AMOS Business Suite 9.

M&P version 7.1

User Guide

Revision 1, April 2009

 Documentation Copyright and Disclaimer

Copyright
Copyright E 2009 SpecTec AS, Lysaker, Norway World rights reserved. No part of this publication may
be stored in a retrieval system, transmitted or reproduced in any way, including but not limited to
photocopy, photography, magnetic or other record, without the prior agreement and written permission
from SpecTec AS Documentation office.
Furthermore, unless specifically stated in the Software Purchase Agreement duly signed by both SpecTec
AS and the user, the user will not distribute, reproduce, or allow access to by a third party this
documentation, without the prior, written approval from SpecTec AS Documentation office.
Whenever an authorised copy is made of all or any part of the documentation, all titles, copyright notices,
patent notices or other proprietary markings must also be reproduced in full and included with the copied
product. The User shall not alter or remove any copyright notices, patent notices or other proprietary
markings affixed to or distributed throughout the documentation.

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

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

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Table of Contents
Chapter 1 General Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.1 Who Should Read the User Guide? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.2 How This User Guide is Organised . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.3 Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Chapter 2 Introduction to AMOS M&P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2.1 Working with AMOS at a Local Installation . . . . . . . . . . . . . . . . . . . . . . 4
2.2 Work With AMOS at the Head Office . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Chapter 3 Using AMOS Business Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.1 How to Start AMOS Business Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.1.1 Why do I Have to Logon? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.2 The Windows in AMOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3.2.1 Customise Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3.2.2 Active Window Refresh . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.3 The Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.3.1 Alerts Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.3.2 Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.3.3 Dashboard Appearance Customisation . . . . . . . . . . . . . . . . . . . . . 11
3.4 Installations and Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.4.1 Switching Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
3.5 Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
3.5.1 What is a Filter? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3.5.2 Look-- up Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.5.3 Searching Inside a Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.5.4 Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.6 Calender Facility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.7 The Right-- Click Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.7.1 The Text Editing Right-- Click Menu . . . . . . . . . . . . . . . . . . . . . . . 17
3.7.2 The Window Right-- Click Menu . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.8 How To Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.9 Saving Data and Closing a Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.10 Exiting AMOS Business Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.11 The Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.12 Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.12.1 Navigating Through the Help File . . . . . . . . . . . . . . . . . . . . . . . . 18
3.12.2 Moving the Help Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3.12.3 Resizing the Help Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Chapter 4 Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
4.1 How Does AMOS M&P Plan Maintenance for Me? . . . . . . . . . . . . . . . . 20

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 4.1.1 It All Begins With Components . . . . . . . . . . . . . . . . . . . . . . . . . . 20
4.2 Component Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
4.3 The Components Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
4.3.1 Components and Counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
4.3.2 Components and Measure Points . . . . . . . . . . . . . . . . . . . . . . . . . 26
4.4 Jobs are Regular Maintenance on Components . . . . . . . . . . . . . . . . . . . . 27
4.4.2 Related Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
4.4.3 Reserving Parts on Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
4.4.4 Complex Activities Management - Job Dependencies . . . . . . . . . 30
4.5 Grouping Several Jobs into a Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
4.5.1 Defining a New Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
4.5.2 Allocating Jobs to a Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
4.5.3 Reporting a Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
4.6 How Does AMOS M&P Know When to Schedule Jobs? . . . . . . . . . . . . 36
4.6.1 Counters, CBM and Measure Points . . . . . . . . . . . . . . . . . . . . . . . 37
4.6.2 Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
4.7 How Do I Keep Maintenance Running Smoothly? . . . . . . . . . . . . . . . . . 41
4.8 Unplanned and Unexpected Maintenance . . . . . . . . . . . . . . . . . . . . . . . . 41
4.8.1 Requisition Work to Plan and Record One-- off Tasks . . . . . . . . . . 42
4.8.2 Mark Unexpected Work to Improve Your Records . . . . . . . . . . . . 43
4.9 Planned Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.9.2 Planning Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
4.9.3 Issuing Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.10 What Did We Do? Reporting Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
4.10.1 Accessing the Report Work Window . . . . . . . . . . . . . . . . . . . . . . 62
4.10.2 Reporting on Work Orders In the Report Work Window . . . . . . . 64
4.11 Controlling Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
4.12 Viewing or Printing the Maintenance Log . . . . . . . . . . . . . . . . . . . . . . . . 72
Chapter 5 Stock Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.2 Using AMOS M&P for Stock Management . . . . . . . . . . . . . . . . . . . . . . . 73
5.2.1 Stock Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
5.2.2 Where do I Find Stock Management Functions? . . . . . . . . . . . . . 74
5.2.3 Defining a Stock Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
5.2.4 Stock Depreciation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
5.2.5 Selecting a New Stock Item Location . . . . . . . . . . . . . . . . . . . . . . 78
5.3 Stock Wanted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
5.3.1 Setting Up a Shopping List Using Stock Wanted . . . . . . . . . . . . . 78
5.4 Registering Stock In or Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
5.5 Taking Inventory: Stock Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
5.5.1 Printing a Stock List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

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 5.6 Tracing Stock In/Out: Stock Transactions . . . . . . . . . . . . . . . . . . . . . . . . 85
5.6.1 Using Stock Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
5.7 Transfer Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
5.7.1 Handling a Completed Transfer Document . . . . . . . . . . . . . . . . . 88
5.8 Forecasting Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Chapter 6 Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
6.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
6.2 Purchasing with AMOS M&P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
6.2.1 Stock Items Become Form Lines . . . . . . . . . . . . . . . . . . . . . . . . . 92
6.2.2 Forms Have Two Parts: Headers and Lines . . . . . . . . . . . . . . . . . 92
6.2.3 The Form Number Always Stays the Same . . . . . . . . . . . . . . . . . 93
6.2.4 Type In Once, Print Out Different Purchasing Forms . . . . . . . . . . 94
6.2.5 Forms Are Forever, But Line Items Split Up . . . . . . . . . . . . . . . . 95
6.2.6 Orders Arrive in More Than One Delivery . . . . . . . . . . . . . . . . . . 95
6.2.7 Goods Are Transported From Central Locations to the Installation 96
6.2.8 Goods Marked as Received Become Stock Items . . . . . . . . . . . . . 96
6.3 Requisitioning Stock Items or Consumables . . . . . . . . . . . . . . . . . . . . . . 96
6.3.1 Creating an Automatic Requisition for Stock Items . . . . . . . . . . . 96
6.3.2 Creating a Requisition Manually . . . . . . . . . . . . . . . . . . . . . . . . . . 97
6.3.3 The Forms Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
6.3.4 The Line Items Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
6.4 Making a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
6.4.1 Why Should You Make a Query Form? . . . . . . . . . . . . . . . . . . . . 101
6.4.2 Turning a Requisition into a Query . . . . . . . . . . . . . . . . . . . . . . . . 102
6.4.3 Creating a Query Form from Scratch . . . . . . . . . . . . . . . . . . . . . . 103
6.5 Getting the Best Price: Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
6.5.1 Recording Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
6.5.2 Calculating the Total Price of a Quotation . . . . . . . . . . . . . . . . . . 106
6.5.3 Comparing Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
6.5.4 Getting a Recommendation from AMOS M&P . . . . . . . . . . . . . . 107
6.5.5 Splitting An Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
6.6 Making a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
6.6.1 Convering a Requisition or Query to a Purchase Order . . . . . . . . 109
6.6.2 Creating a New Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . 110
6.7 Working With Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
6.7.1 Approving An Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
6.7.2 Splitting Lines to New Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
6.7.3 Printing Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
6.7.4 When the Vendor Confirms the Order . . . . . . . . . . . . . . . . . . . . . . 112
6.7.5 What Will Arrive in Each Delivery? . . . . . . . . . . . . . . . . . . . . . . . 113
6.8 Using Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

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 6.9 Transporting Delivered Goods to the Installation . . . . . . . . . . . . . . . . . . 115
6.9.1 Creating a Transport Document . . . . . . . . . . . . . . . . . . . . . . . . . . 116
6.9.2 Adding Deliveries to a Transport Document . . . . . . . . . . . . . . . . 116
6.10 Registering Delivery of Goods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
6.11 Custom Clearance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
6.11.1 Creating a Custom Clearance Contract . . . . . . . . . . . . . . . . . . . . . 121
6.11.2 Creating a Custom Clearance Form . . . . . . . . . . . . . . . . . . . . . . . 122
6.12 Typical Purchasing Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Chapter 7 Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
7.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
7.2 What Budgeting Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
7.3 Creating a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
7.4 Using Budget Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
7.4.1 Entering a Budget Specification . . . . . . . . . . . . . . . . . . . . . . . . . . 130
7.4.2 Setting Budget Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
7.5 Editing a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
7.6 Elements Which May Affect the Budget . . . . . . . . . . . . . . . . . . . . . . . . . 133
7.6.1 How Purchase Orders Affect the Budget . . . . . . . . . . . . . . . . . . . 133
7.6.2 How Stock Transactions Affect the Budget . . . . . . . . . . . . . . . . . 134
7.6.3 How the Maintenance Log Affects the Budget . . . . . . . . . . . . . . . 134
7.6.4 How Vouchers May Affect the Budget . . . . . . . . . . . . . . . . . . . . . 135
7.7 Budget Commitment Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
7.7.1 Custom Budget Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
7.7.2 Budget Warnings and Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
7.8 Using Budget Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Chapter 8 Registers, Hierarchies and Reports . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.1 What is a Register? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.1.1 Are You Allowed to do This? . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.1.2 You Know You Need to Update a Register When0 . . . . . . . . . . . 139
8.2 Finding the Right Register to Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
8.2.1 Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
8.2.2 Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
8.2.3 Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
8.2.4 Currency Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
8.2.5 Permits to Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
8.2.6 Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
8.2.7 Disciplines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
8.2.8 Counter Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
8.2.9 Product Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
8.2.10 Currency Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
8.2.11 Quality Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

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 8.2.12 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
8.2.13 Job Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
8.2.14 Job Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
8.2.15 QA Grades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
8.2.16 Stock Grades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
8.2.17 Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
8.2.18 The Maintenance Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
8.2.19 The Stock Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
8.2.20 The Purchase Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
8.2.21 The Attachment Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
8.2.22 Module Specific Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
8.2.23 Adding Data to a Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
8.2.24 Deleting Data from a Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
8.3 The Hierarchies of Components and Functions . . . . . . . . . . . . . . . . . . . . 149
8.4 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Chapter 9 Defining and Using Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
9.1 Setting up Attachment Source Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
9.2 Building a Library of Attachment References . . . . . . . . . . . . . . . . . . . . . 153
9.3 Viewing an Attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
9.4 Hotspots on an Attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
9.4.1 What is a Hotspot? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
9.4.2 Defining a New Hotspot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
9.5 Browsing Between Attachment Windows . . . . . . . . . . . . . . . . . . . . . . . . 158
9.6 The Attachment Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Chapter 10 Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
10.1 Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
10.1.1 Copy Access From Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
10.1.2 Convert Work Flow Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
10.1.3 Graphical View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
10.1.4 Work Flow Configuration - Lock and Unlock . . . . . . . . . . . . . . . 165
10.1.5 Change Work Flow Status Window . . . . . . . . . . . . . . . . . . . . . . . 166
10.2 Remote Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
10.2.1 Remote Workflow System Parameters . . . . . . . . . . . . . . . . . . . . . 168
10.2.2 Configuring the AMOS Remote Workflow Setup . . . . . . . . . . . . 168
10.2.3 Using Remote Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
10.3 Work Flow Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
10.4 Defining Installations and Departments . . . . . . . . . . . . . . . . . . . . . . . . . . 173
10.4.1 Adding Details to Installations/Departments . . . . . . . . . . . . . . . . 173
10.4.2 Installation Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
10.5 Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
10.5.1 The Options Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

vii
Chapter 11 Replicating Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
11.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
11.2 Exchanging Data with the Head Office . . . . . . . . . . . . . . . . . . . . . . . . . . 181
11.3 Performing Automated Importing and Exporting Tasks . . . . . . . . . . . . . 181
11.4 Manual Import and Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
11.5 How to Set Up Export and Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Chapter 12 Revised DNV Class Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
12.1 Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
12.2 Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
12.2.1 How to Create a New Job Class . . . . . . . . . . . . . . . . . . . . . . . . . . 185
12.2.2 How to Assign Jobs to the New Job Class . . . . . . . . . . . . . . . . . . 186
12.2.3 How to Update the Job Descriptions . . . . . . . . . . . . . . . . . . . . . . . 188
12.2.4 How to Print Out Class Related Jobs in a Period . . . . . . . . . . . . . 190
Glossary of Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

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

Northern Europe (NEMEA)

Email : [email protected]
Phone : United Kingdom +44 161 888 2299

Nordic Countries (Nordics)

Email : [email protected]
Sweden +46 316 553 00
Norway +47 675 255 55

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

Email : [email protected]
Phone : Italy +39 010 595 9891

Americas (US)
Email : [email protected]
Phone : USA +1 954 962 9908 ext. 21

Asia--Pacific (AP)
Email : [email protected]
Phone : Singapore +65 622 071 16

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

Comments and Suggestions

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

[email protected]

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xii
Chapter 1 General Information
This User Guide is for users of the AMOS Maintenance & Purchase (AMOS M&P)
module version 7.1. This document is written from the point of view that the reader
understands the requirements of the job and now needs to acquire an understanding
of how to use AMOS M&P in fulfilling those requirements.
AMOS M&P is a Windows application for integrated management of maintenance
work and costs, stock control and purchasing in geographically spread
organisations. The AMOS M&P module works in conjunction with the AMOS
Business Suite (license required).

1.1 Who Should Read the User Guide?

This User Guide is for people using an AMOS M&P system that is already installed
and running. The guide contains information on how to:
S Plan or report maintenance work
S Control maintenance costs or plan maintenance budgets
S Request, requisition or purchase stock
S Take inventory or manage stored goods
S Approve planned purchases
S Receive goods
No previous knowledge of AMOS M&P 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 Windows.

1.2 How This User Guide is Organised

The initial chapters give you an overview of the AMOS M&P application within the
AMOS Business Suite.
The main features for Maintenance, Stock, Purchase and Budgeting are found in
Chapters 4 to 7.
Chapters 8 to 11 deal with computer administration: keeping the AMOS database
up to date, andexchanging datawith aremote headoffice. Thesechapters aremostly
for the person at your installation who is primarily responsible for the computer.

1
1.3 Related Documentation
The AMOS Business Suite Installation Guide contains information on how to install
the application.
The AMOS Business Suite Reference Manual contains technical information about
the application.

2
Chapter 2 Introduction to AMOS M&P
This chapter provides a brief introduction to the AMOS M&P module of the AMOS
Business Suite, and also this User Guide.
AMOS M&P is a computer-- based system for planning and reporting maintenance,
and for performing stock control and stock purchasing.
The various functions in AMOS M&P work together so that if you have reported
performing a maintenance job that requires certain spare parts, the spare parts will
automatically be listed in the stock control records as removed in connection with
that job.
Likewise, the purchasing function will hold a purchase order as active until the
goods are registered as received, at which point they will be added into the stock
control records.

Figure 1 AMOS M&P

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

3
 Figure 2 Distributed Installations

Many AMOS M&P customers are shipping lines, but AMOS M&P is also used to
great advantage by manufacturing companies and transport/deliveryorganisations.

2.1 Working with AMOS at a Local Installation

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

4
 Requisition Stock and Consumables
Create requisition forms for stock items automatically, based on desired quantities
and preferred vendors, or create forms manually. Create requisition forms for
consumables. See Chapter 5.
Track Purchasing
Answer questions such as: Has the purchaser started to work with my last
requisition? Was the order approved? Was it confirmed? When is it expected to
arrive? What purchase orders are still active? See Chapter 5.
Receive Goods
Based on purchase orders, mark goods received, automatically updating stock. See
Chapter 5.
Track Costs and Budgets
What have I spent so far this month? This fiscal year? How much of the budgeted
amount remains for this period? Save and analyse costs due to unexpected
maintenance over time to evaluate and improve preventive maintenance program.
See Chapter 7.

2.2 Work With AMOS at the Head Office

Receive Requisitions
Import data from various local installations to the main office. See Chapter 11.
Make Queries
When you don’t have a preferred vendor, or you are going to purchase items for the
first time, you can make a query to potential vendors. See Chapter 6.
Compare Quotations
You receive quotations in response to queries you send out. You record them, and
haveAMOScalculatethetotal priceofeachquotation. Youcan comparequotations,
and have AMOS recommend a vendor. See Chapter 6.
Create Purchase Orders
When you have decided to create a purchase order, you can create a new one, or
convert a requisition or a query into a purchase order. See Chapter 6.
Approve Purchase Orders
If the organisation requires that a purchase order be approved bysomeone otherthan
the purchaser, there is a separate function for this. See Chapter 6.

5
Order Goods
When you order goods, you may want to split a requisition into purchase orders sent
to different vendors. You may be able to send the orders directly from AMOS. See
Chapter 6.
Confirm Orders
When vendors confirm orders, you must record the reference number of the
vendor’s confirmation on the AMOS Purchase Order. You must also record
deliveries on the Purchase Order. See Chapter 6.
Plan Deliveries
The registered delivery line items must be assigned to actual deliveries. This will
ensure you that all ordered items are eventually delivered and transported to the
installation. See Chapter 6.
Plan Transport
AMOS helps you create transport documents, which also helps get an overview of
unassigned deliveries. A transport form can be used to print a list of deliveries to be
loaded on a transport. See Chapter 6.
Track Costs and Budgets
What have we spent so far this month? This fiscal year? How much of the budgeted
amount remains for this period? Save and analyse costs due to unexpected
maintenance over time to evaluate and improve preventive maintenance program,
both for individual installations and for the company as a whole. See Chapter 6.
Answers to Typical Purchasing Questions
Some typical questions include “What deliveries are we expecting?”, “Which
purchase orders do we need to send?” and “Are there any orders where we are
waiting for vendor confirmation?”These and other similar questions are covered in
Chapter 6.

6
Chapter 3 Using AMOS Business Suite
The AMOS Business Suite is an integrated framework of several leading AMOS
applications. Each AMOS application is configured as a Plug-- in of the Business
Suite and is individually enabled by license codes. When the Business Suite is
installed, only the plug-- in applications that you have entered a license code for will
be accessible.

3.1 How to Start AMOS Business Suite

There are two main methods to start the application:
S Select the application from the Start > Programs > AMOS menu.
S Double-- click the shortcut icon on your windows desktop.

AMOS Business Suite icon

To start the AMOS Business Suite:

1. Start the application by double-- clicking on the AMOS Business Suite icon
located on your windows desktop. Alternatively, you canselect theapplication
icon from the Start > Programs > AMOS menu.
The logon screen opens.
2. Type in your user name and password.
3. Click OK.
Note If you don’t have a logon account or you have forgotten your password, contact your
system administrator.
If your logon details are accepted, the AMOS Business Suite desktop will then
be displayed.

3.1.1 Why do I Have to Logon?

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

7
Note Your organisation may use one or more additional security options available within
AMOS such as complex passwords, maximum password age, minimum password
length, maximum number of logon attempts and/or restriction of recently used
passwords when registering a new one. Ask your system administrator if you are
unsure if any of these features are employed.

3.2 The Windows in AMOS

Figure 3 shows the AMOS main window. It controls any other windows that you
open with AMOS, and it contains:
S The pull down menus. These menus contain all the commands in AMOS M&P.
S The main toolbar. These buttons are shortcuts to frequently used parts of
AMOS.

Figure 3 The AMOS Business Suite opening window (M&P License only)

Note The modules and commands available to you are controlled by the software license
purchasedbyyourcompany, andsomecommandsare userdefined. Theillustrations
in this manual may therefore differ from what you see on your screen.

3.2.1 Customise Toolbars

You can decide where you want to locate the AMOS Business Suite toolbars.
Right-- click in the toolbar area to open the menu shown. The Standard Bar is the
main toolbar, while the Window Bar is the secondary toolbar which is dependent on
the window opened. You can select along which edge of the screen these are to be
located, or you may select Floating to have the toolbars as floating palettes.

8
 If you select Show Text, the buttons become bigger and display the names of the
buttons. Finally, if Show Tips is selected, you will see tool tips below a button when
you put the cursor on it.

Figure 4 Customise Toolbar Menu

To choose from a more comprehensive set of options, select Tools > Options. There
are extra options in the application settings part of the screen. For example, you can
choose the default window settings from the drop down list. For more about the
Tools > Options window, see section 10.5.

3.2.2 Active Window Refresh

Select Edit > Refresh, or press the F5 key to refresh the contents of the active
window without re-- opening or re-- filtering the existing window.

3.3 The Dashboard

When you start up AMOS Business Suite, the application will open to the
customisable home page, or Dashboard. You can add convenient information to the
dashboard, suchasAlertsandWorkflowNotifications. Thisinformationwillalways
be easily accessible no matter how many windows you have open at a time: in the
bottom of your screen, a Dashboard button will always be the first in the list of
openedwindows. Clickingon it will returnyou tothe Dashboard, while leavingyour
other windows open underneath. What you see in your Dashboard will vary
according to your own settings, and changes to your data.
You can switch the Dashboard on and off by checking or clearing the checkbox in
the window at Tools > Options > Dashboard tab.

9
The List Bar/Icon Bar is on the left hand side of the Dashboard. It contains
shortcuts to main areas of the application. It is always visible from every window.
This side Bar can also contain a menu called Views. Views are user-- defined,
frequently used screen configurations. You can select one here at any time, without
having to open the Tools > Select View window. The view will open up in place of
the window you were in. Views are defined (and selectable) in the Views tab of the
window at Tools > Options. To display the list of Views in your side bar, ensure that
the List Bar/Icon Bar radio button in the Options window is On. You can also access
the list of Views, and the Options window itself, by clicking the two shortcut buttons
on the top left corner of the task bar.

Figure 5 The Dashboard, with List Bar

See section 10.5 for more information about the Tools > Options window.
Your Dashboard is split into segments: the two standard segments are Alerts
Overview and Notifications.

10
3.3.1 Alerts Overview
The Alerts Overview is a list of the current alerts present in the system. All the
system alerts are configured and stored in the register at Tools > Configuration >
Dashboard Alerts.
The list of Alerts that appears on the dashboard is user-- definable, in the Tools >
Options window Dashboard tab. See section 10.5 for more information about
customising your Alerts list.
Double-- clicking an alert opens the list of associated records.
You can change the Alerts display from a graph into a pie chart by clicking on the
double arrow icon to the left side of the Alerts Group name.

3.3.2 Notifications
This area of the Dashboard contains a list of modules for which workflow is in use
in your system. For each module, you will see the number of workflow notifications
presently awaiting acknowledgement (for the logged in user). Double-- clicking on
a module namewill takeyou directlyto theWork FlowNotifications window, which
contains the list of all notifications awaiting acknowledgement by the current user.

3.3.3 Dashboard Appearance Customisation

You can enter a link to a website, in the URL field on the Dashboard tab of the
Options window. Once saved, this pagewill alwaysappear inthe right corner ofyour
dashboard.Using the Image field in the same tab, you can lookup and enter the
location of an image file within your system. Once saved, this image will always
appear as the background of your dashboard.

3.4 Installations and Departments

TheAMOSBusinessSuitecontains functionsto handlecomplex organisations. You
can divide your organisation into installations (any office or site where AMOS is
installed) and divide these installations into departments. To view your company’s
list of defined installations and departments, select File > Switch Department. For
instructions on defining new installations and departments, see section 10.4.
Note The Switch Department window only presents the departments the logged in user
has access to.
It is important that before you begin any work in AMOS M&P, you check that you
are in the correct department. The top line of the AMOS window shows
Installation/Department. If you are not in the correct department, switch
departments before doing anything else.

11
3.4.1 Switching Departments
Note Close any open windows prior to switching departments. It is not possible to switch
from one department to another while windows are open.
To switch departments within your AMOS installation:
1. Select File > Switch Department, or click the corresponding toolbar button.
2. In the Switch Department window that appears, select the correct department
and click OK.

Figure 6 The Switch Department Window

If you have any open windows, click the Close Windows button first.
3. After a moment, you will see the new Department appear in the top line of the
AMOS window.

3.5 Filters
AMOS Business Suite is an application with an intuitive user interface based on the
principles of Microsoft Windows.

12
 As the AMOS Business Suite database builds over time, the powerful filter function
becomes very useful. Filters are used to narrow down the lists in the windows. For
example, if you want to see a list of only the tankers in the sites window, you can
specify a filter that shows only those entries.

3.5.1 What is a Filter?

A Filter is an order form for a search function. You can type characters (text or
numbers as appropriate) into fields in the filter, and a search through the database
will then pick out only those records or forms that contain the same characters in the
same fields that you have entered into the filter. A filter therefore enables you to be
more specific about what you ask for, and thereby reduce the number of hits
generated by a search. This then reduces the amount of data that you have to look
through to find what you actually want. The characters you type into the fields in a
filter are called Search criteria.
A Filter modifies the SQL statement sent by AMOS to the database running behind
the application.
Filters change their layout and content depending on the function you are currently
using, such that the search criteria you can add to the filter is appropriate to a search
within that function.
Figure 7 shows an example of the filter for the Stock Items function.

13
 Figure 7 Example of a filter form

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

14
3.5.2 Look ---up Filters
To help further refine your search request, on some fields you can select values from
a look up table. On the right-- hand-- side of the field is a lookup button:
The lookup button

Click this button to open a secondary window to help you select pre-- defined values
from your database.
If you know the starting letter or number of the information you are searching for,
you can enter it into the standard filter window before clicking on ‘OK’in order to
restrict the look-- up filter by displaying only records beginning with the
letter/number you have entered.
Look up filters enable you to quickly find the information you are searching for. The
following window shows a typical example of a look-- up window. It is possible to
sort information and search using either the code or the name associated with the
information you are viewing. You choose the type of information you want to select
from by clicking in one of the two radio buttons and then type the first letters of the
information you are searching for. As you type the letters, the highlight moves
automatically to the first record starting with those letters. Once the highlight is on
the record you want to use, click OK.

Figure 8 Example of a look-- up filter

15
 Some of these filters may also have an additional Details button which can be used
to open a window containing read-- only information regarding the highlighted
selection.

3.5.3 Searching Inside a Window

Most windows throughout the application also contain a field on the top far right of
the Task bar called Search. Clicking the magnifying glass icon, or typing directly
in the field allows you to search within the records listed in the window, whether you
have already filtered them or not. Holding the SHIFT key and clicking in the field
opens an Advanced Search dialog, where you can enter further search parameters.
Search capability is also accessible from the Edit menu.

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

3.6 Calender Facility

Figure 9 Example of a calender

If you double-- click in a date field, or press the F2 key on your keyboard while the
cursorisin adate field, a calendaropens. Thisenables youto select the requireddate,
which will automatically be entered in the correct format.

3.7 The Right---Click Menus

Most of the windows in this application have two right-- click menus: one for use
while editing the data in the data fields, and one for the window generally.

16
3.7.1 The Text Editing Right ---Click Menu
While the window is active, and the cursor is within a data field, or data is selected,
click the right mouse button to open the Text Editing right-- click menu. This menu
is standard for all data fields, though the commands available at the time depend on
whether data is selected.

3.7.2 The Window Right ---Click Menu

Place the pointer within the window and click the right mouse button to open the
window right-- click menu. The commands in this menu differ depending on which
window is active. See the Business Suite Reference Manual for more details on the
window right-- click menus.

3.7.2.1 Field Chooser

If it is applicable to the window you are in, the Field Chooser command will appear
on the window right-- click menu. This command enables you to select which
columns are displayed in the list in the lower part of the current window. When you
select this command, a list of the columns available for this window is displayed.
Check the boxes for those columns you wish to appear in the list.

3.8 How To Print

Choose Print from the File menu or press (Ctrl+P) to print or make changes to the
Printer Setup. Print setup allows you to select the printer you wish to use.

3.9 Saving Data and Closing a Window

When you have finished adding or editing the information in a form, click the Save
button in the toolbar , or, click the right mouse button and select Save Changes from
the pop-- up, or press the CTRL+S keys on your keyboard, to save the changes.
Once you have finished with a window or form and you have saved the changes,
click the X button in the upper right corner of the window, click the X button in the
toolbar, go to File > Close, or press the CTRL+F4 keys on your keyboard to close
the window.

3.10 Exiting AMOS Business Suite

When you are finished working in AMOS Business Suite, remember to click the
Save button if you want to save any changes you have made that have not yet been
saved. (If you forget to save, you will be prompted to do so before you are allowed
to exit). Then select File > Exit to leave the application.

17
3.11 The Database
Log files. The database can maintain log of every transaction, making it possible to
regenerate a database after a crash. The log file should, if possible be on another disk
than the database file. See the DBLOG command line utility or the TransactionLog.
Utility Backup. Usually, you cannot copy the database file when it is in use. There
is a utility, called db backup, which performs a backup on a running database.

3.12 Help
The application includes context-- sensitive help. Context-- sensitive means that
when you open the Help, it will open at the appropriate page so you should not need
to search through the file to find the information you need.
Toobtain helpon aparticular window, make thewindow activeby clickingin it, then
press the F1 button on your keyboard or for the filter windows click the Helpbutton.
The Help window will open, initially located towards the upper-- right corner ofyour
display, at the page applicable to the window.
Note The various application modules in the AMOS Business Suite eahc have their own
Help files, and registers and functions that are common to more than one module are
also described in the Framework Help file (the Help file for the background
application within which the modules run). The Help files are opened via the
application windows, and there are no links between the various Help files, so if the
wrong window is active when you press the F1 key, you may find yourself in the
wrong Help file! Several Help files can be open simultaneously.

3.12.1 Navigating Through the Help File

The Help file document that opens may be linked to other documents containing
additional relevant information. Click on the links, normally in blue text and
underlined, to open the new document.
The Help window itself also contains several controls to simplify navigation
through the help file.

3.12.2 Moving the Help Window

Place the pointer on the Help window’s title bar and click and hold the left mouse
button while you drag the window to the desired position. When the window is in
the desired position, release the mouse button. After you close the Help window the
system will remember the new location, and next time you open the Help window
it will open in this new location.

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3.12.3 Resizing the Help Window
Place the pointer on the window frame that you wish to move and click and hold the
left mouse button while you drag the frame to the desired size. When the window
is the desired size, release the mouse button. After you close the Help window the
system will remember the new size, and next time you open the Help window it will
open in this size.

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Chapter 4 Maintenance
This chapter focuses on the maintenance functions in AMOS M&P.
S Section 4.1 contains an overview of how the program helps you plan
maintenance in the organisation and the principles involved.
S Sections 4.2 and 4.3 describe the use of Component Types and Components.
S Section 4.4 and 4.5 show you how to set up maintenance Jobs using AMOS
M&P. Section 4.6 explains how these jobs can be scheduled.
S Section 4.8 explains how to keep maintenance running smoothly at your
installation: generating, planning and issuing work orders.
S Section 4.10 covers how to report work as it is performed.
S Section 4.11 and 4.12 covers controlling work orders and the maintenance log.

4.1 How Does AMOS M&P Plan Maintenance for

Me?

4.1.1 It All Begins With Components

The maintenance information in AMOS is organised according to your physical
installation: the ship, assembly line or plant.
In AMOS, your installation is described by its Components. A component is any
physical unit that you will perform a maintenance job on.
A component may be made up of other smaller components. At the lowest level
components have parts. A Part is the smallest physical unit that you would normally
replace at one time.

4.2 Component Types

In a larger organisation, identical components may be in use on various site
locations. When your company selects to use the Component Type functionality in
AMOS M&P (by setting the ’Use Component Types’ parameter to TRUE),
information such as Maker and Type is registered only once at the head office
location. Once a new component of a defined type is registered at a given site, it
inherits information from the Component Type window.

20
The information you save in the Component Type window is like a general template
for all instances of that component type, and is modifiable at Component level to
apply to specific components actually in use at an installation - for example
adjustments to jobs, or to counters, might be needed at component level.
An example of the Component Types window is shown in Figure 10:

Figure 10 Example of a Component Types window

4.2.1 Creating a New Component Type

To create a new component type:
1. Click the New button in the toolbar. Fill in the information in the General tab
as follows:
S Number - enter a unique number for the Component Type. This will be used
to lookup the Component Type information in the Component window.
S Name - enter a name for the Component Type. For example, enter the name
Lifeboat Motor.

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 S Maker - enter the manufacturer of this particular Lifeboat Motor. Once you
have selected a manufacturer, their address and other relevant information is
available to view by selecting Options > Maker.
S Type - enter the type number of the motor.
S Preferred Vendor - enter the vendor your organisation buys this from. Once
you have selected a preferred vendor, their address and other relevant
information is available to view by selecting Options > Preferred Vendor.
S Parent - the Component Type you are registering could belong to another
Component Type. Setting Parent components allows you to organise a
hierarchy. For example, select as Parent the Component Type ’Lifeboat’-- the
actual lifeboat that this motor belongs to.
S Component Class - Classes are a way of grouping Components. For example
your organisation might classify groups of machinery. In the case of the
Lifeboat Motor, select class Diesel Motors.
2. Click Save. The information will appear in the list in the bottom of the window.
Note If a Component Type similar to the one you are creating already exists and all you
want to do is make a minor change (i.e. enter a new Type number), use the Copy
function: select the Component Type to copy, and then go to Options > Copy. The
Copy Component dialog will open allowing you to select the items in the original
record to duplicate, and enter a new Component Type number. Click OK to return
to the main window and view the duplicated record. You can make changes to the
copied Component Type like for any other new record - add jobs, parts, etc. - and
Save the new Component Type.

4.2.1.1 Adding Jobs to a Component Type

The Jobs tab contains a list of any jobs that have already been linked to the selected
Component Type.
The tab contains three buttons:
S New - click New to open the Jobs window and add a new job. See section 4.4
for more on the Jobs window. When you add a new job to a component type
and Save it youhave theoption toapply it with all its information, to all existing
Components of this Type registered in the Components window throughout
your organisation.
S Delete - select a line and click Delete to remove the job from this Type.
S View - select a line and click View to open the Jobs window with this job’s
details displayed. If you change anything AMOS will ask if you want the
changes to reflect on existing components of this type in the Components
window.

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4.2.1.2 Adding Parts to a Component Type
The Parts tab is for specifying parts - stock items - which build the selected
component type. There are four buttons in the tab:
S New - select a Component Type in the list and click the New button to get a
blank line. Use the lookups to add the Stock Items that build components ofthis
type.
S Delete - select a line and click the Delete button to remove the part from the
list.
S View - select a line and click the View button to open the Stock Items window
at that part.
S Add. Info - select a line and click the Add.Info button to open a Details
window for adding further information about the Component Type and its
parts.

4.2.1.3 Linking Counters and Measure Points to a

Component Type
You can link Counters and Measure Points to a Component Type within the
Counters/Measure Points tabs. For more on counters and measure points and their
use in AMOS M&P see section 4.6.1.
The information you define here can be inherited on Components of this type
registered throughout your organisation.
To add a counter/measure point to the tab select a Component Type in the list part
and click the New button inside the tab. Select a line and click Delete, to remove it.
When you define a new counter/measure point here you can enter some basic
starting information with it whichusers canalter at Component level when theyread
the counter/measure point. Updates can be done within the Components window or
directly in the Update windows.

4.2.1.4 Component Types --- The Components Tab

The Components tab lists individual Components of the selected Type that have
beenregisteredat installations throughout your organisation. It alsoshows thestatus
and function of each registered component. Whenever a component type is
registered as a component, the details of the registration will appear here.

4.2.1.5 Related Component Types

Use this tab to enter a list of other Component Types which are related to theselected
one. This list of related Types (and their parts) will appear in the Parts tab in the
Components window when an instance of this Type is registered.

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 4.2.1.6 Register a Component Type as a Component
To transfer all of a Component Type’s details, including jobs, counters and measure
points, to a Component record at an installation register the Component Type as a
Component at the installation from this window. This creates a new record for that
installation’s Component window containing all the Type’s details - the unique
number for the component itself, and other details have to be entered directly in the
Component window as in the case of any other new record. It is also possible to edit
the Component - for example, add jobs specific to this instance only (not
Type-- wide) or delete jobs, etc.
To register a component of the selected type at an installation:
1. Select Options > Register as Component. The Register as Component
window, containing a list of the defined installations and departments appears.
2. Select an installation/department from the list and click OK to register a new
Component of the selected Type there.
3. Many Component Types are linked to parts. Parts are stock items that make up
a component and must be registered as stock items within AMOS M&P. To
automatically register these stock items at the same time as the component
registration, check the box entitled Auto-- Register Stock Items at the bottom
of the window.
4. Click OK and you will return to the main window. The new record you’ve
created will be available in the Components window for the selected
installation.

4.3 The Components Window

Once a list of Component Types has been created for your entire organisation, that
information can be inherited on an individual basis in the Components window. At
any local installation you can register an instance of a particular type and certain
details registered at Type level will appear here for your Component. All you have
to do is enter the information that belongs specifically to this component, such as
Number, Serial Number, Location, etc. There are two ways to register a
Component in your system:
S Create a new record directly in the Components window (this only inherits the
General tabandRelated/Partstabinformationfrom Type)and manuallyadd
the other details, or
S Create a new registration from the Component Types window using the
Options menu item Register as Component, which causes the Component to
inherit all registeredTypeinformationincludingJobs, CountersandMeasure
Points. See section 4.2.1.6 for instructions on how to do this.

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Note If a Component similar to the one you are creating already exists and all you want
to do is make a minor change (i.e. enter anew number), use theCopy function: select
the Component to copy and then go to Options > Copy. The Copy Component
dialog will open allowing you to select the items in the original record to duplicate
and enter a new (unique) Component Number. Click OK to return to the main
window and view the duplicated record. You can make changes to the copied
component like for any other new record - add jobs, counters, etc - andSave thenew
Component.
S Depending on how you registered the new Component the Jobs tab may
contain jobs from Type level or not. This tab works in the same way as the Jobs
tab in the Component Type window and you can use it to viewDetails orDelete
listed jobs, and to access the Jobs window to View existing jobs or Add new
ones that apply to this Component specifically. Read more about the Jobs
window in section 4.4.
S Inside the Parts tab you see the Component Type itself that this Component is
linked to and below that, all the Parts that belong to that type. There can also
be a list of related Component Types and the parts that they are made up of
(created in the Component Types window).
S The W.O tab contains a list of work orders that have been linked to the selected
component in the Work Orders window. Select one and click the View button
to open the Work Order in the Work Orders window.
S The History tab contains a list of all maintenance history carried out on work
orders for the selected component. Select a record and click the View button
to open the History window and display the details.
S When a user reports work the information is stored in the maintenance log. The
Maint. Log tab in the Components window contains a list of all the
maintenancelogentriesfortheselectedcomponent. Select alogentryandclick
the View button to open the Maintenance Log window.
S Components can perform more than one function or may be removed from
their normal function for repair, etc. The Functions Performed tab keeps a
record of all functions performed by the selected component along with all
installation and removal details.

4.3.1 Components and Counters

The Counters tab may already contain information from the Component Types
window. In this case, the information can be changed to suit the particular instance
of the Component Type you are registering. If you add a New counter or Delete or
changeanexistingonehereintheComponents windowthese actionswill onlyapply
locally to the selected Component.

25
 You can also adjust counters for the selected component within this tab using the
other three buttons:
S Update - if you read a Counter on your vessel, click the Update button to enter
a new Current Value and Current Date for the selected counter.
Counters can also be updated from the Update Counters window. See section
4.6.1.1.
S Set Start - whenever you insert a new counter, or you want to restart a counter,
you need to set the starting values. Select a counter and click this button to open
the Set Start dialog.
S Replace - if a counter breaks down and you replace it, select the counter that
has been replaced and click the Replace button to open the dialog where you
can enter the starting value on the new counter so the system can accurately
maintain the Total Running value on the counter for the component. For
example:
1. A counter is inserted on 20.01.08. It already has a value of 10. This value is
entered as the Latest Start Value. The counter is updated regularly.
2. On 21.01.09 the counter breaks down with a Current Value of 2021. It is
replaced with another used counter which has a value of 500. This Starting
Value is entered in the Replace dialog along with the date. Upon returning to
the Counter tab, 500 has become the Current Value and the Latest Start
Value for the counter. The former total and date of replacement become the
Latest Zeroed Date and Total.
3. On 22.01.09 a user reads the counter and updates the Current Value to 511. This
means that the component has a Total Running value of 2022:
2021 - 10 + 511 - 500 = 2022

4.3.2 Components and Measure Points

The Measure Point tab may already contain information from the Component
Types window. In this case, the information can be changed to suit the particular
instance of the Component Type you are registering. If youadd aNew measurepoint
or Delete or change an existing one here in the Components window these actions
will only apply locally to the selected Component.
You can update measure points for the selected component within this tab by
clicking the Update button. This opens the Update Component Measure Points
window, which can also be accessed directly from the Maintenance menu. See
section 4.6.1.1 for more on the this window.
When you update a measure point with a Current Value that falls outside the set
values, AMOS will generate work orders for the necessary job.

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4.4 Jobs are Regular Maintenance on Components
EveryComponentneedsregularmaintenance.Maintenancejobsarepredictableand
will be performed over and over again throughout the lifetime of your installation.
The details for the regular maintenance jobs for each component are defined in the
Jobs window: each Job contains a Job Description to describe how the work is to
be carried out, and information about the intervals at which it should be performed.
The resulting record is then linked to the appropriate Component. This is done by
saving the Job record in the Jobs tab of either the Component Types or the
Components window.
The Jobs you create and save from the Component Types window Jobs tab are like
general templates for all instances of that Component Type, and can be applied to
any existing Components of that Type or transferred directly onto new Component
records. They are modifiable at Component level to apply to specific components
actually in use at an installation - for example scheduling adjustments might be
needed at component level.
So if you have a job that should apply to every single component of a certain type,
access the Jobs window at Component Type level and create it there. When you save
this new or changed Component Type Job, a dialog box appears with the option to
reflect the changes on existing components of that type.
Or, youcancreateanewcomponent recordat anyinstallationwithall thecomponent
type job information attached by selecting the record in Component Types and then
choosing Options > Register as Component.
When you access the Jobs window from the Component window Jobs tab and
create and save a job from there, it applies only to that selected instance of the
Component.

4.4.1 Working in the Jobs Window

Note It is also possible to work with and plan jobs in the Job Planner window at
Maintenance > Job Planning, which works in the same way as the Work Order
Planning window at Maintenance > Work Planning. The Work Planning window
is described in section 4.9.2.1.
Several jobs may be connected to one component or component type, in the Jobs
window. The Jobs window is accessed by clicking the View and New buttons in the
Jobs tab of the Component or Component Type windows. Remember to Save before
exiting the Jobs window so that the newly defined Job record will appear in the Jobs
tab.
The information you should define in the Jobs window includes:

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S JobDescription - the pre-- defined job description which tells you what the job
is and what it is called. For example, Lifeboat Motor Weekly Check.
S Periodic Frequency - the intervals at which the job should be carried out. So,
for example, entering 1 Month(s) means the job is to be done on a monthly
basis.
S Planning Method - this is used for scheduling jobs in the Work Planning
window (see section 4.9.2.1). There are two kinds of Planning Methods
available in AMOS M&P. Assigning jobs to Variable Planning enables a
flexible reporting date. For example, if a job is to be reported every 30 days,
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. However, if the job is set
to Fixed Planning, then in this scenario, 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.
S (Resp.) Discipline - the employee discipline needed to carry out the work. In
the case of an already existing job, you can select Options > Required
Disciplines to open a list of all other disciplines used in previous instances of
the job.
S Output Format - the output format for printouts: There are three available
output formats: List - containing a single line for each job. Compact List -
containing only the most important information. Work Order format - also
includes the textual description of each job.
S History Template - if there is a template registered for reporting the history
of the job on select it here.
S Mandatory History - to make recording a history for the job mandatory,
check this box.
S Active - if you do not check this box, the job will not be included when you
generate the first work orders for newly defined jobs.
S Estimates - enter the expected Total Duration in hours, and Total Cost for
the job.
S Maint. Criteria - any criteria to meet for the purpose of carrying out the job.
For example, if the vessel has to be At Anchor, or at Sea, etc.
S Window - the number of days before the actual due date of the job. It is shown
in the Work Planning window, described in its own section.
S Priority - of the job.

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 S Last Done, Next Due, CBM Status (Component Jobs only) - so the system
can determine when the job should be done, enter the date it was last performed
on the selected component, and the CBM Status if applicable. Using the
Periodic Frequency and the Last Done date the system will provide the Next
Due date for you. After the job has been performed again, AMOS will also take
into account the Planning Method in determining the next due date.
S Work Classification - the Type of maintenance (Modify, Remove, Repair),
the Class (Breakdown, Renewal, Critical), and the Cause (Erosion,
Overheating, Structural Deficiency).
S Planned for Component Status - the component status required for a work
order to be generated. Note that work orders are not generated for scrapped or
transferred components. If the component status is changed or is reverted back
to a previous status, the work order will still be generated on the selection of
Maintenance > Generate Work Orders, if the parameter ’Automatically
Reschedule Work Orders’is set to TRUE, and it is indicated in the Component
Jobs window that a Work Order is needed for that status (the appropriate box
is checked).
S Maint./Stock Budget (Component Jobs only) - the Budgets to which costs
should be attributed. These may be pre-- set by default or selected using the
lookup buttons.

4.4.2 Related Jobs

If at least two jobs are already listed in the window, and they are similar jobs, you
can ’relate’them to create a hierarchy of jobs that can be reported together.

When reporting on related jobs, if the main job is to be marked as completed but one
or more of the related jobs is incomplete, a warning appears suggesting that you
mark the main job incomplete. To report the main job as completed anyway, you
must report separately all the open related jobs.

To relate jobs:
1. Select the main job and go to Options > Related Jobs.

2. The Related Jobs window appears. Click the lookup button on the right side to
choose the related job from the list that opens.

3. You can create several levels of related jobs, but you cannot create a loop back
to any of the previously related jobs.

29
4.4.3 Reserving Parts on Jobs
By selecting Options > Required Parts (on Component Level or using the
Required Parts tab at Type level), you can add a list of parts that are needed to carry
out the selected job. Within the Required Parts window you can also enter the
Quantity of each part needed, and Reserve a number of parts depending on how
many you already have on hand.
If your system is set up torequire advancebooking ofparts, youwill seea fieldcalled
Booking Window, and a checkbox labelled Dynamic Booking. The Booking
Window is the number of days required to supply a stock item from requisition
approval to supply on board, for use on a job. You can enter a fixed value in the
Booking Window field, or check the Dynamic Booking checkbox. This causes the
system to ignore any fixed values in the Booking Window field and instead use the
value entered in the Median Supply Time field in the Stock Item window for the
booked item. Booking parts in advance tells AMOS how much time is needed to get
all stock items required for the selected job, onsite and ready to go.
Note AMOS determines the Supply Time for an item as the amount of days between
when an item is requested, and when it arrives at the installation. When an order is
received, AMOS calculates the Supply Time and enters the result in the Stock
Transaction Log, where users can recalculate it if necessary. The Median Supply
Time is derived from all instances of deliveries of this item, and appears in the Stock
Item window for the item.
When a work order is generated for a job with booked parts, AMOS will reserve the
needed parts for the duration of time between the work order’s Start and Enddates.
The Booking Window value will appear in the Work Order’s Required Parts tab, to
indicate how far ahead the parts should be ordered to fulfil the workorder’s duedate.
The window will be included in the duration of the booking.
When parts booking is enforced it is not possible to:
S Use the In/Out of Stock window to remove any quantity larger than what is in
stock and not already booked.
S Report a quantity of stock used on a work order that is larger than the quantity
in stock and not already booked.
S Send out a quantity on a Transfer Document larger than what is in stock and
not already booked.

4.4.4 Complex Activities Management --- Job Dependencies

If the system parameter ’Use Job Dependencies’is set to TRUE, you can configure
links between two or more component jobs inside the Jobs window (accessed from
the Components window).

30
Note These links can also be configured in the Jobs Planning window at Maintenance
> Job Planning, where you can use the graphic timeline to easily visualise your
chain.
Once linked, the jobs form a ’chain of dependency’: a relationship where each job
is depending on the job(s) ’above’it in the chain. When work orders are generated
for these jobs they are also linked to each other according to the dependency chain:
the depending work order cannot be reported on until the dependant work order has
been finished and set to completed. The dependency between work orders can be
altered in the Dependencies tab of the Work Orders window.
The jobs can be linked in almost any configuration, not just astraight line. A jobwith
one or more jobs linked to it, is called the Dependant Job. Jobs linked to a Dependant
Job are called Depending Jobs. Any job can be both Dependant and Depending at
the same time, according to where it is in the chain, for example, in a chain
comprised of Jobs A-- B-- C, B is Depending on A and Dependant for C.
Keep in mind:
S Dependant Jobs must be marked as ’Active’.
S The component a Dependant Job belongs to must have any of the statuses
marked for the job in the Jobs window ’Planned for Component Status’.
S Counter based Jobs cannot be added to a dependency chain, and,
S The jobs in one chain must all have the same frequency and planning method
set in the Jobs window.
Any job can belong to several different components. When youcreate adependency
chain, you are not limited to the list of jobs assigned to one component. Rather, you
can link any jobs which need to be performed in a set sequence, regardless of which
component(s) they might belong to. You can also specify that a dependency chain
is only valid when the component a job in the chain belongs to is performing a set
function.

4.4.4.1 Creating a Dependency Chain

To configure a dependency chain you need to think about your components and jobs
in advance and how they might be related. Then:
1. Select the Component which needs work and open its Jobs tab. Select the job
you want to start with. This job is your first Dependant job - Job A.
2. Click View. The Jobs window opens to show the details for Job A.
3. Go to Options > Dependency. The Dependency window opens. Any job(s)
you add here will be depending on Job A and work order(s) will not be
generated until Job A is complete.

31
4. Because different components might require work inside of this job
dependency chain, select the Component the depending Job belongs to. Then,
lookup the depending Job - Job B.

When you Save this entry (and work orders are generated), it means that Job
B cannot be started until Job A is completed.

5. Because components rotate from one function to another and require different
jobs, job dependencies can change at any time. To avoid altering dependency
chains every time a component is moved, you can define that a dependency is
only valid when the component (selected in step 4.) to which the job belongs,
is performing a defined function. Lookup the function in the field Only when
Component is Performing Function.

Now the dependency between Job A and Job B is only valid if Job B’s
component is installed on the specified Function. In other words, if the
component is removed from the function, then Job B can be performed at any
time, regardless of whether Job A is completed or not.

6. If you add one job in the Dependency window as Depending on Job A, you will
have a straightforward A - B link. If you add two (or more) jobs here, you will
then create a pyramid. That is, when Job A is completed, both of these jobs will
have work orders generated and be able to start at the same time.

7. Save the window before exiting.

To add another link in the chain (Job C):

8. In the Components window select the component Job B belongs to as chosen

in the Dependency window in Step 4.

9. Open the Jobs tab for that component and select Job B there. Open the Jobs
window.

10. With Job B displayed in the Jobs window, go to Options > Dependency.

11. Add Job C as described above. Job C is now Depending on Job B.

12. Save your work. You can add as many jobs to your dependency chain as
necessary.

When work orders are generated for these jobs they are also linked in the sameorder.
Work Order dependencies can be altered in the Work Orders window Dependencies
tab, or in the Work Planning window.

32
Note When a component status is changed, and active work orders exist for that
component’s jobs but have not been started, the work orders will be cancelled even
if dependencies exist between them. AMOS will notify you about the cancelled
workorders, andthedependencieswill not beremoved. Youcanfor examplereplace
the original component inserting the new component’s jobs into the dependency
chain to replace the cancelled work order.

4.5 Grouping Several Jobs into a Round

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

4.5.1 Defining a New Round

1. Select Maintenance > Rounds.
The Rounds Criteria filter opens. Click OK to go to the window.

33
 Figure 11 Example of the Rounds window

The lower part of the window contains a list of the rounds already registered,
while the upper part of the window contains the details of the currentlyselected
round.
2. Click the New button in the toolbar to get a new line.
3. Assign a Code to the new round.
When you assign a code to the round, you may prefer to use the same prefix
for all rounds to make it easier to identify work orders generated from the
round.
4. Type in a Title for the round.
5. Select the discipline (rank or position title) of the person or grade required to
perform the round.
Note A round would normally contain jobs performed by the same discipline, but the
system allows you to include jobs from different disciplines if you want. However,
when you select a job belonging to a different discipline than the other jobs in the
group, the system will ask you if you really want to do so and you will need to
confirm the selection.

34
 6. Set the Frequency the round is to be performed at, the Priority of the round,
and a Window within which the round is to be performed.
7. Check the Include All Jobs when Generating Work Orders check-- box to
generate a work order covering all the maintenance jobs included in the round
when the user selects Options > Create Work Order. If this box is left
unchecked, you must ensure that:
S The Round Frequency is set to the same interval as that of one of the included
component jobs - the one with the lowest frequency interval. And,
S The linked component job frequency is a multiple of the round frequency (i.e.
if the round frequency is 2 weeks, then the component job frequency should be
2, 4, 6 8, etc weeks).
8. Planning Method - there are two kinds of Planning Methods available in
AMOS M&P: Variable and Fixed. They are described in section 4.4.1. When
a Round is reported as complete, the system generates the next round-- type
work order according to the planning method selected for the previous round.
9. Last Done is the date on which the round was last completed. The combination
of Last Done and Frequency gives the date by which the round must be
completed next time. The value specified in the Window field gives the period,
in days, during which the round must be completed. For example, if Last Done
is 25.12.04, Frequency is 12 Months and Window is 5, then the round can be
completed any time between 20th and 25th December 2005.
10. Select the Output Format and the Reporting Method. There are three
availableoutput formatsforaround: List - containing asingle linefor eachjob.
Compact List - containingonlythemost important information. WorkOrder
format - also includes the textual description of each job.
11. Reporting Method - Simple or Full. You can report work against both types
of rounds in several stages, so that you only check offthe jobsthat haveactually
been completed at a given time.
12. Save your round.

4.5.2 Allocating Jobs to a Round

After defining the round, allocate jobs to it.
1. Select Options > Jobs.
The Rounds dialog box opens. If the round already contains some jobs, these
will be listed (see Figure 13).
Select the first component on which to perform the maintenance.

35
 2. Click the New button in the toolbar to create a new line in the list. A Select box
opens.
3. Select any defined job for the round. If you pick a job that is allocated to a
disciplineotherthan that selected forthe round, you get the followingquestion:

Figure 12 The Round discipline confirmation dialog

4. Click OK if this is what you intended, or click Cancel to pick a different job.
Once you have selected the jobs to assign to the round, the list may look like this:

Figure 13 Example of jobs in a round

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

4.5.3 Reporting a Round

Reporting work on Round work orders is covered with reporting on other types of
work orders, in section 4.10.

4.6 How Does AMOS M&P Know When to Schedule

Jobs?
Each job has information about when it should be performed. AMOS M&P uses
several methods to determine when jobs are due:

36
 S Counters - the job can be performed when a counter reaches a predefined
level. See section 4.6.1.

S CBM/Measure Points - If your installation uses automatic Condition-- Based

Maintenance (CBM) and components are linked to measure points, then a job
may be scheduled whenever certain circumstances occur. See section 4.6.1.

S Triggers - It is also possible to use manual triggers to schedule jobs that must
be performed at recurring intervals, such as daily, weekly or monthly, or jobs
which are handled when a specific event occurs. See section 4.6.2.

4.6.1 Counters, CBM and Measure Points

Job descriptions normally include information about when the job should be
performed. This can be a frequency such as daily, weekly, monthly or annually, or
the job can be performed when a counter reaches a predefined value. For example
if an engine is to be checked every 1200 running hours AMOS M&P will start
counting the running hours as soon as it is reported that the enginehas beeninstalled.
When 1200 hours approaches, the job ’Check the engine’will appear when the job
lists for the coming period are printed or the work-- planning window is opened.
Once the job is reported as completed, AMOS M&P will restart counting.

AMOS M&P counts time automatically but the counters must be updated either
manually, or automatically through CBM. For example, if there are maintenance
jobs that must be performed when the ship has docked a certain number of times,
there will be a counter for the number times the ship has docked which must be
updated manually each time the vessel enters a harbour.

If your installation uses automatic Condition-- Based Maintenance (CBM)

functions, then a job may be scheduled when a monitor or sensor detects a
predefined condition in a component and passes this information to AMOS M&P.
For example, a sensormight detect when thetemperature ina cooledunit risesabove
10 deg.C, or when an arm on a rotating unit has made 36000 rotations. Linking
Measure Points to components and then manually updating the measure points, is
another way of determining when a job should be done. Thevalue ofa measurepoint
is not incremental, and can have an up/down trend over time - for example, a
Pressure Gauge or a Temperature Gauge. When a user defined Measure Point is
updated with a value that falls outside of its preset minimum or maximum values,
work orders will be generated.

It is difficult to predict when Measure Point or CBM jobs might be required and so
AMOS does not generate work orders in advance but rather as needed.

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 4.6.1.1 Updating Counters and Measure Points
CountersandMeasurePointsmust be updatedat regularintervals, otherwiseAMOS
M&P will not be able to calculate the next maintenance date forparts orcomponents
that depend on them.
Note Updates can only be performed by authorised personnel at the installation or site at
which the component using the counter or measure point is installed.
It is sensible to update all counters/measure points at the same time, and a routine
for this operation is normally established by your organisation (this routine would
be included as a job in AMOS M&P). The routine would probably involve printing
out a list of all the counters/measure points, going around the site and checking them
and updating the list, then coming back to AMOS M&P to update the records. This
is basically the routine described here. To perform updates:
1. Select Maintenance > Counters/Measure Points > Update. The Update
filter opens.
2. Add search criteria as necessary and click the OK button. To update all
counters/measure points at the same time do not add search criteria to the filter.
3. Press the CTRL+P keys on your keyboard to print out the list.
4. Take the list around to the read-- out locations and update the list, then return to
AMOS M&P.
5. To update the readings, click in the Current Value field, then type in the new
value. The day’s date will be added to the Date Read field automatically.
6. To change the date, double-- click in the Date Readfield to open a calender, and
select the required date.
Updates to measure points replace the previous reading with a new one and no
average is maintained by the system.
7. Click Save.
AMOSM&P nowupdates thetotal runningtime forthe componentscontrolled
by the countersyou haveupdated, andcompares current values tothe set values
forcomponentscontrolledbymeasurepoints,andrecalculatesthedate-- duefor
all jobs accordingly. The save and update operation may therefore take some
time.
To see an overview of the registered counters/measure points and the components
they arelinked to, the current values, etc., go toMaintenance >Counters/Measure
Points > Overview.
The window at Maintenance > Counters/Measure Points > Counter
Log/Measure Point Log stores all updates, enabling you to view them at will.

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4.6.1.2 Parts Dependent on Other Components’
Counters
Some parts may be dependent on other components’running times. For example,
if an engine has 10 pistons, each piston will run for the same amount of time as the
others, and all will run for the same amount of time as the engine in which they are
fitted. It would therefore be a waste of time to have to update each piston counter
separately. The piston counter fields can therefore be linked to the counter field for
the engine.
As an example:
1. Open the Components window.
2. Select a component that is likely to include other components, for example an
engine, and open the Counters tab.
Notice the Depends On field towards the right of the upper part of the tab. As
the engine is the ’mother’component for all its parts, the engine’s counter does
not depend on anything else. Also, the Date Read field will include the date
the counter was last updated.
3. Select one of the main engine pistons in the list, and select the Counters tab.
Note the Depends On field; this part depends for its counter on the diesel
engine. Its current value is incremented by the same amount, and the Date
Read value is inherited from that of the main engine. See Figure 14.

Figure 14 Example of the Counter tab for a dependent part

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 4.6.1.3 When a Part is Replaced
When a part that takes its counter value from the component it is installed in is
replaced, thenewpart’scounterwill havea lowervalue thanthat ofthe otheroriginal
parts in the component. Each part’s counter therefore does not take its value directly
from the component into which it is installed. Instead, when the component’s
counter is updated, the difference between the old and the new counter value for the
component is added to each of the parts’counters. See section 4.3.1 for more on
replacing and setting counters.

4.6.1.4 Counters on Functions

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

4.6.2 Triggers
Triggers are another way of determining when jobs should be carried out (for
example, at a frequency, such as daily, or at an event, such as departure). When a
trigger is combined with a component job, you can generate work orders for
pre-- defined events. The triggers are linked to jobs in the Job Triggers window, and
activated to generate work orders by selecting Maintenance > Trigger Jobs. The
system can then tell you which jobs to carry out, and when.
Note Triggers apply to Component Types in the same way and can be inherited in the
Component window with Job information.

4.6.2.1 Connecting Triggers to Jobs

The Jobs tab in the Components and Component Types windows contains a list of
all the jobs associated with the selected Component or Component Type. Whether
you access the Job Triggers window through the Component Jobs tab or Component
Types Jobs tab depends on whether you want to connect the trigger to a job on just
one specific component, or if you want to make it available system-- wide to all
components of the selected type.

40
 To connect a trigger to a job:
1. Inside the Jobs tab, select the job from the list and click the View button. The
Jobs window opens, displaying the details.
2. Select Options > Triggers. The Job Triggers window opens, displaying a list
of triggers associated with the current job. The current trigger is highlighted.
3. To add a new trigger - click the New button and select a trigger from the
drop-- down list. Or,
To delete a trigger, select the appropriate line and click the Delete button. Or,
To change the current trigger without adding any more, select the desired
trigger from the drop-- down list in the existing line.
4. Save your changes. Close the window to return to the Jobs window. Save again
and close the Jobs window to return to the Jobs tab.

4.6.2.1.1 Trigger Jobs...

After linking triggers to selected jobs, trigger them to generate work orders:
1. Select Maintenance > Trigger Jobs. The Trigger Jobs dialog opens.
2. Check the appropriate checkbox according to whether you want to trigger
Procedure jobs (Quality) or Component jobs (Maintenance). You can trigger
both at once.
3. From the drop-- down list select the trigger you want to set.
4. Check the checkbox Show created work orders, to see the work orders
created by triggering the jobs.
5. Click OK to trigger the jobs, or Cancel to abort the process. If you checked the
Show created work orders checkbox, the Work Orders window will open
after the jobs are triggered. If there are no jobs available to trigger, a dialog box
appears to inform you of that.

4.7 How Do I Keep Maintenance Running Smoothly?

How you manage maintenance depends onwhether ajob wasexpected andplanned,
or not.

4.8 Unplanned and Unexpected Maintenance

AMOS M&P contains two related concepts for maintenance that is handled when
the need arises:

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

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

Sometimes you will need to perform unplanned maintenance work that is not
defined as a job because it happens so rarely or unpredictably; for example, you
install an additional refrigeration unit, or take the ship into dry-- dock. AMOS M&P
helps you to plan and document this work as well.
For one-- off tasks like this, you create a Requisition work order for the component
on which work is to be done, describing the work, the parts needed, and the time to
be used. Later, you report the work back to AMOS M&P by entering completion
data for the work order.
To create a Requisition Work Order:
1. Select Maintenance > Requisition Work to open the Requisition Work
window.
2. The window opens. Enter a name for the work order in the Title field. The
Component or Function you are requisitioning the work for will already
appear in the appropriate field.
3. Lookup a Job Description for the work if one for the job you are planning
exists.
4. Enter a date in Planned Start, and the Requisition automatically generates an
entry to view in the Work Planning window at Maintenance > Work
Planning.
5. Make sure to indicate if the work is unexpected, by checking the box
Unexpected Work.
6. Fill in the three free text fields for Effect, Cause and Action Taken to provide
a good description of why the work order has been issued.
7. Add any required permits in the Permits to Work tab by clicking the New
button in the bottom of the tab, and selected a permit from the drop-- down list.
The permits will be included on the subsequent work order.

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 8. Check the List Work Order checkbox to automatically open the new work
order in the Work Orders window.
Or, click OK and you will be asked if you want to Save the Requisition - click
Yes. The Requisition Work dialog shuts.
To activate this kind of Work Order, you need to plan it in the Work Planning
window/Work Orders window, before issuing it and carrying out the work.
Note If your system includes a valid license for AMOS Quality and Safety, an extra
checkbox called Create Non-- Conformity is available. Checking this causes the
Non Conformity window in AMOS Q&S to open when you click OK here. Refer
to AMOS Q&S documentation for further details.

4.8.2 Mark Unexpected Work to Improve Your Records

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

4.9 Planned Maintenance

Once AMOS M&P is up and running with components, jobs, rounds,
counters/measure points and so on defined, your tasks to create a jobs list are:
1. Generate work orders for newly defined jobs (see section 4.9.1),
2. Use the Work Planning window and/or the Work Orders window to set the
correct status and otherwise Plan each work order (section 4.9.2),
3. Issue actual work orders (section 4.9.3) based on the generated work orders,
to activate them and see what needs to be done,

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Once the list of jobs is created and ready to go:
4. Carry out the jobs and Report (section 4.10) on them as soon as possible after
they are performed, by entering information in AMOS M&P. Reporting
methods differ depending on what kind of work order it is and if the job was
planned or not.
Once the work has been performed and reported on a work order and the status
is set to Completed, AMOS M&P automatically generates the next work order
depending on how the job has been defined (based on frequency, counters,
measure points or CBM).
5. The final step is to Control the work reports and File them for the records. Now
closed and stored, the work order may be viewed but no further changes can
be made. See section 4.11.

4.9.1 Generating the First Work Orders

When new jobs are defined, it is necessary to generate the first work orders.
There are several types of work orders in AMOS M&P:
S Periodic work orders, which are generated for jobs with a defined periodic
frequency or a counter,
S CBM work orders, generated for Condition Based Maintenance or measure
point jobs,
S Round work orders (see section 4.5). For routine checks with little hands-- on
work, use the Rounds function to group multiple jobs together and generate a
single work order.
S Requisition work orders, which are generated by requesting work as the need
arises (see section 4.8.1).
To generate work orders for newly defined jobs:
1. Select Maintenance > Generate Work Orders. The Work Order Generation
dialog opens:

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 Figure 15 The Work Order Generation dialog box

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

4.9.1.1 What Happens Next?

S Work orders for jobs defined with a periodic frequency are handled
automatically once the system has been ‘kick-- started’by generating the first
work order: once the status of this work order has been set to Completed, the
system generates the next work order.
Jobs based on counters can also be handled automatically: AMOS M&P can
estimate the next time a counter based job falls due and a new work order of
this kind is generated by the system. If such counters are updated manually, it
is important to make sure the counters are updated regularly to aid AMOS
M&P in making good predictions.
S AMOS M&P does not know when a CBM or measure point signal will appear.
Therefore, no work orders for such jobs are generated automatically until a
CBM event occurs or a measure point value falls outside the set boundaries.
New work orders will be generated when the previous work order is completed
or measure point updated again.

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

4.9.2 Planning Work Orders

Once you have generated your first work orders they need to be planned. This work
can be done using the Work Planning window and/or the Work Orders window.
Planning elements you need to carry out include setting the correct status of the
newly generated work orders and work orders that have been requested manually
in the Requisition Work window, and adjusting other details (such as parts and
disciplines, etc) inherited from the Jobs window.
While planning, you can use the Maintenance Tasks window to handle recurring
instances of the same job and the Projects window to group together extraordinary
or emergency maintenance work under a project name and sub-- divide it into
sections.
You can skip this step if your system is configured to automatically set the status of
generated work orders to Planned rather than Requested.

4.9.2.1 Working in the Work Planning Window

To open the Work Planning window, go to Maintenance > Work Planning. This
window is used to plan, reschedule and otherwise follow up on work orders.
On the left hand side of the window is a list of the work orders matching any criteria
you specified in the filter window. Each work order is represented by a colour coded
horizontal bar on the timeline to the right. The lower part of the window shows the
Details of the selected work order. You can make general changes and updates to
a work order in the fields in this area.
A single line on the chart may represent several jobs (for example, if the work order
represents a round). If a round is attached to a work order, the command Included
Jobs is available in the Options menu. Select it to access the list of jobs that are
included in the round.
When you first enter the Work Planning window, the Gantt chart scrolls to Today.
When you click on a work order title, the Gantt chart automatically scrolls to the
associated work order and selects it.

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Make sure you Save your work before exiting this window.

4.9.2.1.1 Work With Multiple Work Orders at Once

At the very bottom you find the Selected List tab. This tab allows you to work on
multiple work orders at once, and is only activated when you select more than one
work order. Select multiple work orders by holding the CTRL key down while
clicking the work order titles.

Figure 16 Selecting multiple work orders

4.9.2.1.2 Change a Work Order’

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

When you click it (or use the Options menu), you enter the following dialog box:

Figure 17 The Change Values Dialog

Use the dialog box to indicate changes that are common to the selected work orders.
Intheexampleabove, younoticethat neitherYesnorNo areselected forUnexpected
Work. This is because some of the selected work orders have each value. For
example, if you click Yes in the dialog box, that value is set for all of the selected
work orders.

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 4.9.2.1.3 Change a Work Order’
s Status
The second toolbar contains icons representing the various statuses a work order
may have. Each status is represented by a specific colour.
To change the selected work order’s status, click the appropriate Status button in the
toolbar. For example, to change the status of a work order from Requested to
Planned, click the Plannedbutton. You see that the colourof thework orderchanges
to the colour indicating Planned work orders. Or, select Options > Change Status
To to change the selected work order’s status to one of the listed alternatives. Or, you
can press the F8 key to alter the status to Planned.
You can change the status of several work orders at the same time. When you have
selected more than one work order, the Selected List tab at the bottom of the screen
is automatically activated, and the selected work orders are listed on it. You can now
click on one of the Status buttons in the toolbar to set a specific status for them all.

4.9.2.1.4 Reschedule a Work Order

Note There are two kinds of planning methods available: fixed and variable. If you
reschedule a fixed job within its reschedule limit, the dates of the jobs to follow will
not change. If you reschedule a variable job, you must reschedule the jobs that
follow by the same amount of time. The planning method is set for each job when
you create it in the Jobs window.
Change the Duration of a Work Order
If you click a work order and hold the mouse button down, a note appears on the
screen showing the planned duration of the selected work order.
To change the planned duration of a task, change the value in the field Est. Duration
(Hrs). The timeline represents whole days, and the estimated number of hours is
rounded up to the next full day. A one-- hour job is represented on the timeline as a
one-- day job, while a job estimated at 36 hours is represented as a two-- day job.

The defined Window is represented graphically on the timeline. For example, if a

Planned work order has a window of 4 days and a duration of 1 day, the horizontal
bar in the timeline will show the window just to the left of the work order in a slightly
less intense version of the same status colour as the work order.

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Change the Start/End Dates for a Work Order
Drag a work order sideways in the timeline to change the planned start of the job.
As you drag, the information in the note changes to reflect the current position of
the work order. When you drop the bar representing the work order, the details in
the lower part of the window are updated to reflect the new planned start and finish
dates.

4.9.2.1.5 Specify Disciplines for a Work Order

The timeline contains a box for each work order according to discipline(s) required.
The number of required hours appears to the right hand side of each work order. It
is easy to see if there are manpower shortages or scheduling conflicts. Place the
cursor over a work order to view the text box containing the work order number.
The Disciplines tab provides an overview of the work planned for each discipline.
To add an additional Discipline, open the tab and click the New button and then
select the discipline from the first drop-- down list and specify the number of hours
and Estimated Cost. You can also specify additional disciplines by choosing
Options > Required Disciplines.

Figure 18 Example of the Disciplines tab

4.9.2.1.6 Plan Work Order Dependencies

If Job Dependency Chains have been configured in the Component Jobs window
(see section 4.4.4) or in the Job Planning window, when the work orders for these
jobs are generated, they will also be linked together. You can view and alter these
linked work orders here. You can also create work order dependencies here in the
first place; the graphical layout makes it easier to visualise and plan work orders
according to which jobs depend on which others.

4.9.2.1.7 Change the Timeline Display

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

49
 You can specify howthe Gantt chart Timelineshould lookby settingup thecalendar.
To access the dialog for setting up the calendar select Options > Settings.

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

4.9.2.2 Maintenance Tasks

Recurring instances of the same job are called Maintenance Tasks. If the
Maintenance Task module is part of your license, and the Maintenance Task
functionalityisenabledbysettingtheparameter’UseMaintenanceTasks’toTRUE,
theWorkPlanningwindow allowsthe possibilityto displayMaintenance Tasksnext
to the existing Work Orders.
These tasks appear in the planning window as frequently as they are scheduled in
the selected period. In any planning period, you can handle multiple maintenance
tasks.

Note The Maintenance Task functionality described in the following sections is in

addition to the work planning functionality described above, provided you have the
correct license.

4.9.2.2.1 The Work Planning -- Maintenance Task Window

If Maintenance Tasks is activated, the Work Planning Filteris similarto thestandard
Work Planning filter. The main difference is that thisfilter includesan additional tab
called Maintenance Tasks. You must enter a From Date and To Date in this tab, for
the period in which you want to work, before you can proceed to the window. Here
you can also set the Periodic Frequency of the tasks you want to view, and Job
Descriptions, Counters and Component Types associated with the Maintenance
Tasks.

Note If you check the Global Search checkbox in the Work Planning filter, Generate
Maintenance Tasks in the Options menu will be disabled in the resulting window.
If you do not check the Global Search checkbox, the Generate Maintenance Tasks
option will be available (depending on access rights). In this case, when you select
to Generate Maintenance Tasks, the Global Search checkbox in the resulting filter
will be disabled.

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 After the filter, the Work Planning - Maintenance Task window opens:

Figure 19 The Work Planning - Maintenance Task Window

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

at a monthly frequency and you review the planning for one year, then for this job
the existing work order and eleven subsequent tasks will be displayed. The details,
(required parts and required disciplines) for the Maintenance Tasks are retrieved
from the Component Job. When the work order is reported to the system, a newwork
order is generated based on the data from the next task in line for that job.
S You may want to resize different areas of the window depending what you are
working on. When resizing the top part of the window by dragging the left hand
columns, there is a difference whether you place the cursor in the column
header row, or in the list of component jobs below. Dragging with the cursor
in the header row moves the entire gantt chart, resizing or zooming, the
timeline. If you drag the header row to the left, each month takes less space. If
you drag it to the right, it increases the space each month will use. Placing the
cursor in the list part of the columns, under the header row, and dragging left
or right, expands or contracts the visible space for the columns versus the
visible space for the gantt chart.
Note If you resize the Discipline column within this tab, by dragging it out to its full
width, all the columns in the top part of the window will also resize automatically
to their own full width. Dragging the Discipline column to the left, to less than its
full width, will then sync the top and bottom timelines again.

51
S When a plan is generated, all tasks will appear in green. They will stay green
as long as there is no planned due date. When you alter a task, so that a planned
due date is set, the task will appear as yellow. All additional created tasks will
always be yellow, since the planned due date is always set for these tasks.
S The status of the required parts on order for a Maintenance Task or a Work
Order is visually indicated on the Gantt chart. If all the parts have been ordered,
there is a green ball present on the Gantt chart next to the selected task or work
order. If some parts have not been ordered yet, you will see a yellow ball next
to the selected task or work order.
S A red exclamation point next to the selected Maintenance Task in the Gantt
chart indicates that the task has been generated with a different frequency from
the frequency that currently exists in the component job.
The Maintenance Tasks Tab
The Work Planning - Maintenance Task window contains a tab called Maintenance
Tasks. This tab lists the Maintenance Tasks associated with the selected Component
Job or Work Order.
There are three buttons at the bottom of this tab:
S Delete - clicking this button deletes the selected maintenance task.
S Not Ordered - to check if all the parts are available for the selected task, click
this button. If none of the parts have been ordered for the selected task, or some
have been ordered but not all (indicated by a yellow ball on the Gantt chart next
to the task), clicking this button displays a dialog box with the first twenty
required parts that are missing.
S Forms - clicking this button opens the forms belonging to the selected
maintenance task. Clicking the Forms button at the bottom from the Selected
List tab opens the forms for all selected tasks and work orders.

4.9.2.2.2 Working in the Work Planning -- Maintenance Task

Window
S If the selected task has many required disciplines, these disciplines have to be
updated whenever you move a task. Selecting Options > Do not refresh
collapsed req. disciplines prevents this update. Switching this option off by
selecting it again, enables collapsed disciplines to be updated. A checkmark in
the menu next to this option indicates that it is ON.
S Selecting Options > Generate Maintenance Tasks allows you to extend the
planning into the future. If you have changed the frequencies for the selected
tasks, they will be overwritten. If the frequency remains the same, it will
generate new instances of tasks.

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Note If you check the Global Search checkbox in the Work Planning filter, Generate
Maintenance Tasks in the Options menu will be disabled in the resulting window.
If you do not check the Global Search checkbox, the Generate Maintenance Tasks
option will be available (depending on access rights). In this case, when you select
to Generate Maintenance Tasks, the Global Search checkbox in the resulting filter
will be disabled.

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

Reschedule Limits

A Reschedule Limit is a set amount of days before and after the calculated due date,
within which a task can be carried out. These limits are defined in the register found
at File > Open Register > Maintenance > Reschedule Limits (read more about
it in the AMOS Business Suite Reference Manual). The reschedule limits can
subsequently be registered against the Component Jobs andare thendisplayed inthe
Planning window for those tasks.

You can move and reschedule maintenance tasks but it is not possible to reschedule
them into the future outside of the pre-- defined task reschedule limit.

It is possible to reschedule a task outside of its limits to an earlier date. For the task
that you reschedule, this updates the planned due date, the calculated due date and
the reschedule limit. For any subsequent tasks, both the calculated due date and
reschedule limit are updated. The planned due date for tasks moved as subsequent
tasks is never altered.

When a variable task is rescheduled withinits limits, the plannedand calculateddue

dates for that task only, are moved. The reschedule limit is set for that task according
to the new calculated due date. For any subsequent tasks up to the next planned task,
the calculated due date and reschedule limit are updated with the same amount of
time. If you reschedule a variable task outside of its limits to an earlier date, only the
generated tasks behind it will be affected, not those in front. The tasks generated
behind the rescheduled one, will be rescheduled using the originally planned
interval according to the Component Job definition for the rescheduled task. Any
additionally created tasks behind the current task will not be rescheduled.
Additional tasks, generated when moving planning out of the reschedule limits, do
not have reschedule limits themselves.

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Note When you are rescheduling a variable task, if one or more instances of that task are
outside the timeline you have filtered for in the Work Planning window, a dialog box
will appear to warn you that there are maintenance tasks involved which are not
displayed in the Planning window and therefore will not be rescheduled. To include
these tasks in the rescheduling action, re-- filter the timeline for the due date of the
last task. If you reschedule a variable task without including all tasks in the timeline,
the tasks outside the displayed timeline will remain unchanged.

4.9.2.3 The Maintenance Tasks (Read Only) Window

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

4.9.2.4 Projects
UsetheProjectswindowtogrouptogetherextraordinaryoremergencymaintenance
work under a project name and sub-- divide it into sections. Grouping work together
like this enables the user to closely monitor related maintenance within a major
project situation such as damage repair or refit.
When you open the Projects window (after using the filter) you need to add projects,
sections and jobs. The projects window appears empty until you begin entering
information.
To create new projects and sections click New on the toolbar. To create a new job
within a section, select the section, and click New.
The main area of the projects window is the same as the work orders window
described in section 4.9.2.5 with a line at the top allowing you to add your own job
number and title to the work order.

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1. Click the New button to open the Specify new object type dialog box:

Figure 20 The Specify New Object Type dialog box

2. Select project or section (you cannot create a section unless you have already
created a project) and click OK. Once you have createda section, the createjob
radio button becomes active. If you chose to create a section, skip to step 4.
If you chose to create a project, the following window appears:

Figure 21 An Example of the Create New Project Window

3. Enter the required information for the project you want to create. The Project
No. and Title fields should contain information meaningful to your
organisation. Select Installation, Project Manager, Category and Status
from the various drop down windows. Created, Start and End are all date
fields. Set the dates using the calendar feature. Use the Lockedcheckbox to fix
the estimated duration of a project. Access to this box is controlled by an entry
in the Fields tab of Access Control, described in section 4.9.2.4.2. This feature
is useful for comparing estimated duration against the actual duration upon
completionof theproject. Usethe paneon theright toattach account categories
and codes to the project.

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4. If you chose to create a section, the following window appears:

Figure 22 The Create New Section Dialog Box

Enter information meaningful to your organisation in the Section No. and

Section Name fields. Click OK to create the section.
5. When you have created a project with at least onesection andyou haveselected
the required section (highlighted in blue), click New to add jobs to it.
To make it easier to add jobs to the correct section of a project, when there are
many sections to choose from, the currently selected section has the following

clipboard icon instead of the normal list icon .

6. In the dialog box that appears, select Job from the list of things to add. Click
OK and the following window opens:

Figure 23 The New Job dialog box

Click Yes to select any existing work order. If you select a periodic work order
as part of the project, its due date becomes locked to avoid it falling outside of
the project timeframe. You can add multiple Work Orders at one time. See
section 4.9.2.5 for information.
Click No, and the work order area of the screen is emptied of information and
you can create a manual work order as described in section 4.9.2.5. Note that
any manually created project job is issued the next available work order
number to uniquely identify it.

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4.9.2.4.1 Sub -- Contracting Project Jobs
To sub-- contract project jobs to an external supplier, select Options > Order and the
following window opens:

Figure 24 The Create Order Form Dialog Box

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

4.9.2.4.2 Setting Access Control for Projects

Selecting Options > Access Control in the Projects window opens the following
window.
Each project has its own, dedicated, access control feature to allow or deny different
levels of access to any defined group.

4.9.2.4.3 Altering the Details of a Project or a Section

Select Options > Project Properties/Section Properties, to alter the details of the
project or section in the same types of window that you used to create them. These
options menu items are only available when the appropriate area of the hierarchy
pane is selected.

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4.9.2.5 Working in the Work Orders Window
The Work Orders window gives you a list of all the workorders inyour system. From
this window, you can select an issued or started work order and report work on it,
or you can change the current status of the work order and plan it (as you can in the
Work Planning window).

Figure 25 The Work Orders window

At the bottom of the Work Orders window you find a list of work orders
matching the filter criteria you specified. Select one of them to display its
details in the top of the window. Here are some of the things you can do in the
Work Orders window:
S Change the status of a selected work order by opening the Status drop-- down
list and selecting the proper status from it.
S Enter or alter a suggested amount to display on the details tab during reports,
in the Estimated Misc. Cost field.

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S Work orders contain a checkbox called Locked. For new work orders
generated automatically by AMOS M&P, this box will always be unchecked.
This means that the system may adjust the estimated due date based on
counters, for example. Work orders you generate manually are locked when
defined, but you may uncheck the box if the due date needs to be moved for
some reason.
S The RequiredPartstab forthe WorkOrders windowis forregistering theparts
in use in the selected work order and information related to the parts such as
price, etc. The currency and price as displayed in this tab are used when
updating the Stock Transaction register with details of Stock Used entered in
Report Work for the Work Order. Click the New and Delete buttons at the
bottom of the tab to add or remove parts on the work order. Click the View
button to display the stock items window for a selected part. Clicking the Show
All button displays all the spareparts everused inprevious instancesof thisjob.
The Max. Used field contains the maximum number of the selected stock item
ever used in reporting this job.
S The Required Disciplines tab for the Work Orders window is for registering
which disciplines are involved in the selected work order. Click the New and
Delete buttons at the bottom of the tab to add or remove disciplines on the work
order. Click the Show All button to show all disciplines ever used in previous
instances of this job.
S If the selected work order is defined as a round, the Included Jobs tab displays
a list of all the jobs included in the round.
S The Financials Tab is where you select the work order budget code and, if you
have a license that includes the accounting module, also the cost centre and
account. Much of this information may be present by default according to how
the system was set up, and your level of access within the application also
affects the options available here.
S Use the Permits to Worktabto add, remove, view, acknowledgeand print any
permits to work attached to the job description associated with the work order.
It is not possible to delete a permit to work if it has been issued or
acknowledged. To View/Acknowledge a permit, double-- click it. The details
will appear in a new window. If the permit is issued to you, you will have the
option to acknowledge it immediately. An acknowledged permit is still
viewable, but no further issuing, withdrawing or acknowledging is possible.
S The Non Conformity tab contains a list of non conformities for the selected
work order. The Number, Name, Due Date and Status of the nonconformities
are listed in the top half of the window. To create a non conformity for the
selected work order, click New.

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 S Jobscanbe linkedtogether inDependency chainsand theresulting workorders
are then linked in the same way (see section 4.4.4 for more information on
Dependencies). The Dependency tab in this window contains two lists. The
Work Orders on the left are Dependant to the selected one. That is, the work
order you have selected in the window cannot be started until the work orders
in the Dependant list have been completed. On the right is a list of Depending
work orders. These work orders cannot be started until the selected one is
completed. Using the New and Delete buttons you can add or remove Work
Orders in the Dependency.
S Select Options > Add to Project to add the selected work order onto an
existing project. To add multiple work orders, check the boxes of all the work
orders you want to add, and then choose Options > Addto Project. Seesection
4.9.2.4 for more information about projects.

4.9.2.5.1 Copying Work Orders

Instead of filling out a new Work Order when a similar one has already been
generated, AMOS M&P allows you to copy an existing Work Order.
To copy an existing Work Order:
1. Open the Work Orders window.
2. Select one or more Work Orders to copy.
3. Go to Options > Copy.
4. Choose whether to copy the Details, Required Parts and Required
Disciplines.
5. Click OK.
The system generates the new Work Order(s) according to the current
auto-- numbering system and it (they) will appear at the bottom of the Work
Order data window.

4.9.3 Issuing Work Orders

Once you have generated your first work orders and then planned them, Issue the
actual work orders to activate and print them out:
1. Select Maintenance > Work Orders. Fill in the filter window and click OK.
2. For each Planned work order you want to Issue, check the box on the left side
to include it.

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 Figure 26 Selecting work orders to issue

3. Select Options > Issue, or click the corresponding toolbar button.

4. In the Issue Work Orders dialog box, select the Output Format you want to
use:

Figure 27 Setting output parameters

5. Click Print Preview to view the list on your screen first and make certain that
it is the list you want.
6. If the list looks right, click the Print button in the tool bar or select File > Print
to print the list.
7. If not, close the Print Preview window by clicking in its upper right corner, and
go back to step 5.

4.10 What Did We Do? Reporting Work

Once the jobs have been performed, you report the work back to AMOS M&P by
entering information about who did the work, when, and what materials were used,
ifany. Youmayalsousethesystemto report unplanned maintenancethat hasalready
been performed. The system uses your report to update your maintenance schedule,
and if you do not report work as it is done, AMOS M&P will keep reminding you
to do it.

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 Depending on what kind of work order it is, when you report the work and set the
status to Completed, AMOS M&P automatically generates the next Work Order for
those jobs which need to be done at set intervals, and can begin counting again.
Reporting time and materials used lets AMOS M&P help you keep track of stock
and expenses and predict future needs. AMOS M&P can also use these reports to
provide the maintenance records you need to document compliance with warranty
terms or safety regulations.
Remember:
S For one-- time tasks with no job defined that you know about in advance, make
a Requisition work order. This is described in section 4.8.1. Report on the
Requisition work order as soon as the work is started.
S In some cases maintenance is handled on the spot and reported after it has been
completed. Read more about this in the next section.
S When reporting jobs done out-- of-- turn, remember to mark the report
’unexpected’ so AMOS M&P can help you evaluate your maintenance
program fairly.
S Reported work cannot be saved if the work is dependent on a counter/measure
point that has not been updated.

4.10.1 Accessing the Report Work Window

You may approach reporting work from one of the following angles:
S Select Maintenance > Report Work without any open windows. A series of
dialog boxes will open allowing you to locate the Work Order by Component,
Function or the Work Order itself:

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 Figure 28 The Report Work window - selecting the item

Click the lookup button to select the relevant Component, Function, or Work
Order from the lists.
If you choose to report by Component or Function and select the relevant
component/function, when you click Next you get a list containing the item
Unplanned Maintenance plus the issued work orders for the jobs connected to
the selected component/function:

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 Figure 29 Selecting a Work Order to report on

When you have selected the work order you want, click Next to enter the
Report Work window.
If you chose in the first dialog to report by Work Order and selected the relevant
work order with the lookup button, when you click Next you go directly to the
Report Work window.
S The second approach to reporting work is to select Options > Report Work
while in the Components window with a Component selected in the list. You
will enter a dialog box in which you select the work order to report on (see
Figure 29). Once you have selected your work order, click Next to enter the
Report Work window. Similarly, the Report Work command is available from
the Function hierarchy Options menu.
S Finally, in the third approach, you can report work from the Work Orders
window by selecting Options > Report Work, with a Work Order selected in
the list. This opens the Report Work main window directly with the selected
Work Order’s details displayed.

4.10.2 Reporting on Work Orders In the Report Work Window

Once you have arrived in the Report Work window using any of the three methods
described above, you can begin to Report your work. There are several factors to
keep in mind when reporting, which influence the content and use of the Report
Work window. These are discussed in sections 4.10.2.4 to 4.10.2.9.

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Remember to Save your report when you are finished.

Figure 30 Reporting work - entering the details

Fill in the general information for your report in the Details tab:
S ’Unplanned Maintenance’is the default title for the Work Order, but you can
change it if you like. If you change the title here, it will appear automatically
in the Description field of the History tab. Select a Discipline (needed to
perform the work) from the drop-- down list beside the title if applicable.
S Enter the basic completion data in the General information area. If you need
to report in relation to a budget, be certain to select the appropriate Budget
Code. If the work is overdue and reported for a date later than the due date in
the Work Order, the Overdue Reason button next to the Date Done field will
appear active. Click this button to open the Overdue dialog. It is mandatory
to enter a reason here, the application will not allow you to Save until you do.
S Mark the job as Unexpected Work if it did not appear on the printed
maintenance plans - that is, if it is a regularly scheduled job that had to be
performed out of turn.
S You may select one Type, Class and Cause.
S You may be offered the option to report several jobs at the same time if the
’related jobs’feature is being used.

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S The Reporting Options area contains the three check boxes History, Stock
Used and Resources Used. If you check an option it is then necessary to fill
in data on the corresponding tab. If the tab is to be left empty, you have to
un-- check the corresponding box to be allowed to exit the window. It is also
possible to make the reporting of history mandatory. In this case, it will not be
possible to uncheck the History check box. History details will need to be
entered before you can complete the work report.
S There are five tabs in the window that you may fill in to register such things as
stock and resources used. See the following sections. When you report work
on a defined round using simple reporting, the Jobs tab is added. See section
4.10.2.7 for more details.

4.10.2.1 Resources Used

To report time used to complete maintenance jobs, fill out the Resources Used tab.
This tab can display Disciplines or Employees, depending on how AMOS M&P is
set up. Typically, the system will be set up to register resources by discipline. AMOS
M&P will update your budget information.
To add a Discipline, click in the main part of the screen and click the New button
on the toolbar. When the new line appears, select a discipline from the drop-- down
list, and enter the number of Hours spent and the Cost. To delete a discipline, select
the correct line, and click the Delete button in the toolbar.

4.10.2.2 Stock Used

If parts from stock were used to complete the job you are reporting, fill out the Stock
Used tab to keep your stock and budget information up-- to-- date.
Use the lookup buttons to find the Item number and Name, and enter the quantity
used. If you have used stock items that are defined as perishable, select the correct
expiry date from the Expiry Date lookup list. If AMOS M&P is set up to take
Depreciation into account, you can differentiate between the use of new and used
stock items by selecting the appropriate level of Depreciation from the drop-- down
menu in the column furthermost to the right in the Stock Used tab.

4.10.2.3 History
The appearance of the history window can vary from installation to installation, and
from job to job depending on which editor is in use and also if templates have been
applied. Selecting Options > History will display any history previously reported
on this entry.

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 4.10.2.4 Reporting Work for Related Jobs
AMOS M&P allows for the creation of related jobs that are reported in the same way
as any other work order.
An example of when you might see related jobs is when you remove a cylindercover
foranyreason andthen tightenthe boltsagain whenyou replaceit. It would not make
much sense to have a job which required the removal and replacement of the cover
on a certain day and then to perform the tightening job once more on the following
day. If you are reporting work and see the following window, it is best to tag all of
the jobs and report them together:

Figure 31 The Report Dependent Jobs window

When you click OK, a report work window will open for each tagged job.
Note You can report the main work order without tagging any of the related jobs, but they
will need to be reported at some point in time.

4.10.2.5 Reporting on Dependant and Depending Jobs

In the case of work orders which are linked in a dependency chain, it is not possible
to report on a work order out of sequence. The Dependant work order must be
completed before the next Depending one can be started. For more about Job
Dependencies, see section 4.4.4.

4.10.2.6 Work Orders with Permits to Work

Some work orders may have one or more Permits to Work attached to them. One use
for permits is to ensure that certain safety information is issued to the person
carrying out the work.

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When using permits to work keep in mind:
S All Permits to Work need to be acknowledged before the work can be reported.
S All Permits to Work need to be issued to a user, and that user will be the only
one who can acknowledge them.
Work orders with permits to work attached should be carried out and reported in the
same way as any other work order except for the following additional steps which
should be completed before you start performing the work.
1. In the Work Orders window, check the Permits to Work tab for the work order
in question. If there are one or more permits to work listed, ensure that they
have been issued to you. If not, issue them to yourself by selecting Options >
Change Permit to Work Status or contact someone who can do it for you if
you do not have access to the command.
2. Double-- click each permit in the list to open the details screen for the permit.
You can print the permit using the button on the bottom part of the window or
just close it. When the window closes you will be presented with a dialog box
asking if you want to acknowledge the permit, click OK to do so.
3. Carry out the work contained in the work order.
4. Report the work as usual.

4.10.2.7 Reporting Rounds

A Round consists of several jobs grouped together as explained insection 4.5. When
you report work on a defined round work order with report method set to Simple,
the Jobs tabis added to the Report Work window, making it possible to check which
defined round jobs have been completed.
The first time work is reported against a simple round work order the Completed
box is unchecked for all the jobs listed. It is then possible to check the jobs that have
actually been completed, and save the work order. When more jobs belonging to the
same work order have been completed, the reporting may continue until all the jobs
have been checked off as completed.
Figure 32 shows the Report Work dialog box for a round work order where the
Report Method is set to Simple.

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 Figure 32 Reporting on a Round - Report Method Simple

The toolbar contains two buttons that maybe usedto checkall thejobs ascompleted,
or to mark all the jobs as not completed:

There are corresponding commands in the Edit menu.

4.10.2.7.1 Full Reporting on Rounds

The Reporting Method on a round can also be set to Full. In such a case, when you
access the Report Work window and select the work order and click Next, you are
presented with a Round Summary dialog before the Report Work window itself
opens.

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 Figure 33 Example of a Round Summary dialog

Data entered in this window is automatically populated on to each of the jobs

attached to the round. This is to aid in the reporting of the individual jobs in the
following scenarios:
S If a job is complete, it should contain (at least) a Date Done and the Job
completed.
S If a job has been started or work has been carried out, but not completed, it
should contain (at least) a Date Done, the Job completed and the Mark Work
Order as Completed checkbox should be unchecked, to enable further
reporting.
S If a job has not been started, it should not contain a Date Done, the Job
completed, and the Mark Work Order as Completed checkbox should be
unchecked to enable reporting at another time.
To report on a round work order with Full reporting method:
1. When you arrive at the Round Summary dialog, fill in the fields:
S The Date Done is pre-- populated with the current date. This date can be
changed or removed, as desired.
S The amounts you enter in the Total Duration and Misc. Expenses fields are
automaticallydistributedequallybetweentheincompletejobsconnectedtothe
work order.
S The amount you enter in the Down Time (Hrs) field is assigned unchanged to
each incomplete job.

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S Use the Resources Used tab to specify who performed the work. The
Disciplines and information you enter are also distributed between the jobsnot
yet completed.
2. When you are finished entering the values, click Next. The Report Work
window will appear.
3. The jobs included in the round are displayed in the list at the bottom of the
window. Select the job to report work on, and fill in the various tabs. When the
job is completed, remember to check the box Job Completed on the Details
tab.
4. You can report on a round work order several times, until all the included jobs
are checked as completed. Check the Mark Work Order as Completed box
the last time work is reported against this work order. The Completed column
in the bottom right corner of the window shows which jobs are already
complete when work has been reported previously.

4.10.2.8 Reporting on Planned Jobs Unexpectedly

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

4.10.2.9 Reporting Work Based on Requisitions

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

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4.11 Controlling Work Orders
Unless a system parameter has been set so that completed work orders are filed
automatically, use the Work Order window to control your work orders and file
them. In the Work Orders window, tag the work orders to mark as Controlled and
select Options > Control or click the corresponding toolbar button.

4.12 Viewing or Printing the Maintenance Log

1. Select Maintenance > Log.
2. The filter opens. Enter search criteria as appropriate, and click OK. The
Maintenance Log window opens.
3. The entries are listed at the bottom of the window. The top ofthe windowshows
some detailed information for the selected list entry. To see additional details
for the entry, select the details you want to see from the Options menu. There
are corresponding buttons in the toolbar.
Note If nothing happens when you select an option, there was no data for AMOS M&P
to display.

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Chapter 5 Stock Management

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

5.2 Using AMOS M&P for Stock Management

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

Figure 34 The Stock menu

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5.2.1 Stock Types
In section 4.2 is a description of the Component type function in AMOS M&P. The
same principles are used in the Stock Types function. This is particularly useful in
larger organisations. Information such as Maker and Type is registered only once at
the main location. Once a new stock item of a defined type is registered at a given
site, it inherits information from the Stock Type register.
The Stock Types window contains several tabs for related information such as
Vendors and connected Attachments. Figure 35 shows an example.

Figure 35 Example of the Stock Types window

5.2.2 Where do I Find Stock Management Functions?

AMOS M&P has several main windows dealing with Stock Management:
S To figure out what you need more of, select Stock > Wanted.
S Select Stock > In/Out of Stock if you need to report stock transactions.

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 S When you take inventory of your stock, select Stock > Control to update the
quantities in AMOS M&P.
S To see where items are coming from and where they are going, select Stock >
Transactions.
S To handle the transfer of stock items between sites, select Stock > Transfer
Documents.
Receiving stock
You may also consider receiving goods to be a stock management function. If you
need to record stock as received, use the Purchase menu:
S Select Purchase > Forms to find the correct Purchase Order.
S From the Purchase Order, select Options > Receive.

5.2.3 Defining a Stock Item

Stock items are defined – get their names and ID numbers – in the Stock Items
register. To get to this register, select Stock > Stock Items. The window contains
several tabs for connected information.
The Stock Items register is also the source of:
S Unit definition: do we count pieces, cases, or boxes?
S Desired stock levels and quantities: minimum, maximum, reorder level, etc.
S Preferredvendorandmanufacturerdetails, includingpricesandunitssupplied.
Selecting Options > Preferred Vendor opens a window where you can
specify address and other relevant information for the preferred vendor of the
stock item. Selecting Options > Maker opens the Maker Address window
where you can enter details about the manufacturer of the Stock Item.
S Stock item location. Using the Add and Remove buttons you can specify
which physical loations actually contain the selected stock item.
S Lists of Component Types and Components which currently use or contain the
selected stock item.
S Is the item perishable and does it require an expiry date.

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 Figure 36 Example of the Stock Items window

5.2.4 Stock Depreciation

Some stock items will depreciate in usefulness (and therefore value) with time, as
they get older and reach the end of their shelf life. AMOS M&P gives you the
opportunity to configure stock items such that the financial side of the program
reflects this ageing of your inventory.
Note This option must only be activated whilst all stock levels are still set to 0 and before
any stock transactions have been carried out.
Before using stock depreciation you must first activate the feature and set the levels
of depreciation:
1. Select Tools > Configuration > Parameters.

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 Figure 37 The Stock Item Depreciation Parameter

2. Click the lookup button to the right of the Value field in Global and select the
True radio button.
3. Click OK.
Now you need to set the depreciation levels.
4. Go to Tools > Configuration > Depreciation Levels.
S Define names and percentage values for each of the depreciation levels. The
‘Useful’state determines whether stock at that level is taken intoconsideration
when calculating stock levels. This reflects the fact that certain items may be
retained (perhaps for emergencies or cannibalisation), even though they have
outlived their shelf life. You can set depreciation levels such as: ’Absent - 0%’,
’Small - 30%’, ’Average - 50%’, Full - 100%’, etc.
Once the option is activated, the Stock Item screen contains a new element for
Depreciation on the Overview tab:

Figure 38 Stock depreciation levels

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

5.2.5 Selecting a New Stock Item Location

You can register the location of stock items. To specify a location for the stock item
selected in the lower part of the window:
1. Click the Add button in the Locations area of the window
A look-- up window opens listing all available locations not in use for the
selected component.
2. Select the required location from the list.
If the stock item is stored in several locations, one location is always the default.
Mark this with a flag by selecting it and then clicking the Default button.
Note If a stock item is perishable, the Locations tab becomes availablein thefar right side
of the window. This tab is read-- only and lists the details for one selected item at a
time.

5.3 Stock Wanted

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

5.3.1 Setting Up a Shopping List Using Stock Wanted

1. Select Stock > Wanted. When the filter opens, enter search criteria as needed
and click OK to go to the window.
2. Review the information in the window, and decide which items and quantities
you want.
The upper section of the window contains information for the currently
highlighted stock item, inherited from the Stock Items window. The lower part
of the window is divided into columns. The In Stock column shows how many
of each item you have. If the number is red the quantity in stock is less than the
reorder leavel defined in the Stock Items window.

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 The Outstanding field shows the quantity requisitioned but not yet received.
To see where these items are in the purchasing pipeline, select the item and
select Options > Show Outstanding Forms. You see the form numbers –use
them to locate the details through the Purchase menu. (See Chapter 6).
If the reorder level is incorrect, or any other aspect of the stock item definition
needs changing, select the stock item and choose Options > View Stock Item
to open the Stock Items window and view the record.
3. For each desired item, click in the column marked Wanted and enter the
desired quantity.
Or, you can change quantities automatically, using the options menu: to ask for
either the reorder quantity, or have AMOS M&P calculate the quantity needed
to fill stock to either minimum or maximum level, select Options > Calculate
Wanted Quantities. Check the Display Wanted Quantities >0 Only check
box to exclude from the display list any items where the Wanted Quantity is 0.
Checking Simulate Future Work causes AMOS to consider future work
orders that have not been generated yet, and predict wanted quantities that will
be required for those as well.

Figure 39 The Calculate Wanted Quantities dialog

The For Component field enables you to specify for which component the
item is wanted. If the stock item is already associated with a single component
number, that numberappearsautomaticallyduringthequantitywantedupdate.
4. Click Save.

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 Figure 40 Example of the Stock Wanted window

Note If your license includes the Maintenance Tasks module, the Stock Wanted window
contains an additional column called Outstanding Tasks. This column displays the
quantity of outstanding items on forms for maintenance tasks. Required parts for
maintenance tasks are purchased through the Work Planning window and thevalues
in the Outstanding Tasks column do not influence the Stock Wanted calculation.
After you have updated your quantities for the Stock Wanted calculation, you
generate forms for the wanted items:
1. If you tag several lines in the Stock Wanted window (see Figure 40 above) and
then select Options > Generate Forms youwill bepresented witha dialogbox
in which you can specify the type of forms that you want generated. The forms
are then generated automatically. All items with a defined wanted quantity are
processed.

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 Figure 41 The Form Creation dialog

2. If you do not tag any lines, when you select to generate forms and choose your
form type, you will also be presented with a dialog box to specify the range for
which you want to create them.
3. You can further restrict form creation by using the Preferred Vendor and
Stock Class fields.
4. Check the List newly created forms checkbox to cause the newly created
forms to be listed in the Forms window.
5. Click OK to proceed with the form(s) generation.

5.4 Registering Stock In or Out

Most stock transactions are related to either a maintenance action or a purchase
form, and AMOS M&P captures these transactions and displays them for you with
the Stock Transactions window.
However, in some circumstances you may need to register Stock in or out of stores
manually.
Stock items are removed from stock for different reasons. The Transaction Type
dropdown list contains the various reasons. The following transaction types may be
used:
S Purchased (the quantity is increased)
S Used (the quantity is decreased)
S Returned unused (the quantity is increased)
S Lost (the quantity is decreased)
S Found (the quantity is increased)

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S Sold (the quantity is decreased)
S Transferred in (the quantity is increased)
S Transferred out (the quantity is decreased)
S Delivered back (the quantity is increased)
S Lent out (the quantity is decreased)
S Trashed (the quantity is decreased)
If the stock item is marked as perishable, you will have to enter an expiry date if you
are increasing stock. If you are decreasing stock you will have to select the correct
expiry date.
To manually register stock going in and out of stores:
1. Select Stock > In/Out of Stock. You can also access this window from the
Stock Items window by selecting Options > In/Out of Stock. The window
opens directly without a filter.
2. Use the lookup to enter the Stock Item number and name in the middle part
of the window. AMOS M&P displays read-- only information for the selected
Stock Item, in the Info - Current Item area in the bottom of the window:
S The default Location.
S Total Current Stock available in the default location.
S Total Stock shows the total number of parts available in all locations.
S The On Order field shows how many parts are currently on order.
3. The Trans. Date at the top, will be set as today’s date but can be altered if
required.
4. Select the Transaction Type from the dropdown list. The type you select
determines which other information is required, such as Work Order number,
Component number, etc.
5. Next to the Stock Item, select the Locationfor which you want to registerstock
movement. If there is only one specified location for the stock item this will be
selected by default.
6. Enter the Quantity and complete any other fields that you want to record.
7. If the Transaction Codes register is used at your installation, you can click the
Transaction Codes button and select a code. For example, the transaction
codes may be used to designate a responsible person or a project number.

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 Figure 42 The In/Out of Stock form

8. To add another transaction to the list click the New Entry button and fill in the
various fields on the window as described above.
9. Click OK to close the window.
When spare booking is enforced (by a system parameter called ’Stock Reservation,
Required Booking’) it is not possible to use the In/Out of Stock window to remove
any quantity larger than what is in stock and not already booked.

5.5 Taking Inventory: Stock Control

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

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5.5.1 Printing a Stock List
1. Select Stock > Control.
2. AMOS displays the Filter window:

Figure 43 The Location filter

3. Click OK to list all stock.

Or select a storage location.
Or type the beginning of a stock item number first, to restrict the list to those
items you are interested in.
AMOS M&P displays the Stock Control window.

Figure 44 Example of the Stock Control window

4. Select File > Print to print the list shown in the window.
5. To update stock quantities, click in the appropriate field in the column headed
Actual and type the correct amount.

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

5.6 Tracing Stock In/Out: Stock Transactions

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

5.6.1 Using Stock Transactions

1. Select Stock > Transactions. The filter appears. Click OK to list all
transactions or enter details to restrict the list that returns.
AMOS M&P displays the Stock Transactions window as shown in Figure 45.
2. Select a transaction to see the complete details in the upper half of the window.
Remember you can sort or re-- sort the transaction list by clickingon thecolumn
title. To see the transactions sorted by type instead of Date, click the Type
column header.
3. To correct a transaction or add details, select the transaction and make your
changes in the upper half of the window. Make sure to enter an Expiry Date
when increasing stock quantities for perishable items. If you are decreasing
stock for perishable items you will have to select the correct Expiry Date.
4. If you have made any changes, remember to Save.

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 Figure 45 Example of the Stock Transactions window

S If the transaction is of Type Used, either Job or Work Order should be filled
out, but not both.
S SincetransactionsofTypePurchasedrepresent stock itemscoming intostock,
these fields will be blank.
S Transaction Details are filled in automatically for a transaction that comes
from purchasing or maintenance.
S Order Details are filled in automatically for a transaction that comes from
purchasing.

5.7 Transfer Documents

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

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 Figure 46 The Stock Transfer filter

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

Figure 47 The Transfer Documents dialog

3. Enter an identifying Number and Title for the transfer.

4. The Recipient Inst. field is grey and is not available for editing. The text in this
field is the name of the installation that created the document.
5. Select the installation that is providing the stock items for the transfer from the
Donating Inst. drop-- down list. If you are unsure of the donating installation
you can leave it blank and the office can select it later.
6. Select the Reason for the transfer from the drop-- down list.

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Note If you double-- click on a line of a transfer document, you enter the Transfer Line
Items window. You can also access this window by selecting Options > Line Items.
In this window, you can select exactly which types of items are covered by this
transfer document. Add new line items by clicking the New button and entering the
Part number and the Requested quantity. Close this window to return to the
Transfer Documents window.

Figure 48 Example of the Transfer Line Items form

5.7.1 Handling a Completed Transfer Document

When you have entered information in the Transfer Documents (and the Transfer
Line Items window), you can use the commands in the Options menu to handle the
selected transfer document.

5.7.1.1 Submit
When you select Options > Submit, the following dialog box opens:

Figure 49 Example of the Submit dialog box

As the transfer document is processed, the status is shown in the History area
of the Transfer Documents window. See the upper right side of the window
shown in Figure 47.

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

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

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 5.7.1.4 Receive
When the transferred items arrive at the recipient installation, access the transfer
document in the usual way and select it. If its status is marked In Transit, you can
select Options > Receive.
Once again, select Options > Fill to automatically match the Receiving quantity to
the Transferred quantity, or enter the figures manually. It is possible to
receive/reject and to attach a budget code to the transferred items if required.
When the transfer document is complete, click Save. Once the quantity received
matches the quantity transferred you will be prompted to mark the Transfer
Document as Received.
After a Transfer Document has been marked as received, no further action can be
taken against it.
Note The visible status of a transfer document depends on the installation from whichyou
are viewing the information (recipeint or donor).

5.8 Forecasting Requirements

Selecting Stock > Forecast opens the Stock Forecast Analysis filter where you can
produce a forecast for material resources required for a set future period of time in
a range of installations and departments. The forecast is based on existing work
orders and planned maintenance - AMOS simulates the future occurence of the
same job(s) to provide the forecast output. After setting the forecast parameters in
the filter and clicking OK, the user will go to the Stock Forecast Analysis window
where the results will be displayed and can be summarised and saved.

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Chapter 6 Purchasing

6.1 Introduction
This chapter covers purchasing issues in AMOS M&P.
S Section 6.2 explains the principles behind AMOS M&P purchasing functions.
S Section 6.3 explains the process of requisitioning stock items.
S Section 6.4 describes the process of making a query to potential vendors.
S Section 6.5 explains how the program can help you in identifying the best offer
among several quotations received.
S Section 6.6 demonstrates how to generate a purchase order based on the
preferred quotations.
S Section 6.7 describes in more detail how you work with purchase orders.
S Section 6.8 explains the Voucher function, which optionally may be used to
update the budget.
S Section 6.9 covers the planning of delivery of received goods to the
installations, and section 6.10 handles how such deliveries are registered.
S Section 6.11 explains how to use the Custom Clearance functionality to meet
custom clearance operations applied in certain countries.
S Finally, section 6.12 explains how you can use AMOS M&P to answer typical
purchasing questions.

6.2 Purchasing with AMOS M&P

As you have seen in Chapter 5, AMOS M&P makes it easy to see when it is time to
reorder.
Then you can use Purchasing in AMOS M&P to create forms to requisition or to
order the parts or consumables that you need, and to track each order until the goods
arrive at your installation and are placed in your stock.
Especially if the purchasing function is divided between a requisitioner at the
installation and a purchaser at some central location, AMOS M&P will help you to
communicateclearlybylettingbothofyou seethe sameform numbersand thestatus
of each form. This requires that you regularly import and export data between your
sites. Read about this in Chapter 11.

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6.2.1 Stock Items Become Form Lines
Any item in your stock register can be ordered. Each item is one line item in a form.

96/123

60w light bulbs

60w light bulbs

22.222.22 lightbulbs 60 w box 12 2 @5.37 10.74

Figure 50 Stock item example

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

6.2.2 Forms Have Two Parts: Headers and Lines

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

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 96/121
Forms
whole header for
96/122 selected form

96/123 list of forms

Figure 51 Forms in the Forms window

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

Figure 52 Stock Wanted to Line Items

6.2.3 The Form Number Always Stays the Same

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

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6.2.4 Type In Once, Print Out Different Purchasing Forms
Besides a number that doesn’t change, each form also has a form type and a status.
You can change these whenever you need to. By changing the type and the status,
you can re-- use the information in the windows to print out whatever paper
documentation you need: requisition forms, queries and purchase orders.
Naturally, it is up to your organisation to decide what these values will mean.
If you are the requester at an installation working with a centralised purchaser, it
might look like this, though:

Form Type What is happening

Requisition This is a form that you created, at the installation. It is your
request to the purchaser to obtain some goods.
Query This is a form that the purchaser is checking prices and
vendors for; you are waiting for quotations.
Purchase This is a form where quotations have been received, and the
Order decisiontopurchasehasbeenmade. Therequesterand/orthe
purchaser are tracking the delivery, transport and receipt of
the ordered goods.

Any type of form, a requisition, query, or purchase order, can have any of these
states:

Form Status What is happening

Active Either the requester or the purchaser is working on getting
this form filled.
Active forms can also be sorted and grouped according to the
dates you record for the following milestones:
Approved for purchase
Ordered by purchaser
Confirmed by vendor
Received at installation
Split This form still exists, but all of its original line items have
been split off into other forms. The form is not cancelled,
because it is useful for information purposes, even thoughwe
do not expect to receive deliveries in relation to this form.
The split line items and their previous and new locations are
shown by selecting Options > Show All.

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

6.2.5 Forms Are Forever, But Line Items Split Up

As everyone who works with purchasing knows, items that were originally
requested on the same form are not always purchased from the same vendor,
supplied at the same time, or received together at the installation.
AMOS M&P allows you to split line items away from their original form so that you
can create forms that correctly show what purchasing actions you are taking. A line
that has been split is visible in two places in AMOS M&P:
S In the original form, when you select Options > Show All, it will appear as an
inactive line showing the form number where the active line is located, and
S In the form where it is active, shown as received (or cancelled) for a form to
be filed.
On forms that have been Received and Filed, AMOS will prevent you from splitting
line items. To split line items on a Filed form, first convert the form to Active, and
set the Receivedquantity on the selected line item, to 0. Otherwise, you will receive
the message that AMOS ’Cannot split line items that have been received’.

6.2.6 Orders Arrive in More Than One Delivery

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

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6.2.7 Goods Are Transported From Central Locations to the
Installation
WithTransport Documents, AMOSM&P letsyou viewthe deliveriesyou havebeen
advised to expect, and group deliveries from different vendors into appropriate
transportation lots to be conveyed to the installation.

6.2.8 Goods Marked as Received Become Stock Items

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

6.3 Requisitioning Stock Items or Consumables

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

6.3.1 Creating an Automatic Requisition for Stock Items

1. Select Purchase > Forms or click the button in the toolbar.
The Purchasing forms filter opens.
2. Click OK to retrieve all the existing requisitions, queries and purchase orders.
If you only want to see specific forms, you may prefer to fill out some details
in the filter before you click OK.
3. In the Forms window, click the New button on the toolbar.
AMOS M&P asks how you would like to create the new form, and what kind
of form to create.

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 4. Select Automatic and Requisition Form, and click OK.
AMOS M&P asks you to specify the stock item number range to create
requisitions for.
5. Specify the numbers and click OK.
To save time, leave the number fields blank to create requisitions for all the
stock items with wanted quantities shown in the Stock Wanted window. You
can always remove lines or edit quantities in the requisitions.
AMOS M&P checks the preferred vendor for each item. If the vendor supplied
units are different from the stock item units –for example you buy in cases, but
you use up a bottle at a time and thus count your stock in bottles –AMOS M&P
calculates the quantities of the vendor-- supplied units needed to fill your stock
requirements. Then AMOS M&P groups the items by preferred vendor,
making one requisition for each vendor. The new requisitions are shown in the
list at the lower half of the Forms window.

6.3.2 Creating a Requisition Manually

1. In the Forms window, click New to create a new form header.
2. Select Manual and Requisition Form, and click OK.
3. Fill out the values in the form header.
4. Click Save to save the new form header.
5. Select Options > Line items to move to that part of your form.
6. In the Line Items window, click New to insert a new line item.
Insert as many line items as you require.
7. Click Save.

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6.3.3 The Forms Window
When you open the Forms window, a list of existing forms appears in the bottom of
the window. Click on any line to select that form and display its details in the top of
the window.
At different stages throughout the purchasing process you will add information to
your form headers. Fill in the form header for a Requisition, Query or Purchase
Order in the forms window as described below.

Figure 53 Example of the Forms window

S Give the form a Title that will help you to identify this particular form when
you see the number in the list.
S Click the lookup buttons to select Vendor and Delivery Address. At any time
if you want to include a comment or remark to the vendor with the form, go to
Options > Note to Vendor, or click the corresponding toolbar button. Adetails
window opens where you can enter your notes and click OK to return to the
main window. In the same way you can attach notes returned from the vendor.
The notes can be sent and received using e-- Business portals.
S Budget Date tells AMOS M&P when these costs should charged against your
budget.
S You can change type and status at any time, to print out the forms you need or
to reflect the progress of your work.

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 S Cost Overview numbers are used for budgeting purposes. You must enter the
numbers yourself if you want them to be used, but you may leave any or all of
these fields blank. You can select a Currency from the drop-- down list. If you
use a currency other than your base currency, the values will automatically
appear in the Additional Info tab, calculated to base currency.

Note There is a parameter which can be set to make the Estimate field mandatory. If this
parameter is set to TRUE, the field must contain an amount, otherwise you will not
be able to save the form.
S When the form becomes a purchase order and the vendor confirms the order,
place the vendor’s reference in the Confirmation ref. field. Later you can use
the vendor’s reference to locate this form directly from the filter.
S When you print an original purchase order, the Ordered field is filled in by
AMOS M&P. Once an original has been printed, you are not allowed to print
another. Thus, you should not fill in the Ordered field yourself.
S If your system license includes Custom Clearance, and the selected form
belongs to a Custom Clearance contracted agreement, use the lookup list in the
Additional Info. tab to select the CC contract the form belongs to. Selecting
Options > Custom Clearance Contract opens the corresponding window
with the selected contract. See section 6.11 for more about Custom Clearance.
S Check the boxes at the left-- hand side to tag a group of forms to change the
status or type of many forms at once, or print a group of forms.
S The Additional Info. tab displays the user names of those people who have
created, approved or ordered the selected form. There is also a checkbox called
Service Order that is checked if any of the line items are orders for services
rather than goods. The Cost Overview section in this tab is read-- only and
displays the values from the General tab Cost Overview, calculated in your
system’s base currency. If you system license includes Custom Clearance and
the selected order form belongs to a Custom Clearance agreement, you can
select the CC Contract here.
S Click the filter button in the secondary toolbar to select a new list.

6.3.4 The Line Items Window

To open the line items window:
1. Select Options > Line Items whilst in the Forms window. The Line Items
window opens and you can edit/fill in the fields:

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 Figure 54 Example of the Line Items window

S For consumables, leave the part number field empty. Use the Part Name field
to enter a descriptive title.
S If you enter a Part Number using the lookup button, the filter for stock items
will open. Within this filter, the stock item number lookup leads to a second
filter, for stock type. It is then possible to select any stock type from the list.
Remember that if you select a stock type for which no stock item is registered
in the current department, when you return to the Line Items window no Part
Number will appear.
S The number in the Requested field is available for you to change when the
Purchasing form is of type Requisition forms.
S The number in the Ordered field is available for you to alter when the form
is changed to a Purchase Order.
S If the purchase is part of the budget, you can check the Budgeted Purchase
field.
S If part of the order cannot be confirmed, you may enter a number of items that
have been cancelled in the Cancelledfield. This keeps the line from remaining
permanently unfilled, which would prevent you from filingthe purchaseorder.

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 S Check the Include on Forms box if you require the line item to be included
on outputs such as printouts, faxes or e-- Business documents. This allows for
the addition of line items carrying extra costs such as transportation, insurance
etc.
It is also possible to purchase services through the Line Items window. If you use
the Content drop-- down list and seøect Services instead of Goods, the Line Items
window changes to display services. In this case you would select a Work Order
Number and Title instead of a Part Number and Part Name against the Purchase
Order.

Note To identify which forms contain services, the Additional Info. tab has a checkbox
which will be marked if one or more line items are for services. The final column
of the forms window can also be used to view the services checkbox.

6.4 Making a Query

For routine purchases you probably already know which vendor offers you the best
combination of price, quality and delivery times. This vendor will usually be
registered in AMOS as the preferred vendor for those items, along with price and
vendor unit data.
Where you do not have a clear preference, or for items that have not been purchased
before, you may want to create a query form which you can print and send to the
vendors.

You can make a query form in two ways:

S If the line items have already been entered, you have a requisition form or a
purchase order. Simply change the form type in the form header to Query
before printing your query.

S If there is no form already in the system, create a new form with the type Query
and then add the line items.

6.4.1 Why Should You Make a Query Form?

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

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6.4.2 Turning a Requisition into a Query
1. Open the Forms window. In the list at the lower half of the window, select the
form that you want to make into a query.
2. Select Options > Convert, and select the desired form type from the list on the
right.
3. To change more than one form, check the boxes at the left-- hand side to tag all
the forms to be changed, and then select Options > Convert Tagged.
4. Save your work.

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6.4.3 Creating a Query Form from Scratch
To create a query form when there is no requisition or purchase order to change,
proceed as follows:
1. Open the Forms window and click the New button on the toolbar.
The Form Creation dialog box opens.
2. In the dialog box, choose Query.

Figure 55 The Form Creation dialog box

3. Choose Manual for a query about consumables, orif youwant toadd lineitems
yourself. Choose Automatic if you want the line items created based on the
wanted values in the Stock wanted window.
4. Proceed as when creating a requisition.

6.5 Getting the Best Price: Quotations

When you have made queries to vendors about a possible order, you will normally
receive quotations in return.
S AMOS M&P lets you record both who you queried and the prices and delivery
times that the vendors quoted. You may record on a line-- by-- line basis if you
want.

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 S AMOS M&P will perform currency calculations and set up a table so that you
can compare prices, and help you to flag the best offer. AMOS M&P will even
show you whether there is anything to gain by splitting an order between
several vendors to obtain the best price on each item, though the potential
savings in price must then be compared to your increased administration and
handling costs.
S The Quotations window lists all quotations for the Purchase form.
S Each quotation can be viewed individually; you can also record prices for each
line item in each quotation, if you want.
S The Compare window lets you compare prices from all the quotations.

6.5.1 Recording Quotations

To record that you have sent a query and expect to receive a quotation, or to record
the quotation after you have received it, follow these instructions:
1. Open the Forms window. Select the form you are working with from the list
in the lower half of the window.
2. Select Options > Quotations.
The Quotations window opens.

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 Figure 56 Example of the Quotations Window

3. To register a new quotation, click New.

A line is added to the list in the lower half of the window.
To make changes to a quotation, select the quotation in the list at the lower half
of the window, and make changes in the fields in the top half of the window.
If you enter a total and the currency for the quote, AMOS M&P will
automatically convert to your default currency.
To record quotes line-- by-- line, from the Quotations window select Options >
Line Items.

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 Figure 57 Example of the Quotations Line Items form

The Quotation Line Items window opens.

4. The lines are copied from the Purchase Form for you so all you need to do is
add price and delivery information.
5. Click Save before closing the Quotation Line Items window.
6. Remember also to save any changes you may have made in the Quotations
window.

6.5.2 Calculating the Total Price of a Quotation

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

6.5.3 Comparing Quotations

If you need help to find the Quotations window, see section 6.5.1.
1. In the Quotations window, select Options > Compare.
AMOS M&P displays a table with all of the price quotations you have
registered for this query. The right-- most column displays the lowest price
found for that line item.

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 Figure 58 Comparing quotations

2. To compare delivery times, select Options > Del. Time.

3. You can switch back to prices by giving the command Options > Price again.

6.5.4 Getting a Recommendation from AMOS M&P

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

Figure 59 Flagging the Quotation

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

Figure 60 Splitting a quote

4. Set the vendor for the form you want to split to.
AMOS M&P asks you to define where to split the line to.
- Choose Sub-- form to create a new purchase form. This new form is given
the same number as the original, followed by a letter: for example
1997/1023A.
- Choose Existing form to select from the forms you already have
- Choose New form - Automatic to automatically create a new form with
a new number.
5. Click OK to start creating the new form.
6. Remember to Save your changes before you close the windows.

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

6.6.1 Convering a Requisition or Query to a Purchase Order

1. Open the Forms window. In the list in the lower half of the window, select the
form that you want to make into a Purchase Order.
2. Select Options > Convert, select Purchase Order from the Form type list,
and click OK.
To change more than one form, check the boxes to tag all the forms to be
changed before you select Options > Convert Tagged.
3. Save your work.

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6.6.2 Creating a New Purchase Order
To create a Purchase Order form when there is no requisition or purchase order to
change, proceed as follows:
1. Open the Forms window. Click the New button on the toolbar.
2. In the dialog box, choose Purchase Order.
3. Choose Manual for a Purchase Order for consumables, or if you want to add
line items yourself. Choose Automatic if you want the lineitems createdbased
on the wanted values in the Stock wanted window.
4. Proceed as when creating a requisition.

6.7 Working With Purchase Orders

6.7.1 Approving An Order

Many organisations require that Purchase Orders be approved by someone other
than the purchaser.
AMOS M&P provides a function for approving Purchase orders. Later you can see
who approved the Purchase order, and when approval was given.
1. Select Purchase > Forms.
AMOS displays the filter.
2. In the Approval drop-- down list select ’Awaiting approval’and click OK.
AMOS M&P displays the Forms window. The forms awaiting approval are
listed in the lower half of the window.
3. Select a form to approve.
4. Select Options > Change Approval.
5. Click Grant Approval.
AMOS M&P updates the Approved field in the form history to show the date
of approval.
Later, you can look at the Additional Info tab for the Forms window to see who
approved the form.

6.7.2 Splitting Lines to New Orders

Why does AMOS M&P let you split lines? Here is an example:

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Suppose that a requisition contains items that you would prefer to purchase from
three different vendors. You must create new forms for some of the items, or move
the items over onto existing forms to those vendors. You also want a simple way to
document and what has happened for the person who originally requisitioned the
goods.
AMOS M&P solves this problem by allowing you to ’split’line items.
A split line is visible in two places:
S When you look at the form where the line originated, if you select Options >
Show All, you will be able to see the line but you not change it in any way. The
line will contain a reference to the new form number, so you will always beable
to find the line item.
S The Line item is of course visible and active in the new form. Here, the
reference to the old form is shown, in case youneed torefer tothe original form.
To split lines:
1. In the Forms window, select the form that contains the line items you need to
split.
This is the original form. (It might be a requisition, query or purchase order).
2. Select Options > Line Items.
AMOS M&P displays the line items for the form you selected.
3. Click in the white box at the beginning of each line you would like to move to
a new form.
4. Select Options > Split.
5. Set the vendor for the form you want to split to (the new form).
AMOS M&P asks you to define where to split the line to.
- Choose Sub-- form to create a newpurchase form. The newform will have
the same number as the original, followed by a letter: for example
1997/1023A.
- Choose Existing form to select from the forms you already have.
- Choose New form - Automatic to automatically create a new form with
a completely new number.
6. Click OK to start creating the new form.
7. Remember to Save your changes before you close the window.

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

Figure 61 The Output Format dialog

If you select Printed Form (Original), the system ’stamps’the order date on the
order. This means you cannot take out another original. You must choose this output
format, to print to Portal. You can select Printed Form (Copy) either before or after
you print the original. You can also select to send the vendor a Reminder, which
works in the same way as a Copy.
The Output to Fax option is only available if the AMOS-- Mail faxdriver isinstalled
on the PC. If you select this option, AMOS will automatically find the registered fax
number ofthe recipient, and thefax issent without any furtherprompting foraddress
information.
If you tag one or more print orders in the Forms window before you click Print, you
enter the Print Tagged Forms box. Since you have already indicated which
purchase orders you want to print, you do not need to supply AMOS M&P with any
selection criteria. You have the same Output Format options, and you can specify
if the output should be sorted by Form Number, by Vendor or by Budget Code.
You also have the option to print a ‘Letter of Rejection’(LoR) instead of, or as well
as, the tagged forms, regardless of form type.

6.7.4 When the Vendor Confirms the Order

When you receive confirmation from the vendor, you have two tasks to do in AMOS
M&P:
1. Recordthereferencenumberofthevendor’s confirmationin theheader ofyour
Purchase Order in AMOS M&P.

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 This way if you need to speak to the vendor about the order later, you will be
able to tell him exactly which order you are referring to with a number he can
find on his own system.
2. Register one or more deliveries for the Purchase order, depending on the
information you received from the vendor.
If the vendor has informed you that the goods will be delivered in more than one lot,
there is no problem. AMOS M&P will allow you to register as many deliveries as
necessary on a single order.
1. Open the Forms window. Select the Purchase form to record delivery
information for.
The form will normally be of type Purchase order and status Active, but you
can register deliveries for a form with any type and any status except Filed.
2. Type in the vendor’s confirmation reference number in the header.
3. Click Save.
4. Select Options > Deliveries.
AMOS M&P displays the Delivery window for your chosen Purchase form.
5. Click New on the toolbar to create a delivery.
6. Fill in the fields in the top half of the Deliveries window.
7. Click Save.
8. Create as many deliveries for the order as you will need. Go on to the next
section.
The deliveries window lists all deliveries for one Purchase form. There is one
Delivery Line Items window for each delivery. The line items from the purchase
form are assigned to the various deliveries.

6.7.5 What Will Arrive in Each Delivery?

The next steps tell you how to assign the line items of the form to the different
deliveries. Registeringthis informationwill helpyou toensure that all ordereditems
are eventually delivered and transported to the installation.
1. Go to the Deliveries window for the Purchase form you want to work with. If
you are not certain how, see steps 1 - 6 in section 6.7.4 above.
2. Select deliveries in the list in the lower half of the Deliveries window.
3. Select Options > Line Items.

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 AMOS M&P displays the line items for the Purchase form in a table.
4. Enter the quantity of each item that will be included in this delivery in the
Confirmed column.
The Confirmed column shows the total quantity of each item already assigned
to other deliveries. Select Options > Fill Delivery to calculate outstanding
quantities, and enter these in the Quantity column.
5. Save your changes and close the Line items window.
6. If there are still some unassigned quantities, repeat steps 2. to 5.
Note The field marked Document No. is the unique identifying number of the transport
documents the delivery is assigned to. Use the look-- up button or press F2 whilst the
cursor is in this field to get a list of the transport documents that you have created.

6.8 Using Vouchers

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

Figure 62 Example of the Vouchers Window

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 3. To create a new voucher, select Edit > New Record or click the corresponding
toolbar button. Fill in the information in the Vouchers dialog box, and
remember to save the record before you close the box.
4. AMOS M&P automatically assigns the first available voucher number to the
item you create.
5. The Type drop-- down menu contains the two values Invoice and Credit Note.
Select the correct type for the voucher you are creating.
Note If your system is set up to use vouchers, and you decide to delete a voucher, first
manually delete all the voucher lines, and then delete the voucher. Otherwise the
budget will not be updated correctly.

6.9 Transporting Delivered Goods to the Installation

Deliveries will arrive at the central purchasing depot continuously, but transport to
ships or installations is usually arranged periodically.
AMOS M&P helps the purchaser to record transport plans in transport documents,
to assign deliveries to transport documents, and to get an overview of unassigned
deliveries.
A transport document can be used to print a list of deliveries to be loaded on a
transport.
Using AMOS M&P, both requisitioner and purchaser are able to see when and how
deliveries will eventually be transported to the installation.

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 All Purchase All Transport
Forms Documents

Options/
Options/
Deliveries Consolidated Deliveries
Delivery 3

Delivery 2
All Deliveries
for the first Transport
purchase form Delivery 1 Document 1

All Deliveries
for a second Delivery 2
purchase form
Delivery 1 Transport
Document 2

Figure 63 Delivery document overview

Deliveriesfrom different Purchase formscan beconsolidated ontoa singletransport

document.

6.9.1 Creating a Transport Document

1. Open the Transport Document window and click New on the toolbar.
The system automatically generates numbers for transport documents.
2. Fill in whichever of the remaining information you find useful: Title and
Arrival Date will be particularly interesting to you later.
3. Click Save.
Now you have a transport document, but as yet you have not filled it with any
deliveries. Go on to the next instructions.

6.9.2 Adding Deliveries to a Transport Document

First, you need to see what deliveries are not yet assigned transport.
1. From the transport document window, select Options > Unconsolidated
deliveries.
If you have any difficulty, see steps 1 - 3 in the previous instructions.
AMOS M&P displays a list of the deliveries that need to be consolidated.

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 If AMOS M&P says No deliveries found then either you have not yet defined
deliveries for your purchase orders, or all deliveries have already been
consolidated on transport documents.
2. Select a delivery in the list in the lower half of the window.
3. Select Options > Attach.
4. Back in the list of deliveries, click Save.
To see what deliveries are assigned to a certain transport document:
5. Go to the transport document window.
6. In the lower half of the window, select the Transport document you are curious
about.
7. Select Options > Consolidated Deliveries.

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6.10 Registering Delivery of Goods
When goods arrive at the installation, you have several tasks to perform in AMOS
M&P:
S You must tell AMOS M&P what you have received.
S If the entire Purchase Order has been received, you must change the Purchase
Order status from Active to Filed.
1. Open the Forms window and select the Purchase Order you want to receive.
2. If you are receiving goods from more than one order, check the box at the
beginning of the line to tag each order.
3. Select Options > Receive (or Receive Tagged).
AMOS M&P asks if you are receiving the entire Purchase Order.

Figure 64 The Receipt Options window

Usually it is easiest to answer Yes to this question, and then to change the
quantities of the items you have not received.
4. Click OK.
AMOS M&P displays the Receive window.

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 Figure 65 Example of the Receive Window

5. For each line item, enter the number received (if you need to change it from
what AMOS M&P suggests).
When you mark 6 received, and save the changes, AMOS M&P will subtract
6 from the On Order field.
You may be prompted to enter expiry dates for perishable items if you have not
selected an expiry date already. Double-- click in the field to use the Calendar
function to select the date.
6. If the items have more than one location, specify the Location to which the
items are being received.
7. When you have set all the quantities, click Save.
If all items on the order have now been received, AMOS M&P will ask if you
want to file the order.

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 Figure 66 The Orderform Receive dialog

8. Click Yes to file the order.

6.11 Custom Clearance

Using the Custom Clearance module fulfills the particular Custom Clearance
operations that are applied in certain countries, where petroleum companies, for
example, do not pay any duties for goods imported with a valid contract. These
companies obtain government concessions for a set time period, and can then use
materials such as equipment andparts, importedfrom abroadwithout payingduties.
The contracts, forms, declarations, and the process of purchasing, delivering and
using the imported goods, must all progress by certain rules. Registering and
tracking all related informationin theAMOS CustomClearance module, integrated
inthe purchasingprocess, ensuresthat all procedures arefollowed andrequirements
are met. In the Custom Clearance process, it is most important that you can trace the
date each step was performed, to have a clear Lead Time Overview (time from
placement of purchase order, to item reception). The Custom Clearance (hereafter
referred to as CC) process is outlined in the steps below:
1. A CC Contract is created between a buyer and a sub-- contractor. It is then
submitted to the proper authorities (ie the government office for controlling
concessions). When approved and registered, the concession is valid for use.
The details should be entered in the AMOS Custom Clearance Contract
window.
2. Materials can be purchased abroad under the approved concession, without
paying duties, for use by the buyer’s sub-- contractor. Dates regarding the
ordering and purchasing should entered in the AMOS Custom Clearance
Forms window. From this step forward, all information and dates should be
updated in the CC Forms window, as the process continues.
3. Thevendorsendsthepurchasedmaterial tothebuyer, in oneor moredeliveries.
The materials are transferred to a free zone and held there awaiting clearance
and ’actual’delivery.

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 4. Delivery reports, referencing the CC Contract (between buyer and
sub-- contractor) to which the received goods are under, must be submitted by
the buyer to the same government office.
5. If approved under the concession, the government office issues a Custom
Declaration (if denied, the buyer must pay the duties).
6. The buyer then submits the Custom Declaration to Custom Authorities.
7. The materials are moved from the free zone and delivered to the destination.
8. At the expiry of the CC Contract, together with the sub-- contractor, Custom
Authorities will classify the material as Asset or Consumed. This finalises the
contract. Material classedasAsset canbere-- exported, ortransferredtoanother
sub-- contractor under another valid contract, or, the duty can be paid on it and
it can then be kept. For materials deemed Consumed, no action is taken for
those of low value, and for those of high value, loss and damages incurred are
reported.
9. The ’Settlement of Finalisation’, a document finalising the Custom
Declaration, must be created.

6.11.1 Creating a Custom Clearance Contract

A Custom Clearance Contract must be created between a buyer and a
sub-- contractor, and approved by the appropriate governmental authorities, before
you can begin importing materials for the sub-- contractor’s use, duty free. When
approved and registered, the concession is valid for use. Its details and information
can be maintained in this window, until its expiry.
To create a Custom Clearance Contract:
1. Select Purchase > Custom Clearance Contracts. The filter appears.
2. If you are looking for an existing contract, enter details here to narrow your
search. Otherwise, just click OK to proceed to the window.
3. The window opens, containing a list of any existing contracts in the bottom
part. Click the New button on the toolbar to empty the fields for new data.
4. Fill in the fields on the General tab first. Open the Detailstab toadd anyfurther
information necessary.
5. Using the buttons in the Attachment tab, you can add an external file - for
example, a scan of the contract.
6. The Forms tab is read-- only. It shows the list of forms that are connected to the
selected contract, in the case of contracts that already exist. The connected
forms are linked to the contract in the Forms window, Additional Info tab (see
section 6.3.3). To view a form, select it and click the View button. The Form
will open in the Forms window.

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 7. Save your information.

6.11.2 Creating a Custom Clearance Form

Custom Clearance Forms contain all the details about the Customs Declaration, and
the Custom Clearance Contract and processes, for the sub-- contractor. These forms
are very important for maintaining records of all the dates involved in the Custom
Clearance process.
Upon receipt of a new Customs Declaration, you create a CC Form here, and then
open the existing record and enter the date and information applicable to each step
of the process: for example, the date the CC Contract is Submitted to the authorities,
the date it is Processed, the order forms linked to the contract, the date the items
arrive in the Free Zone, etc.
To create a new Custom Clearance Form:
1. Select Purchase > Custom Clearance Forms. The filter appears first. If you
are looking for an existing form to view or maintain its information, enter
details here to narrow your search. You can search by various dates in the
process, or by details such as the contract number the form belongs to, etc.
Click OK to proceed to the window.
2. Any forms that already exist, will be listed in the bottom half of the window.
Click the New button on the toolbar to empty the fields for new data.
3. Use the General tab to fill in all the details as they appear on the Customs
Declaration.
4. Click the lookup button to choose the CC contract which this Declaration
applies to.
5. Use the Date fields to enter the dates applicable to the CC contract so far - the
date it was Created, the date it was Submitted to the governmental authorities,
etc. You will need to add to these fields each time another step is completed.
6. Use the Details tab to add any extra information.
7. The Attachments tab is for connecting external attachments, such as a scan of
the Custom Clearance Contract, or the Customs Declaration.
8. Remember to Save frequently.

6.11.2.1 Adding Forms to a Custom Clearance Form

1. Open the Forms tab, and click the New button if you have any forms, such as
orders or quotations, to attach to the CC Form. The Forms linked here will
appear in a read-- only list, in the Forms tab of the Custom Clearance Contract
window (see section 6.11.1) , for the appropriate contract. To view a form
already there, select it and click the View button and the Forms window opens.

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 6.11.2.2 Adding Expenses to a Custom Clearance Form
2. Open the Expenses tab, and click the New button to make a new line. Use the
drop-- down lists to select the Type and Cost of the Expense(s) related to this
Custom Clearance operation - these are derived from the Expense Type
register and could include things like Duty, Storage Fees, Transportation, etc.

6.11.2.3 Custom Clearance Forms Workflow

Custom Clearance Forms are Workflow driven, and the Workflow Activities tab
displays any workflow operations performed on the selected Custom Clearance
Form. Whenever the form progresses to a new stage, ensure that its workflow status
is updated.
For example, you have an existing CC Form with status Submit. This indicates that
the CC Contract details have been submitted to the appropriate government
authorities. Then you recieve approval from the authorities for the contract. At this
point, you would enter the date in the Processed Date field on the General tab, and
then change the workflow status:
1. If you have not saved already, Save the selected record now.
2. Select Options > Workflow. A dialog opens.
3. Choose the appropriate action that leads to the status ’Issued’(for a contract
that has been approved). Click OK, and the status is updated.
4. The new status appears in the General tab, and the Workflow actions are
recorded in the Workflow Activities tab.

6.11.2.4 Custom Clearance Items and Finalisation

In the Custom Clearance Forms window, select Options > Items, to open the
corresponding window. The line items for the selected CC Form are listed here.
Select a line item and use the lookup buttons to enter details regarding the item’s:
S Delivered Date (date it arrived at the warehouse).
S Transferred Date (date if was re-- exported, or transferred to a free zone).
S The Quantity of the item, Duties Paid (if any), and Status.
Note It is possible to change the Status of more than one item at once. Tag the items to
change status for, and select Options > Set Status for all items. Proceed to change
the status as you would for just one item.
S HighValue (in the case of loss or damage to an item of high value, reports must
be provided to the authorities during Finalisation).

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 The Finalised Info tab contains the Finalisation records for the selected item. One
item can have any number of records. Clicking the Insert button allows you to enter
a new record, when an item is finalised.
To complete a Finalisation record:
1. Select a Finalise Type - for example, is it an Asset (re-- usuable, to be exported
again)? Or is it Consumed (damage or used)?
2. Expense Type - select the type of expense related to the item (if you have to
pay for transportation or duty, on the item, for example).
3. Select the Quantity of finalised items, Currency Code and Receiver ID. The
Unit field is read-- only and comes from the line item record.
4. Save the information.

6.12 Typical Purchasing Questions

This section helps you to quickly find the answers to some typical purchase tracking
questions.
It is assumed that you have started AMOS and have correctly set the installation and
department you want to look at.
Are there goods wanted that have not been requisitioned?
1. Select Stock > Wanted.
2. Click OK in the filter.
3. In the list at the lower half of the Stock Wanted window, compare the values
in the column headed Wanted with the values in the column headed
Outstanding. You can scroll through the list to see all the values.
Are any requisitions waiting for the purchaser’s attention?
Once a purchaser goes to work on a requisition, the form type should normally be
changed to query or purchase order, so all you will normally have to do is list the
requisitions.
1. Select Purchase > Forms.
2. In the Forms filter-- Advanced tab, check only form type Requisition Form and
all the Form states (Active, Parked, etc.)
3. Click OK.
Which purchase orders need to be approved?
Until an authorised person registers their approval of the form, the approval date
fieldisempty. Althoughthe formis normallyapproved whenit hasthe typepurchase
order, it is also possible to approve the purchase while the form is set to requisition
or query. To list forms that have not yet been approved:

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

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 6. Return to the Forms window, select a new purchase order, and so on.
Are there any deliveries we need to plan transport for?
1. Select Purchase > Transport Documents.
2. Click OK In the filter to list all Transport Documents.
3. From the Transport document window, select Options > Unconsolidated
deliveries.
The deliveries in the list are those that have not yet been assigned to a transport
form.
What orders are waiting for confirmation that goods have been received?
An order can be filed when all the line items it contains have been either cancelled
or received.
1. Select Purchase > Forms.
2. In the Forms filter - Advanced tab, check only form type Purchase Order and
the form state Active.
3. Click OK.
4. In the Forms window, scroll to the right until you see the columns marked
Confirmed and Recv’d. Those orders that have a date in the confirmed
column, and either none or a blue coloured date in the received column are the
ones to take a closer look at.
5. For each form, select Options > Line Items.
The header of the Line items window allows you to record the items received
or to cancel them.
Note Dates in the Received column that are coloured blue indicate that the form is only
partly received.
Are there any orders ready to be filed?
1. Select Purchase > Forms.
2. In the Forms Filter - Basic tab use the Receipt Condition drop-- down list to
select ’Fully Received’.
3. In the Forms Filter - Advanced tab, check only form type Purchase Order and
the form state Active.
4. Click OK.
5. The Forms window will display all active purchase orders that are now
complete and can be filed. Convert the form status to Filed, and save your
changes.

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Chapter 7 Budgeting

7.1 Introduction
This chapter describes how you can use AMOS M&P to create and follow up a
budget.
S Section 7.2 describes the budgeting functions.
S Section 7.3 covers how youcreate abudget, andsection 7.4the optional feature
of using budget specifications.
S Section 7.5 describes how to edit a budget code.
S Section 7.6 explains the various factors that influence the budget.
S Section 7.7 explains the Custom Budget Impact functionality.
S Section 7.8 explains how to use a budget hierarchy.

7.2 What Budgeting Can Do for You

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

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7.3 Creating a Budget
This is how you add a new Budget Code:
1. Select Tools > Configuration > Budget Codes.
AMOS M&P displays the Budget Codes window:

Figure 67 The Budget Codes window

2. Click New in the toolbar to create a new budget code.

3. Type the Code and Title in the relative fields and make sure that the active
checkbox is checked.
The Budget Group columns are used to create a budget hierarchy. Using budget
hierarchies is described in section 7.8.
Note To be able to use a budget code you must have access to it defined for the group of
users to which you belong. This is administered at Tools > Configuration>Groups
> Options > Budget Code Access.
Once you have created the budget code you need to add the details of the budget:
1. Select Budget > Budget.
AMOS displays the filter window.
2. Click OK to list all current codes, or enter detailsin somefields first if youwant
to restrict the list to only those codes that are of interest to you.
AMOS M&P displays the Budget window.
3. Click New in the toolbar to create a new budget.
This will open the Budget Overview window:

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 Figure 68 The Budget Overview window

4. Use the lookup button to select the required Budget Code.

5. Fill in the various fields in the Budget Overview window. The main fields of
this window are explained below.
6. Remember to save the budget when you are finished. When you close the
Budget Overview window you will return to the Budget window:

Figure 69 The Budget window

S The Budget Category is the title of the budget you are creating. This is
inherited from the Budget Code selected from the lookup list.

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 S The Budget Warning field allows you to enter a ’threshold amount’. If the
accumulatedspendingexceedsthisamount, awarning isgiven. Avalue of90%
will produce a warning when 90% of the specified budget has been spent. A
value of 110% will have the program displaying a warning when the budget
code has been overspent by 10%.
S The Budget Class drop down list contains the options Purchase, Stock and
Maintenance. Later in this chapter, you will find a section describing each of
the three budget classes.
S The Budget Model drop down list contains three options: Budgeted amount
is used to specify a sum for the entire year. Evenly allocated budget distributes
the budget sum evenly over each period. Manually allocated budget makes it
possible to enter the budget sum directly in the Budget Code Detail window.
S The columns in Monthly totals show information about monthly consumption
for the budget code.
If the Budget Commitment Control functionality is enabled in your system,
the Budget Overview window will contain an extra column called Forecast.
Refer to section 7.7 for more information.
S The columnsin Accumulatedshow accumulatedexpenses, thecorresponding
budget figures, and the variance.

7.4 Using Budget Specifications

AMOS M&P contains optional functionality that allows an organisation to enter
budget specifications for the budget codes. Three system parameters control this
option, and they are ’Use Specification for Stock/ Purchase/Maintenance Budget’.
If the parameters are set to TRUE, the corresponding budget specifications are used
to update budget figures for the respective budget classes.
Note These parameters are found at Tools > Configuration > Parameters > Options >
Budget. Find more details about system parameters in the AMOS Business Suite
Reference Manual.
Note In order to use the budget specification functions described in the current section,
the Parameter setting for ’Start of Financial Year’must contain the date format.

7.4.1 Entering a Budget Specification

To define a specification for a budget code:
1. Select the Code in the Budget window.
2. Select Options > Specification.

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 The Budget Specification window opens.

Figure 70 The Budget Specification window

3. In this window, click New, and enter one line each time you want to register an
item that is to be charged to the selected budget code.

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

7.4.2 Setting Budget Status Codes

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

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 Figure 71 The Convert Budget Status dialog box

3. Select the new status from the drop-- down list.

4. Click OK, and remember to save the new status when you return to the Budget
window.

7.5 Editing a Budget

Once you have created budgets, you may edit them if needed:
1. Open the Budget window.
2. Select the line of the Budget Code and Category you want to edit, and select
Options > Overivew.

Figure 72 The Budget Overview window (2)

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 3. Edit the budget code you have selected, and remember to Save your changes
when you are finished.

7.6 Elements Which May Affect the Budget

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

7.6.1 How Purchase Orders Affect the Budget

Purchase orders contain several options that interact with the budgeting function. If
a purchase order has the status Active or Filed, the amounts in certain fields (see
below) are automatically transferred in order to monitor expenses compared to the
budget. You can read more about working with purchase orders in Chapter 6.
Note This section describes the Purchase budget class. The two columns Committedand
Paid in the Budget Overview window are only available for the Purchase budget
class. The reason is that this budget class is intended for purchases made on a regular
basis, where it is possible to estimate the expenses for a period. Thus, you normally
select Evenly allocated budget from the Budget Class drop down list for such items.
A purchase order form contains the following fields, which interact with the budget
function:

Figure 73 The budget fields of a Purchase Form

S Use the lookup to select the Budget Code and establish the link between the
items purchased on the purchase order and the budget code that has been
defined.

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 S Use the Estimate field to estimate the total cost for the selected Budget Code
in this purchase order, whereas the Part Paid field is for recording payments
that have been made. In the example above, the column Committed in the
Budget Overview window would show an amount of 800 USD: This amount
is calculated by subtracting the Part Paid amount from the Estimate amount.
S If the field Final Total is filled in, this will appear both inthe Paidand theTotal
columns in the Budget Overview window, overriding whatever values are
entered in the Estimate and Payments fields.

7.6.2 How Stock Transactions Affect the Budget

If the budget class Stock is selected for a budget, data is automatically transferred
from stock transactions to the budget function. You can read more about working
with stock transactions in Chapter 5.
A stock transaction contains fields that are relevant to budget follow-- up:

Figure 74 The budget fields of a Stock Transaction

The budget code is used to identify the budget category to which the stock
transaction amount should be posted.

7.6.3 How the Maintenance Log Affects the Budget

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

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

7.7 Budget Commitment Control

This functionality is split in two independent parts, described below.

7.7.1 Custom Budget Impact

It is possible to define Purchase Form costs against a budget as a Forecast, rather
than a Commitment. This means that the form would not yet have an impact on the
budget commitment, but it may have one, in the future. This functionality is enabled
by its own set of parameters and access rights. When these parameters and access
are set accordingly, an additional column appears in the Budget windows, called
Forecast. Thiscolumnappearsinadditiontothecolumns Committedand Paid. The
Budget Formula window allows you to define the types and statuses of forms which
will impact each of these three columns. The form status can affect the columns in
different ways:
S No impact (set None) - the selected status will have no effect on the budget
at all
S Forecast - the selected status will effect the Forecast column in the budget
windows
S Committed - the selected status will effect the Committed column in the
budget windows, and in turn, the Paid column, depending on which field the
cost is registered against on the form
To enable this functionality, set the system parameter and access rights below, as
follows:
1. Go to Tools > Configuration > Parameters > Options > Budget > Allow
User-- defined Impact on Purchase Budget.
2. The default setting is FALSE. Change it to TRUE by clickingthe lookupbutton
and selecting TRUE in the dialog that appears.
3. Save the setting. This allows users to custom define which form status (Split,
Cancelled, Parked, etc.), affects which budget column (Committed, Paid or
Forecast). A new field, Forecast, will appear in the Budget windows and on
Budget reports.
4. Close the Parameters window, and go to Tools > Configuration > Budget
Commitment Formula. The corresponding window opens.

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 5. This window contains columns in three groups:
S Type - a list of form types: Purchase Order, Requisition Form and Query.
S Status - the workflow statuses that apply to forms, such as Split, Cancelled,
etc.
S Impact - three lists with radio buttons: None, Forecast and Committed.
Note If Purchase workflow is in use, the system will only provide the workflow status
column to register the impact against.
6. Use this window to define whether or not each form/status combination will
have an impact on either the Forecast or Committed column in the Budget
windows, or no impact at all.
7. Save your settings and close the window.

7.7.2 Budget Warnings and Limits

In the Budget Hierarchy, at group level you can define Budget Warning
percentages, and Budget Limits, for each Budget Group within the hierarchy. The
percentages apply on the accumulated budget for the group they are registered
against.
When Budget Warnings and Budget Limits are defined:
When a user attempts to approve a form, the system will verify the percentage
against the accumulated budget for the year for the budget group the budget code
on the form belongs to. If the cost of the form plus the outstanding commitments on
that budget group exceed the warning percentage of the accumulated budget for the
year, the system will provide a warning. If the Limit percentage is reached, the
system will not allow the approval.
For example:
1. Your system contains a Budget Group which is accumulated at a value of
10,000. The Commitments against this budget are at 5,000. The Warning
percentage for this group is set at 90% and the Limit is set at 95%.
2. This means that when a user tries to approve a form with a value that will bring
the amount committed against the budget within 90% of the accumulated
budget for the year (in this case, a value of 4,300), he will receive a warning.
3. If he tries to approve a form with a value that will bring the amount committed
against the budget within 95% of the accumulated budget for the year (in this
case, 4,600 or more), AMOS will not allow the approval.
ToenableBudget Warnings, set theparametersandaccessrightsasdescribedbelow:

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 1. Go to Tools > Configuration > Parameters > Options > Budget > Use
Budget Control When Approving Forms. By default this parameter is set to
FALSE. Set it to TRUE, by clicking the lookup button and selecting TRUE
from the dialog that appears.

This switches on the Budget Warning functionality.

2. Remain in the same window and folder, and go to the parameter Interrupt
Approval Warning/Limit Adjustment When Sub-- Group Exists. The
default setting is INTERRUPT. The setting of this parameter indicates if the
system should automatically update warning percentages on sub-- group levels
that may belong to groups, when the percentages are updated at group level.
The possible settings are: Suppress with yes, Suppress with no, and Interrupt.
Save your settings, and close the parameters window.
3. Go to Tools > Configuration > Groups and from the Options menu, select
Access Control.
4. Open the Fields tab of the Access Control window. Scroll down to the Budget
section and you will see two settings: Approval Limit and Approval
Warning. Make these fields read-- only.
5. In the same window, open the Functions tab. Scroll down to the Purchase
section. The first two controls are: Approve Purchase Order BeyondBudget
Control Limit and Approve Requisition Form Beyond Budget Control
Limit.

6. Allow the users who belong to groups with access to Commitment Control, to
bypass the functionality. These users will then be able to approve forms
regardless of the budget values and warning percentages.

7. Save your settings, and close the window.

7.8 Using Budget Hierarchies

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

The following illustration shows an example of a budget hierarchy:

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 Figure 75 An example of the Budget Hierarchy

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

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Chapter 8 Registers, Hierarchies and Reports
This chapter describes how you ensure that the various registers in AMOS are
always updated with the correct values.
S Section 8.1 describes the purpose of registers.
S Section 8.2 contains a list of all the various registers to make it easier for you
to locate the correct register to update.
S Section 8.3 describes the use of hierarchies for components and functions.
S Finally, section 8.4 explains how you can organise and print reports from
AMOS.

8.1 What is a Register?

A register is a list of related information entered into a database. For example, a
register could be a list of products and the companies that supply them, or the
employees in your company and their addresses. This information can be linked to
other registers: for example to supplier names and addresses or next-- of-- kin and
addresses, enabling you to search for specific details in the database. Normally this
information is entered into the database manually, and thelinks arecreated whenthe
program is developed.

8.1.1 Are You Allowed to do This?

The registers are used to create the initial database at the time of the application’s
installation. Authorised personnel can update these registers as details change. The
register is set up at the main office, and the information entered must be distributed
to the individual sites before data can be entered and exchanged. The registers used
in the M&P application are described in the following sections.
In most organisations, only a few users will be authorised to update registers, and
depending on your position and responsibilities you may have access to some
without having access to all of them.
If AMOS does not respond when you try to change a register, it is probably because
you are not authorised to use the commands in question.

8.1.2 You Know You Need to Update a Register When?

When AMOS is installed locally, for example on a ship or at a factory, the registers
alreadycontainthebackgroundinformationforyourwork, datathat doesnot change
very often, and that you will use and re-- use; for example currency types, vendor
addresses, stock numbers and descriptions, and job descriptions.

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 When this background information changes you will need to update your registers.
For example:
S New currency exchange rates are approved.
S A vendor sends notice that their firm is moving to a new address.
S New equipment is installed at your site, and there are new items to be given
numbers and kept in stock.
Or you may notice that you cannot find the value you need in a drop down list or a
selection list.
Another reason to get acquainted with the registers is that they have space for
information that you use very rarely and never see in other places in AMOS, such
as component serial numbers.

8.2 Finding the Right Register to Update

The following section is a brief description of the registers pertaining to the AMOS
M&P module of the Business Suite.
Note For additional information on updating registers, see also the AMOS Business Suite
Reference Manual.

8.2.1 Addresses
File > Open Register > Addresses
This register contains the short code and full address information for anyone you
need to contact frequently. Items stored here are used in both maker and vendor
fields. Employee addresses are also stored here.

8.2.2 Employees
File > Open Register > Employees
This register is for the short code, full name, discipline and availability for each
employee.

8.2.3 Locations
File > Open Register > Locations
This register contains a list of the available stock locations, in the form of a
hierarchy.

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8.2.4 Currency Rates
File > Open Register > Currency Rates
This register contains a list of conversion factors that AMOS uses when
re-- calculating prices into your default currency.

8.2.5 Permits to Work

File > Open Register > Permits to Work
This register is for listing the available permits to work for use with work orders.

8.2.6 Templates
File > Open Register > General > Templates
A template or layout is a design for a customised window, a history, details or
additional information window that has been created especially for a maintenance
job or a work order. This register lists all available templates.

8.2.7 Disciplines
File > Open Register > General > Disciplines
This register lists the various types of employees available at the installation. The
information entered here is used in the maintenance windows to specify who should
perform work, or to list work for different groups.

8.2.8 Counter Types

File > Open Register > General > Counter Types
The various types of counters and measure points AMOS M&P uses to handle
periodic maintenance jobs and Condition Based Maintenance are defined in the
Counter Types register. The Max.Per Day fieldenables youto set a maximumvalue
that AMOS M&P will allow the userto input. This isused toprevent mistakesduring
counter/measure point updating.
It is also possible to create a type of counter called a Composite Counter. This is a
counter that is a function of other existing counters linked together, with a formula:
Counter1 = Number of Startups
Counter2 = Running Hours
Counter3 (Composite) = Counter1 * Constant + Counter2
To define a Composite Counter select it as the Type, and then use the lookup button
to enter an Expression which defines the Composite Counter. AMOS will read the
expression like any other counter.

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8.2.9 Product Types
File > Open Register > General > Product Types
This register is for listing the types of product categories you have in your system.

8.2.10 Currency Codes

File > Open Register > General > Currency Codes
This register is for setting up which currencies AMOS will be able to work with, and
the short code for each. Note that exchange rates are in the Currency Rate register.

8.2.11 Quality Codes

File > Open Register > General > Quality Codes
Thisregisterlistspossiblequalitycodesforuse whenreceiving goods. They areused
for quality checking purchase form line items when receiving.

8.2.12 Units
File > Open Register > General > Units
In this register, you can create unit types (pieces, cases, boxes, etc) that are available
in stock or from vendors. They will appear in drop-- down lists throughout the
system.

8.2.13 Job Classes

File > Open Register > General > Job Classes
This register contains the groups that various jobs in the Job Description register can
be sorted into: Inspection, Overhaul, etc. It can also define intial work flow status
and lock types.

8.2.14 Job Triggers

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

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8.2.15 QA Grades
File > Open Register > General > QA Grades
This register is a list of the possible values to give the Quality Assurance programs
of vendors, manufacturers, etc. in the Addresses register.

8.2.16 Stock Grades

File > Open Register > General > Stock Grades
This register contains a list of available grades for adding supplementary stock item
information to purchase form line items.

8.2.17 Account Codes

File > Open Register > General > Account Codes
The Account Codes register lists the available account codes that can be attached to
purchase forms.

8.2.18 The Maintenance Registers

8.2.18.1 Job Descriptions

File > Open Register > Maintenance > Job Descriptions
This register contains descriptions of all planned jobs.

8.2.18.2 Component Classes

File > Open Register > Maintenance > Component Classes
This register is a list of groups that components can be divided into.

8.2.18.3 Function Criticality

File > Open Register > Maintenance > Function Criticality
This is for listing possible values used to describe functions in the Function register.

8.2.18.4 Project Categories

File > Open Register > Maintenance > Project Categories
This is a list of possible categories projects can be divided into.

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 8.2.18.5 Reschedule Limits
File > Open Register > Maintenance > Reschedule Limits
This is for defining the limits within which a selected Maintenance Task can be
rescheduled. Each Reschedule Limit is a set amount of days before and after the
calculated due date within which a Task can be carried out.

8.2.18.6 Criteria
File > Open Register > Maintenance > Criteria
Use this register to define a list of reasons why maintenance needs to be carried out,
such as breakdowns, planned shut-- down, etc.

8.2.18.7 Types
File > Open Register > Maintenance > Types
This register contains possible values to be used in work reporting. These fields can
also be used for filtering work orders.

8.2.18.8 Classes
File > Open Register > Maintenance > Classes
This register contains possible values to be used in work reporting. These fields can
also be used for filtering work orders.

8.2.18.9 Causes
File > Open Register > Maintenance > Causes
This register contains possible values to be used in work reporting. These fields can
also be used for filtering work orders.

8.2.19 The Stock Registers

8.2.19.1 Stock Classes

File > Open Register > Stock > Stock Classes
This register contains groups that stock items can be divided into.

8.2.19.2 Price Classes

File > Open Register > Stock > Price Classes

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 This register contains the user defined formulae that can be used to alter the price
of a stock item according to international tax rates or transportation costs.

8.2.19.3 Transfer Reasons

File > Open Register > Stock > Transfer Reasons
The Transfer Reasons register contains possible values for transfer of items, used
in transfer documents.

8.2.20 The Purchase Registers

8.2.20.1 Order Priority

File > Open Register > Purchase > Order Priority
The Order Priority register lists the available order priorities that can be attached to
purchase forms.

8.2.20.2 Delivery Terms

File > Open Register > Purchase > Delivery Terms
This register lists the various delivery terms that can be attached to purchase forms.

8.2.20.3 Payment Terms

File > Open Register > Purchase > Payment Terms
This register contains a list of the various payment terms that can be attached to
purchase forms.

8.2.20.4 Delivery Locations

File > Open Register > Purchase > Delivery Locations
The Delivery Locations register contains a list of the various locations that can be
attached to purchase forms.

8.2.20.5 Receipt Status

File > Open Register > Purchase > Receipt Status
This register contains the various receipt statuses that can be attached to purchase
form line items.

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 8.2.20.6 Voucher Category
File > Open Register > Purchase > Voucher Category
The Voucher Category register is for defining category groups forvouchers, bycode
and name. Vouchers are attached to forms in the Vouchers window.

8.2.20.7 Expense Types

File > Open Register > Purchase > Expense Types
ThisregisterisavailableforusewiththeCustom Clearancemodule. It is fordefining
categories of expenses related to CC contracts, for example, Custom Fees,
Transportation, Duty, Airport Storage, etc.

8.2.20.8 Finalise Types

File > Open Register > Purchase > Finalise Types
ThisregisterisavailableforusewiththeCustom Clearancemodule. It is fordefining
categories of finalisation for CC contracts, such as Consumed, or Asset.

8.2.21 The Attachment Registers

8.2.21.1 Sources and References

File > Open Register > Attachment > Sources/References
The Attachments sub-- menu contains commands that allow you to connect
attachments such as CAD drawings and photographs to procedures, observations,
manuals and conventions.
See Chapter 18 for more information on working with attachments.

8.2.22 Module Specific Registers

The following registers are more module specific than those found in the File menu.
They are found in the Maintenance and Stock menus.

8.2.22.1 Component Types

Maintenance > Component Types
This registers is used by a central database to distribute information for types of
components. If your organisation is using component types, you will not be able to
alter the basic information for a component.

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 8.2.22.2 Components
Maintenance > Components
This register is for giving components numbers and names, and storing detailsabout
components.

8.2.22.3 Functions
Maintenance > Functions
Components move around, but functions stay put. In a 6-- cylinder internal
combustion engine, Piston 3 is a function. There can also be a component that is
called Piston 3 - today. But you can take that physical component out, clean it and
put it back into the Piston 4 position, and the component name then becomes Piston
4. Defining Functions allows you to track maintenance in a special way, if you
choose: you can check whether all of the pistons are likely to break down, or if 80%
of the breakdowns occur with components when they are inhabiting the Piston 3
function.

8.2.22.4 Rounds
Maintenance > Rounds
Using this register allows you to group several related jobs into a round with a single
work order.

8.2.22.5 Stock Types

Stock > Stock Types
Thisregisteris usedby acentral databaseto distributeinformation fortypes ofstock.
If your organisation is using Stock Types you will not be able to alter the basic
information for a stock item.

8.2.22.6 Stock Items

Stock > Stock Items
This register is for giving stock items names and numbers, and storing information
about prices and preferred vendor for a stock item.

8.2.23 Adding Data to a Register

The procedure for adding data to a register is similar for the majority of the registers,
though some are more complicated than others.

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 1. Select File > OpenRegister and choosethe registeryou want to adda newitem
to.
AMOS may display a filter window. If so, consider: Do I need an example to
look at while I create my new item? If you do, leave the filter blank and click
OK. Otherwise, fill in a value or two in the filter window to restrict the size of
the list.
2. When the register opens, click the New button in the toolbar, click the right
mouse button and select New Record from the pop-- up menu, press the
CTRL+N keys on your keyboard or select Edit > New Record.
A new line is added to the list.

Figure 76 The Currency Rates register

3. Enter the required information into the appropriate fields, and select
information from drop-- down lists and selection boxes where necessary.
If you are not sure what to put in the fields ask someone who knows or click
on an old item from the list in the window, and observe how the fields were
filled out for that record.
Note Information included in drop-- down lists is taken from other registers, so you may
need to add data to other registers before you can complete the register you are
currently working on.
4. Save the register. If you have made a mistake, close theregister without saving.

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8.2.24 Deleting Data from a Register
The procedure for deleting data from a register is similar for the majority of the
registers.
1. Select File > Open Register and choose the register you want to add a new
item to. When the register opens, click on the line in the list that you wish to
delete.
2. Click the Delete button on the toolbar, or select Edit > Delete Record.
A question box appears asking you to confirm the deletion.
3. Click Yes to confirm the deletion or No to cancel the deletion and return to the
window.
4. Save the register. If you have made a mistake, close theregister without saving.
Note If the data you have deleted is used in another window then you will not be allowed
to save the changes.

8.3 The Hierarchies of Components and Functions

AMOS M&P offers functionality for organising Component Types, Components,
FunctionsandStockTypesintohierarchies. TheMaintenance andStock menusgive
access to a window for each hierarchy: You can also use the corresponding buttons
in the toolbar to access the Component and Function hierarchies.
The Component Hierarchy window may look like this:

Figure 77 The Component Hierarchy window

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 The Functions hierarchy may look like this:

Figure 78 The Functions Hierarchy window

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

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

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 Figure 79 The Reports Window

The reports are stored in folders. When you select a folder, the defined reports ofthat
category are shown in the list on the right.
When you double-- click the desired report, you enter a dialog box where you can
specify what you want to report. For example, if you want to run the Trend Mean
Down Time report, you use the dialog box to select if you want to order the report
by Function or by Component, and then you specify the range to report from.
To print one, double-- click it and then click OK in the filter that appears. It is
normally a good idea to use the Print Preview button initially so that you can check
that you are getting the correct information before submitting the report to print.
It is also possible to include user-- defined reports in the hierarchy. This means that
you may see more reports than the standard ones. Such user-- defined reports are
printed the same way as standard reports. The AMOS Business Suite Reference
Manual contains a description of how user defined reports may be added to the
report hierarchy.

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Chapter 9 Defining and Using Attachments
AMOS Business Suite allows you to store files in the maintenance database and
connect CAD drawings, photographs, video and other attachments to components,
stock items and job descriptions.

9.1 Setting up Attachment Source Tools

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

Figure 80 The Attachment Sources window

2. From the Service Type drop-- down list, select Internal if you wish to define
the internal viewer as an attachment source, and select External to define a
different program.
If you select the latter, fill in the name of the tool in the Start Command field,
including the full path. The start command should end with the characters
%IMAGE REFERENCE%, which tells the tool that it should display the
attachment supplied by AMOS.

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 The field Display Command may be used to specify a DDE command. You
need to know the names and syntax of DDE commands supported by the tool
in order to use this function.

9.2 Building a Library of Attachment References

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

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 Figure 81 The Attachment References window

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

9.3 Viewing an Attachment

To view an attachment on the screen:
1. Select one from the library of attachment references.
2. Click the View Attachment button. The attachment appears in a new
window.

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There are three ways to zoom in on an attachment detail:
S Use the cursor to mark the part of the attachment to zoom on. Then click on
the button Zoom Area,
or,
S Select Options > Zoom,
or,
S Right click on the attachment. A pop-- up menu appears:

Figure 82 The Zoom sub-- menu

Select a specific zoom value from the Zoom sub-- menu, or select Zoom Area
or Fit to Window to zoom in and out.
S To move around in a zoomed attachment:
Use the vertical and horizontal scroll bars.
S To zoom out:
Click the Fit to Window button, or select Fit to Window from the pop-- up
menu. The attachment returns to the overview.
S You can also use the Options menu to select Zoom commands, or right-- click
in the attachment. When you select the latter, you get a pop-- up menu which
contains the most relevant options:

Figure 83 The Zoom sub-- menu

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 You can select a specific zoom value from the Zoom sub-- menu, or use the
commands Zoom Area or Fit to Window, which correspond to the toolbar buttons
described above.

9.4 Hotspots on an Attachment

Once you have defined an attachment reference, you may enhance its usability
further by adding hotspots on the attachment.

9.4.1 What is a Hotspot?

A hotspot is a user-- defined interactive area on an attachment (i.e. a button or some
text) which when clicked opens a new window containing more information or
another image to provide more details about relevant parts of the main attachment.

Figure 84 The View Attachment window

Using hotspots, you can:

S Link one attachment to another to provide a different or more detailed view
of a particular area.
S Open any other window in AMOS to find relevant information about the entry
to which the attachment is connected.

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 HotSpots can link any kind of attachments: an image, an external file such as a pdf,
Word file, XLS sheet, etc, a web page. They can be viewed inside or outside
AMOS.
The system parameter ’Open Attachment In New Window’controls what happens
if you click a hotspot to open a new attachment. If the default parameter value
FALSE is set, the new attachment replaces the attachment currently in the window.
If the value is set to TRUE, the new attachment will be displayed in a new window.

9.4.2 Defining a New Hotspot

The toolbar contains two buttons for defining hotspots. The buttons are called
Show Hotspots and Show Workspace.
1. Click the New button on the toolbar.
AMOS automatically changes to the Show Hotspots mode, and the
corresponding button is automatically pressed by the program. If any hotspots
have been defined already, they are displayed as shaded areas on the
attachment.
The new hotspot appears as a shaded area in the top left corner of the
attachment window.
2. Use the mouse to drag the new hotspot to the part of the main attachment that
you want to become the hotspot.
3. Once it is in the desired location, use the mouse to re-- size it by dragging one
of the handles on the edge of the hotspot.
Next, determine which type of hotspot to use.
4. Right-- click the hotspot and select Properties from the pop-- up menu. A
dialog opens.
5. Open the Hotspot Type drop-- down list and select the desired type.
6. In the Show as area select whether you want the hotspot to appear as Text or
a Button, or to be Hidden.
In the case of Text, enter the words you want to appear as the hotspot. Choose
your font and colour. In the case of a Button you can enter text to label the
button.
7. Place the cursor in the empty Reference field and click the lookup button.
A dialog box appears.
Depending on the type of hotspot, select the entity to link to the hotspot.
8. Click OK.

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 Figure 85 shows an attachment with two defined hotspots.
When hotspots have been defined on an attachment, you can click the Show
Hotspots toolbar button to display the hotspots as shaded areas, and move or
re-- size them.
You can re-- size a button hotspot the same way you re-- size other hotspots.
However, there is one difference: when the Show Hotspots button is not pressed,
you will always see the hotspot on the attachment in the form of a button.

Figure 85 Example of an attachment with hotspots

Without pressing the Show Hotspots button, it is still possible to locate the
hotspots in an attachment: Move the cursor around the attachment, and when the
cursor moves over a hotspot, it turns into a hand with a pointing finger. Click on
the hotspot to go to the area to which the hotspot has been linked.

9.5 Browsing Between Attachment Windows

Hotspot-- linked attachments open up in the attachment window, replacing the
original contents. AMOS M&P tracks the attachments used, and allows browsing
between them. Two buttons become available in the tool bar: Go Back and Go
Forward. Use these buttons to browse efficiently through previously viewed
attachments.

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9.6 The Attachment Workspace
An attachment can contain more than one hotspot. To keep track of the hotspots
and their links, click the Show Workspace button in the toolbar. The left side of
the window opens to show a list of the defined hotspots, as seen in the illustration
below:

Figure 86 The Show Workspace pane

To see the name of the link for a hotspot, place the cursor on one of the hotspots
in the attachment. The corresponding name in the list of hotspots at the left of the
window highlights.

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Chapter 10 Configuration
This chapter addresses some of the tasks involved in configuring AMOS Business
Suite.
Note The tasks in this chapter are usually restricted to your system administrator.
For more Configuration information, see the AMOS Business Suite Reference
Manual.

10.1 Workflow
Every task progresses to completion through a series of steps called a work flow.
Configuring this work flow allows AMOS M&P to perform each of these steps in
accordance with your company’s existing procedures.
To access the Work Flow Configuration window:
1. Select Tools > Configuration > Work Flow.
The window appears. At the top left is the Select Module field.

Figure 87 The Work Flow Configuration Window

2. Click on the drop down list to view the modules it is possible to configure:
- Circulars
- Claims
- Custom Clearance
- Incidents
- Maintenance

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 - Manuals
- Non Conformities
- Procedures
- Purchase
- Quality Work Orders
- SA Configuration
- Self Assessment
3. Select the desired module.
The Work Flow Configuration window contains three tabs: Statuses, Actions
and Initial Statuses. However, in the case of Maintenance, Purchase, and
Quality Work Order Work Flows, there are two more tabs present:
S Lock Type
S Lock Access
For more on Lock Types and Lock Access in work flow, see section NO TAG.
4. Select the Actions tab. This tab contains the list of all possible actions. These
actions are user defined and should be the same as your own company
processes.

Figure 88 Work Flow Configuration Window - Actions Tab

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 5. Use the window toolbar or the Edit menu to add and delete actions as
necessary.
6. Select the Initial Statuses tab to define an initial status for each type of record.
These are fixed AMOS statuses and cannot be added to or deleted. In the
Initial Lock field (only available in Maintenance, Purchase, or Quality Work
Orders) you can select from the drop-- down list an initial lock type to apply
at the initial status of the record.
Note Before you can define initial statuses for the records you must create the available
statuses in the Statuses tab and then return to the Initial Statuses tab.

Figure 89 Work Flow Configuration Window - Initial Statuses Tab

7. After defining Actions and Initial Statuses, click the Statuses tab.
The Status column contains the list of all possible statuses. These are user
defined and should be the same as your own company statuses. Following
each status is a Filter check-- box.
8. Check the boxes beside the statuses you wish to have selected by default in
the applicable module’s filter.
9. Use the window toolbar or the Edit menu to add and delete actions.
10. Select a status in the Status column, so that the yellow arrow appears next to
it. Then click the New Action button in the bottom of the tab. In the new line
that appears in the middle of the window, link the Status Action (taken from
the Actions tab) to the Resulting Status (taken from the Status column in the
current tab) using the defined options in the drop-- down lists. Use the buttons
at the bottom of the column to add or delete actions.

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 11. Define a default destination mailbox for each action using the names in the
drop-- down list. If the checkbox beside the default mailbox field is checked,
the Default Mailbox field does not require a value and cannot be changed by
the user. If this default mailbox is restricted, the Assign To field in the Change
Work Flow Status window will be read only.
12. The icon button beside the Default Mailbox field indicates if an expression
is present. Expressions determine which workflow action(s) is visible and
listed in the ’Change Work Flow Status’dialogs. Click the Expression button
to open a dialog box and read any previously defined expressions. If the
dialog box is empty you can create a new expression.
13. In the AMOS Actions area, add pre-- defined actions by clicking the New
Action button, and selecting the action from the drop-- down list. The AMOS
Actions achieve your user defined actions as listed in the middle column of
this tab. Different AMOS Actions are available for the different modules.
14. The third section contains a list of user groups and check boxes. This is for
defining who has access to view and edit the information at each stage of the
workflow. Select an action, and check the users to whom this applies.
Note Defining access for each group of users for each status action is time consuming.
Using the Options > Copy Access From Action feature you can define access to
groups quickly. See section 10.1.1.
15. After configuring the workflow process, select Work Flow from the Options
menu for the applicable module to enable the new configuration(s).
The following illustration is an example of what may appear in the window
when using work flow to process a Purchase Form.

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 Figure 90 The Change Work Flow Status Dialog Box

16. If there are multiple actions listed, select the one you want to use and add a
comment.
17. Click OK and the purchase form automatically progresses to the next stage
in the work flow procedure.
18. To assign the form to a new mailbox other than the pre-- set default, select the
mailbox from the Assign To drop down list.

10.1.1 Copy Access From Action

Defining access for each group of users for each status action is time consuming.
Using the Copy Access From Action feature you can define access to groups
quickly.
To define access:
1. In the middle column of the Statuses tab, select the Status Action to copy the
access settings to.
2. In the Options menu, select Copy Access From Action.
The Status column contains a list of all defined statuses. A status may occur
several times if it has multiple status actions linked to it.
3. Select the line to copy the access settings from and then click OK.
4. Save any changes before exiting the Work Flow configuration window.

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10.1.2 Convert Work Flow Status
Use the conversion window to convert to using workflow. Select Options >
Convert Work Flow Status to apply different initial workflow statuses to each
type of work related status.

The window pertaining to the currently active workflow module appears. The first
column contains a list of all possible AMOS statuses. The second column contains
drop down lists for selecting one of the earlier defined statuses against each of the
AMOS statuses.

10.1.3 Graphical View

To better visualise an existing work flow, choose Options > Graphical View. This
opens the Work Flow Diagram window for the selected work flow. In the new
window you can see the work flow mapped out as a diagram. In the right hand side
of the window, is the list of all the user Groups in your system. The Groups are all
checked by default when you open the diagram. You can check or uncheck any
combination of groups to display their combined access rights. The access rights
of the combined checked groups are shown by a black outline around the actions
and statuses that apply. Gray outlines indicate that the combined group do not have
access to that action or status. You can rearrange the Work Flow by dragging and
dropping the arrows that connect actions and statuses.

The Work Flow Diagram window has an options menu of its own. Choosing the
first option returns the diagram (and the work flow) to its original state if you have
altered it.

The second two options allow you to save and export the diagram as an image file
or a metafile.

10.1.4 Work Flow Configuration --- Lock and Unlock

If you are configuring Work Flow for the Maintenance, Purchase or Quality Work
Order modules, there are two additional tabs available in the Work Flow window:

S Lock Type - a list of all possible Locks that restrict or grant access to
particular work flow statuses to groups of users.

S Lock Access - a list of all the Groups that can be assigned to different locking
types.

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 The AMOS Work Flow actions Lock and Unlock make it possible to define any
number of locking levels in the Maintenance, Purchase and Quality Work Order
work flows and grant specific group(s) the ability to edit work orders or purchase
forms which are assigned a specific locking level. This enables work flow to
control which groups can edit work orders or purchase forms of a particular work
flow status. This can be useful, for example, if work orders pass through a planning
stage where they can be edited only by members of a planning team and not by
other users.
The locks are created in the Lock Type tab. To create a new lock, click the New
button, and enter a code and description for the lock. These locks appear by their
codes, in the Lock Access tab. There is a column of checkboxes under each lock
code. Here it is possible to check or uncheck the boxes beside the user groups, to
assign or restrict access as necessary. In the Status tab, select a particular status you
wish to apply locking actions to. In the far right of the window, choose the AMOS
Action Lock or Unlock, and the Lock Type that you wish to lock or unlock for the
selected status. You can lock and unlock as many lock types for the selected status
as necessary.

10.1.5 Change Work Flow Status Window

The following illustration is an example of what may appear in the window when
using work flow to process a Purchase Form. If there are multiple actions listed,
select the one you want to use and add a comment. Click OK and the purchase form
automatically progresses to the next stage in the work flow procedure. To assign
the form to a new mailbox other than the pre-- set default, select the mailbox from
the Assign To drop down list.
Note If the default mailbox has been restricted in the Work Flow Configuration Status
tab, the Assign To field in the Change Work Flow Status window will be read only.

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 Figure 91 The Change Work Flow Status Dialog Box

10.2 Remote Workflow

In addition to performing workflow operations while logged into the system, it is
also possible for users to perform certain workflow actions from remote locations,
for the AMOS Purchase module only.
When a local user assigns a workflow object (i.e. a Purchasing form) in the Forms
window to a user who has remote workflow activated, AMOS Business Suite sends
email to that user, with an HTML attachment.
The attachment looks like the standard Workflow window, and contains:
S Detailed information regarding the workflow object.
S A list of actions the remote user can perform.
S A list of users the action can be assigned to.
When the remote user performs a workflow action, email is sent back to the system
and the action is processed accordingly. AMOS then returns a mail to the remote
user to inform him of the success or failure, of the operation.
Note The following Purchase workflow actions are not available remotely:
S Approve Purchase Order/Requisition
S File Fully Received Purchase Order
S Print

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 S Receive Action
S Revoke Approval from Purchase Order/Requisition.

10.2.1 Remote Workflow System Parameters

The parameters that control AMOS Remote Workflow, are system-- wide. Remote
Workflow, if enabled, can then be switched on or off at user level.
To enable users to perform workflow operations by email, the system needs to
access an email account for sending and receiving those mails. These addresses
are set in the system parameters, at Tools > Configuration > Parameters >
Options > General > Remote Workflow:
S Mail Account User: this is a mail account user, known to your mail server,
which can receive the outgoing mails from the system.
S Mail Account Password: the password for the user mail account.
S Return Mail Address: the mail address for the system, which will receive
the workflow data from the remote user.
The remaining parameters in the Remote Workflow folder must also be set
accordingly:
S Purchase Template: a purchase template, containing the format your
company uses. This will be presented to the remote user in the HTML
attachment and will look similar to the normal Workflow transformation
dialog used in local workflow.
S Send Mail: must be set to TRUE. FALSE can only be used in the setup
process (to avoid sending the mail), for debugging purposes.
S Use Remote Workflow: this system-- wide parameter must be set to TRUE
to allow use of remote workflow in your system. Set to true, users will have
the option to turn remote workflow on, in the Options window.
You also need to define a directory to temporarily store the HTML files that are
queued for export, before they are sent to the remote user. Go to Tools >
Configuration > Parameters > Directories:
S Remote Workflow Directory - enter a valid folder to store the HTML files.
For example, C:\Temp.

10.2.2 Configuring the AMOS Remote Workflow Setup

To make Remote Workflow available in your system, first set the parameters as
described in the section above. Then, for each individual in your organisation who
will use remote workflow, link an Address record to the Employee, and then link
their AMOS User record to their Employee record:

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1. Go to File > Open Register > Address.
2. Click the New button on the toolbar.
3. Create an address record for the employee. It is mandatory that you specify
their email address in the appropriate field.

Figure 92 Creating an Address Record for the Employee

4. Save the record, and close the window.

If your system license contains AMOS Personnel, carry on to step 5.
If you do NOT have a license for Personnel, skip step 5 and go directly to 6.
5. Go to Crewing > Employee. In the Employee Overview window, click the
New button and create a new record for the employee.
Save the new record and close the window.
6. Go to File > Open Register > Employees to link the address record to the
employee record.
7. In the bottom list part of the window, find the employee record and select it.
The employee ID, Last Name and First Name appear automatically in the
fields at the top of the window.

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8. Click the Address lookup button and select the new address you created in
step 3.

Figure 93 Linking the Address Record to the Employee Record

9. Enter a Discipline and the hours of Availability, and Save the record. Close
the window.
10. Now link the Employee record created in step 5, to an AMOS User record:
Go to Tools > Configuration > Users. Click the New button in the toolbar.
11. Enter a Login ID and Name, and fill in the Occupation and Comments fields
as needed.
12. Use the Employee dropdown list to select the employee created in step 5.

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 Figure 94 Linking the Employee Record to an AMOS User Record

13. Save the record and close the window.

14. Repeat this process for every individual in your organisation who will use
remote workflow.
When you are finished linking all the necessary Employee and User records,
AMOS Remote Workflow will be configured for those users only.
To Enable Remote Workflow
To enable remote workflow at a system-- wide level (for the configured users):
15. Go to Tools > Configuration > Parameters > Options > General > Remote
Workflow.
16. Ensure that the parameter User Remote Workflow is set to TRUE.
To enable remote workflow at a user level (for the configured users):
17. Go to Tools > Configuration > Groups.
18. Select the user group you want to allow use of remote workflow. Then select
Options > Access Control.
19. In the Functions tab, enable the entry User Option: Remote Workflow, and
then click Save.
Repeat this process for each user group you want to allow to use remote
workflow.

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 20. Now, at user level, each individual may turn remote workflow on in their own
settings, when they wish to use it:
Open the Tools > Options window. Check the Remote Workflow checkbox
to enable the functionality.

10.2.3 Using Remote Workflow

When a user has remote workflow functionality enabled and switched on, and he
is not logged in to the system locally, AMOS will send him email allowing him
to use workflow from a remote location:
1. A local user opens the Forms window, creates a new form, and Saves it.
2. The local user performs a workflow transformation on the form in the
Workflow dialog, and assigns it to a user in the Assigned To drop-- down list.
The assigned user has remote workflow enabled and on.
Note If the assigned to user does not have remote workflow enabled, nothing happens
until he processes the transformation in the usual way.
3. The system queues the form for export, and then sends an email to the
assigned user. It arrives with an HTML attachment.
Note Occasionally the remote user might receive a winmail.dat file. This is because of
the mail client and/or server configuration. In this case, the remote user should
forward the mail to himself and it will convert back to an HMTL document on
being resent.
4. The remote user receives the mail, and processes the HTML file in the same
way he would work in the Workflow Transformation dialog - assign to a user,
selects an action to change the status, etc.
5. When finished with any changes to the HTML file, the remote user clicks
Send. Closing the email without clicking Send causes it to be ignored.
6. The email is sent back to AMOS, and processed by the system.
7. The system performs the updates to the workflow object, and saves it.
8. AMOS sends feedback to the remote user. The feedback email will contain
one of three possible responses:
S Ignored - the remote user modifications have been ignored because the
workflow action selected contained instructions that can only be performed
when logged into the system.
S Ignored - the remote user modifications have been ignored because the status
of the object was changed before the system received the remote user
response. This can occur if, for example, the remote user has delegated his
mailbox access to another user in his absence.

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 S Accepted - the remote user modifications have been made and saved.

10.3 Work Flow Notifications

To open the Work Flow Notifications window, select Tools > Work Flow
Notifications. This window displays a list of notifications received for all the
configured modules. Each notification entry in the list displays information in a
series of columns in the main window.

10.4 Defining Installations and Departments

You can define the installations and departments in your organisation.
Departments are added to installations, so enter the installation details first.
Note Make sure the correct installation is selected in the hierarchy before adding
departments.
To add a new installation or department to the list:
1. Select Tools > Configuration > Installations/Departments.
2. Click the New button.
A dialog box appears.
3. Select Installation or Department from the dialog box.
4. Click OK.
A new line is added to the selected section.
It is also possible to drag a department from one installation and drop it into another
installation. Departments cannot contain any sub-- levels.

10.4.1 Adding Details to Installations/Departments

After adding the line, enter the relevant details in the appropriate fields: in addition
to adding the appropriate installation/department Codes and Names, you can enter
comments in the Comments fields.
You can select the default cost centre for each department from the drop-- down list.
To make an installation or department active and available, check the Active
checkbox. Uncheck the Active checkbox to deactivate the selected installation or
department. Deactivated installations/departments will not be a part of Global
Search operations, and users will be prevented from switching to these areas.
Depending on how the system is configured, if you try to make any changes to an
existing Installation or Department, on Saving AMOS will present a Change
Reason dialog. In this case, you must enter a reason for the change to appear in
the Status Log, before saving will be allowed.

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 Select File > Switch Department to select which department to work in at present.

10.4.2 Installation Groups

You can group installations together. To configure Installations into Groups, select
Tools > Configuration > Installation Groups. The Installation Groups window
opens and looks similar to the window shown below:

Figure 95 Installation Groups window

To create an installation group:

1. Click New.
A new line appears on the left side of the screen.
2. Enter a Code for the group and a group name in the Name field.
3. Click the New button on the right side of the screen.
4. A new line appears allowing you to select an installation to add to the group.
Keep adding new lines to the right side of the screen to make up the required
group.
5. Click Save to keep the changes.

10.5 Options
10.5.1 The Options Window
Select Tools > Options to open the Options window. The window contains five
tabs.
This window can also be accessed directly from the Task bar via a shortcut button.

10.5.1.1 Options --- General Tab

The General tab provides options for personalising the appearance and behaviour
of the AMOS Business Suite user interface.

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Access to these features is determined by the User Options entry in the Access
Control Functions tab.
S The Task bar option controls whether the Task bar and Window Title bar are
displayed. The three radio buttons below are for choosing whether the left
hand side bar is visible as an Icon bar, a List bar, or not visible at all.
S The Toolbar tips option controls whether a text description appears when the
mouse cursor is positioned over an icon on either the Standard Toolbar or the
Window Toolbar.
S The Toolbar text option controls whether toolbar icons are displayed with a
text description below them. This feature is particularly useful for new users.
S The Menu Style option controls the appearance of the menus in AMOS
Business Suite.
S The Confirm on Exit option controls whether the application requests
confirmation prior to exiting.
S If you check the box for Warning on Filter Without Given Criteria AMOS
will issue a warning message whenever a user tires to click OK to bypass a
filter, anywhere in the system, without entering any search criteria. The
warning serves to remind the user that entering search criteria will shorten
both the listed results returned, and the wait time.
S The Windowing mode option gives the user the choice of opening windows
as Maximized or Cascaded. All open windows must be closed to activate this
option.
S The Mailbox Check Interval (sec) field is used in conjunction with work
flow. Enter the number of seconds between checks in the field. Each time a
check is made, the user is alerted if there are any unacknowledged
notifications in the Work Flow Notifications window.
S The Standard toolbar position option controls the on screen position of the
Standard Toolbar i.e. Top, Bottom, Left, Right or Hidden.
S The Window toolbar position option controls the on screen position of the
Window Toolbar i.e. Top, Bottom, Left, Right or Hidden.

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The Icon Bar contains large buttons which provide access to commonly used
functions within the application. There are eight separate tabs (Main,
Maintenance, Stock, Purchase, Documents, Voyage, Crewing and Tools) which
each contain buttons to various parts of the application. The List Bar contains the
same eight categories as the Icon Bar, each displayed as a collapsible menu
containing commands to the same relevant aspects of the application. If you create
and save Views in the Views tab, and choose to activate the List Bar or Icon Bar,
a Views tab/menu will appear after the Main tab or menu there also. See section
10.5.1.2 about Views.

10.5.1.2 Options --- Views Tab

AMOS has the facility to save frequently used screen configurations, otherwise
called Views. Each view is capable of recording which screens are open, which
screen is active and which filter criteria are defined. Each saved view can be
restored as and when required. For example if you frequently use the Stock Control
window and would like to access it instantly with filtered information present:
1. While you are in the window, go to Tools > Options.
2. In the Views tab, click New.
3. In the dialog that appears, enter a logical name, in this case Stock Control.
4. Click Save. The next time you start the system, this view will be available for
selection.
The Views tab provides options to create New views, Update existing views,
Delete views that are no longer required and to set one of the views as the Default
view. If the Startup (Default) view is selected, the application automatically opens
with the default view opened.

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 Figure 96 The Options Window - Views Tab

Selecting Tools > Select View? or pressing the F6 key, opens the select view
dialog box with a list of available views that have been registered. Select a view
by clicking on it and then click OK. This restores the various windows and filter
criteria associated with that view:

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 Figure 97 The Select View Dialog Box

In Figure 97, the Stock Control view is selected. Clicking OK automatically opens
the windows you have associated with the view.
The List Bar or Icon Bar, on the left hand side of your screen at all times, contains
collapsible menus or tabs with shortcuts to frequently used areas of the application.
You can set your list of Views to appear in the List Bar/Icon Bar underneath the
Main menu/tab. Then, you can select a view from the bar at any time without
having to open the Tools > Select View window. The view will open up in place
of the window you were in. To display the list of Views in your bar, ensure that the
List Bar/Icon Bar radio button in the Options window General tab is On. Two
shortcut buttons in the Task bar also open the list of Views, and the Options window
itself.

10.5.1.3 Options --- Predefined Fields Tab

This tab allows you to predefine the fields to select with the Field Chooser. This
ensures a unified appearance for all the users, at all your installations. You can
define fields for the current user only, or for the entire system, depending on access
rights. The Predefined Fields tab contains two columns, Name and Scope. The
Name column lists the windows containing fields the user has modified the layout
on. The Scope column indicates the extent of the changes - whether they are
Private (applying only to the current user) or System (applying system-- wide).
When AMOS opens any of the supported windows, only the chosen columns
appear in the list part of the window.
The tab also contains three buttons, available to each user according to access
rights:
System
Click this button to scan all currently open windows, to verify which windows are
supported. If the window is supported, a new record will be inserted into the fields
definition list. The scope will be set to System.

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Private
This button does the same as the System button, but sets the scope of the changes
to Private.
Delete
Clicking this button deletes the currently selected record.

10.5.1.4 The Dashboard Tab

When you start up AMOS Business Suite, the application will open to the
customisable home page, or Dashboard. You can add convenient information to
the dashboard, such as Alerts and Workflow Notifications. This information will
always be easily accessible no matter how many windows you have open at a time:
in the bottom of your screen, a Dashboard button will always be the first in the list
of opened windows. Clicking on it will return you to the Dashboard, while leaving
your other windows open underneath. What each user sees in their Dashboard will
vary according to their own settings, and alterations to their data.
You can switch the Dashboard on and off by checking or clearing the Enable
Dashboard checkbox in this tab.
This tab also contains a list of the defined Alerts that are available in your system.
You can choose from this list, which Alerts you want present on your Dashboard.
To do so:
1. Expand the list by clicking on the + signs.
2. To select an entire Group of Alerts, click on the root. Otherwise, select one
Alert at a time.
3. Click the Select button and a checkmark will appear beside the Alert(s).
Repeat, to select as many Alerts as you need.
4. To remove an Alert, select it and click the Deselect button.
5. Click OK to close the dialog.
6. The next time you start the application, the Alerts you selected will appear
on your Dashboard.
Alerts will only appear for selection in the Dashboard tab of the Options window,
if they have been previously defined, in the Dashboard Alerts window. See the
AMOS Business Suite Reference Manual vrs. 9.0 for instructions on defining
Alerts.

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10.5.1.4.1 Customising Your Dashboard’
s Appearance
Using the two fields at the bottom of the tab - URL and Image - you can
personalise the appearance of your own dasboard. Using the URL field, you can
lookup and enter a link to a website. Once saved, this page will always appear in
the right corner of your dashboard.Using the Image field, you can lookup and enter
the location of an image file within your system. Once saved, this image will
always appear as the background of your dashboard.

10.5.1.5 The Theme Tab

The Theme tab allows you to tailor the appearance of certain aspects of AMOS
Business Suite using predefined or customised themes. You can select a colour
scheme from the Predefined Theme drop-- down list and then set your own
customisations in terms of colour and style and position of the windows, headers
and task bar, in the Theme Details area of the dialog. It is not possible to adjust
the settings if the Enable Theme checkbox is not checked. This box must be
checked not only to adjust the settings, but also to apply them throughout the
system.

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Chapter 11 Replicating Data

11.1 Introduction
This chapterbriefly explainsthe processof exchangingdata betweenthe headoffice
and the remote sites within your organisation.

11.2 Exchanging Data with the Head Office

The AMOS M&P database contains data about stock levels, requisitions for
purchases and other information that needs to be sent to the head office at regular
intervals. Todoso, data needsto beexported fromthe local database andtransferred.
Similarly, data from the head office needs to be imported. For example, new
purchase orders fall in this category.
AMOS M&P is set up so that the data exchange is automated using AMOS
Replication. It is only necessary to initiate specific tasks according to a defined
schedule. AMOS M&P then automatically takes care of the data export or import,
and the transfer of data.
In addition, it is possible to handle import and export of data “manually”. This may
be necessary if a problem occurs with the automated tasks, or if your organisation
has set up AMOS M&P to handle data exchange manually. At the endof thischapter,
you find a section describing how AMOS M&P is set up to handle export and import
of files. This may be relevant in cases when it is necessary to handle data exchange
manually. The section briefly explains which files need to be taken care of, and in
which directory the files are to be located.

11.3 Performing Automated Importing and Exporting

Tasks
To perform a defined task to handle export of data from the local database, import
of data to it, or handle other automated tasks, proceed as follows:
1. Check that you are in the correct Installation and Department.
2. Select File > Export/Import > Tasks.
AMOS M&P displays the Filter window.
3. Click OK to list all defined, or enter details in some fields first if you want to
restrict the list to only those tasks that are of interest to you.
AMOS M&P displays the Export/Import Tasks window.

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 Figure 98 Example of the Export/Import Tasks Window

4. Select the task to start in the list in the lower part of the screen.
5. Select Options > Perform Task or press F7 to execute the task.
The Description field tells you what each task will perform. There are three types
of tasks:
S Import tasks are designed to import specific files from the main location into
the AMOS M&P database.
S Export tasks are designed to export files from the local AMOS M&P database
to transmit to the main location.
S Generic tasks may handle other system maintenance tasks. For example, after
files have been successfully imported, there may be a defined task to compress
the imported files, archive them and delete the files on the directory, clearing
it for the next batch of files to be handled.
When AMOS M&P is set up with tasks, the actual transfer of data between the local
site and the main office is normally handled automatically by AMOS Mail or
another data communication program. If not, the last section of the current chapter
explains which files and directories are involved in data import and export. It is then
possible to handle data transfer manually.

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11.4 Manual Import and Export
If no automated tasks are defined, you can perform them manually.
1. Select File > Export/Import > Export or Import.
The Export or Import window opens as appropriate:

Figure 99 The Export window

2. Normally, the fields are filled in according to how AMOS M&P is set up to
export and import files, which is briefly explained in the next section. You can
type in the values you like to use, or click the lookup buttons to fill in the fields
Selection File and File Name.
The Selection File field is used to specify a file to handle the control file for the
import or export operation. The default file extension of such files is .SEL. The
File Name field is used to specify the name of the file to be exported or
imported.

11.5 How to Set Up Export and Import

You can configure AMOS M&P to specify the directory where import and export
files are located, and the file extension of such files. To specify such parameters,
select Tools > Configuration > Parameters.
The list of parameters is long, so you need to scroll the list.
The item Transfer Directory specifies the directory where AMOS M&P expects to
find filesfor import, and the directory to which files are exported:

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 Figure 100 An example of the Parameters window

The ‘File Extension for Export Files’and ‘File Extension for Import Files’are
typically set in opposite ways on a location and at the head office. These files are
given the extension .EXP.
The ‘File Extension for successfully Imported Files’is set to OK, and is used to
designate the extension of files that have been handled successfully by AMOS
M&P.

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Chapter 12 Revised DNV Class Survey

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

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

12.2.1 How to Create a New Job Class

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

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 Figure 101 The Job Classes register

12.2.2 How to Assign Jobs to the New Job Class

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

Figure 102 The Jobs window

186
3. Check which jobs are connected to the component.
4. Find the job that you want to assign to the new job class, and select it in the list.
5. Select Option > Job Description.
The Job Description window opens:

Figure 103 The Job Descriptions window

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

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12.2.3 How to Update the Job Descriptions
Usually, it will also be necessary to update the full job descriptionof thejobs tomake
sure they cover the Rule requirements for class survey jobs.
1. While in the Job Descriptions window, click the Details button in the
secondary toolbar.
The Full Description window opens:

Figure 104 The Job Description Details Window

2. Where necessary, you can use cut and paste techniques to copy existing text
from one job description to another. Use the mouse to select the text in a
window, press CTRL+C to copy it to the Windows clipboard, open thewindow
where you want to place thecopy, clickto positionthe insertionpoint, andpress
CTRL+V to paste the copied text.
If your organisation is using the enhanced editor instead of the simple editor,
the appearance will be similar to the example shown in Figure 105.

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 Figure 105 The Job Description Details Window (Enhanced Editor)

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

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12.2.4 How to Print Out Class Related Jobs in a Period
Once the new job class has been introduced and jobs have been assigned to it, they
may enter into the maintenance program. The planningand reportingof workorders
is described in detail in Chapter 4 of this User Guide.
When required, it is quite easy to filter and print out the work that has been
performed on the overhaul/survey jobs.
1. Select Maintenance > History to enter the following Filter dialog:

Figure 106 The Maintenance History filter

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

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191
Glossary of Terms

This section defines the terms used in this document. The terms are listed in
alphabetical order. Words in Bold text are described elsewhere in the Glossary.
Component Any physical unit in the installation on which
maintenance tasks must be performed. Examples
may include engines, pumps, pipe systems, radar
systems etc. A component may be made up of
other smaller components or Stock Items.
Component Type In a centralized database, Components will be
registered as Component Types at the head office
and exported as necessary to Installations.
Database The information store. The store comprises a
number of tables into which information is typed
by the Programmers and Users.
Default The standard or “manufacturer’s” setting for a
Parameter or option.
Filter A special Window or a particular part of a form
into which you can type Search Criteria such that
when a Search for information is conducted, only
information concerning the specified subject is
presented on the screen.
Form A special type of Window into which you can type
or copy information.
Network A number of Computers that are connected
together to enable them to communicate with each
other. A network may be small; a few PCs in an
office, or it could include thousands of computers
located in various places around the world.
Parameter A system setting that can be changed by someone
with the appropriate access authority. Parameters
are usually accessed through the Menu system.
Record A page of information stored in the database. An
example would be a page containing the details of
a component.

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Register A list of related information that is stored in the
Database. The information could be for example
a list of products and the companies that supply
them, or the employees in the company along with
their addresses and other personal details.
Stock Item Units and spares held in stores so that they are
available when needed. Stock items may include
spares for machinery, food, clothing, fuel, oil etc.
The smallest physical unit in a Component that
would normally be replaced in the event of
damage.
Stock Type In a centralized database, Stock items will be
registered as Stock Types at the head office and
the information will be exported to the
Installations as necessary.
Wild Card/Character A character that you can type into a Field, for
example in a Filter, that represents a combination
of other characters and spaces.

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Index
A D
Active form status, 22 Dashboard, 9, 107
Alerts Overview, 11 Database, 18, 120
Approving An Order, 38 Default, 120
Assign Jobs to the New Job Class, 114 Defining a Stock Item, 3
Automated Exporting, 109 Defining and Using Images, 80
Automated Importing, 109 Depreciation of Stock, 4
Disclaimer, ii, xi
B Documents, 14
Browsing Between Image Windows, 86
E
Budget Impact, 63
Budget Warnings and Limits, 64 Elements Which May Affect the Budget,
Budgeting, 55 61
Building a Library of Image References, Exchanging Data with the Head Office,
81 109
Exiting, 17
C
F
Calendar, 16
Cancelled form status, 23 Field Chooser, 17
CBM, 44 Filed form status, 23
Change Workflow Status, window, 94 Filter, 120
Closing a Window, 17 First Work Order, 44
Commitment Control, 63 Form, 120
Communicating with Head Office, 109 Forms Window, 26
Component, 120
G
Component Type, 120
Component Types, 20 Generating the First Work Order, 44
Components, 20 Getting the Best Price, 31
Controlling Work Orders, 72 Glossary, 120
Copying Work Orders, 60
Copyright, ii H
Counters, 37 Hierarchies, 67, 77
Updating, 38 How Do I Use AMOS on a PC With
When a Part is Replaced, 40 Windows?, 7
Create a New Job Class, 113 How Does AMOS M&P Know When to
Create a Shopping List, 6 Schedule Jobs?, 36
Creating a budget, 56 How Does AMOS M&P Plan
Customise toolbars, 8 Maintenance?, 20

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How Purchase Orders Affect the Budget, Logon, 7
61 Look-- up Filters, 15
How Stock Transactions Affect the Looking at an Image, 82
Budget, 62
How the Maintenance Log Affects the
M
Budget, 62 Maintenance, 20
How To, Add Installations/Departments, Maintenance Menu, projects , 54
101 Maintenance Tasks, window, 50
How to Maintenance Tasks tab, 52
Add a New Hotspot, 85 Manual Import and Export, 111
Assign Jobs to the New Job Class, 114 Manual Requisition, 25
Create a New Job Class, 113 Mark Unexpected Work, 43
Create a Query Form, 31 N
Print a Stock List, 12
Network, 120
Print Out Class Related Jobs in a
New Hotspot, 85
Period, 118
Select a New Stock Item Location, 6 Notifications, 11
Set Up Export and Import, 111 O
Set Up Your Shopping List Using Stock Options
Wanted, 6 general tab, 102
Trace Stock In/Out, 13 views tab, 104
Update the Job Descriptions, 116 window, 102
How Vouchers May Affect the Budget, 63 Other Components’Counters, 39
I P
Image Hotspots, 84 Parameter, 120
Image References, 81 Parked form status, 23
Images, 80 Parts Dependent on Other Components’
Installation Groups, 102 Counters, 39
Installations / Departments, 101 Performing Automated Importing and
Installations/Departments, Add Details, Exporting Tasks, 109
101 Planning Maintenance, 46
Issuing Work Orders, 60 Predefined Fields, 106
Print, 17
J Print Out Class Related Jobs, 118
Printing the Maintenance Log, 72
Jobs, 27 Project Properties, 57
Projects, 54
L access control, 57
Library of Image, 81 sub-- contracting, 57
Line Items Window, 27 Purchase Order
Lock/Unlock, 93 Convert to, 37

195
 Create New, 38 S
Make a, 37 Saving Data, 17
Working With, 38 Section Properties, 57
Purchase order forms, 22 Set Up Export and Import, 111
Purchasing, 19 Setting up Image Source Tools, 80
Purchasing Questions, 52 Shopping List, 6
Sorting & Searching, 16
Split form status, 22
Q Stock Control, 11
Query, 29 Stock Depreciation, 4
Query forms, 22 Stock Item, 121
Questions, 52 Defining, 3
Quotations, 31, 32 Stock Item Location, 6
Compare, 34 Stock Management, 1
Record, 32 Stock Management Functions, 2
Total Price, 34 Stock Taking, 11
Stock Transactions, 13
Stock Type, 121
R Stock Types, 2
Stock Wanted, 6
Recommendation, 35
Record, 120 T
Register, 121 Taking Inventory, 11
Registers, Hierarchies and Reports, 67 Tools Menu, options, 102
Regular Maintenance on Components, 27 Total Price of a Quotation, 34
Remote Workflow, 95 Trademarks, ii
Reporting a Round, 36 Transfer Documents, 14
Reporting on Planned Jobs Unexpectedly, Transport Document
71 Add Deliveries to, 44
Reporting on Work Orders, 64 Create, 44
Reporting Rounds, 68 Transporting Delivered Goods to the
Reporting Work, 61 Installation, 43
Reporting Work Based on Requested Typical Purchasing Questions, 52
Work, 71
Reports, 67 U
Requested Work, Reporting, 71 Unexpected Planned Jobs, Reporting, 71
Requisition forms, 22 Unexpected Work, 43
Requisition Work, 42 Unplanned and Unexpected Maintenance,
Revised DNV Class Survey, 113 41
Right-- click menu, 16 Update a Register, 67
Rounds, 33 Update the Job Descriptions, 116
Reporting, 68 Updating Counters, 38

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Using AMOS M&P for Stock Where do I Find Stock Management
Management, 1 Functions?, 2
Using Images, 80 Why do I Have to Logon?, 7
Using Stock Transactions, 13 Why Should You Make a Query Form?, 29
Using Stock Wanted, 6 Wild Card/Character, 121
Using Vouchers, 42 Window Refresh, 9
Windows
V change workflow status, 94
Vendor Confirms the Order, 40 options, 102
Viewing or Printing the Maintenance Log, Work Flow Notifications, 101
72 Work Orders
Views, save, 104 Controlling, 72
Reporting, 64
W Workflow, 88
What Budgeting Can Do For You, 55 Workflow Graphical View, 93
What Did We Do? Reporting Work, 61 Working in the Work Planning Window, 46
What is a Filter?, 13 Working With Purchase Orders, 38
What Will Arrive in Each Delivery?, 41
When a Part is Replaced, 40 Z
When the Vendor Confirms the Order, 40 Zoom sub-- menu, 84

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Notes

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