Amos Business Suite Guide

Edition 4, 4 th September 2012

Updates: Work orders, Requisition Work

SUMMARY

COUNTERS READINGS UPDATE ......................................................................................................................... 2

WORK ORDERS .................................................................................................................................................. 5
CONTROLLING WORK ORDERS ...................................................................................................................... 5
REPORT WORK ORDERS................................................................................................................................. 7
REQUISITION WORK (RTA, WARRANTY CLAIM, NOT SCHEDULED WORK)........................................................ 9
MAINTENANCE LOG......................................................................................................................................... 13
STOCK CONTROL (TAKE AN INVENTORY) ........................................................................................................ 16
IN/OUT OF STOCK (REGISTER A STOCK TRANSACTION) .................................................................................. 18
STOCK TRANSACTIONS .................................................................................................................................... 22
REQUEST SCHEDULE ........................................................................................................................................ 23
CREATE A REQUISITION FORM ........................................................................................................................ 25
IF YOU DON’T FIND ONE OR MORE ITEMS YOU ARE LOOKING FOR ; ..................................................... 31
LINE ITEMS DETAILS ................................................................................................................................. 32
CREATE A REQUISITION FORM FOR PHARMACY ITEMS .............................................................................. 34
APPROVE A REQUISITION FORM ................................................................................................................. 39
RECEIVE A PURCHASE ORDER ..................................................................................................................... 41

Contact Person:

Marco Pica
Amos System / Technical Office
Mediterranean Shipping Company s.r.l.
Office: +39 081 532 15 30
Mob: +39 342 61 40 367
e-mail: [email protected]

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COUNTERS READINGS UPDATE

In order to have a realistic view of the ship’s state should be very useful to update the counters frequently.

HOW TO DO

1. Select Switch Department:

2. Select the department maintenance (es: MSC … / Maintenance).

3. Control if on the left top corner of the screen the department has been changed.

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 4. Click on the tool bar, Maintenance -> Counters -> Update

5. You can choose to manage all the counters pressing “ok” (RECOMMEND)
Or filter for a specific counter related to a component:

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 6. Enter the value You read on the counter in cell “Current Value”,

7. By double clicking on the cell “Date Read” You will display the calendar and You can select the
effective date read.

8. Save Changes.

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WORK ORDERS

Amos Business Suite plans the maintenance to be carried out accordingly to the job frequency settled by
the Technical Department and accordingly the counters readings You inserted.

CONTROLLING WORK ORDERS

Every time You need to control the works scheduled by Amos Business Suite You can refer to the procedure
illustrated below (the control should be done frequently in order to monitor all the activities to be carried
out).

1. Select Switch Department:

2. Select the department maintenance (es: MSC … / Maintenance).

3. Control if on the left top corner of the screen the department has been changed.

4. Click on the tool bar -> Maintenance -> Work Orders.

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 5. A filter as shown below should appear.
Configure it in order to visualize:

All the work orders

related to a
component that is
performing a
specific function.
(Main Eng. Aux Eng., .
Aux Boil, etc.)

All the work orders

related to a job class
(SMS, Inspection,
Check, Overhaul,
etc.).

All the work orders All the work orders

assigned to the overdue, to do during the
responsibility of a week, to do during the
person. next week or to do
between two dates.

6. Once You have selected the work order You are looking for (the work order line should became
blue), You can view the work orders’ details clicking on the menus as shown below.

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REPORT WORK ORDERS

7. If You performed the selected Job You have to report it;

Right click on the work order’s row and select “Report Work”.

8. The System allows You to report additional work orders related to the same component. If You
want to report additional work orders You have to flag them.

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 9. In the Details menu You are requested to fill the fields:

 Date Done
 Total Duration
 Down Time (if occurred)
 Running Hours Value (if present)

NOTE: If the cells History, Stock Used, Resources Used are flagged You are obliged to fill the Resources Used
menu, the Stock Used menu, the History menu.

10. In the Resources Used menu You have to report all the personnel involved in the work order and
the time They spent for the activity.

 N.B. In order to insert new rows You have to click on the button “New”.

11. In the Stock used menu You have to report all the items used during the work (only Spare Parts).

 N.B. In order to insert new rows You have to click on the button “New”.

12. In the History menu You have to insert Your comments or data concerning the activity performed.

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REQUISITION WORK (RTA, WARRANTY CLAIM, NOT SCHEDULED WORK)

Sometimes You will need to:

 Perform a work that is not present in the system;

 Require Technical Assistance to perform a work, or

 Report a warranty claim

For these purposes You have to create a Requisition work order.

HOW TO DO

1. Select Switch Department:

2. Select Your vessel on department maintenance.

3. Control if on the left top of the screen the department has been changed.

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 4. Select Maintenance > Function hierarchy.

5. From the Function hierarchy select the Function performed by the component on which the

requisition work should be issued, and, using right click select Requisition Work.

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 6. NOTE: You can also display the mask selecting Maintenance > Requisition work.

7. A window as shown below should appear.

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In order to provide all the necessary information You have to fill in the fields:

 Title: Provide a title for the requisition work.

 Component or Function:

o If the fields are not filled, insert the component (field Component), or the function

performed by the component (field Function).

 Planned Start: Enter the date on which the job might begin.

 Priority: Insert a number from 1 to 5; 1 is the minimum level, 5 is the maximum level.

 Discipline: You can indicate who is the person responsible for the requisition work.

 MAINT. CRITERIA: SELECT AN OPTION FROM THE LIST.

 Description: Write the description and the date of the occurrence.

 Action Required: Write the actions required.

 Next Ports/Eta: Write here the next ports and their ETA.

NOTE: If You want to provide additional information (for example: required spare parts to perform the job)
Flag the cell List “New Work Order” and insert the information in the specific tab.

WHEN THE REQUISITION WORK HAS BEEN DULY FILLED, PLEASE SEND AN EMAIL TO NOTIFY TO THE
PERSON IN CHARGE FOR.

IN THE EMAIL YOU HAVE TO INDICATE THE NUMBER AND TITLE OF THE REQUISITION WORK. THE PERSON
IN CHARGE WILL INFORM YOU ON HOW TO PROCEED.

WHEN THE RTA, THE W.C. OR THE WORK IS COMPLETED YOU HAVE TO REPORT IT. (see REPORT WORK ORDERS)

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MAINTENANCE LOG

The maintenance log is very useful to retrieve information about the maintenance done.

HOW TO DO

9. Select Switch Department:

10. Select the department maintenance (es: MSC … / Maintenance).

11. Control if on the left top corner of the screen the department has been changed.

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 12. Select Maintenance > Log.

13. The filter opens. Enter search criteria as appropriate, and click “OK”, otherwise click “OK” to display
all the maintenance carried out.

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 14. Select the work order You are looking for and, using these icons

You can display all the information that have been inserted while the work order has been
reported.

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STOCK CONTROL (TAKE AN INVENTORY)

Occasionally stock items are moved without being recorded, so at regular intervals You will need to take

inventory to ensure that the actual stock in the Ship’s stores matches Your stock records.

HOW TO DO

1. Select Switch Department:

2. Select Your vessel on department:

General (for taking inventory of spare parts spr) or

Consumables (for taking inventory of all items except spare parts spr).

3. From the Tool bar select -> Stock -> Control.

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 4. A filter as shown below should appear and You can decide to take inventory for stock class items

(RECOMMEND) or choose to filter by: Location, Maker’s ref.

5. Once You entered Your filter criteria, press OK and start to insert the value You have counted.

If You are taking an inventory for medicines (STOCK CLASS PHA) You have to insert the expiry dates.

NOTE: If a medicine have multiple expiry dates You have to register a stock transaction (IN/OUT OF STOCK).

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IN/OUT OF STOCK (REGISTER A STOCK TRANSACTION)

Most stock transactions are related to a maintenance action (Report a work order) or a purchase form

(Receive a purchase order), and AMOS Business Suite captures these transactions automatically.

However, in some circumstances You may need to register stock transactions manually in the In/Out

of Stock window.

For examples:

 When You use consumable items

 When You distribute or destroy pharmacy items

 When You use chemical items

 When You use some paint

 When You want to register in your stock medicines with multiple expiry dates

Note: All the items that are not included in the stock class SPR cannot be discharged while reporting a work

order.

HOW TO REGISTER A STOCK TRANSACTION:

1. Select Switch Department:

2. Select Your vessel on department:

o General, if You want to register a stock transaction for items included in the stock class
SPR)

o Consumables, if You want to register a stock transaction for items that are NOT included in
the stock class SPR

3. Control if on the left top corner of the screen the department has been changed.

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 4. From the Tool bar-> Stock -> IN/OUT of stock.

5. Select the transaction date in the field Trans Date (double click on the cell)

6. Select the transaction Type (Used , Trashed,…)

NOTE: Select transaction type Found if You want to register in your stock a medicine with multiple
expiry dates.

7. You can use the field Reference for insert comments (for medicines transactions You can insert the

same information inserted in the medical log book: Name and description of the case).

8. In order to insert the items related to the transaction, You should use the look up button next to

the field Stock item

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 9. A filter as shown below should appear;
(Configure it to search the items to be recorded in the transaction)

You will find below a list of examples:

A) FOR A PHARMACY TRANSACTION:

 You can type the name of the medicine that You are looking for in the field “Name”:

Example: %Aciclovir%

 You can type in the field maker’s ref the who table number and the item number:

Example: %who10%20%

B) FOR A PAINT TRANSACTION:

 You can type the name of the paint You are looking for in the field “Name”:

Example: %black%

 You can select the stock class PNT in the field “stock class” and You will see all the paint items.

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 C) FOR A CONSUMABLES TRANSACTION:

 You can type the name of the item You are looking for in the field “Name”.

Example: %pen%

 If You want to search all items related to a FAMILY, You can type the name of the family in the
field “Maker’s Ref”.

Example: %deck%stationery%

Note:

The symbol % is “the jolly character”, it’s used to avoid mismatching while searching.

THE FAMILIES’ NAMES ARE:

DECK DEPT - CABIN AND CATERING SUPPLY

DECK DEPT - CONSUMPTION

DECK DEPT - ELECTRIC MATERIAL

DECK DEPT - GALLERY SUPPLY

DECK DEPT - STATIONERY

DECK DEPT - TOOLS

ENGINE DEPT - CONSUMPTION

ENGINE DEPT - ELECTRIC MATERIAL

ENGINE DEPT - STATIONERY

ENGINE DEPT - TOOLS

ENGINE DEPT – VALVE

10. You can decide to insert additional rows clicking on “New Entry”.

11. WHEN YOU HAVE INSERTED ALL THE ITEMS TO BE REGISTERED IN THE TRANSACTION YOU HAVE TO
INSERT THE QUANTITIES IN THE FIELD QUANTITY AND PRESS OK.

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STOCK TRANSACTIONS

In order to see all the transactions recorded by the system (also those that have been registered
automatically trough the maintenance and purchase processes) you can press “stock transactions”.

NOTE: If You are in Department “General” You will display only the transactions for SPR items;

If You are in Department “Consumables” You will display all the transactions except those related to SPR
items.

1. From the toolbar Stock > Transactions.

2. A filter as shown below should appear.

Click OK to list all transactions or enter parameters to restrict the list.

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 REQUEST SCHEDULE
Dear Captain, Chief Engineer

According to existing procedure,

All the requisitions related to the stock classes below mentioned should be done as indicated in the following table.
The delivery locations must be chosen according to the order indicated in the column “Port”.
All the ports listed are arranged in order of economic and commercial preference.
Select a port with an higher progressive number induces a costs increasing.

Stock Pre
Stock description Frequency Port
class notice
 ONE REQUEST EVERY VOYAGE
(for Vessels who performs voyages
with duration over 60 Working Antwerp L. Beach
Days). La Spezia New York
7
Genova Durban
GAS Gas & Welding Mat. Working
 ONE REQUEST EVERY TWO Pusan Piraeus
Days
VOYAGES Valencia Santos
(for Vessels who performs voyages Singapore Sydney
with duration under 45 Working
Days).
 ONE REQUEST EVERY VOYAGE
(for Vessels who performs voyages
with duration over 60 Working Antwerp Valencia
7 Days). Singapore New York
PNT Paint Working Pusan L. Beach
Days  ONE REQUEST EVERY TWO La Spezia H. Kong
VOYAGES Genova Piraeus
(for Vessels who performs voyages
with duration under 45 Working
Days).

 ONE REQUEST EVERY VOYAGE Antwerp Durban

(for Vessels who performs voyages Pusan La Spezia
with duration over 60 Working Singapore Valencia
7 Days). Hamburg H. Kong
LUB Lube Oil Working L. Beach Jeddah
Days  ONE REQUEST EVERY TWO Genoa Piraeus
VOYAGES New York Shanghai
(for Vessels who performs voyages Algeciras Santos
with duration under 45 Working Houston Sydney
Days).

 ONE REQUEST EVERY VOYAGE

(for Vessels who performs voyages
with duration over 60 Working Antwerp L. Beach
Days). La Spezia New York
7
Genova Durban
CHE Chemicals Working
 ONE REQUEST EVERY TWO Pusan Piraeus
Days
VOYAGES Valencia Santos
(for Vessels who performs voyages Singapore Sydney
with duration under 45 Working
Days).

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Stock Pre
Stock description Frequency Port
class notice

 EVERY 180 WORKING DAYS IF New York

Piraeus
NECESSARY. L. Beach
Pusan
Houston
10 Hamburg
 AT OCCURRENCE (IN EVENT OF Antwerp
PHA Pharmacy Working H. Kong
SERIOUS MISSINGS). Rotterdam
Days Balboa
Felixstowe
Sydney
 IN EVENT OF CERTIFICATE Singapore
Santos
RENEWAL. Valencia

 ONE REQUEST EVERY 120

WORKING DAYS OR MORE
(for all the Vessels). Genova Singapore
30 La Spezia H. Kong
Consumables  ONE REQUEST EVERY VOYAGE
CON Working Antwerp Dalian
(quarterly requisition) (for Vessels who performs voyages
Days Valencia Balboa
with duration over 75 Working Pusan G. Tauro
Days;
as example Falcon/Ioc/Aus
Service).

Genova Singapore
30 La Spezia H. Kong
Ropes  JOINTLY TO THE CONSUMABLES
ROP Working Antwerp Dalian
(quarterly requisition) QUARTERLY REQUISITION
Days Valencia Balboa
Pusan G. Tauro

Genova Singapore
30 La Spezia H. Kong
Safety Working Clot.  JOINTLY TO THE CONSUMABLES
SWC Working Antwerp Dalian
(quarterly requisition) QUARTERLY REQUISITION
Days Valencia Balboa
Pusan G. Tauro

Genova New York

La Spezia L. Beach
Consumables 7
 AT OCCURRENCE (IN EVENT OF Antwerp H. Kong
CON (Additional or Working
SERIOUS MISSINGS). Pusan Piraeus
emergency requisition) Days
Singapore Balboa
Valencia Santos

Antwerp
Valencia
La Spezia
Ropes 10 New York
 AT OCCURRENCE (IN EVENT OF Genova
ROP (Additional or Working L. Beach
SERIOUS MISSINGS). Pusan
emergency requisition) Days H. Kong
Singapore
Pireaus
Hamburg

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CREATE A REQUISITION FORM

Using AMOS Business Suite You can create requisition forms to order the parts or consumables You need.
All the requisitions can be tracked until the goods arrive on Your Vessel and are placed in Your stock.

HOW TO DO

1. Select Switch Department:

2. Select the Department:

 General if you need spare parts
 Consumables for all the other stock class requisitions

3. From the toolbar select Purchase> Forms

4. Skip the filter pressing “OK”.

5. Click on the button “NEW” in order to create a new requisition form.

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 6. Click on the look up button to select the stock class of the items that You are going to request and
press ok.

7. Fill in the fields in order to provide all the information to the office.

 Title
 Delivery Location
 Latest Delivery Date

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 8. Click on the button save

9. Double click on the Form’s row in order to insert the items in the request.
(You can also Click on Option -> line items)

10. You have to click on the button new in order to insert new items.

11. Clicking on the look up button You will start to search the item You are looking for.

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 12. A filter as shown below should appear.

You can configure the filter in various ways, according to Your needs.

You will find below a list of examples:

D) FOR A SPARE PARTS REQUISITION:

You can type:

 The item code and the plate code , or
 The position code and the drw code in the field “Maker’s Ref” as shown in the examples.

Examples:

 Item code and the plate code: %037%90801%180%

(037 is the item code and 90801-180 is the plate code).

 Position code and the drw code: %12%48305%

(12 is the position code and R-0-48305g is the drw code)

Note:

The symbol % is “the jolly character”, it’s used to avoid mismatching while searching.

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 E) FOR A PAINT REQUISITION:

 You can type the name of the paint You are lookin for in the field “Name”:

Example: %black%

 You can select the stock class PNT in the field “stock class” and You will see all the paint items.

F) FOR A CONSUMABLES REQUISITION:

 You can type the name of the item You are looking for in the field “Name”.

Example: %pen%

 If You want to search all items related to a FAMILY, You can type the name of the family in the
field “Maker’s Ref”.

Example: %deck%stationery%

The Families’ names are:

Deck Dept:

DECK DEPT - CABIN AND CATERING SUPPLY

DECK DEPT - CONSUMPTION

DECK DEPT - ELECTRIC MATERIAL

DECK DEPT - GALLERY SUPPLY

DECK DEPT - STATIONERY

DECK DEPT - TOOLS

Engine Dept:

ENGINE DEPT - CONSUMPTION

ENGINE DEPT - ELECTRIC MATERIAL

ENGINE DEPT - STATIONERY

ENGINE DEPT - TOOLS

ENGINE DEPT – VALVE

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 13. When You have configured the filter press “OK”

14. A mask as shown below could appear: Use it to select the item or the items You are looking for and
press OK

(for multiple selection, hold the button Ctrl and use the left click of the mouse).

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 15. When You have inserted the items in your requisition form, You have to insert the quantities to be
requested in the field “Requested”.

IF YOU DON’T FIND ONE OR MORE ITEMS YOU ARE LOOKING FOR ;

You can type in the field “Number” of the filter shown at point 12 and then press OK.

The system will display two “extra” items:

 ADDITIONAL MATERIAL (Select it to request all the items that You can request also in the future)

 AS PER SAMPLE (Select it if You gave or You will give a sample of the item/s to the Supplier’s
representative).

Select one of the above mentioned items and, in the Details menu, provide necessary information for all
the items that You didn’t find in the program. (Description of the items, Characteristics, …. ).

(see Line items details)

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LINE ITEMS DETAILS

If necessary You can provide additional information for an item inserted in a requisition form.

HOW TO DO

Select the item and, in the Details menu, provide additional information.

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 16. When You have completed the requisition form (all the items You need have been inserted in the
requisition form) Click on save. Now You can close the requisition form window.

17. NOW YOU HAVE TO ASK FOR CAPTAIN or CH. ENGINEER APPROVAL
(see the procedure on how approve a requisition form).

THE REQUISITION FORM WILL BE TRASMITTED TO THE OFFICE ONLY AFTER THE APPROVAL

18. WHEN THE REQUISITION FORM HAS BEEN AUTHORIZED, PLEASE SEND AN EMAIL TO THE PERSON
IN CHARGE FOR. IN THE EMAIL YOU HAVE TO INDICATE THE NUMBER AND TITLE OF THE
REQUISITION.

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CREATE A REQUISITION FORM FOR PHARMACY ITEMS

1. Select Switch Department:

2. Select Consumables and press OK

3. From the tool bar select Stock -> Wanted

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 4. Using the filter, select the stock class PHA and press Ok

5. In the column Wanted You have to insert the quantity of the items that You want to order
accordingly to the quantity that You already have in stock and accordingly to the Min and Max
parameters.

6. When You finish, select the icon Generate Forms

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 7. If the system ask You to Save changes, click YES

8. Press OK

9. Select the Stock Class PHA and press OK

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 10. From the screen shown below You can insert additional PHA items pressing on the icon
NEW or delete items selecting the icon DELETE.

11. When You have settled all the items and their quantity, (You have to insert the quantities to be
requested in the field “Requested”), Click on the tab forms.

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 12. Provide a DIFFERENT TITLE, a DELIVERY LOCATION AND A LATEST DELIVERY DATE to your request.

13. When You finish, Click on save and ask for Captain approval (see How to approve a requisition
form).
WITHOUT AUTHORIZATION THE REQUEST IS NOT TRANSMITTED TO THE OFFICE.

14. When the requisition form is authorized, please send an email for confirmation to the office that
contains the number and title of the request.

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APPROVE A REQUISITION FORM
When a requisition is complete. You have to approve it in order to send it to the Head Office.

NOTE: Once You have approved the requisition form You cannot edit it anymore.

1. Select Switch Department:

2. Select the department according to the stock class requisition that You are going to approve.
(Select General Department if You are looking for a SPR requisition form otherwise select
Consumables Department).

3. From the toolbar select Purchase> Forms

4. A Filter as shown below should appear. Use it to find the requisition form You are looking for.

You can filter by:

 Title,
 Stock class

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 5. Select the Requisition Form.

6. Right click on it and select Change Approval.

7. The system will ask You a confirmation; click “Grant Approval”.

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RECEIVE A PURCHASE ORDER

1. Select Switch Department:

 IF YOU NEED TO RECEIVE A PURCHASE ORDER OF SPR YOU HAVE TO SWITCH ON THE DEPARTMENT
GENERAL.

 FOR ALL THE REMAINING PURCHASE ORDERS YOU HAVE TO SWITCH ON THE DEPARTMENT
CONSUMABLES.

2. From the toolbar select Purchase> Forms

3. Using the filter select the purchase order that You want to receive.

You can filter by

 Number
 Title
 Stock class

4. Select the Purchase Order

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 5. Right click on it
6. Select “receive”

7. Select the receipt date

8. Click OK

9. Confirm or edit the quantity received

10. As last step You have to save. (YOUR STOCK WILL BE AUTOMATICALLY UPDATED).

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