KAPA

For MS Windows 2000/XP/2003/2007 or newer editions

OPERATION MANUAL

Module: Maintenance
Purchasing
Certificates - Surveys
Stock
ISM Forms
Auxiliaries
Import – Export
Backup/Restore DB

For Information Contact:

HELINTEC S.A.
Amphitritis 5, GR 175 61 Paleo Faliro - GREECE
Tel.: (210) 9886583/4/5, Fax: (210) 9885651

September 2018
The following User Guides are available as on-line Help in KAPA (use F1 function key):

Installation Manual: A basic guide for installing and maintaining the KAPA MPI system
Administration Manual: A guide for the system administrator to define users, hand out
authorities to users and define basic settings for the KAPA MPI
system
Forms Module Manual: A guide on how to define, use and keep ISM forms
Operation Manual: A "How to..." introductory guide to Maintenance, Purchasing,
Certificates/Surveys, Inventory, Forms modules and many other
functions

The electronic version of the above manuals is available in the KAPA32 folder (file
KAPA_MPI.chm)

Version: 3.1.18 or higher

 Contents
BASIC FUNCTIONS...................................................................................................... 1
0.1 The “Sort” facility ................................................................................................................... 2
0.1.1 The “Sort Ascending” (and “Sort Descending”) facility .................................... 2
0.1.2 The “Multiple Sort” facility.......................................................................................... 4
0.2 The “Find” facility................................................................................................................... 7
0.3 The “Freeze Columns” (and “Unfreeze Columns”) facility ............................................ 9
0.4 The “Show/Hide Re-Arrange” Columns facility ............................................................. 11
0.5 The “Default Settings” facility ............................................................................................ 13
SEARCH FACILITIES (General Features) ............................................................... 14
0.0.1 Search Facility – General Features ........................................................................... 15
0.0.2 The “Standard” Search Facility................................................................................ 16
0.0.3 The “Advanced” Search Facility .............................................................................. 19
SEARCH FACILITIES IN THE COMPONENTS SCREEN (detailed example).... 24
0.0.A.1 “Standard” Search Facility in the Components Screen ...................................... 25
0.0.A.2 “Advanced” Search Facility in the Components Screen..................................... 30
SEARCH FACILITIES IN THE JOBS SCREEN (detailed example) ..................... 35
0.0.B.1 “Standard” Search Facility in the Jobs Screen ..................................................... 36
0.0.B.2 “Advanced” Search Facility in the Jobs Screen.................................................... 43
PRINTING DATA OR SAVING DATA IN AN EXCEL FILE FROM ANY SCREEN49
0.0.C. Printing or Saving Data .............................................................................................. 50
THE “RECORD INFO” AND “AUDIT TRAIL INFO” FEATURES ........................ 52
0.0.D.1. The “Record Info” feature ......................................................................................... 53
0.0.D.2. The “Audit Trail Info” feature ................................................................................... 53
MAINTENANCE .......................................................................................................... 55
A.1 How to add a new component / delete an existing component .................................. 56
A.2 How to attach a file to an existing component................................................................ 59
A.3 How to define a Circulating Component and Positions ................................................ 63
B.1 How to define a new planned maintenance job and attach job instructions ............ 72
B.2 How to attach job forms to already defined jobs............................................................ 77
B.3 How to plan a job.................................................................................................................. 83
B.4 How to approve a job .......................................................................................................... 91
B.5 How to start a job.................................................................................................................. 93
B.6 How to file a job .................................................................................................................... 95
B.7 How to define job resources (spares-labour) – Use the “Resource Check” facility –
Create “Requisitions”...............................................................................................102
B.8 How to fill in Job Forms and how to keep them...........................................................107
B.9 How to defer (postpone) a job..........................................................................................115
B.10 How to set up a “RUNNING HOURS Report” (and “Due Dates Report”)......120
B.11 Defects Handling according to TMSA3 requirements (KPI’s) ...........................129
PURCHASING (SPARES).........................................................................................136
C.1 How to create Requisitions ...............................................................................................137
C.2 How to create Enquiries ....................................................................................................145
C.3 How to insert Quotations ..................................................................................................153
C.4 How to create Orders .........................................................................................................160
C.4.1 How to view Order Forms .......................................................................................165
C.4.2 How to view Pending Orders ..................................................................................167
C.4.3 How to view Expected Deliveries/Dispatches ......................................................170
C.4.4 How to view Expenses/Purchases per Supplier ..................................................173
C.5 How to create Deliveries....................................................................................................177
C.6 How to create Invoices.......................................................................................................186
CERTIFICATES/SURVEYS .......................................................................................192
 D How to define / plan / complete a Certificate / Survey .................................................193
STOCK........................................................................................................................203
E.1 How to add spares to a pre-existing or newly defined component – How to attach a
file to a spare ..............................................................................................................204
E.2 How to create Transactions (of spares among stores) ................................................209
E.3 How to view Transactions (of spares among stores)...................................................213
E.4 How to create Inventories (for stores).............................................................................215
E.5 How to update stock quantities of spares on board.....................................................220
FORMS MODULE .....................................................................................................225
F.I General .................................................................................................................................226
F.II Sites, User Groups & Users ..............................................................................................227
F.III Customisation prior to start ..............................................................................................228
F.IV Getting Started ..........................................................................................................229
F.IV.1 Login/Logout/Exit ......................................................................................................229
F.IV.2 User Settings..............................................................................................................230
F.IV.2.1 Vessels ........................................................................................................................230
F.IV.2.2 Change Password .....................................................................................................230
F.IV.2.3 Start up Screen ..........................................................................................................230
F.IV.2.4 Start up Screen - Default Filter ................................................................................231
F.IV.2.5 Other user settings....................................................................................................231
F.V Forms ....................................................................................................................................232
F.V.1 General........................................................................................................................232
F.V.2 Screen Description....................................................................................................234
F.V.2.1 Forms/Folders List.....................................................................................................236
F.V.3 Create a new Form....................................................................................................237
F.V.4 Previous/Next Page, Save, Sign, Print, Send and Close ....................................238
F.V.5 Open Form .................................................................................................................238
F.V.6 Modify Form Properties ...........................................................................................239
F.V.7 Copy Form..................................................................................................................239
F.V.8 Delete Form................................................................................................................239
F.V.9 Attach a Document to Form....................................................................................240
F.V.10 Include any standard document in the KAPA Forms List ..................................240
F.V.11 Show Form Information ..........................................................................................242
F.V.12 Filter the Forms List ..................................................................................................243
F.V.13 Print the Forms List ...................................................................................................244
F.V.14 Search in Forms ........................................................................................................244
F.V.15 Definition of Countries and Ports. ..........................................................................246
F.VI Folders.........................................................................................................................247
F.VI.1 Create a Folder’s Group ...........................................................................................247
F.VI.2 Create a new Folder..................................................................................................248
F.VI.3 Modify Folder Properties .........................................................................................248
F.VI.4 Delete Folder ..............................................................................................................249
F.VI.5 Folders List Print ........................................................................................................249
F.VI.6 Filter on Folders .........................................................................................................249
F.VI.7 Forms/Folders - Administration functions ............................................................251
F.VII Filing Systems ...........................................................................................................252
F.VII.1 General........................................................................................................................252
F.VII.2 Filing System Screen................................................................................................252
AUXILIARIES .............................................................................................................253
G.1 How to assign code numbers to components ..............................................................254
G.2.1 How to define component status descriptions....................................................257
G.2.2 How to define “Component Categories” .............................................................259
G.2.3 How to define “Component Circulating Positions”............................................261
G.3.1 How to define “Spare Stores Onboard”...............................................................263
G.3.2 How to define “Spare Intermediate Destinations” .............................................266
 G.4.1 How to define “Job Categories” ............................................................................268
G.4.2 How to define “Job Instructions” ..........................................................................270
G.4.3 How to define/attach “Job Forms” to already defined jobs .............................275
G.4.4 How to define “Job Priorities” ...............................................................................281
G.4.5 How to define “Job Groups” ..................................................................................283
G.5 How to define “Counters” and update their readings .................................................285
G.6 How to define “Companies” ............................................................................................289
G.7 How to define “Departments” .........................................................................................291
G.8 How to define personnel “Ratings” ................................................................................292
G.9.1 How to define “Certificates / Surveys”..................................................................293
G.9.2 How to define certificate/survey “Types”.............................................................297
G.9.3 How to define certificate/survey “Classes” (Classification Societies)..............298
G.10.1 How to define “Budget Categories”......................................................................300
G.10.2 How to define “Budget Codes”..............................................................................301
G.11.1 How to define “Spare’s Supplier Areas”..............................................................303
G.11.2 How to define “Spare’s Suppliers” .......................................................................304
G.11.3 How to define “Spare’s Supplier Ratings”...........................................................306
G.11.4 How to define “Spare’s Supplier Assignments” ................................................308
G.12 “Currencies” ..............................................................................................................311
G.13 How to define “Units”..............................................................................................313
G.14 How to define “Notations”......................................................................................315
G.15 How to define “Message Categories” .................................................................318
G.16 Definition of “Countries” and “Ports”..................................................................319
G.17 How to define “Supplies - Categories” .................................................................320
G.18.1 How to define “Suppliers” for “Supplies/Consumables” .................................322
G.18.2 How to define “Supplier Ratings” for Supplies/Consumables ........................324
IMPORT - EXPORT ...................................................................................................325
H How to Import - Export ......................................................................................................326
H.1 General .................................................................................................................................326
H.2 Export Procedure ................................................................................................................329
H.2.1 Export Data.................................................................................................................329
H.2.2 Export Documents ....................................................................................................331
H.3 Import Procedure................................................................................................................333
H.3.1 Import Data ................................................................................................................333
H.3.2 Import Documents ....................................................................................................335
H.4 Appendix to the Import / Export procedures ...............................................................337
H.5 The case of “Missing Data” in the Import\Data procedure.........................................341
BACKUP / RESTORE KAPA DATABASE ..............................................................343
I.1 How to Backup the KAPA Database................................................................................344
I.2 How to Restore the KAPA Application Database from a saved backup..................345
I.3 How to Restore the KAPA Training Database ...............................................................349
PURCHASING (SUPPLIES / CONSUMABLES) .....................................................351
J.1 General .................................................................................................................................352
J.2.1 The “Supplies – Coding System” general presentation....................................353
J.2.2 Definition of a new “Coding System”...................................................................360
J.2.3 Definition of new ‘Supply Items’ ............................................................................365
J.2.4 Conversions of (quantity) Units ..............................................................................367
J.3 How to create / confirm / approve a ‘Supplies Requisition’ ........................................372
J.3.1 Use of supply items with ‘Missing Code’ .............................................................382
J.4 How to create / confirm ‘Enquiries’ for supplies ...........................................................387
J.5 How to create / compare ‘Quotations’ for supplies ......................................................393
J.6 How to create ‘Orders’ for supplies .................................................................................398
J.7 How to create / confirm ‘Deliveries’ of supplies ............................................................403
J.8 How to create / endorse ‘Invoices’ for supplies.............................................................408
KAPA MPI Basic Functions

SECTION 0

BASIC FUNCTIONS
(Sort, Find, Freeze/Unfreeze, Show/Hide Re-
Arrange Columns, Default Settings)

Operation Manual Page 1

KAPA MPI Basic Functions

0.1 The “Sort” facility

0.1.1 The “Sort Ascending” (and “Sort
Descending”) facility
A. General
The “Sort Ascending” (as well as the “Sort Descending”) facility operates in an exactly similar way in all
screens (i.e. Components, Jobs, Stock/Spares, etc). This facility enables the user to sort data contained in
a column (e.g. Code, Name, Maker, etc) in an ascending (or descending) order (alphanumerically). In the
following, examples may be found based on the “Components” screen.

B. Procedure
• “Right click” on the header of the column you would like to sort and the window shown in the
screen below will appear. In the example below we “right clicked” on the header “Name”
(which means that we want to sort the Components by name).

• Choose and click on “Sort Ascending” on the window above and you will obtain the screen
below. You may notice that the component names are sorted in ascending alphabetical order.

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KAPA MPI Basic Functions

C. Remarks
• You can “Sort Ascending” the data by right clicking on the header of the desired column (i.e.
Code, Maker, Model, etc) as described above.
• The “Sort Descending” facility operates in a similar manner, but sorts the selected column data
in descending order.

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KAPA MPI Basic Functions

0.1.2 The “Multiple Sort” facility

A. General
The “Multiple Sort” facility enables the user to sort data according to various priorities (four maximum)
in ascending or descending order. It operates in an exactly similar way in all relevant screens (i.e.
Components, Jobs, Stock/Spares, etc).

B. Procedure
• “Right click” on the header of any column and the window shown in the screen below will
appear.

• Choose and click on “Multiple Sort” on the window above and you will obtain the screen below.

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KAPA MPI Basic Functions

• Click on the button next to the first line of the window above and an insert window will open,
containing the names of all column headers. Scroll up and down this window and choose by
mouse clicking your first choice. In the example below we chose the ”Component Name”. You
may notice that you have the choice of sorting in “Ascending” or “Descending” order, by
clicking in the correct little circle.

• Follow the above procedure for the 2nd, 3rd and 4th choice (you are not obliged to use all four
choices). In the screen below we chose to sort the data in ascending order first by “Component
Name”, then by “Maker” and then by “Code”.

• Click on on the above window to execute your choices and you will obtain the
following picture, in which you may notice that data are sorted according to the selected
choices.

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KAPA MPI Basic Functions

C. Remarks
• You can use the “Multiple Sort” by right clicking on the header of any column (i.e. Code, Detail,
Name, Maker, Model, etc) as described above.

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KAPA MPI Basic Functions

0.2 The “Find” facility

A. General
The “Find” facility enables the user to retrieve information, e.g. for a component, by locating any piece
of information available for it. It operates in an exactly similar way in all relevant screens (i.e.
Components, Jobs, Stock/Spares, etc).

B. Procedure
• “Right click” on the header of the column in which you would like to locate the available piece
of information and the window shown in the screen below will appear. In the example below,
we right clicked on the “Name” (component name).

• Click on “Find” on the screen above and the window shown below will appear on your screen.
o In the space provided next to “Find What” you may type in the word, part of word or
phrase you would like to find.

o If you click on the button next to “Match” you obtain three choices as follows:
“Whole Field”: This means that the system will find only the fields that are
exactly similar to your choice.
“Any Part of Field”: The system will find all fields that match exactly or have as
part your choice.
“Start of Field”: The system will find only the fields that start with your choice.
o In the window below we chose “Any Part of Field”.

In the space provided next to “Find What” you may type in what you would like to locate, as
shown below. In the example below we typed in “compressor”. This in conjunction to our
previous choice “Any Part of Field” means that the system will locate all cases where the word
“compressor” appears within the name of any component.

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KAPA MPI Basic Functions

Click on to locate the first instance that your choice appears and you will obtain the
screen below. You may notice on the grey line (active line) That the selected word
“compressor” appears within the complete name of the component.

If the first instance is not what you were looking for, you may click on and the
system will locate the second instance your choice appears. By clicking again and again on
you may go through the whole data field until you locate your desired target.

Finally press in order to close the window and complete the operation.

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KAPA MPI Basic Functions

0.3 The “Freeze Columns” (and

“Unfreeze Columns”) facility
A. General
Most screens of the system contain a significant number of columns, which cannot appear at the same
time on the screen. Therefore, the user may scroll the screen to the right (or left) to see information
contained in the columns not appearing on the screen. By scrolling to the right, however, the first
columns will disappear and these are exactly the columns that contain the vital identification
information. To overcome this shortcoming the user may use the “Freeze Columns” facility.
The “Freeze Columns” facility enables the user to freeze one or more columns, so that they will always
be shown on the screen while he may scroll the screen right or left.
It operates in an exactly similar way in all relevant screens (i.e. Components, Jobs, Stock/Spares, etc).

B. Procedure
“Right click” on the header of the column up to which you would like to freeze the columns and
you will obtain the following window. In the example below, we right clicked on the “Name”
(component name).

Click on “Freeze Columns” and you will obtain the screen below. Notice that the vertical line to
the right of the selected column “Name” has become bold, meaning that all columns up to that
point have been frozen.

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KAPA MPI Basic Functions

By scrolling the screen right or left you will notice that all frozen columns (up to the column
headed “Name”) do not move on the screen.

C. Remarks
• In order to unfreeze the columns, you must click on
“Unfreeze Columns” and you will return to the normal screen view.

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KAPA MPI Basic Functions

0.4 The “Show/Hide Re-Arrange”

Columns facility
A. General
There are instances that a user may not like all columns to appear on his screen. For example, a user
may work with a restricted number of columns and would not like the rest to appear on his screen, in
order to avoid confusion and/or to avoid scrolling of the screen right or left. Moreover, in some cases the
user may wish to change the order (re-arrange) the columns appear on the screen.
The “Show/Hide Re-Arrange Columns” facility enables the user to hide the columns he would not like to
see and re-arrange the order of the columns to be shown. Of course, he could again make some or all of
the hidden columns to appear on the screen and/or re-arrange them again.
It operates in an exactly similar way in all relevant screens (i.e. Components, Jobs, Stock/Spares, etc).

B. Procedure
“Right click” on the header of any column and you will obtain the following window.

Click on “Show/Hide Columns” on the screen above, in order to get the following window.

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KAPA MPI Basic Functions

On the window above the headers of all columns appear.

Click on the little square boxes next to each column header and under the heading “Hide”, in
order to tick them ( ), which means to select them for hiding.
In the example above, we have selected for hiding all columns from “Drawing No” onwards.
This means that only the first eight columns (up to “Serial No” will be shown on the screen.
Once you have made your selections press and you will obtain the screen below.

Notice on the screen above that only the columns which were not selected for hiding appear (8
columns).

In case you would like to re-arrange columns, i.e. move one specific column to another position you
must follow the procedure below:
• Make first the selection “Show/Hide Re-Arrange” columns.
• Click on the column you would like to move to another position.
• Use the arrows or to move the selected column towards the suitable direction,
until the column reaches the desired position.

C. Remarks
In case you would like to show some of the hidden columns, you follow the above procedure
and you may un-tick the ticked ( ) boxes (to make them empty - ). Then you must press
.

If you would like to show again all columns, you may open the “Show/Hide Columns” window
and press .

If you would like to hide most of the columns, you may open the “Show/Hide Columns”
window and press . This way all columns will be marked for hiding ( ). However,
if you press then the system will respond with the warning: “At least one column
must be displayed”, which is, of course, reasonable. Therefore, you may un-tick ( ) one or
more columns, as desired, and then press .

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KAPA MPI Basic Functions

0.5 The “Default Settings” facility

A. General
Most users will most often use part of the data stored in the system and, moreover, will find it useful for
the data to appear in a specific manner, adapted to each specific user’s needs and acquaintance.
The “Default Settings” facility enables the user to make his specific screen appearance choices default
settings, so that every time he enters the system will come across his familiar and workable screens.
It operates in an exactly similar way in all relevant screens (i.e. Components, Jobs, Stock/Spares, etc).

B. Procedure
“Right click” on the header of any column and you will obtain the following window.

Click on “Default Settings” on the window above and all your previous choices regarding
sorting, column freezing and column hiding will become default settings for each time you enter
a specific screen.

C. Remarks
Of course, you change the default settings by following the procedures described in the
preceding of this section.

Operation Manual Page 13

KAPA MPI Search Facilities (General Features)

SECTION 0.0

SEARCH FACILITIES

(General Features)

Operation Manual Page 14

KAPA MPI Search Facilities (General Features)

0.0.1 Search Facility – General Features

All modules and most of the screens of the KAPA system are provided with a powerful search facility
(apart from the capabilities provided by the “Basic Functions” of the system). The general characteristics
of the search facility are described below, while specific detailed examples are given separately for the
“Components” and “Jobs” screens.

• The search facility is represented by the icon , found on top of every screen.
• Click on in order to activate a search operation.
• After the above operation you will get a window like the one below.

(*) This window was taken from the “Stock – Spares” module.

• Notice on the top of the window above that two choices are available:
o , and
o

• These two choices will be described separately in the following.

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KAPA MPI Search Facilities (General Features)

0.0.2 The “Standard” Search Facility

An example of a “Standard” search window is shown above and is obtained after clicking on the icon
on the top of each screen.

• Notice that a number of parameters are shown on the window. These parameters vary
according to the active module (the window above corresponds to the “Stock – Spares”
module).

• Within the empty spaces next to the parameters you can type the searched for item in full or
part of it between asterisks (*), as in the example below.

o Let us consider that we are looking for the component with the full name “Ballast Pump
No 1”. In order to locate it we have the following options:

Within the empty space next to “Component” type the full name:
Ballast Pump No 1
The system will search for this specific component only.

Within the empty space next to “Component” type part of the name:
Ballast Pump*
The system will search for all components the name of which starts with
“Ballast Pump”.

If we typed:
Ballast*
The system will search for all components the name of which starts with
“Ballast”.

If we typed:
*Ballast*
The system will search for all components the name of which contains the
word “Ballast”.

If we typed:
*pump*
The system will search for all components the name of which contains the
word “pump”.

Notice that the system does not differentiate between upper and lower case
letters.

• For some parameters you may notice the icon next to the empty space provided. This
means that if you click on it you will be provided with a related window from which you can
choose the appropriate “value” for your parameter.
For example, if you clicked on next to “Component”, as shown below
,
you would get the following picture.

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KAPA MPI Search Facilities (General Features)

o Within the onset window above you may notice the available find facility for each
column (Code, - Detail Code, Component). Type within one of the empty spaces, under
a column, the appropriate searched item or part of it and the system will locate it by use
of the button.

• There are parameters for which you have the choice “Yes” or “No”. The system allows the user
to mark by clicking only one of them.

• Parameters not given a value (left blank) will be ignored by the system during the search
operation.

• You may specify as many parameter values as you wish for your search. The system can
handle any combination of search parameters. However, using many parameter values at the
same time may render the operation difficult to comprehend for the user.

• A sample selection of parameters is shown below. This selection will search for all spares
belonging to components the code number of which starts with 601.., the component name
contains the expression “fuel valve” and the spare name contains the word “spring”.

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KAPA MPI Search Facilities (General Features)

• In order to complete the operation you must press .

• After filtering a screen you may notice on the top right the sign , showing
that the presented list is filtered. If you would like to un-filter the list (and get again the complete
list), you must click on the icon next to “List Filtered”.

• If you would like to set some filtering criteria as default ones you must click on .
The next time you would like to use your default filtering criteria, after opening the search
window you must click on .

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KAPA MPI Search Facilities (General Features)

0.0.3 The “Advanced” Search Facility

The “Advanced” search facility enables the user to filter a specific item or group of items, from the
general list. Some of the features and capabilities of the present facility are similar to those of the
“Standard” search facility. However, the present facility enables the user to filter data according to more
complex criteria as will be shown in the following.

• Click on the icon , which represents the search facility, on the top of the screen and you will
get the search window.

• Click on and you will get the following screen.

(*) This window was taken from the “Stock – Spares” module.

• Notice that a number of Fields (parameters) are shown on the window. These parameters vary
according to the active module (the window above corresponds to the “Stock – Spares”
module).

• There is a number of operators with the following meaning:

= : Equal to
<> : Different than
>= : Greater or equal
<= : Lesser or equal
> : Greater
< : Lesser
Like : Contains similar alphanumeric word or phrase
Not Like : Does not contain similar alphanumeric word or phrase

• In order to use the “Advanced” search facility you have to follow the steps below:

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KAPA MPI Search Facilities (General Features)

o Choose a field by clicking on it (e.g. “Component”).

o Choose an operator by clicking on it (e.g. “Like”).
o Give a value in the empty space provided (e.g. “fuel valve”).
o Press and your choice will appear within the empty space on the
right hand side of the window under the heading “Search for”, as shown below:

o Press to complete the operation and you will get the following screen
(remember that with our example the system will search for all spares belonging to
components with “Component Name” containing the phrase “fuel valve”).

• In case you would like to remove a search criterion, you must mark it by clicking on it in the
“Filter List” window (under the heading “Search for”) and press .
• For some of the “Fields” the button next to the empty space under “Value”

( ) is active. By pressing it you may get a selection of values from which to

choose from.

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KAPA MPI Search Facilities (General Features)

• If you press “Field” the combo becomes active ( ) and by pressing it

you get the list of the fields as shown below.

• In the example of the screen above we have chosen “R/O” (Re-ordering level) “=” (equal to) and
we can proceed with “Min in Stock” (“Re-ordering level” “equal to” “Min number in Stock”), as
shown below. By pressing and then the system will find
all spares for which the re-ordering level number is equal to the minimum number in stock.

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KAPA MPI Search Facilities (General Features)

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KAPA MPI Search Facilities (General Features)

C. Remarks
• The “Advanced” search facility provides the user with a powerful tool for filtering purposes
according to various criteria.
• Any combination of criteria can be handled by the system. However, the user may find it difficult
to use many filtering criteria at the same time, since this may make the operation difficult for
him to comprehend.
• The “Advanced” search facility may be used by the experienced user.

Operation Manual Page 23

KAPA MPI Search Facilities in the Components Screen

SECTION 0.0.A

SEARCH FACILITIES

IN THE

COMPONENTS SCREEN

(detailed example)

Operation Manual Page 24

KAPA MPI Search Facilities in the Components Screen

0.0.A.1 “Standard” Search Facility in the

Components Screen
A. General
The “Standard” search facility in the components screen enables the user to filter a specific component
or group of components, from the general list of components. Some of the features and capabilities of
the present facility are similar to those of the “Basic Functions”, however, the present facility is much
more powerful in terms of searching methods and the capability of combining various filtering criteria.

B. Procedure
• Click on “Maintenance” and then “Components” to obtain the components screen, as shown in
the picture below.

• Click on the icon , which represents the search facility, on the top of the screen and you will
get the following window.

Operation Manual Page 25

KAPA MPI Search Facilities in the Components Screen

• You may notice on the window above that you have two choices for search, the “Standard” and
the “Advanced” one. In the following we will describe the “Standard” search facility, while the
advanced one will be described separately.
• Various fields appear on the window above, where search criteria can be inserted, as follows:
o Code: Here the user has two options.
Type in, within the empty space, the full code number (if known) or part of it.
The full code is a five digit number. However, if the full code number is not
known or the user wishes to filter a group of components, he can type part of
the code number between asterisks (*). For example, the main engine and all
its components have code numbers starting with 601. Therefore, if we would
like to filter all components of the main engine we must type in the empty
space:
601*
Click on the button in order to obtain the codification system, as described
in Section G.1 – Auxiliaries, from which the user can choose the appropriate
code number, select it and proceed with the search operation.
o Detail Code: Type in the detail code (usually a two-digit number) of the component (or
group of components) to be filtered, e.g.
03
o Component Name: Type in the complete name of the component searched or part of it
between asterisks (*). For example, if we would like to filter all pumps we should type
*pump*
o Parent Component: Click on the button in order to obtain the components list. By
use of the search facility in hand, we can locate the correct parent component and select
it by double clicking on it or by pressing OK. For example, if we chose the main engine
the following would appear
60101.01 M/E Main Propulsion Engine (complete)

Operation Manual Page 26

KAPA MPI Search Facilities in the Components Screen

It is obvious, for this search to be effective, that parent components must have been
specified in the system. Thus, all m/e components could be filtered in our example.
o Category: Click on the button in order to obtain the categories list (for component
categories see Section G.2.2 – Auxiliaries). Locate the correct component category and
select it by double clicking on it or by pressing OK. For example, if we chose the
category “Pumps” the following would appear
Pumps
It is obvious, for this search to be effective, that component categories must have been
specified in the system and components assigned to these categories (see Section A.1 –
Maintenance). Thus, all category “Pumps” components could be filtered in our
example.
o Maker: Click on the button in order to obtain the “Makers” list (for makers/suppliers
see Section G.11.2 – Auxiliaries). Locate the correct maker and select it by double
clicking on it or by pressing OK. For example, if we chose the valid maker the following
would appear
ABB TURBO SYSTEMS LTD.
o Supplier: Follow the same procedure as for “Maker” above. Makers are considered by
the system as default suppliers (for the corresponding components), however, other
suppliers can be specified for components/spares.
o Related Counter: Click on the button in order to obtain the “Counters” list (for
counters see Section G.5 – Auxiliaries). Locate the correct counter and select it by
double clicking on it or by pressing OK. For example, if we chose the m/e counter the
following would appear
M/E Counter
o Model: Type in the complete model name of the component searched or part of it
between asterisks (*). For example
*S70MC*
o Serial No: Type in the complete serial number of the component searched or part of it
between asterisks (*). For example
*A32-45*
o Drawing No: Type in the complete dwg number of the component searched or part of it
between asterisks (*). For example
*332-134-b*
o Working (On/Off): Select “Yes” or “No” by clicking in the appropriate boxes.

o Date Fitted On: By clicking on the buttons , we can choose, from the appearing
calendar, the dates (from – to) within which a component was fitted.
o Critical: Select “Yes” or “No” by clicking in the appropriate boxes (a component can be
characterized as critical as described in section A.1 – Maintenance).
o Last Import: Select “Yes” or “No” by clicking in the appropriate boxes (whether the
related component data were included in the last data import).
• The above criteria can be used separately, which is the usual case, or in combinations. Although
the system can carry out any defined search, combinations of more than three choices are very
rare, since the user may loose touch with the search.
• An example of a search may be the one shown below. By this search all components the code
number of which starts with 601.. and their name contains the word “piston” will be filtered.

Operation Manual Page 27

KAPA MPI Search Facilities in the Components Screen

• In order to complete the operation you must press and you will get a picture
similar to the following one.

Operation Manual Page 28

KAPA MPI Search Facilities in the Components Screen

• You may notice on the screen above the sign , showing that the present
components list is filtered. If you would like to un-filter the list (and get again the complete
components list), you must click on the icon next to “List Filtered”.

• If you would like to set some filtering criteria as default ones you must click on .
The next time you would like to use your default filtering criteria, after opening the search
window you must click on .

C. Remarks
• The “Standard” search facility provides the user with a powerful tool for filtering purposes
according to various criteria.
• Any combination of criteria can be handled by the system. However, the user may find it difficult
to use more than two or three filtering criteria at the same time, since this may make the
operation difficult for him to comprehend.

Operation Manual Page 29

KAPA MPI Search Facilities in the Components Screen

0.0.A.2 “Advanced” Search Facility in the

Components Screen
A. General
The “Advanced” search facility in the components screen enables the user to filter a specific component
or group of components, from the general list of components. Some of the features and capabilities of
the present facility are similar to those of the “Standard” search facility, however, the present facility
enables the user to filter data according to more complex criteria as will be shown in the following.

B. Procedure
• Click on “Maintenance” and then “Components” to obtain the components screen, as
described in the previous section (“Standard” search).
• Click on the icon , which represents the search facility, on the top of the screen and you will
get the search (Filter Components List) window, as follows.

• Click on on the top of the window above and you will obtain the
following.

Operation Manual Page 30

KAPA MPI Search Facilities in the Components Screen

• Explanation of “Fields”:
Code : Code number of the component
Detail Code : Detail code number of the component
Component Name : Name of the component
Parent Component : Parent component (see section A.1 – Maintenance)
Category : Component category (see Section G.2.2 – Auxiliaries)
Maker : Name of Maker (see Section G.11.2 – Auxiliaries)
Supplier : Name of supplier (see Section G.11.2 – Auxiliaries)
Related Counter : Name of Counter (see Section G.5 – Auxiliaries)
Model : Model (name/description)
Serial No : Serial Number
Drawing No : Drawing Number
Working (On/Off) : Shows whether the component is used or not (on/off)
Date Fitted On : The date component(s) was(were) fitted on board
Location OnB : Location on board
Critical : Critical component (yes/no)
Create User : The user who created the record
Update User : The user who updated the record
Last Update : The date component(s) was (were) last updated
Update Site : The Updated site (vessel)
Circulating : Circulating component (yes/no)
Circulating Position : Circulating position of the component
Last Import : Relates to component data received during the last import

Operation Manual Page 31

KAPA MPI Search Facilities in the Components Screen

• Explanation of Operators:
=: Equal to
<> : Different than
>= : Greater or equal
<= : Lesser or equal
>: Greater
<: Lesser
Like : Contains similar alphanumeric word or phrase
Not Like : Does not contain similar alphanumeric word or phrase

• In order to use the “Advanced” search facility you have to follow the steps below:
o Choose a field by clicking on it (e.g. “Component Name”).
o Choose an operator by clicking on it (e.g. “Like”).
o Give a value in the empty space provided (e.g. “pump”).
o Press and your choice will appear within the empty space on the
right hand side of the window under the heading “Search for”, as shown below:

o Press to complete the operation and you will get the following screen
(remember that with our example the system will search for all components with
“Component Name” containing the word “pump”):

Operation Manual Page 32

KAPA MPI Search Facilities in the Components Screen

• In case you would like to remove a search criterion, you must mark it by clicking on it in the
“Filter Components List” window (under the heading “Search for”) and press
.

• For some of the “Fields” the button next to the empty space under “Value”

( ) is active. By pressing it you may get a selection of values from which to

choose from.

• If you press “Field” the combo becomes active ( ) and by pressing it

you get the list of the fields as shown below.

Operation Manual Page 33

KAPA MPI Search Facilities in the Components Screen

• In the example in the screen above we have chosen “Supplier” “<>” (different than) and we can
proceed with “Maker” (“Suppler” “different than” “Maker”), as shown below. By pressing

the system will find all suppliers different than makers.

C. Remarks
• The “Advanced” search facility provides the user with a powerful tool for filtering purposes
according to various criteria.
• Any combination of criteria can be handled by the system. However, the user may find it difficult
to use many filtering criteria at the same time, since this may make the operation difficult for
him to comprehend.
• The “Advanced” search facility may be used by the experienced user.

Operation Manual Page 34

KAPA MPI Search Facilities in the Jobs Screen

SECTION 0.0.B

SEARCH FACILITIES

IN THE

JOBS SCREEN

(detailed example)

Operation Manual Page 35

KAPA MPI Search Facilities in the Jobs Screen

0.0.B.1 “Standard” Search Facility in the

Jobs Screen
A. General
The “Standard” search facility in the jobs screen enables the user to filter a specific job or group of jobs
(e.g. jobs referring to the same component), from the general list of jobs. Some of the features and
capabilities of the present facility are similar to those of the “Basic Functions”. However, the present
facility is much more powerful in terms of searching methods and the capability of combining various
filtering criteria.

B. Procedure
• Click on “Maintenance” and then “Jobs” to obtain the jobs screen, as shown in the picture
below.

• Click on the icon , which represents the search facility, on the top of the screen and you will
get the following window.

Operation Manual Page 36

KAPA MPI Search Facilities in the Jobs Screen

• You may notice on the window above that you have two choices for search, the “Standard” and
the “Advanced” one. In the following we will describe the “Standard” search facility, while the
advanced one will be described separately.

• Various fields appear on the window above, where search criteria can be inserted, as follows:
o Code: Here the user has two options.
Type in, within the empty space, the full code number of the component the job
refers to (if known) or part of it. The full code is a five digit number. However, if
the full code number is not known or the user wishes to filter the jobs of a
group of components, he can type part of the code number between asterisks
(*). For example, the main engine and all its components have code numbers

Operation Manual Page 37

KAPA MPI Search Facilities in the Jobs Screen

starting with 601. Therefore, if we would like to filter all jobs referring to
components of the main engine we must type in the empty space:
601*
Click on the button in order to obtain the codification system, as described
in Section G.1 – Auxiliaries, from which the user can choose the appropriate
code number, select it and proceed with the search operation.
o Detail Code: Type in the detail code (usually a two-digit number) of the component (or
group of components) for which we wish to filter the jobs, e.g.
03
o Component: Here the user has two options.
Type in, within the empty space, the full name of the component the job(s)
refer(s) to (if known) or part of it between asterisks (*). For example, in case we
would like to filter the jobs referring to the “exhaust valves” of the main engine
we must type in the empty space:
*exhaust valve*
Click on the button in order to obtain the complete list of components, from
which the user (by use of the appropriate search facility in hand) can choose the
appropriate component (for which jobs are sought), select it and proceed with
the search operation.
o Circulating Position: Here the user has two options.
Type in, within the empty space, the full name of the circulation position of the
component refer to (if known) or part of it between asterisks (*). For example,
in case we would like to filter the circulation position referring to the "cylinder”
of the main engine we must type in the empty space:
*cylinder*
Click on the button in order to obtain the complete list of ciculation
positions, from which the user (by use of the appropriate search facility in
hand) can choose the appropriate circulation position (for which components
are sought), select it and proceed with the search operation.
o Critical: Select “Yes” or “No” by clicking in the appropriate boxes (a component can be
characterized as critical as described in section A.1 – Maintenance). By clicking, say, yes
you will filter the jobs referring to critical components.
o Job Description: Here the user has two options.
Type in, within the empty space, the full job description (if known) or part of it
between asterisks (*). For example, in case we would like to filter the jobs
referring to “pump inspection” we must type in the empty space:
*pump inspection*
Click on the button in order to obtain the complete list of jobs defined in the
system, from which the user (by use of the appropriate search facility in hand)
can choose the appropriate component (for which jobs are sought), select it
and proceed with the search operation. For job definition see Section G.4.2 –
Auxiliaries.
o Job Department: Here the user has two options.
Type in, within the empty space, the full department description (if known) or
part of it between asterisks (*). For example, in case we would like to filter the
jobs referring to “engine” department, we must type in the empty space:
*engine*
Click on the button in order to obtain the complete list of departments
defined in the system, from which the user (by use of the appropriate search
facility in hand) can choose the appropriate department (for which jobs are
sought), select it and proceed with the search operation. For department
definition see Section G.7 – Auxiliaries.
o Responsible Rating: Here the user has two options.

Operation Manual Page 38

KAPA MPI Search Facilities in the Jobs Screen

Type in, within the empty space, the full rating description (if known) or part of
it between asterisks (*). For example, in case we would like to filter the jobs
referring to “engineer” rating, we must type in the empty space:
*engineer*
Click on the button in order to obtain the complete list of ratings defined in
the system, from which the user (by use of the appropriate search facility in
hand) can choose the appropriate rating (for which jobs are sought), select it
and proceed with the search operation. For ratings definition see Section G.8 –
o
Auxiliaries.
o Due Date: By clicking on the buttons , we can choose, from the appearing calendar,
the dates (from – to) within which jobs are due.
o Completion Date: By clicking on the buttons , we can choose, from the appearing
calendar, the dates (from – to) within which jobs were completed.
o Job Status: Here the user has the following options.
Created: Jobs that have been created in the system but are not approved.
Approved: Jobs that have been approved.
Deferred: Jobs that have been deferred (delayed).
Done: Jobs that have been done (completed).
Reviewed: Jobs that have been reviewed.
Cancelled: Jobs that hat have been cancelled.
o Defect: Click on “Yes” if you would like to filter the jobs which were done due to a
defect of the corresponding component.
o Class Req: Click on “Yes” if you would like to filter the jobs which are required by Class.
o ISM Req: Click on “Yes” if you would like to filter the jobs which are required by the
company’s ISM.
o Job Type: Tick in the little box next to “PM” if you would like to select “Planned
Maintenance” jobs or “UM” for “Unplanned Maintenance” jobs.
o Job Category: Here the user has two options.
Type in, within the empty space, the full job category description (if known) or
part of it between asterisks (*). For example, in case we would like to filter the
jobs belonging to category “cleaning”, we can type in the empty space:
*clean*
Click on the button in order to obtain the complete list of job categories
defined in the system, from which the user (by use of the appropriate search
facility in hand) can choose the appropriate job category (for which jobs are
sought), select it and proceed with the search operation. For job categories
definition see Section G.4.1 – Auxiliaries.
o Job Group Name: Here the user has two options.
Type in, within the empty space, the full job group name description (if known)
or part of it between asterisks (*). For example, in case we would like to filter
the jobs belonging to category “dry-docking”, we can type in the empty space:
*dry*
Click on the button in order to obtain the complete list of job group names
defined in the system, from which the user (by use of the appropriate search
facility in hand) can choose the appropriate job group (for which jobs are
sought), select it and proceed with the search operation. For job groups
definition see Section G.4.5 – Auxiliaries.
o Component Status: Here the user has two options.

Operation Manual Page 39

KAPA MPI Search Facilities in the Jobs Screen

Type in, within the empty space, the full component status description (if
known) or part of it between asterisks (*). For example, in case we would like to
filter the jobs belonging to status “Fair”, we can type in the empty space:
*fai*
Click on the button in order to obtain the complete list of component status
descriptions defined in the system, from which the user (by use of the
appropriate search facility in hand) can choose the appropriate component
status description (for which jobs are sought), select it and proceed with the
search operation. For component status descriptions definition see Section
G.2.1 – Auxiliaries.
o Job Code: Type in, within the empty space, the full job code (if known) or part of it
between asterisks (*). For example, in case we would like to filter the jobs with code “a-
jobs”, we can type in the empty space:
*a-jo*

o Last Import: Click on “Yes” if you would like to filter the jobs which were inserted in the
system via the last import.

• The above criteria can be used separately, which is the usual case, or in combinations. Although
the system can carry out any defined search, combinations of more than three choices are very
rare, since the search may be incomprehensible.

• An example of a search may be the one shown below. By this search all jobs referring to
components the code number of which starts with 601.. (main engine components), the job
description contains the word “overhaul” and the responsible rating is the “Chief Engineer” will
be filtered.

Operation Manual Page 40

KAPA MPI Search Facilities in the Jobs Screen

• In order to complete the operation you must press and you will get a picture
similar to the following one.

Operation Manual Page 41

KAPA MPI Search Facilities in the Jobs Screen

• You may notice on the screen above the sign , showing that the present
jobs list is filtered. If you would like to un-filter the list (and get again the complete jobs list), you
must click on the icon next to “List Filtered”.

• If you would like to set some filtering criteria as default ones you must click on .
The next time you would like to use your default filtering criteria, after opening the search
window you must click on .

C. Remarks
• The “Standard” search facility provides the user with a powerful tool for filtering purposes
according to various criteria.
• Any combination of criteria can be handled by the system. However, the user may find it difficult
to use many filtering criteria at the same time, since this may make the operation
incomprehensible.

Operation Manual Page 42

KAPA MPI Search Facilities in the Jobs Screen

0.0.B.2 “Advanced” Search Facility in the

Jobs Screen
A. General
The “Advanced” search facility in the jobs screen enables the user to filter a specific job or group of jobs,
from the general list of jobs. Some of the features and capabilities of the present facility are similar to
those of the “Standard” search facility, however, the present facility enables the user to filter data
according to more complex criteria as will be shown in the following.

B. Procedure
• Click on “Maintenance” and then “Jobs” to obtain the components screen, as described in the
previous section (“Standard” search).
• Click on the icon , which represents the search facility, on the top of the screen and you will
get the search (Filter Jobs List) window, as follows.

• Click on on the top of the window above and you will obtain the
following.

Operation Manual Page 43

KAPA MPI Search Facilities in the Jobs Screen

• Explanation of “Fields”:
Code : Code number of the component
Detail Code : Detail code number of the component
Component : Name of the component
Circulation Position : Circulation Position
Critical : Critical Component (Yes/No)
Job Description : Job Description (text)
W/O Description : Work order description (generated by the system)
Job Department : Job Department (see section G.7 – Auxiliaries)
Responsible Rating : Rating (see section G.8 – Auxiliaries)
Due Date : Job due date
Completion Date : Job completion date
Job Status : Created, Approved, Deferred, Done , Reviewed, Cancelled
Defect : Job done due to a defect (Yes/No)
Class Req : Job required by Class (Yes/No)
ISM Req : Job required by company’s ISM (Yes/No)

Operation Manual Page 44

KAPA MPI Search Facilities in the Jobs Screen

Job Type : PM (Planned Maintenance), CB (Condition Based)

W/O No : Work order number (generated by the system)
Job Category : Job Category (see section G.4.1 – Auxiliaries)
Start Date : Job start date
Duration : Job duration
Notice Period : Advance notice period (before due date)
Monitor Type : Periodic-Fix, Periodic-Flex, On Counter Basis, Based on
Observation, Prior to Operation
Cause : Survey, Breakdown (refers to condition based jobs)
Period Unit : Hours, Days, Weeks, Months, Years
Counter : Counter on which the job(s) are based
Priority : Job Priority (see section G.4.4 – Auxiliaries)
Approved on : Job approval date
Job Group Name : Job group name (see section G.4.5 – Auxiliaries)
Component Status : Component status (see section G.2.1 – Auxiliaries)
Job Code : Job Code (inserted by the user)
Last Update : The date a job was updated
Update Site : The Updated site
Update User : The user by whom a job was updated
Create User : The user by whom a job was created
Reviewed on : The date a job was reviewed
Last Import : Job inserted via the last import (Yes/No)

• Explanation of Operators:
=: Equal to
<> : Different than
>= : Greater or equal
<= : Lesser or equal
>: Greater
<: Lesser
Like : Contains similar alphanumeric word or phrase
Not Like : Does not contain similar alphanumeric word or phrase

• In order to use the “Advanced” search facility you have to follow the steps below:
o Choose a field by clicking on it (e.g. “Component”).
o Choose an operator by clicking on it (e.g. “Like”).
o Give a value in the empty space provided (e.g. “pump”).
o Press and your choice will appear within the empty space on the
right hand side of the window under the heading “Search for”, as shown below:

Operation Manual Page 45

KAPA MPI Search Facilities in the Jobs Screen

o Press to complete the operation and you will get the following screen
(remember that with our example the system will search for all jobs referring to
components with “Component Name” containing the word “pump”):

Operation Manual Page 46

KAPA MPI Search Facilities in the Jobs Screen

• In case you would like to remove a search criterion, you must mark it by clicking on it in the
“Filter Jobs List” window (under the heading “Search for”) and press .
• For some of the “Fields” the button next to the empty space under “Value”

( ) is active. By pressing it you may get a selection of values from which to

choose from.

• If you press “Field” the combo becomes active ( ) and by pressing it

you get the list of the fields as shown below.

• In the example in the screen above we have chosen “Start Date” “=” (equal to) and we can
proceed with “Completion Date” (“Start Date” “equal to” “Completion Date”), as shown below.

Operation Manual Page 47

KAPA MPI Search Facilities in the Jobs Screen

By pressing the system will find all jobs with the same start and completion
dates.

C. Remarks
• The “Advanced” search facility provides the user with a powerful tool for filtering purposes
according to various criteria.
• Any combination of criteria can be handled by the system. However, the user may find it difficult
to use many filtering criteria at the same time, since this may make the operation difficult for
him to comprehend.
• The “Advanced” search facility may be used by the experienced user.

Operation Manual Page 48

KAPA MPI Printing or Saving Data from any Screen

SECTION 0.0.C

PRINTING DATA
OR
SAVING DATA
IN AN EXCEL FILE
FROM ANY SCREEN

Operation Manual Page 49

KAPA MPI Printing or Saving Data from any Screen

0.0.C. Printing or Saving Data

In many cases the user wishes to print data contained in a KAPA screen or store them in a file that can
be processed or exchanged via e-mail or other means.
KAPA provides this facility from any screen and with the current settings (filtering, sorting of data,
showing/hiding or re-arranging of columns) via the print icon, found on the main menu bar. If you
press this icon you get the “Print Preview” screen as follows.

On the above screen, if you click on all data will be printed (hard copy) on the default printer of
the user’s installation. However, if you click on you will be prompted to give a filename and
choose the location to store the excel (.xls) file, as follows.

Operation Manual Page 50

KAPA MPI Printing or Saving Data from any Screen

In the window above, we have chosen to save the data on the desktop under the file name “sample
data.xls” (note the extension .xls). By clicking on “Save” the excel file will be created in the chosen
location. This excel file is in a protected format, but can become unprotected (via
Tools\Protection\Unprotect Sheet), in order to become processable.

Once you have finished this operation click on , in order to return to KAPA.

Operation Manual Page 51

KAPA MPI The "Record Info" and "Audit Trail Info" Features

SECTION 0.0.D

THE “RECORD INFO”

AND

“AUDIT TRAIL INFO”

FEATURES

Operation Manual Page 52

KAPA MPI The "Record Info" and "Audit Trail Info" Features

0.0.D.1. The “Record Info” feature

On the menu bar of KAPA and in any screen you may find the information sign . By clicking on
the combo you get two choices, as follows:

By selecting “Record Info” you may get the last updated info of the selected record. For example, when
in the Jobs screen you may get the following:

The information refers to the active job (grey line).

0.0.D.2. The “Audit Trail Info” feature

By selecting “Audit Trail Info” you may get the history of all updates for the selected record. For
example, for the same record as in the previous screen, you may get the following:

Operation Manual Page 53

KAPA MPI The "Record Info" and "Audit Trail Info" Features

On the upper part of the window above you may notice all users who have updated / changed any field
of the active (grey line) record historically. For each one of these users, and in the lower part, you may
see the fields affected by the user’s action.
Therefore, you may obtain a complete picture of all historical updates/changes to any record.

Operation Manual Page 54

KAPA MPI Maintenance

MAINTENANCE

Operation Manual Page 55

KAPA MPI Maintenance

A.1 How to add a new component /

delete an existing component
A. General
A component is a piece of machinery, which may stand alone (e.g. E/R Supply Fan No 1) or may belong
to a bigger piece of machinery (e.g. Cylinder Head No 3, which belongs to the Main Propulsion Engine).
A component may be composed of smaller parts (spares), but, in any case, is a piece of equipment that
has jobs connected to it (while a spare is a piece that can only be replaced).

B. Procedure
In order to add a new component after entering the KAPA program you must follow the procedure
below:

1. On the Menu Bar you must click “Maintenance” and then “Components” as shown in the picture
below.

The following screen will appear:

Operation Manual Page 56

KAPA MPI Maintenance

Operation Manual Page 57

KAPA MPI Maintenance

2. Steps to be followed.
• Scroll down the bottom of the screen where you will find an empty line.
• Click on the empty line. It becomes grey, which means that it becomes active. At the bottom of
the screen a window appears with various fields to be filled in. Only the fields in bold letters are
mandatory for filling in, while all others are optional.

The mandatory fields to be filled in are

• “Name” of the component (e.g. Provision Crane, Port), which is free text, and the
• “Code”. The Code is a number which can be defined by clicking on the button at the right
hand side of the Code window. This operation will present the coding system with all
facilities for search, in order to find and assign to your new component the correct Code
number.

The rest of the fields are optional and they are:

• Maker. By clicking on the right hand side button of the respective field a list of makers will
appear from which you can choose by clicking on the correct maker.
• Model. Model of the component (free text).
• Critical. Indicates that a component has been characterized as critical.
• Parent. In case the new component is part of a bigger piece of machinery (e.g. a Piston of
the Main Propulsion Engine) you can define the parent component, by clicking on the right
hand side of the field and choosing the parent component from the list of components
which appear. This is mainly useful in order to define groups of components for later
tracking purposes.
• S/N. Serial number of the component (free text).
• Dwg. Relevant drawing number / name from where information was taken or can be found
about the component (free text).
• Loc. Location where the component can be found. This may be more useful for
spare/additional components (free text).
• Pos. Indicates whether it is a circulating component. In case this is checked, the circulating
position of the component can be selected.
• Cat. Category the component belongs to, which can be chosen from a set of predefined
categories after clicking on the right hand side button of the respective window. Categories
can be for example “pumps”, “compressors”, etc and are mainly used for sorting
purposes.
• Notes. You may type in any notes regarding the component which may be useful (free text).

In order to save the newly defined component you can either click on the Menu Bar or you can click
on any other line on the screen.

In order to delete an existing component you must first click on the correct line (the line becomes grey,
which means active) and then you click on the Menu Bar.

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A.2 How to attach a file to an existing

component
A. General

An attached file can be any sort of file (scanned document, word file, pdf file, picture, etc) containing
information about a specific component.
A component is a piece of machinery, which may stand alone (e.g. E/R Supply Fan No 1) or may belong
to a bigger piece of machinery (e.g. Cylinder Head No 3, which belongs to the Main Propulsion Engine).

B. Procedure
In order to attach a file to a component after entering the KAPA program you must follow the procedure
below:

1. On the Menu Bar you must click “Maintenance” and then “Components” as shown in the picture
below.

The following screen will appear:

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2. Steps to be followed.

• Locate the component for which you would like to attach the file. This can be done by use of the
search facilities or by scrolling up and down the screen.
• Click on the correct component and the appropriate line becomes grey, which means that it
becomes active.
• Double click on the active line and on the space marked on the column header. By this action
the following window will open.

• Double click on , which represents the “Attach” operation and the following window will
appear. This window represents a browse facility through which you can locate the file to be
attached, from the stored files in your computer.

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• After locating and clicking on the correct file press and the following screen appears,
indicating that the file has been attached and the correct path is shown.

• Save the newly defined attachment by pressing on the window or by clicking on another
line on the window. After pressing save the following screen will appear, from which you can
see that the symbol appears in front of the active line, indicating that an attachment has been
defined for the component on the active line.

• Press to complete the operation and close the window.

C. Remarks
• In order to delete an attachment you must double click first on the attachment symbol ,
choose the attachment to be deleted by clicking on it to make it active (grey) and then press
or .
• In order to view an attachment you must double click on , in order to open the attachments
window, choose the correct attachment and then press .
• The procedure for inserting attachments to spares, jobs, certificates / surveys is exactly similar,
the only difference being that the start up screen is not the same. For example, in order to attach

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a file to a defined job you must start with the “Maintenance”/”Jobs” screen, locate the
appropriate job and then follow exactly the procedure described here.

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A.3 How to define a Circulating

Component and Positions
A. General
A circulating component is defined as one which may operate on different positions onboard the ship. A
typical circulating component is a M/E Piston.

B. Procedure
Circulating Component Definition (and circulating position setting)
In order to define a circulating component after entering the KAPA program you must follow the
procedure below:

1. On the Menu Bar you must click “Maintenance” and then “Components” as shown in the picture
below.

The following screen will appear:

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2. Steps to be followed.

• Locate the component which you would like to define as a circulating component. This can be
done by use of the search facilities or by scrolling up and down the screen.
• Click on the component and the respective line becomes grey, which means that it becomes
active (in our example it is M/E Piston No 1).
• Click on the appropriate check box under the column “Circ”.
• Click on the button under the column “Position”. By this action another window opens, as
indicated below, from which you must choose the position of the circulating component.

• Click on the appropriate “Position” and it becomes grey – active. Select it by pressing
(or you may do the same by double clicking). The selected “Position” will appear on the active
line under the column heading “Position”, as indicated in the window below.

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In the screenshot above, you may notice that the ‘Counter’ field has been filled as well. This was done
because the circulating ‘Position’ chosen (M/E CYLINDER UNIT No 5) has a counter allocated to it (see
section G.2.3).

NOTE: As discussed, by the operation above a ‘Counter’ has been set for the component in question.
This implies that all counter-based jobs defined for this component will be scheduled according
to this ‘Counter’.
If, at a future instance, a change in circulating position implies a change of ‘Counter’, the new
circulating position’s ‘Counter’ will be set as the component’s ‘Counter’, which in turn will be the
‘Counter’ by which all related counter-based jobs will be scheduled.

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Component Initialization

A component (circulating or not) can be initialized, i.e. declare in the system when it was first fitted and
the hours it had worked before it was fitted on the vessel. This is necessary for circulating components
so that the system will be able to calculate the total work hours of the component at any time instance
(see below ‘Component History’).

• Locate the component in question and right click on it to get the following choices.

• Select “initialize Component” to get the following window.

• In the window above the user may enter:

- ‘Date Fitted’ – the date the component was fitted onboard the vessel.
- ‘Total operation time before initialization’ – worked hours of the component before fitting
onboard.
The other fields (grey) are filled by the system, using the information already entered in the
system (see section G.2.3 for the definition of circulating positions and respective counters).

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Circulating Position Change (Suspend – Restore operation)

• The first time the user is free to define the position of a circulating component. The second and
consecutive times, however, if the position is modified then, in order to avoid accidental errors,
the system will prevent change of the component’s position, as in the window below.

• If you press “Yes” ( ) on the above window the following message will appear.

• Carry out the change of the circulating component’s position using the “Suspend Operation”
and Restore Operation” functions. This effectively simulates better the actual situation. In
particular, to change the Piston No 1 (=circulating component) of Cylinder Unit #3 (=position) the
operation of the Piston No1 must first be suspended.

• On the right hand side of the main menu bar (top of the screen) click on , in order
to open a choice menu, as shown in the screen below (top right corner). The same choice menu
opens if you right click on the active component.

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• Click on and will obtain the window shown below.

• Press on the window above and you will obtain the following picture.

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• In turn, upon restoring the operation of another spare, say Piston No 3, the Position “Cylinder
Unit # 3” can be assigned to it. Thus the system will know that “Piston No 3” works in position
“Cylinder Unit # 3”.

On the right hand side of the main menu bar (top of the screen) click on , in order to open
a choice menu, as shown in the screen below (top right corner). The same choice menu opens if you
right click on the active component.

• Click on and will obtain the window shown below.

• Click on the button in order to obtain the following window.

• Locate on the above window the circulating component’s position. This can be done by use of
the “find” facility or by scrolling up the down the screen.

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• Activate the position by clicking on it (it becomes grey-active) and select it by double clicking or
by pressing . In our example we selected “Cylinder Unit #3”. Thus you obtain the
following screen.

• Press to complete the operation and close the window. The following screen
appears.

Notation: In order to define circulating positions, refer to section G.2.3 (How to define “Component
Circulating Positions”).

Component History

A circulating component’s history may be viewed by right clicking on it and selecting “Show
Component History”, as shown below.

By selecting “Show Component History”, the following window will be shown.

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On the window above, the user may see:

- The date the component was fitted (first ‘On’ date) and the hours it had worked before being
fitted onboard.
- All changes in circulating positions – ‘On’ / ‘Off’ periods and the hours the component
worked in each position.
- Partial and grand totals of work hours of the component.

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B.1 How to define a new planned

maintenance job and attach job
instructions
A. General

A planned maintenance job is any sort of work that can be assigned to any component and is recurrent,
i.e. it is to happen according to a time table (calendar or counter based). We remind you that a
component is any piece of machinery, which may have jobs connected to it.

“Job Instructions” may be any sort of document(s) containing information related to how a job
could/must be done. These may be scanned documents from the manufacturer’s manuals, drawings,
pictures, text instructions in word or pdf format, etc.

B. Procedure
In order to define a new planned maintenance job and attach job instructions to it you must follow the
procedure below:

1. On the Menu Bar you must click “Auxiliaries”, then “Jobs” and then “Instructions” as shown in the
picture below.

The following window will appear:

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2. Steps to be followed.

2.a. How to define a new job

• Scroll down the bottom of the window and click on the last empty line which will become grey,
i.e. active (as in the window above).
• Click on the active line under the column “Description” and type in the description of the new
job (for example in the window below, we typed in “Compressor No 1 – Overhauling”).
• Click on the button under the column “Category” By this action another window opens, as
indicated below, from which you must choose the “Category” the newly defined job belongs to
(in our example it is “Overhauling”).

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• Click on the appropriate job “Category” and it becomes grey – active. Select it by pressing
(or you may do the same by double clicking). The selected “Category” will appear on
the active line under the column heading “Category”, as indicated in the window below.

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• Click on the active line under the column heading “Instructions” as in the window above. Here
you may type in any “short instructions” that you may like to appear on the job card (the job
card is described, apart from the manual, in the procedure “How to plan a job”).

2.b. How to attach job instructions

“Job Instructions” may be any sort of document(s) containing information related to how a job
could/must be done. These may be scanned documents from the manufacturer’s manuals, drawings,
pictures, text instructions in word or pdf format, etc.

• Double click on , which represents the “Attach” operation and the following window will
appear. This window represents a browse facility through which you can locate the file to be
attached, from the stored files in your computer.

• After locating and clicking on the correct file press and the following screen appears,
indicating that the file has been attached and the correct path is shown.

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• Save the newly attached document by pressing on the window or by clicking on another
line on the window.
• Press to complete the operation and close the window.

C. Remarks
• In order to delete an attached document you must click first on the correct line and then press
.
• In order to view an attached document you must choose the correct attachment by clicking on
the correct line and then press .
• The procedure for inserting attachments to spares, jobs, certificates / surveys is exactly similar,
the only difference being that the start up screen is not the same.

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B.2 How to attach job forms to already

defined jobs
A. General

A job form is any sort of document which is carried by the person(s) responsible for the job while
executing the job and which is to remain as evidence that the job was carried out and of the related to
the job findings. For example, when measuring crankshaft deflections of, say, the M/E crankshaft, a
related form where all deflection measurements are recorded is carried by the personnel carrying out
the job. The completed form is to remain with the system. There are two types of forms that can be
attached to a job, namely General and Kapa Forms.
General Forms can be Microsoft Word documents or Excel spreadsheets or any other electronic
document. They are filled out in the usual manner e.g. using Word or Excel or other packages and
stored. The General Forms are handled by KAPA as “whole” documents. This means that the data
contained therein are not accessible in themselves.
Kapa Forms are built into the system. They are company specific that is they are the actual forms that
the company uses for monitoring performance or the forms found in the company’s ISM manuals. The
advantage of using KAPA forms instead of general forms is that the data of these forms are stored
instead of the whole form in the DB. Thus, the data are fully accessible by for statistical or other
purposes.

B. Procedure
In order to attach a form to a job you must follow the procedure below:

1. On the Menu Bar you must click “Auxiliaries”, then “Jobs” and then “Forms” as shown in the picture
below.

The following window will appear:

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2. Steps to be followed.

• Locate the job for which you would like to attach a “job form” (General or Kapa forms). This can
be done by use of the search facilities or by scrolling up and down the window.
• Click on the correct line and it becomes grey, which means active (for example in the window
above, we chose the job “D/G Fuel injection pump Overhauling – Overhauling”).
• Click on (on the lower part of the window above) in order to attach a “General
form”.
• Click on (on the lower part of the window above), which represents the “Attach” operation
and the following window will appear. This window represents a browse facility through which
you can locate the form to be attached, from the stored files in your computer.

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• After locating and clicking on the correct file press and the following screen appears,
indicating that the form has been attached and the correct path is shown.

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• Save the newly attached form by pressing on the window or by clicking on another line
on the window.
• Repeat the operation for as many forms as you would like to attach to the job.
• Press to complete the operation and close the window.
• Click on (on the lower part of the window above) in order to attach a “Kapa form”.
The following window will open.

• Press the button on the right hand side (on the lower part of the window above) and the
following window will open.

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• Locate the Kapa Form that you would like to attach to the job. This can be done by use of the
search facilities or by scrolling up and down the active “Kapa Form” window.
• Click on the correct line and it becomes grey – active (in the above example we have chosen
“Abandom Ship”).
• Double click on the the active line or press and the following screen appears,
indicating that the form has been attached.

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• Press to complete the operation and close the window.

C. Remarks
• In order to delete an attached form you must click first on the correct line and then press .
• In order to view an attached form you must choose the correct attachment by clicking on the
correct line and then press .
• The procedure for attaching forms to jobs is similar to inserting attachments to spares, jobs,
certificates / surveys, the only difference being that the start up screen is not the same.

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B.3 How to plan a job

A. General
Planning a job means that an already defined job (see “How to define a new planned maintenance job
and attach job instructions”) is connected to a component and the details concerning carrying out of the
job are defined, i.e. periodic or counter based, time period or counter, etc. We remind you that a
component is any piece of machinery, which may have jobs connected to it.

B. Procedure
In order to plan an already defined job you must follow the procedure below:

1. On the Menu Bar you must click “Maintenance” and then “Jobs” as shown in the picture below.

The following screen will appear:

2. Where to plan the new job

• Scroll down the screen to locate the empty line at the bottom of the screen. By clicking on this
empty line it becomes active, indicated by the two horizontal border lines appearing along the
screen.
• Double click on the active empty line and a window appears on the screen as shown below.
This window headed “Job Details” is the job card where all basic data for the job may be found.

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3. Filling in the mandatory fields

On the “Job Details” card you notice that some fields are indicated in bold letters and these are the
mandatory fields to be filled in.

• Press the button on the right hand side of the component field and the following window will
open.

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• Locate the component for which you would like to assign the job. This can be done by use of
the search facilities or by scrolling up and down the active “Component” window.
• Click on the correct line and it becomes grey – active (in the above example we have chosen
“Main air compressor No 1”).
• Double click on the active line or press to select the correct component and it will
appear in the component window (along with the “Code number” and “Detail number”) as in
the picture below.

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• Press the button next to the “Type” space and the above window appears. Choose the
correct type and select it by double clicking on the active line or pressing . PM here
means planned maintenance and UM means unplanned maintenance, i.e. a job after a
breakdown. In our example we choose PM and the following window appears.

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• Press the button next to the “Description” space and the above window appears. Here
appear all the job “Description”s as already defined (see ”How to define a new planned
maintenance job and attach job instructions”). Choose the correct “Description” and select it by
double clicking on the active line or pressing . In our example we have chosen
“Compressor No 1 – Overhauling”. As you may notice from the window below, after selecting
the job “Description” the “Category” appears automatically (here “Overhauling”), as well as the
“Short Instructions” (as defined in ”How to define a new planned maintenance job and attach
job instructions”).

• Press the button next to “Monitored” space and the above window appears. Here appear all
the types of monitoring of jobs.

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• Choose the correct “Monitor Type” by clicking on it (it becomes grey – active) and select it by
double clicking on the active line or pressing . If you choose “Periodic-Fix” or “Periodic-
Flex” you must define next (on the same line) the period by a number (e.g. 9) and next weeks,
months, years by pressing and selecting your appropriate choice. In our example above we
chose “On Counter basis” and the following window appears.

• Click on the button next to the “Counter” space in order to define the correct counter for your
job and a window opens as in the picture above.
NOTE: If the component for which we are trying to define the counter-based job (in our example
‘Main air compressor No 1’) has an already defined counter from the ‘Components’ screen [see
sectionA.3 - Circulating Component Definition (and circulating position setting)], the defined
‘Counter’ will appear automatically and will not be allowed to change it. In case the
Component’s defined counter is wrong, it must be changed from the ‘Components’ screen first
and then proceed with the job definition.
• Locate the correct “Counter” and click on it to make it grey – active.
• Select the correct “Counter” by double clicking on the active line or pressing and the
following screen appears. In the example we chose “Main Compr. No1 Counter”.
• Next to the “Counter” space on the same line there exists an empty space. Type in it the
number of Counter units (usually this is hours), in order to set the period of the job. In the
example we typed in “4000”.

Note: As you may observe the job we planned (“Compressor No 1 – Overhauling) has already
appeared at the bottom of the main screen under the column heading “Description”.

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4. Filling in the optional fields

On the “job card” of the screen above there are more fields which are optional, as follows.
• Department. The department the job belongs to (Deck, Engine, etc). It can be chosen from a pre-
defined set by use of the button next to it.
• Responsible. The responsible rating for the job (2nd Engineer, Bosun, etc). It can be chosen from
a pre-defined set by use of the button next to it.
• Priority. The job priority (high, low, medium, etc). It can be chosen from a pre-defined set by use
of the button next to it.
• Code. A code can specified for a job or group of jobs mainly for sorting/retrieving purposes.
• Group. Grouping of jobs may be useful for sorting purposes. For example, jobs for the next dry-
docking can be grouped under “Next Dry-Docking” and can be at any time be retrieved, viewed,
corrected, etc. It can be chosen from a pre-defined set by use of the button next to it.
• Notice-Days. Type in the number of days that you would like from the system to warn you in
advance, before the job is to start.
• Work-Hours. The estimated number of man-hours for the job can be typed in here.
• Duration-Days. The estimated duration in days of the job can be typed in here.

5. Finalization of job planning

• Save the newly planned job by pressing on the window.

• Press to complete the operation and close the window. The following screen appears.

Note: As you may observe the job we planned (“Compressor No 1 – Overhauling) appears at the
bottom of the main screen under the column heading “Description” and next to it the symbol

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appears, which means that job instructions are attached to this job (see ”How to define a new
planned maintenance job and attach job instructions”).

C. Remarks
• In order to delete a planned job you must click first on the correct line and then press on the
Menu Bar.
• In order to view the attached job instructions you must double click on the symbol on the
correct line and then press on the window which will open.
• The procedure for inserting attachments to jobs is the same as for spares, jobs, certificates /
surveys, etc.

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B.4 How to approve a job

A. General
Approving a job applies to a job that has already been planned (see “How to plan a job”). Approving a
job means that the time the job will be done is set. Remember that during planning of a job we specified
the details of the job and set the time interval for it to be done, but we did not specify the time that the
job would be done.

B. Procedure
In order to approve an already planned job you must follow the procedure below:

1. On the Menu Bar you must click “Maintenance” and then “Jobs” as shown in the picture below.

The following screen will appear:

2. Locate the correct job on the above screen, by use of the search facilities available and click on the
correct line, which will become grey, i.e. active, as shown above. At the bottom of the screen you may
notice a window corresponding to the active job. All operations for approval of the job will be done
here.

• Go to the “Last Done” space at the bottom of the screen and press the button . A calendar
window will open, as indicated in the screen below, from which you can choose and set the
date the job in question was last done. In the example screen we chose 10th September 2004.

• After clicking on the correct date the calendar window closes and the chosen date appears in the
“Last Done” window, as you may notice in the screen below.

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• Moreover, as you may notice the “Due Date” (which was marked “Not Set” in the above
screens), is now filled in. This happens automatically, according to the planning of the job. In the
job of our example The job was defined to take place every 1 year, therefore the due date is set
as 10/09/2005 (10th September 2005).
• Press on the button in order to approve the job, which automatically will change colour
from grey to light green, meaning that the job has been approved and the due date set.
• Notice at the bottom of the screen as well, that the date “To Start” appears and which is the
same as the due date. This appears by default, but can be changed and the correct start date can
be inserted (see “How to start a job”). Again, notice that the symbol appears on the screen
showin on the time-plan the date the job is due.

C. Remarks

• In order to disapprove an already approved job press on the button and it will it will
change colour from light green to grey. Now the job is disapproved and you may change the
“Last Done” date or set a new “Due Date”.
• In case you would like to change the time interval a job will happen after it has been approved,
you must disapprove it and go to the procedure “How to plan a job” to find instructions for this.

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B.5 How to start a job

A. General
Starting a job applies to a job that has already been planned and approved (see “How to plan a job” and
“How to approve a job”). Starting a job means to set the date that the job actually starts to be done (or
has started). Remember that during planning of a job we specified the details of the job and set the time
interval for it to be done and when approving the job we specified the time that the job would be done,
but we did not specify the time that the job would start to be carried out. Setting the start date of a job is
usually done when time is approaching the due date.

B. Procedure
In order to start an already approved (and planned) job you must follow the procedure below:

1. On the Menu Bar you must click “Maintenance” and then “Jobs” as shown in the picture below.

The screen below will appear.

2. Locate the job for which you would like to set the start date, by use of the search facilities or by
scrolling up and down the screen. Click on the correct line so that it becomes grey, i.e. active, as in the
screen below.

• Go to the space marked “To start” at the bottom window of the screen below. As already
mentioned in “How to approve a job”, once a job is approved the date “To start” is
automatically set by the system the same as the “Due Date”, as you may notice at the bottom of
the screen below. However, the space in front of “To start” is not ticked.

• To set the start date you must press the button next to the start date and the calendar
window will open, as in the following screen.

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• Choose and click on the correct date and the chosen date will appear in the start date space.
After clicking on the correct date the calendar window will close. In our example we chose as
start date 7/9/2005 (7th September 2005) – see screen below.

• Click on the small window in front of the indication “To start” ( ), in order to start the
job. After clicking the empty space will become ticked and the wording will become “Started”
( ), as in the screen below. At the same time the colour on the active lob line and the
header of the screen bottom window will become dark green, which is the colour indication of a
job that has already been started.

C. Remarks
• In order to stop an already started job press on the ticked window in front of the indication
“Started” ( ) and it will retrieve the former status ( ). Now you can change the
start date and set another one.

• Notice that in the screen bottom window the indication “Deferred” appears: . In this
part the difference in days between the planned due date and the actual start date appears. A
negative indication means that the start date was set in advance of the due date. A positive
indication means that the job is actually postponed.

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B.6 How to file a job

A. General
Filing a job applies to a job that has been completed. Of course the job must have already been planned,
approved and started (see “How to plan a job”, “How to approve a job” and “How to start a job”). Filing
a job means that the job has been completed and you would like to put all relevant information in the
archives for historical purposes. Remember that after starting a job we have set the commencement
date, however, the date that the job will be completed is not known.

B. Procedure
In order to file an already started (and already planned and approved) job you must follow the procedure
below:

1. On the Menu Bar you must click “Maintenance” and then “Jobs” as shown in the picture below.

The screen below will appear.

2. Locate the already started job which you would like to file, by use of the search facilities or by scrolling
up and down the screen. Click on the correct line so that it becomes dark green, i.e. active, as in the
screen above. We remind you that the dark green colour means a started job.

• Right click on the active line and a window will appear as in the screen below.

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• Choose “Job Filing” and click on it (as in the above screen). The following window appears on
the screen.

On this window various pieces of information appear, as follows:

a. Started: The date already set that the job was started.
b. Completed: The date the job was completed. This will be explained further down the present
procedure.
c. Duration: This is set by the system as the difference between the start date and the completion
date. Again this will become clear further down the present procedure.
d. Estimated Hrs: This is an estimate of the man-time required to carry out the job and is done
elsewhere (at “Job Resources”).
e. Actual Hrs: Here you can insert the man-hours spent on the job.
f. New Estimate Hrs: Here you can type in the new estimate for man-hours needed when the job
will be done again.
g. Component Status: By pressing the button a set of pre-defined status descriptions appears
from which you can select by clicking (these may be good, fair, poor, unacceptable, etc).
h. Defect: By clicking on the box you can tick ( ). The tick means that the component to which the
job is related to is defective.
i. Empty space: Here you can type in any comments concerning the job.
j. Spares (top of the window): By clicking on “Spares” a new window opens on which you can
specify all the spares used for the job.
k. Labour (top of the window): By clicking on “Labour” a new window opens on which you can
specify the man-hours used for the job.
l. Job forms completed: By clicking on the box you can tick ( ). The tick means that the forms
has been completed.
Note: Of all the above information mandatory is only the completion date (no b above).

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• Click on the button next to “Completed” and the calendar window will appear, as below.

• Select the completion date and click on it. In the example we selected as completion date the
22th February 2006 (22/2/2006). After clicking on the correct date the calendar window closes and
the selected date appears next to “Completed”, as in the window below.

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• You may check on the box to indicate that the forms has been completed.
• You may press “Save” ( ) to save the data inserted in the above window.
If you are sure that all data have been inserted you may proceed to job filing.

• Press “File Job and Exit” ( ) at the bottom of the above window, in order to file
the job. Since you can not modify any data after job filing the system responds with the
following question, as indicated in the window below.

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• Press “Yes” ( ) on the above window, in order to file the job and exit from the job filing
window. You will return to the basic “Jobs” screen.

Note 1: Once you file the job the colour on the active line changes from dark green to grey.
Note 2: Notice on the above window that the “Duration Days” has become “4” automatically. This is the
difference in days between the start date and the completion date.

In case you would like to view the data of an already filed job, follow the procedure below:

• Right click on the active line to open the window, as indicated below.

• Press “Job History” above and you will get the following window. This window contains all
historical data concerning the selected job.

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C. Remarks
• After job filing the job falls back to the “Approved” status and is re-scheduled to take place
again according to the job planning (the time interval set). This may be noticed in the above
screen, either by the information contained in the open window or by the information in the
screen bottom window. In the example the job is rescheduled to take place on 10/9/2006 (10th
September 2006).
• In case the job you are trying to file has job forms connected to it, clicking on
you will obtain the following window.

Notice on the window above that the system asks you whether the job forms have been
completed ( ), and the button is inactivated.

• Click on the little empty box on , to have it ticked, obtaining

the window below, and after that press the activated button.

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B.7 How to define job resources (spares-

labour) – Use the “Resource Check”
facility – Create “Requisitions”
A. General
For the execution of a job use of resources in materials (spares) and labour are needed. These resources
can be defined at any time for an oncoming job and can be retrieved whenever needed for review and
planning of resources. The review and planning of resources for all oncoming jobs is facilitated through
the “Resource Check”. By use of the “Resource Check” you can proceed to purchase of spares via a
useful facility provided for creating purchase requisitions (to be further processed in the “Purchasing”
module).

B. Procedure
In order to define job resources, for an already defined and planned job, and consequently use the
facilities for resource check and creation of requisitions you must follow the procedure below.

1. On the Menu Bar you must click “Maintenance” and then “Jobs” as shown in the picture below.

The job screen below will appear.

2. The “Job Resources” facility

• Locate the job for which you would like to define the needed resources, by use of the search
facilities or by scrolling up and down the screen. Click on the correct line so that it becomes
grey, i.e. active, as in the screen above.
• Right click on the active line and a window will appear as in the screen above.

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• Choose “Job Resources” and click on it (as in the above screen). The following window appears
on the screen.

As you notice on the top of the window below you have two choices and . Since
the procedure for defining the job resources is similar for “Spares” and “Labour”, only the first one will
be described here.

• Go to the first line in the column headed “Spares” and click on the button and another
window will open. This second window contains all spares and their details concerning the
component the job refers to. In our example the spares concern the M/E Fuel Pump.

• Choose the correct spare by clicking on the correct line which becomes grey – active. Select the
spare by double clicking on it or by pressing . The selected spare will appear on the first
window in the column headed “Spares”, as shown in the picture below.

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• Click on the same line under the column headed “Rec” (Recommended quantity) and type in
the number of spares typically needed for this job. In the next column headed “Used” the
actually used quantity, at a specific job instance, is to be inserted.
The 'Recommended' quantity depicts the static information typically applicable to the job (every
instance), i.e. the quantity usually consumed when performing the specific job. This information
is transferred from each job instance to the next.
The 'Used' quantity concerns the spare parts consumed in the specific instance of the job and
will not be transferred to the next job instance.
A combination of available settings provides the capability to use this new feature as wished.
E.g. for each new instance of a job:
- the “Used” quantity to be equal to the “Rec” quantity, where the user may make the
final adjustments to the used quantities before filing the job, or,
- the “Used” quantity to be set equal to zero (0), so that the user is forced to enter the
used quantities before filing the job.

Note: Upon job filing the “Used” quantities will automatically be subtracted from the
corresponding spare parts stock (rob) quantities. Any such transaction is logged
automatically in the system and can be retrieved whenever required.

• Under the header “Store” you may define the store from which the spare may be taken after
pressing on the button and selecting the correct store from the list which will appear..
• Go to the second line and repeat the procedure described above in order to select a second
spare and so on. The following picture shows a number of selected spares.
• In order to delete an already selected spare click on the correct line to make it grey (active) and
press .
• Press in order to save the selected spares and then to close the window and
complete the operation.

Note: You may notice on the above window the button . This is an alternative facility to do the
same job as described above, i.e. to select spares for the job. However, this facility provides you
with the possibility to select also spares that do not belong to the component, which the job refers
to.

3. The “Resource Check” facility

The “Resource Check” facility enables the user to review the total resources (spares and labour) needed
for oncoming jobs up to a certain date.

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• On the jobs screen activate any job, by clicking on it to make it grey – active, and right click on
the active job. The following window will appear.

• Select the date up to which you would like to “Resource Check”. This is done by clicking on
desired date on the time plan bar (in the picture below we have chosen the 10th May 2005).
• Select “Resource Check” on the window above, click on it and the following window appears
(on the header of the window notice the date chosen just above).

On the above window a number of spares appear, which are all the defined spares needed for all jobs,
up to the date chosen above. On the header of the window you may notice that apart from , you
can click on as well. Thus, you get a similar window for the labour resources needed for all jobs,
up to the chosen date. Therefore, you obtain a clear view of all resources (materials and labour)
necessary for carrying out all jobs, up to a certain date.

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4. The “Create Requisitions” facility

This facility enables the user to prepare “Requisitions” for further processing in the “Purchasing”
module.

• Click on any spare on the above window and it will appear at the bottom part of it. If you would
like to include this spare in your requisition go to the respective cell under the column headed
and click. The symbol will appear there, indicating that the spare chosen will be
included in your requisition.
• Go through all the spares you would like to include in your requisition by repeating the above
procedure.
• Press and a requisition will be created. This requisition will appear in the
“Purchasing” module for further process.
• Press to close the window and complete the operation.

C. Remarks
• The “Job Resources” facility enables the user to define the materials (spares) and labour
necessary for carrying out a specific job.
• The “Resource Check” facility enables the user to review the total amount of materials (spares)
and total amount of labour (by crew rating), necessary for carrying out all jobs up to a selected
future date. This enables planning of resources so that peaks and overlaps are avoided.
• The “Create Requisitions” facility enables the user when reviewing the forthcoming jobs to
create requisitions for materials (spares) needed, which will appear automatically in the
“Purchasing” module for further processing.
• In order to use the above facilities in an integrated way and in order to exploit all the capabilities
of the KAPA MPI system, the user must be familiar with the handling of stores and costs as well.

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B.8 How to fill in Job Forms and how to

keep them
A. General
A job form is any sort of document which is carried by the person(s) responsible for the job while
executing the job and which is to remain as evidence that the job was carried out and of the related to
the job findings. For example, when measuring crankshaft deflections of, say, the M/E crankshaft, a
related form where all deflection measurements are recorded is carried by the personnel carrying out
the job. These deflection measurements can be inserted in the corresponding job form in the system
and the completed form remains with the system.
The procedure of filling in and keeping job forms for any instance the related job is carried out is
described in the following.
In order to attach job forms to a job see “How to attach job forms to jobs”.

B. Procedure
In order to use a job form the respective job must have been “Started” (see “How to start a job”). In
order to use a job form for an already started (and already planned and approved) job you must follow
the procedure below.

1. On the Menu Bar you must click “Maintenance” and then “Jobs” as shown in the picture below.

The screen below will appear.

2. Locate the already started job for which you would like to use/fill in the job form, by use of the search
facilities or by scrolling up and down the screen. Click on the correct line so that it becomes dark
green, i.e. active, as in the screen above. We remind you that the dark green colour means a started
job.

• Right click on the active line and a window will appear as in the screen below.

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• Click on “Job Forms” on the open window above, to obtain the following window.

• Click on the button under the header “Form Template” on the last empty line, in order to
make a copy of the job form and obtain the following picture.

• Choose the correct job form by clicking to make it active (grey), from the window above, and
select it by double clicking or by pressing . You will obtain the following picture.

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A copy of the job form has been now generated and has been attributed the specific work
order number (generated by the system) corresponding to the job instance. After job filing (see
“How to file a job”), this form will remain in the system and refers to the specific job instance.
This means that in the next job instance (when the same job will be done in the future) you will
create, in the same way, a new copy of the job form to use and this copy will again be kept in
the system.

• Open and view the job form by clicking on . As an example, a form concerning the M/E
crankshaft deflection measurements is shown below.

• Fill in the job form and save it. The job forms are usually active word or excel files, but can be
other kinds of files as well.
• Press on the open window above in order to save the form and you will get the
following response.

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Notice on the above window under the header “File” that the path identifying the job form has
appeared.

• Click on to complete the operation and close the window.

Note: The filled in job form can be opened in future times, even after job filing, for
corrections/amendments.

• Click on to obtain the following window.

• Click on the button under the header “Name” on the last empty line, in order to make a copy
of the Kapa form and obtain the following picture.

• Choose the correct Kapa form by clicking to make it active (grey), from the window above, and
select it by double clicking or by pressing . You will obtain the following picture.

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A copy of the Kapa form has been now generated and has been attributed the specific work
order number (generated by the system) corresponding to the job instance. After job filing (see
“How to file a job”), this form will remain in the system and refers to the specific job instance.
This means that in the next job instance (when the same job will be done in the future) you will
create, in the same way, a new copy of the job form to use and this copy will again be kept in
the system.

• Open and view the Kapa form by clicking on . As an example, a form concerning the M/E
crankshaft deflection measurements is shown below.

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• Fill in the Kapa form and save it.

• Press on the open window above in order to save the form and you will get the
following response.

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Notice on the above window under the header “Description” that the path identifying the Kapa
form has appeared.

• Click on to complete the operation and close the window.

Note: The filled in Kapa form can be opened in future times, even after job filing, for
corrections/amendments.

C. Remarks
• Job forms can be used only after a job has been started. Before this stage job forms are
inactivated.
• After job filing the job falls back to the “Approved” status. In the next instance that you will start
the job again, by use of the procedure above, you will make a new copy of the job form in order
to use it for this instance.

In case you would like to view past job forms for a job you must use the “Job History” facility, as
follows.
o Locate the desired job and click on it to make it active (grey).
o Right click on the active line to obtain the following picture.

o Click on “Job History” above, to obtain the following window.

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On the lower part of the window above you may find the filled in job forms for the active line (grey line)
on the upper part of the window.
o Click on above, in order to open and view the contents of the job form.

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B.9 How to defer (postpone) a job

A. General
Deferring a job means starting it at a later date than the date “Planned for”, i.e. the date that the job was
planned to start according to the system’s schedule. Although deferring of jobs is neither recommended
nor should it be a usual practice, it may sometimes be either convenient or necessary. For example, if a
job would be better done by a shore workshop it is better to defer it until you reach the next port.
Deferring a job is, as easily understood, related to starting the job so it is useful to be familiar with the
procedure “How to start a job”.

B. Procedure
In order to defer an already approved (and planned) job you must follow the procedure below:

1. On the Menu Bar you must click “Maintenance” and then “Jobs” as shown in the picture below.

The screen below will appear.

2. How to defer a job

• Locate, on the screen above, the job which you would like to defer, by use of the search facilities
or by scrolling up and down the screen. Click on the correct line so that it becomes grey, i.e.
active, as seen above.

• Go to the space marked “To start” at the bottom window of the screen below. As already
mentioned in “How to approve a job”, once a job is approved the date “To start” is
automatically set by the system the same as the “Due Date”, as you may notice at the bottom of
the screen above. However, the space in front of “To start” is not ticked.

• To set the start date you must press the button next to the start date and the calendar
window will open, as in the following screen.

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• Select by clicking on the calendar above a date (to start) later than the originally set start date ,
which was the same with the due date. In the example above we chose 18/2/2006 instead of the
initial 11/2/2006.
• Immediately the system responds with the “warning” window asking “Briefly state reasons for
deferring”, as shown above. You must click on the window above and you obtain the
following window.

• If you click on the window above, you will close the window without giving any
reasons for deferring and you can proceed further, while the deferred start date has been
accepted by the system.

If you would like to state the reasons for deferring you must follow the procedure below.

• Click on on the empty line of the window above and you will get the following picture.

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(*)The window above represents a browser with the help of which you could locate a file.

• Type in the file name you wish next to “File name” in the window above (here we typed “defer
reasons” and press . As a response you will obtain the following window, which
represents a notepad.

• Type into the notepad above the reasons for deferring the job and save it. Close the window
above after saving by clicking on . After this operation you obtain the following picture.

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Notice on the picture above that the created text file appears (“defer reasons.txt”)
• Click on the above window to save the settings and then to close the
window and complete the operation. The following screen will be obtained.

Notice on the screen above the following:

o The symbol (attachment symbol) has appeared on the left hand side of the active
job (grey line), meaning that an attachment to this job has been generated.
o The number of days the job was deferred for appears at the screen bottom

.
o If you double click on the symbol on the active job, you will obtain the following
window, as before.

o You can view again the contents of the attached file by clicking on , above.

• Click on the little empty box next to “To start” ( ) at the bottom of the main screen
above, in order to start the job. The job will change status to “Started” (see “How to start a job”
as well).

Deferring of the job has been now completed.

3. How to view deferring of a job and reasons via the “Job History” facility

• Locate the job on the jobs screen and click on it to make it active (grey).
• Right click on the active job to obtain the following window on the screen.

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• Click on “Job History” above and you will obtain the following window.

Notice on the window above that the status of the job is “Deferred” and the attached file “defer
reasons.txt”.

C. Remarks
• Deferring a job was done above by setting through the calendar the start date, later than the
planned start date. However, deferring could be done in an alternative way as follows:
o Click on the symbol on the active line of the time plan.
o While keeping the mouse button clicked drag the forward in time.
o The response of the system will be the same as before.

• As mentioned before, to give reasons for deferring is not compulsory. If you do not wish to give
any reasons you must close (press ) the “Attached Documents” window.

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B.10 How to set up a “RUNNING HOURS

Report” (and “Due Dates Report”)
GENERAL

The idea behind this report is to have, at any desired moment, a clear picture of all major jobs (usually
for the main machinery items like M/E - D/G’s – etc), in respect to their periodicity, when they were last
done and how many counter hours have elapsed since then.
This is a typical report produced usually once a month, according to the common practice of most
companies. KAPA provides the capability to produce this report by use of data already existing in the
database. This leads to more accurate results, avoiding duplication of data keeping which leads to
inconsistencies and relieves Chief Engineers from the task of keeping relevant data on notebooks in
order to produce the requested report every month.

This report can be set up once in the lifetime of the application and can be called upon at any desired
moment in order to produce the “Running Hours Report” instantly. All data needed for the production
of the report already exist within the KAPA database, so the report can be produced ‘at the touch of a
button’.

In the following the procedure to set up such a report is described.

A. COMPONENTS TO BE INCLUDED IN THE REPORT

1. Through Auxiliaries\Component\Categories new component categories must be created and

numbered as in the following picture (see items numbered 01 to 13).

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2. The components to be included in the report must be affiliated to the appropriate

component categories (found above), as shown for example in the screen shot below.

Note: In our example above, all “M/E Cylinder Covers Nos. 1 to 7” have been affiliated to component
category “01. M/E CYLINDER COVERS’, all “M/E Exhaust Valves Nos. 1 to 9” have been
affiliated to component category “02. M/E EXHAUST VALVES” and so on.

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B. JOBS TO BE INCLUDED IN THE REPORT

1. Through Auxiliaries\Job\Groups new job groups must be created and numbered as in the
following picture (see items numbered A1 and B1). Moreover, the field ‘Included in Report’
must be ticked filled, according to the following choices (as appearing in the screen shot
below):
- Running Hours report
- Summary Running Hours report
- Both Running Hours reports (both the above)
- Due Dates Report.

2. The jobs to be included in any report must be affiliated to the appropriate job groups (found
above), which, in addition, must be marked as ‘Permanent’, as shown for example in the
following two screenshots.

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Note: In our example above, the “M/E Cylinder cover – Overhauling” for all M/E Cylinder covers Nos.
1 to 7 have been affiliated to job group “A1. M/E RUNNING HOURS REPORT”, the same for the
“M/E Exhaust valve Overhauling” for all M/E Exhaust valves Nos. 1 to 9 and so on.

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Note: In the screen shot above, please notice that the job group “A1. M/E RUNNING HOURS
REPORT” has been marked as ‘Permanent’.

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C. HOW TO PRODUCE THE RUNNING HOURS REPORT

• While in the Jobs screen, choose ‘Reports’ and then ‘Running Hours Report’, as shown below.

• By clicking on ‘Running Hours Report’, you obtain the following window.

Note: On the window above, the user has the choices:

‘Full’ or ‘Summary’ report
‘Current Vessel’ or ‘Multiple Vessels’. With the latter choice, any number of
vessels can be selected.
‘Date’ (current or past) for which the report is to be produced.

• By opening the drop down list next to ‘Job Group’ on the window above, you obtain the
choice to produce the report for any desired job group or for all job groups, as shown below.

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• By choosing, for example, ‘A1. M/E RUNNING HOURS REPORT’ and then pressing ‘Print
Preview’, you may obtain a report similar to the following one.

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Notes:

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1) In each cell, the date the job was last done and the running hours elapsed since then, appear.
The running hours elapsed can be compared with the periodicity of the job appearing in the first
cell of each row.
2) In case a component’s history is followed within KAPA, i.e. when the component was installed
and when its operation was suspended/restored (this is usually done for circulating
components), then the “Total Work Hours” of the component appear on the report. As an
example, for the M/E Exhaust Valves the ‘total work hours’ appear on the report.

D. THE “DUE DATES REPORT”

The “Due Dates Report” can be set up in a similar manner to that of the “Running Hours Report”.
The purpose of this report is to show in a simple manner the due dates of various jobs that may be
included in it.
The report may be produced from the ‘Jobs’ screen, by selecting Reports \ “Due Dates Report”. A
sample print out can be seen below.

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B.11 Defects Handling according to

TMSA3 requirements (KPI’s)
TMSA3 has set new requirements for following up maintenance work in relation to defective equipment.

For this reason a “Defect Form” was specifically designed, which is automatically called upon when a
job/piece of equipment is characterized as “Defect”. This defect form contains all those fields, to be
filled out, according to each specific instance, so as pre-specified KPI’s to be calculated and
presented.
Results are presented in the “Defects Analysis Report”, which can be called while in the Jobs screen
by selecting “Reports \ Defects Analysis Report”.

A. “Defect Form” handling procedure

1. In order to mark a job as “Defect”, double click on the job to open the “Job Details” window, as
shown below.

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2. Upon clicking in the box next to “Defect”, user will be prompted to “Attach a Defect Report
Form to this job?”, as shown below.

3. Selecting “Yes” above, the “Job Forms” window will open, as may be seen below, showing that a
defect form has been created carrying in its name the work order number of the specific job.

4. By clicking on the file icon above, the defect form will open, as shown below.
Notice that the fields bordered in yellow color are automatically filled out and cannot be
modified by the user. The field “CLOSING DATE” will be filled by the job completion date when
the job is filed (turned to done status).

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5. Above form must be filled out with proper data.

Please note that:
- The combo icon appears next to some fields. By clicking on the combo box a list will appear
from which the user has to select.
- All other fields (without the combo box) are plain text fields, where the user can describe
accordingly.
- Special attention should be paid to the section “CONSEQUENCES OF THE DEFECT”.
The combo boxes in this section are “Yes / No”.

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An Example of a filled out form can be seen below.

NOTES:
- The defect forms can be viewed/handled from the “KAPA – Forms” module as well, since a
workflow procedure has been pre-defined.
- A “Search in Forms” facility is available in the jobs screen through which the user can dig out data
entered in the filled out defect forms.

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B. DEFECTS ANALYSIS REPORT

IMPORTANT NOTE: All data presented below are fictitious and are used only for illustrating purposes.

1. A new report named “Defects Analysis Report” can be found in the reports selection of the Jobs
screen, as shown below.

2. Click on “Defects Analysis Report” to obtain the following screen.

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3. User may insert desired selection parameters, as shown below.

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4. By clicking on the “Print” button, the following report appears, which can be directly printed or
saved in pdf / excel format.

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PURCHASING (SPARES)

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C.1 How to create Requisitions

A. General
A “Requisition” is a request for the purchase of materials (spares), which usually originates from the
ship, but it may start from the office as well following the same procedure. A requisition starts a process
of actions and is followed by enquiries, quotations, orders, deliveries and finally invoices. These actions
will be described in consequent sections.

B. Procedure
In order to create a requisition you must follow the procedure below:

1. On the Menu Bar you must click “Purchasing” as shown in the picture below.

The screen below will appear.

2. Once you enter the “purchasing” module screen proceed to the steps below.

• Towards the top left corner of the screen above you notice that the button is pressed,
otherwise you have to press it, in order to get into the requisitions module.

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• Below you may find part of the above screen which shows requisitions that have already been
created in the system. If you would like to further process or view an already existing enquiry
you must click on it and all its details will appear in the lower window of the screen. If you would
like to create a new requisition press .

• Press on on the window above and it will become active – blue, i.e. .

• Press (Add Spares) on the screen and the following window will open, in which you can
define the spares you would like to include in your requisition.

• Press on , which represents the search facility, and you obtain the window below. This
window provides various search options. In the example below we pressed the button next
to “Component” (in order to search for the requested spares by the component they belong to)
and the components window opened (see below).

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• Locate on the above window the component for which spares are requested. This can be done
by use of the “find” facility or by scrolling up and down the screen.
• Activate the correct component by clicking on it (it becomes grey-active) and select it by double
clicking or by pressing . In our example we selected the “M/E Cylinder Cover No 4”.
Thus, you obtain the following screen.

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Notice in the above window that the name of the selected component appears on it.
• Press on the above window and you will obtain the following picture containing
all spares of the selected component.

• Browse through the spares of the above screen and select those you would like to include in the
requisition. Selection is made by defining the quantity in pieces for the requested spares in the
first column headed “Qty” (quantity), as in the above example.
• Once you have selected the spares and defined the quantities press to include them in
your requisition and the following screen will appear.

You may repeat the above procedure by selecting other component(s) and spare(s) to include in your
requisition.

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In the above screen all the selected spares can be seen along with the requested quantity, under the
column headed “Req”. Notice as well that in the window below an additional requisition has appeared
marked .

The above created requisition is a “Draft” requisition indicated in the header of

it , as well as, in the symbol , which appears on the left side of
the screen. A “draft” requisition means that it can be kept for further process (i.e. to add more spares or
delete spares) at some other time or other date. Once, however, you decide to close the requisition you
have to make it “Firm”. This is done as follows.

• On the sign click on the little empty window and you will get the following picture.

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• Press on in order to make the requisition firm and you will get the following picture.

Notice on the above screen that your requisition has become firm and this is indicated by , as well
as, by the header of the requisition which has become
, while the symbol has become yellow in colour. In
addition notice that a reference number has been assigned automatically to the requisition
(002.06.ANTARIOS/R). This reference number appears as well on the left side of the screen as

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. This reference number will follow all actions (enquiries,

quotations, orders, deliveries) based on this request.

• Making a requisition “Firm” means that you can not add/delete spares from it. However, you
may not approve some spares for further process or you may change the requested quantities.
This is done as shown in the following screen (which is exactly the same as the one above.

• On the above screen tick on the spares you would like to include for further processing. Then
type in the approved quantities in the column headed “Appr”.

Notice on the above screen that the approved “Appr” quantities may be different than the requested
“Req” ones. If you do not tick on a spare the approved quantity is zero (0).

• Press to save the data and the operation is completed.

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C. Remarks
• The procedure for creating a new requisition was described above, through the “Purchasing”
module. However, in “How to define job resources (spares-labour) - Use the Resource Check
facility – Create Requisitions” a procedure was described for creating a requisition from the
“maintenance-Jobs” module. A requisition created in this manner will appear in the
“Purchasing-Requisitions” module and from then on it can be treated as any other requisition
and as described above.
• On the “Requisitions” screen you may notice the fields “Immediate Use”, “Stock
Replenishment” and “Notes”, as below. The first two can be ticked according to application (in
order to give emphasis), while in the third you may type in (free text) any notes you think
appropriate to follow the requisition. These can be done before making the requisition “Firm”.

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C.2 How to create Enquiries

A. General
An “Enquiry” is a request for quotation(s) regarding materials (spares) to be purchased, which
originates from the office. An enquiry follows a requisition and is followed by quotations, orders,
deliveries and finally invoices. All other actions are described in corresponding sections.

B. Procedure
In order to create an enquiry you must follow the procedure below:

1. On the Menu Bar you must click “Purchasing” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Enquiries” module screen proceed to the steps below.

• As you notice next to two choices appear, and . Here we will present
the first facility. The second one (Auto) represents an automatic facility for creating enquiries
according to already preset parameters in the system, such as specific suppliers for specific
spares. This will be commented on in the remarks section.
• Below you may find part of the above screen, in which enquiries that have already been created
in the system are shown. If you would like to further process or view an already existing enquiry
you must click on it and all its details will appear in the lower window of the screen. [If you
would like to create a new enquiry, not based on an existing requisition, press , but, in the
following, the procedure through the facility is described.]

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• Press and you obtain the following window.

Notice on the window below that “Firm Requisitions” appear, from which you wll choose the one you
would like to process further, i.e. proceed to enquiries.

• Select the “Requisition” you would like to process by clicking on it and it will become blue, i.e.
active. All the spares included in the selected requisition appear in the bottom part of the
window below.

• Go through each one of the spares on the lower part of the above window. If you like to include
a spare in your enquiry to the appearing supplier you must tick by clicking on the box ,
obtaining, thus, the following picture.

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• If you would like to make an enquiry to another supplier click on and a

“suppliers” window will appear on the screen, as in the following picture.

• Choose the correct supplier by use of the “Find” facility and click on it to make it grey – active.
• Select the correct supplier by double clicking on it or by pressing and the following
window appears (here we selected “ABB”).

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Notice on the above screen that the selected supplier appears. For this new supplier all spares in the
enquiry are ticked , i.e. included in the enquiry. If you would like not to include a spare in this enquiry
click on the ticked box and it will become unticked .

• Once you have selected all suppliers to be enquired and you have selected the spares to be
included in each enquiry, press the button on the above window. The system will
respond with the following window.

• Press on the window above, in order to create the above enquiries and the following
picture appears on the screen, on which the newly created enquiries appear (in a Draft form).

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• If you would like to include more spares in a draft enquiry you can use the (Add Spares)
button and follow the procedure described in “How to create Requisitions” or the instructions
on the screen.

The above created enquiries are “Draft” enquiries, indicated in the header (i.e.
), as well as, in the symbol , which appears on the left
side of the screen. A “draft” enquiry means that it can be kept for further process (i.e. to add more
spares or delete spares) at some other time or other date. Once, however, you decide to close the
enquity you have to make it “Firm”. This is done as follows.

• On the sign click on the little empty window and you will get the following picture.

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• Press on in order to make the requisition firm and you will get the following picture.

Notice on the above screen that your enquiry has become firm and this is indicated by , as
well as, by the header of the enquiry, which has become
, while the symbol has become yellow in colour.
Now the enquiries are ready to be sent to the respective suppliers.

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C. Remarks

• The procedure for creating a new enquiry was described above, through the facility. This
facility bases the creation of enquiries on already defined requisitions. However, apart from this
facility there exists the facility as well, which is briefly described below.

The facility for creating enquiries

This facility is based on preset parameters, defined in the system, concerning supplier information about
specific spares. Indeed, specific suppliers can be attributed to each component (and consequently to the
spares belonging to the component). By default, these suppliers are the specified makers of the
components, but other suppliers can be defined.

• Press next to . The system searches all requisitions that have not been closed
(i.e. have not reached the stage of delivery) and creates enquiries based on them automatically.
In this respect, requisitions for spares attributed to the same supplier are combined together and
the following picture appears on the screen.

• The onset window in the screen above informs you about the enquiries that will be created
automatically. Press on the above window to obtain the screen below with the new
enquiries in “Draft” form. These new draft enquiries can be treated in the same manner as
described above, in section B. Procedure.

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C.3 How to insert Quotations

A. General
A “Quotation” is a supplier’s response to an enquiry, containing details concerning particulars of spares
quoted, prices and other information such as shipping details, discounts, etc. All quotations are received
by the office and are processed there. A quotation follows the requisition and enquiry stages and is
followed by the order, delivery and invoice stages. All other actions are described in corresponding
sections.

B. Procedure
In order to insert a quotation into the system you must follow the procedure below:

1. On the Menu Bar you must click “Purchasing” and then “Spares” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Quotations” module screen proceed to the steps below.

• On the above screen and on the top window any pending quotations will appear. In the above
case no quotations appear but we are going to proceed with inserting new quotations.
• Press on on the above window, in order to insert a newly received quotation and you will
obtain the following screen.

Notice on the left hand side of the screen below that various fields have appeared, which are to be filled
as follows:
1. Vendor Ref.: This the reference number appearing on the supplier’s quotation.
2. Vendor: The supplier’s name is to be inserted here.
3. Quoted on: The quotation date, which is to be selected from the calendar.
4. Currency: The currency of the quotation.
5. –(%): The discount, if applicable.
6. Total: Total price, which is given automatically by the system, after processing of data.

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7. Offered: The offered price, which is given automatically by the system, after processing
of data.
8. Other: Any other costs such as shipping, etc.
9. Delivery(days): Days needed for delivery.
10. Payment(days): Days needed for payment.
11. Delivery Terms: Delivery terms (f.o.b. etc)
12. Notes: In the space provided you can type in any notes/comments appropriate (free
text).
How the above information is inserted in the system is described below.

• Go to and type in the reference number of the quotation as given by the

supplier.
• On the box just below press on the button and a supplier’s window will appear as follows.
Here appear only the names of those suppliers for whom firm enquiries have been created.

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• Select the correct supplier by locating and double-clicking or by pressing .

• Select the quotation date from the calendar, which appears after pressing on the button next
to .
• Select the quotation currency by pressing on the button next to .
• Insert the discount rate if applicable in the window .
• The and prices appear automatically by the system after
processing of quoted prices to be inserted later on, in the procedure.
• In insert any other incurred costs, such as shipping, etc.

• In insert the number of days for delivery after order, as

mentioned in the quotation.
• In insert the number of days for payment, as mentioned in the
quotation.
• In insert the delivery terms, as mentioned in the quotation.
• In the space provided under type in (in free text format) any comments you think
appropriate for the quotation under examination.

After the above the screen may look as follows.

• Press on the top left of the screen and the (Add Spares) button will appear on the
screen as shown below. Notice also that a new quotation has been created, as shown in the top
window of the screen.

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• Press and the following window appears, in which all open enquiries to the selected
supplier (here ABB) are shown.

• Tick in the window above all spares included in the supplier’s quotation and then press
. The following screen will appear.

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• Insert all quoted prices for each spare in the above screen, under the column headed “Price”
and press . Other price related columns will be filled in automatically. Notice as well on the
left side of the screen that the “Total” and “Offered” prices appear as well.

The quotation is now ready.

By use of the same procedure you can insert other quotations. In the screen below and on the top
screen window, two quotations are shown, which started from the same requisition and enquiry.

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3. The “Compare” Quotations facility

On the above screen (as well as other screens) you may notice the button next to . By
pressing this button the system compares relevant quotations (i.e. quotations which started from the
same enquiry) and presents the results. This facility is particularly useful when the user would like to
decide with which supplier to place the order. The relevant procedure is very simple and has as follows.

• Press towards the top left side of the screen next to and the following screen
will appear.

By use of the above screen, the user can readily compare the prices per spare, the delivery time, the total
cost and other details among the quotations related to a specific enquiry and, consequently, make his
decision.

C. Remarks
• While requisitions and quotations when finalized change status from “Draft” to “Firm”, the
quotations have only the status of “Draft”.
• After comparing the related quotations you can proceed to the order stage.

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C.4 How to create Orders

A. General
An “Order” follows the quotations stage. After receiving quotations for a specific enquiry, their
comparison and review you are ready to place the order with on e or more suppliers. For example you
may decide to proceed with ordering part of the spares to one supplier and the rest to another. The
procedure for creating an order is described here. An order follows, usually, the requisition, enquiry and
quotation stages and is followed by the delivery and invoice stages. All other actions are described in
corresponding sections.

B. Procedure
In order to create an order, you must follow the procedure below:

1. On the Menu Bar you must click “Purchasing” and then “Spares” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Orders” module screen proceed to the steps below.

• On the above screen and on the top window any pending orders will appear. In the above case
no orders appear but we are going to proceed with creating new ones.
• If you would like to create an order based on a received quotation, skip the following steps and
go to section 3. below.
• If you would like to proceed with the creation of a new order, not based on a received quotation
press on the above screen and you will obtain the following screen. In order to proceed
you must fill in the compulsory fields (appearing in bold letters on the bottom left side, i.e.
Supplier, Ordering Company, Currency) and press next to . A new order will
be created and you may proceed as described in section 3. below.

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3. Creation of orders based on received quotations

• Press on next to on the above window, and you will obtain the following
window. On top of the window below, you may notice the quotations inserted into the system.
• Click on the quotation based on which you would like to proceed to an order and all spares
included in the selected quotation will appear in the bottom part of the window.

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• Tick all the spares you would like to include in your order, in the column headed “v”, as
shown above and press . The following window will appear on the screen.

• Press on the above window in order to create a draft order, and you will get the
following screen.
• Notice on the top window of the screen below that a new order has been created in draft form
( ) and, since it is active (grey) its details are shown in
the bottom window. Notice as well the particulars of the order appearing in the bottom left side
of the screen.
• At this stage you can change the number of pieces to be ordered for each spare, under the
column headed “Ord” (ordered). This operation can not be done after making the order firm.

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• By use of the button on the above screen you could include additional spares in your
order.
• The above order is in “Draft” format indicated in the header
( ), as well as in the sign on the left side of
the screen.
• Once you decide that your order is finalized you must make it “Firm”, by clicking on the small
empty box next to and you will obtain the following window.

• Press on the above window, in order to make the order firm, obtaining, thus, the
following screen.

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• Notice on the above screen that the order has become firm indicated on the header of the order
( and has become yellow in colour) and on the left
side of the screen you may notice the sign .

Your order is now ready to be sent to the selected supplier.

C. Remarks
• If you would like to create an order not based on a preceding quotation you must press
on the top window of the screen, as already mentioned in section 2 above. This
operation will create automatically a series of pseudo requisition, enquiry and quotation and the
corresponding boxes on the left side of the headers (e.g. )in each screen will appear in light
blue colour.

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C.4.1 How to view Order Forms

A. General
An “Order Form” is the actual sheet of paper, showing all spares to be ordered, that is to be sent to the
supplier and which is created by the system after an order has been confirmed (see “How to create
Orders”). Although this form can be customized you can find in the following a representative one.

B. Procedure
In order to view an order form, you must follow the procedure below:

1. On the Menu Bar you must click “Purchasing” and then “Spares” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Orders” module screen above proceed to the steps below.

• Locate the order for which you would like to view the form and click on it to make it active.

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• On the right hand side of the main menu bar (top of the screen) click on , in order to
open a choice menu, as shown in the screen above (top right corner).
• Click on and you will obtain the “Order Form” as shown below.

C. Remarks
• On the “Purchase Order” form above all items to be ordered are shown, for the order chosen.
• On the header of the order form you may notice a number of choices, as follows:
o : To make a printout of the form.
o : To save the form in a file.
o : To send the form to the supplier (by fax or e-mail).
o : To close the form.

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C.4.2 How to view Pending Orders

A. General
“Pending Orders” are orders which either have not been placed or have been placed but have not as yet
been delivered and closed. Pending orders can be viewed as described below.

B. Procedure
In order to view pending orders, you must follow the procedure below:

1. On the Menu Bar you must click “Purchasing” and then “Spares” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Orders” module screen above, proceed to the steps below.

• On the right hand side of the main menu bar (top of the screen) click on , in order to
open a choice menu, as shown in the screen above (top right corner).
• Click on and you will obtain the window shown below.

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• Click on the button next to “Supplier” above, in order to open the suppliers list and select
the desired one. If you do not specify the supplier you will obtain all pending orders for all
suppliers.
• Click on the button next to “Date” above, in order to open the calendar and specify the date
up to which you would like to view the pending orders, obtaining the following window.

• Press on the window above and you will obtain the following picture.

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C. Remarks
• On the “Pending Orders” form above all items to be ordered or already ordered are shown, for
the supplier chosen or for all suppliers.
• On the header of the pending orders form you may notice a number of choices, as follows:
o : To make a printout of the form.
o : To save the form in a file.
o : To send the form to the supplier(s) (by fax or e-mail).
o : To close the form.

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C.4.3 How to view Expected

Deliveries/Dispatches
A. General
After placing an order to a supplier you expect a dispatch from the supplier’s side and a delivery to a
specified location (e.g. the ship). By use of the “Expected Deliveries” facility you can view all expected
deliveries and their status (i.e. pending, overdue, delivered per item/spare).

B. Procedure
In order to view expected deliveries/dispatches, you must follow the procedure below.

1. On the Menu Bar you must click “Purchasing” and then “Spares” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Orders” module screen above, proceed to the steps below.

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• On the right hand side of the main menu bar (top of the screen) click on , in order to
open a choice menu, as shown in the screen above (top right corner).
• Click on and you will obtain the window shown below.

• Click on the button next to “Area” above, in order to open the areas list and select the
desired one. If you do not specify the area you will obtain all expected deliveries/dispatches, for
all areas.
• Click on the button next to “Supplier” above, in order to open the suppliers list and select
the desired one. If you do not specify the supplier you will obtain all expected
deliveries/dispatches, for all suppliers.
• Click on the button next to “Date” above, in order to open the calendar and specify the date
up to which you would like to view the expected deliveries/dispatches, obtaining the following
window.

• Press on the window above and you will obtain the following picture.

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C. Remarks
• On the “Expected Deliveries/Dispatches” form above all items ordered are shown, for the
supplier/area chosen or for all suppliers/areas .
• On the header of the pending orders form you may notice a number of choices, as follows:
o : To make a printout of the form.
o : To save the form in a file.
o : To send the form to the supplier(s) (by fax or e-mail).
o : To close the form.

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C.4.4 How to view Expenses/Purchases

per Supplier
A. General
“Expenses per Supplier” is a useful facility via which you can, over a specified period, find all expenses
incurred in connection to orders placed to a specific supplier.

B. Procedure
In order to view expenses per supplier, you must follow the procedure below.

1. On the Menu Bar you must click “Purchasing” and then “Spares” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Orders” module screen above, proceed to the steps below.

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• On the right hand side of the main menu bar (top of the screen) click on , in order to
open a choice menu, as shown in the screen above (top right corner).
• Click on and you will obtain the window shown below.

• Click on the button next to “Supplier” above, in order to open the suppliers list and select
the desired one. If you do not specify the supplier you will obtain all expenses per supplier, for
all suppliers.
• Click on the button next to “From” above, in order to open the calendar and specify the date
from which you would like to view the expenses per supplier.
• Click on the button next to “To” above, in order to open the calendar and specify the date up
to which you would like to view the expenses per supplier. You will obtain the following
window.

• Press on the window above and you will obtain the following picture.

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C. Remarks
• On the “Expenses/Purchases per Supplier” form above all items ordered are shown, for the
supplier chosen or for all suppliers and for the specified period
• On the header of the expenses per supplier form you may notice a number of choices, as
follows:
o : To make a printout of the form.
o : To save the form in a file.
o : To send the form to the supplier(s) (by fax or e-mail).
o : To close the form.

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C.5 How to create Deliveries

A. General
A “Delivery” follows the order stage. After placement of an order a delivery is expected. The system
provides the user with the capability to define as destination of the materials (spares) to be delivered the
ship herself or any other intermediate destination, such as the company offices or an agent. Of course
from the ship’s side delivery will be accomplished when the dispatched goods reach the ship. A delivery
can be created and be kept open until all ordered materials reach their destination, meaning that the
system can handle partial deliveries and when the user decides that the delivery is completed he can
give it the status of closed-confirmed.

B. Procedure
In order to create a delivery, you must follow the procedure below:

1. On the Menu Bar you must click “Purchasing” and then “Spares” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Deliveries” module screen proceed to the steps below.

• On the above screen and on the top window any pending deliveries will appear. In the above
case no deliveries appear but we are going to proceed with creating a new one.
• If you would like to create a delivery based on a previous order, skip the following steps and go
to section 3. below.
• If you would like to proceed with the creation of a new delivery, not based on a previous order
press on the above screen and you will obtain the following screen. In order to proceed
you must fill in the compulsory fields (appearing in bold letters on the bottom left side, i.e.
Origin and Destination) and press next to . A new delivery will be created and
you may proceed as described in section 3. below.

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3. Creation of deliveries based on previous orders

• Press on next to on the above window, and you will obtain the following
window. On top of the window below, you may notice the orders created in the system.
• Click on the order based on which you would like to proceed to a delivery and all spares
included in the selected order will appear in the bottom part of the window.

The next step is to define the destination for the spares to be included in the delivery.

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• Click on the button in the space under the column headed “Destination” on the above
window and you will get the following picture.

• Choose the correct destination by clicking on it and it will become grey, i.e. active. Select the
correct destination by double clicking on it or by pressing .
• Repeat the above two steps for all spares you would like to include in the delivery and you get
the following picture.

Notice on the above window that all selected items appear ticked . In the above example we chose as
destination the ship herself.
Insert for destination definition in an alternative way
If you have defined the destination for all spares the way described above you may skip this insert.
However, since usually the destination for all spares included in an order is the same, the user may
follow the procedure described in this insert, which may save time.
• Press on next to in the deliveries screen, and you will obtain the following
window. On top of the window below, you may notice the orders created in the system.
• Click on the order based on which you would like to proceed to a delivery and all spares
included in the selected order will appear in the bottom part of the window.

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• Right click on the order you would like to process on the above window and you will get the
following picture.

• Click on “Set Destination of all items” on the above window, obtaining, thus, the following
picture.

• Choose the correct destination by clicking and select it by double clicking or pressing .
This way the destination will appear automatically for all spares as shown below.

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End of insert

After defining the destination for all spares:

• Click on on the above window, in order to create a delivery, and you will obtain the
following window.

• Press on the window above and the delivery will be created (Status: Open), as in the
picture below.

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Notice on the above screen a new delivery has been created, indicated by the header
and the “Origin” and “Destination” have appeared in the appropriate
spaces on the left of the screen. The status of the created delivery is “Open”.

When you receive information about the dispatch of the order, do the following:
• In order to define the date of dispatch of the ordered materials, click on the button next to
and the calendar appears as follows.
• Browse through the calendar to locate the correct dispatch date and select it by clicking, as
shown below. The selected date appears immediately in the proper space.

• Check the dispatch bill against your order and check on the screen above the number of
dispatched pieces (column “Dsptd”). If the number of dispatched pieces is different than the
ordered one (column “Ord”), type in the actual dispatched number of pieces and the “pending”
number of pieces will appear on the screen (column “Pending”).

When you receive the ordered materials

• In order to define the date of receipt of the ordered materials, click on the button next to
to get the calendar and choose the correct date by clicking.
• At the time of receipt one has to actually examine the received materials (spares) against the
order and the dispatch bill. If discrepancies are noted they must be recorded in the screen
below. If the received number of pieces for a certain spare is less than the dispatched number,
type in the correct space under the column “Rcvd” (received) the actual received number of
pieces and the discrepancy will appear immediately under the column “Missing”.
• Once you have completed the above steps and you would like to close the delivery you must
click on the little empty box next to , at the bottom left corner of the screen,
obtaining the following screen and window.

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• Press on the window appearing on the above screen in order to confirm delivery and
close the operation. Remember that after confirming the delivery, no alterations can be made to
the data contained in it. After that you get the following picture.

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Notice on the above screen the status of the delivery has become “Closed” indicated as
and the sign has become grey, which means
closed. Moreover, at the bottom left corner of the screen notice that the “Confirm Delivery” sign is
ticked: .

C. Remarks
• If you would like to create a new delivery, not based on a previous specific order press on
the top window of the deliveries screen. In order to proceed you must fill in the compulsory
fields (appearing in bold letters on the bottom left side of the screen, i.e. Origin and Destination)
and press next to . A new delivery will be created and you may proceed as
described in section 3.
• After closing a delivery the corresponding header becomes
and the sign becomes grey, which means
closed, as already mentioned above. However, closing of the delivery begins a series of actions
in the system and all related previous steps (in backwards order: order, quotations, enquiries,
requisition) are also inactivated, i.e. closed, indicated by the grey colour. In the screen below, the
tree starting from a specific requisition which went through all stages up to delivery is shown.

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C.6 How to create Invoices

A. General
Issuing of an “Invoice” follows the delivery stage. After the goods of a specific order have been
delivered it is appropriate to generate an invoice. An invoice can be created and be kept open until all
ordered materials are delivered to their proper destination and when the user decides that the delivery is
completed he can finalize the invoice and give it the status of closed/endorsed.

B. Procedure
In order to create an invoice, you must follow the procedure below:

1. On the Menu Bar you must click “Purchasing” and then “Spares” as shown in the picture below.

On the top left corner of the appearing screen, press and you obtain the screen below.

2. Once you enter the “Invoices” module screen proceed to the steps below.

• On the above screen and on the top window any pending invoices will appear. In the above
case no invoices appear but we are going to proceed with creating a new one.
• Click on on the above window, in order to create a new invoice and you will obtain the
following picture.

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Notice on the bottom left side of the above screen that a number of fields appear. The ones indicated in
bold letters are compulsory, while others are optional. Fill in the above fields as follows.

• The number of the incoming invoice.

• The supplier who issued the invoice. The supplier is a mandatory field.
The selection of the name of the supplier is done from the list, which is displayed after clicking
.

• This is the invoice date. By default the current date is assumed but the
user may modify it. The Invoiced On date is a mandatory input.

• The date the invoice was received. The Received On date is a

mandatory input.

• The currency of the invoiced prices. The currency is a mandatory input.

• Press on the main menu bar to save your settings and you will get the following screen.

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Notice on the above screen that a new invoice has been created indicated as
on the top window of the screen. In addition, all previous

settings appear in the bottom left part of the screen, as well as the (Add Spares) button.

• Click on the (Add Spares) button and you will obtain the following window, containing
all orders from the selected for your new invoice supplier.
• Select on the window below the order for which you like to produce the invoice, by clicking on
it, which will make it grey – active. All related ordered spares appear on the bottom part of the
window.
• Select the spares which you would like to include in your invoice by clicking on the empty little
box at the beginning of each spare line. The box will become ticked as shown below.
• It is possible to include in your invoice spares from other orders by following the previous two
steps as many times as desired.

• Click on on the above window in order to include all selected ( ) spares in the new
invoice and obtain the picture below.

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• Type in the “Item Price” for each spare included in the invoice as shown on the screen above.
• On the above screen you may alter the “Qty Rcvd” (quantity received) if appropriate.
• Click on on the main menu bar to save your settings and the total price will appear in the
appropriate space on the bottom left side of the screen ( ).
• Type in here any credit value granted by the supplier.
• Type in here any other incurred costs (such as shipping).
• When you decide to endorse the invoice click on the button next to ,
in order to open the calendar from which you can select the appropriate date.

The preceding screen shows all inserted information during the above described steps (6 steps).

After you make sure that your invoice is ready you may proceed to confirming it. This is done as
described in the following.

• Click on the little empty box on , which is found on the bottom left corner of the
screen and the system will respond with the following screen and window, asking for
confirmation.

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• Press on the window above, in order to confirm the invoice and you will get the
following screen.

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Notice on the above screen that the invoice has changed status from “Received” to “Endorsed”,
indicated in the header of the invoice as . In addition the
sign has become grey in colour which means inactivated.
Notice as well at the bottom left corner that is ticked and inactivated, meaning that the
invoice has been confirmed and closed.

C. Remarks
• An invoice may follow a purchase procedure that has gone through all stages from requisition
to delivery and the delivery has been confirmed (closed).
• An invoice may follow a specific order. However, it could combine items from various orders to
the same supplier.

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CERTIFICATES/SURVEYS

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D How to define / plan / complete a

Certificate / Survey
A. General
A Certificate is a document necessary for the operation of the ship, which normally has a validity period
and must be renewed. A Survey or Audit is a recorded inspection, which is recurrent and its findings
must be documented. There are various types of certificates/surveys required by class, flag, statutory,
safety and other reasons.
The system contains a significant number of certificates/surveys from which the user can retrieve the
required ones. However, in case that a required certificate/survey does not exist in the system the user
must define it, so that it can later be planned for the specific vessel and consequently followed
periodically for its renewal.
In the following you may find the procedure for:
B1. Definition of a certificate/survey into the KAPA MPI system.
B2. Planning of a certificate/survey.
B3. Starting/Completing of a certificate/survey.

B1. Procedure for the Definition of a Certificate/Survey

In order to define a new certificate/survey you must follow the procedure below:

• On the Menu Bar you must click “Auxiliaries”, then “Certificates” and then “Definition” as
shown in the picture below.

The window below will appear on the screen.

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If you scroll the above screen to the right, you may find other fields as shown below.

• Scroll down the last empty line of the window above and click on it to make it active (grey).

On the headers of the columns on the window above you can see the fields to be filled in for the new
certificate/survey. These fields have as follows.
• “Class”. Click on the button on the active line to obtain the following window.

On the window above you may see a list of the classification societies and “Common” for
certificates/surveys that are common to all classes. Locate the correct class by clicking on it
and then select it by double clicking or by pressing .

• “Category”. Click on the button on the active line to obtain the following window.

On the window above you may see a list of the categories, which are self explanatory. Locate
the correct category by clicking on it and then select it by double clicking or by pressing
.

• “Type”. Click on the button on the active line to obtain the following window.

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On the window above you may see a list of the types of certificates/surveys, which are self
explanatory. Locate the correct type by clicking on it and then select it by double clicking or by
pressing .

• “Description”. Type in, here, the name/title of the certificate /survey in free text format. In the
example above we have typed in “Test Purpose Certificate”.

• “Period”. This field is related to the next one, i.e. “Code”. The “Period” is a numeric field
specifying every how many units of time (the units are specified in “Code”) the
certificate/survey should be renewed/carried out. This is a compulsory field and in cases that a
certificate does not need renewal (it follows the vessel throughout her life) you must insert a big
value, e.g. 99 years.

• “Code”. Click on the button on the active line to obtain the following window.

On the window above you may see a list of time units, which are self explanatory. Locate the
correct code by clicking on it and then select it by double clicking or by pressing .

• “Monitor”. Click on the button on the active line to obtain the following window.

On the window above the notations have the following meanings:

o “Fix”: The date for the next certificate renewal or survey is specified according to the
last due time and not the last time it was actually done.
o “Flexible”: The date for the next certificate renewal or survey is specified according to
the last time it was actually done and not the last due time.
Locate the correct monitor by clicking on it and then select it by double clicking or by pressing
.

• “Monitored wrt” (monitored with respect to). Click on the button on the active line to obtain
the following window.

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On the window above you may see a list of other certificates/surveys. It may happen that a
certificate/survey is dependent on another one. This dependency is defined here. Locate the
correct line by clicking on it and then select it by double clicking or by pressing .

• “M(-)” , “M(+)”. In these two fields the time window for renewing a certificate / carrying out a
survey is specified. “M” stands for months. Both fields are numeric.

• “Ord” (order). This an alphanumeric field which is filled in for sorting purposes.

Having done the above your new certificate/survey has been defined.

B2. Procedure for Planning of a Certificate/Survey

• On the Menu Bar you must click “Cert/Surveys” as shown in the picture below.

The following screen will be obtained.

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• Scroll down the above screen to locate the last empty line and double click on it, in order to get
the onset window as shown above.

• Click on the button next to and select the name of the vessel
from the window which will open, as shown in the picture below.

• Click on the button next to and you will get the

“Certificate Details” window as shown below. This window contains all names of
certificates/surveys defined in the system (by use of the procedure described in section B.1).

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• By use of the “find” facility or by scrolling up and down, locate the name of the correct
certificate/survey on the window above and click on it to make it active (grey). Proceed to
selection by double clicking or by pressing and you will get the following picture.

Notice on the above picture that the name of the selected certificate/survey appears on the window,
along with details defined during the procedure described in section B.1. Notice as well, that the name of
the selected certificate/survey has appeared on the active line (last line) at the bottom left corner of the
main screen. In the example above the certificate selected was “Test Purpose Certificate”.

• Click on on the above window to save the settings and then to close the
window and complete the operation.

At the bottom of the above screen you may notice the following.

In order to plan the newly defined certificate/survey you must fill in the “Issued/Last Done” date and the
“Due on” date, which appear on the picture above, by following the instructions below.

• Click on the button next to , on the picture above, in order to open the calendar and
choose the date the certificate/survey was issued/last done.

• Click on the button next to , on the picture above, in order to open the calendar and
choose the date the certificate/survey is due.

After the above operations you obtain the screen below.

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Notice at the bottom of the above screen that the inserted “Issued/Last Done” and “Due on” dates
appear. In addition, the “Earliest” and “Latest” dates appear according to the defined time window and
the “Planned for” date appears, which is the same with the “Due on” date. Within the time plan of the
above screen and on the active line you can notice as well, the mark showing the due date and the
time window and the marks denoting the anniversary future due dates.

The new certificate/survey is now planned in the system.

B3. Procedure for starting/completing a Certificate/Survey

When the user decides to start/complete an already planned certificate/survey, the procedure described
below must be followed.

• Locate on the “Certificates/Surveys” screen the correct certificate, by use of the search facilities
or by scrolling up and down the screen and obtain the screen as shown below.

• Click on the button in the picture , on the screen above, in order to open the
calendar and choose the date the certificate/survey is to start or has started. As shown in the
following screen we selected the 19/2/2006.

• Click on the little empty box in front of “Planned for” in the picture and it will

change status to , while the color of the active line changes to dark green
indicating the “started” status. These are shown at the bottom of the screen below.

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Once you have started a certificate/survey you must complete it, as described in the steps below.

• Click on the button in the picture , on the screen above, in order to open the
calendar and choose the date the certificate/survey was completed. As shown in the following
screen we selected the 19/2/2005.

• Click on the little empty box in front of “Completed on” in the picture and you will
get the following screen and warning.

• Click on the window above in order to complete the certificate/survey and the active
line will change immediately colour (i.e. status) from dark green to grey. At the same time you
obtain the following screen.

Now you have completed the certificate/survey.

Notice at the bottom of the screen above the following changes:

a. The “Issued/Last Done” date has been substituted by the date “Completed on”.
b. The “Due on” date has been changed accordingly.
c. The “Planned for” date has been changed accordingly.
d. The “Completed on” date has been de-activated.
e. The mark on the time plan has moved to the new “Due on” and “Planned for” date.

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C. Remarks
• After planning a certificate/survey (section B.2) you can change if you like the due date and this
will change automatically the planned for date.
• After starting a certificate/survey, if an invalid date was set by mistake, you can change it by de-
activating the “Planned for” button and setting consequently the correct date.
• The system counts automatically the “Deferred” days and may ask you to give reasons if you
fall outside the specified time window. These reasons/explanations can be kept in the system
and be recalled whenever needed.

Some special features

• In case you would like to find further information about a certificate/survey locate it on the
screen and click on it to make it active.
• Right click on the active line and you will obtain the following onset window.

Notice that the window above provides four choices, as follows.

• “Recommendations”. If you click on it a window will open in which you may find all relevant
information. Through this procedure you can insert recommendations into the system, for the
active certificate/survey. The same window opens if you double click on the active line and on
the space under the header .
• “Interim Certificates”. If you click on it a window will open in which you may find all relevant
information. Through this procedure you can insert relevant information into the system, for the
active certificate/survey. The same window opens if you double click on the active line and on
the space under the header .

• “Certificate History”. If you click on it a window will open in which you may find all relevant
information, i.e. all the past times the certificate/survey was done, due date, etc).

• “Change Vessel Class”. This is a useful tool to correspond past and new certificates/surveys
when the vessel changes class. The following picture is presented as a demo. For each item on
the left hand side list (BV) you can search for and select the corresponding one from the right
hand side list (DNV).

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STOCK

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E.1 How to add spares to a pre-existing

or newly defined component – How
to attach a file to a spare
A. General
A spare is a piece that forms part of a component. A spare is a piece that has not any jobs connected to
it, which means that a spare can only be replaced (it can not be repaired, overhauled, etc).

B. Procedure
In order to add spares to a component, you must follow the procedure described below.

1. On the Menu Bar you click “Stock” and then “Spares” as shown in the picture underneath.

The following window will appear on the screen.

2. Locating the component for which spares are to be added.

By use of the above window one can locate the component for which spares are to be added. One
can search for the component by the “Code” number (and the “Detail Code”) or the component list
as described below.
• Click on the right hand side button of the “Component” field and the components list will
appear, as indicated in the window above.
• Locate the component in question and either double click on it or choose it (It becomes grey)
and then press .

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• The chosen component will appear in the “Component” window. Then press .

After this operation, a screen will appear containing the spares of the chosen component only. For a
component that no spares have been defined (as for a newly defined component) the screen will be
empty of spares. The screen in question will look as follows.

Note: If on the “Filter Spares List” window, of the previous page, you press “OK” without having
first defined a component, the list of all spares for all the machinery components of the vessel will
appear on the screen. However, since the total number of spares is usually very large, this operation
may take some time to complete and overload the memory, while the resulting list is not practically
manageable. In order to warn on this, the system displays the following message.

3. Where to enter data for the spare to be added

• Scroll down the bottom of the above screen and you will find an empty line.
• Click on the empty line and it becomes grey, which means active. You can either insert
information by typing in on the various spaces of the empty line or on the window at the
bottom of the screen.

4. Choosing the component for the spare to be added

• Click on the “Component” column of the active line or on the right hand side of the
“Component” field on the window at the bottom of the screen. The following screen with the
open component window will appear.
• Locate the correct component from the window and choose it either by double clicking on it or
by clicking on it (the line becomes grey – active) and then pressing .

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After the above operation the following screen will appear where the chosen component name and
code number will appear at the correct space of the active line, as well as on the correct space of the
window at the bottom of the screen, as indicated below.

5. Entering data for the spare to be added

Following the above operations, you are able to insert information concerning the spare in question.
As indicated in the screen bottom window by bold letters, the mandatory fields to be filled in are:
• Component. This has already been done.

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• Name. The name of the spare (free text).

All other fields are optional, and they are:

• Maker. The maker must be chosen from the pre-defined list of makers.
• PartNo. Part Number of the spare as per Maker/supplier info (free text).
• DwgNo. Drawing number from where relevant info was taken / can be found (free text).
• Stock. Stock info regarding minimum/maximum number to be carried on board and re-ordering
level.
• Installed. How many pieces are installed on board.
• Critical. You can “tick” whether this is a critical spare or not.
• Supply Specs. Any info regarding ordering of the spare (free text).
• Empty space. You can type in any info regarding the spare.

In order to save the newly defined spare you can either click on the Menu Bar or you can click on
any other line on the screen.

In order to delete an existing spare you must first click on the correct line (the line becomes grey,
which means active) and then you click on the Menu Bar.

6. How to add more spares

Once you have defined the first spare you can proceed to defining as many as appropriate by clicking
on the empty line, which is generated automatically at the screen bottom, and then you must follow
only step 5. In fact the component details will appear automatically.

IMPORTANT NOTE:
Once at least one spare has been defined for a component, an easy way to add more spares for this
component is to copy the spare and modify the definition of the copied spare (e.g. name, part
number, etc.).
This can be done as follows:
Select an already defined spare that has the most common fields with the one to be added and
click on it to make it active (grey).
Then press Ctrl+Insert (or select “Record\Insert” from the top Menu bar) and the selected line
will be copied at the bottom of the list.
Make all necessary changes on this new line (e.g. spare name, part number, etc.) and save the
changes by clicking on (save operation). Alternatively, it is noted that the system
automatically saves when moving to (clicking on) another line on the list of spares.
Continue this operation until all spares have been defined for the selected component.

7. How to attach a file to a spare

In order to attach a file to a spare follow the steps below.

• Locate the spare for which you would like to insert the attachment, as described above.
• Follow the same procedure as described in B.2 in “How to attach a file to an existing
component”.
• After the above the symbol will appear on the left hand side of the line, where the spare is
located, indicating that an attachment (or attachments) exist for this spare.

Moreover:
• In order to delete an attachment you must double click first on the attachment symbol and
then press or .

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• In order to view an attachment you must double click on , in order to open the attachments
window, choose the correct attachment and then press .

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E.2 How to create Transactions (of

spares among stores)
A. General
Spares are stored in stores. The stores of the ship are defined through the “Auxiliaries” tables. When
new items are purchased and after confirmation of delivery to the ship (see the “Purchasing-Spares”
module), the delivered spares appear in the “Free Store”. From this store (“Free Store”) spares can be
transacted to other stores by following the procedure described in this section. The same procedure
applies for spare transactions between any stores defined for the ship.

B. Procedure
In order to transact (transfer) spares from one store to another, you must follow the procedure
described below.

1. On the Menu Bar you click “Stock” and then “Create Transactions” as shown in the picture
underneath.

The following window will appear on the screen.

2. You have entered now the “Create Transactions” window.

• Click on the button appearing in on the top of the window

above and you will obtain a window with all stores for the ship, as shown above.
• Click on the store you would like to take spares from, on the window above, and you will obtain
the following picture. In the example we selected the “Free Store”.

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Notice on the window above that the spares existing in the selected store appear on the
window, along with their details (name, part number, quantity, unit). In addition, for the active
line (grey line) you may find at the bottom of the window the following information:
a. The components to which the active spare belongs to.
b. How many spares (pieces) are in stock.
c. The re-ordering level (R/O).
d. The minimum and maximum (Min-Max) number of the spare required to be in stock.
e. How many pieces of the spare are under request and how many are on order (On Req -
On Order).
In order to take spares from the store (“Free Store”) on the above screen, follow the procedure below.

• Click on the button (on the screen above) appearing on the active line and in the column
headed “To” and you will get the picture below.

• Select, on the window above, the store to which the spare is to be transferred by clicking on it,
obtaining thus the picture below. In our example we selected the “Engine Store”.

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Notice on the window above that the selected store (“Engine Store”) appears on the active line
under the column “To”.

• Define the number of spares to be transferred by clicking on the active line under the column
headed “Qty” (quantity) and typing in the number of spares to be transferred. In the example
above we typed in “2”. Notice that the quantity of the spare was “3” before this operation and
that the date appears automatically.
• Click on the empty box on the active line and it will become ticked , i.e. ready for the
transaction.
• Repeat the above two steps for all spares you would like to transfer to other stores.
• Click on on the above window, in order to confirm the transactions and you will obtain
the following picture.

Notice on the above window that the quantity (Qty), of the spare for which the transaction was
created, is reduced to “1”. Remember that this quantity was “3” and the transacted quantity
was “2”.

• Click on on the above window in order to close the “Create Transactions” window and
complete the operation.

C. Remarks
• The transacted spares are subtracted from the “From” store selected, as explained above.
• The transacted spares appear in the “To” store selected.

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In our example above we transacted 2 pieces of the selected spare from the “Free Store” to
the “Engine Store”. In case we would like to view the transacted spares in the “Engine Store”
we should do the following.
• Click on the button appearing in on the top of
the window above, in order to open the “Stores” window.
• Select and click on the “Engine Store”, obtaining this way the following picture.

Notice on the above picture that the transacted spare appears with the correct details and
quantity.

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E.3 How to view Transactions (of spares

among stores)
A. General
Spares can be transacted (transferred) from one store to other ones. The “View Transactions” facility
enables the user to see all transactions effected among stores within a specified period.

Special notes
The stores of the ship are defined through the “Auxiliaries” tables. When new items are purchased and
after confirmation of delivery to the ship (see the “Purchasing-Spares” module), the delivered spares
appear in the “Free Store”. From this store (“Free Store”) newly delivered spares can be transacted to
other stores. Transactions can be effected between any two stores defined for the ship.

B. Procedure
In order to view the transactions (transfers) of spares from any store to any other one, you must follow
the procedure described below.

1. On the Menu Bar you click “Stock” and then “View Transactions” as shown in the picture underneath.

The following screen appears.

2. Specify the time period for which you would like to view the transactions, as described below.

• Click on the button in the picture on top of the screen above, in

order to open the calendar and select the proper date, as start of the desired time period. In the
example we selected the 27/8/2005.

• Click on the button in the picture on top of the screen above, in order
to open the calendar and select the proper date, as end of the desired time period. In the
example we selected the 27/2/2006.

After specifying the time period, all suitable transactions will appear on the screen as shown above.

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• Scroll up and down the screen in order to locate the transaction required, or better use the
search facilities available. For example, you could isolate all transactions made from a specific
origin-store or the transactions with a specific destination-store and so on.

C. Remarks
• Notice on the screen above that all purchased spares appear first in the “Free store”. This is
done of course after confirmation of delivery to the ship (see the “Purchasing-Spares” module).

• Notice on the screen above that the spares existing in the selected store appear on the window,
along with their details (name, part number, quantity, unit, date of transaction). In addition, for
the active line (grey line) you may find at the bottom of the window the following information:
f. The component(s) to which the active spare belongs to.
g. How many spares (pieces) are in stock.
h. The re-ordering level (R/O).
i. The minimum and maximum (Min-Max) number of the spare required to be in stock.
j. How many pieces of the spare are under request and how many are on order (On Req -
On Order).

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E.4 How to create Inventories (for

stores)
A. General
Spares are purchased, transacted (transferred) from one store to others and used for carrying out
various jobs. Since these “movements” are frequent the need for carrying out inventories of stores is
created. The “Inventory” facility enables the user to update the information concerning spares and
quantities contained in a store at any time and especially after a “physical” inventory.

Special notes
The stores of the ship are defined through the “Auxiliaries” tables. When new items are purchased and
after confirmation of delivery to the ship (see the “Purchasing-Spares” module), the delivered spares
appear in the “Free Store”. From this store (“Free Store”) newly delivered spares can be transacted to
other stores. Transactions can be effected between any two stores defined for the ship. When spares are
used during maintenance jobs they are subtracted from the store specified in the facility “job
Resources” (see “How to define job resources / spares and labour”).

B. Procedure
In order to proceed to an inventory of a store, you must follow the procedure described below.

1. On the Menu Bar you click “Stock” and then “Inventory” as shown in the picture underneath.

The following screen will appear.

2. You have entered now the “Inventory” screen.

• Click on the button appearing on in

order to open the ‘stores’ window as shown above.
• Select the desired store and click on it. You obtain the following picture.

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On the above screen all spares “existing” in the specified store appear, along with their details.
“Calculated” is the calculated number of pieces (for each spare) according to transactions of
spares among stores, as already specified in the system. “Actual” is the actual number of pieces
after a physical counting. “Difference” is the difference “Actual” – “Calculated”.

Proceed to an inventory of the selected store as follows.

• Click on the button on the screen above and you will obtain the following window.

On the window above all past inventories appear. You may view any one of them by clicking on
it, to make it active (grey) and then clicking on the button .

• Click on the button on the above window, in order to create a new inventory and you will
obtain the following picture.

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• Click on on the above window and a new inventory will be generated as shown below.

Notice on the above screen that the inventory has been attributed the actual date and the status
“Draft” ( ).

• On the above screen you can type in the “Actual” number of spares, as found after physical
counting.
In the column headed “Actual” we have typed, in our example above, the quantities 3, 1, 0
respectively (notice in previous screens that this column was empty). The “Difference” appears
automatically.

Once you have finalized your counting and updating the system about the contents of the store, it
is the right time to proceed to making your inventory “Firm” (up to this stage the status of the
inventory was “Draft”).

• Click on the little empty box on the picture at the header of the screen above and get the
following response (the system warns you and asks for confirmation).

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• Click on on the above window, to confirm the inventory, and get the following screen.

Notice the change of status of the inventory to “Firm” on the screen above ( ).

Note
If you click on now you will obtain the following window, on which you can notice that the
status of your inventory has been changed to “Firm”.

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C. Remarks
• By clicking on the button on the top of the screen you will the following window.

On the onset window above you can see all past inventories. You may view any one of them by
clicking on it, to make it active (grey) and then clicking on the button .

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E.5 How to update stock quantities of

spares on board
A. General
When implementing KAPA the need will arise to input information concerning the spares inventory on
board, i.e. the onboard stock quantities must be entered for all relevant spares (in the suitable spare
store).

Special notes
The spare stores of the ship are defined through the “Auxiliaries” tables (see section G.3.1).

B. Procedure
In order to update stock quantities of spares kept on board, you must follow the procedure described
below.

1. On the Menu Bar you click “Stock” and then “Spares” as shown in the picture underneath.

The following window will appear on the screen.

2. Locating the component for which spare quantities are to be updated.

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By use of the above window one can locate the component for which spares are to be added. One can
search for the component by the “Code” number (and the “Detail Code”) or the component list as
described below.
• Click on the right hand side button of the “Component” field and the components list will
appear, as indicated in the window above.
• Locate the component in question and either double click on it or choose it (it becomes grey)
and then press .
• The chosen component will appear in the “Component” window. Then press .

After this operation, a screen will appear containing the spares of the chosen component only. [For a
component that no spares have been defined, as for a newly defined component, the screen will be
empty of spares.] The screen in question will look as follows.

3. How to locate the correct spare

• By scrolling up/down the screen above you can locate the spare in question. However, in case
the list is extensive and locating by looking at the screen is difficult, the search facilities as
described in Section 0 can be used. The find facility can be used to locate a specific spare by its
name, part number, etc. For example, to locate a specific part number right click on the header
of the P/N column, select “Find” and type the desired P/N or part of it (see also section 0.2).

4. How to assign store(s) and quantity(ies) to the selected spare

• Once the correct spare has been located, click on it in order to make it active (grey).
• Then right click on the active line to get the following picture.

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• Choose “Spare Stores” on the above window, by clicking on it, and you will obtain the
following picture.

• Notice, on the above screen, the onset window “Stores for ‘selected spare’ ”. By use of this
window you can define the store(s) for the selected spare. One of them must be defined as
“Default” store and the actual quantity can be input under “Actual” on the line of the respective
store, as described below.
o Go to the first empty line of the window above and click on the down arrow to get
the stores list, as below.

Notation: The spare stores of the ship displayed for selection on the above list are those
already defined through the “Auxiliaries” tables (see section G.3.1)

o Choose the correct store and select it by double clicking on it or by making it active
(grey) and then pressing OK. The selected store will appear on the previous window, as
shown below.

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o On the window above we have ticked the “Default” box next to the selected store (note
that only one store can be assigned as default store).
o Enter the actual quantity of spares in the appropriate field.
o Tick the appropriate box next to the actual quantity entered, in order to verify and save
the operation, as seen below.

o Click on any other line (within the open window) or press , in order to save the
new entry.

NOTES:
• You may repeat the procedure described above for all desired spares.
• While moving from one spare to another on the spares list, the “Stores for ‘selected spare’ ”
window can be kept open.

C. Remarks
• While implementing the above operations the user can add spares to the selected list of spares
for the selected component, as described in section E.1.
o However, the easiest way to add a spare is the following:
Select a spare that has the most common fields with the one to be added and
click on it to make it active (grey).
Then press Ctrl+Insert and the selected line will be copied at the bottom of the
list.
Make all necessary changes on this new line (e.g. spare name, part number,
etc.) and save the changes by clicking on (save operation). Alternatively, it

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is noted that the system automatically saves when moving to (clicking on)
another line on the list of spares.

• If you would like to continue with the spares of another component, the new component must
be selected by use of the filtering facility (icon ). By clicking on this icon you will obtain the
spares filter as found in paragraph B.1 of the present section E.5.

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FORMS MODULE

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F.I General
This section covers the ISM “Forms” module of KAPA,.

The Forms module of KAPA is a system to fill out, file and search information in Documents related to
ISM Code and the ship operation. The workflow and periodicity applicable to each individual form are
also modelled/ handled in KAPA. Each workflow procedure is represented by Users’ Authorities and
Obligations on the set of built-in Forms, which are preset into the system, according to client’s needs.
The Forms have input fields, the data of which are stored in the database, thus enabling the user to
make queries and produce statistics and reports based on the available information.

KAPA allows display customisation. Each individual User can effectively select to display and focus only
on those pieces of information on the screen, which are most relevant to the type of job he is involved
in. The custom screen settings of each user are automatically stored by the system (user settings).

The user interface screens are self-explanatory, have a standard layout and contain or provide quick
access to the information required performing a given task. Multiple overlays are avoided and in
general, the principle of ‘one screen per function’ has been followed throughout.

The system allows to add/link attachments to Forms and Drawings. These can be any electronic file,
such as text documents, drawings, photos and videos.

Data exchange between office - ships and vice versa, is achieved through export/import files, which are
created and read in by the system respectively.

Attachments are exported separately.

KAPA works using the Microsoft SQL Desktop Engine / SQL Server 2005 database environment.

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F.II Sites, User Groups & Users

The main assumption under which KAPA operates is that the ships’ databases communicate through
information exchange using import/export files only with the central (office) database (see next picture).

Site is each node in the databases’ net. Each Site must have a license.

User-Groups are the sets of users sharing the same properties (authorities & obligations) defined
independently of the Sites.

User is everyone that uses KAPA. A user belongs to only one User-Group and one Site. Each User
inherits his authorities/obligations from his User-Group and operates within the Site in which he belongs
to.

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F.III Customisation prior to start

In order to work with KAPA, it is essential that a number of administrative settings are defined.

These are:
1. User Groups and Users

2. Forms applicable to each vessel

KAPA comes with all forms activated for all vessels. In case any of the forms are not
applicable to some of the vessels, then this has to be defined in the KAPA Administration
module.

3. Rights of the User Groups on the Forms

Upon installation of KAPA all forms installed are made available (only ‘View’ authority) to
all User Groups defined. To set the access rights of any User Group(s) on forms (e.g. Non
Applicable, View, Edit, Delete), the proper settings have to be made in the KAPA
Administration module.

It is noted that:
- when adding a new User Group, this group has by default ‘View’ access rights to all
Forms.
- when a User Group is defined to participate in the workflow of a form, then the access
right to this form for the group is changed automatically by the system to ‘Edit’, if so
implied by the workflow.

4. Workflow and Periodicity on Forms

This refers to the definition of the User Groups that act on a form (fill in, review, approve,
receive for information a form) and the sequence of above actions during the form
processing.
The access authority for the User Groups involved in the workflow of a Form is
automatically set to ‘Edit’ for this form.
The default workflow assigned by KAPA to each form upon installation is “fill in” by the
system user group “ Every me” ( that is all users).

Additionally, the periodicity of a form can be also defined. A periodic form is automatically
generated and added in the Inbox of the Users involved in its processing, at the end of each
period.

5. Filing system.
This refers to the definition of a tree-like filing structure, which is used to automatically
store/classify the completed forms according to their type, as per the company filing
preferences.

Of course, the above are the basic customization requirements. A wide range of additional items, such
as:
- values in selection lists used in forms
- definition of Form Groups
can also be elaborated/customized using the Administration module of KAPA.

For details on how to carry out the above tasks, please refer to the Administration manual of KAPA.

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F.IV Getting Started

F.IV.1 Login/Logout/Exit
To load Kapa ISM click on your desktop. The following window is displayed:

After selecting Site, User and completing his/her password, click Login.

While in KAPA, in order to Change Site/Logout/Exit use the ‘File’ menu.

If you are defined as a user on many sites and you have logged into KAPA as a vessel user, use the
Change Site menu and the KAPA start up window appears to select the new site to go.

To login as another user, select the ‘File\Log out’ option from the pull-down menu. The Log in window
appears.

To exit KAPA select ‘File\Exit’.

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F.IV.2 User Settings

F.IV.2.1 Vessels
If you want to display information on a number of vessels, use the File\User Settings\Vessels
menu to select the desired vessels.

Attention: The list of vessels will be displayed for selection, provided that:
- You have logged in as site ‘Office’
- You are a defined user for the sites of the vessels

F.IV.2.2 Change Password

To change the password click ‘File\User Settings\Change Password’ from the pull-down menu. The
change can be done through the next dialog.

F.IV.2.3 Start up Screen

Each User may choose the KAPA Module which opens automatically when starting KAPA. To do so, first
go to the KAPA screen which you desire to set as start-up. Then select the ‘File\User Settings\Start up
Screen’ menu option.

The following message will appear:

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F.IV.2.4 Start up Screen - Default Filter

Each User may choose the default filter to apply on a screen.

Go to the screen for which a default filter is to be set and select the filter ( ) icon.
Set the desired filter and then click the ‘Set As default' button on the screen:

F.IV.2.5 Other user settings

While using KAPA, different user display settings, such as selected column width in lists,
hidden/displayed columns etc are automatically stored by KAPA upon exit. Thus, next time the
user logs in, he will be displayed these user interface settings as customized during his last log
in.

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F.V Forms
F.V.1 General
The main features of the Forms Module are the following:

Forms: the set of built-in documents, which are used by the onboard and office staff for reporting
(incident/accident reporting, voyage reports etc). Each Form includes a number of Input Fields. The
Forms module provides the necessary facilities for creating, filling, signing and printing the Forms.
The Input Fields on Forms can be mandatory or not, entries can be subject to automatic validation or
can be assigned values calculated on the basis of values entered in other form(s) fields.

Workflow on forms: this is defined as a sequence of obligations of different User Groups to perform
actions on each form.

The possible actions on a form supported by KAPA are:

• Fill out (icon: )
• Review (icon: )
• Approve (icon: ) and
• For Info (icon: ).

It is possible to assign the workflow on every form using the option Settings\ Forms\ Form Attributes in
the Administration module of KAPA.

During the system operation, it is assumed that a User Group fulfils the respective action (obligation), as
soon as a user belonging in this User Group signs the form.

Form Periodicity: A Form may be periodic in the sense that it is automatically created by the system
periodically. In this case, the form will automatically appear in the Inbox of the User Groups involved
and in the Filing system.
The Periodicity is defined, same as the Workflow, using the option Settings\ Forms\ Form Attributes in
the KAPA Administration module.

Form Groups: is a set of Forms that can be created simultaneously. Defining Form Groups is helpful in
those cases where a group of forms has to be completed in the context of a task (e.g. arrival in port,
disembarkation etc). In those cases all the forms that are to be created in the context of the task will be
automatically activated in the system and appear for processing in the inbox of the User Groups
concerned.
Form Groups can be defined using the option Settings\ Forms\ Form Groups in the Administration
module.

Filing System: The forms defined in KAPA are filed automatically in the defined Filing Structure(s) and,
optionally, also under any particular folder.
• Filing Structures: These are pre-defined tree-like structures, under which the Forms are
grouped/stored according to their type.
These structures are defined in the KAPA Administration module and each filing structure
can apply to all or to selected user groups.
• Folders: Additionally to their storage in the Filing Structure, individual forms can also be
filed/ stored in a Folder. Folders are created by the Users, as needed.
The Folders can also be classified according to different folder categories/ characteristics
called ‘Folder Attributes’. It is possible to define new Folder Attributes in the KAPA

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Administration module, so that these become selectable items during normal system
operation.

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F.V.2 Screen Description

Upon entering the Forms Module, the following screen appears.

User / User Group

Three The groups

Choices according to
for filing the filing
the forms method

Signs:
Obligation The Forms
& User List
Group

Green:
the
already
signed
Red: the
current
obligation
Black: the
next
obligation

The main parts of this screen are the:

• Upper Left: Option buttons for choosing between:
- Inbox (default choice) which shows the Forms that have to be signed by the current
user, divided according to the Obligation on them.
- Filing System, which shows the Forms classified in Filing Structure(s) according to
their type.
- Folders, which show the Folder defined by the users and the forms contained in
each of them.
• Upper Right: The display in this part changes according to the option button selected in
the Upper Left part (see also the two figures on the next page).
- If the Inbox is chosen, then the List of Obligations appears.
- If the Filing System is chosen, then the Filing Tree Structures appear.
- If the Folders are chosen, then the Folders List appears.
• Lower Right: The List of Forms contained into the Folder or hanging from the Filing
Structure node or having the Obligation, selected on the Upper Right List or Tree.
• Lower Left: The workflow status (Signs) on the Form selected in the Forms List.
• Toolbar

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F.V.2.1 Forms/Folders List

The Forms have only fixed fields in their list, which are the following:
• Status: an automatically selected colour, showing the current status of the Form and
depending only on the signs on the form until now.
In particular, when setting the workflow on a form, KAPA allows define a status for the
form after this is signed by a particular User Group. This status is used to automatically
colour mark the form on the forms list, depending on its actual processing stage.
• (Is-Overdue field): shows whether a Form is over-due, in the sense that its cycle is not
completed and the due-date is before the current date.

• (Attachments field): shows whether a Form has any document(s) attached to it.
• Site: the Site created the Form.
• Created: the Form creation date.
• Location: the Form creation location.
• Due Date: the date by which the Form has to be completed.
• Completed: the date when the form completed.
Completed is a form which has been signed by all the users involved in its workflow, up to the form
completion stage (refer also to the ‘Form Attributes’ section in the KAPA ‘Installation and Administration
manual’).

The fixed fields of the Folders list are the following:

• Status: a user-defined colour, showing the status of the Folder
• Name: the Folder name
• Date: the Folder creation date
The remaining fields correspond to the Attributes of the Folders, that is to parameter values used to
classify the folders in different categories.

The lists of Folder Attributes that can be selected in this screen can be defined in the KAPA
Administration module, using the options of the ‘Settings’ menu ‘Folder Attributes’ and ‘Folder Attribute
Values’. The Folder Attributes are used to assign further searchable properties to Folders.

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F.V.3 Create a new Form

There are three different ways to create a new Form:
• Right click on Forms list and choose ‘New’ from the popup menu.

• Click the toolbar button , when the Forms list has the focus.
• Click the menu item ‘Record\New’, when the Forms list has the focus.

After this, the following dialog appears.

The fields on this template are the following:

Site: This is typically the vessel, the document refers to.
Forms: Select the form-type based on which the new form is to be created.
To easily find the desired form to select, use the textbox below the combo
‘Forms’. In this textbox input any part of the name of the desired form and
press the ‘Find Next’ button until the correct form name appears on the
‘Forms’ combo box.
Groups: Check this option and select the name of one of the pre-defined groups of
forms to create.
Created On: The date the form is created (this is by default the current date).
Primary Folder: A form is automatically classified in its position on the filing tree structure.

Additional
Folders : Additionally, it is also possible to classify a form into one or more specific
folders (a folder is a user-defined container of different forms which are
relevant to a case or it is desired, for any reason, to be accessible as a group).
Save As: the name to assign to the new form.
Location: Select a port from the list, if applicable.
To define a new ‘Location’ for selection, use the ‘Countries’ and ‘Ports’ options
in the Auxiliaries menu, to define the new port.

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Due Date: optionally, it is possible to select/assign a due date to the form. After this date,
a form which has not completed its cycle, will automatically be marked as
overdue on the forms list.

The Form properties in bold-face letters have to be completed, while the others are optional. After
entering the mandatory fields, click the ‘OK’ button and a new -ready to be filled out- form appears on
the screen, for example:

F.V.4 Previous/Next Page, Save, Sign,

Print, Send and Close
These commands can be executed inside the Form window by clicking the corresponding buttons on
the toolbar.
It is possible to save a form in XML, in text format, or in PDF format ( provided that printable fields have
been defined for the form).
A form can also be sent by e-mail to an addressee using the MS Outlook.

F.V.5 Open Form

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To open a Form, double-click on it on the Forms List.

Alternatively, select the desired Form from the Forms List, then right-click on it and choose ‘Open’ from
the appearing popup menu.

F.V.6 Modify Form Properties

Select the Form from the Forms List, then right-click on it and choose ‘Properties’ from the popup menu.
The following dialog appears on screen.

The above can be modified, as needed.

To define a new ‘Location’ for selection, use the ‘Countries’ and ‘Ports’ options in the Auxiliaries menu,
to define the new port.
Note that the fields Site and the Form-type are disabled as they cannot be changed in an existing form.

F.V.7 Copy Form

Copying an existing Form copies all its properties and its Input Fields to a new instance of the selected
type of form.
In order to copy a Form, first select it on the Forms list. Then, right-click on it and choose ‘Copy’ from the
popup menu.

Alternatively, click on the menu item ‘Record\Copy’ or click the toolbar button . Then the Modify
Form dialog appears on screen, in order to change the properties of the new instance of the Form.

F.V.8 Delete Form

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Select the Form on the Forms List. Then, right-click on it and choose ‘Delete’ from the popup menu.

Alternatively, click on the menu item ‘Record\Delete’ or click the toolbar button . In order to avoid
accidental deletions, the system prompts to confirm the Form deletion.

F.V.9 Attach a Document to Form

The user may attach one or more electronic files (documents, photos, videos etc) to an existing Form.
First click on the Form on the Forms list. Then, there are five ways to see or modify these attachments.

• select the form on the Forms List and click the toolbar button .
• double-click on Forms list on the field Attachments
• click the menu item ‘Record\Attach’.
• right-click and choose ‘Attachments’ from the popup menu.
• when the form is open (double-click on it on the Forms list to open it), click the Attach
button.

The following window appears.

The toolbar buttons on this window help the user to ‘Open’, ‘Delete’ or ‘Attach’ a new document to the
selected Form. The button ‘Text File’ attaches a newly created text file.
It is noted that the ‘Open’ button works only if the Operating System recognize the extension of the
attached Documents.

F.V.10 Include any standard document in

the KAPA Forms List
Apart from the KAPA Forms, KAPA allows to store and list, along with the KAPA forms, also any other
standard file, which would be important to directly file in your system, without been an attachment to a
KAPA form.

To do this, in the create New form window, select the form type “External File”.

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The ‘Attachments’ window below will open to enable selection of the standard file to include in the
KAPA forms list.

A new form of the type ‘External File’ cannot be signed, has a pre-defined workflow (fill in by ‘Everyone’)
and it will appear (listed in the:
a. Filing System (ensure that the forms of type ‘External File’ have been included in the filing
structure using the KAPA Administration module).
b. Primary Folder and in the Additional Folder(s), which may have been selected in the ‘New Form’
definition screen (also accessible using the ‘Properties’ right-click option on the list of Forms).

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F.V.11 Show Form Information

Detailed information related to the obligations (signs) on the Form, as well as when and by whom this
was last saved, can be displayed for any form.

To display this information, select the Form in the Forms List and click the toolbar button .
The following window appears.

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F.V.12 Filter the Forms List

To filter the Forms list, click the toolbar button .

The following window appears.

Select the required parameter values/ options to limit the Forms List as desired and click the ‘OK’ button.
The Forms in the Forms List will satisfy the constraints imposed in this window.

Remarks.
Each User may define his own Default Filter and his own temporary filter.

To set a default filter, select the applicable constraints and click the button .

In the field ‘Name’ you can input the name of the form or (usually) part of it, accompanied by wildcats
(e.g. input: *readiness* , to display all active forms containing the string “readiness” in the form name).

If ‘For My Action’ is checked, then the Inbox shows only the Forms that need to be signed now by the
User Group of the active user.

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A Filter can be removed by right clicking on the upper left corner

of the Forms List and using the ‘Remove Filter’ item from the
pop up menu (see the picture on the right).

Alternatively, click the filter icon on the right of the screen

header, next to the List Filtered label ( ).

F.V.13 Print the Forms List

In order to print the Forms List displayed on screen, click the toolbar button .
The Form List print-preview window appears.

F.V.14 Search in Forms

Click the toolbar pull-down menu item ‘Functions\Search’. Then the following window appears.

- Select the vessel(s) form the vessels list on the top of the form.
- Select the period (From Date – To Date) to search.
- Select the type of Form from the ‘Find’ frame. To quickly find a report, you can type part of
the form name in the textbox below the forms list and then click the ‘Find Next’ button until
the desired form is displayed.
- Select the form fields to display, by clicking the check box in front of the field(s) in the fields
list.
Click the ‘Search’ button. The selected fields from the Forms that satisfy the time constraints
shall be displayed on the ‘Results’ list. Note that, if the displayed field is numeric, then the

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Sum, Min, Max and Average values are also displayed under the field column in the results
screen.

Additional search criteria on any numeric, free-text or date fields can be set. These can be added using
the ‘Criteria’ frame, as follows:
- Select the field and the operator from the combo-boxes in the lower part of the ‘Criteria’
frame, set the desired limiting/constraint value in the text-box and click the respective ‘Add’
button. It is noted that there are separate fields for numeric/text constraints and for date
fields’ constraints.
- In order to remove one of the constraints, select it from the criteria list and click the ‘Delete'
button in the 'Criteria' frame.
- Follow the same process to define additional criteria and click ‘Search’.

It is noted that for the numeric fields, at the end of the results list, the sum min, max, average values are
calculated and displayed.

The Results list will only contain Record fields meeting the imposed Criteria.

In order to print the results list, click on the ‘Print’ button.

In order to display the numeric fields of the results in a chart, click the ‘Show Chart’ button. A window as
the example below appears.

One may change the plotted field by selecting the appropriate field from the combo-box.

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F.V.15 Definition of Countries and Ports.

For the definition of a new country, use the ‘Auxiliaries\Countries’ menu option.

Scroll at the bottom line of the list. There is an empty line where you can input the name of a new
country.

For the definition of a new port, use the ‘Auxiliaries\Ports’ menu option.

Scroll at the bottom line of the list. There is an empty line for the definition of a new Port.
Input the name in the first column. In the second column, select the Country. Use the third column to
input the short-code for the port (usually 5 characters, two denoting the country, 3 specifying the port).

The ports defined in this list are made available for selection in the ‘Location’ field, when a new form is
defined or upon modification of the properties of an already defined form (‘Properties’ option when
right-clicking on a form in the list of forms).

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F.VI Folders
Folders are user-defined containers of completed Forms/Reports. Their typical use is to gather / group
forms of different type that refer to a particular case or have a common characteristic, for easy future
reference.

To display the list of already defined folders, click the “Folders” option button on the upper-left part of
the screen.

F.VI.1 Create a Folder’s Group

Folder groups are used to characterize and organize folders.
A new folder group can be defined in the following screen (Menu: Auxiliaries \Forms Folder Groups).

In the bottom line of the list, type the Folder Group name, select the vessel for which the Folder Group is
valid and click Save.

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F.VI.2 Create a new Folder

There are three different and equivalent ways to create a new Folder:

• Click the toolbar button , if Folders List has the focus.

• Right click on Folders List and choose ‘New’ from the popup menu.
• Click the menu item ‘Record\New’, if Folders List has the focus.

After this, the following dialog appears.

The fields on this template are the following:

Folder: The name of the folder
Site: This is typically the vessel, the folder refers to.
Group: Select ( Optional ) the Folder Group to which the folder belongs.
Created On: The date the folder is created (by default the current date).
Status: by selecting the proper status (e.g. Normal, In Progress, Pending) for the folder it
is possible to colour mark this on the folders list accordingly.
Attributes: These are values of additional parameters (attributes) used for further
categorization of the folders, so these can be traced/listed accordingly.

Note that all the Folder properties have to be completed. However, most of them are assigned default
values (i.e. site, created on, status, attributes).

F.VI.3 Modify Folder Properties

Select the Folder from the Folders List, then right-click on it and choose ‘Properties’ from the popup
menu. The following dialog appears on screen.

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Note that the field Site is disabled and cannot change for an existing folder.

F.VI.4 Delete Folder

Select the Folder from the Folders List. Right-click on it and choose ‘Delete’ from the popup menu.

Alternatively, click on the menu item ‘Record\Delete’ or click the toolbar button . Note that a Folder
can be deleted if there is no Form in it. In order to avoid accidental deletions, the system prompts to
confirm the Folder deleting.

F.VI.5 Folders List Print

Click on the Folders list to focus on it.

Click the toolbar button .

The Forms List print-preview window appears.

F.VI.6 Filter on Folders

Click the toolbar icon . The following window appears.

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The Folders that appear in the Folders List satisfy the constraints imposed through this window.

Remarks: Each User may define his own Default Filter and his own temporary filter.

To set a default filter, select the applicable constraints and click the button .

In the field ‘Name’ you can input the name of the folder or (usually) part of it, accompanied by wildcats
(e.g. input: *voyage* , to display all active folders containing the string “voyage” in the folder name).

The Filter can be removed by right clicking on the upper left

corner of the Folders List and selecting the ‘Remove Filter’
item from the pop up menu (see the picture on the right).

Alternatively, click the filter icon on the right of the screen header, next to the List Filtered label
( ).

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F.VI.7 Forms/Folders - Administration

functions
The available Administration functions related to the Forms/ Folders refer to the definition of the
following:

- Form Attributes
- Form Groups
- Selection Lists
- Filing Structures
- Folder Attributes
- Folder Attribute Values

These functions can be performed in the Administration Module of KAPA (see the relevant section in the
KAPA Administration Manual).

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F.VII Filing Systems

F.VII.1 General
The filing system displays a filing structure, where the forms are automatically stored/classified, by form
type, when created.
The filing structure is defined in the Administration Module of KAPA and is applicable to the selected
User Group(s).
Optionally, more than one filing structures can be defined, each applicable to selsected User Group(s)

F.VII.2 Filing System Screen

To view and navigate in the filing system, in order to see the list of all forms of a certain form type , filled
out in the past, click the “ Filing System” tab on the top left part of the main screen of the “Forms
Module”.

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AUXILIARIES

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G.1 How to assign code numbers to

components
A. General
Every component inserted into the system must be assigned a code number and this is compulsory. For
example if you enter the components screen (after pressing “Maintenance”-“Components” on the main
menu bar) you get the following screen.

On the above screen you can notice that for each component a “Code” is assigned. This is the code
number. In the next column under the header “Detail” is a two digit number which differentiates the
components assigned the same code number (as in lines two and three).

B. Procedure
In order to find and consequently assign the right code number to a new component you can use the
facilities provided by KAPA MPI as will be described below. If you are already in the Components screen
you can follow the instructions described in “How to add component / delete an existing component”.

1. On the Menu Bar you must click “Auxiliaries” and then “Coding System” as shown in the picture
below.

The following window will appear:

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2. Locate the correct category on the window above and click on it.

• By clicking on the symbol you can expand a category and go to more details. On the contrary
if you click on the symbol you contract the category to the status before expansion. By this
search you can locate first the category your component belongs to and then the code number
for your specific component.

As you may notice on the window above there is a “Find” facility, which is very helpful in cases you
would like to locate the component by its name or part of it.

• Click on on the above window and you will get the following screen. Type in the
name or part of the name of your component in the space marked “Find What” (here we typed
in “exhaust valve”).
• Click on , in order to locate the first instance that your choice occurs. If this is not
satisfactory click on as many times as needed to locate the correct component and the
correct code number.

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• Finish the operation by closing the windows (click on ).

C. Remarks
• If you are already in the “Components” screen you can follow the instructions described in
“How to add component / delete an existing component”, in order to assign the correct code
number to a new component.
• For the detail code number, which appears under the column headed “Detail” in the
“Components” screen, take care so that components with the same code number do not have
the same detail number (in order to be differentiated). The detail number is usually a two digit
number, however if needed could a three digit number.

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G.2.1 How to define component status

descriptions
A. General
The component status describes the condition of a component (bad, good, fair, etc). The component
status description is optional in KAPA MPI. However, it may be useful to describe the status of a
component and may be useful for sorting purposes, i.e. defective components can be located.

B. Procedure
In order to define “Component Status” descriptions you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Component” and then “Status” as shown in the
picture below.

The following window will appear on the screen.

2. In the window above there is always an empty line, which is ready to receive data.

• Click on the empty line under the header “Code”. Here you can give an one word description of
the component status. Words such as bad, fair, good, poor (but not limited to) may be
appropriate.
• Click on the empty line under the header “Description”. Here you can give a multi-word
description about the meaning of the of the one word component status “Code”.
• As you may notice on the window you can delete a line by selecting it (it becomes grey – active)
and then pressing .
• Save the inserted data by pressing and then press to complete the operation.

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C. Remarks
• The “Component Status” is requested when trying “Job Filing” (see “How to file a job”), which
means after having completed a job. Indeed, when you try to file a job it is the right time to be
asked to give the status of a component, once you have worked on it and you are in a better
situation to assess its condition.

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G.2.2 How to define “Component

Categories”
A. General
Components can be classified in categories of “similar” ones. For example all pumps may constitute a
specific category regardless to which part of machinery they belong to. The assignment of categories to
components is optional in KAPA MPI. However, it may be useful for sorting purposes to assign
categories to components, since this may help other operations such as job definition and job planning
for components belonging to the same category, purchasing etc.

B. Procedure
In order to define “Component Categories” you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Component” and then “Categories” as shown in
the picture below.

The following window will appear on the screen.

2. In the window above there is always an empty line, which is ready to receive data.

• Click on the empty line and type in the desired category description. This description is usually
one word, but can be a longer description.
• As you may notice on the window you can delete a line by selecting it (it becomes grey – active)
and then pressing .
• Save the inserted data by pressing and then press to complete the operation.

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C. Remarks
• The “Component Category” appears at the screen bottom window of the “Components”
screen (on the main menu bar press “Maintenance” and then “Components”). Look at “How to
add a new component / delete an existing component” in order to see how a category can be
assigned to a component.

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G.2.3 How to define “Component

Circulating Positions”
A. General
A circulating component is defined as one which may operate on different positions onboard ship.
A typical circulating component is a M/E Piston, whereas a typical circulating position is a Cylinder Unit.
The positions where circulating components operate are defined by the user.

B. Procedure
In order to define “Component Circulating Positions” you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Component” and then “Circulating Positions” as
shown in the picture below.

The following window will appear on the screen.

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2. In the window above there is always an empty line, which is ready to receive data.

• Click on the empty line and type in the desired new circulating position.
• As you may notice on the window you can delete a line by selecting it (it becomes grey – active)
and then pressing .
• Save the inserted data by pressing and then press to complete the operation.
• Notice that for each circulating position a counter must be defined (where applicable). This has
the following functionality:
A component may change circulating position, while this change may imply a change
in counter. For example, a ‘D/G Turbocharger’ may be installed for some period on ‘D/G
No 1’, which means that work hours will be counted by ‘D/G No 1 Counter’. Then this
‘D/G Turbocharger’ may be placed on ‘D/G No 3’, where work hours should be counted
by ‘D/G No 3 Counter’. By declaring the change in circulating position (see appropriate
section A.3 for handling of circulating components), the system will, automatically, start
counting work hours with the corresponding counter of the new circulating position.

C. Remarks
• The “Component Circulating Position” appears at the screen bottom window of the
“Components” screen (on the main menu bar press “Maintenance” and then “Components”).
• Look at:
o “How to add a new component / delete an existing component”
o “How to define a Circulating Component and Positions”
in order to see how a circulating position can be assigned to a component.

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G.3.1 How to define “Spare Stores

Onboard”
A. General
“Spare Stores Onboard” are locations where spares are kept on board. It is very useful for stock control
and inventory purposes to know the locations of spares kept onboard, especially for the critical ones.
Therefore, specific stores must be defined and, consequently, spares can be assigned to them.

B. Procedure
In order to define the “Spare Stores Onboard” you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Spare” and then “Stores Onboard” as shown in
the picture below.

The following window will appear on the screen.

2. In the window above there is always an empty line, which is ready to receive data.

• Click on the empty line and type in the desired description of the store.
• As you may notice on the window you can delete a line by selecting it (it becomes grey – active)
and then pressing .
• Save the inserted data by pressing and then press to complete the operation.

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C. Remarks
• The “Spare Stores“ are defined in order to keep track of spares (their location and number) for
inventory purposes. Definition of spare stores is necessary in order to keep spare inventories
and transactions among stores. These are requested under the “Stock” module of KAPA MPI.

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G.3.2 How to define “Spare Intermediate

Destinations”
A. General
“Spare Intermediate Destinations” are locations where spares may be sent and delivered after an order,
before being delivered to the ship. It is particularly useful to define these intermediate destinations in
cases that the ship is not easily accessible, as when it is sailing. These intermediate destinations may be
local agents in the areas where the ship is usually sailing or the owning company offices.

B. Procedure
In order to define the “Spare Intermediate Destinations” you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Spare” and then “Intermediate Destinations” as
shown in the picture below.

The following window will appear on the screen.

2. In the window above there is always an empty line, which is ready to receive data.

• Click on each column on the empty line and type in the requested details, as available (scroll
right and left on the window for the other fields to be viewed).
• As you may notice on the window you can delete a line by selecting it (it becomes grey – active)
and then pressing .
• Save the inserted data by pressing and then press to complete the operation.

C. Remarks
• The “Spare Intermediate Destinations“ are defined in order to be used, when necessary, for
delivering orders when the ship is not easily accessible (as when it is sailing). These are
requested under the “Purchasing” module of KAPA MPI when creating “Deliveries”.

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G.4.1 How to define “Job Categories”

A. General
The various maintenance jobs carried out on the ship can be classified in “Job Categories”, such as
testing, overhauling, inspection, checking, etc. Although assigning a job to a specific category is not
compulsory, it is particularly useful for sorting purposes. This way, “similar” jobs can be retrieved and
this may help job planning purposes.

B. Procedure
In order to define the “Job Categories” you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Job” and then “Categories” as shown in the
picture below.

The following window will appear on the screen.

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2. In the window above there is always an empty line, which is ready to receive data.

• Click on each column on the empty line and type in the requested details. Under the column
headed “Description” give a brief description of the job category. Under the column headed
“Code” give an acronym of the job category.
• As you may notice on the window you can delete a line by selecting it (it becomes grey – active)
and then pressing .
• Save the inserted data by pressing and then press to complete the operation.

C. Remarks
• The “Job Categories“ are used when trying to define new job instructions (see ”How to define
job instructions”) and when defining a new planned maintenance job (see “How to define a
new planned maintenance job and attach job instructions”).

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G.4.2 How to define “Job Instructions”

A. General
This facility is useful when you would like either to define a new planned maintenance job and, may be,
attach to it job instructions (i.e. scanned or text documents with instructions about how the job to be
done), or attach job instructions to an already defined and existing planned maintenance job.

The aforementioned job instructions may be any sort of document(s) containing information related to
how a job could/must be done. These may be scanned documents from the manufacturer’s manuals,
drawings, pictures, text instructions in word or pdf format, etc.

Note: The procedure below is described in “How to define a new planned maintenance job and attach
job instructions”.

B. Procedure
In order to define a new planned maintenance job and attach job instructions to it you must follow the
procedure below:

1. On the Menu Bar you must click “Auxiliaries”, then “Jobs” and then “Instructions” as shown in the
picture below.

The following window will appear:

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2. Steps to be followed.

2.a. How to define a new job

• Scroll down the bottom of the window and click on the last empty line which will become grey,
i.e. active (as in the window above).
• Click on the active line under the column “Description” and type in the description of the new
job (for example in the window below, we typed in “Compressor No 1 – Overhauling”).
• Click on the button under the column “Category” By this action another window opens, as
indicated below, from which you must choose the “Job-Category” the newly defined job
belongs to (in our example it is “Overhauling”).

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• Click on the appropriate job “Category” and it becomes grey – active. Select it by pressing
(or you may do the same by double clicking). The selected “Category” will appear on
the active line under the column heading “Category”, as indicated in the window below.

• Click on the active line under the column heading “Instructions” as in the window above. Here
you may type in any “short instructions” that you may like to appear on the job card (the job
card is described, apart from the manual, in the procedure “How to plan a job”).

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Note: In order to delete a job (on the window above), select it by clicking on it, so that it becomes grey –
active and then press .

2.b. How to attach job instructions (to a newly defined or an existing job)

For a newly defined job carry on the procedure described in 2.a above. For an already defined and
existing job you must first locate it, by use of the search facilities or by scrolling up and down the job list
on the picture above and proceed to the following.

“Job Instructions” may be any sort of document(s) containing information related to how a job
could/must be done. These may be scanned documents from the manufacturer’s manuals, drawings,
pictures, text instructions in word or pdf format, etc.

• Double click on (at the bottom window of the picture above), which represents the “Attach”
operation and the following window will appear. This window represents a browse facility
through which you can locate the file to be attached, from the stored files in your computer.

• After locating and clicking on the correct file press and the following screen appears,
indicating that the file has been attached and the correct path is shown.

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• Save the newly attached document by pressing on the window or by clicking on another
line on the window.
• Press to complete the operation and close the window.

C. Remarks
• In order to delete an attached document you must click first on the correct line and then press
.
• In order to view an attached document you must choose the correct attachment by clicking on
the correct line and then press .
• For the jobs that documents (for job instructions) have been attached, when entering the Jobs
screen (after pressing “Maintenance” and “Jobs” on the main menu bar) the symbol will
appear next to the job description, as shown in the screen below.

• The procedure for inserting attachments to spares, jobs, certificates / surveys is exactly similar,
the only difference being that the start up screen is not the same.

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G.4.3 How to define/attach “Job Forms”

to already defined jobs
(*) See also “How to attach job forms to already defined jobs”

A. General
A job form (General or Kapa forms) is any sort of document which is carried by the person(s)
responsible for the job while executing a job and which is to remain as evidence that the job was carried
out and of the related to the job findings. For example, when measuring crankshaft deflections of, say,
the M/E crankshaft, a related form where all deflection measurements are recorded is carried by the
personnel carrying out the job. The completed form is to remain with the system.

B. Procedure
In order to define/attach a form to an already defined job you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Jobs” and then “Forms” as shown in the picture
below.

The following window will appear:

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2. Steps to be followed.

• Locate the job for which you would like to attach a “job form” (General or Kapa forms). This can
be done by use of the search facilities or by scrolling up and down the window.
• Click on the correct line and it becomes grey, which means active (for example in the window
above, we chose the job “Compressor No 1 – Overhauling”).
• Click on (on the lower part of the window above) in order to attach a “General
form”.
• Click on (on the lower part of the window above), which represents the “Attach” operation
and the following window will appear. This window represents a browse facility through which
you can locate the form to be attached, from the stored files in your computer.

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• After locating and clicking on the correct file press and the following screen appears,
indicating that the form has been attached and the correct path is shown.

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• Save the newly attached form by pressing on the window or by clicking on another
line on the window.
• Repeat the operation for as many forms as you would like to attach to the job.
• Press to complete the operation and close the window.
• Click on (on the lower part of the window above) in order to attach a “Kapa form”.
The following window will open.
.

• Press the button on the right hand side (on the lower part of the window above) and the
following window will open.

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• Locate the Kapa Form that you would like to attach to the job. This can be done by use of the
search facilities or by scrolling up and down the active “Kapa Form” window.
• Click on the correct line and it becomes grey – active (in the above example we have chosen
“Main Engine Failure”).
• Double click on the the active line or press and the following screen appears,
indicating that the form has been attached.

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• Press to complete the operation and close the window.

C. Remarks
• In order to delete an attached form you must click first on the correct line and then press .
• In order to view an attached form you must choose the correct attachment by clicking on the
correct line and then press .
• The procedure for attaching forms to jobs is similar to inserting attachments to spares, jobs,
certificates / surveys, the only difference being that the start up screen is not the same.

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G.4.4 How to define “Job Priorities”

A. General
“Job Priorities” can be attributed to jobs, according to their significance. These attributes can be used for
sorting purposes, i.e. at any instance the user can retrieve and view, say, the urgent jobs.

B. Procedure
In order to define job priorities you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Jobs” and then “Priorities” as shown in the
picture below.

The following window will appear:

2. Steps to be followed.

• Click on the last empty line under the header “Code” and type in a code of the desired priority,
such as an acronym.
• Click on the last empty line under the header “Description” and type in a short description of the
desired priority.
• Repeat the two preceding steps as many times as required.
• Click on to save the settings and then to close the window and complete the
operation.

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If you would like to delete an already existing “priority”, click on the correct line to make it active (grey)
and then click on .

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G.4.5 How to define “Job Groups”

A. General
Jobs can be classified in “Job Groups”, according to various criteria, in order to serve specific sorting
purposes. For example, it is usual practice to include a number of jobs in a forthcoming dry-docking. It
would be very convenient to define a group named “Dry-Docking (next)” and include all
aforementioned jobs in this group. Thus, at any time the user can retrieve, view and examine all jobs he
has included in this group.

B. Procedure
In order to define job groups you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Jobs” and then “Groups” as shown in the
picture below.

The following window will appear:

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2. Steps to be followed.

• Click on the last empty line and type in the ‘Description’ (obligatory field) of your new group.
• Repeat the preceding step as many times as required.
• Click on to save the settings and then to close the window and complete the
operation.

If you would like to delete an already existing “group”, click on the correct line to make it active (grey)
and then click on .

Please note as well that next to the job group ‘Description’, you have the choice (optional) to include any
specific job group in a user defined report of the type:
- Running Hours Report
- Summary Running Hours Report
- Both Running Hours Reports (both the above)
- Due Dates Report
For further details on how to pre-set any of the above reports consult section B.10 of this manual.

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G.5 How to define “Counters” and

update their readings
A. General
As known, the main machinery items (such as the main engine, main generators, etc) are equipped with
counters so that their usage is monitored and consequently maintenance jobs are planned.

B. Procedure
In order to define a new counter or update the readings of an existing one, you must follow the
procedure below.

1. On the Menu Bar you must click “Auxiliaries” and then “Counters”, as shown in the picture below.

The following window will appear:

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2. In order to define a new counter, follow the steps below.

• Click on the last empty line of the window above under the heading “Description” and type in a
short description of the new counter (in our example below we have typed “Example Counter”).
• Click on the button on the active line under the heading “Type” and you will obtain the
following picture.

• Choose the correct type of counter by clicking on it to make it active (grey) and select it by
double clicking or by pressing .

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• Press to save the settings, obtaining, thus, the picture below.

3. In order to update the readings of a counter follow the steps below.

• Click on the button at the bottom right corner of the window above to open the calendar and
choose the date from which you would like to update the counter (in the example above we
chose the 11th Feb. 2003).
• Click on the last empty line of the bottom window above, under the heading “Date” and type in
the date of your reading (in the format DD/MM/YYYY).
• Click on the active line of the bottom window above under the heading “Value” and type in the
value of your reading.
• Repeat the preceding two steps for as many readings as you have available, and you will obtain
the window below.

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(*) Notice on the window above on the active line under the heading “Average” that a value appears
and is modified every time you enter a new reading. This value is the average usage of the respective
piece of machinery (e.g. running hours per day) and is used for the prediction of the date that a
counter based job is to take place at the next future instance.

• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete a counter reading, click on the correct line to make it active (grey) and
then click on .

C. Remarks

• You may notice on the lower part of the counters window the indication . If for some
reason (e.g. some machinery is replaced by a new one) you would like to set a counter to zero
click on the box on the last line to have it ticked and the value is set to zero.
• The value appearing under the heading “Average” represents the average usage per day (e.g.
running hours per day) for a counter monitored machinery. This average usage is updated
every time a new reading is inserted. This average usage time is used for the prediction of the
date that a counter based job is going to take place at the next future instance. Therefore, it is
very important that related counter readings must be inserted in the system and updated often.

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G.6 How to define “Companies”

A. General
By the term “Company” a management company is meant and it is usual practice to have a number of
management companies for a fleet of vessels.

B. Procedure
In order to define/view companies you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries” and then “Companies” as shown in the picture below.

The following window will appear:

By scrolling the window to the right you may see more fields as below.

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2. In order to add a new company:

• Click on each of the fields on the last empty line and type in the correct data. The headings on
each column are self explanatory.
• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete an already existing “company”, click on the correct line to make it
active (grey) and then click on .

Other operations
• In order to attach a logo double click on and a browser will open through which you can
select the logo to be attached.
• In order to delete a logo click on on the correct line.
• In order to view an attached logo (or any other attached document) double click on .
• In order to replace a logo double click on and a browser will open through which you can
select the new logo to be attached.

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G.7 How to define “Departments”

A. General
“Departments” are used to classify shipboard personnel. The usual departments are deck and engine,
but their number may vary from one company to the other.

B. Procedure
In order to define/view departments you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries” and then “Departments” as shown in the picture below.

The following window will appear:

2. In order to add a new department:

• Click on each of the fields on the last empty line and type in the correct data, as in the example
above. The headings on each column are self explanatory.
• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete an already existing “department”, click on the correct line to make it
active (grey) and then click on .

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G.8 How to define personnel “Ratings”

A. General
“Rating” is used to define shipboard personnel by position/specialization. All “ratings” are classified by
department.

B. Procedure
In order to define/view ratings you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries” and then “Departments” as shown in the picture below.

The following window will appear:

2. In order to add a new rating:

• Click on each of the fields on the last empty line and type in the correct data, as shown above.
The headings on each column are self explanatory.
• In order to define the “Department” and “Currency” click on the button to open the
respective window and select your choice.
• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete an already existing “rating”, click on the correct line to make it active
(grey) and then click on .

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G.9.1 How to define “Certificates /

Surveys”
(*) See also “How to define/plan/complete a Certificate/Survey”

A. General
A Certificate is a document necessary for the operation of the ship, which normally has a validity period
and must be renewed. A Survey or Audit is a recorded inspection, which is recurrent and its findings
must be documented. There are various types of certificates/surveys required by class, flag, statutory,
safety and other reasons.
The system contains a significant number of certificates/surveys from which the user can retrieve the
required ones. However, in case that a required certificate/survey does not exist in the system the user
must define it, so that it can later be planned for the specific vessel and consequently followed
periodically for its renewal.

B. Procedure
In order to define a new certificate/survey you must follow the procedure below:

• On the Menu Bar you must click “Auxiliaries”, then “Certificates” and then “Definition” as
shown in the picture below.

The window below will appear on the screen.

If you scroll the above screen to the right, you may find other fields as shown below.

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• Scroll down the last empty line of the window above and click on it to make it active (grey).

On the headers of the columns on the window above you can see the fields to be filled in for the new
certificate/survey. These fields have as follows.

• “Class”. Click on the button on the active line to obtain the following window.

On the window above you may see a list of the classification societies and “Common” for
certificates/surveys that are common to all classes. Locate the correct class by clicking on it
and then select it by double clicking or by pressing .

• “Category”. Click on the button on the active line to obtain the following window.

On the window above you may see a list of the categories, which are self explanatory. Locate
the correct category by clicking on it and then select it by double clicking or by pressing
.

• “Type”. Click on the button on the active line to obtain the following window.

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On the window above you may see a list of the types of certificates/surveys, which are self
explanatory. Locate the correct type by clicking on it and then select it by double clicking or by
pressing .

• “Description”. Type in, here, the name/title of the certificate /survey in free text format. In the
example above we have typed in “Test Purpose Certificate”.

• “Period”. This field is related to the next one, i.e. “Code”. The “Period” is a numeric field
specifying every how many units of time (the units are specified in “Code”) the
certificate/survey should be renewed/carried out. This is a compulsory field and in cases that a
certificate does not need renewal (it follows the vessel throughout her life) you must insert a big
value, e.g. 99 years.

• “Code”. Click on the button on the active line to obtain the following window.

On the window above you may see a list of time units, which are self explanatory. Locate the
correct code by clicking on it and then select it by double clicking or by pressing .

• “Monitor”. Click on the button on the active line to obtain the following window.

On the window above the notations have the following meanings:

o “Fix”: The date for the next certificate renewal or survey is specified according to the
last due time and not the last time it was actually done.
o “Flexible”: The date for the next certificate renewal or survey is specified according to
the last time it was actually done and not the last due time.
Locate the correct monitor by clicking on it and then select it by double clicking or by pressing
.

• “Monitored wrt” (monitored with respect to). Click on the button on the active line to obtain
the following window.

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On the window above you may see a list of other certificates/surveys. It may happen that a
certificate/survey is dependent on another one. This dependency is defined here. Locate the
correct line by clicking on it and then select it by double clicking or by pressing .

• “M(-)” , “M(+)”. In these two fields the time window for renewing a certificate / carrying out a
survey is specified. “M” stands for months. Both fields are numeric.

• “Ord” (order). This an alphanumeric field which is filled in for sorting purposes.

Having done the above your new certificate/survey has been defined.

• In order to delete an already defined certificate/survey locate it first and click on it to make it
active (grey). Then press .

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G.9.2 How to define certificate/survey

“Types”
A. General
Certificates/Surveys can be classified in different types. Although these types are standard, KAPA allows
the user to define any type of certificate/survey.

B. Procedure
In order to define/view certificate/survey types you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Certificate” and then “Types” as shown in the
picture below.

The following window will appear:

2. In order to add a new type:

• Click on the last empty line to make it active (grey) and type in the desired new “type” (see
above).
• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete an already existing “type”, click on the correct line to make it active
(grey) and then click on .

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G.9.3 How to define certificate/survey

“Classes” (Classification Societies)
A. General
Certificates/Surveys can be classified by classification society (class). Each vessel is assigned to a class
and, this way, certificates/surveys are grouped by class. Although these classes are standard, KAPA
allows the user to define a new class / delete an existing one.

B. Procedure
In order to define/view classes you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Certificate” and then “Classes” as shown in the
picture below.

The following window will appear:

2. In order to add a new class:

• Click on the last empty line to make it active (grey) and type in the desired new “Class Name”
(see above).
• Click on to save the settings and then to close the window and complete the
operation.

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• If you would like to delete an already existing “class”, click on the correct line to make it active
(grey) and then click on .

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G.10.1 How to define “Budget Categories”

A. General
The system gives the freedom to the user to define as many budget categories as desired, according to
company practice.

B. Procedure
In order to define/view budget categories you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Budget” and then “Categories” as shown in the
picture below.

The following window will appear:

2. In order to add a new budget category:

• Click on the last empty line to make it active (grey) and type in the desired new “Description”
and, optionally, the corresponding ‘Code’, i.e. an abbreviation of the description (see above).
• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete an already existing “category”, click on the correct line to make it
active (grey) and then click on .

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G.10.2 How to define “Budget Codes”

A. General
Once the budget categories have been defined, it is possible to break costs down further, by defining
budget codes. This way, expenditures can be monitored in more detail.

B. Procedure
In order to define/view budget codes you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Budget” and then “Codes” as shown in the
picture below.

The following window will appear:

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2. In order to add a new budget code:

• Click on the last empty line to make it active (grey) and click on the button on the column
headed “Category”, in order to open the budget categories window, as shown above.
• Locate the correct category and click on it to make it active (grey). Select it by double clicking or
by clicking .
• Type in the “Code” and “Description” on the active line.
• The column ‘User Input’ (optional) when ticked denotes that for this budget code all sums will
be input by the user and not calculated automatically by the system. If left unticked the system
will collect the figures and provide totals.
• The column ‘Starting Month’ denotes the calendar month that the corresponding budget code
was created and is filled in automatically by the system.
• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete an already existing “code”, click on the correct line to make it active
(grey) and then click on .

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G.11.1 How to define “Spare’s Supplier

Areas”
A. General
Specific suppliers can be assigned to different areas worldwide.

B. Procedure
In order to define/view supplier areas you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Supplier”, then “Spares” and then “Areas” as
shown in the picture below.

The following window will appear:

2. In order to add a new supplier area:

• Click on the last empty line to make it active (grey) and type in the desired area description (see
above).
• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete an already existing “area”, click on the correct line to make it active
(grey) and then click on .

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G.11.2 How to define “Spare’s Suppliers”

A. General
“Suppliers” are agencies which can respond to enquiries and orders of the company, in order to supply
required materials (spares). By default, the system considers the makers of the shipboard machinery as
suppliers.

B. Procedure
In order to define/view suppliers you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Supplier” and then “Definition” as shown in the
picture below.

The following window will appear:

2. In order to add a new supplier:

• Click on the last empty line to make it active (grey) and type in the desired description/value for
each field. The respective column headings are self explanatory. However,

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1. Click on the button on the column headed “R”, in order to open the “supplier
ratings” window, as shown above, choose the correct rating by clicking and then
select it by double-clicking or by pressing . (see “How to define suppler
ratings”).
2. Click on the button on the column headed “Area”, in order to open the “supplier
areas” window, choose the correct area by clicking and then select it by double-
clicking or by pressing . (see “How to define supplier areas”).

• Click on to save the settings and then to close the window and complete the
operation.

• If you would like to delete an already existing “code”, click on the correct line to make it active
(grey) and then click on .

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G.11.3 How to define “Spare’s Supplier

Ratings”
A. General
“Suppliers” can be classified according to ratings. Ratings are characterizations of the suppliers
according to their reliability, gained by experience.

B. Procedure
In order to define/view supplier ratings you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Supplier” and then “Ratings” as shown in the
picture below.

The following window will appear:

2. In order to add a new supplier rating:

• Click on the last empty line to make it active (grey) and type in the desired “Rating” and
“Description” in the respective fields (see above). “Ratings” can be numbers or alphanumeric
values as well.

• Click on to save the settings and then to close the window and complete the
operation.

• If you would like to delete an already existing “rating”, click on the correct line to make it active
(grey) and then click on .

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G.11.4 How to define “Spare’s Supplier

Assignments”
A. General
Supplying of spares can be assigned to specific suppliers via the “Supplier Assignment” facility. This
facility can help the creation of enquiries process in the “Purchasing” module.

B. Procedure
In order to assign/view suppliers for spares you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, then “Supplier” and then “Assignment” as shown in
the picture below.

The following window will appear:

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2. In order to assign a supplier for specific spares:

• Click on the button on the top right corner of the window above, in order to open the
suppliers window as shown below.

• Locate the desired supplier in the window above and click on it to make it active (grey).
• Select the supplier by double clicking on it or by pressing and you will obtain the
following picture.

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• Click on the symbol in front of each item on the left hand side of the window above, in order
to expand the list, until you locate the component for which you would like to assign the already
selected supplier/vendor.
• Click on the correct component to make it active (coloured).
• Click on the button (in the middle of the window above) to transfer the selected component
to the right hand side of the window, under the selected supplier/vendor.
• Repeat the above steps for as many components as desired.
• In case you would like to delete one of the already chosen components (on the right hand side
of the window above), click on it to make it active (coloured) and press the button , to
transfer it back to the left hand side of the window.
• Once you have completed your operation, click on to save the settings and then
to close the window.

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G.12 “Currencies”
A. General
Various currencies are used in the economic transactions (e.g. purchase of spares, other expenses) of a
vessel. These currencies are defined herewith.

B. Procedure
In order to view currencies you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries” and then “Currencies” as shown in the picture below.

The following window will appear:

The window above contains most of the currencies worldwide (the window can be scrolled in
order to view all currencies in the system).

2. Not all of the above currencies appear in the “Purchasing” or the “Budgets” modules. Only the ticked
ones appear, which are found under the column headed “Show”.

• In order to make a currency appear in the modules above, so that it can be selected, click on
on the correct line and it will become ticked .
• Click on to save your settings and then to close the window and complete
the operation.

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G.13 How to define “Units”

A. General
Various units are used for measurements. For example, units used may be pieces, sets, kgs, etc. All units
defined in the system can be found here and more units can be defined.

B. Procedure
In order to define/view units you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries” and then “Units” as shown in the picture below.

The following window will appear:

The window above contains many units used worldwide (the window can be scrolled in order
to view all units in the system).

2. Units can be added or deleted as follows:

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• In order to add a new unit, go to the last empty line on the window above and type in the
desired unit in the format that you would like it to appear. You may type the ‘Description’ (up to
20 characters) and the ‘Abbreviation’ (up to 5 characters).
• Click on to save your settings and then to close the window and complete
the operation.
• In case you would like to delete a unit locate it first and click on it to make it active (grey). Then
click on .

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G.14 How to define “Notations”

A. General
Notations are typical expressions used mainly in the “Purchasing” module. Such a notation can be for
example the wording by which you may start an order to be sent to a supplier. By use of these notations
the user can save time when retrieving them instead of typing them in each time.

B. Procedure
In order to define/view notations you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries” and then “Notations” as shown in the picture below.

The following window will appear:

2. Notations can be added or deleted as follows:

• Go to the last empty line of the window above and type in a “Short Description”, by which you
will recognize the notation, and then under the heading “Notation” type in the full wording.
• Click on to save your settings and then to close the window and complete
the operation.
• In case you would like to delete a notation locate it first and click on it to make it active (grey).
Then click on .

3. Use of notations

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When in the “Purchasing” module, you may view a screen as the one shown below.

• Notice on the bottom left corner of the screen above the empty space for .
• Click on the icon and you will open the notations window as shown below.

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• Locate the notation of your choice and click on it to make it active (grey). Select it by double
clicking or by pressing . This way the selected notation will appear in the “Notes”
window.

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G.15 How to define “Message

Categories”
A. General
Many times it has been proved very useful to categorize the messages of the internal messaging facility
offered by KAPA. The “Message Category”, therefore, offers a valuable searching and grouping tool of
messages, especially after a certain period of operation where their number may become quite large.

B. Procedure
In order to define/view message categories you must follow the procedure below.
1. On the Menu Bar you must click “Auxiliaries” and then “Message Categories” as shown in the picture
below.

The following window will appear:

2. In order to add a new category:

• Click on the last empty line to make it active (grey) and type in the desired “Message Category”.
• Click on to save the settings and then to close the window and complete the
operation.
• If you would like to delete an already existing “Message Category”, click on the correct line to
make it active (grey) and then click on .

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G.16 Definition of “Countries” and

“Ports”
For the definition of a new country, use the ‘Auxiliaries\Countries’ menu option.

Scroll at the bottom line of the list. There is an empty line where you can input the name of a new
country.

For the definition of a new port, use the ‘Auxiliaries\Ports’ menu option.

Scroll at the bottom line of the list. There is an empty line for the definition of a new Port.
Input the name in the first column. In the second column, select the Country. Use the third column to
input the short-code for the port (usually 5 characters, two denoting the country, 3 specifying the port).

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G.17 How to define “Supplies -

Categories”
A. General
Ship supplies (consumables) can be differentiated in various categories. For example, they can be
differentiated to engine, deck or cabin categories, provisions, paints, lubricants, etc. All related supplies-
categories defined in the system can be found as described below and more categories can be defined.

B. Procedure
In order to define/view supplies-categories you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries” and then “Supplies Categories” as shown in the picture
below.

The following window will appear:

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The window above contains all ‘supplies categories’ already defined in the system and
through the last empty line new ones can be entered.

2. ‘Supplies Categories’ can be added or deleted as follows:

• In order to add a new category, go to the last empty line on the window above and type in the
desired ‘Description’ and a short ’PREFIX’. A specific category can be allocated by default to a
budget code (‘Def. Budget Code’), by choosing from the drop down list of existing budget
codes, as shown in the picture above.
• Click on to close the window and complete the operation.
• In case you would like to delete a category locate it first and click on it to make it active (grey).
Then click on .

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G.18.1 How to define “Suppliers” for

“Supplies/Consumables”
A. General
“Suppliers” are agencies which can respond to enquiries and orders of the company, in order to provide
required materials (in this case supplies/provisions).

B. Procedure
In order to define/view suppliers (for Supplies/Consumables) you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, “Supplier”, “Supplies/Consumables” and then
“Definition” as shown in the picture below.

The following window will appear:

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2. In order to add a new supplier:

• Click on the last empty line to make it active (grey) and type in the desired description/value for
each field. The respective column headings are self explanatory. However,
1. Click on the button on the column headed “Type”, in order to open the “supplies
categories” window, as shown above. This may be done in case a supplier specializes
in one category of supplies, otherwise it should be left blank. Choose the correct
supplies category by clicking and then select it by double-clicking or by pressing .
(see “How to define supplies – categories”).
2. Click on the button on the column headed “Rating”, in order to open the “supplier
ratings” window, choose the correct rating by clicking and then select it by double-
clicking or by pressing (see “How to define supplier ratings for
supplies/consumables”).
3. Click on the button on the column headed “Country”, in order to open the
“Countries” window, choose the correct country by clicking and then select it by
double-clicking or by pressing . (see “Definition of countries and ports”).
4. On the lower part of the window shown above and for the supplier selected (grey) on
the upper part, you may optionally define the port(s) this supplier serves.

• Click on to close the window and complete the operation.

• If you would like to delete an already existing “supplier”, click on the correct line to make it
active (grey) and then click on .

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G.18.2 How to define “Supplier Ratings” for

Supplies/Consumables
A. General
“Suppliers” for Supplies/Consumables can be classified according to ratings. Ratings are
characterizations of the suppliers according to their reliability, gained by experience.

B. Procedure
In order to define/view supplier ratings you must follow the procedure below.

1. On the Menu Bar you must click “Auxiliaries”, “Supplier”, “Supplies/Consumables” and then
“Ratings” as shown in the picture below.

The following window will appear:

2. In order to add a new supplier rating:

• Click on the last empty line to make it active (grey) and type in the desired “Description” and the
short “Code” in the respective fields (see above).

• Click on to close the window and complete the operation.

• If you would like to delete an already existing “rating”, click on the correct line to make it active
(grey) and then click on .

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IMPORT - EXPORT

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H How to Import - Export

H.1 General
Communication between Kapa MPI installations at the office and onboard vessels is achieved by the
exchange of files, called Import/Export files. These files contain all the data that have been
added/changed since the last time of communication.

A vessel can only communicate with the office and vice versa. There can be no communication between
a vessel and other vessels. The office sends its data to the vessel (Export) by using the Kapa MPI Export
function and the vessel retrieves the data from the office (Import) by using the Kapa MPI Import function.
Similarly, the vessel exports its data to the office and subsequently the office imports these data using
the same functions.

File Types

There are two types of Export files, those that contain data and those that contain documents (forms,
pictures, etc).

The name of the file for data has the extension .KEF (Kapa Export File) and follows the format:

O_VesselName + 5 DIGIT SERIAL NUMBER + .KEF (for an export file created at the office installation) or
V_VesselName + 5 DIGIT SERIAL NUMBER + .KEF (for an export file created at the ship installation)

For example:
O_GLORY00015.KEF
where
O_ export from Office installation
VesselName = GLORY
SERIAL NUMBER = 00015

or

V_GLORY00124.KEF
where
V_ export from Vessel installation
VesselName = GLORY
SERIAL NUMBER = 00124

When Kapa MPI exports documents it creates one .zip file, containing all documents to be exported. The
name of this .zip file is given by the user as well as its location.

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File System Structure

Upon installation of KAPA MPI, within the root directory (usually Kapa32), the MAILOUT and MAILIN
folders are created, where data export/import files are stored. The structure of these folders is shown
below:

\MAILOUT folder in the Office installation

Installation folder (usually kapa32) \ MAILOUT \ VesselName1 (contains .KEF files for the specific
vessel)
\ VesselName2 (contains .KEF files for the specific
vessel)
\ VesselName3 (contains .KEF files for the specific
vessel)
……..
\ VesselNameN (contains .KEF files for the specific
vessel)
\ Exported (contains .KSD files for all vessels)

As can be seen the office installation MAILOUT folder contains as many sub-folders as the number of
vessels of the company’s fleet plus one sub-folder named ‘Exported’.

When creating an export data file for a specific ship, a .KEF file is created and stored automatically within
the appropriate \MAILOUT\VesselNameX sub-folder. In parallel a copy of this export (.KEF) file is created
and stored within the \MAILOUT\Exported sub-folder, with the extension .KSD, meaning sent file.

\MAILOUT folder in the Ship installation

Installation folder (usually kapa32) \ MAILOUT \ VesselNameX (contains .KEF files for the specific
vessel)
\ Exported (contains .KSD files for all vessels)

As can be seen the ship installation MAILOUT folder contains one sub-folder named after the specific
ship plus one sub-folder named ‘Exported’.

When creating an export data file for the specific ship, a .KEF file is created and stored automatically
within the \MAILOUT\VesselNameX sub-folder. In parallel a copy of this export (.KEF) file is created and
stored within the \MAILOUT\Exported sub-folder, with the extension .KSD, meaning sent file.

Similarly the MAILIN folder has the following structure:

\MAILIN folder in the Office installation

Installation folder (usually kapa32) \ MAILIN \ Here the .KEF files received from all vessels must be
copied before import
\ Imported (contains .KRD files for all vessels)

As can be seen the office installation MAILIN folder contains one sub-folder named ‘Imported’. All .KEF
files received from the vessels must be copied within the MAILIN folder. After they are imported they are
removed by the system from this location and copied within the MAILIN\Imported sub-folder. At the
same time, their extension is changed to .KRD (Read Files).

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\MAILIN folder in the Ship installation

Installation folder (usually kapa32) \ MAILIN \ Here the .KEF files received from the office must be
copied before import
\ Imported (contains .KRD files the specific vessel)

As can be seen the ship installation MAILIN folder contains one sub-folder named ‘Imported’. All .KEF
files received from the office must be copied within the MAILIN folder. After they are imported they are
removed by the system from this location and copied within the MAILIN\Imported sub-folder. At the
same time, their extension is changed to .KRD (Read Files).

How Import / Export works

In the newer KAPA versions (3.1.10 or newer) both sites office and vessel can send any number of
export files to the other site, successively. Similarly, both sites can receive any number of imports,
successively. Therefore, there is no restriction on the use of the import/export utilities and each site can
proceed to import/export actions when reckoned necessary.

[For the older versions of KAPA the idea behind use of import/export had as follows.

The basic idea behind Kapa MPI Import/Export operation is that a site at a Kapa MPI installation can either be in the
Import or Export state but not both at the same time. In what state a site is depends on what operation it had
performed last. If a site had previously exported data then it is in Import state, i.e. it waits for data to be imported. In
an office-vessel communication this means that office and vessel cannot Export at the same time. If the vessel is in
Import state then office must be in the Export state and therefore can export data. When office exports it
automatically changes its state to Import. At that time and until data reach the vessel neither the vessel nor the office
can export. When the file is transmitted to the vessel, then the vessel, which is in Import state, imports the data and it
automatically changes its state to Export. It can now export its data to the office and the above procedure is repeated
for the office.

Each export file that is created is given a serial number (see file types), starting with 00001 for the site that initiates the
export procedure (usually the office), 00002 for the reply from the other site (the vessel) and so on.]

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H.2 Export Procedure

H.2.1 Export Data
Click on ‘File’ at the far left of the menu bar and select ‘Export\Data’, as shown below:

In those applications where old and new versions of the program co-exist, the following window
appears on which you have to make the appropriate selection.

After choosing on the above window (e.g. ‘Version 3.1.10 or newer’) the following window will be
obtained.

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Select the vessels for which data are to be exported and press ‘Export’. Data export files will be
automatically created for the selected (above) vessels.
These data export files will be stored in the appropriate folders as described below.
Within the root directory of the KAPA installation there exists a folder named ‘MAILOUT’. Within this
folder there exist as many sub-folders as the number of the vessels belonging to the company’s fleet
(with appropriate vessel names) in the office installation [in the vessel installation there is one such sub-
folder with the appropriate Vessel name], plus one sub-folder named \Exported.
When you press ‘Export’ appropriate data export files are created and stored within the
\MAILOUT\VesselName sub-folder with the extension .KEF (Kapa Export File). At the same time a copy
with the extension .KSD (Kapa Sent file) is created within the \MAILOUT\Exported sub-folder. The .KEF
file is the file that must be actually transferred to the other side (e.g. by e-mail) in order to be imported.

The structure of the file system mentioned above has already been described in section H.1 and is
shown again in a more illustrative manner in section H.4 - Appendix to the import/export procedures.

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H.2.2 Export Documents

Click on ‘File’ at the far left of the menu bar and select ‘Export\Documents’, as shown below:

The following window appears, within which you can make the appropriate selections.

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By pressing ‘Export’ you will obtain the following window containing a browser.

By use of the browser on the above window, you can define the location where a .zip file will be created
with the file name shown above. This .zip file contains all documents to be exported. Thus, once, by use
of the browser, the location of the .zip file to be created has been decided, press ‘Save’.

The created .zip file must be transferred to the other side by use of appropriate means.

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H.3 Import Procedure

H.3.1 Import Data
Once a data export file (.KEF file) is received from the other side it must be copied within the \MAILIN
folder in the root directory of the KAPA installation. Within this folder there exists a sub-folder named
‘Imported’. Once a .KEF file is imported, as described below, the .KEF file is removed, by the system,
from the MAILIN folder and copied within the \MAILIN\Imported sub-folder changing at the same time
the extension to .KRD (Read File) from .KEF (see also section H.1 above).

The above are implemented as described below.

Click on ‘File’ at the far left of the menu bar and select ‘Import\Data’, as shown below:

In those applications where old and new versions of the program co-exist, the following window
appears on which you have to make the appropriate selection.

After choosing on the above window (e.g. ‘Version 3.1.10 or newer’) a window like the following will be
obtained.

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Select the vessel (or vessels) from the above window from which you would like to import data and
press ‘Import’. The system will automatically import the appropriate data from the imported files (.KEF
files).

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H.3.2 Import Documents

Once a documents export file (.zip file) is received from the other side it must imported.

This is done as described below.

Click on ‘File’ at the far left of the menu bar and select ‘Import\Data’, as shown below:

In those applications where old and new versions of the program co-exist, the following window
appears on which you have to make the appropriate selection.

After choosing on the above window (e.g. ‘Version 3.1.10 or newer’) a browser opens by use of which
the documents .zip file to be imported must be located, as shown below.

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Select the appropriate .zip file on the window above by clicking on it and then press ‘Open’. The
following window will be obtained.

Press ‘Import’ on the window above and all documents will be imported automatically.

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H.4 Appendix

to the

Import / Export procedures

(diagrammatic illustrations)

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Import Export Process

Office ....MAILOUT\ShipA\O_ShipA00025.KEF Delete and copy to ...\MAILOUT\Exported\O_ShipA00025.KSD

Physical file transfer to ship

via Outlook, Communication S/W, etc.

Ship ... MAILIN \O_ShipA00025.KEF

After Import delete

and copy to

.... MAILIN\Imported\O_ShipA00025.KRD

SHIP ....MAILOUT\ShipA\V_ShipA00032.KEF Delete and copy to ...\MAILOUT\Exported\V_ShipA00032.KSD

Physical file transfer to ship

via Outlook, Communication S/W, etc.

OFFICE ... MAILIN \V_ShipA00032.KEF

After Import delete

and copy to

.... MAILIN\Imported\V_ShipA00032.KRD

NOTATIONS
The prefix V_ means that the file was sent by the Vessel. The prefix O_ means that the file was sent by the Office. The .KEF : exported files
number in the files name is the order number of the export. For example, V_ShipA00038.KEF means the 38th export .KSD : sent files
from ShipA. .KRD : read files

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OFFICE

EXPORT (MAILOUT Directory)

...\MAILOUT\Ship1
\Ship2
\Ship3 ..\MAILOUT\Exported
O_Ship300018.KEF Export O_Ship300018.KSD
O_Ship300019.KEF
O_Ship300020.KEF

\Ship N

1. The MAILOUT is the directory that contains the .KEF files to be exported. It has as
many sub-directories as the vessels of the company fleet, plus one sub-directory
named \Exported.

2. The sub-directory \Exported contains a copy of the actually exported files (.KEF files)
with the extension .KSD (meaning file send). The .KSD file is created automatically at
the same time the .KEF file is created. Hence, after actual export, either manually or
automatically by the communication S/W, the .KEF file(s) must be deleted from the
ships directory ...\MAILOUT\ShipX.

IMPORT (MAILIN Directory)

...\MAILIN ...\MAILIN \Imported

V_ShipX00132.KEF Import V_ShipX00132.KRD

1. ...\MAILIN contains all data files from different ships with extension .KEF received from
the ships and not yet imported. In addition it contains the sub-directory with the name
\Imported.

2. The sub-directory \ Imported contains a copy of the actually imported files with the
extension .KRD (meaning file read). Hence, after successful import, files are deleted
from the ...\MAILIN directory and copied (for backup) to the ...\MAILIN\Imported directory
with the extension .KRD (meaning files read).

File Notation
The prefix V_ means that the file was sent by the Vessel. The prefix O_ means that the file
was send by the Office. The number in the files name is the order number of the export.
For example, V_ShipA00038.KEF means the 38th export from ShipA.

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VESSEL

EXPORT (MAILOUT Directory)

...\MAILOUT\ShipA ..\MAILOUT\Exported
V_ShipA00018.KEF Export V_ShipA00018.KSD
V_ShipA00019.KEF
V_ShipA00020.KEF

1. The MAILOUT is the directory that contains the .KEF file(s) to be exported. It has two
sub-directories. One having the name of the ship and the other is named \Exported.

3. The sub-directory \Exported contains a copy of the actually exported files (.KEF files)
with the extension .KSD (meaning file send). The .KSD file is created automatically at
the same time the .KEF file is created. Hence, after actual export, either manually or
automatically by the communication S/W, the .KEF file(s) must be deleted from the
ships directory ...\MAILOUT\ShipA.

IMPORT (MAILIN Directory)

...\MAILIN ...\MAILIN \Imported

O_ShipA00132.KEF Import O_ShipA00132.KRD

1. ...\MAILIN contains all data files with extension .KEF received from the office and not yet
imported. In addition it contains the sub-directory with the name \Imported.

2. The sub-directory \ Imported contains a copy of the actually imported files with the
extension .KRD (meaning file read). Hence, after successful import, files are deleted
from the ...\MAILIN directory and copied (for backup) to the ...\MAILIN\Imported directory
with the extension .KRD (meaning files read)

File Notation
The prefix V_ means that the file was sent by the Vessel. The prefix O_ means that the file
was send by the Office. The number in the files name is the order number of the export.
For example, V_ShipA00038.KEF means the 38th export from ShipA.

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H.5 The case of “Missing Data” in the

Import\Data procedure
General
The synchronization of the office and onboard databases is achieved by the export /import process which is
done in both directions. However, the user, when trying to import a kef file from the other side, may come across
the situation that the kef file presupposes the existence of data which may not be available in his database. In
this case the system automatically requests these missing data from the other side.
The procedure to be followed in such a case is presented below.

Procedure

1. The vessel cannot import an office kef file

Every time KAPA (onboard) is not able to import an office kef file (e.g. the kef file is “O_VESSEL00019.KEF”) an
error log is automatically created in the MAILIN folder (e.g. “Errors_O_VESSEL00019.Log”) and the user is
notified that import has failed.

When you open the “Errors…Log” file (as mentioned above) and it says that there were ‘Missing data’, it means
that another file has been automatically created named “V_REQ_VESSEL00019.KEF”, which can be found in
the MAILOUT folder (where you find your export files). This “V_REQ_....KEF” file must be sent to the office as
any other export “V_VESSEL…KEF” files you create when you perform export from the vessel.

Once the office receives this “V_REQ_VESSEL00019.KEF” file, they must copy it into their MAILIN folder and
perform an export as usual. A file named “O_ADD_VESSEL00019.KEF” will be automatically created in the
office MAILOUT folder.

The office will send to the vessel the “O_ADD_VESSEL00019.KEF” file. This file must be copied in the vessel’s
MAILIN folder (together with any other existing KEF files there) and import must be performed as usual.

Notice the same numbering in all above files.

Schematically, the above sequence has as follows:

1. Vessel cannot read “O_VESSEL00019.KEF”
2. “Errors_O_VESSEL00019.Log” is created.
3. When above “Errors…Log” mentions ‘Missing data’, it means that the file
“V_REQ_VESSEL00019.KEF” has automatically been created in your MAILOUT folder (within the
vessel subfolder).
4. Send “V_REQ_VESSEL00019.KEF” to the office.
5. Wait for the office to send back an “O_ADD_VESSEL00019.KEF” file.
6. Copy the “O_ADD_VESSEL00019.KEF” in your MAILIN folder and perform Import from KAPA as
usual. The file “O_VESSEL00019.KEF” must also be present in the MAILIN folder.

NOTICE THE SAME NUMBERING IN ALL ABOVE FILES.

2. The office cannot import a vessel kef file

The reverse procedure as above applies for the office, as found below.

Every time KAPA (in office) is not able to import a vessel kef file (e.g. the kef file is “V_VESSEL00022.KEF”) an
error log is automatically created in the MAILIN folder (e.g. “Errors_V_VESSEL00022.Log”) and the user is
notified that import has failed.

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When you open the “Errors…Log” file (as mentioned above) and it says that there were ‘Missing data’, it means
that another file has been automatically created named “O_REQ_VESSEL00022.KEF”, which can be found in
the MAILOUT folder (where you find your export files). This “O_REQ_....KEF” file must be sent to the vessel as
any other export “O_VESSEL…KEF” files you create when you perform export from the office.

Once the vessel receives this “O_REQ_VESSEL00022.KEF” file, they must copy it into their MAILIN folder and
perform an export as usual. A file named “V_ADD_VESSEL00022.KEF” will be automatically created in the
vessel’s MAILOUT folder.

The vessel will send to the office the “V_ADD_VESSEL00022.KEF” file. This file must be copied in the office’s
MAILIN folder (together with any other existing KEF files there) and import must be performed as usual.

Notice the same numbering in all above files.

Schematically, the above sequence has as follows:

1. Office cannot read “V_VESSEL00022.KEF”
2. “Errors_V_VESSEL00022.Log” is created.
3. When above “Errors…Log” mentions ‘Missing data’, it means that the file
“O_REQ_VESSEL00022.KEF” has automatically been created in your MAILOUT folder (within the
vessel subfolder).
4. Send “O_REQ_VESSEL00022.KEF” to the vessel.
5. Wait for the vessel to send back a “V_ADD_VESSEL00022.KEF” file.
6. Copy the “V_ADD_VESSEL00022.KEF” in your MAILIN folder and perform Import from KAPA as
usual. The file “V_VESSEL00022.KEF” must also be present in the MAILIN folder.

NOTICE THE SAME NUMBERING IN ALL ABOVE FILES.

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BACKUP / RESTORE

KAPA DATABASE

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I.1 How to Backup the KAPA Database

Within the Installation manual (Section C-Installation /Step 4) it has been explained how one can set the
system to make scheduled backups, i.e. backups taken at a specific periodicity. Again, within the
Installation manual (Section E – 2 Database Operations) it is described how one could take a backup of
the database, at any instance, by use of the KapaMPISetup function.

However, here, a more convenient way of taking a database backup (at a certain instance) is shown. For
this, in Windows select ‘Start\ Programs\KapaMPI Application\Backup KapaMPI database’, as shown in
the picture below.

IMPORTANT NOTE: This facility is available only on the server computer.

By pressing on ‘Backup KapaMPI database’, the system will respond by showing the location (path) and
name of the backup file (notice the .bak extension of the filename), which will be created.
By pressing ‘OK’ the backup file will be created in the pre-specified location (the default location where
backup files are stored is on the server computer in “C:\Program Files\Microsoft SQL Server\
MSSQL$KAPA32SERVER\BACKUP”), from where it can be retrieved.

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I.2 How to Restore the KAPA

Application Database from a saved
backup
Restoration of the Kapa Database means replacement of all current data contained in it, by data
contained in a file produced by a backup operation, i.e. a file with extension .bak.

Within the Installation manual (Section E – 2 Database Operations) it is described how one could restore
the database, at any instance, by use of the KapaMPISetup function.

However, here, a more convenient way of restoring the database (at a certain instance) is shown.

IMPORTANT NOTE 1: This facility is available only on the server computer.

IMPORTANT NOTE 2: The .bak file to be restored must be located somewhere on the server
computer.
IMPORTANT NOTE 3: Since restoring the database with a .bak file leads to complete loss of current
database data, this facility must be used with prudence and it is advisable that
before a restoring operation a backup of the current database must be taken.
Because of the seriousness of the action the restoration procedure provides
warnings and asks the user to confirm each step.

WARNING: This process will permanently overwrite your working database and replace it with a saved
backup copy! It should only be performed in cases of emergency and only by an authorized user!

1. From the Start Menu, select:

All Programs \ KapaMPI Application \ Restore KapaMPI database

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2. The KapaMPI Setup window will open and it will ask you for the location of the backup file:

Browse to the file containing the backup, selecting the appropriate drive and folder in the “Look in”
drop-down box.
When you find the wanted backup file, click on it and then click “Open”

3. When you select the file you want to restore, the main database restore window will open:

Please verify that the correct database (usually the company’s name followed by the company number,
written after “RESTORE DATABASE”) and file location (after “FROM disk=”is displayed on the
window text.

If you are sure everything is OK, click on “Perform script”.

WARNING: You cannot undo after this point. The database restore process is irreversible.

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4. The restore process will begin and might take several minutes. Please be patient.

WARNING: Do not shut down the pc or close the KapaMPISetup application while the database
restore is being performed! It might leave your database in a damaged and maybe irreparable
state!

When the restore is finished, a text similar to the following will appear on the KapaMPISetup window:

The last line should read “RESTORE DATABASE successfully processed …” and there should be a
green check-mark next to the “Results” tab label.

WARNING: If you do not see the above please contact your company’s IT department!

The database restore is now finished and you may exit the KapaMPISetup application. Click on “Back”.

5. The KapaMPISetup starting screen will appear again:

Now click on “Cancel”

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6. A confirmation dialog box will appear:

Click on “Yes”

The KapaMPISetup application will close.

You may then start Kapa MPI as usual, and it will use the newly-restored database.

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I.3 How to Restore the KAPA Training

Database
A KAPA Training database is a replica of the working database in which any user can enter and test
things without any fear of corrupting data. Therefore, after some period of time the training database
and the working (valid) one may differ considerably. In such a case, it may be considered to restore the
training database so that it resembles the working (valid) database.

This procedure is described in the Installation manual (section E – 4 Special Tasks), however, it is
repeated here as well.

In order to restore the Kapa Training database one may follow the procedure described below.

In Windows select ‘Start\ Programs\KapaMPI Application\KapaMPISetup’, as shown in the following

picture.

The system will respond with the following screen.

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On the screen above, you must choose “Special Tasks” and press ‘Next’, to obtain the screen below.

Select “Recreate training database” on the screen above and press ‘Next’. From there onwards the
procedure is straightforward.

NOTE: The training database is updated with the most recent available backup (.bak) file of the system.
This means that if one would like to have a training database identical to the working one at that
instance, he must take a fresh backup of the working database.

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PURCHASING (SUPPLIES /
CONSUMABLES)

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J.1 General
Background information/data is necessary for the use of the purchasing module for ‘supplies /
consumables’, information on which can be found in chapter G (Auxiliaries), as follows:

• Countries and Ports Section G.16

• Units (quantity units) Section G.13
• Budget Categories Section G.10.1
• Budget Codes Section G.10.2
• Supplies Categories Section G.17
• Suppliers for Supplies/Consumables - Definition Section G.18.1
• Suppliers for Supplies/Consumables - Ratings Section G.18.1

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J.2.1 The “Supplies – Coding System”

general presentation
In the following a general presentation of the Supplies coding system is attempted.

In order to view the supplies coding system existing in the KAPA database go to ‘Auxiliaries’ \ ‘Coding
System’ \ ‘Supplies/Consumables’, as shown below.

By making the above selection you will get the following window.

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In the window above we may see the “Supplies Coding System’s” already existing in our database, such as IMPA, ISSA, JOTUN, etc. We may expand these
choices by clicking on the sign, so that we can view categories and sub-categories of each coding system, as shown below.

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For any category or sub-category selected (highlighted) on the left part of the above window, the contained supply items are shown on the right part. In our
example above, we view the supply items contained in ‘MARICHEM – CLEANING – CARGO HOLD CLEANING’ sub-category. For each supply item we may view
the ‘Code’, ‘Description’ and ‘Unit’.

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Filtering supply items

In case we want to filter supply items, we click on the icon to obtain the ‘Supplies Items Filter’, as shown below.

We may filter either by the ‘Item Code’ or by the ‘Item Description’. In our example above we decided to choose by the ‘Item description’ all the items containing
the word ‘cement’ in their description. By pressing ‘OK’ above, we obtain only the coding systems categories and sub-categories containing supply items with
the word cement in their description, as in the following picture.

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On the above screenshot we have clicked on the IMPA coding system (highlighted) and on the right hand side we can view all items referring to ‘cement’,
contained in IMPA.

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The use of ‘Find’ for supply items

By clicking (and highlighting in blue) any coding system, category or sub-category on the left side of the ‘Supplies Coding System’ window, the supply items
contained in it appear on the right side. In the example below, we may view all supply items contained in the ‘MARICHEM’ coding system.

At the bottom right of the above window we can see that the system is ready to ‘Find’ in field ‘Code’ (Find in field ‘Code’) since we have clicked in the column
‘Code’. If we clicked anywhere in the column ‘Description’ we would get “ Find in field ‘Description’ ” (and if clicked in column ‘Unit’ we would get “ Find in field
‘Unit’ “.
In the window next to ‘Find What’ we can type part or whole of the Code we are searching for and then we must click on ‘Find First’ and consequently ‘Find Next’,
until we spot the desired supply item. [In a similar manner we can search for finding part or whole of the ‘Description’.]

In the screenshot below we are searching to find supply items having in their description the word ‘conditioner’.

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J.2.2 Definition of a new “Coding System”

A. General
The way to add a new coding system with its own sub-categories and supply items for each sub-category will be shown in this section. The example to be
demonstrated concerns HEMPEL paints, i.e. a new coding system called ‘HEMEL’ will be defined, sub-categories [01 – HEMPADUR], [02 – HEMPALIN] and [03 –
HEMPALINE] will be also defined, as well as supply items for the above sub-categories.

B. Procedure
Firstly we must open the ‘Supplies Coding System’ window, as indicated in the screen shot below.

Thus we will obtain the following window:

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How to define a new coding system and its sub-categories

By clicking on the system will respond as follows:

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The highlighted (in blue) box in the above screen shot can be edited and there we will edit ‘HEMPEL’, as shown below.

Now that we have defined our new coding system, we may add sub-categories, by clicking on and the system will respond as follows:

In the highlighted (in blue) space above we may type the ‘code’ and the ‘name’ of our sub-category ([01] HEMPADUR) as shown below:

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By clicking again on . We can add new sub-categories, as indicated below.

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How to define supply items for a newly defined sub-category

Let us suppose that we would like to define supply items for the sub-category ‘HEMPEL – [01] HEMPADUR’. We must firstly, click and highlight (in blue) the
subcategory, as indicated below:

On the right hand side of the above screen we may start adding supply items, by editing the ‘Code’ and ‘Description and then by selecting the applicable unit. We
may add as many supply items as desired, as shown below:

In case any mistake has been made, we can either correct it by editing again, or in case we would like to delete an inserted supply item we may click on it and

then press the button.

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J.2.3 Definition of new ‘Supply Items’

A. General
In the previous section we explained how a new coding system can be defined along with its sub-categories and supply items for a specific sub-category. In this
section we will indicate how supply items can be added in an already existing sub-category. In the example elaborated below we add supply items in ‘HEMPEL –
[02] HEMPALIN’

B. Procedure
Firstly we open the ‘Supplies Coding System’ window by selecting:

Then, we select the ‘Coding System’ and sub-category desired, as shown below:

On the right hand side of the above window, we click on the empty line and we edit ‘Code’ and ‘Description’ and then select the ‘Unit’. After that we will obtain:

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In case any mistake has been made, we can either correct it by editing again, or in case we would like to delete an inserted supply item we may click on it and

then press the button.

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J.2.4 Conversions of (quantity) Units

A. General
There are cases that conversions from one quantity unit to another are necessary. For example, one
pound of mass [LB(S)] has a certain relation with KG(S) (kilogram), which is “1 LB(S) = 0.454 x KG(S)”.
Again there are cases that a supplier may quote in a different quantity unit than the one enquired; for
example a supply item may have been enquired in KG(S) [kilograms] and a specific supplier may have
quoted in ‘three kilogram tins’ [3 KG TIN]. In this latter case a conversion (relation between a ‘3 KG TIN’
and ‘KG(S)’ must be defined.
The above mentioned cases are explained / elaborated in the following.

B. Procedure
How to view already existing Unit Conversions

Firstly, we must open the ‘Supplies Coding System’ window, as follows:

Then we click on the button and we will get the following picture:

On the ‘Unit Conversion’ window we may select “LB(S)’ and view that ‘1 LB(S) is Equal to 0,454 KG(S)

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Similarly, we can select KG(S) in order to see that ‘1KG(S) is Equal to 2,20264 LB(S)’, as shown
underneath.

How to define unit conversions

As noted in paragraph “A” (General) of this section, there are cases that a supplier may quote in
different quantity units than those enquired. In our example below, we suppose that some supply item
was enquired in KG(S) [kilograms] and a specific supplier quoted in ‘three kilogram tins’. In such a case
and in order that different quotations (from different suppliers) are comparable, we must first define a
new unit ‘TINS 3 KGS’ [TIN3K] and then define the conversion between the new unit and KG(S)
[kilograms]. These will be explained in the following.

a. Definition of the new unit

Through ‘Auxiliaries \ Units’

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we may open the ‘Units’ window, where we must go to the last empty line as shown below:

At the last empty line we may type in the ‘Description’ and ‘Abbreviation’ of the new quantity unit, as
shown below.

After the above we may click on ‘Save’, in order to save the new entry.

b. Definition of the new unit conversion

We open the ‘Supplies Coding System’ window, as follows:

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Then we click on the button in order to obtain the ‘Unit Conversion’ window, on which we
must spot the newly entered unit ‘TINS 3 KGS’, as below:

Once clicked (highlighted in blue) on the unit to be converted, on the right hand side of the above
window we may type in the ‘Factor’ and then select the ‘Unit’, as shown below.

In the above window it has been stated that: 1 ‘TINS 3 KGS’ = 3,00000 x ‘KG(S)’

The inverse relation is automatically calculated and demonstrated, as can be seen below:

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In the above window we can see that: 1 ‘KG(S)’ = 0.33333 x ‘TINS 3 KGS’

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J.3 How to create / confirm / approve a ‘Supplies Requisition’

In order to create a requisition for supplies we must select ‘Purchasing – Supplies’, as shown below.

Following the above selection we will obtain the following screen:

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On the above screen the tab is active.

A. Create a new (draft) requisition for supplies

On the screen shown above, click on the icon which means and can be found on the top left of the screen. By clicking on the system will respond as
follows:

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On the above screenshot, you may notice that a new requisition has been created (highlighted in blue), carrying the indication ‘Draft’.
In this screen we must complete the fields shown on the left hand side (under the indication ‘Requisition Form’), as follows:

Reference Number This will be inserted automatically by the system, when the requisition will be confirmed (see below).
Description This is an editable field

Category To be selected from the ‘Supplies Categories’ available (see Auxiliaries \ Supplies Categories) – Mandatory field
Department To be selected from ‘Departments’ available (see Auxiliaries \ Departments).

Budget Code To be selected from ‘Budget Codes’ available (see Auxiliaries \ Budget \ Codes).

Port To be selected from ‘Ports’ available (see Auxiliaries \ Ports).

Notes You may either type in any desired notes or choose from available standard notations enlisted in the system (see Auxiliaries \ Notations)

Urgent You may mark (tick) the requisition as ‘Urgent’ if necessary.

In the screen shot below the above fields have been completed.

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Now we are ready to add (enlist) supply items in our draft requisition.

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B. Add items to the draft requisition for supplies

In order to add supply items in our draft requisition, we must click on the button and the ‘Supplies Coding System’ window will open, as follows.

The way to search / find in this window has been explained in section J.2.1. In the above screen shot we have used the find facility to locate an item with code
‘171476’. Please note that the quantity (‘No Items‘ field) must be filled in, as shown above.

Once the desired item(s) have been chosen (and the desired quantity specified) we must click on , in order to add these items to the requisition.
After that we may close the window, to obtain the following picture.

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As long as the requisition remains at its ‘Draft’ form, new supply items can be added or existing items can be subtracted (deleted), until the moment we will
decide that it should be confirmed, in order to proceed to the following purchasing steps.

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C. Confirm (turn to ‘Firm’) a draft requisition for supplies

In order to be able to confirm (convert to ‘Firm’) a draft requisition, we must first enter the ‘ROB’ (Remaining On Board) quantity for all supply items, as shown
below.

Then we must tick the box next to ‘Firm’ [ ] and the system will respond asking for confirmation, as follows:

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By pressing ‘Yes’ above the requisition will be confirmed and will be automatically provided with a suitable reference number, as can be seen below.

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D. Approving requisition items and quantities

After confirming the requisition the user (carrying the necessary authority to do so) must approve the items by ticking the box underneath the heading
‘Approved’ and must set the approved quantity (‘Qty App’), as can be seen in the screen shot above. The ‘Qty App’ (approved quantity) is by default equal to ‘Qty
Req’ (requested quantity), but can be modified.
After the above actions we will obtain a picture as follows:

Now the requisition is ready to be further processed to the next purchasing steps (i.e. ‘Enquiries’, etc.).

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J.3.1 Use of supply items with ‘Missing Code’

When preparing a requisition the user might come across the case that a desired item is not enlisted in the supplies coding system. In such a case the user can
define the desired item with missing code, in order to proceed with the compilation of his requisition and its confirmation. However, before approving the
requested items and quantities (section J.3 – D), this item should be enlisted in a suitable coding system sub-category and must be provided with a proper code.
IMPORTANT NOTE: Since the supply items lists are very extensive it often happens that the user cannot find some item(s), while it (they) exist(s) in the lists.
In such a case, entry of a new item will lead to duplications (and consequently multiplications) of the same supply items. In order to
avoid this, a thorough search is required firstly, as described in section J.2.1.
In the following, we will first demonstrate how to define a ‘missing code’ item and include it in a requisition and then how this missing code item can be
transferred to a proper coding system sub-category and be provided with the suitable code.

A. Definition of a ‘missing code’ item and inclusion in a requisition

Let us suppose that we have created the requisition shown below.

We would like to add to the above requisition 12 pieces of ‘DINNER FORK SILVER PLATED’. We have thoroughly searched the supplies coding system and found
out that such forks do not exist there.

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We click on the button, in order to open the ‘Add Items’ window and there we click on , to obtain the ‘Supplies Missing Codes’
window, as follows:

At the bottom empty line of the ‘Supplies Missing Codes’ window, we may enter our new ‘missing code’ item, as shown below.

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After that, we close the above window, we click on ‘MISSING CODES’ on the left hand side of the ‘Add Items’ window, we spot the item in question and type in
the require quantity (‘No Items’), as shown below:

After that we click on and close the window, to obtain the following picture of our requisition:

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B. Transferring of a ‘missing code’ item to a proper coding system sub-category and provision of a suitable code

We open the ‘Supplies Coding System’ window by selecting ‘Auxiliaries \ Coding System \ Supplies/Consumables’ and we click on the button, to
obtain the following picture:

On the left hand side of the above window, we select the ‘coding system / sub-category’ to which we would like to enter our missing code item (in the example
above we have chosen ISSA – [17]TABLEWARE & GALLEY UTENSILS and the items this contains appear at the bottom right part).

On the top right part we spot and select (by clicking) the ‘missing code’ item (DINNER FORK SILVER PLATED). Then we click on the button

, in order to transfer our ‘missing code’ item from the ‘Missing Items’ to the folder ISSA – [17]TABLEWARE
& GALLEY UTENSILS.

After pressing the button we obtain:

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On the above screen and on the lower right part, we spot the just transferred item for which we provide a suitable code (in our example above we used the code
175570).

Now this operation is completed and we may close the window.

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J.4 How to create / confirm ‘Enquiries’ for supplies

While in ‘Purchasing \ Supplies’ press the tab to obtain the ‘Enquiries’ screen, as follows.

By clicking on ‘Create’ next to ‘enquiries’ tab [ ] we may obtain the ‘Create Enquiries from Requisitions’ window below.

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In the upper left part of the window above, all ‘Firm’ requisitions (which are still active) can be viewed, from which the user may choose. In our example we have
chosen ‘CAB.AIG.501.12/R – 12/06/12’. In the lower left part the supply items contained in the selected requisition are shown.
In order to proceed to creating enquiries to be sent to suppliers, we may proceed as follows:

1. Click on the button to obtain the list of suppliers from which to choose, as below.

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2. Select the desired supplier (in our example above we have selected COAST TO COAST INTERNATIONAL MARINE SERVICES) and then press
’OK’, to obtain the picture below, on which we can see the selected supplier on the upper right part.

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3. On the lower left part, mark the items desired (by ‘ctrl+click’ or on the right click on any of these items by pressing ‘Select All’) and then click on

the ‘right arrows’ [ ] to transfer these items to the lower right part, as demonstrated below.

The above steps 1, 2, & 3 may be repeated for any other supplier; in the example shown below we have chosen a second supplier as well.

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After the above we close the window and obtain the following screenshot.

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We notice that we have two draft enquiries, which means that we can delete (or add) items, change the enquired quantity (Qty Enq), etc. Once ready with these
details we must fill in (by selecting) the enquiring ‘Company’ on the left hand side (in the details under ‘Enquiry Form’ and then click/tick in the box provided next
to ‘Firm’ [ ], in order to confirm the enquiries and make them ready to be sent to the suppliers.

The following screenshot indicates the above.

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J.5 How to create / compare ‘Quotations’ for supplies

After sending out the enquiries to the corresponding suppliers, one should wait for their quotations. Once a quotation is received from a supplier, it should be
input into the system following the procedure described below.
Let us suppose that we received a quotation from the supplier ‘COAST TO COAST INTERNATIONAL MARINE SERVICES’ connected to the enquiry
‘CAB.AIG.501.12/R’.

Firstly, we must click on the tab, in order to open the ‘Quotations’ screen as follows.

Then we must click on the ‘Create’ button next to ‘Quotations’ [ ], in order to get the ‘Add Enquiry to Quotation’ window,
as shown below.

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By clicking on the supplier on the upper part of the above screen, the relevant enquired supply items appear on the lower part, as below.

If we click on ‘OK’ on the above window, a relevant quotation will be created, as shown in the screen underneath.

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On the above screen we may enter the unit price for each item (and discount for each item or a total discount applicable for all items on the left part of the
screen). After that we will have a picture like the following:

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The same way we can create a quotation from the other supplier(s), e.g. ‘WORLD MARINE SERVICE (WMS)’ and enter prices, discounts, etc., as follows.

By right clicking on any of the above quotations, we get a number of choices as shown below:

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By selecting ‘Compare Quotations’ above, we get the following window.

In the above window we see a comparison of the quotations. Comparison is made per item and for the total price. The lower prices are indicated in red colour.
The system provides the capability to split the consequent order to more than one supplier. However, for our purposes we will carry on to the ‘Order’ stage with
‘COAST TO COAST INTERNATIONAL MARINE SERVICES’, who quoted a lower total price.

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J.6 How to create ‘Orders’ for supplies

After deciding which supplier(s) we will place our order(s) to (in the previous section we decided to proceed to an order to ‘COAST TO COAST INTERNATIONAL
MARINE SERVICES’, who quoted a lower total price), we must proceed as follows.

Firstly, we must click on the tab, in order to open the ‘Orders’ screen as follows.

Then we must click on the ‘Create’ button next to ‘Orders’ [ ], in order to get the ‘Order from Quotations’ window, as
shown below.

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We have clicked on the supplier in the above screen so that we got the supply items in the lower part of the window. At this point we must select the items to
include in our order, either by clicking (ticking) the appropriate box on the far left side one by one or by right clicking on the highlighted quotation, as shown
below:

By clicking on ‘Select All’ above we get the following picture.

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After selecting the items we may click on , to obtain the following picture.

By selecting ‘Yes’ on the above window and closing the window after that, we obtain the following screenshot.

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In the screenshot above we notice that a draft order has been created. At this stage we are able to modify the ‘order quantities’ (column ‘Qty Ordered’) and when
we are ready to send the order to the supplier we may confirm it by clicking (ticking0 the appropriate box next to ‘Firm’ [ ].
The system will ask for confirmation, so after selecting ‘Yes’ we will get a picture like the following one (where the order’s status has been turned to ‘Firm’ and a
‘Reference Number’ has been automatically provided, as can be noticed on the highlighted line and in the appropriate box on the left hand side of the screen).

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After the above operations we are ready to send our order to the supplier(s) and will wait for his news about dispatching the ordered items, in order to proceed to
the next stage of the purchasing sequence, i.e. ‘Delivery’.

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J.7 How to create / confirm ‘Deliveries’ of supplies

After the supplier’s notification that he has dispatched the ordered supply items we may create a delivery, as described here below.

Firstly, we must click on the tab, in order to open the ‘Deliveries’ screen as follows.

Then we must click on the ‘Create’ button next to ‘Deliveries’ [ ], in order to get the ‘Delivery from Order’ window, as
shown below.

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On the window above we select the ‘Firmed Order’ desired and then press on ‘OK’ in order to create the corresponding delivery, thus, getting the following
screenshot.

On the above screen the ‘Dispatched Quantity’ (‘Qty Dispatched’) is editable and must be filled in (according to the information provided by the supplier after
dispatching our order). After that, the ‘Destination’ on the left hand side of the screen must be selected and the box next to ‘Dispatched’ [. .] must
be clicked (ticked). The system will respond asking for confirmation, as below.

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After pressing ‘Yes’, we may get the following picture.

On the screen shown above the user may:

• Edit (enter) the ‘Quantity Received’ (‘Qty Received’)

• The ‘Quantity Missing (‘Qty Missing’) is calculated automatically as the difference “QtyDispatched – QtyReceived” (pressing the refresh icon [ ] may
be necessary here).
• ‘Return’ items (returned quantity): The system provides the capability to return items and provide the reason for that.
• ‘Reason’: Reason why items were returned (on the screenshot above you may view the choices available for justifying returns).

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• ‘Checked’: Before being able to proceed to confirming the delivery, the boxes under the heading ‘Checked’ must be clicked (ticked), to show that
everything has been scrutinized and is under full control. Checking can be done either by ticking the boxes one by one or by right clicking on the delivery,
getting this way the choice to check all items together. This latter choice is illustrated in the following picture.

After checking (ticking) all items, we get the picture below.

The date the items were received must be provided on the appropriate box on the left hand side of the above screenshot.
After that we may confirm the delivery by clicking (ticking) the appropriate box next to ‘Confirmed’ [ ].

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The system will ask for confirmation and after selecting ‘Yes’ we will get the picture illustrated below.

At this stage the delivery has been completed.

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J.8 How to create / endorse ‘Invoices’ for supplies

Once a delivery has been confirmed, an invoice can be created (and consequently endorsed after checking the details of it) as described below.

Firstly, we must click on the tab, in order to open the ‘Invoices’ screen as follows.

Then we must click on the ‘Create’ button next to ‘Invoices’ [ ], in order to get the ‘Invoice from Order’ window, as shown
below.

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On the window above we select the ‘Firmed Order’ desired and then press on ‘OK’ in order to create the corresponding invoice, thus, getting the following
screenshot.

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‘Checked’: Before being able to proceed further, the boxes under the heading ‘Checked’ must be clicked (ticked), to show that everything has been scrutinized and
is under full control. Checking can be done either by ticking the boxes one by one or by right clicking on the delivery, getting this way the choice to check all items
together. This latter choice is illustrated in the following picture.

After checking (ticking) all items, we get the picture below.

After that we may convert the invoice status from ‘Draft’ to ‘Checked’ by clicking (ticking) the appropriate box next to ‘Checked’ [ ] on the left
hand side of the above screen. Thus we get:

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The next step is to provide the ‘Invoice Date’ and ‘Invoice Number’ on the appropriate spaces on the left hand side of the screen above.
Then, we are ready to ‘Endorse’ the invoice by clicking (ticking) the appropriate box next to ‘Endorsed’ [. .], on the left hand side of the screen
above.

The system will ask for confirmation, as follows:

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After selecting ‘Yes’ on the above window, the status of the invoice will be changed to ‘Endorsed’, as shown below.

At this stage, the operation has been finalised and the cycle, which started from the requisition stage, has been completed.

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