AMOS BUSINESS

SUITE

USER

MANUAL

VER. 8.4.11
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Contents
0B

Chapter 1: Introduction To Amos

1.1.0 What is Amos?

1.2.0 Starting the Amos program

1.3.0 The Amos User Interface

1.3.1 The Title Bar
1.3.2 The Menu Bar
1.3.3 The Standard Toolbar
1.3.4 The Window Toolbar
1.3.5 Keyboard Shortcut Keys

1.4.0 “Amos Speak”(Terms Used in Amos)

1.5.0 Codes used for Amos

1.5.1 Format of Component Code
1.5.2 Format of Stock Item Code
1.5.3 Format of address Code
1.5.4 Format of Job Code
1.5.5 Format of Work Order Code
1.5.6 Format of Requisition Code

1.6.0 Filtering Data

1.6.1 Sorting and Searching
1.6.2 Column Ordering
1.6.3 Calendar Facility

Chapter 2: Registers
1B

2.1.0 What is a Register?

2.2.0 The Locations Register

2.2.1 Opening the Locations Register
2.2.2 Creating a New location

2.3.0 The Addresses Register

2.3.1 Opening the Addresses Register

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2.4.0 The Job Descriptions Register

2.4.1 Opening the Job Descriptions Register

2.5.0 The Components Register

2.5.1 Opening the Components Register
2.5.2 Things to check/enter for a Component
2.5.3 Viewing Stock Items linked to the Component
2.5.4 Changing the Status of a Component

2.6.0 The Stock Items Registers

2.6.1 Opening the Stock Items register
2.6.2 Creating a New Stock Item
2.6.3 Linking the Stock Items to the Component
2.6.4 Things to check/enter for a Stock Item

Chapter 3:Maintenance

3.1.0 Hierarchy in Amos for organizing the maintenance tasks

3.1.1 How does Amos know when to schedule Jobs

3.2.0 Updating Counters

3.3.0 Maintenance
3.3.1 Planned Maintenance
3.3.1.1 Viewing Work Orders
3.3.1.2 Examples of Filtering Work Orders
3.3.1.3 Printing a List of Work Orders
3.3.1.4 Reporting Work
3.3.2 Unexpected Maintenance
3.3.3 Unplanned Maintenance
3.3.3.1 Creating a Work Order for an Unplanned Job
3.4.0 Maintenance Log
3.4.1 Viewing Maintenance Log
3.5.0 Maintenance and Repair

Chapter 4: Stock management

4.1.0 Stock management Functions in Amos

4.2.0 Stock Wanted

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4.3.0 Stock Transaction

4.3.1 Using Stock Transaction

4.4.0 Stock In/Out

4.4.1 Using In/Out of Stock

4.5.0 Stock Control-Taking Inventory

4.5.1 Printing a List to aid inventory

4.5.2 Updating stock quantity after an inventory

Chapter 5: Requisitions
5.1.0 Purchase Module

5.2.0 Opening the Forms Register

5.3.0 Creating a New Requisition

5.3.1 Identify the Component
5.3.2 Identify the Stock Items
5.3.3 Stock Wanted
5.3.4 Creating the Requisition Form
5.3.5 Viewing Line Items for the Form
5.3.6 Selecting Component
5.3.7 Adding line Items to a Requisition
5.3.8 Printing Requisition Forms

5.4.0 Various Steps in the Purchasing Chain

5.5.0 Receiving Purchase Orders

5.5.1 Receiving Complete Purchase orders
5.5.2 Receiving Incomplete Purchase orders

5.6.0 Creating a Manual requisition for Repairs

Chapter 6: Export/Import

6.1.0 Exchanging Data with the Office

6.2.0 Performing the Export Operation
6.3.0 Performing the Import Operation

ANNEXURE I: PLAN OF CODES FOR OMCI FLEET

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1.1.0 WHAT IS AMOS?

Amos is a computer-based system to assist an organization to:

 Plan and report Maintenance

 Perform Stock control
 Help in Stock Purchasing
 Assist in budgeting effectively

1.2.0 STARTING THE AMOS PROGRAM

 Double-click on the ‘Amos Business Suite’ icon on the desktop

 This displays the Amos ‘Logon’ Screen as shown

 Click in the Login ID field and type in the User Name i.e., say, CE, 1AE,
2AE, 3AE, MTR, COF, 2OF, 3OF. Click in the Password field and type in

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Password (available with Master). You will see a* for each character that
you type .
 Click ‘OK’ to log on and open the Amos Main window.

Why do I have to log on?

 Some of the functions in Amos are reserved for authorized persons only
 When you Log ON you tell Amos who you are. and Amos grants you
access to only those commands that you are authorized to use.
 Amos also keeps track of who performs certain actions and when. This
assists in having a clear and secure record

1.3.0 The Amos User Interface

 The Amos Main Window appears as follows

The Title Bar

The Menu Bar

The Window Toolbar The Standard Toolbar

1.3.1 The Title Bar

 When you first open Amos, the window that appears will have a title bar.
The title bar informs you which installation and department you are
viewing information for.

 In addition to the main title bar, each window that is opened within the
application has its own ‘Window title Bar’. These title bars always display
the name of the open window and depending on the information you are

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viewing, sometimes extra details of the individual item displayed within

the window.

In the above example, the Window Title bar shows that the open window
is displaying ‘Components’ menu option.

1.3.2 The Menu Bar

The main navigation area within Amos M&P is the menu bar below

All of the commands and functions available within the application can be
accessed through the Menu Bar.

If you click on any of the items on the Menu Bar, a list of available sub-
menu items appears beneath that menu item. if any of the available menu
items have an arrow to the right hand side, it means that there is a further
sub-menu available, which is accessed by moving the mouse pointer over
the menu line containing the arrow. the following screenshot shows the
File menu fully expanded.

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Arrows indicate that a

sub-menu is available.

 Use can be made of keyboard Short-cut keys for quick access to

Menu Commands.

 Each Menu item has a single underlined letter within its name. If
you want to select a top-level menu item such as the ‘Stock’ menu,
you should press the ‘Alt’ key at the same time as the ‘S’ key
(usually indicated by ‘Alt+s’)

 Once a top-level menu has been opened, you only need to press the
key corresponding to the underlined letter to move to the next
menu item.

 The above menu selection can be achieved with the following

keystrokes:

 Alt+F(followed by) O (followed by)G

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 Then, if u want to open the Price classes window, you should press
the ‘E’ key.

NOTE: Once you open a data window, the Menu Bar changes to include
the Edit and Options menu items illustrated below.

1.3.3 The standard Toolbar

AMOS M& P, in similarity to many common applications, makes

extensive use of’ Toolbars’ to make it easier for the user to navigate
within the program. The toolbar shown below is the ‘Standard Toolbar’
and is usually placed directly beneath the ‘Menu Bar’ at the top of the
application window.

As you move the mouse pointer over a button, it will appear as if it is

raised up slightly and. if u have Toolbar tips activated (menu item
Tools/Options), a small description of the button’s function will appear.

The following buttons are normally available on the Standard Toolbar:

Button
0B Description Menu Hierarchy
Components Maintenance/Components

Stock items Stock/Stock items

Job Descriptions File/Open Register/Maintenance/Job

Descriptions

Addresses File/Open Register/Addresses

Functions Maintenance/Functions

Rounds Maintenance/Rounds

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Component Hierarchy Maintenance/Components Hierarchy

Function Hierarchy Maintenance/Functions Hierarchy

Generate Work orders Maintenance/Generate work orders

` ` Report Work Maintenance/Report Work...

Work orders Maintenance/Work Order

Work Planning Maintenance/Work Planning

Requisition Work Maintenance/Requisition Work.

Purchase Forms Purchase/Forms

Procedures

Manuals

Circulars

Non-Conformity File/Open Register/Non-

Conformity

Quality Work Order

Emergency Response System

Trigger Jobs Maintenance/ Trigger Jobs

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Reports Tools/Reports

Switch Department File/Switch Department…

Help Help/Contents

NOTE: The number of visible buttons may vary depending on how the
application has been set-up and your access level within the system.

1.3.4 The Window Toolbar

When you open a window within AMOS M&P,a second toolbar, called
the ‘Window Toolbar’ usually becomes available.

This toolbar, unlike the’ Standard Toolbar’, can be different for each window that you
open(the buttons available are dependant on the functions related to the open window)

The Window Toolbar is normally found directly beneath the Standard Toolbar

The toolbar shown below is for the’Components’window.

 The Functions represented on the Window Toolbar are a mixture of the more
basic functions of the File and Edit menus combined with the most used functions
within the Options menu.

 These buttons behave in the same way as the ones on the standard Toolbar with
regard to the toolbar tips description appearing when you point to a button with
the mouse.

Below is a list of each button from the window Toolbar shown above.

Button
U U Description
U U Menu Hierarchy
U

New Edit/New Record

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Save Edit/Save changes

Delete Edit/Delete Record

Filter File/Filter…

Print File/Print..

Cut Edit/Cut

Copy Edit/Copy

Paste Edit/Paste

Details Options/Details

Requisition Work Options/Requisition Work..

Report Work Options/Report Work…

NOTE: If you are viewing a window toolbar that contains different buttons to the ones
shown above you should point to the button you are interested in with the mouse pointer
and wait for the toolbar tip description to become visible.

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NOTE: Right clicking on the toolbar will display the following pop-up menu.

Selecting ‘Show Text’, will display the names of all short-cut icons, as shown below..

1.3.4 Keyboard Shortcut keys

Pressing a single key on the keyboard or a combination of key

1B

presses can access many of the most commonly used commands

within AMOS M&P. These keys combinations are called ‘Shortcut
Keys’

These are the shortcut

keys required to
perform the same tasks
that are shown …

Wherever you see key combinations to the right –hand side of the menu options, as
above, you can use then as an alternative .if the shortcut takes the form of “Ctrl+?” or
“Alt+?” you should press the control or Alt key represented by the “?” at the same time .

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U Shortcut keysU Equivalent Action

U

Ctrl+F4 close (current window)

Ctrl+F Filter
Ctrl+P Print
Ctrl+X Cut
Ctrl+C Copy
Ctrl+V Paste
Ctrl_N New Record
Ctrl+S Save Changes
Alt+F4 Exit Application

1.4.0 “Amos Speak”(Terms Used in Amos)

Register: Data existing in Amos is systematically grouped in to various Lists

know as Registers.

Location: Physical area on board where Stores/Spares are stored.

Address: These are the addresses of the various manufacturers and Suppliers

Component: it is any physical unit on board, for which a maintenance task needs
to be performed and/or spares/stores for which need to be ordered..

Stock Items: These are the Spares used for Components, or Stores such as
Chemicals, Lubes, Paints, Ropes, etc. Which need to be ordered.

Job descriptions: These are the details of jobs required to be carried out on
components.

Order Forms: These are Forms for placing an order for stock items. These are of
three types—Requisition, Query and purchase order..

Work Order: Individual Job triggered by the program for a component

Transport Document: Document detailing a list of purchase orders that will be

delivered to the vessel at a particular port.

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1.5.0 OMCI Codes used for AMOS

Codes are assigned to the various registers to uniquely identify each item in a
Register and also assist in ease of data Retrieval using the Filter.

OMCI has Decided upon the following codes for identifying the various registers
in Amos, such as components, stock items, addresses, Job, Work orders, order forms and
Transport documents.

Code numbers for a particular Register are unique and cannot be duplicated. if a Code
number needs to be assigned to a new item created in a Register, the user must determine
that the code number does not already exist in the register..

1.5.1 Format of a Component Code:

Component code…XX. ####

Numerical code in
hierarchical order denoting
Alphabetical code parent components and sub-
denoting system components..
.eg: BB-bilge and
ballast.
LS-Life saving
Systems

Examples of Component code: ME.000, ME110

The standard alphabetical codes for components are as shown in the ANNEXURE 1
2B

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1.5.2 Format of Stock Item Code:

Stock Item Code………XX.####.###

Component Spare part numbers in

code numerical sequence
Examples of Stock Items Numbers: ME110.001, ME110.002

1.5.3 Format of address code:

Address Code…### XXX

Numerical Code Alphabetical code(which may be the

initials of the maker’s Name)
Example of Address Code: 226 JRC for Japan Radio company..

1.5.4 Format of Job Code:

Job code…XX ####

Alphabetical Code Numbers in numerical sequence

001,002 and so on…
Examples of job code: C012-check job
RO 050 –a job routine.

The standard Alphabetical Codes for Job descriptions are as

follows:

C- Check

I-Inspect

L-lubrication

M-Measurement

O-Overhaul

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OC-Oil Change

R- Renew

RO-Routine

RT-Retention

S-Survey

T-Test

W-Wash/clean

1.5.5 Format of Work Order Code:

Work Order Code………..XXXX.##.##.#### Sequential No.

(automatically
Alphabetical Code Generated
(based on Name of Vessel) Year Dept.No.

Example Of Work Order code: SANJ.02.01.0010-a Work Order Code

Number for the vessel San Jacinto

1.5.6 Format of Requisition Code:

PO Number

Requisition Code.. ####.##.###.XX.######

Alphabetical
Alphabetical Year Sequential No. code as per LMS
Code Based on Starting from001 Existing Format
Name of Vessel (refrer Annexure
III)

Example of Work Order Code: SANJ.02.002.ES-a Requisition Number

for the vessel San Jacinto

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1.6.0 Filtering data

A filter window is displayed whenever you wish to view a Register or any
list. This Filter window enables you to view only the data you want to see.
Judicious use of the Filter can help in reducing frustration involved in
scrolling through the data, trying to find the entry that is of interest to you.
Detailed Use of the Filter window is explained in the sections for the
various Registers.

1.6.1 Sorting And Searching

Apart from using filters. You can sort entries in data returned by a
search, by clicking on the column headers.

The columns that you see in the Data Area are fully sort able and
an arrow icon in the column header indicates their sort state.

1.6.2 Column Ordering

Many of the screen displays within AMOS contain multiple

columns. Sometimes these columns may not be visible at the same
time and the information in the columns may be cropped, even
when the window has been maximized (see below)

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To make it easier for you to see the information that you really want, you can
change column widths and the order in which the columns appear using ‘drag and drop’
techniques

To alter the width of a column you should move cursor to the vertical line at the
side of the title of the column you wish to alter until the cursor changed to be a bold
vertical line with arrows on either side of it:

Once the above symbol is visible, you can left-click and drag it sideways until
you have the desired column width and then release the mouse button…

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To move a column that is not visible, even after maximizing the window, do the
following…
Find the Column by scrolling to the right of the window.
Left-click the Title of the column, drag the column to the place where you want
the column to be and release the mouse button..

1.6.3 Calendar Facility

Double-clicking or pressing F2 in any date field brings up a calendar, from
which you can choose the date to be inserted in that field.

In addition to the arrow buttons, the following commands are available:

Ctrl-Left(Right) Arrow - Previous (Next) Year

Shift-Left(Right)Arrow - Previous(Next) Month

Up(Down)Arrow - Previous (Next)Week

Left(Right)Arrow - Previous(Next) Day

Enter - Accept selected date

Alt-F4 - Close calendar

If you prefer to type the dates in manually, you can do so by typing two digits each for
the day month and year with space
Due Date : 15 04 00

 When you enter the date information in this way, the date field will automatically
adjust to the default view when you press enter or move to another Field.

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 The format of the date within AMOS is controlled by default. Within your
Operating System.

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2.1.0 What is a Register?

Data existing in the Amos database is systematically grouped in to various Lists

knows as registers.
Following are some of the registers.
Components, Stock items, Addresses, Locations, Rounds.
Data needs to be entered in the Registers first, which can then be linked to each
other.

2.2.0 The Locations register

This Register lists the different places where you keep your Stock.

All the storage areas on board should be listed here.

A location can be assigned to a Stock Item only if it is listed here.

2.2.1 Opening the Locations Register

Click File/Locations

The following ‘Locations’ window is displayed.

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The ‘+’ sign besides some of the Locations indicates that there are some Sub-
locations under these.

The sub-locations can be seen by clicking on the + sign

2.2.2 Creating a New location

In the ‘Locations’ window, select the location under which you want to create
the new location.

 Click on the New icon in the second toolbar.

The following ‘Location details’ window is displayed

Enter the Code for e.g. B7

Enter the Location Name .for e.g. Box 7

Click Ok

Save

If the new location is a root location, check the Root Location option in the
‘Location Details’ window,

2.3.0 The Addresses register

This register is used as an Address book.

This consists of a Code and the full address information of all the
Manufacturers and Vendors.

After entering all the Manufacturers here, these can then be linked to the
various Components and Stock items.
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2.3.1 Opening the Addresses Register

The Format of the Addresses Code is as follows

Address Code….9 XXX XXX XXX

Alphabetical Code Country City

Example of Address Code: 9 ANS USA WIS for ANSUL INCORPORATED

 Click File/Open Register/Addresses or click on the Addresses icon

A ‘Filter’ Window is displayed as follows.

In the Filter Window enter relevant details to view a particular address or
click on ‘Ok’ to view the entire list.

For Instance you may enter 9 T in the Code field and click on Ok.This
will display a list of all Addresses created in the office with code
beginning with T.

To display the Address Details for the Maker ‘Taiyo electric
Manufacturing Co’, enter %taiyo% in the Name Field and click on OK.
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The % character is a wild card and stands for any letters or words which
may be present before or after taiyo entered in the ‘Name’ field.

2.4.0 The Job Descriptions register

 Click File/Open register/Maintenance/Job descriptions in the Menu or

click on the ‘Job Descriptions’ icon in the second toolbar.

You are faced with the following ‘Filter’

The Format for the Job descriptions Code is as follows

Job Code…XX ###

Alphabetical Code Numbers in numerical sequence.

Examples of Job Code: C 012- Check job

RO 050- A job Routine

The standard Alphabetical codes are as follows:

C - Check

I - Inspect

L - Lubrication

M - Measurement

O - Overhaul

OC - Oil Change

R - Renew
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RO - Routine

RT - Re-Tension

S - Survey

T - Test

W - Wash/Clean

Fill in the relevant details in the filter to view a particular group of jobs or click
‘OK ’to view all the Job descriptions.
For Instance, to view only lubrication Jobs enter L in the Job code field and click
OK.

The following window is displayed.

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2.5.0 The Components Register

The Components Register is the Hub around which all the data in the Amos
revolves.

A Component is any physical unit on board, for which a maintenance task is

performed or spares/Stores need to be ordered.

2.5.1 Opening the Components Register

 Click Maintenance/Components or click on the Components icon.

You are faced with the following filter window.

The format for the components code is as follows

Component Code…. XX.###

Alphabetical code denoting Numerical code in hierarchical

System E.g. Order denoting Parent Components and
BB-Bilge and Ballast sub-components

LS-life saving systems

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Examples of Component Code: ME.000, ME110

NOTE: The standard alphabetical codes for components are as shown in ANNEXURE I
0B

In the “Filter” Enter the first part of the code, say ME or CH and so on to display all the
components in that Group or System.

For instance, to view the Components in the Cargo Handling System, enter CH in the
‘Code’ field of the ‘Filter’ and click OK.

This will display the list of all Components in the Cargo Handling System. I.e.
Components with Codes beginning with CH.

If you want to see the Component ‘Scavenge Blower’ which exists in the Main Engine,
enter ME in the number field and enter %SCAV% in the ‘Name’ field as shown and click
OK.
This will display a list of components with the word ‘SCAV’ in it.

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This effectively lowers the number of components displayed in the list and avoids
frustration and wastage of time involved in scrolling through a long list of components.

NOTE: the % sign is a wildcard to represent characters which may be present before or
after the word that you are looking for instance, if you are looking for the Cargo
Handling System Stripping Pump, enter CH in the number field and % Strip %in the
Name field of the Filter.

2.5.2 Things to Check/Enter for a Component

Check that the ‘Maker’ is selected.

 If no ‘Maker’ is assigned, click on the magnifying glass icon to the right of ‘Maker’
Field.

The “Filter” window for the ‘Addresses’ register is displayed as follows

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Enter part of the name of the Maker in the ‘Name’ field, using the wildcard character %
as shown above n click OK.

This displays a “select” window as shown

Select the appropriate “Maker” and click OK.

Clicking on OK the “Details” button shows the detailed Address of the “Maker”
Ensure that the “Type” (Model) is entered.
Ensure that the “Serial No.” is entered.
Click on “Options/Details”. Ensure that the Technical Specifications are entered from
the manual.

NOTE: When raising a requisition, ENSURE that the above have been entered for the
Component, whose Stock Items you wish to requisition.
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When the Requisition form is printed, the maker, type and Serial No. Are picked up from
the component . If this date is incomplete a lot of time is wasted and the spare might not
be connected to the vessel on time.

2.5.3 Viewing Stock Items linked to the Component

Stock items that are linked to the Component can be viewed in the following manner.

Select the Component whose attached Stock Items are to be viewed.

Click on the ‘Parts’ tab.

This will display all the parts that have been ‘Linked’ to the Component.

NOTE: This is a good place to view what Stock Items you have and what is ROB.

2.5.4 Changing the Status of a Component

One of the Details that is displayed in the Components Register is the

‘Status’ of the component
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This appears in one of the Columns displayed in the List and can be
viewed by scrolling horizontally.

By Default, the ‘Status’ is ‘Available’

2.6.0 The Stock Items Register

This register consists of a list of all the Spare Parts and various
information pertaining to them.

2.6.1 Opening the Stock Items Register

Click on the ‘Stock Items’ icon in the Toolbar or Click

Stock/’Stock Items’.

The Filter window is displayed as follows

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The Format of the Stock Item Code is as Follows:

Stock item code…. ##. XXX.XXX

Component code Spare Parts Numbers in Sequence.

In the ‘Filter’, enter relevant data to view a list of ‘Stock Items’.
For instance,
a) if you want to view the Stock Items linked to a Component ME.116,
enter the code of the Component i.e. ME.116 in the ‘Number’ field of the
‘Filter’ and click Ok
b) If you want to filter out all the Stock items named O-ring and linked to
the Component ME.116, do the following

In the ‘Number’ field of the ‘Filter’, enter the Component code ME.116
and enter %O-Ring% in the ‘Name’ field of the ‘Filter’. Click Ok.
This will display a list of stock items for ME.116 Component and having
the string O-Ring in its name

Thus an effective combination of the various fields in the Filter will aid
in reducing the number of Stock Items displayed in the list.

2.6.2 Creating a New Stock Item

Click on the Stock Items icon.

In the Filter window, enter the Number of the Component for which you
are creating the Spare part, For instance, if you are entering a new Spare
part for the Component ME.116, enter ME.116 in the Number field of the
filter window and click Ok.

This will display a list of Stock Items for the Component ME.116. Click
on the new icon in the second Toolbar or click Edit/New Record. The
following window is displayed.

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Enter the following Details

a) Number: Enter the Stock item Code Number.

b) Name
c) Select the Maker by clicking on the magnifying Glass.
d) Maker’s Ref: Enter the Part No.
e) Stock Unit: Select the Stock Unit from the drop-down list by clicking on
the down arrow.
f) Stock Class: select the Stock Class from the drop-down list by clicking on
the down-arrow
g) Working set
h) Location: Click on the ‘Location Hierarchy’ icon to the right of the
‘Add’ tab. Select the location. Save
i) Current Stock:
Enter the ROB and Click on Save.

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Click on the ‘default’ Button to indicate Default Location. Save. this will
place a ‘Flag’ next to the Location.

2.6.3 Linking the Stock items to the Component

After creating a new Stock Items. The next step is to ‘Link’ the Stock
Item to the Relevant Component.

Click in the ‘Checkbox’ next to the ‘Stock Item in the List, as shown
below.

Click on ‘Options’/Link to a Component.

Enter the Component Number and Click on Ok.

NOTE: Linking a Stock Item to a Component allows the attached Stock Items to be
seen from the Components register by clicking on the Parts tab.
This is useful, as the Current Stock and Working Set can be easily seen,
without going to the Stock Items register.

2.6.4 Things to Check/Enter for a Stock Item.

The Name of the Stock item should be entered as per the Spare Parts
manual.

The Makers Ref. should contain the Part No. As mentioned in the Spare
Parts Manual.

A Location should be assigned.

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A relevant Stock Class should be selected

NOTE: When raising a requisition, ENSURE that the above have been entered for the
stock Items, which are to be ordered.

When the Requisition form is printed, the above data is picked up from the Stock
Items Register.
If this data is incomplete, a lot of time is wasted and the spares might not be
connected to the vessel on time.

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3.1.0 Hierarchy in Amos for organizing the Maintenance Tasks.

Component: It all begins with the Component for which the Maintenance Job is to be
carried out.

Job: Jobs are linked to various Components defining the Maintenance and the periodic
frequency at which they are to be carried out.

Work Orders: Amos uses Work Orders to describe which Jobs need to be carried out
and when.

Reporting Work: after completion of the Jobs the concerned Work orders have to be
reported back along with the last done Date, Stock items (if any), History, Last done
Counter (if applicable).
This updates the records automatically.

Updating counters: The Component Counters have to be updated every Sunday Noon..

3.1.1 How does Amos know when to schedule Jobs:

Every periodic Job linked to a Component has a periodic frequency, either in

weeks/months or a Working Hours counter, attachted to it.
For instance, if a job is to be carried out every 4000 hours. Amos starts counting the
Hours as soon as you Report that the Particular job is done, When the 4000 Hours
approaches, this Job comes up when you Print Work Orders due for the coming period.
Amos counts time by itself but it also requires that the Component Running Hours are
updates on a regular basis.

3.2.0 Updating Counters

Click on ‘Maintenance/Counters/Update’
The following Filter Window is displayed.

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Click ‘OK’ to see the entire list

The list displayed will be as follows.

Select a particular component in the list whose counter is to be updated, by

clicking on it.

In the ‘Current Value’ column, enter the latest counter. The ‘Date Read’ is
automatically entered as the Current Date.

Update all the Counters and then save.

All counters dependent on these counters are also automatically updated.

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3.3.0 Maintenance

All Maintenance on board can be categorized as Planned Maintenance,

Unexpected Maintenance and Unplanned Maintenance.

a) Planned Maintenance
All the Periodic Jobs, which are to be done on the Components at a pre-defined
Periodic frequency, come under this category.
b) Unexpected Maintenance
Breakdown jobs that are normally part of Planned Maintenance and for which a
Work Order Exists (but with a Due Date in the future), fall in this category.
For instance, a breakdown of a Main Sea Water Pump needs the pump to be
overhauled.
A Work order already exists for the Overhaul Job as part of the planned
Maintenance, although the Due Date may be in the Future.
c) Unplanned Maintenance
Any maintenance that is not part of a Planned routine and for which no Work
order exists, falls in to this category.
For instance, a leaking sea water pipe needs to be repaired.
No work Order exists for such a Job. Also there is no frequency for such jobs.
This job can be categorized as Unplanned Maintenance.

3.3.1 Planned Maintenance

3.3.1.1 Viewing Work Orders
In the Menu click’ Maintenance/Work Orders’
The following Filter is displayed.

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NOTE: Optimum use of this Filter enables you to see only the work orders that you need
and not the entire list of work orders.

Planning Section:
Due Now: Selecting this option and clicking on OK will display a list of Work Orders
having Due Date as Current Date,
Overdue: Selecting this option and clicking on Ok will display a list of all Work Orders
having a Due Date less than the Current date.
Due This Week: Selecting this option and clicking on Ok will display a list of all Work
Orders having a Due Date in the Current week between Sunday and Saturday.
Due Next Week: Selecting this option and clicking on Ok will display a list of all Work
Orders having a Due Date in the next week between Sunday and Saturday.
Due Between: Entering Dates in the two fields and clicking on OK will display a list of
all Work Orders having a Due Date between the entered dates.
Component: Entering a Component Number and clicking on Ok will display a list of all
Work Orders for that Component.
Only Disciplines: Selecting a Discipline and clicking on OK will display a list of all
Work Orders having the selected discipline attached to them. (We are only using CHIEF
ENGINEER and CHIEF OFFICER for filtering Engine and Deck jobs respectively.
Only Job Classes: Selecting a Job Class and clicking on Ok will display a list of all
Work Orders having the selected job class assigned to them.

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Clicking on the ‘Advanced’ tab will display the following:

Include Work Orders of Status:

By default, all Work orders have a Status of ‘Issued’
After a Work Order is reported, the Status changes to ‘Completed’ and ‘Filed’
selecting the relevant Status and de-selecting the others and clicking on Ok will display a
list of all Work Orders having the selected Status.

Include Work Orders of Type:

By Default all Types are selected.

Selecting particular Type and de-selecting the other types and clicking on Ok will
display all Work Orders of the Selected Type.

Maint. Criteria:

Following are the Maint.Criteria included

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Maint. Criteria are assigned to an Unplanned Work Order to categorize whether a

Work Order is part of a Running Defect List or part of a list of Vetting Deficiencies.
Selecting a Criteria and clicking on OK will display a list of all Work Orders
having a Maint. Criteria as the selected Criteria.

Work Classification:

Unexpected Work Only: This option is selected for Unplanned Work Orders selecting
this option and clicking on OK will display a list of Unplanned Work Orders.

Maint. Type / Maint. Cause: selecting a type /cause and clicking on OK will display a
list of all work orders assigned the selected type / cause.

Following are the options available for Maintenance Cause

Priority:
Work Orders for Planned Maintenance have a default Priority of 5.
Unplanned Work Orders are automatically assigned a Priority 4 when they are created.
Work Orders having a Priority between the Priorities entered in “ From Priority ” and
“ To Priority ” Fields are displayed.

Note: normally a combination of above options is used to Filter out the Work Orders .

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3.3.1.2 Examples of Filtering Work Orders:

a) Normally on Sunday the first thing to do would be Update Counters.

 In the Filter for Work Orders, select the following:
 For Deck Work Orders select 2 . CH.OFFICER under “ Only Disciplines ”
 For engine Work Orders, select 8 CHIEF ENGINEER under “ Only Disciplines ”
 In addition to the above select “ Overdue ” and “ Due this Week ”
 Click OK
 This will display a list of Work Orders for Deck or Engine jobs which have a due date
less than today’s date and also falling due in the Week.

b) If you wish to view Work Orders for the Component ME.116, Enter ME 116 in the
“Component ” field of the filter and click OK.

c) If you wish to view Work Orders for Survey Jobs for Engine falling due in the period
5/1/02 to 11/30/02 does the following:
 Select SURVEY in “ Only Job Classes ”
 Select 8.CHIEF ENGINEER in “ Only Disciplines ”
 Enter the above dates for “ Due Between ” in the “ Planning ”section .
 Click OK

d) If you wish to view the SUPDT. WORK LISR having Due Date between 1/1/02 and
6/30/02, Do the following
 In the filter, Put the dates in “Due Between”
 Click on the “Advanced Tab”
 In the Drop Down list for Maint. Cause, select SUPDT. WORK LIST and click OK.

e) If you wish to see the Work Orders fro the round Jobs Due this Week, do the
Following:
 In the Filter, select “Due This Week” in the Planning section
 Click on “Advanced” tab.
 De-select “Periodic” and “Requisition” in the “Include Work Orders of Type” section.
 Click OK.

In all the above cases, a Work Orders window similar to the one shown below is
displayed.

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To view the details of Work Order, Select it by clicking on the Work Order in the list

The details for the selected Work Order are displayed in the Top Half of the window.

Number displays the code for the Work Order.

This is automatically generated
The format for the work Order Number is as follows
Format of Work Order Code:

Work Order Code. ……………####.##.##.#####

Sequential no
automatically
Alphabetical Code generated
(Based on Name of
Vessel Year Dept. no

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For instance, in the above window the number for selected Work Orders is
APAR.10.01.0002
APAR – stands for the Name for the vessel – Prem Aparna
10 is the year 2010
01 is the department no
0002 Is the sequential number of the work Order in the year 2010

 Title - is a short Description of the Job

 For component – The Component on which the job is to be done
 Frequency – The frequency at which the job is to be done. This may be in
weeks/Months or working Hours.
 Priority – Normally 5 for planned Work Orders and 4 for Unplanned Work Orders.
 Window – Days before the “Due Date” that the work Order will appear in the Due
list. This is used for giving an advanced warning that a job is coming up. Useful in
case of Survey Jobs.
 Maint.Criteria – if Maintenance Criteria has been assigned to a work order when it
was created, this is reflected here. Used mainly for Unplanned Work Orders.
 Resp. Discipline – Discipline responsible for carrying out the Work Order.

NOTE: In our Databases, only the disciplines 2.Ch.OFFICER and 8.CHIEF ENGINEER
Are assigned to the Work Orders, primarily for filtering out the Deck and Engine Jobs
respectively.

 Unexpected Work – This option is selected when an Unplanned Work Order is

created.
 Maint. Type /Maint. Cause – Normally selected as Routine Maintenance and
Planned Maintenance respectively for all Planned Jobs.
 Filed – All work Orders are Automatically “Filed” when they are “Reported”
 Status – All work Orders have a status of “Issued” when they are created They have a
Status of completed when they are “Reported”
 Type – This is periodic for all Planned work Orders, “Requisition” for Unplanned
Work Orders and “: Round” for Work Orders for round Jobs.

3.3.1.3 Printing a list of Work Orders

 In the Work Orders window, select the Work Orders to be printed by clicking on the
Check boxes to the left of the Work Orders in the list.
 Normally you would want to select all the Work Orders in the list.
 Click on “Edit” / “Select All”

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Click on “Print” icon in the second tool bar. The following displayed.

 In the “Print Work Orders” windows, click on the radio button to the left of the list in
the “Output Format” section.
 Click on the “Print Preview” to view the list on screen.
 Click OK to Print out the list on Printer

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3.3.1.4 Reporting Work

 All the Work Orders, which are completed i.e., the jobs are done, have to be
“Reported” in Amos.
 Work Orders can only be reported one at a time.
 Select Work Orders to be reported by clicking on it.
 Click Options/Report Work in the Menu.
 The following Report Work window is displayed.

 Details
 Enter the date on which the job was completed in the “Date Done” field.
 Enter the Working Hour Counter of the Component at which the Job was done (the
working Hours Field is only displayed if the Component has a Counter Attached to it)
 Tick in the “Unexpected Work” check box , If the Job is an Unexpected Job (i.e. a
job for which Work Order existed and is done before the Due Date)

 History
0B

Click on the History Tab. The Following window is displayed

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 Click in the white section

 Enter a detailed description of Job done.

 Stock Used
 If any spare parts have been used , click on the stock used tab the following window
is displayed .

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Click on the new icon on the second Toolbar. This will create a new entry
 Under “Item No.” enter the component number, the Stock item from the List That is
displayed
 Enter the “Quantity” Consumed.
 For instance, If you wish to report Stock Items consumed for component ME.116,
enter the component number ME.116 in the “Item No.” and click on the magnifying
glass icon. This will display the list of Stock items for the Component ME.116. Select
the Stock Item and click on OK Enter the Consumed quantity.

 “Save” by clicking on the Save icon in the second Toolbar.

NOTE: ensure that all the details, as explained above, have been entered before saving.

 Once a Work Order is “Reported” , the following things happen .

a) A new Work Order for Job is automatically created.
b) The status of the Reported Work Order changes to Completed and its is
automatically “Filed”
c) The Reported Work Order can now be viewed in the “Maintenance Log”
d) The “Current Stock” for the consumed stock item is automatically updated.

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3.3.2 Unexpected Maintenance

 Breakdown jobs, that is normally part of planned Maintenance and for which a work
Order exists (but with Due Date in future), Fall in this category.
 Consider an example of breakdown of AUX COOLING SW P/P NO. 1
 This P/p needs to be overhauled.
 A Work Order for the overhauling of this p/p already exists, as it is part of the
Planned Maintenance Schedule.
 The first steps is to Identify the component Number for AUX COOLING SW P/P
NO.1

Click on the Component Register Icon. In the Filter enter CW in the “Number” field
and click.
 Select the required p/p and note the component Number, for instance CW.208
 Click on “Maintenance”/ “Work Orders” In Filter enter CW .208 in the Component
field and click OK.
This will display a list of Work Orders for the component CW.208 as shown.

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 Note that the “Due Date” is in future .you are doing this job it is due.
 Select the Work Order for the Job of Overhauling and “Report” it as explained.

NOTE: while “ Reporting “ the work order remember to click in “Unexpected Work”
1B

check box to select it. In the “Report Work” window.

3.3.3 Unplanned Maintenance

 Any maintenance that is not part of planned routine and for which no Work Order
exists, falls in to this category. Such as defect list for vessel, supdt. Work list, etc.
 All Maintenance carried out on board can and must be “Reported” in Amos.
Thus record of the Maintenance is maintained.
 If a job is not part of the planned Maintenance, no Work Order exists for this Job.
Any job that needs to be recorded in Amos needs a Work Order.
 Hence, the first step is to create a Work Order for an Unplanned Job.

3.3.3.1 Creating a Work Order for an Unplanned Job

Identify the Component
 First, The Component on which the job is to be carried out needs to be identified.
 Let us consider an example of an Unplanned Job where a leaking Sea Water pipe
needs to be repaired.

 The Component is found in the following manner:

Click on the Components Register icon
 In the “Filter”, Enter CW (for Cooling Water System) in the “Number” Field and
%pipe% in the “Name” Click OK. The Following window is displayed.
OR
 Find the Component, Select the Component, right click on it. Click report Work.
Then click next.

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 Select the Component by clicking on it in the List.

 Click “ options ” / “ Requisition Work ”. The following “Requisition Work” is

displayed.

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Enter Details as explained below and click OK.

WO No: This Number is Automatically generated.

Title: Enter a short Description of the Job.
Component: The Component Number is automatically entered
Unexpected Work: This option is to be selected by clicking in the check box
Planned start: Enter the Date on Which the Job is scheduled
Priority: It is automatically set to 4
Discipline: Select the appropriate Discipline (Chief Engineer or Ch.Officer)
Maint. Criteria: Select the appropriate one from the drop –down list if the job is part
Of a Superintendent Work List, Select SUPDT.WORK LIST

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 This creates a Work Order for the Job

 This Work Order can be viewed and reported as explained in 3.3.1.1 and 3.3.1.4
NOTE: Since this is a one-time Job no new Work Order is generated for an Unplanned
Work Order.

3.3.0 Maintenance Log

Maintenance Log is a record of all completed and filed Work Orders. This is the Place
where records of Maintenance carried out along with History and Stock Used can be
viewed.

3.4.1 Viewing Maintenance Log

 Click “Maintenance”/ “Log”
 The following Filter window is displayed.

 Of the various fields in the Filter, the most often used are “component” and Period
Start and Period End in the “Reported in Period” section.
 Component: Enter the component Number and click OK This will display a list of
“completed” and “filed” Work Orders for the component.
 Period Start /Period End: Enter the two dates and click OK. This will display a list of
Work Orders whose “ Date Done ” falls between the period Start and Period End
dates.
A List similar to the one shown below is displayed.

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NOTE : The list can be sorted by clicking on the “Date Done” to arrange the list
according to descending order of date .

 History – To view History, Select a Work Order by Clicking on it and Click

“Options”/ “History”.
 Stock Used: To View Stock Consumed for carrying out the job, Click “ Options”/
“Stock Used”
 Counter Readings: To view the running Hours at which a Counter – Related Job was
carried out click “Options”/ “Counter Readings”
The Counter Readings Window as shown below is displayed

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3.5.0 Maintenance & Repair

General
All M & R activities must be recorded in AMOS.
For any Item landed ashore or any Maintenance carried out on board by a Technician,
The following needs to be created to be done in Amos:
 An Unplanned Work Order needs to be generated to report the maintenance carried
out.
 A Manual Requisition needs to be created to account for the expenses involved.

For instance consider the case where the motor for Aux. Blower needs to be landed for
re-winding
 First, identify the component. Click on the components Register icon. In the Filter,
Enter AC in the Number Field (for Air Conditioning) and %Air Conditioning% in the
Name field.

The Following components list is displayed.

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 Select the component and click on Options / Requisition Work. The following
Requisition Work window is displayed.

 Enter the Title

 Click in the “ Unexpected Work ” check box
 Enter the “Planned Start” Date.
 Select “Discipline”(Chief Officer or Chief Engineer)
In Maint. Criteria, select BREAKDOWN
 Click OK
 This creates a Work Order for the Job
 This Work Order can be viewed and reported as explained in 3.3.1.1 and 3.3.1.3

NOTE: since this is a one-time Job, no new Work Order I s generated for an unplanned
Work Order

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Amos assists in effective and automatic management of stock items onboard by keeping a
track of various stock transactions carried out.
 Amos adds items to stock when they are “Purchased” and “Received”
 Amos removes items from stock when Work reports in Maintenance Show that stock
Items are consumed.

4.1.0 Stock Management Functions in Amos

The “Stock” Menu leads you to the following windows to deal with stock Management.

4.2.0 Stock Wanted

 The stock wanted window offers you a complete overview of your current stock.
 It also is the first step in setting up a requisition. (Refer 5.1.2.4).

4.3.0 Stock Transactions

Using the Stock Transactions window, you can see a log of what is recorded as Moving
in and out of Stock through the Maintenance and purchasing functions.

4.3.1 Using Stock Transactions

 Click “stock/Transactions” you are faced with following Filter window.

 You may fill in details in any of the fields to see the stock transaction you are
interested in.
 Item Number: If you know the Stock Item Number whose transaction you
are interested in, enter this Number. Incase you are unsure
Of the stock Item Number, select it by clicking on
Magnifying glass to the right of the field.
 Component: Enter /select Component for which Stock transaction is to
Be viewed.
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 Job: Enter /select the Job Description for which the Stock
Transaction was carried out.
 Work order: Enter /select the Work Order Number involving the stock
Transaction you want to view.
 Period Start /: Enter the Period Start and Period End Dates to view
Period End all stock Transaction.

NOTE: You do not need to fill in details in all the fields of the Filter Window Only
Specify criteria necessary to show you the list you want to see.

 Click OK .The Stock Transactions window similar to the one below is displayed.

 Select the Stock Transaction you are interested in by clicking on it in the list and
highlighting it . The details are displayed in the upper half of the window.

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4.4.0 Stock In /Out

 Most Stock Transactions are related to either a maintenance action or a Purchase
form. These are registered either as “Used”(due to consumption while reporting a
Work Order) or as “Purchased” (due to receipt of a purchase order)
 However, in some cases you may have to enter Stock In or Out Manually .For
instance, consumption of paints /chemicals /lubes. There are no existing Work orders
where their consumption can be reported.

NOTE: The current Stock for the above stores Items needs to be updated at the end of
ever month.

4.4.1 Using In / Out of Stock

First identify the components fro the Stock items for which consumption is to be
recorded.
For instance, the Component for chemicals could be ST.300, For Paints ST.700 And
For Lubes ST.750

 Click “Stock”/ “In/Out of Stock “ in the Menu .The following window is displayed.

 Enter the stock Item Number whose transaction is to be registered. Enter the
Component Number, for instance, AE .002.001 and click on the “magnifying glass”
icon .A list similar to the following is displayed.

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Select the Stock item and click Ok

 Enter the Quantity

 Enter the Transaction Date.
 Select the Trans. type by clicking on the down arrow next to the field.
For instance: Used, purchased, and so on.

4.5.0 Stock Control - Taking Inventory

 An Inventory is taken at regular intervals to ensure that the actual Stock matches
The Current Stock records in Amos.

 Sometimes the Spare Parts used during Maintenance may not be reported to Amos
This leads to difference in the actual Stock and the Stock record in Amos.

 Stock Control helps to update Stock records so that minor differences do not add.
Up overtime leading to invalid Stock records

 First an Inventory list is printed from Amos as an aid to doing the Inventory.

 Then an actual physical count is done of the Stock items on board.

 The Actual ROB is then entered in the Stock Control window.

Note These quantities are automatically given a Transition type ‘Lost’ or ‘Found’
depending on whether the existing quantity is increased or decreased.

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4.5.1 Printing a list to aid Inventory

 Amos assists the User in taking Inventory by allowing Sorting of the Parts by
Location.
 Click ‘Stock/Control’ in the Menu. The following Filter window is
Displayed.

NOTE: if you want a list of Stock Items in a particular Location, select this Location in
‘Name’.
Click on the icon at the end of the ‘Name’ field. A ‘Locations’ window similar to
the one shown below is displayed.

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 Select the Location and click Ok.

 Select include sub-locations in the Filter.
 Click Ok to view a list of Stock Items in the Location Selected.
 To print the list, Click ‘File/Print’ in the menu.

4.5.2 Updating Stock Quantity after an Inventory.

 Open the Stock Control window.

 To Update the Stock Quantity, Click the particular Stock Item and enter the
current ROB in the ‘In Stock’ column.
 Click the ‘Save’ Icon in the second toolbar or click ‘Edit/Save changes’.

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5.1.0 Purchase Module

All Purchase activities need to be carried out only in Amos.
NO REQUISITIONS WILL BE PROCESSED IN EXCEL
NOTE:Requisitions in any format, other then in Amos, will not be processed.
2B

5.2.0 Opening the Forms Register

 Click ‘Purchase’/’Forms’
 The Following Filter is displayed.

 Click on OK to view all the Forms.

 The list of Forms is displayed, as shown.

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 Following are the Details that can be viewed in the Forms window.
Number
The Format of Numbering Forms is as follows.
Format of requisition Code:

Requisition Code …… ####.##.###

Alphabetical
Code Based on year Sequential
name of vessel No. starting
from.001

The number is automatically generated.

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Title- Enter a short Description for the Form, for instance, MAIN ENGINE SPARES.
Vendor-This is the Address of the Supplier and will be entered by the office.
Budget Date- Automatically assigned as the Created Date.
Budget Code: The various Categories of Purchases are assigned various Budget Codes.
For instance, the Deck Stores-Consumables have a Budget Code-511000.This is
Selected by the Office.
Cost Overview- This section shows the total cost of the Purchase Order and the Currency
The Office enters this.
Created- The Created Date is automatically entered when the Requisition Form is
Created.
Approved- Before Converting a Form to a Purchase Order, it first needs to be approved
by the Superintendent. When a Superintendent grants approval the date is automatically
Entered there.
Ordered- Once a Form is converted to a Purchase Order, the Office enters the Ordered
Date here.
Confirmed- Once the Vendor confirms delivery of the Purchase Order, the Office enters
the date here.
Received- After a Purchase order is delivered to the ship, the Current Stock of the
Received Stock needs to be updated by carrying out the ‘Receive’ operation on the
Purchase Order. This date is automatically entered there.
Confirmation Ref:- This is a Reference Number given by the vendor, on accepting the
delivery of the Purchase Order. The Office enters this
Details- Click on Options/Details. This opens the ‘Full Description window. Enter any
details pertaining to this particular Requisition Form, here.

5.3.0 Creating a New Requisition

A Requisition is a purchasing form that is created by the vessel and sent to the
Office. The Requisition tells exactly what goods are wanted. And in what
quantities.

5.3.1 Identify the Component

The first step in creating a Requisition is to identify the Component for which the
Spares are needed.

 Click Maintenance/Components’ or Click on the Components icon.

 You are faced with the following filter window.

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NOTE  Let us raise a Requisition to order Spares for the ‘MAIN COOL. F.W. PUMP’
 Enter CW in the ‘Number’ field of the Filter. Click Ok.
 The Following Components List will be displayed.

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The important step here, is to check the following

Maker- Check that the proper Maker is selected, if not refer to 2.5.2 9(a) and
select the Maker.
Type- Ensure that the Model number is entered.
Serial no- Ensure that the Manufacturer’s No. is entered.
Details - Click Options/Details. Ensure that the technical specifications are entered

NOTE: When the requisition form is printed out, data for Machinery for Which spares
are to be ordered is picked up from the Maker, Type and Serial no. Fields Hence it is
imperative that these are entered prior to creating the Requisition.

5.3.2 Identify the stock Items

 Click on the “Parts" tab in the ‘Components’ window.
 The linked list of Stockitems is displayed as follows

 Select the required part by clicking on it.

 The ‘Instock’ (ROB) quantity is also visible here.
 Click on the ‘View’ button

The following ‘Stockitem’ window is displayed

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Check that the following have been entered for the Stock Items that are to be ordered .

Name – Ensure that the Name is as per the spare parts manual.
Maker’s Ref – Ensure that the part no. is entered as per the spare parts Manual .
Location – Ensure that a location is assigned. Click on the “Location Hierarchy” Icon
to the right of the “Add” tab. Select the location save.
Stock unit – Ensure that the proper stock Unit is selected. This is important in the case of
“Stores” Stock Items.

NOTE: When the Requisition form is printed out, Data for the line Items which are to be
ordered is picked up from the Name, Maker’s ref, Location and Stock Unit Fields Hence,
It is imperative that these are entered prior to creating the Requisition.

NOTE: If a Stock Item does not exist, a new one needs to be created as explained in 2.6.2

5.3.3 Stock Wanted

 The next step is to tell Amos how much you want.
 Enter the required quantity in the ‘Wanted’ field
 Save and close the window. Follow the same process as above for all the items
required

5.3.4 Creating the Requisition Form

 The next step is to create the Requisition Form.
 Click “Purchase” / “Forms”
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 In the Filter, Click OK to display Forms Windows.

 Click on the new icon to create a new Form.

 The following “Form Creation” window is displayed.

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 Click OK
 Enter the range as CW to CW
 The “Create Forms (Automatic)” window is displayed.

 Number- the requisition Number is automatically generated.

 Title-Enter an appropriate Title.
For instance, SPARES FOR MAIN COOL. F.W. PUMP.
 After entering the above, Save.

5.3.5 Viewing Line Items for the Form.

 In the “Forms” window highlight the form by clicking on it in the list .
 Double clicking on this Form will open the “line Items” Windows or click
“options”/”line Items”.

5.3.6 Selecting Component

 In the line Items window, highlight a line Item.
 In the “component” field, enter the component number CW.110
 The Component needs to be entered for all the line items.

NOTE: Component has to be entered for all the line items as Spares are being ordered
for machinery.
DO NOT select a component when ordering for stores.
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5.3.7 Adding Line Items to a Requisition

 After creating a requisition, as explained above if you realize that a few more line
Items need to be added, it can be done in the following manner.
 In the line Items window, Click on new icon.
 In the “Part No.” field enter, say CW.110 and Click on magnifying glass icon to the
right of the field.
 This will display a list of the stock Items for components CW.110
 Select the Stock Item and Click OK.
 Enter “Requested” quantity and “Component”

NOTE: line items cannot be added to an existing Requisition after an export is made of
the office
When making an Export, ensure that all Requisitions Created are completed in all
respects. They cannot be edited after the export file is created.

NOTE: in case , a Requisition needs to be cancelled do the following in the Title of the
Form type cancelled .

NOTE: Forms having a number like APAR.10.505 are created in office

All Forms created on board have the numbers from 001 to 500 on board
All Forms created in office have numbers above 500

5.3.8 Printing Requisition Forms

NOTE: Before sending an export to the office, it is good idea to “Print Preview” the
Requisition Form to ensure that all details have been entered.

 The Requisition Forms can be printed in the following manner

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 Select the form by ticking in the tick box to the left of the ‘Number’ column.
 Click on the printer icon in the Toolbar
 Select “Printed Form (Original)”.
 Click on “Print Pre-view” button to print to screen.

5.4.0 Various Steps in the Purchasing Chain

 Once the Requisition is created, an export file is sent to the office.
 The following are various stages which a Requisition goes through in the office
Query – The Requisition is first converted to query.
0B

Quotations – The Query is sent out for Quotations to the vendors.

The vendors revert with the Quotations for the price of each line Item. This is updated in
the database.
Purchase Order – The Form is converted to Purchase Order and a Budget Code is
assigned.
Superintendent approves the purchase Order.
 This data is sent to the vessels in the weekly Office export

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NOTE: After carrying out Import operation, You can check The “Form Status” and
“Form Type” of the Various Forms in the “forms” window .you can check whether a
particular Requisition has been converted to a Purchase Order
This will give you an idea of the progress of the Requisition Form.

5.5.0 Receiving Purchase Orders

 Once the spares / Stores are physically landed on board, the purchase Orders are to be
“Received” in Amos and an export should be sent to the Office.
 This is done to Update the current stock (ROB) of items and also to let the office now
what has been received on board.

NOTE: The Purchase Orders received may be complete or incomplete. The procedure
for receiving complete and incomplete purchase Orders is as explained below.

5.5.1 Receiving Complete Purchase Orders

 Click on Purchase / Forms
 Use the Advanced tab available on the Filter window
 In Filter, de- select “ Requisition Form” and “Query” in the “include forms of Type
and Status , as shown below .

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 Click OK
 The following Forms window is displayed.

 Select the purchase order to be Received

 Click “Options”/ “Receive”
 The “Receipt Options” window is displayed as below.

 Note that the “receiving the complete P.O. option is selected by default.
 The “Receipt Date” is automatically entered as Today’s Date. Enter the correct Date
and click on OK.

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 The Receive window is displayed as shown.

 Note that the “Receiving” quantities are automatically entered.

 Click o the save icon
 The following window is displayed.

 Click on yes button

NOTE: This will automatically update the current stock (ROB) of the Stock Items and
convert the status of the Purchase Order to Filed.

5.5.2 Receiving Incomplete Purchase Orders

 Click on Purchase /Forms
 Use the Advance tab available on the Filter window
 In Filter, de-select Requisition Form and Query in the include forms of Type and
status as shown below and

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 Click OK

 The following forms window is displayed.

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 Select the purchase Order to be received.

 Click Options /Receive
 The “Receipt Options “ window is displayed.

 Since only a part of the purchase order has been supplied on board, de-select the
“Receiving the complete P.O” option.
 Enter the “Receipt date”
 Click OK.
 The following “Receive “window is displayed.

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 Note that the “Receiving “quantities are not entered by default

 Enter the qualities, actually supplied on board, for each item.
 Save
 On saving, note that the “On Order” quantity for each item changes as shown below

 The Status of this Form remains “Active”

NOTE: After “Receiving” the Purchase Orders, an export should be sent to the office,
Advising regarding the status of the Purchase Orders received.

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Only after getting a confirmation from the vessel regarding the status of the Purchase
orders and the received items, can the Office begin processing the Invoices of the
vendors.
Incase of incomplete Received Purchase Orders, the Office cancels the quantities not
received and advises the vessel to raise a fresh Requisition for the Items not received.
Such Incomplete Received Purchase Orders are filed by the Office.

5.6.0 Creating a Manual Requisition for landing repairs and On Board Repairs
All M & R activities must be recorded in AMOS.
General
1B

For any item landed ashore or any maintenance carried out on board by a Technician, The
following needs to be done in Amos.
 An Unplanned Work order needs to be generated to report the maintenance carried
out.
 A manual Requisition needs to be created to account for the expenses involved.

NOTE: For instance consider the case where the motor for Aux.Blower needs to be
landed for re-winding.
 First, identify the component.
 Click on the Components Register icon. In the Filter, Enter EE in the Number
 Field (for Electrical equipment) and %blow% in the Name field.
 The following components list is displayed.

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 Confirm that Maker, Type and Serial No. Are entered.

 Next create a Manual Requisition in the following manner
 Click “Purchase”/ “Forms”
 Click OK in the Filter to view a list of all existing Forms
 Click on the New icon to create a new From
 The following “Form Creation” window is displayed.

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 By default, the “Creation Method” is selected as Manual.

 Click OK
 A new Requisition Form is created
 Enter Suffix (LP for Landing Repair and OR for On Board Repair) for the Form
Number.
 Enter Title, Say, and Landing Motor for Auxiliary Blower No. 1.
 Save
 Double-click the Form to open the Line Items window
 Click on the New Icon to create a new line Item.
 DO NOT enter any Part No.
 In “Part Name”, enter Motor for Auxiliary Blower No.1
 Select the Unit as Numbers
 Enter “Requested” as 1
 Enter “Component” as EE.040

NOTE: Any changes made in Purchase Module are reflected in tab ‘Audit Trail”.

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6.1.0 Exchanging Data with Office

 The Amos database contains data about Stock Levels, Requisitions, Maintenance and
other information which needs to be sent to the Office at regular intervals
 In order to do so data must be exported from ship database. Similarly data (like new
Purchase Orders) entered in the Office needs to be imported.
 The ship sends a weekly export to the Office, every Sunday
 The Office sends a Weekly export to the Ship, every Friday
 The Ship can send an Export to the Office on other Days, too. For instance, if an
urgent Requisition is to be sent.

6.2.0 Performing the Export Operation

 Click File /’Export /Import’/Export. The following Export window is displayed.

 The “Selection File” is a file which consist of a list of instructions regarding the
Export Operation .

 Click on the Magnifying Glass to the right of the “Selection File” Field.
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 The above “Select File” window is displayed.

 Select The “ Shp-exp.sel” file from the list by clicking on it and click on “Open”.
 The “ Shp-exp.sel” file displayed in the “selection file” Field of “Export” window
 The “File Name” field consists of an automatically generated number. This is the
name of the Export File .For instance the name of the file in the above Picture would
be “81600015.SHP”, the next file will be “81600015.SHP” and so on.
 Click “OK”
 This Export file is automatically saved to the following path in the hard drive on the
server.
E:\ourdocuments\Transfer
 This file is to be sent to the Office as an Assessment in Mail65.

6.3.0 Performing the Import Operation

 The File to be imported in to the Ship Database is sent by the Office as an attachment
in Mail65 in the “ZIP” format.
 This file has to be unzipped using the WINZIP Program and placed in the following
Folder
E:\ourdocuments\Transfer
After Unzipping, the file will have a name like, say “38160014.OFF”
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 Click File /’Export / Import’/Import. The Following window is displayed

 Click the magnifying glass to the right of the “Selection File” .The following “Select
File” window is displayed.

 Select the file “Shp-imp.sel” by clicking on it in the list . Click “Open”

 The “Shp-imp.sel” file is displayed in the “Selection File” field of the “Import”
window.
 The “File Name” is an automatic sequential number and is the next Office Export File
to be imported.
 Click the magnifying glass to the right of the “File Name” .The following “Select
File” window is displayed
 Select the file “38160014.OFF” by clicking on it in the list . Click “Open”
 Click OK to begin the Import operation.
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NOTE: After the Import Operation is successfully completed, the Filename extension
changes to “OK” For instance in this case the File name changes from
“38160014.OFF” to “38160014.OK”

NOTE: Only Numbered sequential files, when imported, have their extension changing
from OFF to OK.
Sometimes, the office sends some “Fixes”, which are not Numbered files. The extension
of such files does not change to OK after Importing.

NOTE: The vessel Database has been set in a way that only the records, which have
changed since the last “export” operation will be Exported. This results in a smaller file
size .

NOTE: If selection file “Shp-imp.sel” is erroneously used as a selection file for creating
an export file, it will result in the creation of a very large export file. This file cannot be
sent to the office.
When this happens, inform the office in a message
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6.1.0 Exchanging Data with Office

 The Amos database contains data about Stock Levels, Requisitions, Maintenance and
other information which needs to be sent to the Office at regular intervals
 In order to do so data must be exported from ship database. Similarly data (like new
Purchase Orders) entered in the Office needs to be imported.
 The ship sends a weekly export to the Office, every Sunday
 The Office sends a Weekly export to the Ship, every Friday
 The Ship can send an Export to the Office on other Days, too. For instance, if an
urgent Requisition is to be sent.

6.2.0 Performing the Export Operation

 Click File /’Export /Import’/Export. The following Export window is displayed.

 The “Selection File” is a file which consist of a list of instructions regarding the
Export Operation .

 Click on the Magnifying Glass to the right of the “Selection File” Field.
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 The above “Select File” window is displayed.

 Select The “ Shp-exp.sel” file from the list by clicking on it and click on “Open”.
 The “ Shp-exp.sel” file displayed in the “selection file” Field of “Export” window
 The “File Name” field consists of an automatically generated number. This is the
name of the Export File .For instance the name of the file in the above Picture would
be “81600015.SHP”, the next file will be “81600015.SHP” and so on.
 Click “OK”
 This Export file is automatically saved to the following path in the hard drive on the
server.
E:\ourdocuments\Transfer
 This file is to be sent to the Office as E mail attachment.

6.3.0 Performing the Import Operation

 The File to be imported in to the Ship Database is sent by the Office as an attachment
in Mail65 in the “ZIP” format.
 This file has to be unzipped using the WINZIP Program and placed in the following
Folder
E:\ourdocuments\Transfer
After Unzipping, the file will have a name like, say “38160014.OFF”
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 Click File /’Export / Import’/Import. The Following window is displayed

 Click the magnifying glass to the right of the “Selection File” .The following “Select
File” window is displayed.

 Select the file “Shp-imp.sel” by clicking on it in the list . Click “Open”

 The “Shp-imp.sel” file is displayed in the “Selection File” field of the “Import”
window.
 The “File Name” is an automatic sequential number and is the next Office Export File
to be imported.
 Click the magnifying glass to the right of the “File Name” .The following “Select
File” window is displayed
 Select the file “38160014.OFF” by clicking on it in the list . Click “Open”
 Click OK to begin the Import operation.
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NOTE: After the Import Operation is successfully completed, the Filename extension
changes to “OK” For instance in this case the File name changes from
“38160014.OFF” to “38160014.OK”

NOTE: Only Numbered sequential files, when imported, have their extension changing
from OFF to OK.
Sometimes, the office sends some “Fixes”, which are not Numbered files. The extension
of such files does not change to OK after Importing.

NOTE: The vessel Database has been set in a way that only the records, which have
changed since the last “export” operation will be Exported. This results in a smaller file
size .

NOTE: If selection file “Shp-imp.sel” is erroneously used as a selection file for creating
an export file, it will result in the creation of a very large export file. This file cannot be
sent to the office.
When this happens, inform the office in a message
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COMPONENT CODES AMOS

0BU

AI Accommodation (internal) – cabins / Alleyways / Common Rooms / Toilets /

Plumbing / Stores
AC Air Conditioning and ventilation Systems – ventilation flaps / Fire Dampers
/Compressors / Condensers / Vent fans / Exhaust fans .
AE Auxiliary Engine – Main / emergency / Cargo Pump drives / Pipelines and valves
AL Alarms
AM Anchor and Mooring Equipment – Windlass & Mooring winches / anchor /
towing equipment /hyp.stm Pipes / Winches / Power packs /Pipelines and valves .
AU Automation – Sensors / actuators / M/E Maneuvering /H/L Level alarms
BB Bilge and ballast systems – Pumps / Valves / Strainers / Eductors / Stripping
pump
BE Bridge Equipment – Navigation and Radio equipment
BL Boilers – Main and Exhaust boilers, Burners / Pumps / Valves / pipes /
Condensers / Stm. Traps
BT Ballast Tanks
CA Compressed air systems – Compressor / Air Reservoir / piping / valves
CH Cargo Handling Equipment – P/V valves / Exp joints / Bell mouths / pump
strainers / Reducer / Mast riser / Pipe lines / MMC tapes / Air gas separator /
Educators / ODME / Manual, Hyp. Pneu. Valves / COP / Ballast pump / Stripping
pump / valves / vacuum pump.
CW Cooling Water Systems – SW / Freshwater system / Pumps / Valves / Pipelines /
Coolers / Controllers.
CT Cargo Tanks.
DE Deck equipment – Gangway / Accommodation ladders / Pneumatic Motors / Gas
Freeing Equipment / Blasting equipment / Pneumatic Pumps.
DR Ship Drawings
DS Distilling Systems – Evaporator / Ejector / Pumps / Salinometer / Mineralizer
ED Electrical Distribution System – Switch Boards / Starter Panels / Wiring
EE Electrical Equipment – Power Supply / Starters / Motors
EM Emergency Systems – Water tight doors /Q/C Valves / Shut downs
FF Fire Fighting Equipment – Fixed & portable / pipes / valves
FO Fuel oil System – Pumps / Valves / Strainers / Viscosity Control / Heaters /
Pipelines.
GE Galley, Pantry, Laundry equipment.
GN Generators – Main and Emergency
1B

HP Hull Protection systems (Cathodic Protection)

HU Hull – Decks / Accommodation (external) / Chain Lockers / Ship side plating /
walkways / Railing mast houses / Pump rooms / Access Hatches / sky light.
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IG Inert Gas System – Pipelines / Deck Seal / Exp. Joints / NRV / PV Breaker / IG
Valves / Uptakes / Valves / Scrubbers / Blowers / O2 Analyzers.
IM IMPA Ship stores.
IN Incinerating systems – Sludge pump / Incinerator / Sludge treatment tank
LB Life Boats Davits / Winches / Equipment
LE Lifting Equipment – Cargo Handling Derrick or crane / Provision Crane / E/R
Crane / Pilot Ladder Hoist.
LO Lub Oil Systems – Pumps /Valves / Strainers / heaters / Coolers / Pipelines
LR Life Rafts
LS Life Saving Equipment
MC Miscellaneous Certificates
ME Main Engine – Units / Vibration Dampers / Foundation / Scavenge Blowers
ML Medicines Locker
MM Maneuvering machinery – Rudder and Steering / Hydraulic System / Pipe lines
and Valves
PC Certificates for port Entry
PE Provision Equipment – Compressors / Condensers / Driers / Rooms / Valves /
Pipelines
PS Propeller Shaft – Stern Tube / Pedestal Bearings / Hydraulic System / Fwd and
Aft sealing
PW Portable Water System – Pumps / Hydrophores / Sterilizers
SP Safety Procedures – Emergency Drills / Safety Meetings / Management Reviews
SS Sanitary Systems – Pumps / Filters Sewage plant / Swimming pools
ST Stores
TC Tank Cleaning Equipment – COW Lines / Valves / Tank Cleaning Heater / Tank
Cleaning Machines / Portable Tank Cleaning Equipment
TK Tanks in E/R – FO / LO / DB’s / Cofferdams
VT Vetting Deficiencies
WE Workshop Equipment – Drill Machine / Lathe / Grinders / HP washing /
Pneumatic Equipment.