USA +1 954 962 9908 ext. 21

Asia--Pacific (AP)
Email : support.ap@spectec.net
Phone : Singapore +65 622 071 16

Additional Manuals
For additional copies of user guides or installation manuals, please contact your local sales office.

Comments and Suggestions

We welcome any suggestion, idea or concept you might have on ways we can improve this manual for you.
Please forward your thoughts by email to:

documentation@spectec.net

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xiv
Chapter 1 Introduction

1.1 The AMOS Business Suite Application

AMOS Business Suite is a complex and powerful Windows program to handle most
of the daily ERP functions encountered in organisations that may consist of multiple
locations. It is a client/server application, where the client program is run on a
Windows PC, and the server program may use one of several different database
systems. A stand--alone configuration on a single PC is also possible.

Note The appearance of the screenshots in this manual may differ somewhat from those
you can see on your screen. This is because there are a number of optional,
integrated, modules that can be activated within AMOS Business Suite. In addition
to the optional modules, there are a significant number of ’user defined fields’ that
your organisation may have chosen to implement.

1.2 How to use this Manual

This Reference Manual contains technical information about the AMOS Business
Suite.
Most of the material is organised according to the menu structure of the application.
For example, the File menu is presented in Chapter 3 and all the commands and
sub--commands of this menu are presented in the same order they appear in the
application itself. The subsequent chapters cover the other menus in the AMOS
Business Suite.
In addition, some other topics are covered elsewhere in the manual. For example,
section 2.1 contains a description of the client/server set--up on which the AMOS
Business Suite application is based. Other topics not related to one single menu
command are covered elsewhere in Chapter 2, and in Chapters 12 and 13 at the end
of this reference manual.
To simplify a search for the desired information in the reference manual, a number
of cross--references are included. These will refer to the number of the section in
which a topic is covered.
The selected structure makes it easy to find out where in the manual a menu
command is described. However, it may be more difficult to find information about
a function for a user who does not know which command is used to activate the
function. An Index is included at the back of the manual to assist in these cases.

1
1.3 Related Documentation
There are two other types of manual written for the AMOS Business Suite:
S AMOS Business Suite Installation Guide contains a description of how the
application is installed and upgraded. The installation guide covers the various
database platforms for which AMOS is available.
S AMOS Business Suite User Guides have been written for each integrated
application within the Business Suite. These are intended for end users, and are
organised according to topics.

1.4 Troubleshooting
In the event that you experience problems with the AMOS Business Suite and you
wish to contact AMOS Support, it is important for the Support personnel to know
certain details of your system set--up. In the past it has occasionally taken several
phone calls and some considerable time to ascertain the exact installation details so
we have made the process quicker and simpler.
1. Press the CTRL+SHIFT+F8 keys on your keyboard together.
A “General Info.” window opens. The information in the window is of great
importance to the AMOS Support team and will help them to resolve your
problems.
2. Click the ClipBoard button to copy the contents of this window and then paste
the contents into a document or an e--mail and send it to AMOS Support.
3. Explain the problem you are having with the application and we will do our best
to solve the problem as quickly as possible.

2
Chapter 2 Principles and Tasks

2.1 The Client/Server Model

AMOS Business Suite is a client/server application, and the data is stored in a
database. This section provides a brief description of the client/server model on
which the AMOS Business Suite application is based.

2.1.1 The Hardware Components

The illustration below shows a typical hardware set--up for an AMOS Business Suite
installation:

Figure 1 A Typical Hardware Set--up

S Each AMOS user runs the application on a client PC with Windows. The PCs
are connected to and communicate with a database server through a network.
S This is not the only possibility. The AMOS Business Suite may also be set up
in a stand--alone configuration, where the database is located on the same PC
as the AMOS application.
S AMOS Business Suite may be used in organisations with multiple locations.
Typically, a Local Area Network (LAN) is used to enable each installation to
facilitate communications at that location. There are also functions in AMOS
that make it possible to exchange data stored in databases at the various
locations. Such data exchange typically takes place on a Wide Area Network
(WAN). For example, this makes it possible to exchange data between a main
office and the various remote locations in the organisation.

3
2.1.2 The Software Components
The next illustration shows some of the vital software components that are involved
in an AMOS Business Suite installation:

Figure 2 Software Components Illustration

S The client program AMOS Business Suite is installed on each PC where it is

to be run.
S The type of interface library depends on which database management system
is used at the installation. For example, for the Adaptive Server Anywhere
database system, an ODBC (Open Database Connectivity) interface may be
used.
S The database engine typically resides on the database server machine (or on a
PC in a stand--alone configuration). During installation, it is necessary to set
certain parameters that allow AMOS Business Suite to communicate with the
database engine through the interface library.
S The amos.db database file is created when the application is installed. It is the
selected database engine that actually creates the database file according to its
internal structural rules.
S When AMOS Business Suite is upgraded to a new version, the installation
program automatically handles the updating of the database. Please note that
the AMOS Business Suite application can only communicate with the database
file through the interface library and the database engine.

4
2.2 Navigating within AMOS Business Suite

2.2.1 The Dashboard

When you start up AMOS Business Suite, the application will open to the
customisable home page, or Dashboard. You can add convenient information to the
dashboard, such as Alerts and Workflow Notifications. This information will always
be easily accessible no matter how many windows you have open at a time: in the
bottom of your screen, a Dashboard button will always be the first in the list of
opened windows. Clicking on it will return you to the Dashboard, while leaving your
other windows open underneath.
You can switch the Dashboard on and off by checking or clearing the checkbox in
the window at Tools > Options > Dashboard tab.
The List Bar is on the left hand side of the Dashboard. It contains collapsible menus
with shortcuts to main areas of the application. It is always visible from every
window. The List Bar also contains, under the Main menu, a menu called Views.
Views are user--defined, frequently used screen configurations. You can select one
here at any time, without having to open the Tools > Select View window. The view
will open up in place of the window you were in. Views are defined (and selectable)
in the Views tab of the window at Tools > Options. To display the list of Views in
your listbar, ensure that the List Bar radio button in the Options window is On.
See section 11.12 for more information about the Tools > Options window.

5
 Figure 3 The Dashboard and List Bar

Your Dashboard is split into two segments: Alerts Overview and Notifications.

2.2.1.1 Alerts Overview

The Alerts Overview is a list of the current alerts present in the system. All the
system alerts are configured and stored in the register at Tools > Configuration >
Dashboard Alerts. See section 11.9.25 for more information.
The list of Alerts that appears on the dashboard is user--definable, in the Tools >
Options window Dashboard tab. See section 11.12 for more information about
customising your Alerts list.
Double--clicking an alert opens the list of associated records.

6
 2.2.1.2 Notifications
This area of the Dashboard contains a list of modules for which workflow is in use
in your system. For each module, you will see the number of workflow notifications
presently awaiting acknowledgement (for the logged in user). Double--clicking on
a module name will take you directly to the Work Flow Notifications window, which
contains the list of all notifications awaiting acknowledgement by the current user.

2.2.2 Navigation and Title Bars

The AMOS Business Suite is designed to be as user--friendly as possible. The user
interface, in similarity to many commonly used applications, offers alternative
navigation options to cater for most peoples’ preferences.

Figure 4 Navigation Bars

When you first open AMOS Business Suite the window that appears will have a title
bar, usually blue in colour. The title bar informs you which installation (vessel) and
department you are viewing information for. In the following example, the
installation is ‘AMOS Voyager’ and the department is ‘Maintenance’.

Figure 5 Window Title Bar (1)

In addition to the main title bar, each window that is opened within the application
has its own ‘Window Title Bar’. These title bars display the name of the open
window and, depending on the information you are viewing, sometimes extra details
of the individual item displayed within the window.

Figure 6 Window Title Bar (2)

7
In the above example, the Window Title Bar shows that the open window is
displaying the stock items menu option. Because the window is showing only
information relevant to a particular stock item, the title also displays (in square
brackets) the stock item number and name.

8
2.2.3 The Menu Bar
The main navigation area within AMOS Business Suite is the Menu Bar below.

Figure 7 Menu Bar

All of the commands and functions available within the application can be accessed
through the Menu Bar.
If any menus are ’greyed out’, it means that your license does not include those
integrated applications. It is possible to hide these menus using a parameter.
If you click on any of the items on the Menu Bar, a list of available sub--menu items
appears beneath that menu item. If any of the available menu items have an arrow
to the right hand side, it means that there is a further sub--menu available, which is
accessed by moving the mouse pointer over the menu line containing the arrow.

Figure 8 Sub--menu Selection

Most applications allow for the use of shortcut keys when selecting menu items, and
AMOS Business Suite is no exception.

9
 Each menu item has a single underlined letter within its name. If you want to select
a top--level menu item such as the ‘Stock’ menu, you should press the Alt key at the
same time as the S key (usually indicated by Alt+S).
Once a top--level menu has been opened, you only need to press the key
corresponding to the underlined letter to move to the next menu item.
The menu selection shown in Figure 8 is opened with the following keystrokes:
Alt+F (followed by) O (followed by) G
Then, if you want to open for example the Templates register, press the T key.
Note Once you open a data window, the Menu Bar changes to include the Edit and
sometimes the Options menu items as illustrated below. This menu bar is for an
installation of AMOS Business Suite with just M&P, where the ’greyed out’ menus
have been hidden using the parameter “Hide Inaccessible Menu Entries” set to
TRUE.

Figure 9 Extended Menu Bar

These menu options are explained further in section 2.4.

2.2.4 The Standard Toolbars

AMOS Business Suite, in similarity to many common applications, makes extensive
use of ‘Toolbars’ to simplify navigation within the program. The toolbar shown
below is a combination of the M&P and General toolbars, and is usually placed
directly beneath the Menu Bar at the top of the application window. Toolbars are also
available for each of the other integrated applications.

Figure 10 Standard Toolbars

As you move the mouse pointer over a button, it will appear as if it is raised up
slightly and, if you have Toolbar tips activated (menu item Tools > Options), a small
description of the button’s function will appear.
Note The number of visible buttons may vary depending on how the application has been
set--up, the license that is in use and your access level within the system.
Further navigation options are available through the “Outlook” style interface
described in section 11.12 Tools > Options.

10
2.2.5 The Window Toolbar
When you open a window within the AMOS Business Suite a second toolbar, called
the Window or Secondary Toolbar, usually becomes available.
This toolbar, unlike the Standard Toolbars, can be different for each window that you
open as the buttons available depend on the functions related to the open window.
The Window Toolbar is normally found directly beneath the Standard Toolbars.
The toolbar shown below is for the Components window (Maintenance >
Components).

Figure 11 The Components Window Toolbar

The functions represented on the Window Toolbar are a combination of the basic
functions of the File and Edit menus combined with the most used functions within
the associated Options menu.

2.2.6 Tool Tips

When you place the mouse pointer onto a tool, a small text window appears telling
you the name of the tool. These are the Tool Tips, and these are available for all tools.
Switching on toolbar tips and other navigation options are covered in section 11.12
Tools > Options.

2.2.7 Shortcut Keys

Many of the most commonly used commands within AMOS Business Suite can be
accessed by pressing a single key on the keyboard or a combination of keys. These
key combinations are called Shortcut Keys.

11
 Figure 12 A Typical Edit Menu with Shortcut Keys

Wherever you see key combinations towards the right side of menu options, as
above, you can use them as an alternative. If the shortcut takes the form of Ctrl+?
or Alt+?, press the Control or Alt key and the key represented by the ‘?’ at the same
time.
Shortcut Keys Equivalent Action
Ctrl+F4 Close (Current window)
Ctrl+F Filter
Ctrl+P Print
Alt+F4 Exit (Application)
Ctrl+X Cut
Ctrl+C Copy
Ctrl+V Paste
Ctrl+N New Record
Ctrl+S Save Changes
F5 Refresh
Ctrl+A Select All
F8 Receive
F6 Select View
F1 Help (contents)
Note The availability of these Keyboard Shortcuts depends on the currently active
window and how the application has been set up at your installation.

12
2.3 Filtering Information
AMOS Business Suite makes extensive use of Filters throughout the application.
Many of the menu commands open initially with a Filter window to enable you to
restrict the amount of information you are presented with. These filter windows are
recognisable because they all contain the following title in the top left hand side of
the window.

Figure 13 Filter Window Title

If you are already viewing information in an open window and you want to restrict
the information further, or you want to use the same window function to view
information for a different stock or component item, you can click on the filter icon
which is located on the window toolbar. This will open the filter window for
the current menu item and you can enter new filter information.
Note You can also access the filter function by pressing the shortcut keys Ctrl+F.

2.3.1 What is a Filter?

A Filter is an order form for a search function. You can type characters (text or
numbers as appropriate) into fields in the filter, and a search through the database
will then pick out only those records or forms that contain the same characters in the
same fields that you have entered into the filter. A filter therefore enables you to be
more specific about what you ask for, and thereby reduce the number of “hits”
generated by a search. This then reduces the amount of data that you have to look
through to find what you actually want. The characters you type into the fields in a
filter are called “Search criteria”.
Filters change their layout and content depending on the function you are currently
using, such that the search criteria you can add to the filter is appropriate to a search
within that function.
A Filter modifies the SQL statement sent by AMOS Business Suite to the database
running behind the application.
Figure 14 is an example of a filter for the Stock Items function:

13
 Figure 14 Example of a filter window

Some fields in a filter may link to additional filters to enable you to more easily find
the correct search criteria to add to the first filter. These “cascaded” filters all work
on the same principles, so if you can use one then you can use them all.
The fields in a filter can be used in combination to produce a search that restricts the
data returned to an extremely exact specification. This can be very useful when your
database entries number in the thousands, but you must be careful -- if you are too
specific or make a mistake in a field, you may not get any hits!
To by--pass the filter and list all the records available under the command, click OK
without adding any search criteria to the filter. OK is the default command at this
point, so you can just press the RETURN key on your keyboard.
Of course, if there is no record with the specified criteria registered, then the result
box will come up empty and ask you if you wish to create a new entry.
Note Searching / filtering using the ” or ’ characters is not supported by the system, so do
not include these characters in any field when adding search criteria to a filter.

14
2.3.2 Look---up Filters
In addition to the filter windows mentioned in the previous section, you will often
find Lookup buttons on at the right--hand side of data fields. Clicking on one
of these buttons will either take you to a second filter window and then to a ‘look--up’
filter or, occasionally, directly to a ‘Look--up’ filter. If you know the starting letter
or number of the information you are searching for, you can enter it into the standard
filter window before clicking on OK to restrict the look--up filter by displaying only
records beginning with the letter/number you have entered.
Look up filters enable you to quickly find the information you are searching for. The
following window shows a typical example of a look--up window. It is possible to
sort information and search using either the code or the name associated with the
information you are viewing. You choose the type of information you want to select
from by clicking in one of the two radio buttons and then type the first letters of the
information you are searching for. As you type the letters, the highlight moves
automatically to the first record starting with those letters. Once the highlight is on
the record you want to use, click OK.

Figure 15 A Typical Look--up Filter

Some of these look--up filters may also have an additional Details button which can
be used to open a window containing read--only information regarding the
highlighted selection.

15
2.3.3 Column Sorting
You can sort the entries in data returned by a search by clicking on the column
headers.
In most cases, all the columns in a table are sortable and their sort state is indicated
by an arrow icon in the column header. If there is no arrow then the column is
unsorted.

Figure 16 A Column Sorting Arrow

2.3.4 Column Ordering

Many of the screen displays within AMOS Business Suite contain multiple
columns. Sometimes these columns may not all be visible at the same time and the
information in the columns may be cropped, even when the window has been
maximised.
To make it easier for you to see the information that you really want, you can change
column widths and the order in which the columns appear using ‘drag and drop’
techniques.
To alter the width of a column, move the cursor to the vertical line at the side of the
title of the column you wish to alter until the cursor changes to a bold vertical line
with arrows on either side of it as shown below:

Figure 17 Modifying Column Widths

Once the symbol is visible, click and hold the left mouse button, and drag the symbol
sideways until you have the desired column width. Then release the mouse button.

16
 To move a column to a different position, place the pointer in the header of the
column you wish to move, then click and hold the left mouse button. The column
will become black. Drag the mouse cursor to the desired column position and then
release the mouse button to drop the column in place.

Figure 18 Moving a Column

This facility allows you to re--organise the columns in any way you choose.
Note This technique does not permanently change the column order within AMOS. If you
close and then re--open the window, the column order will revert to the default
setting. However if you re--apply a filter without closing the window, the column
order will remain as you altered it.
If you want to have a more permanent re--ordering of the columns in a window you
can save the window as a ‘View’ which you can select again and again through the
‘Select View’ function described in section 11.5.

2.3.5 The Calendar Facility

AMOS Business Suite contains a Calendar Facility that can be used to select dates
within data entry windows and filter windows.
Double--clicking or pressing F2 in any date field brings up a calendar, from which
you can choose the date to be inserted in that field.

17
 Figure 19 The Calendar Display

In addition to the arrow buttons, the following commands are available:

Ctrl--Left (Right) Arrow -- Previous (Next) Year
Shift--Left (Right) Arrow -- Previous (Next) Month
Up (Down) Arrow -- Previous (Next) Week
Left (Right) Arrow -- Previous (Next) Day
Enter -- Accept selected date
Alt--F4 -- Close calendar
If you prefer to type the dates in manually, you can do so by typing two digits each
for the day, month and year separated with a space (see below).

Figure 20 Manual Date Entry

When you enter the date information in this way, the date field will automatically
adjust to the default view when you press enter or move to another field.
Note The format of the date within AMOS Business Suite is controlled by the default
settings within your operating system. On a ‘Windows’ based machine, open the
Regional Settings function within Control Panel.

2.4 The Edit and Options Menus

When you have opened a data window within the AMOS Business Suite application,
the Menu bar will extend to show the Edit and, sometimes, Options Menus. The
items available in these menus will vary depending on the currently active window.

18
Note A combination of these two menus also appears if you click the right mouse button
whilst you are viewing an open window.

2.4.1 The Edit Menu

The Edit Menu contains the basic information manipulation tools for all AMOS
Business Suite data windows, providing that there is editable information within the
window.
When there is a column at the left hand side of the data window that allows for
tagging of one or more records, the Edit menu will be similar to the following:

These two menu items

are only visible if the
current data window
contains records that
can be tagged.

Figure 21 Edit Menu

If there is no facility to choose fields in the current window, the Field Chooser menu
option will not be visible.
Cut Removes the highlighted text and places it on the clipboard.
Copy Places a copy of the highlighted text on the clipboard.
Paste Places the contents of the clipboard at the cursor position.
New Record Creates a new, blank, record.
Save Changes Saves any changes made to information.

19
 Refresh Updates the current window with recent information.
Delete Record Deletes the currently highlighted record.
Select All Tags all records in the current window (checks all boxes).
Deselect All Un--tags all records in the current window (clears boxes).
Change Template Changes the template to be used for details screens.
Note Changing a template may make it impossible to read existing information that has
already been entered using a different template or without a template altogether.
Field Chooser Gives access to the Field Chooser window where you can
select which fields are to be shown in the lower data window
of certain screens.

2.4.2 The Options Menu

The Options menu is specific to the currently active window within AMOS
Business Suite. An example of a typical Options menu is shown below.

Figure 22 A Typical Options Menu

This is the Options menu associated with the Components window (Maintenance
> Components). Remember that the functions on this menu can also be accessed
by right--clicking the mouse.
As the Options menu is different for almost every active window, you will find
descriptions of each menu option in the related chapters.

20
2.5 Detailed Description Windows
Many of the windows throughout AMOS Business Suite include forms in which you
can add free--text. Known as Details windows, these are intended for detailed
descriptions of parts, jobs, functions etc. and general information for which there are
no specific fields in the window. Templates (see section 2.5.1) can also be used to
create special forms, and depending on the type of text editor which is selected for
use, you can also attach documents, illustrations and other files to the tab.
There are two types of editor available for these windows. The editor available to
you is determined by the parameters found in Tools > Configuration > Parameters
> Options > General > Editor. These can be set to CLASSIC or ENHANCED for
each module within the suite.
Note The same type of editor will be set on all Details forms in the selected module.
The Classic editor type
The Classic editor is a simple text editor. All input is made via the keyboard without
any formatting options. The font style and size is set by the Editor Font parameter
that is to be found in the same parameters folder as the Editor Type parameters.
The Enhanced editor type
The Enhanced editor is a rich text editor. It allows you to perform many of the
formatting features available in common word processing applications. It is also
possible to add tables and images to the detailed description window by using the
context menu (right--click). Hyperlinks may also be added in this editor, but you
should manually alter the appearance to create the standard hyperlink appearance
(blue underlined text).

21
 Figure 23 Example of a Details form set to Enhanced editor

Note If you switch from the classic editor to enhanced editor, any modified details screens
will contain hidden formatting code. This formatting code will become visible if the
editor is switched back to classic, and will be displayed as the first 5 or 6 lines when
viewed. This formatting text must be removed manually.
Note When text is present in a details window, the keyboard input language will change
to the language of that text, if it is different from the set keyboard input language.
If a details window is empty, the keyboard input remains on the set language.

2.5.1 Templates
AMOS provides a feature called Templates, which makes it possible to define how
a Details tab should be presented on screen. Using a template, the Details tab can be
given the appearance of a specialised input form.
Users can create new templates using PowerBuilder, and import them into the
Business Suite. These templates can then be attached to the Details tabs in the
application such that the users can fill in forms rather than write information into
blank pages. This process can assist the user by “asking” for the required
information.
The templates are usually attached to the memo field by using the Edit > Change
Template menu command. However, a template may be attached to a memo field
automatically on creation of a new table entry, by setting a default parameter.

22
Note Read more about templates, and the templates register and options menu, in section
3.1.7.1.

2.5.1.1 General Procedure

The user creates a template (in PowerBuilder terminology this is called a
DataWindow), and saves it in a PowerBuilder library file with the file extension
*.pbl. The name of the file and the name of the datawindow are optional, though a
good practice would be to prefix the object with d_ (for datawindow), for example
“d_mytemplate”.
This datawindow must be imported into AMOS, where it is then called a Template.
This is done in the Template Register window. A Code and Description for the new
template, decided by the user’s company, are defined in this window.
Once a template is imported into AMOS, the .pbl file is no longer required. However
the template designer may wish to archive the file for future modifications etc.

2.5.1.2 How To Define the Default Template for a Tab

Once a default template has been defined for a Details tab, then this template will
be displayed in the tab whenever the tab is opened.
1. Select Tools > Configuration > Parameters to open the Parameters window.
2. Expand the Default Templates folder, then click on the Voyages option.
3. Click the lookup button beside the Global Value data field to open the Select
Template box, and select the required template from the list.
4. Click OK to select the template and close the box.
5. Save the changes.

2.5.1.3 How To Change the Template Used in a Tab

1. In the appropriate window, select the record for which you wish to change the
template for the Details tab.
2. Click the right mouse button and select Change Template from the drop--down
menu.
A warning message appears telling you that if you change the template then any
information already in that Details tab will be displayed incorrectly.
3. Click OK to change the template or Cancel to close the message box and halt
the process.
4. Save the changes.

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2.6 Custom Logon
It is possible to customise the Logon and About screens to display pre--defined
bitmaps. Your licence file needs to be adjusted to support this functionality and it
is only activated on a case--by--case basis under a special distribution agreement.
Custom Logon and About images can only be changed if the value for SystemType
in the license file is >=10.
Option A
The files should be stored in the folder defined as the InstallationDirectory in the
parameters. The filenames are logon##.TYP and about##.TYP, where ## is the
SystemType as regsitered in the license file (SystemInfo.SystemType), and TYP is
either the extension gif, jpg or bmp (they will be scanned for in that order).
Option B
As the Logon and About windows contain some controls such as username and
password fields, ok and cancel buttons, and text, there is an additional solution to
define the logon image and the position of the controls within the window.
The positions are relative to the left top hand corner of the Logon and About
windows (coordinates 0,0) and the positions of the controls are relative to each other
and cannot be influenced.
Register the following in the AMOSW.INI file to use this solution:
[Customisation]
LoginControl_x=
LoginControl_y=
LoginPicture=
AboutControl_x=
AboutControl_y=
AboutPicture=
Where LoginControl_x, LoginControl_y, AboutControl_x and AboutControl_y
define the coordinates to place the controls in the respective windows. The
LoginPicture and AboutPicture parameters allow you to define the folder and name
of the image for use in the Logon and About windows.

2.7 Using Component and Stock Types

AMOS M&P version 3.0 introduced optional functionality in the form of the two
registers Component Types and Stock Types. This section describes some of the
general aspects of using these functions and the advantages they offer, particularly
in larger organisations. The general principles behind component types and stock
types are quite similar, and they are therefore described together in this section.

24
 S This functionality is particularly useful in an organisation where the same
component and/or stock types are used on multiple locations. For example, a
specific type of pump may be in use at many locations. Traditionally,
information about a new pump had to be entered in the Components register
each time a new pump of this type was introduced. This meant more
registration work, and increased the possibility of incorrect registration.
S If the Component Types register is used instead, the fixed information for the
pump, such as the name of the Maker and the Type, is registered once only.
When a new pump of this type is introduced at one of the installations, this
information is inherited from the central Component Types register. A field
such as Serial Number is unique for each individual pump, and is therefore
registered at the given installation.
S The functionality described in this section is optional, controlled by the two
parameters Use Component Types and Use Stock Types. If these parameters
are set to the default FALSE value, AMOS will behave as it did prior to version
3.0. This means that all component information must be entered in the
Components register at the individual location, and similarly for the Stock
Items register. The two parameters mentioned above are described in section
11.9.4.
S If the organisation elects to use the types functionality, the Component Types
and Stock Types registers are typically updated at the main location only, and
information is then exported to the various installations. Export and import
functions are described in section 3.3 of this manual.

2.7.1 The Component Types Register

The Component Types register is described in section 4.1 of this reference manual.
Below is a screen picture from the Components register when the Use Component
Types parameter has been set to TRUE. Notice that the three fields Name, Maker
and Type are grey and unavailable in this register, since the information is inherited
from the central Component Types register. The illustration below can be compared
to the one in section 4.3, which shows the same register when the Use Component
Types parameter is set to FALSE.

25
 Figure 24 An Example of the Components Window

S The field Type Number at the top of the window is used to select which type
the component belongs to. Also note that the Serial number is unique for each
component, and thus available for registration in the Components window.
S When a new Component Type is registered, it may include a set of maintenance
jobs. These jobs typically contain job descriptions and information about
intervals that together make up a template for the suggested maintenance
programme for the component type.
S You find the defined jobs connected to the selected component type on the Jobs
tab card. As you see from the screen picture above, there are also tab cards for
Parts, Counters and Images connected to the selected component.
S At an installation, it is possible to register a new component with or without the
defined jobs. The next two bullet points describe how.
S To register a new component without inheriting any of the pre--defined jobs,
enter the Components register and select New Record from the Edit menu. This
approach may be used when the installation wants to have complete control
over which jobs are to be defined for the new component.
S If the pre--defined jobs are to be added to the jobs at the location when a new
component is introduced, enter the Component Types register and select
Register as Component from the Options menu. Any defined jobs connected
to the selected Component Types are then included in the maintenance
programme for the location.

26
2.7.2 The Stock Types Register
As described previously, the Stock Types register works according to the same
principles as the Component Types register. The Stock Types register is described
in section 5.1 of this manual.

2.7.3 Advantages using Component and Stock Types

There are several advantages in using the functionality described above:
S It is much easier to carry out analyses across all the installations in the
organisation. For example, when the Component Types function is used, it is
possible to select the Components for this Type command from the Options
menu to get an overview of how many components of the selected type are in
use in the entire organisation. This makes it much easier to ensure that the stock
level is correct, and the information is useful in obtaining good quotation prices
when re--ordering stock.
S Another major advantage is the reduction in the need for registering the same
information several times. This saves time, and makes it easier avoid incorrect
registration of data. If an error has been made, it is sufficient to correct it once.

2.8 Hierarchy Windows

AMOS can display the information stored in several of the registers in the form of
hierarchical tree structures. The following menu commands give access to the
various hierarchy windows:
Maintenance > Component Types Hierarchy
Maintenance > Components Hierarchy
Maintenance > Functions Hierarchy
Stock > Stock Types Hierarchy

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 Figure 25 A Typical Hierarchy Window

S The Hierarchy windows function in the same way as Windows Explorer: Each
window contains a tree hierarchy list on the left, where it is possible to click
a + icon to expand a branch and a – icon to collapse it. The area in the right part
of the window displays details about the element that is selected in the list on
the left. A folder icon represents each hierarchy element. The selected element
icon is displayed in the form of an opened folder.
S The standard Windows drag and drop functionality may be used to move an
element in a hierarchy. Drag the folder to be moved and drop it on the folder
to which it should be moved. The hierarchy will automatically be updated to
reflect the move.
S It is possible to search hierarchies for strings of numbers and/or letters. Press
the F3 key or go to the Options > Find menu command to open the Find
window. This facility is also available in the locations register.

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Chapter 3 The File Menu
This chapter covers the commands in the File menu:

Figure 26 The File Menu

3.1 Open Register

AMOS Business Suite stores entered information in registers. The Open Register
command in the File menu gives access to them.

29
 Figure 27 The Open Register Sub--menu

S A filter window may appear after you select an Open Register sub--command.
In the following sections, a screen picture and a description of each filter
window is included.
S After you fill in the filter, the window of the selected register appears on the
screen. In addition, the Options menu may appear in the main menu bar. The
contents of this menu vary from register to register. In the following section,
a screen picture and a description of the Options menu is included for each
register if applicable.
S The Edit menu is also added to the main menu bar when a register window has
been opened. The menu normally contains the commands shown in the screen
picture below. They are used to cut, paste and copy information, and to create,
delete and save records in the selected register. Other commands may be
available depending on the currently active window.

30
 Figure 28 A Typical Edit Menu

S Access control is used to determine which user groups have access to each
individual register. Access control is described in section 11.9.2.

3.1.1 Addresses
The Addresses register is for storing information about all companies and persons
with whom your organisation deals.
The Open Register > Addresses command opens the filter window for addresses.
There is a corresponding toolbar button.

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3.1.1.1 The Addresses Filter

Figure 29 The Addresses Filter

S The QA Grading drop--down list contains the values entered in the QA Grades
register, which is described in section 3.1.7.11.
S The Product Type drop--down list contains the values entered in the register of
the same name, described in section 3.1.7.4.

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3.1.1.2 The Addresses Window

Figure 30 The Addresses Window

3.1.1.2.1 The Addresses Window --- General Tab

The Addresses window is for entering information about companies and persons.
The various address information fields are located on the first tab, called General.
S Each address in the list at the bottom of the window contains a check box to the
left. This box makes it possible to tag multiple addresses. Certain processes can
be performed on multiple addresses when tagged.
S The Currency Code drop down window allows you to select the default
currency of the vendor. This value is inherited by new purchase forms placed
against the vendor unless overridden by the code in the Vendors tab of the
selected Stock Type/Item.
S Checking the Goods Receivable checkbox indicates that the address is classed
as an authorised goods received address. Purchased items that arrive at this
address are authorised for payment through the voucher system prior to arrival
at their final destination.

33
3.1.1.2.2 The Addresses Window --- Products Tab
On the Products tab, you can select one or more product types to be connected to the
selected address. Clicking the New button opens a field with a drop--down list. The
list contains the defined Product types (see section 3.1.7.4).

Figure 31 The Addresses Window -- Products Tab

3.1.1.3 The Options Menu for Addresses

Figure 32 The Options Menu for Addresses

S The Details command opens a Full Description window for entering additional
textual information about the addressee. There is a corresponding toolbar
button.
S The Additional Info. command opens a window that displays any additional
information registered for the addressee.
S The Move Address References command “cleans up” a database if the same
addressee has been entered several times. For example, this may occur if an
address is registered at an individual location and then exported to the main
office. Select this command to locate all database references to the selected
address. You are presented with the list of all the addresses except the one from
which the references are to be moved. Select the address to move the references
to.

34
 Figure 33 The Select Addresses Dialog Box

S The command Convert Address Status is for toggling the status of selected
addresses. The possible values are Locked and Unlocked. Only authorised
users are allowed to edit an address with the Locked status.

3.1.2 Employees
The Employees register is for storing information about the employees in the
organisation.

Note If you are using a licence that includes the Personnel module, this register is
superseded by the one found at Crewing > Employee. Creation of new employee
records in this register will be disabled, although fields other than Code, Last Name
and First Name will still be editable.

3.1.2.1 The Employees Filter

Figure 34 The Employees Filter

35
3.1.2.2 The Employees Window

Figure 35 The Employees Window

S Assign each registered employee a unique Code (this could for example be the
initials of the employee).
S Use the lookup button next to the Address field to select information from the
Address register.
S The contents of the Discipline drop--down list are linked from the register with
the same name, described in section 3.1.7.2.
S The fields starting with E--Uxx are user--defined fields. See section 11.9.4.8 for
more information on these fields.

3.1.2.3 The Options Menu for Employees

Figure 36 The Options Menu for Employees

36
 S The Details command opens a Full Description window to enter additional
textual information about the addressee. There is a corresponding toolbar
button.
S The Additional Info. command opens a window that displays any additional
information registered for the selected employee.

Figure 37 The Additional Info. Window

S The Address command gives access to the specified Address for the selected
employee.

3.1.3 Locations
The Locations Register takes the form of a hierarchy and is for defining various
physical locations at an installation where components and stock items can be stored
or located. The Components window, described in section 4.3, contains a Location
field and buttons with access to a selectable list of locations or a hierarchical list of
locations. Section 2.8 contains general information about working with the
hierarchy style windows in AMOS.

37
 Figure 38 The Locations Register Window

S To define a new location, enter the Locations Register and click the New button
in the toolbar. In the Locations Details dialog box, enter a Code and a Name
for the location. If the location is to become a location at the highest hierarchy
level, check the Root Location box. If you do not check the Root Location
checkbox, the new location will be registered as a sub--location of the currently
highlighted location.

Figure 39 The Location Details Dialog Box

You can search the register for strings of numbers and/or letters. Press the F3 key
or go to the Options > Find menu command to open the Find window.

3.1.4 Currency Rates

AMOS Business Suite can handle amounts in several currencies simultaneously,
and one currency is defined as the Base Currency. The parameter Base Currency
Code determines this, and is described in section 11.9.4.

38
 Figure 40 The Currency Rates Window

S The Currency Rate window is for setting up and updating the rate of each
currency used in your organisation compared to the specified Base Currency
Rate. When the rate is created, the field Entered By displays the initials or name
of the user who has performed the task.
S Enter the currency rate as the comparative value of one unit of currency against
one unit of the base currency. For example, Figure 40 shows that one unit of
GBP (British Pounds) is worth 1.3765 units of the base currency (USD) whilst
one unit of YEN (Japanese Yen) is worth 0.0079 units of the base currency
(USD).
S When you register a new currency rate, the Currency drop--down list displays
the values of the Currency Codes register, described in section 3.1.7.5.
S Each time you update an existing currency rate, create a new entry for the same
rate. This preserves the historical information belonging to the already existing
rate. When you create a new record for an already existing currency rate, the
old rate is replaced in the register by the newer one upon saving.
S The Options > Show All menu command for the Currency Rates window
displays all rates entered to date. There is a corresponding toolbar button.

39
3.1.5 Permits to Work
The Permits to Work register is for storing and maintaining any special information
or forms required to be read or completed prior to carrying out work.

3.1.5.1 The Permits to Work Window

Figure 41 The Permits to Work Window

S Give each Permit to Work a unique code and a description.

S Select the instructions or form to connect to the Permit to Work from the
Template drop down window. This will be displayed when you double--click
the permit in the work orders window.
S The contents of the Template drop down window are taken from the register
found at File > Open Register > General > Templates and described in
section 3.1.7.1.

3.1.5.2 The Permits to Work Options Menu

The Options menu for Permits to Work contains the single command Details. Use
this menu option to preview the form or instructions selected in the Template column
for each permit.

40
3.1.6 Vessel Details
This register contains the basic details of each vessel, such as its name, dimensions,
tonnage etc.

3.1.6.1 The Vessel Details Window --- General Tab

This tab contains general details about the selected vessel, such as type, IMO
number, tonnage and dimensions.

Figure 42 Example of the Vessel Details -- General tab

Note The greyed--out fields fetch their data from the information you fill in on the Log
tab.

41
3.1.6.2 The Vessel Details Window --- Log Tab
This is the life history of the selected vessel, from construction onwards.

Figure 43 Example of the Vessel Details -- Log tab

42
3.1.7 General
AMOS Business Suite contains a number of smaller registers for storing values
that are tailored to your organisation. Typically, drop-- down lists in other windows
allow users to select from a list of the registered values. For example, the
Components window, described in section 4.3, contains the Unplanned
Maintenance Template drop-- down list. This displays the entries defined in the
Templates register described in section 3.1.7.1.
To open a general register, go to File > Open Register > General.

Figure 44 The General Registers

Most general register windows are fairly simple, and usually do not have an
associated Options menu. The Edit menus contain similar commands to those
found on the secondary toolbar: It is possible to create a new record or delete an
existing one, to save changes, and to use the cut, copy and paste functions.

3.1.7.1 Templates
Various documents used in AMOS Business Suite require different layouts. The
Templates register is for entering and storing a Code and Description for each
layout template.

43
 3.1.7.1.1 The Templates Window

Figure 45 The Templates Register

You can connect a form definition created in PowerBuilder to a template code. The
user will then be presented with a form that may contain drop-- down lists, selection
boxes, input fields and other controls, on opening the Full Description window for
an item in a register or window.
In the templates register use a unique code for each template. Add a description
to each template for identification as the code field is limited in length. Check the
“Obsolete” column in the event that a template is out of use, and this will remove
it from drop-- down lists, thereby preventing future selection and use of that
template.
You can convert normal templates to enhanced using the options menu. When a
template is converted, the Enhanced checkbox is marked to indicate the template
type. The original template can be marked Obsolete in the process to disable future
selection. See section 3.1.7.1.2 for more details on enhanced templates.
Note Data registered with a standard template in AMOS is stored in a comma-- separated
format in so-- called BLOBs (Binary Large OBjects) in the database. This means
that the data from the form is transferred to the database in the defined field
sequence. If the field sequence is changed, data will be displayed incorrectly to the
user. Therefore, once a form has been used to input data, do not change it.

44
3.1.7.1.2 The Options Menu for Templates

Figure 46 The Options Menu for the Templates Register

Import Definition
To connect a template to a form definition:
1. Highlight the template in the Templates window and then select Import
Definition from the Options menu.
A warning dialog box may appear when importing definitions to give you the
chance to cancel if you are unsure about the import.
2. Click OK and a Select PBL dialog box is presented, allowing you to select
the .PBL file which contains the desired form definition.

45
3. Select the correct .PBL file and click Open to get a list of the form definitions
contained in the selected file:

Figure 47 The Import Definition Window

4. Select the definition click OK to import it.

Once the connection between the template and the form definition is established,
the user is presented with the defined form when entering the Full Details window.
The creation of layout templates is further described in Chapter 12 of this reference
manual.
Copy Definition
The Copy Definition command copies the contents of the template definition onto
the clipboard. This can then be pasted into other applications. Recommended for
advanced users only.
Access
If the selected template is an enhanced one, the Access command from the options
menu will become available.

46
This is one of the defining points of enhanced templates. When a template is
converted, the resulting form is divided into sections. Sections are defined by the
keyword ’AMOS_SECTION=#’ (where # is the section number) in the tag
property of each of the fields when designing the form. This defines the section
to which each field belongs. Each section can then be given read and edit access
rights for any registered group within AMOS. This feature adds a dynamism to the
form that means certain users can only edit data in predetermined areas whilst
being able to read other areas. Other users may be prevented from reading certain
areas entirely. If access to a section is undefined, any group can edit it.
Use the New button in the window toolbar to add lines, then select groups using
the drop down list for each form section listed in the lower pane of the window.
Use the checkboxes to enable rights for each group.
Convert
If you select a standard template, the Convert command from the Options menu
becomes available.
The convert command allows you to create an enhanced template from a standard
one. The existing template details will be displayed in the top two fields of the
window and you can use the checkbox to mark the existing template as obsolete
if required.

Figure 48 The Convert Templates Window

The lower fields contain the details that will be applied to the new template. The
code will initially be the same as the existing template and must be altered to
preserve uniqueness. The description is inherited from the existing template and
can be re-- used if required, this does not need to be unique.

47
 Enhanced templates enable the creation of user defined table names used to store
the values entered in the form at a later date. This requires that you specify a table
name for database storage purposes. The name can not include spaces, you will be
prompted to accept underscores if you attempt to do so.
During conversion you need to specify the Export DBMS to be used. This
establishes the Database Platform used at the receiving installation during export,
ensuring that the correct syntax is provided to create the table in that database.
Note A check is performed during conversion to determine if the selected template is
attached to a register. If this is the case, a warning is displayed and the obsolete
checkbox must be unchecked.
Note If AMOS Replication is installed you will be prompted to create a replication rule
for all new user defined tables associated with enhanced templates.

3.1.7.1.3 Form Designer

This command allows the user to create data-- entry templates for the AMOS
Business Suite application without the need for the PowerBuilder application.

Figure 49 The Form Designer Dialog

The sub-- menus available in the Options menu for this dialog are:
S Insert
- Text – places a text label on the template.
- Picture – includes an image in the template.
- Group Box – draws a group box.
- Line – draws a line.

48
 - Oval – draws an oval.
- Rectangle – draws a rectangle.
- Round Rectangle – draws a rectangle with rounded corners.
- Column – includes an input field. The following types are supported:
string
number
decimal
date
datetime
time
long
ulong
- Computed Field – includes a computed field.
Note All of the objects listed above can also be inserted into the template using
toolbar buttons.
S Delete Selected Object - deletes the currently selected object on the
template.
S Tab Order - displays a list of all columns included in the template and
allows the user to define the tab order for these columns.
S New Form - prompts the user to select the Library file in which the
template is to be stored. If the user defines a library file name that does
not exist, the library file will be created.
After either selecting an existing library file, or defining the name of a
new one, the user is prompted to register the template name with which
it should be stored in the library file.
S Open Form - allows the user to select an existing PowerBuilder Library
file (*.PBL) to read in an existing template to be modified.
S Save Form - saves the modifications to the template in the Library file
it was originally stored in.
S Save Form As - allows the user either to define another existing Library
file or to create one by defining the name of an non-- existing Library
file. After selecting the location and naming the library file, the user will
be prompted to register a name for the template with which it will be
available in the Library file.
Depending on the object selected or inserted in the template, the
properties that are displayed in the left side of the window can vary.

49
 - The General tab includes information such as the Name of the object, the
Tag, the visibility and the way it is displayed.
- The Position tab allows the user to define the exact position where the
object is to be placed in the template.
- The Font tab defines the properties with regards to the font.
- The Format tab defines the mask of a column.
- The Edit tab defines the input and display properties of a column object.
To use the template, first import it into the AMOS Business Suite’s template
register (File > Open Register > General > Templates > Options > Import
Definition) from the library file.

3.1.7.2 Disciplines
The Disciplines register is for defining various labour functions. Once this has
been done, costs may be tracked by disciplines, for example. It is possible to check
a discipline as External:

Figure 50 The Disciplines Register

50
External disciplines are indicated with the character *. For example, the filter for
work orders contains an “Only Disciplines” list that differentiates between internal
and external disciplines:

Figure 51 The Only Disciplines Area of a Work Order

External disciplines are used in conjunction with work orders if you wish to
purchase those services externally.

3.1.7.3 Counter Types

The Counter Types register is for defining the different types of counters that
handle Condition Based Maintenance, described in Chapter 13 of this reference
manual, and Periodic maintenance tasks. You can set a daily limit for counters to
minimise incorrect reading/inputting.

Figure 52 The Counter Types Register

3.1.7.4 Product Types

The Product Types register is for defining different categories or types of products.
This information may be used in searching in the Addresses register and linking
the addressee to specific Product Types. The Addresses register is described in
section 3.1.1.

51
 Figure 53 The Product Types Register

3.1.7.5 Currency Codes

The Currency Codes register is for storing information about which currencies
your organisation uses. The Currency Rates register, described in section 3.1.4, is
for entering new and updated exchange rates between the currencies as changes
occur.

Figure 54 The Currency Codes Register

52
3.1.7.6 Quality Codes
The Quality Codes register is for creating and storing the available options for use
in the Quality Check function during the receipt of line items.

Figure 55 The Quality Codes Register

3.1.7.7 Units
The Units register is for defining the various quantity units typically used for stock
items. The units registered here can be listed in the Stock Units drop-- down list in
the Stock Items window.
The drop-- down list is activated by the Use Stock Types parameter. If the parameter
is set to TRUE, the values from the Units register will be available in the Stock
Units drop-- down list. If the parameter is set to FALSE, the values from the Units
register will not be available in the list.

53
 Figure 56 The Units Register

Checking the checkbox in the column called Decimals indicates whether decimals
can be used in combination with the selected unit of measurement.

3.1.7.8 Vessel Types

This register defines the types of vessel owned and/or used by your company. This
information is used in the Vessel Details register window.

Figure 57 The Vessel Types Register

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3.1.7.9 Job Triggers
Triggers schedule jobs that must be carried out at certain intervals. For example,
Weekly may be defined as a trigger for tasks to be carried out every week. They
can also be used to schedule jobs which should be handled when a specific event
occurs. For example, “Pilot on board” may be a trigger for jobs to be carried out
when a pilot enters a vessel.
This register is for defining job triggers. These triggers can then be linked to a
procedure or component job.

Figure 58 The Job Triggers Register

55
3.1.7.10 Job Classes
The Job Classes register is for creating and storing the available classes attached
to Job Descriptions. When you create a Job Description you must give it a class
that reflects the type of work being carried out. Various maintenance window
filters can use the available Job Classes to restrict the information presented on
screen. Further information on Job Descriptions is found in section 3.1.8.1. Note
that if you are using Workflow for maintenance or quality, there will be two extra
columns to the right of the Job Class Name to allow you to define the Initial
WorkFlow status for that job class, and the Initial Lock Type for that Job Class.

Figure 59 The Job Classes Register

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3.1.7.11 QA Grades
The QA Grades register is for defining various quality assurance grades to assign
to suppliers. The Addresses window (see section 3.1.1) contains the QA Grading
drop-- down list from which a QA grade may be selected for a supplier. Similarly,
when an option is selected in the Stock Items window (see section 5.3), the
Options menu gives access to the commands Vendors and Preferred Vendor and
these windows also contain fields that display the quality grading.

Figure 60 The QA Grades Register

3.1.7.12 Stock Grades

The Stock Grades register is for adding supplementary information to stock items.
Enter details using the Options menu and the information is copied to purchase
form line items to assist with delivery of the stock item.

Figure 61 The Stock Grades Register

The Categories available in the drop down window are defined in the menu option
Tools > Configuration > Stock Grade Categories.

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3.1.7.13 Account Codes
This register is for storing the Account Code options available on purchase forms.
The fields can be used according to your company purchasing and accounting
strategies. The Account Code facility provides an alternate method of expense
reporting to the budget system. To create the account code categories available in
the drop-- down list see section 11.9.8.

Figure 62 The Account Code Register

If you are using the Accounting module, this register is linked to Cost Centres and
recorded in the Account Transactions window (described in various sections in
chapter 11).

3.1.7.14 World Regions

Use this register to input world regions into the system so you can be more specific
when defining ports. World Regions are used in the Ports register.

Figure 63 The World Regions Register

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3.1.7.15 Countries
Use this register to input countries, country codes and country regions into the
system.

Figure 64 The Countries Register

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3.1.7.15.1 Country Regions Tab
The Country Regions tab enables you to divide a particular country into regions.
For example, Norway may be sub-- divided into Northern Norway and Southern
Norway, the USA could be sub-- divided into its states.

Figure 65 The Country Regions tab

3.1.7.16 Ports
This register is a list of the ports that your company vessels could visit.

Figure 66 The Ports Register

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 3.1.7.17 Berth Type
Use this register to input the various types of berths to which your company’s
vessels may be moored. Berth types could include Offshore Buoy, Refuelling Pier,
Container Wharf etc. The codes are used in the Berth Management register.

Figure 67 The Berth Types Register

3.1.8 Maintenance
AMOS M&P contains registers that allow you to differentiate between various
aspects of maintenance tasks to be carried out. The commands in the Maintenance
menu are described in Chapter 4 of this manual and also in the AMOS Business
Suite - M&P User Guide.
To open a maintenance register, go to File > Open Register > Maintenance:

Figure 68 The Maintenance Sub-- menu

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3.1.8.1 Job Descriptions
The Job Descriptions register is for storing descriptions of the maintenance jobs
defined in AMOS M&P.
To open the filter window, select File > Open Register > Maintenance > Job
Descriptions. There is a corresponding toolbar button.

3.1.8.1.1 The Job Descriptions Filter

Figure 69 The Job Descriptions Filter

3.1.8.1.2 The Job Descriptions Window

The following illustration shows a list of job descriptions with codes starting with
the letter C. These are found by entering the letter “C” in the Code field of the filter
to restrict the returned records in the Job Descriptions window:

Figure 70 Example of the Job Descriptions Register

S The Class drop-- down list displays the contents of the Job Classes register,
described in section 3.1.7.10.

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Job Description Revisions
It is possible to create and store multiple versions of maintenance job descriptions
in the Job Description window, using the parameter ’Job Description Revision
Control’. See section 11.9.4.5.4 for information about this parameter. If revision
control is enabled, the Job Descriptions window will also contain a tab called
Revisions. This tab contains a list of all the revisions and their statuses, that exist
for the selected job description. The buttons at the bottom of the tab operate on the
selected revision and allow you to create a new revision (if the existing one is
Active), delete a revision (if it is a Draft), view the details, view any attachments,
view work permits, and approve the revision. The options menu is the same as
described in section 3.1.8.1.3.

3.1.8.1.3 The Options Menu for Job Descriptions

Figure 71 The Options Menu for Job Descriptions

Details
The Details command opens a Full Description window. There is a corresponding
toolbar button.
S The Full Description window is for a text description of the job. If a Template
is used, you may be presented with a tailored layout containing fields and
formatting.
Attachments
You can connect attachments to a job description. These may for example be
scanned images from documentation/drawings or video films explaining
maintenance details. The Attachments command opens the window to connect
attachments to the job description. There is a corresponding toolbar button.

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 Figure 72 The Attachments Window

S Select View Attachment to preview the attachment.

Permits to Work
This menu item is for attaching one or more Permits to Work to the currently
selected Job Description. Select the required permit from a drop-- down list. Click
the New toolbar button to add further permits to work if required.
The contents of the drop-- down window are entered and maintained using the
Permits to Work register described in section 3.1.5.
The Permits to Work are automatically attached to all new work orders that are
based on the job description to which they are attached and are issued and
acknowledged within the work orders window. The work orders window is
described in section 4.8.
Components
A job description may be connected to one or more defined components. The
Components command opens the window where the selected job description may
be connected to a component. A single job description may be connected to
multiple components. Within this window, an Options menu allows you to view
the Required Parts, Required Disciplines and Counters associated with the
selected combination of Job Description and component. These windows are
discussed in detail in chapter 4.

Figure 73 The Components Window

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Maintenance Log
When users report work, AMOS M&P stores the information in the maintenance
log. The Maintenance Log command opens the Maintenance Log window.
S When you select a line in the Maintenance Log window, the Options menu
contains commands to view or register History, Stock Used, Resources Used
and Counter Settings respectively. There are corresponding toolbar buttons
for these commands.
Move Job References
AMOS M&P allows you to replace all occurrences of a Job Description with
another one. The Move Job References … command opens the window where all
occurrences of the selected job description in the database are replaced by the job
description you select from the menu below:

Figure 74 The Select Job Description Dialog Box

This function can be protected by Group, at Tools > Configuration > Groups,
then selecting Access Control from the Options menu and selecting the Functions
tab.

Figure 75 The Access Control Window - Functions Tab

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Create Component Type Job
This menu item allows you to create a Component Type Job for the currently
highlighted Job Description. Use the filter to locate the Component Type to create
the job for. When you have selected the component type, click OK to open the Jobs
window and complete the remaining details. The Jobs window for component
types is also described in section 4.1.2.2.
Create Component Job
This function allows you to create a Component Job for the currently highlighted
Job Description. Use the filter to locate the Component to create the job for. When
you have selected the component, click OK to open the Jobs window and complete
the remaining details. The Jobs window for components is also described in
section 4.3.2.3.
Copy Job Description
Select Options > Copy Job Description to create a copy of the selected job
description. You can only copy and make a new revision from an Active job
description.

3.1.8.2 Component Classes

The Component Classes register is for defining classes for components. Once
component classes have been defined, the Components filter may be used to select
components of the desired class.

Figure 76 The Component Classes Register

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3.1.8.3 Function Criticality
The Function Criticality register is for designating a degree of criticality for
functions. The Functions window (see section 4.5) contains the Criticality
drop-- down list that displays the values entered in the Function Criticality register.

Figure 77 The Function Criticality Register

3.1.8.4 Project Categories

The Project Categories register is for defining the project categories available in
connection with projects. The correct category can be selected when creating a
new project, or added to an existing project by using the Project Properties option.
For further information on projects see section 4.13.

Figure 78 The Project Categories Register

3.1.8.5 Reschedule Limits

The Reschedule Limits register is for defining the limits within which a selected
Maintenance Task can be rescheduled. Each Reschedule Limit is a set amount of
days before and after the calculated due date within which a Task can be carried
out. For example, you can define a periodic frequency code Q with the name
Quarter and define that this corresponds with a frequency of every three months.
You can then define the number of days before and after the scheduled date that
a Maintenance task based upon this periodic frequency can be rescheduled.

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 Figure 79 The Reschedule Limits Register

3.1.8.6 Criteria
Below is an example of maintenance criteria that may be entered in this register.
The Advanced tab in the Work Orders filter may be used to select work orders that
belong to a selected maintenance criterion.

Figure 80 The Maintenance Criteria Register

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3.1.8.7 Types
Figure 81 shows an example of maintenance types that may be defined in this
register. The Advanced tab of the Work Orders filter may be used to select work
orders that belong to a selected maintenance type. The Budget Code column is
used to define the default budget code for each maintenance type.

Figure 81 Example of the Maintenance Types Register

3.1.8.8 Classes
Below is an example of maintenance classes that may be defined in this register.
The Advanced tab of the Work Orders filter may be used to select work orders that
belong to a selected maintenance class.

Figure 82 The Maintenance Classes Register

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3.1.8.9 Causes
This register resembles the other Maintenance registers described in the previous
sections. The Advanced tab of the Work Orders filter may be used to filter
according to a selected maintenance cause.

Figure 83 The Maintenance Causes Register

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3.1.9 Stock
The AMOS M&P integrated application contains registers to differentiate
between various aspects of stock handling. The use of these registers and relevant
commands in the Stock menu are described in Chapter 5 of this reference manual
and also in the AMOS Business Suite - M&P User Guide.
To open a stock register, select File > Open Register > Stock:

Figure 84 The Stock Sub-- menu

3.1.9.1 Stock Classes

The Stock Classes register is for defining Class Codes and Descriptions for stock
items. Once stock classes are defined, the Stock Items filter may be used to select
stock items of the desired class. The Receipt Tolerance column allows you to set
a maximum percentage of difference between stock quantities on goods received.
If the goods received quantity falls outside of the permitted tolerance range
compared to the order quantity, the items cannot be entered into stock.

Figure 85 The Stock Classes Register

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3.1.9.2 Price Classes
The Price Classes register is for storing the various formulae that are applied to
stock item values. Price Classes are used to add varying levels of administration
or transport costs to an item or to reflect different international tax rates.

Figure 86 The Price Classes Register

Go to Options > Try Formula to check that the formula that you entered for each
price class works correctly. A dialog box opens showing the result of applying the
highlighted formula to a reference amount.

3.1.9.3 Transfer Reasons

The Transfer Reasons register is for defining the list of reasons that might be
applied to a transfer document, found under Stock > Transfer Documents. This
setting has no effect on any other entries in the database.

Figure 87 The Transfer Reasons Register

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3.1.10 Purchase
The AMOS M&P integrated application contains registers that allow you to define
certain aspects of purchase forms according to your own requirements. The
information entered in these registers is then available in various purchase
windows in the form of drop-- down lists enabling the user to select the required
item. When setting up these tables remember that they may be used for future
e-- Business functions. Whilst the information entered is generally defined by the
individual organisation, where possible it is advisable to adopt an international
standard for these tables such as the International Marine Purchasing Association
(IMPA) codes. The AMOS Business Suite - M&P User Guide and chapter 6 of this
reference manual contain further information on the purchasing functions.
To open a Purchase register, go to File > Open Register > Purchase:

Figure 88 The Purchase Sub-- menu

3.1.10.1 Order Priority

This register is for storing the Order Priority options available within purchase
forms. The fields can be used according to individual company purchasing
strategies for descriptive terms or a numbering system.

Figure 89 The Order Priority Register

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3.1.10.2 Delivery Terms
This register is for storing the Delivery Terms options available for purchase
forms. The fields can be used according to individual company purchasing
strategies for descriptive terms or a numbering system. It is recommended that you
use internationally recognised codes with a view towards future e-- business usage.
There is also a details window, accessed through the associated Options menu, for
further explanation of each entry in the register.

Figure 90 The Delivery Terms Register

3.1.10.3 Payment Terms

This register contains the Payment Terms options available for purchase forms.
The fields can be used according to individual company purchasing strategies for
descriptive terms or a numbering system. It is recommended that you use
internationally recognised codes with a view towards future e-- business usage.
There is also a details window, accessed through the associated Options menu, for
further explanation of each entry in the register.

Figure 91 The Payment Terms Register

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3.1.10.4 Delivery Locations
This register stores the possible Delivery Locations to be used within your
organisation. The fields can be used according to individual company purchasing
strategies for descriptive terms or a numbering system. It is recommended that you
use international port codes with a view towards future e-- business usage.

Figure 92 The Delivery Locations Register

3.1.10.5 Receipt Status

This register contains the options for receipt status available in purchase form line
items.

Figure 93 The Receipt Status Register

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 3.1.10.6 Voucher Category
This register is for defining category groups for vouchers, by code and name.
Vouchers are attached to forms in the Vouchers window at Purchase > Forms >
Options > Vouchers.

Figure 94 The Voucher Category Register

3.1.10.7 Expense Type

This register is available for use with the Custom Clearance module. It is for
defining categories of expenses related to CC contracts, for example, Custom
Fees, Transportation, Duty, Airport Storage, etc.

3.1.10.8 Finalise Type

This register is available for use with the Custom Clearance module. It is for
defining categories of finalisation for CC contracts, such as Consumed, or Asset.

3.1.11 Attachment
Within the AMOS Business Suite you can connect attachments to a variety of
records. For example, these may be scanned images from the component
documentation or video films explaining maintenance details. The File > Open
Register command contains the Attachment command for working with
attachments. The Sources sub-- menu is used to set up internal or external tools for
displaying attachments; see section 3.1.11.1. The References sub-- command is
used to build a library of attachments for use in AMOS Business Suite; see section
3.1.11.2.

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 Figure 95 The Attachment Sub-- menu

Viewing an attachment
To view an attachment on the screen, select one from the library of attachment
references and click the View Attachment button. The attachment is then
displayed in a new window.
AMOS Business Suite contains an internal viewer for working with attachments.
To zoom in on a detail of the attachment in the window, use the cursor to mark the
part of the attachment you want to examine, then click on the Zoom Area button.
After zooming in, use the vertical and horizontal scroll bars to move around within
the attachment.
To zoom back out, click on the Fit to Window button next to the Zoom Area
button. The Options menu contains Zoom commands. You can also right-- click in
the attachment to get a pop-- up menu containing the most relevant options:

Figure 96 The Zoom Sub-- menu

Select a specific zoom value from the Zoom sub-- menu, or use the commands
Zoom Area or Fit to Window, which correspond to the toolbar buttons described
above.
Figure 97 shows an example of the attachment window.

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 Figure 97 Example of the View Attachment Window

There is a system parameter called Open Attachments In New Window that

controls what happens when a hotspot is clicked to open a new attachment. If the
default parameter value (FALSE) is set, the new attachment replaces the
attachment currently in the window. If the value is set to TRUE, the new
attachment is displayed in a new window.
Hotspots on an image
After an attachment reference has been defined, further enhance its usability by
adding hotspots. Users click hotspots to enter a new window providing more
information about relevant parts of the attachment.
There are different types of hotspots:
S A hotspot may open the Component or Component type window to find
relevant information about the entry to which the attachment is connected.
S A hotspot may open the Stock Items or Stock Type window to find relevant
information about the entry to which the attachment is connected.
S A hotspot may open the Stock Items or Stock Type window to find out about
the current stock situation of the item.

78
The toolbar contains two buttons that can be used when defining hotspots. They
are called Show Hotspots and Show Workspace.
To add a new hotspot, click the New button on the toolbar. AMOS automatically
changes to the Show Hotspots mode, and the corresponding button is
automatically pressed by the program. If any hotspots have been defined already,
they are displayed as shaded areas on the attachment.
The new hotspot appears as a shaded area in the top left corner of the attachment
window. Use the mouse to drag it to the part of the main attachment that you want
to become the hotspot. Once it is in the desired location use the mouse to re-- size
it by dragging one of the eight marker squares that indicate the size and location
of the hotspot. Continue until the hotspot has the desired size and location.
Right-- click the hotspot and select Properties from the pop-- up menu to determine
which type of hotspot to use. The dialog box shown in Figure 98 is presented:

Figure 98 The Hotspot Properties Dialog Box

Open the Hotspot Type drop-- down list and select the desired type. Next, place the
cursor in the empty Reference text field and click the Browse button. Depending
on the type selected, a dialog box is used to select the component, the attachment
or the stock item to be opened when the hotspot is clicked. Click OK to complete
the definition.

79
 Figure 99 Example of an Attachment with Hotspots

When you are finished defining hotspots, click the Show Hotspots toolbar button
to display the hotspots as shaded areas. They may then be moved or re-- sized.
If you do not press the Show Hotspots button, it is still possible to locate the
hotspots in an image. The cursor turns into a hand with a pointing finger when
placed on a hotspot.
Button hotspots
You can place hotspot buttons on attachments. To do so, define a new hotspot and
check the option Show as Button in the Properties dialog box. The field Button
Text becomes available, and is used to define the text to appear on the button.
To change the font for the button text, click Font and select font, style and size from
the dialog box you enter. Re-- size the button hotspot in the same way as other
hotspots. When the Show Hotspots button is not pressed, the hotspot on the image
always has the form of a button.

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Browsing Between Attachment Windows
If you click an Image Link hotspot, the attachment to which the hotspot is linked
opens up in the attachment window, replacing the original image. However,
AMOS Business Suite keeps track of which attachments you have looked at, and
allows you to browse between them. The two buttons Go Back and Go Forward
become available in the toolbar. Use these two buttons to browse through the
attachments that you have previously looked at during the current session.
An Attachment’s Workspace
You can define a number of hotspots on an attachment. To keep track of the
hotspots and their links, click the Show Workspace button in the toolbar. The left
side of the window opens to show the defined hotspots:

Figure 100 An Attachment’s Workspace Area

Place the cursor on one of the hotspots in the attachment and the corresponding
hotspot is highlighted in the list of hotspots at the left of the window. This makes
it easy to see the name of the link for each hotspot.

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 Connecting an Attachment
You can connect a defined attachment to many other areas within AMOS Business
Suite, such as stock items, components, work orders, order forms and job
descriptions. When such connections are made, you can view the relevant
attachments directly from these windows. For example, if an attachment is
connected to a job description, you can view or print out the attachments as a part
of the documentation for the job to be carried out.
In the example below the Job Descriptions register is used, but the same principles
apply wherever there is the ability to connect an attachment:
1. Go to the File > Open Register > Maintenance menu command and then
select Job Descriptions.
2. Using the Filter dialog box locate the required job description and select it.
3. Go to the Options > Attachments menu command.
4. Click the Browse button to access the list of available attachments, select the
one you want to use, and click OK.
5. Save the changes and close the attachments window.
Once the connection is established, an Attachments toolbar button may be
available. Use this button to open the attachments window for the selected record.
Note Certain windows contain an attachments tab for the administration and viewing
of connected attachments. In this case, use the New, Delete and View buttons at
the bottom left of the tab window instead of the Options > Attachments menu
command mentioned above.

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3.1.11.1 Sources
Before attachments can be viewed, you must define an attachments source tool for
the viewing tool. AMOS Business Suite offers an internal viewer that can display
bitmaps such as BMP and PCX, in addition to a number of other formats. Other
viewers and Windows programs on your PC may be defined as external viewers.
Select File > Open Register > Attachment> Sources to open the window shown
in Figure 101:

Figure 101 The Attachment Sources Register

From the Service Type drop-- down list, select Internal to define the internal viewer
as an image source, and select External to define a different program. If you select
External, fill in the name of the tool in the Start Command field including the full
path.
The Start command must end with the characters %IMAGE REFERENCE%. This
tells the tool to display the image supplied by AMOS. Use the field Display
Command to specify a DDE command. It is necessary to know the names and
syntax of DDE commands supported by the tool to use this function.

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3.1.11.2 References
After defining attachment sources, begin to build up a library of attachments in
AMOS Business Suite. When the library has been established, attachment
references may be connected to one or more relevant components, stock items, and
job descriptions.
The attachments for use must be stored in a specific folder. Normally, this would
be the Graphics sub-- folder in the folder where the AMOS Business Suite has been
installed. Ensure that the parameter for the Graphics Directory contains the name
and path of the folder you are going to use for this purpose. This is described in
section 11.9.4.4 of this reference manual.
Select File > Open Register > Attachment > References to open the attachment
reference definition window.

Figure 102 The Attachment References Register

For each attachment a Source, a Code, a Name and a Reference are specified. The
Reference is the path to the file for use. Click the Browse button to select the
reference. You can store attachments in the database for replication purposes by
using the appropriate checkbox.

84
Note When an attachment is stored in the database the original file reference is also
stored, enabling the user to remove the file at a later date. If the original file is
found, the attachment is removed from the database. If the original file is not found
a warning is displayed. If the user proceeds with the removal after the warning
message the attachment file is deleted.

3.1.12 Quality Procedures

3.1.12.1 Categories
Procedures belong to different procedure categories. Before you create a new
procedure, determine whether you need to create a new procedure category. To
create a new procedure category:
1. Go to the File > Open Register > Quality Procedures > Categories menu
command to open the Define Procedure Categories window.
2. Click the New button in the toolbar.
A new line is added to the list.
3. Fill in the details as required.
4. Save the changes.

3.1.12.2 Job Descriptions

1. Select File > Open Register > Quality Procedure > Job Descriptions.
A filter opens allowing you to filter the job descriptions list by Code, Title
or Class (leave empty to get a complete list).
2. Input the appropriate search criteria and click OK.
The Job Descriptions window opens.

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 Figure 103 Example of the Job Descriptions Register

Here you can enter job description details. Go to the Versions tab to enter the
version number and title of the job description.
Now you can assign the job description to a procedure job in the General tab of
the Procedure Jobs window. See section 8.1 for further details.
Options
Select Options > Details to open the Full Description editor window. This is a free
text window, depending on the type of editor selected. See section 2.5 for further
details. The job description details will be shown in the Work Orders job
description according to which procedure is linked to that job description.
Newly inserted attachments can be moved and resized. Click the attachment to
select it, then press ALT to move or size the attachment. All attachments are
inserted by default at the top of the page, and must be moved to the desired
position.

3.1.12.3 Document Templates

Select File > Open Register > Quality Procedures > Document Templates to
open the Document Templates register.
Use this register to define the code and title of the document template.

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 Figure 104 Document Templates Register

1. Click the New button in the toolbar to create a new line in the register.
2. Type in the desired template code and title.
3. Select Options > Template to open the Document Templates window and
create a template associated with the new template title.

Figure 105 Documents Template Editor Window

4. Save the changes.

3.1.13 Non Conformity

Select File > Open Register > Non Conformity to register details for Type,
Category (main and sub), Severity and Cause of non-- conformities. The values
entered in the register windows are displayed in various drop-- down lists used
when Non-- Conformity situations are reported.

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 3.1.13.1 Type
To register a non-- conformity type, select File > Open Register > Non
Conformity > Type. This is for defining types of non-- conformity and their
corresponding codes. You can edit existing field information, or click New to add
a new row and enter a suitable code and name. To delete a row, select the row and
click the Delete button. On completion, Save the changes.

3.1.13.2 Category
There are two category levels of non-- conformity occurrences, Main and Sub. Each
main category can contain a number of sub-- categories. To define a new main or
sub-- category, select File > Open Register > Non Conformity > Category and
choose Main or Sub.
Main
When you select a main category in the upper list, the Sub-- Category list displays
the sub-- categories already defined.
The right side of the window allows you to add sub-- categories, grouped by a main
category.
Note If your organisation has a limited number of vessels, it is important not to define
too many different categories. If you do, it will be difficult to use AMOS Q&S to
produce significant statistical data during analysis.

3.1.13.3 Severity
Use the Severity register to define suitable descriptions for the levels of severity,
with pre-- defined levels from 5 (the lowest level) to 1 (the highest level).

Figure 106 Example of the Severity Register

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 3.1.13.4 Cause
The Cause register is for defining a set of causes and corresponding codes for
non-- conformity occurrences. You add and delete causes the same way you work
with the Non Conformity Severity register, as described in the previous section.

Figure 107 Example of the Cause Register

3.1.14 Emergency Response System

Select File > Open Register > Emergency Response System > Contact Types
to add contact types. These contacts are available for use within the ERS module.
The contact types are divided into three groups:
S External.
S Internal.
S Vessel Specific.

3.1.15 Claims
Select File > Open Register > Claims > Insurance Category to enter the register
for defining Insurance Categories. These categories are then available for use with
the Insurance window (Quality > Insurance).

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3.1.16 Voyage Management

3.1.16.1 Cargo Group

Simplify registration and organisation by allocating cargoes to groups. For
example, place cargoes of sand, gravel and stone in a group called “Dry Bulk”, and
all types of crude oil cargoes in a group called “Crude Oil”. The Cargo Group
register lists your company’s cargo groups. This information is used in the Cargo
Type Management and the Events registers.

Figure 108 The Cargo Group Window

3.1.16.2 Cargo Type

This register is a list of the types of cargo that your company’s vessels carry. Each
cargo type is allocated to a cargo group (see section 3.1.16.1). The Cargo Type list
is used in the Cargo Filter and the Cargoes window.

3.1.16.3 Cargo Attribute Type

Specific types of cargoes have their own attributes. For example a certain type of
crude oil has a defined specific gravity, a fuel oil has a flash point etc. This register
lists the attribute types, and allocates cargo types and value types to the attributes.
When a cargo group is specified on the Cargo Details form, the appropriate
attributes as defined here are automatically added to the Attributes tab. You must
then enter the required values for those attributes and save the data.

3.1.16.4 Delay Activity

This register defines the activities that could occur during a delay in a voyage. The
activities are contained in a drop-- down list in the Delay tab in the Voyages
window. See section 9.1.1.6 for more information on this tab.

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 3.1.16.5 Delay Reason
This register defines the reasons for delaying a voyage. The reasons are contained
in a drop-- down list in the Delay tab in the Voyages window. See section 9.1.1.6
for more information on this tab.

3.1.16.6 Event Type

A loading or discharging operation is effectively a series of events. These events
can include, for example: first line ashore, first hose connected, first hatch open,
last hatch closed etc. Some events are mandatory for a particular cargo type, and
some are voluntary. The mandatory events can be programmed to appear in the
window automatically in the correct order when a loading or discharging operation
is created. The user then inputs the dates and times when these events occur and
saves the data.
All the possible events are pre-- defined in the Event Type Management register.
Mandatory events for a particular load type are defined by making the Load or
Discharge sequence anything other than 0.
The event types are used in the Voyages window Event tab and Port Calls tab and
the Cargoes window Event tab.

3.1.17 Personnel
The Personnel registers store information about the crew members, and other data
relevant to crew administration. The Personnel registers list opens in a new
window.

Figure 109 Example of the Personnel Registers window

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3.1.17.1 Activity
This register lists the various employee activities. These activities can include
Active on board, Inactive on leave, Training, Sick leave etc. The activities are used
in the Employee Overview window Service tab. See section 10.1.2.2 for more
information on this tab.

3.1.17.2 Company
This register contains the names of the company, ship owners, ship managers and
other companies the employee may work for or that may own or run the vessels.

3.1.17.3 Evaluation Criteria

This register lists the various criteria for performing employee evaluations. The
criteria are used in the Employee Overview window Service tab under the
Evaluation button. See section 10.1.2.2 for more information.

3.1.17.4 Evaluation Grade

This register defines the various grades used in employee evaluations. The grades
are used in the Employee Overview window Service tab under the Evaluation
button. See section 10.1.2.2 for more information.

3.1.17.5 Leave Days

Use this register in combination with the Sailing Period (see section 3.1.17.21) and
the Contract Leave Days (see section 3.1.17.15) registers to define the number of
days off an employee earns per working day. First define the leave days types in
this register, then go to the Contract Leave Days register and define the codes, then
go to the Sailing Period register and define the sailing periods.
The values defined here apply to the entire workforce. Under normal
circumstances a set of values are defined when the application is first installed in
the company, and it is very unlikely that these will ever be edited.

3.1.17.6 Manning Agents

This register lists the names and addresses of the agents used to provide crew
members to the vessel. The manning agent information is linked into the Employee
Overview window in the Contract tab. See section 10.1.2.7 for more information
on the Contract tab.

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3.1.17.7 Rank
This register lists the various ranks your company uses. The ranks are used in two
places in AMOS Personnel; in the Employee Overview window General tab and
in the Employee Overview window Contract tab. See sections 10.1.4 and 10.1.10
respectively for more information.

3.1.17.8 Rank Type

This register defines the various types of rank the employees may hold. The rank
types are used in the Rank register. See section 3.1.17.7 for more information.

3.1.17.9 Ship Category

This register lists the types of ships your company owns. These types can include
for example RoRo Ferry, Oil tanker, Dry bulk carrier etc. The data is used in the
Vessel register. See section 3.1.17.11 for more information.

3.1.17.10 Trade
This register lists the trade areas (i.e. continents, seas, etc) frequented by your
company vessels. The data is used in the Vessel register. See section 3.1.17.11 for
more information.

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3.1.17.11 Vessel
Input the details of the company vessels into this register. If the AMOS Business
Suite with Personnel is to be used onboard the company’s vessels as well as in the
office, then it is recommended that each vessel’s details are added to the database
while you are in the installation department for that vessel. For example, if the
vessel’s name is AMOS Explorer, you should switch installation to “AMOS
Explorer” and register the details there.

Figure 110 Example of the Vessel Register

The window is divided into two main parts:

S In the lower part of the window, the Vessel List. This is a list of the currently
registered vessels. If no vessels are registered, the list is empty. To change the
details for an existing vessel, select the vessel in this list. The selected vessel’s
details are displayed in the upper part of the window.
S In the upper part of the window, the Vessel Details tabs. This area displays the
details of the selected vessel.
The Vessel register includes the tabs as described below:
The General Tab
Input the general details of your company vessels into this register.

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 The Characteristics Tab
Input vessel characteristics into this register.
The Vessel Department Tab
Your company can divide a vessel into departments to simplify the organisation.
Input the departments applicable to the vessels into this register.
Note To delete a department, do not click the Delete button in the toolbar or click the
right mouse button and select Delete Record from the pop-- up menu as these
actions delete the vessel from the register, not the department from the vessel.
The Vessel Register Manning Scale Tab
Each vessel has a defined manning scale - the number and specialisations of the
crew members required to run the vessel. In this tab you define the manning scale
for the vessel and state the license requirements for each position. Once the
manning scale and corresponding licence details are entered, you are able to keep
track of the manning and license status via the Planning facility. See section 10.2
for more information on the Planning facility.
Each position on the vessel has a normal Operational manning requirement (the
number of personnel normally employed in that position), and a Minimum
requirement (the legally justifiable minimum required to run the vessel safely).
Use the License Profiles table to define the licenses and certificates that must be
held by the employees to be selected for the various positions on the vessel.

3.1.17.12 Vessel Characteristic Type

This register defines the various Vessel Characteristic Types used when registering
the company vessels into AMOS Personnel. The characteristics are used in the
Vessel register Characteristics tab. See section 3.1.17.11 for more information.

3.1.17.13 Vessel Department

Your company can divide a vessel into departments to simplify the organisation.
Input the company departments into this register. The departments registered here
are used in the Vessel register Vessel Department tab. See section 3.1.17.11 for
more information on that tab.

3.1.17.14 Category
This register defines the codes and descriptions of the various categories of
personnel within your organisation.

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3.1.17.15 Contract Leave Days
This register defines the codes your company uses in employees’ contracts to
represent the number of leave days earned per working day. The data is used in the
Employee Overview window Contract tab, and for calculating leave due.

3.1.17.16 Disability Grade

This register is a list of the various grades of disability that employees may suffer
while sick. The data is used in the Employee Overview window Medical Info tab.

3.1.17.17 Employee Address Type

This register lists the possible address types that an employee can use. Examples
include primary, secondary, temporary etc. The data is used in the Employee
Overview window General tab.

3.1.17.18 Family Relation

This register lists the types of family relations that employees may register as
next-- of-- kin. Examples include wife, father, brother etc. The data is used in the
Employee Overview window Family tab.

3.1.17.19 Institute
This register defines the various educational institutes and schools that employees
have attended to gain qualifications. The data is used in the Employee Overview
window Educ/Lic tab.

3.1.17.20 Marital Status

This register is a list of the possible marital statuses that company employees may
have. The data is used in the Employee Overview window General tab.

3.1.17.21 Sailing Period

Use this register in combination with the Leave Days (see section 3.1.17.5 and the
Contract Leave Days (see section 3.1.17.15) registers to define the number of days
off employees earn per working day. Go first to the Leave Days register and define
the leave days types, then go to the Contract Leave Days register and define the
contract codes, then come to this register and define the sailing periods.

3.1.17.22 Sickness
This register is a list of the various illnesses that employees may contract. The data
is used in the Employee Overview window Medical Info tab.

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 3.1.17.23 Sickness Nature
This register is a list of the possible natures of the various illnesses that employees
may contract. The data is used in the Sickness register and is displayed in the
Employee Overview window Medical Info tab.

3.1.17.24 Sickness Type

This register is a list of the various illnesses that employees may contract. The data
is used in the Sickness register and is displayed in the Employee Overview window
Medical Info tab.

3.1.17.25 Standard Document

Standard documents are all the employee related documents such as passports,
visas, training certificates and licenses, entitling that employee to serve onboard
a specific ship. The list of document types is created from the information you
enter into this register. The data entered here is available in the various selection
lists in the Education/License, Medical Info. and Passport tabs in the Employee
Overview window.
All documents can be stored in AMOS Personnel as scanned images or
attachments. The crew manager must follow up documents that have or are due
to expire.
The register is divided into three categories:
S ID Books
S Licenses
S Qualifications
Each category has a sub-- list of registers into which you can add documents. These
sub-- lists are created in the Standard Document Type register. AMOS Personnel
has some pre-- defined document sub-- lists, and the user company can use these
and/or define others as required.

3.1.17.26 Standard Document Type

Input certificate and document categories into this register to add to the list in the
Employee Overview window Educ.License tab.
Note The document types are listed in the Standard Document register in
alpha/numerical order based on the codes.
You must link a new document category to the specific Employee Detail tab in
which you want it to appear.

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3.1.17.27 Termination Reason
This register defines the reasons that an employee’s contract can be terminated.
The data is used in the Employee Overview window Contract tab.

3.1.17.28 Trade Union

This register defines the names and codes of the various Trade Unions to which
employees can belong. You can set the fee as a percentage or amount of wage to
deduct automatically from employees’ salaries, and a maximum amount that can
be deducted.

3.1.17.29 Airport
This register is a list of the airports that the employees need to use. The data is used
in the Employee Overview form.

3.1.17.30 Crew Effect Type

The information you enter in this register defines the types of personal effects the
crew members can have, for use in customs declarations. These items could
include for example radios, cigarettes, spirits, etc.

3.1.17.31 Ship Store Type

The information you enter in this register defines the types of Ship Stores.

3.1.17.32 Slopchest Departments and Locations

This register is for creating the dedicated departments and locations that are used
by the Onboard Administration module.

3.1.17.33 Slopchest Stock Class

The items defined in this register populate the Stock Class field in the Slopchest
> Stock Item filter and window.

3.1.17.34 Employee Details

After you have created a new button in the Standard Document Type register, use
the Employee Details register to define on which of the the Employee Overview
tabs the button is displayed. Note that a set of buttons is defined as default for each
tab, but these can be changed or added to if required.

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Note This setup is normally completed when AMOS Personnel is first installed in the
company, and it is very unlikely that it will be changed afterwards.

3.1.18 Payroll
3.1.18.1 Accumulators
This register is for defining the codes and descriptions for the various accumulators
that wage types can be linked to in order to be accumulated.

3.1.18.2 Bank
This register defines the information for the different banks that employees belong
to.

3.1.18.3 Bargain Agreement

This register defines the details of any bargain agreements between your company
and its employees. Members of one trade union all have the same bargain
agreement. Wage types and wage rates for each rank are linked to the bargain
agreements. The defined bargain agreements are linked to employees in the
Contracts tab of the Employee Overview window.

3.1.18.3.1 The Options Menu for Bargain Agreements

The Options menu for bargain agreements contains two options, allowing you to
adjust the wage scale as needed.
Edit Wage Scale
Select Options > Edit Wage Scale to input and edit the details for all the fixed
wages such as overtime, leave pay per month, etc. All wages are inserted here by
rank. You can filter by rank, ship category or seniority. The number in the Seniority
column indicates the number of months an employee must have service for before
that particular wage scale will be automatically selected.
Future Wage Scale
At certain intervals the employees in your company will get pay raises. Inserting
these new wages can be a time consuming job and must be done in advance. In the
Future Wage Scale Setup window you can insert the new wages in advance, and
set the date they are valid from. While this job is being completed in advance, the
current wage rates will still be in use.

3.1.18.4 Currency Rounding

Use this register to select specific currencies for rounding. These currencies are
then rounded in the payroll functions.

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3.1.18.5 Period
This register defines the Month and Year of the first period when you start using
the payroll.

3.1.18.6 Wage Type

This register is for defining the details of every wage type employees can hold.

3.1.18.6.1 The Options Menu for Wage Types

Edit Formula
To use a wage type in a calculation, place the cursor in the Wage Formula field and
select Options > Edit Formula. The Wage Formula window opens and you can
make changes to the formulas for wage types and accumulators as necessary.
Clear Formula
Select Options > Clear Formula to clear the Wage Formula field.

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3.2 Switch Department
Select File > Switch Department to access the list of your company’s defined
installations and departments. Note that the Switch Department window only
presents the departments that the logged in user has access to.

Figure 111 The Switch Department Window

The default sort order for Installations and Departments is by Code. If you change
the Sort By radio button to Name, the installations are automatically ordered
alphabetically with the departments within their installation ordered
alphabetically also.
See section 11.9.14 for information on the window for defining new installations
and departments.
Note Close any open windows prior to switching departments. It is not possible to switch
from one department to another while windows are open.

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3.3 Export/Import
Select File > Export/Import to access the sub-- menu containing the commands
for exporting data from and importing data into AMOS Business Suite databases.

Figure 112 The Export/Import Sub-- menu

The AMOS Business Suite User Guides describe the process of exchanging data
between a main office and the installations in an organisation. Section 11.9.4.5 of
this reference manual describes the parameters that determine file extensions for
export and import files, and section 11.9.4.4 shows how to define a transfer
directory.

3.3.1 Export
Select File > Export/Import > Export to view the following window. Choose the
export format from the format drop-- down menu. Add a description to the export
if required.

Figure 113 The Export Window

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S When you click the lookup button next to the Selection File field, AMOS
Business Suite looks for a selection file in the defined Transfer directory.
S Export files are given numbers, and the number is automatically incremented
by one from the last export when you select Export. If the export process fails,
click the lookup button again and select an existing file name. AMOS
presents a warning dialog; click OK to proceed and overwrite the existing
file.

3.3.1.1 Selection File Commands for Import and

Export
During data import or export, command files with the file extension .SEL specify
how to handle the import or export. The following commands may be used in
selection files:
InsertData <On/Off>
Controls whether new table entries may be added during an Import operation.
StampDate <On/Off>
If this is set to On, the new or updated table has the field LastUpdated set to the
current date during import.
StampMark <On/Off>
Controls whether the new or updated table entries have their ExportMarker field
set during import.
OverwriteOldData <On/Off>
Controls whether updates to already existing table entries is allowed during
import.
MarkedRecordsOnly <On/Off>
Controls whether only marked records are included during export.
UnmarkExportedRecords <On/Off>
Controls whether exported records are to be unmarked on export.
IgnoreDeleted <On/Off>
Controls whether deletion messages are included in the export or import. The
default value is Off, thereby including deletion messages. Use this command for
backwards compatibility when exporting to AMOS M&P versions lower than
2.2.00. Such versions are incapable of processing deletion messages. When this
switch is set to On, deletion messages are not exported.

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 Department <Installation number/Department number>
Controls which department to export or import:
DEPARTMENT 002/01
DEPARTMENT 003/02
DEPARTMENT ALL (use carefully at an office site during export)
To process only the current department, do not include any DEPARTMENT
command in the selection file. If your export file contains information from several
departments, use the command DEPARTMENT ALL to import everything.
Register <Table name>
Specifies which register (table) to export or import. You can combine this
command with the commands listed below:
If <SQL Select Statement>
Allows you to specify the criteria that the table entries must satisfy to be exported
or imported.
Note When using If statements, add the text ‘amos.’ to specify additional tables within
the search criteria, as below:
Register ComponentType
If ( ( ComponentType.LastUpdated > LASTEXPORTEDDATE ) AND
( ComponentType.CompTypeID IN (SELECT CompTypeID FROM
amos.ComponentUnit WHERE ( DeptID = 235000003 ) ) ) ) OR
( ComponentType.CompTypeID IN ( SELECT CompTypeID FROM
amos.ComponentUnit WHERE ( DeptID = 235000003 ) AND ( ExportMarker
=1)))
ExcludeFields <Table Field List>
Allows you to specify any table fields not to update during import; all other fields
are automatically included. This command cannot be used in combination with the
command IncludeFields.
IncludeFields <Table Field List>
Allows you to specify which table fields to update during import. All other fields
are automatically excluded. This command cannot be used in combination with
the command ExcludeFields.

3.3.1.1.1 Selection File Examples

Example 1:
MarkedRecordsOnly ON
UnmarkExportedRecords ON
Register Component
Register JobDescription

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Example 2:
MarkedRecordsOnly ON
UnmarkExportedRecords ON
Register OrderForm
If ( FormType In (1,3) ) And ( FormStatus In (2,3) )
The If command is followed by an SQL statement defining the criteria that must
be satisfied before exporting a form.
The FormType field may have one of three values:
S 1 indicating a Purchase Order
S 2 indicating a Requisition Form
S 3 indicating a Query
The FormStatus field may have one of five values:
S 1 indicating Active
S 2 indicating Parked
S 3 indicating Filed
S 4 indicating Split
S 5 indicating Cancelled
The above Register command will only export order forms if they are of the type
Purchase Order or Query with the status of either Parked or Filed.
Example 3:
MarkedRecordsOnly ON
UnmarkExportedRecords ON
Register OrderLine
If OrderID In (Select OrderID From OrderForm Where ( FormType In (1,3) ) And
(FormStatus In 2,3) )
This Register command will only export order lines attached to order forms of the
type Purchase Order or Query with a status of Parked or Filed.
Read the above If statement as follows:
Export the order line if its OrderID (that is the ID of the order to which it is
attached) is in the set of OrderIDs in the OrderForm table satisfying the condition
that the order form type is PurcahseOrder or Query with the status Parked or Filed.
Example 4:
MarkedRecordsOnly Off
Register ComponentType
If ( CompName Like ’%pump’ ) And ( VendorID In ( Select AddressID From
Address Where Code Like ’%SPEC’))

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 This Register command will only export components types where the name
contains the text ’pump’ and are delivered by a vendor name that contains the text
’SPEC’.
Example 5:
InsertData On
OverwriteOldData On
Register ComponentType
ExcludeFields Misc1
If ( CompName Like ’%PUMP’)
This Register command will only import component types where the name
contains the text ’pump’, but the field Misc1 will not update during the import.
Selection File Keywords
Three selection file keywords are implemented in AMOS. These are called Today,
LastExportedDate and LastImportedDate, and they make it possible to create very
flexible selection files. Examples are shown below.
Note When using keywords enclosed within parentheses (brackets) it is necessary for
there to be a single space between a parenthesis and the keyword.
Example: If ( LastExportedDate ………………….…….)
or If (…….…………………. LastImportedDate )
Today
If this keyword occurs in the selection file, it is replaced by the current date. Since
all dates in AMOS also contain a time component, the value substituted for the
Today keyword depends on how it is used. For example, in ’>=Today’ may be
replaced by 1998-- 05-- 14 00:00:00.00000 if the date is 14 May. If the expression
’<=Today’ is used for the same date, the replacement value is 23:59:59.99999.
LastExportedDate
If this keyword occurs in the selection file, it is replaced with the date/time of the
last export performed for the installation and department in question.
LastImportedDate
If this keyword occurs in the selection file, it is replaced with the date/time of the
last import performed for the installation and department in question.
Here are some examples of how to use these keywords:
Register WorkOrder If DueDate <= Today
Register WorkOrder If LastUpdated Between LastExportedDate and Today

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Register WorkOrder If LastUpdated >= LastImportedDate and LastUpdated <=
Today
Avoiding Problems with Import and Hierarchies
To avoid problems with hierarchies during import and export operations, use the
command InitDBCmd in the [Import] section of the AMOSW.INI file. The
following examples show how to use it for the SQL Anywhere and Oracle
databases respectively.
SQL Anywhere:
[Import]
DBMS=ODBC
.
.
InitDBCmd01=SET OPTION WAIT_FOR_COMMIT = ON
Oracle:
[Import]
DBMS=OR8
.
.
InitDBCmd01=SET CONSTRAINTS ALL DEFERRED
Other Ways to Access Database Commands
You can press the CRTL SHIFT F9 keys together to access database commands.
This opens a dialog box where you select a command file to execute commands.
You can also add import and export commands in the [Import] and [Database]
sections of the AMOSW.INI file. If you do, number them from 01 to 99. Here is
an example:
[Database]
DBMS=OR8
.
.
InitDBCmd01=Alter Session Set Optimizer_Mode= First_Rows

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3.3.2 Import
The Import command is parallel to the Export command described in the previous
section, and is for importing data into an AMOS Business Suite database.

3.3.3 Tasks
Select File > Export/Import > Tasks to access the export/import Tasks window,
for defining tasks to handle import and export of data.

Figure 114 The Tasks Window

S The Type drop-- down list below the Description field contains the task type
options. The three available types are Import, Export and Generic. Generic
tasks handle various system maintenance tasks. For example, after files are
successfully imported, there may be a defined task to compress the imported
files, archive them and delete the files on the directory, clearing it for the next
batch of files to be handled.
S The Format drop-- down list contains the options for the format of the file:
Native, Generic or Portal.

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 S The Pre-- process and Post-- process fields are for naming batch files to carry
out before and after the selection file. The file extensions .Bat, .Com and
.Cmd can be used. For example, a Pre-- process batch file may be defined to
get e-- mail files containing data to be imported by a task, and a Post-- process
batch file may contain commands to delete imported files. Such files should
be located on the same directory as the Selection File for the task. If not, the
full path of such files should be provided.
S The Tasks window contains information about when and how often to
perform a task. If the task is only performed on certain days of the week, make
sure that the correct weekdays are checked.
S A defined task can be temporarily de-- activated: Remove the check mark
from the Task Active box of the desired task. The task can be re-- activated
again later by re-- checking the box.
S The task frequency is fixed at 1 minute intervals.

3.3.4 Task Server

Select File > Export/Import > Task Server to execute the defined tasks discussed
in section 3.3.3. When you select this, a filter dialog box appears. In the box you
select which types of tasks and formatsto process:

Figure 115 The Task Server Filter

After you make the selection, the tasks of the selected types are processed. Then
the Task Server window is displayed. In this window, it is possible to delete defined
tasks.

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 Figure 116 The Task Server Window

Note To automate the task server operations using command line parameters:
The parameters available are:
S /Login=user/password
S /Taskserver=all | import | export | generic
S /StartIn=inst/dept
Example string:
C:\Program Files\AMOS\AMOS Business Suite\amosw.exe
/Login=sysop/abcde /Taskserver=all /StartIn=002/01

3.3.5 Export Log

Select File > Export/Import > Export Log to open a list of the log files from
export operations. Each log file contains log number information:
S Who started it.
S The format of the export.
S When the export took place.
S Which selection file was used.
The Post Process Status field contains the number 1 for successful transactions and
0 for unsuccessful ones. If you find unsuccessful transactions, investigate the
possible causes.

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 Figure 117 The Export Log

3.3.6 Import Log

Select File > Export/Import > Import Log to view the Import Log. This is a log
of the import operations.

3.3.7 Portal Log

Select File > Export/Import > Portal Log to record and display error messages
and related information concerning portal importing.

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 Figure 118 The Portal Log

Click the lookup button beside a Form No. to open the original form. In some cases
the message is much longer than the field accommodates. To see the whole
message move the cursor onto the message and a balloon containing the full error
message appears:

Figure 119 An Error Message Displayed in Full

There are two parameters associated with the portal log entitled Show Error
Messages During Portal Import and Store Imported XML Document In Portal Log.
These parameters are described in section 11.9.4.5.
Select Show XML in the Options menu for the portal log to display the stored
XML document for the selected portal log record.

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3.4 Printer Setup
Select File > Printer Setup to view a list of the defined printers. The default
Windows printer is used unless you select a different printer from the Printer
Set-- up window.

Figure 120 The Printer Set-- up Window

Click the Setup button to enter the Properties dialog box for the selected printer.
The options available in this box depend on the printer and printer driver selected.

3.5 Print
Select File > Print to print the contents of the active window on the default
Windows printer. There is a corresponding toolbar button. To print on a different
printer, select File > Printer Setup before starting the printout.

3.6 Exit
Select File > Exit to shut down the database and close AMOS Business Suite. If
there are open windows containing unsaved data, you are prompted to save first.

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Chapter 4 The Maintenance Menu
This chapter covers the commands in the Maintenance menu.

Figure 121 The Maintenance Menu

4.1 Component Types

If the Use Component Types parameter is set to TRUE, the Component Types
register defines the types of components used at multiple locations. This means that
information from the Component Types register is automatically inherited at
multiple locations, making it easier to ensure data consistency. Section 2.7 in this
reference manual further explains the Component Type function.

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4.1.1 The Component Types Filter

Figure 122 The Components Types Filter

Use the filter to narrow your search in the Components Types window. The Only
Component Classes area of the filter contains a list of the defined classes of
components. To select multiple classes press and hold the CTRL key down and click
the desired classes, or, press the SHIFT key to select a range. Section 3.1.8.2
describes the Component Classes register.

4.1.2 The Component Types Window

Several of the tabs in this window are similar to tabs in the Components window and
are described in more detail in section 4.3.

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 Figure 123 The Component Types Window

4.1.2.1 Component Types --- General Tab

The Component Types window opens with the General tab selected by default.
The information in the Name, Maker and Type fields is contained in the Component
Types register. When a component is registered at a location, the information for
these three fields is automatically inherited from the central register.

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4.1.2.2 Component Types --- Jobs Tab
This tab lists the jobs connected to the selected component type:

Figure 124 The Jobs Tab

Click the View button to open the Jobs window, where you can connect jobs to
selected components. When the Jobs window opens, the Options menu updates
automatically to include commands for defining jobs.

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 Figure 125 The Jobs Window

4.1.2.2.1 Options Menu for Jobs Window

The first three commands in the Options menu for the Jobs window are for
specifying the parts and disciplines the job requires, and setting relevant counters.
There are corresponding toolbar buttons for entering these windows.
When you save a new Component Type job, a dialog box appears with the option
to reflect the changes on components of the type. Click Yes to connect the defined
job to all components of the selected type or No to apply the change to the selected
job only.

4.1.2.3 Component Types --- Parts Tab

The Parts tab is for specifying parts connected to the selected component. This tab
corresponds to the one found in the Components window, described in section 4.3.

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 4.1.2.4 Component Types --- Counters Tab
The Counters tab shows the counters defined for the selected component type.

4.1.2.5 Component Types --- Attachments Tab

The Attachments tab is for connecting attachments to the component type.

4.1.2.6 Component Types --- Components Tab

The Components tab lists which components of the selected type are registered.
It also shows the installation where each selected component is in use and its
function, and the status of each registered component of the type.

4.1.2.7 Component Types --- Account Codes Tab

Click the lookup buttons to enter account codes for each of the selected component
types’ categories.

4.1.3 The Options Menu for Component Types

Figure 126 The Options Menu for Components Types

Several of the commands are similar to those found in the Options menu for the
Components window, which is described in section 4.3.

4.1.3.1 Details
Select Options > Details to open the Full Description window. There is a
corresponding button on the toolbar. This window contains additional information
regarding the selected component type.

4.1.3.2 Maker
Select Options > Maker to open the Maker Address window. This window displays
the address and other relevant information for the maker of the component.

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 4.1.3.3 Preferred Vendor
Select Options > Preferred Vendor to open the Preferred Vendor Address window.
This window displays the address and other relevant information for the preferred
vendor of the component.

4.1.3.4 Register as Component

1. To register a component of the selected type at an installation, select Options
> Register as Component.
The Register as Component window, containing a list of the defined
installations and departments, appears:

Figure 127 The Register as Component Window

2. Select an installation/department from the list and click OK to register a new

component of the selected type. To register a component type in more than one
department simultaneously, press and hold the SHIFT key while selecting a
range of departments, or, press and hold the CTRL key to select multiple
departments that are not in a range.
Note When you register a new component this way, any jobs connected to the component
type in the central Component Types register are automatically inherited along with
the component type information.

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 3. Many component types are linked to parts. Parts are stock items that make up
a component and must be registered as stock items within AMOS M&P. To
automatically register these stock items at the same time as the component
registration, check the box entitled “Auto--Register Stock Items” at the bottom
of the window.

4.1.3.5 Copy
You can copy information connected to a component type when creating a new
component type. Select Options > Copy to access the Copy Component window.

4.2 Component Types Hierarchy

Select Maintenance > Component Types Hierarchy to open the Component Type
Hierarchy window. Section 2.8 contains general information about working with
hierarchy windows in AMOS.

Figure 128 The Component Type Hierarchy Window

The lower right part of the window displays a list of which installations/departments
the selected components are installed at.
To search the hierarchy for strings of numbers and/or letters, press the F3 key or
select Options > Find to open the Find window.

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4.3 Components
The maintenance information in AMOS M&P is organised according to the physical
installation: the ship, assembly line or plant. The installation is described by its
components. A component is any physical unit on which a maintenance task is
performed.
A component may be made up of other smaller components. At the lowest level
components have parts. A part is the smallest physical unit that is normally replaced
at one time.

4.3.1 The Components Filter

Select Maintenance > Components to open the Components window. There is a
corresponding toolbar button. The filter appears.

Figure 129 The Components Filter

The filter contains two tabs, Basic and Advanced, which provide criteria for
narrowing your search.
The Only Component Classes area in the Advanced tab contains a list of the defined
component classes. To select multiple classes, press and hold the SHIFT key while
clicking the desired classes in a range. Section 3.1.8.2 describes the Component
Classes register.

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4.3.2 The Components Window

Figure 130 The Components Window

4.3.2.1 Components --- General Tab

The screen picture above shows the Components window with the Component
Types function turned off. This function is described in section 2.7. By default, the
General tab is selected when the window opens.
There are two buttons next to the Location field. Click the lookup button to view a
list of defined locations. Click the Hierarchy button to view the Locations window.
This window is described in section 3.1.3. If the component is installed in a function,
its location will be the same as that of the function. If the function location changes
then so will the component location.
If the Component Types function is on, there are several fields in the window with
greyed--out backgrounds. You cannot edit these fields. The Component Types
register is described in section 4.1.
The Purchased area of the General tab contains fields for specifying when the
component was purchased, the price paid and the depreciation period.

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 4.3.2.2 Components --- Details Tab
The Details tab displays a description for the selected Component. In this window
you can add general information to a component and use it in conjunction with a
pre--formatted template if required.

4.3.2.3 Components --- Jobs Tab

Note The AMOS Business Suite -- M&P User Guide describes the most important aspects
of how to define, plan, report on and follow up maintenance jobs with AMOS M&P.
Use the Jobs tab to connect maintenance jobs to the selected component.

Figure 131 The Components Window -- Jobs Tab

Click the Details button to access the View Job Description window, which displays
each job description. Click the View button to open the Component Jobs window
and view the information for each job:

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 Figure 132 The Component Jobs Window

4.3.2.3.1 The Component Jobs Window Options Menu

When you open the Component Jobs window, the Options menu updates
automatically to include the commands for defining a job:

Figure 133 The Component Jobs Options Menu

Required Parts
Selecting Required Parts displays a list of all the spare parts ever used on previous
instances of the selected job. The Max. Used field in this window contains the
maximum number of each stock item ever used.

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Required Disciplines
The Required Disciplines window contains a list of all the disciplines ever used on
previous instances of the selected job.
Counters
Select Options > Counters to set any relevant counters.
Related Jobs
This menu item is for creating a hierarchy of related jobs to report together. At least
two must be listed in the jobs window. To relate jobs:
1. Highlight the main job and select Options > Related Jobs. The Related Jobs
window appears:

Figure 134 The Related Jobs Window

2. Click the lookup button on the right side to choose the related job from the list
that opens. You can create several levels of related jobs, but you cannot create
a loop back to any of the previously related jobs.
3. If the main job is to be reported and marked as completed but one or more of
the related jobs is incomplete, a warning appears suggesting that you mark the
main job incomplete. To report the main job as completed anyway, you must
report separately all the open related jobs.

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Triggers
Select Options > Triggers to open the Component Jobs Triggers window. In this
window you link as many triggers as necessary from the drop--down list of
pre--defined triggers to the selected job.
Included in Rounds
Select Options > Included in Rounds to include several jobs in the same Round.
The Rounds register is described in section 4.7. A job also has a Job Description, and
this register is described in section 3.1.8.1.
Job Description
Select Options > Job Description to view the job descriptions for the selected job.
Depending on the setting of the ’Job Description Revision Control’ parameter, there
can be multiple revisions of the job description stored here. At any time, only one
revision of any description can have the status Active, and only one draft revision
can exist. The job descriptions available when creating new records in component
job, component type and requisition work are always of the status Active.
Create Work Order
Select Options > Create Work Order to create a new work order with most details
included for the highlighted job.

4.3.2.4 Components --- Parts Tab

The Parts tab opens the window for specifying parts connected to the selected
component.

Figure 135 The Components -- Parts Tab

Click the View button to display the stock item window for the selected part. The
Stock Items register is described in section 5.3.

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4.3.2.5 Components --- Counters Tab
The Counters tab shows the counters defined for the selected component.

Figure 136 The Components Window-- Counters Tab

The Counter drop--down list displays the values defined in the Counter Types
register. This register is described in section 3.1.7.3.
Check the Calculate Average field to calculate average values for a counter.
To set a counter to inherit its value from a specified component, click the lookup
button next to the rightmost field on the tab. The selection window appears. Choose
the component to set the counter to.

4.3.2.6 Components --- Attachments Tab

You can connect attachments, such as scanned images or videos, to a component.
The Attachments tab shows the files connected to the component. There is a
corresponding toolbar button. To preview an attachment, select it and click the View
button.
Section 3.1.11 contains a description of the attachment functionality available in
AMOS.

4.3.2.7 Components --- Account Codes Tab

Click the lookup buttons to enter account codes for each of the selected component
types’ categories.

4.3.2.8 Components --- Work Order Tab

This tab contains the list of work orders for the selected component. To view a work
order, select it and double click on it or click on the View button at the bottom of the
tab.

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 4.3.2.9 Components --- History Tab
The Report Work window in AMOS M&P contains a History tab. This tab provides
a list of all history for the selected component.
Select a history line and double click it or click the View button at the bottom of the
tab to view the history window for the selected line.

4.3.2.10 Components --- Maintenance Log Tab

When a user reports work, the information is stored in the maintenance log. The
Maintenance Log tab in the Components window contains a list of all maintenance
log entries for the selected component.
Select a maintenance log entry and double click on it, or click the View button at the
bottom of the tab to view the maintenance window for the selected entry.

4.3.2.11 Components --- Functions Performed Tab

Components can perform more than one function, or may occasionally be removed
from their normal function for repair etc. The Functions Performed tab keeps a
record of all functions performed by the component you have selected, together with
installation and removal details.

4.3.3 The Options Menu for Components

Figure 137 The Options Menu for Components

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4.3.3.1 Maker
In the active Components window, select Options > Maker to specify address and
other relevant information for the component maker.

4.3.3.2 Vendor
Select Options > Vendor in the Components window to access the Vendor Address
window. The General tab specifies address and other relevant information about the
component vendor. The Products tab displays the various products that the vendor
supplies.

4.3.3.3 Transaction Codes

The Transaction Codes parameters connect expenses to a specific budget
dimension, like Responsible or Project. Select Options > Transaction Codes in the
Component window and the Transaction Codes window appears:

Figure 138 The Transaction Codes Window

Section 11.9.7 describes the definition of transaction codes.

4.3.3.4 Stock Transactions

AMOS M&P keeps track of items in stock and purchasing functions. See the AMOS
Business Suite -- M&P User Guide for more details. Select Options > Stock
Transactions in the Component window to view the stock transactions connected
to the selected component.

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 Figure 139 The Stock Transactions Window

4.3.3.5 Component Status Log

Select Options > Component Status Log to open the Component Status Log
window:

Figure 140 The Archive Sub--menu

Details of all changes to the selected components’ status are displayed in the lower
pane.

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4.3.3.6 Archive
Select Options > Archive to access a sub--menu containing the three different kinds
of archive information available for components transferred in from other
departments. The parameter Create Component Archive On Transfer In must be set
to true.

Figure 141 The Archive Sub--menu

The three Archive windows are similar to the corresponding windows in the main
section of the Options menu but contain historical data from departments that
previously owned the particular component. Because of this, the windows are Read
Only. They show which department created each record.

4.3.3.7 Report Work

To report on a work order defined for the selected component select Options >
Report Work. There is a corresponding toolbar button.

Figure 142 The Report Work Window

If there are no defined work orders listed in the Report Work window, the application
assumes that the work to be reported is Unplanned.
See the AMOS Business Suite -- M&P User Guide for further information on the
Report Work window.

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4.3.3.8 Requisition Work
Unexpected work on a specific component is recorded in the Requisition Work
window. To open the Requisition Work window, select Options > Requisition
Work. There is a corresponding toolbar button. See section 4.15 for more details
about requisition work.
The AMOS Business Suite -- M&P User Guide further explains the use of the
Requisition Work window.

4.3.3.9 Copy
When you create a new component, you can copy connected information. To open
the Copy Component window, select Options > Copy.

Figure 143 The Copy Component Window

The field New Component No. is for specifying the number of the new component.
Check the boxes accordingly to determine which types of information are copied to
the new component. Click OK to insert the new component in the list in the
Components window. You can edit the information using the commands already
described in this section.

4.3.3.10 Change Status

The Default Status of New Components parameter is for determining the status of
new components introduced to the system. To change the status of a selected
component select Options > Change Status, in the Components window.

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 Figure 144 The Change Component Status Window

Check the Change status of sub--components also check--box to automatically

change the status when the status of the parent component is changed.
To transfer a component to another department, select Transferred from the New
Status drop down list. The Office installation can then transfer the component to its
destination department.
Note Changing the component status to Transferred or Scrapped causes AMOS M&P to
cancel all outstanding work orders, including round work orders, unless reported as
started.
See section 11.9.4.1. of this reference manual for a description of the Default Status
of New Components parameter.

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4.4 Components Hierarchy
Select Maintenance > Components Hierarchy to open the Components Hierarchy
window. There is a corresponding toolbar button. Section 2.8 contains general
information about working with hierarchy windows in AMOS.

4.4.1 The Component Hierarchy Window

Figure 145 The Component Hierarchy Window

In Figure 145, the Diesel Engine component is selected in the hierarchy. The right
side of the window contains information from the Components register about the
installed component. The tabs at the top of the Component Hierarchy window
contain all relevant component information.
To search the hierarchy for strings of numbers and/or letters, press the F3 key or
select Options > Find to open the Find window.
To create a new folder in the component hierarchy:
1. Select the folder where you want to place the new folder.

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 2. Click the New button.
3. If you selected a top level folder, the following message appears:

Figure 146 The Confirm Dialog Box

4. Click Yes to create the new folder on the top level, or click No to have the new
folder created as a sub--folder in the currently selected folder.

4.4.2 The Options Menu for Component Hierarchy

Figure 147 The Options Menu for the Component Hierarchy

Most of the commands in the menu correspond to the ones found in the Options
menu of the Component window. They are described in section 4.3.
The hierarchy is normally displayed in alphabetical order by component name.
Clicking on Show Numbers displays the same hierarchy window, but with the
component numbers displayed before the names and re--arranged in numerical
order.

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 To search the hierarchy for strings of numbers and/or letters, press the F3 key or
select Options > Find to open the find window.

4.5 Functions
Components move around, but functions do not. For example, in a 6--cylinder
internal combustion engine, Piston 3 is a function. There can also be a component
called piston 3 -- today. However, that physical component may be taken out, cleaned
and put back into the piston 4 position, and the component name then becomes
piston 4.
The Functions register is described below. The defined functions may also be
displayed and manipulated in the Functions hierarchy, which is described in section
4.6.

4.5.1 The Functions Filter

Figure 148 The Functions Filter

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4.5.2 The Functions Window

Figure 149 The Functions Window

The Parent Function look--up facility allows you to create a function hierarchy in this
window as an alternative to using the Functions Hierarchy window described in
section 4.6.
The two budget look--up windows define the default budget codes for the
component installed in the function.
The Component Performing the Function field displays the component connected
to the selected function. The component nstalled in a function, has the same location
as the function. If the function location changes then so will the component location.
The Functions hierarchy is for installing and removing components in defined
functions. The Functions hierarchy is described in section 4.6.

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4.5.3 The Options Menu for Functions

Figure 150 The Options Menu for Functions

Details
Select Options > Details in the Functions window to view the full description.
There is a corresponding toolbar button.
Counters
Select Options > Counters to register counters against functions. This allows you
to record cumulative counter readings for a function regardless of the component(s)
performing it. Whenever a component installed in the function has its counter
reading updated, the function counter is also incremented by the same amount as the
component. The function counter value is displayed in the counter overview
window found at Maintenance > Counters > Overview. Section 4.18.2 contains
information on the counter overview window.
Rotation Log
Select Options > Rotation Log to view the components installed in and removed
from a selected function. The rotation log is automatically updated when the
Functions hierarchy updates this information. To see the comments registered while
installing or removing a component in a function, select the required line and go to
Options > Details.
Install Component
Select Options > Install Component to choose a component to install into the
function.
Remove Component
Select Options > Remove Component to remove the selected component from the
function.

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There are several reasons to choose from for the removal, which translate effectively
into states of the removed component, and the option Remove sub--components
also.
If component Status Scrapped or Transferred is chosen, all outstanding work orders
are cancelled unless already reported as started. Work can still be reported against
already started work orders until they are reported as completed.
For a more detailed description of the install component and remove component
functionalities, see section 4.6.
Copy Functions...
Select Options > Copy Functions and select from the list of functions those which
you wish to copy to a new department. To change the department to which you are
copying, click the lookup button to the right of the To Department field.
Change Status...
Select Options > Change Status to change the status of a function.
When a function is no longer required, you cannot delete it in case it has any history
or rotation associated with it. Instead, a status can be placed against a function in the
same way as against a component, and when the function is set to scrapped, it will
not appear in the register or the Function Hierarchy.
To set a function to scrapped, if there are any sub--functions, first manually move
the sub--functions, or set the sub--functions to be scrapped as well by checking the
’Change status of sub--functions also’ checkbox in the Change Status dialog. Only
then can the status of the function be changed to Scrapped.

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4.6 Functions Hierarchy
Select Maintenance > Functions Hierarchy to open the Function Hierarchy
window. There is a corresponding toolbar button. Section 4.5 describes the Function
register, and section 2.8 contains general information about working with hierarchy
windows in AMOS.

4.6.1 The Function Hierarchy Window

Figure 151 The Function Hierarchy Window

In the illustration above, the function Main engine is selected in the hierarchy. A
component is installed in this function, and the right hand side of the window
contains information from the Components register about the installed component.
The tabs at the top of the Function hierarchy window contain all relevant
information about the installed component.
The component installed in a function, has the same location as the function. If the
function location changes then so will the component location.
It is possible to search the hierarchy for strings of numbers and/or letters. Use the
F3 key or select Options > Find.
To create a new folder in the Function hierarchy, select the folder to place the new
folder in and click New. If a top level folder is selected when you click the button,
the following message appears:

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 Figure 152 The Confirm Dialog Box

Click Yes to create the new folder on the top level, or click No to have the new folder
created as a sub--folder in the currently selected folder.

4.6.2 The Options Menu for Function Hierarchy

Figure 153 The Options Menu for the Function Hierarchy

4.6.2.1 Details
Select Options > Details to open the Full Description window. There is a
corresponding toolbar button.

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4.6.2.2 Function Counters
Select Options > Function Counters to register counters against functions. You
can record cumulative counter readings for a function regardless of the
component(s) performing it. Whenever a component installed in the function has its
counter reading updated, the function counter increments by the same amount as the
component. To view the function counter value Counter Overview window select
Maintenance > Counters > Overview. Section 4.18.2 contains information on the
counter overview window.

Figure 154 The Function Counters Window for the Function Hierarchy

4.6.2.3 Component
When the selected function in the Function Hierarchy window contains an installed
component, the Components sub--menu in the Options menu is available. The
commands available in this sub--menu correspond to the ones in the Options menu
of the Components Register window. They are described in section 4.3.

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4.6.2.4 History
Select Options > History to view the history information registered for any
component currently installed in the selected function. The History window shows
the component number for each history line.

Figure 155 The History Window for the Function Hierarchy

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4.6.2.5 Stock Transactions
Select Options > Stock Transactions to view stock transaction information
registered for any component currently installed in the selected function.

Figure 156 The Stock Transactions Window for the Function Hierarchy

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4.6.2.6 Maintenance Log
Select Options > Maintenance Log to view information about logged maintenance
performed on any component currently installed in the selected function.

Figure 157 The Maintenance Log for the Function Hierarchy

When you select a line in the maintenance log, the Options menu updates to contain
commands that provide access to the logged information such as any registered
History, Stock Used, Resources Used and Counter Readings.

Figure 158 The Options Menu for the Maintenance Log

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4.6.2.7 Archive
The items available in the Archive sub--menu correspond to the ones found in the
Options > Archive sub--menu of the Components window. They are described in
section 4.3.

4.6.2.8 Change Status...

Select Options > Change Status to change the status of a function.
When a function is no longer required, you cannot delete it in case it has any history
or rotation associated with it. Instead, a status can be placed against a function in the
same way as against a component, and when the function is set to scrapped, it will
not appear in the register or the Function Hierarchy.
To set a function to scrapped, if there are any sub--functions, first manually move
the sub--functions, or set the sub--functions to be scrapped as well by checking the
’Change status of sub--functions also’ checkbox in the Change Status dialog. Only
then can the status of the function be changed to Scrapped.

4.6.2.9 Report Work

Performed maintenance work is reported by registered components. However, you
can also use the Functions hierarchy as the starting point for reporting work, if a
component is installed in the selected function. When you select Report Work from
the Options menu, AMOS M&P knows Function and Component numbers based
on which function is selected. See the AMOS Business Suite -- M&P User Guide for
information on how work is reported.

4.6.2.10 Requisition Work

You can select Options > Requisition Work to requisition work on the component
currently installed in the selected component.

4.6.2.11 Install/Remove Component

The Functions hierarchy window is for installing and removing a component from
a function. There are two toolbar buttons for this purpose. One of them is available,
the other is unavailable when a function is selected. If a component is installed
already, the Remove Component button is available. When no component has been
installed, the Install Component button is available. There are corresponding
commands in the Options menu, called Install Component and Remove Component.
The following dialog box is displayed when installing and removing a component
in a function. The Details field at the bottom of the box is for entering relevant notes
about the component. These Details are viewable on the Rotation Log tab and are
recorded against each installation or removal of the component.

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 Figure 159 The Remove Component Window

When the Remove sub--components also box is checked, removing the selected
component also removes all components in sub--functions of the currently selected
function. Rotation Log entries are made for these components, containing Status,
Removed, Removed By and Details.
Use the Financial Details checkboxes in conjunction with the Accounting Module.
Check them to re--set default values on Component and Component Job financial
details. These boxes are only visible if you have a license for the accounting module.

4.6.2.12 Show Numbers

The hierarchy is normally displayed in alphabetical order by function name.
Selecting Options < Show Numbers displays the same hierarchy window, but with
the function numbers displayed before the names and re--arranged in numerical
order.

4.6.2.13 Find
To search the hierarchy for strings of numbers and/or letters, press the F3 key or
select Options > Find to open the find window.

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4.7 Rounds
You can define Rounds of similar jobs that are placed on a single work order.
Typically, jobs in a round are handled by a single discipline, but this depends on how
the rounds are defined.
The functions for planning and reporting on maintenance jobs are described in
Chapter 4 of this reference manual, and also in the AMOS Business Suite -- M&P
User Guide.

4.7.1 The Rounds Filter

Figure 160 The Rounds Filter

The Discipline drop--down list displays the values from the register with the same
name, described in section 3.1.11.2.

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4.7.2 The Rounds Window

Figure 161 Example of the Rounds Window

The History Template drop--down list displays values from the register described in
section 11.9.4.
There are three available output formats for a round:
S List -- containing a single line for each job.
S Compact List -- containing only the most important information.
S Work Order format -- also includes the textual description of each job.
The Reporting method dropdown list contains two values: Simple and Full. When
work is reported against a round work order, the interface is somewhat different for
the two options. See section 4.14.3 for more details.

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 The Planning Method drop down list contains two selections: Variable and Fixed.
Set the Planning method as appropriate. When a Round is reported as complete, the
system generates the next round--type work order according to the planning method
selected for the previous round.
Check the Include All Jobs when Generating Work Orders check--box to generate
a work order covering all the maintenance jobs included in the round when the user
selects Options > Create Work Order. If this box is left unchecked, you must
ensure that:
S The Round Frequency is set to the same interval as that of one of the included
component jobs -- the one with the lowest frequency interval. And,
S The linked component job frequency is a multiple of the round frequency (i.e.
if the round frequency is 2 weeks, then the component job frequency should be
2, 4, 6 8, etc weeks).
Last Done is the date on which the round was last completed. The combination of
Last Done and Frequency gives the date by which the round must be completed next
time. The value specified in the Window field gives the period, in days, during which
the round must be completed. For example, if Last Done is 25.12.04, Frequency is
12 Months and Window is 5, then the round can be completed any time between 20th
and 25th December 2005.

4.7.3 The Options Menu for Rounds

Figure 162 The Options Menu for Rounds

Select Options > Details in the Rounds window to open a window with a Full
Description for the selected round.
Select Options > Jobs in the Rounds window to view a list of the jobs included in
the round. In this window, you can change the sequence in which the jobs appear.
To move a job, select it. The yellow arrow in the left part of the screen indicates
which job is currently selected. Use the green arrows in the left part of the window
to move a job up or down in the sequence.

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 Figure 163 The Jobs Window from the Options Menu for Rounds

Select Options > Create Work Order in the Rounds window to generate a new
work order for the selected round. The new work order is given the status Issued.
Work may be reported on a work order with the status Issued.

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4.8 Work Orders
Work Orders describe which jobs and other tasks need doing. Work Orders are
arranged in a five step work order flow:
1. When the work order for a defined job is completed, generate a new work
order. By default, the status of the new work order is set to Requested.
2. Use the Planning window to schedule the job and detail needed resources, etc.
Then change the work order status to Planned. This is described in section
4.10.2.
3. Issue the actual work orders and print a maintenance plan.
4. As the maintenance work is performed, report it on the various work orders.
Continue until the work order is ready to be reported as Completed.
5. Control the work reports and file them for records.
There are three types of work orders:
S Periodic work orders, generated for jobs with a defined periodic frequency,
for Condition Based Maintenance (CBM) or for counters.
S Round work orders.
S Work orders generated when work is requisitioned as the need arises.
There are system parameters for indicating default priority and status of each type
of work order, as well as the default output format and if Controlled and Completed
work orders of the various types are to be Auto-- filed. The parameters are described
in section 11.9.4.
Select Maintenance > Work Orders to open the Work Orders window.

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4.8.1 The Work Orders Filter
The Filter for Work Orders has two tabs, Basic and Advanced:

Figure 164 The Work Orders Filter - Basic Tab

In the Basic tab are the parameters for narrowing the list of work orders to view.
For example, you can specify CBM Criteria as Acknowledged and/or
Unacknowledged, filter Only Job Classes or Only Disciplines and select from the
Planning area to select work orders according to when they are due. Check the
’Show Project Jobs’ box to include work orders assigned to projects.

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 Figure 165 The Work Orders Filter - Advanced Tab

All the filtering options on both tabs are active for use to filter work orders.

4.8.2 The Work Orders Window

The Work Orders window contains a list of all the work orders in the system. In
this window you can select a work order and report work on it, and change the
current status of the work order.
In the bottom of the Work Orders window is a list of work orders matching the filter
criteria. Select a work order from this list by checking the box to the left of the
desired order. This displays the details in the top of the window. You can select
more than one at once to handle them simultaneously. The window opens with the
General Tab selected by default.

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 Figure 166 The Work Orders Window - General Tab

4.8.2.1 Work Orders Window --- General Tab

In the General tab, you can:
S Open the Status drop-- down list to change the status of the selected work
order.
S View the project numbers of selected work orders.
S Select Maintenance > Report Work to report work performed on an issued
work order. For more information see section 4.14.
S Adjust the Due Date of a work order. The Due Date of a work order contains
a checkbox called Locked. When new work orders are generated
automatically the Locked checkbox is always unchecked. This allows the
system to adjust the estimated due date based on counters, for example.
Manually generated work orders are locked when defined, but you can
uncheck the box to move the due date.
S Check if the Parent WO field contains a work order number and description,
to indicate that the selected work order is a sub-- work order of the one listed
in the Parent WO field.
S Enter or alter a suggested amount to display on the details tab during reports,
in the Estimated Misc. Cost field.

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4.8.2.2 Work Orders --- Details Tab
The Details Tab in the Work Orders window provides a full description for the
currently highlighted work order.

Figure 167 An Example of the Work Orders Window - Details Tab

Figure 167 shows a description based on a template. Select Edit > Change
Template to specify the template. See section 11.9.4.3 for a description of the
templates location, and see Chapter 12 for information on the creation of new
templates.

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 4.8.2.3 Work Orders --- Additional Info Tab
Below is an example of the Additional Info Tab in the Work Orders window:

Figure 168 The Work Orders Window - Additional Info Tab

The Additional Info tab contains three text fields for providing additional
information about the Effect and Cause of the selected Work order, and the Action
Taken.
At the bottom of this tab is a field entitled Form No. The form numbers and
descriptions of any purchase forms created for the selected work order appear here.

4.8.2.4 Work Orders --- Job Description Tab

A defined job can contain a Job Description with printable instructions for carrying
out the work order. The Job Descriptions register is described in section 3.1.8.1.
Note If the selected Work Order is a round, the Job Descriptions tab changes to Round
Details and displays the information entered at Maintenance > Rounds > Options
> Details.

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4.8.2.5 Work Orders --- Required Parts Tab
The Required Parts tab for the Work Orders window is for registering the parts in
use in the selected work order and information related to the parts such as price,
etc. The currency and price as displayed in this tab are used when updating the
Stock Transaction register with details of Stock Used entered in Report Work for
the Work Order.
Click the New and Delete buttons at the bottom of the tab to add or remove parts
on the work order. Click the View button to display the stock items window for a
selected part. Clicking the Show All button displays all the spare parts ever used
in previous instances of this job. The Max. Used field contains the maximum
number of the selected stock item ever used in reporting this job.

4.8.2.6 Work Orders --- Required Disciplines Tab

The Required Disciplines tab for the Work Orders window is for registering which
disciplines are involved in the selected work order.
Click the New and Delete buttons at the bottom of the tab to add or remove
disciplines on the work order. Click the Show All button to show all disciplines
ever used in previous instances of this job.

4.8.2.7 Work Orders --- Included Jobs Tab

If the selected work order is defined as a round, the Included Jobs tab displays a
list of all the jobs included in the round. Defining rounds is described in section
4.7.

4.8.2.8 Work Orders --- Attachments Tab

The Attachments Tab for the Work Orders window shows any attachments
associated with the selected work order. You can add and delete attachments from
this tab and view the selected attachment with the respective buttons at the bottom
of the tab. The attachments to add are held in the register covered in section 3.1.11.

4.8.2.9 Work Orders --- Financials Tab

The Financials Tab for the Work Orders window is where you select the work order
budget code and, if you have a license that includes the accounting module, also
the cost centre and account. Much of this information may be present by default
according to how the system was set up, and your level of access within the
application also affects the options available here.

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 4.8.2.10 Work Orders --- Permits to Work Tab
Use the Permits to Work tab for the Work Orders window to add, remove, view,
acknowledge and print any permits to work attached to the job description
associated with the work order.
To add a permit:
Click New. A search window appears from which to select the required permit.
To remove a permit:
Click Delete. It is not possible to delete a permit to work if it has been issued or
acknowledged.
To View/Acknowledge a permit:
Double-- click the permit. The details appear in a new window. If the permit is
issued to the current user, the following dialog box appears when attempting to
close the details window:

Figure 169 The Acknowledge Permit to Work Dialog Box

Click Yes to acknowledge the permit. The acknowledged permit is still viewable,
but no further issuing, withdrawing or acknowledging is possible. Click No to not
acknowledge the permit.
To print a permit:
Double click on the permit and click Print in the details window.
Note If a Permit to Work is issued to a particular user, no one else can acknowledge the
permit. Only the specified user can report work for that work order. To allow
another user to perform the work, the issued permit must be withdrawn from the
original user and re-- assigned to the new one.
See section 4.8.3.12 for more information on issuing and withdrawing permits.
Note If you attempt to report work against a work order that has unacknowledged
permits to work outstanding, an error message appears.

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 4.8.2.11 Work Orders --- Non Conformities Tab
Open this tab to view a list of non conformities for the selected work order. The
Number, Name, Due Date and Status of the non conformities are listed in the top
half of the window. To create a non conformity for the selected work order, click
New.

4.8.3 The Options Menu for Work Orders

When the Work Orders window is open, the Options menu appears on the main
menu bar. It contains the following commands:

Figure 170 The Options Menu for Work Orders

4.8.3.1 Job Description Attachments

Select Options > Job Description Attachments to view which work-- related
attachments are associated with a particular Work Order. You can add and delete
related attachments from this window. To view the selected attachment, choose
Options > View Attachment. The Attachment Register is discussed in section
3.1.11.

4.8.3.2 Maintenance Log

Record any work performed on work orders in the Maintenance log to keep track
of parts and resources used, and progress. There is a separate command for the log
in the Maintenance menu, and it is described in section 4.20.

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4.8.3.3 Component History
This menu entry opens the Component History window as described in section 4.3.

4.8.3.4 Reschedule Log

Record rescheduled work orders in the reschedule log. To use the reschedule log,
set the parameter Log Job Rescheduling to True. To record the reason for
rescheduling the job set the parameter Require Reason For Job Rescheduling to
True. Both of these parameters are described in section 11.9.4.5.

4.8.3.5 Report Work

The functions for reporting work are described in section 4.14.

4.8.3.6 Issue
Planned work orders are issued from the Work Orders window. You can issue more
than one order at a time by checking several at once. Select Options > Issue, or
click the corresponding toolbar button to issue the required job(s). In the Issue
Work Orders dialog box that appears select the preferred Output Format and how
to sort the output.

4.8.3.7 Control
Unless a system parameter is set to file completed work orders automatically, you
control and file the work orders in the Work Order window. From the Work Orders
window, select the work orders to mark as Controlled and go to Options > Control,
or click the corresponding toolbar button.

4.8.3.8 Copy
Select Options > Copy to copy an existing work order. The new work order
receives the next available number in the series. When presented with the dialog
box, choose whether to copy the required details, parts and/or disciplines when you
make the copy.

4.8.3.9 Create Sub ---Work Order

Select Options > Create Sub-- Work Order to create one or more sub-- work
orders from a parent work order. The new sub-- work order receives the same
number as the parent plus an additional letter, and the parent number is displayed
in the main window. When presented with the dialog box, choose whether to copy
the required details, parts and/or disciplines when you create the sub-- work order.
You cannot report a parent work order until all sub-- work orders are completed or
cancelled.

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 4.8.3.10 Order
To purchase a work order as a service, select Options > Order The selection
window opens, where you can choose whether to add the work order as a line item
to an existing form or to create a new form altogether. Check the checkbox if you
want to list affected forms. When a new form is created it receives the next form
number in the sequence and the work order details are included as a line item
attached to the form.

4.8.3.11 Add to Project

Select Options > Add to Project to add the selected work order onto an existing
project. The Add to Project dialog box appears, containing fields to select the
Project and Section to add to. The selected work order is listed underneath the
Select Project_Section areas of the dialog box. To add multiple work orders, check
the boxes of all the work orders in the work orders window you wish to add, and
then choose Options > Add to Project.

4.8.3.12 Change Status of Permit to Work

The user must acknowledge permits to work attached to the work order prior to
carrying out the job. Select Options > Change Status of Permit to Work to open
the following dialog box:

Figure 171 The Change Status of Permit to Work Dialog Box

Click the lookup button to select the user to issue the work permit to, and click OK.
To withdraw a work permit, select the radio button and click OK.

4.8.4 Printing Work Orders

Print lists of jobs from the Work Orders window. Select the work orders for printing
and click Print. The following dialog box contains options for the printing of the
work order: All the information belonging to each Work Order is printed together
on one page (or more as required) including rich text and plain text. Any templates
are printed on separate pages. The summary for each Work Order follows it
immediately, and then the information for the next Work Order follows that.

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 Figure 172 The Print Work Orders Dialog Box

If you click the Print button before selecting a work order, an extended Filter
appears. It contains the same options as the regular Work Orders filter, plus the
Output options from the dialog box displayed above.

4.9 Work Planning

Generated work orders have the status Requested and not Planned (unless certain
work order flow system parameters at the installation are set differently). To
activate work orders you must plan them in the Work Planning window. The Work
Planning window allows you to re-- schedule and track the work orders.

4.10 The Work Planning Interface

The following sections describe the Work Planning functionality as included with
purchase.

4.10.1 The Work Planning Filter

The Filter for the Work Planning window is the same that is used for the Work
Orders window. This filter is described in section 4.8.1.

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4.10.2 The Work Planning Window

Figure 173 The Work Planning Window

Components of the Work Planning Window

S The work order statuses are colour coded. Open the dropdown list on the
second toolbar and point the cursor at each colour to see which status it
represents.
S On the left side of the window is a list of the work orders matching the criteria
you specified in the filter window.
S In the right side of the window is a timeline graphic. Each work order in the
list is represented by a colour coded horizontal bar on this timeline.
S When you open the work-- planning window, the Gantt chart scrolls to Today.
When you click a work order title, the Gantt chart automatically scrolls to the
associated work order, and selects it. Click a column header in the Gantt chart
to sort the chart by that column.
S The upper-- left part of the window contains several columns with additional
information about the work orders. Use the mouse to drag the line separating
the data columns and the graphical timeline sideways, depending on what you
want to display.

4.10.2.1 The Detail Tab

This tab displays the details of the selected work order. Note that a single line can
represent several jobs (for example, if the work order represents a round).

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 4.10.2.2 The Selected List Tab
In the Selected List tab you can select multiple work orders and work on them as
a group. Hold down the CTRL key while clicking on the work orders to select.

4.10.2.3 The Disciplines Tab

This tab shows an overview of the disciplines with planned work. The figures in
the Work column represent the total number of hours planned for each discipline.
The timeline to the right of the three tabs shows the number of scheduled hours for
the involved disciplines for the selected work order. Press the F5 key to update the
Disciplines tab.

Figure 174 The Work Planning Window - Disciplines Tab

4.10.3 The Options Menu for Work Planning

The Options menu appears on the main menu bar when you open the Work
Planning window. It contains the following commands:

Figure 175 The Options Menu for Work Planning (1)

If you have selected several work orders (by pressing the CTRL button while
clicking), the Options menu looks like this:

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 Figure 176 The Options Menu for Work Planning (2)

4.10.3.1 Required Parts

Select Options > Required Parts to view the list of parts connected to the selected
work order. There is a corresponding toolbar button.

Figure 177 The Required Parts Window

4.10.3.2 Required Disciplines

To specify additional disciplines for the selected work order, select Options >
Required Disciplines. There is a corresponding toolbar button.

Figure 178 The Required Disciplines Window

To add a new line, click the New button, select the discipline from the first
drop-- down list and specify the number of hours. It is also possible to specify the
estimated cost in the same window.

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4.10.3.3 Included Jobs
If a round is attached to a work order, the command Included Jobs is available in
the Options menu. Select it to access the list of jobs that are included in the round.

4.10.3.4 Change Status To

Select Options > Change Status To to change the status of one or more work
orders in the timeline. When you select the command, a list of the available options
appears.

4.10.3.5 Change Values

Select Options > Change Values to change certain values of multiple work orders
in the timeline.

Figure 179 The Change Values Dialog Box

4.10.3.6 Settings
To access the window for setting up the calendar, ensure that the Work Planning
window is open and select Options > Settings. The dialog box shown below is
used to specify what the timeline should look like.

Figure 180 The Timeline Settings Dialog Box

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 Note that if the Autoscale box is checked, the number of pixels per day is set to
zero and the timeline automatically scales to display the defined work orders.

4.10.3.7 Refresh Disciplines

Select Options > Refresh Disciplines to refresh the corresponding tab at the
bottom of the window. Alternatively, you can press the F5 key.

4.11 Enhanced Work Planning

If your company purchased a license that includes the Projects Module, you also
have access to the Enhanced Work Planning Interface. This offers greater
functionality and flexibility than the standard interface. You can carry out almost
all maintenance planning and reporting through the enhanced interface.

4.11.1 The Enhanced Work Planning Filter

The filter for the Work Planning window is similar to the one used for the Work
Orders window. This filter is described in section 4.8.1. The main difference is that
you can search for project jobs by individual project (either on their own or with
all other work orders) or by individual project section (only section jobs are
shown).

4.11.2 The Components of the Enhanced Work Planning

Window
S The work order statuses are colour coded. Open the dropdown list on the
second toolbar and point the cursor at each colour to see which status it
represents.
S On the left side is a list of the work orders matching the criteria that you
specified in the filter window.
S In the right side of the window is a timeline graphic. Each work order in the
list is represented by a colour coded horizontal bar on this timeline.
S When you open the work-- planning window, the Gantt chart scrolls to Today.
When you click a work order title, the Gantt chart automatically scrolls to the
associated work order, and selects it.
If you move the cursor over a work order, the cursor changes from a pointer to a
box with arrows on either side. At the same time, a text box appears containing
details of the work order.

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 Figure 181 An Example of a Work Order’s Details

To move a work order:

1. Point the mouse at the work order you wish to move.
2. Wait until the cursor changes to the box with arrows. Left click and hold the
mouse on the work order. Small black squares appear at each corner of the
work order to signify that it is selected.
3. Drag the selected block or work order to a new position on the time line. A
new text box, entitled ‘Move Activity’, appears above the work order. This
informs you of the start and end dates where the work order (represented by
a box outline) is, as you drag the work order one way or the other.
4. When the dates shown in the text box are to your satisfaction, release the
mouse button and the work order is now rescheduled.
If you have enabled the Reschedule log, the alteration is recorded with or without
a reason depending on how the parameters are set. See section 4.8.3 for more
information on the reschedule log.

Figure 182 An Example of the Move Activity Function

To vary the duration of a work order:

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1. Move the cursor to one side of the work order you wish to alter. The cursor
changes to a single arrow pointing in the appropriate direction.
2. After the cursor changes, left-- click and hold the mouse on the work order you
wish to alter. A new text box, entitled ‘Change End Date’, appears above the
work order. This informs you of the end date and duration of the work order
as you drag it one way or the other.
3. When the date and duration shown in the text box are to your satisfaction,
release the mouse button and the work order is now altered.
If you move both the start and end dates the alteration is classed as a rescheduling.

Figure 183 An Example of the Change Date Function

4.11.2.1 The Detail Tab

Figure 184 The Details Tab

The Details tab of the Enhanced Work Planning window contains the details of the
currently selected work order. You can modify the areas with a white background.

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4.11.2.2 The Selected List Tab

Figure 185 The Selected List Tab

To select more than one work order at once, either press and hold the CTRL key
while clicking on the required work orders or click and drag a rectangular box
enclosing the desired work orders, as shown below.

Figure 186 Selecting Several Work Orders

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 4.11.2.3 The Disciplines Tab

Figure 187 The Disciplines Tab for the Work Planning Window

The Disciplines Tab provides an overview of the work planned for each discipline.
The timeline contains a box for each work order according to discipline(s)
required. The number of required hours appears to the right hand side of each work
order. It is easy to see if there are manpower shortages or scheduling conflicts.
Place the cursor over a work order to view the text box containing the work order
number.

Figure 188 Viewing a Work Order Number

4.11.3 The Options Menu for Enhanced Work Planning

Many of the items in the Enhanced Work Planning Options menu are also available
in the Work Orders tabs and Options Menu. This section covers only those
commands that are not discussed elsewhere. See section 4.8.2 for further details
of previously explained items.

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4.11.3.1 Change Status to

Figure 189 The Change Status To Sub-- menu and the Toolbar Shortcut

Select Options > Change Status To to change the selected work order’s status to
one of the listed alternatives. The yellow button on the toolbar is a shortcut to the
same function. Click the drop-- down list to view the statuses in colour coding. Or,
you can Press the F8 key to alter the status to Planned.

4.11.3.2 Change Values...

Figure 190 The Change Values Dialog Box

When several work orders are grouped into a selected list, you can alter the values
of all of them simultaneously. Select Options > Change Values to open the
Change Values window. There is also a toolbar button to access the same window.

4.11.3.3 Change Status of Permit to Work

Selecting Options > Change Status of Permit to Work allows you to select a
permit and change its status, by issuing or withdrawing it from selected employees.

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4.11.3.4 Scale

Figure 191 The Scale Sub-- menu

Select Options > Scale > Go to Today to jump to today’s date, regardless of the
time scale in use. Selecting Month, Week or Day changes the way the timeline
is displayed by altering the amount of time displayed in the timeline window.
There are corresponding toolbar buttons for these options.

4.11.3.5 Settings

Figure 192 The Settings Dialog Box

Select Options > Settings for further customisation of the timeline window. You
can set the Work Order Tracking Accuracy parameter to display and track work
orders to the nearest 15 minutes if required. See section 11.9.4.5 for details on this
parameter.

4.11.3.6 Refresh Disciplines

Select Options > Refresh Disciplines to update the Disciplines tab without
closing and reopening the Planning Window.

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4.12 Maintenance Tasks
Recurring instances of the same job are called Maintenance Tasks.
If the Maintenance Task module is part of your license, and the Maintenance Task
functionality is enabled by setting the parameter ’Use Maintenance Tasks’ to
TRUE, the Work Planning window allows the possibility to display Maintenance
Tasks next to the existing Work Orders.
These tasks appear in the planning window as frequently as they are scheduled in
the selected period. In any planning period, you can handle multiple maintenance
tasks.
Note The Maintenance Task functionality described in the following sections is in
addition to existing work planning functionality, provided you have the correct
license.

4.12.1 The Maintenance Task Filter

If Maintenance Tasks is activated, the Work Planning Filter is similar to the one
used for the Work Orders window (see section 4.8.1). The main difference is that
the filter includes an additional tab called Maintenance Tasks. You must enter a
From Date and To Date in this tab, for the period in which you wish to work, before
you can proceed to the window. Here you can also set the Periodic Frequency of
the tasks you wish to view, and Job Descriptions, Counters and Component Types
associated with the Maintenance Tasks.
Note If you check the Global Search checkbox in the filter, Generate Maintenance Tasks
in the Options menu will be disabled in the resulting window. If you do not check
the Global Search checkbox, the Generate Maintenance Tasks option will be
available (depending on access rights). In this case, when you select to Generate
Maintenance Tasks, the Global Search checkbox in the resulting filter will be
disabled.

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4.12.2 The Work Planning --- Maintenance Task Window

Figure 193 The Work Planning - Maintenance Task Window

Maintenance Tasks are performed on a recurring basis. If a job is to be performed

at a monthly frequency and you review the planning for one year, then for this job
the existing work order and eleven subsequent tasks will be displayed. The details,
(required parts and required disciplines) for the Maintenance Tasks are retrieved
from the Component Job. When the work order is reported to the system, a new
work order is generated based on the data from the next task in line for that job.

4.12.2.1 Working in the Work Planning --- Maintenance

Task Window
You may want to resize different areas of the window depending what you are
working on. When resizing the top part of the window by dragging the left hand
columns, there is a difference whether you place the cursor in the column header
row, or in the list of component jobs below. Dragging with the cursor in the header
row moves the entire gantt chart, resizing or zooming, the timeline. If you drag the
header row to the left, each month takes less space. If you drag it to the right, it
increases the space each month will use. Placing the cursor in the list part of the
columns, under the header row, and dragging left or right, expands or contracts the
visible space for the columns versus the visible space for the gantt chart.

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Note If you resize the Discipline column within this tab, by dragging it out to its full
width, all the columns in the top part of the window will also resize automatically
to their own full width. Dragging the Discipline column to the left, to less than its
full width, will then sync the top and bottom timelines again.
When a plan is generated, all tasks will appear in green. They will stay green as
long as there is no planned due date. When you alter a task, so that a planned due
date is set, the task will appear as yellow. All additional created tasks will always
be yellow, since the planned due date is always set for these tasks.
The status of the required parts on order for a Maintenance Task or a Work Order
is visually indicated on the Gantt chart. If all the parts have been ordered, there is
a green ball present on the Gantt chart next to the selected task or work order. If
some parts have not been ordered yet, you will see a yellow ball next to the selected
task or work order.
A red exclamation point next to the selected Maintenance Task in the Gantt chart
indicates that the task has been generated with a different frequency from the
frequency that currently exists in the component job.

4.12.2.2 Reschedule Limits

A Reschedule Limit is a set amount of days before and after the calculated due
date, within which a task can be carried out. You can reschedule maintenance tasks
but it is not possible to reschedule them into the future outside of the pre-- defined
task reschedule limit. It is possible to reschedule a task outside of its limits to an
earlier date. For the task that you reschedule, this updates the planned due date,
the calculated due date and the reschedule limit. For any subsequent tasks, both
the calculated due date and reschedule limit are updated. The planned due date for
tasks moved as subsequent tasks is never altered.
When a variable task is rescheduled within its limits, the planned and calculated
due dates for that task only, are moved. The reschedule limit is set for that task
according to the new calculated due date. For any subsequent tasks up to the next
planned task, the calculated due date and reschedule limit are updated with the
same amount of time. If you reschedule a variable task outside of its limits to an
earlier date, only the generated tasks behind it will be affected, not those in front.
The tasks generated behind the rescheduled one, will be rescheduled using the
originally planned interval according to the Component Job definition for the
rescheduled task. Any additionally created tasks behind the current task will not
be rescheduled. Additional tasks, generated when moving planning out of the
reschedule limits, do not have reschedule limits themselves.

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Note When you are rescheduling a variable task, if one or more instances of that task
are outside the timeline you have filtered for in the Work Planning window, a
dialog box will appear to warn you that there are maintenance tasks involved
which are not displayed in the Planning window and therefore will not be
rescheduled. To include these tasks in the rescheduling action, re-- filter the
timeline for the due date of the last task. If you reschedule a variable task without
including all tasks in the timeline, the tasks outside the displayed timeline will
remain unchanged.
You define the Periodic Frequency codes and their corresponding Reschedule
Limits in the Reschedule Limits register (see section 3.1.8.5). The reschedule limit
can subsequently be registered against the Component Jobs and is then displayed
in the Work Planning window for those tasks.

4.12.2.3 The Maintenance Tasks Tab

The Maintenance Tasks tab contains the list of Maintenance Tasks associated to
the selected Component Job or Work Order.
There are three buttons at the bottom of this tab:
S Delete - clicking this button deletes the selected maintenance task.
S Not Ordered - to check if all the parts are available for the selected task, click
this button. If none of the parts have been ordered for the selected task, or
some have been ordered but not all (indicated by a yellow ball on the Gantt
chart next to the task), clicking this button displays a dialog box with the first
twenty required parts that are missing.
S Forms - clicking this button opens the forms belonging to the selected
maintenance task. Clicking the Forms button at the bottom from the Selected
List tab opens the forms for all selected tasks and work orders.

4.12.3 The Options Menu

4.12.3.1 Fit to Window

Selecting Fit to Window from the Options menu causes the entire Planning period
you are working in to be scaled to fit into your current screen. You can then view
the entire period you are planning without scrolling the window.

4.12.3.2 Mark Required Disciplines

Select this option to find all the corresponding disciplines for the selected
Maintenance Task and/or Work Orders, and mark them.

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 4.12.3.3 Delete Maintenance Tasks
Select this option to remove the selected planning. This allows you to re-- generate
it.

4.12.3.4 Generate Maintenance Tasks

Selecting this option allows you to extend the planning into the future. If you have
changed the frequencies for the selected tasks, they will be overwritten. If the
frequency remains the same, it will generate new instances of tasks.
Note If you check the Global Search checkbox in the Work Planning filter, Generate
Maintenance Tasks in the Options menu will be disabled in the resulting window.
If you do not check the Global Search checkbox, the Generate Maintenance Tasks
option will be available (depending on access rights). In this case, when you select
to Generate Maintenance Tasks, the Global Search checkbox in the resulting filter
will be disabled.

4.12.3.5 Order Parts

If the selected work order or maintenance task requires parts, select Options >
Order Parts to generate order forms and put these parts on order. This will place
all required parts for the selected work order or maintenance task onto a form,
without taking current stock levels into consideration.

4.12.3.6 Do not refresh collapsed req. disciplines

If the selected task has many required disciplines, these disciplines have to be
updated whenever you move a task. Selecting Options > Do not refresh collapsed
req. disciplines prevents this update. Switching this option off by selecting it
again, enables collapsed disciplines to be updated. A checkmark in the menu next
to this option indicates that it is ON.

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4.12.4 The Maintenance Planning (Read Only) Window
Some users open the Work Planning - Maintenance Tasks window to view
planning, but not to change it. The Maintenance Planning Read Only window is
simplified and intended for those users who just need to view the planning. It is
not possible to change any planning in this window. This window only appears if
the user has the correct access rights: Maintenance Planning (Read Only) checked
in the functions tab of the Access Control window, and a system license for
Maintenance Tasks. This window is accessed through the same menu command
as the standard Work Planning - Maintenance Tasks window, and uses the same
filter. All the tabs are the same as in standard Work Planning - Maintenance Tasks
window, but are now read-- only. The Options menu for the read-- only window
contains fewer items. Options that change the planning, such as ’Generate
Maintenance Tasks’, are not available in this window. The options available
function in the same way as in the standard Work Planning window, but are also
read-- only.

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4.12.5 The Various Work Order Statuses
A work order changes status as it progresses through the workflow. A work order
is registered as started the first time you report work based on it. Here is a list of the
various statuses a work order may have:

Status Occurrence
Requested Set the status of work orders generated for periodic jobs to
Requested (unless a set system parameter gives such jobs the
status Planned). This is also the status assigned to work orders
requested manually in the Requisition Work window.
Planned Set work orders with a status of Requested, Pending or
Postponed to Planned if the work will start when the Due Date
is approved. If certain system parameters are set, periodic jobs
are automatically set to Planned.
Issued You can issue and print work orders set to Planned.
Postponed If you need to postpone a job, change the current status to
Postponed, from Requested, Pending or Planned.
Pending Set jobs depending on a specified condition, such as Shut--down
required, to Pending. Jobs with the current status Requested,
Postponed, or Planned can be changed to Pending.
Cancelled Set this status if it is necessary to cancel a work order.
Completed Change the status to Completed if a work order report specifies
that the work has been done.
Controlled Change status to Controlled to file work orders, unless the
system parameters specify that Completed work orders are filed
automatically.
Filed Only Completed jobs can be set as Filed. Once status has been
changed to Filed, the work order is closed and stored. It can be
viewed but not changed.

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4.13 Projects
Use the Projects function to group together extraordinary or emergency
maintenance work under a project name and sub--divide it into sections. Grouping
work together like this enables the user to closely monitor related maintenance tasks
within a major project situation such as damage repair or refit.
When you open the Projects window (after using the filter) you need to add projects,
sections and jobs. The projects window appears empty until you begin entering
information.
To create new projects and sections click New on the toolbar. To create a new job
within a section, select the section, and click New.
The main area of the projects window is the same as the work orders window
described in section 4.8.2 with a line at the top allowing you to add your own job
number and title to the work order.
Click the New button to open the Specify new object type dialog box:

Figure 194 The Specify New Object Type Dialog Box

Select project or section (you cannot create a section unless you have already created
a project) and click OK. Once you have created a section, the create job radio button
becomes active.
If you chose to create a project, the following window appears:

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 Figure 195 An Example of the Create New Project Window

Enter the required information for the project you want to create. The Project No.
and Title fields should contain information meaningful to your organisation. Select
Installation, Project Manager, Category and Status from the various drop down
windows. Created, Start and End are all date fields. Set the dates using the calendar
feature. Use the Locked checkbox to fix the estimated duration of a project. Access
to this box is controlled by an entry in the Fields tab of Access Control, described
in section 11.9.2. This feature is useful for comparing estimated duration against the
actual duration upon completion of the project. Use the pane on the right to attach
account categories and codes to the project.
If you chose to create a section, the following window appears:

Figure 196 The Create New Section Dialog Box

Enter information meaningful to your organisation in the Section No. and Section
Name fields. Click OK to create the section.
When you have created a project with at least one section and you have selected the
required section (highlighted in blue), click New to add jobs to it.

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 To make it easier to add jobs to the correct section of a project, when there are many
sections to choose from, the currently selected section has the following clipboard

icon instead of the normal list icon .

Click the New button and select a job from the dialog box to open the following
window:

Figure 197 The New Job dialog box

Click Yes to select any existing work order. If you select a periodic work order as
part of the project, its due date becomes locked to avoid it falling outside of the
project timeframe. You can add multiple Work Orders at one time. See section
4.8.3.11 for information.
Click No, and the work order area of the screen is emptied of information and you
can create a manual work order as described in section 4.8.2. Note that any manually
created project job is issued the next available work order number to uniquely
identify it.

4.13.1 The Options Menu for Projects

When you are in the projects window the Options menu available contains exactly
the same choices as the one found in the work orders window, discussed in section
4.8.2, with the addition of the following:

Figure 198 Additional Options Menu Items

4.13.1.1 Project Properties and Section Properties

These menu items are only available when the appropriate area of the hierarchy pane
is selected. Select either of the properties options to alter the details of the project
or section in the same types of window that you used to create them.

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4.13.1.1.1 The Options Menu for Project Properties
The Options menu for Project Properties contains the following five options:
Details
Select Options > Details to open a details window for entering a full description of
the project.
Specification Preamble
This is a details field, for entering general information such as standard terms for
dry--docking and other projects. The Preamble prints before the list of project jobs
on the project specification report.
Specification Postscript
This is a details field, for entering general information such as standard terms for
dry--docking and other projects. The Postscript prints after the list of project jobs on
the project specification report.
Change Template Preamble/Postscript
The Preamble and Postscript are capable of accepting templates as defined in the
parameters ’Project Preamble’ and ’Project Postscript’. Select these options to open
the Select Template dialog box and choose a new template to apply to the
Preamble/Postscript.

4.13.1.2 Access Control

Selecting Options > Access Control opens the following window:

Figure 199 An Example of the Project Access Control Window

Each project has its own, dedicated, access control feature to allow or deny different
levels of access to any defined group.

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 4.13.1.3 Order
All the other menu entries function in exactly the same way as the ones in the Work
Orders options menu except for Order.
To sub--contract project jobs to an external supplier, select Options > Order and the
following window opens:

Figure 200 The Create Order Form Dialog Box

To sub--contract project jobs it is important that the disciplines selected to carry out
the jobs are defined as external in the Discipline Register, see section 3.1.11.2. When
you open the Order window above, select the required external discipline from the
left--hand window. AMOS M&P lists all external disciplines that have been used for
the jobs contained within the selected project.
When you have selected the discipline, decide whether to add the jobs as service line
items to an existing form or to create a new form altogether. Check the box to list
affected forms.

4.14 Report Work

When jobs are performed, the progress must be reported back to AMOS M&P.
Otherwise, AMOS M&P keeps issuing reminders.
AMOS M&P uses the report to update the maintenance schedule, and the stock and
budget information. AMOS M&P also documents the compliance with warranty
requirements and safety regulations.
S For one--time, expected tasks where there is no job defined, make and report
a Requisition work order. Read about this in section 4.15.
S In some cases, maintenance tasks are handled on the spot and reported after
completion.
S When reporting jobs done out--of--turn, the report should be marked as
unexpected so AMOS M&P can help evaluate the maintenance program fairly.

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4.14.1 Different Strategies for Reporting Work
There are three different ways to report work:
S Select Maintenance > Report Work before opening a window and the
following dialog box appears:

Figure 201 The Report Work Dialog Box

The system parameter Default Preference When Reporting Work determines

which default option is checked: Function, Component or Work Order. Click
the Lookup button to select the relevant Function, Component or Work Order
from the lists. Then click Next to enter the Report Work screen.

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 Figure 202 The Report Work Selection Window

A list containing the item Unplanned Maintenance appears. In addition, the

issued work orders for the jobs connected to the selected component are
included.
Select the desired work order and click Next to enter the Report Work window.
See section 4.14.2 for more information. Or,
S Select Options > Report Work in the Components screen. The Report Work
window appears. This command is also available from the Function hierarchy.
Or,
S Report work from the Work Orders screen by selecting Options < Report
Work.

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4.14.2 The Report Work Window

Figure 203 The Report Work Window

4.14.3 The Tabs in the Report Work Window

The Report Work window contains four tabs. If work is reported on a round, a fifth
tab is added. The tabs are described below.
When you have entered all the relevant information on all the tabs, click Save to save
the report.
Note If an enhanced template is applied to the work being reported it is accessible through
the history tab and an extra tab entitled Additional Notes is added for further
comments.

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 4.14.3.1 The Details Tab
Mark the job as unexpected if it did not appear on the printed maintenance plans (if
it is a regularly scheduled job performed out of turn).
Select a Type, Class and Cause. Open the drop--down list and click on your choice.

Figure 204 The Details Tab

Note The Reporting Options area contains three check boxes: History, Stock Used and
Resources Used. There are corresponding AMOS parameters to set these boxes as
checked by default. If an option box is checked, you must fill in data on the
corresponding tab. To leave the tab empty, un--check the corresponding box to exit
the window.
Note Certain job descriptions may require a mandatory history. If you are reporting work
for a job based on one of these job descriptions, the ability to uncheck the history
checkbox in the details tab is overridden, forcing the user to enter details in the
history tab.
Note If the work is overdue and reported for a date later than the due date in the Work
Order, the Overdue Reason button next to the Date Done field will appear active.
Click this button to open the Overdue dialog. It is mandatory to enter a reason here,
the application will not allow you to Save until you do.

4.14.3.2 The Resources Used Tab

Use the Resources Used tab to report time used to complete maintenance jobs. This
tab displays Disciplines or Employees depending on how AMOS is set up.
Typically, the system is set up to register resources by discipline. AMOS M&P
updates the budget information.

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 Figure 205 The Resources Used Tab

4.14.3.3 The Stock Used Tab

If the job that you are reporting on required the use of stock parts, fill out the Stock
Used tab to keep your stock and budget information up--to--date. If you have used
stock items that are defined as perishable, select the correct expiry date from the
Expiry Date look--up list.

Figure 206 The Stock Used Tab

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Note If AMOS M&P is set up to take Depreciation into account, you can differentiate
between the use of new and used stock items by selecting the appropriate level of
Depreciation from the drop--down menu in the column furthermost to the right in
the Stock Used tab.

4.14.3.4 The History Tab

The appearance of the history window varies from installation to installation, and
from job to job. Here is an example of what the History tab may look like if a
template is applied:

Figure 207 The History Tab

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4.14.4 Simple Reporting of Rounds
A Round consists of several jobs grouped together. When reporting work on a
defined round and the Report Method is set to Simple (see section 4.7), the Jobs tab
is added, making it possible to check off which defined round jobs have been
completed.

Figure 208 Simple Reporting of Rounds

The first time work is reported against a simple round work order, the Completed
box is unchecked for all the jobs listed. It is then possible to check the jobs that have
actually been completed, and save the work order. When more jobs belonging to the
same work order are complete, continue reporting until all the jobs are checked as
complete.
The toolbar also contains two buttons for checking all the jobs as completed, or to
mark all the jobs as not completed:

There are corresponding commands in the Edit menu.

4.14.5 Full Reporting of Rounds

The Reporting Method (see section 4.7) can also be set to Full. When reporting work
against such a work order, the user is first presented with a Round Summary
window:

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 Figure 209 The Rounds Summary Window

The amounts entered in the Total Duration and Misc. Expenses fields are
automatically distributed equally between the incomplete jobs connected to the
work order. The amount entered in the Down Time (Hrs) field is assigned unchanged
to each incomplete job.
Use the Resources Used tab to specify who performed the work. The values entered
are also distributed between the jobs not yet completed.
When you are finished entering the values, click Next. The Report Work window
will appear.

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 Figure 210 The Report Work -- Full Reporting Window

Check the Mark Work Order box the last time work is reported against this work
order.
You can report on a round work order several times, until all the included jobs are
checked as completed. The Completed column in the bottom right corner of the
window shows which jobs are already complete when work has been reported
previously.
The jobs included in the round are displayed in the list at the bottom of the window.
Select the job to report work on, and fill in the various tabs. When the job is
completed, remember to check the box Job Completed on the Details tab.

4.14.6 The Options Menu for Report Work

The Options menu appears on the main menu bar after you open the Report Work
window:

Figure 211 The Options Menu for Report Work

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 4.14.6.1 Transaction Codes
If there are transaction codes defined, select Options > Transaction Codes to
specify proper transaction codes for the work order.
Section 11.9.4.7 describes the options you can set for transaction codes, and section
11.9.7 explains how to specify values for defined transaction codes.

4.14.6.2 Cost Centre/Account Code

If you have a license that includes the accounting module, you also have the option
to alter the Cost Centre and Account Code for the round. The items that can be
selected here depend upon the access level of the current user.

4.15 Requisition Work

Sometimes it is necessary to perform maintenance work that is not defined as a job
because it happens so rarely or unpredictably: for example, an additional
refrigeration unit is installed, or the ship is taken into dry--dock.
For one--off tasks like this, create a Requisition work order for the component on
which work is scheduled, describing the work, the parts needed, and the time
required. Later, report the work back to AMOS M&P by entering completion data
for the work order.
Note If your system includes a valid license for AMOS Quality and Safety, an extra
checkbox is available, entitled “Create Non--Conformity”, which opens the
appropriate window in AMOS Q&S when you click OK. Refer to AMOS Q&S
documentation for further details.

4.15.1 The Requisition Work Window

Select Maintenance > Requisition Work or click the corresponding button in the
toolbar to open the Requisition Work window.

4.15.1.1 Requisition Work --- General Tab

Enter the title of the work order in the Title field to describe the job.
To use an existing job description for the work, select it using the Lookup button to
the right of the job description fields.
Enter a date in Planned Start, and the Requisition automatically generates an entry
to view in the Work Planning screen, at Maintenance > Work Planning.
If the work is unexpected, check the box Unexpected Work.

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 Fill in the three free text fields for Effect, Cause and Action Taken to provide a good
description of why the work order has been issued.

4.15.1.2 Requisition Work --- Attachments Tab

Use the Attachments tab to add attachments to the subsequent work order where
necessary. See section 3.1.11 for more information on using attachments.

4.15.1.3 Requisition Work --- Permits to Work Tab

Add any required Permits to Work in this tab. The permits will be included on the
subsequent work order. Click New at the bottom of the tab to add a new line and then
select the Permit to Work from the drop--down list. The available items in the list are
held in the Permits to Work register discussed in section 3.1.5.

4.16 Generate Work Orders

To generate work orders for newly defined jobs and requests for work, first plan
them, then issue the work orders showing work to be done in the coming period.
Once a work order for a periodic job has been generated for the first time, AMOS
M&P automatically generates the next work order for the same job when the status
of the first is Completed.

4.16.1 Generating Work Orders

To generate work orders, select Maintenance > Generate Work Orders or click
the corresponding toolbar button. The following dialog box appears:

Figure 212 The Work Order Generation Dialog Box

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 Check the relevant boxes in the area Generate Work Orders for.
To print, check the box Print List of Generated Work Orders and click OK.
To confirm generation, click OK.
Work orders based on jobs defined with a periodic frequency are handled
automatically once the system has been ‘kick started’ by generating the first work
order.
On some occasions it is necessary to create a new work order between the regular
due dates for the job. For example, a job may be defined to be carried out twice a
year, and major maintenance is planned between the previous and the next due date.
You can schedule an additional work order for that job in between the regularly
planned work orders. To do this, select the job in the Jobs window, then select
Options > Create Work Order.

4.17 Trigger Jobs...

Manual triggers are a way of determining when jobs should be carried out. When
a trigger is combined with a component or a component type, you can generate work
orders for pre--defined events. The triggers are linked to jobs in the Component Job
Triggers window, and activated to generate work orders by selecting Maintenance
> Trigger Jobs.

4.18 Counters
Each job should be performed at a certain time. This can be a frequency, either daily,
weekly or monthly, or a setting against a predefined counter. For example, if an
engine should be checked every 1200 hours, AMOS M&P starts counting hours
again as soon as the engine is reported checked. When 1200 hours approaches, the
job Check the Engine appears when job lists for the coming period are printed or the
Planning Work window is used.
AMOS M&P counts time by itself, but some other types of counters require manual
updating. For example, if there are maintenance jobs to perform when the ship has
docked a certain number of times, there will be a counter for the number times the
ship has docked to update at each new harbour.
If your installation uses the automatic Condition--Based Maintenance (CBM)
functions described in Chapter 13, then a job can be scheduled when a monitor or
sensor detects a predefined condition in a component and passes this information to
AMOS M&P. For example, a sensor could detect when the temperature in a cooled
unit rises above 10deg Celsius, or when an arm on a rotating unit has made 36000
rotations.

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 The Counters sub--menu contains the following commands:

Figure 213 The Counters Sub--menu

4.18.1 Update
Select Maintenance > Counters > Update to open the Counter filter:

Figure 214 The Update Counters Filter

Click the lookup button to select a specific component. The Counter Type
drop--down list contains the defined counter types. The register for defining counter
types is described in section 3.1.7.3.
The Update Component Counters window displays the counters that match the
criteria specified in the filter. For each counter, the Current Value field can be
updated along with the Date Read.

200
 Figure 215 The Update Counters Window

4.18.2 Overview
Select Maintenance > Counters > Overview to open the following filter:

Figure 216 The Counters Overview Filter

The filter resembles the one for the Update Counters command described in the
previous section, but you can also select a component from which the counter
inherits values. You can filter the information by Component or Function Criteria.

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 The Counter Overview window looks like this:

Figure 217 The Counters Overview Window

This window only displays information on the current value for the selected
counters; none of the fields can be updated here.

4.18.3 Counter Log

Select Maintenance > Counters > Counter Log to open the filter. The filter is the
same as that used in Update Counters described in section 4.18.1. Type in search
criteria as necessary, then click OK to open the Counter Log window.

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 Figure 218 The Counter Log Window

The Counter Log is for storing and viewing all counter updates.

4.19 History
Choose Maintenance > History to select the work orders for which a history is
registered. Use the History tab in the Report Work window; see section 4.14.3.
The Maintenance > History command brings up the following filter:

Figure 219 The History Criteria Filter

Type in search criteria as necessary and click OK to open the History window.

203
 Figure 220 The History Window

The History window lists maintenance related history information.

To see the Details window for the selected work order, select Options > Details or
click the corresponding toolbar button.
Note If an enhanced template has been used for entering details, the Options >
Additional Notes menu item is active and contains any further comments made
during reporting.

4.20 Log
AMOS M&P automatically logs five types of data while you use the various
maintenance functions. The data types are:
S History
S Stock Used
S Resources Used
S Counter Readings
S Overdue Reasons
These types correspond to the tabs in the Report Work window described in section
4.14.3.

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When you select Maintenance > Log from the menu, the following filter appears:

Figure 221 The Maintenance Log Criteria Filter

When you have filled in the filter, click OK to open the Maintenance Log window:

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 Figure 222 The Maintenance Log Window

The entries are listed at the bottom of the window. The top of the window shows
some detailed information for the highlighted list entry.

4.20.1 The Options Menu for the Maintenance Log

Once the Maintenance Log window is open, you can select a list item. The Options
menu is added, and the commands are described in this section.

Figure 223 The Options Menu for the Maintenance Log

There are corresponding buttons in the secondary toolbar.

If nothing happens when a command is given or a button is clicked, there was no data
for AMOS M&P to display.

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4.20.1.1 History
See section 4.19. for a description of the History of a work order.

4.20.1.2 Stock Used

Selecting Options > Stock Used opens the Stock Transactions window. This is
described in section 5.7.

4.20.1.3 Resources Used

The Resources Used window looks like this:

Figure 224 An Example of the Resources Used Window

The window displays all resources entered against the selected work order.

4.20.1.4 Counter Readings

The last category of information in the Maintenance Log displays the status of any
defined counters for the component of the selected line. If no counters are defined
for the component in question, the window is empty (as below):

Figure 225 An Example of the Counter Readings Window

4.20.1.5 Overdue Reason

If the selected line contains overdue work, choose this option to display a dialog
containing the reason supplied for the late work.

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4.20.2 Sorting the Log
Click on the appropriate column titles to sort the maintenance log entries by (for
example) date, component, function or work order number

4.21 Component Status Log

Select Maintenance > Component Status Log to open the corresponding window.
The filter appears first, allowing you to narrow your search. The top of the
Component Status Log window displays the details for the selected component in
the list: status, status changes, dates, work order etc. The components are listed at
the bottom of the window.

4.22 Workload Analysis

The Workload Analysis filter allows the user to create workload forecasts for
individual staff disciplines over a variable length of time and with a variable number
of working days per week.

4.22.1 Workload Analysis Filter

Figure 226 The Workload Analysis Filter

4.22.2 Workload Analysis Window

Figure 227 The Workload Analysis Window

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The top row of the window contains the discipline type, whether the discipline is
external or internal, hours available, forecasted workload and percentage of
available hours required to fulfil the workload. The lower part of the window
contains details of the forecasted workload.

209
Chapter 5 The Stock Menu
This chapter covers the commands in the Stock menu. There is more information
about the Stock menu in the AMOS Business Suite -- M&P User Guide.

Figure 228 The Stock Menu

5.1 Stock Types

If the Use Stock Types parameter is set to TRUE, the Stock Types register defines
the types of stock items used at multiple locations. When this is used, information
from the Stock Types register is automatically inherited by the stock items, making
it easier to ensure data consistency. Section 2.7 in this reference manual explains
how to use the Stock Type function.

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5.1.1 The Stock Types Filter

Figure 229 The Stock Types Filter

5.1.2 The Stock Types Window

Figure 230 The Stock Types Window

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 The information in the majority of the fields (on each tab) is entered in the Stock
Types register only. When a new stock item is registered in a department, the
information for those fields is automatically inherited from the central register. The
information inherited by the stock item is mostly read--only.

5.1.3 The Options Menu for Stock Types

Figure 231 The Options Menu for Stock Types

Several of the commands are quite similar to the Options menu in the Stock Items
window, described in section 5.3.

5.1.3.1 Details
Select Options > Details to open the Full Description window. There is a
corresponding toolbar button.

Note There is a parameter to set a child stock type to inherit the details from the parent
stock type. This is described in section 11.9.4.5.8.

5.1.3.2 Maker
Select Options > Maker to open the Maker Address window. This window is for
specifying address and other relevant information for the maker of the stock item.

5.1.3.3 Preferred Vendor

Select Options > Preferred Vendor to open the Preferred Vendor window. This
window is for specifying address and other relevant information for the preferred
vendor of the stock item.

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5.1.3.4 Stock Grades

Figure 232 The Stock Grades Window

Use this window to add stock grade information to the stock type. The information
entered here is copied to order line items on purchase forms and is used to add
supplementary information related to the stock item to the purchase form. The
categories for stock grades are defined in the Tools > Configuration > Stock Grade
Categories menu item and the stock grades available in each category are defined
in the menu item File > Open Register > General > Stock Grades.

5.1.3.5 Register as Stock Item

Select Options > Register as Stock Item to register stock items of a selected type
at an installation. The window contains a list of the defined installations and
departments. Select one or more from the list and click OK to register new stock
items of the selected type at the selected installation(s). Press the CTRL or SHIFT
button and click to make multiple selections.

5.1.3.6 Link to Component Type

Stock Types can be connected to Component Types from the Component Types
register. Select Options > Link to Component Type to establish a connection
between the selected stock type and a component type.

Figure 233 The Link to Component Type Window

Once stock types have been connected to component types, the Used in Components
tab displays a list of the connections that have been made.

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5.2 Stock Types Hierarchy
Select Stock > Stock Types Hierarchy to open the Stock Type Hierarchy window.
Section 2.8 contains general information about working with hierarchy windows in
AMOS.

Figure 234 The Stock Type Hierarchy Window

The lower right part of the window displays a list that shows in which
installations/departments stock of the selected type is currently available.

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5.3 Stock Items
Select Stock > Stock Items to open the stock items filter. There is a corresponding
toolbar button.

5.3.1 The Stock Items Filter

Figure 235 The Stock Items Filter

S Check Search in Vendors’ Ref. to use the criteria in the Maker’s Ref. field to
search the Vendors’ Ref. register also.
S Click the Stock Class lookup button to select the required stock class and/or the
Stock Status drop down window to select between All, Stocked or
Non--stocked items.
S To search for perishable items, check the Perishable Items Only checkbox.
S Specify the number of the component to which the stock item is connected in
the Component No. field.

215
 S Check the box Current Stock > 0 to filter for stock currently having >0 items
in at least one location.

5.3.2 The Stock Items Window

Figure 236 The Stock Items Window

S Figure 236 shows the Stock Items window with the Stock Types function
turned on. This function is described in section 2.7. If the Stock Types function
is on, there are several fields in this window you cannot edit. They appear with
a grey background. The Stock Types register is described in section 5.1.
S There are two Add buttons and one Remove button. These buttons are for
specifying which physical locations actually contain the selected stock item.
Use the Locations area of the window to define a new location. See section
3.1.3 for more information.
S The two drop--down lists in the Prices area display the defined Currency Codes.
This register is described in section 3.1.7.5.
S The Stock Units drop--down list displays the defined stock units. The Units
register is described in section 3.1.7.7.
S Clicking the Stock Class lookup button displays the defined stock classes. For
example, classes like Spares and Consumables may be defined. The Stock
Class register is described in section 3.1.9.1.

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 S The Locations tab is only available if the selected stock item is perishable. This
tab is read only.

5.3.3 The Options Menu for Stock Items

Figure 237 The Options Menu for Stock Items

5.3.3.1 Details
Select Options > Details in the Stock Items window to open the Full Description
window. There is a corresponding toolbar button.
The Full Description window is for entering a full textual description of the stock
item. If it is connected to a template, you may be presented with a tailored layout
containing fields and formatting.

5.3.3.2 Maker
Select Options > Maker in the Stock Items window to open the Maker Address
window. This window is for specifying address and other relevant information of
the maker of the stock item. In the Products tab you can list the different types of
equipment available from a particular Maker.

217
 Figure 238 The Maker Address Window (Stock Items)

5.3.3.3 Preferred Vendor

Select Options > Vendor in the Stock Items window to open the Preferred Vendor
window. This window, identical to the window in Figure 238, is for specifying
address and other relevant information of the preferred vendor of the stock item. In
the Products tab you can list the different types of equipment available from a
particular Vendor.

5.3.3.4 In/Out of Stock

When stock arrives at or is removed from a stock location, the movement is
registered in AMOS M&P. Select Options > In/Out of Stock in the Stock Items
window to open the window to register such movements.

Figure 239 The In/Out of Stock Window

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These are the available transaction types:
Purchased (the quantity is increased)
Used (the quantity is decreased)
Returned Unused (the quantity is increased)
Lost (the quantity is decreased)
Found (the quantity is increased)
Sold (the quantity is decreased)
Transferred In (the quantity is increased)
Transferred Out (the quantity is decreased)
Delivered Back (the quantity is increased)
Lent Out (the quantity is decreased)
Trashed (the quantity is decreased)
S You can modify the date in the Trans. Date field from the current one.
S The Trans. Type determines which other information is required, such as Work
Order number, Component number etc.
S The Current Stock field shows the total available in the default location. The
Total Stock field shows the total number of parts available in all locations. The
On Order field shows how many parts are currently on order.

5.3.3.5 Move
If any stock items are held in more than one location, it is possible to move them from
one to another. Select Options > Move to open the following window:

Figure 240 The Move Stock Dialog Box (1)

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The drop down lists Source and Destination Locations contain the available
locations for the current stock item. Select the ones to transfer from and to and enter
the quantity to transfer. The drop down list in the Destination Department field
contains the departments within the current installation that it is possible to move
the item to. The available departments depend on the user’s level of access and if
the selected stock item is defined for that department. Select an expiry date if the
item is perishable. When you have entered the required data click OK to carry out
the movement of stock. It is not possible to transfer stock if the source and
destination locations are the same, nor is it possible to transfer more items of a
particular location or expiry date than there are available.
If you select multiple stock items the Move dialog box changes to the following:

Figure 241 The Move Stock Dialog Box (2)

Use this window to transfer all available stock for the selected items from a source
location to a destination location. Any expiry date details automatically follow the
relevant stock items to the destination location. Stock transactions of type
Transferred In and Transferred Out are created for the moved stock items.

5.3.3.6 Print Labels

Select Options > Print Labels in the Stock Items window to print labels for the
selected stock items. The Labels dialog box is for specifying the number of labels
to print. Setting the Printer Task to Use When Printing Labels parameter (see section
11.9.4) defines which printer you use.

Figure 242 The Print Labels Dialog Box

220
 5.3.3.7 Link to Component
You can connect stock items to components from the Components register. Select
Options > Link to Component to establish a connection between the selected stock
item and a component.

Figure 243 The Link to Component Window

5.3.3.8 Set Expiry Date on Transactions

The Options > Set Expiry Date on Transactions menu item is for setting a dummy
expiry date on existing stock items redefined as perishable.

5.4 Wanted
The Stock Wanted window provides a complete overview of your current stock
situation and supplies you with the information required to make accurate
purchasing decisions.

5.4.1 The Stock Wanted Filter

When you select Stock > Wanted, the following filter opens:

221
 Figure 244 The Stock Wanted Filter

Click OK to list all stock, or enter details in one or more fields first to restrict the
list to items of particular interest. Use the filter to restrict the information you receive
by Stock Item Number (individual number or a range), Alternative Number, Name,
Maker or Maker’s Ref, Preferred Vendor, Stock Class or Stock Status. Check the
Display Wanted Quantities >0 Only check--box to further restrict the search. Check
the List Outstanding Quantities check--box to provide an extra column in the display
window showing requisitioned quantities.

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5.4.2 The Stock Wanted Window

Figure 245 The Stock Wanted Window

The upper section of the Stock Wanted window contains information for the
currently highlighted stock item. This information is derived mainly from the Stock
Items window described in section 5.3.
The lower section is divided into columns. To order stock items manually, scroll
down through the list and enter the required quantities for each stock item in the
Wanted column. Any stock items below the minimum stock level are highlighted in
red.
You can also mark the required quantities for use with a specific component by
entering the component number in the For Component column. If a stock item is
already associated with a single component number, that number appears
automatically during the quantity wanted update.
There are two parameters that control the way the For Component field in the Stock
Wanted window works:
S The parameter Component Search Range in Stock Wanted can be set to the
values Restrict or Any. If set to Restrict, the lookup button next to the For
Component column shows components associated with the stock item. If set
to Any, all components are listed.

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 S The parameter Clean--up For Component in Stock Wanted can be set to the
values TRUE or FALSE. If set to TRUE, the For Component column clears
after forms are generated. If set to FALSE, the last component number entered
in the column remains until altered.
These parameters are described in section 11.9.4.5.
If Maintenance Tasks is part of your licence, and the parameter Use Maintenance
Task is set to TRUE, the Stock Wanted window will contain an additional column
called Outstanding Tasks. This field displays the outstanding stock quantities on
forms for Maintenance Tasks. Required parts for Maintenance Tasks are purchased
through the Work Planning window, and the values in the Outstanding Task column
do not influence the Stock Wanted calculation.

5.4.3 The Options Menu for Stock Wanted

Figure 246 The Options Menu for Stock Wanted

5.4.3.1 View Stock Item

Select Options > View Stock Item or Stock > Stock Items to view stock. See
section 5.3 for more information.

5.4.3.2 Show Outstanding Forms

Selecting Options > Show Outstanding Forms to view information regarding
active forms of type Query, Requisition, Purchase Order and Transfer Documents.

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 Figure 247 An Example of the Show Outstanding Forms Window

This screen is for information purposes and is therefore not editable.

5.4.3.3 Used in Components

Select Options > Used in Components to view the list of all components which use
the selected stock item.

Figure 248 An Example of the Used In Components Window

The non--shaded columns in this window are editable:

S Add new component associations or delete old ones, according to
requirements.

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S Alter the quantity of a selected stock item in use on a particular component.
S Alter the stock item/component drawing number and position number (if you
have the required system authority) as an alternative to using the
Components/Parts screen described in section 4.3.

5.4.3.4 Generate Forms

Select Options > Generate Forms to open the Form Creation dialog box.

Figure 249 The Form Creation Dialog Box

Select the type of form to create. Check the List newly created forms check--box to
list the newly created forms. Click OK to proceed.

5.4.3.4.1 The Create Forms Filter

Figure 250 The Create Forms Filter

Use the Create Forms filter window to restrict form creation to a specific range of
stock items, a particular stock class, a preferred vendor or a combination of any of
the above. Click OK to proceed.

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If you checked the List newly created forms check--box earlier, the list appears in
the forms window. The Forms window is described further in Chapter 6.

5.4.3.5 Calculate Wanted Quantities

Select Options > Calculate Wanted Quantities to open the filter shown in
Figure 251.

Figure 251 The Calculate Wanted Quantities Filter

The filter restricts calculated items by Number, Maker, Preferred Vendor or Stock
Class. Alter the target quantity using the radio buttons:
S Select Reorder Quantity (based on Reorder level) to display the reorder
quantity, if the total quantity of stock on hand plus outstanding order quantities
are below the Reorder stock level.
S Select Minimum (based on Minimum level) to calculate the quantity required
to bring the stock level up to the Minimum amount if the total quantity of stock
on hand plus outstanding order quantities are below the Minimum stock level.
S Select Maximum (based on Maximum level) to calculate the quantity required
to bring the stock level up to the Maximum amount if the total quantity of stock
on hand plus outstanding order quantities are below the Maximum stock level.
S Select Maximum (based on Reorder level) to calculate the quantity required to
bring the stock level up to the Maximum amount if the total quantity of stock
on hand plus outstanding order quantities are below the Reorder stock level.
Un--check the Display Wanted Quantities > 0 Only check--box to get a screen display
containing all the stock items in the specified range whether they require ordering
or not.

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Note AMOS M&P calculates whether a stock item requires ordering by adding
outstanding orders to current stock and then subtracting those stock items reserved
against work orders. The resulting figure (quantity on hand) is then compared to the
reorder level figure. If the quantity on hand is less than or equal to the reorder level,
a requirement is indicated when the menu item Calculate Wanted Quantities is
processed.

5.5 In/Out of Stock

Most stock transactions are related to either a maintenance action or a purchase
form, and these transactions are displayed in the Stock Transactions window.
However, in some circumstances you may need to register stock in or out of stores
manually.
Select Stock > In/Out of Stock to open the window shown in Figure 252.

Figure 252 The In/Out of Stock Window

If you don’t know the stock item number, click the lookup button to the right of the
field and select the number from the list in the stock items filter. The default location
appears automatically in the Location window. An alternate location can be
specified if one is available. Enter the required amount in the Quantity field.
The Transaction Date shows the current date. Alter this if a recent transaction has
not yet been entered into the system. To alter the date you can double click the date
window and select the correct date from the calendar facility that opens.
Stock items may be added to, or removed from stock for a variety of reasons. You
must select a transaction type from the drop--down list:

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 Purchased
Used
Returned unused
Lost
Found
Sold
Transferred in
Transferred out
Delivered back
Lent out
Trashed
To remove perishable items from stock, the expiry date imports automatically if
there is only one to choose from. If there is more than one date, choose the correct
one from the list. Double click on the expiry date field to use the calendar facility.
The remaining fields contain further information regarding Work Order No.,
Component No., Reference or Budget Code if required.
The fields at the bottom of the window contain information on the selected stock
item’s location, stock levels and quantity on order.
To record several stock transactions at the same time, click the New Entry button
and fill in the fields as before. All stock item transactions must be of the same type
to use the same form.

5.6 Control
Take inventory at regular intervals to ensure that the actual physical stock in store
matches the theoretical stock shown by AMOS M&P. Your company defines the
frequency for this inventory.

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5.6.1 The Stock Control Filter

Figure 253 The Stock Control Filter

Click OK to list all stock items (ordered by stock location alphabetically). To restrict
the display to one or more stock locations, enter the required information in the filter
window. To restrict the display to one or a range of stock items, enter details in the
lower part of the window. Click OK to proceed.

5.6.2 The Stock Control Window

Figure 254 An Example of the Stock Control Window

To print the stock list, select File > Print.

Enter the counted stock items by clicking on the Actual quantity and typing the new
amount (this replaces the original figure). To input a range of quantities, start at the
top and each time you press enter the cursor moves down to the next row
automatically.

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 Save the new quantities. If you attempt to close the Stock Control window without
saving, you will be prompted to do so. If you are altering the quantities for perishable
stock items, supply an expiry date (if increasing quantity) or choose an existing
expiry date (if decreasing quantity).

5.7 Transactions
As AMOS M&P automatically updates your stock records, based on work reported
in Maintenance and on goods marked received in Purchase.
To view automatically recorded transactions and correct them or add additional
information, and to see what items are recorded both in and out of stock select Stock
> Transactions.
The filter appears.

5.7.1 The Stock Transactions Filter

Figure 255 The Stock Transactions Filter

Click OK to list all stock transactions or enter your selection criteria to restrict the
list to your particular interest.

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5.7.2 The Stock Transactions Window

Figure 256 An Example of the Stock Transactions Window

Click on a transaction in the list to display its details in the upper part of the window.
Now you can alter incorrect information or add extra details regarding a stock
transaction. Select expiry dates when adjusting stock quantities for perishable items.
Save any alterations.

5.7.3 The Options Menu for Stock Transactions

The Options menu for Stock Transactions contains three items:
S Transaction Codes...
S Reverse Transaction...
S Account Log

5.7.3.1 Transaction Codes...

Use Options > Transaction Codes to connect stock transaction expenses to specific
budget dimensions such as a particular project or an individual user. They are
discussed further in sections 11.9.4.7 and 11.9.7.

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 5.7.3.2 Reverse Transaction...
Select Options > Reverse Transaction to reverse a transaction made in error or to
return incorrectly delivered goods. If you attempt to remove more items than are
currently in stock, you will be warned that reversing the transaction will remove
more than the current number of stocked items. You must then verify whether this
operation is OK or not. If any accounting transactions are linked to the reversed
stock transaction, new accounting transactions are created to reverse the existing
ones.

5.7.3.3 Account Log

Select Options > Account Log to view the account transactions linked to the
selected stock transaction.

5.8 Transfer Documents

If there is a surplus of stock items at one installation but a deficit at another, use the
Transfer Documents function to create a transfer document and ensure correct stock
level updates at both installations.

5.8.1 The Transfer Documents Filter

Select Stock > Transfer Documents. The filter appears.

Figure 257 The Transfer Documents Filter

The filter is default set to ignore Approval and to Include Documents with Status
Unsubmitted, Submitted, Pending, Partly Transferred and In Transit. To list other
documents, check the required box or boxes.

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5.8.2 The Transfer Documents Window
Clicking Ok on the filter without changing the default settings opens the Transfer
Documents window as seen in Figure 258.

Figure 258 The Transfer Documents Window

Identify and describe transfer documents in the Number and Title fields as required.
The Recipient Inst. field is grey and cannot be altered. The value is set to the current
installation.
Select the Donating Inst. from the drop--down list. The list should contain all
installations in your organisation. If you are unsure of the donating installation,
leave this field blank so that the shore--based office can select the donating
installation.
The Reason field is a drop--down list. The values available here are taken from the
Transfer Reason Register described in section 3.1.9.3. Select an appropriate reason
for the transfer from the list.

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5.8.3 The Options Menu for Transfer Documents

Figure 259 The Options Menu for Transfer Documents

When the Transfer Documents window is active, the Options menu becomes
available. The items to select from this menu depend on the status of the currently
selected record and whether you are from the donating or receiving installation.

5.8.3.1 Details
Selecting Options > Details opens a free text screen to enter details regarding the
transfer document.

5.8.3.2 Line Items

Select Options > Line Items to open the Transfer Line Items window (Figure 260).
Use this window to select which stock items to include in the transfer document.

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 Figure 260 An Example of the Transfer Document -- Line Items Window

To add a new line item click New or select Edit > New Record.
Type in the stock item number and quantity for transfer. To find the stock item
number, click the lookup button to open the stock items filter.
In the Transfer Line Items window, the Options menu changes to include more
options.
S Select Options > Details to open a free text area to add to each line item within
a transfer document.
S Select Options > Show All to display all line items, including items deleted
from the transfer form.
S Select Options > Create Order Form to generate order forms for selected line
items with most of the order form information already entered. A separate order
form is created for each preferred vendor.
After all line items are added and the transfer document is complete, click Save.

5.8.3.3 Submit
After saving the Transfer Document, select Options > Submit…
The Submit window is for accepting or rejecting submission of the transfer
document. The current date and identity of the person logged onto the system are
used by default.

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 5.8.3.4 Change Approval
After submitting a Transfer Document, someone with the required system authority
can grant approval. Select Options > Change Approval…
The Grant Approval window (like the Submit window) is for accepting or rejecting
approval of the Transfer Document. Once again, the current date and identity of the
person logged on appear by default.
If you mistakenly approve the wrong document or need to reverse an approval,
select Options > Change Approval… once more.
The Revoke Approval window (like the Grant Approval window) allows you to
accept or reject revoking of approval of the Transfer Document. The current date and
identity of the person logged on are set by default.
Revoking the approval of a Transfer Document does not record the identity of the
person who carried out the instruction or the date on which the approval was
revoked. It simply re--sets the approval status to the un--approved condition.
Note After the recipient installation has created, submitted and approved a Transfer
Document, the donating installation receives a copy of the same Transfer Document.
When the donating installation opens their own Transfer Documents window, the
request for transfer is shown and has the status Pending.

5.8.3.5 Transfer
When, as the donating installation, you select a Transfer Document with status
Pending, the Transfer item is available in the Options menu.
To transfer the amount shown on the Transfer Document, select Options > Fill to
automatically update the transferring column to the same as the requested column.
To send a partial amount, enter each quantity individually.
When the Transfer Document is correctly filled out, save the information. When you
save the document, you will be asked if you wish to mark the document as
Transferred.
If the document is complete or you do not have the required items, click Yes. To
make a partial transfer now (with the intention of completing the transfer quantity
at a later stage) click No. Re--enter the Transfer Document later to complete it.
After the donating installation has marked a Transfer Document as Transferred, the
recipient installation sees that the Transfer Document is marked In Transit. There
is an interim status of Partly Transferred to indicate that not all of the requested items
have been sent.

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 5.8.3.6 Receive
When the transferred items arrive at the recipient installation, access the Transfer
document in the usual way and select it. If its status is marked In Transit, you can
select Options > Receive.
Once again, select Options > Fill to automatically match the Receiving quantity to
the Transferred quantity, or enter the figures manually. It is possible to receive/reject
and to attach a budget code to the transferred items if required.
When the Transfer Document is complete, click Save. Once the quantity received
matches the quantity transferred you will be prompted to mark the Transfer
Document as Received.
After a Transfer Document has been marked as received, no further action can be
taken against it.
In summary, the Transfer Document progress takes the following steps:

Step Recipient Status Donating Status

Transfer document Created Unsubmitted Not shown
Transfer document Sub- Submitted Not shown
mitted
Transfer form Approved Submitted Pending
Goods Partly Transferred Partly Transferred Partly Transferred
Goods Transferred Transferred In Transit
Goods Received Received Received

Note The visible status of a transfer document depends upon the Installation from which
you are viewing the information (Recipient installation or Donating installation).

5.9 Stock Analysis

Select Stock > Stock Analysis to enter the filter. The filter allows the user to create
stock forecasts for individual or multiple part numbers over a variable length of
time. If the Simulate new orders field is checked, the system will also forecast when
to order replacement parts due to forecast usage.

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5.9.1 Stock Analysis Filter

Figure 261 The Stock Analysis Filter

5.9.2 Stock Analysis Window

Figure 262 The Stock Analysis Window

The top area of the window contains the part number, name, and stock control
figures from the Stock Items Register window. There is an extra field called Stocked
Forecast used to inform the user how many items are forecast to be available at the
time of the analysis.
The first two columns on the left hand side contain the forecast transaction date and
quantity. If the date is shaded grey then the transaction is forecasted usage, if shaded
yellow then it is a suggested order.
Further details for projected transactions are visible in the remaining columns
marked In and Out.

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5.10 Stock Optimiser
The Stock Optimiser function is a trigger to an external application developed to
analyse stock usage (using data extracted from AMOS M&P) and to provide
recommendations on the minimum stock quantities required to achieve a balance
between cost of spares on hand compared to predicted breakdown prevention.
A separate license to activate Stock Optimiser is required and the application has its
own user documentation.
Access to Stock Optimiser is governed by the access control entry entitled Stock
Optimiser located in the Tools > Configuration > Groups > Options > Access
Control – Functions tab.

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Chapter 6 The Purchase Menu
This chapter covers the commands in the Purchase menu:

Figure 263 The Purchase Menu

6.1 Forms
AMOS M&P uses Forms to purchase stock items. Different form types and statuses
are available depending on your organisation’s internal processes and policies.
There are three standard forms for different purposes:
S Requisition form: created at a remote installation to request supply of stock.
S Query form: a central office receives the requisition form and converts it to a
query, and sends it to vendors for quotations.
S Purchase Order form: the central office receives the quotes and converts the
query to a purchase order form and sends it to the selected vendor for supplies.

6.1.1 The Forms Filter

Use the Forms filter to specify exactly what kind of information you wish to view.
Leave the filter unaltered and click OK to retrieve the default option of all Active
and Parked forms currently in the database. To retrieve more specific information
modify the filter accordingly.

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 Figure 264 The Forms Filter

The filter contains two tabs. In the Basic tab, refine the displayed results to a very
precise level. In the Advanced tab, restrict the displayed results to a more general
level of form types, statuses and content.
You can set the Content drop--down field in the advanced tab to one of three options:
S All -- the default value that returns all forms. Or,
S Goods Only -- returns forms that do not contain any service lines. Or,
S Services -- returns forms that have at least one service line.
You can set the Quality Check drop--down field in the advanced tab to one of three
options also:
S All -- uses the existing filter criteria.
S Claims only -- returns forms containing order lines with Quality Check records.
S Without Claims -- returns forms which do not contain order lines with Quality
Check records.

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Note In the Advanced tab of the filter, you can restrict your search to return forms for
Maintenance Tasks only, by checking the checkbox ’Only show forms attached to
Maintenance Tasks’. This checkbox is only available if Maintenance Tasks is part
of your licence.

6.1.2 The Forms Window

The Forms window provides a list of all the purchase forms (Requisition, Query, and
Purchase Order) available in the system. Use this window to create a new form or
alter an existing one. It is also possible to select one or more forms for processing
through the usual purchase functions.
Select a form to display its relevant information in the upper part of the window.

Figure 265 The Forms Window

Check more than one form in the list to process several at the same time. To select
all the filtered forms, or deselect them, use the relevant commands in the Edit menu.

6.1.2.1 Forms --- General Tab

The General tab contains the basic and most import information for each form and
is displayed by default when the Forms window opens. At the bottom of the General
tab is the Cost Overview section. The amounts in this area are displayed in the
currency you select from the Currency drop--down list. Any values entered here in
a currency other than the base currency, will be automatically displayed in base
currency in the Additional Info tab.

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6.1.2.2 Forms --- Details Tab
The Details tab displays a description for the selected form. Use this window for
adding general information to a purchase form and in conjunction with a
pre--formatted template if required. There is a column of checkboxes entitled Details
in the list section of the window that contains a tick in the event that a details window
is available.

6.1.2.3 Forms --- Additional Info Tab

The Additional Info. tab displays the user names of those people who have created,
approved or ordered the selected form. There is also a checkbox entitled Service
Order that is checked if any of the line items are orders for services rather than goods.
Define and add your own fields to this tab to include company specific information.
Read about User--Defined fields in Chapter 11.
The Cost Overview section here is read--only and it displays the values from the
General tab Cost Overview, calculated in your system’s base currency.
If your system license includes Custom Clearance, and the selected order form
belongs to a Custom Clearance contracted agreement, use the lookup list in the
Additional Info. tab to select the CC contract the form belongs to.

6.1.2.4 Forms --- Attachments Tab

Use this tab to connect attachments to purchase forms. Click the buttons at the
bottom of the tab to Add, Delete or View attachments.

6.1.2.5 Forms --- Audit Trail Tab

This tab displays alterations in various fields for the selected purchase form. The
table displays the Modification Date, Changed item, Old Value, New Value and the
login ID of the person who carried out the modification.
The Changed column can contain information regarding alterations to:
Form Type Form Status
Approved by Vendor Code
Budget Date Budget Code
Currency Code Estimate
Vendor Estimate Part Paid
Confirmation Reference Confirmation Date
Final Total.

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 6.1.2.6 Forms --- Quotations Tab
This tab displays a list of all the quotations created for the selected form. Click the
View button at the bottom of the tab to open a quotation in the list. Add quotations
to forms using the Options menu.

6.1.3 The Options Menu for Forms

The Forms window includes an Options menu. The commands available in this
menu are covered in the following sections.

Figure 266 The Options Menu for Forms

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6.1.3.1 Line Items

Figure 267 The Line Items Window

Line Items -- General Tab

The Line Items -- General tab displays the individual stock items within the selected
form. The individual line items are displayed in the lower part of the window and
the upper section displays the details of the selected line item.
Line Items -- Details Tab
The Line Items -- Details tab displays a description for the selected line item. Use
this tab for adding general information to a purchase form line item and in
conjunction with a pre--formatted template if required. There is a column of
checkboxes entitled Details in the list section of the window containing a check if
a details window is available.

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Line Items -- Attachments Tab
Connect attachments to Purchase Form Line Items using the standard AMOS
attachments interface. The attachments can also be connected to the order form if
required. Click the buttons at the bottom of the tab to add, delete and view
attachments.
Line Items -- Quality Check Tab
The Line Items -- Quality Check tab displays the window as seen in Figure 268. Use
this window to attach comments to each line item regarding the quality of the
received goods. The Quality Codes field contains the information entered in the
Quality Codes register described in section 3.1.7.6.

Figure 268 The Line Items -- Quality Check tab

Line Items -- Audit Trail Tab

This tab displays alterations made to various fields for the selected line item. The
table displays the Modification Date, Changed item, Old Value, New Value and the
login ID of the person who carried out the modification.
The Changed column can contain information regarding alterations to:
Unit Quantity
Currency Code Price
Budget Cancelled
Line Items -- Financials Tab
This displays the financial details for the selected line item. Enter account codes for
each listed category. If your license includes the accounting module, you can enter
a cost centre for each line item.

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6.1.3.1.1 The Options Menu for the Line Items Window
In the Line Items window, the Options menu changes to the following:

Figure 269 The Options Menu for Line Items

Line Items > Options > View Stock Item

Selecting View Stock Item/View Work Order (depending if it is a part or a service)
from the Options Menu opens the Stock Items/Work Orders window for the selected
line item. The Stock Items window is described in section 5.3.
Line Items > Options > View Component
Selecting View Component from the Options Menu opens the Component window
for the selected line item. The Components window is described in section 4.3.
Line Items > Options > Stock Grade
This displays the supplementary stock information copied to the line item if
specified at Stock Type or Stock Item level. You can alter these codes if required.
Line Items > Options > Show All
Selecting Show All from the Options Menu displays all the line items originally
included on the form, including cancelled line items and those that have
subsequently been split to other forms.
Line Items > Options > Split
To optimise effciency, organise the Purchase forms by splitting line items to other
forms (new and existing), while retaining the original information for reference
purposes.
Selecting Options > Split displays the dialog box shown below. To split the
currently highlighted line item to another form choose the relevant options here.
To split the line item to a new form choose sub--form (the form number has a letter
added to the end of it) or new form (the next form number available is used). To split
to an existing form (to consolidate similar items into one order) select the existing
form from a list.

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 Figure 270 The Form Splitting Dialog Box

To transfer the line item details information at the same time, check the Copy Form
Detail checkbox.
When you split a line item to a sub form or a new form the original purchase form
contains a reference to the form number to which the line item was split. Likewise
the new form contains a reference to where the line item came from. This is so you
can keep track of ordered items even though they may no longer be on the originally
created form.
On forms that have been Received and Filed, AMOS will prevent you from splitting
line items. To split line items on a Filed form, first convert the form to Active, and
set the Received quantity on the selected line item, to 0. Otherwise, you will receive
the message that AMOS ’Cannot split line items that have been received’.
Note When copying, converting and/or splitting forms, the number series used to generate
the new form number is the series used by the department that created the original
form -- not the series used by the department the user is currently logged on to.
Line Items > Options > Sort Items
This facility re--numbers the line items in a purchase form. Use it when cancelling
or splitting line orders. To cancel line item number 3 from a list of 5 items, use the
Sort Items facility to re--number the cancelled line item to number 5 and close the
gap on the remaining Live items by re--numbering them from 1 to 4.

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Line Items > Options > Set Component
Use the Set Component feature to set a single component number against multiple
line items. Check the line items to set a component for and select Options > Set
Component. Enter the component number manually or use the lookup button to
select the number from a list.

Figure 271 The Set Component Dialog Box

Line Items > Options > Set Discount

Use the Set Discount feature to set a single discount amount against several line
items. Check the line items to set the discount for and then select Options > Set
Discount. Enter the amount in the % Discount field and click OK.

Figure 272 The Set Discount Dialog Box

6.1.3.2 Quotations
Select Options > Quotations in the Forms window to enter details of received
vendors quotations. After all the quotations are received, use the comparison tools
from the Quotations window Options menu to enable you to choose the price or
delivery time that suits your needs.

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 Figure 273 The Quotations Window

6.1.3.2.1 The Options Menu for the Quotations Window

The Options menu updates for the Quotations window:

Figure 274 The Options Menu for Quotations

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Quotations > Options > Line Items
The Quotations > Line Items window displays the same lines as the form to which
the quotation belongs. Attach individual prices and delivery times to each line item,
enabling AMOS M&P to calculate and compare quotations.

Figure 275 The Quotations > Line Items Window

Quotations (Line Items) -- Options Menu

In the line items of a quotation, the Options Menu changes to the following:

Figure 276 The Options Menu for Line Items (Quotations)

Quotations (Line Items) -- Options > Order Line

Selecting Options > Order Line displays the purchase form order line for the
quotation line that you are currently viewing.
Quotations (Line Items) – Options > Show All
Selecting Options > Show All displays all the line item originally included on the
quotation such as line items that have subsequently been split to other forms.

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Quotations -- Options > Attachments
Select Options > Attachments to connect attachments to the quotation for viewing
purposes only.
Quotations -- Options > Note To Vendor
Select Options > Note to Vendor to open a details window for use with e--portals
to send information regarding the quotation to the vendor.
Quotations -- Options > Note From Vendor
This is a details window intended for use with e--portals to receive information
regarding the quotation from a vendor.
Quotations -- Options > Terms and Conditions
This is a details window intended for use with e--portals to receive the terms and
conditions of a quotation.
Quotations -- Options > Calculate
Selecting Calculate from the Options Menu opens the following dialog:

Figure 277 The Calculate Dialog Box

The Quoted Price displayed is the total price of the quotation, line item quantity
multiplied by price minus discount, from the highlighted supplier. The correct
operation of the Calculate function depends upon quotation prices and discounts
being entered at line item level.

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Quotations -- Options > Compare
Selecting Options > Compare to open the following window:

Figure 278 The Compare Quotations Window

Each line item of the quotation appears with columns for each of the possible
Vendors and an extra column at the far right hand side that displays the lowest price
(or shortest delivery time) for each line item. The correct operation of the Compare
function depends upon quotation prices and discounts being entered at line item
level. The display can compare quotations based on prices or delivery times through
use of the Compare Quotations Options Menu.
Quotations (Compare) > Options Menu
In the Compare Quotations window, the Options Menu changes to include these four
items:
S Del. Time
S Price
S Average Price
S Split
Quotations (Compare) > Options > Del. Time
Selecting Options > Del. Time changes the Compare Quotations window to the
delivery time comparison function.
Quotations (Compare) > Options > Price
Selecting Options > Price changes the Compare Quotations window to the price
comparison function.
Quotations (Compare) > Options > Average Price

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 Selecting Options > Average Price changes the Compare Quotations window to the
average price function.
Quotations (Compare) > Options > Split
Selecting Options > Split displays the following window:

Figure 279 The Form Splitting Window for Quotations Compare

This window is the same as the form splitting window for splitting line items in
Purchase > Forms > Line Items with the additional checkbox to Use Quotation
Prices.
Click the column header to select the Vendor.
Note To select multiple line items for splitting, use standard Windows techniques (CTRL
or SHIFT keys) while clicking on the required line items in the Compare Quotations
window. If you also click the column header of the desired vendor, the Vendor field
in the Form Splitting window is filled out when the window opens.
Quotations > Options > Select
Choose Options > Select to open the following dialog box:

Figure 280 The Select Quotation Dialog Box

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Note If both Use Quotation Prices and Use Vendor Prices are checked (as in Figure 280)
the quotation prices are used.
Selecting a quotation means that you are approving the highlighted line for the basis
of a purchase. Depending on a number of parameters you can set several actions to
occur when you select a quotation, including form type conversion, form status
conversion and close quotation. See section 11.9.4 for more information on
parameters.
Note A quotation past its expiry date cannot be accepted.

6.1.3.3 Deliveries
Deliveries are forms used to distribute goods in transit to remote locations such as
ships. They are a form of temporary goods received form that follows the stock items
until they are officially received at the ordering installation. If the address entered
in the destination field is classed as a goods receivable address, the line item
quantities entered are transferred to the appropriate voucher to authorise payment.
The goods receivable function is described in section 3.1.1.2.1.

Figure 281 The Deliveries Window

Deliveries can be added to a single transport document or split over several

documents. Once added to a transport document the delivery is classed as
consolidated. Deliveries unassigned to a transport document are classed as
unconsolidated.

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6.1.3.3.1 The Options Menu for the Deliveries Window
Within the Deliveries window, the Options menu changes:

Figure 282 The Options Menu for the Deliveries Window

Deliveries > Options > Line Items

Select line items from the options menu to display the details of what is included in
the delivery.

Figure 283 The Deliveries -- Line Items Window

Deliveries (Line Items) > Options Menu

Within the line items of a delivery, the Options Menu changes to the following:

Figure 284 The Options Menu for Line Items (Deliveries)

Deliveries (Line Items) > Options > Fill Delivery

Selecting the Fill Delivery option causes the Quantity column of the Delivery Line
Items window to fill with the purchased quantities. Use this facility to quickly enter
the line item quantities if you are certain that they are correct. This is useful if there
are many line items.

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Deliveries (Line Items) > Options > Set ‘Located’…
To update the Located field for several line items, select the required lines and then
use the following dialog box to insert the desired information:

Figure 285 The Set ‘Located’ Dialog Box

Deliveries > Options > View Transport Document

While adding deliveries to transport documents, select View Transport Document
from the Options menu to see the current status, such as weight, number of packages
and total cost. This is useful if for example your delivery is restricted due to weight
constraints. See section 6.2 for further information on transport documents.

6.1.3.4 Vouchers
Vouchers are the form for attaching invoices or credit notes to purchase forms. When
you select Vouchers from the Purchase > Forms > Options menu the next available
number is assigned to the voucher and the purchase form to which it belongs is listed
in the window title bar. If the voucher is for the whole purchase form or it is the last
in a number of forms, check the Final Invoice box. The Voucher Category drop down
list contains the pre--defined voucher categories you can select from. To enter
vouchers against a form, the user needs to have at least read access rights for forms
of that type.

6.1.3.4.1 The Options Menu for the Vouchers Window

Within the Vouchers window, the Options Menu changes to the following:

Figure 286 The Options Menu for the Vouchers Window

Vouchers > Options > Line Items

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Each voucher contains the same line items as the purchase form to which it belongs.
If there are several vouchers against a single purchase form, the quantity received
to date is updated each time a new voucher is created. This makes it easy to see when
a final invoice should be created.
The delivery column denotes the quantity arrived at a goods receivable address
through the registration of a delivery and can therefore be classed as received. The
received column denotes the quantity arrived at the installation and actually
received. If there are many line items on a voucher, select Fill Voucher from the
associated Options menu to automatically fill the quantity column.

Figure 287 The Vouchers -- Line Items Window

Vouchers > Options > Calculate Net Amount

To add together the net amounts of all line items on a voucher, select Vouchers >
Options > Calculate Net Amount. AMOS M&P then updates the net value of the
selected voucher with the resulting figure.

6.1.3.5 Custom Clearance Contract

Select a form which is marked as belonging to a Custom Clearance contract (a
marked checkbox in the Additonal Info tab). Then select this option, to open the
corresponding window for the form’s CC contract.

6.1.3.6 Budget
Select Options > Budget to view the budget details for the selected form. This opens
the Budget window. For more detail on the Budget window, see section 7.1.

6.1.3.7 Note To Vendor

This is a details window for use with e--Business portals to send information to the
vendor about the purchase form.

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6.1.3.8 Note From Vendor
This is a details window for use with e--Business portals to receive information from
the vendor about the purchase form.

6.1.3.9 Terms and Conditions

This is a details window for use with e--Business portals to receive the vendor’s
terms and conditions regarding the purchase form.

6.1.3.10 Change Approval

To grant or revoke approval for a purchase form, select Options > Change
Approval. The condition of the following dialog box depends on the existing
approval state of the form.

Figure 288 The Change Approval Dialog Box

6.1.3.11 Receive
Select Options > Receive to open the following dialog box:

Figure 289 The Receipt Options Dialog Box

If there are many items, and most of the order has arrived, check the Receiving the
complete P.O. box to open the Receive window with the totals already entered. Alter
any that are incorrect. If you do not check this box, enter each total individually.

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 Figure 290 The Receive Window

6.1.3.11.1 The Options Menu for the Receive Window

Within the Receive window, the Options Menu changes to the following:

Figure 291 The Options Menu for the Receive Window

Receive > Options > Quality Check

The Quality Check window is for making comments about the quality of goods
received. Check the checkbox in the print forms window to print reclamation claims
to send to the supplier.
The Quality Codes register is for storing the possible codes available in the drop
down window. This register is described in section 3.1.7.6.

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 Figure 292 The Quality Check Window

Note You can register more than one quality check against each receipt if required.

6.1.3.12 Convert
Select Options > Convert to alter the form status and/or form type. You can convert
individual forms, or several forms if they are tagged. The Created date field in the
Forms window will show the date the form was converted into a new form (rather
than the date the original form was created).

Figure 293 The Convert Form Type/Status Dialog Box

6.1.3.13 Estimate Cost

Select Options > Estimate Cost to calculate the total value of the selected purchase
form based on the quantities, prices and discounts for the line items on the form.

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 Figure 294 The Update Estimated Cost Dialog Box

6.1.3.14 Copy
To copy an existing purchase form instead of having to type all the information in
again, select Options > Copy and fill in the details as shown below.

Figure 295 The Copy Criteria Dialog Box

To copy the form to a different Installation or Department, click the lookup button
and select the required destination from the list. If you copy a form to another
department, only free text lines are copied. Line items containing a part number
(goods) or a work order number (services) are not copied.
Use this function to copy a purchase form for ships provisions from one vessel to
another.

6.1.3.15 Print Label

Select Options > Print Label to print labels for the line items of a purchase form.
There are three options available; Ordered Quantity and Received Quantity print
the correct number of labels depending on the numbers in the appropriate fields of
the line items whereas selecting Quantity allows you to enter a number manually.
Note If you enter a number manually, that number of labels is printed for every line item
in the form.

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 Figure 296 The Print Label Dialog Box

Make your selection and click OK to proceed. A window opens displaying a

preview of the labels selected for printing. When ready to print, click the Print
button in the secondary toolbar or select File > Print. To cancel the print, close the
print preview window.

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6.2 Transport Documents
Transport Documents group goods that have come into a central location on
different purchase forms and need to be forwarded to remote installations. A form
with many line items can be split over several transport documents and a transport
document can contain line items from several purchase forms.

6.2.1 The Transport Documents Filter

Select Purchase > Transport Documents. The following filter opens:

Figure 297 The Transport Documents Filter

To see all transport documents, click OK; otherwise enter some details to restrict the
information retrieved.

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6.2.2 The Transport Documents Window
The Transport Documents window is for collating the information regarding
shipment of goods from a central location to remote destinations. To make a new
transport document, click New in the toolbar.
Installations expecting stock items can view the transport documents destined for
delivery to see what will arrive, where it will be sent, when it will arrive and who
the freight forwarder is.
Select Purchase > Transport Documents to open the window:

Figure 298 The Transport Documents Window

The document number of a transport document is not automatically generated so

you can use your own numbering system to identify it. Enter as much information
as possible to make the transport document easier to understand and to assist your
remote locations to see when things will arrive.

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6.2.3 The Options Menu for Transport Documents
When the Transport Documents window is open, an Options menu is added to the
menu bar:

Figure 299 The Options Menu for Transport Documents

6.2.3.1 Details
Select Options > Details to open the Full Description window for the selected
transport document. This window is for adding general information to a transport
document and can also be used in conjunction with a pre--formatted template if
required.

6.2.3.2 Additional Info.

Select Options > Additional Info. to attach extra transportation details to the
document.

Figure 300 The Transport Documents Details Window

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6.2.3.3 Consolidated Deliveries
Select Options > Consolidated Deliveries. Consolidated deliveries are purchase
form line items that are attached to Transport documents, and are therefore
accounted for. Unattached line items are classed as unconsolidated deliveries.

Figure 301 The Consolidated Deliveries Window

6.2.3.3.1 The Options Menu for Consolidated Deliveries

Within the Consolidated Deliveries window, the Options Menu changes to the
following:

Figure 302 The Options Menu for Consolidated Deliveries

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Consolidated Deliveries > Options > Line Items
Select this command to display the line items included on the purchase form.

Figure 303 The Delivery -- Line Items Window (Consolidated)

Consolidated Deliveries (Line Items) > Options Menu

Within the Consolidated Deliveries > Options > Line Items window, the Options
menu changes to the following:

Figure 304 The Options Menu for Line Items (Consolidated Deliveries)

Consolidated Deliveries (Line Items) > Options > Fill Delivery

Selecting the Fill Delivery command automatically inserts the purchased amount
into the quantities column of all the line items in the delivery.
Consolidated Deliveries (Line Items) > Options > Set Located
To update the Located field for multiple line items, tag the required lines and then
use the following dialog to insert the desired information:

Figure 305 The Set Located Dialog Box (Consolidated Deliveries)

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Consolidated Deliveries > Options > View Form
This option displays the original purchase form for the selected delivery line item.
Consolidated Deliveries > Options > Remove
This option removes the selected delivery line item from the transport document
listed in Document No. and the line item becomes unconsolidated.

6.2.3.4 Unconsolidated Deliveries

Unconsolidated deliveries are made up of purchase form line items that have not yet
been attached to Transport documents. Attached line items are classed as
consolidated deliveries.

Figure 306 The Unconsolidated Deliveries Window

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Unconsolidated Deliveries – Options Menu
Within the Unconsolidated Deliveries window, the Options menu changes to the
following:

Figure 307 The Options Menu for Unconsolidated Deliveries

Unconsolidated Deliveries > Options > Line Items

Selecting this menu command displays the line items that were included on the
purchase form.

Figure 308 The Delivery -- Line Items Window (Unconsolidated)

Unconsolidated Deliveries (Line Items) > Options Menu

Within the Unconsolidated Deliveries > Options > Line Items window, the
Options menu changes to the following:

Figure 309 The Options Menu for Line Items (Unconsolidated Deliveries)

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Unconsolidated Deliveries (Line Items) > Options > Fill Delivery
Selecting Fill Delivery automatically inserts the purchased amount into the
quantities column of all the line items in the delivery.
Unconsolidated Deliveries (Line Items) > Options > Set Located
To update the Located field for several line items, tag the required lines and then use
the following window to insert the desired information:

Figure 310 The Set Located Dialog Box (Unconsolidated Deliveries)

Unconsolidated Deliveries > Options > View Form

This option displays the original purchase form for the selected delivery line item.
Unconsolidated Deliveries > Options > Attach
This option attaches the selected delivery line item to the transport document listed
in Document No. and the line item becomes consolidated.

6.2.3.5 Recalculate Totals

When you have altered the contents of a transport document, use the Recalculate
Totals function to update the Total Cost field showing the transportation costs of the
shipment.

6.2.3.6 Create Account Transactions

Select Options > Create Account Transactions to update the account log entries
at Tools > Account Transactions.

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6.3 Contracts
Contracts give you the option of specifying pre--arranged contract purchasing with
your vendors. You can have one contract per vendor at any given point in time.
Note There are several registers for use within contracts called Delivery Terms, Payment
Terms and Delivery Locations. See section 3.1.10 for more information about these
registers.

6.3.1 The Contracts Window

Select Purchase > Contracts to open the Contracts window. There is no filter.

6.3.1.1 Contracts --- General Tab

Figure 311 The Contracts Window -- General Tab

The Contracts -- General tab is for setting up the basic information for each contract.
Most of the information to be entered is free text except for where there are drop
down windows or date fields.
The Template drop down window is for attaching user defined templates to the
details window accessible through the associated Options menu.

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6.3.1.2 Contracts --- Contract Items Tab

Figure 312 The Contracts Window -- Contract Items Tab

The Contract Items tab is for entering contract sub--sections. Create a new
subsection using the buttons at the top right--hand side of the window. The details
for the sub--sections are entered in the Item Details tab in the lower half of the
window.
The contract sub--section can have Volume or Flat Rate discount rates. If Flat Rate
is selected, enter the amount of discount in the single box to the left. If Volume is
selected, you are then presented with the following variation:

Figure 313 The Discount Area of the Contracts Window

Add or remove discount rates for different quantities by clicking the New and Delete
buttons at the bottom of the discount area.

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 Figure 314 The Contracts Window -- Stock Links Tab

The Stock Links tab is for attaching Stock Classes and/or Stock Types to the
contract. Add or delete Stock Classes and Stock Types by clicking the buttons to the
right of the two fields. The View button takes you to the Stock Items window of the
selected stock number.
If a stock item belongs to a stock class that is linked to a contract, the item is ordered
against the contract. If you create a new contract which identifies the stock item in
the stock types section, it becomes the default contract for that item.
When you are using contracts for purchasing and generate a form to purchase a
particular stock item, the application initially checks for any valid contracts linked
to the item’s stock type. If no contract is found, the application then checks for valid
contracts linked to the item’s stock class. If no contract is found the item is ordered
outside of the contact purchasing function.

6.3.1.3 Contracts --- Delivery Locations Tab

Figure 315 The Contracts Window -- Delivery Locations Tab

The Delivery Locations tab is for attaching possible delivery locations to the entire
contract using the buttons to the right of the window. There can also be positive or
negative price factors included to account for additional delivery costs.

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Use the Generate Forms function to automatically select the valid contract if the
stock item is attached to one. If more than one contract is valid, you are asked to
select the one you want to use. Once the contract is selected, you are prompted to
choose a delivery place by the following dialog:

Figure 316 The Choose a Delivery Place Dialog Box

The first field contains the number of the selected contract. When you click the
lookup button, a list of all possible delivery locations contained in the delivery
locations register appears. Choose one and click OK to proceed. The purchase form
is now issued against the contract.

6.3.1.4 The Contracts Options Menu

The Options menu for Contracts contains two entries:

6.3.1.4.1 Details
Selecting this opens a blank text window for adding in details.

6.3.1.4.2 Copy From Contract

If you have edit access for the Contract window and a valid contract exists, this
option is available. When you are creating a new contract, select this option to open
a list of all the pre--existing contracts. Choose a contract here, and click OK, and the
details are copied from this contract, into the current one you are working on.

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6.4 Custom Clearance Contracts and Forms
Using the Custom Clearance module fulfills the particular Custom Clearance
operations that are applied in certain countries, where petroleum companies, for
example, do not pay any duties for goods imported with a valid contract. These
companies obtain government concessions for a set time period, and can then use
materials such as equipment and parts, imported from abroad without paying duties.
The contracts, forms, declarations, and the process of purchasing, delivering and
using the imported goods, must all progress by certain rules. Registering and
tracking all related information in the AMOS Custom Clearance module, integrated
in the purchasing process, ensures that all procedures are followed and requirements
are met. In the Custom Clearance process, it is most important that you can trace the
date each step was performed, to have a clear Lead Time Overview (time from
placement of purchase order, to item reception).

6.4.1 The Custom Clearance Contracts Filter

Use this filter to search for existing CC Contracts, by contract Number,
Description, Partner, or Start/End Dates.

6.4.2 The Custom Clearance Contracts Window

A Custom Clearance Contract must be created between a buyer and a
sub--contractor, and approved by the appropriate governmental authorities, before
you can begin importing materials for the sub--contractor’s use, duty free. When
approved and registered, the concession is valid for use. Its details and information
can be maintained in this window, until its expiry.

6.4.3 The Custom Clearance Forms Filter

If you are looking for an existing form to view or maintain its information, enter
details in this filter, to narrow your search. You can search by various dates in the
process (i.e. From/To Free Zone Arrived Date, From/To Submitted Date), or by
details such as the CC Contract Number the form belongs to, etc.

6.4.4 The Custom Clearance Forms Window

Custom Clearance Forms contain all the details about the Customs Declaration, and
the Custom Clearance Contract and processes, for the sub--contractor. These forms
are very important for maintaining records of all the dates involved in the Custom
Clearance process.

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Upon receipt of a new Customs Declaration, you create a CC Form here, and then
open the existing record and enter the date and information applicable to each step
of the process: for example, the date the CC Contract is Submitted to the authorities,
the date it is Processed, the order forms linked to the contract, the date the items
arrive in the Free Zone, etc.
Custom Clearance Forms are Workflow driven, and the Workflow Activities tab
displays any workflow operations performed on the selected Custom Clearance
Form. Whenever the form progresses to a new stage, ensure that its workflow status
is updated.

6.4.4.1 Custom Clearance Forms --- Options Menu

The Options menu for Custom Clearance Forms contains two items.

6.4.4.1.1 Items
Select Options > Items to open the corresponding window. The line items for the
selected CC Form are listed here.
You can change the work flow status of more than one item at once, by tagging the
items to change the status for, and selecting Options > Set Status for all items, in
the Custom Clearance Items window Options menu.

6.4.4.1.2 Work Flow...

Select Options > Work Flow to change the work flow status for the selected form.

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Chapter 7 Budget
This chapter covers the commands in the Budget Menu.

Figure 317 The Budget Menu

7.1 Budget
The budget functions in AMOS M&P are also described in the AMOS Business
Suite - M&P User Guide.

7.1.1 The Budget Filter

Selecting Budget > Budget opens the Budget filter:

Figure 318 The Budget Filter

The Class drop-- down list contains the three defined budget classes:
S Purchase - purchased items. Amounts are transferred from purchase orders.
S Stock - Spare Parts budget class. Amounts are transferred from Stock
Transactions.
S Maintenance - for tracking resources spent on maintenance. Amounts are
transferred from the maintenance log.

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7.1.2 The Budget Window

Figure 319 The Budget Window

The budget consists of a number of budget codes defined by your organisation. The
next section explains the various available budget code options.
To enter the Budget Overview window and view details, double-- click the desired
budget code.

7.1.3 The Options Menu for Budget

Figure 320 The Options Menu for Budget

7.1.3.1 Details
Select Options > Details in the Budget window to open the Full Description
window, used for a full text description of the selected budget code. If a default
Budget Code layout is specified, the window displays this layout instead.

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7.1.3.2 Overview
Select Options > Overview in the Budget window to open the Budget Overview
window for the selected budget code. The illustration below shows a budget code
based on the Manually allocated budget model.

Figure 321 The Budget Overview Window

S Enter a percentage in the Warning field. A value of 90% produces a warning

when 90% of the specified budget has been spent. A value of 110% produces
a warning when the budget code has been overspent by 10%. The warning is
displayed as an asterisk (*) in the warning column of the budget window.
S Use the Revised field to enter the date for a revision of a budget code. Use
the By drop-- down list to specify the user who made the revision.
S The Access drop-- down list contains two values: Open and Restricted.
Selecting Restricted ensures that only user groups who have been granted
access can update the selected budget code. Access for user groups is
described in section 11.9.2.

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S The Budget Model drop down list contains three options. You can base
different budget codes on separate budget models.
- Budgeted amount - specifies a sum for the entire year.
- Evenly allocated budget - distributes the budget sum evenly over each
period.
- Manually allocated budget - allows you to enter the budget sum directly
in the Budget Overview window, with separate amounts for each month
of the budget year.
S If the Budget Commitment Control functionality is enabled in your system,
the Budget Overview window will contain an extra column called Forecast.
Refer to the AMOS M&P User Guide vrs. 7.0 for more information on Budget
Commitment Control.

7.1.3.3 Specification
AMOS M&P’s optional functionality allows your organisation to enter budget
specifications for the budget codes. Three system parameters control this option,
called Use Specification for Stock, Purchase and Maintenance Budget
respectively (see section 11.9.4.5). If the parameters are set to TRUE, the
corresponding budget specifications are used to update budget figures for the
appropriate budget classes.
Select Options > Specification to open the Budget Specification window:

Figure 322 The Budget Specification Window

S The Budget Specification window is for adding items to be charged to the

selected budget code.

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7.1.3.4 Prognosis
After establishing the original budget there may be need for some adjustments.
The Prognosis function enables you to create new, updated versions of the budget
based on actual consumption and turnover.
To enter the Budget Prognosis window, select a budget code and go to Options >
Prognosis. The following window opens:

Figure 323 The Budget Prognosis Window

S A Prognosis budget is controlled by the same mechanisms as the regular

budget, as described in this section. It uses one of the same three budget
modes.
S If the Specification parameters are set to TRUE, specifications amounts are
used to calculate a budget prognosis. To calculate, select the prognosis to
work with and go to Options > Specification. Then enter a specification as
for the usual budget.
S You can copy the relevant specifications from previous prognoses. For the
first prognosis created, copy data from the budget code itself. For subsequent
prognoses, copy data from the previous version. To copy data, select Options
> Copy Specification.

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 Figure 324 The Options Menu for Budget Prognosis

7.1.3.5 Recalculate
Select Options > Recalculate to recalculate the budget while you are working on
it. The dialog box shown in Figure 325 will appear.

Figure 325 The Recalculate Budget Dialog Box

Where available, you can click the lookup button to select a particular department
and financial year, and/or a specific budget code, to recalculate. Click OK to
perform the recalculation for the selections made.

7.1.3.6 Convert
A user with the sufficient access level can convert the status of one or more
checked budget codes in the Budget window. Select Option > Convert to enter
this dialog box:

Figure 326 The Convert Budget Dialog Box

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A budget code automatically receives the status Preliminary at the time it is
created, typically at an early stage in the budget process. The status changes to
Approved when this stage is reached. If a budget code is withdrawn from the
budget on a temporary or permanent basis, change the status to Parked. You cannot
change a budget Prognosis after the status has been set to Approved.
You can change the status of multiple budget codes in the same operation by
tagging the desired budget codes. Then select Edit > Select All to tag all of the
budget codes to batch convert them.

7.1.3.7 Copy
To create realistic budgets, AMOS M&P allows you to copy budget information.
Select Options > Copy in the Budget window to enter this dialog box:

Figure 327 The Copy Budget Codes Dialog Box

S Specify the source and destination for the copying operation in the
drop-- down lists at the top of the dialog box.
S The two look-- up lists in the frame Range to Copy are for specifying a range
of budget codes to include.
S If you check the Copy budget figures box, the field Adjust budget values by
[%] becomes available. Use this to insert a percentage value by which each
amount in the target budget increases compared to the source budget.

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 7.1.3.8 Progress
Select Options > Progress to view a graphical representation of your budget
spending in the Budget Progress window. The progress is displayed on a meter for
each of the three budget classes, at department level, installation level, and system
wide.

7.2 Budget Hierarchy

The budget hierarchy in AMOS M&P is also described in the AMOS Business Suite
- M&P User Guide.

7.2.1 The Budget Hierarchy Filter

Select Budget > Budget Hierarchy to open the filter:

Figure 328 The Budget Hierarchy Filter

The Class drop-- down list contains the three defined budget classes:
S Purchase - for purchased items. Amounts are transferred from purchase
orders.
S Stock - for the Spare Parts budget class. Amounts are transferred from Stock
Transactions.
S Maintenance - for tracking resources spent on maintenance. Amounts are
transferred from the maintenance log.

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7.2.2 The Budget Hierarchy Window

Figure 329 The Budget Hierarchy Window

S The budget hierarchy consists of budget groups (parent level) that contain
other budget groups or budget codes (child level) forming a hierarchy
structure. This structure enables your company to better reflect its
organisational budget system. Once the budget hierarchy has been created,
you can view the cumulative budget amounts at any folder level.
S Viewing an individual budget in the hierarchy, represented by a bar chart icon,
you see the overview for that particular budget in the right hand pane of the
window. This window functions in the same way as the budget overview
window described in section 7.1.3.2.
S Viewing a budget group in the hierarchy represented by a folder icon, you see
a summary overview in the right hand pane of the window. This displays the
cumulative amounts for each of the budgets in the budget group. The details
at the top of the pane are not displayed because you are viewing the figures
for multiple budgets. If you select the topmost icon you see the cumulative
totals for all budgets.
S Depending on your system settings, you can define Budget Warning
percentages, and Budget Limits, for each group within the hierarchy. The
percentages apply on the accumulated budget for the group they are
registered against. For more on Budget Warnings and Limits, see the AMOS
M&P User Guide vrs. 7.0.

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 S Use the New and Delete buttons in the secondary toolbar, or the commands
in the Edit menu, to create or delete budget groups. New budget groups are
created one level beneath the currently highlighted group. To create a new top
level group, highlight the topmost icon entitled All. When you create a new
budget group, the following window opens:

Figure 330 The Budget Group Window

Enter a Code and Title to identify the budget group. You can change this later by
double-- clicking an existing budget group to re-- open the above window.
Use the budget codes window to add budget codes to budget groups. This is
described in section 11.9.9.
Note To expand the budget hierarchy, the user must have at least read access for budget
codes in general. Depending on the applied filter and the users’ access rights to
individual budgets, certain lowest level groups may appear empty.

7.3 Generate Budget Codes

Generate Budget Codes was introduced for AMOS M&P version 5.4.00 due to
alterations in the way the application handles budget codes. If you have already
upgraded all your installations to 5.4.00 or have begun using the application from
this version, you should ignore this menu entry.
Note It is very important that users of AMOS M&P, who are upgrading to 5.4.00
or above from a previous version, read the relevant release notes for the
correct procedures when using this function.

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Chapter 8 The Quality Menu
This chapter covers the commands in the Quality menu:

Figure 331 The Quality Menu

8.1 Procedures
Procedures describe which measures to take on your various sites to maintain the
established quality goals of your organisation.
To open the Procedures window, select Quality > Procedures.

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8.1.1 The Procedures Filter
When you select Quality > Procedures, the Procedures filter opens.

Figure 332 The Procedures Filter

Once you have entered your search criteria, click OK to view procedures or
Cancel to abort. To enter new search criteria click Clear.

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8.1.2 Procedures Window
After the filter, the Procedures window opens.

Figure 333 The Procedures Window

Note The Procedures window that you see will depend on your combination of access
rights. See section 8.1.4 for details.

8.1.2.1 Procedures --- General Tab

A set of sample procedures may be installed when the application is installed. Use
these as a starting point for creating tailor-- made procedures for your organisation.
Only the System Administrator can create brand new procedures.

8.1.2.2 Procedures --- Revisions Tab

Records the versions of registered procedures, details the procedure and displays
a list of any document revisions. It also shows a list of revisions associated with
each procedure as you select it. The Revisions tab is sub-- divided into four
secondary tabs.

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8.1.2.2.1 Documents
Use the Documents tab to attach documents to each procedure. Details for each
document include name, revision, created by, created date and status (only name
and revision are entered manually). It is important to be aware of the document
revision number and the procedure version which the document relates to.

8.1.2.2.2 Jobs
Use the Jobs tab to connect jobs to the procedure. Clicking the New or View
buttons opens the Procedure Jobs window, where you connect the jobs to
procedures, and connect triggers to jobs.

8.1.2.2.3 Manuals and Conventions

The Manuals and Conventions tab is for attaching manuals or conventions to the
procedure.

8.1.2.2.4 References
This tab contains two lists of procedure documents. On the left hand side is a list
of procedures the selected revision refers to. On the right hand side is a list of
procedures that refer to the selected revision; this list is read-- only. Use the buttons
at the bottom of the sub-- tab to add and remove procedures from the lists. Only
procedures with the status Active or Draft can be listed in the ’Referenced By’
section. Only Active procedures can be listed in the ’Referring To’ section.
When you create a new procedure revision, the ’Referring To’ procedures are
copied from the previous revision. The ’Referenced By’ procedures are not copied.

8.1.2.3 Procedures --- Procedure Distribution Log Tab

The Procedure Distribution Log tab displays all the procedures imported to the
installation. The list displays installation code, installation name, procedure name,
version and date of import for each procedure.

8.1.2.4 Procedures --- Document Distribution Log Tab

The Document Distribution Log tab displays all the documents imported to the
installation. The list displays installation code, installation name, procedure name,
version and date of import for each procedure.

8.1.2.5 Procedures --- Attachments Tab

The Attachments tab is for connecting an attachment to a procedure. You can
search for an attachment by code or name clicking the lookup button at the top of
the Select window

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8.1.3 The Options Menu for Procedures
When a procedure is selected from the list, the Options menu becomes available.

Figure 334 Procedures Options menu

8.1.3.1 Details
Select Options > Details to open a free-- text description window. The window
accepts standard copy and paste functions. Newly inserted images are moveable
and resizable. Click the image to select it, then press ALT to move or size it. All
images are inserted by default at the top of the page, and should be moved to the
desired position by the user.

8.1.3.2 Distribution
Your organisation may have a large number of procedures. Some apply to all the
installations, while others are specific to a single installation or to a group of
installations.
Select Options > Distribution... to define which installations use the different
procedures.

8.1.3.3 Procedure Read Log

Select Options > Procedure Read Log to view a list of personnel who have read
the selected procedure.

8.1.3.4 Document Read Log

Select Options > Document Read Log to view a list of personnel who have read
the selected document.

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 8.1.3.5 Workflow
Select Options > Work Flow to open the Change Work Flow Status dialog box.
In this box you can set the Action and Resulting Status of the selected procedure,
add comments and assign it.

Note The Workflow option allows you to recreate the steps that your company work
flow takes in each stage of a process for distribution. To open the Work Flow
Configuration window, select Tools > Configuration > Work Flow.

8.1.3.6 Activity Log

Select Options > Activity Log to open the Activity Log window. The activity log
tracks the work flow progress of a procedure and provides information on when
the activity was performed, by whom, any comments made, the action taken and
who the activity was assigned to. The Performed, User, Action and Comment
fields at the top of the window are populated with information taken from the
selected activity in the list below.

Figure 335 Example of an Activity Log

8.1.3.7 Quality Log

To view the Quality Log, select Options > Quality Log.
The detailed information about the Procedure Version selected from the list is
displayed in the General tab.

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8.1.4 (Read Only) Procedures Window
Some users open the Procedures window to read documents, but not to edit or
create new documents. The read-- only Procedures window is simplified and
intended for those users who just need to view and print Procedure Documents. It
is not possible to change any documents in this window. This Procedure window
only appears if the user has the following combination of access rights in Access
Control:
S No access to Procedures on the Registers tab
S Access to Procedure Documents on the Functions tab
S No access to Complete System on the combined tab
This window is accessed through the same menu command as the standard
Procedures window, and uses the same filter. All the tabs are the same, (see section
8.1.2) but are now read-- only.
The Options menu for the read-- only Procedures window contains one item,
Details. This option functions in the same way as in the standard Procedure
window (see section 8.1.3.1).

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8.2 Distribution
In AMOS Q&S, you can specify procedures for distribution to installations and
installation groups.

8.2.1 Installation
The Installation Distribution window allows the user to select individual
installations and assign appropriate procedures to each one.

Figure 336 Example of the Installation Distribution window

8.2.2 Installation Group

Often a group of installations use the same procedures. Instead of distributing each
of these procedures to each site, use this window to distribute the procedures to a
previously-- defined installation group. One installation group can be comprised of
several different installations, and, one installation may belong to several different
installation groups.

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8.3 Circulars
Circulars distribute information to installations or installation groups. To open the
Circulars window, select Quality > Circulars.

8.3.1 Circulars Filter

When you select Quality > Circulars, the filter dialog opens.

Figure 337 The Circulars filter

Add the appropriate search criteria and click OK.

The circulars window opens with the filtered list of circulars.

8.3.2 Circulars Window

A list of filtered circulars appears in the bottom half of the circulars window. When
you select a circular from the list, its details appear in the top left of the window.
The circular information appears in the top right of the window.

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 Figure 338 The Circulars Window

To add the content to the circular, select Options > Details. The Editor window
opens.

8.3.3 The Options Menu for Circulars

Figure 339 Circulars Options menu

8.3.3.1 Details
Select Options > Details to open the editor window (enhanced or classic
depending on your configuration). This is a free-- text window for entering the
content text for the circular using cut & paste functions. Newly inserted
attachments are moveable and resizable. Click the attachment to select it, then
press ALT to move or size the image. All images are inserted by default at the top
of the page, and the user should move them to the desired position.

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Note Due to a feature in the Enhanced Editor functionality, if an image is to be added
to the page the user MUST also include a minimum of one text character or space.
If an image is added to an otherwise empty editor page, it will disappear when an
attempt is made to save the change.

8.3.3.2 Distribution
Select Options > Distribution to open the distribution window. Use this window
to select the installations and installation groups to receive the distributed
circulars.
Click the lookup button or drop-- down list to find an installation or installation
group by code or by name.

8.3.3.3 Distribution Log

Select Options > Distribution Log to view the circulars’ distribution histories.

8.3.3.4 Read Log

Select Options > Read Log to view a list of personnel who have read the selected
circular.

8.3.3.5 Work Flow

Select Options > Work Flow to open the Change Work Flow Status dialog box.
In this box you can set the Action and Resulting Status of the selected circular, add
comments and assign it.
Note The Work Flow option allows you to recreate the steps that your company work
flow takes in each stage of a process for distribution. Select Tools > Configuration
> Work Flow to open the Work Flow Configuration window.

8.3.3.6 Activity Log

Select Options > Activity Log to open the Activity Log window. The activity log
tracks work flow progress of a circular and provides information on when the
activity was performed, by whom, any comments made, the action taken and who
the activity was assigned to.

8.4 Non Conformity

8.4.1 Observation
The Observation function allows the user to create a Requisition Work order.
Select Quality > Non Conformity > Observation to open the Observation
window.

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 8.4.1.1 Observation --- General Tab
Use the General tab to enter details to create a requisition work order.
Select the check-- box Unexpected Work if the work is rare or unpredicted, or,
check Create Non Conformity to add the work to the non conformity list.

8.4.1.2 Observation --- Attachments Tab

Click on the Attachments tab to add an attachment to the requisition work order
from the attachments library.

8.4.2 Non Conformity

Select Quality > Non Conformity > Non Conformity to open the Non
Conformity (NC) window. The filter shown in Figure 340 appears first, allowing
you to specify criteria for non conformities shown in the list. To see all of them
click OK.

Figure 340 The Non Conformity Filter

8.4.2.1 Non Conformity --- General Tab

The General tab is for entering critical information regarding the NC.
The Number field is automatically populated with a unique sequential number.
The Status and Created Date fields are also automatically populated. Information
on where and by who the NC was created is automatically generated in the By User
and On Site fields.

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 8.4.2.2 Non Conformity --- Categories Tab
The Categories tab is for selecting the main category, sub-- category and cause of
the NC.
The top part of the window is for selecting Categories. The bottom part of the
window is for selecting Causes.

8.4.2.3 Non Conformity --- ConventionsTab

Use the Conventions tab to attach a convention to the NC if appropriate.

8.4.2.4 Non Conformity --- DescriptionsTab

You can add a description of the NC using the Descriptions tab. A line of
information appears showing login id, user name, logged date and logged time.
Double-- click on any previous line to view a description

8.4.2.5 Non Conformity --- Improvement Suggestions

Tab
Improvement suggestions can be added in the Improvement Suggestions tab in the
same way as Descriptions are added.

8.4.2.6 Non Conformity --- Work Flow Activities Tab

Open the Workflow Activities tab to view the work flow progress of the selected
non conformity.
Note The Work Flow option allows you to recreate the steps that your company work
flow takes in each stage of a process for distribution. Select Tools > Configuration
> Work Flow to open the Work Flow Configuration window.

8.4.2.7 Non Conformity --- Attachments Tab

Use the Attachments tab to connect attachments (i.e. images) to a non conformity.

8.4.2.8 Non Conformity --- Incidents Tab

If an incident is associated with a non conformity, the details of the incident can
be viewed in this tab. You can see details of the incident No., date, report date,
closed date and type of incident.

8.4.2.9 Non Conformity --- Corrective Actions Tab

Use the Corrective Actions tab to view the actions taken to correct a non
conformity. Non conformities cannot be closed until they have been corrected. The
tab contains columns for due date, completion, status and type of corrective
actions associated with the non conformity.

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8.4.3 The Options Menu for Non Conformity

8.4.3.1 Details
Details option displays a description for the selected NC. Use this window to add
general information to a NC.

8.4.3.2 Work Flow

Select Options > Work Flow to open the Change Work Flow Status dialog box.
In this box you can set the Action and Resulting Status of the selected non
conformity, add comments and assign it.
Note The Work Flow option allows you to recreate the steps that your company work
flow takes in each stage of a process for distribution. Select Tools > Configuration
> Work Flow to open the Work Flow Configuration window.

8.5 Incidents
The incidents window is for reporting accidents, cargo incidents, hazardous
occurrences, improvement suggestions, personal injury, damage to property and
pollution. Select Quality > Incidents to open the Incidents window.
A filter dialog box appears, allowing you to filter by report date:

Figure 341 The Incidents filter

Click OK and the Incidents window opens.

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8.5.1 The Incidents Window
8.5.1.1 Incidents --- General Tab
The General tab is for entering general details of the incident, the type and
circumstances of the incident and the causes and events pertaining to the incident.
A list of all the reported incidents is shown at the bottom of the window.

Figure 342 Incidents General tab

Select the type of incident from the list on the right in the general tab. If you check
the personal injury, damage to property or pollution boxes, the relevant tab headers
activate. This allows you to report detailed information for each category.
In the Circumstances section of the tab, enter details on the circumstances of the
incident.
Add event descriptions to the report using the drop-- down list.

8.5.1.2 Incidents --- Causes of Incident Tab

There are four types of cause to describe the incident; Human action, conditions,
human factors and job factors. Add and delete causes for each type in the same way
as adding and deleting events.

8.5.1.3 Incidents --- Detail Tab

Use the Detail tab to add text such as a written report of the incident, comments
and notes. You can use the copy and paste functionality to copy a report into the
Detail area.

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8.5.1.4 Incidents --- Descriptions Tab
Click the New button to enter further information regarding the selected incident,
or click View to see descriptions already entered for the selected incident.

8.5.1.5 Incidents --- Personal Injury Tab

If you select the check-- box for Personal Injury in the General tab, the Personal
Injury tab activates. This window allows you to enter detailed information about
the injured person and further description of the injury. If your license includes the
Personnel module, and the injured person is an employee, when you select their
name from the lookup list their employee details will appear automatically in the
appropriate fields.

8.5.1.6 Incidents --- Damage to Property Tab

If you select the check-- box for Damage to Property in the General tab, the Damage
to Property tab activates. This window allows you to enter detailed information
about any damage to property.

8.5.1.7 Incidents --- Pollution Tab

If you select the check-- box for Pollution in the General tab, the Pollution tab
activates. This window allows you to enter detailed information on any pollution
which has occurred.

8.5.1.8 Incidents --- Cargo Tab

The Cargo tab is for reporting cargo details.

8.5.1.9 Incidents --- Additional Info Tab

The Additional Info tab is for entering more extensive information regarding an
incident or to enter suggestions for improvements.

8.5.1.10 Incidents --- Attachments Tab

Use the Attachments tab to connect relevant attachment files about the incident
to the report.

8.5.1.11 Incidents --- Non Conformity Tab

The Non Conformity tab is for attaching non conformities relating to the incident.
Click the New button and select the appropriate non conformity from the search
list.

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 8.5.1.12 Incidents --- Claims Tab
The Claims tab is for viewing Claims relating to an incident.

8.5.1.13 Incidents --- Corrective Actions Tab

Use the Corrective Actions tab to view the actions taken to correct an incident.
Incidents cannot be closed until they have been corrected. The tab contains
columns for due date, completion, status and type of corrective actions associated
with the incident.

8.5.2 The Options Menu for Incidents

8.5.2.1 Reopen
To reopen an incident that has been closed using the Workflow, go to Options >
Reopen.

8.5.2.2 Work Flow

Select Options > Work Flow to open the Change Work Flow Status dialog box.
In this box you can set the Action and Resulting Status of the selected incident, add
comments and assign it.
Note The Work Flow option allows you to recreate the steps that your company work
flow takes in each stage of a process for distribution. Select Tools > Configuration
> Work Flow to open the Work Flow Configuration window.

8.5.2.3 Activity Log

Select Options > Activity Log to open the Activity Log window. The activity log
tracks the work flow progress of an incident and provides information on when the
activity was performed, by whom, any comments made, the action taken and who
the activity was assigned to. The Performed, User, Action and Comment fields are
populated with information taken from the selected activity in the list below.

8.6 Manuals
8.6.1 The Manuals Window
Selecting Quality > Manuals opens the Manuals window. There is no filter for this
window. This window is for adding manuals to the database, for viewing by
everybody or by selected groups.

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 The manuals are stored in a hierarchy structure (shown on the left side of the
window).

8.6.1.1 Manuals --- General Tab

The General tab is for entering document details such as code, name, status and
parent. Each document can be sub-- divided into sections creating a hierarchy
structure. Each section (attached document) can then be controlled, approved and
published.
When you add the first folder it becomes a top level item or root folder (ie. not a
sub-- folder). The next document added becomes a sub-- folder below unless you
choose to create another top level folder.

8.6.1.2 Manuals --- Attachments Tab

Add attachments to a manual using the Attachments tab.

8.6.1.3 Manuals --- Procedures Tab

Use this tab to add procedures to a manual.

8.6.1.4 Manuals --- Procedure Document Tab

If you have read access to the Procedures window, a tab called ’Procedure
Document’ appears in the Manuals window. When, (with appropriate access), you
select a procedure from the tree view in the Manuals window, the procedure
document opens in the ’Procedure Document’ tab.

8.6.2 The Options Menu for Manuals

While the Manuals window is open, an Options menu is available.

Figure 343 Manuals Options menu

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 8.6.2.1 Details
Select Options > Details to open the edit window. Here you can add, edit or delete
manual details.

8.6.2.2 Find
Select Options > Find to search for a word or phrase in a document.
The search covers all manuals saved, and returns a count of the number of manuals
found containing the search criteria.

8.6.2.3 Manual Access

Access rights can be assigned to crew members to Read, Edit and Delete manuals.
As soon as a person is assigned rights, everyone else is locked out unless given
specific read, edit or delete rights. If no access rights are established all users can
access the manual.

8.6.2.4 Export...
Select this option to choose a filename other than the default, for the document you
are going to create. Use the lookup button in the dialog to choose another name
and/or another folder. The manuals are then generated into a compendium
document.

8.6.2.5 Work Flow

Select Options > Work Flow to open the Change Work Flow Status dialog box.
In this box you can set the Action and Resulting Status of the selected manual, add
comments and assign it.
Note The Work Flow option allows you to recreate the steps that your company work
flow takes in each stage of a process for distribution. Select Tools > Configuration
> Work Flow to open the Work Flow Configuration window.

8.6.2.6 Activity Log

Select Options > Activity Log to open the Activity Log window. The activity log
tracks the work flow progress of a manual and provides information on when the
activity was performed, by whom, any comments made, the action taken and who
the activity was assigned to. The Performed, User, Action and Comment fields are
populated with information taken from the selected activity in the list below.

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8.7 Conventions

8.7.1 The Conventions Window

Select Quality > Conventions to open the Conventions window. There is no filter
for this window. Use this window to add conventions to the system.

8.7.1.1 General Tab

Conventions are added to the system in a similar way to manuals. A hierarchy
structure is used to divide the conventions into categories such as SOLAS, SAR
or COLREG (root folders). Sub-- folders are then created to enter conventions
within that topic or group. The structure can be expanded further to incorporate
chapters for each convention or further still to list amendments.

8.7.1.2 Attachments Tab

Use the Attachments tab to add attachments to a convention.

8.7.1.3 Procedures Tab

Use this tab to add procedures to a convention.

8.7.2 The Options Menu for Conventions

The Options menu for the Conventions window contains two items:
S Details
S Find / Find Next (search for words within a convention)

8.7.2.1 Details
Select Options > Details to open the Editor window. Use this window to enter and
print content.

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 8.7.2.2 Find
Use this command to search for a word or phrase in a document. The search covers
all manuals saved and returns a count of the number of manuals found containing
the search criteria.

8.8 Claims

8.8.1 The Claims Window

To view claims against insurance companies and add information to them, select
Quality > Claims. The filter opens. Add search criteria as appropriate and click
OK to open the Claims

8.8.1.1 Claims --- General Tab

Use the General tab to enter details for reporting the claim to the insurer. The lower
section of the window lists all the claims created.

8.8.1.2 Claims --- Claim Lines Tab

Use the Claim Lines tab to enter a description for each part of the claim.

8.8.1.3 Claims --- Audit Trail Tab

Use the Audit Trail tab to view modifications made to claims. All modifications
made automatically generate an audit trail. Information shows modification date,
changed field, old and new value and the name of the user who made the
modification.

8.8.1.4 Claims --- Attachments Tab

Use the Attachments tab to add attachments to a convention.

8.8.1.5 Claims --- Incidents Tab

Use the Incidents tab to add incidents to a convention.

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8.8.2 The Options Menu for Claims
The Options menu items for Claims are covered in this section.

Figure 344 The Claims Options menu

8.8.2.1 Calculate Amount

Select Options > Calculate Amount to calculate the total of all claim lines. This
converts currencies to the currency used in the General tab of the Claim. If there
is a discrepancy between the claim line amounts and the total in the Amount field,
you are asked to update the amount.

8.8.2.2 Work Flow

Select Options > Work Flow to open the Change Work Flow Status dialog box.
In this box you can set the Action and Resulting Status of the selected claim, add
comments and assign it.
Note The Work Flow option allows you to recreate the steps that your company work
flow takes in each stage of a process for distribution. Select Tools > Configuration
> Work Flow to open the Work Flow Configuration window.

8.8.2.3 Activity Log

Select Options > Activity Log to open the Activity Log window. The activity log
tracks the work flow progress of a claim and provides information on when the
activity was performed, by whom, any comments made, the action taken and who
the activity was assigned to. The Performed, User, Action and Comment fields at
the top of the window are populated with information taken from the selected
activity in the list below.

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8.9 Insurance
Select Quality > Insurance to open the Insurance filter. Add any appropriate
search criteria and click OK to open the Insurance window.
Add all insurance details to the database using the Insurance module. This allows
the user to list insurance type, the address of the insurer, the installation which the
insurance policy applies to, the policy number, the start and end dates of the policy
and a contact name. The user can also add comments in the comments fields.

8.10 Work Orders

To view work orders and add information to them, select Quality > Work Orders.
The filter opens. Add search criteria as appropriate and click OK to open the Work
Orders window.

8.10.1 The Work Orders Window

Figure 345 Example of the Work Orders window

8.10.1.1 Work Orders --- General Tab

This tab contains a list of all the work orders, and displays the details of the selected
work order in the top of the window.

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 8.10.1.2 Work Orders --- Details Tab
Use the Details tab to enter information regarding the work order into the enhanced
editor window. Newly inserted images are moveable and resizable. Click the
image to select it, then press ALT to move or size the image. Save the changes.

8.10.1.3 Work Orders --- Additional Info Tab

Use the Additional Info tab to enter additional information such as Effect, Cause
and Action Taken.

8.10.1.4 Work Orders --- Job Description Tab

When a job description is linked to a procedure version, the job description details
will be shown here when a work order is created from that procedure.

8.10.1.5 Work Orders --- Required Disciplines Tab

Use the Required Disciplines tab to enter the details of human resources needed
to complete the work order.

8.10.1.6 Work Orders --- Attachments Tab

Use this tab to connect attachments to the Work Order.

8.10.1.7 Work Orders --- Permits to Work Tab

If Work Permits are needed to complete any tasks in the work order they are listed
in this tab.

8.10.1.8 Work Orders --- Non Conformity Tab

Use the Non Conformity tab to enter and view details about any non conformities
related to the selected work order.

8.10.2 Options Menu

8.10.2.1 Quality Log

After a work order has the status Reported, select Options > Quality Log to view
the Quality Log.
The Quality Log window lists all reported work orders. The detailed information
of the work order selected from the list is displayed in the General tab.

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 8.10.2.2 Work Flow
Select Options > Work Flow to open the Change Work Flow Status dialog box.
In this box you can set the Action and Resulting Status of the selected claim, add
comments and assign it.
Note The Work Flow option allows you to recreate the steps that your company work
flow takes in each stage of a process for distribution. Select Tools > Configuration
> Work Flow to open the Work Flow Configuration window.

8.10.2.3 Activity Log

Select Options > Activity Log to open the Activity Log window. The activity log
tracks the work flow progress of a work order and provides information on when
the activity was performed, by whom, any comments made, the action taken and
who the activity was assigned to. The Performed, User, Action and Comment
fields at the top of the window are populated with information taken from the
selected activity in the list below.

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8.11 Quality Log
To view the Quality Log window listing all Work Orders reported, select Quality
> Quality Log. The filter opens. Add search criteria as appropriate and click OK
to open the Quality Log window.

8.11.1 The Quality Log Window

Figure 346 Example of the Quality Log Window

8.11.1.1 Quality Log --- General Tab

The General tab displays a list of all the work orders (matching your search
criteria) and the details for the selected work order.

8.11.1.2 Quality Log --- Attachments Tab

Use this tab to connect attachment files to the work order.

8.11.2 Options Menu

8.11.2.1 History > Detail

Select Options > History to see the history associated with the work order.

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8.11.2.2 Resources Used
Select Options > Resources Used to view the resources used and the time taken
to complete the work order.

8.11.2.3 Mark As Read

Select Options > Mark As Read to mark work reports which have been read.

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8.12 Emergency Response System
The Emergency Response System (ERS) module is the list of contacts to notify in
case of an emergency. This list contains telephone, telefax and other numbers of
the relevant authorities world-- wide. You will receive updates to this list when the
information changes. In addition, you can add contacts specific to your
organisation, such as information about contacting customers, insurance
companies, and flag state authorities etc.
Select Quality > Emergency Response System to open the ERS window. The
filter opens. Add search criteria as appropriate and click OK to open the Work
Orders window.

Figure 347 The ERS Window

A list of External, Internal and Vessel Specific contacts are shown in the hierarchy
on the left side of the window. Select a contact folder and click New to add another
contact.

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8.13 Trigger Jobs
After connecting a trigger to a procedure job, trigger the jobs by selecting Quality
> Trigger Jobs. Work Orders are then created for those jobs which are not already
automatically created.

Figure 348 Trigger Jobs Dialog Box

If no jobs can be triggered, a dialog box appears.

Whenever you create a new procedure version (status draft), the job triggers from
the previous version (status active) will be copied to the new draft version.

8.14 Generate Work Orders

Select Quality > Generate Work Orders to generate work orders. The dialog box
shown in Figure 349 appears.

Figure 349 Work Order Generation Dialog Box

Check the Print List of Generated Work Orders box to print the list, then click OK
to generate the work orders. The work orders generate according to the output
format selected. This applies to work orders that have been added or modified. The
existing work orders generated earlier will be triggered automatically according
to periodic frequency selected. View new work orders in the Work Order window.

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Chapter 9 The Voyage Management Menu
This chapter covers the commands in the Voyage Management menu.

Figure 350 The Voyage Management menu

9.1 Voyages
Select Voyage Management > Voyages, to go to the Voyages filter. Define your
search, or click OK. The Voyages window opens.

9.1.1 The Voyages Window

The lower part of this window displays a list of registered voyages as defined by
the search criteria you entered in the Voyages Filter. The upper part of the window
contains six tabs for registering information regarding the voyage.

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 Figure 351 Example of the General tab

9.1.1.1 Voyages --- General Tab

The General tab displays the details of the voyage that is currently selected in the
list in the lower part of the window. This information is read-- only and cannot be
edited in this tab.

9.1.1.2 Voyages --- Details Tab

This is a form in which you can add general information, notes, documents etc. that
cannot be added to other forms in the application.
There are two types of editors available for use in this window; Classic and
Enhanced, and you can also use Templates to create special forms. The type of
editor in your system is selected in the Parameters window. Select Tools >
Configuration > Parameters, then open the Options > General > Editor folder
and click Type Voyage.

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Note If you switch from the classic editor to enhanced editor, any modified details
screens will contain hidden formatting code. This formatting code then becomes
visible if the editor is switched back to classic, and will be displayed as the first
5 or 6 lines when viewed. You must remove this formatting text manually.

9.1.1.3 Voyages --- Port Calls Tab

This tab lists the port calls registered for the selected voyage. In this tab you can
add and delete port calls for the voyage, check and change the details of port calls,
and change the order in which the ports are to be visited.

Figure 352 Example of the Port Calls Tab

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9.1.1.4 Voyages --- Event Tab
Use this form to register events that are not connected to a particular port or cargo.

Figure 353 Example of the Event Tab

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9.1.1.5 Voyages --- Noon Report Tab
The Noon Report tab enables you to input a position report.

Figure 354 Example of the Noon Report tab

Click New to open the Noon Report window. See section 9.1.1.5.1 for more details.

9.1.1.5.1 The Noon Report Window

The Noon Report window enables you to create a position report. The important
details are then copied to the Noon Report tab for easy accessibility.

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 Figure 355 The Noon Report window

9.1.1.6 Voyages --- Delay Tab

Use the Delay tab to view and enter information regarding voyage delays such as
activities, reasons for the delay, start and end dates, position and fuel remaining,
etc. The selected Voyage appears in the bottom section of the window and the
details appear in the top.

9.1.2 The Options Menu for Voyages

Figure 356 The Options Menu for Voyages

9.1.2.1 Change Voyage Status

Selecting Options > Change Voyage Status opens the Change Status for Voyage
dialog. Here you can register the date, time, position and fuel remaining when the
status of a voyage is changed.

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 9.1.2.2 Reports
Select Options > Reports > Load/Discharge Schedule to open a list of the
predefined reports available. Click on the appropriate report to open it.

9.2 Cargoes
Use the Cargoes window to input and edit cargo details.
There are two ways to open this window, according to what you want to view: you
can open it to view all the cargoes registered in the system as specified in the filter,
or you can first select a specific Port Call and view only the cargo associated with
that call.
In the upper part of the Cargoes window are the tabs. These tabs display detailed
information related to the cargo selected in the lower list.

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9.2.1 The Cargoes Window

Figure 357 Example of the Cargoes window

The Cargoes window contains three tabs for the various details:

9.2.1.1 Cargoes --- Cargo Tab

The Cargo tab enables you to input new cargoes, and edit the details of previously
input cargoes. The Cargoes window opens with this tab displayed by default. See
Figure 357 for an example.

9.2.1.2 Cargoes --- Details Tab

Select the Details tab to open an editor window and enter detailed text regarding
the cargo.

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 9.2.1.3 Cargoes --- Cargo Attributes Tab
Cargoes can be given certain attributes; for example a particular type of fuel oil
might have a certain specific gravity, and the holding tanks might need a particular
protective coating. The Cargo Attributes tab enables you to input and edit cargo
attribute details. A cargo can have as many attributes as it requires.

Figure 358 Example of the Cargoes Attributes tab

9.2.2 The Options Menu for Cargoes

Figure 359 The Options menu for Cargoes

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9.2.2.1 Create Voyage From Cargo
If a cargo has been registered without being assigned to a particular voyage, you
can create a voyage based on that cargo. Selecting Options > Create Voyage
From Cargo has the same effect as clicking the Create Voyage From Cargo
button in the toolbar or the option with the same name in the right-- click menu.

9.2.2.2 Assign Cargo To Voyage

If a cargo has been registered without being assigned to a particular voyage, you
can assign the cargo to an existing voyage using the Select Voyage and
Load/Discharge Port Calls window. Selecting Options > Assign Cargo to Voyage
has the same effect as clicking on the Assign Cargo to Voyage button in the toolbar
or the option with the same name in the right-- click menu.

9.2.2.2.1 Select Voyage and Load/Discharge Port Calls Window

A cargo loading or discharging operation is associated with a port call, not a port.
In other words, a vessel can visit a particular port more than once on a voyage, but
the loading or discharging of a particular cargo occurs only once. When assigning
cargoes to voyages, use this window to select which port call a cargo operation is
to be associated with.

Figure 360 The Select Voyage and Load/Discharge Port Calls

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 9.2.2.3 Remove Cargo From Voyage
When a voyage has been planned and a cargo assigned, you may need to change
the cargo or move it to a different voyage. Select Options > Remove Cargo From
Voyage to remove the cargo from the voyage. This menu command has the same
effect as clicking on the Remove Cargo From Voyage button in the toolbar or the
option with the same name in the right-- click menu.
Note The cargo is not deleted from the system, it is merely disconnected from the
voyage.

9.2.2.4 Reports
Create the following reports to keep track of cargo related details and events.

9.2.2.4.1 Statement of Facts

Use the Statement of Facts report to list all details regarding the transport of
cargoes: the quantity, the ports, events during loading and discharging, delays and
reasons, etc. In the event of a disagreement between your company and a cargo
owner on any subject relating to the freight, you can refer to the Statement of Facts
to determine responsibility.

9.2.2.4.2 Letter of Discrepancy

If there is a difference between your measurements of a cargo and the cargo
owner’s measurements of the same cargo, use the Letter of Discrepancy to note
this discrepancy. In the event of the cargo being too much or too little at time of
discharging, refer to the Letter of Discrepancy to determine the actual amounts.

9.2.2.4.3 Deadfreight Claim

If a cargo owner promises more cargo than they actually deliver, the non-- existent
cargo is called deadfreight. Use this report to record discrepancies between cargo
promised and cargo delivered, to claim compensation for the deadfreight.

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Chapter 10 The Crewing Menu
This chapter covers the commands in the Crewing menu.

Figure 361 The Crewing menu

10.1 Employee
Use the Employee Overview window to input and edit employee personal
information.

10.1.1 The Employee Filter

Select Crewing > Employee to open the filter. This filter has two tabs, basic and
advanced.
Note When employee records are deleted from the system, they are not physically
removed from the database, but rather hidden from view. Selecting Yes in the
Show Hidden drop-- down list in the basic tab of the Employee filter will display
these previously deleted employee records.
Enter your search criteria and click OK to open the Employee Overview window.

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 Figure 362 The Employee filter, Basic tab

Figure 363 The Employee filter, Advanced tab

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10.1.2 The Employee Overview Window
The lower part of the Employee Overview window contains a list of the registered
employees. This list remains visible for all the tabs accessible through this
window. Select an employee to display his/her details.

10.1.2.1 Employee Overview --- General Tab

The General tab is displayed by default when the Employee Overview window
opens. Use this tab to input or read general information about the selected
employee.

Figure 364 Example of the Employee Overview Window, General Tab

Click on an employee listed in the lower part of the window to see his/her details,
or click New to create a form to register a new employee.

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10.1.2.2 Employee Overview --- Service Tab
This tab contains details of the selected employee’s service record. Click the
buttons in the upper right corner of the tab to switch between different forms in the
tab.

Figure 365 Example of the Employee Overview window, Service Tab

10.1.2.2.1 The Leave Days Button

Click this button to enter a form for keeping track of the leave days earned and used
by the employee.

10.1.2.2.2 The Evaluation Button

Click this button to open a form for making crew member evaluations.

10.1.2.2.3 The Statistics Button

This button has no function in this version of the application.

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 10.1.2.3 Employee Overview --- Family Tab
This tab contains information about the selected employee’s next-- of-- kin and
spouse. In addition, if you need to change the details, you can save the obsolete
information in the History page. Click the buttons in the upper right corner of the
tab to switch between different forms in the tab.

Figure 366 Example of the Family Tab

Note The user can customise the buttons on the upper right corner of the tab.

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 10.1.2.4 Employee Overview --- Education/License Tab
Use this tab to register a crewmember’s certificates and qualifications, and details
on Education regarding maritime schools, other schools and courses. Click the
buttons in the upper right corner of the tab to switch between different forms in the
tab.

Figure 367 Example of the Education/License Tab

Note The user can customise the buttons in the upper right corner of the tab.

10.1.2.5 Employee Overview --- Medical Information Tab

Use this tab to register medical information about the selected employee. Click the
buttons in the upper right corner to switch between different forms on the tab.

10.1.2.5.1 The Medical Button

Use this form to register the employee’s medical certificates, such as inoculation
certificates etc.

10.1.2.5.2 The Sickness Button

If the employee falls sick, use this form to register the details. When the employee
recovers and you register that he/she is back to full health, the data on the form
transfers to the History sheet, giving a permanent record of the employee’s health
history.

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 10.1.2.5.3 The Sickness History Button
This table displays the selected employee’s sickness history. When an employee
who has been sick is registered as Recovered (by adding a date to the Recovered
field) and the information is saved, the details are automatically transferred to the
Sickness History table, leaving the form clear and ready for the next time the
employee is sick.
Note The user can customise the buttons on the upper right corner of the tab.

10.1.2.6 Employee Overview --- Passport/Visa Tab

Use this tab to register the employees’ passports, visas and other documents.
The tab contains four buttons in the upper right corner.

10.1.2.6.1 The Passport Button

Use this tab to register the employee’s passport details.

10.1.2.6.2 The Visa Button

If the employee has any special visas, register the details here.

10.1.2.6.3 The ID Book Button

Use this tab to register details of the employee’s ID Book.

10.1.2.6.4 The Seamans Book Button

Use this tab to register details of the employee’s ID Book.
The registry tables for the documents are identical, as are the registration and
deletion procedures.
Note The user can customise the buttons on the upper right corner of the tab.

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10.1.2.7 Employee Overview --- Contract Tab
Use this tab to register the employee’s contract conditions.

Figure 368 Example of the Contract Tab

10.1.2.8 Employee Overview --- Fixed Transactions Tab

The fixed transactions that appear in this tab are the transactions applying to each
employee that are the same every month. These transactions are automatically
repeated every month. For example, standard wage is a fixed transaction.

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 Figure 369 Example of the Fixed Transactions Tab

Because certain defined fixed transactions are linked to bargain agreements, there
will always be a set of wage types shared by employees who have the same bargain
agreement. By specifying a bargain agreement in the Contract tab of each
employee, you ensure that the employees inherit the fixed transactions applying
to their bargain agreement. The inherited transactions appear automatically in the
Fixed Transactions tab.

10.1.2.8.1 Options Menu for Fixed Transactions Window

The Options menu items for the Fixed Transactions window are the same as the
basic Right-- Click menu items:
Add Transaction
Select Options > Add Transaction in the Fixed Transaction window to add a new
wage type to the list for the selected employee.
Copy/Paste Transaction
Use these commands to copy and paste transactions from one record to another.
Delete Transaction
Select Options > Delete Transaction to delete the selected transaction from the
record currently active in the window.

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10.1.2.9 Employee Overview --- Variable Transactions
Tab
This tab displays the accounting information for each employee. Variable
Transactions are items that are debited and credited to the employee’s account
during the selected month and are valid for that month only. Variable transactions
include things like slopchest purchases and cash advances. If a crewmember
purchases something from the slopchest or takes a cash advance, this information
must be entered in the variable transactions tab to debit the employee the
corresponding amount from his/her pay. If he/she does extra overtime, these hours
must be entered in the variable transactions tab and then credited to his/her pay.
Closing the period empties the variable transactions tab for the selected month and
the new transactions in the next month must be inserted.

10.1.2.10 Employee Overview --- VarTrans Summary Tab

The Variable Transactions Summary tab is a read-- only tab, displaying a summary
of each kind of variable transaction (i.e. master’s cash payments, slopchest
purchases) for the selected crew member in the current month. For example, if a
crew member has two masters cash payments in one month, for 50 USD each, the
accumulated value of 100 USD will appear as Master’s Cash in the VarTrans
Summary tab.

10.1.2.11 Employee Overview --- Payslip Tab

Use this tab to view the payslip for each crewmember once the Run Payroll
function has been activated. The quantity, rate and amount for each wage type
included on the payslip are displayed. The wage types displayed are as selected
in the wage type register.

10.1.2.12 Employee Overview --- Accumulators Tab

The Accumulators tab shows the period amount and totals for the year for the wage
types linked to an accumulator. Accumulators are wage types that are carried
forward month by month. For example, Leave Pay is an accumulator. Crew
members receive leave pay every month, but it is not paid out until they leave the
vessel in several months’ time. Therefore, their leave pay accumulates with every
pay: the previous month’s balance carries forward and the current month’s leave
pay is added to it. You can only view accumulators in this tab. They do not appear
in the payslip tab.The accumulators tab displays the code and description of the
accumulators, the amounts for the period and the year, and the company and ship
the employee is working on. Closing the period for all employees/vessels updates
the accumulators.

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 10.1.2.13 Employee Overview --- Attachments Tab
This tab enables you to attach any number of document files to the employee’s
database record.

10.1.2.14 Employee Overview --- Memo Tab

This tab provides you with space to type in general information about the
employee. This is a free text area.

10.1.3 The Options Menu for Employee Overview

Figure 370 The Options menu for Employee Overview

10.1.3.1 Details
Select Options > Details to open a free text window. Use this window to type in
any information that you wish to add to the form but for which there is no specific
data field. You can also access this option by right-- clicking in the Employee
Overview window and selecting Details from the right-- click menu.

10.1.3.2 Open Photo

Select Options > Open Photo to attach or change the employee’s photograph on
the General tab. You can also click in the Photo frame, or click the right mouse
button and then select Open Photo from the right-- click menu.

10.1.3.3 Send E ---Mail

Select Options > Send E-- Mail to send email to the currently selected employee
or his/her family. You can also access this option by right-- clicking in the
Employee Overview window and selecting Send E-- mail from the right-- click
menu.

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 10.1.3.4 Address Details
Select Options > Address Details to open the Employee Address dialog box to
add or change addresses. You can also access this option by right-- clicking in the
Employee Overview window and selecting Address Details from the right-- click
menu.

Figure 371 Example of the Employee Address Dialog Box

10.1.3.5 Run Payroll

Select Options > Run Payroll to start the Run payroll function. You can also
access this option by right-- clicking in the Employee Overview window and
selecting Run Payroll from the right-- click menu.

10.1.3.6 Close Period

Select Options > Close Period to start the Close payroll period function. You can
also access this option by right-- clicking in the Employee Overview window and
selecting Close Period from the right-- click menu.

10.1.4 The Right ---Click Menu for Employee Overview

The first six commands available in the Employee Overview right-- click menu are
the same as the items in the Options menu. For information on these commands,
see section 10.1.3. The remaining five commands exclusive to the right-- click
menu are discussed in this section.

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 Figure 372 The Right-- Click menu for Employee Overview

10.1.4.1 New Record

Select New Record to create a new line in the window to add an employee’s
details. This command has the same effect as clicking the New button in the
toolbar, or pressing the CTRL+N keys on your keyboard.

10.1.4.2 Save Changes

Select Save Changes to save any changes to the data. This command has the same
effect as clicking the Save button in the toolbar, or pressing the CTRL+S keys on
your keyboard.

10.1.4.3 Refresh
After you have changed the data displayed in this window, select Refresh to
display the changes. This command has the same effect as clicking the F5 button
on your keyboard.

10.1.4.4 Delete Record

Select Delete Record to delete an employee from the list. Select the required
employee in the list in the lower part of the Employee Overview window, then
right-- click the mouse and select this command to delete the employee from the
system. A Question box will open to confirm the deletion. This command has the
same effect as clicking the Delete button in the toolbar.

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 10.1.4.5 Field Chooser
Select Field Chooser to select which columns are displayed in the list in the lower
part of the window. When you select this command, a list of the columns available
for this window is displayed. Check the boxes for the desired columns.

Figure 373 The Field Chooser Dialog for the Employee Overview Window

10.2 Planning

Figure 374 The Planning Submenu

There are three Schedule planning windows:

S Employee Schedule

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 S Rank Schedule
S Vessel Schedule
The majority of the functions in the three windows are identical, and are described
just once in the following sections. Functions specific to a particular window are
described in the section for that window.

10.2.1 The View Employee Plan Filter

Use this filter to find the required employee plans.

Figure 375 The Employee Plan Filter, Basic Tab

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 Figure 376 The Employee Plan filter, Advanced Tab

10.2.2 The Employee Schedule Window

The Employee Schedule window provides planning information listed by
employee, and enables you to edit that information.

Figure 377 Example of the Employee Schedule Window

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 Place the cursor onto the coloured bar containing an employee name in the
Schedule window and double-- click the left mouse button to open the Employee
Overview window to that employee’s details.

10.2.3 The View Rank Plan Filter

Figure 378 Example of the View Rank Plan Filter

10.2.4 The Rank Schedule Window

The Rank Schedule window provides planning information listed by rank, and
enables you to edit that information.

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10.2.5 The View Vessel Plan Filter

Figure 379 The View Vessel Plan Filter

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10.2.6 The Vessel Schedule Window
The Vessel Schedule window provides planning information listed by vessel, and
enables you to edit that information.

Figure 380 Example of the Vessel Schedule Window

The window comprises a list of the vessels found by the filter and the ranks
required to man the vessel, and the schedule table. If any employees are allocated
to fill positions in the vessel, then those employees are listed below the appropriate
ranks in the list. The schedule table lists the planned and current service for the
listed employees for the selected time period. If you do not select a particular
period, the schedule table shows as default from today’s date to the end of the
following month.
If an employee is allocated to a position in a vessel for a service period, then a blue
bar is displayed in the schedule table beside the employee’s name for the period
of the service.

10.2.7 The Right ---Click Menu for the Vessel Schedule Window
Note Of the three Schedule windows, only the Vessel Schedule window has a right-- click
menu. Some of the menu items are the same as the Options menu items.

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 Figure 381 The Vessel Schedule Right-- Click Menu

10.2.7.1 Time Scale Setting

Select Time Scale Setting to open a window to set the time scale (the layout of
the dates) of the schedule.

10.2.7.2 Generate Service

Select Generate Service to open the Generate Service window for the selected
employee. Use this window to create a service period for the employee.

10.2.7.3 Check Plan

Select Check Plan to have the system check all documents, such as passports,
visas, certificates etc., required by the employees to sail with the vessel. If any
documents are expired, the bar for that employee will turn red. Double-- click on
the red bar to get the details of the expired documents. Note that for this
functionality to work, the manning scale register must be configured correctly.

10.2.7.4 Refresh
After you have changed the data displayed in this window, you may need to refresh
the window so that the changes are displayed. Select Refresh or click the F5 button
on your keyboard.

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10.2.8 The Options Menu for the Schedule Windows
Note The Options menu is identical for all the Schedule windows.

Figure 382 The Options Menu for the Schedule Window

10.2.8.1 Time Scale Setting

Select Options > Time Scale Setting to open a settings window, for setting the
time scale (the layout of the dates) of the schedule.

Figure 383 The Schedule Settings dialogue box

10.2.8.2 Generate Service

Select Options > Generate Service to open the Generate Service window for the
selected employee. Use the Generate Service window to create a service period
for that employee.

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 10.2.8.3 Check Plan
Select Options > Check Plan to have the system check all documents, such as
passports, visas, certificates etc., required by the employees to sail with the vessel.
If any documents are expired, the bar for that employee will turn red. Double-- click
on the red bar to get the details of the expired documents. Note that for this
functionality to work, the manning scale register must be configured correctly.

10.3 Expired
This menu lists a set of four windows containing any documents or certificates that
have expired. All documents registered in the database are checked continuously,
and any that expire are included in the appropriate list. You can go directly from
these lists to the appropriate employee’s Overview page to check the document’s
details.

Figure 384 The Expiry Sub-- menu

10.3.1 Licenses
Select Expired > Licenses to view any licenses that have expired.

10.3.2 Medical Certificates

Select Expired > Medical Certificates to view any medical certificates that have
expired.

10.3.3 ID Books
Select Expired > ID Books to view any ID books that have expired.

10.3.4 Services
If an employee’s current service is completed but has not yet been transferred to
the History page, it will be listed as Expired.

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 Within the windows, you can open the Employee Overview window by
double-- clicking in the appropriate line in the list, or by selecting Options > Show
Employee or using the right-- click menu.

10.3.5 The Options Menu for the Expiry Windows

Figure 385 The Options Menu for the Expiry Windows

10.3.5.1 Show Employee

Select a certificate, then select Options > Show Employee to open the Employee
Overview window for the employee to whom the selected expired document
applies. You can also access this option by right-- clicking in the Expiry window
and selecting Show Employee from the right-- click menu, or double-- clicking the
line in the list.

10.3.6 The Right ---Click Menu for the Expiry Window

The first command available in the Expiry windows right-- click menu is the same
as the item in the Options menu. For information on this command, see section
10.3.5.1. The remaining four commands exclusive to the right-- click menu are
discussed in this section.

Figure 386 The Right-- Click Menu for the Expiry Window

10.3.6.1 Refresh
If changes have recently been made to the information in the database, they may
not be displayed immediately. Select Refresh to update the information presented
in the window with the latest changes. This command has the same effect as
clicking the F5 key on your keyboard.

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10.3.6.2 Select All
Choose Select All to select all the items in the list. This command has the same
effect as clicking the CTRL+A keys on your keyboard.

10.3.6.3 Deselect All

Choose Deselect All to deselect any selected items in the list.

10.3.6.4 Field Chooser

Select Field Chooser to select which columns are displayed in the list in the lower
part of the window. A list of the columns available for this window is displayed.
Check the boxes for those columns to display in the list.

Figure 387 The Field Chooser Dialog Box

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10.4 Crew Change

Figure 388 The Crew Change Sub-- menu

Use these windows to select crew members for changing, and for confirming those
who have changed.

10.4.1 The View Upcoming Filter

Enter the appropriate criteria in the filter to narrow your search.

Figure 389 The View Upcoming Filter Basic Tab

Figure 390 Example of the View Upcoming Filter Advanced Tab

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10.4.2 The Upcoming Crew Changes Window
This window lists the planned crew changes. Use this window to plan travel
arrangements.

Figure 391 Example of the Upcoming Crew Changes Window

10.4.3 The Options Menu for the Upcoming Crew Changes

Window
There is only one item in the Options Menu for the Upcoming Crew Changes
window.

10.4.3.1 Request Travel Booking

Select Options > Request Travel Booking to create a travel booking form for
selected employees. You can then send this form, via email, fax or standard mail,
to your company’s travel agent so they can make the appropriate arrangements.
You can also access this option by right-- clicking in the Employee Overview
window and selecting Details from the right-- click menu.

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10.4.4 The Right ---Click Menu for the Upcoming Crew Changes
Window
The first command available in the Upcoming Crew Changes right-- click menu is
the same as the item in the Options menu. For information on this command, see
section 10.4.3.1. The remaining command exclusive to the right-- click menu is
discussed in this section.

Figure 392 The Upcoming Crew Changes Right-- Click Menu

10.4.4.1 Refresh
If changes have recently been made to the information in the database, the changes
may not be displayed immediately. Select Refresh to update the information
presented in the window with the latest changes. This command has the same
effect as clicking the F5 key on your keyboard.

10.4.5 The Confirm Filter

Figure 393 The Confirm Crew Changes Filter

Note The Confirm Crew Change menu command is best used to confirm a crew change
for many employees simultaneously, for example if you are changing 5-- 10
officers/crew members in the same port on the same vessel. To confirm 1 person
signing on and 1 signing off, go to the individual employee’s Service tab and
confirm there.

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10.4.6 The Crew Change Window
This window lists the crew changes to be confirmed. Use this window to confirm
multiple crew changes.

Figure 394 Example of the Crew Change Window

10.5 Payroll
Use the Payroll functions to perform any payroll related tasks.

10.5.1 Work Sets

Select Crewing > Payroll > Work Sets to open the Work Sets window. The filter
appears first, allowing you to narrow your search criteria by selecting the Work Set
and relations to search in. The list of Work Sets is displayed in the bottom half of
the window. The top half contains the details in the tabs. A work set can be, for
example, a vessel, your company, a bargain agreement, etc. You must add work
sets in this window before you can run payroll for them.
Click on a work set in the list in the bottom of the window to view its details in the
fields at the top.

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10.5.1.1 Worksets --- General Tab
This tab contains fields for the Name, Period and Log text for the workset. The
period is selected from a drop-- down list. The field Updated By is usually greyed
out, as this is a system administrator function.

10.5.1.2 Worksets --- Company Tab

This tab contains a list of companies. In the event that you are creating worksets
for more than one company, select the appropriate one for the current workset here.

10.5.1.3 Worksets --- Vessel Tab

This tab contains a list of the vessels in your company. The vessel(s) connected to
the selected workset is checked.

10.5.1.4 Worksets --- Bargain Agreement Tab

This tab contains the list of bargain agreements defined in your company. The
agreement(s) that applies to the selected workset is checked here.

10.5.1.5 Worksets --- Rank Tab

This tab contains a list of all defined ranks existing within your organisation. The
ranks connected to the selected workset are checked here.

10.5.1.6 Worksets --- Nationality Tab

This tab contains a list of all the defined nationalities within your organisation.
Any nationalities applying to the current workset are checked here.

10.5.1.7 Worksets --- Currency Tab

This tab contains a list of all the currencies defined in your system. Any that apply
to the selected workset are checked here.

10.5.1.8 Worksets --- Employee Tab

This tab contains a list of all the employees in your organisation. All the employees
belonging to the selected workset are checked here.

10.5.1.9 Worksets --- Wage Type Tab

This tab lists all the defined wage types for your company. The wage types that
belong to the selected workset are checked here.

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 10.5.1.10 Worksets --- Result Tab
This tab contains the list of crew members selected for the current workset.

10.5.2 The Options Menu for Work Sets

The Options menu for the Work Sets window contains the following items:
S Run Payroll
S Generate Reports
S Close Transaction Period
S Edit Variable Transactions
S Apply Bargain Agreement

10.5.2.1 Run Payroll

After you have determined all fixed transactions, updated personal information
and entered variable transactions, you can calculate the wages for the current
period. You may choose to run the payroll for a particular vessel, or group of
employees. As the process is relatively time consuming, it is wise to isolate
possible errors to as small a selection as possible. This saves you from rerunning
the payroll for all employees to make a correction.

10.5.2.2 Generate Reports

Select Options > Generate Reports to view a list of reports available for printing.

10.5.2.3 Close Transaction Period

When the payroll has been completed, all bank transfers have been made and all
control reports have been run, you close the period. After end-- of-- period closing,
all transactions will be marked as historical and all accumulators will be updated
with the current period figures.

10.5.2.4 Edit Variable Transactions

To edit a variable transaction for a selected workset, select a vessel and a variable
wage type in the appropriate tabs, and go to Options > Edit Variable
Transactions. The Variable Transactions window opens with a list of the
crewmembers for the selected workset.

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 10.5.2.5 Apply Bargain Agreement
It is important to select the bargain agreements that belong to the employees
selected for each workset, or for employees in the workset who do not already have
agreements, for reporting purposes. You can do this either by selecting the the
appropriate agreements in the bargain agreements tab, or by using the Options
menu.
This tab contains the list of crew members selected for the current workset.

10.5.3 Transactions
There are two types of transactions: Variable and Fixed.

10.5.3.1 Variable Transactions

The variable transactions registered for each crew member in the selected period
are listed in this window. You insert the variable transactions each month for one
vessel at a time, by selecting Crewing > Employee, filtering one vessel and
inserting into the variable transactions tab. When the system period is closed, the
variable transactions for the previous month are cleared.
The name fields are read-- only fields, retrieved from the employee number.
The Amount field is only a check value for the amounts entered.
Use the Setup folder to determine the variables to be calculated in the fields.

Figure 395 An Example of the Variable Transactions Window

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 10.5.3.2 Fixed Transactions
You can define a setup or template for fixed wage types on higher levels, though
this is not recommended for the individual employee level. View any fixed
transactions by selecting Crewing > Payroll > Transactions > Fixed.
Most employees within a bargain agreement share a set of wage types. By defining
basic wages, deductions for pension and union dues etc. at bargain agreement
level, all employees inherit these wage types as a common standard.
On other levels, you can then add wage types and define valid rates. For example,
all employees in the company will normally have the wage type Monthly Wages.
The rate is defined in the Wage Scale, although it is possible to overwrite this rate
for a specific employee if necessary.

Note Wage types linked to bargain agreements are inserted in File > Open Register >
Payroll > Bargain Agreement.
All the fixed transactions present in the system for every level are listed in the
bottom of the Fixed Transaction window. Each record in the list is for an
Employee, a Company, a Vessel, a Bargain Agreement or a Status, and contains
one or more wage types that are linked to it. Select a record from the list to view
its details in the top of the window. All the records listed have a number in the Level
field to indicate their entry point level - for example, level 2 indicates that the
transactions were entered at Bargain Agreement level. When you select a bargain
agreement record from the list, you will see the name of the agreement and a list
of the wage types linked to it.

10.5.3.2.1 The Options Menu for Fixed Transactions

Add Transaction
Select Options > Add Transaction to add a new wage type to a fixed transaction
record. You can select this after creating a new blank record, or, within an existing
record to add to it.
Copy/Paste Transaction
Use these commands to copy and paste transactions from one record to another.
Delete Transaction
Select Options > Delete Transaction to delete the selected transaction from the
record currently active in the window.

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10.5.4 Close Period
When the payroll is completed, all bank transfers made, and all control reports run,
you close the period. After end-- of-- period closing, all transactions are marked as
historical and all accumulators are updated with the current period figures. You can
close the period for one or several employees or vessels, or for the entire company.
When all vessels, etc, are closed, you can close the system period by selecting
Crewing > Payroll > Close Period. You must close all the employees before
closing the system period. If you have not closed all the employees, you will be
reminded to do so before you can close the period:

Figure 396 An Example of the Close System Period Window

10.6 On Board
10.6.1 Administration
The Administration windows are for entering details regarding the personal effects
of crew members and supernumeraries, and of the special items onboard for
customs purposes, as well as the details of any supernumeraries present on board.

10.6.1.1 Crew Effects

Use this window to enter crewmembers’ and supernumerarys’ valuables into the
system for customs purposes and to identify ownership. Select Crewing > On
Board > Administration > Crew Effects to open this window. The filter appears
first. Specify details to narrow your search, or click OK to go directly to the Crew
Effects window.

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 10.6.1.2 Ship Stores
The Ship Store window enables you to enter special items of the ship’s stores for
customs purposes. These items could include, for example, radios, televisions,
stereo systems, cameras, tobacco etc. Select Crewing > On Board >
Administration > Ship Stores to open the Ship Stores window. The filter appears
first. The current vessel appears in the filter by default, or you can use the lookup
to select another vessel. Click OK to go directly to the Ship Store window.

10.6.1.3 Supernumerary
The Supernumerary window is for adding and removing details of people other
than crewmembers who are travelling onboard for a short period. A supernumerary
could be for example a relative of an employee, or a service person. You can add
and maintain supernumeraries through Crewing > On Board > Administration
> Supernumerary. The filter appears first. Specify details to narrow your search,
or click OK to go directly to the Supernumerary window.

10.6.2 Slop Chest

Select Crewing > On Board > Slopchest to maintain the list of slopchest items.
Stock items generated in the Slopchest - Stock Items window only appear in this
same window and are not a part of the Stock > Stock Items list.

10.6.2.1 Stock Items

Select Crewing > On Board > Slopchest > Stock Items to open the Slopchest -
Stock Items window. The Stock Items window lists all items onboard the vessel
for sale from the Slopchest. The items are listed here in three classes:
S Slopchest (SC) - main storage contained any kind of goods except bonded
stores.
S Bonded Stores (BS) - goods normally declared - alcohol, cigarettes, etc.
S Welfare (WF) - subset of goods from both slopchest and bonded stores.

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 Figure 397 An Example of the Slopchest - Stock Items Window

10.6.2.1.1 Stock Items -- The General Tab

The General tab holds general information concerning the stock item. Enter the
name and number for the stock item in the appropriate fields, and use the lookup
buttons where appropriate to select the necessary details from lists.
Note If you have the appropriate access rights, you can define category codes in File >
Open Register > Personnel > On Board Administration > Slopchest Stock
Class.

10.6.2.1.2 Stock Items -- The Vendors Tab

A particular stock item can probably be purchased from many different sources.
You may also need additional vendors, for example if you need different vendors
for different ports.
Click on the Vendors tab at the top of the Properties window. This tab displays a
list of the vendors available for the stock item.

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10.6.2.1.3 Stock Items -- The Outstanding Forms Tab
When you have created a purchase order, you may receive the order in batches of
items from the vendor. This Outstanding Forms tab allows you to easily see what
items you are still waiting for. As you receive items and register receipt of them,
so you will see the outstanding orders reduce. Once all items in an order have been
received, the Outstanding Orders form will no longer show that order.

10.6.2.1.4 Stock Items -- The Stock Transactions Tab

This tab keeps a list of all stock transactions that take place related to the particular
stock item. You can view the date, number, name and type of the transactions. To
add a new transaction:

10.6.2.1.5 Stock Items -- The Attachments Tab

This tab displays the list of any attachments connected to a stock item.

10.6.2.1.6 Stock Items -- The Account Codes Tab

This tab is for specifying the Account Code Categories and Account Codes against
Slopchest Stock items, for expense reporting purposes.

10.6.2.1.7 Stock Items -- The Overview Tab

This tab provides an overview of all the transaction types that exist for the selected
item. The list shows how many items have been:
S Purchased
S Used
S Returned Unused
S Lost
S Found
S Sold
S Lent Out
S Delivered Back
S Trashed

10.6.2.2 The Options Menu for Stock Items

10.6.2.2.1 Details
Select this option to open the window for entering details about the slopchest stock
item.

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10.6.2.2.2 Maker
Select this option to enter a window for adding stock makers’ details and
addresses, and listing descriptions of their products.

10.6.2.2.3 Preferred Vendor

A particular stock item can probably be purchased from many different sources.
However, your company will often have a Preferred Vendor designated for a stock
item: a supplier from whom you are supposed to order the item if possible. You
may need additional vendors, for example if you need different vendors for
different ports. In this window you can add address and product details to your
preferred vendors for the selected item.

10.6.2.2.4 Move
Select this option to move the selected item to the Welfare location within the
slopchest stock classes.

10.6.2.2.5 Print Label

Select this option and in the dialog box that appears, enter the number of labels you
wish to print and click OK.

10.6.2.2.6 Set Expiry Date on Transactions

If the item has an expiry date, check the Perishable checkbox in the general tab and
select Options > Set Expiry Date on Transactions to enter the expiry date.

10.6.2.2.7 Sell
Use this option to register the sale or purchase of a stock item.

10.6.2.3 Stock Control

Stock items listed in this window are limited to the Stock Items created in
Slopchest > Stock Items. Here you can view the stock items listed in each of the
three categories. Select Options > Transaction Codes to view any transaction
codes for the selected item.

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10.6.2.4 Stock Transactions
Access the Stock Transactions window through Crewing > On Board > Slopchest
> Stock Transactions. This window displays an overview of the existing
transactions in the slopchest function.
This window contains the fields which display the details of the transaction. Here
you can see the date the selected transaction occurred, the quantity of items
involved in the transaction, the price currency and amount, a user-- defined
reference number, the transaction type and who the transaction is being reported
by. The price set here will be the price paid by the company when the item was
initially purchased. The actual sale price paid by the crew member will be this
purchase price + any commissions and profit margins set by the company.

Figure 398 An Example of the Slopchest - Stock Transactions Window

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10.6.2.4.1 The Options Menu
Transaction Codes
The transaction codes parameters connect expenses to a specific budget
dimension, like Responsible or Project. The Options menu item Transaction Codes
is for selecting a transaction code and a value for the selected item in the list in the
Stock Transactions List.
Reverse Transaction
Select Options > Reverse Transaction to reverse selected transactions. In the
dialog box that appears, click Yes to confirm or No to cancel the reversal. After
the transaction has reversed, select Options > Reverse Transaction once again,
to return the transaction to its original status.

10.6.2.5 Order Forms

A single Order Form may consist of one or several Line Items, each one of which
normally represents an item being purchased. Select Crewing > On Board >
Slopchest > Order Forms to register and process purchase forms for slopchest
Stock Items. The Slopchest - Forms window provides a list of all the purchase
forms (Requisition, Query, and Purchase Order) available in the system. You can
choose the initial status of all new Order Forms in Tools > Options. You can set
the initial status of all Order Forms to either Parked or Active. Only stock items
entered through Slopchest > Stock Items are available for selection when adding
line items to a form. Order forms generated here are not available from the
Purchase menu and vice versa. Use this window to create a new form or alter an
existing one. Select a form to display its relevant information in the upper part of
the window.

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 Figure 399 An Example of the Slopchest - Forms Window

10.6.2.5.1 Slopchest -- Order Forms -- General Tab

The General tab contains the basic and most import information for each form and
is displayed by default when the Forms window opens. Select a form to view its
details, or fill in the fields with information pertaining to the new order.

10.6.2.5.2 Slopchest -- Order Forms -- Details Tab

The Details tab displays a description for the selected form. Use this window for
adding general information to a purchase form and in conjunction with a
pre-- formatted template if required. There is a column of checkboxes entitled
Details in the list section of the window that contains a tick in the event that a
details window is available.

10.6.2.5.3 Slopchest -- Order Forms -- Additional Info. Tab

The Additional Info. tab displays the user names of those people who have created,
approved or ordered the selected form. There is also a checkbox entitled Service
Order that is checked if any of the line items are orders for services rather than
goods. Define and add your own fields to this tab to include company specific
information. Read about User-- Defined fields in Chapter 11.

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 10.6.2.5.4 Slopchest -- Order Forms -- Attachments Tab
Use this tab to connect attachments to forms. Click the buttons at the bottom of
the tab to Add, Delete or View attachments.

10.6.2.5.5 Slopchest -- Order Forms -- Audit Trail Tab

This tab displays alterations in various fields for the selected form. The table
displays the Modification Date, Changed item, Old Value, New Value and the login
ID of the person who carried out the modification.

10.6.2.5.6 The Options Menu for Slopchest -- Forms

The options in the Slopchest - Forms options menu are identical to the
corresponding items found at Purchase > Forms > Options. See section 6.1.3 for
details.

10.6.3 Accounts
You can prepare various account sheets such as Slopchest, Bonded Stores, Crew
Welfare and Master Cash, to be submitted to your head office at the end of each
payroll period. Access the onboard accounting functions through Crewing >
Onboard > Accounts. This command gives access to a sub-- menu: Templates,
Account Sheets and Master’s Cash.

10.6.3.1 Templates
Select Crewing > On Board > Accounts > Templates to open the Account Sheet
Templates window.
The purpose of the account sheet templates is to set up each account sheet layout,
which affects the information displayed when you view the account sheets. You
can set up the template for each of the following types of account sheets:
S Slopchest Account
S Bonded Stores Account
S Crew Welfare Account
S Master Cash Account

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 Figure 400 An Example of the Account Sheets Template Window

There are four tabs in this window, one for each of the Account Sheet Template
types. Each tab contains the same four columns:
S Line Number
S Description
S Value Sign
S Line Function
You can create a template for each account type. These templates define what
information is included in the account sheets and how they will look. They apply
to all accounting periods.

10.6.3.2 Account Sheets

Use the Account Sheets to keep track of the cash flow on board each vessel. The
account sheets enable you to view the status value of each account at any time
during a payroll period on board. The reports will normally be sent into the main
office on a regular basis. The account sheets can be set up for the following types:
Slopchest Account, Bonded Stores Account, Crew Welfare Account and Master
Cash Account.

10.6.3.2.1 Options Menu

Refresh Accounts
Select Options > Refresh Accounts to update the Account Sheets if you change
any information.
Close Transaction Period
Select an account sheet and go to Options > Close Transaction Period to close
the period for the current selection. In the dialog box that appears, click Yes to
confirm and No to cancel the close.

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Note There must be at least one cost centre and one account code defined for the
department to use the Close Transaction Period function. The default cost centre
is needed for the given department and the user needs access to it.

10.6.3.3 Master’s Cash

Select Crewing > On Board > Accounts > Master’s Cash to open the Master’s
Cash window. The filter appears first. Enter criteria to narrow your search and
click OK to proceed to the window.
Master Cash transactions are for accommodating the handling of cash amounts on
board. The following types of cash transactions can be registered:
S Received
S Cash advance
S Payment
S Reimbursement
Enter the details of each transaction in the top half of the window, and view the
list of transactions in the bottom half.

10.6.3.3.1 Options Menu

Transaction Codes
The transaction codes parameters connect amounts to a specific budget dimension,
like Responsible or Project. The Options menu item Transaction Codes is for
selecting a transaction code and a value for the selected item.
Reverse Transaction
Select Options > Reverse Transaction to reverse selected transactions. In the
dialog box that appears, click Yes to confirm or No to cancel the reversal. After
the transaction has reversed, select Options > Reverse Transaction once again,
to return the transaction to its original status.

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Chapter 11 The Tools Menu
This chapter covers the commands in the Tools menu.

Figure 401 The Tools Menu

11.1 Account Transactions

If your license includes the Accounting module, you can access this menu option to
list selected transactions and alter them if unlocked. It is also for generating manual
transactions, if you have the correct level of access control. Manually created
transactions can correct locked transactions that are incorrect.

11.1.1 Account Transactions Filter

Select Tools > Account Transactions to open the corresponding window. The filter
opens first, and allows you to search for individual transactions, all transactions
recorded against a Cost Centre or Account Code or all transactions between two
Transaction dates:

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 Figure 402 The Account Transactions Filter

11.1.2 Account Transactions Window

In this window, you can create Account Transactions connected to various forms and
documents.

Figure 403 The Account Transactions Window

Note If On Board Accounting is activated in your system, then at the bottom of this
window you can also include employee and period information in the account
transactions, using two additional fields called Employee and Period.

11.2 View Login Audit Log

The Login Audit Log window displays a record of all the login activities on the
system. Use it to view login ID, user names, login and logout times and host names,
as well as the status of the attempt: Success, Invalid password, No such user, etc.

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11.3 Audit Trail Log
The Audit Trail Log window contains in a tree view the list of all the tables in your
system that contain fields with audit trail triggers. These tables and fields are
selected in the Audit Trail Configuration window (see section 11.9.22), and the
triggers enabled to allow any changes made to the selected fields to be audited and
logged, and the operation performed (i.e. insertion, deletion or update) to be
recorded as well. These actions appear in the Audit Trail Log window, along with
the modification date, and the userID of the person who made the modification.
This same window can also appear as a tab in certain windows throughout the
application which contain auditable fields. In some windows it is possible to access
the Audit Trail Log window through the Options menu, if any audit trail log triggers
are enabled for the fields in that window.
Note The Audit Trail Log for a deleted record can only be accessed in the Audit Trail Log
window (but not in the current window tabs or options menus).
Select Tools > Audit Trail Log to open the filter for selecting which tables you want
displayed in the Audit Trail Log window. You can filter according to Operations
(Insert, Update and/or Delete).
The tree view in the left hand side of the Audit Trail Log window lists all the table
names selected in the filter. The audit trail information for the selected table is
displayed in the right hand side of the window.

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11.4 Reports
Select Tools > Reports to open the report browser for selecting pre--defined and user
defined reports:

Figure 404 The Reports Browser Window

The reports are structured in folders. Click a folder to view its contents. When a
folder is selected, the defined reports of that category are shown in the list on the
right.
To print a report, select it and double--click the printer icon. A dialog box appears,
containing controls for specifying what the report should contain. The box is
different for each report. Figure 405 shows an example from the report Stock Items
Status:

Figure 405 A Typical Report Filter

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 After specifying report parameters, click Print Preview to preview the report on the
screen before printing. For example, the preview may look like this:

Figure 406 A Typical Report in Print Preview Mode

Click the Zoom button to select the zoom level. Use the four buttons to the right of
the Zoom button to browse the report pages: First Page, Previous Page, Next Page
and Last Page.
You can include user--defined reports in the hierarchy, allowing the user to see more
than just standard reports. Such user--defined reports print the same way as standard
reports. Chapter 12 of this reference manual contains a description of how to add
user defined reports to the report hierarchy, and how to define and modify layouts
and reports in PowerBuilder or InfoMaker.
Note If, in the Reports Preview window, you wish to save the report as a PDF file, you
will first need to install a secondary “freeware” program -- Ghostscript -- on the
computer. You can find a list of alternative mirror sites from which you can
download the application, on the Ghostscript Web site at:
http://www.ghostscript.com/doc/gnu/gnu705.htm
After downloading, run the executable file to install Ghostscript on your system.
The default installation folder is C:\gs. You can select a different folder and/or
choose to install shortcuts to the Ghostscript console and readme file.

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11.5 Select View
Select Tools > Select View to open the Select View dialog box for allowing the user
to quickly switch between alternative screen set ups using the new user interface.
You can also access this dialog box by pressing the F6 key.

Figure 407 The Select View Dialog Box

See section 11.12 for instructions on how to set up the different Views and for further
details on the Outlook style interface.

11.6 Hand Terminal Interface

A general file format allows AMOS Business Suite to support several standards. To
support all the hand terminal formats that exist, it is necessary to have a converter
application. One such application is already developed, and its source code is
available for developers.

Figure 408 The Import Hand Terminal Interface Window

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 Select Tools > Hand Terminal Interface. The window shown in Figure 408
appears. Click the Select Department button and select the department from the
window that pops up and click OK. Click Select Hand Terminal File and choose
the file to import. You can set the default directory for Hand Terminal Files – see
section 11.9.4.4. After selecting the desired file, click the Read Hand Terminal File
button to start the import of data from the selected file.

11.6.1 File Format

The supported file format is fairly simple. Hereafter called HTD, it is somewhat
similar to the .Ini file format found on the Windows platform.
In general, the file format syntax is:
[Section]
Variable = Value
The first section in the HTD file is the header, which tells AMOS what version and
the number of the transaction that is expected to be found in the .Htd file.
[Header]
Version=1
Transaction=X
This states that the .Htd file is version 1, the only format AMOS Business Suite
currently supports.
The Transaction number is important. This tells how many Transaction sections that
are found in the .Htd file.
[TransactionX]
PartNo=< Alfa--numeric value >
Type=< in (O, I, C) >
Date=<YYYY--MM--DD>
Quantity=<Numeric value>
O = out of stock
I = insert into stock
C = Stock Count
You must set the date in the given format.

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11.6.2 File Sample
[Header]
Version=1
Transactions=2
[Transaction1]
PartNo=AE--100--001
Type=O
Date=1998--02--24
Quantity=1
[Transaction2]
PartNo=AE--100--003
Type=I
Date=1998--02--24
Quantity=12

11.6.3 Hand Terminal Interface Application

This application takes two arguments:
S Directory -- tells the application where to store the .Htd file. If no directory is
specified, it uses the current one.
S Filename -- tells the application what name to give the .Htd file. If no filename
is specified, it uses Updates.htd.
This application assumes that the hand terminal is connected to the keyboard input
port of the PC. Click the Read from Hand Terminal button to start keyboard
polling. Polling puts the keyboard input focus into a hidden single line edit control,
and adds code to the keyup event of that window.
Click the Stop or Close button to terminate the polling.
The polling stops automatically when the hand terminal unit sends the Termination
sequence and an .Htd file is stored with the given name in the given directory.

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 Figure 409 The Hand Terminal Interface Window

Verify that the correct data transmits by inspecting the window control at the bottom
of the window (DataWindow).

11.6.4 The AMOS Business Suite Hand Terminal Interface

Locate the interface by selecting Tools > Hand Terminal Interface. This opens the
dialog box illustrated in Figure 408.
Pre--set values are there for convenience, but they are user changeable. For example
you can change the default department. You can select an .Htd file. Updates.htd is
selected by default, found in the Installation Directory.
Click the Read Hand Terminal File button to read the file. The database updates
accordingly. Error messages appear if any error occurs, and all changes in the
database are undone.

11.7 Self Assessment

Note This is a separate module and as such requires its own license key to activate and
use it. Without the license and user read access, Self Assessment will not be visible
in the Tools menu or possible to use in the system.
The Self Assessment module allows your company to perform a self assessment of
compliance with TMSA requirements and standards. Self Assessment is a tool for
organising Key Performance Indicators (KPIs) within Elements and Sub--Elements
for assessment, and a way for you to measure and evaluate your company.
Performing regular Self Assessments ensures continual improvement within your
organisation. A minimum compliance to all elements of the standard establishes the
baseline from which your company will improve.

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 You should perform self assessments to:
S review the existing systems and practices within your organisation and
evaluate these against industry standards
S record performance and compare progress
S provide documented evidence in case of audits
To open the Self Assessment window, select Tools > Self Assessment. This is the
window where you perform self assessments using the configurations (elements,
sub--elements and KPIs) already defined in the Self Assessment (Configuration)
window found at Tools > Configuration > Self Assessment (see section 11.9.20.2
for more information).
Note The Elements, Sub--Elements and KPIs must be previously defined in the Tools >
Configuration > Self Assessment window, before an assessment can be performed.

11.7.1 The Self Assessment Filter

Enter criteria to narrow your search for a particular Self Assessment revision,
element or sub--element, or click OK to go straight to the Self Assessment window.
The filter contains two tabs, basic and advanced. Use the advanced tab to filter
according to work flow status.

11.7.2 The Self Assessment Window

This is the window where you perform self assessments for your organisation. This
contains the configuration revisions which the self assessment will be performed
against. Self Assessment Configurations are lists of assessment criteria, called
Elements, Sub--Elements and Key Performance Indicators (KPIs) (for more
information, see section 11.9.20.2).
One or more users must be assigned the responsibility to perform periodic self
assessments. That user evaluates each KPI according to the present stage, and then
compares the new assessment against previous results to evaluate progress.
There are several reasons why you may perform a new self--assessment revision:
S It is the first time you have incorporated the Self Assessment module at an
installation
S The standards you are comparing your company to have been changed and you
must evaluate against yourself against newer or more strict criteria
S You perform assessments at intervals and the appointed time has arrived
S You have changed the Work Flow Status of a previous Assessment revision (ie.
cancelled it, issued it, assessed it, etc) and so a new one is now required

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 Every Self Assessment is a new Revision. The exception to this rule is if you have
a revision in progress, that has not yet been scored and issued. In such a case you can
continue to open the same revision and add to it, at its initial status, until it is finished
and ready to be assessed and issued through the Work Flow.
Previous assessments are stored as separate revisions and retained for historical
evidence and comparison. Each Self Assessment revision refers to a revision of the
self assessment configuration.
Every new assessment revision is evaluated against the most recently issued set of
configurations. Meeting the KPIs in each element with a 100% score indicates that
your company is performing at the top standards demanded by the industry. To
receive 100% on the element, you must receive 100% on each KPI that belongs to
the selected element.

11.7.3 Performing a Self Assessment

The information that appears in this window is drawn from the Self Assessment
(Configuration) window (see section 11.9.20.2).

Figure 410 The Self Assessment Window

The left side of the window contains a hierarchy view of the assessment revisions.
If this is a first revision, the hierarchy contains only one level, the current Draft or
Active revision. The configuration revisions are work flow controlled and only one
Draft and one Active revision can exist at a time.
If other assessment revisions exist:
S Double click the revision number, or click the plus sign beside it to expand it
and display the list of elements evaluated against in that revision.
S Select any element to open it in the General tab and display the associated KPIs
and the scoring, if that element has been scored already.
To perform a Self Assessment:

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 1. Open the Revision you wish to assess on, or, to create an entirely new revision,
click the New button. This creates a new Self Assessment Revision with status
Draft.
If you create a new revision, it will appear in the tree view with the next
sequential number.
Note It is only possible to create a new Draft revision if the previous revision is currently
Active, or Obsolete.
2. Select the first element in the revision. Now the General tab shows the
information for that element.
3. Select a stage from the drop--down list. Each stage has its own set of KPIs.
You will see a list of all the KPIs for that element and stage, the Weight Factor
of the selected KPI, scoring boundaries and an empty field for you to enter the
score in.
4. Select the first KPI. Decide if your company fulfils the criteria. If yes, enter a
score of 100. If no, enter a score that you feel is appropriate and reflects the
level your company is at.
To help you in your assessment:
S Boundaries may appear in the fields 0% and 100%, indicating what is
expected to achieve a particular score.
S Best Practice Guide Lines may exist for the KPI. These are descriptions of the
best possible practice as defined by the industry, that will ensure a score of
100% for the selected KPI. To read these Guide Lines, if any have been added,
select Options > Best Practice Guide Lines (see section 11.9.20.5).
5. Select Options > Remarks to open a details window where you can add any
comments, justifications or explanations for the score you have given.
6. Progress through the elements, entering scores for each KPI and remember to
Save as you go.
7. When the Revision is finalised, you can update the Work Flow status by
selecting Options > Work Flow and choosing the appropriate action from the
list.

11.7.4 Continuing an Existing Self Assessment

If you do not complete a Self Assessment Revision entirely in one session, save it
at its initial Work Flow status. At any time, you can continue the Self Assessment
Revision by simply opening the record and continuing to score it as in section 11.7.3.

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 When it is complete, update the Work Flow status.

11.7.5 The Self Assessment Options Menu

11.7.5.1 KPI Best Practice Guide Line

Select Options > KPI Best Practice Guide Line to open the details window for the
current KPI. If any Guide Lines (descriptions of the best possible practice as defined
by the industry)have been added for this KPI they will appear here.

11.7.5.2 Remarks
Select Options > Remarks to open a details window and add any comments,
justifications or explanations for the score you have given to the selected KPI.

11.7.5.3 Work Flow

Select Options > Work Flow to open the Work Flow dialog. Here you can select
from the available actions to change the Work Flow status of the selected assessment
revision. Remember that there can only be one Draft revision and one Active, at any
time.

11.8 Self Assessment Statistics

Note This is a separate module and as such requires its own license key to activate and
use it. Without the license and user read access, Self Assessment Statistics will not
be visible in the Tools menu or possible to use in the system.
This window contains the assessment data entered in the Self Assessment window
at Tools > Self Assessment (see section 11.7), and the calculated scoring.

11.8.1 The Self Assessment Statistics Filter

Use this filter to narrow your search for a certain assessment revision or to search
by the revision status. Click OK to skip the filter and proceed right to the window.

11.8.2 The Self Assessment Statistics Window

The Self Assessment Statistics window contains a tree view on the left hand side and
three tabs on the right. Select the assessment you wish to view the details for, in the
tree view. The applicable information will appear in the tabs.

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11.8.2.1 The Graphs Tab

Figure 411 The Self Assessment Statistics Window, Graphs Tab

This tab contains one graph for each of the four TMSA stages. The horizontal axes
display the number of elements in that stage. The vertical axes display the
percentages 0 to 100. Select an assessment revision in the tree view and its scores
for each element, in each stage, will appear in the graphs.

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11.8.2.2 The Elements Tab

Figure 412 The Self Assessment Statistics Window, Elements Tab

The list part of the Elements tab displays the same values as in the Graphs tab, for
the selected assessment revision, with the score for each element in each stage. The
last column in the list, Score, displays the average score for each element throughout
all the stages, and the average score for all the stages.
The graph in the bottom left corner displays the stage each element has completed.
A stage is completed only when you receive a score of 100 for that stage, and every
stage before it. For example, to reach stage 3, the scores for stages 1, 2 and 3 must
be 100. In this case, the graph would then display a bar for that element reaching to
stage 3.
The graph in the right hand corner displays the average score of all elements
combined, for each of the stages. At the bottom of the chart, the row called Score
displays the average score of all the sub--elements for every stage. The last field in
this row, at the far right, contains the average score of all the stages.

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11.8.2.3 The Sub---Elements Tab

Figure 413 The Self Assessment Statistics Window, Sub--Elements Tab

This tab contains a chart displaying the scoring for the sub--elements. Each
sub--element appears in the list, and the score for each sub--element at each of the
stages. The Score column contains the total score for each sub--element across the
stages.

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11.9 Configuration
The Configuration sub--menu contains commands for configuring AMOS Business
Suite:

Figure 414 The Configuration Sub--menu

11.9.1 Users
When a user logs into AMOS Business Suite, a database user called AMOS is
automatically used behind the scenes. This accesses the table of application users
to check that the user logging in has a valid password.

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Each AMOS user receives a user ID and a password, validated at login. You can
create user groups, which determine access to the various functions in the
application. For example, you can grant access to user--defined reports only to users
belonging to a specific group. See section 11.9.2.

11.9.1.1 The Users Filter

When you select Tools > Configuration > Users, the filter appears. Use it to specify
criteria to narrow your search, such as:
S User Name
S Occupation
S Comments
S Check the Only Enabled checkbox to search for only active users.

11.9.1.2 The Users Window

Figure 415 The Users Window

To create a new user, click the New button and fill in the various fields. The entry
in the Password field is not displayed in open text.
The Employee drop--down list displays the contents of the Employees register
described in section 3.1.2.

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The upper right area shows the groups that the selected user belongs to. A user may
be a member of multiple groups. It is not possible to check or uncheck the Active
box in the Users window; this is done in the Groups window described in section
11.9.2.
If you did not filter for Only Enabled users, a user could appear who is Locked Out
of his/her account -- the disabled checkbox is checked. To enable the account
uncheck the box. Checking the disabled checkbox disables the highlighted user.

11.9.1.3 The Options Menu for Users

Figure 416 The Options Menu for Users

11.9.1.3.1 Move User References

Options > Move User References has a corresponding toolbar button. This facility
is for cleaning up a database. Select the user to remove, and click the toolbar button
or select the command from the Options menu. In the dialog box, select the user to
move the references to:

Figure 417 The Select User Dialog Box

Delete the user after moving the references.

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11.9.1.3.2 Change Password
The change password function opens the following window.

Figure 418 The Change Password Dialog Box

The old password is masked for security. Type the new password into both of the
lower boxes to change the existing password.
Depending on how the parameters affecting passwords are setup, you may
encounter one of the following error messages when attempting to change a
password.

Figure 419 Change Password Error Messages

Either comply with the instructions in the error messages or alter the respective
parameters described in section 11.9.4.5.

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 11.9.1.3.3 Mailbox Access
The mailbox access feature works in conjunction with the workflow module and is
for adding users to group or departmental mailboxes.

11.9.2 Groups
Defined users can belong to one or more user groups, and access to various AMOS
modules and functions is separately for each user group. A user group may be
granted access to a selected department.

11.9.2.1 Groups Window

Select Tools > Configuration > Groups to open the Groups window:

Figure 420 The Groups Window

Click in the Approval Limit field to view the drop--down list with the defined values
in the Approval Limit register (see section 11.9.3).
If the Global Access field is checked for the selected group, that group has access
to all defined installations and departments. When it is checked, Options >
Department Access is not available.
Use the value of the Local field in the selection files to allow the possible inclusion
of the particular access rights in the replication process.

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11.9.2.2 The Options Menu for Groups

Figure 421 The Options Menu for Groups

11.9.2.2.1 Members
The Members window is for specifying the members of the selected user group:

Figure 422 The Members Window

To add a new member, click New, and click the lookup button to select from the list
of defined users. After adding a user to a group, access can be temporarily restricted
by unchecking the Active field.

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11.9.2.2.2 Access Control

Figure 423 The Access Control Window

Actual access to AMOS functions and modules is set for various user groups. To
determine the level of access for a specific user group, select the group in the Groups
window, and select Options > Access Control or click the corresponding toolbar
button to enter this window:
Click the Copy From Group toolbar button to view the list of defined groups. Choose
the group to copy from and click OK. There is a corresponding Copy from Group
command in the Options menu.
The Registers Tab
Contains an alphabetical list of the various registers of AMOS Business Suite. For
each register, you can specify which types of access the selected group has. The four
access types are Read, Edit, Insert and Delete.
The Fields Tab
Contains check boxes for deciding whether the selected user group has access to the
fields listed.
The Functions Tab
Contains check boxes for indicating whether the selected user group is allowed to
execute a specific function or not.
The Reports/Modules Tab
For specifying which reports the selected group has access to.

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The Combined Tab
Combines the access levels and the right to execute functions. For example, all the
five boxes are typically checked for the line Complete System in order to grant the
System Administration group all the necessary rights.

11.9.2.2.3 Job Class Access

To define user groups access to specific job classes ensure the correct group is
selected in the Groups window, and select Options > Job Class Access or click the
corresponding toolbar button to enter this window:

Figure 424 The Job Class Access Window

When a new item is added to this window (click the New toolbar button), the
drop--down list displays the defined job classes. The selected user group can have
access to multiple job classes.

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 11.9.2.2.4 Budget Code Access
To grant access to one or more Budget Codes to defined user groups ensure that the
correct group is selected and select Options > Budget Code Access:

Figure 425 The Budget Code Access Window

Click the New button to add a new line to the window and select the desired budget
from the list that appears when you click the lookup button. The selected user group
may have access to multiple Budget Codes.
To copy an already defined level of budget access from one group to another select
Options > Copy from Group menu item and select the group that you want to copy
access from.

Note All Budget Codes are accessible by all groups unless restrictions are effected:
S If access is granted to no groups, all groups have access.
S If access is granted to all groups, all groups have access.
S If access is granted to some groups, only those specified have
access.

11.9.2.2.5 Cost Centre Access

This option (if visible) is part of the accounting module for AMOS. Use this window
to grant cost centres access to the desired user groups.

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 Figure 426 The Cost Centre Access Window

In the active Cost Centre Access window, an options menu becomes available
containing the command Copy From Group. This is for copying the Cost Centre
Access from one group of users to another.

11.9.2.2.6 Procedure Category Access

To grant access to one or more Procedure Category Codes to defined user groups
ensure that the correct group is selected and select Options > Procedure Category
Access. Click the New button to add a new line to the window and select the desired
Procedure Category from the list that appears when you click the lookup button. The
selected user group may have access to multiple Procedure Categories.

11.9.2.2.7 Department Access

A user group without Global Access may be granted access to one or more
departments. To grant such access, select the correct group in the Groups window
and select Options > Department Access to enter the following window:

Figure 427 The Department Access Window

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 To grant access to multiple departments, click the New button and select an
additional department from the list.

11.9.3 Approval Limits

You can define a set of Approval Limits to define the maximum amount a given
group is allowed to approve. The limits are defined in the selected Base Currency
Code.
Select Tools > Configuration > Approval Limits to open the following window:

Figure 428 The Approval Limits Window

The Approval Limits are automatically sorted in ascending order the next time the
window is opened.

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11.9.4 Parameters
Select Tools > Configuration > Parameters to open the Parameters window:

Figure 429 The Parameters Window

Figure 429 shows the System Administrator view. This view gives the user access
to all areas of the system. To understand the implications of this, it is necessary to
first understand the issues of hierarchy and scope.
The AMOS Business Suite is a hierarchical view of an installation and the system
has been programmed to handle corporate entities as well as partnered
organisations. The layers of this hierarchy correspond to the physical and
operational divisions within your actual organisation.
A company typically comprises one or more Installations. Whether these represent
factories, office sites, offshore platforms or ships, the defining factor is that they are
often geographically separated entities within the same organisation. Each is
individually responsible for its own operations and technical administration.
Each Installation is in turn made up of one or more departments. For example, a ship
could be divided into departments: Engine, Deck and Safety. A production plant
might have Production and Transport departments. Here the division typically
represents groups at the same site who are separate cost centres and therefore are
responsible for their own maintenance expenses. They may require specific
follow--up or budgeting.
AMOS is designed to handle installation and departmental separation, and caters to
each groups’ needs, such as special component number schemes or division of stock
information.

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To meet these requirements, the configuration parameters have a scope within which
they apply. This scope can be:
S For a single department
S For all departments in a single installation
S For the entire organisation
In addition to providing scope, this hierarchy also provides for the inheritance of
parameters. Therefore, if the system does not find a particular parameter setting for
the current department, it automatically looks up the hierarchy to the installation
directly over the department in the hierarchy. If no specific parameter value has been
set for the installation, then the system looks for and uses the value that has been set
at the global level.
It is simple to handle exceptions in the system, like a different component numbering
scheme for a particular department. The system administrator simply defines the
numbering scheme at the global level for the whole company, and then defines a
specific one for the department in question.

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 11.9.4.1 The Parameters Interface

Figure 430 An Illustration of the Parameters Interface

The Parameters interface contains the control room for The AMOS Business Suite
and any changes made here have deep consequences for the system operation. Take
time to familiarise yourself thoroughly with the logic behind and consequences of
changes made in this section. The following sections provide a basic idea of each
of the parameters, but due to the complexity of the possible combination of results,
it is not practical to document every single parameter fully.
Note Some pre--set options do not show their apparent setting in the Value field. This is
because the value field shows a database field, as opposed to its intended function
name.

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11.9.4.2 Auto---Numbering

Figure 431 The Auto--Numbering Parameters

This set of parameters is divided into two types: Masks and Rules. Masks control
how the system displays certain fields, and which characters can be entered into
these fields (e.g. input mask). Rules control the format of the system--generated
numbers.
In some cases, only a Mask may be defined, as with the definition of the appearance
of component numbers. Other numbers allow the definition of both a Mask and a
Rule, as is the case of work order numbers – the rule controls how the system
generates the number, and the mask controls how the number is presented.
In the Mask fields, the following characters control which characters are valid for
each position in the number:
S ! -- Any character -- any alphabetic characters are automatically uppercased by
the system.
S ^ -- Any character -- any alphabetic characters are automatically lowercased by
the system.
S A -- Any alphanumeric character.
S X -- Any character.
S # -- Any numeric character.
Any other character appearing in the mask is displayed in the input field as
un--modifiable positions.

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The work order, purchase form and transport document numbers have both a mask
and rule as they are system generated numbers whose appearance can be controlled.
In the example above, the field Form Number Mask ends with two X--es to facilitate
the entry of form numbers that AMOS has split. For example, a purchase order may
be split into two or more sub--forms, and in that case, AMOS adds the character A
to the form number. The two X--es in the Form Number Mask allow the user to enter
this modified number.

11.9.4.2.1 Creating New Rules

AMOS offers help in generating new auto--numbering rules for the relevant fields.
When you click the lookup button next to a Rule field, a new window opens for that
Rule field. For example, the Form Number Rule window looks like this:

Figure 432 The Build Form Number Rule Window

To start building a rule, click one of the Functions on the left. The lengths of the
functions are pre--defined, and cannot be changed. Several functions may be used
in the same rule. Once you have selected a function, it is displayed in the grey field
in the upper part of the window.
The Format field is for specifying whether the numbers should be preceded by zeros
or not. The expression at the top of the window shows 0 if Leading zeros is selected,
and # if Leading blanks is used. If the wrong format is shown for a function, click
the function again to remove it from the expression, select the desired format, and
click the function once more to re--insert it in the expression.

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The second half of the expression consists of values from the listed Columns. For
these, specify a Length from the field. Specify the length before clicking the Column
name.
Once the rule is entered, click the Test button to see how the rule works.

Figure 433 A Build Rule Test Result

The defined Rule is displayed according to the Mask defined for the field for which
the Rule is being created.
If the Rule does not produce the intended result, click the Clear Last button to
remove the last part of the expression under construction, or click the Clear All
button to start fresh to rebuild it.

11.9.4.3 Default Templates

A number of tables in the system contain a memo field called the detail page or
full--page description. These memo fields are present in the component stock item,
address, job description and order form tables among others.
AMOS provides a feature called Templates (also called Layouts), which makes it
possible to define how the memo field is presented on screen. Using templates, the
memo field can be given the appearance of a specialised input form. These templates
are usually attached to the memo field by selecting Edit > Change Template.
However, these parameters make it possible to attach a template to a memo field
automatically on creation of a new table entry.
The parameter screen contains an entry for each table containing a memo field, and
allows you to select from the already defined template list which template to attach
for each register. Chapter 12 describes how to create new layouts in PowerBuilder.
The default setting for all these fields is Empty.

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11.9.4.4 Directories

Figure 434 The Directories Parameters

Several important system directories are outlined here.

CBM Directory
This directory defines the location where the system can find CBM day files. See
Chapter 13 for the use of Condition Based Maintenance.
Default setting: the CBM sub--folder of the AMOS Business Suite Installation.
Crew Member Document Directory
This directory defines where to store attachment files for connecting to employee
records, if not in database. If the Store Documents in Database parameter is set to
TRUE, then do not set any value here.
Graphics Directory
This directory defines where graphic files are located. If set incorrectly, you may
have trouble displaying graphic files.
Default setting: the Graphics sub--folder of the AMOS Business Suite Installation.
Hand Terminal Directory
This directory defines where files generated by hand terminals are stored. This
function is described in section 11.6.
Default setting: empty.

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Installation Directory
This directory defines where the system itself is installed. If this parameter is not set
correctly, it can cause problems with the Import/Export module.
Default setting: the root folder of the AMOS Business Suite Installation.
Personnel Report Directory
This directory defines the directory where the standard Personnel reports are
located.
Remote Workflow Directory
This directory defines the directory where HTML files queued for export, are stored
temporarily before they are sent to a remote user.
Report Directory
You can tailor the appearance of a standard work order, planned maintenance work
order, purchase order, requisition form, query and transport document printouts.
This parameter defines the directory where these tailored reports are located.
Default setting: the Reports sub--folder of the AMOS Business Suite Installation.
Transfer Directory
This directory defines the location where selection files and import files are found,
and where generated export files are placed.
Default setting: the Transfer sub--folder of the AMOS Business Suite Installation.

11.9.4.5 Options
This is the most general category of parameters, and contains a variety of switches
and values varying from file extensions for the Import/Export module to whether
maintenance is to reported back at the employee level or at the group (or discipline)
level.

11.9.4.5.1 Accounting
Account Code Type for Maintenance
This parameter defines the type of Account Codes available for the Maintenance
module lockup lists and entry fields. If the parameter specifies only account code
type Class of Cost, these will be the only type of account codes available. For
backward compatibility (new installation and upgrade), only the Class of Cost
option should be selected, and the Track Maintenance Transactions must be set to
TRUE. You license must include the accounting module of the AMOS Business
Suite.

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Default setting: 3 (Class of Cost)
Track Maintenance Transactions
This parameter, if set to TRUE, causes the application to track maintenance
transactions. Your license must include the accounting module of the AMOS
Business Suite.
Default setting: TRUE
Track Purchase Transactions
This parameter, if set to TRUE, will cause the application to track purchase
transactions. The current license must include the accounting module of the AMOS
Business Suite.
Default setting: TRUE
Track Stock Transactions
This parameter, if set to TRUE, will cause the application to track stock transactions.
The current license must include the accounting module of the AMOS Business
Suite.
Default setting: TRUE

11.9.4.5.2 Budget
Allow User--Defined Impact on Purchase Budget
Setting this parameter to TRUE allows users to custom define which form status
(Split, Cancelled, Parked, etc.), affects which budget cloumn (Committed, Paid or
Forecast). A new field, Forecast, will appear in the Budget windows and on Budget
Reports.
Default Setting: FALSE
Budget at Line Item Level
This parameter has four possible values:
S Never -- no Budget at Line Item Level check box appears in the Forms window.
S Seldom -- there is an un--checked Budget at Line Item Level check box in the
Forms window.
S Often -- there is a checked Budget at Line Item Level check box in the Forms
window.
S Always -- there is no option in the Forms window since the option is always
used.

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Default setting: NEVER
Enforce Budget Approval
If this parameter is set to TRUE, in all lookup fields (excluding those in filters)
where users can choose a budget code, the list will contain only budget codes with
status ’Approved’.
Default setting: FALSE
Financial Year Early Start
Set this parameter to TRUE to allow for the early start of the financial year. Many
US companies start their financial year in October.
Default setting: FALSE
Interrupt Approval Warning Limit Adjustment, When Sub--Group Exists
The setting of this parameter indicates if the system should automatically update
warning percentages on sub--group levels that may belong to groups, when the
percentages are updated at group level.
Default Setting: INTERRUPT
Month--End Close Period (Days)
Use this parameter to specify when monthly accounts are closed. For example, a
value of 5 means that the accounts are closed 5 days before the end of the month.
Default setting: 0
Start Date For Financial Year
Use this parameter to set the start of the financial year according to varying
world--wide practices: e.g., the UK starts its financial year on April 6th and France
on January 1st. Once this date is set, it can be very complicated to change.
Default Setting: 1998--01--01
Track Custom Clearance Expenses
This system switch controls the activation of the tracking of Custom Clearance
expenses by the Budget module. If you change the value from FALSE to TRUE, and
any budget information already existed, you will need to manually recalculate the
budget figures.
Default setting: TRUE
Track Maintenance Expenses
This system switch controls the activation of the tracking of maintenance expenses
by the Budget module. If you change the value from FALSE to TRUE, and any
budget information already existed, you will need to manually recalculate the
budget figures.
Default setting: TRUE

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Track Purchase Expenses
When set to TRUE, this parameter activates the tracking of purchase expenses by
the Budget module. If tracking is turned on, the system checks that budget codes
entered are valid. It automatically registers financial transactions against the
specified budget and signals the user if a budget is exceeded by a pre--determined
warning value. If you change the value from FALSE to TRUE, and any budget
information already existed, you will need to manually recalculate the budget
figures.
Default setting: TRUE
Track Stock Expenses
Similar to the previous parameter, this system switch controls the activation of the
tracking of stock/inventory expenses by the Budget module. If you change the value
from FALSE to TRUE, and any budget information already existed, you will need
to manually recalculate the budget figures.
Default setting: TRUE
Use Budget Control When Approving Forms
Setting this parameter to TRUE activates Budget Warning functionality.
Default Setting: FALSE
Use External Budget Figures for Budget Approval Warning Levels
Set to TRUE, for any or all installations, the system will verify Budget Warning
percentages against an external system rather than against AMOS’s internal
accumulated budget.
Default Setting: FALSE
Use Specification for Purchase Budget
This parameter allows you to specify whether to use Specifications to update budget
figures for the Purchase budget class.
Default setting: FALSE
Use Specification for Stock Budget
This parameter allows you to specify whether to use Specifications to update budget
figures for the Stock budget class.
Default setting: FALSE
Use Specifications for Maintenance Budget
This parameter allows you to specify whether to use Specifications to update budget
figures for the Maintenance budget class.

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 Default setting: FALSE
Use Voucher to Update Forms Details
This parameter lets you specify whether to use vouchers to update forms details.
Default setting: FALSE

11.9.4.5.3 General
Database Compatibility – Compatible To Version
This parameter ensures column width compatibility through various versions of
AMOS and should be set to the same version number that the installation is using.
The default options here vary depending on the software version number.
Note It is important that all your installations of AMOS are of a compatible version to
ensure that there are no replication errors due to different column widths.
Default Settings – Budget Code Status
This parameter controls the initial setting for a new budget in general. The default
setting is 2. The figures correspond to the following:
1 Parked
2 Preliminary
3 Approved
Default Settings – Budget for Component Job
This parameter determines the search order when checking for a component job’s
default budget code. The default setting is Maintenance Type, Component which
means that the default budget code is taken from the maintenance type if one exists.
Otherwise the budget code for the component is used. This parameter has two states,
the one described above and the reverse search order of Component, Maintenance
Type. This only applies if the Accounting module is not being used.
Default Settings – Default Status On Component Transfer
This parameter controls the default value for components when transferred from one
department to another department. The status is applied at the time of transfer and
is visible as the component status in the receiving department.
Default setting: Available
Default Settings -- Default Value Mark Work as Completed
This parameter controls the Mark Work Order as Completed checkbox in the Report
Work window. Setting the parameter to FALSE unchecks the box.
Default setting: TRUE

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Default Settings – Default value Quotation Update Stock Item Field
This parameter controls the default state for the checkbox entitled Update Stock
Items found in the quotations window. If this parameter is set to TRUE, the
checkbox will be checked by default.
Default setting: False
Default Settings – Depreciation Level
When the Depreciation feature is activated, this setting controls the initial status of
Stock Items. The default setting is 1, which corresponds to level 1, which is normally
’new,’ or 0% depreciation. Up to 5 levels of depreciation can be set.
Default Settings – Form Type
A Purchasing module parameter, this value controls which type of form to create
(i.e. requisition form, query or purchase order) during automatic form creation. In
a shipping scenario, it is normally the case that vessels create requisition forms while
shore side offices create purchase orders.
Default setting: PURCHASE ORDER
Default Settings – Initial CBM Work Order Status
When the CBM (Condition Based Maintenance) module is active, this setting
controls the Initial Status of Work Orders. The available options are Requested,
Planned and Issued.
Default setting: ISSUED
Default Settings – Initial Corrective Action Work Order Status
This setting controls the Initial Status of Corrective Action Work Orders. The
available options are Requested, Planned and Issued.
Default setting: ISSUED
Default Settings – Initial Periodic Work Order Status
This is for setting the initial status of automatically created periodic work orders.
Default setting: ISSUED
Default Settings – Initial Requisition Work Order Status
This is for setting the initial status of manually created work orders.
Default setting: ISSUED
Default Settings – Initial Round Work Order Status
This is for setting the initial status of automatically generated round work orders.
Default setting: ISSUED

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Default Settings – Location for Stock Items
This is for defining and using multiple stock item locations. If several locations are
defined in the Locations hierarchy, one can be defined as the default location,
automatically attached to each newly created stock item.
Default setting: Empty
Default Settings – Maintenance Cost Account Category
Set the Default Maintenance Cost Account Category using the following dialog:

Figure 435 The Set Default Maintenance Cost Account Category Dialog Box

Click the lookup button to select the correct category from the list provided. When
a new component job is created, an account of the chosen category is applied by
default. This will only apply if the Accounting module is being used.
Default setting: Empty
Default Settings – Output Format for new Job Related to Components
One of three output formats may be selected in AMOS: List, Compact List and
Detailed. List gives only one line per selected job. Compact list gives a few lines
containing the most important information. Detailed contains the full job
description.
Default setting: COMPACT
Default Settings – Output Format for new Rounds
One of three output formats may be selected in AMOS: List, Compact List and
Detailed. List gives only one line per selected job, Compact list gives a few lines
containing the most important information, while Detailed contains the full job
description.
Default setting: COMPACT
Default Settings – Output Format for Work Requisitions
One of three output formats may be selected in AMOS: List, Compact List and
Detailed. List gives only one line per selected job, Compact list gives a few lines
containing the most important information, while Detailed contains the full job
description.
Default setting: DETAIL

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Default Settings – Priority for new Job Related to Components
A job can be given a numerical priority of up to three digits; 1 being the highest
priority and 999 being the lowest. Your organisation decides which priorities to
assign.
Default setting: 5
Default Settings – Priority for new Rounds
A round can be given a priority of up to three digits; 1 being the highest priority and
999 being the lowest. Your organisation decides which priorities to assign.
Default setting: 5
Default Settings – Priority for Work Requisitions
A round can be given a priority of up to three digits; 1 being the highest priority and
999 being the lowest. Your organisation decides which priorities to assign.
Default setting: 4
Default Settings – Status for New Components
This field is used to set the status of new components introduced in the system. The
possible options are: (None), In Use, Available, Repair, Scrapped and Transferred.
Default setting: 3 (Available)
Editor
The following parameters concern the text editors used in AMOS.
Editor -- Classic Editor Font
This parameter controls the display font for all the details forms created using the
Classic Editor. It is also reflected in printouts of these screens. Click the lookup
button to access the font selection window. Choose the type, style and size of the font
you require and click OK to select.
Fonts can be implemented at a Global, Installation or Departmental level.
Default setting: Empty (system displays Arial)
Editor -- Max Size (kB)
This parameter is for controlling the maximum file size of details forms to avoid
excessive data retrieval/replication times.
The size can be any amount between 0 and 1000, where the number equals the
maximum file size in kilobytes for each details form in the system. If 0 is selected
there is no limit on the file size.

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 Use care when applying this limit because it will be applied to each detail form
instance. This means that if you set the limit to 1,000 kilobytes (1 megabyte) and the
limit is almost reached on 1000 detail forms, the amount of data to be replicated will
be 1,000,000 kilobytes (1 gigabyte).
Note Due to file conversion limitations, the maximum bitmap image file size is slightly
less than half of the designated amount in this parameter. If the parameter is set to
1000, the maximum bitmap size is 499 kilobytes. Other image formats may be
inserted, but any image compression will be removed upon insertion and that the
maximum size may be reached unexpectedly.
Default setting: 0 (unlimited)
Note Due to a feature in the Enhanced Editor functionality, if an image is to be added to
the page the user MUST also include a minimum of one text character or space. If
an image is added to an otherwise empty editor page, it will disappear when an
attempt is made to save the change.
Editor -- Type Common
This parameter determines the type of text editor used in “Details” windows within
the common functionality areas of AMOS, for example the Registers. See section
2.5 for further information on the Details forms.
Default setting: CLASSIC
Editor -- Type Custom Clearance
This parameter determines the type of text editor used in “Details” windows within
the Custom Clearance areas of AMOS. See section 2.5 for further information on
the Details forms.
Default setting: CLASSIC
Editor -- Type Maintenance
This parameter determines the type of text editor used in “Details” windows within
the Maintenance and Stock related areas of AMOS. See section 2.5 for further
information on the Details forms.
Default setting: CLASSIC
Editor -- Type Personnel
This parameter determines the type of text editor used in “Details” windows within
the Personnel areas of AMOS. See section 2.5 for further information on the Details
forms.
Default setting: CLASSIC

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Editor -- Type Purchase
This parameter determines the type of text editor used in “Details” windows within
the Purchase and Budget areas of AMOS. See section 2.5 for further information on
the Details forms.
Default setting: CLASSIC
Editor -- Type TMSA
This parameter determines the type of text editor used in “Details” windows within
the Self Assessment areas of AMOS. See section 2.5 for further information on the
Details forms.
Default setting: CLASSIC
Editor -- Type Quality
This parameter determines the type of text editor used in “Details” windows within
the Quality & Safety areas of AMOS. See section 2.5 for further information on the
Details forms.
Default setting: CLASSIC
Editor -- Type Voyage
This parameter determines the type of text editor used in “Details” windows within
the Voyage Management areas of AMOS. See section 2.5 for further information on
the Details forms.
Default setting: CLASSIC
File Extensions
These parameters allow you to set the file extensions used in AMOS.
The default settings are as follows:
EXP -- Export Files, Import Files
HTD -- Hand Terminal Files
OK -- Successfully Imported Files
File Extensions -- File Extension for Export Files
The system maintains a sequence number for both import and export operations.
Since these sequence numbers are used to name the files created by these operations,
it is important to be able to differentiate between files created by export and ready
for transfer to another site and those received which are ready to be imported. This
is done by defining different file extensions for the various files handled by the
Import/Export module.
This parameter defines the extension for export files generated by the system.
Default setting: EXP

415
File Extensions -- File Extension for Hand Terminal Files
A hand terminal may be used to record stock transactions. The data from the hand
terminal may be exported in the form of a file, which may then be imported into
AMOS stock levels. This parameter specifies the file extension for such hand
terminal files.
Default setting: HTD
File Extensions -- File Extension for Import Files
As a complementary parameter to the parameter File Extension for Export Files, this
value defines which extension identifies files ready to be imported by the system.
Default setting: EXP
File Extensions -- File Extension for successfully Imported Files
As a complementary parameter to the previous one, this value defines which
extension is to be given to import files that have been successfully imported by the
system.
Default setting: OK
Remote Workflow
These parameters control Remote Workflow system--wide. When these are set
correctly, Remote Workflow is enabled and can be switched on or off at user level.
Remote Workflow -- Mail Account Password
To perform workflow operations by email, the system needs to access an email
account for sending and receiving those mails. This parameter is for setting the
password for the user mail account.
Remote Workflow -- Mail Account User
Use this parameter to set a mail account user, known to your mail server, which can
receive the outgoing mails from the system.
Remote Workflow -- Purchase Template
Set a purchase template, containing your company format. This will be presented
to the user in the HTML attachment and will look similar to the normal Workflow
transformation dialog.
Remote Workflow -- Return Mail Address
Use this parameter to set the mail address for the system, which will receive the
workflow data from the remote user.
Remote Workflow -- Send Mail
This must be set to TRUE. FALSE can only be used in the setup process (to aviod
sending the mail), for debugging purposes.

416
 Remote Workflow -- Use Remote Workflow
Set this parameter to TRUE to allow use of remote workflow in your system. Set to
TRUE, users will have the option to turn remote workflow on, in the Options
window.
Account Lockout Threshold
This parameter determines the number of unsuccessful log--in attempts a user can
make before being locked out of the application. If the parameter is set to zero the
lockout system will be disabled. A positive number above zero should be entered
if you want to use this feature. If you are using this feature you will be informed of
the number of any unsuccessful log--on attempts that have been made against your
user name once you log--on successfully.
Default setting: 0
Allow Work Flow On Locked Objects
If this parameter is set to TRUE, it allows the user to perform Work Flow actions
on objects which are locked through the Work Flow definition.
Default Setting: FALSE
Ask User to Confirm Deletions
When this parameter is set to TRUE, the user is asked to confirm the deletion of a
record. If set to FALSE, no question is asked, and the record will be deleted when
Save is selected.
Default setting: TRUE
Base Currency Code
AMOS Business Suite makes it possible define a base currency at the global,
installation and department level. At the global level, this value determines the base
against which Current Rates are recorded. In addition, it is also possible to define
the default currency to be used when recording transactions and presenting reports
for the various installations and departments
Default setting: USD
Note If sites are to exchange information from the currency rates table then it is necessary
for them to have the same global base currency defined.

417
 Create Component Archive On Transfer In
This parameter when TRUE allows the creation of Archive tables in receiving
installations in order for the recipients to view component information created in
previous installations. Options are TRUE or FALSE.
Default setting: TRUE
Note This parameter should be set to the same value as the Delete Component Archive
On Transfer Out parameter.
Create Log--In Audit Trail
This parameter, when set to TRUE, creates a log--in audit trail allowing you to track
system usage. Use the menu item Tools > View Log--In Audit Log to access the
recorded details. There is an access control item entitled Login Audit in the
Registers tab which should be used to allow viewing of the audit trail. The log--in
audit log is always read--only, even if Edit, Insert and Delete access rights have been
granted.
Default setting: TRUE
Current Installation
This is one of the most important parameters in the system because it uniquely
identifies the current installation with a number. This number must not be changed
after initial definition.
Default setting: 001
Delete Component Archive On Transfer Out
This parameter when TRUE allows the deletion of Archive tables in donating
installations when the component is transferred out. Options are TRUE or FALSE.
Default setting: TRUE
Note This parameter should be set to the same value as the Create Component Archive
On Transfer In parameter.
Edit Stock Item Currency and Price on Required Parts
This parameter controls the Currency and Price columns in the Required Parts tab
of the Work Orders window. When set to TRUE, the information in these columns
is editable.
Default Setting: FALSE
Enforce Complex Password
This parameter determines whether complex passwords must be used or not. If this
parameter is set to true, all passwords must contain at least 1 of the following:

418
 -- Upper Case Character
-- Lower Case Character
-- Alphabetic Character
-- Non--Alphabetic Character
So, for example, an acceptable password could be Ab1.
When setting this parameter to TRUE for the first time, all users must be aware of
the fact that passwords have been previously stored in upper case only. In order to
change their password at their next log--in they will have to enter their old password
in upper--case in order to continue.
Note Changing this parameter to TRUE is irreversible.
Enforce Password History
This parameter controls how many previously used passwords for each user are
retained in the system. When you are prompted to change your password, controlled
by the Maximum Password Age parameter, you must enter a password that does not
match one of the previously used passwords stored in the database. This also applies
to the manual Change Password feature covered in section 11.10. Setting this
parameter to zero will disable this feature.
Default setting: 0
Hand Terminal Reader
This option may be used to specify the interface program that is used to transfer data
from a hand terminal to AMOS. This function is described in section 11.6.
Default setting: Empty.
Hide Inaccessible Menu Entries
This parameter prevents menu items that are not available to a user, due to his
belonging to a group that does not have access to this function, from displaying. If
this parameter is left as FALSE, unavailable menu items will continue to appear
greyed out. If set to TRUE, any menu items that belong to modules that are not
covered by the current license will also be hidden.
Default setting: FALSE

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ID Number Series
All database entries in the system are stamped with unique internal numbers. These
numbers are built up of two parts, the ID number and a running counter. The ID
number ensures that no two sites can generate the same internal number. The Current
Installation parameter is often used to define the ID part of the internal numbers, but
this is not mandatory. Once an ID number has been defined and data is entered into
the database, no other installation can ever be assigned the same ID number as this
would lead to duplicate internal numbers.
Default setting: 001
Limit Global Search to Departmental Access
This parameter controls whether records belonging to a particular department are
displayed as a result of a Global Search. When set to TRUE, only the results
belonging to departments to which the user has access will be displayed.
Default Setting: FALSE
Limit Stock Types selection on Required Parts on Work Orders
This parameter defines which Stock Types are displayed in the list for adding them
to the Required Parts tab of a Work Order. Setting this parameter to TRUE limits the
Stock Types to types of which are registered against the department owning the
Work Order. Set to FALSE, all Stock Types in the Select list are displayed.
Default setting: FALSE
Logo Bitmap Used In Report Printout
If you want to include your company logo on printed reports you should use this
parameter to navigate to the file you want to use. The supported file types are:
.bmp .gif .jpg .jpeg .rle .wmf
Default setting: Empty
Maximum Password Age
This parameter determines the maximum allowed age, in number of days, of all
passwords. This feature is disabled if the value is set to zero.
Default setting: 0
Minimum Password Length
This parameter determines the minimum allowed length, in number of characters,
of all passwords. This feature cannot be disabled as the minimum length must be at
least 1.
Default setting: 1

420
Open Attachments In New Window
This parameter determines how a new image is displayed when an image hotspot
is clicked. If the value is set to FALSE, a new image will be opened in the currently
open window, and replace the image which is there. When the value is set to TRUE,
a new image will be opened in a separate window.
Default setting: FALSE.
Password Backward Compatibility
There are two types of password decryptions. If you are running a database version
in the office that is newer than the one on a ship, you cannot use the new
functionality. This parameter must be set to FALSE when either installation does not
support the new decryption method.
Default setting: FALSE
Portal Line Item Reference Priority
If the value for this parameter is set to VendorRef, MakersRef the system writes the
Vendor Reference value into the XML file if both values are available. If only one
of the two is available, that value is written into the XML file. If this parameter is
set to MakersRef, VendorRef the Makers Reference is written to the XML file as the
Identification value.
Default setting: MakersRef, VendorRef
Printer Task to Use When Printing Labels
This parameter is used to select a Printer Task to use when printing labels from the
Stock Items window.
Default setting: Empty.
Reload DDDW When Opened
DDDW stands for Drop--Down Data Window, the drop--down lists of currency
codes, disciplines units job classes etc. present in the system. The contents of these
drop--down lists in a window or dialog box are built when the window or dialog
opens up, and are not rebuilt unless the window is closed and reopened. As a result,
newly added items to the drop--down tables do not appear in a list until the window
containing this list is closed and reopened.
Set this parameter to TRUE, and the system re--builds drop--down lists each time the
list itself is opened by clicking on the drop--down arrow. Please note that this will
slow down display of the list, but guarantee that the list is at all times complete.
Default setting: FALSE

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Restrict Work Flow Assign To Values
This parameter, when set to TRUE, will restrict the available users in the Assign To
drop down list to those that have Work Flow access defined for the resulting status.
The list will contain all users that belong to groups with defined access.
Default setting: FALSE
Show Error Messages During Portal Import
This parameter, if set to FALSE, allows Portal Import to continue uninterrupted in
the event of errors occurring during import. Any errors encountered are written to
the portal log and can be viewed later. If the parameter is set to TRUE you will
receive an error message each time an import error occurs and further data import
will be stopped until the error message is cleared by the user.
Default setting: TRUE
Single Window Instance
This parameter controls whether or not you can have the same data window open
several times. If set to true, a data window such as Components or Work Orders will
only be allowed to open once. Any attempts to open the same window again will not
work. If you want to view different information within the same window you can
use the filter command to do so.
Default setting: FALSE
Start In Department
This parameter allows you to control which department the system logs
automatically into when you start the system. When setting this parameter, you can
select from a list of the defined departments.
Default setting: 001/01
Store Imported XML Document In Portal Log
This parameter, when set to TRUE, allows you to see the imported XML document
associated with the selected error message in the Portal Log, accessed via the
Options menu. If set to FALSE, there will be no Options menu available and no
XML documents will be stored.
Default setting: FALSE

422
Use 9 Digits For PK Counters
As of version 6.0.00, AMOS M&P (and now AMOS Business Suite) has the ability
to use 9 digits for Primary Key counters as opposed to 6 digits. This parameter
should be set to FALSE until all installations have been upgraded to version 6.0.00
or higher. When this has been accomplished, the parameter can be set to TRUE. The
purpose of using the extra 3 digits is to avoid exhausting certain primary keys that
may have high usage. New users of AMOS M&P 6.0.00 and above or AMOS
Business Suite should set this parameter to TRUE.
Default setting: FALSE
Use Component Types
This parameter may be set to TRUE when the Component Types function is used
in an organisation. This functionality makes it possible to define types of
components at the head office. All components used at the various sites may then
be assigned to the correct component type and data about the component type is
automatically inherited.
Default setting: FALSE
Use Stock Types
This parameter may be set to TRUE when the Stock Types function is used in an
organisation. This functionality makes it possible to define types of stock at the head
office. All stock used at the various sites may then be assigned to the correct stock
type, and data about the stock type is automatically inherited.
Default setting: FALSE
Working Day Length
This parameter determines the amount of calculated work hours per day and can be
set to any whole number between 1 and 24. Changes made to this parameter will be
reflected in the timeline display for work planning.
Default setting: 24

11.9.4.5.4 Maintenance
Auto--File Completed CBM Work Order
If this value is set to TRUE, CBM work orders are filed automatically when the
status is set to Completed. If the value is set to FALSE, it is necessary to manually
file such work orders.
Default setting: TRUE

423
Auto--File Completed Corrective Action Work Order
If this value is set to TRUE, automatically generated corrective action work orders
are filed automatically when the status is set to Completed. If the value is set to
FALSE, it is necessary to manually file such work orders.
Default setting: TRUE
Auto--File Completed Periodic Work Order
If this value is set to TRUE, automatically generated periodic work orders are filed
automatically when the status is set to Completed. If the value is set to FALSE, it
is necessary to manually file such work orders.
Default setting: TRUE
Auto--File Completed Requisition Work Order
If this value is set to TRUE, manually requisitioned work orders are filed
automatically when the status is set to Completed. If the value is set to FALSE, it
is necessary to manually file such work orders.
Default setting: TRUE
Auto--File Completed Round Work Order
If this value is set to TRUE, automatically generated work orders are filed
automatically when the status is set to Completed. If the value is set to FALSE, it
is necessary to manually file such work orders.
Default setting: TRUE
Auto--File Controlled CBM Work Order
If this value is set to TRUE, CBM work orders are filed automatically when the
status is set to Controlled. If the value is set to FALSE, it is necessary to manually
file such work orders.
Default setting: TRUE
Auto--File Controlled Corrective Action Work Order
If this value is set to TRUE, automatically generated corrective action work orders
are filed automatically when the status is set to Controlled. If the value is set to
FALSE, it is necessary to manually file such work orders.
Default setting: TRUE
Auto--File Controlled Periodic Work Order
If this value is set to TRUE, automatically generated periodic work orders are filed
automatically when the status is set to Controlled. If the value is set to FALSE, it is
necessary to manually file such work orders.
Default setting: TRUE

424
 Auto--File Controlled Requisition Work Order
If this value is set to TRUE, manually requisitioned work orders are filed
automatically when the status is set to Controlled. If the value is set to FALSE, it is
necessary to manually file such work orders.
Default setting: TRUE
Auto--File Controlled Round Work Order
If this value is set to TRUE, automatically generated work orders are filed
automatically when the status is set to Controlled. If the value is set to FALSE, it is
necessary to manually file such work orders.
Default setting: TRUE
Allow Negative Value Of Counters
This parameter, when set to TRUE, will allow a user to enter a lower counter value
than the one previously recorded. This facility can be used to correct values when
counters are changed or if an error has been made during the reading or inputting
of the previous amount. Note that this may affect certain counter based maintenance
procedures. If the parameter is set to FALSE a user will be prevented from entering
a lower amount and an error message will appear.
Default setting: TRUE
Auto Inherit Counters
If this parameter is set to TRUE, components installed in sub--functions will
automatically inherit counter updates from the component installed in the respective
parent function.
Note For each sub--function component that is to inherit the counter updates, the user must
go to the component’s Counter tab and set the Depends On value to the correct parent
function component.
When the Auto Inherit Counters parameter is set to TRUE and a component is
removed from its sub--function, the Depends On value is removed automatically
from that component’s Counters tab.
Default setting: FALSE
AutoFilter WO By Discipline
When set to TRUE, the list of work orders is automatically restricted to the discipline
that the user who is currently logged on belongs to.
Default setting: FALSE

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Automatically Reschedule Work Orders
This parameter is useful during the process of establishing the AMOS database in
the organisation. By setting the value to FALSE, the program will not automatically
generate work orders as components, counters and jobs are defined. This makes the
process of entering such information more efficient. When this is completed, the
parameter value is changed to TRUE, and you select Maintenance > Generate
Work Orders to kick--start the generating of work orders. When set to TRUE, work
orders are generated for component jobs whose component status has been changed
(if a work order is needed according to the component job settings).
Default value: TRUE
Calculate Estimates for Component Jobs
This parameter may be set to Average or to Never. If set to Average, the program
automatically updates the component job estimates. The values for Total Duration
and Total Cost are estimated based on the duration and the cost of required parts
and/or resources that have been reported
Default setting: NEVER
Default Preference When Reporting Work
This parameter determines which default value is checked in the Report Work dialog
box which appears when you select Maintenance > Report Work. The possible
values are Component, Function and Work Order.
Default setting: COMPONENT
Job Description Revision Control
This parameter controls revisions of maintenance job descriptions. Setting it to
TRUE enables multiple versions of maintenance--type job descriptions to be stored
in the Job Description table. There can only be one current active and one draft
version of any job description. The job descriptions available when creating new
records in component job, component type and requisition work are always of the
status Active.
Default Setting: FALSE
Log Counters For Non--Counter Based Jobs
If this parameter is set to MANDATORY, reporting work against non--counter based
jobs will require a mandatory counter value to be entered, providing that the
component has a counter association. If set to OPTIONAL, job counters will remain
mandatory while component counters will be optional.
Default setting: NEVER

426
Log Job Rescheduling
This parameter, when set to TRUE, enables the rescheduling log. Every time a work
order is rescheduled the reschedule log will be updated with information regarding
the rescheduling. If the parameter is set to FALSE there will be no recording of
rescheduling information in the log.
Default setting: FALSE
Log Work With Employee
This switch makes it possible to select the level at which to record work carried out.
This may be either at the employee level, where reported work is attributed to a
specific worker. In some organisations, it may be more suitable to register
maintenance done per discipline (e.g. mechanic, electrician, etc.) instead. If this
parameter is set to FALSE, reporting will be done using Disciplines instead of on
an individual employee basis.
Default setting: TRUE
Maintenance Log Modification Warning
This parameter, when set to TRUE, ensures that accidental modifications to the
maintenance log cannot be made. If the user tries to alter information in the
maintenance log a warning message alerting the user will appear. If set to FALSE
the user can modify information without warning.
Default setting: FALSE
Report History by default
This parameter controls whether the Report History option when reporting
maintenance is switched on or off by default.
Default setting: TRUE
Report Resources by default
This parameter controls whether the Report Resources Used option when reporting
maintenance is switched on or off by default.
Default setting: TRUE
Report Stock Usage by default
This parameter controls whether the Report Stock Used option when reporting
maintenance is switched on or off by default.
Default setting: TRUE

427
Report Work, Require Reason for Overdue Work
If this parameter is set to TRUE and the Date Done for reported work is later than
the Due Date on the Work Order, the Overdue dialog opens and the user must enter
a reason for the late work.
Default setting: False
Report Work, Show Component parts
When this parameter is set to TRUE then the Stock Used tab of the Report Work
window lists the required parts for a work order and any items reported in the Spare
Part Log as well as any parts linked to the component on the work order.
Set to FALSE, the Report work window in the Stock Used tab lists only the required
parts and any items in the Spare Part Log.
Default setting: FALSE
Require Reason For Job Rescheduling
This parameter, when set to TRUE, forces the user to input a reason for job
rescheduling. If set to FALSE there is no requirement to enter a reason. Note that
this parameter is ineffective if the parameter Log Job Rescheduling is set to FALSE.
Default setting: FALSE
Restrict Replanning Of Started Work Orders
If set to TRUE, it is not possible to re--plan (to move) a work order in the work
planning timeline once the Started date has been set. This occurs the first time a user
reports maintenance work against the work order.
Default setting: FALSE
Seconds Between each CBM Check
This parameter allows you to control the frequency at which the system checks for
CBM activity.
Default setting: 180
Stock reservation trigger
This parameter controls whether stock items required for work orders are shown as
reserved whilst the work order continues to be active (Status), or whether the stock
items are reserved only during the window time period prior to the due completion
date of the work order (StatusWindow).
Default setting: StatusWindow

428
Use Maintenance Task
If Maintenance Tasks is part of your licence and this parameter is set to TRUE, the
user can view outstanding stock quantities on forms for Maintenance Tasks in the
Stock Wanted window in a field called Outstanding Tasks.
Default setting: FALSE
Use Work Flow
If this parameter is set to true, the Maintenance > Work Orders > Options drop
down window alters to include the Workflow function. The Workflow function
allows users to pre--define and automate the process sequence of work orders.
Default setting: FALSE
View Counter From Functions Perspective
This parameter controls whether the Update Counters facility covered in section
4.18.1 is filtered and viewed from a functions perspective rather than a component
perspective.
Default setting: FALSE
Work Order Tracking Accuracy
This parameter controls the level to which Work Orders are tracked. The two
possible parameters are Date Only and Date/Time. Date Only lets you plan work by
date whereas Date/Time lets you plan to the nearest 15 minutes.
Default setting: DATEONLY
11.9.4.5.5 Payroll
Payroll Calculation Period
Set this parameter to calculate the number of days for each month. Setting Exact
Days causes every month to be calculated exactly: i.e. January 31 days, February
28(or 29) days etc. Selecting Fixed 30 days causes all months to be calculated with
30 days.
Default setting: EXACT DAYS
Payroll Current Period
Use this parameter to set the starting year/month for payroll calculations.
Variable Transactions -- Default Wage Type
Use this parameter to define a default wage type to be added automatically when you
insert new variable transactions into the Variable Transactions tab in the Employee
Overview window.
Variable Transactions -- Payroll Currency Code
Set the default currency code for variable transactions using this parameter. The
standard currency is defined in the company and vessel registers.

429
Variable Transactions -- Show Account Number
Set to TRUE, the employee’s account number will be displayed in the variable
transactions tab.
Variable Transactions -- Show Bargain Agreement
Set to TRUE, the employee’s bargain agreement will be automatically displayed.
Variable Transactions -- Show Company Code
Set to TRUE, the company code is automatically displayed.
Variable Transactions -- Show Currency Code
Set to TRUE, the currency code is automatically displayed.
Variable Transactions -- Show Employee First Name
Set to TRUE, the employee first name is automatically displayed.
Variable Transactions -- Show Employee Surname
Set to TRUE, the employee surname is automatically displayed.
Variable Transactions -- Show From Date
Set to TRUE, the from date is automatically displayed.
Variable Transactions -- Show Rank Code
Set to TRUE, the employee rank code is automatically displayed.
Variable Transactions -- Show Status Codes
Set to TRUE, the employee status code is automatically displayed.
Variable Transactions -- Show Vessel Code
Set to TRUE, the vessel code is automatically displayed.

11.9.4.5.6 Personnel
Address Format
Different countries have different standard layouts for addresses. This parameter
defines the format to be used when registering and displaying the employees’
addresses. Move the characters to change the order of the fields.
Default setting: 123TZSC
Where 1, 2, 3 = street address
T = Town/city
Z = Zip or post code
S = State
C = Country.

430
Employee Number Sequence Max
This parameter defines the maximum number that can be used in the Employee
Number. This can be used to reduce errors. Clearing the values from both this
parameter, and the Employee Number Sequence Min parameter, enables the user to
avoid auto--numbering in the Crewing > Employee window.
Default setting: 2000
Employee Number Sequence Min
This parameter defines the smallest number that can be used in the Employee
Number. This can be used to reduce errors. Clearing the values from both this
parameter, and the Employee Number Sequence Min parameter, enables the user to
avoid auto--numbering in the Crewing > Employee window.
Default setting: 1 (number begins at 0001).
Leave Days -- 30 Days Deduction
When this parameter is set to TRUE, leave days are calculated with 30 days every
month. Set to FALSE, leave days are calculated according to exact days per month.
Default setting: TRUE
Store Documents in the Database
You can attach picture files, document files etc. of certificates, passports, visas and
other documents to the employees’ records. This parameter tells the system whether
or not the files are to be stored in the database. If they are not to be stored in the
database, set this parameter to FALSE and then go to the Directories > Crew
Member Document Directory parameter and define where you want the files to
be stored.
Default setting: TRUE

11.9.4.5.7 Purchase
Auto--Calculate Form Estimate
This parameter is used to determine if the form estimates are automatically
calculated and updated if the amount is changed. If the parameter has been set to
FALSE, it is possible to perform the calculation manually by selecting Estimate cost
from the Options menu.
Default setting: FALSE
Auto--File Fully Received Form
If this parameter is set to TRUE, forms that have been fully received will be filed
without prompting.

431
Note The value of this parameter is ignored when Work Flow on Purchase is in use.
Default setting: FALSE
Auto--Fill Delivery Details
This parameter is used to automatically transfer Forwarder and Destination details
within the Deliveries function in Purchase > Forms.
Default setting: FALSE
Auto--Set ‘Budget Date’
If this parameter is set to TRUE, the field Budget Date is set to the current date
(Today) when a user prints an original purchase order. If setting the Budget Date to
Today means that the budget code is not valid on that date, the form will not be
printed.
Default value: FALSE
Auto--Update Multi--Vendor Details from Line Item
This parameter allows the system to update the details for all vendors that sell a
particular item, with details entered in a Line Item.
Default value: TRUE
Auto--Update Stock Details from Line Items
This parameter allows the system to update Stock Details with details entered in a
Line Item. Set this parameter to FALSE to prevent stock items updating
automatically.
Default value: TRUE
Billing Address
The Billing Address parameter is where the code for the address where purchase
invoices should be sent is maintained. When you enter the Billing Address filter you
will be presented with the Addresses window from which you can chose the correct
address. The chosen address will be shown as an eight digit code.
Default value: Empty

432
 Clean Up ‘For Component’ In Stock Wanted
This parameter, when set to TRUE, will clear any entries made in the For
Component column of the Stock Wanted window once the desired forms have been
generated. If the parameter is set to FALSE the component number in the For
Component column will be set as the default value for that stock item and will be
automatically entered in the column each time the Stock Wanted window is opened.
To select a default component click the lookup button. The parameter Component
Search Range in Stock/Wanted determines whether you are presented with a list of
components associated with the selected stock item or a list of all existing
components when clicking the lookup button. This parameter is found in the
Parameters > Options > Stock section.
Note If a stock item has only one component associated with it, the component number
will be automatically inserted into the For Component column regardless of the
value of this parameter.
Default setting: TRUE
Close Quotation After Query Select
This parameter, when set to TRUE, will automatically save all changes and close the
quotations window after you select a vendor. If the parameter is set to FALSE the
user will have to save changes and then exit the window in the normal way.
Default setting: FALSE
Commodity Purchase
If this parameter is set to TRUE, Purchase Forms (of all types) can be grouped
according to Stock Class. This allows organisations to process each form according
to stock class instead of having forms with multiple stock classes.
Default setting: Empty
Component Search Range in Order Lines
When adding a line item to a form in the Purchasing module, the stock number for
the item to be purchased must be entered. Then define which specific component to
purchase it for.
By default this parameter is set to Any which has the effect that if you press the
lookup button next to the line item Component field, a complete list of components
is presented.
However, AMOS allows you to attach a list of stock items to a component if you
wish, tying for example spare parts to a piece of equipment. By setting this
parameter to Restrict, only those components to which the selected stock item is
attached are listed.
Default setting: ANY

433
 Create New Form On Form Conversion
If this parameter is set to true, performing the following conversion will create a new
form containing the order information and the existing one will take the status Filed.
Note To utilise this feature, specify separate number series for each type of form to avoid
having duplicate numbers for different forms.
Default setting: FALSE
Form ‘Generic Queue’ field
This parameter facilitates the interface between AMOS and other systems used to
handle purchasing and/or accounting data. When the option When Printed is
checked, the Forms Queued For Transfer indicator is set when an original purchase
order is printed. When the option When Approved is checked, a form is queued for
transfer when it is approved.
When you click the lookup button, the Set Option dialog box looks like this.

Figure 436 The Form ’Generic Queue’ Parameter Dialog Box

Default setting: 0 (no value checked).

Form Status After Query Select
This parameter allows for the automatic status conversion of Query forms through
the Purchase > Forms > Quotations window using the Select function.

Figure 437 The Form Status After Query Select Parameter Dialog Box

Default setting: UNCHANGED

434
Form Type After Query Select
This parameter allows for the automatic form type conversion of Query forms
through the Purchase > Forms > Quotations window using the Select function.

Figure 438 The Form Type After Query Select Parameter Dialog Box

Default setting: UNCHANGED

Interrupt Automatic Form Creation due to Mandatory Fields
There are three options for setting this parameter. Set to If Missing Initial Value, the
system will check for initial values and present the Mandatory Fields window only
if values are actually missing. The user must then enter the values and click OK to
continue. Set to ALWAYS, the system will interrupt Automatic Creation of forms
and present the Mandatory Fields window (whether values are missing or not) for
the user to enter values if necessary, and click OK to continue with form generation.
Set to NEVER, the system will carry on with automatic form generation regardless
of whether any initial values are missing from mandatory fields or not, creating the
forms with database default values.
Default Setting: NEVER
Level of Approval
AMOS supports three methods of form approval:
S None
S Signing
S Actual approval
With None selected, approval is not required before an original purchase order can
be printed. With Signing selected, someone with password authority to approve
forms can approve the form using any legal user name. With Actual Approval
selected, someone with password authority to approve forms can approve the form
using only their own user name.
Default setting: ACTUAL APPROVAL

435
 Lock Approved Purchase Orders
If this parameter is set to TRUE, any purchase orders that have been approved are
locked for all editing. This includes all the line items for the form. The Functions
tab card of the Access Control dialog box (see section 11.9.2) contains the field Edit
Approved Purchase Orders. If the field is checked, members of the selected group
are allowed to edit a locked purchase order. Once a purchase order has been locked,
it is not possible to use the Convert function to convert it to a different type of form.
Default value: FALSE
Lock Approved Requisition Forms
If this parameter is set to TRUE, any requisition forms that have been approved are
locked for all editing. This includes all the line items for the form. The Functions
tab card of the Access Control dialog box (see section 11.9.2) contains the field Edit
Approved Requisition Forms. If the field is checked, members of the selected group
are allowed to edit a locked requisition form. Once a requisition form is locked, it
is not possible to use the Convert function to convert it to a different type of form.
Default value: FALSE
Lock Exported Requisition Forms
If this parameter is set to TRUE, any requisition forms that have been exported are
locked for all editing. This includes all the line items for the form. The Functions
tab card of the Access Control dialog box (see section 11.9.2) contains the field Edit
Locked Requisition Forms. If the field is checked, members of the selected group
are allowed to edit a locked requisition form. Once a requisition is locked, it is not
possible to use the Convert function to convert it to a different type of form.
Default value: FALSE
Lock ‘Ordered’ Form Fields
If this parameter is set to TRUE, it is possible to lock fields in order forms with the
status Ordered. The Functions tab card of the Access Control dialog box (see section
11.9.2) contains the field Edit Locked Form Fields. If the field is checked, members
of the selected group are allowed to edit locked form fields. When the parameter is
set to TRUE, the fields Budget Date, Budget Code, Ordered, Estimate and Currency
are grey and inaccessible for editing, as is Options > Estimate Cost.
Default value: FALSE

Note Even if Restrict is selected, you can still enter the number of any component by hand
if you wish.

436
Multiple Departments In Order Forms
This parameter, when set to TRUE, allows Order Forms originating from other
departments to be viewed and modified in the current department. Select the desired
department from the Department drop--down list in the Purchase > Forms filter
window. This does not allow for the creation of new Order Forms, and the number
of departments available depends on the users’ global access rights. To use the Split,
Copy, Convert and Receive Order Forms functions and to Add or Update Line Items
against an Order Form in the Slopchest module, set this parameter to FALSE.
Default setting: FALSE
Require Estimated Cost for Approval
This parameter, if set to TRUE will prevent a user from granting approval for a
purchase form if the Estimate: field in the Cost Overview section of the window is
zero.
Default setting: FALSE
Reset Purchase Counter On Financial Year
This parameter, if set to TRUE, will reset the number series for Form, Purchase
Order, Query and Requisition Form on the first day of a new financial year. This is
determined by the parameter Start Date for Financial Year. If the parameter is set to
FALSE, the reset will occur on the first of January each year.
Default setting: FALSE
Restrict Original PO Printing
If set to TRUE, this parameter restricts the printing of original purchase orders
without a valid budget code or an estimate.
Default setting: FALSE
Set Date Automatically During Receipt
This parameter controls whether the Receipt Date field of a purchase order is filled
in automatically during receipt. When set to FALSE, the user must enter the receipt
date manually.
Default setting: TRUE
Use Latest Delivery Date of Order Lines
This parameter, when set to TRUE, activates the Latest Delivery Date field for
purchase form line items.
Default setting: FALSE

437
Use Quotation ‘Discount Given’
This parameter determines whether the field Discount Given in a Quotation is to be
used by the function Options > Calculate to calculate the Quoted Price. If set to
TRUE, this function reduces the Quoted Price by the percentage specified in the
Discount Given field.
Default setting: FALSE
Use Vendors’ Price
When adding items to an order form, the system automatically fills in the line item
details from information contained in the stock item register. If the vendor of the
order form is known, the system by default looks up the item price in the
multi--vendor list and uses that price in the line item. However, this behaviour is only
suitable if you are keeping you multi--vendor prices up to date.
If this parameter is set to FALSE, the system instead uses the last purchased price
in the line item.
Default setting: TRUE
Use Work Flow
If this parameter is set to true, the Purchase > Forms > Options drop down window
expands to include the Workflow function. The Workflow function allows users to
pre--define and automate the process sequence of purchase forms.
Default setting: FALSE
Validate Order Form Dates
If this parameter is set to true, all dates entered on purchase forms will be checked
to make sure they follow a logical date sequence, see below:
CreatedDate Date ’Created:’ is registered
ApprovedDate Date ’Approved:’ is after CreatedDate and before
OrderedDate
OrderedDate Date ’Ordered:’ is after CreatedDate and before
ReceivedDate
ConfirmationDate Date ’Confirmed:’ is after OrderedDate
ReceivedDate Date ’Received:’ is after OrderedDate
LatestDeliveryDate Date ’Latest Delivery Date:’ is after CreatedDate
Default setting: FALSE

438
 11.9.4.5.8 Stock
Allow Removal of more Items than in Stock
This parameter controls whether a user is allowed to use or remove a greater quantity
of an item than is actually registered as being available in stock. This is relevant in
some installations where a strict reporting of stock movement is not practised, or
when stock items may be removed directly from transit storage or received
shipments before they have been registered as received in stock.

Default setting: TRUE

Approval Required For Stock Transfer

This parameter determines whether approval is required for transfer of stock items
between installations. If the parameter is set to TRUE, a receiving installation will
not be able to see a transfer document until the status has been set to Approved at
the donating installation.

Default setting: TRUE

Component Search Range in Stock > Wanted

When modifying a quantity in the Stock > Wanted window, the component number
that the stock item is required for may be entered. If there is only one component
associated with the stock item then that number is automatically inserted in the For
Component column. If, however, there are several components associated with the
stock item, click the lookup button to choose the component number you require.

If this parameter is set to Any, clicking the lookup button causes a complete list of
all components to be shown. If this parameter is set to Restrict, only the components
associated with the stock item will be shown.

Default setting: ANY

Note Even if Restrict is selected, you can still enter the number of any component by hand.

Inherit Full Description From Parent

If this parameter is set to TRUE, child stock types that do not have a full description
of their own automatically inherit that of the parent stock type. If the description for
the child stock type is subsequently altered it is saved as the new description for the
child stock type only.

Default setting: FALSE

439
List All Transfer Documents
If this parameter is set to TRUE, the installation lists all the transfer documents that
have been submitted from all installations. This may be quite useful at the main
location if the parameter Approval Required for Stock Transfer has been set to
TRUE. At the main installation, it will then be possible to list all the transfer
documents in order to evaluate which should be approved.
Default setting: FALSE
Propose Work Order Required Parts
Allows the system to suggest values when performing an In/Out of Stock transaction
for a Work Order.
Default setting: FALSE
Record Stock Usage When Reporting Work
Parameter restricts the ability to report stock usage against a work order, in order to
stop double reporting of stock usage, both in reporting Work Orders and In/Out of
Stock functions.
Default setting: TRUE
Stock Price Logged
This parameter indicates whether you want the average or last purchased stock price
to be used when calculating stock values.
Default setting: AVERAGE
Use Stock Class Access
This parameter, when set to TRUE, allows you to restrict the various stock classes
that can be accessed by each group of users. The access control is to be found in the
menu option Tools > Configuration > Groups > Options > Stock Class Access.
Note that if you want to restrict a groups Stock Class Access, you must define the
stock classes available to every group otherwise a group without defined stock
classes will only be able to access stock items with unspecified stock class.
Default setting: FALSE
Use Stock Item Depreciation
This parameter, which must be set before any stock items are entered into the system,
tells the system whether to use stock item depreciation. Depreciation levels are set
at Tools > Configuration > Depreciation Levels.
Default setting: FALSE

440
11.9.4.5.9 Voyage
IMOS Installed
Set this parameter to TRUE if you have IMOS installed on your system. Set to
TRUE, this parameter prevents the creation of any voyages/cargoes in AMOS.
Default setting: FALSE
Import Cargo Group
If you receive a cargo specification from IMOS referencing a cargo type not already
defined in AMOS, the cargo type is automatically created. To create the cargo type
AMOS needs a cargo group. The Import Cargo Group parameter defines the cargo
group for cargo types created during import from IMOS.
Default setting: There is no default setting. This parameter must be set manually by
the installation engineer.
Lock Completed Voyages
When this parameter is set to TRUE, you cannot make changes to the details of any
completed voyage.
Default setting: TRUE
Lock Discharged Cargoes
When this parameter is set to TRUE, you cannot add any new operations or events
to completed cargo discharge procedures.
Default setting: TRUE
Lock Planned Port Calls
When this parameter is set to TRUE, you cannot make changes to the details of any
planned port calls.
Default setting: TRUE
Lock Planned Voyages
When this parameter is set to TRUE, you cannot make changes to the details of any
planned voyage.
Default setting: TRUE
Lock Sailed Port Calls
When this parameter is set to TRUE, you cannot make changes to the details of any
sailed port calls.
Default setting: TRUE

441
Unassigned Cargo Department
When a cargo is initially created it may not immediately be assigned to a particular
department. This parameter defines the default department responsible for newly
created, unassigned cargo unless/until it is assigned to a specific voyage.
Default setting: There is no default setting. This parameter must be set manually by
the installation engineer.

11.9.4.6 Sharing
Although some information may appear to be available from only within a single
installation or department, all information is actually stored in the same set of
database tables regardless of which installation or department they belong to. For
the system to be able to show information belonging to a particular department, it
has been necessary to stamp all table entries with a marker indicating which
department they belong to. This mechanism works well for departmental types of
information such as components, stock items etc., but does not suit for information
to access at a more global level e.g. addresses disciplines, job classes and the like.
This set of parameters, one for each table in the database, control how the
information contained/owned by one department is shared out such that it can be
accessed by other departments.
There are also three special parameters controlling how the data contained in a table
are shared between departments.
For example, an address register has been established in Inst/Dept 001/01, all
addresses will have been stamped as owned by that department. Unless sharing is
defined, these addresses will only be accessible from Inst/Dept 001/01. To share
these addresses such that all departments have access to them, select to modify the
Global Sharing parameters. Then choose the Sharing tab and on the parameter
entry reading Addresses, specify Inst/Dept 001/01 from the list of defined
departments. The addresses will now be accessible from every department.
The same feature can also be used to share information across all departments of a
particular installation by defining sharing at the Installation level, or even at the
Department level thereby sharing a single set of data between two departments.
As described at the beginning of this section, parameter values are inherited
downwards from the global to the department level. For example, if a user logs onto
to Inst/Dept 002/03, the system first checks to see whether sharing has been defined
for department 002/03. If nothing is defined, the system then checks to see whether
sharing has been defined for installation 002. If nothing is defined, the system then
checks to see whether sharing has been defined at the global level. If no sharing
definitions are found, the system then defaults to fetching information stamped as
owned by department 002/03 (e.g. the current installation and department).

442
 If you intend to use the component transfer facility within AMOS, you will need to
ensure that global sharing is allowed for the following tables:

Address Component Class

Component Type Counter Type
Discipline Employee
Image Reference Image Reference/Hotspots
Image Reference Links Image Source
Job Class Job Description
Maintenance Cause Maintenance Class
Maintenance Criteria Maintenance Type

Note When defining data sharing, data access rights and data synchronisation, it is very
important that you consider the data ownership (office or vessel) and consequneces
of the import and export rules you apply, not only at table level but even at field level.
For example, sharing on a component/job record is normally defined at installation
level, but very often the owner of the information is not defined. In these cases, the
office (technical department) might insert new records and update the frequency
while the vessel updates the last done date and the next due date. With both vessel
and office making changes, the import and export rules must be properly defined and
modified from the standard ones.

11.9.4.7 Transaction Codes

The Transaction Codes parameters may be used to connect expenses to an element
such as Project or Responsible. The transaction codes are not directly connected to
the budget. Click the lookup button for the transaction code you are defining to get
a dialog box to specify which status the transaction code should have:

Figure 439 The Dialog Box for Transaction Codes

443
The Transaction Codes window looks like this:

Figure 440 The Transaction Codes Parameters

Default values may be set for transaction codes.

11.9.4.8 User Defined Fields

In many of the data objects in the system have a number of fields with no predefined
function or title, and can be used as required in order to meet company or department
specific needs. These are called User Defined Fields, and may be found on most data
screens throughout the system.
This set of parameters allows the user to define the screen leader texts of the
user--defined fields when shown on screen. Unless they are in use, such fields should
be empty.

444
11.9.5 Number Series
Several items registered in AMOS are automatically numbered by the system.
Among other things, new Work Orders and Components are assigned numbers by
the system.
Two main factors determine the use of such numbers. Selecting Tools >
Configuration > Number Series opens the filter for the Number Series window
described below.

11.9.5.1 The Number Series Filter

Figure 441 The Number Series Filter

Use the Inst/Dept drop--down list to specify a department, and the Series Type list
contains the different types of number series available in the system.

11.9.5.2 The Number Series Window

This window is for initialising the various number series. The Auto--Numbering tab
in the Options dialog box (described in section 11.9.4.2) is for defining input masks
to determine which characters to use when registering data of the different types and
rules to determine how numbers are generated by AMOS.

445
 Figure 442 The Number Series Window

The columns Week, Month and Year display how many numbers have been issued
in the respective number series in these periods.
Use the Year Reset column to enter the number to reset a number series to at the start
of a new year. Normally, the value is set to 0, but there are situations where it is
relevant to choose a different value. For example, different department may have
different series for issued Forms. The main office may use numbers from 0, while
one installation may use the Year Reset value 1000, and have the system assign
numbers from that starting point at the beginning of the New Year.
Sort the window contents by clicking the header field of the column you want to sort
by. Click it once more to toggle the sorting between descending and ascending.

11.9.6 CBM References

Condition--based Maintenance (CBM) provides a means of integrating various
equipment measurements and monitoring systems with the maintenance features of
AMOS. Chapter 13 in this reference manual gives an overview of the CBM
functionality.

446
11.9.6.1 The CBM References Filter

Figure 443 The CBM Reference Filter

Each CBM piece of equipment is given a System ID and a Code. The Type
drop--down list in the Filter dialog box contains the two defined types of CBM
references; Job and Counter.

11.9.6.2 The CBM References Window

Figure 444 The CBM References Window

447
11.9.7 Transaction Codes
The Transaction Codes parameters are for connecting expenses to a specific budget
dimension, like Responsible or Project. These parameters are described in section
11.9.4.7.
Once transaction codes have been defined, select Tools > Configuration >
Transaction Codes to access the window to enter values for the defined codes:

Figure 445 The Transaction Codes Window

Use the drop--down list at the top of the window to select the transaction code
category to enter values for.
Transaction codes may have the status of Not Used, Optional or Mandatory, as
described in section 11.9.4.7.
The Options menu of the Components window contains the item Transaction
Codes, for selecting a transaction code and a value for a selected component. This
is described in section 4.3.3. It is also possible to access the Transaction Codes
window by clicking the corresponding button in the window In/Out of Stock
described in section 5.3.3.4.

448
11.9.8 Account Code Categories
The Account Code Category window enables you to define unique numbers and
labels for account codes for the Account Codes register covered in section 3.1.7.13.
These codes can later be used for accounts reporting. The Sequence number must
be numerical while the label field is free text. The Type drop down window is for
setting the account type.

Figure 446 The Account Code Category Window

11.9.9 Budget Codes

The Budget Codes window is for defining the available budget codes for use
throughout the budget module. The codes and their titles will be displayed when you
click a budget field lookup button. Note that all codes must be unique. To deactivate
a budget code uncheck the checkbox in the right--hand column.

449
 Figure 447 The Budget Codes Window

If you are using the budget hierarchy function, and have already created a hierarchy
of budget groups in the window described in section 7.2, you can add budget codes
to any of the lowest level groups in the hierarchy. Click the lookup button at the
right--hand side to open a selection window listing all available budget groups and
select the one to which you want to attach the budget code.

11.9.10 Budget Commitment Formula

Using the Budget Commitment Control functionality, you can define purchase form
costs against a budget as a Forecast, rather than a Commitment. This means that the
form would not yet have an impact on the budget commitment, but it may have one
in the future. When the appropriate parameters and access rights are set, an
additional column will appear in the Budget windows called Forecast.
Use the Budget Commitment Formula window to define whether or not each
form/status combination will have an impact on either the Forecast or Committed
column in the Budget windows, or no impact at all.
The window contains columns in three groups:
S Type -- a list of form types: Purchase Order, Requisition and Query.
S Status -- the workflow statuses that apply to forms, such as Split, Cancelled,
etc.

450
 S Impact -- three lists with radio buttons: None, Forecast and Committed.
If Purchase workflow is in use, the system will only provide the workflow status
column to register the impact against.
See the AMOS M&P User Guide vrs. 7.0 for more information on Budget
Commitment Control.

11.9.11 Cost Centres

Cost Centres allows you to create and administer Cost Centres. The checkbox Has
Stock defines the initial type of account applicable to the cost centre, when receiving
goods for example. The Active checkbox is for temporary cost centres such as a
project and can be unchecked once the cost centre is no longer required. The Parent
drop down window allows you to create a hierarchy of cost centres.

Figure 448 The Cost Centres Window

When the Cost Centres window is open, an Options menu becomes available
allowing you to add 1 or more Account codes (with Budget Codes if required) to
each cost centre. These will be the available accounts for the selected cost centre.

11.9.12 Stock Grade Categories

The Stock Grade Category window is for creating and maintaining the categories
available in the Stock Grades register.

451
11.9.13 Depreciation Levels
The Depreciation Levels window is for defining rates of depreciation independently
of depreciation time periods. This is particularly useful where regional accounting
methods demand such flexibility.

Figure 449 The Depreciation Levels Window

452
11.9.14 Installations/Departments
The AMOS Business Suite contains functions to handle complex organisations.
Select Tools > Configuration > Installations--Departments to open the following
window:

Figure 450 The Installations/Departments Window

Click the New button on the toolbar, to open a dialog box which allows the user to
select whether to create a new Installation or a new Department in the currently
selected Installation:

Figure 451 The New Installation/Department Dialog Box

There are two separate Comments fields available for any textual information your
organisation wants to connect to the selected installation or department.

453
 The default cost centre for each department can be selected from the drop down
window.
It is also possible to drag a department from one installation and drop it into another
installation. Departments cannot contain any sub--levels.
Select File > Switch Department to select which department is to be currently
active. The command is described in section 3.2.

11.9.15 Installation Groups

Select Tools > Configuration > Installation Groups to open the following
window:

Figure 452 Installation Groups window

Installations can be grouped together to enable easier distribution to multiple sites.

Create a group name, then assign two or more installations to that group.

11.9.16 e---Business Portals

Purchasing functions can be channelled directly to e--Business portals. The window
shown in Figure 453 allows you to input the required information in order to set up
the portal transaction.

454
 Figure 453 The e--Business Portals Window

The Description field allows the user to give a name to each available portal.
The Portal ID field contains the membership identification number issued by the
portal provider to identify where the transaction request comes from.
The Format field takes information from the e--Business Formats option in the Tools
> Configuration menu described in section 11.9.17.
Export and Import Directory fields contain the source and destination file details on
the local PC. Clicking on the search button brings up a window that allows the user
to browse through the local machine in order to locate the correct directory.
The Settings field is for use with the AMOS E--Business Direct portal format driver
and is used for the following information. Each item must be separated with a
semi--colon:
S MailUser (Mail account known to your mail server)
S MailPassword (Mail account password)
S POFTemplate (HTML file that contains the companies formatting)

455
 S RFQTemplate (HTML file that contains the companies formatting)
S SendMail (TRUE/FALSE, makes the driver e--mail the produced file)
S MailMessageFile (TXT file containing the text of an email sent to a vendor. If
the txt file is missing or empty, standard text will be inserted into the email as
follows: ’Please open and read the Attachment File.’). To send custom text,
save your email text into a text file, and then enter the reference to the file’s
location and name in the settings field with this parameter. For example,
MailMessageFile=c:\mail.txt. The contents of the mail.txt file will then replace
the standard text of the outgoing email.
Sample settings string:
MailUser=Joe Doe;MailPassword=xyz;SendMail=TRUE

11.9.17 e---Business Formats

Figure 454 The e--Business Formats Window

The Description field contains the name of the portal provider.

The Driver field contains the name of the pfd (portal format driver) file usually
pre--installed to customer requirements. If the file is missing or incorrect you can
navigate to the correct file by clicking the lookup button at the right hand side of the
column.
Export and Import Function fields contain the necessary commands to activate the
required function from the driver file. If these fields are empty and the correct driver
file installed click on the lookup buttons at the right of these columns and the
application will automatically import the function files from the driver file.
The Version field contains the identification code for the driver you are using. Driver
files may be periodically updated and you can check this code to ensure that you are
using the most up to date drivers.

456
11.9.18 Workflow
Every task progresses to completion through a series of steps called a work flow.
Configuring this work flow allows AMOS to perform each of these steps in
accordance with your company’s existing procedures.

The work flow process can be divided into the following categories:

Actions A list of all possible Actions

Statuses A list of all possible Statuses
Initial Statuses A list of all possible Initial Statuses
Status Action A list of actions that can be performed against a
status
Resulting Status The status that follows a performed Status Action
Default Mailbox The default mailbox to use after performing the
status action
AMOS Action The equivalent action to be carried out by AMOS
Access to Action Who has access to a particular action

Select Tools > Configuration > Work Flow to open the Work Flow Configuration
window. The window appears. At the top left is the Select Module field. Select the
module to configure from the drop--down list. For the examples shown below, the
Purchase module is selected.

The Work Flow Configuration window contains three tabs:

S Statuses

S Actions

S Initial Statuses

Note In the case of Maintenance, Purchase, and Quality Work Order Work Flows, there
are two more tabs present:

S Lock Type

S Lock Access

For more on Lock Types and Lock Access in work flow, see section 11.9.18.4.

457
 11.9.18.1 Work Flow Configuration --- Actions Tab
This tab contains the list of all possible actions. These actions are user defined and
should be the same as your own company processes. Use the window toolbar or the
Edit menu to add and delete actions as necessary.

Figure 455 The Work Flow Configuration Window -- Actions Tab

11.9.18.2 Work Flow Configuration --- Initial Statuses Tab

Select the Initial Statuses tab to define an initial status for each type of form. In the
Initial Lock field (only available in Maintenance, Purchase, or Quality Work
Orders) you can select from the drop down list an initial lock type to apply at the
initial status of the form.
Note Before you can define initial statuses for the forms, you must create the available
statuses in the Statuses tab and then return to the Initial Statuses tab.

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 Figure 456 The Work Flow Configuration Window -- Initial Statuses Tab

11.9.18.3 Work Flow Configuration --- Statuses Tab

The Status column contains the list of all possible statuses. These are user defined
and should be the same as your own company statuses. Following each status is a
Filter check--box, to mark if you want the purchase forms filter (in this example) to
have that status selected by default.

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 Figure 457 The Work Flow Configuration Window -- Statuses Tab

S Use the window toolbar or the Edit menu to add and delete statuses.
S Select a status in the Status column, so that the yellow arrow appears next to
it. Then click the New Action button in the bottom of the tab. In the new line
that appears in the middle of the window, link the Status Action (taken from
the Actions tab) to the Resulting Status (taken from the Status column in the
current tab) using the defined options in the drop--down lists. This creates a
status Transformation.
S Define a default destination mailbox for each transformation using the names
in the drop--down list. If the checkbox beside the default mailbox field is
checked, the Default Mailbox field does not require a value and cannot be
changed by the user. If this default mailbox is restricted, the Assign To field in
the Change Work Flow Status window will be read only.

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 S The icon button beside the Default Mailbox field in the Transformation part of
the window indicates whether or not an expression is present. Expressions
determine which workflow action(s) is visible and listed in the ’Change Work
Flow Status’ dialogs. A True (visible) state means that the transformation will
be listed and a False (invisible) state means that it will be hidden. Clicking the
Expression button opens a dialog box. If there is no previously defined
expression for the transformation, the dialog box is empty and you can create
an expression. If there is an expression already defined, it will appear in the
dialog box. Click OK to close the dialog. If the expression is invalid, you will
not be able to close it.
S In the AMOS Actions area, add pre--defined actions by clicking the New
Action button, and selecting the action from the drop--down list. The AMOS
Actions achieve your user defined actions as listed in the middle column of this
tab. Different AMOS Actions are available for the different modules.
Note The AMOS Action ’File Fully Received’ supports filing of a fully received purchase
form, and is only available to the Purchase module. When the user selects this action
from the Change Work Flow Status dialog, if the selected form is fully received, the
new work flow status will be set according to the status defined in the
transformation. If the form is not fully received, it keeps its original status.
If you use this action, make sure that the action ’Receive’ is also part of the list. If
not, you will not be able to Save your configurations.
S Select an action to see it appear in the Access to Action section. Then check the
boxes of the user groups you wish to assign access to. Those who have access
to each action will be able to view and edit the information at each stage of the
process.
After configuring the workflow process, select Work Flow from the Options menu
for purchase forms or maintenance forms (or the applicable module) to enable the
new configuration(s).

11.9.18.4 Work Flow Configuration --- Lock and Unlock

If you are configuring Work Flow for the Maintenance, Purchase or Quality Work
Order modules, there are two additional tabs available in the Work Flow window:
S Lock Type -- a list of all possible Locks that restrict or grant access to particular
work flow statuses to groups of users.
S Lock Access -- a list of all the Groups that can be assigned to different locking
types.

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 The AMOS Work Flow actions Lock and Unlock make it possible to define any
number of locking levels in the Maintenance, Purchase and Quality Work Order
work flows and grant specific group(s) the ability to edit work orders or purchase
forms which are assigned a specific locking level. This enables work flow to control
which groups can edit work orders or purchase forms of a particular work flow
status. This can be useful, for example, if work orders pass through a planning stage
where they can be edited only by members of a planning team and not by other users.
The locks are created in the Lock Type tab. To create a new lock, click the New
button, and enter a code and description for the lock. These locks appear by their
codes, in the Lock Access tab. There is a column of checkboxes under each lock
code. Here it is possible to check or uncheck the boxes beside the user groups, to
assign or restrict access as necessary. In the Status tab, select a particular status you
wish to apply locking actions to. In the far right of the window, choose the AMOS
Action Lock or Unlock, and the Lock Type that you wish to lock or unlock for the
selected status. You can lock and unlock as many lock types for the selected status
as necessary.
See section 11.9.18.2 for information about applying initial lock types.

11.9.18.5 Change Work Flow Status Window

The following illustration is an example of what may appear in the window when
using work flow to process a Purchase Form. If there are multiple actions listed,
select the one you want to use and add a comment. Click OK and the purchase form
automatically progresses to the next stage in the work flow procedure. To assign the
form to a new mailbox other than the pre--set default, select the mailbox from the
Assign To drop down list.
Note If the default mailbox has been restricted in the Work Flow Configuration Status tab,
the Assign To field in the Change Work Flow Status window will be read only.

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 Figure 458 The Change Work Flow Status Dialog Box

11.9.19 The Options Menu for Work Flow Configuration

The Work Flow Configuration window contains an Options menu with two items.

11.9.19.1 Copy Access From Action

Defining access for each group of users for each status action can be time
consuming, especially if you have a large number of groups. The Copy Access From
Action feature allows you to define access to groups more easily. Select the Status
Action in the middle column to which you want to copy the access settings. Select
Options > Copy Access From Action to open a dialog similar to the one in
Figure 459.

Figure 459 The Select Action Dialog Box

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 The Status column contains a list of all defined statuses and may occur several times
if a status has more than one status action linked to it. Select the line that you want
to copy the access settings from and then click OK. Save any changes before exiting
the window work flow configuration window.

11.9.19.2 Convert Work Flow Status

Select Options > Convert Work Flow Status to apply different initial workflow
statuses to each type of work related form status.

Figure 460 The Two Convert Work Flow Status Windows

The window pertaining to the currently active workflow module appears. The first
column contains a list of all possible AMOS statuses. The second column contains
drop down lists for selecting one of the earlier defined statuses against each of the
AMOS statuses.

Note When you are using Work Flow for either Maintenance or Purchase, the following
changes occur in the application interface:
S The filters have the statuses you have defined to suit your organisation instead
of the predefined AMOS statuses.
S User mailboxes become active.
S The menu entries for performing Work Flow related processes manually are
deactivated.

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 11.9.19.3 Graphical View
To better visualise an existing work flow, choose Options > Graphical View. This
opens the Work Flow Diagram window for the selected work flow. In the new
window you can see the work flow mapped out as a diagram. In the right hand side
of the window, is the list of all the user Groups in your system. The Groups are all
checked by default when you open the diagram. You can check or uncheck any
combination of groups to display their combined access rights. The access rights of
the combined checked groups are shown by a black outline around the actions and
statuses that apply. Gray outlines indicate that the combined group do not have
access to that action or status. You can rearrange the Work Flow by dragging and
dropping the arrows that connect actions and statuses.
The Work Flow Diagram window has an options menu of its own. Choosing the first
option returns the diagram (and the work flow) to its original state if you have altered
it.
The second two options allow you to save and export the diagram as an image file
or a metafile.

11.9.19.4 Remote Workflow

In addition to performing workflow operations while logged into the system, it is
also possible for users to perform certain workflow actions from remote locations,
for the AMOS Purchase module only.
When a local user assigns a workflow object (i.e. a Purchasing form) in the Forms
window to a user who has remote workflow activated, AMOS Business Suite sends
email to that user, with an HTML attachment.
The attachment looks like the standard Workflow window, and contains:
S Detailed information regarding the workflow object.
S A list of actions the remote user can perform.
S A list of users the action can be assigned to.
When the remote user performs a workflow action, email is sent back to the system
and the action is processed accordingly. AMOS then returns a mail to the remote user
to inform him of the success or failure, of the operation.
Note The following Purchase workflow actions are not available remotely:
S Approve Purchase Order/Requisition
S File Fully Received Purchase Order
S Print

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S Receive Action
S Revoke Approval from Purchase Order/Requisition.

11.9.19.4.1 Remote Workflow System Parameters

The parameters that control AMOS Remote Workflow, are system--wide. Remote
Workflow, if enabled, can then be switched on or off at user level.
To enable users to perform workflow operations by email, the system needs to access
an email account for sending and receiving those mails. These addresses are set in
the system parameters, at Tools > Configuration > Parameters > Options >
General > Remote Workflow:
S Mail Account User: this is a mail account user, known to your mail server,
which can receive the outgoing mails from the system.
S Mail Account Password: the password for the user mail account.
S Return Mail Address: the mail address for the system, which will receive the
workflow data from the remote user.
The remaining parameters in the Remote Workflow folder must also be set
accordingly:
S Purchase Template: a purchase template, containing the format your
company uses. This will be presented to the remote user in the HTML
attachment and will look similar to the normal Workflow transformation dialog
used in local workflow.
S Send Mail: must be set to TRUE. FALSE can only be used in the setup process
(to avoid sending the mail), for debugging purposes.
S Use Remote Workflow: this system--wide parameter must be set to TRUE to
allow use of remote workflow in your system. Set to true, users will have the
option to turn remote workflow on, in the Options window.
You also need to define a directory to temporarily store the HTML files that are
queued for export, before they are sent to the remote user. Go to Tools >
Configuration > Parameters > Directories:
S Remote Workflow Directory -- enter a valid folder to store the HTML files.
For example, C:\Temp.

11.9.19.4.2 Configuring the AMOS Remote Workflow Setup

To make Remote Workflow available in your system, first set the parameters as
described in the section above. Then, for each individual in your organisation who
will use remote workflow, link an Address record to the Employee, and then link
their AMOS User record to their Employee record:

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1. Go to File > Open Register > Address.
2. Click the New button on the toolbar.
3. Create an address record for the employee. It is mandatory that you specify
their email address in the appropriate field.

Figure 461 Creating an Address Record for the Employee

4. Save the record, and close the window.

If your system license contains AMOS Personnel, carry on to step 5.
If you do NOT have a license for Personnel, skip step 5 and go directly to 6.
5. Go to Crewing > Employee. In the Employee Overview window, click the
New button and create a new record for the employee.
Save the new record and close the window.
6. Go to File > Open Register > Employees to link the address record to the
employee record.
7. In the bottom list part of the window, find the employee record and select it.
The employee ID, Last Name and First Name appear automatically in the
fields at the top of the window.

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8. Click the Address lookup button and select the new address you created in step
3.

Figure 462 Linking the Address Record to the Employee Record

9. Enter a Discipline and the hours of Availability, and Save the record. Close the
window.
10. Now link the Employee record created in step 5, to an AMOS User record:
Go to Tools > Configuration > Users. Click the New button in the toolbar.
11. Enter a Login ID and Name, and fill in the Occupation and Comments fields
as needed.
12. Use the Employee dropdown list to select the employee created in step 5.

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 Figure 463 Linking the Employee Record to an AMOS User Record

13. Save the record and close the window.

14. Repeat this process for every individual in your organisation who will use
remote workflow.
When you are finished linking all the necessary Employee and User records, AMOS
Remote Workflow will be configured for those users only.
To Enable Remote Workflow
To enable remote workflow at a system--wide level (for the configured users):
15. Go to Tools > Configuration > Parameters > Options > General > Remote
Workflow.
16. Ensure that the parameter User Remote Workflow is set to TRUE.
To enable remote workflow at a user level (for the configured users):
17. Go to Tools > Configuration > Groups.
18. Select the user group you want to allow use of remote workflow. Then select
Options > Access Control.
19. In the Functions tab, enable the entry User Option: Remote Workflow, and
then click Save.
Repeat this process for each user group you want to allow to use remote
workflow.

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 20. Now, at user level, each individual may turn remote workflow on in their own
settings, when they wish to use it:
Open the Tools > Options window. Check the Remote Workflow checkbox
to enable the functionality.

11.9.19.4.3 Using Remote Workflow

When a user has remote workflow functionality enabled and switched on, and he is
not logged in to the system locally, AMOS will send him email allowing him to use
workflow from a remote location:
1. A local user opens the Forms window, creates a new form, and Saves it.
2. The local user performs a workflow transformation on the form in the
Workflow dialog, and assigns it to a user in the Assigned To drop--down list.
The assigned user has remote workflow enabled and on.
Note If the assigned to user does not have remote workflow enabled, nothing happens
until he processes the transformation in the usual way.
3. The system queues the form for export, and then sends an email to the assigned
user. It arrives with an HTML attachment.
Note Occasionally the remote user might receive a winmail.dat file. This is because of the
mail client and/or server configuration. In this case, the remote user should forward
the mail to himself and it will convert back to an HMTL document on being resent.
4. The remote user receives the mail, and processes the HTML file in the same
way he would work in the Workflow Transformation dialog -- assign to a user,
selects an action to change the status, etc.
5. When finished with any changes to the HTML file, the remote user clicks Send.
Closing the email without clicking Send causes it to be ignored.
6. The email is sent back to AMOS, and processed by the system.
7. The system performs the updates to the workflow object, and saves it.
8. AMOS sends feedback to the remote user. The feedback email will contain one
of three possible responses:
S Ignored -- the remote user modifications have been ignored because the
workflow action selected contained instructions that can only be performed
when logged into the system.
S Ignored -- the remote user modifications have been ignored because the status
of the object was changed before the system received the remote user response.
This can occur if, for example, the remote user has delegated his mailbox
access to another user in his absence.

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 S Accepted -- the remote user modifications have been made and saved.

11.9.20 Self Assessment

Note This is a separate module and as such requires its own license key to activate and
use it. Without the license and user read access, Self Assessment will not be visible
in the Tools menu or possible to use in the system.

Note Self Assessment configurations are work flow controlled. The statuses in the Self
Assessment Statistics filter are hardcoded to ’Active’ and ’Obsolete’ and so we
recommend incorporating these terms as the user defined statuses when defining the
Self Assessment Work Flow. (See section 11.9.18 for general information on
configuring Work Flow).
The Self Assessment module allows your company to perform a self assessment of
compliance with Tanker Management Self Assessment (TMSA) requirements and
standards. Self Assessment is a tool for organising Key Performance Indicators
(KPIs) within Elements and Sub--Elements for assessment, and a way for you to
measure and evaluate your company. Performing regular Self Assessments ensures
continual improvement within your organisation. A minimum compliance to all
elements of the standard establishes the baseline from which your company will
improve.
You should perform self assessments to:
S review the existing systems and practices within your organisation and
evaluate these against industry standards
S record performance and compare progress
S provide documented evidence in case of audits
To open the Self Assessment Configuration window, select Tools > Configuration
> Self Assessment. This is the window where you set up the configuration revisions
for users to perform the assessments against.

11.9.20.1 The Self Assessment Configuration Filter

Enter criteria to narrow your search for a particular Self Assessment Configuration
revision, element or sub--element, or click OK to go straight to the Self Assessment
Configuration window. The filter contains two tabs, basic and advanced. Use the
advanced tab to filter according to work flow status.

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11.9.20.2 The Self Assessment Configuration Window
This is the window where you set up the TMSA definitions for your organisation.
Each combination of elements, sub--elements and KPIs is a revision of the
configuration against which users will perform the Self Assessments. Self
Assessment configurations are lists of assessment criteria, called Elements,
Sub--Elements and Key Performance Indicators (KPIs). Each Element is like a
category relating to a particular aspect of company operation, such as crew
management or emergency procedures. For example, two such elements in the
TMSA class include ’Management, Leadership and Accountability’ and
’Emergency Preparedness and Contingency Planning’. KPIs are brief descriptions
of the minimal expectations for each element. KPIs sharing similar concepts are
grouped into the sub--elements. There are four stages in Self Assessment.
Remember that while the elements and sub--elements for each stage are the same,
the KPIs they contain are different. Selecting a different stage from the drop--down
list will display the same list of elements and sub--elements but the KPIs will change
according to the acceptable level for that stage.

Figure 464 The Self Assessment Configuration Window

The configuration revisions are work flow controlled and only one Active revision
can exist at a time. The user must render an Active configuration revision Obsolete
(AMOS Action File) to create a new one with status Draft. When a revision of the
configuration is complete, use the Work Flow to activate it (AMOS Action Issue),
and that configuration revision will become available in the Self Assessment
window (see section 11.7), the next time a user performs a Self Assessment. See the
note in section 11.9.20.

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Note At any time, you can create a new Configuration Revision, or change an existing
one. To create an entirely new revision, proceed through the next four sections in
order. To add an element, sub--element, or KPI to an existing revision, see the
relevant section(s) only.
When you create a new Self Assessment Configuration Revision, you can copy all
the information from the previous one by selecting Options > Copy Revision.
To create a new configuration revision, enter the configuration of elements,
sub--elements and KPIs, into this window:
1. Click the New button on the toolbar. Any previous existing revisions must have
the status Obsolete. It is impossible to create a new draft while a record with
status Draft or Active exists.
2. The new revision appears, with the next sequential number, and the initial
status (Draft). Click on the new revision to begin configuring.
3. Save the new Revision.
4. Now, proceed through the steps in the following three sections, to create
Elements, Sub--Elements and KPIs as needed.
Note You must create Elements first, followed by Sub--Elements and then KPIs. You
cannot create a sub--element, for example, if no element exists.

11.9.20.3 Adding a New Self Assessment Element

To add a new Element:
1. In the left hand side of the window, select the Configuration Assessment to add
an element to. Then, in the Element part of the window, click the New button.
A blank line will appear, with the Code field already populated with the next
sequential number.

Figure 465 Adding a New Element

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2. Enter the name of the element, and its Weight Factor (this is a percentage of
value the selected element should have in comparison to the others).
3. Continue clicking the New button and adding as many elements as applicable.
To remove an element, select it and click the Delete button.
4. Save the new Element.

11.9.20.4 Adding a New Sub---Element

To add a new Sub--Element:
1. Select the appropriate element in the Element section. Then, click the New
button in the Sub--Element section of the window. A blank line appears with
the Code field containing the next sequential letter.

Figure 466 Adding a new Sub--Element

2. Fill in the name of the Sub--Element, and its Weight Factor (this is a percentage
of value the selected sub--element should have in comparison to the others).

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 3. Continue clicking the New button to add as many sub--elements to each
element as needed. Remember to select the correct element first, if you are
adding sub--elements to more than one main element.
To remove a sub--element, select it and click the Delete button.
4. Save your information.

11.9.20.5 Adding a New KPI

To add a new KPI:
1. Select the appropriate sub--element in the Sub--Element section. In the Stages
section of the window, select a stage from the Stage drop--down list.

Note Remember that while the elements and sub--elements for each stage are the same,
the KPIs they contain are different.
2. In the Key Performance Indicators section, click the New button. A blank line
will appear with the next sequential number already in the Code field.

Figure 467 Adding a New KPI

3. Enter a name for the KPI, and a Weight Factor (this is a percentage of value the
selected KPI should have in comparison to the others).

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 4. The fields labelled 0% and 100% are for entering guidelines or boundaries.
When the user is scoring the assessment, these boundaries are a suggestion to
help him/her determine the accurate score. For example (according to the scope
of the KPI) the boundaries could be as simple as Yes and No -- in other words,
if your company complies fully with the KPI (Yes), the user enters a score of
100%. If your company does not comply at all the with KPI (No) the user enters
a score of 0%. If your company partly complies with the KPI, the user can then
enter a score of 50%, or according to the amount of improvement needed.
5. You can add a ’Best Practice Guideline’ to the KPI. This is a description of the
best possible practice as defined by the industry, that would ensure a score of
100 % on the selected KPI. It provides further guidelines to compare your
company to. To add a Best Practice Guideline, click the Guide button in the KPI
section. In the description window that opens, enter the guideline.
6. Save your information.

11.9.20.6 The Self Assessment Options Menu

11.9.20.6.1 Copy Revision

When you create a new Self Assessment Configuration Revision, you can copy all
the information from the previous one by selecting Options > Copy Revision.

11.9.20.6.2 KPI Best Practice Guide Line

Select Options > KPI Best Practice Guide Line to open the description window
and enter the Guide Lines for the selected KPI.

11.9.20.6.3 Work Flow...

Select Options > Work Flow to open the Work Flow dialog. Here you can select
from the available actions to change the Work Flow status of the selected revision.
Remember that there can only be one Draft revision and one Active, at any time.
To create a new Draft, or activate it, the previous revision must first be Obsolete.

11.9.21 Mandatory Fields

You can define fields as mandatory. This prevents the user from saving information
until all required fields are filled. Separate error messages for each mandatory field
should be added to assist the user to enter the required data.

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 Figure 468 The Mandatory Fields Window

Click the New and Delete buttons at the bottom of the respective columns to
administer this function. Enter the error message manually, by typing it in.
When you add a new Table, click the lookup button to select the one that corresponds
to the window containing the field(s) to be made mandatory. Add 1 or more fields
by clicking the New Column button while the required table is selected. Make sure
that you enter a helpful error message for each mandatory field so that users will not
be in doubt as to the required action.
Here is an example of a mandatory field error message:

Figure 469 A Typical Mandatory Field Error Message

Remember:
S You can add several columns to a single table, each denoting a different field
with a dedicated error message.
S The error message can be up to 60 characters long.
S Existing records, if modified, also need to comply with the mandatory field
requirements.

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 S There is no verification of the actual content in a mandatory field. Error
messages only appear if the field is empty.
S Deleting a Table also deletes all corresponding columns and error messages.
Note The lookup filters display either a complete list of database tables, or all of the
columns within the selected table. This means that it is possible to make any field
mandatory regardless of the practicalities of doing so. When defining mandatory
fields, be sure to avoid illogical or impossible requests.
Note There is a parameter that controls the automatic creation of Forms with mandatory
fields. See section 11.9.4.5.7, Interrupt Automatic Form Creation Due to
Mandatory Fields parameter, for more information.

11.9.22 Audit Trail Configuration

This window is for maintaining a list of tables and columns for which you wish to
create an audit trail. Setting an audit trail trigger for a field allows you to track every
change made in the selected field: the original value, the new value, the date of the
change, the operation performed on the record (i.e. insertion, deletion or update),
and who made the modifications.
The Audit Trail Configuration window is divided into sections. The left hand side
displays a list of tables that contain an audit trail trigger. The middle part of the
window displays a list of columns belonging to the table selected on the left, that are
part of the audit trail trigger. The right hand side contains a list of user groups.
To create a new Audit Trail Configuration:
1. At the bottom of the Table section, click the New Table button and a blank line
will appear.
2. Use the lookup button beside the new field to select a table from the list of
available tables.
3. In the Column section of the window, click the New Column button. A blank
line will appear. Note that this refers to the selected table only.
4. Use the lookup button next to the line to select the column you wish to audit.
You can add as many columns as necessary.
5. Check the boxes of the User Groups to assign them access to the audit trail
results in the Audit Trail Log window.
6. Save the configuration.
7. To enable the configuration, select Options > Generate Triggers. In the dialog
that appears, click Yes. If you do not do this, you will be prompted to do so on
closing the window. You must generate the triggers to enable the configuration
you created.

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 You can delete selected tables and columns by clicking the Delete buttons at the
bottom of the window.
For information about viewing the Audit Trail Log, see section 11.3.
Note You can only access this window if the ’Truncate Column Width to Version’
parameter, found at Tools > Configuration > Parameters > Options > General >
Column Width is set to ’Current’ or to 8.5.00 or greater. To put an audit trail on a
column, it must exist in both the office and vessel installation.

11.9.22.1 The Options Menu for Audit Trail Configuration

The Options menu consists of just one item: Generate Triggers.

11.9.22.1.1 Options --- Generate Triggers

When you have created a new audit trail configuration, select Options > Generate
Triggers. In the dialog box that appears, click No to cancel the operation, or Yes to
create the trigger for the selected audit trail configuration. If you do not choose this
option before saving and closing, the system will remind you to do so.

11.9.23 Printer Tasks

You can tailor reports, and add these reports to the report hierarchy. A full
description of these options is found in Chapter 12 in this reference manual.
Once reports have been defined and added to the report hierarchy, you can define
printer tasks to handle the report printing on a selected printer. The Report settings
window, which is described in section 11.9.26.1, contains a tab called Misc. to name
a printer task for a selected report. This is done in the Printer Task field.

Figure 470 The Report Settings Window -- Misc. Tab

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 Select Tools > Configuration > Printer Tasks to open the corresponding window.
Give each task a name, and add a comment describing the task further:

Figure 471 The Printer Tasks Window

11.9.24 The Options Menu for Printer Tasks

The Options menu for Printer Tasks becomes active after you have named and saved
a printer task.

11.9.24.1 Printer Task Configuration

Select Options > Printer Task Configuration to proceed to the Task Configuration
window.
If no printer names appear when you open the drop--down list in the Identification
field, select Options > System Printers (in the Task Configuration window) for
AMOS to add the printer definitions available on your PC into its own database.
AMOS imports the necessary information in a few minutes. After the process is
completed, you can select the desired printer from the drop--down list.

Figure 472 The Task Configuration Window

S The Comments field is optional, you can use it to describe the selected printer.

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 S Use the Copies field to specify how many copies to print in the selected printer
task.
S Click the lookup button next to the Paper Source field to get a window to select
the paper source. This window displays the defined paper sources in the
selected printer.

11.9.25 Dashboard Alerts

Your Business Suite Dashboard contains an Alerts Overview (see section 2.2.1 for
more about the Dashboard features).
Each user can customise the list of Alerts that appear on his own Dashboard. First,
the Alerts that will be available in the system, must be defined in this window, as
described below. Then, in the Options window, each user can change the alerts
present in his or her Alerts Overview by choosing from the list of available ones (see
section 11.12.1.4).

11.9.25.1 Defining Alerts

Use the Alert Definitions window to define the Alerts you want present in the
system. Users can then decide for themselves which Alerts they want to see on their
Dashboard.
Define the Groups, and then create Alerts within those Groups.
11.9.25.1.1 Defining Alert Groups
1. Select Tools > Configuration > Dashboard Alerts.
2. The window that opens has two panes. In the left hand side, you will create a
hierarchy of alerts.
3. Click the New button on the toolbar. In the dialog that appears, click Yes. A new
Group appears in the hierarchy and fields appear on the right hand side.
4. Select the new Group. You can change its name in the Name field if you want.
Add a Description for it accordingly. The text you enter in this field will appear
in a tooltip when the cursor hovers over the Group name in the Alerts Overview
on the Dashboard.
5. Open the Access Control tab. Check the boxes according to who should have
Read access. Users in User Groups with a checkmark here, will be able to
choose these Alerts in the Options window, to display on their Dashboards.
6. Save the Alert Group.
11.9.25.1.2 Defining a New Alert
1. Select a group, and click the New button on the toolbar. In the dialog that
appears, click No.

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 2. Underneath the new Group, another icon will appear, titled Alert.
3. Enter a Name for the Alert.
4. In the Description field, enter the text you want to show in the Tooltip when
the user positions the cursor over the Alert on the Dashboard.
5. Click the button beside the Graph Bar Color field and then use the RGB
colour model to define the colours which the alert bars should appear in on the
Dashboard.
6. Use the drop--down list to select the appropriate window from the database.
7. In the SQL Syntax section, define an expression.
Note The system will modify the SQL expression you define, to retrieve the number of
rows and not the complete data you specify. This reduces the returned rows for speed
and network traffic improvement. However, a user can get an indication of what
SQL is really performed, by pressing the SHIFT key and moving the cursor over
the alert in the Dashboard --a tooltip with the modified SQL will appear.
Use the following syntax: SELECT COUNT(expression)FROM tables
WHERE predicates;
For example (see below step 8 in this section, for more detailed examples):
’Display the number of overdue Maintenance Work Orders which are Issued:’
SELECT COUNT (workorder.workorderid) FROM WorkOrder WHERE
( DueDate < getdate() ) AND ( WOStatus in (6) )
8. Save the new Alert.
Further examples for step number 7:
SELECT Workorder.WorkorderID
FROM Workorder, Department
WHERE Department.DeptID = Workorder.DeptID
AND Department.DeptID = 2000003
AND Workorder.duedate < today()
AND Workorder.wostatus NOT IN (7.8,4)
// 7 = Completed
// 8 = Controlled
// 4 = Cancelled
With the ’Designator Window’ = ’Maintenance’
2000003 = Current department
The above Alert example will display overdue work orders for a particular
department. Double--click the alert while in the correct department, and the work
order window will open displaying the relevant work orders.

482
 SELECT Installation.InstCode || ’/’ || Department.DeptCode
Workorder.WONo, Workorder.Title, Workorder.Priority
FROM Workorder, Installation, Department
WHERE Department.DeptID = Workorder.DeptID
AND Department.InstID = Installation.InstID
AND Workorder.duedate < today()
AND Workorder.wostatus NOT IN (7.8.4)
ORDER BY Department.DeptID ASC
With the ’Designator window’ = (None)
The above Alert example will display the overdue work orders for all departments.
SELECT Installation.InstCode || ’/’ || Department.DeptCode
OrderForm.FormNo
OrderForm.FormType
OrderForm.FormStatus
OrderForm.Title
FROM OrderForm, Installation, Department
WHERE Department.DeptID = OrderForm.DeptID
AND Department.InstID = Installation.InstID
order by Department.DeptID asc
With the ’Designator Window’ = (None)
The above Alert example displays the order forms.
Note You can add comments into the SQL statement by placing // in front of your
comment.

11.9.26 Extension Features

In addition to the pre--defined reports found in the AMOS Business Suite, you can
create tailor made reports for your organisation. This is done in PowerBuilder or
InfoMaker. When the report has been created and stored in a .Pbl library file you can
include it in the AMOS report hierarchy described in section 11.4.
A description of how to create reports, how to include them in the report hierarchy
and how to grant access to them is found in Chapter 12 of this manual.

483
11.9.26.1 Reports Menu
Select Tools > Configuration > Extension Features > Reports Menu to open the
hierarchy of user--defined reports:

Figure 473 The Reports Window

S The report hierarchy is similar to other hierarchies in AMOS. Click the + and
– buttons to expand and collapse hierarchy levels. Corresponding commands
are found in the Options menu.

484
11.9.26.2 Modules Menu
Select Tools > Configuration > Extension Features > Modules Menu to open the
window for working with external programs and user--defined Power Builder
modules:

Figure 474 The Modules Menu Window

If you make any alterations to the Modules menu, re--start the AMOS Business Suite
to show the changes.
When there are modules or programs available and you have the correct access level
within the system, the Tools menu contains an extra entry called Modules, which has
a sub--menu containing the modules available to you as below:

Figure 475 An Example of the Modules Sub--menu

You can organise the modules in any way you choose by using drag and drop
methods to create a hierarchy structure.

485
11.9.26.3 Access Modules
Access Modules allows the user to create new types of user--defined modules within
the Reports > Modules function of Access Control, see section 11.9.2.

Figure 476 The Access Modules Window

11.9.26.4 The Options Menu for Access Modules

The Options menu within Access Modules contains one item.

11.9.26.4.1 Module Contents

Select Options > Module Contents to open the window for selecting the reports or
external programs to be available for the particular module.
It is also necessary to grant the relevant user--groups access to the reports or
programs in the module.

486
 Figure 477 The Module Contents Window

In the above examples, checking the box by the side of the entry External programs
within Access Control allows the selected user access to the programs or reports
shown in the Module Contents window.

11.9.27 Update System License

To utilise the AMOS Business Suite, you require a valid system licence. The licence
file contains information about the organisation and about which modules have been
purchased.
If you are presented with an error message stating that the system licence must be
updated, you must obtain a new system licence file from the AMOS distributor.
To update the license, select Tools > Configuration > Update System License to
enter the SQL File dialog box. Use standard Windows techniques to locate the folder
with the .Sql file, and double click it or click Open to update the license.

487
 Figure 478 An Example Window for Updating a License

11.10 Change Password

To change the password of the user who is currently logged on, select Tools >
Change Password. The following dialog box appears:

Figure 479 The Change Password Dialog Box

Enter the existing password in the first field and the new password in the second and
third fields. Since the actual passwords are not displayed for security reasons, it is
necessary to enter the new password twice to ensure that there are no spelling
mistakes.

488
If you typed the old password incorrectly you will see the following window:

Figure 480 Change Password Error Messages (1)

If the two new password fields do not match, the following dialog box is presented:

Figure 481 Change Password Error Messages (2)

Depending upon the parameter settings that have been implemented by your
organisation, you may also see the following error messages:

Figure 482 Change Password Error Messages (3)

The message in Figure 482 informs you that the Enforce Password History
parameter is set to 2 and therefore prevents you from entering the 2 previously used
passwords.

489
 Figure 483 Change Password Error Messages (4)

The message in Figure 483 informs you that the Minimum Password Length
parameter is set to 5 and you must therefore enter a password of at least 5 characters.
Note Ensure that all users belong to groups that have access rights to change password if
you intend to use the advanced security options. Set this through the menu option
Tools > Configuration > Groups > Options > Access Control. The checkbox for
change password is in the Functions tab.

11.11 View PSR Reports

The AMOS Business Suite pre--defined reports are described in section 11.4. You
can create electronic versions of a printed report. To do so, preview the report as
described in the previous section, and then select Edit > Save As. Select Powersoft
Report from the Save as Type drop--down list in the Save As dialog box.
After saving the preview version of the report, select Tools > View PSR Reports
in AMOS to see the report on the screen once again.

11.12 Options

11.12.1 The Options Window

Select Tools > Options to open the Options window. The window contains four tabs.

11.12.1.1 Options --- General Tab

The General tab provides options for personalising the appearance and behaviour
of the AMOS Business Suite user interface.
Access to these features is determined by the User Options entry in the Access
Control Functions tab.

490
 Figure 484 The Options Window -- General Tab

Please refer to Figure 484 for visual references.

S The Task bar option controls whether the Task bar and Window Title bar are
displayed. The three radio buttons below are for choosing whether the left hand
side bar is visible as an Icon bar, a List bar, or not visible at all.
S The Toolbar tips option controls whether a text description appears when the
mouse cursor is positioned over an icon on either the Standard Toolbar or the
Window Toolbar.
S The Toolbar text option controls whether toolbar icons are displayed with a
text description below them. This feature is particularly useful for new users.

491
S The Menu Style option controls the appearance of the menus in AMOS
Business Suite.
S The Confirm on Exit option controls whether the application requests
confirmation prior to exiting.
S The Windowing mode option gives the user the choice of opening windows
as Maximized or Cascaded. All open windows must be closed to activate this
option.
S The Mailbox Check Interval (sec) field is used in conjunction with work flow.
Enter the number of seconds between checks in the field. Each time a check is
made, the user is alerted if there are any unacknowledged notifications in the
Work Flow Notifications window.
S The Standard toolbar position option controls the on screen position of the
Standard Toolbar i.e. Top, Bottom, Left, Right or Hidden.
S The Window toolbar position option controls the on screen position of the
Window Toolbar i.e. Top, Bottom, Left, Right or Hidden.
The Icon Bar contains large buttons which provide access to commonly used
functions within the application. There are eight separate tabs (Main, Maintenance,
Stock, Purchase, Documents, Voyage, Crewing and Tools) which each contain
buttons to various parts of the application. The List Bar contains the same eight
categories as the Icon Bar, each displayed as a collapsible menu containing
commands to the same relevant aspects of the application. If you create and save
Views in the Views tab, and choose to activate the List Bar, the Views will appear
in a collapsible list there also. See section 11.12.1.2.

11.12.1.2 Options --- Views Tab

AMOS has the facility to save frequently used screen configurations, otherwise
called Views. Each view is capable of recording which screens are open, which
screen is active and which filter criteria are defined. Each saved view can be restored
as and when required. For example if you frequently use the Stock Control window
and would like to access it instantly with filtered information present:
1. While you are in the window, go to Tools > Options.
2. In the Views tab, click New.
3. In the dialog that appears, enter a logical name, in this case Stock Control.
4. Click Save. The next time you start the system, this view will be available for
selection.

492
 Figure 485 The Options Window, Views Tab

The Views tab provides options to create New views, Update existing views, Delete
views that are no longer required and to set one of the views as the Default view.
If the Startup (Default) view is selected, the application automatically opens with
the default view opened.
Selecting Tools > Select View… or pressing the F6 key, opens the select view dialog
box with a list of available views that have been registered. Select a view by clicking
on it and then click OK. This restores the various windows and filter criteria
associated with that view:

493
 Figure 486 The Select View Dialog Box

In Figure 486, the Stock Control view is selected. Clicking OK automatically opens
the windows you have associated with the view.
The List Bar, on the left hand side of your screen at all times, contains collapsible
menus with shortcuts to frequently used areas of the application. You can set your
list of Views to appear in the List Bar underneath the Main menu. Then, you can
select a view from the list bar at any time without having to open the Tools > Select
View window. The view will open up in place of the window you were in. To display
the list of Views in your listbar, ensure that the List Bar radio button in the Options
window General tab is On.

11.12.1.3 Options --- Predefined Fields Tab

This tab allows you to predefine the fields to select with the Field Chooser. This
ensures a unified appearance for all the users, at all your installations. You can define
fields for the current user only, or for the entire system, depending on access rights.
The Predefined Fields tab contains two columns, Name and Scope. The Name
column lists the windows containing fields the user has modified the layout on. The
Scope column indicates the extent of the changes -- whether they are Private
(applying only to the current user) or System (applying system--wide).
When AMOS opens any of the supported windows, only the chosen columns appear
in the list part of the window.
The tab also contains three buttons, available to each user according to access rights:
System
Click this button to scan all currently open windows, to verify which windows are
supported. If the window is supported, a new record will be inserted into the fields
definition list. The scope will be set to System.
Private
This button does the same as the System button, but sets the scope of the changes
to Private.

494
Delete
Clicking this button deletes the currently selected record.

11.12.1.4 The Dashboard Tab

When you start up AMOS Business Suite, the application will open to the
customisable home page, or Dashboard. You can add convenient information to the
dashboard, such as Alerts and Workflow Notifications. This information will always
be easily accessible no matter how many windows you have open at a time: in the
bottom of your screen, a Dashboard button will always be the first in the list of
opened windows. Clicking on it will return you to the Dashboard, while leaving your
other windows open underneath.
You can switch the Dashboard on and off by checking or clearing the Enable
Dashboard checkbox in this tab.

495
 Figure 487 The Options Window -- Dashboard Tab

This tab also contains a list of the defined Alerts that are available in your system.
You can choose from this list, which Alerts you want present on your Dashboard.
To do so:
1. Expand the list by clicking on the + signs.
2. To select an entire Group of Alerts, click on the root. Otherwise, select one
Alert at a time.
3. Click the Select button and a checkmark will appear beside the Alert(s).
Repeat, to select as many Alerts as you need.

496
 4. To remove an Alert, select it and click the Deselect button.
5. Click OK to close the dialog.
6. The next time you start the application, the Alerts you selected will appear on
your Dashboard.
Alerts will only appear in the Dashboard tab of the Options window, if they have
been previously defined, in the Dashboard Alerts window. See section 11.9.25 for
instructions on defining Alerts.

11.13 Delegate Mailbox Access

The Delegate Mailbox Access is part of the Work Flow module.
Users can delegate their mailbox access (if the delegate private mailbox access
control is enabled) to another user for periods of holiday etc. and then un--delegate
their mailbox on return to work. To return a Mailbox to its original owner select
(None) from the Delegate Access To drop down window.

Figure 488 The Delegate Work Flow Mailbox Dialog Box

If the access control entitled delegate mailbox access is enabled for the user, they
will be able to delegate any users mailbox to any other user.

11.14 Mailbox Access Log

The Mailbox Access Log is part of the Work Flow module.
If the access control entitled delegate private mailbox access is enabled for the user,
they can view all access history for their personal mailbox.
If the access control entitled delegate mailbox access is enabled for the user, they
can view all mailbox access history for any users mailbox.

11.15 Transfer Mailbox Contents

This allows users to transfer their mailbox contents to other users prior to periods
away from the job. Select Tools > Transfer Mailbox Contents and assign a new
user. Add necessary contents and uncheck modules if you do not want to transfer the
entries.

497
Note To avoid potential problems during mailbox transfer, all stages in the workflow
process should contain a simple re--assign action without making changes to status.

11.16 Work Flow Notifications

Work Flow Notifications is part of the Work Flow module.
This window lists all notifications awaiting acknowledgement in the mailbox for the
current user. You can remove items from the list by marking the checkboxes in the
Acknowledge column and saving the changes. There are commands for Select All
and Deselect All in the Edit menu.

Figure 489 The Work Flow Notifications Window

498
Chapter 12 Layouts and Reports
Several of the AMOS Business Suite registers contain a field called Full
Description. You can create layouts to make it easier for users to enter the correct
data in such fields in a faster and more efficient way.
There are a number of pre--defined reports that present data about components, stock
items jobs etc. You can create new reports for your organisation using PowerBuilder
or InfoMaker from PowerSoft. InfoMaker is basically a “light” version of
PowerBuilder, but it contains all the necessary functions to create layouts and
reports. The description below is based on using PowerBuilder, but those instances
where you use different techniques in InfoMaker are pointed out in the text.
Note This chapter is for use with PowerBuilder/InfoMaker 5.5 and is intended as a basic
introduction to creating your own layouts and reports. Future versions of
PowerBuilder/InfoMaker may differ in appearance and operation to the following
sections and we therefore recommend that you read any related documentation
supplied with the software.

12.1 Brief Introduction to PowerBuilder and

InfoMaker
PowerBuilder is the development tool used to create the AMOS Business Suite.
InfoMaker is a reduced version of the same program, but it contains all the same
functions to create forms and reports to interact with a database. Extensive
documentation is available for these products, and it is beyond the scope of this
manual to describe all the PowerBuilder and InfoMaker features.
The text focuses on what to do to enable AMOS to handle layouts and reports.
However, a brief description of the basic PowerBuilder and InfoMaker techniques
is included. If you only need to make small modifications to existing layouts or
reports, or to create simple new layouts or reports, you will probably find the
information you need in this chapter.

12.1.1 Making and Using Layouts

These are the most important steps involved in the process of making and using
layouts as Full Description field templates:
S The tools in PowerBuilder create the layout that will be presented to the user,
with the desired fields, texts and other controls.
S The layout is stored in a .Pbl file, a library file that can contain several layouts.
Section 12.1.4 includes a description of how to create a new .Pbl file.

499
 S AMOS contains a register for naming the various templates in use. The process
of importing a layout to template is covered in section 3.1.7.1. When the user
updates information containing a Full Description field with a connected
layout, that information is stored in BLOBs in the database. This means that the
data from the form is transferred to the database in the defined field sequence.
If the field sequence is changed, data will be displayed incorrectly to the user.
Once a form has been used to input data, it should not be changed.

12.1.2 Working with Reports

AMOS Business Suite provides a number of reports that present data according to
selected criteria when they are run. Section 11.4 in this manual contains more
information on reports.
S You can create new reports if necessary. Like layouts, reports are stored in .Pbl
files. The reports may display data stored in AMOS tables and fields.
S Once a report has been defined, in should be included in the report hierarchy
to be available to users who want to run it. This is described in section 12.5.

12.1.3 How to Create a Database Profile

The first time you use PowerBuilder it is necessary to define a database profile.
Note In PowerBuilder, always use the “amos” user.
To define a database profile:

1. Click the DB Profile button .

2. In the next dialog box, click New to enter the Database Profile Set--up dialog
box.
3. Fill in the fields as follows:
Profile Name: maintenance
DBMS: odbc
User ID: dba
Password
Database Name: amos
4. Click OK to enter the SQL Data Source dialog box.
5. Select Maintenance from the list, and click OK twice.

500
 6. Give the user name amos wherever applicable.
You are then connected to the database with the correct profile, and are ready
to start the actual work on the form.

Figure 490 The Database Profile Set--up Dialog Box

If you receive an error message while you are trying to connect to the database,
a ConnectString must be defined:
1. In the Database Profile Setup shown above, click More>> to expand the dialog
box.
2. In the field DBPARM, enter the following:
ConnectString=’DSN=Amos’
3. Click OK to connect to the database.

12.1.4 Creating a New .Pbl File

When the AMOS Business Suite is installed, a \PBL folder is created within the
AMOS Business Suite program folder. New .Pbl files should be placed in this folder.
At this point in the process, there are some differences between PowerBuilder and
InfoMaker:
S Reports and layouts are stored in files of the type .Pbl. When working in
InfoMaker, you select an Environment, which is the .Pbl file that you want to
work with. In PowerBuilder, you select an Application and the application may
access reports stored in different .Pbl files

501
S In PowerBuilder, you can get an overview of the various .Pbl files for the
application in a Library window. This resembles the Explorer program in
Windows 95. This option is not available in InfoMaker.

In PowerBuilder, click the Library button to get a graphical representation of

the .Pbl files in the application:

The Application icon looks like this:

Figure 491 The PowerBuilder Library Window

If you are working in InfoMaker, start by clicking the Environment button:

You will see a list of reports in the currently selected report library. If you need to
open a different library, select File > Open to do so.

502
 To create a new library in PowerBuilder, select Library > Create and select the
name and location for the new library.

Figure 492 The Create Library Dialog Box

12.2 How to Design a Layout

Below is a description of the steps involved in the process of creating a layout to be
used in a Full Description field

1. Start PowerBuilder and double--click the Library icon for the library in
which the layout is to be stored.

2. Click the Datawindow button to open the Select DataWindow dialog box,
and click New to create a new data window.

503
 Figure 493 The Select DataWindow Dialog Box

3. In the New DataWindow dialog box, select External in the Data Source area
of the dialog box and Freeform from the Presentation Style area.

504
 Figure 494 The New DataWindow Dialog Box (1)

4. Click OK to enter the dialog box called Result Set Description.

5. Specify the Name, the Type and the Length for the first element in the layout
to be created, and click Add to add a line for a new element.

Figure 495 The Result Set Description Dialog Box

505
 6. Continue to add the elements in the layout.
The Type drop--down list contains the various possible choices for the elements
that may be defined:

Figure 496 The Type Drop--Down List

7. When you have added the elements to be used in the layout, click OK to display
the data window.
Note You can add new elements to the layout later, so it is not absolutely necessary to add
all the layout elements at this point.
8. Click Save to name the layout and save it in the currently open library file.
9. Use the available design tools to format and design the layout, and remember
to save the layout at regular intervals during the process.
A description of some of the design functions available is included in section
12.4.

506
 Figure 497 The DataWindow Display

10. Use AMOS to connect the created layout to a Template definition, as described
in section 3.1.7.1 of this manual.
11. Test the layout that has been created by entering or editing an item in the
register to which the layout has been connected.
For example, a Full Description field may look like this:

Figure 498 An Example of a Full Description Field

12.3 Making and Tailoring Reports

Once the AMOS Business Suite has been set up and operating in your organistion,
its database will contain large amounts of useful data. A number of pre--defined
reports have been created in order to present data from the database.

507
 It is also possible to tailor new reports to extract and display data from the AMOS
database. Once a new report has been created, you can add it to the report hierarchy,
and use it the same way as the pre--defined reports. The process of adding a user
defined report to the report hierarchy is described in section 12.5.

12.3.1 How to Create a New Report

Here is a description of how to create a new report:
1. Select the .Pbl file in whichto store the report, and click the Data window button
in PowerBuilder or the Form button in InfoMaker.

Figure 499 The Data Window Button (Left) and the Form Button (Right)

The Select Data Window dialog box appears.

2. Click New to create a new report.
You enter the New DataWindow dialog box to set up the new report:

Figure 500 The New DataWindow Dialog Box (2)

508
 The New Form dialog box in InfoMaker contains fewer options but the ones
you need for your reports are available.
3. Select SQL Select as Data Source and Freeform as the Presentation Style/Form
Style.
4. Click OK.
The Select Tables dialog box is displayed.

Figure 501 The Select Tables Dialog Box

5. From the list of tables, select the one you want to use, and click Open.
You can select multiple tables and define necessary join relationships between
them in order to create complex reports. It is beyond the scope of this manual
to describe such reports.
6. Select each column in the small table window in the middle.
As you do, the column names appear near the top of the window, below the title
bar, as shown in Figure 502.

509
Figure 502 Adding Columns to a Report

510
 7. Click the SQL button , which by now should be depressed, and it will
appear to come back out when you click it.
Finally, it is time to edit the actual report. The screen now looks something like
this:

Figure 503 An Advanced DataWindow View

Note When you make a new report, AMOS Business Suite and PowerBuilder might be
working on the same library. Unfortunately, this can cause conflicts and you will not
be notified about them before you try to save your changes. Save the report at this
point, before too much work has been put in it. See the next section. Then start
designing the report.

511
12.3.2 Saving the Report
Save the report early in the process, and then repeat saving it at regular intervals.
To save the report use the following procedure:
1. Select File > Save or click the corresponding toolbar button.
The Save DataWindow/Save Form dialog box appears.
2. Type the desired name of the report.
Give the report a name that consists of a report prefix plus the name of the table
upon which the report is based.
3. Click OK and the report is stored in the currently active report library.

12.4 The Window to Design the Report or Layout

Figure 503 shows the PowerBuilder window for creating and designing the report.
All the columns in the selected database table are automatically placed in the report.
There are two elements for each table: A data field and a text field. The text field
contains the Column Name.
In the window, there is a toolbar that contains the tools for the design work. The most
important buttons are named in Figure 504:

Figure 504 The Important Toolbar Buttons

Use standard Windows techniques to design the report. For example, you can drag
an object to a different position and drop it there. Use the buttons in the toolbar
shown above to select alignment, colour and other object properties.

512
12.4.1 Moving and Aligning Fields
To move an object, click it and drag it to the new location. To select multiple objects,
draw a selection box that partly covers the objects you wish to select, and drag them
as a group. To select multiple objects that cannot be selected with this method, press
CTRL and click each object to include.
It is easy to align fields. Select the fields to align, and open the list of alignment
options from the toolbar.

Figure 505 The Alignment Options Toolbar

It is fairly simple to interpret the function of each individual icon and what effect
it will have on the selected objects. If in doubt, let the mouse pointer rest on a button
for a short while. A tool tip will appear, informing you about the function of that
icon.

12.4.2 Setting Field Properties

You can set the propertiesfor each individual field in the report. To open the
properties window, select the object to work with and click the Properties button,
or simply double--click the object.

513
The properties window for a Text Object looks like this:

Figure 506 The Text Object Properties Window

Use the tabs to enter or edit properties for the selected object. In the example above,
the Text field on the General tab is for changing the actual text of the field. The Font
tab is for setting font, size and other textual properties, etc.

514
The properties window for Column Objects looks like this.

Figure 507 The Column Object Properties Window

It is beyond the scope of this manual to describe all the possibilities InfoMaker and
PowerBuilder offer: refer to the relevant documentation or online help for more
information. However, here are some tips about the functions available on the
different tabs:
The Edit Tab
Use the Edit tab to make different presentation styles, such as drop down lists, check
boxes and radio--buttons. Edit masks force the user to type data in a special format
(for example a telephone number or a date, described in the next section).
The Validation Tab
Use the Validation tab to test the legality of the data the users type in. For example,
you can make certain that a number is always positive.
The Expression Tab
The Expression tab is the most complex: It makes it possible to change the colour
of the text depending on what is typed. For example, negative numbers can be
displayed in red. Certain fields may be made invisible.

515
 If your main concern is with the appearance of a report, it is probably sufficient to
manipulate items on the General and Font tabs. Use the Position tab to specify the
exact position of an object. Other properties require a deeper knowledge of
PowerBuilder, InfoMaker and database applications, and such topics fall beyond the
scope of this reference manual.

12.4.3 Setting Date Format Masks

Whatever format you use in the database for dates, they are always stored in an
internal format. By default, PowerBuilder shows the date according to the system
default. If you are presented with a mask only permitting to type legal dates, follow
these steps:
1. In design mode, select the actual date field and choose the Properties from the
Edit menu.
A screen shot of the column--object property tab is found in section 12.4.2.
2. Select the Edit tab, and set Style to EditMask.
3. In the Mask field, type [date]. Do not forget to type the brackets. By typing
[date] instead of a string like dd/mm/yyyy, your reports will behave coherently
with the system set--up.
In the example below, the system date is set to year--month--date
(yyyy--mm--dd), that is why the Test: box contains 0000--00--00. For your
system, it could be 00/00/0000.

516
 Figure 508 Setting a Date Format Mask

12.4.4 Inserting New Objects

You can enhance the report by adding other objects. Open the drop--down list from
the tool for inserting new objects to see which object types to insert.
For example, to insert a new static text field, click the Static text button (with the
capital A). The pointer turns into a cross hair, and the text field may be drawn at the
location in the report where it should be placed. Later, the new object may be
manipulated in the ways described above.
To insert a picture, for example a company logo, click the Picture button and draw
the location for the picture. A dialog box to specify the file name of the picture opens.
Click Browse to find the picture file, locate the correct folder, select the file to use
and click OK twice to return to the report.
Note For such a report to work properly at the site, ensure that the picture file is available
on the PC where the report is to be used, and that it is located in the specified folder.

517
12.4.5 Previewing the Report
To look at the report itself, click the Preview button in the toolbar. Note that if there
are no data records containing data in the previewed report, the report appears to be
empty when the preview mode is entered. However, click the Insert Row toolbar
button to view the report.

12.4.6 Setting the Tab Order

When you have placed all the fields, specify the tab order of the report. When the
report is actually used, this information determines which field the cursor moves
into when the user presses TAB in a given field. Click the Tab order button in the
toolbar, and PowerBuilder shows the current tab order of the report.
A small, red number appears in the upper right corner of each field. To change a
number, simply click it and enter the desired value. If the tab order is edited, it is
necessary to keep track of the numbers. The same number must not be used for two
or more fields. All values must be higher than 0. If a field has the value 0, it will be
protected from editing. Save the new tabbing order before exiting PowerBuilder.

12.5 Adding User Defined Reports

The AMOS Business Suite contains a set of standard reports, and it is also possible
to include user--defined reports. Use the Report Browser to select the report to be
run.

518
12.5.1 The Report Browser
To access the report browser, select Tools > Reports and select the desired report
folder in the hierarchy on the left. Then double--click the icon for the desired report.
The report hierarchy may look like this:

Figure 509 The Reports Window

In the example above, the item My own reports has been added to the hierarchy. The
item contains the two sub--commands Label reports and Utility reports, and the
former contains the actual report called Tag stickers. The section below explains
how this is added:
1. Select Tools > Configuration > Extension Features > Reports Menu to
create a folder in the reports menu where the reports will be placed.
The screen for user--defined reports opens. It contains a tree structure that is
similar to the hierarchy functions found elsewhere in the AMOS Business Suite
and Windows Explorer. Click on the plus and minus sign to open or collapse
levels, or double--click the icons in the tree structure. The Options menu
contains corresponding menu commands.

519
 Figure 510 The Report Settings Window

2. Click the New button on the left--hand side of the secondary toolbar to insert
a new record Use the dialog box that opens to choose the type of object to
create:

Figure 511 The Specify New Object Type Dialog Box

3. Select whether to create a Top--level menu, a Sub--level menu or a Report, and

click OK. If a menu item is selected, a new folder appears in the tree structure
where the cursor was located. To change the name, click in the name field and
type the name to use.
When you insert a Report in a menu or a sub--level menu, a report icon appears
in the tree structure.
4. Name the report by clicking in the name and typing in the desired name. Use
the tabs to the right in the window to specify more information about the report.
5. Click the lookup button to the right of the Library Filename to locate the folder
where the report definition is stored. Use a library file with the file extension
.Pbl or .Pbd. If a library file stored in the Report directory (see section 11.9.4.4)
is selected, only the file name is used in the field. If the file is stored elsewhere,
the full path name of the library file is used.
S If a library file of the type .Pbd is used, the functions in AMOS cannot list the
contents of the file. This means you must manually fill in the fields Window
Name and Datawindow Name without using the lookup buttons.

520
 6. Name the window to display the report in the Window Name field. The field
is optional.
7. The Datawindow Name field is for the name of the data window of the report,
and must be filled in. Click the lookup button to see a list of available windows
in the selected library. Select one to get access to the last field on the tab.
Modify Strings
You can set up the AMOS Business Suite to make modifications on a report
when it is run.
S Use the Modify String field to specify editing and display masks. For example,
specify that the report should use the number mask defined in the system. This
is done on the Auto--Numbering tab described in section 11.9.4.2.
S These are the mask names and the corresponding modify strings that you can
use:
Component Number Mask #CompNoFormat#
Form Number Mask #FormNoFormat”
Function Number Mask #FuncNoFormat#
Stock Item Number Mask #PartNoFormat#
Transport Number Mask #TransDocNoFormat#
Work Order Number Mask #WONoFormat#
Note The Modify String text is case sensitive.
When you specify a mask, enter the name of the field in the data window where
the modification should be applied. The same applies to the property of the
field that should be changed. For example, a data window called d_test may
contain a column field called formno. This shows the form number associated
to a Purchase Order. This makes it logical to display the number with the mask
defined in the system. Enter the following value in the Modify String field:
S formno.format=#FormNoFormat#
This tells AMOS that the field property of the formno field is the mask defined
as the Form Number Mask.
S Define an edit mask for query data windows for when the user enters numbers
in a field. The property is called editmask.mask. If you have a number field and
want it to use the Form Number Mask, use the following field value:
-- formno.editmask.mask=#<Xxxx/No>#
It is possible to define multiple text strings in the Modify String field by
separating them with spaces.

521
 The Query Tab
The Query tab is for specifying an optional filter window. The tab contains the
same fields as the Report tab.
The Misc. Tab
The Misc. tab contains the two optional fields User Defined Fields and User
Defined Table. Use the field Printer Task to specify a printer task to be executed
for the report.

12.5.2 Defining a New Module

The next procedure involves defining a module for access control purposes.
1. Select Tools > Configuration > Extension Features > Access Modules and
click New to create a new line.
2. Enter the report name (this is what appears in Access Control) and click Save.
3. Ensure the module you created is selected, and choose Options > Module
Contents.
4. Click New to add a new line in the window and then click the lookup filter
button. From the list, select the report to use and click OK. Remember to save
the information.

522
12.5.3 Grant Access to a Report
1. Select Tools > Configuration > Groups, and select the user group to which
access to the report is to be granted.
2. Select Options > Access Control to enter a screen to specify access for the
chosen group:

Figure 512 An Example Access Control Window

12.5.4 Testing a New Report

After you save, the selected group has the necessary access. To test this, select Tools
> Reports. Click My own reports and Label reports, and double--click the icon for
Tag stickers to enter the report preview window. Click Zoom to change the view and
Print to print the report.

523
Chapter 13 Condition Based Maintenance
Condition--based Maintenance (CBM) provides a means of integrating various
equipment measurements and monitoring systems with the maintenance features of
the AMOS Business Suite. Any or all periodically planned jobs can be activated
prior to their normal due date, as dictated by the deterioration of the equipment. In
this way, planned and condition--based work can be completely integrated.
In addition, the CBM module also offers an automated mechanism for updating
counters in the system (like running hours). These can be discreet values (like
temperature or pressure), or accumulated ones (e.g. running hours, take--offs, etc.).
Finally, AMOS supports a CBM dialog from several sources at the same time,
allowing the system to simultaneously connect the various data capture systems
installed at the site.
Note Remember that the CBM is not an alarm system. CBM--active values should
indicate non--critical states as compared with alarm levels; therefore, the monitoring
system must make a distinction between these two degrees of severity. The principle
behind the CBM module is to stop the trend before the alarm level is reached. Since
the CBM module is designed to provide a signal prior to the alarm level,
maintenance periods can then be stretched as far as possible without endangering
the equipment.

13.1 Overview
The CBM solution is based on the transfer of special information files between the
data capture system(s) and the AMOS Business Suite. These files are called CBM
day--files, as they are named according to the date when they are written.
These day--files are written by monitoring and other data capture systems to a
directory shared with AMOS and contain the id’s of measurement points or values
which have either reached a pre--defined CBM--active threshold, show an unwanted
trend or simply have updated counter information.
The shared CBM directory must be on a file server which is accessible to the various
systems, and where the AMOS Business Suite has been instructed to search for
day--files at pre--defined intervals. As day--files are found, they are processed and
deleted if the operation went without error. Otherwise, they are renamed to prevent
the system from attempting to process them again and the user is alerted.
During day--file processing, each line in the day--file is read by AMOS and matched
to one or more components in the system. At this point maintenance work is flagged
as CBM--active and/or counters are updated with new values.

524
13.2 CBM Jobs
All periodic jobs registered in the AMOS Business Suite have an attribute called
CBM Status. This value reflects the current state of the job with regards to
condition--based maintenance signals received. In other words, any scheduled job
in the system can be activated by an external monitoring system via the CBM
module interface, causing it to appear in a check--list or Work Order printout
regardless of its normal schedule.
In order to view the CBM Status of a job, simply bring up the job (using the view
button in the jobs tab of the Component window).

Figure 513 An Example of the CBM Status Alternatives

525
 The three CBM status values have the following meanings:

Normal Indicates that this job is not CBM--active, and that it is

included in the maintenance plan according to its schedule.
Acknowledged This is the value set for CBM--active jobs that have been
issued.
Unacknowledged When a job is first triggered by the CBM module due to
information in a day--file, then its CBM status is set to
Unacknowledged. The job will keep this status until it is
included out in a maintenance printout, or manually reset.

AMOS signals the user of the general CBM status through the CBM state indicator
at the bottom right--hand corner of the screen.
This indicator is red if there is a single job with the CBM status of Unacknowledged.
If there are no unacknowledged jobs, but some have the status Acknowledged (e.g.
CBM--active, but issued), then the indicator is yellow. Otherwise, green shows that
there are no CBM jobs which need immediate attention, or which are pending.

13.3 CBM References

Each line of information in the day--file contains a code identifying the measurement
point from which this data was read. In order to match the measurement point code
with the correct components, jobs and/or counters in AMOS, the system needs some
sort of “look--up” or reference table. Select Tools > Configuration > CBM
References to use this function.
The register that opens contains a list of all known CBM measurement points
together with the components to which they are attached.

526
Figure 514 The CBM References Window

527
 Each entry in the reference table has the following fields:

ID Two--character code identifying which data capture system this

entry applies to, as described at the start of this chapter.
CBM Code Here comes the id of the measurement point in the data capture
system.
Inst/Dept Contains the installation and department number of the
component that this measurement point is linked to.
Component This is for the number of the component whose counter is to be
updated, or whose CBM work is to be activated (or both).
Type This field tells whether this entry is of the counter update or job
activation type.
Job Code If this reference is for activating CBM work, then this field will
contain the code of the job attached to the specified component
that is to be triggered.
Counter For counter update references, this field will indicate which
counter to update.

This table is a global one, applying for the entire company, and specifying references
to components in any or all installations and departments.

Note There may several references for the same CBM code, allowing a single signal from
the data capture or monitoring system to activate any number of jobs, or update any
number of counters for different (or the same) components. Similarly, the same
component may appear in several references, again facilitating both job activation
and counter updates for the same piece of equipment.

13.4 Day---Files
As mentioned above, day--files are used to transfer CBM information between data
capture and equipment monitoring systems and the AMOS Business Suite. As was
also mentioned above, day--file are named after the date when written:
19970428.%NC
The filename is a date is in the form YYYYMMDD with an extension made up of a
percent sign (%) followed by a two--character code called the CBM id. This CBM
id tells the system which data capture system created the day--file.

528
CBM id’s should be unique for every supplier of data capture and equipment
monitoring systems. Some examples are NC for NorControl and SP for SPM
Instrument International. Since day--files created by systems from different
suppliers have dissimilar extensions, then these files can co--exist in the same CBM
directory without conflicting with each other.
Each day--file contains the CBM information accumulated for a single day from a
single monitoring system. When this system needs to register additional information
for the same date, it must append this data to the same day--file. CBM day--files are
in ASCII text format, each line ending with a carriage return character. These lines
may be in one of two formats:

<code> Containing only the measurement point code, this type

of day--file entry indicates that one or more jobs needs
to be flagged as CBM active.
<value>,<code> Indicates a change to one or more counters tied to the
specified <code>.

Where the <value> field shown above is a numeric value followed by a Counter code
(like “H” for “Hours”).
Therefore, the following examples are all valid CBM day--file entries:
S MAIN_EXH_VALVE
S TEMP_POINT_3
S +10.5,DIESEL_GEN_1
S =53.25,MAIN_COMPRESSOR
S =1054H,PACKING_MACH_1
The first two lines above would be signals from the monitoring system that related
CBM jobs needed to be carried out. The third line specifies that 10.5 be added to the
counter registered for the measurement code DIESEL_GEN_1. The next line sets
the counter for MAIN_COMPRESSOR to 53.25 (using the default counter which
is Hours). Finally, the last line also sets the total value of the Hours counter, this time
updating the PACKING_MACH_1 counter to 1,054 hours.

529
530
Index

A hotspots, 78
open in new window, 421
Access, 46 references, 84
mailbox, 496 sources, 83
reports, 522 viewing, 77
Access Control, 394 windows, 81
Access Modules, options menu, 485 workspace, 81
Account Codes, 58 Audit Trail Configuration, 478
categories, 449 Audit Trail Log, 374
configuration, 449 Auto-- numbering, 402
Account Sheets, 370 create new rules, 403
Account Transactions, 58, 372
filter, 372 B
window, 373 Bank Register, 99
Accounting, parameters, 406 Bargain Agreement, 99
Accounting module, 58 Berth Type, 61
Accumulators, 99 Best Practice Guidelines, 383
Activity, 92 Boundaries, 383
Activity Log, 294, 299, 307, 310, 313 Budget, 279
Addresses, 31 convert, 284
details, 340 copy codes, 285
filter, 32 models, 282
general tab, 33 options menu, 280
options menu, 34 overview, 281
products tab, 34 parameters, 407
window, 33 prognosis, 283
Administration, 361 recalculate, 284
crew effects, 361 specification, 282
ship stores, 362 window, 280
supernumerary, 362 Budget Codes
Airport, 98 access, 396
Alert Groups, 481 configuration, 449
Apply Bargain Agreement, 359 copy, 285
Approval Limits, 398 generate, 288
Assign Cargo, 327 Budget Commitment Formula, 450
Attachment, 76 Budget Hierarchy, 286
browsing, 81 filter, 286
button hotspots, 80 window, 287
connecting, 82 Budget Menu, 279

531
Button hotspots, 80 Classes, 69
Close Period, 340, 361
Close Transaction Period, 358, 370
C
Column Ordering, 16
Calculate Amount, 310 Column Sorting, 16
Calculate Wanted Quantities, 227 Company, 92
Calendar Facility, 17 Component Classes, 66
Cargo Attribute Type, 90 Component Status Log, 208
Cargo Group, 90 Component transfer, 443
Cargo Type, 90 Component Types, 123
Cargoes, 324 Component Types, 106, 114
cargo attributes tab, 326 account codes tab, 119
cargo tab, 325 attachments tab, 119
details tab, 325 components tab, 119
options menu, 326 counters tab, 119
window, 325 filter, 115
CBM general tab, 116
directory, 405 jobs options, 118
references, 446, 525 jobs tab, 117
status definitions, 525 options menu, 119
CBM References parts tab, 118
filter, 447 register, 25
window, 447 window, 115
Change, password, 487 Component Types Hierarchy, 121
Change Approval, 260 Components, 64, 122
Change template, 404 account codes tab, 128
Change the Template, 23 attachments tab, 128
Change Workflow Status, window, 462 counters tab, 128
Check Plan, 348, 350 details tab, 124
Circulars, 297 filter, 122
distribution, 299 functions performed tab, 129
distribution log, 299 general tab, 123
filter, 297 history tab, 129
options menu, 298 jobs options, 125
Claims, 89, 309 jobs tab, 124
attachments tab, 309 maintenance log tab, 129
audit trail tab, 309 options menu, 129
claim lines tab, 309 parts tab, 127
general tab, 309 window, 123
incidents tab, 309 work order tab, 128
options menu, 310 Components Hierarchy, 135
window, 309 options menu, 136

532
 window, 135 Cost Centres, 58
Condition Based Maintenance, 199, 523 configuration, 451
Configuration Counter Types, register, 51
budget codes, 449 Counters, 199
CBM references, 446 Countries, register, 59
cost centres, 451 Country Regions, tab, 60
departments, 453 Create Component Job, 66
depreciation levels, 452 Create Component Type Job, 66
e-- business formats, 456 Create Forms, filter, 226
e-- business portals, 454 Create Voyage, 327
extension features, 482 Crew Change, 353
installation groups, 454 window, 356
installations, 453 Crew Effect Type, 98
mandatory fields, 476 Crew Effects, 361
number series, 445 Crew Member Document, directory, 405
parameters, 399 Crewing Menu, 329
printer tasks, 479 crew change, 353
stock grade categories, 451 employee, 329
transaction codes, 448 expired, 350
update system license, 486 on board, 361
users, 388 payroll, 356
workflow, 457 planning, 342
Confirm Crew Change, filter, 355 Criteria, 68
Consolidated Deliveries, 268 Currency Codes, register, 52
Contract Leave Days, 96 Currency Rates, 38
Contracts, 273 register, 38
contract items tab, 274 Currency Rounding Register, 99
delivery locations tab, 275 Custom Logon, 24
general tab, 273
window, 273
D
Control, 229
Conventions, 308 Database, 498
attachments tab, 308 create a profile, 499
general tab, 308 datawindow, 23
options menu, 308 Day-- Files, 527
procedures tab, 308 Default, templates, 404
window, 308 Default Template, 23
Convert, templates, 47 Define the Default Template, 23
Copy, 30 Delay Activity, 90
Copy Definition, 46 Delay Reason, 91
Copyright, ii Delegate Mailbox Access, 496
Cost Centre Access, 396 Delete Record, 341

533
Deliveries, 256 Employee, filter, 329
consolidated, 268 Employee Address Type, 96
line items, 257 Employee Details, 98
locations, 75 Employee Overview
terms, 74 accumulators tab, 338
unconsolidated, 270 attachments tab, 339
Department Access, 397 contract tab, 336
Departments, configuration, 453 education/license tab, 334
Depreciation Levels, configuration, 452 family tab, 333
Deselect All, 352 fixed transactions tab, 336
Design, window, 511 general tab, 331
Directories, 405 medical information tab, 334
CMB, 405 memo tab, 339
crew member document, 405 options menu, 339
graphics, 405 passport/visa tab, 335
hand terminal, 405 payslip tab, 338
installation, 406 right-- click menu, 340
personnel report, 406 service tab, 332
reports, 406 variable transactions tab, 338
transfer, 406 window, 331
Disability Grade, 96 Employee Schedule Window, 344
Disciplines, register, 50 Enhanced, 44
Disclaimer, ii, xiii Enhanced Work Planning, 169
Distribution, 296 Enhanced Work Planning Interface
Document Read Log, 293 details tab, 171
Document Templates, 86 disciplines tab, 173
Drop down list, 216 filter, 176
options menu, 173
selected list tab, 172
E
window, 177
e-- Business Formats, 456 Evaluation Button, 332
e-- Business Portals, 259, 454 Evaluation Criteria, 92
Edit and Options Menus, 18 Evaluation Grade, 92
Edit Formula, 100 Event Type, 91
Edit Variable Transactions, 358 Exit, 113
Editor, parameters, 413 Expired, 350
Element, adding new, 473 Expired Documents
Emergency Response System, 89, 316 ID books, 350
Employee, 35 licenses, 350
filter, 35 medical certificates, 350
options menu, 36 options menu, 351
window, 36 right-- click menu, 351

534
 services, 350 Employee, 329
show employee, 351 employees, 35
Export, 102, 103 enhanced work planning, 176
log, 110 forms, 241
portal log, 111 functions, 137
task server, 109 job descriptions, 62
tasks, 108 number series, 445
Export Log, 110 procedures, 290
Extension Features, 482 rounds, 149
access modules, 485 stock analysis, 238, 239
modules menu, 484 stock control, 230
reports menu, 483 stock items, 215
External viewers, 83 stock transactions, 231
stock types, 211
stock wanted, 221
F
transfer documents, 233
Family Relation, 96 transport documents, 265
Field Chooser, 342, 352 users, 389
Fields View Employee Plan, 343
moving and aligning, 512 View Rank Plan, 345
properties, 512 view upcoming, 353
File view vessel plan, 346
exit, 113 work orders, 154
export, 102 work planning, 164
import, 102 workload analysis, 208
print, 113 Filtering Information, 13
printer setup, 113 Find, 307, 309
switch department, 101 Fit to Window, 179
File Extensions, parameters, 415 Fit to window, 77
File Format, hand terminal interface, 378 Fixed Transactions, 360
File Menu, 29 Form Designer, 48
Filed, 162 Format Masks, 515
Filter Forms, 241
account transactions, 372 additional info tab, 244
addresses, 32 attachments tab, 244
budget, 279 audit trail tab, 244
budget hierarchy, 286 details tab, 244
CBM references, 447 filter, 241
circulars, 297 general tab, 243
component types, 115 inserting new objects, 516
components, 122 line items, 246
confirm crew change, 355 options menu, 245

535
 quotations tab, 245 Hardware Components, 3
window, 243 Hierarchy Windows, 27
Full Reporting of Rounds, 194 History, 203, 314
Function Criticality, 67 Hotspots, 78
Functions, 137 types, 78
filter, 137 How To
options menu, 139 Change the Template Used in a Tab, 23
window, 138 Define the Default Template for a Tab,
Functions Hierarchy, 141 23
options menu, 142
window, 141 I
ID Books, 335, 350
G Import, 102, 103, 108
General log, 111
portal log, 111
parameters, 410
task server, 109
register, 43
tasks, 108
Generate Budget Codes, 288
Generate Forms, 226 Import Definition, 45
Generate Reports, 358 Import Log, 111
In/Out of Stock, 228
Generate Service, 348, 349
Incidents, 302
Generate Work Orders, 198, 317
additional info tab, 304
Global access, 392
Graphics, directory, 405 attachments tab, 304
Groups cargo tab, 304
approval limits, 398 causes of incident tab, 303
installation, 454 claims tab, 305
options menu, 393 corrective actions tab, 305
user, 392 damage to property tab, 304
window, 392 descriptions tab, 304
detail tab, 303
general tab, 303
H non conformity tab, 304
Hand Terminal options menu, 305
directory, 405 personal injury tab, 304
reader, 419 pollution tab, 304
Hand terminal, file extension, 415 window, 303
Hand Terminal Interface, 377 Infomaker, a brief introduction, 498
application, 379 Install Component Button, 147
business suite, 380 Installation
file format, 378 configuration, 453
file sample, 379 directory, 406
Hand Terminal Reader, read file, 380 group, 296

536
Installation Distribution, window, 296 forms, 246
Installation Group, 296 options menu, 248
configuration, 454 quotations, 252
Installations, groups, 454 vouchers, 258
Institute, 96 Load/Discharge Port Calls, 327
Insurance, 311 Locations, 37
Insurance Categories, 89 registers, 37
Internal viewer, 77 Lock/Unlock, 461
Log, 204
J audit, 373
Job Class Access, 395 options menu, 206
Job Classes, register, 56, 62 Log Tab, vessel details, 42
Job Description Revisions, 63 Login Audit Log, 373
Job Descriptions, 85 Look-- up Filters, 15
attachments, 63
M
components, 64
create component job, 66 Mailbox
create component type job, 66 access, 496
filter, 62 access log, 496
maintenance log, 65 transfer contents, 496
move job references, 65 Mailbox Access Log, 496
options menu, 63 Maintenance
permits to work, 64 CBM references, 446
register, 62 component types, 114
window, 62 condition based, 523
Jobs, CBM, 524 parameters, 423
register, 61
K Maintenance Log, 65
Maintenance Menu, 114
Key Performance Indicators (KPIs), 380, component status log, 208
471 component types hierarchy, 121
KPI, adding new, 475 components, 122
components hierarchy, 135
L counters, 199
Layouts, 498 functions, 137
designing, 502 functions hierarchy, 141
making and using, 498 generate work orders, 198
Leave Days, 92 history, 203
Leave Days Button, 332 log, 204
Licenses, expired, 350 projects , 183
Line Items report work, 187
deliveries, 257 requisition work, 197

537
 rounds, 149 Noon Report Update Window, 322
work orders, 153 Note from Vendor, 260
workload analysis, 208 Note to Vendor, 259
Maintenance Tasks, 176, 179 Number Series
Mandatory Fields, 476 filter, 445
Manning Agents, 92 window, 445
Manual Access, 307 Number series, 445
Manuals, 305
attachments tab, 306 O
general tab, 306 Observation
options menu, 306 attachments tab, 300
procedures tab, 306 general tab, 300
window, 305 Obsolete, 44
Marital Status, 96 On Board, 361
Mark As Read, 315 administration, 361
Master’s Cash, 371 slop chest, 362
Medical, 334 Open Photo, 339
Medical Certificates, expired, 350 Open Register, 29
Members, 393 Options, 406
Menu Bar, 9 general tab, 489
Module, defining new, 521 views tab, 491
Move Job References, 65 window, 489
Options Menu, 18, 20, 306
N access modules, 485
addresses, 34
Navigating within AMOS, 5 budget, 280
New Record, 341 cargoes, 326
Non Conformity, 87, 299, 300 circulars, 298
attachments tab, 301 claims, 310
categories tab, 301 component hierarchy, 136
cause, 89 component types, 119
conventions tab, 301 components, 129
corrective actions tab, 301 conventions, 308
descriptions tab, 301 employee overview, 339
general tab, 300 employees, 36
improvement suggestions tab, 301 enhanced work planning interface, 173
incidents tab, 301 forms, 245
observation, 299 functions , 139
options menu, 302 functions hierarchy, 142
severity, 88 groups, 393
type, 88 incidents, 305
work flow activities tab, 301 job descriptions, 63

538
 log, 206 Allow User Defined Impact on
maintenance log, 146 Purchase Budget, 407
non conformity, 302 approval required for stock transfer,
permits to work, 40 439
printer tasks, 480 ask user to confirm deletions, 417
procedures, 293 auto inheirit counters, 425
projects, 185 auto-- calculate form estimate, 431
quality log, 314 auto-- file completed CBM work order,
receive, 261 423
report work, 196 auto-- file completed corrective action
rounds, 151 work order, 424
schedule windows, 349 auto-- file completed periodic work
stock items, 217 order, 424
stock transactions, 232 auto-- file completed requisition work
stock types, 212 order, 424
stock wanted, 224 auto-- file completed round work order,
templates, 45 424
transfer documents, 235 auto-- file controlled CBM work order,
transport documents, 267 424
upcoming crew changes, 354 auto-- file controlled corrective action
users, 388, 390 work order, 424
voyages, 323 auto-- file controlled periodic work
work orders, 161, 312 order, 424
work planning, 166 auto file controlled requisition work
work sets, 358 order, 425
workflow configuration, 463 auto-- file controlled round work order,
Oracle, 107 425
Order Forms, 367 auto-- file fully received form, 431
Order Parts, 180 auto-- fill delivery details, 432
Order Priority, 73 auto-- numbering, 402
auto-- set ’budget date’, 432
auto-- update multi-- vendor from line
P item, 432
auto-- update stock details from line
Parameters, 399 items, 432
account code type for maintenance, 406 autofilter WO by discipline, 425
account lockout threshold, 417 automatically reschedule work orders,
accounting, 406 426
address format, 430 base currency code, 417
allow negative value of counters, 425 billing address, 432
allow removal of more items than in budget, 407
stock, 439 budget at line item level, 407

539
budget code status, 410
budget for component job, 410
calculate estimates for component jobs,
426
classic editor font, 413
clean up ’for component’ in stock
wanted, 433
close quotation after query select, 433
commodity purchase, 433
Compatible To Version, 410
component search range in order lines,
433
component search range in stock >
wanted, 439
create component archive on transfer
in, 418
create log-- in audit trail, 418
create new form on form conversions,
434
current installation, 418
default preference when reporting
work, 426
default status on component transfer,
410
default templates, 404
Default Value Mark Work as
Completed, 410
default value quotation update stock
item field, 411
default wage type, 429
delete component archive on transfer
out, 418
depreciation level, 411
directories, 405
Edit Stock Item Currency and Price on
Required Parts, 418
editor, 413
employee number sequence max, 431
employee number sequence min, 431
enforce complex password, 418
enforce password history, 419
file extension for export files, 415
540
file extension for hand terminal files,
416
file extension for import files, 416
file extension for successfully imported
files, 416
file extensions, 415
financial year early start, 408
form ’generic queue’ field, 434
form status after query select, 434
form type, 411
form type after query select, 435
general, 410
hand terminal reader, 419
hide inaccessible menu entries, 419
ID number series, 420
IMOS installed, 441
import cargo group, 441
inheirit full description from parent,
439
initial CBM work order status, 411
initial corrective action work order
status, 411
initial periodic work order status, 411
initial requisition work order status, 411
initial round work order status, 411
interface, 401
Interrupt Approval Warning Limit
Adjustment, 408
Job Description Revision Control, 426
leave days - 30 days deduction, 431
level of approval, 435
Limit Global Search to Departmental
Access, 420
limit stock types selection on required
parts on work orders, 420
list all transfer documents, 440
locations for stock items, 412
lock ’ordered’ form fields, 436
lock approved purchase orders, 436
lock approved requisition forms, 436
lock completed voyages, 441
lock discharged cargoes, 441
lock exported requisition forms, 436
lock planned port calls, 441
lock planned voyages, 441
lock sailed port calls, 441
log counters for non-- counter based
jobs, 426
log job rescheduling, 427
log work with employee, 427
logo bitmap used in report printout, 420
maintenance cost account category, 412
maintenance, 423
maintenance log modification warning,
427
max size (kB), 413
maximum password age, 420
minimum password length, 420
month-- end close period (days), 408
multiple departments in order forms,
437
open attachments in new window, 421
options, 406
output format for new job related to
components, 412
output format for new rounds, 412
output format for work requisitions,
412
password backward compatability, 421
payroll, 429
payroll calculation period, 429
payroll currency code, 429
payroll current period, 429
personnel, 430
portal line item reference priority, 421
printer task to use when printing labels,
421
priority for new job related to
components, 413
priority for new rounds, 413
priority for work requisitions, 413
propose work order required parts, 440
purchase, 431
541
record stock usage when reporting
work, 440
reload DDDW when opened, 421
Remote Workflow, 416
report history by default, 427
report resources by default, 427
report stock usage by default, 427
report work, show component parts,
428
require estimated cost for approval, 437
require reason for job rescheduling, 428
reset purchase counter on financial
year, 437
restrict original PO printing, 437
restrict replanning of started work
orders, 428
restrict work flow assign to values, 422
seconds between each CBM check, 428
set date automatically during receipt,
437
sharing, 442
show account number, 430
show bargain agreement, 430
show company code, 430
show currency code, 430
show employee first name, 430
show employee surname, 430
show error messages during portal
import, 422
show from date, 430
show rank code, 430
show status codes, 430
show vessel code, 430
single window instance, 422
start date for financial year, 408
start in department, 422
status for new components, 413
stock, 439
stock price logged, 440
stock reservation trigger, 428
store documents in the database, 431
store imported XML document in view counter from functions
portal log, 422 perspective, 429
Track Custom Clearance Expenses, 408 voyage, 441
track maintenance expenses, 408 work order tracking accuracy, 429
track maintenance transactions, 407 working day length, 423
track purchase expenses, 409 Passport, 335
track purchase transactions, 407 Password, 388
track stock expenses, 409 change, 487
track stock transactions, 407 Payment Terms, 74
transaction codes, 443 Payroll, 356
type common, 414 close period, 361
type maintenance, 414 parameters, 429
type personnel, 414 transactions, 359
type purchase, 415 work sets, 356
type quality, 415 PBL, creating a file, 500
type voyage, 415 pbl file, 23
unassigned cargo departments, 442 Period Register, 98, 100
use 9 digits for PK counters, 423 Permit to Work, 174
Use Budget Control When Approving Permits to Work, 40, 64
Forms, 409 register, 40
use component types, 423 window, 40
Use External Budget Figures for Personnel, 91
Budget Approval Warning Levels, 409 activity, 92
use latest delivery date of order lines, airport, 98
437 category, 95
Use Maintenance Task, 429 company, 92
use quotation ’discount given’, 438 contract leave days, 96
use specification for purchase budget, disability grade, 96
409 employee address type, 96
use specification for stock budget, 409 employee details, 98
use specifications for maintenance evaluation criteria, 92
budget, 409 evaluation grade, 92
use stock class access, 440 family relation, 96
use stock item depreciation, 440 institute, 96
use stock types, 423 leave days, 92
use vendors’ price, 438 manning agents, 92
use voucher to update forms details, marital status, 96
410 parameters, 430
use work flow, 429, 438 rank, 93
user defined fields, 444 rank type, 93
validate order form dates, 438 sailing period, 96

542
 ship category, 93 Project Categories, 67
sickness, 96 Project Properties, 185
sickness nature, 97 Projects, 183
sickness type, 97 options menu, 185
standard document, 97 Purchase, 73
standard document type, 97 parameters, 431
termination reason, 98 Purchase Menu, 241
trade, 93 contracts, 273
trade union, 98 forms, 241
vessel, 94 transport documents, 265
vessel characteristic type, 95
vessel department, 95
Q
Personnel Report, directory, 406
Planning, 342 QA Grades, register, 57
Portal Log, 111 Quality Codes, register, 53
Ports, register, 60 Quality Log, 294, 312, 314
PowerBuilder, 23, 44, 376, 498 attachments tab, 314
a brief introduction, 498 general tab, 314
Predefined Fields, 493 options menu, 314
Price Classes, 72 window, 314
Principles, 3 Quality Menu, 289
Print, 113 circulars, 297
Printer Setup, 113 claims, 309
Printer Tasks, 479 conventions, 308
configuration, 480 distribution, 296
options menu, 480 emergency response system, 316
Procedure Read Log, 293 generate work orders, 317
Procedures, 289 incidents, 302
attachments tab, 292 insurance, 311
document distribution log tab, 292 manuals, 305
documents tab, 292 non conformity, 299
filter, 290 procedures, 289
general tab, 291 quality log, 314
jobs tab, 292 trigger jobs, 317
manuals and conventions tab, 292 work orders, 311
options menu, 293 Quality Procedures, 85
procedure distribution log tab, 292 categories, 85
window, 291 document templates, 86
Procedures Read Only, 295 job descriptions, 85
Product Types, register, 51 job triggers, 55
Products Tab, addresses, 34 Quotations, line items, 252

543
 R personnel, 91
Rank, 93
Rank Schedule, window, 345
Rank Type, 93
Read Log, 299
Receipt Status, 75
Receive, 260
options menu, 261
References, CBM, 525
Refresh, 341, 348, 351, 355
Register
account codes, 58
addresses, 31
attachment, 76
berth types, 61
causes, 70
claims, 89
classes, 69
component classes, 66
counter types, 51
countries, 59
Crew Effect Type, 98
currency codes, 52
currency rates, 38
delivery locations, 75
delivery terms, 74
disciplines, 50
document templates, 86
employees, 35
function criticality, 67
general, 43
job classes, 56
job description, 62
job descriptions, 85
job triggers, 55
locations, 37
maintenance, 61
Non Conformity, 87
order priority, 73
payment terms, 74
permits to work, 40
544
ports, 60
product types, 51
purchase, 73
QA grades, 57
quality codes, 53
quality procedures, 85
receipt status, 75
stock, 71
stock classes, 71
stock grades, 57
templates, 43
transfer reasons, 72
types, 69
units, 53
vessel details, 41
vessel types, 54
Voyage Management, 90
world regions, 58
Remove Cargo, 328
Remove Component Button, 147
Report Work, 147, 187
details tab, 191
history tab, 193
options menu, 196
resources used tab, 191
stock used tab, 192
strategies, 188
window, 190
Reporting Rounds, 194
Reports, 375, 498
browser, 518
creating a new, 507
deadfreight claim, 328
directory, 406
granting access, 522
letter of discrepancy, 328
making and tailoring, 506
preview, 517
saving, 511
statement of facts, 328
 testing, 522 Selection File Commands, 103
user defined, 517 Self Assessment, 380
working with, 499 continuing, 383
Request Travel Booking, 354 performing new, 382
Required Disciplines, 126, 167, 180 revision, 382
Required Parts, 125, 167 Self Assessment Configuration, 472
Requisition Work, 197 Self Assessment Parameters
attachments tab, 198 Elements, 381, 472
general tab, 197 KPIs, 381, 472
permits to work tab, 198 Self Assessment Statistics, 384
wndow, 197 Send E-- Mail, 339
Reschdule Limits, 67 Services, expired, 350
Reschedule Limits, 178 Severity, 88
Resources Used, 315 Sharing, parameters, 442
Response, 89 Ship Category, 93
Reverse Transaction, 367, 371 Ship Store Type, 98
Revision Ship Stores, 362
self assessment, 382 Shortcut Keys, 11
self assessment parameters, 382 Show Hotspots, 79, 80
Right-- Click Menu Sickness, 96, 334
employee overview, 340 Sickness History, 335
expired documents, 351 Sickness Nature, 97
upcoming crew changes, 355 Sickness Type, 97
vessel schedule window, 347 Slop Chest, 362
Rotation log, 147 order forms, 367
Rounds, 149 stock control, 365
filter, 149 stock items, 362
full reporting of, 194 stock transactions, 366
options menu, 151 Slopchest Departments and Locations, 98
simple reporting of, 194 Software Components, 4
window, 150 Sorting, 16
Run Payroll, 340, 358 Sources, 83
Specification Postscript, 186
Specification Preamble, 186
S
Standard Document, 97
Sailing Period, 96 Standard Document Type, 97
Save Changes, 341 Standard Interface, work planning, 164
Seaman’s Book, 335 Standard Toolbars, 10
Section Properties, 185 Statistics Button, 332
Select All, 352 Statuses, work orders, 182
Select View, 377 Stock, 71
Select Voyage, 327 in/out, 228

545
 parameters, 439 Stock Wanted
Stock Analysis, 238 filter, 221
filter, 239 options menu, 224
window, 239 window, 223
Stock Classes, 71 Sub-- Element, adding new, 474
Stock Control, 365 Supernumerary, 362
filter, 230 Switch Department, 101
window, 230
Stock Grade Categories, configuration, 451 T
Stock Grades, register, 57 Tab Order, 517
Stock Items, 215, 362 Task Server, 109
filter, 215 Templates, 22
maker, 217 convert, 47
options menu, 217 default, 404
preferred vendor, 218 options menu, 45
print labels, 220 register, 43
window, 216 window, 44
Stock Menu, 210 Termination Reason, 98
control, 229 Text Object, 513
Stock Analysis, 238 Time Scale Setting, 348, 349
stock items, 215 Timeline, work orders, 165, 169
stock optimiser, 240 Title Bars, 7
stock types, 210 Tool Tips, 11
stock types hierarchy, 214 Tools Menu, 372
transactions, 231 account transactions, 372
transfer documents, 233 change password, 487
wanted, 221 configuration, 388
Stock Optimiser, 240 delegate mailbox access, 496
Stock Transactions, 366 hand terminal interface, 377
filter, 231 options, 489
tab, 364 reports, 375
window, 232 select view, 377
Stock Transactions , options menu, 232 view PSR reports, 489
Stock Types, 210 workflow notifications, 497
filter, 211 Trade, 93
maker, 212 Trade Union, 98
options menu, 212 Trademarks, ii
preferred vendor, 212 Transaction Codes, 367, 371, 448
stock grades, 213 parameters, 443
window, 211 Transactions, 231, 359
Stock Types Hierarchy, 214 fixed, 360
Stock Types Register, 27 variable, 359

546
Transfer Documents, 233 Vessel Details, 41
filter, 233 general tab, 41
options menu, 235 log tab, 42
window, 234 register, 41
Transfer of Mailbox Contents, 496 Vessel Schedule
Transfer Reasons, 72 right-- click menu, 347
Transport Documents, 265 window, 347
filter, 265 Vessel Types, register, 54
options menu, 267 View
window, 266 login audit log, 373
Transfer, directory, 406 PSR reports, 489
Trigger Jobs, 199, 317 View Employee Plan, filter, 343
Triggers, 127 View Rank Plan, filter, 345
Type, 88 View Upcoming, filter, 353
Types, 69 View Vessel Plan, filter, 346
Viewing an attachment, 77
U Views, save, 491
Visa, 335
Unconsolidated Deliveries, 270
Voucher, 76
Units, register, 53
Voucher Category, 76
Upcoming Crew Changes
Vouchers, 258
options menu, 354
line items, 258
right-- click menu, 355
Voyage, parameters, 441
window, 354
Voyage Management, 90
Update System License, 486
cargo attribute type, 90
User Defined
cargo group, 90
fields, 444
cargo type, 90
modules, 485
delay activity, 90
parameters, 444
delay reason, 91
reports, 506, 517
event type, 91
Users
Voyage Management Menu, 318
configuration, 388
cargoes, 324
filter, 389
voyages, 318
groups, 392
Voyages, 318
options menu, 390
delay tab, 323
window, 389
details tab, 319
event tab, 321
V general tab, 319
Variable Transactions, 359 noon report tab, 322
Vessel, 94 options menu, 323
Characteristic Type, 95 port calls tab, 320
Department, 95 window, 318

547
 W stock analysis, 239
Wage Scale, 99 stock control, 230
Wage Type Register, 100 stock items, 216
What is a Filter?, 13 stock transactions, 232
Window, attachments, 81 stock types, 211
Window Toolbar, 11 stock wanted, 223
Windows templates, 44
account transactions, 373 transfer documents, 234
addresses, 33 transport documents, 266
budget, 280 upcoming crew changes, 354
budget hierarchy, 287 users, 389
cargoes, 325 voyages, 318
CBM references, 447 work orders, 155, 311
change workflow status, 462 work planning, 165
circulars, 297 workload analysis, 208
claims, 309 Work Flow, 299, 302, 305, 307, 310, 313
component types, 115 Work Orders, 153
components, 123 additional info tab, 158, 312
components hierarchy, 135 attachments tab, 159, 312
contracts, 273 details tab, 157, 312
conventions, 308 filter, 154
crew change, 356 financials tab, 159
designing reports and layouts, 511 general tab, 156, 311
employee overview, 331 included jobs tab, 159
employees, 36 job description tab, 158, 312
enhanced work planning interface, 177 non conformities tab, 161
forms, 243 non conformity tab, 312
funtions, 138 options menu, 161, 312
functions hierarchy, 141 permits to work tab, 160, 312
groups, 392 print, 163
incidents, 303 required disciplines tab, 159, 312
job descriptions, 62 required parts tab, 159
manuals, 305 statuses, 182
number series, 445 window, 155, 311
options, 489 Work Planning, 164
permits to work, 40 detail tab, 165
procedures, 291 disciplines tab, 166
quality log, 314 filter, 164
report work, 190 options menu, 166
requisition work, 197 selected list tab, 166
rounds, 150 standard interface, 164

548
 window, 165
Work Sets, 356
options menu, 358
Workflow, 294
actions tab, 458
configuration, 457
initial statuses tab, 458
notifications, 497
options menu, 463
statuses tab, 459
Workload Analysis, 208
filter, 208
window, 208
Workspace, of an image, 79
World Regions, register, 58
Z
Zoom, toolbar button, 376

549
Notes

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