AMOS Business Suite 8.

2
M&P version 6.5

User Guide

Revision 2, JOctober 2005

Documentation Copyright and Disclaimer

Copyright Copyright E 2005 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 General Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1 Who Should Read the User Guide? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2 How This User Guide is Organised . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.3 Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 2 Introduction to AMOS M&P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.1 Working with AMOS at a Local Installation . . . . . . . . . . . . . . . . . . . . . . 2.2 Work With AMOS at the Head Office . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 3 Using AMOS M&P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.1 Starting the application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.1.1 Why do I Have to Logon? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.1.2 The Windows in AMOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.1.3 Keys or Mouse: Giving Commands with the Pull- Down Menus . 3.2 Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.2.1 What is a Filter? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.2.2 Look- up Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.2.3 Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.2.4 Calender Facility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 4 Maintenance Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.1 How Does AMOS M&P Plan Maintenance for Me? . . . . . . . . . . . . . . . . 4.1.1 It All Begins With Components . . . . . . . . . . . . . . . . . . . . . . . . . . 4.1.2 Component Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.1.3 Jobs are Regular Maintenance on Components . . . . . . . . . . . . . . 4.2 How to Group Several Jobs into a Round . . . . . . . . . . . . . . . . . . . . . . . . 4.2.1 How to Define a New Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.2.2 How to Allocate Jobs to a Round . . . . . . . . . . . . . . . . . . . . . . . . . 4.2.3 Reporting a Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.3 Counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.3.1 How to Define Counter Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.3.2 The Counters Submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.3.3 Updating Counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.3.4 Parts Dependent on Other Components Counters . . . . . . . . . . . . 4.3.5 When a Part is Replaced . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.3.6 Counters on Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.4 Work Orders and Work Order Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.4.1 How Does AMOS M&P Know When to Schedule Jobs? . . . . . . . 4.4.2 Requisition Work to Plan and Record One- off Tasks . . . . . . . . . . 4.4.3 Unplanned and Unexpected Maintenance . . . . . . . . . . . . . . . . . . . 4.4.4 A Maintenance Plan Printout Shows Jobs that are Due . . . . . . . . iii 1 1 1 1 2 3 4 6 6 6 6 7 8 8 10 11 11 12 12 12 12 13 15 15 17 18 19 19 20 23 24 26 26 26 27 27 28 28

4.4.5 The Benefits of Reporting Your Work to AMOS M&P . . . . . . . . 4.4.6 Mark Unexpected Work to improve your records . . . . . . . . . . . . . 4.4.7 What Must I Do to Keep Maintenance Running Smoothly? . . . . 4.5 Planning Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5.1 Generating the First Work Order for a Newly Defined Job . . . . . 4.5.2 Work Orders Based on Counters and CBM Status . . . . . . . . . . . . 4.5.3 Creating a Work Order for a planned job yourself . . . . . . . . . . . . 4.5.4 One- time tasks: Requesting work . . . . . . . . . . . . . . . . . . . . . . . . . 4.5.5 Counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5.6 Planning Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5.7 The Work Planning Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5.8 Working in the Work Planning Window . . . . . . . . . . . . . . . . . . . . 4.5.9 Calendar Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5.10 The Various Work Order Statuses . . . . . . . . . . . . . . . . . . . . . . . . . 4.5.11 Issuing Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.6 How to Use the Work Orders Window . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7 What Did We Do? Reporting Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7.1 Reporting on Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7.2 Copying Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7.3 The Resources Used Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7.4 The Stock Used Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7.5 The History Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7.6 Reporting Rounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.7.7 Reporting on Planned Jobs Unexpectedly . . . . . . . . . . . . . . . . . . . 4.7.8 Reporting Work Based on Requested Work . . . . . . . . . . . . . . . . . 4.7.9 Controlling Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.8 Tracking Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.9 Viewing or Printing the Maintenance Log . . . . . . . . . . . . . . . . . . . . . . . . 4.9.1 The Whole Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.9.2 Sorting the Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.10 Overview of Maintenance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 5 Stock Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.2 Using AMOS M&P for Stock Management . . . . . . . . . . . . . . . . . . . . . . . 5.2.1 Stock Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.2.2 Where do I Find Stock Management Functions? . . . . . . . . . . . . . 5.2.3 Defining a Stock Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.2.4 Stock Depreciation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.2.5 How to Select a New Stock Item Location . . . . . . . . . . . . . . . . . . 5.3 Stock Wanted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.3.1 How to Set Up a Shopping List Using Stock Wanted . . . . . . . . . . iv

29 30 30 31 31 32 32 32 34 34 35 38 40 41 42 43 45 47 50 51 51 52 52 52 53 53 53 55 55 56 56 57 57 57 58 58 59 60 61 61 61

5.4 5.5

How to Register Stock In or Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Taking Inventory: Stock Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.5.1 How to Print a Stock List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.6 How to Trace Stock In/Out: Stock Transactions . . . . . . . . . . . . . . . . . . . 5.6.1 Using Stock Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.7 Transfer Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 6 Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.2 Purchasing with AMOS M&P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.2.1 Stock Items Become Form Lines . . . . . . . . . . . . . . . . . . . . . . . . . 6.2.2 Forms Have Two Parts: Headers and Lines . . . . . . . . . . . . . . . . . 6.2.3 The Form Number Always Stays the Same . . . . . . . . . . . . . . . . . 6.2.4 Type In Once, Print Out Different Purchasing Forms . . . . . . . . . . 6.2.5 Forms Are Forever, But Line Items Split Up . . . . . . . . . . . . . . . . 6.2.6 Orders Arrive in More Than One Delivery . . . . . . . . . . . . . . . . . . 6.2.7 Goods Are Transported From Central Locations to the Installation 6.2.8 Goods Marked as Received Become Stock Items . . . . . . . . . . . . . 6.3 Requisitioning Stock Items or Consumables . . . . . . . . . . . . . . . . . . . . . . 6.3.1 How to Create an Automatic Requisition for Stock Items . . . . . . 6.3.2 How to Create a Requisition Manually . . . . . . . . . . . . . . . . . . . . . 6.3.3 The Forms Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.3.4 The Line Items Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.4 How to Make a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.4.1 Why Should You Make a Query Form? . . . . . . . . . . . . . . . . . . . . 6.4.2 How to Turn a Requisition into a Query . . . . . . . . . . . . . . . . . . . . 6.4.3 How to Create a Query Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.5 Getting the Best Price: Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.5.1 How to Record Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.5.2 How to Calculate the Total Price of a Quotation . . . . . . . . . . . . . 6.5.3 How to Compare Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.5.4 How to Get a Recommendation from AMOS M&P . . . . . . . . . . . 6.5.5 How to Split An Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.6 How to Make a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.6.1 How to Convert a Requisition or Query to a Purchase Order . . . . 6.6.2 How to Create a New Purchase Order . . . . . . . . . . . . . . . . . . . . . . 6.7 Working With Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.7.1 Approving An Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.7.2 How to Split Lines to New Orders . . . . . . . . . . . . . . . . . . . . . . . . 6.7.3 How to Print Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.7.4 When the Vendor Confirms the Order . . . . . . . . . . . . . . . . . . . . . . 6.7.5 What Will Arrive in Each Delivery? . . . . . . . . . . . . . . . . . . . . . . . v

64 66 66 68 68 69 72 72 72 73 73 74 75 76 76 76 77 77 77 79 80 81 82 83 83 84 85 85 87 87 88 89 90 90 91 91 91 92 93 94 95

Using Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transporting Delivered Goods to the Installation . . . . . . . . . . . . . . . . . . 6.9.1 How to Create a Transport Document . . . . . . . . . . . . . . . . . . . . . . 6.9.2 How to Add Deliveries to a Transport Document . . . . . . . . . . . . . 6.10 How to Register Delivery of Goods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6.11 Typical Purchasing Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 7 Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.2 What Budgeting Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.3 How to Create a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.4 How to Use Budget Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.4.1 How to Enter a Budget Specification . . . . . . . . . . . . . . . . . . . . . . 7.4.2 How to Set Budget Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . 7.5 How to Edit a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7.6 Elements Which May Affect the Budget . . . . . . . . . . . . . . . . . . . . . . . . . 7.6.1 How Purchase Orders Affect the Budget . . . . . . . . . . . . . . . . . . . 7.6.2 How Stock Transactions Affect the Budget . . . . . . . . . . . . . . . . . 7.6.3 How the Maintenance Log Affects the Budget . . . . . . . . . . . . . . . 7.6.4 How Vouchers May Affect the Budget . . . . . . . . . . . . . . . . . . . . . 7.7 Using Budget Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 8 Registers, Hierarchies and Reports . . . . . . . . . . . . . . . . . . . . . . . . . 8.1 Are You Allowed to do This? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8.1.1 You Know You Need to Update a Register When0 . . . . . . . . . . . 8.2 Finding the Right Register to Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8.3 Finding a Particular Item in a Register . . . . . . . . . . . . . . . . . . . . . . . . . . . 8.3.1 How to Find an Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8.3.2 How to Find an Address by Product Type . . . . . . . . . . . . . . . . . . . 8.3.3 How to Change an Existing Item . . . . . . . . . . . . . . . . . . . . . . . . . 8.3.4 How to Add a New Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8.3.5 How to Delete Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8.3.6 Duplicate Address Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8.3.7 How to Link Products to Addresses . . . . . . . . . . . . . . . . . . . . . . . 8.3.8 How to Add a Product Type to the Register . . . . . . . . . . . . . . . . . 8.4 The Hierarchies of Components and Functions . . . . . . . . . . . . . . . . . . . . 8.5 Printing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 9 Defining and Using Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9.1 Setting up Image Source Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9.2 Building a Library of Image References . . . . . . . . . . . . . . . . . . . . . . . . . 9.3 Looking at an Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9.4 Hotspots on an Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9.4.1 How to Add a New Hotspot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi

6.8 6.9

96 96 97 98 99 101 104 104 104 104 107 107 108 109 110 110 111 112 112 112 114 114 114 115 118 118 119 120 121 122 122 124 124 125 126 127 127 128 128 130 130

9.5 Button Hotspots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9.6 Browsing Between Image Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9.7 The Workspace of an Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 10 Communicating with Head Office . . . . . . . . . . . . . . . . . . . . . . . . . . 10.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10.2 Exchanging Data with the Head Office . . . . . . . . . . . . . . . . . . . . . . . . . . 10.3 Performing Automated Importing and Exporting Tasks . . . . . . . . . . . . . 10.4 Manual Import and Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10.5 How to Set Up Export and Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chapter 11 Revised DNV Class Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11.1 Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11.2 Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11.2.1 How to Create a New Job Class . . . . . . . . . . . . . . . . . . . . . . . . . . 11.2.2 How to Assign Jobs to the New Job Class . . . . . . . . . . . . . . . . . . 11.2.3 How to Update the Job Descriptions . . . . . . . . . . . . . . . . . . . . . . . 11.2.4 How to Print Out Class Related Jobs in a Period . . . . . . . . . . . . . Chapter 12 Additional Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12.1 Active Window Refresh . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12.2 Outlook Style User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12.3 Personalized Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12.4 Preset Screen Configurations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Glossary of Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

132 133 133 134 134 134 134 136 136 138 138 138 138 139 140 142 144 144 144 144 146 149 155 161

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Your AMOS Support Network

An up- -date list of email addresses and telephone numbers is available on the Contact Support page of -toour website, at www.spectec.net Northern Europe (NEMEA) Email : Phone : support.nemea@spectec.net United Kingdom +44 161 888 2299

Nordic Countries (Nordics) Email : support.nordic@spectec.net Sweden Norway +46 316 553 00 +47 675 255 55

Southern Europe, Middle-East and Africa (SEMEA) Email : Phone : support.semea@spectec.net Italy +39 010 595 9891

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

Asia-Pacific (AP) Email : Phone : support.ap@spectec.net 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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Chapter 1

General Information

This User Guide is for users of the AMOS Maintenance & Purchase (AMOS M&P) program that is an integrated part of the AMOS Business Suite. This document is written from the point of view that the reader understands the requirements of the job and now needs to acquire an understanding of how to use AMOS in fulfilling those requirements. AMOS M&P is a Windows application for integrated management of maintenance work and costs, stock control and purchasing in geographically spread organisations.

1.1

Who Should Read the User Guide?

This User Guide is for people using an AMOS system that is already installed and running. The guide contains information on how to: S S S S S S Plan or report maintenance work Control maintenance costs or plan maintenance budgets Request, requisition or purchase stock Take inventory or manage stored goods Approve planned purchases Receive goods

1.2

How This User Guide is Organised

The initial chapters give you an overview over the AMOS M&P application within the AMOS Business Suite. The main features for Maintenance, Stock, Purchase and Budgeting are found in Chapters 4 to 7. Chapters 8 to 10 deal with computer administration: Keeping the AMOS database up to date, and exchanging data with a remote head office. These chapters are mostly for the person at your installation who is primarily responsible for the computer.

1.3

Related Documentation
The AMOS Business Suite Installation Guide contains information on how the application should be installed. The AMOS Business Suite Reference Manual contains technical information about the application. 1

Chapter 2

Introduction to AMOS M&P

This chapter provides a brief introduction to the AMOS M&P module of the AMOS Business Suite, and also this User Guide. AMOS M&P is a computer-based system for planning and reporting maintenance, and for performing stock control and stock purchasing. The various functions in AMOS M&P work together so that if you have reported performing a maintenance job that requires certain spare parts, the spare parts will automatically be listed in the stock control records as removed in connection with that job. Likewise, the purchasing function will hold a purchase order as active until the goods are registered as received, at which point they will be added into the stock control records.

Figure 1 AMOS M&P AMOS M&P allows you to see what has been spent on various maintenance activities or purchases, and what is planned or budgeted to be spent in the future. AMOS M&P has been developed specifically for companies and organisations with plants or installations that are geographically distributed. That is, where maintenance, stock control and requisitioning take place at one or more local installations, while purchasing and transport planning typically take place at a central headquarters. 2

Figure 2 Distributed Installations Many AMOS M&P customers are shipping lines, but AMOS M&P is also used to great advantage by manufacturing companies and transport/delivery organisations.

2.1

Working with AMOS at a Local Installation

Plan Maintenance Define jobs to be performed regularly. Define maintenance schedules. Print lists of jobs to be done in the immediate future, as check-lists or with full descriptions of work. Plan extraordinary maintenance with Work Orders. See Chapter 4. Report Maintenance Report performance of planned maintenance, manually or semi-automatically with simple reporting. Keep records required by inspecting authorities. Print or display maintenance records. Report unexpected work and routine checks. Create work orders and report work based on work orders. See Chapter 4. Control Stock Display and print inventory list for each storage area. Update quantities directly, after taking inventory. Display automatic transactions in and out of stock from maintenance or purchasing activities. Review current stock quantities in relation to pre-set minimum, maximum and reorder levels. Automatically calculate the amount needed to fill stock to any of those three levels. Store preferred vendor, price and vendor supplied units for all stock. See Chapter 5. Request Stock Enter desired quantities of items as they are used or expire. See Chapter 5. 3

Requisition Stock and Consumables Create requisition forms for stock items automatically, based on desired quantities and preferred vendors, or create forms manually. Create requisition forms for consumables. See Chapter 5. Track Purchasing Answer questions such as: Has the purchaser started to work with my last requisition? Was the order approved? Was it confirmed? When is it expected to arrive? What purchase orders are still active? See Chapter 5. Receive Goods Based on purchase orders, mark goods received, automatically updating stock. See Chapter 5. Track Costs and Budgets What have I spent so far this month? This fiscal year? How much of the budgeted amount remains for this period? Save and analyse costs due to unexpected maintenance over time to evaluate and improve preventive maintenance program. See Chapter 7.

2.2

Work With AMOS at the Head Office

Receive Requisitions Import data from various local installations to the main office. See Chapter 10. Make Queries When you dont have a preferred vendor, or you are going to purchase items for the first time, you can make a query to potential vendors. See Chapter 6. Compare Quotations You receive quotations in response to queries you send out. You record them, and have AMOS calculate the total price of each quotation. You can compare quotations, and have AMOS recommend a vendor. See Chapter 6. Create Purchase Orders When you have decided to create a purchase order, you can create a new one, or convert a requisition or a query into a purchase order. See Chapter 6. Approve Purchase Orders If the organisation requires that a purchase order be approved by someone other than the purchaser, there is a separate function for this. See Chapter 6. 4

Order Goods When you order goods, you may want to split a requisition into purchase orders sent to different vendors. You may be able to send the orders directly from AMOS. See Chapter 6. Confirm Orders When vendors confirm orders, you must record the reference number of the vendors confirmation on the AMOS Purchase Order. You must also record deliveries on the Purchase Order. See Chapter 6. Plan Deliveries The registered delivery line items must be assigned to actual deliveries. This will ensure you that all ordered items are eventually delivered and transported to the installation. See Chapter 6. Plan Transport AMOS helps you create transport documents, which also helps get an overview of unassigned deliveries. A transport form can be used to print a list of deliveries to be loaded on a transport. See Chapter 6. Track Costs and Budgets What have we spent so far this month? This fiscal year? How much of the budgeted amount remains for this period? Save and analyse costs due to unexpected maintenance over time to evaluate and improve preventive maintenance program, both for individual installations and for the company as a whole. See Chapter 6. Answers to Typical Purchasing Questions Some typical questions include What deliveries are we expecting?, Which purchase orders do we need to send? and Are there any orders where we are waiting for vendor confirmation? These and other similar questions are covered in Chapter 6.

Chapter 3
3.1

Using AMOS M&P

Starting the application

AMOS M&P is a module within the AMOS Business Suite. To start the AMOS Business Suite: 1. Find the icon that looks like this and double-click it.

2. 3. 4. 5.

The AMOS Business Suite Logon window opens. Click in the Login ID field and type your user name. Press Tab to move to the Password field and type your password. One * appears for each character you type. Click OK or press Return to log on. Click Cancel or press ESC if you started AMOS Business Suite by accident, or if you want to start over again.

3.1.1

Why do I Have to Logon?

Some of the functions in AMOS Business Suite are reserved for authorised people only: approving work, approving requisitions, and changing budgets, to name a few. When you log on, you tell AMOS who you are, and AMOS will lock any commands that you are not authorised to use. Also, AMOS keeps track of who performs certain operations, and when. That gives you a clear, secure record as required by many inspection organisations.

Note

Your organisation may use one or more additional security options available within AMOS such as complex passwords, maximum password age, minimum password length, maximum number of logon attempts and/or restriction of recently used passwords when registering a new one. Ask your system administrator if you are unsure if any of these features are employed.

3.1.2

The Windows in AMOS

Figure 3 shows the AMOS main window. It controls any other windows that you open with AMOS, and it contains: S The pull down menus. These menus contain all the commands in AMOS M&P. 6

The main toolbar. These buttons are shortcuts to frequently used parts of AMOS.

Figure 3 The AMOS Business Suite opening window (M&P License only) Note The modules and commands available to you are controlled by the software license purchased by your company, and some commands are user defined. The illustrations in this manual may therefore differ from what you see on your screen.

3.1.3

Keys or Mouse: Giving Commands with the Pull---Down Menus

Let us assume you would like to put in a new address for a vendor or service company that you often work with. You will need to give a command to open the address window, and there are three ways of doing this depending on how you prefer to work. In this User Guide, it will just say: Give the menu command File > Open Register > Addresses. S If you like to use the mouse: S Click File, the name of the first pull down menu. When the menu rolls down, click Open Register. Point at Addresses and click. Point at the Addresses icon and click it. 7

Once you learn the toolbar: -

If you prefer the keyboard: Look for the underlined letters in the pull down menus. Type ALT + F to open the File menu, type O to choose Open Register and type A to choose Addresses. That is: ALT+F, O, A.

3.2
3.2.1

Filters
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. A Filter modifies the SQL statement sent by AMOS to the database running behind the application. 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. Figure 4 shows an example of the filter for the Stock Items function.

Figure 4 Example of a filter form

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. 9

3.2.2

Look---up Filters
In addition to the filter windows mentioned in the previous section, you will often find small buttons containing three dots at the right-hand side of certain 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 in order to restrict the look- filter by displaying only records beginning with the letter/number you have -up 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- window. It is possible to -up 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 on OK.

Figure 5 Example of a look- filter -up Some of these filters may also have an additional Details button which can be used to open a window containing read-only information regarding the highlighted selection. 10

3.2.3

Sorting
Apart from using Filters, you can sort entries in the data returned by a search, by clicking on the column headers. The columns that you see in the Data Area are fully sortable, and their sort state is indicated by an arrow icon in the column header.

3.2.4

Calender Facility

Figure 6 Example of a calender If you double-click in a date field, or press the F2 key on your keyboard while the cursor is in a date field, a calendar opens. This enables you to select the required date, which will automatically be entered in the correct format. In addition to the arrow buttons, the following commands are available: S S S S S S Ctrl-Left (Right) Arrow Shift-Left (Right) Arrow Up (Down) Arrow Left (Right) Arrow Enter Alt-F4 Go to the previous (Next) Year. Go to the previous (Next) Month. Go to the previous (Next) Week. Go to the previous (Next) Day. Accept the selected date. Close the calendar.

11

Chapter 4
S S S S S S

Maintenance Tasks

This chapter focusses on the maintenance functions in AMOS M&P. Section 4.1 contains an overview of how the program helps you plan maintenance in the organisation and the principles involved. Section 4.5 shows you how to plan jobs using AMOS M&P. Section 4.6 explains the Work Orders window and the techniques required to use it. Section 4.7 covers how to report work as it is performed. The section 4.8 describes the tracking of work orders, while section 4.9 covers the maintenance log. Finally, section 4.10 briefly describes the various maintenance reports in AMOS M&P.

4.1
4.1.1

How Does AMOS M&P Plan Maintenance for Me?

It All Begins With Components
The maintenance information in AMOS is organised according to your physical installation: the ship, assembly line or plant. In AMOS, your installation is described by its components. A component is any physical unit that you would like to perform a maintenance task on. 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 you would normally replace at one time.

4.1.2

Component Types
In a larger organisation, identical components may well be in use on various site locations. When the organisation selects to use the Component Type functionality in AMOS M&P, information such as Maker and Type is registered only once at the head office location. Once a new component of a defined type is registered at a given site, it inherits information from the Component type register. An example of a Component Types window is shown in Figure 7: 12

Figure 7 Example of a Component Types window S The windows for Components and Component Types contain tabs with various related information for the selected component (type). For example, the Jobs tab lists the pre-defined maintenance jobs for the component.

4.1.3

Jobs are Regular Maintenance on Components

The regular maintenance tasks for each component are described in AMOS M&P. These tasks, which are predictable and which will be performed over and over again throughout the lifetime of your installation, are called jobs. Each job is linked to the component it is carried out for. Each job can include a description of how it is to be performed. Several jobs may be connected to the same component. The example in Figure 8 shows the Jobs window where many jobs are connected to a given component.

13

Figure 8 Example of a Jobs window For example, the fields with the details in the upper part of the window include: S S S The Periodic Frequency with which the job should be carried out. The default Output Format for printouts, where you can select List, Compact List or Work Order, depending on how much information you want to include. A Window, which is given in number of days. The window is the number of days before the actual due date of the job. It is shown in the Work Planning window, described in its own section. The Priority of the job. The component status required for a work order to be generated. Note that work orders are not generated for scrapped or transferred components. The Budgets to which costs should be attributed. These may be pre-set by default or selected by using the lookup buttons. If the company is required to comply with requirements from a classification organisation, a job class for Survey/Overhaul is typically used. This is further described in Chapter 11 of this User Guide. 14

S S S S

4.2

How to Group Several Jobs into a Round

The amount of paperwork created by the system may become unnecessarily large if a work order is printed for every job. The Rounds function is therefore used to group several related jobs so that they are included on a single work order. Typically, a round will comprise similar jobs performed by personnel of the same discipline, but the system allows you to include in a round jobs that would normally be performed by different disciplines. You can define a new round and add jobs to it, and you can add jobs to an existing round.

4.2.1

How to Define a New Round

1. 2. Go to the Maintenance > Rounds menu item. The Rounds Criteria filter opens. Click OK. The Rounds window opens:

Figure 9 Example of the Rounds window 15

The lower part of the window contains a list of the rounds already registered, while the upper part of the window contains the details of the currently selected round. 3. Click the New button in the secondary toolbar. A new line is created at the bottom of the list and the data fields in the upper area are cleared ready to accept new data. You now need to fill in the data. 4. Click in the Code field and assign a code to the new round. When you assign a code to the round, you may prefer to use the same prefix for all rounds to make it easier to identify work orders generated from the round. 5. 6. Type in a title for the round. Click the down-arrow beside the Discipline field to open a drop-down list, and select the discipline (rank or position title) of the person or grade required to perform the round.

Note

A round would normally contain jobs performed by the same discipline, but the system allows you to include jobs from different disciplines if you wish. However, when you select a job belonging to a different discipline than the other jobs in the group, the system will ask you if you really wish to do so and you will need to confirm the selection. 7. 8. Set the frequency the round is to be performed at, the priority of the round, and a window within which the round is to be performed. Select the output format and the reporting method. When you define a round, you can select a reporting method. The two choices are Simple and Full. It is possible to report work against both types of rounds in several stages, so that you only check off the jobs that have actually been completed at a given time. When reporting work against work order with the Simple reporting method, the Jobs tab card is added to the Report Work window, making it possible to check off which defined round jobs have been completed. Figure 10 shows the Report Work dialog box for a round work order where the Report Method is set to Simple.

16

Figure 10 Example of a Report Work dialog box for a round

4.2.2

How to Allocate Jobs to a Round

After the round has been defined, you need to allocate jobs to it. 1. Go to the Options > Jobs menu command or click the right mouse button and select Jobs from the context menu. The Rounds dialog box opens. If the round already contains some jobs, these will be listed (see Figure 12). You now need to select the first component on which you wish to perform the maintenance. 2. Click the New button in the secondary toolbar to create a new line in the list. A Select box opens, You can select any defined job for the round. If you pick a job that is allocated to a discipline other than that selected for the round, you get the following question:

Figure 11 The Round discipline confirmation dialog Click OK if this is what you intended, or click Cancel to pick a different job. 17

Once you have selected the jobs you wish to assign to the round, the list may look like this:

Figure 12 Example of jobs in a round If you wish to change the sequence of the jobs, select the job you wish to move and click one of the green arrows for that job to move it up or down in the sequence. The jobs you include in the round do not have to have the same frequency; AMOS M&P will take this into consideration when work orders are generated, planned and issued.

4.2.3

Reporting a Round
When reporting work against a work order with the Full reporting method, you are first presented with a Round Summary window. Here it is possible to enter amounts for Total Duration, Down Time and Misc. Expenses that will automatically be divided between the jobs of the round that you are in the process of reporting as completed.

Figure 13 Example of a Round Summary window 18

4.3

Counters
Job descriptions normally include information about when the job should be performed. This can be a frequency, for example daily, weekly, monthly or annually, or the job can be performed when a counter reaches a predefined value. For example, if an engine is to be checked every 1200 running hours, AMOS M&P will start counting the running hours as soon as it is reported that the engine has been installed. When 1200 hours approaches, the job Check the engine will appear when the job lists for the coming period are printed or the work-planning window is opened. Once the job is reported as completed, AMOS M&P will restart counting. AMOS M&P counts time automatically, but some other types of counters must be updated manually. For example, if there are maintenance jobs that must be performed when the ship has docked a certain number of times, there will be a counter for the number times the ship has docked which must be updated manually each time the vessel enters a harbour. If the installation uses automatic Condition-Based Maintenance (CBM) functions, then a job may 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 might detect when the temperature in a cooled unit rises above 10 deg.C, or when an arm on a rotating unit has made 36000 rotations.

Note

Counters can only be updated by authorized personnel at the installation or site at which the component using the counter is installed.

4.3.1
Note

How to Define Counter Types

You will need special access authorization to define a new counter type. The various types of counters your AMOS M&P system uses to handle Condition Based Maintenance are defined in the Counter Types register. To define a new counter: 1. Go to the File > Open Register > General > Counter Types menu command. The Counter Types register opens as shown in Figure 14.

19

Figure 14 Example of the Counter Types register 2. 3. 4. Click the New button in the secondary toolbar to create a new field in the register. Type the counters name into the new field. Type a value into the Max Per Day field.

The Max.Per Day field enables you to set a maximum value that AMOS M&P will allow the user to input. This is used to prevent mistakes during counter updating. 5. Click the Save button in the secondary toolbar to save the changes. The new counter is added to the list of counters available when you need to link a component or part to a counter.

4.3.2

The Counters Submenu

The Maintenance > Counters submenu contains three commands: S S S Update - Enables you to update counters manually. Overview - Provides an overview of the registered counters and the components they are linked to. Counter Log - Stores all counter updates, enabling you to view them at will. -

4.3.2.1

Update

Counters must be kept updated if AMOS M&P is to provide worthwhile estimates for new work orders. To update a counter manually, see the section Updating Counters. Note Counters can only be updated by authorized personnel at the installation or site at which the component using the counter is installed. 20

4.3.2.2

Overview

The Counter Overview window gives you an overview of all the components that are linked to counters, which counters they are linked to, the counters current values etc. To open the Counter Overview window: 1. Go to the Maintenance > Counters > Overview menu command. 2. The Counters Overview filter opens as shown in Figure 15.

Figure 15 The Counters Overview Filter 3. Add search criteria as appropriate and click the OK button. The Counter Overview window opens as shown in Figure 16. In this example, no search criteria were added to the filter before clicking OK.

Figure 16 Example of the Counter Overview window Note This window only displays information on the current values for the selected counters. None of the fields may be updated here. To update the counters, go to the Maintenance > Counters > Update menu command. Counters can only be updated by authorized personnel at the installation or site at which the component using the counter is installed. 21

4.3.2.3

Counter Log

The Counter Log is used to store and view all counter updates. To open the Counter Log: 1. 2. Go to the Maintenance > Counters > Counter Log menu command. The Counter Log filter opens as shown in Figure 17. Add search criteria as necessary, and click the OK button.

Figure 17 The Counter Log filter The Counter Log window opens as shown in the example in Figure 18. In this case no search criteria were added to the filter before clicking OK, so all the counter updates are listed.

Figure 18 Example of the Counter Log window Note This window only displays information on the updates for the selected counters; none of the fields may be updated here. To update the counters, go to the Maintenance > Counters > Update menu command. Counters can only be updated by authorized personnel at the installation or site at which the component using the counter is installed. 22

4.3.3

Updating Counters
Counters must be updated at regular intervals otherwise AMOS M&P will not be able to calculate the next maintenance date for parts or components that depend on the counters.

Note Note

Reported work cannot be saved if the work is dependent on a counter and the counter is not updated. Counters can only be updated by authorized personnel at the installation or site at which the component using the counter is installed. It would be sensible to update all counters at the same time, and a routine for this operation would normally be established by your organization (this routine would be included as a job in AMOS M&P). The routine would probably involve printing out a list of all the counters, going around the site checking the counters and updating the list, then coming back to AMOS M&P to update the records. This is basically the routine described here.

4.3.3.1
1.

How to Update a Counter

Go to the Maintenance > Counters > Update menu command. The Counters Update filter opens.

Figure 19 The Counters Update filter 2. Add search criteria as necessary and click the OK button. The Update Counters window opens as shown in Figure 20. Note When updating all the counters at the same time, you would not need to add search criteria to the filter. 23

Figure 20 Example of the Update Counters window 3. 4. 5. Press the CTRL+P keys on your keyboard to print out the list. Take the list around to the counter read-out locations and update the list, then return to AMOS M&P to update the readings. To update the readings, click in the Current Value field to select the field, then type in the new value. The days date will be added to the Date Read field automatically. If you wish to change the date, double-click in the Date Read field to open a calender, and select the required date. Click the Save button in the secondary toolbar to save the changes. AMOS M&P now updates the total running time for the parts and components controlled by the counters you have updated, and recalculates the date-due for all jobs. The save and update operation may therefore take some time.

6. 7.

4.3.4

Parts Dependent on Other Components Counters

Some parts may be dependent on other components running times. For example, if an engine has 10 pistons, each piston will run for the same amount of time as the others, and all will run for the same amount of time as the engine in which they are fitted. It would therefore be a waste of time to have to update each piston counter separately. The piston counter fields can therefore be linked to the counter field for the engine. As an example: 1. 2. 3. Go to the Maintenance > Components menu command. The Components filter opens. Click the OK button. The Components window opens. Select a component that is likely to include other components, for example an engine, and click on the Counters tab. See Figure 21 for an example. 24

Note

Notice the Depends On field towards the right of the upper part of the tab. As the engine is the mother component for all its parts, the engines counter does not depend on anything else. Also, the Date Read field will include the date the counter was last updated.

Figure 21 Example of the Counter tab for a diesel engine

4.

Select one of the main engine pistons in the list, and select the Counters tab. Note the Depends On field; this part depends for its counter on the diesel engine. Its current value is incremented by the same amount, and the Date Read value is inherited from that of the main engine. See Figure 22.

Figure 22 Example of the Counter tab for a dependent part 25

4.3.5

When a Part is Replaced

When a part that takes its counter value from the component it is installed in is replaced, the new parts counter will have a lower value than that of the other original parts in the component. Each parts counter therefore does not take its value directly from the component into which it is installed. Instead, when the components counter is updated, the difference between the old and the new counter value for the component is added to each of the parts counters.

4.3.6

Counters on Functions
It is possible to link a counter to a function. This is accomplished by either of the following commands: Maintenance > Functions > Options > Function Counters Maintenance > Functions hierarchy > Options > Function Counters If there is a change in the counter reading (of the same type) of a component installed in the function, the function counter reading will be incremented by the difference between the previous and current values. The function counter value is displayed in the counter overview window. If required, the function counter can be altered at any time without affecting the component counters installed in the function.

4.4

Work Orders and Work Order Flow

AMOS M&P uses work orders to describe which jobs and other tasks need to be carried out. The system is set up to handle a work order flow, which typically consists of five steps: 1. A new work order is generated when the previous work order for the defined job has been completed. The default status of a new work order is set to Requested. The Planning window is used to schedule when the jobs are to be carried out, which resources are to be used, etc. Once this is done, the status changes to Planned. The status of work orders have been changed to Planned, the actual work orders are issued, and a maintenance plan may be printed. As the maintenance work is performed, it is reported on the various work orders. Work is reported until the status can be changed to Completed. The final step is to control the work reports and file them for the records. 26

2.

3. 4. 5.

There are several system parameters that may be set to automate and modify this typical work order flow. The three types are: S Periodic work orders, which are generated for jobs with a defined periodic frequency, for Condition Based Maintenance (CBM) or for counters (see below). Round work orders (see section 4.2). Work orders generated when work is requisitioned when the need arises (see section 4.4.2).

S S

For example, 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 fully in the AMOS Business Suite Reference Manual.

4.4.1

How Does AMOS M&P Know When to Schedule Jobs?

Each job has information about when it should be performed. This can be a frequency, either daily, weekly or monthly, or the job can be performed when some counter reaches a predefined level. For example, if an engine is to be checked every 1200 hours, AMOS M&P will start counting hours again as soon as you report that you have checked the engine. When 1200 hours approaches, the job check the engine will appear when you print job lists for the coming period or use the window for planning work. AMOS M&P counts time by itself, but you must update some other types of counters yourself. For example, if there are maintenance jobs that must be performed when the ship has docked a certain number of times, there will be a counter for the number times your ship has docked which you update at each new harbour. If your installation uses automatic Condition-Based Maintenance (CBM) functions, then a job may 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 might detect when the temperature in a cooled unit rises above 10 deg Celsius, or when an arm on a rotating unit has made 36000 rotations.

4.4.2

Requisition Work to Plan and Record One---off Tasks

Sometimes you will need to perform maintenance work that is not defined as a job because it happens so rarely or unpredictably; For example, you install an additional refrigeration unit, or take the ship into dry-dock. AMOS M&P helps you to plan and document this work as well. 27

For one-off tasks like this, you create a Requisition work order for the component on which work is to be done, describing the work, the parts needed, and the time to be used. Later, you report the work back to AMOS M&P by entering completion data for the work order.

4.4.3

Unplanned and Unexpected Maintenance

AMOS M&P contains two related concepts for maintenance tasks that are handled when the need arises: S Unplanned maintenance covers tasks which have not been planned as tasks in the AMOS M&P system, but which are carried out when a need occurs. When the task has been completed, relevant information about it is entered in the system. Unexpected maintenance covers tasks which have been planned in AMOS M&P, but have been actually performed before the scheduled due date when the need arises. Once information about the task has been entered in the system, AMOS M&P will take it into consideration when calculating when the task needs to be handled the next time.

4.4.4

A Maintenance Plan Printout Shows Jobs that are Due

To see what jobs to perform, use AMOS M&P to print jobs that are due. You can print lists of jobs from the Work Orders window. When you click on the Print button, you enter the following dialog box where you can select how the work plan should look:

28

Figure 23 Example of the Print Work Orders

4.4.5

The Benefits of Reporting Your Work to AMOS M&P

Once the jobs have been performed, you report the work back to AMOS M&P by entering information about who did the work, when, and what materials were used, if any. You may also use the system to report unplanned maintenance tasks that have already been performed. For routine checks that involve little or no hands- work, you may choose to use -on the Rounds function in order to group multiple jobs into a single work order. This reduces the amount of paperwork on the installation. When you report the work, AMOS M&P can begin counting over again for those jobs that need to be done at set intervals. Once the work has been reported, and the status is set to Completed, AMOS M&P automatically generates the next Work Order. Since you report time and materials used, AMOS M&P can help you keep track of stock and expenses. You can see what is used, and you can predict future needs. Since you report what work has been performed, AMOS M&P can provide the maintenance records you need to document compliance with warranty terms or safety regulations. A brief overview of the pre-defined Maintenance Reports is located in section 4.10. 29

4.4.6

Mark Unexpected Work to improve your records

The goal of any maintenance program is to keep things running smoothly by reducing the number and size of unexpected problems: breakdowns. When a job has to be performed even though it was not scheduled yet, you go ahead and do the work and report the job as unexpected. AMOS M&P will then adapt the schedule for the change. For example, if you must replace a part after 10 months rather than the expected 12, AMOS M&P will set the next replacement for 12 months from now, not 2 months from now. When the work that was performed is so unexpected that it is not described as a job in AMOS M&P, then you can still create a work order describing the work, and identify the work order as unexpected. If you are careful to mark unexpected work, then you can measure the success of your regular maintenance program by watching the amount of unexpected work decrease. Over time, you can use AMOS M&P to collect information about where your regular maintenance program might be adjusted to produce an even smoother-running installation.

4.4.7

What Must I Do to Keep Maintenance Running Smoothly?

Once AMOS M&P is up and running with components, jobs, rounds, counters and so on defined, your tasks are: S To generate work orders for newly defined jobs and requests for work, plan and then issue them to show what work needs 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 will automatically generate the next work order for the same job once the status of the previous one has been set to Completed.) To report on jobs as soon as possible after they are performed by entering information in AMOS M&P: Planned jobs in the planned maintenance programme, see section 4.4.2. Jobs performed out of turn, unexpected jobs, see section 4.4.1.

In addition, you may print or view records of work that has been performed whenever you need to.

30

4.5

Planning Jobs
When you want to create a list of jobs to be done, this normally requires three steps: S When new jobs are defined, it is necessary to generate work orders. Once the work has been performed and reported on a work order, and the status is set to Completed, AMOS M&P automatically generates the next work order based on how the job has been defined (based on frequency, counters or CBM). You must then use the Planning window to set the correct status and otherwise plan each job. This step may be skipped if the system is set up to set the status of generated work orders to Planned automatically. Finally, you must issue actual work orders based on the generated work orders and those that have been requested manually.

4.5.1

Generating the First Work Order for a Newly Defined Job

This is how you generate a work order for a new job that has been defined: 1. 2. 3. 4. Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Maintenance > Generate Work Orders.

The following dialog box opens:

Figure 24 The Work Order Generation dialog box 31

5. 6. 7.

Check the relevant boxes in the Generate Work Orders For area. Check the Print List of Generated Work Orders box if you want to do so, and click OK to generate the work orders. Click OK when you are asked to confirm that you really want to generate work orders.

4.5.2

Work Orders Based on Counters and CBM Status

Work orders based on jobs that are defined with a periodic frequency are handled automatically by AMOS M&P once you have kick started the system by generating the first work order: Once the status of this work order has been set to Completed, the system generates the next work order. Other jobs may be defined based on counters and/or CBM, which stands for Condition Based Maintenance: S AMOS M&P can estimate the next time a counter based job falls due and a new work order of this kind is generated by the system. If such counters are updated manually, it is important to make sure the counters are updated regularly in order to aid AMOS M&P in making good predictions. Read about updating counters in section 4.5.5. AMOS M&P does not know when a CBM signal will appear. Therefore, no work orders for such jobs are generated automatically until a CBM event occurs.

4.5.3

Creating a Work Order for a planned job yourself

On some occasions it is necessary to create a new work order in between regular due dates of the defined frequency. For example, a job may be defined to be carried out twice a year, and major maintenance is being planned between the previous and the next due date. AMOS M&P makes it possible to schedule an additional work order for that job in between the regularly planned work orders. To do so, select the menu command Options > Create Work Order while the job in question is selected in the Jobs window.

4.5.4

One---time tasks: Requesting work

A Requisition work order may be used for work that you consider to be part of your maintenance program. You may mark them Unexpected work if you want them to be included in the statistics of breakdown maintenance work as opposed to planned maintenance. 32

4.5.4.1
1. 2. 3. 4. 5.

How to Register Requisition Work

Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Maintenance > Requisition Work or click the corresponding button in the toolbar to see the Requisition Work form. Fill in the form to specify the work to be carried out. Use the look- button -up to select the component that the requisition work applies to. You can also enter a job description if there is an existing one for the work to be carried out. Enter the Title of the work order in the WO No. field to describe the work to be carried out.

6.

Figure 25 Example of the Requisition Work window The default priority of such a Request for Work is usually 4, but this can be altered within the system parameters. 33

7. 8. 9.

If the work is unexpected, check the Unexpected Work box. If you want to add any images to further illustrate the requisition, use the Images tab. To list the newly created work order, use the checkbox at the bottom of the window.

10. Save and close the Requisition Work window. Note Be sure to 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.

4.5.5

Counters
For counters that need to be updated manually, give the menu command Maintenance > Counters and select Update. Remember to perform this operation at specified intervals in order to give AMOS M&P good data on which to base estimates for new work orders. Note that components with either status Scrapped or Transferred will not be shown in this interface.

4.5.6

Planning Maintenance
Unless certain work order flow system parameters at the installation have been set differently, generated work orders will have the status Requested (rather than Planned). In order to activate such work orders, and also work orders that have been requested manually in the window Requisition Work, you need to enter the Work Planning window to plan the work orders. This window is also used to re-schedule and otherwise follow up on work orders.

34

4.5.7

The Work Planning Window

This is how you use the Work Planning window: 1. 2. 3. 4. Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Maintenance > Work Planning or click the corresponding button in the toolbar. You enter the Filter window, which contains the two tabs Basic and Advanced.

Figure 26 The Work Planning filter window

35

5.

Enter the values in the two tabs of the Filter window to produce the list that you are interested in. The Basic tab card contains the parameters you normally use to filter out the work orders that you would like to work with. For example, you can specify CBM Criteria to be Acknowledged and/or Unacknowledged, you can filter Only Job Classes or Only Disciplines, and select from the Planning area to pick out work orders according to when they are due. The Advanced tab contains more filter options. Note that AMOS M&P will use all the selections on the two-tab card when filtering work orders.

6.

Click OK to enter the Work Planning window.

Figure 27 Example of the Work Planning window You find these areas in the Work Planning window: S S S The second toolbar contains icons representing the various possible statuses a work order may have. Each status is represented by a specific colour. On the left hand side is a list of the work orders matching the criteria you specified in the filter window. To the right of the work order list you find a graphic representation of a timeline. Each work order is represented by a colour coded horizontal bar on this timeline. 36

The lower part of the window shows the details of the work order selected in the timeline. Note that a single line may represent several jobs (for example, if the work order represents a round). S At the bottom you find the Selected List tab card. This means you can select multiple work orders in the window and work on them simultaneously to save time. Read more about this below. At the bottom you also find the Disciplines tab card. To specify additional disciplines for the selected work order, give the menu command Options > Required Disciplines. To add a new line, click the New button, select the discipline from the first drop-down list and specify the number of hours. You can also specify the estimated cost in the same dialog box. Close the box and click the Save button to save the data.

Figure 28 Example of the Disciplines tab S When you first enter the work-planning window, the Gantt chart scrolls to Today. When you click on a work order title, the Gantt chart automatically scrolls to the associated work order, and selects it. You can select multiple work orders by holding the CTRL key down while clicking the work order titles. If you click a column header in the Gantt chart, it is sorted by that column. 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 be displayed.

S S S

37

Figure 29 Example of the Work Planning window

4.5.8

Working in the Work Planning Window

You can use the Work Planning window to change and update the status of the currently registered work orders. When you click one of the horizontal bars in the timeline, the details for that work order are displayed in the lower part of the window. You can update the work orders using one of the following methods: S To change the status, make sure that the correct work order is selected, and click the appropriate button in the secondary toolbar. For example, to change the status of a work order from Requested to Planned, click the Planned button. You see that the colour of the work order changes to the colour indicating Planned work orders. Note that once you click a work order to select it, the colour changes to the default Windows colour for a selected item. The same colour is used, for example, in the title bar of the currently active window. Once you select a different work order, the colour is reset to one that reflects the current status of the work order. To change the planned duration of a task, change the value in the field Est. Duration (Hrs). The timeline represents whole days, and the estimated number of hours is rounded up to the next full day. A one-hour job is represented on the timeline as a one-day job, while a job estimated at 36 hours is represented as a two-day job. You can also make other changes and updates to a work order by filling in, and changing, the various fields in the Detail area at the bottom of the window. Make sure you save your changes by clicking the Save button. If you click a work order and hold the mouse button down, a note appears on the screen showing the planned duration of the selected work order.

38

You can drag a work order sideways in the timeline to change the planned start of the job. As you drag, the information in the yellow note changes to reflect the current position of the work order. When you drop the bar representing the work order, the details in the lower part of the window are updated to reflect the new planned start and finish dates. You can change the status of several work orders at the same time. To select multiple work orders, hold the CTRL button down as you click each work order. When you have selected more than one work order, the Selected List tab at the bottom of the screen is automatically activated, and the selected work orders are listed on it. You can now click on one of the Status buttons in the secondary toolbar to set a specific status, or check the field Unexpected work on the Selected List tab card before you save the changes.

Figure 30 Selecting multiple work orders

When you have selected multiple work orders, the Set value button selected list also becomes active. When you click it, you enter the following dialog box:

for the

Figure 31 The Change Values dialog

39

Use the dialog box to indicate changes that are common to the selected work orders. In the example above, you notice that neither Yes nor No are selected for Unexpected Work. This is because some of the selected work orders have each value. For example, if you click Yes in the dialog box, that value is set for all of the selected work orders. The defined Window is represented graphically on the timeline. For example, if a Planned work order has a window of 4 days and a duration of 1 day, the horizontal bar in the timeline will show the window just to the left of the work order in a slightly less intense version of the same status colour as the work order.

4.5.9

Calendar Settings
To access the window for setting up the calendar, make sure the Work Planning window is open and give the menu command Options > Settings. You enter this dialog box where you can specify what the timeline should look like.

Figure 32 The Settings dialog Note If you check the Autoscale box, the number of pixels per day is set to 0, and AMOS M&P automatically scales the timeline to display the defined work orders. In the dialog box, there is an option called Today. If you check this, a thin, green vertical line will indicate the current date, making it easier to identify due and overdue jobs.

40

4.5.10 The Various Work Order Statuses

A work order changes status at different points in the process. AMOS M&P registers a work order 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 Requested What has happened Work orders generated for periodic jobs are normally given this status (unless a system parameter has been set to give such jobs the status Planned), and this is also the status of work orders that have been requested manually in the Requisition Work window. Work orders with a status of Requested, Pending, or Postponed may be set to Planned if the work may start when the Due Date has been approved. If certain system parameters have been set, periodic jobs will automatically be set to Planned. Work orders with the status Planned may be issued and printed out. If for any reason a job needs to be postponed, the status may be changed to this from jobs with the current status of Requested, Pending or Planned. Jobs depending on a specified condition, such as Shutdown required, may be set to Pending. Jobs with the current status Requested, Postponed, or Planned may be changed to Pending. This status may be set if it is necessary to cancel a work order. If a work order report specifies that the work has been carried out, the status should be changed to Completed. Unless system parameters specify that Completed work orders be filed automatically, they must have their status changed to Controlled first. The work order has been closed and stored; it may be viewed, but no further changes can be made. Only Completed jobs may automatically get the status Filed.

Planned

Issued Postponed

Pending

Cancelled Completed Controlled

Filed

41

4.5.11 Issuing Work Orders

Once work orders for jobs have been planned, you need to issue them in order to activate and print them out: 1. 2. 3. 4. 5. 6. Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, go to the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Go to the menu command Maintenance > Work Orders or click the corresponding button in the toolbar. Fill in the filter window and click OK. For each Planned work order you wish to issue, check the box on the left side to include it.

Figure 33 Selecting work orders to issue 7. 8. Go to the menu command Options > Issue, or click the corresponding toolbar button. In the Issue Work Orders dialog box, select the Output Format you wish to use:

Figure 34 Setting output parameters 42

9.

Click Print Preview to view the list on your screen first and make certain that it is the list you want.

10. If the list looks right, click the Print button in the tool bar or give the menu command File > Print to print the list. 11. If not, close the Print Preview window by clicking in its upper right corner, and go back to step 3.

4.6

How to Use the Work Orders Window

The Work Orders window gives you a list of all the work orders in the system. From this window, you can select a work order and report work on it, or you can change the current status of the work order (as you can in the Work Planning window). This is how you enter and use the Work Orders window: 1. 2. 3. 4. Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Maintenance > Work Orders. The Filter window opens. For example, you may use the filter the work orders by due date.

43

Figure 35 The Work Orders filter 5. Enter the values in the Filter window to produce the list that you are interested in, and click OK to enter the Work Orders window.

Figure 36 The Work Orders window 44

In the Work Orders window, at the bottom of the screen you find a list of work orders matching the filter criteria you specified. If you select one of them, the details of that work order are displayed in the various other fields in the window. Here are some of the things you can do in the Work Orders window: You can tag the work orders you want to work with. To do so, check the box all the way to the left of the work order you wish to tag. If you tag a group of work orders, you can use a menu command to handle all the tagged work orders. The Edit menu also contains the options Select All and Deselect All. You can change the status of a selected work order by opening the Status drop-down list and select the proper status from it. You can use the different tabs to enter Details about the work order or enter windows to specify Required Parts and Required Disciplines. The Details tab gives you access to a small window where you can enter a description. You can click the Report Work button in the secondary toolbar to enter the window to report work performed on the work order that has been issued. You can read more about this in the next section.

The information for a work order also contains a check box Locked. For new work orders generated automatically by AMOS M&P, this box will always be unchecked. This means that the system may adjust the estimated due date based on counters, for example. Work orders you generate manually are locked when defined, but you may uncheck the box if the due date needs to be moved for some reason.

4.7

What Did We Do? Reporting Work

Once the jobs have been performed, you report progress back to AMOS M&P. Otherwise, AMOS M&P will keep reminding you to do the work. AMOS M&P uses your report to update your maintenance schedule, and the stock and budget information. AMOS M&P also documents your compliance with warranty requirements and safety regulations. Remember: S For one-time tasks that you know about in advance where there is no job defined, make and report a Requisition work order. This is described in section 4.4.2. In some cases maintenance tasks are handled on the spot and reported after they have been completed. Read more about this in the next section. When reporting jobs done out- -turn, remember to mark the report -ofunexpected so AMOS M&P can help you evaluate your maintenance program fairly. 45

S S

You may approach reporting work from one of the following angles: S You may select the menu command Maintenance > Report Work without any open windows. In this case, AMOS M&P presents you with a dialog box:

Figure 37 The Report Work window - selecting the item S A system parameter determines which default option is checked: Function, Component or Work Order. Use the Search button to select the Function, Component or Work Order and click Next to enter the Report Work screen described in the next section.

For example, if Component is selected when you click the Search button, you first select the relevant component. When you click Next, you get a list containing the item Unplanned Maintenance, plus the issued work orders for the jobs connected to the selected component:

46

Figure 38 The Report Work window S S When you have selected the work order you want, click Next to enter the Report Work window. You may select Options > Report Work while in the Components screen. You will enter the same dialog box shown above. Similarly, the command is available from the Function hierarchy. Finally, you can report work from the Work Orders screen. This approach is the topic of the next section.

4.7.1

Reporting on Work Orders

1. 2. 3. 4. 5. 6. Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Maintenance > Report Work or click the corresponding button in the toolbar. Select how you want to identify the work order: by Function, Component or Work Order number. Use the search button if you do not know the number of the component that you want to report work for. 47

Remember that it is possible to enter partial information before you click the search button. For example, if you have selected to report work by Component, you may enter SH and then click the search button to list all components beginning with the those letters. 7. 8. Click Next when you have made the selection. Fill out the Report Work Window. There are four tab cards in the window that you may fill in to register such things as stock and resources used. 9. Click the Save icon or select Edit > Save Changes when you are finished. Your work report will not be stored until you do so.

Figure 39 Reporting work - entering the details S S Enter the basic completion data in the area General information. If you need to report in relation to a budget, be certain to select the appropriate budget code. You will normally wish to mark the job as unexpected if it did not appear on the printed maintenance plans, that is, if it is a regularly scheduled job that had to be performed out of turn. You may select one Type, Class and Cause. Click the small down arrow to open the list and click on your choice. When you have completed information on the other tab cards such as History, Stock Used and Resources Used, remember to save the Work Order Report. 48

S S

S Note

You may be offered the option to report several jobs at the same time if the related jobs feature is being used.

The Reporting Options frame contains the three check boxes History, Stock Used and Resources Used. There are corresponding parameters that are used to set which of these boxes are checked by default. If an option box is checked, it is necessary to fill in data on the corresponding tab card. If the tab card is to be left empty, it is necessary to un-check the corresponding box in order to be allowed to exit the window. It is also possible to make the reporting of history mandatory. In this case, it will not be possible to uncheck the history check box. History details will need to be entered before you can complete the work report.

4.7.1.1

Reporting Work for Related Jobs

AMOS M&P allows for the creation of related jobs that should be reported in the same way as any other work order. An example of when you might see related jobs is when you remove a cylinder cover for any reason and then tighten the bolts again when you replace it. It would not make much sense to have a job which required the removal and replacement of the cover on a certain day and then to perform the tightening job once more on the following day. If you are reporting work and see the following window, it is probably best to tag all of the jobs and report them together:

Figure 40 The Report Dependent Jobs window When you click on OK, a report work window will open for each tagged job. Note It is possible to report the main work order without tagging any of the related jobs, but they will need to be reported at some point in time. 49

4.7.1.2

Work Orders with Permits to Work

Some work orders may have one or more Permits to Work attached to them. One use for these can be to ensure that certain safety information is issued to the person carrying out the work. When using permits to work you should bear in mind the following: S S All Permits to Work need to be acknowledged before the work can be reported. All Permits to Work need to be issued to a user, and that user will be the only one who can acknowledge them.

Just how much of the above can be completed by you depends on your access rights within the system. Work orders with permits to work attached should be carried out in the same way as any other work order except for the following additional steps which should be completed before you start performing the work. 1. Check the Permits to Work tab for the work order in question. If there are one or more permits to work listed, ensure that they have been issued to you. If not, issue them to yourself using the command Options > Change Permit to Work Status or contact someone who can do it for you if you do not have access to the command. Double-click each permit in the list to open the details screen for the permit. You can print the permit using the button on the bottom part of the window or just close it. When the window closes you will be presented with a dialog box asking if you want to acknowledge the permit, click OK to do so. Carry out the work contained in the work order. Report the work as usual.

2.

3. 4.

4.7.2

Copying Work Orders

Instead of filling out a new Work Order when a similar one has already been generated, AMOS M&P allows you to copy an existing Work Order. To copy an existing Work Order: 1. 2. 3. 4. Open the Work Orders window. You can select one Work Order, simply by highlighting the item in the list, or multiple Work Orders by tagging them: Give the command Options > Copy. You can choose whether you wish to copy the Details, Required Parts and Required Disciplines. 50

5.

Press OK. The system generates the new Work Order(s) according to the current auto-numbering system and it (they) will appear at the bottom of the Work Order data window.

4.7.3

The Resources Used Tab

If you are required to report time used to complete maintenance jobs, fill out the Resources Used tab card. This card can display Disciplines or Employees, depending on how AMOS M&P is set up. Typically, the system will be set up to register resources by discipline. AMOS M&P will update your budget information. To get to this tab card, click the protruding Resources Used tab. Select the Discipline from the drop-down list, and enter the number of hours spent and the cost.

Figure 41 Reporting work - resources used -

4.7.4

The Stock Used Tab

If parts from stock were used to complete the job you are reporting, fill out the Stock used tab card to keep your stock and budget information up- -date -toTo get to this tab card, click the protruding Stock Used tab. Use the search buttons to find the Item number and name, and enter the quantity used. If the stock item is defined as perishable you may need to select an expiry date. 51

4.7.5

The History Tab

The appearance of the history window can vary from installation to installation, and from job to job depending on which editor is in use and also if templates have been applied. Click the History tab to begin working on the History tab card.

4.7.6

Reporting Rounds
A Round consists of several jobs grouped together, as explained in section 4.2. When you report work on a defined round using simple reporting, the Jobs tab card is added, making it possible to check which defined round jobs have been completed. 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 have been completed, the reporting may continue until all the jobs have been checked off as completed.

Figure 42 Reporting work - rounds The toolbar also contains two buttons that may be used to check all the jobs as completed, or to mark all the jobs as not completed:

There are corresponding commands in the Edit menu.

4.7.7

Reporting on Planned Jobs Unexpectedly

In previous versions of AMOS M&P, it was sometimes difficult to report work on a low frequency job when actual work had been performed earlier than expected. The reason was that it was necessary to generate new work orders manually. Now, a new work order is generated automatically as soon as the status of the previous work order has been set to Completed, and it is now possible to report any work on planned jobs carried out before the scheduled due date. 52

4.7.8

Reporting Work Based on Requested Work

Why report work based on a Requisition work order? Reporting work allows you to track the progress of work based on work orders. S S S S When you report parts used, your stock records and cost records are updated. When you report disciplines/time used, your cost records are updated. If a history template is defined for your installation, reporting the work enables you to record the data needed for your maintenance log. Because the work order is linked to a component, reporting work based on the work order ensures that your maintenance log is complete and correct.

You report on a Requisition work order the same way you report on job-based work orders created in AMOS M&P.

4.7.9

Controlling Work Orders

Unless a system parameter has been set so that completed work orders are filed automatically, you must use the Work Order window to control the work orders and file them. From the Work Orders window, tag the work orders you wish to mark as Controlled and give the menu command Options > Control or click the corresponding toolbar button.

4.8

Tracking Work Orders

To track work orders, you can use the work order filter to list work orders having a certain status in the Work Order window, and print the window if you need the list on paper. To get to Work Order Filter, give the menu command Maintenance > Work Orders, and select the Advanced tab card:

53

Figure 43 The filter Advanced tab

Handy Shortcuts: Have I got any work orders I need to plan?

What have I got to look forward to, work order-wise?

What are we currently working on?

54

4.9
4.9.1

Viewing or Printing the Maintenance Log

The Whole Log
1. 2. 3. 4. 5. Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Maintenance > Log. In the Maintenance Log Filter window, click OK. The filter allows you to retrieve all the existing log entries by clicking OK. If you only want to see part of the log, you may prefer to fill out some details in the filter before you click OK. If you do this, AMOS M&P will list entries matching the details you typed. You see the Maintenance Log window.

Figure 44 Example of 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. To see additional details for the highlighted entry, use any of the following menu commands: 55

Options > History Options > Stock Used Options > Resources Used Options > Counter Readings There are corresponding buttons in the secondary toolbar. Note If nothing happens when you give the command, there was no data for AMOS M&P to display.

4.9.2

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.

4.10

Overview of Maintenance Reports

The current Chapter describes how you can use AMOS to plan and report maintenance on a site. If this is performed regularly and accurately, you may benefit from the many pre-defined maintenance reports that are supplied with the system. To select a report, give the command Tools > Reports. When you click one of the report categories in the list on the left, you see which reports the selected category contains in the list on the right. The category Maintenance Reports contains these reports:

Figure 45 The Reports list When you double-click the desired report, you enter a dialog box where you can specify what you want to report. For example, if you want to run the Trend Mean Down Time report, you use the dialog box to select if you want to order the report by Function or by Component, and then you specify the range to report from. 56

Chapter 5
5.1

Stock Management

Introduction
This chapter covers the AMOS M&P functions you can use to keep track of what is on hand; in other words, how to manage stock. S S S S S S Section 5.2 describes the principles of stock management. Section 5.3 shows how you use the Stock Wanted function. Section 5.4 explains how to register movement of stock in and out. Section 5.5 deals with how you can use AMOS M&P to guide you in the process of taking inventory. Section 5.6 covers stock transactions. Section 5.7 describes the function to transfer stock items between sites.

5.2

Using AMOS M&P for Stock Management

AMOS M&P was created to keep stock management as simple and effective as possible. AMOS M&P takes advantage of information that must be recorded in maintenance and purchasing records to simplify stock management: S S S AMOS M&P adds items to stock when they are purchased and received. AMOS M&P removes items from stock when work reports in maintenance shows that parts have been used. It is possible to define multiple locations for stock items.

The Stock menu contains the following commands:

Figure 46 The Stock menu 57

5.2.1

Stock Types
In section 4.1.2 is a description of the Component type function in AMOS M&P. The same principles are used in the Stock Types function. This is particularly useful in larger organisations. Information such as Maker and Type is registered only once at the main location. Once a new stock item of a defined type is registered at a given site, it inherits information from the Stock Type register. The Stock Types window contains several tab cards for related information such as Vendors and connected Images. Figure 47 shows an example.

Figure 47 Example of the Stock Types window

5.2.2

Where do I Find Stock Management Functions?

AMOS M&P has several main windows dealing with Stock Management: S To figure out what you need more of, use the menu command Stock > Wanted. S Use the menu command Stock > In/Out of Stock if you need to report stock transactions. S When you take inventory of your stock, use the Stock > Control menu command to update the quantities in AMOS M&P, if necessary. S To see where items are coming from and where they are going, use the Stock > Transactions menu command. S To handle the transfer of stock items between sites, use the menu command Stock > Transfer Documents. 58

Receiving stock You may also consider receiving goods to be a stock management function. If you need to record stock as received, use the Purchase menu: S S Use the menu command Purchase > Forms to find the correct Purchase Order. From the Purchase Order, give the command Options > Receive.

5.2.3

Defining a Stock Item

Stock items are defined get their names and id numbers in the Stock Items register. To get to this register, go to the menu command Stock > Stock Items. The window contains several tab cards for connected information. The Stock Items register is also the source of: S S S S S Unit definition: do we count pieces, cases, or boxes? Desired stock levels and quantities: minimum, maximum, reorder level, etc. Preferred vendor details, including prices and units supplied. Stock item location. Is the item perishable and does it require an expiry date.

Figure 48 Example of the Stock Items window 59

5.2.4

Stock Depreciation
Some stock items will depreciate in usefulness (and therefore value) with time, as they get older and reach the end of their shelf life. AMOS M&P gives you the opportunity to configure stock items such that the financial side of the program reflects this ageing of your inventory.

Note

This option must only be activated whilst all stock levels are still set to 0 and before any stock transactions have been carried out. Before using stock depreciation you must first activate the feature and set the levels of depreciation: 1. Open Tools > Configuration > Parameters.

Figure 49 The Stock Item Depreciation Parameter Click on the search button to the right of the Value field in Global and select the True radio button. 3. Click OK. Now you need to set the depreciation levels. 4. Open Tools > Configuration > Depreciation Levels. S You must define names and percentage values for each of the depreciation levels. The Useful state determines whether stock at that level is taken into consideration when calculating stock levels. This reflects the fact that certain items may be retained (perhaps for emergencies or cannibalisation), even though they have outlived their shelf life. Once the option is activated, the Stock Item screen contains a new element for Depreciation on the Overview tab: 2. 60

Figure 50 Stock depreciation levels Additionally, the Stock Transaction screen shows a new Depreciation drop down window, where you can select stock according to depreciation level.

5.2.5

How to Select a New Stock Item Location

You can register the location of stock items. To specify a location for the stock item selected in the lower part of the window: 1. Click the Add button in the Locations area of the window A look-up window opens listing all available locations not in use for the selected component. 2. Select the required location from the list. If the stock item is stored in several locations, one location is always the default. Mark this with a flag by highlighting it and then clicking on the Default button.

5.3

Stock Wanted
The Stock Wanted window offers you a complete overview of your current stock, and the information you will need while setting up your shopping list. AMOS M&P uses the quantities that you type in the Wanted column in the Stock Wanted window in Purchasing. When someone at your installation creates an automatic requisition, AMOS M&P will add in the items and quantities from the Stock Wanted window. The person making the requisition can change the items or quantities if necessary.

5.3.1

How to Set Up a Shopping List Using Stock Wanted

1. 2. Start AMOS. Check the Installation and Department. These are displayed on the title bar at the top of the AMOS window. If they are incorrect, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. 3. Give the menu command Stock > Wanted. 61

AMOS displays the Filter window. 4. Click OK to list all stock, or enter details in some fields first if you want to restrict the list to only those items that are of interest to you. AMOS M&P displays the Stock Wanted window, see Figure 51. 5. Review the information in the window, and decide which items and quantities you want. Is the reorder level incorrect? To see or change the complete definition of a stock item in the stock item register, select the item and give the menu command Options > View Stock Item. When are you likely to receive quantities that have already been ordered? The field Outstanding shows the quantity requisitioned but not yet received. To see where these items are in the purchasing pipeline, select the item and give the menu command Options > Show Outstanding Forms. You see the form numbers use them to locate the details through the Purchase menu. (See Chapter 6). 6. 7. 8. For each desired item, click in the column marked Wanted and type the desired quantity. You can do this automatically with the menu command Options > Calculate Wanted Quantities. Click Save in the secondary toolbar, or give the menu command Edit > Save Changes.

Figure 51 Example of the Stock Wanted window 62

The In stock column shows how many you have. If numbers are red, the quantity in stock is less than the reorder level defined in the Stock Items Register. The Outstanding field shows how many of this item are already somewhere in the purchasing pipeline. You can use the command Options > Show Outstanding forms to find the form numbers for these items. If several lines in the Stock Wanted window are tagged (see Figure 51 above), you can select the Generate Forms command from the Options menu. You will be presented with a dialog box in which you can specify the type of forms that are to be generated. The forms are then generated automatically. Only tagged items with a defined wanted quantity are processed.

Figure 52 The Form Creation dialog If no entries are tagged, you will first be presented with a dialog box to specify the range for which you want to create forms. The For Component column enables you to specify for which component the item is wanted. If the item is for one component only, the number will appear once the quantity is changed. The upper half of the window displays some details for the selected item. If you wish to ask for either the reorder quantity, or have AMOS M&P calculate the quantity needed to fill stock to either minimum or maximum level, go to the Options > Calculate Wanted Quantities menu item.

63

Figure 53 The Calculate Wanted Quantities dialog Note the Display Wanted Quantities >0 Only check box. Check the box to exclude any items where the Wanted Quantity is 0. You can further filter the items handled in the process, by using the Preferred Vendor and Stock Class fields.

5.4

How to Register Stock In or Out

Most stock transactions are related to either a maintenance action or a purchase form, and AMOS M&P captures these transactions and displays them for you with the Stock Transactions window. However, in some circumstances you may need to register Stock in or out of stores manually. 1. 2. 3. Start AMOS. Check the Installation and Department. These are displayed on the title bar at the top of the AMOS window. If they are incorrect, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Stock > In/Out of Stock. Enter the stock item number in the left hand side of the stock item column. If you do not know the number you can click on the look- button next to the -up stock item number area to select from a list. AMOS M&P displays the In/Out of Stock window for the item you typed in or selected. The date will be set as todays date but can be altered if required. 6. Select the transaction type from the drop down list. 64

4. 5.

7. 8. 9.

Select the Location for which you want to register stock movement. If there is only one specified location for the stock item this will be selected by default. Enter the quantity and complete any other fields that you want to record. If the Transaction Codes register is used at the installation, you may click the Transaction Codes button and select a code. For example, the transaction codes may be used to designate a responsible person or a project number.

Figure 54 The In/Out of Stock form 10. To add another transaction to the list, click the New Entry button and fill in the various fields in the window as described above. 11. Click OK to close the window. Stock items are removed from stock for different reasons. The Transaction Type drop-down list contains the various reasons. The following transaction types may be used: S S S S S S S 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) 65

S S S S

Transferred out (the quantity is decreased) Delivered back (the quantity is increased) Lent out (the quantity is decreased) Trashed (the quantity is decreased)

The fields at the bottom of the window show the relevant numbers for the selected stock item: How many items are currently in stock, what is the total number of items in stock, and how many are on order. If the stock item is marked as perishable, you will have to enter an expiry date if you are increasing stock. If you are decreasing stock you will have to select the correct expiry date.

5.5

Taking Inventory: Stock Control

Stock items do occasionally get removed from stock without being recorded, so at regular intervals once a year, once a quarter, or once a month you will need to take inventory to ensure that the actual stock in store matches your stock records. AMOS M&P provides a simple way to update stock records so that minor differences do not add up over time, leading to invalid stock records. 1. 2. 3. First print an inventory list from AMOS M&P so you know what should be in stock. Then go to the store and perform a physical count of what is actually on the shelves in the storage area, noting the actual numbers on your list. Then return to AMOS M&P and enter the actual numbers in the Stock Control window. Or, if you prefer, define new Stock Transactions for any missing items or extra items so you have a more complete record of the actions.

5.5.1

How to Print a Stock List

1. 2. 3. Start AMOS. Check the Installation and Department. These are displayed on the title bar at the top of the AMOS window. If they are incorrect, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Stock > Control. AMOS displays the Filter window: 66

4. 5.

Figure 55 The Location filter 6. Click OK to list all stock. Or select a storage location. Or type the beginning of a stock item number first, to restrict the list to those items you are interested in. AMOS M&P displays the Stock Control window.

Figure 56 Example of the Stock Control window 7. 8. 9. Note Give the menu command File > Print if you want to print the list shown in the window. To update stock quantities, click in the appropriate field in the column headed Actual and type the correct amount. Click Save on the secondary toolbar or give the menu command Edit > Save Changes.

If the stock item is marked as perishable, you will have to enter an expiry date if you are increasing stock. If you are decreasing stock you will have to select the correct expiry date. 67

5.6

How to Trace Stock In/Out: Stock Transactions

Because AMOS M&P can automatically update your stock records, based on work reported in maintenance, and on goods marked received in Purchase, there will not normally be much work to do in Stock Transactions. You can view automatically recorded transactions and correct them or add additional information if necessary. Using the Stock Transactions window, you can see what is recorded as moving in and out of stock through the Maintenance and Purchasing functions.

5.6.1

Using Stock Transactions

1. 2. 3. Start AMOS. Check the Installation and Department. These are displayed on the title bar at the top of the AMOS window. If they are incorrect, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Stock > Transactions. AMOS displays the Filter window. Click OK to list all transactions, or enter details in some fields first if you want to restrict the list to only those items that are of interest to you. AMOS M&P displays the Stock Transactions window as shown in Figure 57. 7. Select a transaction to see the complete details in the upper half of the window. Remember you can sort or re-sort the transaction list by clicking on the column title. To see the transactions sorted by type instead of date, click the Type column header. 8. 9. To correct a transaction or add details, select the transaction and make your changes in the upper half of the window. If you have made any changes, remember to click Save on the secondary toolbar or give the menu command Edit > Save Changes.

4. 5. 6.

68

Figure 57 Example of the Stock Transactions window S S S S S S If the transaction is of type used, either job or work order should be filled out, but not both. Since transactions of type purchased represent stock items coming into stock, these fields will be blank. Transaction details are filled in automatically for a transaction that comes from purchasing or maintenance. Order details are filled in automatically for a transaction that comes from purchasing. The lower half of the window lists the transactions that you selected in the filter window. If the stock item is marked as perishable, you will have to enter an expiry date if you are increasing stock. If you are decreasing stock you will have to select the correct expiry date.

5.7

Transfer Documents
There may come a time when there is a surplus of certain stock items at one location that are needed at a different location. AMOS M&P enables you to create transfer documents for such items, and ensures that the stock levels are updated at both the donating and the receiving location. 69

1.

Go to the Stock > Transfer Documents menu item. The filter shown below opens:

Figure 58 The Stock Transfer filter 2. Check the various document statuses that you want to be included and click OK. The Transfer Documents dialog box opens.

Figure 59 The Transfer Documents dialog 3. 4. The Number and Title fields are free text fields. Use them to describe the transfer to be performed. The Recipient Inst. field is grey and is not available for editing. The text in this field is the name of the installation that created the document. 70

5.

Click the down-arrow beside the Donating Inst. field to open a drop-down list of the registered installations, and select the installation that is providing the stock items for the transfer.

Note

If you double-click on a line of a transfer document, you enter the Transfer Line Items window. In this window, you can select exactly which types of items are covered by this transfer document. You can close this window to return to the Transfer Documents window.

Figure 60 Example of the Transfer Line Items form When you have entered information in the Transfer Documents (and the Transfer Line Items window), you can use the commands in the Options menu to handle the selected transfer document: For example, if you select the Submit command, the following dialog box opens:

Figure 61 Example of the Submit dialog box As the transfer document is processed, the status is shown in the History area of the Transfer Documents window. See the upper right side of the window shown in Figure 59. 71

Chapter 6
6.1

Purchasing

Introduction
This chapter covers purchasing issues in AMOS M&P. S S S S S S S S S Section 6.2 explains the principles behind AMOS M&P purchasing functions. Section 6.3 explains the process of requisitioning stock items. Section 6.4 describes the process of making a query to potential vendors. Section 6.5 explains how the program can help you in identifying the best offer among several quotations received. Section 6.6 demonstrates how to generate a purchase order based on the preferred quotations. Section 6.7 describes in more detail how you work with purchase orders. Section 6.8 explains the Voucher function, which optionally may be used to update the budget. Section 6.9 covers the planning of delivery of received goods to the installations, and section 6.10 handles how such deliveries are registered. Finally, section 6.11 explains how you can use AMOS M&P to answer typical purchasing questions.

6.2

Purchasing with AMOS M&P

As you have seen in Chapter 5, AMOS M&P makes it easy to see when it is time to reorder. Then you can use Purchasing in AMOS M&P to create forms to requisition or to order the parts or consumables that you need, and to track each order until the goods arrive at your installation and are placed in your stock. Especially if the purchasing function is divided between a requisitioner at the installation and a purchaser at some central location, AMOS M&P will help you to communicate clearly by letting both of you see the same form numbers and the status of each form. This requires that you regularly import and export data between your sites. Read about this in Chapter 10. 72

6.2.1

Stock Items Become Form Lines

Any item in your stock register can be ordered. Each item is one line item in a form.

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60w light bulbs 60w light bulbs

22.222.22 lightbulbs 60 w box 12 2 @5.37 10.74

Figure 62 Stock item example A purchasing form can contain as many line items as you find convenient. Usually you will want to group items you expect to purchase from the same vendor in one form, but this is your choice. On your command, AMOS M&P will automatically create requisition forms for stock items that have wanted quantities on the Stock Wanted window. (See Stock Wanted in Chapter 5.) For each item, AMOS M&P selects your preferred vendor and calculates how many of the supplied units are needed to meet your stock requirements. When you automatically requisition many items at the same time, AMOS M&P groups the items by preferred vendor, creating one requisition for each vendor and one catch-all requisition for items where there is no vendor registered.

6.2.2

Forms Have Two Parts: Headers and Lines

In AMOS M&P each form has two parts: the form headers and the line items. The information that is the same for the whole form (like the address of your installation, the form number and the like) is called the form header. You can see the list of all your forms and view their headers in the Forms window: 73

96/121

Forms whole header for selected form list of forms

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Figure 63 Forms in the Forms window The line items for a selected form can be viewed in the Line Items window. You can also see what forms individual items are located in by starting with the Stock Wanted window, selecting a stock item that you need to know about, and going to the Forms window.

Figure 64 Stock Wanted to Line Items

6.2.3

The Form Number Always Stays the Same

In AMOS M&P, the form number always stays the same. Only the form type and status change. You can always see the number in the form header. 74

6.2.4

Type In Once, Print Out Different Purchasing Forms

Besides a number that doesnt change, each form also has a form type and a status. You can change these whenever you need to. By changing the type and the status, you can re-use the information in the windows to print out whatever paper documentation you need: requisition forms, queries and purchase orders. Naturally, it is up to your organisation to decide what these values will mean. If you are the requester at an installation working with a centralised purchaser, it might look like this, though: Form Type Requisition Query Purchase Order What is happening This is a form that you created, at the installation. It is your request to the purchaser to obtain some goods. This is a form that the purchaser is checking prices and vendors for; you are waiting for quotations. This is a form where quotations have been received, and the decision to purchase has been made. The requester and/or the purchaser are tracking the delivery, transport and receipt of the ordered goods.

Any type of form, a requisition, query, or purchase order, can have any of these states: Form Status Active What is happening Either the requester or the purchaser is working on getting this form filled. Active forms can also be sorted and grouped according to the dates you record for the following milestones: Approved for purchase Ordered by purchaser Confirmed by vendor Received at installation This form still exists, but all of its original line items have been split off into other forms. The form is not cancelled, because it is useful for information purposes, even though we do not expect to receive deliveries in relation to this form. The ghost lines here will show where the line items are now located. 75

Split

Cancelled Parked

This is a form number that is no longer in use. This is a form that either the requester or the purchaser does not feel is complete. It is parked on the desk (and in the AMOS database) of one or the other, and the other person does not see this form until its status changes. AMOS M&P normally helps the requester and the purchaser to copy their data to each other regularly, so that each can track progress without continual phone calls. Parked forms are not copied, so this status helps to save on communication costs.

Filed

A filed form is one for which all goods have been received at the installation.

6.2.5

Forms Are Forever, But Line Items Split Up

As everyone who works with purchasing knows, items that were originally requested on the same form are not always purchased from the same vendor, supplied at the same time, or received together at the installation. AMOS M&P allows you to split line items away from their original form so that you can create forms that correctly show what purchasing actions you are taking. A line that has been split is visible in two places in AMOS M&P: S S In the original form, where it appears as an inactive line, showing the form number where the active line is located, and In the form where it is active, showed as received (or cancelled) for a form to be filed.

6.2.6

Orders Arrive in More Than One Delivery

AMOS M&P lets you assign the line items in a form to one or more deliveries so that you can track the actual delivery situation. In AMOS M&P, delivery refers to getting the goods from the vendor to your organisation, often to a central location.

6.2.7

Goods Are Transported From Central Locations to the Installation

With Transport Documents, AMOS M&P lets you view the deliveries you have been advised to expect, and group deliveries from different vendors into appropriate transportation lots to be conveyed to the installation. 76

6.2.8

Goods Marked as Received Become Stock Items

The final step in the purchasing process is to confirm the receipt of goods at the installation. As you confirm receipt in the purchasing forms and save your changes, AMOS M&P will update your stock records automatically. Consumables are not recorded into stock.

6.3

Requisitioning Stock Items or Consumables

A requisition is a purchasing form that is usually created at an installation and sent to a central purchasing function. The requisition tells exactly what goods are wanted, and in what quantities. Normally the purchaser will then check the requisition form and convert it into a purchase order. You can create requisitions automatically or manually. If the goods you want are registered as stock items AMOS M&P will create one or more requisitions for you automatically. S To requisition consumables, that is goods that are not registered as stock items, create your own requisition manually.

6.3.1

How to Create an Automatic Requisition for Stock Items

1. 2. 3. 4. Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms or click the button in the toolbar. The Purchasing forms filter opens. 5. Click OK to retrieve all the existing requisitions, queries and purchase orders. If you only want to see specific forms, you may prefer to fill out some details in the filter before you click OK. If so, AMOS M&P will list only those forms matching the details you typed. 77

Figure 65 Example of the forms filter 6. In the Forms window, click the New button on the secondary toolbar or give the menu command Edit > New Record. AMOS M&P asks how you would like to create the new form, and what kind of form to create. 7. Select Automatic and Requisition Form, and click OK. AMOS M&P asks you to specify the stock item number range to create requisitions for. 8. Specify the numbers and click OK. To save time, leave the number fields blank to create requisitions for all the stock items with wanted quantities shown in the Stock Wanted window. You can always remove lines or edit quantities in the requisitions. AMOS M&P checks the preferred vendor for each item. If the vendor supplied units are different from the stock item units for example you buy in cases, but you use up a bottle at a time and thus count your stock in bottles AMOS M&P calculates the quantities of the vendor-supplied units needed to fill your stock requirements. Then AMOS M&P groups the items by preferred vendor, making one requisition for each vendor. The new requisitions are shown in the list at the lower half of the Forms window. 78

6.3.2

How to Create a Requisition Manually

1. 2. 3. 4. Start AMOS. Check that top line of the AMOS window shows the correct Installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms or click the toolbar button. You see the Purchasing forms filter. It allows you to retrieve all the existing requisitions, queries and purchase orders by clicking OK. If there are lots of forms in your system and you only want to see specific ones, you may prefer to fill out some details in the filter before you click OK. If you do this, AMOS M&P will list only those forms matching the details you typed. 5. 6. 7. 8. 9. In the Forms window, click New or give the menu command Edit > New Record to create a new form header. Select Manual and Requisition Form, and click OK. Fill out the values in the form header. Click Save or give the menu command Edit > Save Changes to save the new form header. Give the menu command Options > Line items to move to that part of your form.

10. In the Line Items window, click New or give the menu command Edit > New Record to insert a line item. Insert as many line items as you require. 11. Click Save or give the menu command Edit > Save Changes to save the line items in your requisition form.

79

6.3.3

The Forms Window

Filling in the form header for a requisition, query or purchase order in the forms window:

Figure 66 Example of the Forms window S S S S S Give the form a name that will help you to identify this particular form when you see the number in the list. Click the look- buttons to select vendor and delivery address. -up Budget Date tells AMOS M&P when these costs should charged against your budget. You can change type and status at any time, to print out the forms you need or to reflect the progress of your work. Cost overview numbers are used for budgeting purposes. You must enter the numbers yourself if you want them to be used, but you may leave any or all of these fields blank.

Note

There is a parameter which can be set to make the Estimate field mandatory. If this parameter is set to true, the field must contain an amount, otherwise you will not be able to save the form. S When the form becomes a purchase order and the vendor confirms the order, place the vendors reference in the Confirmation ref. field. Later you can use the vendors reference to locate this form directly from the Filter window. 80

When you print an original purchase order, the Ordered field is filled in by AMOS M&P. Once an original has been printed, you are not allowed to print another. Thus, you should not fill in the Ordered field yourself. The lower part of the window lists the forms you selected with the filter. Click on one line to select that form. You see the header for that form at the top of the window. Click in the checkboxes at the left-hand side to tag a group of forms to change the status or type of many forms at once, or print a group of forms. Click the filter button in the secondary toolbar to select a new list.

S S S S

6.3.4

The Line Items Window

To open the line items window: 1. Go to the Options > Line Items menu command whilst in the Forms window.

Figure 67 Example of the Line Items window S S S For consumables, leave the part number field empty. use the Part Name field to enter a descriptive title. The number in the Requested field is available for you to change when the Purchasing form is of type Requisition forms. The number in the Ordered field is available for you to alter when the form is changed to a Purchase Order. 81

S S

If the purchase is part of the budget, you can check the Budgeted Purchase field. If part of the order cannot be confirmed, you may enter a number of items that have been cancelled in the Cancelled field. This keeps the line from remaining permanently unfilled, which would prevent you from filing the purchase order. Mark the Include on Forms box if you require the line item to be included on outputs such as printouts, faxes or e-Business documents. This allows for the addition of line items carrying extra costs such as transportation, insurance etc.

It is also possible to purchase services through the Line Items window. If the Content drop down list is used and Services is selected instead of Goods, the Line Items window changes to the one illustrated below:

Figure 68 Example of a Line Items window for services The Line Items window now allows the selection of a work order number and title instead of a part number and part name against the purchase order. Note In order to identify which forms contain services, the Additional Info. tab has a checkbox which will be marked if one or more line items are for services. The final column of the forms window can also be used to view the services checkbox.

6.4

How to Make a Query

For routine purchases you probably already know which vendor offers you the best combination of price, quality and delivery times. This vendor will usually be registered in AMOS as the preferred vendor for those items, along with price and vendor unit data. 82

Where you do not have a clear preference, or for items that have not been purchased before, you may wish to create a query form which you can print and send to the vendors. You can make a query form in two ways: S If the line items have already been entered, you have a requisition form or a purchase order. Simply change the form type in the form header to Query before printing your query. If there is no form already in the system, create a new form with the type Query and then add the line items.

6.4.1

Why Should You Make a Query Form?

The only difference between a query form and a requisition or purchase order is the form type. You can still record quotations etc. on any form, no matter what its type. However, the form types and form states help you to track the progress of your purchasing work.

6.4.2

How to Turn a Requisition into a Query

1. 2. 3. 4. 5. Start AMOS. Check that the window title bar shows the correct installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms or click the toolbar button. The Purchasing forms filter opens. Leave the filter blank and click OK to see all the purchasing forms for this installation. If you want a specific form, or if you only want to see forms of a certain type, fill out some details in the filter before you click OK. AMOS M&P will display only those forms matching the values you have entered. In the list at the lower half of the Forms window, select the form that you want to make into a query. Give the menu command Options > Convert, and select the desired form type from the list on the right. If you want to change more than one form, click in the checkboxes at the left-hand side to tag all the forms to be changed, and then use the menu command Options > Convert Tagged. Save your work by clicking Save in the secondary toolbar, or by giving the menu command Edit > Save Changes. 83

6. 7. 8.

9.

6.4.3

How to Create a Query Form

To create a query form when there is no requisition or purchase order to change, proceed as follows: 1. 2. 3. 4. 5. Start AMOS. Check that the window title bar shows the correct installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms or click the toolbar button. You see the Purchasing forms filter. Leave the filter blank and click OK to see all the purchasing forms for this installation. If you want a specific form, or if you only want to see forms of a certain type, fill out some details in the filter before you click OK. AMOS M&P will display only those forms matching the values you have entered. In the Forms window click New in the secondary toolbar or give the menu command Edit > New Record. The Form Creation dialog box opens. 7. In the dialog box, choose Query.

6.

Figure 69 The Form Creation dialog box 84

8.

Choose Manual for a query about consumables, or if you want to add line items yourself. Choose Automatic if you want the line items created based on the wanted values in the Stock wanted window. Proceed as when creating a requisition.

9.

6.5

Getting the Best Price: Quotations

When you have made queries to vendors about a possible order, you will normally receive quotations in return. S AMOS M&P lets you record both who you queried and the prices and delivery times that the vendors quoted. You may record on a line- -line basis if you -bywish. AMOS M&P will perform currency calculations and set up a table so that you can compare prices, and help you to flag the best offer. AMOS M&P will even show you whether there is anything to gain by splitting an order between several vendors to obtain the best price on each item, though the potential savings in price must then be compared to your increased administration and handling costs. The quotations window lists all quotations for the Purchase form. Each quotation can be viewed individually; you can also record prices for each line item in each quotation, if you wish. The Compare window lets you compare prices form all the quotations.

S S S

6.5.1

How to Record Quotations

To record that you have sent a query and expect to receive a quotation, or to record the quotation after you have received it, follow these instructions: 1. 2. 3. 4. 5. Start AMOS. Check that the window title bar shows the correct installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms or click the toolbar button. You see the Purchasing forms filter. Leave the filter blank and click OK to see all the purchasing forms for this installation. If you want a specific form, or if you only want to see forms of a certain type, fill out some details in the filter before you click OK. AMOS M&P will display only those forms matching the values you have entered. 85

6. 7.

In the Forms window select the form you are working with from the list in the lower half of the window. Give the menu command Options > Quotations. The Quotations window opens.

Figure 70 Example of the Quotations window

8.

To register a new quotation, click New or give the menu command Edit > New Record. A line is added to the list in the lower half of the window. To make changes to a quotation, select the quotation in the list at the lower half of the window, and make changes in the fields in the top half of the window. If you enter a total and the currency for the quote, AMOS M&P will automatically convert to your default currency. To record quotes line- -line, from the Quotations window give the menu -bycommand Options > Line Items. 86

Figure 71 Example of the Quotations Line Items form The Quotation Line Items window opens. 9. The lines are copied from the Purchase Form for you, so all you need to do is add price and delivery information.

10. Click Save in the second toolbar or give the menu command Edit > Save Changes to save your changes before closing the Line Items window. 11. Remember also to save any changes you may have made in the Quotations window.

6.5.2

How to Calculate the Total Price of a Quotation

To find the Quotations window, see section 6.5.1. 1. 2. Select a line in the list at the lower half of the Quotations window. Give the menu command Options > Calculate. AMOS M&P calculates the combined prices of all the line items in the quotation and converts it to your default currency. The total is for the selected quotation is shown in the upper half of the quotation window.

6.5.3

How to Compare Quotations

If you need help to find the Quotations window, see section 6.5.1. 1. In the Quotations window, give the menu command Options > Compare. 87

AMOS M&P displays a table with all of the price quotations you have registered for this query. The right-most column displays the lowest price found for that line item.

Figure 72 Comparing quotations 2. 3. To compare delivery times, give the menu command Options > Del. Time. You can switch back to prices by giving the command Options > Price again.

6.5.4

How to Get a Recommendation from AMOS M&P

If you need help to find the Quotations window, see section 6.5.1. 1. 2. In the Quotations window, give the menu command Options > Select. AMOS M&P asks which prices to base the selection on. You can check either vendor or quotation prices. Vendor prices are those registered in the stock items register in the vendor details for each item. If you check both prices, the system will use a quotation price if available, otherwise it will make use of the registered vendor price in the stock register. if you also check Update Form estimate, the price will be copied to the Estimate field on the form header. 3. Click OK. AMOS M&P places a small flag icon to the left of the selected quotation.

Figure 73 Flagging the Quotation 88

6.5.5

How to Split An Order

If you need help to find the Quotations window, see section 6.5.1. Once you have received quotes from a variety of suppliers, you may want to split an order to achieve the best prices. 1. 2. 3. In the Quotations window, give the menu command Options > Compare. AMOS M&P displays a comparison table. In the Compare quotations window select the line to be split into another query or purchase order. Give the menu command Options > Split.

Figure 74 Splitting a quote 4. Set the vendor for the form you want to split to. AMOS M&P asks you to define where to split the line to. Choose Sub-form to create a new purchase form. This new form is given the same number as the original, followed by a letter: for example 1997/1023A. Choose Existing form to select from the forms you already have Choose New form - Automatic to automatically create a new form with a new number.

5. 6.

Click OK to start creating the new form. Remember to save your changes before you close the windows. 89

6.6

How to Make a Purchase Order

A Purchase Order is a form with the type set to Purchase Order. Earlier, the same form might have had its type set as a Requisition or Query. You would normally want to make sure the form type is Purchase order once you have made a decision to purchase requisitioned goods. When you want a purchase order, you can either: S S Convert the form type of an existing Query or Requisition to Purchase order. Create a new Form with type Purchase Order.

6.6.1

How to Convert a Requisition or Query to a Purchase Order

1. 2. 3. 4. Start AMOS. Check that the window title bar shows the correct installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms or click the toolbar button. You see the Purchasing forms filter. Leave the filter blank and click OK to see all the purchasing forms for this installation. If you want a specific form, or if you only want to see forms of a certain type, fill out some details in the filter before you click OK. AMOS M&P will display only those forms matching the values you have entered. 5. 6. In the list at the lower half of the Forms window, select the form that you want to make into a Purchase Order. Give the menu command Options > Convert, select Purchase Order from the Form type list, and click OK. If you want to change more than one form, click in the white boxes to tag all the forms to be changed before you use the menu command Options > Convert Tagged. 7. Save your work by clicking Save in the second toolbar, or by giving the menu command Edit > Save Changes.

90

6.6.2

How to Create a New Purchase Order

To create a query form when there is no requisition or purchase order to change, proceed as follows: 1. 2. 3. 4. Start AMOS. Check that the window title bar shows the correct installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms or click the toolbar button. You see the Purchasing forms filter. Leave the filter blank and click OK to see all the purchasing forms for this installation. If you want a specific form, or if you only want to see forms of a certain type, fill out some details in the filter before you click OK. AMOS M&P will display only those forms matching the values you have entered. 5. 6. 7. In the Forms window click New in the second toolbar or give the menu command Edit > New Record. In the dialog box, choose Purchase Order. Choose Manual for a Purchase Order for consumables, or if you want to add line items yourself. Choose Automatic if you want the line items created based on the wanted values in the Stock wanted window. Proceed as when creating a requisition.

8.

6.7
6.7.1

Working With Purchase Orders

Approving An Order
Many organisations require that Purchase Orders be approved by someone other than the purchaser. AMOS M&P provides a function for approving Purchase orders. Later you can see who approved the Purchase order, and when approval was given. 1. 2. Give the menu command Purchase > Forms. AMOS displays the Filter window. In the Approval drop down list select Awaiting approval and click on OK AMOS M&P displays the Forms window. The forms awaiting approval are listed in the lower half of the window. 91

3. 4. 5.

Select a form to approve. Give the menu command Options > Change Approval. Click Grant Approval. AMOS M&P updates the Approved field in the form history to show the date of approval. Later, you can look at the Additional Info tab for the Forms window to see who approved the form.

6.7.2

How to Split Lines to New Orders

Why does AMOS M&P let you split lines? Here is an example: Suppose that a requisition contains items that you would prefer to purchase from three different vendors. You must create new forms for some of the items, or move the items over onto existing forms to those vendors. You also want a simple way to document and what has happened for the person who originally requisitioned the goods. AMOS M&P solves this problem by allowing you to split line items. A split line is visible in two places: S When you look at the form where the line originated, you can still see the line but you cant change it in any way. This is called a ghost line. The ghost line contains a reference to the new form number, so you will always be able to find the line item. The Line item is of course visible and active in the new form. Here, the reference to the old form is shown, in case you need to refer to the original form. In the Forms window, select the form that contains the line items you need to split. This is the original form. (It might be a requisition, query or purchase order). 2. 3. 4. 5. Give the menu command Options > Line Items. AMOS M&P displays the line items for the form you selected. Click in the white box at the beginning of each line you would like to move to a new form. Give the menu command Options > Split. Set the vendor for the form you want to split to (the new form). 92

To split lines: 1.

AMOS M&P asks you to define where to split the line to. Choose Sub-form to create a new purchase form. The new form will have the same number as the original, followed by a letter: for example 1997/1023A. Choose Existing form to select from the forms you already have. Choose New form - Automatic to automatically create a new form with a completely new number.

S S

Click OK to start creating the new form. Remember to save your changes before you close the window.

6.7.3

How to Print Purchase Orders

If you click Print in the secondary toolbar of the Forms window without having selected any purchase orders, you enter the Print Forms window. Here, you specify which range of purchase orders you want to print. In the lower part of the window is a number of check boxes to tell AMOS M&P which forms you wish to print. In the Output Format area, you have the following options:

Figure 75 The Output Format dialog If you select Printed Form (Original), the system stamps the order date on the order This means you cannot take out another original. You can select Printed Form (Copy) either before or after you print the original. The Output to Fax option is only available if the AMOS-Mail fax driver is installed on the PC. If you select this option, AMOS will automatically find the registered fax number of the recipient, and the fax is sent without any further prompting for address information. 93

If you tag one or more print orders in the Forms window before you click Print, you enter the Print Tagged Forms box. Since you have already indicated which purchase orders you wish to print, you do not need to supply AMOS M&P with any selection criteria. You have the same Output Format options, and you can specify if the output should be sorted by Form Number, by Vendor or by Budget Code. You also have the option to print a Letter of Rejection (LoR) instead of, or as well as, the tagged forms, regardless of form type.

6.7.4

When the Vendor Confirms the Order

When you receive confirmation from the vendor, you have two tasks to do in AMOS M&P: 1. Record the reference number of the vendors confirmation in the header of your Purchase Order in AMOS M&P. This way if you need to speak to the vendor about the order later, you will be able to tell him exactly which order you are referring to with a number he can find on his own system. 2. Register one or more deliveries for the Purchase order, depending on the information you received from the vendor.

If the vendor has informed you that the goods will be delivered in more than one lot, there is no problem. AMOS M&P will allow you to register as many deliveries as necessary on a single order. 1. 2. 3. 4. Start AMOS. Check that the window title bar shows the correct installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms or click the toolbar button. You see the Purchasing forms filter. Leave the filter blank and click OK to see all the purchasing forms for this installation. If you want a specific form, or if you only want to see forms of a certain type, fill out some details in the filter before you click OK. AMOS M&P will display only those forms matching the values you have entered. 5. In the Forms window select the Purchase form for which you wish to record delivery information. The form will normally be of type Purchase order and status Active, but you can register deliveries for a form with any type and any status except Filed. 6. Type in the vendors confirmation reference number in the header. 94

7. 8. 9.

Click Save in the second toolbar or give the menu command Edit > Save Changes. Give the menu command Options > Deliveries. AMOS M&P displays the Delivery window for your chosen Purchase form. Click New on the second toolbar or give the menu command Edit > New Record to create a delivery.

10. Fill in the fields in the top half of the Deliveries window. 11. Click Save on the second toolbar or give the menu command Edit > Save Changes. 12. Create as many deliveries for the order as you will need. Go on to the next section. The deliveries window lists all deliveries for one Purchase form. There is one Delivery Line Items window for each delivery. The line items from the purchase form are assigned to the various deliveries.

6.7.5

What Will Arrive in Each Delivery?

The next steps tell you how to assign the line items of the form to the different deliveries. Registering this information will help you to ensure that all ordered items are eventually delivered and transported to the installation. 1. 2. 3. 4. Go to the Deliveries window for the Purchase form you want to work with. If you are not certain how, see steps 1 - 6 in section 6.7.4 above. Select a delivery in the list in the lower half of the Deliveries window. Give the menu command Options > Line Items. AMOS M&P displays the line items for the Purchase form in a table. Enter the quantity of each item that will be included in this delivery in the Quantity column. The Confirmed column shows the total quantity of each item already assigned to other deliveries. The menu command Options > Fill Delivery can be used to calculate outstanding quantities, and enter these in the Quantity column. 5. 6. Save your changes and close the Line items window. If there are still some unassigned quantities, repeat steps 2. to 5.

Note

The field marked Document No. is the unique identifying number of the transport documents the delivery is assigned to. Use the look- button or press F2 whilst the -up cursor is in this field to get a list of the transport documents that you have created. 95

6.8

Using Vouchers
Depending on your system setup, AMOS M&P may also be used to handle vouchers (both invoices and credit notes). Your organisation may also set up the system to use the voucher function to automatically update the budget. This is further explained in Chapter 7. To create a voucher: 1. 2. Select a form in the Forms window. Give the menu command Options > Vouchers. The following window opens:

Figure 76 Example of the Vouchers window 3. To create a new voucher, select Edit > New Record or click the corresponding toolbar button. Fill in the information in the Vouchers dialog box, and remember to save the record before you close the box. AMOS M&P automatically assigns the first available voucher number to the item you create. The Type drop-down menu contains the two values Invoice and Credit Note. Select the correct type for the voucher you are creating.

4. 5.

6.9

Transporting Delivered Goods to the Installation

Deliveries will arrive at the central purchasing depot continuously, but transport to ships or installations is usually arranged periodically. 96

AMOS M&P helps the purchaser to record transport plans in transport documents, to assign deliveries to transport documents, and to get an overview of unassigned deliveries. A transport document can be used to print a list of deliveries to be loaded on a transport. Using AMOS M&P, both requisitioner and purchaser are able to see when and how deliveries will eventually be transported to the installation.
All Purchase Forms Options/ Deliveries
Delivery 3 Delivery 2 Delivery 1 Transport Document 1 All Deliveries for the first purchase form

All Transport Documents Options/ Consolidated Deliveries

All Deliveries for a second purchase form

Delivery 2 Delivery 1 Transport Document 2

Figure 77 Delivery document overview Deliveries from different Purchase forms can be consolidated onto a single transport document.

6.9.1

How to Create a Transport Document

1. 2. 3. 4. Start AMOS. Check that the window title bar shows the correct installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Transport Documents. You see the Transport Documents filter. Leave the filter blank and click OK to see all the documents for this installation. If you want a specific document fill out some details in the filter before you click OK. AMOS M&P will display only those documents matching the values you have entered. 97

5.

In the Transport Document window give the menu command Edit > New Record or click New on the secondary toolbar. The system automatically generates numbers for transport documents. Fill in whichever of the remaining information you find useful: Title and arrival date will be particularly interesting to you later. Click Save on the second toolbar or give the menu command Edit > Save Changes.

6. 7.

Now you have a transport document, but as yet you have not filled it with any deliveries. Go on to the next instructions.

6.9.2

How to Add Deliveries to a Transport Document

First, you need to see what deliveries are not yet assigned transport. 1. From the transport document window, give the menu command Options > Unconsolidated deliveries. If you have any difficulty, see steps 1 - 3 in the previous instructions. AMOS M&P displays a list of the deliveries that need to be consolidated. If AMOS M&P says No deliveries found then either you have not yet defined deliveries for your purchase orders, or all deliveries have already been consolidated on transport documents. 2. 3. 4. Select a delivery in the list in the lower half of the window. Give the command Options > Attach. Back in the list of deliveries, click Save in the second toolbar, or give the menu command Edit > Save Changes. Go to the transport document window. If you have any difficulty, see steps 1- in the previous procedure. -3 In the lower half of the window, select the Transport document you are curious about. Give the menu command Options > Consolidated Deliveries.

To see what deliveries are assigned to a certain transport document: 5. 6. 7. 8.

98

6.10

How to Register Delivery of Goods

When goods arrive at the installation, you have several tasks to perform in AMOS M&P: S S 1. 2. 3. 4. You must tell AMOS M&P what you have received. If the entire Purchase Order has been received, you must change the Purchase Order status from Active to Filed. Start AMOS. Check that the window title bar shows the correct installation and department. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. Give the menu command Purchase > Forms. You see the Purchasing forms filter. Leave the filter blank and click OK to see all the forms for this installation. If you want a specific form fill out some details in the filter before you click OK. AMOS M&P will display only those forms matching the values you have entered. 5. 6. 7. In the Forms window select the purchase order you wish to receive. If you are receiving goods from more than one order, click in the white box at the beginning of the line to tag each order. Give the menu command Options > Receive (or Receive Tagged). AMOS M&P asks if you are receiving the entire Purchase Order.

Figure 78 The Receipt Options window Usually it is easiest to answer Yes to this question, and then to change the quantities of the items you have not received. 8. Click OK. AMOS M&P displays the Receive window. 99

Figure 79 Example of the Receive window 9. For each line item, enter the number received (if you need to change it from what AMOS M&P suggests). When you mark 6 received, and save the changes, AMOS M&P will subtract 6 from the On Order field. You may be prompted to enter expiry dates for perishable items if you have not selected an expiry date already. double-click in the field to use the Calendar function to select the date. 10. Specify the Location to which the items are being received. 11. When you have set all the quantities, click Save on the secondary toolbar or give the menu command Edit > Save Changes. If all items on the order have now been received, AMOS M&P will ask if you want to file the order.

Figure 80 The Orderform Receive dialog 12. Click Yes to file the order. 100

6.11

Typical Purchasing Questions

This section helps you to quickly find the answers to some typical purchase tracking questions. It is assumed that you have started AMOS and have correctly set the installation and department you want to look at. Are there goods wanted that have not been requisitioned? 1. 2. 3. Give the menu command Stock > Wanted. Click OK in the Filter dialog box. In the list at the lower half of the Stock Wanted window, compare the values in the column headed Wanted with the values in the column headed Outstanding. You can scroll through the list to see all the values.

Are any requisitions waiting for the purchasers attention? Once a purchaser goes to work on a requisition, the form type should normally be changed to query or purchase order, so all you will normally have to do is list the requisitions. 1. 2. 3. Give the menu command Purchase > Forms. In the Forms Filter - Advanced tab, check only form type Requisition Form and all the Form states (Active, Parked, etc.) Click OK.

Which purchase orders need to be approved? Until an authorised person registers their approval of the form, the approval date field is empty. Although the form is normally approved when it has the type purchase order, it is also possible to approve the purchase while the form is set to requisition or query. To list forms that have not yet been approved: 1. 2. 3. 4. Give the menu command Purchase > Forms. In the Forms Filter - Basic tab use the Approval drop down list to select Awaiting approval. In the Forms Filter - Advanced tab, check all form types (Purchase Order, Requisition Form and Query) and the Form state Active for each form type. Click OK. 101

Which purchase orders do we need to send? 1. 2. 3. 4. 5. Give the menu command Purchase > Forms. In the Forms Filter - Basic tab use the Approval drop down list to select Approved. In the Forms Filter - Advanced tab, check only form type Purchase Order and the form state Active. Click OK. In the Forms window, look at the list in the lower pane. Scroll to the right until you see the Ordered column. If a form does not have a date in the ordered column it is ready for sending. What deliveries are we expecting? In AMOS M&P, deliveries are assumed to be from the vendor to an address designated by the central purchasing authority. Deliveries can be expected on purchase orders that are confirmed and active. When an order is confirmed, the vendor informs the purchaser what deliveries to expect, and the purchaser records this information in the Delivery window, creating one line for each delivery. There is a separate delivery window for each purchase form, so deliveries must be checked form by form at this time. 1. 2. 3. Give the menu command Purchase > Forms. In the Forms Filter - Advanced tab, check only form type Purchase Order and the form state Active. Click OK. In the Forms window, the list will display those forms where deliveries can be expected. 4. 5. 6. 1. 2. 3. Select a form in the list and give the menu command Options > Deliveries. In the list at the lower half of the Quotations window, look for empty spaces in the column headed Rec. dest. This indicates that a delivery is expected. Return to the Forms window, select a new purchase order, and so on. Give the menu command Purchase > Transport Documents. Click OK In the Filter dialog box to list all Transport Documents. From the Transport document window, give the menu command Options > Unconsolidated deliveries. The deliveries in the list are those that have not yet been assigned to a transport form. 102

Are there any deliveries we need to plan transport for?

What orders are waiting for confirmation that goods have been received? An order can be filed when all the line items it contains have been either cancelled or received. 1. 2. 3. 4. Give the menu command Purchase > Forms. In the Forms Filter - Advanced tab, check only form type Purchase Order and the form state Active. Click OK. In the Forms window, scroll to the right until you see the columns marked Confirmed and Recvd. Those orders that have a date in the confirmed column, and either none or a blue coloured date in the received column are the ones to take a closer look at. For each form, give the command Options > Line Items. The header of the Line items window allows you to record the items received or to cancel them. Note Dates in the received column that are coloured blue indicate that the form is only partly received. Are there any orders ready to be filed? 1. 2. 3. 4. 5. Give the menu command Purchase > Forms. In the Forms Filter - Basic tab use the Receipt Condition drop down list to select Fully Received. In the Forms Filter - Advanced tab, check only form type Purchase Order and the form state Active. Click OK. The Forms window will display all active purchase orders that are now complete and can be filed. Convert the form status to Filed, and save your changes.

5.

103

Chapter 7
7.1

Budgeting

Introduction
This chapter describes how you can use AMOS M&P to create and follow up a budget. S S S S S Section 7.2 describes the budgeting functions. Section 7.3 covers how you create a budget, and section 7.4 the optional feature of using budget specifications. Section 7.5 describes how to edit a budget code. Section 7.6 explains the various factors that influence the budget. Section 7.7 explains how to use a budget hierarchy.

7.2

What Budgeting Can Do for You

AMOS M&P can help you monitor costs compared to the yearly budget. Naturally, you must start by telling the system what the budget is. The budget is set up using budget codes, which may correspond to the various account numbers from the accounting system. The organisation may also choose to use an optional function to enter budget specifications. Once the budget codes have been established, and actual amounts have been entered for each one, AMOS M&P may be used to automatically compare the amounts actually spent to the budgeted amounts. The budget is divided into three budget classes: S S S The Purchase budget class is used for purchased items, and the amounts for following up the budget are transferred from Purchase Orders. The Stock budget class is used to track the cost of stock consumed, and amounts from Stock Transactions are transferred to the budget. The Maintenance budget class is used to track the resource costs spent on maintenance, and amounts are transferred from the Maintenance Log.

7.3

How to Create a Budget

This is how you add a new Budget Code: 1. Start AMOS. 104

2.

Check the Installation and Department. These are displayed on the title bar at the top of the AMOS window. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department.

3.

Give the menu command Tools > Configuration > Budget Codes. AMOS M&P displays the Budget Codes window:

Figure 81 The Budget Codes window 4. 5. Click New in the toolbar or select Edit > New Record to create a new budget code. Type the code and title in the relative fields and make sure that the active checkbox is marked.

The Budget Group columns are used to create a budget hierarchy. Using budget hierarchies is described in section 7.7. Note To be able to use a budget code you must have access to it defined for the group of users to which you belong. This is administered using the menu command Tools > Configuration > Groups > Options > Budget Code Access. Once you have created the budget code you need to add the details of the budget: 1. 2. Start AMOS. Check the Installation and Department. These are displayed on the title bar at the top of the AMOS window. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. 3. 4. Give the menu command Budget > Budget. AMOS displays the Filter window. Click OK to list all current codes, or enter details in some fields first if you want to restrict the list to only those codes that are of interest to you. AMOS M&P displays the Budget window. 5. Click New in the toolbar or select Edit > New Record to create a new budget. 105

This will open the Budget Overview window:

Figure 82 The Budget Overview window 6. 7. 8. Click on the lookup button to the right of the budget code field and select the required budget code. Fill in the various fields in the Budget Overview window. The main fields of this window are explained below. Remember to save the budget when you are finished. When you close the Budget Overview window you will return to the Budget window:

Figure 83 The Budget window 106

S S

The Budget Category is the title of the budget you are creating. This is inherited from the Budget Code selected from the lookup list. The Budget Warning field allows you to enter a threshold amount. If the accumulated spending exceeds this amount, a warning is given. A value of 90% will produce a warning when 90% of the specified budget has been spent. A value of 110% will have the program displaying a warning when the budget code has been overspent by 10%. The Budget Class drop down list contains the options Purchase, Stock and Maintenance. Later in this chapter, you will find a section describing each of the three budget classes. The Budget Model drop down list contains three options: Budgeted amount is used to specify a sum for the entire year. Evenly allocated budget distributes the budget sum evenly over each period. Manually allocated budget makes it possible to enter the budget sum directly in the Budget Code Detail window. The columns in Monthly totals show information about monthly consumption for the budget code. The columns in Accumulated show accumulated expenses, the corresponding budget figures, and the variance.

S S

7.4

How to Use Budget Specifications

AMOS M&P contains optional functionality that allows an organisation to enter budget specifications for the budget codes. Three system parameters control this option, and they are Use Specification for Stock/ Purchase/Maintenance Budget. If the parameters are set to TRUE, the corresponding budget specifications are used to update budget figures for the respective budget classes.

Note

In order to use the budget specification functions described in the current section, the Parameter setting for Start of Financial Year must contain the date format.

7.4.1

How to Enter a Budget Specification

To define a specification for a budget code: 1. 2. Select the code in the Budget window. Give the menu command Options > Specification. The Budget Specification window opens. 107

Figure 84 The Budget Specification window 3. Note In this window, you enter one line each time you want to register an item that is to be charged to the selected budget code.

It is only possible to enter and edit these figures in this window.

7.4.2

How to Set Budget Status Codes

The Status field is used to indicate which status a budget code has reached in the budgeting process. A budget code may have one of three statuses: S S S 1. 2. Preliminary (the default value for new codes) Approved Parked Select the code in the Budget window. Give the menu command Options > Convert to open the Convert Budget Status dialog box:

If you have the sufficient access level, you may convert the status of a budget code.

108

Figure 85 The Convert Budget Status dialog box 3. 4. Select the new status from the drop-down list. Click OK, and remember to save the new status when you return to the Budget window.

7.5

How to Edit a Budget

Once you have created budgets, you may edit them if needed: 1. 2. Start AMOS. Check the Installation and Department. These are displayed on the title bar at the top of the AMOS window. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. 3. 4. Give the menu command Budget > Budget. AMOS displays the Filter window. Click OK to list all current codes, or enter details in some fields first if you want to restrict the list to only those codes that are of interest to you. AMOS M&P displays the Budget window.

109

5.

Select the line of the budget code and category you wish to edit, and select the command Options > Overview.

Figure 86 The Budget Overview window (2) 6. Edit the budget code you have selected, and remember to save your changes when you are finished.

7.6

Elements Which May Affect the Budget

As described above, there are three different budget classes in AMOS M&P: Purchase, Stock, and Maintenance. Depending on which class is selected, the budget is affected in ways described in the sub-sections below. In addition, the system may be set up in such a way that Vouchers automatically influence budget figures. This is described in section 7.6.4.

7.6.1

How Purchase Orders Affect the Budget

Purchase orders contain several options that interact with the budgeting function. If a purchase order has the status Active or Filed, the amounts in certain fields (see below) are automatically transferred in order to monitor expenses compared to the budget. You can read more about working with purchase orders in Chapter 6. 110

Note

This section describes the Purchase budget class. The two columns Committed and Paid in the Budget Code Details window are only available for the Purchase budget class. The reason is that this budget class is intended for purchases made on a regular basis, where it is possible to estimate the expenses for a period. Thus, you normally select Evenly allocated budget from the Budget Class drop down list for such items. A purchase order form contains the following fields, which interact with the budget function:

Figure 87 The budget fields of a Purchase Form S The lookup function is used to select the budget code and establish the link between the items purchased on the purchase order and the budget code that has been defined. The field Estimate may be used to estimate the total cost for the selected Budget Code in this purchase order, whereas the Part Paid field is used to record payments that have been made. In the example above, the column Committed in the Budget Code Detail window would show an amount of 800 USD: This amount is calculated by subtracting the Part Paid amount from the Estimate amount. If the field Final Total is filled in, this will appear both in the Paid and the Total columns in the Budget Code Detail window, overriding whatever values are entered in the Estimate and Payments fields.

7.6.2

How Stock Transactions Affect the Budget

If the budget class Stock is selected for a budget, data is automatically transferred from stock transactions to the budget function. You can read more about working with stock transactions in Chapter 5. 111

A stock transaction contains fields that are relevant to budget follow-up:

Figure 88 The budget fields of a Stock Transaction The budget code is used to identify the budget category to which the stock transaction amount should be posted.

7.6.3

How the Maintenance Log Affects the Budget

If the budget class Maintenance is selected for a budget code, data is automatically transferred from the maintenance log to the budget function. You can read more about working with maintenance in Chapter 4. The maintenance log may contain information about resources used in completing a specific maintenance task. AMOS M&P may be set up in two different ways to keep track of such resources: S S The resources may be registered by Discipline, like Electrical. The resources may be registered by Employee, regardless of which task that employee actually performed.

7.6.4

How Vouchers May Affect the Budget

Section 6.8 describes the optional Voucher function in AMOS M&P. If the system parameter Use Vouchers to Update Budget is set to TRUE, amounts registered for vouchers automatically affect the budget to which they are assigned.

7.7

Using Budget Hierarchies

With the release of AMOS M&P version 6.0, a Budget Hierarchy was introduced. This was to enable organisations to create a budget hierarchy that reflects their own financial reporting and to enable closer monitoring of budget usage. It is unlikely that you will be authorised to create or modify the budget hierarchy but you may have access to view all or part of it. 112

The following illustration shows an example of a budget hierarchy:

Figure 89 An example of the Budget Hierarchy The hierarchy allows you to view the cumulative budget overview figures at any folder level of the hierarchy. When you select an actual budget (lowest level) the window functions in the same way as the budget overview described in section 7.3. The AMOS Business Suite Reference Manual contains a detailed description of how to create a budget hierarchy.

113

Chapter 8

Registers, Hierarchies and Reports

This chapter describes how you ensure that the various registers in AMOS are always updated with the correct values. S S S S S Section 8.1 describes the purpose of registers. Section 8.2 contains a list of all the various registers to make it easier for you to locate the correct register to update. Section 8.3 explains how you find and edit an item in a register. Section 8.4 describes the use of hierarchies for components and functions. Finally, section 8.5 explains how you can organise and print reports from AMOS.

8.1

Are You Allowed to do This?

Only a few users are authorised to change registers, and you may have access to one or more without having access to all of them. If AMOS does not respond when you try to give register commands, it may be because you are not authorised to use the commands in question.

8.1.1

You Know You Need to Update a Register When

When AMOS is installed locally, for example on a ship or at a factory, the registers already contain the background information for your work, information that does not change very often, and that you can use and re-use: Currency types, vendor addresses, stock numbers and descriptions, job descriptions and so on. You may need to update your registers when this background information changes: S S S You get new currency exchange rates. A vendor sends notice that the firm is moving to a new address. New equipment is installed at your site, and there are new items to be given numbers and kept in stock.

Or, you may notice that you cannot find the value you need in a drop down list or a selection list. Another reason to get acquainted with the registers is that they have space for information that you use very rarely and never see in other places in AMOS, such as component serial numbers. 114

8.2

Finding the Right Register to Update

Most registers can be found by starting with the File > Open Register menu followed by the remainder of the path shown in the Register column below: Register Addresses Used for Short code and full address information for anyone you need to contact frequently. Items stored here are used in both maker and vendor fields. Employee addresses are also stored here. Short code, full name, discipline and availability for each employee. Lists available stock locations in the form of a hierarchy. Conversion factors that AMOS uses when re-calculating prices into your default currency. Lists available permits to work for use with work orders. A template or layout is a design for a customised window, a history, details or additional information window that has been created especially for a maintenance job or a work order. The register lists all available templates. Lists the various types of employees available at the installation. Used in the maintenance windows to specify who should perform work, or to list work for different groups. Tells you what counters you have. Further details regarding counters are given in chapter 4. Tells you what types of product categories you have in the system. Sets up which currencies AMOS will be able to work with, and the short code for each. Note that exchange rates are in the Currency Rate register. Lists possible quality codes for use when receiving goods. Used for quality check of purchase form line items when receiving. Creates the drop down lists of unit types (pieces, cases, boxes) available in stock or from the vendor. 115

Employees Locations Currency Rates Permits to Work General > Templates

General > Disciplines

General > Counter Types General > Product Types General > Currency Codes General > Quality Codes General > Units

Register General > Job Classes General > QA Grades General > Stock Grades General > Account Codes Maintenance > Job Descriptions Maintenance > Component Classes Maintenance > Function Criticality Maintenance > Project Categories Maintenance > Criteria Maintenance > yp Types Maintenance > Classes Maintenance > Causes Stock > Stock Classes Stock > Price Classes Stock > Transfer Reasons Purchase > Order Priority

Used for Groups that the various jobs in the job description register can be sorted into: Inspection, Overhaul, etc. Possible values to give the Quality Assurance programs of vendors, manufacturers, etc. in the Addresses register. Lists available grades for adding supplementary stock item information to purchase form line items. Lists the available account codes that can be attached to purchase forms. Descriptions of all planned jobs. Groups that components can be divided into. Possible values used to describe functions in the Function register. Lists possible categories for projects. Reasons why maintenance needs to be carried out, such as breakdowns, planned shut-down, etc. Three registers for possible values to be used in work p g g reporting. These fields can also be used for filtering of work orders. k d

Groups that stock items can be divided into. Contains user defined formulae that can be used to alter the price of a stock item according to international tax rates or transportation costs. Possible values for transfer of parts used in transfer documents. Lists the available order priorities that can be attached to purchase forms.

116

Register

Used for

Purchase > Delivery Lists the various delivery terms that can be attached to Terms purchase forms. Purchase > Payment Lists the various payment terms that can be attached to Terms purchase forms. Purchase > Delivery Lists the various delivery locations that can be attached Locations to purchase forms. Purchase > Receipt Status Image > Sources Image > References Lists the various receipt statuses that can be attached to purchase form line items. The Image sub-menu contains commands that allow you to connect images such as CAD drawings and photographs to components, job descriptions and stock items. Read more about images in chapter 9.

The following registers are more module specific than those found in the File menu. The full path for each register is shown in the Register column: Register Maintenance > Component Types Used for Used by a central database to distribute information for types of components. If your organisation is using component types you will not be able to alter the basic information for a component. Giving components numbers and names, and storing details about components. Components move around, but functions stay put. In a 6-cylinder internal combustion engine, Piston 3 is a function. There can also be a component that is called piston 3 today. But you can take that physical component out, clean it and put it back into the piston 4 position, and the component name then becomes piston 4. Defining functions allows you to track maintenance in a special way, if you choose: you can check whether all of the pistons are equally likely to break down, or if 80% of the breakdowns occur with components when they are inhabiting the piston 3 function. This allows you to group several related jobs into a round with a single work order. 117

Maintenance > Components Maintenance > Functions

Maintenance > Rounds

Register

Used for

Stock > Stock Types Used by a central database to distribute information for types of stock. If your organisation is using stock types you will not be able to alter the basic information for a stock item. Stock > Stock Items Giving stock items names and numbers, and storing information about prices and preferred vendor for a stock item.

8.3

Finding a Particular Item in a Register

To find an item that you need to change in a register, you can either: S S Use the filter window to restrict the list of items you see in the register window, or Scroll through the register itself.

Remember you can also click on a column title in the list to sort the list according to that column. Registers that typically have few values for you to choose between, for example Maintenance types, do not have filter windows, since this saves an unnecessary step. Here are a couple of examples.

8.3.1

How to Find an Address

Suppose I need to find Scana Servoteknikk; perhaps I want to look up their fax number. 1. Give the menu command File > Open register > Addresses. AMOS displays the filter window for the address register. 2. The register has lots of addresses in it, so type S in the name field, and then click OK.

Note

It is possible use the % wild card character while searching. For example, if I type %Servoteknikk in the Name field instead, AMOS will still find the address of Scana Servoteknikk. 118

Figure 90 The Addresses window AMOS displays all the addresses that have names beginning with S. Click on Scana Servoteknikk, and the information about the company is displayed in the upper part of the Addresses window.

8.3.2

How to Find an Address by Product Type

Once you have been using the program for a while, you will build up a large number of contact addresses. To help you filter out unwanted addresses, AMOS allows you to set a certain kind of Product in the filter, when you open the Address register.

Figure 91 The Addresses filter - Product Criteria fields This will search for matches on the Products tab of all addresses. If you have created a product type called Paint and have attached it to the products tab of three suppliers, you can select paint from the drop down window shown above to retrieve those addresses. See section 8.3.7. 119

8.3.3

How to Change an Existing Item

First, locate the item you want to change. If you need help, see the two previous sections. 1. Click in the field or press TAB until you can see that the cursor is located in the field you want to change. The field where the cursor is located will usually be highlighted with a dark background and white characters.

Figure 92 Changing a Job Description (1) 2. Type in the new value.

Figure 93 Changing a Job Description (2) 120

3. 4.

Click Save on the second toolbar, or give the menu command Edit > Save Changes. If you do not need to make any other changes, click X in the upper right corner of the register window to close it. If you forgot to save, AMOS will ask if you want to save the changes.

8.3.4

How to Add a New Item

1. 2. Give the menu command to open the register you want to add a new item to. You can find most of the registers with the menu command File > Open Register. AMOS may display a filter window. 3. If so, consider: Do I need an example to look at while I create my new item? If you do, leave the filter blank and click OK. Otherwise, fill in a value or two in the filter window to restrict the size of the list. Click New on the second toolbar, or give the menu command Edit > New Record. AMOS creates a new line in the list, and makes the new line active.

4.

Figure 94 The Currency Rates register 5. Fill out the fields for the new item. If you are not sure what to put in the fields ask someone who knows or click on an old item from the list in the window, and observe how the fields were filled out for that record. 121

6. 7. 8.

When you are finished, click Save on the second toolbar, or give the menu command Edit > Save Changes. If you have made a mistake and would prefer not to save your changes, close the window without saving anything. Click the X button in the upper right corner of the register window to close it.

8.3.5

How to Delete Information

1. 2. First, locate the item you want to delete. Make sure that the item is selected in the list.

Figure 95 The Job Classes register 3. 4. 5. 6. Give the menu command Edit > Delete Record, or click Delete on the second toolbar. If you have made a mistake, close the register window without saving your changes. Click Save on the second toolbar or give the menu command Edit > Save Changes. Click the X button in the upper right corner of the register window to close the window.

8.3.6

Duplicate Address Entries

As AMOS is used over a longer period of time, duplicate Address entries may occur, against different codes. For example, Qingdao Beihei Shipyard might be shown as QIN001 and QINGDAO001, as below: 122

Figure 96 A duplicate address example It makes sense to consolidate these entries. However, before a duplicate can be deleted, all references to it must be removed. This can be achieved by replacing all occurrences of an address with another. AMOS allows you to do this automatically. 1. 2. 3. 4. Give the command File > Open Register and select Addresses. Highlight the address that you want to move the references away from. Give the command Options > Move Address References. Select the Address you wish to move all these references to and select OK.

Figure 97 The Move Address References selection window 123

8.3.7

How to Link Products to Addresses

To help you find which Supplier delivers a certain type of item, AMOS allows you to link a product to an Address for search purposes. 1. 2. Give the command File > Open Register and select Addresses. Click on the Product tab. If there are already Products linked to this Address, they will be listed here, as shown in Figure 98.

Figure 98 The Addresses window - Products tab 3. To link a new Product, click on the New button and select an item from the drop-down menu. Bear in mind that the Products in the list are contained in the register at File > Open Register > General > Product Types.

8.3.8

How to Add a Product Type to the Register

1. 2. 3. 4. Give the command File > Open Register > General > Product Types. Click on the New button in the menu bar. Enter the name of the new product. Save the register. 124

8.4

The Hierarchies of Components and Functions

AMOS M&P offers functionality for organising Component Types, Components, Functions and Stock Types into hierarchies. The Maintenance and Stock menus give access to a window for each hierarchy: You can also use the corresponding buttons in the toolbar to access the Component and Function hierarchies. The Component Hierarchy window may look like this:

Figure 99 The Component Hierarchy window The Functions hierarchy may look like this:

Figure 100 The Functions Hierarchy window 125

These hierarchy windows work in a similar way to the Explorer program in most versions of Windows. You can click a + sign to open a folder, and click a - sign to close it. Alternatively, you can double-click a folder icon to switch its status between open and closed. If you double-click to close a folder, all its open sub-folders are closed automatically. If you double-click the same folder once more, all the sub-folders, which were open before you closed it, are opened automatically. The appearance of these hierarchy screens may differ from the above depending on your level of access within the application. For further information about these hierarchies see the AMOS Business Suite Reference Manual.

8.5

Printing Reports
A number of standard reports have been defined for AMOS. To access them, give the menu command Tools > Reports to enter the window shown below. Alternatively, you can click the Reports button in the toolbar:

Figure 101 The Reports window The reports are stored in folders. When you select a folder, the defined reports of that category are shown in the list on the right. To print one, double-click it and then click on OK. It is normally a good idea to use the Print Preview button initially so that you can check that you are getting the correct information before submitting the report to print. It is also possible to include user-defined reports in the hierarchy. This means that you may see more reports than the standard ones. Such user-defined reports are printed the same way as standard reports. The AMOS Business Suite Reference Manual contains a description of how user defined reports may be added to the report hierarchy. 126

Chapter 9

Defining and Using Images

AMOS allows you to store images in the maintenance database and connect CAD drawings, photographs, video and other graphic images to components, stock items and job descriptions.

9.1

Setting up Image Source Tools

Before you can view images, you must define which image source tools you are going to use for viewing. AMOS offers an internal viewer that can display bitmaps like BMP and PCX, in addition to a number of other formats. You can also define other viewers and Windows programs on your PC as external viewers. 1. Give the command File > Open Registers > Image > Sources. The Image Sources window opens.

Figure 102 The Image Sources window 2. From the Service Type drop- down list, select Internal if you wish to define the internal viewer as an image source, and select External to define a different program. If you select the latter, fill in the name of the tool in the Start Command field, including the full path. The start command should end with the characters %IMAGE REFERENCE%, which tells the tool that it should display the image supplied by AMOS. The field Display Command may be used to specify a DDE command. You need to know the names and syntax of DDE commands supported by the tool in order to use this function. 127

9.2

Building a Library of Image References

Once the image sources have been defined, you can start building a library of images in AMOS. When the library has been established, you can connect an image reference to one or more relevant components, stock items, and job descriptions. The images you are going to use should be stored in a specific folder. Normally, this should be the Graphics sub- folder within the folder where AMOS has been installed. To use a different folder to store the images, give the command Tools > Configuration > Parameters > Directories and then click on the Graphics Directory icon. Make sure that the Value field contains the path of the folder you are going to use for this purpose. Use the look- up button to open a window which will allow you to browse to the correct directory. Give the command File > Open Register > Image > References to enter the following window where you define image references:

Figure 103 The Image References window For each image you specify a Source (from the drop- down list see the previous section), a Code, a Name and a Reference. The latter is the full path name of the image that you are going to use later. You can click Browse to select the reference. If you want to store the image in the database (for replication purposes) use the Store in DB checkbox.

9.3

Looking at an Image
To view an image on the screen, you select one from the library of image references and click on the View Image button. The image is then displayed in a new window. This is how you use the View Image window and the internal viewer: S When you want to zoom in on a detail of the image in the window, you use the cursor to mark the part of the image you want to examine. Then click on the Zoom Area button, the one with the magnifying glass. 128

S S S

Once you have zoomed in, you can use the vertical and horizontal scroll bars to move around in the image. When you want to zoom back out, click on the button Fit to Window next to the Zoom Area button. You return to the overview. You can also use the Options menu to select Zoom commands, or right- click in the image. When you select the latter, you get a pop- up menu which contains the most relevant options:

Figure 104 The Zoom sub- menu You can 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 105 The View Image window 129

The image above contains a button. You can read about how to add such a button as well as other hotspots in the following sections. There is a system parameter called Open Image In New Window that controls what happens if you click a hotspot to open a new image. If the default parameter value FALSE is set, the new image replaces the image currently in the window. If the value is set to TRUE, the new image will be displayed in a new window.

9.4

Hotspots on an Image
Once you have defined an image reference, you may enhance its usability further by adding hotspots on the image. This means that the user may click a hotspot to enter a new window providing more information about relevant parts of the image. There are different types of hotspots: S S S S You can define a hotspot with a link to another image, for example to provide a different or more detailed view of an area of the main image. A hotspot may open the Component or Component type window in order to find relevant information about the entry to which the image is connected. A hotspot may open the Stock Items or Stock Type window to find relevant information about the entry to which the image is connected. You can define a button hotspot that the user may click.

The toolbar contains two buttons that you can use when you are defining hotspots. The buttons are called Show Hotspots and Show Workspace respectively.

9.4.1

How to Add a New Hotspot

1. 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 image. The new hotspot appears as a shaded area in the top left corner of the image window. 2. 3. Use the mouse to drag the new hotspot to the part of the main image 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 8 marker squares that indicate the size and location of the hotspot. Continue until the hotspot has the desired size and location.

Next, you determine which type of hotspot you want to use. 130

4.

Right- click the hotspot and select Properties from the pop- up menu. The following dialog box opens:

Figure 106 The Hotspot Type drop down window 5. 6. Open the Hotspot Type drop- down list and select the desired type. Place the cursor in the empty Reference text field and click the Browse button. Depending on the type selected, a dialog box opens in which you select the component, the image or the stock item to be opened when the hotspot is clicked. 7. Click OK to complete the definition. Figure 107 shows an image with two defined hotspots. When hotspots have been defined on an image, you can click the Show Hotspots toolbar button in order to display the hotspots as shaded areas, where they may be moved or re- sized. -

131

Figure 107 Example of an image with hotspots If the Show Hotspots button has not been pressed, it is still possible to locate the hotspots in an image: Move the cursor around the image, and when the cursor moves over a hotspot, it turns into a hand with a pointing finger. You can then click on the hotspot to go to the area to which the hotspot has been linked.

9.5

Button Hotspots
You can also define hotspot buttons on the image. To do so: 1. 2. 3. Define a new hotspot (see the previous section). Check the option Show as Button in the Properties dialog box. The field Button text becomes available. Type into this field the text you wish to appear on the button. If you would like to change the font to be used for the button text, click Font and select font, style and size from the dialog box you enter. You may re- size a button hotspot the same way you re- size other hotspots. However, there is one difference: When the Show Hotspots button is not pressed, you will always see the hotspot on the image in the form of a button. 132

9.6

Browsing Between Image Windows

If you click on a hotspot of the type Image Link, the image to which the hotspot is linked opens up in the image window, replacing the original image. However, AMOS keeps track of which images you have looked at, and allows you to browse between them. The two buttons Go Back and Go Forward become available in the toolbar. You can use these buttons to browse efficiently through the images that you have previously looked at in the session.

9.7

The Workspace of an Image

You may define a number of hotspots to an image. In order to keep track of the hotspots and their links, you can click the Show Workspace button in the toolbar. The left side of the window opens to show a list of the defined hotspots:

Figure 108 The Show Workspace pane When you place the cursor on one of the hotspots in the image, 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. 133

Chapter 10 Communicating with Head Office

10.1 Introduction
This chapter briefly explains the process of exchanging data between the head office and the various local sites in the organisation.

10.2

Exchanging Data with the Head Office

The AMOS database contains data about stock levels, requisitions for purchases and other information that needs to be sent to the head office at regular intervals. In order to do so, data needs to be exported from the local database and transferred. Similarly, data from the head office needs to be imported. For example, new purchase orders fall in this category. AMOS may be set up so that such data exchange is almost fully automated. If this is the case, it is only necessary to initiated specific tasks according to a defined schedule. AMOS will then automatically take care of the data export or import, and the transfer of data. In addition, it is possible to handle import and export of data manually. This may be necessary if something goes wrong with the automated tasks, or if the organisation has set up AMOS to handle data exchange manually. At the end of this chapter, you find a section describing how AMOS is set up to handle export and import of files. This may be relevant in such cases when it is necessary to handle data exchange manually. The section briefly explains which files need to be taken care of, and in which directory the files are to be located.

10.3

Performing Automated Importing and Exporting Tasks

This is how you perform a defined task, which will handle export of data from the local database, or import of data to it, or handle other automated tasks: 1. 2. Start AMOS. Check the Installation and Department. These are displayed on the title bar at the top of the AMOS window. If not, give the menu command File > Switch Department or click the corresponding toolbar button and change to the correct department. 3. Open the File menu; select Export/Import and then Tasks from the sub-menu. 134

AMOS displays the Filter window. 4. Click OK to list all defined, or enter details in some fields first if you want to restrict the list to only those tasks that are of interest to you. AMOS displays the Export/Import Tasks window.

Figure 109 The Export/Import Tasks window 5. 6. Select the task you wish to start in the list in the lower part of the screen. Select the command Options > Perform Task or press F7 to execute the task.

The Description field will tell you what each task will perform. There are three types of tasks: S S S Import tasks are designed to import specific files from the main location into the AMOS database. Export tasks are designed to export files from the local AMOS database that are to be transmitted to the main location. Generic tasks may handle other system maintenance tasks. For example, after files have been 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. 135

When AMOS is set up with tasks, the actual transfer of data between the local site and the main office is normally handled automatically by AMOS Mail or another data communication programme. If not, the last section of the current chapter explains which files and directories are involved in data import and export. It is then possible to handle data transfer manually.

10.4

Manual Import and Export

If no automated tasks have been defined, it is possible to select Export or Import from the Export/Import sub-menu of the File menu to handle this. For example, if you select the Export command, you enter this window:

Figure 110 The Export window There is a similar box if you select Import rather than Export. Normally, the fields will be filled in according to how AMOS is set up to export and import files, which is briefly explained in the next section. You can type in the values you like to use, or click the search icons to fill in the fields Selection File and File Name. The Selection File field is used to specify a file to handle the control file for of the import or export operation. The default file extension of such files is .SEL. The File Name field is used to specify the name of the file to be exported or imported.

10.5

How to Set Up Export and Import

It is possible to configure AMOS in order to specify the directory where import and export files are located, and the file extension of such files. To specify such parameters: 1. Go to the Tools > Configuration > Parameters menu command. The list of parameters is long, so you need to scroll the list. The item Transfer Directory specifies the directory where AMOS expects to find files to be imported, and the directory to which files are exported: 136

Figure 111 An example of the Parameters window The File Extension for Export Files and File Extension for Import Files are typically set in opposite ways on a location and at the head office. These files are given the extension .EXP. The File Extension for successfully Imported Files is set to OK, and is used to designate the extension of files that have been handled successfully by AMOS.

137

Chapter 11 Revised DNV Class Survey

11.1 Background
In many organisations, AMOS M&P is used to support a planned maintenance system in order to comply with requirements from classification organisations. One such organisation is Det Norske Veritas AS. Typically, a Job Class called Survey has been used, where the jobs have been defined with a 5-year survey interval. In addition, there has been an Overhaul job class for jobs to be carried out as part of regularly scheduled main overhauls. One side effect of this set- has been that jobs have appeared in the class system -up as overdue despite the fact that the maintenance system has been complied with. To improve the class control of vessels using the planned maintenance system, Det Norske Veritas has introduced a revision in which the maintenance category for main overhaul items is considered as a class survey. The condition is that the job description and the extent of the main overhaul items at least cover/fulfil the Rule requirements for a class survey with respect to opening up, testing etc. This chapter contains a description of how to use AMOS M&P functions in order to comply with this revision.

11.2

Implementation
To implement the change described above, it is possible to create a new Job Class to cover jobs that fall in the combined category of Survey/Overhaul. You can then redefine existing jobs to belong to the new Job Class, and the job descriptions will be updated accordingly. The final sub-section in this chapter describes how you can filter and print out lists of main overhaul jobs that have been performed in a specific time period.

11.2.1 How to Create a New Job Class

To create a new job class: 1. 2. 3. 4. Open the File menu, and then select Open Register > General > Job Classes. To create a new class, click the New button on the secondary toolbar. Enter the name of the Job Class (for example, call it Overhaul/Survey). Click the Save button on the secondary toolbar.

The register may look like this after you have defined the new Job Class: 138

Figure 112 The Job Classes register

11.2.2 How to Assign Jobs to the New Job Class

Once the new job class has been defined, you will want to make sure that relevant jobs are assigned to it. 1. 2. Click on the Components button in the main toolbar to enter the Filter dialog box and use it to open the relevant component from the Components register. Click on the Jobs tab and then click on the View button at the bottom of the tab. The Jobs window opens:

Figure 113 The Jobs window 139

3. 4. 5.

Check which jobs are connected to the component. Find the job that you want to assign to the new job class, and select it in the list. Give the menu command Option > Job Description. The Job Description window opens:

Figure 114 The Job Descriptions window 6. 7. From the Class drop-down list, select the new Job Class that you created for the combined Overhaul/Survey jobs. Remember to click the Save button in the secondary toolbar when you have change the job class.

11.2.3 How to Update the Job Descriptions

Usually, it will also be necessary to update the full job description of the jobs to make sure they cover the Rule requirements for class survey jobs. 1. While in the Job Descriptions window, click the Details button in the secondary toolbar. The Full Description window opens.

140

Figure 115 The Job Description Details window 2. Where necessary, you can use cut and paste techniques to copy existing text from one job description to another. Use the mouse to select the text in a window, press CTRL+C to copy it to the Windows clipboard, open the window where you want to place the copy, click to position the insertion point, and press CTRL+V to paste the copied text. If your organisation is using the enhanced editor instead of the simple editor, the appearance will be similar to the example shown in Figure 116.

141

Figure 116 The Job Description Details window (Enhanced Editor) When using the enhanced editor, you have much the same formatting options as a low end word processor and can insert images and tables by using the context menu (Right mouse click). Click OK to save any changes prior to closing the window.

11.2.4 How to Print Out Class Related Jobs in a Period

Once the new job class has been introduced and jobs have been assigned to it, they may enter into the maintenance program. The planning and reporting of work orders is described in detail in Chapter 4 of this User Guide. When required, it is quite easy to filter and print out the work that has been performed on the overhaul/survey jobs. 1. Give the menu command Maintenance > History to enter the following Filter dialog:

142

Figure 117 The Maintenance History filter 2. 3. 4. From the Job Class drop-down list, select the job class for the overhaul/survey jobs. Use the two fields in the Written in Period frame to specify the time span you wish to search. Click OK. A list of the work carried out for the selected job class is displayed.

143

Chapter 12 Additional Features

12.1 Active Window Refresh
Selecting Edit > Refresh, or pressing the F5 key (similar to many windows applications) will now refresh the contents of the active window without needing to re-open or re-filter the existing window.

12.2

Outlook Style User Interface

AMOS is equipped with a variety of user interface features, recognizable from other commonly used applications. These features are optional and can be customized to suit individual needs. See the next section for details on how to activate these features. The Standard and Window Toolbars are usually visible but there are also optional extras such as the Icon Bar on the left hand side and the Task Bar at the bottom of the window. When the Task Bar is visible, the Window Title bar is also shown so that the current window is easily identified. The Icon Bar contains large buttons which provide access to commonly used functions within the application. There are five separate tabs (Main, Maintenance, Stock, Purchase and Tools) which each contain buttons to relevant aspects of the application. The Task Bar displays a tab representing each open window, allowing the user to quickly switch between windows by clicking on the appropriate tab. The Window Title bar displays the name of the currently visible window for ease of navigation.

12.3

Personalized Settings
Under the menu Tools > Options, the General tab provides options allowing the user to personalize the appearance and behaviour of the AMOS user interface. The ability to alter these settings depends upon your level of system access.

144

Figure 118 The Tools > Options menu - General tab Please refer to the screen shot in the previous section for visual references. S S S The Task bar option controls whether the Task Bar and Window Title-bar are displayed. The Icon bar option controls whether the left hand side Icon Bar is visible. 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. The Toolbar text option controls whether toolbar icons are displayed with a text description below them. The Confirm on Exit option controls whether the application requests confirmation prior to exiting. 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. The Mailbox Check Interval (sec) field is used in work flow. It checks for unacknowledged mailbox items that are assigned to the current user and alerts them if any are found. For more details on the Work Flow function see the AMOS Business Suite Reference manual. 145

S S S

S S

The Standard toolbar position option controls the on-screen position of the Standard Toolbar i.e. Top, Bottom, Left, Right or Hidden. The Window toolbar position option controls the on-screen position of the Window Toolbar i.e. Top, Bottom, Left, Right or Hidden.

12.4

Preset Screen Configurations

AMOS now 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. Under Tools > Options, 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 using default view box is selected, the application will automatically open with the default view opened:

Figure 119 The Tools > Options menu - Views tab On selecting Tools > Select View or pressing the F6 key, the select view window opens with a list of available views that have been registered. Select a view by clicking on it and then click on OK. This will restore the various windows and filter criteria associated with that view: 146

Figure 120 The Select View window

147

148

Glossary of Terms

This section defines the terms used in this document. The terms are listed in alphabetical order. Words in Bold text are described elsewhere in the Glossary. Active Window The Window that is currently in front of any other open windows, in which data may be edited and buttons clicked. Click within a window to make it active. A specially trained person who is responsible for setting up the program and ensuring the program functions correctly. The computer program and database described in this document. An area on the screen which, when you click on it, causes the program to perform a function, or one of the controls on the mouse. Examples of functions controlled by buttons include opening Forms, saving data, closing Windows, cancelling operations etc. The action of operating one of the Mouse buttons using your fingers. For example: Click the xxx button means Use the mouse to place the Pointer onto the applicable Button, then click the left mouse button. The button is them operated and the program performs the appropriate function. A temporary storage area in the computer, used to keep information that has been copied or cut out of a document or form. Cut or copied information can then be pasted into a different document/form or a different part of the same document/form. Any physical unit in the installation on which maintenance tasks must be performed. Examples may include engines, pumps, pipe systems, radar systems etc. A component may be made up of other smaller components or Stock Items. 149

Administrator

M&P Button

Click

Clipboard

Component

Component Type

In a centralized database, Components will be registered as Component Types at the head office and exported as necessary to Installations. A short, vertical line, controlled by the Mouse, which indicates where the focus of the program is currently located. For example, if you put the mouse Pointer into a Field and click the left mouse button, the cursor will move to that field, enabling you to type characters into the field. The information store. The store comprises a number of tables into which information is typed by the Programmers and Users. The standard or manufacturers setting for a Parameter or option. A Form which the program opens on the screen to give you information, and which may contain Fields into which you can type information, and Buttons, to enable you to communicate with the program. The action of putting the Pointer onto a particular area of the screen, for example an Icon, and tapping the left Mouse button twice quickly. An area in a Form or Dialog into which you can type or copy information. A special Window or a particular part of a form into which you can type Search Criteria such that when a Search for information is conducted, only information concerning the specified subject is presented on the screen. A special type of Window into which you can type or copy information. The main office of the company or Organisation using M&P.

Cursor

Database

Default Dialog Box

Double- Click -

Field Filter

Form Head Office

150

Help System

The program contains a Help system which you can start in the event you have problems using the program. The Help system presents information and tips to assist you with using the program. Start the Help system by going to the Help > Contents menu command, by clicking on the Help icon in the Tools menu bar, of by pressing the F1 key on your keyboard. An item of information found by a Search. The result of a Search. A large Button that tells a program to perform a specific function. Examples of functions performed by icons include: starting the program, opening the Components window, starting the Help system etc. An office or Site where M&P is installed. A row of Buttons, normally located towards the top of the screen below the Main Menu. The Main Toolbar contains buttons that control the main M&P functions. An individual command in a menu or submenu. The menu command either leads to a further submenu command or it controls a function in the program. Many menu system functions can also be performed by buttons and keyboard operations. The row of menu commands across the top of the AMOS Window. Each main menu command contains a number of submenu commands controlling the various AMOS functions. The Icon and menu bar located vertically down the left side of the screen. A control device connected to the computer, usually by a wire, that you use to move a Pointer around the screen and control programs. The mouse will usually have two or three buttons that are operated using your fingers, and may have additional controls such as a wheel. M&P can be controlled using the left and right buttons on the mouse. 151

Hit Icon

Installation Main Toolbar

Menu Command

Main Menu

Menu Bar Mouse

Network

A number of Computers that are connected together to enable them to communicate with each other. A network may be small; a few PCs in an office, or it could include thousands of computers located in various places around the world. The company or other group that has purchased the right to use M&P. A system setting that can be changed by someone with the appropriate access authority. Parameters are usually accessed through the Menu system. Personal Computer - a small and relatively cheap rectangular metal box containing the interconnected electronic circuitry and data storage devices needed to run programs. May also be called a Computer, though strictly speaking a computer also includes main- frame and server devices that can be large and expensive. The small arrow- shaped marker that you move around on the screen using the Mouse. Place the pointer into a Field and click the left mouse Button to move the cursor into that field. Place the pointer onto a button and click the appropriate mouse button to operate the function controlled by that button. A specially trained person who is responsible for creating and maintaining the program and database. A page of information stored in the database. An example would be a page containing the details of a component. A list of related information that is stored in the Database. The information could be for example a list of products and the companies that supply them, or the employees in the company along with their addresses and other personal details. The action of moving through a list or Window that is too large to be fully displayed on the screen, by gripping a slider Button and dragging it. 152

Organisation Parameter

PC

Pointer

Programmer

Record

Register

Scroll

Search

The process of causing the program to look through the Database for information. A search will normally result in a number of items of information, Hits, being displayed in a list on the screen. Information such as words or numbers that you can type into the Fields in a Filter to reduce the number of Hits so you do not have so much information to look through to find what you need. A row of Buttons, normally located towards the top of the screen below the Main Toolbar. The Secondary Toolbar appears when a Window is open on the screen, and contains buttons that control the functions available in that window. A Computer, usually larger than a PC, that is used to control Networks and other PCs, and run programs that Users on other PCs can log in to. A subsidiary office, vessel or other place where AMOS is installed that is not the Head office of the Organisation. The term Installation may also be used. Units and spares held in stores so that they are available when needed. Stock items may include spares for machinery, food, clothing, fuel, oil etc. The smallest physical unit in a Component that would normally be replaced in the event of damage. In a centralized database, Stock items will be registered as Stock Types at the head office and the information will be exported to the Installations as necessary. A Window may need to contain too much information for it to be fitted on only one page, so several pages may be contained in one window. The pages are positioned behind each other, and each will have a named tab, usually on its upper edge, so the individual pages can be accessed. Click on a tab to open that page. The person using the program - you! 153

Search Criteria

Secondary Toolbar

Server

Site

Stock Item

Stock Type

Tab

User

Wild Card/Character

A character that you can type into a Field, for example in a Filter, that represents a combination of other characters and spaces. A framed area on the screen that may contain a Filter, a Dialog box, the results of a Search, or other information. A program run by the computer that enables the User to control the computer, and other programs running on that computer. Windows is created by MicroSoft; a company based in the USA, and is available in several different versions, such as Windows 95, Windows 2000, Windows NT etc.

Window

Windows

154

Index
A
Account Codes register, 116 Active form status, 75 Active Window, 149 Active Window Refresh, 144 Add a New Hotspot, 130 Add a New Item, 121 Add a Product Type to the Register, 124 Additional Features, 144 Addresses register, 115 Administrator, 149 Allocate Jobs to a Round, 17 Approving An Order, 91 Assign Jobs to the New Job Class, 139 Automated Exporting, 134 Automated Importing, 134 Compare Quotations, 87 Completed, status, 41 Component, 149 Component Type, 150 Component Types, 12, 117 Components, 12 Components register, 117 Controlling Work Orders, 53 Convert a Requisition or Query to a Purchase Order, 90 Copying Work Orders, 50 Copyright, ii Counter Log, 22 Counter Types, Define, 19 Counter Types register, 115 Counters, 19, 34 Updating, 23 When a Part is Replaced, 26 Counters Submenu, 20 Counter Log, 22 Overview, 21 Update, 20 Create a Budget, 104 Create a New Job Class, 138 Create a New Purchase Order, 91 Create a Query Form, 84 Create a Requisition Manually, 79 Create a Shopping List, 61 Create a Transport Document, 97 Create an Automatic Requisition for Stock Items, 77 Creating a budget, 104 Currency Codes register, 115 Currency Rates register, 115 Cursor, 150

B
Benefits of Reporting Work, 29 Browsing Between Image Windows, 133 Budgeting, 104 Building a Library of Image References, 128 Button, 149 Button Hotspots, 132

C
Calculate the Total Price of a Quotation, 87 Calendar, 11 Calendar Settings, 40 Cancelled form status, 76 Cancelled, status, 41 CBM, 31 Change an Existing Item, 120 Click, 149 Clipboard, 149 Communicating with Head Office, 134 155

D
Database, 150 Default, 150

Define a New Round, 15 Define Counter Types, 19 Defining a Stock Item, 59 Defining and Using Images, 127 Delete Information, 122 Depreciation of Stock, 60 Dialog Box, 150 Disciplines register, 115 Disclaimer, ii, ix Documents, 69 Double- Click, 150 Duplicate Address Entries, 122

Giving commands, 7 Glossary, 149 Group Several Jobs into a Round, 15

H
Head Office, 150 Help System, 151 Hierarchies, 114, 125 History Tab, 52 Hit, 151 Hotspots on an Image, 130 How Do I Use AMOS on a PC With Windows?, 6 How Does AMOS M&P Know When to Schedule Jobs?, 27 How Does AMOS M&P Plan Maintenance?, 12 How Purchase Orders Affect the Budget, 110 How Stock Transactions Affect the Budget, 111 How the Maintenance Log Affects the Budget, 112 How to Add a New Hotspot, 130 Add a New Item, 121 Add a Product Type to the Register, 124 Add Deliveries to a Transport Document, 98 Allocate Jobs to a Round, 17 Assign Jobs to the New Job Class, 139 Calculate the Total Price of a Quotation, 87 Change an Existing Item, 120 Compare Quotations, 87 Convert a Requisition or Query to a Purchase Order, 90 Create a Budget, 104 Create a New Job Class, 138 Create a New Purchase Order, 91 Create a Query Form, 84

E
Edit a Budget, 109 Elements Which May Affect the Budget, 110 Employees register, 115 Enter a Budget Specification, 107 Exchanging Data with the Head Office, 134

F
Field, 150 Filed form status, 76 Filed status, 41 Filter, 150 Filters, 8 Find an Address, 118 Find an Address by Product Type, 119 Finding a Particular Item in a Register, 118 First Work Order, 31 Form, 150 Forms Window, 80 Function Criticality register, 116 Functions register, 117

G
Generating the First Work Order, 31 Get a Recommendation, 88 Getting the Best Price, 85 156

Create a Requisition Manually, 79 Create a Transport Document, 97 Create an Automatic Requisition for Stock Items, 77 Define a New Round, 15 Define Counter Types, 19 Delete Information, 122 Edit a Budget, 109 Enter a Budget Specification, 107 Find an Address, 118 Find an Address by Product Type, 119 Get a Recommendation from AMOS M&P, 88 Group Several Jobs into a Round, 15 Link Products to Addresses, 124 Make a Purchase Order, 90 Make a Query, 82 Print a Stock List, 66 Print Out Class Related Jobs in a Period, 142 Print Purchase Orders, 93 Record Quotations, 85 Register Delivery of Goods, 99 Register Stock In or Out, 64 Select a New Stock Item Location, 61 Set Budget Status Codes, 108 Set Up Export and Import, 136 Set Up Your Shopping List Using Stock Wanted, 61 Split An Order, 89 Split Lines to New Orders, 92 Start AMOS, 6 Trace Stock In/Out, 68 Turn a Requisition into a Query, 83 Update a Counter, 23 Update the Job Descriptions, 140 Use Budget Specifications, 107 Use the Work Orders Window, 43 How Vouchers May Affect the Budget, 112

I
Icon, 151 Image Hotspots, 130 Image References, 128 Images, 127 Installation, 151 Issued, status, 41 Issuing Work Orders, 42

J
Job Classes register, 116 Job Descriptions register, 116 Jobs, 13

L
Library of Image, 128 Line Items Window, 81 Link Products to Addresses, 124 Locations register, 115 Logging On to AMOS, 6 Logon, 6 Look- up Filters, 9 Looking at an Image, 128

M
Main Menu, 151 Main Toolbar, 151 Maintenance, 12 Maintenance Plan Printout, 28 Maintenance registers, 116 Maintenance Reports, Overview, 56 Make a Purchase Order, 90 Make a Query, 82 Manual Import and Export, 136 Manual Requisition, 79 Mark Unexpected Work, 30 Menu Bar, 151 Menu Command, 151

157

Mouse, 151

N
Network, 152 New Hotspot, 130

Print, 93 Working With, 91 Purchase order forms, 75 Purchasing, 72 Purchasing Questions, 101

O
One- time tasks, 32 Organisation, 152 Other Components Counters, 24 Outlook Style User Interface, 144 Overview, 21 Overview of Maintenance Reports, 56

Q
QA Grades register, 116 Quality Codes register, 115 Query, 82 Query forms, 75 Questions, 101 Quotations, 85 Compare, 87 Record, 85 Total Price, 87

P
Parameter, 152 Parked form status, 76 Parts Dependent on Other Components Counters, 24 PC, 152 Performing Automated Importing and Exporting Tasks, 134 Permits to Work register, 115 Personalized Settings, 144 Planned status, 41 Planning Jobs, 31 Planning Maintenance, 34 Pointer, 152 Postponed, status, 41 Preset Screen Configurations, 146 Print a Stock List, 66 Print Out Class Related Jobs, 142 Print Purchase Orders, 93 Printing Reports, 126 Printing the Maintenance Log, 55 Product Types register, 115 Programmer, 152 Purchase Order Convert to, 90 Create New, 91 Make a, 90 158

R
Recommendation, 88 Record, 152 Record Quotations, 85 Register, 152 Register Delivery of Goods, 99 Registering Stock In or Out, 64 Registers, Hierarchies and Reports, 114 Regular Maintenance on Components, 13 Reporting a Round, 18 Reporting on Planned Jobs Unexpectedly, 52 Reporting on Work Orders, 47 Reporting Rounds, 52 Reporting Work, 45 Reporting Work Based on Requested Work, 53 Reporting Your Work, 29 Reports, 114 Requested, 41 Requested Work, Reporting, 53 Requesting work to be done, 32 Requisition forms, 75 Requisition Work, 27 Resources Used Tab, 51

Revised DNV Class Survey, 138 Rounds, 15 Reporting, 52 Rounds register, 117

T
Tab, 153 Taking Inventory, 66 Templates register, 115 Total Price of a Quotation, 87 Trace Stock In/Out, 68 Tracking Work Orders, 53 Trademarks, ii Transfer Documents, 69 Transport Document Add Deliveries to, 98 Create, 97 Transporting Delivered Goods to the Installation, 96 Turn a Requisition into a Query, 83 Typical Purchasing Questions, 101

S
Scroll, 152 Search, 153 Search Criteria, 153 Secondary Toolbar, 153 Select a New Stock Item Location, 61 Server, 153 Set Budget Status Codes, 108 Set Up Export and Import, 136 Setting up Image Source Tools, 127 Shopping List, 61 Site, 153 Sorting & Searching, 10 Sorting the Log, 56 Split An Order, 89 Split form status, 75 Split Lines to New Orders, 92 Stock Classes register, 116 Stock Control, 66 Stock Depreciation, 60 Stock Grades register, 116 Stock Item, 153 Defining, 59 Stock Item Location, 61 Stock Items register, 118 Stock Management, 57 Stock Management Functions, 58 Stock Taking, 66 Stock Transactions, 68 Stock Type, 153 Stock Types, 58 Stock Used Tab, 51 Stock Wanted, 61

U
Unexpected Planned Jobs, Reporting, 52 Unexpected Work, 30 Units register, 115 Unplanned and Unexpected Maintenance, 28 Update, 20 Update a Counter, 23 Update a Register, 114 Update the Job Descriptions, 140 Updating Counters, 23 Use Budget Specifications, 107 User, 153 Using AMOS M&P for Stock Management, 57 Using Images, 127 Using Stock Transactions, 68 Using Stock Wanted, 61 Using Vouchers, 96

V
Vendor Confirms the Order, 94 Viewing an image, 128

159

Viewing or Printing the Maintenance Log, 55

W
What Budgeting Can Do For You, 104 What Did We Do? Reporting Work, 45 What is a Filter?, 8 What Must I Do to Keep Maintenance Running Smoothly?, 30 What Will Arrive in Each Delivery?, 95 When a Part is Replaced, 26 When the Vendor Confirms the Order, 94 Where do I Find Stock Management Functions?, 58 Why do I Have to Logon?, 6 Why Should You Make a Query Form?, 83 Wild Card/Character, 154

Window, 154 Windows, 154 Work Order Flow, 26 Work Order Statuses, 41 Work Orders, 26 Controlling, 53 Reporting, 47 Tracking, 53 Work Orders Based on Counters and CBM Status, 32 Work Orders Window, 43 Working in the Work Planning Window, 38 Working With Purchase Orders, 91

Z
Zoom sub- menu, 129 -

160

Notes

161

162

163

164

165

166

167

168

169

170