AMOS EMS VRS 7.2.00 MMP User Guide (ID 144920)

AMOS Enterprise Management Suite
Version 7.2.00
MM&P User Guide
Revision 1 July 2014

Documentation Copyright And Disclaimer
Copyright
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document is correct at the time of printing. However, as products of SpecTec Group Holdings Ltd.
are constantly being updated and maintained, discrepancies may arise from time to time
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Table Of Contents
CHAPTER 1 Introduction to The AMOS Suite 1

1.1 How Does It All Fit Together? 2
1.2 Who Should Read This User Guide? 2
1.3 How This Guide Is Organised 2
1.4 Related Documentation 3
CHAPTER 2 Working With AMOS 4
2.1 Starting The Application And Logging On 4
2.1.1 Why Do You Have To Login? 5
2.1.2 Login Audit Log 5
2.1.3 Changing Your Password 5
2.1.4 Custom Logo 6
2.2 Navigation: Getting Around 6
2.2.1 The AMOS Desktop 6
2.2.1.1 Dashboard - Alerts Overview 6
2.2.1.2 Dashboard - Favourites 9
2.2.1.3 Dashboard - Notifications 10
2.2.1.4 The Left Panel - Explorer Bar 10
2.2.1.5 The Right Panel - Dynamic Help, My Shortcuts 10
2.2.2 Quick Launcher 11
2.2.3 The Toolbar 17
2.2.4 The Right-Click Menu 17
2.2.5 Shortcut Keys 18
2.2.6 Multi Selecting 18
2.2.7 Filtering A Window 19
2.2.7.1 Global Search 19
2.2.8 Fast Find 21
2.2.9 Field Chooser 21
2.2.10 Column Sorting 23
2.2.11 Column Widths and Ordering 24
2.2.12 Refreshing A Window 25
2.2.13 Calendars 25
2.2.14 Mandatory Fields 25
2.2.15 Sending Output: To Printer, Email Or Fax 25
2.2.15.1 Sending Procurement Documents To Email And Fax 26
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2.2.16 Printing Labels 27
2.2.17 Saving Data 27
2.2.18 Deleting Records 27
2.2.19 Closing and Exiting AMOS 28
2.3 Registers 28
2.4 The Actions Group 28
2.4.1 Initiate Event 28
2.4.2 Switch Installation 30
2.4.3 Generate Tasks 30
2.4.4 The Planner 31
2.5 Work Flow 31
2.5.1 Changing A Work Flow Status 32
2.5.2 The Work Flow Log 32
2.6 Dynamic Help 33
2.7 The Internal Notification System 33
2.7.1 Sending Notifications 33
2.7.2 Notification Tabs 34
2.8 External Files 35
2.8.1 Attaching External Files 35
2.8.2 Deleting External Files 35
2.9 Security Attributes 35
2.10 User Defined Fields 36
2.11 Templates 36
2.12 Translation 38
CHAPTER 3 Material - Assets And Stock 39
3.1 Work Flow And Changing A Record's Status 39
3.2 Asset Types 40
3.2.1 Creating a New Asset Type 40
3.2.1.1 Asset Classes 40
3.2.2 Duplicating an Asset Type 42
3.2.3 Asset Types Measure Points 43
3.2.4 Creating a List of Asset Type Suppliers 44
3.2.4.1 Multiple and Preferred Suppliers 45
3.2.5 Knowing When to Reorder - Reorder Levels 46
3.2.6 Asset Type Parts List 47
3.2.6.1 Alternative Parts 48
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3.2.7 Related Asset Types 49
3.2.8 Asset Type Maintenance Plans 50
3.2.8.1 Scheduling a Maintenance Plan 52
3.2.8.2 Adding Parts and Tools to a Maintenance Plan 56
3.2.8.3 Creating a Team List 56
3.2.8.4 Forecasting Costs 57
3.2.8.5 Linking References 57
3.2.9 Asset Type Distribution 57
3.2.10 Assets Registered at Installations 57
3.3 Stock Type 58
3.3.1 Creating a New Stock Type 58
3.3.2 Duplicating a Stock Type 58
3.3.3 Creating a List of Stock Type Suppliers 59
3.3.3.1 Multiple and Preferred Suppliers 60
3.3.4 Available Stock Items 60
3.3.5 Stock Types Used in Asset Types 61
3.3.6 Stock Types Distribution 62
3.4 Marpol Compliance 62
3.5 Asset Type/Stock Type Distribution 65
3.5.1 Distribution to a Single Installation 65
3.5.2 Distribution To An Installation Group 67
3.5.3 Effective Distribution 68
3.6 Managing Assets 68
3.6.1 Registering a New Asset 69
3.6.2 Working With Assets 70
3.7 Managing Stock Items 72
3.7.1 Registering a New Stock Item 72
3.7.2 Stock Item Locations and Expiration 74
3.7.2.1 Moving Stock From One Location to Another 76
3.7.3 When Stock Items are Reserved 80
3.7.4 Stock Item Transactions 81
3.8 Registering Material Moving In/Out of Stock 84
3.9 Stock Transactions 87
3.9.1 Reverse Stock Transactions 88
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3.10 Stock Inventory 89
3.11 Transfer Documents 92
3.11.1 When A Site Requires Material 93
3.11.1.1 Create A Requisition Form 93
3.11.1.2 The Office Splits The Line Items To Transfer Documents 94
3.11.1.3 Updating the Transfer Tab and Transferring 96
3.11.1.4 The Office Creates A Delivery 99
3.11.1.5 The Delivery Arrives At The Recipient Installation 100
CHAPTER 4 Maintenance 101
4.1 Maintenance Setup And Management In AMOS 101
4.1.1 Work Flow And Changing An Object's Status 102
4.2 Initial Setup 103
4.2.1 Functions 103
4.2.1.1 Building the Function Hierarchy 103
4.2.1.2 Additional Info - Linking Functions to Asset Classes 104
4.2.1.3 Function Measure Points 104
4.2.1.4 Function Maintenance Plans 106
4.2.1.5 Functions And Work Orders 106
4.2.1.6 Functions: Installing And Removing Assets 107
4.2.1.7 Rotation Logs 111
4.2.1.8 History 112
4.2.1.9 Functions And Work Flow 112
4.2.2 Work Instructions 112
4.2.2.1 Creating A New Work Instruction 112
4.2.2.2 Work Instruction Revisions 114
4.2.3 Maintenance Planning 115
4.2.3.1 Maintenance Planning for Assets 115
4.2.3.2 Maintenance Planning For Functions 117
4.2.3.3 Other Maintenance Planning 118
4.2.3.4 Scheduling A Maintenance Plan 118
4.2.3.5 Maintenance Plans and Risk Assessments 122
4.2.3.6 Adding Parts And Tools To A Maintenance Plan 122
4.2.3.7 Adding Team Members to a Maintenance Plan 122
4.2.3.8 Forecasting Costs on a Maintenance Plan 123
4.2.3.9 Linking Procedures to Maintenance Plans 123
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4.2.4 Maintenance Groups 123
4.2.4.1 Creating a Maintenance Group 124
4.2.4.2 Adding Jobs to a Maintenance Group 124
4.2.4.3 Generate The First Work Order For a Maintenance Group 125
4.2.4.4 Planning Maintenance Group Work Orders 126
4.2.4.5 Carry Out And Report on a Group Work Order 128
4.3 Maintenance Management 130
4.3.1 Generating Work Orders For Maintenance Plans 131
4.3.1.1 Work Dependent on Calendar and Measure Point Schedules 131
4.3.1.2 Work Dependent on trigger Schedules 132
4.3.2 Managing Work Orders 133
4.3.2.1 Manually Creating Work Orders for Unexpected Work 133
4.3.2.2 Sub Work Orders 134
4.3.2.3 Planning A Maintenance Work Order 139
4.3.2.4 Work Orders and Risk Scenario Assessments 141
4.3.2.5 Creating a Non Conformity from The Work Order Window 141
4.3.2.6 Issuing A Work Order 142
4.3.2.7 Reporting A Work Order 143
4.3.3 Maintenance Team Budgets 144
4.3.3.1 Defining Budget Categories 144
4.3.3.2 Defining Rate Types and Units of Time 145
4.3.3.3 Applying Rate Types to Company Positions and External
Resources 146
4.3.3.4 Assigning Budgets to Maintenance Plans and Work Requests 149
4.3.3.5 Adjusting Your Maintenance Work Order Work Flow to Handle
Budgets 150
4.3.3.6 What's Next? Budgets on Work Orders 154
4.3.4 Work Requests and Failures 156
4.3.4.1 Recording an Equipment Failure 156
4.3.4.2 Registering a Work Request 157
4.3.4.3 Creating Work Orders for Work Requests and Failures 158
4.3.4.4 Updating and Closing Failure Records 161
4.3.4.5 Creating a Non Conformity from the Work Request/Failure
Window 162
4.3.4.6 Work Requests/Failures and Risk Assessments 163
4.3.5 Managing Projects in AMOS 163
4.3.5.1 Creating A New Project 163
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4.3.5.2 Adding Sections to a Project 164
4.3.5.3 Adding Project Items 165
4.3.5.4 Adding Maintenance Jobs To Projects 167
4.3.5.5 Starting A Project 172
4.3.5.6 Tracking Project Progress 173
4.3.5.7 Project Reports 174
4.3.6 Measure Points - Counters and Gauges 175
4.3.6.1 Linking Measure Points to Asset Types and Functions 176
4.3.6.2 Scheduling a Maintenance Plan With Measure Points 177
4.3.6.3 Adding New Measure Points to Asset Types 178
4.3.6.4 Updating Measure Points 182
4.3.7 Maintenance History 183
4.4 Condition Based Maintenance 184
4.4.1 CBM Files And Transfer Formats 184
4.4.2 CBM Work Orders And Measure Points 185
4.4.3 CBM References 186
4.4.4 CBM: Day-Files 188
4.4.4.1 Flow Of Events - Processing CBM Files 189
4.4.5 CBM Alarm Interface 191
4.4.5.1 Flow Of Events - Processing CBM Alarm Files 191
4.4.5.2 Files Sent To AMOS 191
4.4.5.3 Files Sent From AMOS 192
4.4.6 AMOS Processes 193
4.4.7 CBM Log 193
CHAPTER 5 Procurement 195
5.1 The Purchasing Process 195
5.2 Material Requirements: Keeping Track Of Wanted Material 196
5.2.1 Manually Updating The Material Requirements List 196
5.2.2 Automatically Updating The Material Requirements List 198
5.2.3 Specifying the Asset a Part is For 199
5.2.3.1 Filtering the Material Requirements List by Asset 201
5.2.4 Transferring Requirements to A Procurement Document 202
5.2.5 Printing The Material Requirement List 204
5.3 Procurement Documents 204
5.3.1 Procurement Documents And Work Flow 205
5.4 Requisitions: When You Need Materials 205
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5.5 Line Items On Procurement Documents 206
5.5.1 Adding New Line Items 208
5.5.2 Working With Line Items 209
5.5.3 Splitting Line Items 210
5.5.3.1 Splitting to Procurement Documents 210
5.5.3.2 Splitting to Transfer Documents 215
5.5.3.3 Viewing Split Line Items 216
5.5.4 Line Items- Stock Units and Purchase Units 219
5.5.5 Setting an Asset On Line Items 221
5.5.5.1 Filtering Procurement Documents by Asset 223
5.5.6 Pending Line Items 224
5.6 Query Forms 225
5.6.1 Converting An Existing Form Into a Query Form 225
5.6.2 Creating a New Form of Type Query 226
5.7 Finding The Best Deal: Quotations 226
5.7.1 Adding a Quotation To a Query Form 229
5.7.2 Printing and Sending a Quotation 231
5.7.2.1 Sending Attachments with a Quotation 232
5.7.3 Making a New Revision of a Quotation 233
5.7.4 When You Receive A Response: Updating Quotations 235
5.7.4.1 Quotations - Prices and Discounts 237
5.7.5 Comparing Quotations 241
5.7.5.1 Splitting Items and Selecting A Quotation From the Compare
Window 244
5.8 Selecting A Quotation 249
5.8.1 Selecting A Quotation From The Compare Window 249
5.8.2 Selecting A Quotation From The Quotation Window 252
5.8.3 Selecting A Quotation In The Procurement Document Window 255
5.9 Making A Purchase Order 258
5.9.1 Converting To A Purchase Order 258
5.9.2 Creating A New Form With Type Purchase Order 259
5.9.3 Approving An Order 259
5.9.4 Printing And Sending A Purchase Order 259
5.9.4.1 Sending Attachments with a Purchase Order 261
5.9.5 Making A New Revision Of A Purchase Order 261
5.10 Keeping Track of Costs on Procurement Documents 262
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5.11 Copying a Procurement Document 262
5.12 Purchase Contracts 264
5.12.1 Registering A New Contract 265
5.12.2 Setting Up Product Groups 266
5.12.3 Defining Delivery Zones 267
5.12.4 Populating A Matrix - The Price Tab 268
5.12.5 Setting Variables And Conditions 270
5.12.6 Export/Import to Excel 270
5.12.7 Duplicating Contract Details 270
5.12.8 Applying A Contract To A Procurement Document 271
5.12.8.1 Contracts - Procurement Documents And Procured Items 272
5.13 Procurement Document Deliveries 272
5.14 Procurement Documents And Vouchers 272
5.15 Procurement Documents And Budgeting 272
5.16 Deliveries 273
5.16.1 Creating A Delivery 273
5.16.1.1 Keeping Track Of Intermediate Delivery Locations 274
5.16.1.2 Keeping Track Of Items Line By Line 274
5.16.3 Creating a Non Conformity from the Delivery Window 276
5.17 Transporting Deliveries to an Installation - Transport Manifests 278
5.17.1 Creating A Transport Manifest 278
5.17.2 Consolidating Deliveries - Assigning Deliveries To A Transport
Manifest 278
5.17.2.1 Adding Deliveries from the Delivery Window 279
5.17.2.2 Adding Deliveries from the Transport Manifest Window 279
5.17.3 Registering the Journey 280
5.17.4 Work Flow and Process the Transport Manifest 281
5.18 Receiving Goods 281
5.18.1 Printing Labels During Receipt 282
CHAPTER 6 Finance 283
6.1 Budgets 283
6.2 Registering A Financial Year Model 283
6.3 Defining A Financial Calendar 284
6.3.1 Activating Financial Calendars 285
6.3.2 Closing a Financial Calendar 285
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6.4 Budget Codes 286
6.5 Preparing a New Budget 287
6.5.1 Budget Sub-Periods and Specifications 288
6.5.2 Activating A New Budget 291
6.5.3 Creating a New Budget Revision 291
6.5.4 Budget Overview 291
6.5.5 Generating Budgets Automatically 292
6.5.5.1 Generating Budgets By Financial Year 292
6.5.5.2 Generating Budgets by Budget Code 294
6.5.6 Budgets And Procurement Documents 297
6.6 Multiple Base Currencies 297
6.6.1 Defining Currency Codes and Rates 298
6.6.2 Base Currencies and Approval Limits 299
6.6.3 Base Currencies and Budgeting 299
6.6.3.1 Converting Existing Budgets after Changing Base Currency 300
6.6.3.2 Recalculating Budget Amounts 300
6.6.3.3 Generating New Budgets After Changing Base Currency 301
6.7 Vouchers 302
6.7.1 Registering a Voucher 302
6.7.1.1 Linking A Procurement Document To A Voucher 303
6.7.1.2 Voucher Specifications 304
6.7.2 Filling A Voucher 305
6.7.3 Vouchers And Work Flow 306
6.7.4 Vouchers And Procurement Documents 306
6.8 Financial Registers 306
6.9.1 Bank Register 306
6.10.1 Currency Rate Register 307
CHAPTER 7 Common Registers 308
7.1 Adding Information To A Register 308
7.2 Deleting Information From A Register 309
7.3 Location Register 309
7.3.1 Printing Labels for Locations 309
7.4 Address Register 311
7.4.1 Address - Product/Service Types 312
7.4.2 Address - Contacts 312
7.4.3 Address - Assigning Portals 313
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7.4.4 Address - Banks 314
7.4.5 Address - Fees 314
7.4.6 Printing Address Labels 315
7.5 Agent Register 316
7.6 Courier Register 316
7.7 Port/City Register 316
7.7.1 Port/City - Airports 317
7.7.2 Port/City - Master's Notes 317
7.8 Airport Register 317
7.9 External Resource Register 317
7.10 Union Register 318
7.11 Planned Event 318
7.11.1 Register the Recurring Trigger Event 318
7.11.2 Register the Planned Event 319
7.11.3 Linking Activities to Planned Events 320
7.12 Mail Handling 322
7.12.1 Preparing and Sending Mail 322
7.12.2 Changing The Status Of The mail 322
7.13 Minutes Of Meeting 323
7.13.1 Scheduling a Meeting 323
7.13.2 Creating a List of Participants 323
7.13.3 Changing The Status Of A Meeting 323
7.14 Change Request 324
7.14.1 Creating A New Change Request 324
7.14.2 Changing the Status of a Change Request 325
7.15 Library 325
7.16 Port Calls 325
7.16.1 Register and Maintain a List of Port Calls 326
7.16.2 Port Call Activities 326
7.16.2.1 Adding Activities to a Port Call 326
7.16.3 Port Call Crew Changes 327
7.16.4 Initiating Port Call Events 330
CHAPTER 8 The Planner 334
8.1 Opening The Planner Window 334
8.2 Working In The Planner Window 335
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Your AMOS Support Network
An up-to-date list of email addresses and telephone numbers is available on the Contact
Support page of our website, at www.spectec.net
Nordics
Email : support.nordic@spectec.net
Sweden +46 31 65 53 00
Norway +47 67 52 55 55
Northern Europe
Email : support.nemea@spectec.net
Phone : United Kingdom +44 161 888 2299
Southern Europe, Middle-East and Africa (SEMEA)
Email : support.semea@spectec.net
Phone : Italy +39 0773510205
Asia-Pacific (APAC)
Email : support.ap@spectec.net
Phone : Australia +61 7 5523 9908
Hong Kong +852 28027881
Singapore +65 622 071 16
Americas (USA)
Email : support.us@spectec.net
Phone : USA +1 305 705 0400
Russia (CIS)
Email: support.russia@spectec.net
Phone: Russia +7 812 324 5110
Additional Manuals
For additional copies of user guides or installation manuals, please contact your local
sales office.
CHAPTER 1 Introduction To The AMOS Suite
The AMOS Enterprise Management Suite (hereafter AMOS) has been designed and developed
with three main objectives:
l To provide a user friendly and comprehensive tool
l To reduce the human workload required to achieve your company's objectives
l To provide a flexible reporting tool for your Company Business Model (Processes and
Work Flow)
The end result is a powerful tool for all areas of your organisation. The AMOS Enterprise
Management Suite is divided into groups of license activated modules:
l Material, Maintenance and Procurement (MM&P)
l Material
l Maintenance
l Procurement
l Financial
l Logistics
l Staff Management
l Staff Management
l Payroll
l Quality Management (QMS)
l QMS
l Certificates
l Risk Management
l Self Assessment
l Inspections and Questionnaires
l Auditing Agenda
l KPI
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CHAPTER 1 Introduction to The AMOS Suite
Using your own personalised combination of the modules in these groups, AMOS is an
application for integrated vessel and office management including quality and safety,
maintenance, procurement and budgeting, staff management, report and certificate handling,
assessments, and replication of data and administrative procedures. In addition to these
groups are module are principles and functions which are common to every installation, such
as the concept of customisable Work Flow, and the internal notification system.
1.1 How Does It All Fit Together?

Using the AMOS Enterprise Management Suite MM&P modules you can:
l Plan, perform and report maintenance work
l Control maintenance costs and budgets
l Request, requisition and procure materials
l Keep track of stored materials
l Approve and receive purchases
The AMOS MM&P modules interact to benefit you. For example:
Once you have created Asset Types and Stock Types, you can distribute these types to the
installations throughout your organisation that use instances of these types. Distribution is
used together with AMOS Procurement functionality - the installations can order items of the
types that have been distributed to them without having to search through huge lists of
material types that they do not use at all.
AMOS Asset and Stock functionality allows you to easily see your stock levels, at any
installation. Then, using the Procurement and Deliveries modules you can create forms to
requisition, query price and delivery time information and procure the items (goods or services)
that you need, and to track each order until the goods arrive at your installation and are placed
in your stock.
Using the Maintenance modules, create Work Instructions for jobs and link them to
Maintenance Plans for Assets or for Functions. Maintenance Plans contain information needed
to generate Work Orders, such as the schedule for the job, and tools and resources needed,
etc. Maintenance Management consists of work such as generating Work Orders, planning,
issuing, carrying out and reporting Work Orders, and creating Work Orders for unexpected
maintenance.
The AMOS Finance group modules assist you in the preparation, issuing and monitoring of
your company's budget plans.
1.2 Who Should Read This User Guide?

This User Guide is for people using the Material, Maintenance, Procurement and Financial
modules of an system that is already up and running. This documentation 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 in fulfilling those requirements.
No previous knowledge of or Windows is required, but if you are completely new to computers,
you may prefer to start with the basic documentation for your PC and for Windows.
1.3 How This Guide Is Organised

Chapter 2, Working With AMOS, is an overview of general features and concepts that apply
throughout the application.
The main features for the Material, Maintenance, Procurement and Financial menu groups in
the Explorer Bar are found in Chapters 3 to 6.
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CHAPTER 1 Introduction to The AMOS Suite
Chapter 7 contains information about all the registers listed in the Common menu group.
These registers hold the general information which appears in the lookup lists in most windows
of the application.
Chapter 8 contains instructions on how to use the Planner, which displays information from
across your system in one window.
1.4 Related Documentation

The AMOS Installation Guide contains information on how to install the application.
The AMOS Configuration and Administration Guide describes the tasks involved in setting up
and maintaining AMOS.
The AMOS Getting Started Guide is a brief introduction to the general features and concepts
that apply throughout the application.
The AMOS QMS User Guide and AMOS Staff Management User Guide contain information
relevant to those groups of modules.
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CHAPTER 2 Working With AMOS
AMOS is a customisable application. It is up to you to decide which modules suit your needs the
best. No matter which combination you create there are common functions that always apply,
to maximise the potential of your system. This introduction to working with AMOS contains
information on these common features and concepts that are automatically included with
every installation.
2.1 Starting The Application And Logging On

There are two main methods to start the application:
l Select the application from the Start > Programs > AMOS > AMOS menu.
l Double-click the shortcut icon on your windows desktop.
To logon to AMOS:
1. Start the application by double-clicking on the AMOS icon on your desktop, or select it
from Start > Programs > AMOS > AMOS.
The login screen opens:
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2. Type in your username and password.

3. Click OK.
4. If your login details are accepted the AMOS dashboard will open.
NOTE: The Access Rights assigned to each user determine which areas of the application the
user is authorised to access. User preferences can be configured to personalise the
appearance and behaviour of the user interface. If you cannot view certain areas or settings
in AMOS, check that you have the correct Access Rights. If you do not see the expected
information or records, check that you are connecting to the correct database.
2.1.1 Why Do You Have To Login?

Many functions in AMOS are open to all users (all login accounts). However, certain functions
such as approving work, approving requisitions, changing budgets, etc, are restricted to
authorised people only. When you login, you inform AMOS of who you are and the system
settings are then configured for your account, locking any commands you are not authorised
to use. Defining user login accounts and access rights is a task for your system administrator.
2.1.2 Login Audit Log

AMOS can track and log all user login history, and any modifications that the logged in user
makes. Configuring the list of tables and columns to audit is done in the Audit Dashboard
window- The Audit Dashboard also displays the details of the users who are currently logged in,
and a history of failed login attempts. There is a button called Audit Log in the Main toolbar of
many windows. Selecting a record in the window and then clicking the button opens the Audit
Log in a new window and lets you monitor who has made which changes to that entity.
2.1.3 Changing Your Password

AMOS Users can at any time change their password if they want to do so:
1. Select Security > Change Password.
2. The Change Password dialog appears.
Figure 1 The Change Password Dialog

3. Enter your Current Password.
4. Create a New Password.
5. Confirm the new password by entering it again in the third field.
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Click Cancel at any time to keep the old password.

6. Click OK to save the new password.
Your password is changed effective immediately.
NOTE: The acceptable length of the passwords is defined in the System Parameters.
2.1.4 Custom Logo

It is possible customise the AMOS Login screens and your reports with your own Company
Logo. To display your logo on the login screen, add the logo file to the AMOS installation
directory. To display your logo on reports, put the logo file in the folder defined as your
Graphics directory. We recommend that the logo does not exceed 100x100 pixels in size. For
more about Graphics Directories, see the AMOS Configuration and Administration Guide.
2.2 Navigation: Getting Around

The following sections will familiarise you with different areas of the application and the basic
operational functions that you will use on a daily basis.
2.2.1 The AMOS Desktop

The AMOS desktop is comprised of three screen panels . By default the left- side panel is
normally expanded and the one on the right is collapsed.
l To expand or collapse the panels right-click in the panel's splitbar.
l Adjust the width of the open panels by clicking and dragging the splitbar to the desired
width.
l Press the F11 key to toggle between the full-screen mode and displaying the two side
panels.
The main panel of the window is called the Dashboard and is divided into three areas: Alerts
Overview, Favourites and Notifications.
The Home icon at the bottom of the dashboard is always visible no matter where you are in
AMOS. Click it to bring the dashboard to the front of the screen, leaving other windows open
underneath.
2.2.1.1 Dashboard - Alerts Overview

Alerts allow for monitoring of virtually any information managed by AMOS: work orders, near
misses, incidents/accidents, and so on. The Alerts Overview on the dashboard displays the
current alerts present in the system and it is constantly refreshed:
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Double-clicking on any alert opens a graph showing the breakdown for that alert by
installation1:
Once in the graph, click <<Back to return to the dashboard, or, double- click one of the
installations in the list or a bar in the graph, to see a list of the individual records linked to the
alert at that installation:
1The breakdown by installation depends on which installations the alert is configured to display, and the logged
user's access to those installations.
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Once again, click <<Back to return to the graph. Or, you can double-click any record - or flag
multiple records first - to open in the entity window:
If the list you are viewing is from an installation other than the current one, when you open
record(s) from that installation the entity window will open in Global Search mode.
You can customise the list of alerts appearing on your dashboard, so that only the ones
relevant to you appear (when you are logged in).
To change the alerts listed in the overview:
1. Click Settings in the top right corner:
2. Check the alerts you want to see in the Active Alerts dialog or uncheck ones you no
longer want. There are also Select All and Deselect All buttons:
-8-
3. Click OK. The alerts overview will be updated accordingly.

The ability to configure new alerts depends on your access rights. This is done in the Alert
Definition window.
See the AMOS Configuration and Administration Guide for more about Alert Configuration.
2.2.1.2 Dashboard - Favourites

The Favourites section contains links to the places in the application which you open and work
in most frequently. Double-clicking on a Favourite opens the filter and allows you search.
To customise the Favourites list:

1. Click Settings in the top right corner:
2. Check the windows you want listed as Favourites in the dialog or uncheck ones you want
to remove:
3. Click OK.
-9-
2.2.1.3 Dashboard - Notifications

The Notification area at the bottom of the dashboard displays notifications as they come in.
l Notifications sent from users on your installation are updated at an interval set in the
System Parameters.
l Notifications sent by users on other installations are updated on import into your
database and depend on your replication schedule.
Click one of the three radio buttons in the bottom of the tab to arrange the notifications
according to their Priority, the Entity they apply to, or the Installation they belong to.
Some notifications may have been sent requiring a Read Log. For this kind of notification you
will be prompted to confirm the date you have read the document and this date will appear
with your name in the Read Log tab for that window. There are six small buttons beside the list
of notifications. Click them to acknowledge a notification, reply to sender, refresh, select all,
deselect all or invert selection.
To view and acknowledge an entry in detail:
1. Double-click on the notification to go straight to the entity window - double-clicking on a
non conformity notification opens that record in the Non Conformity window.
2. Read the record. To acknowledge notifications which apply to you from the entity
window click the Acknowledge button on the Main toolbar there.
3. A dialog will open allowing you to check one or more notifications, set the date for Read
Log, and click OK to return to the main window.
To receive notifications by email as well as inside AMOS:
1. Set the parameter 'E-mail Notifications' at Configuration > System Parameter > General
to YES. This setting applies system-wide.
2. Individual users can then choose to receive notifications by email or not in the
Configuration > User Preference window.
2.2.1.4 The Left Panel - Explorer Bar

The left side panel is called the Explorer Bar and contains the Group menus for AMOS. These
menus are collapsed by default; to expand a menu click on the arrow in the upper right corner
of the header.
2.2.1.5 The Right Panel - Dynamic Help, My Shortcuts

The Dynamic Help tab at the top of the right panel offers context sensitive help - the Help topics
are specific to the area you are working in. The Dynamic Help is comprised of HTML pages which
are stored in your database and linked to the relevant locations in AMOS.
You can save documents or any other records in the My Shortcuts tab to keep them easily
accessible:
- 10 -
l To open an item in My Shortcuts double-click on it.

l To remove a shortcut right-click on it. In the pop-up menu select Remove from My
Shortcuts.
To create a Shortcut:
1. Expand the right panel and open any window in AMOS.
2. Press the Ctrl key and drag and drop a record from the list part of the window over to
My Shortcuts.
2.2.2 Quick Launcher

The AMOS EMS Quick Launcher provides fast access to most areas in AMOS including your own
user-defined shortcuts to certain records.
Opening the Quick Launcher and Selecting an Entry
To run the Quick Launcher:
1. Open AMOS EMS.
2. Open the Quick Launcher by pressing the shortcut keys Alt+q:
3. Press the up arrow on your keyboard to see a list of windows:
- 11 -
You can type a window's initials:
Or, just start typing the name of the window you are looking for:
4. Use the up and down keyboard arrows to move through the list.
5. When you reach the window you want, press Enter.
Or, without selecting an entry first, press the listed shortcut keys while the Quick
Launcher is active. As shown below pressing Ctrl+2 will open the Initiate Event window,
even though it is not currently selected:
- 12 -
6. To close the Quick Launcher at any time just press the Esc key.
Sub-Menus in the Quick Launcher
Some windows in the Quick Launcher list have a sub-menu indicated by a double arrow >>:
To open a sub-menu, select that line and press the right arrow on your keyboard:
- 13 -
Scroll, select and press Enter to open sub-menu entries. You can also enter text in the top of
the Quick Launcher to filter the sub-menu:
Once you are in the sub-menu, to go back to the main menu press the left arrow on the
keyboard.
Colour Codes in the Quick Launcher
Entries in the Quick Launcher list are colour-coded.
- 14 -
Red indicates that the entry is a window from the AMOS menu:
Green indicates that the entry is a record from your Shortcuts list:
Gray indicates that the entry is located on a sub-menu belonging to an AMOS window, like
System Parameter >> :
Quick Launcher Settings and Reset

The Quick Launcher remembers your selections as the logged in user and shows your latest
selections next time you open it and press the up arrow - even if you have logged out and back
in again:
- 15 -
To clear your latest selections press Ctrl+r while the Quick Launcher is open, and confirm the
reset:
When you next open the Quick Launcher, It will revert to showing the list of windows in
AMOS in the same order as they appear in the Explorer bar menus:
- 16 -
Quick Launcher also remembers its last position on your screen. When you drag it to a new
location, it will appear there the next time you reopen it. To reset its position to the default,
press Alt+q a second time after opening it.
2.2.3 The Toolbar

The context sensitive toolbar, normally contains two tabs: Main and Actions. The Main toolbar
contains generic buttons such as New, Save, Delete, Filter, View, Close (window) and Exit
(application), in addition to those needed in the window you currently have open. What you
find in the Action toolbar depends on which window you are in.
Figure 2 The Non Conformity Main Toolbar

The purple CLOSE icon will exit the window you are currently working in and give you the option
to save your work. The red EXIT icon will exit AMOS completely.
2.2.4 The Right-Click Menu

Most of the windows in AMOS have a right-click menu. The functions available in any window
as toolbar buttons are also listed as menu items. Various options are available according to
which record(s) is/are currently selected.
The top part of the right-click menu contains standard actions such as New, Delete, Save, etc.
These are only visible in the menu if they are visible on the toolbar. In any window with a list of
records, a 'Copy List' action lets you copy one or more flagged records, or, if no rows are
flagged then all rows will be copied.
The rest of the menu is context-sensitive and contains options related to the selected record(s).
Actions which are not available to you on the toolbar will not be available on the pop-up menu,
either.
- 17 -
2.2.5 Shortcut Keys

Shortcut Keys allow for easier navigation through AMOS, increasing your efficiency. The
shortcut keys are listed below:
ALT+F4 Closes all windows and exits AMOS.
Ctrl+F4 Closes the window you are currently working in.
F4 Displays an extended view on certain pages within AMOS.
F2 Displays the external window for a text box, or a lookup filter.
F7 Opens the spellchecker dialog, where applicable (i.e. in a Notes tab).
Ctrl+N Adds a new record, but not if you are in a filter.
Ctrl+S Saves a record.
Ctrl+D Deletes a row.
Ctrl+F Opens the filter.
Ctrl+M Opens the notifications list for a window.
Ctrl+F6 Scrolls through the windows you have opened already.
2.2.6 Multi Selecting

On Windows
Multi-select functionality is available in many windows throughout the system and allows you
to process multiple records in one operation rather than repeating the same task several times
on individual records in the same window. Where multiple selection is available you will see a
column of checkboxes next to the items in the list part of the window and three buttons in the
toolbar: Select All, Deselect All and Invert Selection. Check the boxes next to the records you
want to work with or use the buttons to check/uncheck the box for all records.
When you have selected the records you plan to work with, you can:
l Print - select and print multiple records with the option to print details for each record or
only a list of selected records. Print Preview multiple records on a single window.
l Work Flow - execute a transformation on more than one record (in the same tab) as
selected in the list part of the window. Transformations available will be those which are
common to all selected records and you have access to. The Work Flow Log still registers
transformations independently for each record.
On Lookups
Multi-selection is also available on many lookup filters throughout the system, allowing you to
select several records to add to a field or tab, at once.
For example, click New in the Accident window Causes tab Job Factors area and then click the
lookup button. The filter that opens allows multi-select:
- 18 -
You can:
l check the boxes of one or more items in any order to select them. Click OK to close the
lookup and add the flagged items to the list in the window.
l use the arrow keys to move up and down the list, pressing the spacebar on any item to
select/deselect it. Click OK to close the lookup and add the flagged items to the list in the
window.
l double-click on a single item (with no other items already flagged) to select it and close
the lookup immediately, adding the item to the list in the window.
2.2.7 Filtering A Window

When you enter criteria into a filter - either before opening a window or by accessing the filter
after - a search through the database will then return only the records which meet the specified
criteria. If there are no matches AMOS will ask you to filter again or to create a new record.
When a filter appears before a window, clicking OK will return all records in that window,
unfiltered.
Filters change their layout and content according to the window you are in so every filter is
different.
On some fields you can select values from a lookup list. Click the lookup button on the right
side of a field to open a secondary dialog. Sometimes the lookup list has its own filter which
opens first.
Filters also accept two wildcards: % and _.
% - captures all instances in a search: for example En% will display all records that start with En;
likewise, %Accident will return all records containing Accident, like 'Cargo Accident'.
_ for use inside words: for example B_ush will return Brushes for the main engine. The filter will
remember the last search until you close the window.
2.2.7.1 Global Search

Often AMOS users are responsible for maintaining the same set of information and records
across multiple installations - on all vessels or on a subset of vessels. Many windows
throughout AMOS have Global Search functionality so that these users can search across-
installations.
- 19 -
E XA MP LE
One Technical Superintendent is responsible for vessels A and B while another Technical
Superintendent is responsible for vessels C and D;
One Buyer is responsible for purchasing consumables on all vessels;
One Purchase Manager is responsible for approving all purchases for all vessels; etc.
These users need to filter, view and work with records from multiple installations at once
without having to switch from one installation to another.
When Global Search is activated1, the Installation tab will appear in filters on the applicable
windows:
Check Search in multiple installations to allow global searching:
Enter filter criteria as usual on the other tabs. According to your access rights, check the
installations you want to search in the Installations tab:
When you click OK the window will open in 'Global Mode'. Matching records from all the
filtered installations will be displayed in one window and can be processed without switching
installations first. The Inst. column is added to the list part of a window in Global Mode. It
displays the installation code for each record:
1Activate Global Search by setting the system parameter 'Enable Global Search' to Yes.
- 20 -
It is not possible to remotely open another window. Keep in mind that Global Search windows
are visible in different modes:
l Read Only, with Work Flow enabled
l Read Only, with Work Flow disabled
l Edit, with Work Flow enabled
l Edit, with Work Flow disabled
This is predefined and simply means that different functionality is available in different
windows: while some allow changing and inserting data and performing Work Flow
transformations; others allow Work Flow functionality only, etc. If a certain task is not enabled
the relevant button will be hidden.
2.2.8 Fast Find

If you find yourself in a window with a long list of records, the Fast Find feature can help you to
quickly locate the record you want. At the bottom of the window, next to the Home icon, is a
lookup icon and an empty field. Type any text into this field and AMOS will immediately scroll
the list as you type, to the first record containing a match and select it.
2.2.9 Field Chooser

Inside any window, during any given session you can select which fields to display and which to
hide from the list part of the window. This restricts the columns displayed in the list to the ones
you need to use. AMOS will remember the columns you selected and save the layout of the
window even after you have closed and reopened it. When another user logs in and opens this
window either the original layout will be displayed, or any configuration which that logged in
user has made.
Having chosen which columns to display you can then also sort, resize and reorder the columns
to fully customise the list display.
To select which fields will appear using the Field Chooser:
1. Open a window and right-click anywhere in the list part.
2. Select Field Chooser from the pop-up menu:
- 21 -
3. The Field Chooser dialog opens listing all the columns available in the current window. If
you have not made any prior selections, they are all checked by default.
4. Uncheck any columns you wish to hide:
- 22 -
5. Click Apply to see the results without closing the dialog: the columns you unchecked will
be hidden from view and the rest of the columns shifted to the left. In the illustration
below, the columns Name and Nationality have been removed from view:
6. Check/uncheck more columns if necessary and click Apply again. When finished, click OK
to close the Field Chooser dialog with the settings applied. Or, click Cancel to exit the
dialog without making changes.
There are other adjustments you can make to the list display, which AMOS will remember
whenever you log in:
l Resizing the width of a column. See section 2.2.11.
l The sort order of the list. See section 2.2.10.
2.2.10 Column Sorting

After you have opened a window, you can sort the records it contains by clicking on the column
headers in the list part of the screen. A sorted column is indicated by an arrow icon in the
column header:
- 23 -
To sort by more than one column press and hold the Ctrl key and select the columns you wish
to sort.
AMOS will remember the columns you sorted by even after you have closed and reopened the
window. When another user logs in and opens this window either the default sorting will be
displayed, or any sorting which that logged in user has previously applied.
2.2.11 Column Widths And Ordering

Many of the screens in AMOS contain multiple columns in the list part of the window, and
sometimes these columns are not visible at the same time, or information in them is cropped.
To make it easier for you to see the information you really want you can change column widths
and adjust the order in which the columns appear in the window list.
To alter the width of a column move the cursor to the vertical line at the side of the column
header until the cursor changes to a bold vertical line with arrows on either side of it as shown
below:
Once the symbol is visible click and hold the left mouse button and drag the cursor sideways til
you reach the desired column width. Then release the mouse button.
AMOS will remember the width of the columns you've adjusted even after you have closed and
reopened the window. When another user logs in and opens this window either the original
column widths will be displayed, or any adjustments which that logged in user has previously
made.
To move a column to a different position in the list place the cursor in the column header and
click and hold the left mouse button. The column will become black. Drag the column to a new
position and then release the mouse button to drop it in place:
Moving columns around is not permanent. If you close and reopen the window the column
order will revert to the default setting.
- 24 -
2.2.12 Refreshing A Window

After making changes in one window, or switching from one window to another to create
another record, the original window might now show the changes automatically. Pressing the
F5 key or clicking the Refresh button on the toolbar will refresh the contents of your active
window.
2.2.13 Calendars
Many of the forms and filters in this application have fields for entering dates. You can type
the date into the field, or you can open a calendar and select the date. By clicking the calendar
button adjacent to any date field, or pressing F2, a calendar will appear. If the field requires a
time to be entered, a time field will also be displayed in the calendar.
2.2.14 Mandatory Fields

Some data fields in AMOS are mandatory. You must enter data into mandatory fields before
you can save new records and continue. Mandatory fields are indicated by red labels which
change to black once the data is entered.
2.2.15 Sending Output: To Printer, Email Or Fax

To print from current window select a record and click the Print button on the Main toolbar.
The Send dialog opens with the Output Format set by default to 'Print'. Lookup the printer to
send to.
You can print reports to PDF and Excel. When you are viewing a report, these extra print
options will appear in the toolbar.
Click the Print Preview button to open the selected document in a new window and view and
print from there.
Further output formats are available in the Send dialog: Email and Fax. To produce multiple
instances of the same output at one time, click the green + button to add another line and
select the format, and then choose the relevant recipient and fax number, printer, etc. If a
number or email address is supplied by default with a recipient, you can change it manually.
- 25 -
Figure 3 The Send dialog, Email Output selected
NOTE: Email output is available when AMOS Mail or a MAPI/exMAPI compliant email client is
installed. To send faxes AMOS Mail must be installed.
2.2.15.1 Sending Procurement Documents To Email And Fax

To send procurement documents from the Procurement Document and Quotation windows:
1. Select a document and click the Work Flow button.
2. Select the action which will send the document out, like Issue.
3. Choose your Output Format and recipient in the Send dialog. If a default email address
or fax number is not available, enter it manually.
4. Click OK in the Send dialog to return to the main window.
5. Click Save in the main window and the document is then sent.
To set a Default communication method for automatic use with the address on a procurement
document:
1. Open the Address register (Common > Address ) and add a Main contact for every
address in the system.
2. Indicate each contact's preferred method of communication.
3. Whenever a user sends a procurement document using the Work Flow the main contact
and preferred communication method for the supplier address on the form will appear
by default in the Send dialog.
The same default communication method can be set for contacts in the Agent and Courier
registers as well (Common > Agent/Courier).
AMOS can automatically add standard text to the body of outgoing emails, including a
personalised signature for the user sending the output:
- 26 -
1. Ensure that a user who will send procurement documents is registered as an employee
in the Staff Management > Employee window.
2. Enter the user's contact information such as email, phone number, address, etc, in the
Contact Details tab on the Employee window.
3. Check the Sender checkbox for the contact details.
4. Link the Employee record to the user's AMOS User record in the Security > User window.
This lets AMOS know which employee the logged in user is, and the system will then attach the
specified Employee contact details in the signature.
NOTE:Email output is available when AMOS Mail or a MAPI/exMAPI compliant email client is
installed. To send faxes AMOS Mail must be installed. Portal output is available if your system
license includes e-Business. See the AMOS Configuration and Administration Guideabout e-
Business.
2.2.16 Printing Labels

You can print identifying labels from AMOS to place on parts - assets and stock items - or on
locations such as a certain shelf in a warehouse. Labels can also be printed for addresses listed
in the Address register as well. Standard label templates are included ready-to-use with AMOS
and can be modified.
Once labels are in use and have been printed for all parts and locations, generally only newly
received parts will require a label to be printed. Labels can be printed for inclusion with a
delivery from the warehouse, or prior to receipt or upon receipt of the delivery onsite. It is also
possible that parts might be found during an inventory and so labels can be printed when the
Stock Inventory window is updated. You can also print labels for existing material in the event
that some items are not yet labelled or missing labels.
Labels can be printed from the following locations in AMOS:
l the Deliveries window and the Receive window
l the Address window
l the Location window
l the Stock Items window
l the Asset window
l the Stock Inventory window
Refer to the AMOS Configuration and Administration Guide for information about the
parameters and access rights which affect this functionality. See the AMOS MM&P User Guide
for instructions on how to print labels from the listed windows.
2.2.17 Saving Data

When you have finished working in any window, click the Save button on the Main toolbar, or
press Ctrl+S on your keyboard to save your changes. Some windows require you to save before
allowing you to move to another tab in the same window. Remember to save your work
frequently.
2.2.18 Deleting Records

To delete a record, select it and click the Delete button on the Main toolbar, or press Ctrl+D on
your keyboard. You will be prompted to confirm. Deleting is controlled by access rights.
- 27 -
2.2.19 Closing And Exiting AMOS

When you are finished working in AMOS remember to click the Save button to save any
changes you have made. If you forget you will be prompted to do so before you are allowed to
exit. Click Close or Close All to close the current window(s) while leaving AMOS open. Click the
Exit button to exit and close the application.
2.3 Registers
The Common Group in the Explorer Bar is a group of registers that contain the general
information which appears in the lookup lists in most windows of the application. A register is a
list of related information that is entered into a database. The information can be for example a
list of the ports your organisation uses, the currencies you use, necessary addresses, etc. These
registers will be populated by the system administrator. It is unlikely that you will need to
change the information they contain. If, however, information is missing from a register that is
required somewhere else (for instance, a currency rate must be updated) contact your system
administrator.
More registers are contained in the window at Configuration > Common Setting.For detailed
information on each individual register see the AMOS Configuration and Administration Guide.
Information is also available in any of the AMOS User Guides.
2.4 The Actions Group

The first menu group in the Explorer Bar is called Actions. According to your license, it contains
four functions:
Figure 4 The Actions Group

Switch Installation is always available, regardless of your company's license combinations.
Whether or not you have access to Initiate Event and Generate Tasks depends on your access
rights. The Planner requires a separate license.
2.4.1 Initiate Event

Selecting Actions > Initiate Event opens the Initiate Event window. The window contains on
the left side a list of defined Trigger Events and on the right side a list of the Quality and
Maintenance Work Instructions related to the selected trigger:
- 28 -
If the Planned checkbox is flagged it means the event is a recurring one that can be managed as
a Planned Event.
Port calls can also be initiated together with trigger events: a list of port calls created by an
office user will be available in the Initiate Events dialog. A user on board can select a trigger
event in the Initiate Event dialog and link it to the port call it applies to:
- 29 -
When you click the Create WO button, the system will generate the relevant Work Orders. If
open Work Orders for the selected Work Instructions already exist, you will be prompted to
confirm the generation.
See the AMOS User Guides for more on Planned Events and Port Calls.
2.4.2 Switch Installation

Select Actions > Switch Installation to see the list of defined installations and departments to
which you have access. Use the Quick Find field at the top of the window to search by
installation name or code:
Figure 5 The Switch Installation window
NOTE: Close any open windows prior to switching installations. To close the windows all at
once click the Close All button in the bottom of the Switch Installation window.
2.4.3 Generate Tasks

Every time you add a new work instruction at any installation, you must inform the system to
generate the first work orders for the work instruction.
When new questionnaires or auditing agendas are created and available you need to generate
the inspections or agendas in your system.
When timesheet validation setup and work schedules are complete, timesheets need to be
generated.
To generate these kinds of new records:
1. Go to Actions > Generate Task.
2. Click the Generate checkbox in the dialog under Maintenance Work Orders/Quality
Work Orders.
- 30 -
3. Click Create.
Further information about Maintenance/Quality Work Orders can be found in the AMOS
MM&P User Guide and the AMOS QMS User Guide.
Further information about Questionnaires and Inspections and Auditing Agendas can be found
in the AMOS QMS User Guide.
Further information about Timesheet setup and management can be found in the AMOS Staff
Management Guide.
2.4.4 The Planner
NOTE: The Planner window is a separately licensed module. To read about working in the
Planner window refer to any of the AMOS User Guides.
You can use the Planner window to view, reschedule and follow up on things like work orders,
meetings and activity logs, and the validity of passports, certificates and medical information.
Because all this information is contained and displayed together in one window it is very easy
for you to see how different entities in your system interact and affect one another - and
therefore keep on top of things.
2.5 Work Flow

The AMOS application is driven by customisable Work Flows. Pre-defined Work Flows are
installed with the system.
- 31 -
The transformations and actions that are available within AMOS depend on your organisation's
Work Flow configuration, and the access granted to each user.
The actions available to you in the Work Flow window depend on the current status of the
selected record. For example, a record with the status Approved can progress through the
action Cancel to the status Inactive, the action Close to the status Closed or the action Issue to
the status Preferred.
To alter the Work Flow, you must be granted the relevant access rights. Changing the Work
Flow is a task usually restricted to your system administrator. For more information refer to the
AMOS Configuration and Administration Guide.
2.5.1 Changing A Work Flow Status

To change the Work Flow status on a record:
1. Open a window and select a record which has been updated and needs a status change.
2. Click the Work Flow button on the Main toolbar.
3. In the Work Flow dialog click on the action that will progress to the status according to
the change you have made. For example you have approved a document in the
Document Handling window and so you click on the action 'Approve Document':
Figure 6 An example of a Work Flow dialog in Document Handling

4. Click OK to return to the main window.
The transformations and actions available depend on your work flow configuration, the access
granted to each user, and the current status of the selected record.
2.5.2 The Work Flow Log

AMOS tracks and logs all Work Flow transformations as they are performed on any Work Flow
driven entity in the system and stores the information in the Work Flow Log, along with the
date and time the action was performed, the user who performed it, previous and resulting
statuses and any comments entered by the user. Transformations are logged automatically
upon saving, even in cases where the status of a record remains unchanged or the same
transformation is performed multiple times.
To view the Work Flow log:
- 32 -
1. Select the record to see the logged details for.

2. Click the WF Log button on the Main toolbar.
3. The log will open in a new window.
Figure 7 An example of the Work Flow Log

The WF Log simplifies the Work Flow records for windows where multiple records can undergo
Work Flow transformation - for example, the Employee window where for one employee
numerous records in several tabs are Work Flow driven - the employee's details, his family
details, certification information, etc.
2.6 Dynamic Help

Your company can create and organise its own dynamic help pages within AMOS . The Dynamic
Help is comprised of HTML pages, which are stored in your database and linked to the relevant
locations in AMOS. It is usually up to the system administrator to create, organise and maintain
the Dynamic Help.
2.7 The Internal Notification System

AMOS has a powerful internal notification system which you can use to keep all users up to
date and organised on a daily basis. The notification function is flexible and simple: you can
notify by company position and by company position groups.
Notifications can be received by email as well as inside AMOS if the parameter 'E- mail
Notifications' at Configuration > System Parameter > General has been set to YES. This setting
applies system-wide. Individual users can also choose to receive notifications by email or not, in
the Configuration > User Preference window.
2.7.1 Sending Notifications

In any window where notification is available, you can send a notification from any tab. To send
a notification:
1. Select a record.
2. Click the Notify button on the Main toolbar.

3. Click the arrows to select the positions and groups available to notify on the current
installation. These names will move to the right part of the window:
- 33 -
You can not notify empty positions or signed-off employees.

If you select a pre-defined Notification Template default recipients will be selected for
you.
4. Click Notify.
5. The notification will be sent to the users you selected.
NOTE: Notifications can also be sent automatically by the Work Flow by attaching a
Notification template to a transformation. Whenever that Work Flow transformation is
triggered, the notification will send automatically.
2.7.2 Notification Tabs

The windows that have the notification function available will contain a read- only tab for
viewing the history of notifications for the selected record:
You will see:

l the priority level of the notification
l the date it was sent
l who sent it
l who received it (user and company position)
l who has read it
l any attached comments
To acknowledge reading a notification:
- 34 -
1. Click the Acknowledge button on the Main toolbar.

2. All current notifications will be presented in a dialog.
3. Check one or more to acknowledge and set the date for Read Log.
4. Click OK to return to the main window.
2.8 External Files

AMOS allows you to attach external files to records in many areas of the application. These files
can be anything ranging from documents to videos to diagrams, etc. If a particular window has
the capability to contain external files you will see an Attach File button in the Actions toolbar
and an External Filestab. Click the View Attachment button to open and view attached files.
2.8.1 Attaching External Files

To attach external files to a record:
1. Select a record to attach a file to. Click the Attach Files button on the Actions toolbar.
2. Click the Add Files button in the Attach Files dialog to browse to the file you want and
select it. Click Open or double-click the file to return to the Attach Files dialog with the file
listed.
3. You can add multiple files this way and click the Remove Files button to delete the
selected one or Clear All to remove all files from the dialog.
4. Select whether to store the attached file in the database (Internal) or not (External). Files
stored in the database may be subjected to a size limit. This limit is set and activated
using a system parameter and it will not be possible to store internally a file exceeding
the size limit.
5. Click OK to attach the file. If the file exceeded the maximum size you will be notified.
6. It is mandatory to add a comment to the Description field in the External Files tab after
you attach a file.
2.8.2 Deleting External Files

To delete external files select the file in the list to remove and click the Delete button in the
toolbar.
2.9 Security Attributes

Throughout the application you will see a data field called Security Attribute with a lookup
button beside it. These security attributes are predefined and determine which people and
groups of people within your organisation can have access to certain records. It is possible
when you create a new record of a non conformity, procedure document, etc that you may
want to prevent certain people from viewing it, allow others to view it but not edit it, etc.
Therefore, you can click the security attribute lookup button when available, and assign the
appropriate level of restriction.
The way security attributes are applied to information in any one window is controlled by a
system parameter. The setting of this parameter determines whether an attribute is
propagated to all related information within the same window, or not. In cases where
attributes are propagated, the user's access to the security attribute assigned on the main
record of that window (i.e. the General tab) will determine their access to related information in
other parts of the same window.
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2.10 User Defined Fields

Several windows throughout the system have fields with no predefined function or title and
they can be used as required to meet your specific needs (i.e. extra details specific to your
organisation which need to be included in the system). These are called User Defined Fields.
In most cases these fields will not be visible, unless they are activated in the System
Parameters:
The User Defined Field parameters allow you to define the headers of the individuals fields.
Setting a header in the parameter causes the field to become available on the relevant window.
If you do not want to activate some or all of the user defined fields then don't enter
information in the parameters. For more about activating User Defined Fields, refer to the
2.11 Templates
AMOS lets you link external templates to any main window in the system to help you manage
large amounts of information particular to your company which is not included in the standard
fields on AMOS windows. These user-defined templates are then available to users when they
create new entries or view existing records.
Templates are stored and managed in the window at Configuration > Template. The windows
which support templates will contain a Details tab, only visible when one or more templates
has been defined for that entity in the Template window. When one or more template(s) is/are
defined for use, users can then apply them in the relevant window.
To apply a template to a window or to change one manually:
1. Open the Details tab in the appropriate window. The tab will not be visible unless a
template is defined for this window.
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2. The Change Template toolbar button will become available if there is more than one
template defined for this window. Click the button.
3. You will see a list of templates that are active and available for this entity. Select the
template you want to add:
4. Click Change.
If the current template is empty or no template has been added to the window before
the system will change the template:
If however, there is already a template added with data stored on it AMOS will warn you
that proceeding will delete the existing information. Click Cancel to preserve the
information and keep the old template. Or, to proceed with changing the template click
OK.
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Templates are based on forms, and forms can be revised. This means your template could
potentially become outdated. Depending on the template definition itself, AMOS might
automatically update the template inside a details tab if a new revision of the linked form is
issued. Otherwise, whenever there is a new revision of the template form AMOS will notify you
to update the template manually by clicking the Update Revision button in the entity window.
This button is only available when the template currently in use is referring to an outdated
revision of the form.
See the AMOS Configuration and Administration Guide for more information about defining
and working with Templates.
2.12 Translation
Using the Translation Editor you can translate text for labels in AMOS into alternate languages.
The translated labels will appear when a logged in user sets the default language in User
Preferences to his preferred language - any translated labels defined for that language will
appear as such. Any non-translated labels will still be displayed in the system language, English.
For instructions on translating system labels in AMOS, see the AMOS Configuration and
Administration Guide.
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CHAPTER 3 Material - Assets And Stock
In AMOS your installation is described by its Assets. An asset is any physical unit that you might
perform maintenance on. The modules contained in the Material Group are for managing the
physical assets and stock areas of your organisation.
According to your purchased license the Material Group contains a combination of the following
modules:
Figure 8 The Material Group
NOTE: Registering Asset Types and Assets is the first step in your initial maintenance setup.
See section 4.1 for more information.
3.1 Work Flow And Changing A Record's Status

AMOS is driven by customisable Work Flows; Work Flow is available in most of the Material
module windows. The transformations and actions that are available depend on your
organisation's Work Flow configuration, the access granted to each user, and the current status
of the object whose status you are trying to change.
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You should use Work Flow actions to transform the status of an object any time an object's
record is updated. For example:
l Change an Asset Type or Stock Type from Active to Obsolete when it is no longer in use
in your organisation or installation.
l Change an Asset from Available to In Use when it has been installed or put into use.
l Change an Asset from Repair to Available if a formerly damaged Asset was repaired and
now ready for use again.
To change the status of an record:
1. Select the record to change the status for.
3. Choose the action in the Work Flow dialog that leads to the updated status you want
and click OK.
4. Save the changes.
For more information on Work Flow in AMOS see the AMOS EMS Configuration and
Administration Guide.
3.2 Asset Types

The Assets Type window is a central register where you define the types of assets used at
multiple locations. Asset type information is automatically inherited at other installations which
the asset type has been distributed to.
3.2.1 Creating A New Asset Type

1. Go to Material > Asset Type.
2. Click OK in the filter to go straight to the window.
3. Click New on the Main toolbar.
4. Give the new asset type a Code and a Name.
5. Specify the Maker and Type, and the Unit the asset comes in.
You can also enter the Weight and Unit of measurement.
6. If the asset type you are registering belongs to another type, look that up in the Parent
field.
E XA MP LE
You add the new asset type 'Lifeboat Motor' and select the actual 'Lifeboat' the motor
belongs to as the Parent.
7. Save the asset type.
3.2.1.1 Asset Classes

Asset classes let you group assets together: Radios, Alarms, Main Engine, Navigational. Asset
classes can also restrict the asset types available1 for installation onto any function:
The asset types 'ME Bearing, Main', 'ME Bearing, Thrust' and 'Compressor' all belong to the
Asset Class 'Main Engine':
1If no asset class is selected on an asset type, those assets can be used in any area of the system.
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The function 'ME Main Bearing # 01' has the same Asset Class defined on it:
Only the three asset types belonging to the Asset Class 'Main Engine' (or with no defined class
at all) will be available for installation onto this function:
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3.2.2 Duplicating An Asset Type

If an Asset Type similar to the one you are creating already exists and all you want to do is make
a minor change such as entering a new Type number and Code, use the Duplicate function:
1. Open the Asset Type window and select the Asset Type to copy:
2. Click the Duplicate button on the Actions toolbar. A new dialog opens:
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3. Make changes to the fields if needed. To include Notes and Parts in the duplication,
check the boxes.
4. Enter the number of copies to create under Quantity.
5. Click OK and the duplicated record(s) will be created in the list part of the Asset Type
window in a different colour to identify them:
6. Enter a new Code in the top of the window for each copied Asset Type and make any
other changes if needed.
7. Save the window.
3.2.3 Asset Types Measure Points

You can register Measure Points against Asset Types. These measure points will be inherited on
assets of the type, and available for selection when scheduling maintenance plans for the asset
type.
Read more about measure points and how they are used to schedule maintenance, in section
4.3.6.
To add a Measure Point type to an Asset Type:
1. Open the Asset Type window and select an asset type.
2. Open the Measure Points tab and click the New button on the toolbar:
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3. Use the lookup button to select a measure point type.

4. Add more if necessary, and Save. After saving, measure points cannot be changed - the
lookup button will be disabled.
To remove a measure point type from the list select it and click the Delete button on the
toolbar. Measure points can not be deleted after they are associated with a maintenance plan
schedule for the asset type, although new ones can still be added to saved asset types. See
section 4.3.6 for more information about adding and deleting measure points on asset types.
3.2.4 Creating A List Of Asset Type Suppliers

Define the list of suppliers you buy your assets from in the Asset Type window Suppliers tab.
The information you enter is then inherited in the Asset window for items of each type.
NOTE: You can add records to this tab manually but if your license includes the Procurement
module the contents can be updated through the procurement documents. When you
receive a quotation from a supplier the price and related information can be added to this tab
or existing details can be updated with the new information, depending on how your system
is configured.
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To add a supplier:
1. Open the Asset Type window and select an asset type. Open the Suppliers tab.
2. Click in the General sub-tab and click New on the Main toolbar.
3. Lookup the Supplierand enter their catalog number in the Suppliers Ref field.
4. If the supplier uses a different name for this asset, enter it in the Item Description field.
Or, can use this field to enter the supplier's translation for this item in another language.
5. If the supplier has a Minimum Order Level enter it here for use in procurement.
6. You might store the asset type in one sort of unit while the supplier sells the same asset
type in another sort of unit. To eventually order this item you need to convert the asset
type unit to purchase units.
E XA MP LE
Your Asset Type Unit 'Bottle' is entered on the General tab and appears in the
Suppliers tab. The supplier sells the same item only by the unit 'Case' with 10 bottles
per case. To convert the unit you enter Case in the Purchase Unit drop-down field, and
10 in the Factor field. Check the Round Upward box if the quantity that results from
converting asset units to purchase units should be rounded upwards.
7. Enter basic cost information in the Price area.

8. Save the information.
3.2.4.1 Multiple And Preferred Suppliers

You can make multiple supplier records for the same asset type: click inside the tab and click
the New button again. The supplier records will appear in a list on the right side of the tab.
To choose a preferred supplier:
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1. Select your first choice supplier on the right side.

2. Click the Preferred Supplier radio button in the General sub-tab.
3. A gold star appears next to the supplier in the list:
The preferred supplier will appear in the Asset Type window General tab for this item.
3.2.5 Knowing When To Reorder - Reorder Levels
NOTE: The Reorder Levels tab is only visible if your system license includes the AMOS
Procurement module.
The Asset Type Reorder Levels tab lists all the installations that the selected Asset Type is
distributed to. If you are not using Asset Type Distribution then all your installations will appear
in this list regardless of whether or not the selected type is in use there.
Use the fields in the Reorder Levels tab to define the acceptable levels of assets of this type as
they should be stocked at each of the installations listed:
l The Minimum level that is acceptable
l The Maximum level that is needed
l The Level at which the item should be re-ordered
l The Quantity to be reordered.
Figure 9 The Reorder Levels tab
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3.2.6 Asset Type Parts List

The Parts tab in the Asset Type window is for registering the stock or other asset types that
build an asset of this type. These stock and asset types are usually wear and tear parts that are
replaced during maintenance.
Click the New button on the Main toolbar to get a new line and fill in the information for as
many parts as needed. The illustration below shows a list of parts belonging to the asset type
ME Bearing, Main:
The same parts listed here will appear in the Parts tab of the Asset window for assets of this
type:
Click the + sign to expand any of the parts for more details:
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Additionally, the asset type itself will appear in the Stock Type window for each of the stock
types listed as asset type parts. The stock type Elastic Stud is a part of the asset type
ME Bearing, Main. So, that asset type appears in the Used in Asset Types tab for the stock type
BEM-0001.001 Elastic Stud:
3.2.6.1 Alternative Parts

When you add a part to the list, you can enter an Alternative No. - another stock or asset type
which according to the manufacturer or supplier can be used interchangeably with the listed
one, as a part of the selected asset type:
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Alternative parts will be registered with the parts they replace, on assets created from the asset
type.
Alternative parts also appear on the stock types/items they replace, in conjuction with the
asset type they are a alternative part for.
3.2.7 Related Asset Types

Relating assets types to each other means that individual assets eventually based on one type
will not only show the parts which belong to this 'main' asset type, but also the parts and
properties of the related asset types as well.
You have an asset type, 'ME Bearing, Main':
Open the Related tab and click New on the toolbar. Use the lookup to choose another asset
type which is related to the selected one:
When an instance of the first type - 'ME Bearing, Main' - is registered in the Asset window, the
parts which make up the asset type itself are shown in the first row in the Asset window Parts
tab and can be seen by clicking the + sign to expand the list. Related asset types are also listed
in the Parts tab:
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Expand a related type to see its parts:
3.2.8 Asset Type Maintenance Plans

There are regular maintenance jobs for all asset types that will be performed over and over
again on assets throughout the lifetime of any installation. A maintenance plan created in the
Asset Type window is like a general template for the same job, to be used on all assets of the
type. The details can be modified in the Maintenance Plan window to apply to individual assets
- for example scheduling adjustments might be needed to apply the job to a certain asset.
You can add multiple maintenance plans - each one for a different job - to any one asset type.
To create a new Maintenance Plan:
1. Open the Asset Type window and select a type. Open the Maintenance Plan tab.
2. Click inside the Maintenance Plan list area and then click New on the Main toolbar.
3. Lookup the Work Instruction1 to plan for this type of asset:
1Work Instructions are created in the window at Maintenance > Work Instructions. See section 4.2.2
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4. Fill in the other fields on the General sub-tab.

5. Save the plan so far. Click New to add another job the same way.
After saving an asset type maintenance plan, it will appear in other locations. Assets inherit a
list of the asset type maintenance plans:
And, the asset type maintenance plan appears in the Maintenance Plan window for individual
assets:
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Read about editing the maintenance plans and generating work orders, in section 4.2.3.
3.2.8.1 Scheduling A Maintenance Plan

There are three ways to schedule asset type maintenance plans: by measure points, calendar
and trigger events.
When the maintenance plan is inherited in the Maintenance Plan window for an asset of this
type, you can make adjustments. No work orders will be generated from the information in the
Asset Type level Maintenance Plan.
3.2.8.1.1 Scheduling by Measure Points

Linking measure points to a maintenance plan is one way of generating work orders for the
work instruction belonging to the plan. Maintenance will be performed when the measure
point - a counter or gauge - reaches a predefined value.
Available measure points are linked to asset types in the Measure Points tab on this window:
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Those measure points are the only ones which will be available for selection when scheduling a
maintenance plan.
Link the applicable measure point(s) to the maintenance plan(s):
1. Select an asset type in the Asset Type window.
2. Open the Maintenance Plan tab and choose the job to schedule from the Maintenance
Plan List in the left hand side.
3. Open the Schedule sub-tab. Click inside the Measure Point section and click the New
button on the toolbar.
4. Click the Type lookup button.
The available measure points1 are presented for selection.
5. Choose a measure point. Enter and Save the necessary measure point information.
1If nothing happens when you click the Measure Point lookup, it means no measure points have been assigned to
the asset type this maintenance plan is for.
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6. Check the Linking checkbox to merge this measure point schedule with an existing
calendar schedule.
7. Check the Active checkbox so that when this plan is inherited by an asset of this type
the measure point schedule will be activated.
8. Add further measure points if necessary and Save.
Read more about measure points and how they are used to schedule maintenance, in section
4.3.6.
3.2.8.1.2 Scheduling by Calendar

Maintenance can be performed on an asset type according to a calendar-based frequency,
such as daily, weekly or monthly. This means that it will be performed repeatedly throughout
the lifetime of your installation.
To assign a calendar schedule to a maintenance plan:
3. Open the Schedule sub-tab. Click inside the Calendar section and click the New button
on the toolbar.
4. Fill in the fields.
l Frequency/Period - enter the frequency rate at which the work instruction must be
carried out. Entering the number 2 and selecting Month from the drop-down list causes
the work instruction to be carried out every two months.
l Planning Method - there are two kinds of Planning Methods available in AMOS which
affect the job's frequency. For example, if the Frequency on a job is 30 days:
l Variable Planning enables a flexible reporting date. The next due date is calculated
according the date of the last report. So, reported on 5 May causes the next due
date to be set to 5 June.
l Set to Fixed Planning , the report will always be due on the same day of each
month. This means that no matter when you report the job the next due date
remains fixed even if the job was reported late and less than 30 days remain until
the next set date.
l Window - Enter the number of days after the due date that the task can be performed
within.
5. Check the Linking checkbox to link the calendar schedule to an existing measure
point schedule.
the calendar schedule will be activated.
7. Click Save.
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3.2.8.1.3 Scheduling by Trigger Events

Some maintenance plans cannot be based on a calendar schedule because the work is only
performed as the result of an event - i.e. End of Voyage, Crew Change, etc. When a plan is
linked to an asset of this type and the selected event occurs it will 'trigger' work order
generation for the work instruction on the maintenance plan.
To assign a trigger schedule to a maintenance plan:
3. Open the Schedule sub-tab. Click inside the Trigger Events section and click the New
button on the toolbar.
4. Use the lookup button to select a trigger. You can list more than one if applicable.
the trigger events schedule will be activated.
6. Click Save.
3.2.8.1.4 Linking Multiple Maintenance Plan Schedules Together

You can schedule a maintenance plan using a combination of measure points, calendar
schedules and trigger events; in such cases one work order is typically generated for each
schedule.
To generate only one work order per maintenance plan, you can Link one or more counter
measure point schedules together with a calendar schedule.
Flag the checkbox as shown below:
AMOS will analyse all the merged schedules and generate just one work order with the earliest
due date assigned.
In the case of linked schedules, Priority does not determine which schedule will generate the
work order - it will be generated according to the schedule with the earliest due date regardless
of priority.
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3.2.8.2 Adding Parts And Tools To A Maintenance Plan

Asset type maintenance plans include a list of parts and tools required to perform the work:
1. Select an Asset Type and open the Maintenance Plan tab.
2. Open the Parts and Tools sub-tab. Click in the top to add Parts or the bottom for Tools.
3. Click New on the Main toolbar and lookup the item.
4. Save the tab.
Only asset/types belonging to Classes which have been designated as 'parts' or 'tools', or with
no classification at all, will be available.
3.2.8.3 Creating A Team List

Use the Maintenance Plan tab Team sub-tab to create a list of the people required to perform
this work:
2. Select a Type : Internal or External, so that the Description lookup will filter for either
company positions or external resources.
3. Add the team member(s) and their estimated Hours.
4. Check one person as the Responsible individual for this work:
5. If maintenance team budgeting is in use, lookup the budget to charge the cost of these
resources to. It may be an Internal or External Budget or both, depending on the team
members:
6. Save the window.
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3.2.8.4 Forecasting Costs

You can forecast maintenance plan costs in the Maintenance Plan tab Cost sub-tab. Click inside
the tab and click the New button on the Main toolbar to get a new line.
3.2.8.5 Linking References

Work instructions and procedure documents can contain references to each other. Documents
describe how to carry a job out, and work instructions contain the details on when to do it and
how it is scheduled. The References sub- tab is for linking any useful documents to the
maintenance plan.
Click inside the tab and click the New button on the Main toolbar to get a new line.
3.2.9 Asset Type Distribution

Asset Types are distributed to the installations which use instances of these types. Distribution
limits the selection of Asset Types an installation can procure and use, to the ones distributed
to that installation.
The Distribution tab in the Asset Type window contains a read-only list of the Installation(s)
where the selected Asset Type has been distributed. This means the listed installations
currently have instances of the selected type in use, or may procure and use them in the
future.
For more on Distribution and how to distribute types, see section 3.5.
3.2.10 Assets Registered At Installations

When an instance of an asset type is registered in the Asset window at any installation, a record
appears in the Asset Type window.
Select an asset type and open the Assets tab to see the installations the type is registered at:
This is a read-only tab. See section 3.6.
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3.3 Stock Type

The Stock Type window is a central register where you define types of stock in use at multiple
locations. Information is automatically inherited at multiple installations when a stock item of a
particular type is registered in the Stock Item window.
3.3.1 Creating A New Stock Type

1. Go to Material > Stock Type. Click the New button on the Main toolbar.
2. Give the new stock type a Code and a Name.
3. Enter the Maker and use the Maker's Ref field to enter the manufacturer's catalog
number for the type.
4. If the stock type you are registering belongs to another type, look that up in the Parent
field.
5. Lookup a Stock Class to group the type into.
6. Select the Unit this type comes in.
You can also enter the type's Weight and Unit of measurement.
7. If the type has an expiry date, check the Perishable checkbox to allow expiration dates to
be registered later, on stock items of the type.
3.3.2 Duplicating A Stock Type

If a Stock Type similar to the one you are creating already exists and all you want to do is make
a minor change such as enter a new Code, use the Duplicate function:
1. Open the Stock Type window and select the Stock Type to copy:
2. Click the Duplicate button on the Actions toolbar. A new dialog opens:
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3. Make changes to the fields if needed. To include Notes in the duplication, check the box.
4. Enter the number of copies to create under Quantity.
5. Click OK and the duplicated record(s) will be created in the list part of the Stock Type
window in a different colour to identify them:
6. Enter a new Code in the top of the window for each copied Stock Type and make any
other changes if needed.
7. Save the window.
3.3.3 Creating A List Of Stock Type Suppliers

The Suppliers tab is for defining the alternative suppliers for items of the selected type, and
their price and procurement information. The information you enter here is then inherited in
the Stock Item window for items of each type.
NOTE: You can add records to this tab manually, but if your license includes the Procurement
module the contents can be updated through the procurement documents. When you
receive a quotation from a supplier the price and related information can be added to this tab
or existing details can be updated with the new information, depending on how your system
is configured.
To add a supplier:
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1. Open the Stock Type window and select a stock type. Open the Suppliers tab.
2. Click in the General sub-tab and click New on the Main toolbar.
3. Lookup the Supplier and enter their catalog number in the Supplier's Ref field.
4. If the supplier uses a different name for this stock, enter it in the Item Description field.
Or, use this field to enter the supplier's translation for this item in another language.
5. If the supplier has a Minimum Order Level enter it here for use in procurement.
6. You might store the stock type in one sort of unit while the supplier sells the same stock
type in another sort of unit. To eventually order this item you need to convert the stock
type unit to purchase units.
E XA MP LE
Your Stock Type Unit 'Bottle' is entered on the General tab and appears in the
Suppliers tab. The supplier sells the same item only by the unit 'Case' with 10 bottles
per case. To convert the unit you enter Case in the Purchase Unit drop-down field, and
10 in the Factor field.Check the Round Upward box if the quantity that results from
converting stock type units to purchase units should be rounded upwards.
7. Enter basic cost information in the Price area.

3.3.3.1 Multiple And Preferred Suppliers

You can make multiple supplier records for the same stock type: click inside the tab and click
the New button again. The supplier records will appear in a list on the right side of the tab.
To choose a preferred supplier:
1. Select your first choice supplier on the right side.
2. Click the Preferred Supplier radio button in the General sub-tab.
3. A gold star appears next to the supplier in the list:
The preferred supplier will appear in the Stock Type window General tab for this item.
3.3.4 Available Stock Items

When an instance of a stock type is registered in the Stock Item window at any installation, a
record appears in the Stock Type window.
Select a stock type and open the Available Stock Items tab to see the installations the type is
registered at.
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This is a read-only tab. See section 3.7.
3.3.5 Stock Types Used In Asset Types

Asset Types contain Stock Types. Stock types are as registered as parts of an asset type in the
Asset Type window1 . The Stock Type - Used in Asset Types tab shows a list of asset types which
contain the selected stock type. In the illustration below the stock type BEM-0001.001 is used in
the asset type BEM-0001:
To add another asset type to the list click the New button on the Main toolbar and use the
lookup. The next illustration shows that the stock type BEM-0001.001 is also used in the asset
type BET-0001:
After saving, the stock type BEM- 0001.001 will appear in the Parts tab on the Asset Type
window for asset type BET-0001:
1Read about creating a list of Asset Type Parts in section 3.2.6.
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3.3.6 Stock Types Distribution

Stock Types are distributed to the installations which use instances of these types. Distribution
limits the selection of Stock Types an installation can procure and use, to the ones distributed
to that installation.
The Distribution tab in the Stock Type window contains a read-only list of the Installation(s)
where the selected Stock Type has been distributed. This means the listed installations
currently have instances of the selected type in use, or may procure and use them in the
future.
For more on Distribution and how to distribute types, see section 3.5.
3.4 Marpol Compliance

Machinery and parts which are affected by Marpol regulations must be uniquely identifiable. In
AMOS assets and parts regulated through Marpol can be flagged at Function and/or Asset
Type level, and Stock Type level. The flagged assets/parts can be identified by their IMO
number. Reports for these regulated parts can then be created to prove compliance with the
Marpol regulations.
To allow this identification there are two fields: a checkbox identifying an asset or a part as
regulated through Marpol, and a text field for registering the IMO identification on those
Marpol regulated assets/parts. Both these fields are user-defined and must be activated in the
System Parameter window to be visible in the relevant windows: Asset Type, Stock Type and
Function. Once activated on those windows, the same fields will appear on the Asset and Stock
Item windows, read-only. Left inactive, the fields will not appear.
To activate the fields:
1. Go to Configuration > System Parameter > .
The fields for the Function window are found in the Maintenance Module> User
Defined Fields folder:
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The fields for the Asset Type and Stock Type windows are found in the Material Module
> User Defined Fields folder:
2. Select the IMONo field on Function/Asset Type/Stock Type and enter a label for this field
at the appropriate installation(s):
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3. Select the Marpol field on Function/Asset Type/Stock Type and enter a label for the
checkbox at the appropriate installation(s):
4. Save and close the window. The fields will now appear on the Function/Asset Type/Stock
Type window(s). For example, on Asset Type:
When Marpol fields are switched on at Asset Type level they also appear on the Asset
window. Inherited values are read-only:
- 64 -
l When the fields are switched on at Function level an asset will inherit the values from the
function it is performing. If the fields are activated on both Function and Asset Type level
AMOS will look for values defined on the function first and display these on the relevant
asset in the Asset window. If no values are available on the function the asset inherits
Marpol field values from its asset type.
l When Marpol fields are switched on at Stock Type level they are inherited read-only on
the related Stock Items.
3.5 Asset Type/Stock Type Distribution

NOTE: This module will not appear in the Material Group unless the parameter 'Use Material
Distribution' is set to TRUE. Set to FALSE, all Asset Types and Stock Types will be available at
all times on all your installations whether a particular installation requires them or not.
Your organisation may have a large number of Asset Types and Stock Types. Some will apply to
all your sites, while others are specific to a single site or to a certain group of sites. Creating a
distribution list and assigning to installations or groups only the types that are necessary for
those locations limits the types that each installation may order in the Procurement process. In
other words:
l An installation can only procure asset types on site that have been distributed to it.
l If you create a new record in the Asset window linked to a Type which has not been
distributed to your current installation, the type will be automatically distributed to the
installation at the same time.
There are two separate windows for distribution: one for Asset Types and one for Stock Types.
Both are accessed from the Material Group menu and work in the same way. When you
distribute types in either window, the information appears automatically in the Distribution tab
in the Asset Type or Stock Type window.
3.5.1 Distribution To A Single Installation

Distribute Material types that are specific to particular sites individually in the By Installation
tab:
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1. Open the Asset Type/Stock Type Distribution window and select a site from the list in the
left hand side of the window.
The upper right window shows all materials which are distributed to the selected site.
The lower right window shows all available materials that have not been distributed.
2. To add material types to or remove them from the selected site, select the type in the list
that you wish to move. To select several types, hold the Shift key down while you click
the first and the last site to be selected.
3. Click the up or down arrows between the two windows accordingly to move the types.
4. Click Save to save the distribution list.
Later, if you open the Asset Type/Stock Type window and select one of the types you just
distributed and then open the Distribution tab, the Installation Code and Name for every
installation where the selected type has been distributed is listed:
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3.5.2 Distribution To An Installation Group

One installation group consists of several sites and each site may belong to one or more
installation group(s).Very often all the sites within a group will use the same materials. Instead
of distributing every necessary type to each site individually you can distribute the types to an
installation group:
1. Open the Asset/Stock Type Distribution window and click on the By Installation Group
tab.
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2. Select the group you wish to add types to or remove them from.
3. Move the types by using the arrow buttons.
3.5.3 Effective Distribution

The Asset Type/Stock Type Distribution window contains a third tab called Effective
Distribution. Here, you can view a list of all the materials that have been distributed to any
visible site in the hierarchy regardless of whether they were distributed by Installation or by
Installation Group. You cannot make any changes from inside the Effective Distribution tab.
3.6 Managing Assets

Keep track of all the assets in use at your installation in the Assets window. When you register
an asset of a particular Asset Type it inherits much of its information from the Asset Types
window.
E XA MP LE
You have a lifeboat motor on board and need to register it as an asset. With the same Lifeboat
Motor already entered as a Asset Type in the central register, open the Asset window at your
current installation and select Lifeboat Motor from the Asset Type lookup list. The general
properties of that lifeboat motor will appear in your Asset window along with the Type. You
then register the individual details such as the unique serial number of the asset Lifeboat
Motor used at your installation.
The individual Assets you register as in use at a particular installation will then be available to
install on Functions in the Functions Hierarchy.
If a new asset should be registered and made available for use at multiple installations, create
the type record in the Asset Type window first and distribute it to the installations where it is
required.
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NOTE: Asset Types might have more than one name - your name for it as well as the
supplier's name for it. To search this window by both possibilities check the Also search in
Supplier item description checkbox on the filter.
3.6.1 Registering A New Asset

To enter a new asset:
1. Go to Material > Asset.
3. Click the New button on the Main toolbar.
4. Use the lookup button to select an Asset Type code and name. For example, select
Lifeboat Motor. The read-only information associated with 'Lifeboat Motor' from the
Asset Type window will appear:
5. Fill in the remaining fields with the details that are unique to this asset: a Code, Supplier,
Serial number, physical Location at the installation and a Parent Asset if applicable:
6. The Asset window Notes tab can contain both notes inherited from the asset type and
specific notes about the individual asset which you can add here. A green checkmark
indicates if notes of either kind are present. Clicking on the Asset Notes/Asset Type
Notes entry on the left displays the content in the tab:
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3.6.2 Working With Assets

Assets inherit certain information from the Asset Type they are based on. Over time, as you
work with assets the Asset window will become a source of information both entered here for
specific assets and drawn from other parts of the system.
Financial Information
Once an asset has been purchased, use the lookups in the Asset window Financial tab to enter
the latest Purchased Date, Purchase Price, Warranty End and Depreciation Time.
Depending on how sharing is configured in your system the Last Purchased Price/Date in the
Asset Type window can be updated for the relevant type. This way, up- to- date price
information will always be available when new assets are created.
Measure Points
Assets inherit the measure points registered on the related asset type, and cannot be changed.
You can set the measure point Start Date and Start Value here, as well as enter updates in the
Date Read and Current Value fields.
Read more about assigning measure points to asset types in section 3.2.3. Read more about
measure points and how they are used to schedule maintenance, in section 4.3.6
Suppliers
Individual Assets inherit their Supplier records from the Asset Type window. The supplier
details, notes and ordering requirements will appear in the Suppliers tab. Additionally, one
supplier per asset type may be marked as the Preferred Supplier.
See section 3.2.4 for more about Asset Type Suppliers.
Parts
The Asset window Parts tab contains a list of parts (stock types or other assets) which make up
the selected Asset. These stock types and assets are usually wear and tear parts that are
replaced during maintenance. The parts list is created in the Asset Type window.
See section 3.2.6 for more about Asset Type Parts.
Maintenance Plans
Maintenance Plans can be created for assets in two places:
l in the Asset Type window as a general plan for all assets of this type, or
l in the Maintenance Plan window for this asset specifically.
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Any existing plans for the selected asset will appear in the Asset window Maintenance Plan tab.
You can remote open1 the Maintenance Plan window from the Maint Plan Code column.
See section 3.2.8 for more about Asset Type Maintenance Plans. See section 4.2.3 for more
about the Maintenance Plan window.
Work Orders
When work orders are eventually generated for asset maintenance plans, they will appear in a
read-only list in the Asset window Maintenance WO tab.
You can remote open the Maintenance Work Orders window from any line in the list.
See section 4.3.2 for more about Maintenance Work Orders.
Functions and Function Rotation
When an asset is installed on a Function in the Function window, the Function field on the
Asset window General tab will display the function name and number. However, the installation
and removal of assets is carried out in the Function window.
The Asset window Rotation Log tab contains a read-only record of the installation and removal
of the selected asset: when a user installs an asset onto a function, the record of that operation
appears here. Later, if/when the asset is removed, the record of the removal will appear here as
well.
See section 4.2.1 for more about functions and installing and removing assets.
History
As maintenance is carried out and reported, a history is logged. Any maintenance history
records created for work an asset will be listed in the Asset window History tab. The details of
the record are kept in the window at Maintenance > History.
You can remote open the History window from any line in the list.
See section 4.3.7 for more about Maintenance History.

locations such as a certain shelf in a warehouse. Standard label templates are included ready-
to-use with AMOS and can be modified.
received parts will require a label to be printed. You can however print labels for existing
material in the event that some items are not yet labelled or missing labels.
Label printing capabilities from the Asset window are access controlled:
Security > Group Access > Function tab > Material > 'Asset – Print Labels'
To print labels from the Asset window:
1. Select an asset or flag multiple assets in the list.
2. Open the Actions toolbar and click the Print Labels button.
3. A Send dialog opens.Select a Printer.
4. Click OK to print one label for every selected/flagged asset.
1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.
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3.7 Managing Stock Items

Keep a list of the individual Stock Items in use at any installation in the Stock Items window. To
open this window go to Material > Stock Items.The Stock Items register is also the source of:
l Desired stock levels and quantities: minimum, maximum, reorder level, critical level etc,
displayed on the General tab.
l Preferred supplier details, including prices and units supplied, in the Suppliers tab.
l The stock item location and expiration dates if the item is perishable are available in the
Location tab.
l Work orders the item is reserved for, and stock transactions related to use of the item
are shown in the Reserved on WO tab.
l Any active form - procurement document or transfer document - which an item is listed
on for purchase or transfer will appear in the Pending tab. The outstanding quantity of
the item is shown in the Pending column - if the entire amount has been received the
column shows '0'. When a form is completely received and filed, or cancelled the entry
will be removed from the tab.
l A list of assets which contain the stock item, as defined on the Stock Type or on the
Asset Type > Parts tab is shown in the Used in Assets tab. You can remote open 1 the
Asset window from any line in the list.
NOTE: Items of a particular Stock Type might have more than one name - your name for it as
well as the supplier's name for it. To search by both possibilities check the Also search in
Supplier item description checkbox on the filter.
3.7.1 Registering A New Stock Item

To enter a new stock item:
1. Go to Material > Stock Item.
4. Use the lookup button to select an Stock Type code and name. The read- only
information associated with the type you select from the Stock Type window will appear:
Window Activation'.
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5. Use the lookup button to select a level of Criticality to indicate how critical the item is on
this site.
Criticality is defined here at Item level rather than at Type level because the same item
might be critical on some sites but not on others.
6. Enter values in the Details area.
Maximum The maximum amount of units you can have.
Minimum The absolute minimum amount of units you can have.
Reorder Level The lowest level the amount of units can reach, before you need to
order more.
Reorder Qty The amount of units that should be ordered at a given time, to
keep the wanted amount.
The Perishable checkbox can not be checked or unchecked for the stock item - it can
only be changed on the related stock type.
7. Most of the information in the Prices area comes from the relevant stock type. However
you can enter the Average price of the item.
8. The Stock Item window Notes tab can contain both notes inherited from the stock type
and specific notes about the individual unit of stock which you can add here. A green
checkmark indicates if notes of either kind are present. Clicking on the Stock Unit
Notes/Stock Type Notes entry on the left displays the content in the tab:
Individual stock items also inherit their Supplier records from the Stock Type window
Suppliers tab.
9. Save the information. The installation you just registered this item at will appear in the
Available Stock Items tab on the Stock Type window for the relevant stock type:
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3.7.2 Stock Item Locations And Expiration

Register the physical location at the current installation and the quantity stored there, for each
stock item:
1. Open the Stock Item window and select an item in the list.
2. Open the Location tab and click the New button on the Main toolbar to get a new line.
3. Use the lookup button to enter the location of the selected item at the current
installation.
4. Enter the quantity at that location in the In Stock field. You can enter more than one
location and quantity if units of the selected stock item are stored in more than one
place.
The stock items, available amounts and locations will appear in the Stock Inventory
window.
6. When the item is stored in multiple locations, define one as the default. Select it and
click the Default Location button on the Actions toolbar:
When this stock item is referenced in other windows such as In/Out of Stock and
Transaction, the default location will appear automatically with the item. If there are
multiple locations and no default is defined clicking a Location lookup in another window
will open a list of all available locations to select from.
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7. If an item is flagged Perishable in the General tab, after setting a new location for an item
and specifying the quantity in stock there AMOS will prompt for an Expiry Datewhen
you save:
Set one and click OK to exit the Expiry dialog. If you listed more than one location, the
Expiry Date dialog will open for each location in turn.
NOTE: The Perishable checkbox can not be checked or unchecked for the stock item -
it can only be changed on the relevant stock type.
8. Several instances of the same item in one location might have different expiry dates - for
example, the Engine Main Store already contains 5 of the same item with expiry date
29.02.2012. 8 more of the same item are subsequently purchased and stored in the
same spot, but with a later expiry date on this newer batch.
To see all the expiration dates for a perishable item in one place, select a location
and click the Expiry Dates button on the Actions toolbar. The dialog shows the quantity
of the item which will expire on each of the listed dates:
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3.7.2.1 Moving Stock From One Location To Another

While a quantity of a stock item might be registered against one location, it may actually be
stored at another location altogether. This alternate location could be one of the other
locations already registered as having some of that item in stock, or it could be any location
from the Location register not yet listed for this stock item.
If stock needs to be relocated you can access the Move Stock Item Quantities dialog to quickly
shift the location and record this move in AMOS. If the destination location is not already listed
in the Location tab for the item(s) you are moving, you can add it at the same time depending
on your access rights.
To move a quantity of one stock item from one location to another:
1. Open the Stock Item window and select the item to move. Open the Location tab:
2. Click the Move Quantity button1 on the Actions toolbar.

3. The Move Stock Item Quantities dialog opens. On the left side there is a list of the Source
Locations where a quantity of the selected item is already stored:
4. The Destination Location section also contains a list of the locations already defined for
the selected item, not including the currently selected Source Location:
1This button is only available if you have access to Function/Material/Stock - Move Qty and one or more location(s)
is/are already listed for the item.
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5. The Destination Locations you can move stock to depend on your access rights.
If you have access to move to new locations not yet listed on the Location tab 1, a New
button is available. Clicking it adds a new line to the list and you can lookup any location
entered in the Location register:
Add new destination locations if required.

Otherwise, if you do not have access to select new locations not yet listed on the
Location tab you can move to the locations already defined for the selected item. No
New button will be available.
NOTE: If only one location is already registered for the selected item and you don't
have access to insert new locations, no destination locations will be available at all.
6. Select a Source Location to move from.

7. Check one or more destinations and enter the Quantity to move to each one:
1Function/Material/Stock - Move Qty to New Location
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It is not possible to move more stock than is actually currently registered at the selected
source.
If the item you are moving is flagged as perishable, a lookup appears next to the
destination location Quantity. Click it to open a dialog where you can enter quantities to
move for batches of the item grouped by the Expiry Date:
8. Select another Source Location if applicable and repeat step7.

9. Depending on your access rights1, the current installation will appear in the Destination
Installation list. This field is not for selecting another installation but rather a sub-
installation, or department of the current one.
NOTE: If you do have access to move from one installation to another sub-installation,
the locations available for transfer will be restricted to those already registered for the
item at the destination installation, even if you have access to move to new locations.
If you do not have access to move from one sub-installation to another the field will not
appear.
10. If you are moving the entire quantity of the item so that the source location will now be
empty, you can remove the source location from the Location tab by checking Delete
Stock Location when Remaining Quantity =02.
1Function/Material/Stock - Move Qty To Installed Installations

2This option is available to users with Delete access on Modules/Material/Stock Item - Location.
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11. Click OK to close the dialog and carry out the stock move. The Stock Item window
Location tab will be updated with the new quantities at existing locations as well as the
quantities moved to any newly added locations:
12. Stock Transactions will also be created automatically registering the removal of stock
from the source location and the addition of stock to the destination location. These are
viewable in the Transactions tab:
To move the entire quantity of multiple stock items at once:

1. Open the Stock Item window and tag the items you are going to move:
2. Click the Move Quantity button on the Actions toolbar. The Move Stock Item
Quantities dialog opens.
3. All locations currently defined for all the tagged items will be listed on the left side.
Clicking on a Source Location shows which of the items are at it on the right side:
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4. Select each source location in turn and check a Destination Location for the entire
quantity of any/all item(s) there.
As when moving a quantity of just one item, your access rights determine if you can
move stock to a new destination or only to those already listed on the Location tab.
Access also determines if you can select a Destination Installation or delete any empty
stock locations.
5. Click OK to close the dialog and carry out the stock move. Stock Transactions will be
created automatically.
3.7.3 When Stock Items Are Reserved

Stock Items can be reserved on work orders as parts to be used in carrying out jobs. This is
done in the Maintenance Work Order window Parts and Tools tab:
This reservation will then appear in the Stock Item window Reserved on WO tab:
You can remote open1 the Maintenance Work Order window from any line in the list.
As the work order is carried out and the parts are reported against it as used, the Reserved on
WO tab will be updated:
Window Activation'.
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When the work order is reported as completed, the reservation entry will be removed from the
Stock Item window. The Location tab will also reflect the new total in stock amount and the
stock transaction(s) resulting from the stock usage in connection with the work order will be
listed in the Transactions tab as well:
Holding Ctrl and double-clicking on the transaction entry opens it in the stock Transactions
window.
3.7.4 Stock Item Transactions

Any transactions connected to the selected stock item are recorded in the Stock Item window
Transactions tab. The read-only list is updated as transactions occur:
You can remote open1 the Stock Transactions window from any line in the list.
With the Transactions tab open, clicking the New button on the Main toolbar opens the
Transaction window ready to register a new transaction for the currently selected stock item:
Window Activation'.
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See section 3.9 about the stock Transactions window.

received parts will require a label to be printed. You can also print labels for existing material in
the event that some items are not yet labelled or missing labels.
There is a parameter which affects label printing from the Stock Item window:
Configuration > System Parameter > Material Module > Label Printing > 'Default Number of
Labels to Print on Material'
The setting of this parameter indicates how many labels per item will be printed by default from
the Stock Item window. Set to 0 no label(s) will be printed by default and the user will need to
specify the required number each time he/she prints. Set to 1 indicates that one label per item
will be printed by default, regardless of the actual quantity of the item. Set to Available
Quantity indicates that one label per piece for each item will be printed by default. The user can
adjust the default output in the Send dialog.
Label printing capabilities are access controlled:
Security > Group Access > Function tab > Material > 'Stock Item – Print Labels'
To print labels from the Stock Item window:
1. Select a stock item in the list.
3. A Send dialog opens. Select a Printer in the Send Details tab:
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4. Open the Additional Options tab. The default setting in this tab is according to the
parameter 'Default Number of Labels to Print on Material'. You can change the number
of labels you want printed for the selected item - for example even if there are 5 pieces of
the item itself you may want only one label for the shelf the item is stored on:
5. Click OK to print the label(s).

Or, to print labels for multiple stock items at once:
1. Flag the items you want to print labels for:
2. Click Print Labels on the Actions toolbar.

3. Select a Printer on the Send Details tab and open the Additional Options tab. The default
setting in this tab is according to the parameter 'Default Number of Labels to Print on
Material'. You can change this - remember it will apply to all flagged stock:
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l Click 1 to get one label for each flagged item, regardless of how many are actually in
stock.
l Click Quantity in Stock to print one label for each piece of every flagged item.
4. Click OK to print the labels.
3.8 Registering Material Moving In/Out Of Stock

Stock Items are frequently moved around. They can be purchased, lost, sold, transferred from
one place to another, or trashed, etc. It is important that you always register your stock as it
comes in and goes out of stores. The In/Out of Stock window is for reporting new transactions
as they occur.
The illustration below shows the current In Stock values for the item 'timer isolating control
unit' as registered in the Stock Item window:
To register a quantity of items moving in or out of your stock:

1. Select Material > In/Out of Stock. The window opens.
2. The date appears as today's date but you can alter this if you want.
3. Stock items are moved for different reasons. Select the applicable reason from the
Transaction Code drop-down list:
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4. Enter a Reference No (number) for the Stock transaction.

5. If you have selected the transaction type Used or Returned Unused, an additional field
Maintenance Work Order appears. Use the lookup to specify the work order the stock
item was used/returned unused in connection with:
6. Use the lookup button in the lower list part of the window to select the Stock Item that
is moving.
If the item has a default Location assigned, it will appear automatically. Otherwise, use
the lookup to select one of the options defined for this item. Or, to move the same stock
item but from a location other than the default, use the lookup button to select a
different location.
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7. Enter the Quantity of the item you are moving.

l The Price field is only available if the transaction code is 'Purchased'.
l Entering an Expiry Date is only an option for perishable items. Items are marked as
perishable (or not) in the Stock Type window.
8. To add another transaction to the list click the New button on the Main toolbar and fill
in the fields as described above.
9. Save the information. The window closes automatically.
10. Click OK to close the window. A record of this operation will now be available in the stock
Transaction window:
Work order details are provided If the stock was moved in connection with a specified
work order.
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At the same time, the quantity of the stock item at the selected location will be updated
in the Stock Item window Location tab:
The Stock Inventory window is also updated to reflect the change in item quantity at the
specified location.
3.9 Stock Transactions

The Transactions window lists all the stock transactions that have been previously registered in
the In/Out of Stock window or registered as incoming deliveries in the Delivery window. Here
you can view and correct the list of historical records.
Whether or not certain transactions are automatically generated depends on the system
parameter General > 'Create Transactions When Stock Levels are Updated Directly'. Read about
this parameter in the AMOS Configuration & Administration Guide.
NOTE: We recommend that you use the In/Out of Stock window to enter new stock
transactions rather than reporting them here.
1. Go to Material > Transactions.

2. Use the filter to narrow your search or click OK to go straight to the window.
3. To add details or correct a transaction listed in the bottom of the window, select it and
make your changes in the upper half of the window.
4. Alter the fields as necessary.
Other information in this window is read- only and will appear depending on what the
transaction is related to:
Work Order Code and Description - transactions are created automatically when a user
reports a stock item used in connection with a work a order. The work order details appear
here for identification.
Delivery Number, PD Code and Title - if the transaction in question is of type Purchased and
the item has been received, the number of the delivery it came on and the relevant
procurement document will appear in these fields.
Delivery Number, TD Code and Description - if the transaction in question is of type
Transferred In/Out and the item has been received, the number of the delivery it came on and
the relevant transfer document will appear in these fields.
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3.9.1 Reverse Stock Transactions

Stock transactions taking place throughout the system - in the In/Out of Stock window or
Delivery window, for example - are recorded automatically in the Transaction window.
Transactions can be registered in error: for example, a transaction recorded for incorrectly
delivered material which needs to be returned. Such transactions can be reversed, to rectify
stock records.
This functionality is access-controlled: Security > Group Access > Function tab > Material >
'Transaction - Reverse Transaction'1.
To reverse a transaction:
1. Go to Material > Transaction. Select a transaction entry in the list:
2. Click the Reverse Transaction button on the Actions toolbar.

3. Click Save.
4. The original transaction is reversed and a new transaction is created. The new
transaction record's number appears in the Reversed To field (on the original
transaction) as shown below:
Selecting the reversed transaction record shows the original record's number in the
Reversed From field:
1This access overrides other access controls in the Stock Transaction window. A user who has read-only access to
this window can still perform a reverse transaction, when they have access to the toolbar button.
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The reversed transaction is an exact copy of the original except that:

l the Transaction Date is set to today and Logged By to the current user
l the Transaction No. is new
l the Quantity field has been adjusted. If the original transaction was for a quantity of 2,
the reversed transaction record will show a quantity of -2.
The stock level in the relevant location will be updated - increased or decreased depending on
the type of transaction.
You can of course, reverse the reversed transaction by selecting the new record and clicking the
Reverse Transaction button. A new record will be created returning the item/quantity to its
original state:
To reverse multiple transactions in one operation, flag the checkboxes for those you want to
reverse and then click the button. AMOS will reverse all the flagged transactions at once and
create the reversed transactions records. Once a reversed transaction record is saved for any
listed transaction, you cannot reverse the original again.
3.10 Stock Inventory

Since stock items do occasionally get removed from stock without being recorded, at regular
intervals - once a year, or quarter, or month - you should take inventory to ensure that the
actual stock in store matches your stock records. Using the Stock Inventory window you can
verify the current stock levels for all stock items and prevent minor differences from adding up
over time and leading to invalid stock records.
To take inventory:
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1. Select Material > Stock Inventory.

2. Use the filter to select certain stock to take inventory on, or click OK to list all stock at all
locations on the current installation.
3. The window opens with a list of all the current installation's stock storage areas and the
items stored at each one. The Code, Name, Maker's Reference, Unit and number
Available for each item as currently recorded by the system is shown.
When expiry dates are in use, the inventory is further split within each storage area into
groups of the same items with the same Expiry Date.
4. Go to the storage areas and perform a physical count of what is actually on the shelves.
5. After the count, if the amount of items present at any location differs from the quantity
shown in the Available column, enter the accurate amount in the Actual column.
6. If a stock item is marked as perishable the Expiry Date column will be modifiable as well.
If you change the Actual number for an item you will need to change the expiry date
accordingly.
7. To print the list as it appears in the window first Save it, and then click the Print button
on the Main toolbar.
8. After saving, any changes you made in the Actual column will cause Stock Transaction
records to be created. These can be viewed in the Stock Transaction window:
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For items of which the available quantity was decreased the transaction appears with
code 'Lost', and for items of which the available quantity was increased the transaction
appears with the code 'Found'.

received parts will require a label to be printed.
However, during inventory you may find that the actual quantity of a stocked item is different
than the available quantity currently listed in the Stock Inventory window. In such a case the
actual quantity on these items should be updated. When the actual quantity is increased to a
value greater than the available quantity - that is, items have been found - AMOS will
automatically populate the Label column 1 with the difference between the previous and
current Actual quantities.
So if the Actual column previously showed 2 and you changed it to 5, AMOS will enter 3 in the
Label column:
1The system parameter 'Print Labels' must be set to Stock Inventory or Delivery Receive, Stock Inventory to visualise
the Label column and allow printing of labels from the Stock Inventory window.
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When you save the updated window, a Send dialog will open. Select a Printer and click OK to
print the label(s) for the newly located stock. The Label column will be reset to 0.
Alternatively you can manually enter a number of labels to print in the Label column. Upon
saving the window the Send dialog will appear so you can specify the printer to send the labels
to.
3.11 Transfer Documents

Materials required at a site can be requisitioned and purchased from external suppliers via
AMOS Procurement, but it is also possible that another site within your organisation may
already have a surplus of that item available. In this case the material(s) can be sourced and
transferred internally. Material is then transferred from the 'Donating site' to the 'Recipient
site'. The AMOS Transfer Document functionality allows users to register and follow up on the
transfer of materials moving to and from different sites within your organisation.
Following are some scenarios where you should use Transfer Documents:
E XA MP LE
When materials are required at a site the recipient site creates a requisition form locally in
the Procurement Documents window indicating a need for certain stock or asset types. When
this form is submitted to the office the materials are sourced and items which can be
transferred internally are split from the requisition form onto a transfer document and the
donating installation is specified on this document. If some of the items need to be purchased
they remain on the procurement document which can move forward through the
procurement process eventually being converted to a purchase order and sent out.
Alternatively, if the recipient site already knows where they can get these items from they can
create a transfer document locally in the transfer document window listing the required items
in the Request tab. The transfer document is then sent to the office for approval and issued to
the donating site. This bypasses the requisition form stage.
E XA MP LE
When landing material a site has a piece of equipment or another item which needs servicing
at a workshop or manufacturer. The site creates a transfer document specifying their current
installation as the donating site, and the workshop, agent or manufacturer as the recipient.
The materials to be landed are specified as line items and the form is submitted to the office
and eventually issued to the donating site.
Depending on how your Work Flow is configured the office might need to approve transfer
documents before the deliveries can be arranged.
Once a delivery record is created for the document and the materials shipped, the items are
then received by the recipient site. This means that the recipient site will find all incoming
deliveries on both transfer documents and procurement documents in the Delivery window.
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3.11.1 When A Site Requires Material

Creating and processing a transfer document can involve three sites: the Recipient installation,
the Donating Installation and the Office. An example of a possible transfer document process is
described in the following sections.
Recipient Site Office Donating Site

Creates a
requisition form
and sends it to the
office.
Items are sourced and split to
transfer documents as necessary.
Form is sent to donating site.
Reviews the transfer document
and specifies which items they will
send. Items are sent.
Updates the document's status to
Transferred via the Work Flow and
creates a delivery record.
Delivery arrives
and the transfer
document is filed.
3.11.1.1 Create A Requisition Form

If, as the requisitioner at a site you require some material and you already know where to get
these items from you can create a transfer document yourself and send it to the office for
further processing. See section 3.11.1.2.1 for more information.
Otherwise, create a requisition form:
1. Go to Procurement > Procurement Document. Choose Create Requisition in the Work
Flow dialog. Give the form a Title and open the Line Items tab.
2. Add a line for each required item. Choose Content and lookup the Asset/Stock Type:
Specify the Required Quantity amount of this material.

3. Save the form. Depending on how your Work Flow is configured you may need to
submit or approve the form before issuing it to the office.
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3.11.1.2 The Office Splits The Line Items To Transfer Documents

When the requisition form is received at the office, source the listed line items. Any items which
need to be purchased remain on the requisition and the form will progress through the
procurement process. Read about this process in Chapter 5.
Items to be transferred internally need to be split away from the requisition form and onto a
new or existing transfer document:
1. Open the Procurement Document window Line Items tab and select the item to move
onto a transfer document.
2. Click the Split button on the Actions toolbar. The Split dialog opens.
3. Enter the Quantity to split and choose whether to move it to a new or existing transfer
document:
l New - select the donating Installation.
l Existing - select the Document itself.
Figure 10 Procurement Document, splitting line items to a new Transfer Document

4. Click OK to split the item and return to the Procurement Document window. The
Quantity field for the selected item will display the amount left (if any) on the
procurement document.
The split line item is now active on the new or existing transfer document you moved it
to. Opening the Transfer Document window for the donating installation and selecting
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the new/updated document will show the split item. The installation which created the
original requisition appears on the new form as the Recipient and the procurement
document's title is transferred as well:
Figure 11 The newly created Transfer Document
3.11.1.2.1 Creating Or Editing Transfer Documents

You can of course create a transfer document directly, without splitting items from a
procurement document. To edit an existing transfer document or create a new one:
1. Go to Logistics > Transfer Document. Use the filter to search for a form or click New to
create a new one.
On a newly created form at a recipient installation, enter a Title and select your own
installation as Recipient. Use the Request tab to list the required items and quantities.
2. Depending on how an existing transfer document was created and the stage it is at, the
donor and recipient may or may not be already registered on the General tab. If not,
select installation or address from the drop-down list for Donating and then lookup the
correct site accordingly. Do the same to enter the installation requesting the materials as
the Recipient:
3. Choose a Transfer Reason.

4. Materials already sourced and located or split to the form will appear in the Request
tabon the transfer document along with their Required quantities. The illustration below
shows the item which was split to this document in section 3.11.1.2.
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Figure 12 Required items in the Request tab

You can add further required stock/asset types directly to this tab.
5. If more than one donating site is required split the line items to multiple transfer
documents, making one document for each donating site:
Select the item to move in the Request tab. Click the Split button on the Actions
toolbar. The Split dialog opens. Enter the quantity to split and choose the new or
existing transfer document to move it to and click OK.
6. Save the form. Depending on your Work Flow configuration the document may have to
be approved before issuing it to the donating site.
3.11.1.3 Updating The Transfer Tab And Transferring

The donating site receives the transfer document from the office. The donating site then
updates the Transfer tab with the items to be sent and notifies the office that the transfer is
ready:
1. Open the Transfer tab to see the list of required materials and amounts. The required
materials are listed as Types:
2. Lookup an instance of the type at the donating installation.

l Stock Types
If a stock item is stored in only one location at the donating installation or has a default
location assigned, the information will appear automatically. Otherwise a filter will
appear listing all locations and quantities and you can choose one:
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Click OK to select it.

l Asset Types
When transferring assets, depending on how the Work Flow is configured you may have
the option to transfer the asset with its maintenance history included 1 , or not. In the
illustration below, both options are available:
1To transfer an asset with its associated maintenance history records, the Work Flow must include the system
action CloneAssetWithHistory. Otherwise, the Work Flow action CloneAsset allows for transfer of the asset record
itself without including history records.
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l Transfer - the asset record at the donating site will be copied to the recipient site
including the asset's specified measure point (s) and connected asset type
maintenance plan(s).
l Transfer with Maintenance History - asset maintenance history is also copied to
the recipient installation, along with the asset's other information like measure
point(s) and connected asset type maintenance plan(s).
Select the asset and whether to include maintenance history or not. Click OKto return to
the main window:
3. If any items will come from more than one location select the type line and then click
New on the Main toolbar. Enter the remaining Quantity and next Location in the new
line:
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4. Add related expenses such as shipping and insurance to the Cost tab.
5. Save your work. The materials can be sent and the office notified that the transfer
document is updated.
Use the Work Flow to tell AMOS the transfer is taking place. Depending on how the Work Flow
is configured this will automatically remove stock items from your stock, and transfer assets
with associated history or not. This action should be carried out by the office:
1. Open the Transfer Document window for the donating installation and select the
document.
2. Click the Work Flow button on the Main toolbar. The Work Flow dialog opens. Select
the option to transfer and click OK:
3. Click Save in the main window. The status on the form has changed:
The items are marked as transferred in the Request tab:
3.11.1.4 The Office Creates A Delivery

When the transfer document's status has been set to Transferred, the office creates a delivery
record:
1. Open the Delivery window for the recipient installation. There are two ways:
Select Logistics > Delivery and click New in the filter. Select Transfer from the Type drop-
down and then lookup the appropriate Document:
Or
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Select the form in the Transfer Document window for the recipient installation. Open the
Deliveries tab and click the New button on the toolbar. An instance of the Delivery
window will open for the selected transfer document.
2. Create a delivery record the same way as for a procurement document. See section 5.16
for more information about how to register and track deliveries.
The Deliveries tab in the Transfer Document window contains an overview of any deliveries
registered against the selected transfer document.
3.11.1.5 The Delivery Arrives At The Recipient Installation

When the delivery arrives onsite at the recipient installation, open the Deliveries window and
use the Work Flow to receive the materials like on any other delivery. When deliveries are
received using AMOS Work Flow, the result is that the assets or stock items are created in the
database for you depending on the way your system is configured:
l Stock levels are updated automatically at the recipient site.
l Transaction logs are created in the Stock Transactions window showing the stock type
Transferred Out at the donating site and Transferred In at the recipient.
l Stock items which do not already exist in the recipient database will be added (provided
the stock type they belong to is defined).
l When transferring an asset, the asset record at the donating site is copied to the
recipient site including the asset's specified measure point (s) and readings and
connected asset type maintenance plan(s). Asset maintenance history is also copied to
the recipient installation, if the Work Flow is configured 1 to do this and the option to
transfer history was selected by the donating installation (see section 3.11.1.3).
After receiving the delivery the recipient installation opens the Transfer Document window and
uses the Work Flow to set the transfer document status to Filed.
For more about receiving deliveries in AMOS, see section 5.18.
1To transfer an asset with its associated maintenance history records, the Work Flow must include the system
action CloneAssetWithHistory. Otherwise, the Work Flow action CloneAsset allows for transfer of the asset record
itself without including history records.
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CHAPTER 4 Maintenance
This chapter focuses on the Maintenance modules in AMOS, and contains an overview of how
the program helps you plan and manage maintenance in your organisation and the principles
involved.
Figure 13 The Maintenance Modules
4.1 Maintenance Setup And Management In AMOS

Maintenance Management in AMOS is divided into two phases:
Initial Setup
The work in this first phase will be performed by your own office personnel and SpecTec
consultants, before end users at your installations begin to use the system on a regular basis.
Initial setup consists of entering the data required to operate maintenance processes within
your system:
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l Set up the Asset Type registry, and record information about Asset Types and Assets.
Asset and Asset Type management are modules of the Material Group. See Chapter 3 for
instructions.
l Create the Function Hierarchy and install Assets on Functions. See section 4.2.1.
l Identify your regular and expected maintenance, and create Work Instructions for these
jobs. See section 4.2.2. The Work Instructions will then be linked to Maintenance Plans.
l Create the Maintenance Plans, to be linked in turn to the Assets or Functions the work
will be performed on. See section 4.2.3. Maintenance Plans contain information needed
to generate Work Orders, such as the schedule for the job, and tools and resources
needed, etc. Maintenance Plans for similar jobs with a shared frequency can also be
managed together as Maintenance Groups. See section 4.2.4 about the Maintenance
Group window.
Maintenance Management
The work in this phase is day-to-day operations at your installations performed by end users.
Maintenance Management consists of work such as:
l Generating Work Orders to kick-start the system's automatic processes. See section
4.3.1.
l Managing work orders: planning, issuing, carrying out and reporting work. See section
4.3.2. Creating Work Orders for unexpected maintenance. See section 4.3.2.1.
l Creating Work Requests and recording equipment failures.See section 4.3.4.
l Creating and planning large- scale projects in advance in the Projects window. See
section 4.3.5.
l Updating Measure Points. See section 4.3.6.4.
4.1.1 Work Flow And Changing An Object's Status

AMOS is driven by customisable Work Flows; Work Flow is available in most of the
Maintenance Modules windows. The transformations and actions that are available depend on
your organisation's Work Flow configuration, the access granted to each user, and the current
status of the object whose status you are trying to change.
You should use Work Flow actions to transform the status of an object any time the object's
record is updated. For example:
l A Work Order is Planned in the Work Orders window
l A Function becomes inactive
l You create a new Work Instruction and want to make it available for use
To change the status of an object:
1. Select the object to change the status for.
2. In the Main toolbar, click the Work Flow button.
3. The Work Flow window opens, displaying the actions that are available to you according
to the current status of the selected object.
4. Choose the action that leads to the updated status you want, and click OK. You will
return to the main window, and the Status will have changed accordingly.
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4.2 Initial Setup

The following sections describe the work to be carried out by your office personnel to set AMOS
up for Maintenance management by end users throughout your organisation.
It is necessary to set up the Asset Type and Asset registers in the Material Group to manage
your maintenance procedures. Since this asset information is used throughout the
Maintenance modules, set that up first. See Chapter 3 for information about Asset/Asset Type
setup and management.
4.2.1 Functions
Functions essentially represent the actual operational breakdown of your installation. Using
the Functions window you can define all the functions performed by equipment at your
installations and indicate which assets perform which function, at any time. You can then
define Maintenance Plans for these functions.
Functions are maintained in a hierarchy in the left hand side of the Function window. Changes
to your operations are reflected in the function hierarchy: if you find you need to create a new
function on site and then install a piece of equipment to perform the new function, this action
requires you to add the new function into the function hierarchy too.
Additionally, the asset working within a function might change while the function hierarchy
remains the same. For example, in a 6 cylinder internal combustion engine you have the
functions Piston 1, Piston 2 and so on. There can also be assets called Piston, and differentiated
only by their individual serial numbers. Ship personnel might remove a piston from function
Piston 1 and replace it with another piston of the same type. In this case the function stays the
same and the hierarchy is unchanged but the asset performing the function has changed. In
other words, Assets move around but functions do not.
During the setup phase you need to create the functions hierarchy for all sites and install the
assets that will perform the functions. Functions are Work Flow driven and their status can be
set to Active or Deactivated, to indicate that the piece of equipment is actually running or has
been put out of service.
4.2.1.1 Building The Function Hierarchy

To begin building your Function Hierarchy or to add new functions to an existing hierarchy as
needed:
1. Go to Maintenance > Function. The Function window opens.
2. To create a new 'Parent' function at an installation select the installation in the hierarchy
on the left hand side. Click the New button on the Main toolbar.
Or, to create a 'Child' function or sub-function, select the function in the hierarchy the
new one will belong under. Click the New button on the Main toolbar.
3. The icon for your new function will appear in the hierarchy and the blank fields will
appear on the right hand side in the General tab.
4. The Status field is already filled in for you, as Active.
5. Enter a Code and a Description. The Description is the Function's name. For example,
create a parent function called Main Engine with the sub-function ME Pistons, and below
that ME Piston # 01.
When you Save the code and name will appear in the hierarchy next to the icon.
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6. Fill in the remaining fields.

l Criticality - The function may or may not be crucial to your operations. Use the lookup
button to select a level of criticality that defines the importance for this function.
l Location - Use the lookup button to enter the physical location for this function in your
installation/organisation.
7. Save your information.
Note that it is possible to define Marpol complicance on functions and this information will be
inherited onto the assets performing those functions. See section 3.4 for more information.
4.2.1.2 Additional Info - Linking Functions To Asset Classes

You can link a Function to a specific Asset Class in the Functions window Additional Info tab.
Then, only Assets belonging to the same Class or with no class defined will be available to install
on this Function. If you do not link the Function to an Asset Class all assets will be available to
install.
Asset Classes are defined on Asset Types in the Asset Type window.
4.2.1.3 Function Measure Points

You can register Measure Points against functions. This allows you to record readings for a
function regardless of the asset(s) performing it.
The measure points listed here are the ones that will be available to schedule function
maintenance plans. Updates to measure points linked to a function maintenance plan cause
work orders to be generated for the necessary maintenance.
NOTE: If you select an asset in the hierarchy, the Measure Points tab changes to show a read
only list of Measure Points linked to the Asset - these are compatible with the function's
measure points: otherwise the Asset could not have been installed here.
See section 4.3.6 for more about measure points and how they are used to schedule
maintenance.
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1. Open the Function window and select a function in the hierarchy.

2. Open the Measure Points tab and click New on the toolbar.
3. Use the lookup button to select a measure point Type.
4. Some parts might be dependant on another part's measure point. If the selected
function depends on another function's measure point, use the lookup to enter the
other function in the Depends On field. The current function will then inherit its measure
point values from that function.
E XA MP LE
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. Instead of updating each piston's measure point separately, all the pistons'
measure points can be linked to the measure point for the main engine they depend
on. In the illustration above, the measure point linked to the function ME Piston # 01
depends on the measure point values for the Main Engine.
5. Enter the starting information and values for the measure point in the Values section.
Date Read The date and value corresponding to the last update.
Last Zeroed Date and reading for the last time the measure point was reset to start.
Date This would occur for example when the measuring instrument was
replaced with a new one.
Started Date The date the measure point was activated, and its value.
Calculate Check this box to enable AMOS to automatically calculate the average.
Average Unchecked, averages can be manually updated by a user.
6. Save the measure point(s).
NOTE: At any time you can pull up the log details for all measure points linked to the
functions by clicking the Measure Log button on the Main toolbar. This opens a dialog
containing the Function Hierarchy where you can select any function to see logged details
regarding all measure points linked to it.
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4.2.1.4 Function Maintenance Plans

Maintenance plans are created in the Maintenance Plan window and can be linked to functions
or assets.
When you select a function in the hierarchy and open the Maintenance Plan tab you will get a
list of any plans that have been created and linked to the selected function:
If you select an asset in the hierarchy and open the Maintenance Plan tab, you will see a list of
any plans that have been created for the specific asset regardless of its function:
You can remote open1 the Maintenance Plan window from any line in the list.
For more about creating maintenance plans, see section 4.2.3.
4.2.1.5 Functions And Work Orders

Expected maintenance on functions can be detailed in a Maintenance Plan and linked to the
selected function. The Work Orders that are then generated by the maintenance plan
information will appear in a read-only list in the Maintenance WO tab of the Functions window.
Select a function in the hierarchy to view a list of its work orders:
Window Activation'.
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If an asset is installed on the function selecting it and opening the same tab will show any asset-
specific work orders already created for that asset:
For more about Maintenance Planning and Work Orders, see section 4.2.3 and section 4.3
respectively.
4.2.1.6 Functions: Installing And Removing Assets

After defining Functions it is time to install an asset onto each one. Doing this defines that an
asset is performing a function and therefore working on the installation. An asset installed on a
function is considered In Use even if the function is inactive. If the function is set to Obsolete
this removes the link to any installed assets. More than one asset can be installed on a
function, and they can be installed or removed at any time as needed.
A record of these operations on each asset is kept in the Functions window Rotation Log tab.
This tab is only available in the window when you select an asset in the hierarchy.
To install an asset:
1. Select the function in the hierarchy to install an asset on.
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2. Click the Install Asset button on the Actions toolbar. The Work Flow dialog opens.
3. Choose the Asset Type and then the Asset itself by Code/Serial No.. Only assets with
measure points compatible with the selected function measure points will be available
for installation. To be compatible all asset measure points must be linked to the function
as well.
At this point two more tabs will appear on the dialog.

4. The Install Asset tab contains the Function code and the Date the asset is being installed
(today's date), as well as the Measure Points linked to the Asset.
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The Maintenance tab will contain any Maintenance Plans already created and linked to
the Asset.
5. Click OK to install the asset on the function and return to the main window. The Asset
will now appear in the hierarchy under the function it belongs to.
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Figure 14 Asset PIS-0001.01 Installed on the Function ME Piston #01

6. When you install an asset the system will force a Measure Point update.
You might need to remove an asset due to a breakdown, or to perform periodic maintenance.
To remove an asset:
1. Select the Asset in the hierarchy and click the Remove Asset button on the Actions
toolbar. A Work Flow dialog opens up.
The details for the currently installed asset are shown in the General tab of the dialog.
2. The Remove Asset tab shows you the Function you are removing from and today's Date.
You can also enter a New Asset Location.
3. In the Maintenance tab you can either choose an existing work order or create a new
one for the removal operation. Check the Cancel box next to any work orders which will
no longer be necessary.
4. Click OK to go ahead and remove the asset.
5. When you remove an asset the system will force a Measure Point update.
4.2.1.6.1 Functions - When Assets Are Installed

Installing an Asset on a Function defines that the Asset is performing that function and the
installed asset will appear in the hierarchy under the function it belongs to. Even if the function
is inactive the Asset is still considered In Use.
The window's appearance and content changes depending on whether a function or an asset is
selected. If you select a function, the function's details and information are displayed:
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If you select an Asset in the hierarchy, the window changes to show all the asset details as
inherited from the Asset record (read-only):
l The Asset's identifying information.

l Measure Points linked to the Asset - these are compatible with the function's measure
points: otherwise the Asset could not have been installed here.
l Work Orders generated from the Asset's maintenance plan, if any exist.
l Records of the asset's installation/removal.
l History records of any maintenance that has been carried out for this asset.
l A Parts tab listing all the parts that make up the asset.
Note that it is possible to define Marpol complicance on functions and this information will be
inherited onto the assets performing those functions. See section 3.4 for more information.
4.2.1.7 Rotation Logs

When you select an asset in the Function hierarchy, the Rotation Log tab appears in the right
side of the window. This tab contains a read-only record of all functions the selected asset has
been installed on and removed from, along with the dates these operations were carried out.
The illustration below shows the functions that asset PIS-0001.02 - ME Piston has been installed
on/removed from:
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Selecting a function in the hierarchy also shows a Rotation Log tab, in this case listing the
currently installed asset (if any) and any other assets which have been installed and removed
on the function.
4.2.1.8 History
The Function window History tab displays all maintenance history records associated with
whichever function or asset is currently selected in the function hierarchy.
4.2.1.9 Functions And Work Flow

Use the Work Flow to change the status of a function.
E XA MP LE
When you create a new function, by default it receives the status Active. When a function is
no longer required you cannot delete it in case it has any history or rotation associated with it.
If it is no longer needed choose the Work Flow action Cancel.
4.2.2 Work Instructions

In AMOS maintenance jobs are called Work Instructions. Work instructions describe how the
maintenance jobs required according to manufacturer's instructions and your maintenance
policy will be performed on functions or assets. The instructions are based on work instruction
classes and consist of a name, code, and step-by-step instructions that detail the job. You may
have multiple revisions of any work instruction as changes occur to the job, but only one
revision with status Issued can be in use at a time.
Once a work instruction is issued it becomes available for selection in the maintenance plan
window. The instructions form the basis of maintenance plans and the plan in turn can be
linked to an asset, a function, or neither.
4.2.2.1 Creating A New Work Instruction

When a particular job or task needs a documented description of how and when to perform it,
create a new maintenance work instruction:
1. Select Maintenance > Maintenance Work Instruction. Click New in the filter.
2. The Work Instruction window opens. Enter a Code for the instruction.
3. Use the lookup button to select a Class for the work instruction. Work Instructions can
be defined by Classes that reflect the sort of work to be carried out - for example,
Adjustment, Inspection, Cleaning, etc.
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For now, the Name and Rev. No fields are uneditable.

4. Open the Revision tab. Click inside the tab and then click the New button on the Main
toolbar.
5. The Revision No and Status will already be filled in for you. Enter a Name for the
instruction:
6. Write a description of the Work Instruction in the Comment section - the details about
performing this job.
7. Save the work instruction so far. The Name and Revision will be populated on the
General tab:
8. Use the External Files tab and Attach File button to attach a full copy of the Work
Instruction document.
9. The work instruction will not be available for use until it is activated using the Work Flow.
Ensure the saved work instruction is selected in the window and click the Work Flow
button on the Actions toolbar.
10. The Work Flow dialog appears. In the standard predefined Work Flow the work
instruction should be Approved and then Issued:
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The Issued work instruction will now become available in the Maintenance Plan window.
11. Save the window.
NOTE: If you print or print preview a work instruction, the resulting printout depends on
which tab is open at the time you click the Print/ Print Preview button. From inside the
Revision tab, the currently selected revision will be printed regardless of its status. From any
other tab, the latest available revision will be printed.
4.2.2.2 Work Instruction Revisions

The Work Instruction window Revision tab records the versions of registered work instructions,
details the instruction and displays a list of any revisions. It also shows a list of revisions
associated with each instruction as you select it.
Only one revision of a work instruction with the status issued can exist at any time. Creating a
new revision of a work instruction that is already approved and issued for use essentially
creates a new work instruction with the status draft1.
To create a new revision of an existing work instruction:
1. Open the Work Instruction window and select the work instruction for which you want
to create a new revision.
2. Open the Revision tab and click the New button on the toolbar.
1Work Flow actions and statuses vary depending on your configuration. This guide assumes the use of the standard
pre-defined Work Flow.
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If the previous revision is already Issued, a new revision with status Draft is created. If
the previous revision is currently Approved it will have to be issued before a Draft can be
created:
3. Now you can edit the text in the Comment section and Notes tab.
4. Save your changes.
NOTE: If you print or print preview a work instruction, the resulting printout depends on
which tab is open at the time you click the Print/ Print Preview button. From inside the
Revision tab, the currently selected revision will be printed regardless of its status. From any
other tab, the latest available revision will be printed.
4.2.3 Maintenance Planning

The Maintenance Plan window allows you to plan and implement automatic scheduling and
initiating of all the maintenance activities to be performed at your installations. You use this
window to generate and manage the tasks that trigger your work orders.
A Maintenance Plan for a work order is made up of the following information:
l A Work Instruction which describes the job to be done
l One or more calendar-based intervals to perform the job at
l One or more measure point frequencies or values (counters or gauges)
l One or more Trigger Events to activate the job
l The people, parts and tools required to do the job
l The forecasted costs of the job
Maintenance Plans can be defined for a particular Asset, or Function, or neither.
4.2.3.1 Maintenance Planning For Assets

You create maintenance plans for assets in the Maintenance Plan tab of the Asset Type
window. Such plans are according to the maintenance generally required for all assets of a
particular type. The illustration below shows a list of maintenance plans created for the asset
type BEM-0001:
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See section 3.2 for more information about creating Asset Type Maintenance Plans.
Maintenance plans created in the Asset Type window are inherited into the Maintenance Plan
window at installations wherever assets of that type are in use. The next illustration shows the
same list of maintenance plans created for every instance of the asset type BEM-0001 at an
installation:
The inherited information is locked in the Maintenance Plan window: notice the padlock icons
in the illustration above. As long as inherited information remains locked and unchanged, any
future updates to the asset type maintenance plan will appear here too.
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The details of an inherited and locked plan can be altered in the Maintenance Plan window
to apply to a particular asset of that type in use at the current installation - for example
scheduling adjustments or causes for the needed work. To change a plan click the
Connect/Disconnect button on the Actions toolbar. Changes made in the Maintenance Plan
window apply only to the selected instance of the asset.
You can make a new maintenance plan for any asset at an installation, not based on an asset
type plan:
2. Lookup an Asset and a Work Instruction.
3. Fill in the plan's information and Save.
This new plan applies only to the selected instance of the asset and will not be affected by any
future changes to other plans for assets of that type.
AMOS uses the scheduling information in the Maintenance Plan window to generate the work
orders for asset maintenance plans. If your installation uses Condition Based Maintenance
(CBM), and assets performing functions are linked to measure points, then a job may be
scheduled whenever certain circumstances occur. See section 4.4 for more about CBM.
4.2.3.2 Maintenance Planning For Functions

When a maintenance plan is linked to a function it is rescheduled automatically according to
the function's measure point values and schedule, regardless of the assets that may be
installed on the function. Maintenance plans for functions are always created and maintained
in the Maintenance Plan window.
Figure 15 A Function Maintenance Plan

You can have as many maintenance plans as needed for any function, because a function most
likely requires more than one job during its lifetime.
1. Open the Maintenance Plan window. Click the New button on the Main toolbar.
2. Use the lookup button to select the Work Instruction you are planning.
3. Use the lookup button to choose the Function the Work Instruction applies to.
4. Fill in the fields on the General tab.
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5. The Code field will be filled in for you upon Saving. Open the Schedule tab to define
scheduling information.
When you have completed all the details for this plan and saved it you can create another new
plan for the same function by choosing a different work instruction.
4.2.3.3 Other Maintenance Planning

You can create a plan without linking it to an Asset or a Function. This kind of plan can be an
ordinary job associated with calendar or event-based frequencies, but not measure points. The
system will then create the work orders for the work instruction as they come due based on the
calendar or event.
1. Open the Maintenance Plan window. Click the New button on the Main toolbar.
2. Use the lookup button to select the Work Instruction you are planning.
3. In the case that the plan is not for a function or an asset, leave the relevant fields blank.
4. Fill in the fields on the General tab.
5. The Code field will be filled in for you upon Saving. Open the Schedule tab to define
scheduling information.
4.2.3.4 Scheduling A Maintenance Plan

The Maintenance Plan Schedule tab contains all the information needed to generate work
orders for the selected plan. Generating work orders means the work is coming due and is
required to be carried out.
There are three ways to schedule maintenance plans: by measure points, calendar and trigger
events.
NOTE: If your installation uses Condition Based Maintenance (CBM) and assets performing
functions are linked to measure points, then any scheduled maintenance plan in the system
can be activated by an external monitoring system whenever certain circumstances occur.
See section 4.4 for more about CBM.
4.2.3.4.1 Scheduling by Measure Points

point - a counter or gauge - is updated and reaches a predefined value.
Applicable measure points are linked to functions and assets in the Function window and Asset
Type window. Those measure points are the only ones which will be available for selection
when scheduling a maintenance plan for a function or asset.
To assign a measure point schedule to a maintenance plan:
1. Open the Maintenance Plan window and select a maintenance plan in the list.
2. Open the Schedule tab. Click inside the Measure Point section and click the New button
on the toolbar.
3. Click the Description lookup button.
The available measure points1 are presented for selection.
1If nothing happens when you click the Measure Point lookup, it means no measure points have been assigned to
the asset type or function this maintenance plan is for. These need to be added in the Asset Type or Function
window.
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4. Choose a measure point. Enter and Save the necessary measure point information.
5. Check the Linking checkbox to merge this measure point schedule with an existing
calendar schedule.
6. Check the Active checkbox to include this measure point in the automatic generation
process for work orders. When active, work orders for jobs on assets with a measure
point schedule will be generated when:
l the previous work order is completed or measure point updated, and
l the asset is also currently installed on a function.
7. Add further measure points if necessary and Save.
See section 4.3.6 for more information about measure points and how they are used to
schedule maintenance.
4.2.3.4.2 Scheduling by Calendar

Maintenance can be performed according to a calendar-based frequency, such as daily, weekly
or monthly. This means that it will be performed repeatedly throughout the lifetime of your
installation.
To assign a calendar schedule to a maintenance plan:
1. Open the Maintenance Plan window and select a Maintenance Plan in the list.
2. Open the Schedule tab. Click inside the Calendar section and click the New button on
the toolbar.
l Frequency/Period - enter the frequency rate at which the work instruction must be
carried out. Entering the number 2 and selecting Month from the drop-down list causes
the work instruction to be carried out every two months.
l Planning Method - there are two kinds of Planning Methods available in AMOS which
affect the job's frequency. For example, if the Frequency on a job is 30 days:
l Variable Planning enables a flexible reporting date. The next due date is calculated
according the date of the last report. So, reported on 5 May causes the next due
date to be set to 5 June.
l Set to Fixed Planning , the report will always be due on the same day of each
month. This means that no matter when you report the job the next due date
remains fixed even if the job was reported late and less than 30 days remain until
the next set date.
l Window - The number of days in advance the system will suggest the work order as Due,
when filtering. For example, if the work order is due on 20/02/09 with a ten day window
and you filter for all work orders due up to the 15/02/09 this work order will be included
in the results.
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4. Check the Linking checkbox to link the calendar schedule to an existing measure
point schedule.
5. Check the Active checkbox to include this calendar schedule in the automatic
generation process for work orders. When the previous work order is completed a new
one will be generated according to schedule.
6. Tell AMOS which Work Flow statuses will require new work order generation for calendar
based jobs1. Open the Planned For Asset/Function Status tab:
Checking the box beside a Status in the list tells AMOS to generate a new work order for
the maintenance plan when the asset/function is at the checked status and the job
comes due.
7. Click Save.
4.2.3.4.3 Scheduling by Trigger Events

Some maintenance plans cannot be based on a calendar schedule because the work is only
performed as the result of an event - i.e. End of Voyage, Crew Change, etc. When the selected
event occurs it will 'trigger' work order generation for the work instruction on the maintenance
plan.
To assign a trigger schedule to a maintenance plan:
1. Open the Maintenance Plan window and select a maintenance plan in the list.
2. Open the Schedule tab. Click inside the Trigger Events section and click the New button
on the toolbar.
3. Use the lookup button to select a trigger. You can list more than one if applicable:
4. Check the Active checkbox to include this trigger in the automatic generation process for
work orders. When the trigger occurs work orders will be generated.
5. Tell AMOS which Work Flow statuses will require new work order generation for Trigger
based jobs2. Open the Planned For Asset/Function Status tab:
1Setting the status is only required for jobs that are calendar or trigger based.
2Setting the status is only required for jobs that are Calendar or Trigger based.
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Checking the box beside a Status in the list tells AMOS to generate a new work order for
the Maintenance Plan when the Asset/Function is at the checked status and the job
comes due.
6. Click Save.
4.2.3.4.4 Schedules and Locked Maintenance Plans

Maintenance plans defined for assets may have inherited scheduling information from the
relevant asset type. In this case the maintenance plan schedule might be locked to the asset
type maintenance plan. Plans which are locked to an asset type plan will be updated
automatically whenever any changes are made to the asset type itself. If you change the
schedule on such a plan, your changes will apply to the plan for the selected instance of the
asset only. To change the scheduling information on a locked maintenance plan:
1. Open the Maintenance Plan window and select the locked plan.
2. With the General tab open click the Connect/Disconnect button on the Actions
toolbar.
3. Open the Schedule tab.
4. Click inside the Measure Points, Calendar or Trigger Events section and then click the
Connect/Disconnect button again.
5. Make your changes. Save the plan.
4.2.3.4.5 Linking Multiple Maintenance Plan Schedules Together

You can schedule a maintenance plan using a combination of measure points, calendar
schedules and trigger events; in such cases one work order is typically generated for each
schedule.
However, to generate only one work order per maintenance plan, you can Link one or more
counter measure point schedules together with a calendar schedule, by flagging the checkbox
as shown below:
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When schedules are merged like this AMOS will analyse them all to determine the earliest due
date and generate just one work order with the earliest due date assigned rather than creating
multiple work orders for the same maintenance plan.
Schedules can have a Priority set. In the case of linked schedules, priority does not determine
which schedule will generate the work order - it will be generated according to the schedule
with the earliest due date regardless of priority.
4.2.3.5 Maintenance Plans And Risk Assessments

Check the Risk Assessment Required checkbox on the General tab to indicate that a risk
assessment should be performed in relation to the selected maintenance plan. Checking the
box simply means that a user should manually create a scenario and prepare an evaluation.
However, if a suitable scenario type is already available it can be located using the Scenario
Type field lookup. Later, when a work order is generated for this plan a scenario of the specified
type will also be generated for assessment.
Read about creating and evaluating Risk Scenario assessments in the AMOS QMS User Guide.
4.2.3.6 Adding Parts And Tools To A Maintenance Plan

Use the Maintenance Plan window Parts and Tools tab to make a list of the parts and tools
required to perform the work. Only assets and stock types that are classed as parts or tools or
have no classification at all will be available in the lookup lists.
4.2.3.7 Adding Team Members To A Maintenance Plan

Use the Maintenance Plan window Team tab to create (or alter) a list of the people required to
perform the work for the selected plan.
2. Select a Type : Internal or External, so that the Description lookup will filter for either
company positions or external resources.
3. Add the team member(s) and their estimated Hours.
4. Check one person as the Responsible individual for this work.
5. If maintenance team budgeting is in use, lookup the budget to charge the cost of these
resources to. It may be an Internal or External Budget or both, depending on the team
members:
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6. Save the tab.
4.2.3.8 Forecasting Costs On A Maintenance Plan

You can forecast maintenance plan costs in the Cost tab.
4.2.3.9 Linking Procedures To Maintenance Plans

Work instructions and procedure documents might contain references to each other. The
Maintenance Plan window References tab is for linking one or more documents detailing the
work to be carried out or the procedures involved, to a maintenance plan.
4.2.4 Maintenance Groups

When the same Maintenance job needs to be performed on several assets/functions, or
several related jobs are to be performed on the same piece of equipment you can add these
jobs all together into a Maintenance Group. In AMOS, a Maintenance Group is a collection of
Maintenance Plans - jobs- which can be grouped together to result in a series of interconnected
Work Orders. All the jobs contained in the Group must be scheduled by a shared frequency.
Once collected in a Maintenance Group, the listed jobs can be managed together.
E XA MP LE
You need to perform the same job on each electric motor onboard. Rather than creating a
separate work order for the same job on each motor, create a Maintenance Group and list the
Maintenance Plan schedule for each motor as an individual job inside of the group. Then,
generate one Group Work Order containing the list of Work Instructions. Or, in the same way,
you have several jobs all to be performed on a vessel's cranes. Create a Group and add all the
necessary jobs to it.
Because it is important to record history and indicate that the job has been done for every
asset/function: one Work Order is generated for the Maintenance Group, and this 'parent'
Work Order contains a sub-work order for each job, with the applicable work instruction. The
Group Work Order is listed in the Maintenance Work Orders window but the sub-work orders
are not - they are listed in a Jobs tab on the Group Work Order.
Maintenance Groups cannot be created until your Planned Maintenance program is already in
place. That is, Work Instructions have been created and Maintenance Plans defined and linked
to Assets/Functions.
To utilise Maintenance Groups:
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1. Create a Group entry. See section 4.2.4.1.

2. Assign the list of jobs to it. See section 4.2.4.2.
3. Generate the first Work Order. See section 4.2.4.3.
4. Go to the Maintenance Work Orders window to plan and issue the Group Work Order.
See section 4.2.4.4.
5. Carry out the jobs as usual, and report the work for each one. When all jobs are finished,
report the Group Work Order as complete. See section 4.2.4.5.
The next Group Work Order will be created according to the jobs' shared frequency, and
completion dates.
4.2.4.1 Creating A Maintenance Group

1. Go to Maintenance > Maintenance Group. Click OK in the filter.
2. Click the New button on the toolbar.
3. Enter the General data for this Group: a Code and Description. Look up a Form for
reporting the work on. This Form will be applied to all jobs contained in the Group
regardless of any forms on the job's own Maintenance Plan.
4. Save the entry and open the Jobs tab to add a list of jobs.
4.2.4.2 Adding Jobs To A Maintenance Group

Use the Maintenance Group window Jobs tab to create a list of Maintenance Plans - Jobs - to be
included in a Maintenance Group:
1. Select a Maintenance Group in the list part of the window and open the Jobs tab.
2. Click the New button.
3. Use the lookup to select a Job: a filter appears first and you can narrow the selection.
Then, a list of existing Maintenance Plans opens.
4. Select a job and click OK.
5. The Maintenance Plan will be registered in the Group window with the associated Work
Instruction. Keep in mind that you can only group together jobs which have the same
schedule, and any job can only be linked to one Group at a time. Once added to a
Group, a Maintenance Plan schedule cannot be changed.
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6. Click New again to get another line and add a second job, and repeat until all jobs are
listed. Only jobs with the same frequency will be presented for selection.
7. Save the Maintenance Group. The Frequency and Number of Jobs fields on the General
tab will be populated automatically. The illustration below shows a maintenance group
with 5 jobs included:
8. Carry on to generate the first work order for this group.
4.2.4.3 Generate The First Work Order For A Maintenance Group

1. Go to Actions > Generate Task.
2. Check Generate under Maintenance Work Order.
3. The Group Work Order(s) will be generated containing the associated Maintenance Plans
for which no Active work orders already exist.
l if any Maintenance Plan included in the Group already has an Active work order outside
of the Group, that job will not be included in the Group Work Order. This means that no
Group Work Order will be created at all, if every Maintenance Plan in the Group already
has an Active work order.
l once a Group Work Order has been created no independent work orders will be created
outside the Group Work Order itself for any of the included jobs.
4. Proceed with Planning and Issuing the Work Order.
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4.2.4.4 Planning Maintenance Group Work Orders

Once you have generated the first Group Work Order, open the Maintenance Work Orders
window to plan and issue it like any other Work Order and then carry out and report the work.
See section 4.3.2.3 about general Work Order Planning tasks.
1. Go to Maintenance > Maintenance Work Order. Click OK in the filter to go straight to
the window, or to find a Maintenance Group Work Order immediately use the Maint
Group lookup in the filter.
Figure 16 Filtering Work Orders by Maintenance Group

One Work Order for each Maintenance Group is listed in the window with the name
assigned to the Group. The next Due Date for a Group Work Order is calculated by
AMOS according to the Last Done date on the last job in the Group.
2. When you select a Group Work Order, the following changes occur in the window:
l a Jobs tab is added
l the Parts and Tools tab is split into two separate tabs
l the fields on the General tab change, to display information about the Group itself.
Information on the General tab applies to all the jobs contained in the Group.
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Figure 17 The Work Orders window when a Group Work Order is selected
3. Open the Jobs tab to see a read-only list of the Work Instructions belonging to the
Group. These are only listed for the jobs which have Active schedules.
4. The Parts, Tools, Team and Cost tabs all contain the same list of Work Instructions. Each
one can be expanded and related information added individually for each job. The Work
Instructions will appear grey until information is added.
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Figure 18 Each Work Instruction listed in the Parts tab

Remember, the information you add here is an estimate and will be transferred onto the
corresponding tabs in the Report Work window. Then, when the work is reported the
actual use of Parts, Tools, Team members and actual Costs should be specified.
5. You can add Notes for the Work Order, or for the Maintenance Group itself.
6. When you are finished planning use the Work Flow to issue the Work Order and all
associated jobs at once.
4.2.4.5 Carry Out And Report On A Group Work Order

As work is carried out on a Group Work Order, report it in the Report Work dialog. To report
work a Work Order's status should be either Issued or Started.
1. Open the Work Order window and select the Group Work Order in the list. To access the
Report Work dialog, click the Work Flow button on the Main toolbar.
2. The Work Flow dialog opens.
Choose the appropriate action.
l Report - to input an entry for any or all jobs on the Group Work Order. The Group Work
Order itself is not completed as you expect to make further entries. You can report in
this manner as many times as needed, and the status will remain as Started.
l Report & Complete - to input an entry for any or all jobs, and then close the entire
Group Work Order. The status will change to Completed.
3. The Select Jobs to Report dialog opens showing the a list of all the jobs included on the
Group Work Order which are still incomplete:
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Check the jobs to report on now and click OK.

4. The Report Work window opens containing the Group Work Order and underneath it,
the jobs you checked in the previous dialog:
Figure 19 Report Work, with the Group Work Order selected

5. Select any job in the list to report on in the tabs.
General
This tab contains read-only information pertaining to the selected job. When the Group
Work Order is selected in the list, you can enter details which will apply to every job in
the list. For instance:
l the number of hours you enter for Duration is split equally in the History records
amongst all the jobs.
l the value in the Down Time field will be copied to the History record for each job.
Parts, Team and Cost
Use these tabs to specify actual usage for each job individually. Or, you can choose to
specify Team and Cost details for the Group Work Order as a whole, and then indicate
whether to Split or Copy this information to the History for each individual job. The
information you add to these tabs does not overwrite the estimates recorded on the
Group Work Order itself.
Form
If a Form was added to the Maintenance Group or the Group Work Order, it will appear
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here in the Forms tab, the same one for every job.
History
Select the Group Work Order and fill in the History tab - this history will be copied to all
of the jobs. If you select a job in the list, the history you enter will apply to that job
individually.
6. Check each individual job as completed and enter its details before reporting the Group
Work Order as completed and closed. Mark each job individually, or, if they are all done
check the Completed box for the Group Work Order; all boxes below will be checked for
you.
History records will be created for all of the jobs in the current Report Work window,
whether you mark them as Completed or not.
7. When you are finished reporting, click OK to exit the dialog.
When the Group Work Order is eventually set to Completed, a new Work Order will be
generated for the same Group according to the Completed date of the last job and the
frequency shared by the Maintenance Plans belonging to the Group.
Figure 20 The next Group Work Order generated
4.3 Maintenance Management

Once AMOS is up and running with Assets/Types, Functions, Work Instructions, Maintenance
Plans, Measure Points and so on defined, your tasks are:
l Generating Work Orders for newly defined work instructions linked to Maintenance
Plans, and Corrective Maintenance (unplanned work). Once a periodic work order has
been generated for the first time AMOS will automatically generate the next work order
for the same maintenance plan once the status of the previous one is set to Completed.
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l Managing your Work Orders:

l Planning the work orders to show what work needs doing in the coming period.
l Issuing the planned work orders to put them into use.
l Reporting the work on the work orders, as it is carried out.
l Reporting Failures and Requesting additional work as needed.
l Creating and planning large-scale Projects in advance in the Projects window, grouping
both planned and unplanned maintenance work together.
l Updating Measure Points to trigger work order creation and updates.
4.3.1 Generating Work Orders For Maintenance Plans

Newly defined maintenance plans and corrective maintenance need work orders. AMOS uses
Work Orders to determine which Maintenance Plan needs to be carried out, and also to
maintain records of the attached work instructions which have been completed. There are
different ways to generate work orders depending on what kind of schedule the work is based
on. Once a periodic work order has been generated for the first time, AMOS will automatically
generate the next work order for the same maintenance plan when the status of the previous
one is set to Completed.
4.3.1.1 Work Dependent On Calendar And Measure Point Schedules

When you have created all your maintenance plans and work instructions, inform the system
to generate Work Orders for the new maintenance plans. This kick-starts the system and
creates all the work orders for calendar and measure point scheduled maintenance. Whenever
a new maintenance plan is created or an existing one changed you will need to perform this
task again.
To generate the first work orders:
1. Select Actions > Generate Tasks.
2. The Generate Tasks dialog box opens. Check the Generate box under 'Maintenance
Work Order'. To see the Work Orders after they are created, check the Show checkbox.
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3. Click Create.
4. The Work Orders are created. If you checked the Show checkbox the Work Order
window opens automatically to display the new work order.
What Happens Next?
Once Calendar scheduled work has been performed and reported and the work order status
has been set to Completed, the system will generate the next work order.
Measure point scheduled maintenance is also handled automatically after the first work order
is generated: AMOS can estimate the next time a work instruction scheduled by a measure
point will fall due and a new work order of this kind is generated by the system. If the Measure
Points are manually updated, it is important to make sure they are updated regularly to allow
the system to generate work orders for the work the Measure Points are linked to in the
Maintenance Plan.
It is only possible to have one active work order at a time for calendar or counter scheduled
maintenance. A new work order will not be generated until the previous 'existing' one is
complete. For maintenance dependant on gauges it is possible to have more than one active
work order existing at a time - if you try to generate work orders for a gauge dependant work
instruction and open work orders already exist for it you will be prompted to confirm the
generation.
A Priority can be assigned to maintenance plan schedules and will then be inherited onto the
corresponding work orders. The priority can be manually updated directly on the work order if
needed but changes made to the Maintenance Plan priority will not affect existing work orders.
4.3.1.2 Work Dependent On Trigger Schedules

Work can also be scheduled by Triggers. Triggers are events, such as Crew Change or End of
Voyage that cause a maintenance work instruction to come due. The triggers are linked to the
work instructions within the Maintenance Plan window.
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To generate work orders for maintenance plans scheduled by triggers:

1. Select Actions > Initiate Event to open the Initiate Event window.
This window contains on the left side a list of defined Trigger Events, and on the right
side, a list of the relevant Work Instructions linked to the selected trigger.
2. Select the Trigger Event and Work Instruction you wish to generate Work Orders for.
3. Click the Create WOs button to generate the relevant Work Orders.
NOTE: If Open Work Orders for the same Work Instructions already exist, you will be
prompted to confirm the generation.
4.3.2 Managing Work Orders

AMOS uses Work Orders to determine which Work Instruction needs to be carried out, and to
maintain records of the Work Instructions which have been completed.
Once you have generated the first work orders it is time to plan them and then issue the actual
work orders based on those that were generated and those that have been manually
requested. Then you can begin to carry out and report the work orders. This is all done in the
Work Orders window.
Using the standard preset Work Flow, Work Orders progress through your system as follows:
1. A new work order is generated when the previous work order for a job is completed. Or,
a user can manually create a new work order, if necessary. In either case, the default
status is Requested. The generated orders appear in the Work Orders window.
2. A user opens the Work Orders window to view all the work orders. Inside the window,
he can select work orders to: check and modify the schedule if necessary, set a due date,
verify and update the list of team members and parts needed, etc. The status of the
work order when this is done, should be changed to Planned.
3. The actual Work Orders are Issued and ready to go.
4. As the work is performed, users report it on the work order, until it is done and the
status is then changed to Completed.
5. The work orders are controlled and stored in the History window for future reference,
and the status changes to Filed.
4.3.2.1 Manually Creating Work Orders For Unexpected Work

The system will handle scheduled maintenance automatically but in the event of unexpected or
unplanned work you might need to create work orders manually for work instructions:
1. Open the Work Orders window and click the New button.
WO Number Enter a number for the Work Order.
Description Name the Work Order.
Work Instruction Work Orders determine which Work Instruction should be
carried out. In this field, you enter the Work Instruction that you
are creating the Work Order for.
Form A form may be needed to report the work order on. If so, use
the lookup button to select the form and enter its code here. If
there was a Form already linked to the Work Instruction it will
appear automatically but you can change it.
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WR/Failure/ If the Work Order is the result of a Work Request or a Failure,

Function/Asset look up the WR/Failure Code and Description here. The Asset
Code and/or Function information will come with the WR/Failure
details.
Otherwise, select the Function or Asset the Work Instruction
applies to.
Frequency/Trigger This field does not apply in this instance.
Due Date Set a due date for the Work Order. Flag the 'Locked' checkbox to
prevent changing the dates or duration in the Planner.
Window If there is a number of days after the due date within which the
task can be carried out, enter it here.
Unexpected If it is unexpected work, check the box.
Est. Total Duration Enter the amount of time it should take to complete the Work
Order.
Priority Assign a Priority for the work order.
3. Open the Notes tab to record a description and any other necessary text for the work
order. The References tab is a read only list of any procedure documents from document
handling that have been linked to the Maintenance Plan.
4. The other tabs will be empty and you will need to fill the information in in the same way
as you modify and plan for an automatically generated work order.
NOTE: It is also possible to create Corrective Work Orders manually from the Work
Request/Failure window, when a piece of equipment malfunctions or breaks down. See
section 4.3.4 for more information.
4.3.2.2 Sub Work Orders

Work Orders can be split into sub work orders: a work order which is a complete or partial copy
of a 'parent' work order. This lets you break one job into separate tasks and split these tasks
onto individual sub work orders, assigning each one to the responsible company positions
according to the skills required.
A sub work order is always created as a manual work order and identified by the same code as
its parent work order, with a sequential number added on the end.
During split to sub work orders, while some general information is copied from the parent, it is
up to you to decide whether to copy, transfer or leave out parts and tools; team members;
costs and references.
Only one level of sub work orders can be created. That is, you cannot create a further sub work
order from a work order which is itself a sub work order.
E XA MP LE
A Main Engine Piston Overhaul is due next week. In order to start the job some advance
preparation is required. The main work order, Main Engine Piston Overhaul is then split: into
a sub work order for the associated task required to prepare for the job; and the main original
work order used for the actual overhaul itself.
To create a sub work order1:
1To create sub work orders users require access to 'Work Order - Create Sub Work Order' at Security > Group
Access > Function tab - Maintenance.
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1. Open the Maintenance Work Order window. Select an active work order in the list:
2. Open the Actions toolbar and click the Create Sub WO button. The Create Sub Work
Order1 dialog opens:
The tabs shown in the dialog depend on the original work order. For example if the
original work order did not contain any references to procedure documents, then the
References tab will not appear on the Create Sub WO dialog.
3. On the General tab you can add a Form and set an Estimate Duration. Moving through
the tabs, flag the items you want to transfer to the new sub work order. For each flagged
item, select to split it or to copy it2:
l Split - to move the item to the new work order and remove it completely from the
original. Splitting parts, tools, team members and costs takes the entire quantity of the
item or estimated hours/costs from the original work order and places it on the sub
1The dialog differs when a Maintenance Group Work Order is selected to split. See section 4.3.2.2.1 about creating
a sub work order from a group work order.
2The default setting in the Split/Copy column for every entry in each of the tabs, is determined by a parameter
setting at Configuration > System Parameter > Maintenance Module > Sub Work Orders > '.
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work order.
or
l Copy - copies the item. The item will appear on both the original and the new work
order. Selecting to copy parts, tools, team members and costs lets you specify the
quantity of the item or estimated hours/costs to copy to the sub work order. The copied
quantity/estimated hours or costs is not deducted from the quantity/estimate on the
original work order.
4. Click OK to leave the dialog and create the sub work order. In addition to the original
work order you will now have a second work order. Note the differences which identify
the new work order as a sub:
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l It has the same identifying WO Number and Description. To indicate that this is a sub
work order, the number 1 appears in the Sub column in the list and after the wo number
on the tab.
l The Origin for the sub work order is set to Manual and the Status to the defined initial
status for work orders.
l The Parts and Tools, Team and References tabs contain the information which was
copied or split from the parent.
E XA MP LE
In the Create Sub Work Order dialog, the Chief Engineer and the 2nd Engineer were
copied from the original work order and the Fitter was split. The Electrician was not
flagged for copy or split:
So, after the split the Team tab on the original work order looks like this:
And the Team tab on the new sub work order looks like this:
l Details in the Classification tab, Risk Assessment tab and Additional Info tab on the
original work order will appear in the same tabs on the sub work order. The Notes tab
will contain any details from the original work order under the section 'Originating Work
Order Notes'.
5. Save the window and create more sub work orders as necessary. An additional tab
labelled Sub Work Orders will appear on the window whenever a 'parent' work order is
selected in the list. This tab lists any sub work orders belonging to the selected one.
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4.3.2.2.1 Sub Work Orders for Maintenance Group Work Orders

Creating a sub work order for an active Maintenance Group Work Order lets you split one or
more jobs in the group away from the main work order and onto separate work orders - one
for each split job. The Create Sub Work Order dialog is different when a group work order is
selected to split.
In this case, AMOS presents a list of active jobs contained in the group work order:
Flag a job for which you want to create a sub work order and click OK. Repeat as needed to split
one job at a time.
The original group work order's Jobs tab will change to show which jobs have been split away
and the number of the sub work order each one is now on:
All information associated with the flagged job(s) will be moved to the new sub work order(s).
Each sub work order has the same identifying WO Number as its parent work order, with a
number in the Sub column as well:
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The Origin for a sub work order is set to Manual and the Status to the defined initial status for
work orders.
Details in the Classification tab, Risk Assessment tab and Additional Info tab on the original
work order will appear in the same tabs on the sub work order(s). The Notes tab will contain
any details from the original work order under the section 'Originating Work Order Notes'.
4.3.2.2.2 Reporting Sub Work Orders

Sub work orders are linked to the work order they are created from: reporting the main 'parent'
work order as complete when all parts of the job are done, generates the next instance of the
'parent' work order only. New work orders are not generated for completed sub work orders.
In the case of a split group work order, only the jobs remaining on the original work order can
be reported from that work order. The jobs split to sub work orders must be reported
individually.
Newly generated work orders for completed group work orders will contain all the jobs which
were listed on the original group work order, regardless of whether some of those jobs were
split away, or not.
4.3.2.3 Planning A Maintenance Work Order

Regardless of how a work order has been generated you can perform detailed planning
operations in the Maintenance Work Order window.
The information present in the Work Order window tabs depends on whether the selected
work order was automatically generated or if you created it yourself:
l Automatically created work orders based on calendar and measure point schedules or
trigger events will inherit most of their information from the Maintenance Plan the work
instruction belongs to. You can edit this information as you plan the work order.
l Work Orders that were created manually in the Work Orders window will be mostly
blank and you will need to complete the information yourself.
Now you can:
Set a Planned Start Date
Select a work order and use the calendar button next to the Planned Start field on the General
tab.
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Link the Work Order to a Planned Event

A Work Order can be linked as an activity to take place during a Planned Event or a Port Call.
Click either option beside Link To on the General tab and use the lookup to select the
event/port call. Upon saving the work order is linked to the event/port call and will appear in
the Activities tab of the Planned Event or Port Call window. When you link a work order to a
planned event or port call the work order's due date becomes the date the planned event/port
call will take place on and the work order is locked so that its dates cannot be changed. Planned
events are also manageable in the Planner window.
See Chapter 7 for more about Planned Events and Port Calls.
Classify the Work
Open the Classification tab to enter information about the work such as the Criteria the site
must meet, for the work order to be carried out - i.e. Drydock, At Sea, etc; the maintenance
Typesuch as Corrective Maintenance; and the Class of work to be done, such as mechanical,
electrical, testing, etc.
You can create a list of circumstances that cause this maintenance. Click in the Causes area, and
click the New button. Use the lookup to enter a cause such as Breakdown, Overheating, etc.
Add as many as needed.
Additional Info - Projects, Purchase Forms
A Project reference appears in the Additional Info tab if the selected work order belongs to a
maintenance project. The due date for a Work Order belonging to a Project is locked. See
section 4.3.5.
If the selected Work Order has been ordered as a service on a purchasing form, the details for
that form will appear in this tab. See section 5.5.
Add Parts and Tools
The Parts and Tools tab is for listing the equipment required for the job. Click inside the tab and
click New on the toolbar to get a blank line.
When you add a part or tool, enter the estimated Quantity required for each item to carry out
this work order. You can also Reserve a number of parts or tools depending on how many you
already have on hand. When a work order has any stock items listed as required parts with a
reserved quantity specified, the work order and the reserved value will appear in the Stock Item
window Reserved on Work Orders tab.
Add Team Members
The Team tab contains a list of personnel required to perform the job. Click inside the tab and
click New on the toolbar to get a blank line and add another team member. Select External
from the Type drop-down list to lookup an External Resource. Select Internal to choose an
employee. You can select Internal team members by Position type and then click the Employee
lookup to insert the name of the person currently covering the position. Or, you can select the
Employee first and the Position type will be inserted with the name.
You can also enter the amount of Hours and estimated Cost for each member, as well as assign
budgets to track maintenance team costs during work reporting.
Forecast Costs
Click inside the Cost tab and click New on the toolbar to get a blank line. Then you can list any
kinds of costs related to the work and Forecast the amount.
Procedure Document References
The References tab is divided in two sections. The top is read only and displays a list of any
documents linked to the work order's maintenance plan. The bottom is for linking documents
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as references directly to the work order itself. Add and remove lines using the New and Delete
toolbar buttons.
Maintenance Group Work Orders
When a Work Order is for a Maintenance Group a Jobs tab is added to the window listing the
multiple Work Instructions belonging to the Group Work Order. These jobs can be managed
together on the same Work Order. See section 4.2.4.4 for more about managing Work Orders
for Maintenance Groups.
Change the Work Order's Status
Update the work order's status to reflect its progress. The statuses and actions available
depend on your Work Flow configuration:
1. Select a work order.
2. Click the Work Flow button on the toolbar. Select the appropriate action, depending on
your Work Flow. For example:
l When you are finished planning, you may need to change the work order's status to
Planned.
l When a work order is ready to be carried out, change its status to Issued.
l Change a work order's status to Cancelled to deactivate it.
3. Click OK.
4. The Status will change accordingly, and the current date will appear in the Progress
Stages area.
4.3.2.4 Work Orders And Risk Scenario Assessments

A Risk Assessment Scenario can be generated automatically with a work order, if a scenario
type was linked to the maintenance plan. When a scenario is generated with a work order it will
be listed in the Assessments tab on the Maintenance Work Order window.
You can create a scenario manually for a work order by clicking the New button on the Main
toolbar from inside the Assessments tab on the Work Order window. This opens an instance of
Scenario window for creating a 'local' scenario with the same title as the work order it now
belongs to.
Existing scenarios can also be assigned to work orders using the Scenario lookup on the Work
Order window Assessments tab. This refers the work order to the scenario - it does not actually
create a new scenario.
Read about creating and evaluating Risk Assessment Scenarios in the AMOS QMS User Guide.
4.3.2.5 Creating A Non Conformity From The Work Order Window

When you record a work order you can raise a non conformity for it at the same time, directly
from the Maintenance Work Order window.
To create a non conformity from the Work Order window:
1. Select the work order.
2. Open the Non Conformities tab and click the New button on the toolbar.
3. The standard Work Flow dialog for the Non Conformity window opens: select to create
an Observation, a Non Conformity or a Major Non Conformity:
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4. Click OK and an instance of the Non Conformity window opens. In addition to the
standard information automatically supplied with a non conformity, the Origin of this
record is also listed on the General tab:
5. Create the non conformity as usual.

6. Save the record. You can add multiple non conformities for the same work order.The
non conformity reference will be listed in the Non Conformities tab on the Work Order
window:
You can also choose an existing non conformity in the Non Conformity window and link it to
the work order record. See the AMOS QMS User Guide for more information.
4.3.2.6 Issuing A Work Order

Once the work orders generated for the work instructions have been planned, issue them to
activate them for use:
1. Open the Work Orders window.
2. Select the work order you want to issue.
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3. In the toolbar, click the Work Flow button. Select the Issue action.
4. Click OK.
5. The status will change to Issued, and the Progress Stages area will be updated to contain
today's date as the Issued date.
4.3.2.7 Reporting A Work Order

While a job is being performed you report the work back to AMOS by entering information
about who did the work, when, what materials were used, and updated measure point values.
You should also report unplanned maintenance that has already been finished. When you
report the work AMOS can begin counting over again for the jobs that need to be done at set
intervals. Once the work is reported and done and the work order's status is set to Completed,
AMOS will automatically generate the next work order.
The final step is then to verify the work reports and file. The information you enter in the
Report Work window will be used to create a historical record for the work order.
It is vital to report your work as it is completed not only so that AMOS can generate the next
work order but also so that your stock records and cost records are updated, and so that
AMOS can keep a historical record of your maintenance operations. These records are
maintained in the window at Maintenance > History.
NOTE: When a Work Order is for a Maintenance Group, the Report Work dialog will list the
multiple Work Instructions belonging to the Group Work Order. Each individual job should
be Completed and its own details reported, before the Group Work Order is reported as
completed and closed. See section 4.2.4.5 for more about reporting on Maintenance Group
Work Orders.
To report a Work Order the Work Order status must either be Issued or Started:
1. Go to Maintenance > Work Order. The Work Order window opens.
2. Select the Work Order from the list that you want to report to change the status. If you
are already in the Work Order window, ensure that the Work Order you wish to report
has been saved.
3. In the Main toolbar, click the Work Flow button. The Work Flow window opens.
4. You will see a list of the various actions and their resulting statuses that are available to
Work Orders with the current status of the one you have selected.
Choose the appropriate action.
l Report - to input an entry for the selected Work Order. The Work Order is not completed
as you expect to make further entries. You can report in this manner as many times as
needed, and the status will remain as Started.
l Report & Complete - to input an entry and then close this Work Order. The status will
change to Completed.
5. The Report Work dialog for the selected work order will open.
6. Report your work there and when finished click OK to return to the Work Order window
with the status changed if appropriate.
See section 4.3.2.7.1 for more information about the Report Work dialog.
7. Save the reported work order.
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4.3.2.7.1 The Report Work Dialog

Having accessed the Report Work dialog as described in section 4.3.2.7, report on your work
orders as follows:
1. If work has been reported before on this work order there will be a list of the previous
reports in the top of the dialog. There will always be a report line marked New, with
today's date.
2. Select an existing report to add more information or correct something previously
reported. This will cause the History record for the existing report to be updated.
3. Or, you can select the New report line to create a whole new report for the same work
order thereby creating a new History record as well. In this case you will still be able to
see previously reported work and build on those report details until the whole job is
finished.
4. The Report Work window contains details inherited from the Work Order itself and you
can fill in the rest according to what you have done so far. You might need to modify
existing information, add new details such as parts and tools that were used, or delete
details such a part that was not used after all. You can also add information to the
History tab.
5. When you are finished click OK and you will return to the Work Order window with the
status changed if appropriate, according to whether you chose Report or Report &
Complete in the Work Flow dialog.
The appearance and functionality of this dialog changes slightly if you are reporting on a Work
Order for a Maintenance Group. See section 4.2.4.5 for more information.
4.3.3 Maintenance Team Budgets

When Maintenance Team Budgeting is in use, during the work-reporting phase you can track
the costs of the team members who carried out the reported maintenance work and charge it
to a dedicated maintenance budget1.
To configure maintenance team budgeting:
1. Define budget categories. See section 4.3.3.1.
2. Define rate types and units of time. See section 4.3.3.2.
3. Apply the rate types to company positions and external resources. See section 4.3.3.3.
4. Assign budgets and team member rates to maintenance plans and work requests. See
section 4.3.3.4.
To allow AMOS to charge and pay costs to the designated budgets, your maintenance work
order work flow needs to include certain system actions. See section 4.3.3.5.
Once this configuration is in place, you can continue to generate and work with your work
orders as usual. See section 4.3.3.6.
4.3.3.1 Defining Budget Categories

1. Go to Configuration > Common Setting > Financial > Budget Code.
2. Select a budget code in the list. Open the Category tab.
3. Flag the 'External Maintenance Team' and/or 'Internal Maintenance Team' category for
1Costs like parts and tools are not considered.
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any code which will reference maintenance team costs on work orders:
NOTE: If you do not flag any categories for a budget code, then by default that budget
will be available only in the Procurement module. Once you have flagged one or more
categories, the budget code is only available where flagged.
4. Save the register. If current active revisions of these budgets do not already exist, create
them now.
4.3.3.2 Defining Rate Types And Units Of Time

Defining Rate Types
1. Go to Configuration > Common Setting > Financial > Rate Type.
2. Click New and define a list of different kinds of pay rates, like Holiday, Night Shift,
Overtime, Standard:
3. Save the register.

Defining Units of 'Time'
1. Go to Configuration > Common Setting > Common > Unit.
2. Click New. Select 'Time' from the Type drop-down and define Day and Hour:
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3. Save the register.
4.3.3.3 Applying Rate Types To Company Positions And External Resources

Rates for the cost of each team member are defined on company position types, company
positions and external resources.
When Maintenance Team Budgeting is in use and a user reports team members and hours for
a work order, AMOS looks for rates defined on specific company positions first; then for any
rates defined for the company position type at the installation the work order is for; and finally
for rates defined on the company position type at the root installation.
Defining Rates on Company Position Types
1. Go to Configuration > Common Setting > Staff Management > Company Position
Type.
2. Select a position type in the list and open the Rates tab.
3. Select the Root Installation on the left side:
4. Click New and define rates for the selected position type:
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AMOS calculates rates like this: Est Hours * (Rate[Amount]/FactorToHours[Hours])

4* (200/8) = 100
Save, and these rates will then apply to all installations below the root:
5. Rates for any position type can change according to the installation: select an installation
on the left and click Override to add a new rate for the same position at that site only:
6. Save the window. Define rates for all positions as needed.

Defining Rates on Company Positions
Go to Staff Management > Company Position. Select an installation and a position on the left
side:
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Open the Rates tab:
Any rates defined on the company position type appear here. If you overrode any rates at type
level for a position at one installation, only the installation-specific rate(s) will be visible on that
position/installation as shown below for the 2nd Engineer at Mv Africa:
You can override type-level rates here:

1. Select an installation and a position.
2. Flag the Override Rate checkbox.
3. Click New to define a position-specific rate.
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Defining Rates on External Resources

1. Go to Common > External Resource. Select or add a resource on the left side.
2. Click in the Name field and remote open1 the Address window.
3. Open the Rates tab. Click New on the toolbar.
4. Lookup and define rates and Save the register.
4.3.3.4 Assigning Budgets To Maintenance Plans And Work Requests

Assign budgets to maintenance plans and work requests, to track the costs of the team
members associated with the work:
1. Go to Material > Asset Type. Select an asset type entry and open the Maintenance Plan
tab.
2. Open the Team sub-tab. If no team members are listed yet, add them.
3. Lookup the budget to charge the cost of these resources to. It may be an Internal or
External Budget or both, depending on the team members:
4. Save the window. This information will be inherited onto the maintenance plan:
Disconnect the maintenance plan itself or the entries in the Team tab if you need to
make changes to the details inherited from the asset type plan:
Window Activation'.
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5. Save any changes.

To assign a budget to a maintenance work request, open the window and select a work
request. Open the Team tab and assign team members and budgets the same way.
4.3.3.5 Adjusting Your Maintenance Work Order Work Flow To Handle Budgets
To allow AMOS to charge and pay costs to the designated budgets, your maintenance work
order work flow needs to include certain system actions. Go to Configuration > Work Flow and
select the Maintenance Work Order work flow configuration.
You may need to make a new work flow revision. Read about work flow revisions and
configuring the work flow in the AMOS EMS Configuration & Administration manual.
Ensure the work flow includes the following system actions on the appropriate
transformations:
CommitExternalTeamCost, CommitInternalTeamCost
PayExternalTeamCost, PayInternalTeamCost
RemoveExternalTeamCommittedCost, RemoveExternalTeamPaidCost
RemoveInternalTeamCommittedCost, RemoveInternalTeamPaidCost
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A planned work order is ready to go, with budget information applied in the Team tab:
A user issues it:
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Planned > Issue > Issued. This transformation includes the two system actions
CommitExternalTeamCost and CommitInternalTeamCost, meaning that the team costs already
associated with the work order in question, will be charged to the set budget - that is,
committed, but not yet paid:
AMOS calculates rates like this: Est Hours * (Rate[Amount]/FactorToHours[Hours])

4* (25/1) = 100
The issued work order reflects the change in the Charged column:
The amount(s) are committed to the budget as per the work order's due date. The work order
is due in June 2014:
The budget(s) itself shows the committed amount in June and the paid column is empty:
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There are three 'internal' team members on the work order and their costs have been linked to
the internal budget 'Cargo Oil and Inert Gas Systems', totalling a committed amount of 800
USD:
The issued work order is carried out and a user reports it as complete, adding or changing
hours in the Report Work dialog Team tab:
Issued > Report and Complete > Completed 1. This transformation includes the system actions
PayExternalTeamCost and PayInternalTeamCost, and RemoveExternalTeamCommittedCost
and RemoveInternalTeamCommittedCost, meaning that the 'actual' team costs will now be
paid to the budget as they were reported:
1The same four actions can be included on the transformations Issued/Started > Report > Started, and Started >
Report and Complete > Completed to allow the costs to be updated when more work is reported more than once.
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At the same time, all committed costs will be removed. This is important because without the
two removal actions, AMOS will consider the committed cost plus the actual cost, for the same
work order. The amount(s) is paid to the budget as per the work order's reported date done.
Now the budget shows the Actual Cost from the work report as the paid amount, and the
committed amount is set to 0:
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The Charged column on the completed work order will revert to 'No' to indicate that the
committed costs are removed:
The Charged column on the Maintenance History record for the same work order will show
'Yes' to indicate that the team members' costs have been charged to the budget:
4.3.3.6 What's Next? Budgets On Work Orders

When you generate upcoming work orders or new work orders are created as existing ones are
completed, the internal/external budget codes applied to the maintenance plan or work
request will appear on the Work Order Team tab:
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Valid rates will also be listed where available: however if you have more than one rate defined
for the same valid period you will need to choose one manually:
You can also add more team members and rates to the work order, or change the
internal/external budget codes. The budget code present on the work order is the one which
will be used during work reporting, where you can also add or change employees and their
hours and rates:
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In the case of maintenance group work orders, although you can change or add rates on each
internal or external resource in the Team tab, the internal and external budget codes are
defined per each included job, in the Jobs tab.
4.3.4 Work Requests And Failures

When a piece of equipment fails, collecting the necessary data and entering it into AMOS will
help you to classify the failure, define its exact cause and implement corrective actions. You can
also create work requests for other kinds of unexpected work.
4.3.4.1 Recording An Equipment Failure
E XA MP LE
On board a vessel, the inert gas generator shuts down. You investigate this and find the cause
of the shut down - Deck Seal Pump #1 failed. You open a failure record for the pump and
create the necessary corrective work order. When the repairs are finished, you close the
failure record.
Open an individual failure record for each piece of equipment which failed in any given scenario.
To create a new record:
1. Go to Maintenance > Work Request/Failure.
2. Click New on the Main toolbar. Select Create Failure and click OK in the Work Flow
dialog that opens:
3. Enter a Description and the Failure Date.

4. Select the Function which failed and/or the Asset performing it at the time:
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5. To help AMOS classify the failure provide:

l The Failure Mode- what went wrong with the piece of equipment. Failure modes are
assigned to asset classes in the Failure Mode register. Therefore, the list of available
failure modes depends on the class of the asset the failure record is for.
Read more about failure modes and asset classes in the AMOS EMS Configuration
& Administration Guide, Common Settings.
l The Effect of the failure.
l The way in which it was Detected.
l The system ultimately Affected by the failure.
6. Save the record.
4.3.4.2 Registering A Work Request

When unusual or unexpected work is required, create and submit a request for the job to be
done.
To create a work request:
1. Go to Maintenance > Work Request.
2. Click New on the Main toolbar. Select Create Work Request and click OK in the Work
Flow dialog that opens:
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3. Enter a Description and set a Due Date for the work.

4. Select the Functionand/or the Asset where the work is needed.
5. Save the work request.
4.3.4.3 Creating Work Orders For Work Requests And Failures

There are two ways to make work orders for work requests and failures:
l create a new work order, or
l link the work request/failure to an existing work order.
4.3.4.3.1 Creating a New Work Order

To create a new corrective work order for a work request or failure record:
1. Open the Work Request/Failures window and select a record.
2. Open the Maintenance WO tab and click New on the Main toolbar.
3. The Maintenance Work Order window opens. Create and generate a work order1 as
usual.
See section 4.3.2 for more information about the Work Orders window.
4. When saved, the work order will appear in the Work Request/Failure window
1You can also link the work request/failure record to an existing maintenance work order, from the Maintenance
Work Order window.
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Maintenance WO tab:
4.3.4.3.2 Linking a Work Request/Failure Record to an Existing Work Order

You can link a failure record or a work request to a planned maintenance work order if one that
covers the necessary work already exists. The next work order is generated as usual, upon
completion of calendar and counter based work orders linked to a work request/failure.
To link an existing work order:
1. Go to Maintenance > Maintenance Work Order. Filter and select an active work order.
2. Click the WR/Failure lookup:
The lookup lists active work request/failure records which specify the same function and
asset as on the selected work order:
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3. Select a work request/failure and click OK.

4. Save the work order. The work order will appear in the Maintenance WO tab on the
Work Request/Failure window:
When an existing work order is linked to a work request or failure record:

l its Origin is updated to 'Work Request' or 'Failure'.
l (Work Request) the Due Date is updated to match the work request due date; (Failure)
its Due Date is set to the current date1.
1The due date is not modified on work orders which are also linked to a maintenance project.
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l further updates to maintenance information or counter values do not reschedule the

work order.
Later, if you remove the link to the work request/failure from an active work order which has
not already been started, AMOS will change the work order's origin back, and reschedule the
work order's due date according to its counter or calendar schedule.
4.3.4.4 Updating And Closing Failure Records

After carrying out a corrective work order related to a failure and discovering more about what
caused the failure , you can update and close the record:
1. Go to Maintenance > Work Request/Failure. Select the record.
2. Enter the definite cause of the failure in the Descriptor field:
3. Save the record.

The record is complete. To close it:
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5. Select Close and click OK.
4.3.4.5 Creating A Non Conformity From The Work Request/Failure Window

When you report on a work request or failure you can raise a non conformity for it at the same
time.
To create a non conformity from the Work Request/Failure window:
1. Select the work request or failure record.

6. Save the record. You can add multiple non conformities for the same work request or
failure. The non conformity reference will be listed in the Non Conformities tab on the
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the work request or failure record. See the AMOS QMS User Guide for more information about
Non Conformities.
4.3.4.6 Work Requests/Failures And Risk Assessments

Risk assessment scenarios can be created manually for work requests/failure records in the
1. Select a record in the Work Request/Failure window.
2. Open the Assessments tab and click the New button on the Main toolbar.
3. The Scenario window opens to a 'local' scenario with the same title as the work
request/failure record it now belongs to.
4. When a work order is generated for the work request/failure, a scenario will also be
generated for assessment.
Read about creating and evaluating Risk Assessment Scenarios in the AMOS QMS User Guide.
4.3.5 Managing Projects In AMOS

Use the Projects window to group planned and unplanned maintenance work together with all
instructions, costs and requirements under a project name, and sub-divide it into sections.
Grouping work together in advance enables you to closely monitor related maintenance within
a major project situation like dry-docking.
E XA MP LE
Project - Drydock
Section - Electrical
Item - Motor Overhaul: in addition to general instructions the item description lists ten
motors and states 'overhaul the ten listed motors'. Overhauling each motor is a separate job
so this item requires a maintenance plan/schedule and resulting work order for each of the
ten motors. You create one project item and link the ten maintenance plans to it.
From Start to Finish - The Project Process

Set up new projects well in advance of the planned start date:
1. Create a new project. See section 4.3.5.1.
2. Add sections to it.See section 4.3.5.1.
3. Create project items- categories to contain the work. See section 4.3.5.3.
4. Link maintenance jobs to the project items. See section 4.3.5.4.
l Create and link project documents as needed for each job. See section 4.3.5.4.1.
l Add or amend item details inherited with each job like parts, team members and costs.
See section 4.3.5.4.2.
5. Generate a project specification document. See section 4.3.5.4.4.
6. Start the project.See section 4.3.5.5.
4.3.5.1 Creating A New Project

1. Go to Maintenance > Project.
2. Select an installation in the hierarchy pane.
3. Click New on the Main toolbar to add a new project icon to the hierarchy.
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4. Enter a Code and Description.

5. Use the lookups to assign other general information to the project. Set a Planned Start
Date and an Est. Duration: AMOS will calculate the Est. Completion date for you.
6. Save the project.
4.3.5.2 Adding Sections To A Project

Sub-divide a project into sections, to group different maintenance aspects of the same project
together.
To add sections to a project:
1. Select a project in the hierarchy and click New.
2. Enter a Code and Description:
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3. Save the section. To add a sub-section, select a section first and then click New:
4. Click 'Project Section' and OK.

5. Add a Code and Description:
4.3.5.3 Adding Project Items

What is a Project Item?
Project sections contain project items: each item holds a list of one or more jobs with
scheduling information, resources and equipment, approval and sign-off procedures and the
related costs.
There are four kinds of project items:
l General Services - non-maintenance related items like docking and water supply, with
no maintenance links inside of AMOS. Add them to projects so that the details can be
communicated to the shipyard.
l Planned Maintenance -
l Work that is done only during certain projects, like a propeller inspection.
l Work that can also be done during regular operation. Work instructions for these
jobs are geared towards onboard use during normal operation. You might need to
add a project document with more details for shipyard personnel.
l Repairs - corrective or unplanned maintenance to be carried out during a project in
response to defects or breakdowns.
l Improvements - corrective or unplanned maintenance aimed at modifying existing
structures or installing new equipment.
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To Add Items
1. Expand a project in the hierarchy and select a section.
2. Click New on the Main toolbar. Choose Item and click OK:
3. Enter a Code on the General tab:
4. Open the Revision tab and click the New button on the Main toolbar.
5. Enter a Title for the item:
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6. Save the window. Add as many items as you need.
Figure 21 A Project with Sections and Items
4.3.5.4 Adding Maintenance Jobs To Projects

Project items contain one or more maintenance jobs. Each jobs is added as a maintenance
plan, schedule, work request or an active one-off work order.
Each one of these jobs needs its own separate work order, generated according to its
maintenance plan or schedule1.
To add a maintenance job to a project item:
1. Select a project item in the hierarchy. Click in the bottom part of the General tab and
then click New.
2. Select the Type of work: maintenance plan, calendar or measure point schedule, work
request/failure, or work order:
3. Use the Code lookup to choose the job:
1Regular maintenance can continue unaffected during normal operations until the project is actually started,
because no work orders are generated until the project is begun.
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4. Save the window. Add multiple jobs to any item as needed. Each maintenance plan,
schedule or work order can be linked to only one item on the same project.
4.3.5.4.1 Adding Documents to Project Items

Project items do not always contain maintenance jobs from inside of AMOS.
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You have a project item called 'Terms and Conditions'. This item does not contain any jobs -
maintenance plans, schedules or work orders - instead it contains text documents detailing
the terms and conditions related to the project.
To add a document:
1. Expand a project in the hierarchy and select a section and item:
2. Open the Actions toolbar and click the Edit Document button.
3. Choose how to create the document:
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4. Click OK and your document/template will open. Add text to the document.
5. Close the document to return to the Project window, hwere you can see in the Revision
tab that the item now contains a document:

Selecting the revision and clicking the Edit Document button again will reopen the document
for adding content. The text will be printed in the project specification.
4.3.5.4.2 Parts, Team Members, Costs

Every maintenance plan, schedule, work order or work request linked to a project brings its
parts and tools, team members and costs with it. Open the relevant tabs:
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Greyed out jobs do not have any parts/tools/team members/costs already assigned. You can
add and remove parts, team members and so on, as required for the specific project.
To see all project jobs' totalled requirements in one of the tabs (read-only), select the project in
the hierarchy:
When you select a project in the hierarchy and open the Cost tab you will see a read only total
of all project item costs in the bottom of the window. Click in the top part of the tab and click
New on the toolbar, to add forecasted and actual overall project-level expenses:
When you receive a shipyard's forecasted costs enter the amount for each item into the Cost
tab. Flag the Est. checkbox if the cost has the potential to change. It is also important to add
Actual costs as invoiced for each item.
4.3.5.4.3 Revising Project Items

As you plan a project, use the work flow to change the status on each item. Depending on how
your work flow is configured you may need to Approve and Issue items before they can be
included in the specification document:
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To change a project item during the planning process:

1. Expand a project and section in the hierarchy and select an item.
2. Open the Revision tab. Click New on the toolbar.
3. Select to create a new Draft - remember only one draft of each item can exist at a time:
4. Make changes to the item - add or remove jobs, update content in the tabs or edit the
text document.
5. Save the item. Use the work flow to approve and issue1 the revised item.
4.3.5.4.4 Generating a Project Specification Document

To include a text document in your project specification document, make sure that the item
the document is a part of, is 'Issued' and that the Include in Specification checkbox for the
item is flagged:
1According to your work flow configuration.
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Click the Print Spec. button or the Export Spec button on the Actions toolbar to print or save
the specification to file.
Work instruction text such as job descriptions is not included in project specification
documents.
4.3.5.5 Starting A Project

Every project has a Planned Start Date. To prevent interference with your regular maintenance
program no work orders will be generated or scheduled until the project is started.
To start a project:
1. Select a project in the hierarchy.
2. Click the Work Flow button.
3. Select the 'Plan'1 action.
4. AMOS looks for any existing work order for each maintenance plan, schedule or work
request in the project. An active work orders is linked to each project item, and the work
order's Due Date is rescheduled and locked to match the project's Planned Start Date.
l Work orders which have been started will not be rescheduled.
l If no active work order exists for a project item AMOS will create it, scheduling and
locking its due date the same way.
l Due dates on work requests and work orders belonging to a project cannot be changed.
5. The list of maintenance plans, schedules or work requests on the General tab changes to
list the work orders:
1Actions may differ according to your own work flow configuration.
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6. The project status changes to 'Planned' and the work orders are now available.
7. Save the project. As the work is carried out and reported maintenance history will be
kept as usual, and new work orders will be generated as the existing ones are completed.
Postponing Or Cancelling a Project
To postpone or cancel a project after issuing items:
1. Select the project and click the Work Flow button.
2. Select the 'Undo' action.
3. The links between the project and the work orders will be removed and the General tab
will show the maintenance plan(s), schedule(s) or work request(s) for each project item
again.
4.3.5.6 Tracking Project Progress

To monitor the progression of a project, adjust the progress bar on each item:
1. Select a project in the hierarchy.
2. Open the Progress tab and expand a section.
3. Choose an item and enter a percentage value in its Progress % field.
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4. Click Save to update the bar:
Upon project completion go back and report the work orders as usual. When project work
orders are set to completed the system will generate new ones according to the associated
maintenance plan. New work orders are no longer linked to the project itself.
4.3.5.7 Project Reports

While a project is underway, the project manager will record related activities and create
reports like:
l project status reports
l weekly or daily progress reports
l closure reports
and so on. Such reports can be prepared and sent to the office on a daily basis.
Available kinds of project reports are kept in the register at Configuration > Common Setting >
Maintenance > Project Report Type:
The three types shown in the illustration above are pre-defined and the report templates come
with AMOS initial data. You can add more user-defined report types as needed.
Preparing a Project Report
To create and prepare a project report:
1. Select a project in the hierarchy. Open the Reporting tab.
2. Click New on the toolbar.
3. Click the Description lookup and select one of the report types.
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4. Enter a Code.
5. Save the entry. List all the types of reports you plan to generate regularly:
Generating Reports
Generate reports as needed:
1. Select a project in the hierarchy. Open the Reporting tab.
2. Select a report, or flag several:
3. Click Print. Choose your Output Format in the Send dialog:
4. Click OK to print/send the report(s). The reports will be created/sent with the standard
pre-defined content.
4.3.6 Measure Points - Counters And Gauges

Measure points are added to:
l asset types, where they are propagated onto individual assets, and
l maintenance functions.
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The measure points defined and saved on assets/types and functions are then available for use
on asset/type and function maintenance plans, in the Asset Type window and the Maintenance
Plan window.
There are two kinds of Measure Points definable in AMOS: counters and gauges.
Counters - the value of this type of metre is incremental. Updates are used to calculate an
average value, which is then used for planned maintenance updates.
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The counter type 'Running Hours'. If an engine is to be checked every 1200 running hours,
AMOS 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 Engine' will appear in your job lists.
When the job is reported as complete, AMOS will restart the count.
Gauges - the value of this type of measure point is not incremental, and can have an up/down
trend over time - every update replaces the previous reading.
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The gauge type 'Temperature'. A job associated with an asset monitored by a temperature
gauge will appear in the job lists if the asset's temperature as measured by the gauge, exceeds
or falls below a set limit.
All measure point types available for use in the system must be registered at Configuration >
Common Setting > Maintenance > Measure Point Type.
4.3.6.1 Linking Measure Points To Asset Types And Functions

In order to schedule maintenance plans using measure points, you first need to define a list of
applicable measure points on asset types and/or on functions.
4.3.6.1.1 Linking Measure Points to Asset Types

Only the measure points added directly to an asset type itself will be available for that type's
maintenance plan(s). Add whichever asset type measure point types are needed, in the Asset
Type window Measure Points tab:
After saving, these measure points cannot be changed - the lookup button will be disabled.
Measure points can be deleted from the list as long as they have not yet been associated with a
maintenance plan schedule for the asset type.
Read more about asset types and measure points in section 3.2.
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4.3.6.1.2 Linking Measure Points to Functions

You can register measure points against functions, which allows you to record readings for a
function regardless of the asset(s) performing it.
When installing assets, any measure points an asset has must already be on the function also.
The function can have extra ones which the asset does not have but any the asset does have,
must match. Assets with a measure point not already found on the function, cannot be
installed there.
Only the measure points added directly to a function itself will be available for that function's
maintenance plan(s). Add whichever measure point types are needed, in the Function window
Measure Points tab:
Read more about functions and measure points in section 4.2.1.3.
4.3.6.2 Scheduling A Maintenance Plan With Measure Points

point - either a counter or a gauge - reaches a predefined value.
4.3.6.2.1 From the Asset Type Window

Open the Asset Type window Maintenance Plan tab and choose the job to schedule from the
Maintenance Plan List in the left hand side. Open the Schedule sub-tab. Assign and set starting
values for one or more measure points:
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New asset type maintenance plans are always propagated onto any existing assets of the type.
Read more about setting up asset type maintenance plans in section 3.2.8.
4.3.6.2.2 From the Maintenance Plan Window

Maintenance plans created in the Asset Type window are inherited along with any assigned
measure points, into the Maintenance Plan window at installations wherever assets of that
type are in use.
You can create new maintenance plans for assets and functions here, as well, and schedule
them the same way, using only the measure points which are already linked to the
asset/function itself.
See section 4.2.3 for more about creating and adjusting maintenance plans in the
Maintenance Plan window.
4.3.6.3 Adding New Measure Points To Asset Types

If you define a new measure point on an existing asset type, it will be added automatically onto
all assets of that type registered at every installation, which are not currently installed on a
function. But what happens when the asset is currently installed on a function?
A new measure point added to an asset type is transferred automatically to installed assets if
the function the asset is installed on, has the same measure point type assigned. If the function
does not already have this measure point, AMOS prompts you to add it to the function at the
same time as you add it to the asset type. This ensures that the new measure point type added
to the asset type ends up on all individual assets in your system.
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You have the asset type PUP-0003 (Pump, Piston). Instances of this asset can be found at 3 of
your installations. At Mv Africa and Mv Europe, the asset is installed on the function 'Bilge
Pump'. It's not installed, but is available, at Mv Mozart:
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You plan to define a second measure point, 'Inlet Temperature' on the asset type and you want
it to be added to all three instances of the asset.
However, at Mv Europe and Mv Africa, the asset is installed on the function 'Bilge Pump' and
the measure point 'Inlet Temperature' is not currently defined on that function:
You add the new measure point to the asset type:
The new measure point will be copied automatically to the available asset at Mv Mozart.
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When you click Save in the Asset Type window, a dialog appears showing you the installations
where the asset is installed on functions which do not have the new measure point assigned:
Flag the functions you want to add the measure point to and click OK. This adds the new
measure point to the function(s) and installed assets, at the same time:
The new measure point added to the asset type ends up on all individual assets in your system:
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You may want to use this new measure point to schedule a maintenance plan on the asset
type. Newly created or edited asset type maintenance plans are always inherited by any
existing asset(s) of the type, whether the asset itself is installed on a function or not.
If you use a newly added measure point to schedule a maintenance plan, the measure point
schedule will be copied automatically:
l to any available asset's maintenance plan, and
l to any installed asset's maintenance plan, as long as you added the new measure point
to the function the asset is installed on.
4.3.6.3.1 Deleting an Asset Type Measure Point

If you delete a measure point from an asset type1, it will also be removed automatically from all
assets of that type. In the case that one or more of the assets is currently installed on a
function, the measure point will also be present on that function, but can be removed at the
same time.
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The asset type PUP-0003 (Pump, Piston) has two measure points:
Instances of this asset type are registered at three installations; and installed on the function
'Bilge Pump' at two of them:
The functions have the same two measure points.

You delete the measure point 'Inlet Temperature' from the asset type and this removes it from
all three of the individual assets including the installed ones. When you Save the asset type,
AMOS shows a dialog listing the functions where the assets are installed and the measure point
is defined on the function itself:
1Measure points can not be deleted once they are associated with a maintenance plan schedule for the asset type.
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Flag the installations/functions to remove the measure point from and click OK:
In this example, the measure point has been removed from all the assets of type PUP-0003, and
it has also been removed from the function 'Bilge Pump', at Mv Africa. It has been left on the
'Bilge Pump' function at Mv Europe.
4.3.6.4 Updating Measure Points

Use the Update Measure Points window to maintain and update the values for all measure
points (both counters and gauges) on active functions. Updating measure points triggers the
update of maintenance work orders.
When you update the information for a measure point that is linked to an asset installed on a
function, the current Value and Date information in the Asset window Measure Points tab is
correspondingly updated automatically. Any other measure points dependant on the updated
one are also updated automatically at the same time.
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If you update a counter on the function Main Engine, from 10 000 Run Hours to 11 000 Run
Hours - and there is an asset installed there with 7000 Run Hours - its counter will be updated
to 8000 Run Hours.
Measure Points can also be updated automatically by Condition Based Maintenance systems
(CBM). When these automatic updates take place, they have the same effect on work orders as
if they had been updated manually. See section 4.4 for more information.
NOTE: At any time you can pull up the log details for all Measure Points by clicking the
Measure Log button on the Main toolbar. This opens a dialog containing the Function
Hierarchy where you can select any function to see logged details regarding all measure
points linked to it.
See section 4.3.6 for more information about measure points and how they are used to
schedule maintenance.
4.3.6.4.1 Entering a Measure Point Update

On opening the window the Current Value displayed for each measure point defaults to the
value of the last update.
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It is possible to make corrections to the last reported value only, for a counter measure
point: select the measure point in question and click the Correct Value button to open a dialog
for making an adjustment.
There is an icon indicating Measure Points which are updated by CBM. Read about CBM
Measure Point updates in section 4.4.
To enter an update:
1. The window displays a list of active functions with measure points which are
independent.
2. To update one change the Current Date and Current Value and Save. This updates the
currently selected function measure point as well as any active measure points on the
installed asset.
3. AMOS checks that the entered value is consistent with the Max per Day value for the
measure point type. So, if the Max per Day is 24 and yesterday's update was 270 - AMOS
will not allow you to perform an update today to 300, because 270 to 300 is a value of 30
and exceeds the Max per Day value.
AMOS also checks that the date you enter now is after the date of the previous update.
4.3.6.4.2 What Happens When You Update A Counter

When you enter an update against a counter the following actions occur in the system:
l For Function Counters where the Calculate Average checkbox is flagged the counter
average is recalculated.
l If an active Work Order for the Function Maintenance Plan does not already exist one
will be created. See the Work Order window.
l Due dates on existing Work Orders are rescheduled if they are not started (Started date
present on the work order) or locked (Locked checkbox flagged on the Work Order).
4.3.6.4.3 What Happens When You Update A Gauge

When you enter an update against a gauge the following action occurs in the system:
l Work Orders are created. If an active Work Order exists already the system will prompt
you.
4.3.7 Maintenance History

The History window displays a record of all reported work. Everything users enter in the Report
Work window accessed through the work flow on work orders is automatically stored in this
window. Click New on the toolbar to add further information where necessary.
Go to Maintenance > History to open the window. Select a work order in the list part of the
window to see the following information:
l The Work Order - Code, Description, Work Instruction, Classification information, etc.
l A Notes tab containing any text entered when the work order was reported.
l Any form used in the report will be in the Form tab.
l Parts used on the work will be listed in the Parts tab.
l External and Internal personnel who performed the work will be listed in the Team tab.
l The actual final costs appear in the Cost tab.
l Any attachments added when the work was reported will appear in the External Files
tab.
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l The value of the Measure Points as entered on the Report Work dialog will be listed in
the Measure Points tab.
Every time a user reports on a work order, a summary of the maintenance history associated
with that report is entered on the Maintenance Work Order window History tab. You can
remote open1 the History window from any line in the list.
4.4 Condition Based Maintenance

Condition-based Maintenance (CBM) provides a means of integrating various equipment
measurements and monitoring systems with the maintenance features of AMOS. Any or all
planned maintenance work instructions - jobs - can be activated prior to their normal due date,
as dictated by the deterioration of the equipment. In this way, planned and condition-based
work can be completely integrated. CBM ensures that maintenance is performed only when it
is needed. Because maintenance intervals can be extended based on the actual condition and
performance of a piece of equipment you reduce your usage of spares, resources and
downtime costs.
In other words, CBM is a technique by which the execution of a given maintenance job is
initiated in response to a warning or alarm level reached on a piece of equipment. An External
Condition Monitoring System (ECMS) measures the values on the equipment and produces
and sends a signal to AMOS. AMOS then locates a CBM Reference - a record which maps the
signal coming from the ECMS to the corresponding measure point or maintenance plan records
in the AMOS database. There are two Types of CBM References - 'Measure Point' update and
'Job' activation. Based on the values received from the ECMS monitors, and depending on the
Type of CBM Reference and the ECMS file Transfer Format:
l the measure points are automatically updated, consequently creating or rescheduling
work orders, or,
l the job belonging to the maintenance plan is activated directly by creating work orders.
If CBM Alarm is in use AMOS can send responses to the ECMS upon completion of the relevant
work orders.
Remember that the CBM is not just an alarm system. CBM-active values should indicate non-
critical states as compared with alarm levels; therefore, the monitoring system must make a
distinction between these two degrees of severity. The principle behind the CBM module is to
stop the trend before the alarm level is reached. Since the CBM module is designed to provide a
signal prior to the alarm level, maintenance periods can then be stretched as far as possible
without endangering the equipment. However, the CBM Alarm interface does allow AMOS to
communicate with any ECMS to process alarms.
The CBM module is license activated. Separate licenses are required for CBM and CBM Alarm
functionality.
4.4.1 CBM Files And Transfer Formats

The CBM solution is based on the transfer of special information files between any number of
ECMS systems and AMOS.
A variety of ECMS systems can produce these 'Condition Monitoring System' files in two
Transfer Formats supported by AMOS:
l CBM format: an incoming CBM transfer to update measure points or activate
maintenance jobs. These files are called CBM day-files, as they are named according to
the date when they are written. The day-files are written by the ECMS to a directory
Window Activation'.
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shared with AMOS and contain the IDs of measure points or values which have either
reached a pre-defined CBM-active threshold, show an unwanted trend or simply have
updated measure point information. Each line in the day- file is read by AMOS and
matched to one or more functions in the system. At this point the measure points are
updated with new values and this activates work orders as if the update was done via
the Update Measure Points window in AMOS.
l CBM Alarm format: a two-way CBM transfer to activate planned maintenance jobs by
generating work orders (ECMS > AMOS) and respond to ECMS on the status of these
work orders (AMOS > ECMS). The communication between the two systems is
performed by creating and exchanging files of the predefined transfer format, CBM
Alarm.
The CBM Reference window in AMOS links ECMS systems to AMOS function measure points or
maintenance plans. The ECMS systems in use and the transfer format defined for each one
must be listed in the register at Configuration > Common Settings > Maintenance > Condition
Monitoring Systems . The files they produce are named in such a way that the ECMS is
identified in the file name, and files produced by multiple ECMS will not conflict when saved to
the common directory.
The shared CBM directory must be on a file server which is accessible to the various systems
and where AMOS has been instructed to search for CBM files at pre-defined intervals. AMOS
regularly scans the designated folder. As CBM files are found, AMOS processes the files, triggers
jobs and updates measure points, and logs these activities (and in the case of CBM Alarm,
sends responses to the ECMS). If the operation went without error the files are deleted.
Otherwise, they are renamed to prevent the system from attempting to process them again
and the user is alerted.
4.4.2 CBM Work Orders And Measure Points

All Maintenance Work Orders registered in AMOS have an attribute called CBM Status. This
value reflects the current state of the work order with regards to condition-based maintenance
signals received.
Figure 22 CBM Status on a Work Order

To view the CBM Status of a work order go to Maintenance > Maintenance Work Order. At the
bottom of the Progress Stages section you see a field called CBM Status. There are three
statuses which can be displayed in this field:
Indicates that this work order is not CBM-active and that it is included in
Normal
the maintenance plan according to its schedule.
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Acknowledged This is the value set for CBM-active work orders that have been issued.
When a work order is created by Job Activation signals from an ECMS,
then its CBM status is set to Unacknowledged. The work order will keep
Unacknowledged
this status until it is included in a maintenance printout, or manually
reset.
Work Orders that have been created by the CBM module can be searched for using the Work
Orders filter and checking the CBM box under WO Origins. These Work Orders have their Due
Date and Planned Start Date set to the date the CBM signal is processed. Their work flow status
(in the standard configuration) is set to Planned.
In the event that your system includes the CBM Alarm license, allowing AMOS to respond back
to certain ECMSs, you will also see a field on the Work Order window called CBM Alarm
Comment. In this case, when a CBM-generated work order is set to completed, AMOS will
generate a response file containing a comment and update the ECMS on the status of the work
order. This same comment is displayed on the Report Work window CBM Alarm Comment tab.
Work Orders created by CBM Alarm take their Due Date and Planned Start Date from the
AlarmDate file.
When CBM is used to update measure points the automatic updates consequently create new
or reschedule existing work orders, as if the update was done via the Update Measure Points
window in AMOS . This operation is recorded in the CBM Log.
4.4.3 CBM References

Each line of information in a file produced by an External Condition Monitoring System (ECMS)
signal contains a code identifying the measure point from which this data was read. Because
the Code used by the ECMS is not the same Code used by AMOS to identify a Measure Point or
Maintenance Plan, the system needs a reference table to match this code with the correct
measure points and maintenance plans in AMOS. This is accomplished using CBM References,
which map ECMS signals to Measure Points and Maintenance Plan information in AMOS to
enable the automatic updates and work order generation.
Go to Maintenance > CBM Reference to open the window. It contains a list of all known CBM
measure points and maintenance plans together with the functions to which they are attached.
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Figure 23 An example of the CBM References window (Type, Job)

Each entry in the list part of the CBM Reference window has these fields:
The code and description identifying which ECMS this entry applies to. The
ECMS is linked to a defined Transfer Type (CBM or CBM Alarm), in the
System
Condition Monitoring Systems register at Administration > Common
Settings > Maintenance.
The ID of the measure point in the ECMS. Part of the file content and identifies
CBM Code
the CBM Reference record.
This field tells whether this Reference entry is of the 'Measure Point' update or
Type
'Job' activation type. The fields below change to reflect your selection.
Type:
This is for the function whose measure point is to be updated. Below the
Measure
function you see the name, Unit and Class for the measure point.
Point
If you set the Type field to Job the fields change to allow selection of a
Maintenance Plan. Click the New button on the toolbar and then use the
Type: Job
lookup to define a Maintenance Plan with CBM work to be activated. A single
CBM reference can contain more than one Maintenance Plan.
There may be several references for the same CBM code, allowing a single signal from the ECMS
to activate any number of jobs or update any number of measure points for different (or the
same) assets. Similarly, the same asset may appear in several references again facilitating both
job activation and measure point updates for the same piece of equipment.
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4.4.4 CBM: Day-Files

CBM day Files are supported by the CBM transfer format. As mentioned above, day-files are
used to transfer CBM Format information between external equipment monitoring systems
and AMOS. Day-files are named after the date when written.
The filename is a date is in the form <YYYYMMDD>.%<code> where the extension is made up of
a percent sign (%) followed by a two-character code called the CBM ID. This CBM ID tells the
system which ECMS created the day-file. To allow for multiple files to be processed in a single
day, the filename needs to include the time in hours and minutes, in addition to the date so
that the system can identify that the next import is taking place later than the previous one. In
such a case the filename format is <YYYYMMDDHHMM>.%<code>. This file format including the
time is only allowed when the system parameter 'Date Accuracy for Measure Point Updates' is
set to DATETIME.
CBM IDs should be unique for every supplier of equipment monitoring systems. For example:
20121109.%NC - Day file produced by a NorControl (NC) ECMS on Nov 9 2012
20121109.%SP - Day file produced by a SPM (SP) ECMS on Nov 9 2012
201211091455.%NC - Day file including the time, produced by a NorControl (NC) ECMS
on Nov 9 2012 at 2.55 pm.
Since day-files created by systems from different suppliers have dissimilar extensions, then
these files can co-exist in the same CBM directory without conflicting with each other.
Each day- file contains the CBM information accumulated for a single day from a single
monitoring system. CBM day-files are in ASCII text format, each line ending with a carriage
return character. These lines may be in one of two formats:
Containing only the measurement point code (CBM Reference), this type of
<CODE>
day-file entry indicates that the jobs tied to the <CODE> need to be activated.
<OPERATOR>,
<VALUE>, Indicates a change to the measure points tied to the specified <CODE>.
<CODE>
<OPERATOR> : either [+] or [=]
<VALUE> : a numeric value to Add or Set on the referenced measure point, according to the
<OPERATOR>.
<CODE> : the ECMS signal identifier (i.e. H for hours), used in CBM References to map the signal
to the corresponding information in the AMOS system.
Therefore, the following examples are all valid CBM day-file entries:
l MAIN_EXH_VALVE
l TEMP_POINT_3
l +10.5,DIESEL_GEN_1
l =53.25,MAIN_COMPRESSOR
The first two lines above are signals from the monitoring system that related CBM jobs need to
be carried out. The third line specifies that 10.5 be added to the measure point DIESEL_GEN_1.
The last line sets the value of the measure point MAIN_COMPRESSOR to 53.25.
If a day file is sucessfully processed without any errors, it is deleted. If an error occurs, the file is
renamed to <file name>._NN, where NN is a progressive running number of failed files. Example:
20091109._01, 20091109._02
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4.4.4.1 Flow Of Events - Processing CBM Files

1. The file format to exchange the values between the ECMS and the AMOS CBM module is
defined as CBM, in the register at Administration > Common Setting > Maintenance >
Condition Monitoring System.
2. The frequency at which AMOS checks for incoming CBM files is determined by a setting
in the ieserver.ini file.
3. The CBM References are specified in the window at Maintenance > CBM References,
mapping the ECMS codes to the AMOS Measure Points or Maintenance Plans.
4. The ECMS produces the files and places them in a designated folder.
5. AMOS periodically scans the folder for incoming files and retrieves a list of import files to
process.
6. AMOS processes the files and creates an entry in the CBM Log for each file. For each line
in every file, finds an entry in the CBM Reference window.
7. AMOS determines the type of CBM Reference, and:
l For Type 'Measure Point' AMOS updates the specified measure point with values from
the file, as if the update was done via the Update Measure Points window in AMOS .
If a relevant work order exists, it is then rescheduled accordingly. If no active work order
exists, a new one is created.
The specified measure points can also be updated manually as usual.
NOTE: Measure Points will not be updated if the value provided by the ECMS is not
compatible with data in the Measure Point Log and the value of the Max Per Day
setting of the related measure point type, or if the function the measure point belongs
to is not active. If a measure point is not updated for any of these reasons, it will be
noted in the CBM Log and the update skipped.
OR
l For Type 'Job' AMOS checks that the relevant Maintenance Plan is linked to an Asset or
Function, and then creates maintenance work order (s), setting the due date and
planned start date to the CBM signal's date.
If an active work order already exists, generated by CBM, no changes are made.
When the Maintenance Plan is linked to an Asset, AMOS will check that:
l the Asset is installed on an active Function,
l the Maintenance Plan is active, and
l the Asset's Work Flow status is the same status the Maintenance Plan is set for.
If not, no work order will be activated.
NOTE: Work Orders with status Started, or work orders with locked due dates, will
never be rescheduled. If a work order is prevented from activation for these reasons, it
will noted in the CBM Log and the job activation skipped.
8. AMOS records the operation in the CBM Log.

9. If no errors have occurred the file is deleted. If any errors have occurred (for example, no
CBM Reference was found for a line in the file), the file is renamed and saved.
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4.4.4.1.1 Example - CBM Updates A Counter

The Emergency Fire Pump (Function 813.47.01) has a Measure Point type 'Running Hours'. The
Asset (PUC- 0012.01) installed on the Function has the same Measure Point and has a job
(Maintenance Plan 0000000517) that needs to be performed every 8000 Hours. The job was
never performed before because the Function only has 5 Running Hours (updated on
28/02/2008). The relevant Maintenance Work Order (08/000628) is due on 28/02/2013.
1. On 16/11/2009 the CBM Module updates the 'Running Hours' Counter to 7800.
2. The Maintenance Work Order due date is recalculated to 03/12/2009.
4.4.4.1.2 Example - CBM Updates A Gauge

The Emergency Fire pump (Function 813.47.01) has a Measure Point type 'Delivery Pressure'.
The Asset (PUC-0012.01) installed on the Function has the same Measure Point and has a job
(Maintenance Plan 0000000516) that needs to be performed if the Delivery pressure is less than
4.0 Bar. No Active Maintenance Work Order for the job exists.
1. On 10/11/2009, the CBM Module updates the 'Delivery Pressure' Gauge to 4.2 Bar. A
new Maintenance Work Order is created for the Job, due on 10/11/2009.
2. On 11/11/2009, the CBM Module updates again the 'Delivery Pressure' Gauge to 4.4 Bar.
Because an active Work Order already exists, no Work Order is created, nor the existing
one modified.
3. On 14/11/2009, the Work Order is completed.
4. On 15/11/2009, the CBM Module again updates again the 'Delivery Pressure' Gauge to
4.1 Bar. A new Maintenance Work Order is created for the job, due on 15/11/2009.
4.4.4.1.3 Example - CBM Activates A Job

The Emergency Fire pump has a job 'Shaft alignment check', to be performed only if activated
by CBM (that is, the job does not have any calendar or measure point based schedule).
1. On 10/11/2009, the ECMS outputs the signal for the 'Shaft Alignment check' job. A
Maintenance Work Order is created with Due Date 10/11/2009.
2. On 12/11/2009 the ECMS outputs the same signal again. Since an Active Work Order
exists, no new Work Order is created.
3. On 13/11/2009 the Active Work Order is Completed.
4. On 14/11/2009, the ECMS outputs the signal again. A new Maintenance Work Order is
created, with Due Date 14/11/2009.
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4.4.5 CBM Alarm Interface

The AMOS CBM module can also communicate with any ECMS to process alarms.
The communication between the two systems is performed by writing and exchanging files of
the predefined transfer format, CBM Alarm. AMOS will also store the file information in the
database for later reference.
4.4.5.1 Flow Of Events - Processing CBM Alarm Files

1. The file format to exchange the values between the two systems is defined: the format
for ECMS files to AMOS and the format for files to ECMS.
2. The frequency at which AMOS checks for incoming CBM files is determined by a setting
in the ieserver.ini file.
3. The CBM References are specified in the window at Maintenance > CBM Reference,
mapping the ECMS codes to the AMOS Measure Points.
4. The ECMS produces the files and places them in a designated folder.
5. AMOS scans the folder containing the CBM files and retrieves a list of import files to
process.
6. AMOS processes the files and creates an entry in the CBM Alarm Log for each file. For
each file, AMOS :
l finds an entry in the CBM Reference window,
l generates a work order to activate the specified job, and
l updates the CBM Alarm Log.
7. When a user sets the status of the specified Maintenance Work Order to Completed, :
l creates a Response File with the work order Completed Date and a Comment, and
l places the Response file in the designated folder.
8. If no errors have occurred, the CBM Alarm file is deleted. If any errors have occurred (for
example, the Response File was not found) AMOS renames and saves the file, and
updates the CBM Alarm Log with ECMSSTATUS and ERRORMESSAGE.
4.4.5.2 Files Sent To AMOS

Files coming from the ECMS sending to AMOS must be called:
<Anything>.<ECMS>.toamos
For example, for SPM Instruments <ECMS> is SPM.
4.4.5.2.1 File Format

The files are saved as ANSI text where carriage returns appear as characters 0x0d and 0x0a. The
section and attribute names are case insensitive. Each file contains only one [Alarm] section,
with 'key' (and values) as listed:
[<Section>]
<key>=<value>
<key>=<value>
4.4.5.2.2 Date Format

Date will be presented in the files as:
YYYYMMDDHHMMSSFFF
FFF is optional.
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4.4.5.2.3 Content In A To AMOS File

Section = [Alarm]
Key Description Mandatory From

Defines the ECMS system which produced
the signal. This is required because the
CBMID Yes ECMS
CBMID is different from the <ECMS> written
in the file name.
The ECMS signal Code mapped via CBM
CBMCode Yes
Reference.
Not used by AMOS, but is used by the ECMS
ECMSIdentity No ECMS
to identify the alarm.
WOCause A text description of the cause of the Alarm. No ECMS
AlarmDate Not used by AMOS. No ECMS
Error Error message, if any from AMOS.* No AMOS
*String without carriage return
Following is an example of a file To AMOS (from ECMS):
[Alarm]
CBMID=AA
CBMCode=001
ECMSIdentity=100000012
WOCause=The ball bearing is vibrating too much
AlarmDate=20070430120159
These '.toamos' files are deleted after a successful import. The file content is stored in the CBM
Log window. If an error occurs, the file will be renamed to:
<anything>.<ECMS>.toamos.error
and the error will be written to an Error 'key'. For example:
20091109.SPM.toamos.error
The error messages will be stored in the file and in the CBM Log.
4.4.5.3 Files Sent From AMOS

Files being sent from AMOS to the ECMS must be called:
<Anything>.<ECMS>.fromamos
For example, SPM/CondMaster must regularly search for files ending with '.spm.fromamos'.
4.4.5.3.1 File Format

The files are saved as ANSI text where carriage returns appear as characters 0x0d and 0x0a. The
section and attribute names are case insensitive. Each file contains only one [WorkOrder]
section, with 'key' (and values) as listed:
[<Section>]
<key>=<value>
<key>=<value>
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4.4.5.3.2 Date Format

Date will be presented in the files as:
YYYYMMDDHHMMSSFFF
FFF is optional.
4.4.5.3.3 Content In A From AMOS File

Section = [Workorder]
Key Description Mandatory From

Not used by , but is used by the ECMS to
ECMSIdentity Yes AMOS
identify the alarm.
WorkOrderID Primary key in the work order table for . No AMOS
WorkOrderNo The work order identification. Yes AMOS
Created Date time when work order was created. No AMOS
Date time when work order was completed. If
Completed date time is missing it means work order is not No AMOS
completed yet.
WorkOrderComment Work order Action Taken. No AMOS
Following is an example of a file From AMOS:
[WorkOrder]
ECMSIdentity=100000012
Workorderid=1005075
WorkorderNo=0200000006
Created=20091113172727812
Completed=20091113000000000
WorkOrderComment=The bearing was replaced.
4.4.6 AMOS Processes

Work Order Generation
During work order generation the ECMS receives the Cause in the incoming file and stores it in
the CBM Log. The Cause is also displayed in the Work Order window on the Additional Info tab.
Work Order Completion
When the AMOS Work Order is completed the Response file is generated, with:
[Work Order Comment] = CBM Alarm Comment
[Completed] = Completed Date + Completed Time
4.4.7 CBM Log

The window at Maintenance > CBM Log contains messages and errors related to CBM file
processing. A single log is maintained for both CBM file transfer formats:
l CBM files - one entry is logged for each line in the file. The only exception is when the
ECMS is not found - that is, the last two digits of the file extension cannot be mapped to
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the code for an ECMS system. In this case only one entry is logged, with the relevant
error message.
l CBM Alarm files - one entry is logged for each file.
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CHAPTER 5 Procurement
AMOS Asset and Stock Functionality allows you to easily see your stock levels at any
installation. Using the AMOS Procurement and Deliveries modules you can create forms to
requisition, query price and delivery time information and procure the items (goods or services)
that you need and to track each order until the goods arrive at your installation and are placed
in your stock. Upon receipt of your goods the assets or stock items must then be created in the
database, or if they already exist, the stock levels must be updated.
You can order any Asset Type, Stock Type or Maintenance Work Order registered in your
system and each item appears as one line item in a Procurement Document. You can also order
'free-text' line items: just register an item description and details without using the lookup
buttons. A Procurement Document can contain as many line items as you find convenient.
Usually you will want to group items you expect to purchase from the same supplier in one
form.
You can also create Procurement Documents from the Material Requirements window. These
documents are then maintained in the Procurement Documents window.
Figure 24 The Procurement Group
5.1 The Purchasing Process

NOTE: The processes and procedures described in this user guide and the examples provided
are based on the standard initial Work Flow. However, since Work Flow is highly customisable
this means your configuration might differ, thereby changing some elements of your process.
Your purchasing process using AMOS will generally proceed as follows:
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1. A user generates a Requisition form on site. On site or at the office, this form is then
reviewed and confirmed.
2. In the event that you do not have a preferred supplier already registered for the
materials you are requisitioning or for materials you have never purchased before the
Requisition can be converted into a Query form and sent to different suppliers with
Quotations requesting price information.
When suppliers return price and delivery information the Purchaser adds this
information to the Quotations on the form and decides which one to accept.
3. When a supplier is selected or confirmed the document is converted into a Purchase
Order, and this is then issued to the selected supplier.
4. The Supplier sends the goods to your installation. This is recorded in a Delivery and
registered against the procurement document. The goods are taken into stock.
5.2 Material Requirements: Keeping Track Of Wanted Material

The Material Requirements window shows an overview of your current assets and stock and
assists you in determining which materials you require on your site.
If you are using Material Distribution the list of items you see here will be limited to the stock
types and asset types which have been distributed to your installation. Otherwise all registered
stock types and asset types will be listed. You can remote open1 the Stock/Asset Type window
from any stock or asset type in the list.
The Material Requirements window contains several tabs, which are mainly read-only:
l Suppliers - a duplicate of the Suppliers tab from Asset Type and Stock Type, for the
selected item.
l Available - contains a list of all your installations and the quantity of the selected item
registered at each one.
l Pending - displays the quantities of the selected item already in the procurement
process. So, if the item is already ordered on a Procurement Document the document is
listed here showing the quantity ordered on it.
l Reserved on Work Orders - displays a list of work orders and the quantities of the
selected item which are marked as 'reserved' on these work orders. Holding the Ctrl key
and double-clicking on a work order will take you directly to the Work Order window
with the selected record opened.
There are two ways to register requirements in the Material Requirements window:
l Manually - the user registers a need for a certain stock or asset type directly in the
window. Or,
l Automatically - AMOS can make a calculation based on the minimum, maximum and re-
order levels (registered in the Asset Type and Stock Item windows); maintenance due
over a required period; and expired stock.
5.2.1 Manually Updating The Material Requirements List

If you find out a certain asset or stock is needed, open the Material Requirements window and
find the item and then register the needed quantity against it:
Window Activation'.
- 196 -
1. Go to Procurement > Material Requirements. Filter for the item(s) you are looking for or
click OK to return a list of all materials at your installation. Find the required item in the
list.
2. For items with a Wanted quantity already registerd, the Wanted Quantity Breakdown on
the top of the window shows who requested the item and any comments:
3. Register the required amount on any item in the Wanted column:
If a quantity has already been registered on an item, AMOS will ask you if you want to
add the new quantity to the existing value or replace the existing value:
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If a stock item you register a quantity against is linked in the Asset Type window Parts
tab as a part for just one asset, that asset will appear automatically in the For Asset field
here when the parameter 'Auto Fill For Asset in MRL'1 is set to YES.
4. Save the window. The values are ready to be transferred onto a procurement document
at any time. See section 5.2.4.
The quantities remain in the system until they are either manually reset to 0, or the list
contents are transferred onto a procurement document.
5.2.2 Automatically Updating The Material Requirements List

AMOS can make a calculation based on the minimum, maximum and re-order levels registered
for materials in the Asset Type and Stock Item windows; maintenance due over a set period;
and expired stock. You determine which criteria AMOS should use to make the calculation.
E XA MP LE
You want to calculate the material needed for upcoming maintenance work. According to the
settings you put in the Calculate Wanted Quantities dialog, the system will make the
calculation based on the required parts registered against the work order and also consider
how many times the work is scheduled to take place in a set time frame.
Or,
You want to determine the stock wanted for a particular Stock Class. You define that any
perishable items within that class which will expire on or before a set date should be
disregarded in the calculation.
To automatically update the Material Requirements list:

1. Select Procurement > Material Requirements. Filter for the range of material you want
to update and click OK . Or click OK to open the window with all materials listed.
Remember that the calculation will apply to all items listed in the window.
2. Click the Calc Wanted button on the Actions toolbar. The Calculate Wanted Quantities
dialog opens:
1Configuration > System Parameter > Procurement Module > 'Auto Fill For Asset in MRL'. See the AMOS
Configuration and Administration Guide.
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3. Define the criteria AMOS will use to calculate the wanted quantities for all items currently
shown in the window:
Formula to Use Select the formula you are going to use. The formulae are pre-set.
Ignore If checked, the calculation will ignore any values already manually
Manually registered in the Wanted column.
Registered
Wanted Values
Expiry Date If a perishable item expires before the date you set here, the system
will consider it unavailable.
Display Wanted Check the box to display only the items with a Wanted value greater
Quantities >0 than 0, after the calculation is complete. If you do not check it, the
Only full list of all items you filtered for will be displayed after the
calculation.
WO Work Flow Select the status required on work orders for the work orders to be
Status included in the calculation.
Work Order Set the due date up to which the Quantities Reserved on Work
Due Date Orders should be considered in the calculation.
4. Click OK to exit the dialog and return to the main window.
5. The Wanted Quantity will be calculated according to your settings and the value entered
in the Quantity Required field for the filtered items. The Breakdown section will indicate
which formula was used, and for how many items.
6. Save the calculation results.The values are ready to be transferred onto a procurement
document at any time. See section 5.2.4.
The results of the stock wanted calculation remain in the system until they are either manually
reset to 0, or the list contents are transferred onto a procurement document.
5.2.3 Specifying The Asset A Part Is For

Stock parts make up asset types. The stock items which make up an asset are listed on the
Asset Type window Parts tab:
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You can identify the asset each part in the Material Requirements List is wanted for. When the
requirements list is transferred to a procurement document the asset information will be
transferred to the line items at the same time.
NOTE: When you register a wanted quantity on a stock item in the Material Requirements
List, if the item is linked as a part on the Asset Type window Parts tab for one asset only, that
asset will appear automatically in the For Asset field if the parameter 'Auto Fill For Asset in
MRL'1 is set to YES. If this parameter is set to NO, the For Asset field will not be populated
automatically.
To specify the asset a part is for on just one part, select the part in the list and use the For Asset
lookup:
Whether all assets available in the system appear for selection, or only the asset(s) the selected
item is defined as a part of depends on the setting of a system parameter.2
To set the asset for several parts at once:
1. Click the Set For Asset button on the Actions toolbar. The corresponding dialog
opens.
2. Lookup the appropriate Asset.
Again, whether all assets available in the system appear for selection or only the assets
the selected item is defined as a part of depends on the setting of the system parameter
'Asset search range in MRL and Order Lines'.
3. The dialog differs slightly depending on whether you tagged any parts in the list before
clicking the Set For Asset button, or not.
If you tagged some parts you have the option of setting the asset for either:
l All selected items with Wanted Quantity > 0, or
l All selected items.
If you did not tag any parts you have the option of setting the asset for either:
1Configuration > System Parameter > Procurement Module > 'Auto Fill For Asset in MRL'. See the AMOS
Configuration and Administration Guide.
2Configuration > System Parameter > Procurement Module > 'Asset search range in MRL and Order Lines'. See the
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l All items where Wanted Quantity > 0, or

l All items, or
l The selected item only.
4. If one or more of the records to be updated in the request list has a value set already in
the For Asset field, an additional section is available in the dialog. For the items in the list
with a For Asset value already set, you can choose to:
l Overwrite the current asset with the one specified in this dialog, or
l Leave the current For Asset Value as it is.
5. When you have finished your settings, click OK to close the dialog and return to the
main window.
When these parts are moved to procurement documents, the resulting line items will contain
the asset details. If the parameter 'Clear For Asset in MRL'1 is set to NO, AMOS will leave the For
Asset information in the Material Requirements List even after the Wanted value is cleared
either manually or by adding the wanted quantities onto procurement documents. If the
parameter is set to YES the field will be emptied.
5.2.3.1 Filtering The Material Requirements List By Asset

Once assets are specified on required parts the Material Requirements window can be filtered
by asset:
This returns a list of all required materials having the filtered asset set in the For Asset field:
1Configuration > System Parameter > Procurement Module > 'Clear For Asset in MRL'
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You can filter for items in the list which are defined as parts of a particular asset/type. Select an
asset/type or a range of assets/types on the Parts Linked to tab of the filter. Check the box to
include sub-assets/types, or not:
AMOS will return a list of the required items which have been listed as parts in the Asset/Type
window Parts tab for the asset(s)/type(s) you've specified.
You can also filter by function: enter a Function or a range of functions in the Parts Linked to
tab of the filter. Again, check the box to consider sub-functions, or not. After you click OK
AMOS will look for the asset(s) performing the specified function(s), and return the parts in the
requirements list which are tied to those asset(s).
Setting Function Criticality first without specifying any function(s) will search all functions of
that criticality level. Specifying a function or a range of functions and a criticality indicator will
search only in the specified functions and filter out those without the matching criticality level.
5.2.4 Transferring Requirements To A Procurement Document

When you are ready to order the wanted items in the Material Requirements window, convert
the list into a procurement document. AMOS will automatically group the items creating a
separate form for every supplier. You can further specify how the forms should be created by
setting criteria in the Generate Procurement Document(s) dialog. If you do not set any criteria
in this dialog, all items in your list with a wanted quantity registered will be moved out of the list
and onto procurement documents, one document per supplier.
1. Go to Procurement > Material Requirements.
Use the filter to find a certain set of required materials to move to a procurement
document, or
Click OK to go straight to the window with all materials listed. In this case the system will
generate forms according to your specifications, for all items with a Wanted quantity
registered.
2. Click the Generate Docs button on the Actions toolbar. The Generate Documents
dialog opens.
3. Select the form type you are going to create:
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To generate procurement documents by supplier for all items with wanted quantities, go
to step 4.
Otherwise, use the settings in the dialog to limit the creation of procurement
documents.
l To create a form for one supplier only, enter a name in the From Supplier field. AMOS
will create a form listing only the wanted items which have this supplier defined as the
preferred supplier on the Stock Type/Asset Type window Suppliers tab.
If you check the box under From Supplier, AMOS will generate one form for the supplier
listing the wanted items with a matching preferred supplier, AND any wanted items
where the same supplier has been listed as an alternative.
In the example shown below, AMOS will create one form for the supplier Japan Radio:
Any item in the list with a Wanted Quantity set and Japan Radio flagged as the preferred
supplier will go on this form. Since the checkbox is flagged, any wanted item where Japan
Radio appears in the Suppliers list, will also be included.
l Manually entered wanted quantities are tracked by the company position who
registered them:
Select a Company Position to generate forms (by supplier) only for items with a wanted
quantity entered by that position:
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The remaining amounts will stay on the Material Request List. Likewise, if quantities were
entered automatically using different formulas, you can select to create forms by
Formula used.
l If you enter a Stock Class/Asset Class, AMOS will generate forms for wanted items
belonging to the selected class only, grouped by supplier.
l Flagging the Split PD creation on Stock Class/Asset Class checkbox groups all wanted
items onto separate forms by their stock or asset class. Within the class separation the
forms will be split by supplier.
4. Click OK to create the document(s) and return to the Material Requirements window The
new documents will appear in the Procurement Document window under the name(s)
Procurement Document for <Supplier Name>.
5. Upon creation of the form, the Wanted quantities will be removed from the Material
Requirements list. The Wanted Quantity Breakdown information will appear in the Line
Item Notes tab on the Procurement Document for the transferred quantities.
5.2.5 Printing The Material Requirement List

You can print the entire Material Requirement list, or tag specific items to print. Printing works
like this:
As long as at least one item in the window has a Wanted Quantity >0, the Print/Print Preview
buttons will be available.
If no items have a Wanted Quantity >0, the buttons are disabled regardless of whether items
are tagged or not.
When the buttons are enabled and any items with Wanted Quantity >0 are tagged, clicking the
Print button will print only these tagged items. If no items are tagged at all, clicking the print
button will print all items in the window with Wanted Quantity >0. Tagged items with Wanted
Quantity =0 will not print.
5.3 Procurement Documents

The Procurement Documents window is where you register all your material requirements: all
needed assets and/or stock are added onto a procurement document. Each required item
becomes a line item on the form.
There are three kinds of Procurement Documents in AMOS. All three types are created,
converted and maintained in this window.
l Requisitions - an internal document generated to request assets or stock items or
services that you see are needed.
l Query - a document that allows you to send requests for prices and delivery
information, to different suppliers.
l Purchase Orders - a document that is sent to a supplier to commit to the purchase of
the goods/services registered against it.
The General tab is like a header for the form. As you add information to your form like line
items and quotations, and the form goes through conversions to different types throughout
the process, the header information is standard, no matter the type of Procurement Document
or the status.
If you are the requester at an installation working with a centralised purchaser, it might look
like this:
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Form Type What is Happening

This is a form that you created, at the installation. It is your request to the
Requisition
purchaser to obtain some goods.
This is a form that the purchaser is checking prices and suppliers for; you are
Query
waiting for quotations.
This is a form where quotations have been received, and the decision to
Purchase
purchase has been made. The requester and/or the purchaser are tracking
Order
the delivery, transport and receipt of the ordered goods.
NOTE: You can also create Procurement Documents from the Material Requirements
window. These documents are then maintained in the Procurement Documents window. See
section 5.2 for more about the Material Requirements window.
5.3.1 Procurement Documents And Work Flow

Depending on your Work Flow configuration the following scenarios are supported in AMOS
Procurement processes:
l Upon conversion from one type to another the Procurement Document remains as the
same record. Only the Type changes, while the document number stays the same.
l Upon conversion from one type to another the Procurement Document becomes a new
record. The original document remains for reference purposes and the new record keeps
the same document number.
l Upon conversion from one type to another the Procurement Document becomes a new
record. The original document remains for reference purposes and the new record gets a
new document number. Both the original form and the new form display each other's
form number on the General tab so that you can see where the new form came from.
NOTE: The processes and procedures described in this user guide and the examples
provided, are based on the standard initial Work Flow. However, since Work Flow is highly
customisable this means your configuration might differ, thereby changing some elements of
your process.
5.4 Requisitions: When You Need Materials

When you need to obtain some materials, request the items by preparing a requisition form.
You can create this form directly in the Procurement Document window, or from the Material
Requirements window.
A requisition tells exactly what goods are wanted, and in what quantities. The line items on one
requisition form can be split to several different forms if you decide to order some items from
different suppliers.
To create a Requisition form:
1. Select Procurement > Procurement Documents.
2. Click New in the filter. A secondary filter will appear. Select Create Requisition:
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3. The Procurement Documents window opens with a blank document. You will see
Requisition in the Type field.
4. You can add a Number or one will be automatically assigned on saving, depending on
your configuration. Enter a Title to identify the form with.
The General tab is like a header for the form. As you add information to your form like
line items and quotations, and the form goes through conversions to different types
throughout the process the header information is standard no matter the type of
Procurement Document or the status.
The important things to add at this stage are Line Items and Costs.
5. Save the form and open the Line Items tab.
6. With the Requisition form selected in the list click the New button on the Main toolbar
and enter a line item. Insert as many line items as required. Cost information added here
applies to individual items, while information in the Cost tab applies to the entire form.
7. Save the form.
For more information about working with Line Items and Costs, see section 5.5.
You can base requisition forms on purchase contracts. Read about applying a contract in
section 5.12.8.
5.5 Line Items On Procurement Documents

Each item or service you want to procure needs to be added to a form as one Line Item. Line
items can be added to any type of form: the fields you see on the Line Items tab will differ
slightly depending on which type of form you are working with.
Line items can be added and worked with in two places: the Line Items tab in the Procurement
Document and the Line Items window. The Line Items tab displays the items contained on the
form currently selected in the Procurement Document window:
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You can remote open1 the Line Items window from any item in the list. The window is specific to
the selected procurement document it was accessed from and contains that document's line
items only:
Window Activation'.
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5.5.1 Adding New Line Items

To add a new line item to a form:
1. Open the Procurement Document window and select a form in the list.
2. Open the Line Items tab. Click the New button on the Main toolbar.
3. Line items can be services, materials or any non-registered item you add. Use the
Content fields to filter the line item Code/Description lookup list:
If you select material you can further narrow it down by selecting asset or stock in the
next field:
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According to your selection here the lookup list will then open:
l Service - a list of maintenance work orders1.
l Material - a list of registered assets or stock items.
l None - no lookup list. The Description field will be free-text.
4. Next, use the Code and Description lookup to select the line item.
5. Fill in the Quantity, Currency, Price and Discount fields for the item2.
6. Save the item. Add multiple line items to the same procurement document as needed.
You can add line items the same way, and add more details to line items in the Line Items
window. Press the Ctrl key and double-click on a line to open the Line Items window for the
current document.
5.5.2 Working With Line Items

Several buttons on the Actions toolbar are useful when working with line items.
Sort
When you delete or move line items the items listed on your form can end up out of
sequence. Click the Sort button on the Actions toolbar to re-order them.
Undelete
If you delete a line item from your form and then need to put it back, click the Undelete
button on the Actions toolbar.
Show All
Click the Show All button on the Actions toolbar to see all line items for the selected form
including those which have been split to other forms or deleted from this one.
Once clicked, the button changes to Show Active; click it again to display only the active line
items for the selected form.
1Only work orders that are not already registered as an active line item on any other Procurement Document will
appear in the lookup list.
2When costs are added for line items AMOS will automatically calculate the Order Total on the window's General
tab, if the 'Auto Calculate Forecast' box on the Costs tab is flagged.
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Split
Items that were originally requested on the same form are not always purchased from the
same supplier, available at the same time, or received together at your installation. This is why
AMOS allows you to split line items away from their original form and create new forms.
After splitting, the required quantity of the split item will be reduced accordingly on the original
procurement document. If you split the entire quantity of the line item to another form, it will
appear in the original form as a read-only line when you click the Show All button. Clicking
Show Active will then hide it again.
See section 5.5.3 about splitting line items.
Set For Asset
You can specify the asset a line item on a form is for. Once assets are specified on line items,
procurement documents can be filtered by asset to return a list of all documents containing
line items to be ordered for the filtered asset.
See section 5.5.5 about setting assets on line items.
5.5.3 Splitting Line Items

Items that were originally requested on the same form are not always purchased from the
same supplier, available at the same time, or received together at your installation. You can
split items to new or existing procurement documents or transfer documents.
NOTE: When splitting line items to a new procurement document, information such as the
delivery location and address can be copied automatically from the original form to the newly
created one. Copying certain information automatically can be configured using 'Copy
Scenarios'. See the AMOS Configuration & Administration Guide for information about copy
scenarios.
5.5.3.1 Splitting To Procurement Documents
E XA MP LE
You have a requisition form already created with several line items and quotations from two
suppliers - Supplier A and Supplier B.You would like to purchase some of the items from one
supplier and the rest from the other. You can therefore split some of the line items away from
the original form and create a new form for Supplier B. The remaining items can be left on the
original form to be ordered from Supplier A.
1. Open the Procurement Documents window and select the form containing the items
you want to split. This is the original form, and can be of any type:
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2. Open the Line Items tab. In this example, Line Item 2 is selected to split:
3. Click the Split button on the Actions toolbar. The Split dialog opens.
4. In the Split to section choose to split to a new document. The Supplier line becomes
active. Assign Supplier B:
Then, in the bottom part of the dialog select the type of new document you want to
create for the split item(s):
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Alternatively - you can choose to split to an Existing Document and the Document line
will become active. Lookup an existing document:
5. Enter the Quantity of Line Item 2 you will split onto the new form for Supplier B. You can
move the entire quantity of the item to the new form or leave some behind on the
original form.
6. Consider the pricing options. In this example there are already two quotations on the
original form:
To transfer Supplier B's quoted price for Line Item 2 to the new form with the item, check
Use Quotation Prices1 on the Split dialog:
1The 'Use Quotation Prices' option is only available when a quotation from the supplier selected for the new form,
exists on the original form.
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To use Supplier B's default price for the selected item, check Use Supplier Prices 1in the
Split dialog. AMOS will take the price information for Supplier B as defined in the Asset
Type/Stock Type Suppliers tab for this item:
7. Click OK to split the item and return to the Procurement Document window. A new form
has been created for Supplier B according to the specifications in the Split dialog, and
containing the active, split line item:
1The 'Use Supplier Prices' option is only available if the supplier selected for the new form is registered as a
supplier of the item you are splitting. Suppliers and pricing are defined against Stock Types/Asset Types in the
Suppliers tabs on those windows.
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8. Add a Title on the General tab and Save the new form.
If you only split away part of the selected line item, the original form will still show the item with
its Quantity reduced accordingly. If you split the entire quantity away, the line item is no longer
active and visible at all on the original form:
However, clicking the Show All button on the Actions toolbar will display it:
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5.5.3.2 Splitting To Transfer Documents

If the item you want to split is already available from somewhere inside your organisation you
can split it onto a new or existing transfer document. The Availability tab on the Line Items
window shows a read-only list of any other installations which have each line item in their
stock. You can remote open1 the Line Items window from any item in the list to see the tab:
To split line items to transfer documents, select a form and a line item in the Procurement
Document window. Click the Split button on the Actions toolbar to open the Split dialog and
use the Transfer Document section:
l If you select New Document, the Installation lookup becomes available. Use it to select
the donor - the installation which already has the item for transfer.
l If you select Existing Document , the Document lookup becomes available. Use it to
select an existing transfer document.
After splitting the item(s) away, opening the Material > Transfer Document window and
selecting the new/updated document will show the split item(s) and where it originated from.
Read about how to use transfer documents in section 3.11.
Window Activation'.
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5.5.3.3 Viewing Split Line Items

After splitting a line item away from a procurement document, you can view that item on both
the originating document and the new or existing document to which it has been moved.
5.5.3.3.1 Split Line Items on Originating Documents

If you only split away part of a line item, the original document will still show the item with its
Quantity reduced accordingly. If you split the entire quantity away, the line item will no longer
be active and visible at all on the original procurement document.
In the illustration below, the item 403-8300.003 has been split from document 12-100/00016 to
another document and so is no longer visible in the originating document's Line Items tab:
However, clicking the Show All button on the Actions toolbar will display it:
Its Status is shown in the far right side of the tab as Split:
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Clicking the Show Active button hides the inactive line again on the originating document.
You can remote open1 the Line Items window from any item on the originating document. Click
Show All in the Actions toolbar of the Line Items window to see the inactive line item appear in
the list:
Selecting the inactive item adds a Split section to the top of the Line Items window showing
which document the line item has been moved to:
5.5.3.3.2 Split Line Items on Destination Documents

Item 403-8300.003 has been split and is visible on the procurement document it has been split
Window Activation'.
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to, where its Status is shown on the far right side of the tab as Active:
Pressing Ctrl and double-clicking any line item in document number 12-100/00017 opens the
Line Items window for that document, where the split line ite is active:
Selecting the item displays the Split section in the top right of the window, showing the
originating document the item was split from:
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5.5.4 Line Items- Stock Units And Purchase Units

A stock Unit - such as Each, Case, Box, - is defined for every type of item on the Asset
Type/Stock Type windows. The stock type 'washer' shown below is stored in the unit Each:
However, any supplier(s) registered in the Suppliers tab might sell the stock/asset type(s) in a
different Purchase Unit. AMOS uses Factors to convert an item's stock unit to the supplier's
purchasing unit. Shown below, Supplier A sells the stock type 'washer' in the purchase unit box,
with 10 pieces in a box for 10 USD:
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When you add the washer to a query or purchase order form 1 for Supplier A, the Purchase
Unit, Factor and Price appear with the line item:
If you require 20 pieces of this item, you would in this case enter a Quantity of 2 boxes to total
20 washers:
Stock units can also be converted manually in the Procurement Document window Line Items
tab. For example, you plan to buy 20 pieces of the same washer from Supplier B instead, and a
differing purchase unit has not been defined for that supplier. You add the line item and enter
20 in the Quantity field on a purchase order or query form for Supplier B:
Since Supplier B actually sells the item by boxes of 5 pieces, change the Purchase Unit drop-
down to Box, and enter the number 5 in the Factor field. After saving, the Quantity will be
converted automatically to 4:
1Purchase units and factors fields are visible and definable on query forms and purchase orders but not on
requisition forms.
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Enter Supplier B's Price by the box and Save. When you save AMOS will ask if you want to
update the supplier registration:
If you click Yes, Supplier B and the relevant price, purchase unit and factor will be added to the
Suppliers tab for the stock type:
5.5.5 Setting An Asset On Line Items

You can specify the asset a line item on a form is for, to ensure the supplier is clear on what is
needed and the person responsible for approving the form can more easily establish the
necessity of the requested parts. You can set an asset on one item at a time or on multiple
items at once.
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To set an asset on one line item:

1. Select a form in the Procurement Document window.
2. Open the Line Items tab. You can specify the asset here or remote open1 the Line Items
window for the specific form.
3. Use the For Asset lookup on a line item in the list to select the asset2 the item is for:
4. Save the window. If the asset is currently performing a function, the function is visible in
the Line Items window.
To set an asset on several line items at once:
1. Select a form in the Procurement Document window.
2. Open the Line Items tab. You can specify the assets here or press the Ctrl key and
double-click on a line item to open the Line Items window for the specific form.
3. Tag one or more line items to set an asset on or leave all items untagged to apply the
asset selection to the whole list:
4. Click the Set For Asset button on the Actions toolbar to open the corresponding
dialog.
5. Lookup an Asset3:
Window Activation'.
2Whether any assets available in the system appear for selection, or only the asset(s) the selected line item is
defined as a part of, depends on the setting of the system parameter at Configuration > System Parameter
> Procurement Module > 'Asset search range in MRL and Order Lines'.
3Whether any assets available in the system appear for selection, or only the assets which contain the form's line
items as parts, depends on the setting of the system parameter at Configuration > System Parameter
> Procurement Module > 'Asset search range in MRL and Order Lines'.
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6. The Set for Asset dialog differs depending on whether you tagged any line items in step
3.
If you tagged some items you have the option of setting the asset for either:
l All tagged items with Required Quantity > 0, or
l All tagged items.
If you did not tag any items you have the option of setting the asset for either:
l All items where Required Quantity > 0, or
l All items, or
l The currently selected item only.
7. If any item in the list has a For Asset value already set, choose to:
l Overwrite the current asset with the one selected in this dialog, or
l Leave the current asset on that item.
8. Click OK to close the dialog and return to the main window with the asset(s) specified:
9. Save the window. If the asset is currently performing a function, the function is visible in
the Line Items window.
5.5.5.1 Filtering Procurement Documents By Asset

Once assets are specified on line items, procurement documents can be filtered by asset:
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This returns a list of all documents containing line items to be ordered for the filtered asset.
5.5.6 Pending Line Items

The same line item might be present on more than one procurement document at any time.
You can keep track of where a line item is in the purchasing process, in the Pending tab on the
Line Items window:
1. Open the Procurement Document window. Select a document and open the Line Items
tab:
2. Remote open1 the Line Items window for this document from any item in the list.
3. The items listed in the Line Item window belong to the same form - the one selected in
step 1. Select any line item and open the Pending tab.
4. Any active form - procurement document or transfer document - which the selected line
item is listed on for purchase or transfer appears in this tab. The current form is also
listed:
Window Activation'.
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l The Pending column shows the outstanding quantity of the item. If the entire amount
has been received the column shows '0'.
l When a form is completely received and filed, or cancelled, the entry will be removed
from the tab.
5.6 Query Forms

If you do not have a preferred supplier already registered for the materials you are
requisitioning or plan to purchase materials you have never ordered before, you can send a
Query form with quotations to potential suppliers to gather price and delivery time
information. When suppliers return this information the purchaser updates the quotations and
decides which one to accept.
There are two things to keep in mind before sending a form to a supplier to request a quote:
l The form must be type Query to ensure that the correct layout is printed for the
suppliers you send to; and,
l The form must contain line items.
There are two ways to create a query form:
l You can convert an existing Requisition or Purchase Order, with line items already listed
into a Query form. See section 5.6.1.
l If no form exists already with this item on it, you can create a Query form directly and
add the needed line items to it. See section 5.6.2. This bypasses the Requisition form
stage.
Once you have a Query form containing line items, use the Quotations window to add a
quotation for every supplier you want to query and send it out. See section 5.7.1.
5.6.1 Converting An Existing Form Into A Query Form

To convert an existing requisition or purchase order with line items already listed, into a query
form:
1. Select a form in the list part of the Procurement Document window.
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2. Click the Work Flow button on the Main toolbar. The Work Flow dialog opens.
3. Select Convert to Query and click OK.
4. You return to the main window. Depending on how the Work Flow is configured, you will
have one of the three following scenarios.
l The form remains as the same record. Only the Type changes, and the document
number stays the same.
l The form becomes a new record with type Query. The original document remains for
reference purposes and the new record keeps the same document number.
l The form becomes a new record with type Query. The original document remains for
reference purposes and the new record gets a new document number. Both the original
form and the new form display each other's form number on the General tab so that you
can see where the new form came from.
5. Save the query. It is ready to add quotations and send to suppliers.
5.6.2 Creating A New Form Of Type Query

To create a new form with type query:
1. Go to Procurement > Procurement Document and click New in the filter.
2. A Work Flow dialog opens: select Create Query and click OK.
3. The Procurement Document window opens with Query in the Type field.
4. Proceed in the same way as when creating a Requisition form: fill in the details in the
General tab. Then open the Line Items tab and add the required line items.
5. Save the form. When line items are added, it is ready to add quotations and send to
suppliers.
5.7 Finding The Best Deal: Quotations

Each procurement document will have its own quotation (s) listed in the Procurement
Document window Quotations tab. The details for these quotations are registered and
maintained in the Quotation window.
There are three ways to open the Quotation window:
l Select Procurement > Quotation from the Explorer Bar:
The window opens showing a list of all the quotations registered against all procurement
documents (according to any criteria you filter for first):
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Or,
l Open the Procurement Document window. Select a form in the list and open the
Quotations tab:
You can remote open 1 the Quotation window from any quotation in the list. The
Quotation window for the selected procurement document will open with the selected
quotes's details displayed:
Window Activation'.
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Any other quotations for the same procurement document will also be listed.
Or,
l Select a procurement document in the Procurement Document window. Open and click
inside the Quotations tab and then click New on the toolbar:
This opens an instance of the Quotations window with a new quotation created and
linked to the selected document:
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Any other existing Quotations for the same document will appear in the list.
NOTE: Only quotations with the status Active or Issued appear in the window and tab. To
view any cancelled or obsolete quotations click the Show All button on the Actions toolbar.
5.7.1 Adding A Quotation To A Query Form

You can send the same query form to multiple suppliers, asking for item prices and delivery
times from each one. Add a separate quotation to the query form for each supplier you are
going to send to. To add a quotation:
1. Access the Quotation window. Either:
l Select a query form in the Procurement Document window and open the Quotations
tab. Click inside the tab and then click the New button on the toolbar. The Quotation
window opens to a blank quotation containing the query form's number and name in
the Document field. Or,
l Go to Procurement > Quotation. Click New in the filter. When the Quotation window
opens, lookup the Document the new quotation is for.
2. Select a Supplier:
3. All the line items belonging to the procurement document itself are listed in the
quotation's Line Items tab and are included automatically with each quotation:
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You can add further line items to individual quotations. Line Items added here apply
only to the specific quotation they are added to and will transfer to the procurement
document's line items tab only if that supplier is eventually selected.
You can also add attachments to quotations, in the External Files tab. Such attachments
are always listed in the Send dialog, for optional inclusion when the quotation is sent to
a ShipServ e-Business portal or an email address. Flagging the checkbox 'Include External
Files from Procurement Document when Attaching Files in the Send Dialog' means that
in addition to external files on the quotation, any external files added to the
procurement document the quotation belongs to or to its line items, will also be listed in
the Send dialog for optional inclusion, when the quotation is sent to a ShipServ portal or
email address.
4. To make another quotation open the General tab and click the New button on the Main
toolbar again. Add a different Supplier name .
5. Save and close the Quotation window to return to the main Procurement Document
window.The new quotation(s) will be listed in the Quotations tab on the Procurement
Document window for the related form(s):
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5.7.2 Printing And Sending A Quotation

When the form is ready to print and send out for quotes, issue and print the active quotation
(s). Quotations can be issued and printed from the Procurement Document window
Quotations tab, or the Quotation window itself. To print and send:
1. Select a quotation. Either:
l Open the Procurement Document window, select a document and open the Quotations
tab. Select an active quotation inside the tab. Or,
l Open the Quotation window and select an active quotation in the list.
2. Click the Work Flow button on the Main toolbar. The Work Flow dialog opens:
3. Using the standard Work Flow, choose Issue and click OK.
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4. The Send dialog opens:
If the supplier listed on the selected quotation has a main contact recipient and
communication method set, this information will appear by default. You can change it if
necessary.
Otherwise, select an Output Method, a printer or recipient and an email address/fax
number if relevant.
You can send to multiple recipients: click the + sign and add the next one.
5. Click OKto close the Send dialog.
6. Click Save in the main window to process the output. The quotation status will be
updated to issued:
To print additional copies or to send an issued quotation to another supplier, select it

and click the Print button on the Main toolbar. The Send dialog opens and you can
choose printers and recipients as above.
5.7.2.1 Sending Attachments With A Quotation

If you are sending a quotation to an email address or to a ShipServ e-Business portal, you can
choose to include attachments with the output.
These attachments can be added to the External Files tab in different places: the Procurement
Document window, the Line Items window and the Quotation window. When you select to
send a quotation to portal or email, the Attach File tab is activated in the Send dialog:
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The external files added to the quotation itself always appear on this tab. Additionally, any
attachments added to the External Files tab on the Procurement Document window and/or
Line Items window for the document this quotation belongs to, will also be listed IF the
checkbox 'Include External Files from Procurement Document when Attaching Files in the Send
Dialog' on the Quotation window External Files tab is flagged.
Flag any attachments you want to include with the output. Clear the checkbox to exclude any
file.There are some parameters related to e-Business which can affect whether or not external
files can be sent to a ShipServ portal, and the accepted size and number of external files. See
Chapter 33 in the AMOS Configuration & Administration Guide for more information.
5.7.3 Making A New Revision Of A Quotation

A new revision of a quotation might be required if a quotation expires, or a value such as the
quantity of a line item on it needs to be changed. Making a new revision saves the original
quotation for historical purposes, but with status obsolete. A new, active quotation is added to
the procurement document and can be revised and then sent to the supplier again for an
updated quote. Only one active revision can be available at any time.
New quotation revisions can be created from the Procurement Document window Quotations
tab, or the Quotation window itself. To make a new revision:
1. Select an issued quotation. Either:
tab. Select an issued quotation inside the tab. Or,
l Open the Quotation window and select an issued quotation in the list.
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3. Choose the appropriate action in the Work Flow dialog. In a standard Work Flow
configuration, choose Create New Revision:
4. Click OK.
5. You return to the main window and the original quotation is now Obsolete:
The new, Active one can now be revised - make changes to the new quotation in the
Quotation window.
6. Then, issue the new revision and re-send it to the supplier for an updated quote.
Once you save the window with a newly added active quotation in it, the obsolete one will
disappear. To see the obsolete quotation:
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1. Open the Quotation window from the Procurement Document window Quotations tab
or from the Explorer bar. Only active and issued quotations appear:
2. Filter the window - check Obsolete in the list of Quotation Work Flow Statuses on
the filter's General tab:
3. Click OK in the filter to view the updated list of records in the Quotation window:
5.7.4 When You Receive A Response: Updating Quotations

When a supplier returns a quotation including prices and delivery information, discounts, etc.,
update the quotation in the Quotation window:
1. Access the Quotation window.
tab. Remote open1 the Quotation window.
Or,
l Go to Procurement > Quotation. Enter criteria in the filter and open the window.
Window Activation'.
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To filter for a list of only the quotations which still require pricing information from the
supplier, select Query from the Procurement Document Type field on the Advanced tab
and check any applicable statuses in the list above that:
Check the Only without Received Date box on the General tab to restrict the results to
quotations which still have no Received date set:
2. Select the quotation to update.

3. Enter the Supplier Reference, if any. If the supplier has a unique description or reference
for any individual item on the quotation, enter them in the Line Items tab Supplier Item
Description and Supplier Reference fields.
4. Enter the quoted Delivery Time in days. If you register this before updating the delivery
time for quoted line items individually, the value set here will appear by default for each
line item too.
5. Set dates on the quotation.
Received Date Enter the date the quotation was received from the supplier.
Quotations must have a received date in order to be compared
and selected later on.
Expiration Date The prices on this quotation will remain valid until the date
supplied here.
Order Before Date The supplier can provide a date you must order before, to
ensure that the agreed conditions such as price and delivery
time are met.
6. Update the quotation prices, discounts, and additional costs. When all requested
information has been received and updated, check the Complete Quotation box.
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When total prices for all the quotations are compared, the setting of this box indicates if
a quotation that is much lower/higher than the others does in fact contain prices for all
line items.
7. Save the quotation.
See the following sections for more information about quotation prices, discounts and
additional costs.
5.7.4.1 Quotations - Prices And Discounts

When a supplier returns a quotation, update the listed line items' prices and discounts. Costs
and totals are maintained in the General tab Cost details section, where they can be entered
manually, or, calculated based on amounts specified in the Line Items tab and Additional Costs
tab.
1. Access the Quotation window.
tab. Press the Ctrl key and double-click on one of the quotations. Or,
l Go to Procurement > Quotation. Enter criteria in the filter and open the window.
2. Select the quotation to update.
3. Provide the information in the Cost details section: fill in the totals on the General tab, or
enter a pricing breakdown in the Line Items tab and Additional Costs tab.
5.7.4.1.1 Quoted Line Item Price

Either:
Specify the currency and total cost of all line items in the Quoted Line Item Price field on the
General tab. AMOS populates the Total cost:
Or,
Check Auto Calculate Quoted Prices on the General tab. Open the Line Items tab and enter the
individual Price of each line item in the list part of the window. AMOS populates the Total field
for you:
You can also select a different Currency on any line item, if applicable. When calculating totals,
AMOS will convert the amount to your base currency.
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When you click Save, the total Quoted Line Item Price and the Total cost on the General tab
are calculated for you.
If you checked the Update Supplier Information on Material checkbox on the General tab, the
Suppliers tab in the Material windows for Asset and Stock will be updated with the price
information you input for each line item.
5.7.4.1.2 Quoted Additional Cost

Either:
Specify the total value of all extra costs like shipping and insurance in the Quoted Additional
Cost field on the General tab. AMOS adds this to the Total cost:
Or,
Check Auto Calculate Quoted Prices on the General tab. Open the Additional Costs tab and
click New on the toolbar. Use the lookup to select a type of cost and enter a Currency and
Value:
When you click Save, the total Quoted Additional Cost and the Total cost on the General tab
are calculated for you.
Additional cost values are not affected by line item/additional discounts.
5.7.4.1.3 Fixed Discount

Enter any set amount to be deducted from the final total cost of the quotation on a one time
basis, in the Fixed Discount field. AMOS will update the Total cost again after saving:
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If the quotation is eventually selected, the fixed discount value will be transferred to the same
field on the Cost tab of the Procurement Document window for the relevant form.
Fixed discounts can be applied in combination with line item discounts.
5.7.4.1.4 Applying Discounts to Individual Line Items

Discounts can be applied to line items individually or all at once. Line item discounts can be
applied in combination with fixed discounts. To apply a discount to an individual line item:
Check Auto Calculate Quoted Prices on the General tab. Open the Quotations window Line
Items tab and enter a percent value in the Discount field on any applicable line item. AMOS
updates the Total field for you:
A discount entered here applies to the selected line item only, not the entire quotation. You
can also select a different Currency on any line item, if applicable. When calculating totals,
AMOS will convert the amount to your base currency.
When you click Save the total Quoted Line Item Price and the Total cost on the General tab are
updated for you (and converted to your base currency if applicable):
5.7.4.1.5 Applying the Same Discount to all Line Items at Once

Discounts can be applied to line items individually or all at once. Line item discounts can be
applied in combination with fixed discounts.
If there is a discount to register against every individual line item on the quotation, you can
enter it in the Discount Given [%] field on the General tab. Checking the Additional Discount
box will cause the same percentage applied against each line item, to also be deducted again
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from the quoted line item price.

When you Save the Propagate Discount to Line Items dialog appears. Select an option:
l No change
Any line items discounts remain as entered. There is no change to the cost of the line
items or the quotation. Any fixed discount is unaffected.
If Additional Discount is checked: the discount is based on the quoted line item price on
the General tab and deducted from the quotation's total along with any fixed discount.
Or,
l Replace discount on Line Items with this new value
Any existing line item discounts are overwritten with the Discount Given [%] value. Any
line items without a discount receive this discount automatically:
When you click Save the total Quoted Line Item Price and the Total cost on the General
tab are updated to reflect the cost after this discount. If you check Additional Discount,
the same percentage is deducted again from the line items' total cost (along with any
fixed discount):
Or,
l Add this new discount to the existing discount on the line items
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The discount value is added on top of any discounts registered at line item level. Any line
items without a discount receive this discount automatically:
When you click Save the total Quoted Line Item Price and the Total cost on the General
tab are updated to reflect the cost after this discount. If you check Additional Discount,
the same percentage is deducted again from the line items' total cost (along with any
fixed discount):
5.7.5 Comparing Quotations

AMOS can compare quotations for you based on price and delivery time to find the best deal.
Click the Compare Quotations button on the Procurement Document window to access the
Compare window. This button is only available when the selected procurement document
contains one or more quotations.
First, create a comparison scenario:
1. In the Procurement Document window select a document with one or more active
quotations already received and updated with the suppliers' response(s):
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2. Click the Compare Quotations button on the Actions toolbar. The Compare window
opens listing the quotations belonging to the selected document.
3. Check the quotations you want to compare1:
4. Set the criteria you want AMOS to base the comparison on.
l Enter a name for the comparison in the Description field.

l Choose the factor to consider in the Compare list.
1Quotations that have not expired and have the Received date set will already be selected by default.
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l Check Include Quoted Quantity to show the quantity of each item the supplier has
quoted for in case it differs from the required quantity specified on the procurement
document.
l Check Compare Net Prices to show the prices after any discounts have been deducted.
l Set the Date to use for any currency conversions.
l Check Auto-select to get AMOS to automatically identify the best combination of line
item and supplier according to your criteria and highlight it for you after the comparison
is complete.
5. Click Apply.
6. The Compare tab opens. The results are shown as a matrix displaying the best item and
supplier combinations. If you checked auto-select the best combination for every item
will be highlighted for you:
7. Save the comparison scenario. Click New to create another comparison for the same
procurement document:
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8. Save the window.

A comparison shows you which supplier's quotation offers the best prices. The result may be
that you want to purchase some of the items from one of the suppliers and the rest from the
other. In this case, you can split some of the items with quoted prices and discounts, away
from the original form and onto a new procurement document for the second supplier. See
section 5.7.5.1.
5.7.5.1 Splitting Items And Selecting A Quotation From The Compare Window
The Compare window lets you create multiple scenarios to compare the quotations from
different suppliers for the same procurement document, according to different criteria like
delivery time and pricing totals or per unit. When you have identified the best options you can
split some of the items with quoted prices and discounts, off the original procurement
document to a separate form for the supplier with the best offer. At the same time, you can
select the quotation for use in ordering the items left on the original form.
1. Select a document with more than one quotation in the Procurement Document
window. Click the Compare Quotations button to open the Compare window.
2. Create one or more comparison scenarios 1 and choose one. Highlight the best line
item/supplier combination for each item listed on the Compare tab2:
1Refer to section 5.7.5 for instructions on creating comparison scenarios.

2If you checked 'Auto-select' on the General tab AMOS will highlight the best combinations for you.
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The comparison shown above includes two quotations for the procurement document
12-100/00033. The first and second line items will be left on the original procurement
document with the quotation from Supplier B. The third line item will be moved to a
new form for Supplier A.
3. Click the Work Flow button on the toolbar. The Work Flow dialog opens up.
NOTE: Depending on how your Work Flow is configured you may need to use the
Work Flow to Propose and/or Approve the comparison scenario first.
4. Click Select and then OK. A Quotation Select dialog opens. Flag the quotation for
Supplier B, to leave it on the original procurement document. Flag the Additional 1 and
Fixed Discount boxes to keep Supplier B's discounts as specified on the quotation:
1The Include Additional Discount checkbox is only available when the selected quotation has such a discount value
defined.
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5. The line item you selected from Supplier A's quotation has to be moved off of the
original procurement document and so you need another procurement document to
place it on. Select Supplier A . Choose whether to create a New, Sub or Existing
Documentfor Supplier A:
Choose the type of document - PO, Requisition or Query. Flag the options to include
any Quotation Specific Line Items, Additional Costs and Discounts, from Supplier A's
quotation onto the new procurement document1.
1These options are only available when the items exist on the related quotation. Additional costs must also be
highlighted for inclusion on the comparison scenario.
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Use Quotation Prices is flagged by default. If you uncheck it, AMOS will not transfer the
prices defined on Supplier A's quotation to the new form.
Click Next.
6. Set the options in the next dialog for the line item you are splitting to the procurement
document for Supplier A. If you flag the first option shown below, AMOS will apply the
pricing information on Supplier A's quotation to the split line item. If you flag the second
option AMOS will look for the split item's price in the Stock > Suppliers tabs:
Check the Transfer options as applicable.

Click OK to return to the main window.
7. The comparison scenario is now selected. Save the Compare window1.
Open the Procurement Document window to see the results of the split and selection.
The original form, 12-100/00033 now has Supplier B assigned:
1The split line item(s) will be greyed-out in the Compare tab for the selected scenario.
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The Line Items tab for that form contains the two line items (with quoted prices, discounts etc)
which were left on it - the third item has been split away:
Supplier B's quotation is selected, as shown in the Quotations tab:
A new procurement document has been created for Supplier A:
The split line item is listed in the Line Items tab with Supplier A's quoted price, quantity, etc:
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5.8 Selecting A Quotation

When you have more than one quotation for the same form - from several different suppliers
or multiple quotations from one supplier - you need to select which quotation to accept before
making a purchase order. Quotations can be selected in three ways:
l In the Compare window after performing a comparison. See section 5.8.1.
l Directly in the Quotation window. See section 5.8.2.
l In the Procurement Document window, by assigning a supplier to a purchase order with
updated quotations attached and selecting to use the quotation prices. See section
5.8.3.
You can change your selection up until a purchase order has been created and issued to the
supplier.
NOTE: During quotation select, content from some fields such as Notes from Supplier can be
copied automatically from the quotation to the same field on the procurement document.
Copying certain information automatically can be configured using 'Copy Scenarios'. See the
AMOS Configuration & Administration Guide for information about copy scenarios.
5.8.1 Selecting A Quotation From The Compare Window

After determining the best supplier for the line items on a procurement document in the
Compare Quotations window, you can select the relevant quotation and convert it into a
purchase order with the supplier and line items automatically registered.
You may want to split one or more line items off the document to a new or existing form(s) for
another supplier, in order to achieve the best prices/delivery time. See section 5.7.5.1 for more
information about splitting items during quotation selection in the Compare window.
1. Select a document with more than one quotation in the Procurement Document
window. Click the Compare Quotations button to open the Compare window.
2. Create one or more comparison scenarios 1 and choose one. Highlight the best line
item/supplier combination for each item listed on the Compare tab2.
3. Click the Work Flow button on the toolbar. The Work Flow dialog opens up.
1Refer to section 5.7.5 for instructions on creating comparison scenarios.

2If you checked 'Auto-select' on the General tab AMOS2 will highlight the best combinations for you.
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NOTE: Depending on how your Work Flow is configured you may need to use the
Work Flow to Propose and/or Approve the chosen comparison first.
4. Click Select and then OK. There are three different scenarios.
l If you have selected all the line items from only one supplier's quotation:
A Quotation Select dialog opens. Adjust any options in the dialog:

Click Save in the Compare Quotations window and the quotation will be selected as
shown on the relevant Procurement Document:
Or,
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l If you have selected items from only one supplier's quotation but not all items on that
quotation:
A Split dialog appears. Split the remaining item(s) to a New, Sub, or Existing Document.
Choose the Type of form and the Supplier to assign it to:

Click Save in the Compare Quotations window. The split item will be moved to the
new/existing procurement document. The highlighted item(s) will remain on the original
procurement document and the quotation will be selected as shown:
Or,
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l If you have selected line item/supplier combinations from more than one quotation:
A Quotation Select dialog appears. See section 5.7.5.1 about splitting items and selecting
a quotation in this scenario.
5. Save and exit the Compare window.
5.8.2 Selecting A Quotation From The Quotation Window

To select a quotation from the Quotation window:
1. Select a document in the Procurement Document window and open the Quotations tab.
All quotations registered against this document are listed here1:
2. Open2 the Quotation window for the procurement document.

3. In the list view, highlight the updated and active quotation you want to select for the
procurement document. For example, you want to select the quotation from Supplier A:
4. Click the Work Flow button and then choose Select in the dialog which appears.
1If one of the quotations has already been selected, a yellow star appears next to it and the Date Selected field will
be filled in.
Window Activation'.
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NOTE: Depending on how your Work Flow is configured you may need to Issue the
quotation first.
5. Click OK. The Quotation Select dialog appears1:
The options you choose in this dialog will update the procurement document during
quotation selection.
6. Choose whether to update the procurement document line item Prices, Quantity and
Units with those supplied on the quotation; or, to take the relevant line item prices and
units from the Stock > Suppliers tabs.
NOTE: If you opt to use both Quotation and Supplier prices AMOS will use the
quotation price if available. If no price is registered on the quotation AMOS will look for
a price in the Stock > Suppliers tabs.
7. Flag one or both Transfer options according to which quotation information you want to
apply to the procurement document.
8. If the procurement document already contains information like notes or terms and
conditions, an additional section is included in the Quotation Select dialog:
1The settings in the Quotation Select dialog vary according to the information registered on the quotation, on the
supplier address record, and on the procurement document.
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Choose whether AMOS should overwrite the procurement document details with any
details specified on the quotation; or, skip the details on the procurement document;
or, add any details from the quotation to the procurement document in addition to
existing ones.
9. You probably have a default currency and payment/delivery terms registered for the
supplier in the Address window. If a different currency or differing terms have been
defined on the procurement document, you will have the option to update the form to
reflect the selected supplier's defaults:
10. Click OK to return to the Quotation window.

11. The yellow star will appear next to the quotation you have just selected and today's date
is entered in the Date Selected field:
12. Click Save and return to the Procurement Document window. Select the same
procurement document and open the Quotations tab. The relevant quotation is now
selected and marked:
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13. Save or refresh the Procurement Document window to see the selected quotation's
supplier appear in the Supplier field on the General tab.
5.8.3 Selecting A Quotation In The Procurement Document Window

You can select a quotation on the Procurement Document General tab - if an active quotation
from the supplier you want to use1 has already been received for this form, simply assign that
supplier to the form header:
1. Open the Procurement Document window and select a form which has one or more
active and updated quotation(s). In the example below two quotations are available:
NOTE: Depending on how your Work Flow is configured the quotation may need to be
Issued first.
2. To select the quotation from Supplier A, click the Supplier lookup on the General tab and
select Supplier A.
1If more than one quotation from the same supplier exists for the selected document (for example different prices
for different delivery destinations), you cannot select the quotation from the Procurement Document window.
Instead, make the selection in the Quotations window where you select not only the supplier but the specific
quotation as well.
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3. The Select Supplier dialog opens:
The options you choose in this dialog 1 will update the procurement document during
quotation selection.
4. Choose whether to update the procurement document line item Prices, Quantity and
Units with those supplied on Supplier A's quotation; or, to take the relevant line item
prices and units from the Stock > Suppliers tabs.
NOTE: If you opt to use both Quotation and Supplier prices AMOS will use the
quotation price if available. If no price is registered on the quotation AMOS will look for
a price in the Stock > Suppliers tabs.
5. Flag one or both Transfer options according to which quotation information you want to
apply to the procurement document.
6. If the procurement document already contains information like notes or terms and
1The settings in the Select Supplier dialog vary according to the information registered on the quotation, on the
supplier address record, and on the procurement document.
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conditions, an additional section is included in the Select Supplier dialog:
Choose whether AMOS should overwrite the procurement document details with any
details specified on the quotation; or, skip the details on the procurement document;
or, add any details from the quotation to the procurement document in addition to
existing ones.
7. You probably have a default currency and payment/delivery terms registered for
Supplier A in the Address window. If a different currency or differing terms have been
defined on this procurement document, you will have the option to update the form to
reflect the selected supplier's defaults:
8. Click OK to return to the Procurement Document window.

9. Open the Quotations tab. The yellow star will appear next to the quotation for Supplier A
which you have just selected and today's date appears in the Date Selected field:
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10. Save the window.
5.9 Making A Purchase Order

When all the information returned from suppliers has been entered on the quotations, and the
suitable quotation has been selected, create a Purchase Order to be sent to the supplier for
procurement. It is still possible to split line items from a purchase order onto other new or
existing forms, in the event that you wish to order some of the items from different suppliers.
For instructions on splitting line items, see section 5.5.3.
There are two ways to create a Purchase Order:
l You can convert an existing Requisition or Query form with line items, supplier and price
information already listed, into a Purchase Order form. Once approved, the Purchase
Order is then ready to send. Or,
l If the item(s) you want to procure are not already listed on an existing form, you can
create a new Purchase Order from scratch. After adding line items and supplier details,
the form is ready for approval and sending. This bypasses the Requisition and Query
form stage.
You can choose to base Purchase Order forms on Contracts. Read about applying a contract, in
section 5.12.8.
5.9.1 Converting To A Purchase Order

1. In the Procurement Document window select the document you want to convert from
the list part of the window.
3. Select Convert to PO, and click OK.
4. You will return to the main window and the selected form will now show Purchase Order
in the Type field. Depending on how your Work Flow is configured, you will have one of
the three following scenarios:
l The form remains as the same record. Only the Type changes, and the document
number stays the same.
l The form becomes a new record with type Purchase Order. The original document
remains for reference purposes, and the new record keeps the same document number.
l The form becomes a new record with type Purchase Order. The original document
remains for reference purposes, and the new record gets a new document number. Both
the original form and the new form display each other's form number on the General tab
so that you can see where the new form came from.
5. Save the new form.
6. There may be further information for you to enter, depending on how complete the
form was to begin with. Fill in fields that are still blank - in particular - Delivery Location
and Address, Invoice Address, Budget Code.
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7. The new form will contain all the information that was already entered in the Query or
Requisition you converted from. Proceed with approving and sending the form, if you
are ready to procure the items. See section 5.9.3.
5.9.2 Creating A New Form With Type Purchase Order

When there is no existing form to convert, you can create a new Purchase Order:
1. Go to Procurement > Procurement Document. When the filter opens, click the New
button.
2. A subsequent Work Flow dialog opens. Select Create PO and click OK.
3. The Procurement Document window opens, with Purchase Order in the Type field.
4. Proceed in the same way as when creating any procurement document: fill in the details
in the General tab, add a Supplier, and open the Line Items tab to add the items you
require. See section 5.4 and section 5.5 to review.
5. Save the form. Proceed with approving and sending the form, if you are ready to
procure the items. See section 5.9.3.
5.9.3 Approving An Order
NOTE: Whether you are required to Approve an order at this stage or not depends on how
your company has configured the Work Flow.
Before the order can actually be placed you generally need it to be approved. Approval Limits
may be set, restricting which forms different users can approve depending on how much the
total cost is. The Procurement Document filter General Tab contains a field called Approval
Status.
You can filter forms by these statuses:
l All - returns all forms regardless of their Approval Status
l I need to approve - in the case of standard Approval Limit, returns all forms up to the
user's Company Position's Approval Limit. In the case of incremental Approval Limits
returns all pre-approved forms up to the user's Company Position's level.
l I can approve - in the case of standard Approval Limits, same as above. In the case of
incremental Approval Limits, returns all forms up to user's Company Position's level
regardless of pre-approval.
See the AMOS Configuration and Administration Guide for more on Approval Limits.
The designated person can use Work Flow to approve the form:
1. Open the Procurement Document window and select the form for approval.
2. Click the Work Flow button in the Main toolbar.
3. Click Approve, and then OK.
4. You will return to the main document, and the status will have changed accordingly and
show who approved the form, and when.
5. Print the Approved Purchase Order, and send it to the supplier indicated.
5.9.4 Printing And Sending A Purchase Order
NOTE: Whether you are required to Issue an order before printing or not depends on how
your company has configured the Work Flow.
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Issue and print or send the approved Purchase Order from the Procurement Document
window:
1. Select the approved form from the list.
3. Using the standard Work Flow, choose Issue and click OK.
The Send dialog opens.
4. If the supplier listed on this Purchase Order has a main contact recipient and
communication method set in the Address register, this information will appear by
default. You can change it if necessary.
Figure 25 The Send Dialog, with Default Output Format

5. Otherwise, select an Output Method, a printer or recipient and an email address/fax
number/portal as relevant.
6. You can send to multiple recipients: click the + sign and add the next one, for example if
you want to cc an email to another address.
7. If your Employee record is linked to your AMOS User login, standard text will appear in
the body part of the dialog, displaying your Contact Details as registered in the
Employee window.
See section 2.2.15.1 for more about standard text.
8. Click OK. The Send dialog closes and you return to the Procurement Document window.
9. Click Save to process the output, sending it as specified to a printer or recipient address.
The status of the form changes to Issued.
Later, if you want further printed copies, select the form and click the Print button on the Main
toolbar. The Send Dialog opens and you can choose printers and recipients as above.
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Read about using the AMOS e-Business Partner solution to transmit procurement information
via a third-party portal provider, in the AMOS Configuration and Administration Guide.
5.9.4.1 Sending Attachments With A Purchase Order

If you are sending a purchase order to an email address or to a ShipServ e-Business portal, you
can choose to include attachments with the output.
These attachments can be added to the External Files tab in the Procurement Document
window and the Line Items window. When you select to send a purchase order to portal or
email, the Attach File tab is activated in the Send dialog and contains any attachments added to
the selected procurement document or its line items:
Flag any attachments you want to include with the output. Clear the checkbox to exclude any
file. There are some parameters related to e-Business which can affect whether or not external
files can be sent to a ShipServ portal, and the accepted size and number of external files. See
Chapter 33 in the AMOS Configuration & Administration Guide for more information.
5.9.5 Making A New Revision Of A Purchase Order
NOTE: Your Work Flow must be configured to include the AMOS Internal Action NewRevision,
to be able to create new revisions of Purchase Orders.
In the event that a Purchase Order has already been issued to the supplier and a change needs
to be made afterwards, resend it to the supplier with the changes. To do so, make a new
revision so that the same Purchase Order form is saved in its original form (for historical
purposes, but with changed status) and a new, active one is created to send to the supplier.
Only one active revision can be available at one time.
To make a new revision:
1. Open the Procurement Document window and select the Issued Purchase Order.
3. In the Work Flow dialog choose the appropriate action (for example in a standard
configuration, Create New Revision). Click OK.
4. The new revision will contain an exact copy of all the original form's details, and its
revision number will increase but the form number will remain the same. The previous
revision will receive the status defined by your Work Flow (for example, Obsolete).
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5. Save the form. Make your changes to the new revision as needed and when ready, issue
it to your supplier.
5.10 Keeping Track Of Costs On Procurement Documents

Use the Procurement Document window Cost tab to keep track of all the cost details and totals
applying to the entire form.
Applying a Discount
Amounts entered in the Fixed Discount, Discount Percent and Additional Discount fields are
deducted from the entire order total. The percent and fixed values are updated during
quotation select with the values in the same fields as specified on the quotation. However since
these fields on the Costs tab are editable, the Recalculate button next to the Discount Percent
field lets you manually recalculate the additional discount value according to the percent value
on the selected quotation.
Registering Additional Costs
Enter additional costs such as Shipping and Insurance amounts in the Cost tab. Click inside the
tab and click the New button on the Main toolbar to get a blank line. The lookup contains the
additional cost options.
Automatically Forecasting Costs and Total
When quotations are received from suppliers, their prices and discounts for each line item are
entered on the Line Items tab. Fixed discounts and costs related to shipping and insurance are
added to the Cost tab. You can enter predicted costs in the Forecasted fields and later, actual
costs as well.
To get AMOS to add these amounts up and calculate forecasted and total amounts for you,
check the Auto Calculate Forecast box in the Cost tab. Uncheck the box to prevent the
forecasted costs from being updated and set those amounts manually instead.
5.11 Copying A Procurement Document

You may find yourself placing the same or similar orders, listing the same items for purchase,
many times. Rather than creating basically the same procurement document repeatedly at
multiple sites you can create just one form and then copy all or part of it to other installations,
or copy an existing form for use again at the current installation.
E XA MP LE
Six installations are ordering a major replacement of parts. Having created the procurement
document to order these parts on, at the current installation, you then copy the same form
to the other five installations.
Or,on the current installation you place the same restocking order every 6 months. After
creating the procurement document the first time, you copy this existing document every six
months, at your own installation.
To copy procurement documents:

1. Open the Procurement Document window and flag the document(s) to copy - you can
copy several documents at the same time, regardless of form type and/or status:
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2. Click the Duplicate button on the Actions toolbar.

3. The Procurement Document - Duplicate wizard opens, showing the list of flagged
documents:
4. Click Next. The second dialog presents the content from the Procurement Document
window tabs. Select the information you want to copy to the new form(s):
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Regarding Line Items Status - copied line items will be active on the new form(s) you
copy them to. To leave the line items' status as it is on the originating form, do not flag
either option. Otherwise, you can choose to set the line items on the originating form to
Cancelled or Split.
5. Click Next. In the next dialog, choose the installation(s) to copy to:
At each installation, select:

l the type of form to create - this will apply to all instances of all flagged forms, and
l the number of copies to create there, of each flagged form.
6. Click Next. A final dialog appears allowing you to confirm. It will also inform you of any
problems: for example, if one of the fields to copy is not shared amongst the selected
installations, it will be excluded from the copied form(s).
7. Click Ok. AMOS copies the form(s) and opens a new instance of the Procurement
Document window, in Global Search mode showing all the newly copied forms together
with the originals other existing forms system-wide.
5.12 Purchase Contracts

Creating a Purchase Contract allows you to register a price agreement with a supplier on
material - stock types or asset types - to be purchased in the future. The prices and terms as set
out in the contract can be applied to any purchases of the selected materials when ordered
from that supplier. You can have more than one contract per supplier, as long as the contracts
are for different materials.
Contracts are based on Product Groups and Delivery Zones, with different terms for each:
Product Groups contain all the materials (stock and asset types) available for purchase on any
given contract, while Delivery Zones contain a breakdown of all possible delivery locations for
that supplier.
Whenever you arrange a new contract, register it in the Purchase Contracts window. If the
terms change on existing contracts, ensure that these updates are entered here as well:
Contracts are managed using the Work Flow and depending on your own configuration, you
will need to approve, issue, and file, etc., contracts while they are in use.
To set up and use purchase contracts:
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1. Register the basic details for the contract on the Contracts window General tab. See
section 5.12.1.
2. Set up Product Groups. See section 5.12.2.
3. Set up Delivery Zones. See section 5.12.3.
4. Create a Matrix: register the items and their base prices in the Price tab. Define discounts
on the Matrix. See section 5.12.4.
5. Use the Variable Lines window to apply discounts with conditions. See section 5.12.5.
6. Save the finished Contract and activate it for use on Procurement Documents, via the
Work Flow.
5.12.1 Registering A New Contract

1. Go to Procurement > Purchase Contracts to open the Purchase Contracts window.
2. Use the filter to search for an existing contract or click New or OK to go directly to the
window.
3. To register a new contract, click the New button on the Main toolbar.
4. Enter a name for the contract in the Description field. Click the lookup to select the
Supplier.
5. If the supplier has a different name or code for this contract, enter it in the Supplier Ref.
field.
6. Currency, Delivery Terms and Payment Terms are inherited with the supplier, but you
can manually change these if necessary. The Currency you enter is for all values on this
contract.
7. Lookup Validity dates for this contract to indicate when the contract will be available for
use, and for how long.
8. Save the contract so far.
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5.12.2 Setting Up Product Groups

A Product Group is a grouping of items to be purchased on contract from the selected supplier,
with prices and discounts applied.
You must define Product Groups before you can populate the Price tab matrix. Note that it is
possible to copy previously defined Groups from other contracts: see section 5.12.7.
Defining Product Groups makes it much easier to register data on your contracts: when the
items on a contract are grouped by product, you can define discounts which apply to an entire
group at each delivery location, instead of defining discounts per every item on each delivery
location.
E XA MP LE
If the supplier offers a 10% discount on all paints, rather than registering the discount against
each individual paint from that supplier, you add all their paints to one Product Group. Then,
you can apply the discount to the group and all items within will receive it. If the discount only
applies to that product group when the delivery takes place at a certain location, you will be
able to apply it for the product group in combination with the specified location only, once
Delivery Zones are defined.
In the case that there are exceptions to the discount, you can either remove those items from
the group, or apply the exception to those items manually. See section 5.12.4 about applying
exceptions to individual items within a group.
To set up a Product Group, select a contract in the Purchase Contract window and click the
Product Group button on the Actions toolbar to open the Product Group window:
1. Access the Product Group window by clicking the Product Group button on the Actions
toolbar in the Purchase Contract window.
2. If any groups are defined already you can see them by clicking the + button beside the All
Products root item.
3. Select All Products, and click New. Enter a name for the Group on the right side of the
window according to the items to go into it: i.e. Paint.
4. The bottom of the window contains a list of all Asset and Stock Types which have been
distributed to your installation. Use the filter in the top part of the window to search for
a list of types by Class. Use the lookup buttons to enter a range of Asset/Stock Type
Codes. Then select a Class in the lookup field below. The list in the lower part will
automatically filter out the range of asset/stock types inside of that class, and return a
list of only those which match your criteria.
If you do not specify a range of type codes and only filter by class, the list returned in the
bottom will be a list of all types belonging to that class.
5. After filtering your list, select a Type to add to the group. Note that by holding the Ctrl
key and clicking, you can multi-select any number of Types. To move the selected type(s)
simply click the top arrow button.
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Figure 26 Creating Product Groups

6. To remove an item from the Group, select it in the hierarchy and click the second arrow,
returning it to the list. Any items not listed on the left, will not belong to this contract
agreement.
7. Save before exiting the window.
5.12.3 Defining Delivery Zones

A Delivery Zone is any set region containing a group of delivery locations which the supplier will
deliver the contract items to. Prices and Discounts on Product Groups are usually affected by
different Delivery Zones. At the root level in the Delivery Zone hierarchy is the All Zones level - all
other zones are contained within this. At the lowest level inside each zone are the actual
delivery locations, generally ports or cities.
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1. Specify Europe as a Zone.
2. Create a list of areas below that such as Northern Europe or another grouping of
countries.
3. Define the list of Ports in each area to which this supplier can deliver.
Zones differ from supplier to supplier and must be defined on each contract before you can
populate the Price tab matrix. Note that it is possible to copy previously defined Zones from
other contracts: see section 5.12.7. To define a new Delivery Zone, ensure the correct contract
is selected and click the Delivery Zone button on the Actions toolbar to open the Delivery Zone
window:
1. Access the Delivery Zone window by clicking the Delivery Zone button on the Actions
toolbar in the Purchase Contract window.
2. If any Zones are defined already you can see them by clicking the + button beside the All
Zones root item. Select All Zones and click New. Enter a name for the Zone on the right
side of the window: i.e. Europe.
3. To break the new Zone down into smaller regions, select it and click New. Continue to
build the hierarchy adding sub-zones to your Zone.
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4. The bottom of the window contains a list of all Ports already registered in your system.
Once your Zone and any lower levels are defined in the hierarchy, add the delivery
locations. Select the correct Zone or sub-zone.
If Areas and Countries are set up in your system, you can use the filter in the top part of
the window to search for a list of Ports by Area.
5. After filtering your list, select a Port to add to the group. Note that by holding the Ctrl
key and clicking, you can multi-select any number of Ports. To move the selected type(s)
simply click the top arrow button.
Figure 27 Defining Delivery Zones

6. To remove a Port from the Zone, select it in the hierarchy and click the second arrow,
returning it to the list. Any ports not listed on the left, will not be available for deliveries
on this contract.
7. Save before exiting the window.
5.12.4 Populating A Matrix - The Price Tab

The Delivery Zones and Product Groups create a Matrix in the Price tab: Product Groups and
their items appear on the left side and Zones and their Delivery Locations appear on the right.
Click the + and - signs to collapse and expand Zones and Groups as you work.
When you have registered a Contract and set up Delivery Zones and Product Groups open the
Price tab to:
l register the contract materials' base prices, and,
l enter discounts by Group and Zone combinations.
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1. Select a contract and open the Price tab.

2. Expand a Product Group and a Delivery Zone. In the first column register the Base Price
for each item in the contract's currency as specified on the General tab.
3. Define discounts by entering the percentage amount on an item according to which
delivery zone it is shipped to.
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All items in Product Group 1 receive a 10% discount when delivered to any location in
Delivery Zone 1. Find the intersection of Zone 1 and Product Group 1 on the matrix,
and enter 10. You do not need to enter %. This discount then applies to all items in the
product group, and all delivery locations inside the zone. This value will show on each
item and location matrix field in grey. Perhaps there is an additional discount applying
to all items in Product Group 1 when delivered to a certain sub-region inside Zone 1.
Enter another value in the matrix cell for that combination of Product Group 1, and the
sub-region inside Zone 1.
Occasionally there might be a surcharge on certain items or delivery locations. In this

case, enter the + sign before the value.
4. There may be exceptions to an overall discount on some items within a product group or
particular zone. If so, you can define exceptions in any matrix field to specify a separate
discount applying to a single item across a Zone, or an item delivered within a sub-zone
or at location level. Any changes made at root level in the matrix will not overwrite case-
by-case exceptions.
Figure 28 Creating a Price Matrix

5. Save the matrix.
On the top left side of the matrix are two radio buttons: Net Prices and Percentage. Click either
to change the matrix view. The Percentages view shows the final cots on each item after
discounts and surcharges.
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5.12.5 Setting Variables And Conditions

When you double-click any of the fields in the matrix the Variables Lines window opens. You
can define Conditional Discounts/Surcharges here.
Adding conditions to the selected combination of item and zone allows you to set criteria which
have to be met for a discount to apply: for example, some discounts might be applied
according to the quantity of items ordered, or the total cost of the purchase, or a minimum
buy in quantity or cost, etc. So you might register a condition such as, an order of < 100 items
receives a 5 % discount and orders > 100 items receives a 10% discount. When you register a
condition and then click OK to apply it and leave the dialog, the field in the matrix is highlighted
red to indicate the presence of the condition(s).
When AMOS calculates the final item price it verifies if any conditional variables exist. If the
following variables are satisfied depending on the conditions set, the surcharge/discount
specified in the matrix is applied:
l Quantity - verifies the procurement document purchase quantity, for example if the
quantity required for discount is 100 and the purchase order is for more than 100 items,
the discount is applied.
l Price - verifies the procurement document purchase price, for example if the total price
required to recieve a discount is met or exceeded, the discount is applied.
l Minimum Buy Commitment Quantity - checks the quantity which has already been
bought. All forms for this supplier are checked where the contract dates are valid.
l Minimum Buy Commitment Price - checks the total price which has already been
committed. All forms for this supplier are checked where the contract dates are valid.
5.12.6 Export/Import To Excel

When your Product Groups and Delivery Zones are defined, you can use the Export CSV and
Import CSV buttons to export a contract to Excel, add new or update existing prices and
discounts there, and then import it again - rather than managing your matrix inside of AMOS.
5.12.7 Duplicating Contract Details

You can copy the information from an existing contract and save time defining Zones and
Groups:
1. Create a new contract and enter the basic details on the Purchase Contract window
General tab.
2. Click the Duplicate Contract button on the Actions toolbar to open the Duplicate
Purchase Contract dialog.
3. Use the Source Purchase lookup to select the existing contract you want to take
information from.
There are four copying options.
l Override existing data - if checked, anything already entered on the new contract will be
replaced by the information on the contract you are copying from.
l Copy general information - if checked, the basic contract details on the General tab will
be copied.
l Copy Product Groups/Delivery Zones - if checked, Product Groups/Delivery Zones will
be copied from the Source contract to the New contract.
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Check the boxes for whichever part(s) of the existing contract you want to copy. Note
that this function copies the groups and zones, but not the defined prices and
discounts.
Figure 29 The Duplicate Purchase Contract dialog

4. You can further refine the information which is to be copied in the two tabs: check the
boxes beside the Products Groups/Delivery Zones you want to take from the source
contract. As all groups and zones are checked by default, make sure to uncheck anything
you do not want to copy.
5. Click Copy to copy the contract and leave the dialog.
6. Selecting your new contract in the main window will open it, showing all the copied
information.
7. Now you can enter base prices and discounts/surcharges to the Price tab matrix.
5.12.8 Applying A Contract To A Procurement Document

After registering and issuing an active contract in the Purchase Contracts window, you can
apply it to Procurement Documents. This is done in the Procurement Document window using
the Apply/Remove Contract buttons on the Actions toolbar:
l You might create a Requisition form and select a contract to apply to the items on that
form. If more than one contract exists, they will be presented with all options and can
choose the best. When a Requisition form is based on a contract it can be converted
directly into a Purchase Order without the need to request quotations first.
l You might apply a contract to an existing Purchase Order form. If all items on the
purchase order are registered against one contract for the supplier on the form, the
contract is applied. If some items on the purchase order are on a contract, and other
items are not, you can split the contracted items to a separate purchase order form. If
some items are contracted to another supplier, these can be split to another purchase
order form for that supplier.
If a contract has already been applied to a form and you remove it, AMSO2 will revert to the
prices registered on the quotation or the supplier prices. If you change the supplier on a
contract-based purchase order, AMSO2 will remove reference to the contract, issuing a warning
first. If a contract is available for the new supplier, you will have the option to apply it.
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When you have a purchase order based on a contract, if you change the delivery location you
will be warned that the prices will be updated accordingly. Or if the supplier does not deliver to
the new delivery location according to contract, AMOS will inform you that the contract will be
removed from the purchase order, and ask you whether to use Contract, Quotation or
Supplier prices.
5.12.8.1 Contracts - Procurement Documents And Procured Items

When items are ordered based on a contract, selecting the contract and opening the Procured
on Contract tab on the Purchase Contracts window lists all Materials - both stock and asset
types - which have been ordered on that contract.
5.13 Procurement Document Deliveries

When a supplier confirms that a purchase order has been fulfilled and is on its way, deliveries
will be registered against that procurement document in the Deliveries window. Deliveries are
also created when a transfer document has been approved and the required items are in
transit from the Donating site to the Recipient site.
The Deliveries tab in the Procurement Document window contains an overview of any
deliveries that have been registered against the selected document. Double-click on a delivery
record to go straight to the Deliveries window.
To create a new delivery for a procurement document:
1. Select a document in the list.
2. Open the Delivery tab and click New on the Main toolbar.
3. The Deliveries window opens up for the selected form.
The Deliveries window can also be accessed at Logistics > Deliveries.
5.14 Procurement Documents And Vouchers

When a Voucher for goods or services on order - an invoice or a credit note - is received and
linked to a procurement document, a record of the voucher's details will appear in a read-only
list in the Invoicing tab. The line items on any one procurement document can be split amongst
multiple vouchers.
Vouchers are registered and maintained in the window at Financial > Voucher. You can remote
open1 the Vouchers window from any line in the list. Clicking the New button while inside the
Invoicing tab will open the Vouchers window and you can add a new voucher.
See section 6.7 for more information.
5.15 Procurement Documents And Budgeting

If your AMOS license includes the Financial Module you will have access to budgeting
capabilities within the Procurement Document windows. This way you can charge all your
procurement costs to various budgets and AMSO2 will track your expenses, preventing costs
outside the budget and allowing approved costs.
For detailed information about creating and tracking budgets using AMOS, see Chapter 6 in this
User Guide.
Window Activation'.
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When you create a Procurement Document you can at any stage assign it a Budget Code, using
the lookup button in the Cost tab. Budget Codes link the procurement line items to a
predefined Budget, for example a Purchasing Budget. You can also enter a Budgeted Date - the
date a cost is charged to the selected budget, regardless of whether or not it is already paid.
Any Budget Codes or Dates entered in the Line Items window or on additional Cost items such
as Shipping and Insurance will override information entered on the Cost tab. If no budget
information is entered for line items or additional costs, then AMOS will revert to the
information entered on the Cost tab for the overall form.
A record of the Procurement Documents assigned to each budget will appear in the Budget
window Overview tab.
5.16 Deliveries
When you receive confirmation from a supplier that a purchase order has been fulfilled and is
on its way, register one or more deliveries for the purchase order: the supplier might inform
you that all goods are arriving in one or more deliveries, or that some items have been
cancelled, etc.
Sometimes stock items and assets are transferred internally: these materials are handled on
Transfer Documents. When one installation/site transfers a delivery of stock items or assets to
another site, a delivery record is created for those items. When the shipment arrives it must be
received like a purchased shipment, and the transfer document filed. For more about transfer
documents, see section 3.11.
A delivery can contain an unlimited number of intermediate locations along its way to an
installation - supplier, forwarder, warehouse, agent, etc. These can all be tracked in the
Locations tab. The Line Items tab indicates which items from a procurement document are a
part of each shipment.
When you register receipt of a delivery in AMOS using the Work Flow, AMOS will automatically:
l Update your stock levels for stock items that already exist,
l Create new stock items that do not already exist, and
l Create assets in the database for materials (asset types) received.
5.16.1 Creating A Delivery

You can register as many deliveries as needed on a single purchase order by creating a new
record for each one and using the same Purchase Order number to register it against.
To register a new delivery on an order:
1. Go to Logistics > Deliveries. In the filter that appears, click New. The window opens.
NOTE: To get an overview of all the deliveries at a particular location, use the
Deliveries at Destination lookup on the filter to select the location you are interested
in. Do not check the Include Previous Destinations checkbox. When that checkbox is
flagged AMOS will then return a list only of deliveries where the last known location is
the one you selected in the lookup. By checking No Dest. Date Registered you get an
overview of the deliveries that are expected to be at the destination you selected with
the lookup. You can search for deliveries that have not made it to the final destination
yet by setting the Receipt Status drop-down list to Not Received.
2. Start with the Document Details area. Use the lookup to select the purchase order form
Number or Transfer Document you are going to register a delivery against.
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3. Depending on your configuration, a delivery Number will be provided on Saving, or you

can enter one yourself. Created Date and Status will be filled in for you automatically.
4. Fill in the fields on the General tab. Assign the delivery to a Transport Manifest on the
Transport tab.
5. To schedule a delivery as an activity to take place during a recurring Planned Event or
during a Port Call, click either option beside Link To and use the lookup to select the
event/port call. The delivery's expected date becomes the date the planned event or
port call arrival will take place on. The delivery is linked to the event/port call and will
appear in the Activities tab of the Planned Event or Port Call window. Planned Events are
also manageable in the Planner window. See Chapter 7 for more about Planned Events
and Port Calls.
6. Save the delivery.
5.16.1.1 Keeping Track Of Intermediate Delivery Locations

A delivery can stop at any number of locations along its way to your installation: a shipment
might go from the supplier to a forwarder, then to a warehouse, to an agent, and so on.
To keep track of where deliveries are, register these stops in the Locations tab, making a
separate record for each location along the way:
1. Open the Delivery window Locations tab.
Create as many location records on a single delivery as needed: open the Locations tab,
select a delivery in the list and click New.
Forwarder/Date The shipping company and the date they received the
Received shipment.
Destination/Date The destination for the shipment. Add the date the shipment
Received reached its destination as sent by the forwarder.
Location The current location of the delivery at the destination. For
example, it has arrived at your warehouse and been stored
there. This lookup lists locations at the current installation
only.
3. Save the record.
5.16.1.2 Keeping Track Of Items Line By Line

The Delivery window Line Items tab is for registering the quantities on delivery included with
every shipment. Line items come from the purchase order or transfer document the delivery is
for.
5.16.1.2.1 Splitting Deliveries

You can split line items from one delivery to another.
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Some items on the same delivery are more urgent than others, so you move the lower
priority items onto another delivery for the same purchase order, or onto a new delivery.
Then you handle the remaining urgent items on the original delivery, at a higher priority.
To split a delivery:
1. Select a delivery in the Deliveries window. Open the Line Items tab and select the line
item you want to move.
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2. Click Split in the Actions toolbar. The Split Delivery dialog opens.
3. Choose to split this item to a new delivery or to one that already exists for this purchase
order.
4. If you choose existing delivery, use the lookup to select it.
5. The Delivery Line Items will be listed as read only: Item Number, Item Name and
Quantity Registered Against Delivery. In the Quantity to Split field, you can enter the
number of items within this line item that you will split. So if the line item is registered
with 4 items ordered, you can split some or all of that quantity away.
6. Click OK. You will return to the Delivery window.
The items you split will be removed from the original delivery. If you chose to add them
to an existing delivery they will appear on that record.
If you chose to create a new delivery, the procurement document details for this line
item come with it to the new delivery record, as does any delivery information such as
locations added so far to its original form. This information is all the same for the old
delivery as for the new, apart from the quantity of items.
The split line item is visible in two places:
l In the original delivery, where it appears as a split line. The Split section on the right
hand side of the window shows the Quantity of items split away, and the Number of the
Delivery they were split to, and
l In the new Delivery record where the line item is now active. The Split section on the
new Delivery record also shows the Quantity split from the original delivery and the
original delivery's Number.
5.16.1.2.2 Fill Delivery

When you select a line item from the list, the window will display the number of this item, if
any, that has already arrived and been received on other deliveries registered against this
order. When you create another delivery against the same form and select the same line item,
clicking the Fill Delivery button on the Actions toolbar will automatically fill the Quantity field
with the number of this item on order that still remain to be delivered to complete the order.
So, if you ordered 8 fire extinguishers on the same form and 2 have been confirmed on another
delivery, creating a second delivery for the fire extinguishers and clicking the Fill Delivery
button will cause the Quantity field to be populated with 6. These 6 are the outstanding
amount on the order.
5.16.1.2.3 Set Located

Clicking the Set Located button on the Actions toolbar causes the Located field to be set for all
the Line Items listed.

delivery from the warehouse.
Label printing capabilities are access controlled:
Security > Group Access > Function tab > Material > 'Delivery – Print Labels'
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To print labels from the Delivery window:

1. Select a delivery record in the list.
3. A Send dialog opens. Select a printer in the Send Details tab:
4. Open the Additional Options tab to adjust the number of labels printed for this delivery:
5. Specify how many labels should be printed for the total quantity of each line item in the
Labels column. In the illustration above, one label will be printed for every unit of each
line item on the delivery.
6. Click OK to print the labels.
5.16.3 Creating A Non Conformity From The Delivery Window

When you register and work with a delivery you can raise a non conformity for it at the same
time, directly from the Delivery window.
To create a non conformity from the Delivery window:
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1. Select the delivery.


6. Save the record. You can add multiple non conformities for the same delivery.The non
conformity reference will be listed in the Non Conformities tab on the Delivery window:
the delivery record. See the AMOS QMS User Guide for more information.
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5.17 Transporting Deliveries To An Installation - Transport Manifests

Deliveries will arrive at central purchasing depots continuously, but transport to ships or
installations is usually arranged periodically. Using transport manifests, AMOS lets you group
deliveries that have come in on different procurement and transfer documents, for forwarding
on to your installations and tracking the shipping process.
Transport manifest functionality is activated by the Logistics license.
5.17.1 Creating A Transport Manifest

When you have a number of deliveries accumulated at a central location like a warehouse and
are ready to forward these deliveries to one or more installations, create a transport manifest
for each destination:
1. Go to Logistics > Transport Manifest to open the window, and click New in the filter or
on the toolbar.
2. Enter a Title for the manifest and optionally assign a Priority:
3. Save the manifest. The next step is to assign deliveries to the transport manifest.
5.17.2 Consolidating Deliveries - Assigning Deliveries To A Transport Manifest

Group - or 'consolidate' - the deliveries which will be transported together, onto the same
transport manifest. Any delivery can ONLY be assigned to one transport manifest, but of course
a transport manifest can contain several individual deliveries.
To see which deliveries are already assigned to an existing transport manifest, open the
Consolidated Deliveries tab. You can remote open 1 the Delivery window from the Delivery No
field and the Transport Document or Procurement Document window from the Document
No/Title field.
You can add deliveries to this tab in two ways: from the Delivery window or from the Transport
Manifest window.
Window Activation'.
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5.17.2.1 Adding Deliveries From The Delivery Window

1. Go to Logistics > Delivery to open the window. Select a delivery in the list.
2. Lookup an existing Transport Manifest:
3. Save and close the Delivery window. Open the Transport Manifest window.
4. You can see the delivery you just added, on the selected transport manifest in the
Consolidated Deliveries tab:
5.17.2.2 Adding Deliveries From The Transport Manifest Window

1. Open the Transport Manifest window, select a delivery and click on the Consolidated
Deliveries tab. Click the New button on the toolbar to get a new line.
2. Clicking the Document No lookup will open a list of all active deliveries containing either
a transport document or a procurement document, which have not already been
assigned to another transport manifest.
3. Select one delivery or flag several in the list.
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4. Click OK to close the dialog and add the delivery to the tab:
5. Save the transport manifest.

When you add a delivery to a transport manifest, the manifest shows up on the Delivery
window record automatically.
5.17.3 Registering The Journey

Register each step, or leg, of the journey the transport will take from the warehouse to the
installation:
1. Open the Transport Manifest window and select a record. Open the Legs tab.
2. Select the Journey icon on the hierarchy (or another parent level icon, if some legs of the
journey have already been registered) and click New. This opens the Transport Leg
window.
3. Fill out the form in the General tab.
4. Select a Mode of Transport 1 and fill in the relevant details. The Transport Details area
fields change depending on the selected mode:
1Available modes of transport are defined in the register at Configuration > Common Setting > Logistics > Transport
Mode.
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5. Open the Consolidated Deliveries tab. Clicking the Document No lookup shows a list of
only the deliveries which have already been assigned to this transport manifest. Select
the one(s) which will be included on this leg of the journey:
6. Save and close the remote window to return to the main Transport Manifest window.
The leg is now defined in the hierarchy on the left side of the Legs tab:
7. Add more legs as required to complete the journey. Save the window.
5.17.4 Work Flow And Process The Transport Manifest

When a transport manifest is complete and contains all the associated deliveries and journey
details, use the Work Flow to process it as the transport is shipped and until it eventually
arrives at the installation.
Print the transport manifest to include the documentation with the shipment.
5.18 Receiving Goods

When you receive deliveries using AMOS Work Flow, the assets or stock Items are created in
your database for you depending on the way your system is configured. When goods are
registered as received:
l your stock quantities are automatically updated
l transaction logs are created in the Stock Transactions window
l stock items that do not already exist in your database will be added (provided the stock
type they belong to is defined), and,
l in the case of asset types arriving, the individual assets will be created in your database
and a user can enter the serial numbers for each instance.
To receive a delivery:
1. Select a delivery in the Deliveries window and click the Work Flow button on the Main
toolbar.
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2. Select 'Receive', or if this is a complete shipment or final delivery, select 'Receive

Complete'. Click OK.
The Receive dialog opens. Assets appear as an individual line for every instance of the
type you ordered (on this delivery). Stock Items appear as one line for each type
ordered, regardless of the quantity.
3. Select a line item to receive. Fill in the fields.
Received Today's date, but you can change this.
Quantity Enter Receiving and any Rejected quantities.
Location Enter the location you are receiving it to. This is mandatory for stock
items.
Serial Number For assets, enter the serial number for each instance of the asset.
Asset Code For assets, depending on how your system is configured you need
to enter a unique asset code, or one will be generated for you.
4. Click OK to exit the dialog and return to the Delivery window. The Line Items tab will be
updated with this new information.
5.18.1 Printing Labels During Receipt

delivery from the warehouse, or prior to receipt or upon receipt of the delivery onsite.
To print labels while receiving items1:
1. Enter the number of labels to print for each item on the delivery, in the Label column:
2. When you click OK to leave the Receive dialog, the Send dialog opens.
3. Select a Printer and click OK to print the label(s) at the same time as you receive the
items on the delivery.
1The system parameter 'Print Labels' must be set to Delivery Receive or Delivery Receive, Stock Inventory to
visualise the Label column and allow printing of labels from the Receive window.
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CHAPTER 6 Finance
The AMOS Finance modules assist you in the preparation, issuing and monitoring of your
company's budget plans.
You can use the AMOS Vouchers window to register two types of vouchers: Invoices and Credit
Notes. Vouchers can be linked to procurement documents and their associated line items.
The Financial group also contains two registers: Bank and Currency Rate.
Figure 30 The Financial Group menu
6.1 Budgets
Before preparing and working with a budget, you must:
1. Register a Financial Model. See section 6.2.
2. Define a Financial Calendar and apply the Financial Model to the calendar. See section
6.2.
3. Define Budget Codes. See section 6.5.
6.2 Registering A Financial Year Model

A Financial Year is a period that organisations use to calculate annual financial statements.
Regulatory laws regarding accounting and taxation usually require such reports once every
twelve months but do not require that the period reported on constitutes a calendar year.
Financial years can vary between organisations and countries, and therefore different standards
- financial models - are adopted worldwide to relate the Calendar Year to the Financial Year.
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CHAPTER 6 Finance
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In the United States, the financial year begins on October 1 of the calendar year and ends on
September 30 of the following year: the Financial Year 2009 is from Oct. 1st 2008 to Sep. 30th
2009. You might have one financial model for the USA but another model for a country with
different financial year start and end dates.
The financial model details you enter in this register provide the information needed for AMOS
to create a financial calendar for you.
To register a financial model:
1. Go to Configuration > Common Setting > Financial > Financial Model.
3. Enter a Code and Description (Name) for the model.
You might have a model for a January to December Financial Year as well as a model for
an October to September Financial Year, for use in different countries:
4. Define the starting Day and Month on which the financial year to be based on this model
starts. In USA this would be 1 October.
5. Early Start - this checkbox relates the Financial Year to the Calendar Year.
If checked: the Financial Year Start Date will be calculated as the Day/Month of the Year
before the current Calendar Year. So, the 2009 Financial Year starts in 2008.
If unchecked: the Financial Year Start Date is calculated as the Day/Month of the current
Calendar Year. So, the 2009 Financial Year starts in 2009.
6. Save the model.
6.3 Defining A Financial Calendar

When you create a financial calendar you select the financial model AMOS should use to
automatically calculate the Start and End Dates for every quarter in your financial year.
Therefore, before defining a financial calendar ensure that you have an appropriate financial
model already registered. See section 6.2 for more about registering financial models.
To define a financial calendar:
1. Go to Financial > Financial Calendar.
2. If previous calendars exist you can create a new one but only one can be active at a time
for any given year. Click the New button on the Main toolbar.
3. The current Year will appear along with the starting status. You can change the year to
make calendars in advance for upcoming years.
4. Use the lookup button to select the correct financial Model from the Financial Model
register:
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CHAPTER 6 Finance
5. The Start and End dates will appear along with the model, and the Financial Calendar
periods will be automatically created for you in the right hand side of the window.
6. Save the calendar.
6.3.1 Activating Financial Calendars

When a calendar is for use in the current year, activate it using the Work Flow. You can also
activate Financial Calendars for upcoming years; however, there can be only one active
calendar at a time for any year, current or future.
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You have a budget for a period which extends over the end of one year and into the next year.
You require active financial calendars to cover the entire budget period, so you must activate
both the current calendar and the upcoming one as well.
To activate a calendar:
1. Select a calendar and click the Work Flow button on the Main toolbar.
2. Choose the appropriate action and click OK.
3. Save the Activated calendar. It is not possible to make any changes to an Active Financial
Calendar.
6.3.2 Closing A Financial Calendar

At the end of a financial year, close the calendar:
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1. Go to Financial > Financial Calendar.

2. Select the calendar to close.
4. Select the appropriate action and click OK.
5. The calendar will then become inactive and you can implement the next year's calendar.
6. Save your changes.
6.4 Budget Codes

Budget Codes are required to charge costs from various areas in the system to your budgets,
and must be defined before a budget can be prepared.
Budget codes identify different groupings for your costs and should be categorised according
to where you will use them:
l Flag 'External Maintenance Team' and/or 'Internal Maintenance Team' for any code
which will reference maintenance team costs on work orders.
l Flag 'Travel' for any code which will reference travel-related costs to charge on budgets.
l Flag 'Procurement' to make a budget available for costs on procurement documents.
If you do not flag any categories for a budget code, then by default that budget will be available
only in the Procurement module. Once you have flagged one or more categories, the budget
code is only available where flagged.
To register budget codes:
1. Go to Configuration > Common Setting > Financial > Budget Code.
3. Enter a Code and a Description.
4. Check Active to put the code into use.
5. Flag one or more categories.
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6. Save the code.
6.5 Preparing A New Budget

AMOS makes it easy for you to monitor costs in comparison to your yearly budgets. To prepare
a new budget:
1. Go to Financial > Budget .
If you select an existing budget the progress bar at the top will show how much so far
has been spent within the budget, and if any amount has gone over:
Click New to create a new Budget.

2. Define a budget period by entering a Start Date and End Date. These dates can be:
l any time within the current financial year, or
l create an overlap extending over the end of one financial year and into the next.
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3. Lookup a Budget Code. Users will assign costs to this budget by selecting its code.
4. Set a Budget Allocation. This defines the way the budget sum can be allocated and
spent on the budgeted items. See section 6.5.1 about how each of the three options
affects the budget.
5. You cannot save a budget until you create a revision. Open the Revisions tab and click
New on the toolbar to create a new draft revision.
6. Save the budget.
Carry on to the Revisions tab to add specifications, or projected costs.
6.5.1 Budget Sub-Periods And Specifications

The Budget window Revisions tab manages the automatic division of each Budget's period into
sub-periods of a calendar month each, with a certain budgeted amount for each, and the
amount of money allocated to the budget overall. It also keeps track of the revisions your
budgets go through during the approval process.
Specifications are the expected expenses for each sub-period: for example, Survey of ME Piston
No2, 20 000 EUR.
To set up budget sub-periods:
1. Open the Budget window and select the correct budget in the list.
2. Open the Revisions tab and if no draft revision is currently present, click New to add
one.
3. Open the Periods sub-tab. The sub-periods for the budget appear in a list in the middle
part of the tab, showing the Year, Month, and Amount for each one.
4. Select a month sub-period and click inside the Specifications section. Click the New
button on the Main toolbar.
5. Enter a Code, Description, and Amount for this Specification:
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Add as many as needed to each month.

6. As you work, the Specifications will be added together and the amount for each sub-
period and the total amount for the entire budget period will be calculated according to
the Budget Allocation model you defined in the Budget window General tab. There are
three options:
l Budgeted Amount
All individual specifications in every sub-period on a single Budget revision are sub-
totalled and then added together. The resulting sum is the total for the entire Budget
period. The Periods sub-tab would appear something like this:
l Evenly Allocated
All individual specifications in each sub-period on a single Budget revision are sub-
totalled and added together. The total sum is then distributed evenly over each sub-
period for the entire Budget period. The Periods sub-tab would appear something like
this:
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l As Specification
The individual specifications for each sub-period on a single Budget revision are added
together and sub-totalled. The sub-totals are shown for each sub- period and added
together for the entire Budget period. The Periods sub-tab would appear something like
this:
7. The Total Amount will appear in the Revisions tab General sub-tab. Save your work.
8. The Budget is now ready to be activated and put into use.
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6.5.2 Activating A New Budget

Depending on how Work Flow processes are configured you will likely have to Approve and
Issue a prepared budget before it can go into active use. Only one issued revision of a budget
can exist at a time. Currently active revisions will be rendered obsolete when a new revision is
issued.
NOTE: The following example is based on the standard pre-set Work Flow.
To activate and issue a budget:

1. Open the Budget window and select the Draft Budget to put into use.
2. Click the Work Flow button on the Main toolbar. Choose Approve and click OK.
3. Click Save.
4. Before users can access the budget and charge costs to it, it must be issued. Click the
Work Flow button.
5. Select the appropriate issuing action and click OK.
6. You return to the main window and the Budget now has the status Issued and is ready
for use. Any previously Issued revision that might exist is now Obsolete.
7. Save the window before exiting.
6.5.3 Creating A New Budget Revision

Active or issued budgets cannot be changed. If changes are needed - for example more
specifications must be added to a sub-period - a new revision has to be created first. A new
revision is editable from the revision date forward to the end date of the budget period.
E XA MP LE
The current budget revision is for January to December. You create a new revision in October.
The new revision will contain active sub-periods for October, November and December, while
cancelling the same sub-periods of the previous revision. You can then edit these three new
sub-periods but not the ones that have already gone by (January to September).
To create a new revision:

1. Select the currently active budget in the Revisions tab.
2. Click the New button on the toolbar. The selected budget revision will remain the same
and a new Draft Revision will be created with all the same information as in the previous
one.
3. Make changes to the new revision where needed. Only present and future sub-periods
can be changed.
4. Save the new revision and use the Work Flow to approve and activate it.
6.5.4 Budget Overview

The Budget window Overview tab is a read-only tab displaying the details of the selected
Budget.
Clicking any sub- period on the left side of the tab displays on the right a list of issued
procurement documents with items already charged to the budget for the sub-period. You can
see the total amount budgeted and the cost charged so far, above the list of sub-periods.
There are usually access restrictions on what users can see, alter or spend on any particular
budget.
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6.5.5 Generating Budgets Automatically

Once financial calendars and budget codes are defined you can automatically generate budgets
for multiple installations in two ways:
l By Financial Year - generate multiple budgets for one financial year. See section 6.5.5.1.
l By Budget Code - generate multiple budgets for one budget code, for a selected financial
year. See section 6.5.5.2.
6.5.5.1 Generating Budgets By Financial Year

Any financial year can contain a long list of budgets for different areas of an organisation.
Generate all the budgets necessary for a year, at multiple installations in one operation1.
E XA MP LE
Four budgets are required at two installations for the financial year 2012. You want to
generate all four budgets at once for both installations, and copy some information from the
same budgets for 2011.
1. Open the Financial Calendar window.

Select an active financial year in the list. In this example, 2012:
2. Open the Actions toolbar and click Generate Budgets. The Generate Budgets dialog
opens, containing a list of all active budget codes.
3. Flag the four codes to generate budgets for, for the year 2012:
1To bulk generate budgets users required access to 'Budget - Generate Budget' at Security > Group Access >
Function tab - Budget.
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4. Use the installations hierarchy on the right side to check the two installations where the
flagged budgets will be created.
If a budget already exists for the 2012 financial year for any of the code(s) at either of the
flagged installations, AMOS will not create another one.
5. You can copy all the figures for the selected budget codes from a previous financial year -
use the From Financial Year lookup to select a year:
Only active years are presented for selection.

6. Choose the information you want to copy from the 2011 budgets to the new budgets for
2012.
l Flag Include Budget Notes to copy any details in the Notes tabs on the budgets from
2011 to the new budgets.
l Include Specification Items is flagged by default. This means all specification items on
the 2011 budgets will be copied to the new budgets for 2012. This does not copy the
amounts on the items.
l To also copy the amounts on budget items, flag Include Budget Amount.
l If you select to include budget amounts, you can adjust the values: use the Adjust
Budget Amount to enter a + or - percentage value. AMOS will add this value
to/deduct this value from the budgeted amounts copied from the 2011 budgets.
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l If the base currency in use at an installation has recently been changed, you can
choose to Convert budgeted amounts to the new base currency as you copy them
over, or to include the amounts without converting. See section 6.6.3.3 about
generating new budgets after a change in base currency.
7. Click OK to leave the dialog. The budgets are created.
Open the Budget window at one of the flagged installations to see the new budgets generated
for 2012:
The new budgets have their start and end dates set according to the start and end dates on the
financial year you have created them for. The Work Flow status is set to the default initial status
for newly created budgets.
6.5.5.2 Generating Budgets By Budget Code

The same budget(s) are probably needed at most installations. You can bulk generate budgets
for a single budget code at multiple installations for more than one financial year1.
E XA MP LE
You have a current 'Lifeboats with Equipment' budget at the installation MV Africa for financial
year 2011. You want to generate the same budget again for the financial year 2012, not only at
MV Africa but also at MV Europe. You also want to copy some of the information from the
2011 budget to the 2012 budget at both installations.
1To bulk generate budgets users required access to 'Budget - Generate Budget' at Security > Group Access >
Function tab - Budget.
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1. Open the Budget window. Select the existing budget in the list:
2. Open the Actions toolbar and click Generate Budgets. The Generate Budgets dialog
opens, containing a list of all active financial calendars.
3. Flag the year(s) to generate this budget for:
4. Use the installations hierarchy on the right side to flag which installations the budget
should be created at.
If a 'Lifeboats with Equipment' budget already exists for the 2012 financial year at either
of the flagged installations, AMOS will not create another one there.
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5. Choose the information you want to copy from the selected existing budget to the new
budgets for 2012:
l Flag Include Budget Notes to copy any details in the Notes tabs on the budget from
2011 to the new budgets.
l Include Specification Items is flagged by default. This means all specification items on
the 2011 budget will be copied to the new budgets for 2012. This does not copy the
amounts on the items.
l To also copy the amounts on budget items, flag Include Budget Amount.
l If you select to include budget amounts, you can adjust the values by a percentage:
use the Adjust Budget Amount to enter a + or - percentage value. AMOS will add
this value to/deduct this value from the budgeted amounts copied from the 2011
budget.
l If the base currency in use at an installation has recently been changed, you can
choose to Convert budgeted amounts to the new base currency as you copy them
over, or to include the amounts without converting. See section 6.6.3.3 about
generating new budgets after a change in base currency.
6. Click OK to leave the dialog. The budgets are created.
Open the Budget window at one of the flagged installations to see the new 'Lifeboats with
Equipment' budget generated for 2012:
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The new budgets have their start and end dates set according to the start and end dates on the
financial year you have created them for. The Work Flow status is set to the default initial status
for newly created budgets.
6.5.6 Budgets And Procurement Documents

If your AMOS license includes the Procurement Module as well as Budget, you will have access
to budgeting capabilities within the Procurement Document windows. This way you can charge
all your procurement costs to the various budgets you've created and AMOS will track your
expenses, preventing costs outside the budget and allowing approved costs.
For detailed information about creating and managing Procurement Documents using AMOS,
see Chapter 5 in this User Guide.
When you create a procurement document, you can at any stage assign it a Budget Code.
budget codes link the procurement line items to a predefined budget, for example a Purchasing
Budget. You can also enter a Budget Date - the date a cost is charged to the selected budget,
regardless of whether or not it is already paid. Any budget codes or dates entered at line item
level or within the procurement document's Additional Cost tab will override information
entered on the General tab. If no budget information is entered for line items or additional
costs, then AMOS will revert to the information entered on the General tab for the overall form.
Information related to procurement documents will appear in the Budget window Overview
tab.
6.6 Multiple Base Currencies

Your 'base currency' is the currency used by default whenever a user creates a new record
where costs will be assigned and tracked on budgets. One base currency can be used company-
wide, or the base currency can differ from one installation to another.
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E XA MP LE
A company owns several vessels and manages their finances in US Dollars. Later, the same
company takes some new vessels from another company into management, and wants to
manage these vessels in Euros.
6.6.1 Defining Currency Codes And Rates

The Financial > Currency Rate window always shows you the 'root' base currency, regardless of
which installation you are at:
This is the 'master' base currency, against which all other currency rates are defined.
At Configuration > System Parameter > General > the parameter 'Base Currency Code' shows
the base currency in use at the root1 and at each installation:
To change the base currency at any one of the installations, change the parameter setting:
Save and exit the window. Return to the Currency Rate register and create a new rate for this
currency with a new Valid From Date:
1Changing the root base currency after it is already in use, is not supported.
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Save and exit the register.
6.6.2 Base Currencies And Approval Limits

A change in currency affects approval limits. Go to Configuration > Common Setting
> Procurement > Approval Limits:
When you define a set of approval limits, specify the currency for each one:
AMOS will calculate each approval limit amount in the current installation's own base currency,
as of the active rate:
Save and exit the register. These approval limits can be applied against company positions/type
as usual. When a user approves an amount (i.e. on a purchase order), AMOS will compare that
amount converted to the user's approval limit currency, with the user's defined approval limit
value and allow or deny approval accordingly.
6.6.3 Base Currencies And Budgeting

When the base currency at an installation is changed to another currency, existing budgets and
the values on them can be converted to the new currency. See section 6.6.3.1.
You may need to recalculate the committed and paid values on converted budgets from time
to time. See section 6.6.3.2.
Newly generated/created budgets will automatically take the installation's base currency.
However, if you opt to include budgeted amounts during budget generation, you need to
decide whether to convert these amounts or not. See section 6.6.3.3.
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E XA MP LE
M/V Africa has recently been moved under the European office management and so its base
currency has changed from USD to EUR. All open budgets for the current financial year need
to be converted to EUR and the amounts recalculated. Some new budgets need to be
generated as well. It's mid-financial year and you do not want to wait til the next year to start
new budgets with the new base currency.
6.6.3.1 Converting Existing Budgets After Changing Base Currency

The relevant currency code appears on each budget. Budgets created prior to changing the
installation's base currency show the previous base currency. To change the budget currency
to the new base currency for one or more budgets:
1. Open the Financial > Budget window at the installation with the changed currency.
2. Select one or flag multiple budgets to convert1.
3. Open the Actions toolbar and click the Convert to Base button:
4. You probably have more than one currency rate registered for the base currency you are
converting to. AMOS picks the rate to use according to the date you choose here - do
you want to convert the budget(s) as of the budget Start Date or End Date?
l Started Date. The rate that is/was valid as of the budget's starting date.
l End Date/Current Date. If the budget's end date is in the future, AMOS takes the rate
that is valid on the current date.
If the budget's end date is in the past, AMOS takes the rate that was valid on the actual
end date.
5. Click OK. AMOS resets the budget(s)'s currency to the installation's newly defined base
currency.
AMOS also converts the budgeted amount and values to the new currency.
6. Save the window.
6.6.3.2 Recalculating Budget Amounts

With different currencies and currency rates in use, you may need to recalculate committed
and paid amounts registered on budgets from time to time:
1All selected budgets must have a currency other than the new base currency.
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l when you add or update currency rates; or,

l if there is any discrepancy between actual costs and the amounts registered against a
particular budget.
To recalculate budget amounts:
1. Go to Financial > Budget.
2. Select one or more budgets to recalculate.
3. Open the Actions toolbar and click the Recalculate Budget button:
4. AMOS recalculates all values according to the applicable currency rate.

When the task is complete you can opt to see the modified budgets listed in the Budget
window.
5. Save the window.
6.6.3.3 Generating New Budgets After Changing Base Currency

After changing the base currency at an installation, when you generate budgets for the next
upcoming year or for a code, the newly created budgets will automatically take the new base
currency.
If you opt to include the budget amounts on specifications from the previous budget, you can
choose to convert these amounts to the new base currency as you copy them over, or to
include the amounts without converting.
E XA MP LE
You are generating a new budget for the next year, at MV Africa. The previous budget you are
copying from contains a specification for 1000 USD and you select to include this amount and
to convert it. AMOS generates the new budget with MV Africa's base currency code, EUR.
AMOS also includes the budget specification and converts the amount 1000 USD to 721.24
EUR, rounding it down to 721.00 EUR.
If you select to include the budget specification amount without converting it, AMOS will copy
1000 USD to the newly generated budget as 1000 EUR.
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The currency rate used for the conversion is the one valid for the start date on the new budget.
If its starting date is prior to today, AMOS uses that date's conversion rate. If the starting date
is today or a future date, AMOS uses today's rate.
See section 6.5.5 for more about generating budgets automatically.
6.7 Vouchers
The AMOS Vouchers window allows you to register two types of vouchers: Invoices and Credit
Notes. Vouchers can be linked to procurement documents and their associated line items. In
the case of invoices, they can be checked against the goods ordered and/or received. Vouchers
linked to procurement documents which are already assigned to a budget will also cause a
Spent transaction to appear on the linked budget for all related line item costs and additional
costs.
It is possible to register items from more than one procurement document against one invoice:
an invoice received for two items on Purchase Order X and three items on Purchase Order Y can
be registered as one invoice with two purchase orders linked to it.
Vouchers can also be entered without a link to a Procurement Document. These voucher
details are listed in the Specification tab. This kind of entry must contain the total amount and
be linked to a budget code. The total amount of the voucher will appear on the linked budget
as a Spent budget transaction.
6.7.1 Registering A Voucher

Upon receipt of a Voucher register it as follows:
1. Go to Financial > Voucher. Click New on the filter.
NOTE: You can also access the Voucher window from the Procurement Document
window: open the Invoicing tab for a form and double-click an existing voucher record
to go straight to the Voucher window. If no voucher is listed in the tab, clicking the
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New button on the Main toolbar will open the Work Flow dialog described in step 2.
The new voucher will automatically be linked to the form selected in the Procurement
Document window.
2. A Work Flow dialog will appear. Choose whether to create a Credit Note or an Invoice,
and click OK. The window opens.
3. Enter a Voucher Number and a Description (Name).
4. Use the lookup to enter the Category to which the voucher belongs.
5. Most of the Cost Details area will be filled in for you if you link a procurement document
to the voucher. However, you can enter any amounts that are Not Specified on the
voucher. In the case that the voucher is not linked to any document you should enter
the Not Specified amount here as well as a Net Amount. Regardless of whether the
voucher belongs to a procurement document or not, you can enter a VAT Amount here
and select a Currency.
6. Save the voucher. If linked to a Procurement Document it will be listed now in the
Invoicing tab of the Procurement Documents window.
6.7.1.1 Linking A Procurement Document To A Voucher
NOTE: If you opened the Voucher window from the Procurement Document window, the
voucher will already be linked to the selected procurement document.
If a voucher is for a specific procurement document, link that document to the voucher:
1. Open the Additional Info tab.
2. Click inside the Procurement Document area and then click New on the Main toolbar.
3. Use the lookup to find the Procurement Document the voucher is for. If the
procurement document has budget information linked, it will appear here too. Costs for
the items contained on the procurement document will be charged against the budget
code(s) specified on the form or the line items themselves.
4. In the Voucher Additional Info area lookup the company the voucher is from and any
applicable Payment Terms and Corresponding Invoices.
Figure 31 Vouchers, Additional Info tab

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6.7.1.2 Voucher Specifications

The Voucher window specification tab contains a breakdown of the line items for a voucher.
The values entered in this tab will appear automatically on the General tab in the Cost Details
section. The totals are calculated for you.
To enter specification values select a voucher and open the Specification tab:
1. If a procurement document is already linked to the selected voucher the list of line items
from that document will appear in the Specification tab automatically:
2. To register an item against the voucher which is not on the procurement document click
the New button and add the item manually:
3. Likewise, if the voucher is not linked to a procurement document and so no items are
listed, add all specification items on the voucher manually.
4. Items added directly to the Specification tab are voucher-specific: that is, they are not
linked from a Procurement Document. When you add a voucher-specific line item to this
tab, enter a Budget Code to charge these items against.
You can enter an individual code for each item (at the far right of the tab):
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Or enter one code for all specification items together (at the top of the tab). That code
will apply to any specification items to which you did not assign a budget code to
individually:
If you do not enter budget codes for these items AMOS will prompt you to enter them
before allowing you to process the voucher using the Work Flow.
Line items and additional costs which are linked from a Procurement Document will
inherit and be charged against any budget code specified on the Procurement
Document or Line Item itself:
5. Enter the Quantity and Price for each item as listed on the voucher. AMOS will calculate
the Total amount accordingly.
Or, enter the quantity and the total cost listed on the voucher for each item. AMOS will
calculate the Price.
6. You can also adjust the currency on items inherited from a procurement document.
7. If the voucher is linked to a procurement document the columns Purchased, Delivered
and Received will contain the amounts from the document and the delivery. This lets
you compare the amounts received with the amounts ordered and to be paid for.
8. The values entered in the Specification tab will appear automatically on the General tab
in the Cost Details area. The totals will be calculated for you.
9. Save your voucher. If linked to a Procurement Document it will be listed now in the
Invoicing tab of the Procurement Documents window.
6.7.2 Filling A Voucher

When a Procurement Document is attached to a voucher the Fill Voucher button on the
Actions toolbar becomes available. Clicking this button opens a new dialog where you can fill
out the specifications - Quantity, Currency and Price columns - for the voucher all at once
rather than item by item.
Set the Quantity
l Set Quantity to (Delivered - Invoiced) - set the voucher Quantity column to the
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Delivered quantity minus any quantity already invoiced.

l Set Quantity to (Procured - Invoiced) - set the voucher Quantity column to the
Procured quantity minus any quantity already invoiced.
Set the Price
l Retrieve price from Procurement Document Line Item - use the values from the line
item on the Procurement Document to fill in the Currency and Price columns.
l Retrieve cost from Additional Cost - add the forecasted cost on the Procurement
Document Additional Cost tab to the amount in the Price column.
When you are finished click OK to return to the main window and Save your changes.
6.7.3 Vouchers And Work Flow

When your system is configured to use the standard Work Flow, a newly created voucher will
have the status Registered. You can use the Work Flow to both Approve and Reject vouchers.
Vouchers should be approved before paying.
The Work Flow can be configured to allow the registration of vouchers of both transaction
types payable and receivable. This lets you track incoming and outgoing financial
commitments. If it is an out-going voucher:
1. Click inside the Voucher To area on the Additional Info tab.
3. Use the Type drop-down list to select whether it is going to an Address or an Installation,
and the lookup to enter the details of the Address and the Name.
6.7.4 Vouchers And Procurement Documents

The Procurement Documents window contains a tab called Invoicing. When you create a
voucher in the Vouchers window and link it to a Procurement Document, it will appear in the
Invoicing tab for that document. You can set Payment Terms and the Invoice Address for the
selected voucher in the Invoicing tab.
6.8 Financial Registers

The Financial group also contains two registers: Bank and Currency Rate.
6.9.1 Bank Register

The Bank register is for maintaining a list of Banks and their associated branches together with
addresses and contact details. To create remittances and actually make the transfers, you need
to keep a register of the banks you use to handle payments.
To register a bank:
1. Click in the left side of the window and then click New on the toolbar.
3. With the correct bank selected on the left, click in the right side of the window and then
click New again.
4. Enter a Code and Description in the Branches list. Use the lookup to select the Address
for this branch.
To make an address available for selection here it must already be saved in the register
at Common > Address, with its Class set to Bank.
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5. Enter the Swift Code for each branch.

6. Add as many branches as required. Flag one of the branches as the Main one.
7. Save the bank entry.
Once listed here, bank branches and accounts can be defined for:
l Employees, in the Employee window
l Employee family members, in the Employee window
l Operators, Unions, Agents, Companies, etc., in the Address register
6.10.1 Currency Rate Register

The Currency Rate register is for entering new and updated information about currencies as
changes occur. The register always shows you the 'root' base currency, regardless of which
installation you are at:
This is the 'master' base currency, against which all other currency rates are defined.
To update an existing currency rate:
2. Create a new entry for the same rate each time you update it. This preserves the
historical information belonging to the already existing rate.
When you create a new record for an already existing currency rate, the old rate is replaced in
the register by the newer one when you save the information.
Read about defining different base currencies at selected installations, in section 6.6.
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CHAPTER 7 Common Registers
The Common Group in the Explorer Bar is a group of registers that contain the general
information which appears in the lookup lists in most windows of the application across all
modules. A register is a list of related information that is entered into a database. The
information can be for example a list of the ports your organisation uses, the currencies you
use, necessary addresses, etc. These registers will be populated by the system administrator. It
is unlikely that you will need to change the information they contain. If, however, information is
missing from a register that is required somewhere else (for instance, a currency rate must be
updated) contact your system administrator.
Also included in the Common group are several license activated functions. If you have
purchased the necessary licenses these will be visible in your Explorer Bar.
The Registers in the Common Group are:
Library Port/City
Location Airport
Address External Resource
Agent Union
Courier
Available according to your license are:
Event Change Request
Mail Handling Port Call
Minute of Meeting
NOTE: Module-specific registers (i.e. the Activity, Rank, registers for Staff Management; Cause
and Class for Maintenance, etc.) are contained in the window at Configuration > Common
Setting and are covered in the AMOS Configuration and Administration Guide.
7.1 Adding Information To A Register

The procedure for adding to the registers is similar for the majority of the registers although
some are more complicated than others. To add a record to the register:
1. While the appropriate register is open, click the New button in the toolbar. A new line or
set of blank fields appears in the list of data already contained in the register.
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2. Enter the necessary information into the appropriate fields and select information from
drop-down lists and lookup lists where applicable.
NOTE: Information in drop-down lists is taken from other registers so you may need to
add data to these other registers before you can complete the register you are
currently working on.
3. Click the Save button.
7.2 Deleting Information From A Register

The procedure for deleting information from the registers is the same for each one.
1. Open the required register and click on the line in the list that you wish to delete.
2. Click the Delete button in the toolbar. A question box appears asking you to confirm the
deletion.
3. Click Yes to confirm the deletion or No to cancel it.
4. Click Save. If the data you have deleted is used in another register you cannot save the
changes.
7.3 Location Register

Use the Location register to define codes and names for the physical locations at your
installations. Locations are arranged in a hierarchy to reflect your actual structure.
l To add a new root location click on an installation icon and then click New on the
toolbar.
l To add a sub-location select the correct parent location folder and then click New.
Enter a Code and Description. Any Stock , Functions and Assets which are linked to these
locations will be listed in the read-only tabs in this register.
7.3.1 Printing Labels For Locations

registered locations will require a label to be printed.
Label printing capabilities from the Location window are access controlled:
Security > Group Access > Function tab > Material > 'Location – Print Labels'
To print labels from the Location window:
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1. Select a location in the hierarchy which has some stock stored at it:
3. A Send dialog opens. In the Send Details tab select a Printer:
4. Open the Additional Options tab:
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l Select 1 to print one label for the entire quantity of each stock item at the location,
regardless of how many pieces of each item are actually in stock.
l Select Quantity in Stock to print one label for each piece of every stocked item.
5. Click OK to print.
7.4 Address Register

The Addresses register is for storing information about all the companies, groups and
individuals connected to your organisation. Because the Address register is Work Flow driven it
is flexible and you can change the statuses for the addresses as necessary - for example, as they
go in and out of use. Information you can provide about each address in the General tab is
described below.
Groups and Categories
You can Group the addresses and Categorise them: for example, categorise addresses by
classification society.
To group and categorise the addresses, the groups and categories must already be defined in
Configuration > Common Settings > Address > Category/Group.
Address Classes
You can also define one or more Classes for each Address record - for example one address
could be both a Supplier and a Manufacturer and therefore belongs to two classes. The
number of classes you can define depends on the setting of the parameter 'Classes per
Address'. Setting classes helps AMOS to filter the selection lists that appear with lookup
buttons throughout the system. Every address must have at least one class assigned to be
available in the correct filters/windows. To add a new class:
1. Click in the Class area on the General tab.
2. Click New on the toolbar. You will get a drop- down list where you can select the
appropriate Class.
Default Procurement Terms
If your AMOS system license includes the Procurement module, you will see a section called
Default Procurement Terms. If you are registering a supplier's address, use these fields to
define that supplier's Payment Terms and Delivery Terms. The defaults you set here will then
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appear in Procurement Documents when the selected Supplier is linked to a form. The list of
default terms must already be entered in the Procurement registers at Configuration >
Common Settings > Procurement.
Country and Currency
When you select a Country for a new address you are adding, if a currency code is already
defined in the Countries register it will appear in the Currency Code field. You can select
another currency if required. The Currency Code set here will then accompany the address
when it is used for example, for a Supplier on a Procurement Document.
Quality Assurance
Using the lookup on the QA Grading field, you can select a Quality Assurance Grade for the
selected address. QA Grades are defined when your company assesses the performance of the
vendors you procure goods and services from. The resulting QA Grades can be displayed in this
field for the selected vendor. It is possible that the assessment could result in a vendor being
blacklisted, meaning that nothing will be purchased from them. QA Grades must be listed in the
register at Configuration > Common Settings > Address > QA Grading to be available for
selection here.
7.4.1 Address - Product/Service Types

In the case that an address belongs to a supplier, maker or manufacturer for example, you can
maintain a list of available products and services linked to the address. This is done in the
Product/Service Type tab:
1. Select an address in the list part of the window. Open the Product/Service Type tab.
2. Click the New button inside the Product/Service Type tab and then use the lookup to
select the item or service this supplier can provide.
3. Click the New button again to add as many items as required.
To use this feature, Product and Service Types must first be defined in the register at
Configuration > Common Setting > Address > Product Type. For more on this register refer to
the AMOS Business Suite Configuration and Administration Guide.
7.4.2 Address - Contacts

You can define multiple Contact people for any given address in the Address register Contacts
tab. To add a new contact:
1. Select the address in the register list and open the Contacts tab.
2. Click inside the left part of the screen, and click the New button on the Main toolbar.
3. Fill out the details on the left side and they will appear in the list to the right.
4. Click inside the left part again and click New to empty the fields and add another
contact.
5. For each contact person, specify the preferred method of communication from the
Comm. Method drop-down list: E-mail, Print, Fax or Portal.
6. To define one of these people as the main contact, check the Is Main checkbox. You
cannot check this box for more than one contact, and the selected one will appear on
the General tab. The Main contact is the default for all automatic communications with
this address, such as emails.
7. Users can issue emails and faxes to any of these addresses/contacts, via the Send dialog.
The Send dialog is opened by clicking the Print button in various windows: the user can
then select an Output Format and a recipient. The relevant fax numbers or email
addresses will then be available for selection from lookup lists.
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Procurement Documents can be sent to external recipients using the Work Flow which
also opens the Send dialog. In this case, the Main contact and the preferred method of
communication for the Supplier address on the procurement document will appear by
default in the Send dialog along with the relevant email address or fax number.
8. Check the Is Active checkbox for every contact in your list that is currently in use. If this
checkbox is not marked or the check is removed, that contact will not be selectable for
use with this address. However, the details will still be stored and the record is not
deleted.
9. Save the window.
NOTE: To send faxes, AMOS Mail must be installed. Portal output is only available if your
system license includes e-Business. AMOS e-Business is discussed in the AMOS Configuration
and Administration Guide.
7.4.3 Address - Assigning Portals

The AMOS e-Business Partner solution allows users to send procurement documents such as
Requests for Quote and Purchase Orders electronically, directly to suppliers by sending the
form to a portal using a third party portal provider - an e-Business Partner, such as ShipServ.
Forms are sent to portals via the Work Flow. Choosing the Work Flow action linked to the
system action Print, in either the Quotation window or the Procurement Document window
causes the Send dialog to appear, with the supplier address and portal specified, if:
l there is a default Portal assigned to the address on the form, and
l the Main contact person on that address has their Preferred Method of communication
set to Portal.
For each of the suppliers you will exchange procurement data with using e-Business, you need
to connect the supplier record in your system to the portal by listing the available portals in the
Address register:
1. Go to Common > Address. Use the filter to search for an address that already exists, or
click OK to go straight to the window.
2. Select a supplier address and open the Portals tab. Click the New button on the Main
toolbar to add a new line.
Figure 32 Address register, Portals tab

3. Use the lookup button to select a Portal Type.
4. Enter a Portal ID - this is the membership identification number issued by the portal
provider to indicate where they transaction request comes from.
5. Mark the Portal as Default. Then, open the Contacts tab.
6. Select the Main contact. Set this person's preferred Comm. Method to Portal. The
portal you marked as default above will be used automatically with this contact person
as the default output device for any communications with this address.
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Figure 33 Setting a Main Contact and Comm. Method

7. Save the record.
7.4.4 Address - Banks

Vessel owners, operators, manning agencies and other addresses in this register will have bank
accounts and details for paying out employee salaries and other contributions. List the bank
accounts for any selected company address in the Bank tab: use the lookup button to select a
Branch and fill in the Account Number and Name.
Agents and companies who are responsible for paying out wages need bank accounts to pay
remittances. If you enter more than one bank account against an agent or company address,
flag one as Default : the default account is proposed automatically by the system, when
remittances are created for payments which are to be paid by this agent or company1.
7.4.5 Address - Fees

Register fees against travel agent address entries. The Fees tab is only available for addresses
with class 'Travel Agent'.
1. Filter for travel agent addresses:
2. Select an address. Make sure that the Class on the General tab is set to 'Travel Agent':
1The agent or company pays remittances to employees whose payroll contract specifies this agent/company as the
'Paying Company'.
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3. Open the Fees tab and click New on the Actions toolbar.
4. Lookup one of the travel agent-related costs:
5. Flag 'Display by Default' to include the cost whenever this travel agent is selected on a
travel request. If you have multiple entries, you can define the Sort Order they should
appear in.
The travel agent's currency as defined on the Address window General tab1 is supplied.
Add the cost as a percentage or an amount:
6. Save and exit the register.
7.4.6 Printing Address Labels

locations such as a certain shelf in a warehouse. Labels can also be printed for addresses listed
in the Address register as well. Standard label templates are included ready-to-use with AMOS
and can be modified.
Label printing capabilities from the Address window are access controlled:
Security > Group Access > Function tab > Framework > 'Address – Print Labels'
To print address labels:
1. Select an address in the window. Or select multiple addresses by flagging the checkboxes
next to the ones you want to print labels for.
3. A Send dialog opens. Select a Printer.
4. Click OK to print.
1If no currency is defined on the address record, AMOS will prompt you for one.
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7.5 Agent Register

The Agent register is for maintaining a list of ships' Agents that your organisation deals with in
every port. For each agent you keep a record of all contact details and can add external files
(such as a copy of your contract arrangements, etc.) and detailed notes.
For each Agent fill in the General tab details and then use the Contact tab to list each person
you deal with at that agency. Remember to flag contacts who are in use as Active. Only one can
be flagged as the Main contact. This person's details will appear on the General tab of the
register. The main contact's Communication Method will appear on the General tab in the
Output Format field. The preferred method of communication as specified here will appear by
default along with the relevant email address, fax number or portal when a user selects this
agent to communicate with.
Open the Ports tab and click New on the toolbar to register a list of any ports this agent
handles. The Agent will then be cross-listed in the Port/City register on the Agent tab for every
relevant port.
The Agent register is Work Flow driven and you can change the status of each record as
necessary.
7.6 Courier Register

The Courier register is for maintaining a list of the couriers that your organisation uses. The
information entered here will be available in the Mail Handling window. For each courier, this
register contains a list of all the contact details necessary to use the courier.
For each Courier fill in the contact details and specify the Preferred Communication Method
from the Output Format drop-down list: E-mail, Print, Fax or Portal. The preferred method of
communication as specified here will appear by default along with the relevant email address,
fax number or portal, when a user selects this courier to communicate with.
The Courier register is Work Flow driven and you can change the status of each record as
necessary.
7.7 Port/City Register

The Port/City register contains a list of the ports and cities that your company vessels visit.
The General tab contains such details as the name and code of each port or city, its exact
location and country, and also sections for any necessary remarks or notes applicable to the
selected port/city. It is important to check the appropriate checkbox - Is Port or Is City, or both
checkboxes, as applicable.
Open the Agent tab and click New on the toolbar to register a list of any agents who handle
work in this port. Any port you list an agent for will then be cross-listed in the Agent register on
the Ports tab.
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7.7.1 Port/City - Airports

To enter an airport in the Port/City register Airports tab, you first must set up the Airport
register. See section 7.8.
Open the Port/City register Airports tab and ensure that the correct Port/City is selected in the
list part in the bottom of the window. To add a new airport to the list for the Port/City, click the
New button on the Main toolbar. Use the lookup button to select an airport from the Airport
Register. If it is the main airport you will use in that Port/City, check the Is Main checkbox.
7.7.2 Port/City - Master's Notes

The Port/City register Master's Notes tab allows vessel masters to add notes regarding the
selected Port/City for other masters to read. To enter notes:
1. Ensure the correct Port/City is selected. Open the Master's Notes tab.
3. Enter a subject for the note in the Description field.
4. Enter the notes in the Notes area.
5. Check the Broadcast checkbox to automatically distribute the notes from your office
database to all your vessels.
6. Click Save.
7.8 Airport Register

The Airport register is for maintaining a list of the airports that your organisation uses. You can
enter detailed information about each airport as needed. This information is used in the Staff
Management windows and in the Port/City register.
7.9 External Resource Register

Various tasks can be assigned to external resources as well as internal resources (your own
employees). External individuals should be registered here.
To register an external resource:
1. Click New and enter a Code and Description on the left side of the register for the
position, not the person - for example, DNV Class Surveyor.
2. Click in the right side of the window and then click New again.
3. Lookup the Address and information for the company or manning agent that the
resource belongs to.
4. Save the entry. You can enter multiple address records as needed for every external
resource position you define on the left side.
Defining Rates on External Resources
When maintenance team budgeting is in use, you can track the cost of external resources while
reporting on work orders. To do so, define rates of pay for each resource:
1. Select or add a resource on the left side of the window.
2. Click in the Name field and remote open1 the Address window.
Window Activation'.
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3. Open the Rates tab. Click New on the toolbar.

4. Lookup and define rates and Save the register.
7.10 Union Register

The Union register is for maintaining a list of Unions and their associated offices together with
addresses and contact details. When a crew member is employed through a union, all
communication between the employer and employee goes through the union office the crew
member is enlisted from.
To register a union:
1. Click in the left side of the window and then click New on the toolbar.
3. With the correct union selected, click in the right side of the window and then click New
again.
4. Enter a Code and Description in the Offices list. Use the lookup to select the Address for
this office.
To make an address available for selection here it must already be saved in the register
at Common > Address, with its Class set to Union.
5. Add as many offices as required. Flag one of the offices as the Main one.
6. Save the union.
Once listed here, the union(s) an employee belongs to can be assigned to each individual in the
Employee window.
7.11 Planned Event

Use the Planned Event window to keep a register of recurring events - instances of Trigger
Events such as Arrival - which occur persistently again and again. Relevant activities can be
linked to these events and when triggered they will cause the creation of maintenance or
quality work orders, inspections, audits or deliveries, as appropriate.
To create a Planned Event:
1. Register the recurring trigger event in the Configuration > Common Setting > Trigger
Events register and check the Is Planned box next to it. See section 7.11.1.
2. Register the repeating instances of the event in your system as individual events
available for planning. This is done in the Planned Event window. See section 7.11.2.
3. Link all the activities which should occur during a planned event to the record created in
the Planned Event window. This is done in the Planner window or in the window the
activity originates in (i.e. an activity might be an inspection, and so it originates in the
Inspection window). See section 7.11.3.
The new planned event will be triggered automatically upon saving and work orders will be
generated.
7.11.1 Register The Recurring Trigger Event

To register a trigger event:
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1. Go to Configuration > Common Setting > Common > Trigger Events.

2. If your event is not already there, add it: click the New button on the toolbar. Enter the
event name.
3. Check the Is Planned checkbox next to the new entry - or any other entry which you
want to handle as a planned event:
4. Save and exit the register.
7.11.2 Register The Planned Event

Go to Common > Event to register your Planned Event triggers:
1. Click Newon the toolbar.
2. Use the Event lookup to select a Trigger Event defined as a Planned Event. For example,
the Trigger Event 'Arrival' is a recurring event that happens over and over.
3. Enter a name in the Description field for this particular instance of the event Arrival - i.e.
Arrival Miami.
4. Select the Port the event will take place at.
5. Set up a schedule with the Planned Start date and Estimated Duration of the event.
These dates can be adjusted in the Planner window.
After the event takes place you can update the schedule area with the actual Started and
Finished dates and times.
6. Once you have defined an instance of a Planned Event, link all the activities which should
take place during it. Activities include Work Orders to be carried out, Procurement
Deliveries, and Inspections or Audits to be performed. See section 7.11.3 about linking
activities.
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7. Save the event. AMOS will automatically trigger the planned event and generate work
orders for any work instructions associated with the selected trigger in the Trigger Events
register:
l If active work orders already exist you will be given the option to create new ones, or
not. The work orders will be listed in the Activities tab of this window.
l The Planned Event will also appear in the Planner window along with the generated work
orders.
NOTE: If you delete a Planned Event the activities linked to it will be disconnected but keep
the same due dates.
7.11.3 Linking Activities To Planned Events

The Planned Event window Activities tab is a read-only record of all the activities scheduled to
take place during an event. The information listed here is taken from the Planner window
and/or the activity's own window (Inspections, Deliveries etc).
E XA MP LE
An Inspection is scheduled as an activity to take place in port during the event 'Arrival Miami'.
The details of the inspection appear in this tab. You can remote open1 the Inspection window
from any inspection line.
Work orders for maintenance or quality work instructions linked to the trigger will be generated
automatically when you save a planned event; deliveries, inspections and audits have to be
linked manually. You can also add further work orders if appropriate. There are two ways to
add activities:
Add Activities From Inside Other Windows
The Maintenance/Quality Work Order, Delivery, Inspection, and Audit windows all contain a
lookup called Planned Event. Use this lookup to assign the selected record in any of these
windows, to a planned event. The activity's due date will change to match the start date of the
Planned Event:
Window Activation'.
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Upon saving the activity is linked to the event and will appear in the Activities tab of the
Planned Event window and on the chart in the Planner.
When you link a work order to a planned event the work order's due date becomes the date
the planned event will take place on, and the work order is locked so that its dates cannot be
changed.
Drag an Already-Defined Activity Onto an Event in the Planner
The Planner will display Planned Events in the chart, with defined Activities listed on the left
side. Dragging the bar that represents an activity onto an event will reset the planned dates for
that activity to match those of the event. You can drag an activity off of an event to remove it.
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Remember that events/activities which have been started or finished cannot be moved.
You can also change the date of a Planned Event itself. This will also move all linked activities.
Your changes will be reflected in the Activities tab of the Planned Event window and in the
Activity's own window. Holding the CTRL key and double-clicking on an activity bar in the chart
will open the activity's window.
7.12 Mail Handling

The mail handling function allows the tracking of any mail - packages, letters, memos, etc. sent
to and from vessels. This module provides vessel captains with an overview of what to expect
to receive during port of calls, and changes of itinerary.
The mail operates in three scenarios:
l The office can gather mail received for a particular vessel and regularly send it to a ships
agent for delivery on board.
l The office can gather mail but send it with personnel due to visit the vessel, or joining
crew members.
l The vessel can prepare mail packages containing documents such as end of voyage
reports, end of month reports etc. and send it to the office.
7.12.1 Preparing And Sending Mail

Your office and vessels can prepare packages to send back and forth. The designated person
can gather together any letters, documents etc. that must be sent on a regular basis and send
them to the ship or office for distribution. Each time this is done, the sender should record it in
the mail handling window so the mail can be tracked and properly delivered.
To create a record for a new shipping:
1. Open the window at Common > Mail Handling.
2. Click the New button in the filter. The mail handling window opens with a list of existing
records at the bottom and blank fields at the top for the details of the new registration.
The mail content can be updated several times with the status Draft.
4. Open the Cost tab to record details about the cost of the mail - the date, the expected
cost, and, after payment is made, the actual cost.
7.12.2 Changing The Status Of The Mail

As the mail progresses through the stages of the Work Flowchange the status accordingly. The
actions available in the Work Flow window depend on the current status of the selected mail.
When the mail is finalised and sent, change the status to Sent:
1. Select the mail that has been sent. Ensure that it has been saved.
2. In the Main toolbar, click the Work Flow button. The Work Flow window opens.
3. There are two actions available:
l Cancel - change to status Cancelled, if the mail has for some reason not been sent. The
record will remain in the list.
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l Send - change to status Sent. If the mail has been sent out, then choose action Send to
reset the status to Sent.
4. When you click OK you will return to the Mail Handling window. The status of the mail
record will have changed according to the action you applied to it. If the mail now has
status sent, then today's date and your UserID appear automatically in the Sent field
under Flow Milestones.
When your vessel or office receives the mail, update the the status of the Work Flow in the
same way, to Received and Filed. At this time you can also add comments into the Remarks
field.
7.13 Minutes Of Meeting

Meetings are a common part of any organisation. Keeping a record of these meetings is vital to
ensure formal evidence of any issues raised and decisions made at a particular meeting. The
Minute of Meeting (MoM) function allows you to schedule meetings as necessary, create a list
of attendees, and notify these participants of the pending meeting, date, time and subject.
After the meeting, you can use MoM to note the attendance of participants, record minutes,
and maintain a historical archive. Minute of Meeting is Work Flow driven.
7.13.1 Scheduling A Meeting

1. Go to Common > Minute of Meeting. Click New on the filter.
3. Save your information as you go. It will appear in the list in the bottom of the window as
a new record.
7.13.2 Creating A List Of Participants

When you schedule a meeting, the next step is to create a list of the employees who you want
to attend the meeting. After creating the list, you can send notifications to the selected
participants. To create a list of meeting participants:
1. In the right hand side of the screen is a blank area with column headers. Place the cursor
here and click.
2. In the Main toolbar, click the New button. A row of empty fields will appear under the
column headers.
3. Click the lookup button to select a participant by Company Position. The name of the
person who covers the position you choose will appear in the data fields.
4. Save the information. Repeat these steps until you have finished adding employees to
the list. To delete an employee, select the line and click the Delete button in the Main
toolbar.
Beside each name in the list is a Present checkbox. After the meeting you can check the boxes
of all who attended.
7.13.3 Changing The Status Of A Meeting
NOTE: To change the status of a Meeting, you must be granted the relevant access rights.
The actions available to you in the Work Flow window depend on the current status of the
meeting record. For example, a record with the status Approved can only progress to the
status Verified, and then from Verified to Filed, etc.
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In the example to follow, the meeting has taken place as scheduled and so you wish to update
the Work Flow status:
1. Open the Minutes of Meeting window and search for the record you want in the filter, or
select the desired meeting from the list at the bottom of the window. If you are already
in the window, ensure that the meeting record is saved.
2. Since the meeting has already taken place, enter the minutes into the Notes free text
field. To keep track of attendance, in the list of participants check the boxes beside the
names of those who were present.
3. In the Main toolbar click the Work Flow button. The Work Flow window opens,
displaying the action File, to Status Filed.
4. Select the action and click OK. The window closes and you return to the Minutes of
Meeting window.
5. The Status field will now display the new status Filed. In the Progress Stages area, the
current date and your user name will now appear in the data fields beside the newly set
status.
7.14 Change Request

The Change Request function is designed for suggesting and recording amendments to
particular aspects of your organisation. The possibility for change can arise in several scenarios:
l You might suggest a change, improvement or amendment to a particular form or
document already existing in your company.
l You can request the addition of information to your database - for example, coding for a
new Stock Item, etc.
l If you find information that needs correction, you can use Change Request to request
the correction - for example, an incorrect or misspelled Maker on a stock item.
l If a configuration change is needed, raise the request for the change here - for example,
to ask for a password change or access setting change.
Together with the AMOS Audit Dashboard, the Change Request module provides valuable
information about the evolution of your AMOS system. The Audit Dashboard logs the changes
that are made, and the Change Request window is a record of why each change is made.
Change Requests are Work Flow driven.
7.14.1 Creating A New Change Request

If you have a new suggestion or amendment for a particular aspect of your company, create a
Change Request to enter it in the system:
1. Go to Common > Change Request. A filter opens. Click New.
The Change Request window opens.
2. Enter a Code and Title for the change request.
3. Use the Entity Name lookup button to choose the particular item to which you want to
make a change.
4. Enter a Description of the proposed change.
5. Save your information as you go. It will appear in the list in the bottom of the window as
a new record.
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7.14.2 Changing The Status Of A Change Request

The Change Request function is driven by your Work Flow. The actions available in the Change
Request Work Flow are pre-defined and depend on the current status of the selected Change
Request.
To change the status of a Change Request:
1. In the Change Request window, ensure that the Change Request whose status you wish
to change is selected and saved.
2. In the Main toolbar click the Work Flow button. The Work Flow window opens.
3. The actions available depend on the current status of the selected Change Request.
Choose the appropriate action to change to the desired status.
4. Click OK. The window closes and you return to the Change Request window.
5. The Status of the selected request will now be changed to reflect your selection.
7.15 Library
The AMOS Library module provides a way to easily and effectively manage your inventory of
onboard publications. Industry regulations and standards require you to carry onboard a large
number of publications such as hard copies of rules and regulations, nautical charts and
publications and industry specific guidelines, as well as ship's drawings and technical
equipment manuals. Together, these are commonly included in what is called the Ship's
Library.
Some publications, such as rules, are subject to amendments and editions or revisions.
The Library window provides a register of these publications with classifications attributes for
searching and filtering. It is also possible to produce a simple report with an inventory of the
library's contents.
7.16 Port Calls

Use the Port Calls window to keep a register of upcoming individual port calls and the activities
which will take place during each one. As port calls are completed and the vessel departs, the
status on a port call should be changed to 'Departed' and it will no longer show up in the list.
To initiate port call events a list of trigger events with Maintenance and/or Quality work
instructions already linked to them must be available in the system.
To organise a Port Call in AMOS:
1. An office user registers/maintains a list of upcoming port calls. See section 7.16.1.
The list of port calls will be available in the Initiate Events dialog for use with trigger
events.
2. Activating a port call event does not generate inspections, audits or deliveries: these
activities must be linked to port calls manually. See section 7.16.2.
Crew Changes can also be linked to port calls.This updates the Crew Planner and
Dispatch windows with port call information like sign-on/sign-off dates and a reference
to the port agent. See section 7.16.3.
3. A user on board selects a trigger event in the Initiate Event dialog and links it to the port
call it applies to. See section 7.16.4.
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Initiating the trigger event generates work orders for all work instructions linked to the
trigger. The work orders will be listed in the Maintenance or Quality Work Order
windows and scheduled to take place during the port call. The work order details will also
appear in the Activities tab on the Port Call window. See section 7.16.2.
7.16.1 Register And Maintain A List Of Port Calls

Go to Common > Port Call to open the list port call list. This list should be created/maintained
in the office:
1. Select an installation in the hierarchy. Details from the Installation window are displayed
when an installation is selected:
2. Click New on the toolbar.

3. Select a Port and an Agent:
4. Enter an estimated Duration in hours and an estimated Arrival Date.

5. Add any Notes as needed and Save the port call. If the port call is planned and definite,
use the Work Flow to confirm it. When the vessel does arrive, change the Work Flow
status to Arrived. This will update the Arrival Date field on the linked activities.
7.16.2 Port Call Activities

The Port Call window Activities tab is a read-only record of all the activities scheduled to take
place during each port call. The details listed here are taken from the activity's own window
(Inspections, Deliveries etc).
l Some activities can be added to port calls automatically - work orders generated for any
work instructions linked to the associated trigger event.
l Other activities must be linked manually - inspections, audits and deliveries.
7.16.2.1 Adding Activities To A Port Call

Maintenance/Quality work orders, inspections, audits and deliveries can be scheduled as
activities to take place during a port call. Activating a port call does not generate this kind of
activity - they must be linked to port calls manually.
E XA MP LE
An existing inspection should take place in a certain port. The inspection can be linked
manually to the port call and rescheduled to take place during that time. The details will
appear in the Port Call window Activity tab.
- 326 -
The Maintenance/Quality Work Order, Delivery, Inspection, and Audit windows all contain a
lookup called Port Call, shown in the illustration below on the Inspection window. Use this
lookup to assign the selected record in any of these windows to a registered port call. The
activity's due date will change to match the arrival date for the port call:
The details will also be listed in the Port Call window on the Activity tab:
You can remote open1 the originating window from any entry.
7.16.3 Port Call Crew Changes

Once an assignment is confirmed, the plans to send to the current crew member home and his
replacement to the vessel must be set in motion. Use the Port Call window Crew Change tab to
register crew changes which will take place at upcoming port calls. The same link can also be
created from the Crew Planner Assignment Detail dialog.
l This updates the Crew Planner with the port call date for sign-on/sign-off (in the case
that an assignment is rescheduled).
l When an employee is listed in the Crew Change tab the corresponding assignment in the
Dispatch window shows the port call date for sign-on/sign-off and a reference to the port
agent, as well as the port of call itself.
To link a crew change to a port call:
An employee is currently signed on the MV Africa as 2nd Officer, and a confirmed replacement
is already planned for the next assignment slot. The current employee is scheduled to sign-off
on the 2 January and the replacement will sign-on the same day:
Window Activation'.
- 327 -
The next upcoming port call is defined in the Port Call window:
With the same port call entry selected, open the Crew Change tab. Click New to get a new line
in the top of the window.
Use the lookup to select an employee who is confirmed to sign-on to the upcoming assignment
slot:
AMOS will ask if you want to automatically add the off-signing employee he will replace:
- 328 -
Note that the two employee's Planned Sign On/Off dates now consider the date set for the
port call:
Add any other on- or off- signing crew members, and Save the window.
Open the Crew Planner. Notice that the sign-on/sign-off dates on the relevant assignment slots
have been updated:
The same link between a crew change and a port call can also be created directly from the Crew
Planner: double-click on an assignment slot to open the Assignment Detail dialog and choose
an existing port call there:
- 329 -
After saving the changes in the Crew Planner, the Port Call window Crew Change tab will be
updated to contain the relevant crew member(s) name(s).
Port call information is added to the relevant assignment(s) on the Dispatch window:
7.16.4 Initiating Port Call Events
NOTE: A list of trigger events with Maintenance and/or Quality work instructions already
linked to them must be available in the system.
- 330 -
The list of port calls created by an office user will be available in the Initiate Events dialog. A user
on board can select a trigger event in the Actions > Initiate Event dialog and link it to the port
call it applies to:
Click Create WOs to initiate the trigger event and generate work orders for all work instructions
linked to the trigger:
The work orders will be listed in the Maintenance or Quality Work Order windows and
scheduled to take place during the port call:
- 331 -
See section 7.16.2 about port call activities.

The work order details will also appear in the Activities tab on the Port Call window along with
any manually added activities like inspections, deliveries etc.:
Triggers which are flagged to be handled as Planned Events cannot be linked to port calls:
- 332 -
- 333 -
CHAPTER 8 The Planner
The information displayed in the Planner window is drawn from many modules, system-wide.
You can use the Planner window to view, reschedule and follow up on things like work orders,
meetings and activity logs, and the validity of passports, certificates and medical information.
Because all this information is contained and displayed together in one window it is very easy
for you to see how different entities in your system interact and affect one another - and
therefore keep on top of things.
E XA MP LE
It is easy to see not only what is happening in your own department such as a Maintenance
Work Order coming due, but also what is happening in other departments that might affect
your work order's scheduling - perhaps an audit planned for the same time might interfere.
When you see such a scenario in the Planner window you can reschedule one of the tasks
accordingly.
Which Types of Records Can You Plan in this Window?

Maintenance/Quality Work Orders Annotations
Certificates Deliveries
Audits and Inspections Minutes of Meetings
Non Conformity, Accident and Near Miss Action Employee Certifications, Medical Info, and
Logs Passports
Planned Events
8.1 Opening The Planner Window

To open the Planner window:
1. Select Actions > Planner on the Explorer Bar.
2. Filter and click OK to open the Planner.
3. The Planner shows the list of filtered records on the left side and the graphical timeline on
the right. Drag the bar in between the list and the chart in either direction to resize both
sides.
4. The timeline displays months, and inside of that, weeks. Drag the line between weeks or
- 334 -
months to resize the width of all the columns evenly.

5. Different coloured bars represent each type of record on the chart.
Vertical red lines represent 'Planned Events' - trigger events that occur repeatedly.
Dragging bars onto these lines indicates that the activity the bar represents (a work
order, a delivery, etc) will take place during the scheduled event. Dragging the red line
changes the dates for the event itself.
For more about Planned Events, see section 7.11.
8.2 Working In The Planner Window

With a record selected in the Planner window you can:
l View the planned start and duration of a work order, or the date a certificate or
document will expire.
l See an overview of activities as scheduled for a defined time period and note possible
overlaps or conflicts.
l Hold the cursor over a bar in the timeline for a few seconds and a tooltip will pop-up
showing details for that record taken from the corresponding window.
l You can remote open 1 the corresponding window from any record in the list or its
coloured bar. Select a bar and press the F4 key to get a read-only preview window.
Before exiting the Planner window be sure to Save any changes. Records you have adjusted in
any way will show the changes in the corresponding window. So for example if you changed the
due date and lengthened the duration of a work order, the new date and duration will now
appear on that record in the Work Orders window.
Adjusting the Timeline
There are two toolbar buttons. Click Today's Date to cause the timeline to jump to the current
date and show you what is planned. A thick vertical red line in the chart indicates where Today
is.
Click Scale to open a dialog where you can set the timeline to rescale to a broader view of
Months or Weeks, or a more focused view of Days or Hours. You also set Start and End Dates
as boundaries for the timeline to display the information within.
Changing the Duration of a Work Order
Change the duration (and start or end date) of a work order, audit or inspection by clicking on
the very end of the bar and dragging it forward or back in the chart. You cannot however
change the duration or dates for a locked work order.
Rescheduling a Task
Reschedule a task to a new due date or change the validity period for a document by moving
the bar to a new location in the timeline. Click in the middle of the bar and move it forward or
back. When you click on and begin to move a bar, you will get a tooltip displaying the current
start/end dates, and it will scroll through dates as you drag. When you drop it, the new
start/end dates will appear in the tooltip and on the list record. Locked work orders cannot be
changed.
Working with Planned Events
Planned Events, or trigger events that occur persistently, are defined in the Planned Event
Window Activation'.
- 335 -
window and appear here as vertical red lines in the chart. Bars that overlap the line of an event
represent activities (audits, work orders, deliveries etc) scheduled to coincide with that event.
You can adjust these events by dragging them to new dates. The activities move with them.
You can also drag activities onto or off of the Planned Events. Remember that events/activities
which have been started, cannot be moved.
For more about Planned Events see section 7.11.
- 336 -
Index
B
Base Currency 298
A
Approval Limits 299
Actions 28 Converting Budget Currency 300
Generate Tasks 30 New Budgets 301
Initiate Event 28 Budget
Planner 31 Codes 286-287
Switch Installation 30 Maintenance WorkFlow 150
Activate Job Overview 291
CBM 190 Periods 287
Address 311 Procurement 297
Contacts 312 Budget Categories 144
Main Contact 313 Budget Codes
Airport 317 Categories 144
Apply Contract 271 Budgets
Approval Limits Base Currencies 299
Base Currency 299 Maintenance Plans 149
Asset Maintenance Team 144
Window 68 Recalculate Amounts 300
Asset Classes 40 Work Requests 149
Asset Type Units 45
C
Asset Types 40
Calendars 25
Adding New Measure Points 178
CBM 184
Assets at Installations 57
CBM Alarm 191
Deleting Measure Points 181
CBM Day Files 188
Distribution 57, 65
CBM Files 184
Linking Measure Points 176
CBM References 186
Maintenance Plan Schedules 177
CBM Transfer Formats 184
Maintenance Plans 50
Change Request 324-325
Measure Points 43, 175
Changing the Base Currency at an
Parts 47 Installation 298
Related 49 Closing AMOS 28
Reorder Levels 46 Common Registers 308
Suppliers 44 Communication Method 312
Team 56 Company Positions
Rate Types 146
-1-
Index: Compare – Failures
Compare 241 Locations 274

Complete Quotation 236 Procurement Documents 272
Condition Based Maintenance 184 Receive 100
Conditions 270 Set Located 275
Consolidate Deliveries 278 Split 274
Contacts 312 Window 273
Contracts 264 Delivery Zones 267
Copying 270 Desktop 6
New 265 Destination Installations 78
Variables, Conditions 270 Destination Locations 76
Contracts on PD 271 Distribution 65
Convert Asset Type Unit to Purchase Effective 68
Units 45
Installation Group 67
Convert Purchase Units 60
Donating Site 93
Convert Stock Type Units to Purchase
Units 60 Dynamic Help 33
Convert to Purchase Units 45 E
Converting Budget Currency 300 eBusiness

Converting to Purchase Orders 258 External Files 230, 233, 261
Correct Measure Point Readings 182 ECMS 184
Corrective Work Orders 158 Equipment Failures 156
Counters 43, 175, 183 Exiting AMOS 28
Courier 316 Expiry Dates 74
Currency Rate 307 External Condition Monitoring
System 184
Custom Logo 6
External Files 35
D
Sending with Procurement
Dashboard 6 Documents 230
Day Files 188 External Maintenance Team Budget
Category 144
Default Procurement Terms 312
External Resources 317
Delete 27
Rate Types 146
Delete Stock Locations 78
Deleting Asset Type Measure Points 181 F
Deliveries 99, 272 F5 25
Add to Transport Manifest 278 Failures 156
Consolidate 278 Close Record 161
Fill 275 Create New Work Order 158
Line Items 274 Create Non Conformity 162
-2-
Index: Fast Find – Maintenance Plans
Link Existing Work Order 159 Installations

Mode 157 Base Currency 298
Open Record 156 Installing Assets on Functions 107
Risk Assessments 163 Internal Maintenance Team Budget
Category 144
Fast Find 21
Field Chooser 21 L
Fill Delivery 275 Label Printing 71, 82, 91, 309, 315
Filters 19 Library 325
Wildcards 19 Limit Creation of Procurement

Documents 203
Financial Calendar
Line Items
Closing 285
Deliveries 274
Financial Year 283
Procurement Documents 206
Model 283
Split 210
Functions 103
Link Activities to a Planned Event 320
Installing/Removing Assets 107
Locations 74, 274, 309
Linking Measure Points 176
Locked Maintenance Plans 121
Maintenance Plans 106, 117
Login 4-5
Measure Points 104
Audit Log 5
Work Orders 106
Logistics 95, 99, 272-273
WorkFlow 112
Logo 6
G
M
Gauges 43, 175, 183
Mail 322
Generate Tasks 30
Main Contact 313
Generating Budgets
Maintenance
Converting Currency 301
WorkFlow 102
Generating Budgets Automatically 292
Maintenance Management 101
Generating Budgets by Budget Code 294
Maintenance Plan
Generating Budgets By Financial Year 292
Measure Points 177
Generating Work Orders 131
Maintenance Plans 115
H
Budgets 149
Help 33 Costs 123
History 183 For Functions 106, 117
I Generating Work Orders 131
In/Out of Stock 84 Locked 121
Initiate Event 28 Other 118
Initiating Port Call Events 330
-3-
Index: Maintenance Projects – Printing Labels
Parts and Tools 122 Notification 33

References 123 Tabs 34
Schedules 52, 118 Notify 33
Team 122 O
Maintenance Projects 163 Office Site 93
Maintenance Setup 101 Output 25, 259
Maintenance Team Budgets 144 Output Format 25, 312-313
Work Orders 154 Agent 316
Maintenance Work Orders Courier 316
Team Budgets 155 Portal 26
Maintenance WorkFlow WorkFlow 26
Budget 150 P
Mandatory Fields 25
Password
Material Requirements 196
Changing 5
Matrix 268
Pending Forms 72
Measure Points 175, 182
Planned Event 318, 320, 336
Adding New Measure Points to Asset
Create 319
Types 178
Linking Activities 320
CBM 185
Planner Window 334
Correct Values 182
Port Calls 325
Deleting From Asset Type 181
Crew Change 327
Linking to Asset Types and
Functions 176 Initiating 330
Scheduling a Maintenance Plan 177 Portal
Meetings 323 Default 313
Minute of Meeting 323 Main Contact 313
Minute of Meetings 323 Ports 317
Move Multiple Stock Items 79 Price Tab 268
Move Quantity 76, 79 Printing 25
Move Stock 76 Material Requirements List 204
Multi Select 18 Purchase Orders 259
Multiple Base Currencies Printing Labels
Budgeting 299 for Addresses 315
N for Assets 71
Non Conformity for Locations 309
Create from WR/Failure 162 for Stock Items 82
from Stock Inventory 91
-4-
Index: Procurement – Shortcuts
Procurement Receive 281

Transferring Requirements to PD 202 Receiving Deliveries 281
Procurement Documents Recipient Site 93
Applying Contracts 271 References
Budgets 297 CBM 186
Line Items 206 Refresh 25
Window 204 Registers
Procurement Terms 312 Adding 308
Product Groups 266 Address 311
Product Types 312 Deleting 309
Project Items 163 Related Asset Types 49
Projects 163 Remove Contract 271
Add Sections 163 Removing Assets from Functions 107
Create New 163 Request Tab 95
Reporting 173 Requisiton Forms 205
Undo 172 Reserved on Work Orders 80
WorkFlow 172 Restrict Available Assets by Class 40
Purchase Contracts 264 Risk Assessments
Purchase Orders 258 Failures 163
Approving 259 Work Requests 163
Printing 259 S
Revisions 261 Saving 27
Purchase Units 45 Searching
Purchasing 195 Fast Find 21
Q Sections 163
QAGrading 312 Security Attributes 35
Queries 225 Select New Stock Locations 77
Quick Launcher 11 Select Quotes 249
Quotations 226 Sending 259
Compare 241 Sending Attachments to Portal 233, 261
Select 249 Sending Output 25
Update 235 Service Types 312
R Set Located 275
Rate Types 145 ShipServ
Company Positions 146 External Files 261
Recalculate Budget 300 Shortcuts 18
-5-
Index: Source Locations – Work Orders
Source Locations 76 Journey 280

Stock Inventory 89 Trigger Events 318
Stock Items 72 Planned Events 318
Expiration 74 U
Locations 74 UDFs 36
Move Stock 76 Units
Pending Forms 72 Time 145
Reserved 80 Update Counters 183
Transactions 81 Update Gauges 183
Stock Locations 76 CBM 190
Stock Transactions 87 Updates Counters
Stock Types 58 CBM 190
Available Items 60 Updating Requirements List 196
Distribution 62, 65 User Defined Fields 36
Suppliers 59 V
Used in Assets 61
Variable Lines Window 270
Sub Work Orders 134
Variables 270
Switch Installation 30
Vouchers 272, 302
T Fill 305
Team Budgets 144 Specifications 304
Templates 36 W
Toolbars 17
Work Flow 31, 39
Transactions 87
Functions 112
Transfer Documents 92
Log 32
Create New 93
Maintenance 102
Deliveries 99
Status 32
Receive Delivery 100
Work Instructions 112
Request 95
Revisions 114
Transfer 96
Work Orders
Transfer Formats 184
CBM 185
Transfer Tab 96
Corrective 158
Transferring Requirements to PD 202
Create 28
Translation 38
Generating 131
Transport Manifest 278
Issuing 142
Consolidate Deliveries 278
Link to Work Request/Failure 159
Create 278
Planning 139
-6-
Index: Work Requests – Work Requests
Reporting 143
Reserved Stock 80
Window 133
Work Requests 156
Budgets 149
Create 157
Create New Work Orders 158
Create Non Conformity 162
Link Existing Work Order 159
Risk Assessments 163
-7-

AMOS EMS VRS 7.2.00 MMP User Guide (ID 144920)

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AMOS EMS VRS 7.2.00 MMP User Guide (ID 144920)

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AMOS Enterprise Management Suite

MM&P User Guide

Revision 1 July 2014

CHAPTER 1 Introduction to The AMOS Suite 1

1.1 How Does It All Fit Together?

1.2 Who Should Read This User Guide?

1.3 How This Guide Is Organised

1.4 Related Documentation

2.1 Starting The Application And Logging On

2. Type in your username and password.

2.1.1 Why Do You Have To Login?

2.1.2 Login Audit Log

2.1.3 Changing Your Password

Figure 1 The Change Password Dialog

Click Cancel at any time to keep the old password.

2.1.4 Custom Logo

2.2 Navigation: Getting Around

2.2.1 The AMOS Desktop

2.2.1.1 Dashboard - Alerts Overview

3. Click OK. The alerts overview will be updated accordingly.

2.2.1.2 Dashboard - Favourites

To customise the Favourites list:

2.2.1.3 Dashboard - Notifications

2.2.1.4 The Left Panel - Explorer Bar

2.2.1.5 The Right Panel - Dynamic Help, My Shortcuts

l To open an item in My Shortcuts double-click on it.

2.2.2 Quick Launcher

You can type a window's initials:

Quick Launcher Settings and Reset

2.2.3 The Toolbar

Figure 2 The Non Conformity Main Toolbar

2.2.4 The Right-Click Menu

2.2.5 Shortcut Keys

2.2.6 Multi Selecting

2.2.7 Filtering A Window

2.2.7.1 Global Search

Check Search in multiple installations to allow global searching:

2.2.8 Fast Find

2.2.9 Field Chooser

2.2.10 Column Sorting

2.2.11 Column Widths And Ordering

2.2.12 Refreshing A Window

2.2.14 Mandatory Fields

2.2.15 Sending Output: To Printer, Email Or Fax

Figure 3 The Send dialog, Email Output selected

2.2.15.1 Sending Procurement Documents To Email And Fax

2.2.16 Printing Labels

2.2.17 Saving Data

2.2.18 Deleting Records

2.2.19 Closing And Exiting AMOS

2.4 The Actions Group

Figure 4 The Actions Group

2.4.1 Initiate Event

2.4.2 Switch Installation

Figure 5 The Switch Installation window

2.4.3 Generate Tasks

2.4.4 The Planner

2.5 Work Flow

2.5.1 Changing A Work Flow Status

Figure 6 An example of a Work Flow dialog in Document Handling

2.5.2 The Work Flow Log

1. Select the record to see the logged details for.

Figure 7 An example of the Work Flow Log