AMOS Business Suite 8.

M&P version 7.0

User Guide

Revision 1, September 2007

 Documentation Copyright and Disclaimer

Copyright
Copyright E 2007 SpecTec AS, Lysaker, Norway World rights reserved. No part of this publication may
be stored in a retrieval system, transmitted or reproduced in any way, including but not limited to
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from SpecTec AS Documentation office.
Furthermore, unless specifically stated in the Software Purchase Agreement duly signed by both SpecTec
AS and the user, the user will not distribute, reproduce, or allow access to by a third party this
documentation, without the prior, written approval from SpecTec AS Documentation office.
Whenever an authorised copy is made of all or any part of the documentation, all titles, copyright notices,
patent notices or other proprietary markings must also be reproduced in full and included with the copied
product. The User shall not alter or remove any copyright notices, patent notices or other proprietary
markings affixed to or distributed throughout the documentation.

Disclaimer
SpecTec AS makes every effort to ensure the information contained in this document is correct at the time
of printing. However, as products of SpecTec AS are constantly being updated and maintained,
discrepancies may arise from time to time between this documentation and the Product to which it
applies. SpecTec AS makes no representations or warranties regarding the content or accuracy of the
documentation, and specifically disclaims any implied warranties of merchantability of fitness for any
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person of such changes or provide users with updated documentation revisions.

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

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Table of Contents
Chapter 1 General Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.1 Who Should Read the User Guide? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.2 How This User Guide is Organised . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.3 Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Chapter 2 Introduction to AMOS M&P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2.1 Working with AMOS at a Local Installation . . . . . . . . . . . . . . . . . . . . . . 4
2.2 Work With AMOS at the Head Office . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Chapter 3 Using AMOS Business Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.2 How to Start AMOS Business Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.2.1 Why do I Have to Logon? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.3 The Windows in AMOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3.3.1 Keys or Mouse: Giving Commands with the Pull-- Down Menus . 9
3.3.2 Active Window Refresh . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.4 Installations and Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.4.1 Switching Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.5 Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.5.1 What is a Filter? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.5.2 Look-- up Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3.5.3 Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
3.6 Calender Facility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
3.7 The Right-- Click Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.7.1 The Text Editing Right-- Click Menu . . . . . . . . . . . . . . . . . . . . . . . 15
3.7.2 The Window Right-- Click Menu . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.8 Customise Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.9 How To Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.10 Saving Data and Closing a Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.11 Exiting AMOS Business Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.12 The Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Chapter 4 Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
4.1 How Does AMOS M&P Plan Maintenance for Me? . . . . . . . . . . . . . . . . 18
4.1.1 It All Begins With Components . . . . . . . . . . . . . . . . . . . . . . . . . . 18
4.1.2 Component Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
4.1.3 Jobs are Regular Maintenance on Components . . . . . . . . . . . . . . 20
4.2 How to Group Several Jobs into a Round . . . . . . . . . . . . . . . . . . . . . . . . 21
4.2.1 Defining a New Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
4.2.2 Allocating Jobs to a Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
4.2.3 Reporting a Round . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

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4.3 Counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
4.3.1 Defining Counter Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
4.3.2 The Counters Submenu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
4.3.3 Updating Counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
4.3.4 Parts Dependent on Other Components’ Counters . . . . . . . . . . . . 31
4.3.5 When a Part is Replaced . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
4.3.6 Counters on Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
4.4 Work Orders and Work Order Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
4.4.1 How Does AMOS M&P Know When to Schedule Jobs? . . . . . . . 33
4.4.2 Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4.4.3 Requisition Work to Plan and Record One-- off Tasks . . . . . . . . . . 35
4.4.4 Unplanned and Unexpected Maintenance . . . . . . . . . . . . . . . . . . . 35
4.4.5 A Maintenance Plan Printout Shows Jobs that are Due . . . . . . . . 36
4.4.6 The Benefits of Reporting Your Work to AMOS M&P . . . . . . . . 36
4.4.7 Mark Unexpected Work to Improve Your Records . . . . . . . . . . . . 37
4.4.8 What Must I Do to Keep Maintenance Running Smoothly? . . . . 37
4.5 Planning Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
4.5.1 Generating the First Work Order for a Newly Defined Job . . . . . 39
4.5.2 Work Orders Based on Counters and CBM Status . . . . . . . . . . . . 40
4.5.3 Creating a Work Order for a Planned Job Yourself . . . . . . . . . . . . 40
4.5.4 One-- time Tasks: Requesting Work . . . . . . . . . . . . . . . . . . . . . . . . 40
4.5.5 Counters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
4.6 Planning Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
4.6.1 The Work Planning Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
4.6.2 Working in the Work Planning Window . . . . . . . . . . . . . . . . . . . . 45
4.6.3 Maintenance Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
4.6.4 The Maintenance Tasks (Read Only) Window . . . . . . . . . . . . . . . 52
4.6.5 Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
4.7 The Various Work Order Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.7.1 Issuing Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
4.7.2 How to Use the Work Orders Window . . . . . . . . . . . . . . . . . . . . . 58
4.8 What Did We Do? Reporting Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
4.8.1 Reporting on Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.8.2 Copying Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.8.3 The Resources Used Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.8.4 The Stock Used Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.8.5 The History Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.8.6 Reporting Rounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.8.7 Reporting on Planned Jobs Unexpectedly . . . . . . . . . . . . . . . . . . . 69
4.8.8 Reporting Work Based on Requested Work . . . . . . . . . . . . . . . . . 69
4.9 Controlling Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

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 4.10 Tracking Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
4.11 Viewing or Printing the Maintenance Log . . . . . . . . . . . . . . . . . . . . . . . . 71
4.11.1 The Whole Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
4.11.2 Sorting the Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
4.12 Overview of Maintenance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Chapter 5 Stock Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
5.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
5.2 Using AMOS M&P for Stock Management . . . . . . . . . . . . . . . . . . . . . . . 74
5.2.1 Stock Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
5.2.2 Where do I Find Stock Management Functions? . . . . . . . . . . . . . 75
5.2.3 Defining a Stock Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
5.2.4 Stock Depreciation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
5.2.5 How to Select a New Stock Item Location . . . . . . . . . . . . . . . . . . 79
5.3 Stock Wanted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
5.3.1 How to Set Up a Shopping List Using Stock Wanted . . . . . . . . . . 79
5.4 How to Register Stock In or Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
5.5 Taking Inventory: Stock Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
5.5.1 How to Print a Stock List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
5.6 How to Trace Stock In/Out: Stock Transactions . . . . . . . . . . . . . . . . . . . 85
5.6.1 Using Stock Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
5.7 Transfer Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Chapter 6 Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
6.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
6.2 Purchasing with AMOS M&P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
6.2.1 Stock Items Become Form Lines . . . . . . . . . . . . . . . . . . . . . . . . . 90
6.2.2 Forms Have Two Parts: Headers and Lines . . . . . . . . . . . . . . . . . 90
6.2.3 The Form Number Always Stays the Same . . . . . . . . . . . . . . . . . 91
6.2.4 Type In Once, Print Out Different Purchasing Forms . . . . . . . . . . 92
6.2.5 Forms Are Forever, But Line Items Split Up . . . . . . . . . . . . . . . . 93
6.2.6 Orders Arrive in More Than One Delivery . . . . . . . . . . . . . . . . . . 93
6.2.7 Goods Are Transported From Central Locations to the Installation 93
6.2.8 Goods Marked as Received Become Stock Items . . . . . . . . . . . . . 94
6.3 Requisitioning Stock Items or Consumables . . . . . . . . . . . . . . . . . . . . . . 94
6.3.1 How to Create an Automatic Requisition for Stock Items . . . . . . 94
6.3.2 How to Create a Requisition Manually . . . . . . . . . . . . . . . . . . . . . 96
6.3.3 The Forms Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
6.3.4 The Line Items Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
6.4 How to Make a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
6.4.1 Why Should You Make a Query Form? . . . . . . . . . . . . . . . . . . . . 100
6.4.2 How to Turn a Requisition into a Query . . . . . . . . . . . . . . . . . . . . 100
6.4.3 How to Create a Query Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

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 6.5 Getting the Best Price: Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
6.5.1 How to Record Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
6.5.2 How to Calculate the Total Price of a Quotation . . . . . . . . . . . . . 105
6.5.3 How to Compare Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
6.5.4 How to Get a Recommendation from AMOS M&P . . . . . . . . . . . 106
6.5.5 How to Split An Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
6.6 How to Make a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
6.6.1 How to Convert a Requisition or Query to a Purchase Order . . . . 108
6.6.2 How to Create a New Purchase Order . . . . . . . . . . . . . . . . . . . . . . 109
6.7 Working With Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
6.7.1 Approving An Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
6.7.2 How to Split Lines to New Orders . . . . . . . . . . . . . . . . . . . . . . . . 110
6.7.3 How to Print Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
6.7.4 When the Vendor Confirms the Order . . . . . . . . . . . . . . . . . . . . . . 112
6.7.5 What Will Arrive in Each Delivery? . . . . . . . . . . . . . . . . . . . . . . . 113
6.8 Using Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
6.9 Transporting Delivered Goods to the Installation . . . . . . . . . . . . . . . . . . 114
6.9.1 How to Create a Transport Document . . . . . . . . . . . . . . . . . . . . . . 115
6.9.2 How to Add Deliveries to a Transport Document . . . . . . . . . . . . . 116
6.10 How to Register Delivery of Goods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
6.11 Custom Clearance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
6.11.1 Creating a Custom Clearance Contract . . . . . . . . . . . . . . . . . . . . . 120
6.11.2 Creating a Custom Clearance Form . . . . . . . . . . . . . . . . . . . . . . . 121
6.12 Typical Purchasing Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Chapter 7 Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
7.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
7.2 What Budgeting Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
7.3 How to Create a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
7.4 How to Use Budget Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
7.4.1 How to Enter a Budget Specification . . . . . . . . . . . . . . . . . . . . . . 129
7.4.2 How to Set Budget Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . 130
7.5 How to Edit a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
7.6 Elements Which May Affect the Budget . . . . . . . . . . . . . . . . . . . . . . . . . 132
7.6.1 How Purchase Orders Affect the Budget . . . . . . . . . . . . . . . . . . . 132
7.6.2 How Stock Transactions Affect the Budget . . . . . . . . . . . . . . . . . 133
7.6.3 How the Maintenance Log Affects the Budget . . . . . . . . . . . . . . . 134
7.6.4 How Vouchers May Affect the Budget . . . . . . . . . . . . . . . . . . . . . 134
7.7 Using Budget Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Chapter 8 Registers, Hierarchies and Reports . . . . . . . . . . . . . . . . . . . . . . . . . 136
8.1 What is a Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
8.1.1 Are You Allowed to do This? . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

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 8.1.2 You Know You Need to Update a Register When0 . . . . . . . . . . . 136
8.2 Finding the Right Register to Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
8.2.1 Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
8.2.2 Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
8.2.3 Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
8.2.4 Currency Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
8.2.5 Permits to Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
8.2.6 Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
8.2.7 Disciplines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
8.2.8 Counter Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
8.2.9 Product Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
8.2.10 Currency Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
8.2.11 Quality Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.2.12 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.2.13 Job Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.2.14 Job Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.2.15 QA Grades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.2.16 Stock Grades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
8.2.17 Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
8.2.18 The Maintenance Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
8.2.19 The Stock Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
8.2.20 The Purchase Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
8.2.21 The Attachment Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
8.2.22 Module Specific Registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
8.3 Finding a Particular Item in a Register . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
8.3.1 How to Find an Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
8.3.2 How to Find an Address by Product Type . . . . . . . . . . . . . . . . . . . 145
8.3.3 How to Change an Existing Item . . . . . . . . . . . . . . . . . . . . . . . . . 146
8.3.4 How to Add Data to a Register . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
8.3.5 How to Delete Data from a Register . . . . . . . . . . . . . . . . . . . . . . . 148
8.3.6 Duplicate Address Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
8.3.7 How to Link Products to Addresses . . . . . . . . . . . . . . . . . . . . . . . 150
8.3.8 How to Add a Product Type to the Register . . . . . . . . . . . . . . . . . 151
8.4 The Hierarchies of Components and Functions . . . . . . . . . . . . . . . . . . . . 151
8.5 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Chapter 9 Defining and Using Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
9.1 Setting up Attachment Source Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
9.2 Building a Library of Attachment References . . . . . . . . . . . . . . . . . . . . . 155
9.3 Viewing an Attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
9.4 Hotspots on an Attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
9.4.1 What is a Hotspot? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

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 9.4.2 How to Add a New Hotspot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
9.5 Defining Button Hotspots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
9.6 Browsing Between Attachment Windows . . . . . . . . . . . . . . . . . . . . . . . . 162
9.7 The Attachment Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Chapter 10 Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
10.1 Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
10.1.2 Work Flow Configuration - Lock and Unlock . . . . . . . . . . . . . . . 168
10.2 Work Flow Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
10.3 Defining Installations and Departments . . . . . . . . . . . . . . . . . . . . . . . . . . 169
10.3.1 Adding Details to Installations/Departments . . . . . . . . . . . . . . . . 169
10.3.2 Installation Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Chapter 11 Replicating Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
11.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
11.2 Exchanging Data with the Head Office . . . . . . . . . . . . . . . . . . . . . . . . . . 171
11.3 Performing Automated Importing and Exporting Tasks . . . . . . . . . . . . . 171
11.4 Manual Import and Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
11.5 How to Set Up Export and Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Chapter 12 Revised DNV Class Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
12.1 Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
12.2 Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
12.2.1 How to Create a New Job Class . . . . . . . . . . . . . . . . . . . . . . . . . . 175
12.2.2 How to Assign Jobs to the New Job Class . . . . . . . . . . . . . . . . . . 176
12.2.3 How to Update the Job Descriptions . . . . . . . . . . . . . . . . . . . . . . . 178
12.2.4 How to Print Out Class Related Jobs in a Period . . . . . . . . . . . . . 180
Chapter 13 Additional Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
13.1 Outlook Style User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
13.2 Personalised Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
13.2.1 The General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
13.2.2 The Views Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
13.2.3 Pre-- Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Glossary of Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

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

Northern Europe (NEMEA)

Email : support.nemea@spectec.net
Phone : United Kingdom +44 161 888 2299

Nordic Countries (Nordics)

Email : support.nordic@spectec.net
Sweden +46 316 553 00
Norway +47 675 255 55

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

Email : support.semea@spectec.net
Phone : Italy +39 010 595 9891

Americas (US)
Email : support.us@spectec.net
Phone : USA +1 954 962 9908 ext. 21

Asia--Pacific (AP)
Email : support.ap@spectec.net
Phone : Singapore +65 622 071 16

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

Comments and Suggestions

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

documentation@spectec.net

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xii
Chapter 1 General Information
This User Guide is for users of the AMOS Maintenance & Purchase (AMOS M&P)
module version 6.9. This document is written from the point of view that the reader
understands the requirements of the job and now needs to acquire an understanding
of how to use AMOS M&P in fulfilling those requirements.
AMOS M&P is a Windows application for integrated management of maintenance
work and costs, stock control and purchasing in geographically spread
organisations. The AMOS M&P module works in conjunction with the AMOS
Business Suite (license required).

1.1 Who Should Read the User Guide?

This User Guide is for people using an AMOS M&P system that is already installed
and running. The guide contains information on how to:
S Plan or report maintenance work
S Control maintenance costs or plan maintenance budgets
S Request, requisition or purchase stock
S Take inventory or manage stored goods
S Approve planned purchases
S Receive goods
No previous knowledge of AMOS M&P or Windows is required, but if you are
completely new to computers, you may prefer to start with the basic documentation
for your PC and Windows.

1.2 How This User Guide is Organised

The initial chapters give you an overview of the AMOS M&P application within the
AMOS Business Suite.
The main features for Maintenance, Stock, Purchase and Budgeting are found in
Chapters 4 to 7.
Chapters 8 to 11 deal with computer administration: keeping the AMOS database
up to date, and exchanging data with a remote head office. These chapters are mostly
for the person at your installation who is primarily responsible for the computer.

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

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

Figure 1 AMOS M&P

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

3
 Figure 2 Distributed Installations

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

2.1 Working with AMOS at a Local Installation

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

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

2.2 Work With AMOS at the Head Office

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

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

6
Chapter 3 Using AMOS Business Suite

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

3.2 How to Start AMOS Business Suite

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

AMOS Business Suite icon

To start the AMOS business Suite:

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

3.2.1 Why do I Have to Logon?

Some of the functions in AMOS Business Suite are reserved for authorised people
only: approving work, approving requisitions, and changing budgets, to name a few.
When you log on, you tell AMOS who you are, and AMOS will lock any commands
that you are not authorised to use.

7
 Also, AMOS keeps track of who performs certain operations, and when. That gives
you a clear, secure record as required by many inspection organisations.

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

3.3 The Windows in AMOS

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

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

Note The modules and commands available to you are controlled by the software license
purchased by your company, and some commands are “user defined”. The
illustrations in this manual may therefore differ from what you see on your screen.

8
3.3.1 Keys or Mouse: Giving Commands with the Pull---Down
Menus
Let us assume you would like to put in a new address for a vendor or service
company that you often work with. You will need to give a command to open the
address window, and there are three ways of doing this depending on how you prefer
to work.
In this User Guide, it will just say:
“Select File > Open Register > Addresses”.
S If you like to use the mouse:
-- Click File, the name of the first pull down menu. When the menu rolls
down, click Open Register. Point at Addresses and click.
S Once you learn the toolbar:
-- Point at the Addresses icon and click it.
S If you prefer the keyboard:
-- Look for the underlined letters in the pull down menus. Type ALT + F to
open the File menu, type O to choose Open Register and type A to choose
Addresses. That is: ALT+F, O, A.

3.3.2 Active Window Refresh

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

3.4 Installations and Departments

The AMOS Business Suite contains functions to handle complex organisations. You
can divide your organisation into installations (any office or site where AMOS is
installed) and divide these installations into departments. To view your company’s
list of defined installations and departments, select File > Switch Department. For
instructions on defining new installations and departments, see section 10.3.
Note The Switch Department window only presents the departments the logged in user
has access to.
It is important that before you begin any work in AMOS M&P, you check that you
are in the correct department. The top line of the AMOS window shows
Installation/Department. If you are not in the correct department, switch
departments before doing anything else.

9
3.4.1 Switching Departments
Note Close any open windows prior to switching departments. It is not possible to switch
from one department to another while windows are open.
To switch departments within your AMOS installation:
1. Select File > Switch Department, or click the corresponding toolbar button.
2. In the Switch Department window that appears, select the correct department
and click OK.

Figure 4 The Switch Department Window

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

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

10
 As the AMOS Business Suite database builds over time, the powerful filter function
becomes very useful. Filters are used to narrow down the lists in the windows. For
example, if you want to see a list of only the tankers in the sites window, you can
specify a filter that shows only those entries.

3.5.1 What is a Filter?

A Filter is an order form for a search function. You can type characters (text or
numbers as appropriate) into fields in the filter, and a search through the database
will then pick out only those records or forms that contain the same characters in the
same fields that you have entered into the filter. A filter therefore enables you to be
more specific about what you ask for, and thereby reduce the number of “hits”
generated by a search. This then reduces the amount of data that you have to look
through to find what you actually want. The characters you type into the fields in a
filter are called “Search criteria”.
A Filter modifies the SQL statement sent by AMOS to the database running behind
the application.
Filters change their layout and content depending on the function you are currently
using, such that the search criteria you can add to the filter is appropriate to a search
within that function.
Figure 5 shows an example of the filter for the Stock Items function.

11
 Figure 5 Example of a filter form

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

12
3.5.2 Look---up Filters
To help further refine your search request, on some fields you can select values from
a look up table. On the right--hand--side of the field is a lookup button:
The lookup button

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

Figure 6 Example of a look--up filter

13
 Some of these filters may also have an additional Details button which can be used
to open a window containing read--only information regarding the highlighted
selection.

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

3.6 Calender Facility

Figure 7 Example of a calender

If you double--click in a date field, or press the F2 key on your keyboard while the
cursor is in a date field, a calendar opens. This enables you to select the required date,
which will automatically be entered in the correct format.
In addition to the arrow buttons, the following commands are available:
S Ctrl--Left (Right) Arrow Go to the previous (Next) Year.
S Shift--Left (Right) Arrow Go to the previous (Next) Month.
S Up (Down) Arrow Go to the previous (Next) Week.
S Left (Right) Arrow Go to the previous (Next) Day.
S Enter Accept the selected date.
S Alt--F4 Close the calendar.

14
3.7 The Right---Click Menus
Most of the windows in this application have two right--click menus: one for use
while editing the data in the data fields, and one for the window generally.

3.7.1 The Text Editing Right---Click Menu

While the window is active, and the cursor is within a data field, or data is selected,
click the right mouse button to open the Text Editing right--click menu. This menu
is standard for all data fields, though the commands available at the time depend on
whether data is selected. These commands are described below:
S Undo -- select this option to undo the last action you performed.
S Cut -- select some text or data and click this command to cut the selected item
out of the data field. The cut text can then be pasted elsewhere. This command
has the same function as clicking the Cut button on the toolbar or pressing the
CTRL+X keys on your keyboard.
S Copy -- Select some text or data and click this menu command to copy the
selected item to the clipboard. The copied item can then be pasted elsewhere
into the application, or into another text processing application. This command
has the same function as clicking the Copy button in the toolbar or pressing the
CTRL+C keys on your computer keyboard.
S Paste -- Once you have cut or copied text or data (see above), position the
pointer where you want the item to be pasted (within any data field in this
application, or within the work area of any other text processing application)
then click this menu command to paste the item from the clipboard. This
command has the same function as clicking the Paste button in the toolbar or
pressing the CTRL+V keys on your computer keyboard.
S Delete -- Select text or data and then select this menu command to delete the
selected item. This command has the same effect as clicking the Delete button
on your keyboard.
S Select All -- Click on this menu command to select all the text or data in the
current data field.

15
3.7.2 The Window Right---Click Menu
Place the pointer within the window and click the right mouse button to open the
window right--click menu. The commands in this menu differ depending on which
window is active.

3.7.2.1 Field Chooser

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

3.8 Customise Toolbars

You can decide where you want to locate the AMOS Business Suite toolbars.
Right--click in the toolbar area to open the menu shown. The Standard Bar is the
main toolbar, while the Window Bar is the secondary toolbar which is dependent on
the window opened. You can select along which edge of the screen these are to be
located, or you may select Floating to have the toolbars as floating palettes.
If you select Show Text, the buttons become bigger and display the names of the
buttons. Finally, if Show Tips is selected, you will see tool tips below a button when
you put the cursor on it.

Figure 8 Customize Toolbar Menu

16
 To choose from a more comprehensive set of options, select Tools > Options. There
are extra options in the application settings part of the screen. For example, you can
choose the default window settings from the drop down list. For more about the
Tools > Options window, see section 13.2.

3.9 How To Print

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

3.10 Saving Data and Closing a Window

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

3.11 Exiting AMOS Business Suite

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

3.12 The Database

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

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Chapter 4 Maintenance
This chapter focuses on the maintenance functions in AMOS M&P.
S Section 4.1 contains an overview of how the program helps you plan
maintenance in the organisation and the principles involved.
S Section 4.5 shows you how to plan jobs using AMOS M&P.
S Section 4.6.1 tells you about the Work Planning window, and Maintenance
Tasks.
S Section 4.7.2 explains the Work Orders window and the techniques required
to use it.
S Section 4.6.5 explains how to group maintenance work together into projects.
S Section 4.8 covers how to report work as it is performed.
S The section 4.10 describes the tracking of work orders, while section 4.11
covers the maintenance log.
S Finally, section 4.12 briefly describes the various maintenance reports in
AMOS M&P.

4.1 How Does AMOS M&P Plan Maintenance for

Me?

4.1.1 It All Begins With Components

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

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4.1.2 Component Types
In a larger organisation, identical components may well be in use on various site
locations. When the organisation selects to use the Component Type functionality
in AMOS M&P, information such as Maker and Type is registered only once at the
head office location. Once a new component of a defined type is registered at a given
site, it “inherits” information from the Component type register.
An example of a Component Types window is shown in Figure 9:

Figure 9 Example of a Component Types window

The windows for Components and Component Types contain tabs with various
related information for the selected component (type). For example, the Jobs tab
lists the pre--defined maintenance jobs for the component.

4.1.2.1 Creating a New Component Type

To create a new component type:
1. Click the New button in the toolbar. The fields empty for data.

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 2. Fill in the information in the General tab as follows:
S Number -- enter a unique number for the Component Type. This will be used
to lookup the Component Type information, in the Component window.
S Name -- enter a name for the Component Type. For example, enter the name
Lifeboat Motor.
S Maker -- enter the manufacturer of this particular Lifeboat Motor.
S Type -- enter the type number of the motor.
S Preferred Vendor -- enter the vendor your organisation buys this from.
S Parent -- the Component Type you are registering could belong to another
Component Type. Setting Parent components allows you to organise a
hierarchy. For example, select as Parent the Component Type ’Lifeboat’ -- the
actual lifeboat that this motor belongs to.
S Component Class -- Classes are a way of grouping Components. For example
your organisation might classify groups of machinery. In the case of the
Lifeboat Motor, select class Diesel Motors.
3. Click Save. The information will appear in the list in the bottom of the window.

4.1.3 Jobs are Regular Maintenance on Components

The regular maintenance jobs for each component and component type are
described in AMOS M&P. Each job is linked to the component it is carried out for.
These jobs are predictable and will be performed over and over again throughout the
lifetime of your installation. These sets of component related jobs contain job
descriptions to describe how the work is to be carried out, and information about the
intervals at which they should be performed.
Several jobs may be connected to the same component, in the Component Jobs
window. The Component Jobs window is accessed by clicking the buttons in the
Components window Jobs tab.
The fields in the upper part of Component Jobs window include:
S The Periodic Frequency with which the job should be carried out.
S The Planning Method, variable or fixed, for scheduling jobs in the Work
Planning window. For information on the Work Planning window, see section
4.6.1.
S The default Output Format for printouts, where you can select List, Compact
List or Work Order, depending on how much information you want to include.
S A Window, which is given in number of days. The window is the number of
days before the actual due date of the job. It is shown in the Work Planning
window, described in it’s own section.

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 S The Priority of the job.
S The component status required for a work order to be generated. Note that work
orders are not generated for scrapped or transferred components. If the
component status is changed or is reverted back to a previous status, the work
order will still be generated on the selection of Maintenance > Generate
Work Orders, if the parameter ’Automatically Reschedule Work Orders’ is set
to TRUE, and it is indicated in the Component Jobs window that a Work Order
is needed for that status (the appropriate box is checked).
S The Budgets to which costs should be attributed. These may be pre--set by
default or selected by using the lookup buttons.
S If your company is required to comply with requirements from a classification
organisation, a job class for Survey/Overhaul is typically used. This is further
described in Chapter 12 of this User Guide.

4.2 How to Group Several Jobs into a Round

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

4.2.1 Defining a New Round

1. Select Maintenance > Rounds.
The Rounds Criteria filter opens.
2. Click OK.
The Rounds window opens:

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 Figure 10 Example of the Rounds window

The lower part of the window contains a list of the rounds already registered,
while the upper part of the window contains the details of the currently selected
round.
3. Click the New button in the secondary toolbar.
A new line is created at the bottom of the list and the data fields in the upper
area are cleared ready to accept new data. You now need to fill in the data.
4. Click in the Code field and assign a code to the new round.
When you assign a code to the round, you may prefer to use the same prefix
for all rounds to make it easier to identify work orders generated from the
round.
5. Type in a Title for the round.
6. Click the down--arrow beside the Discipline field to open a drop--down list, and
select the discipline (rank or position title) of the person or grade required to
perform the round.

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Note A round would normally contain jobs performed by the same discipline, but the
system allows you to include jobs from different disciplines if you wish. However,
when you select a job belonging to a different discipline than the other jobs in the
group, the system will ask you if you really wish to do so and you will need to
confirm the selection.
7. Set the Frequency the round is to be performed at, the Priority of the round,
and a Window within which the round is to be performed.
8. Select the Output Format and the Reporting Method.
When you define a round, you can select a reporting method. The two choices
are Simple and Full. You can report work against both types of rounds in
several stages, so that you only check off the jobs that have actually been
completed at a given time.
When reporting work against work order with the Simple reporting method, the
Jobs tab is added to the Report Work window, so you can check off which
defined round jobs are completed.
Figure 11 shows the Report Work dialog box for a round work order where the
Report Method is set to Simple.

Figure 11 Example of a Report Work dialog box for a round

4.2.2 Allocating Jobs to a Round

After defining the round, allocate jobs to it.
1. Select Options > Jobs or click the right mouse button and select Jobs from the
pop--up menu.

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 The Rounds dialog box opens. If the round already contains some jobs, these
will be listed (see Figure 13).
Select the first component on which to perform the maintenance.
2. Click the New button in the secondary toolbar to create a new line in the list.
A Select box opens,
Select any defined job for the round. If you pick a job that is allocated to a
discipline other than that selected for the round, you get the following question:

Figure 12 The Round discipline confirmation dialog

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

Figure 13 Example of jobs in a round

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

4.2.3 Reporting a Round

When reporting work against a work order with the Full reporting method, you are
first presented with a Round Summary window. Here you enter amounts for Total
Duration, Down Time and Misc. Expenses that will automatically be divided
between the jobs of the round that you are in the process of reporting as completed.

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 Figure 14 Example of a Round Summary window

4.3 Counters
Job descriptions normally include information about when the job should be
performed. This can be a frequency, for example daily, weekly, monthly or annually,
or the job can be performed when a counter reaches a predefined value. For example,
if an engine is to be checked every 1200 running hours, AMOS M&P will start
counting the running hours as soon as it is reported that the engine has been installed.
When 1200 hours approaches, the job “Check the engine” will appear when the job
lists for the coming period are printed or the work--planning window is opened.
Once the job is reported as completed, AMOS M&P will restart counting.
AMOS M&P counts time automatically, but some other types of counters must be
updated manually. For example, if there are maintenance jobs that must be
performed when the ship has docked a certain number of times, there will be a
counter for the number times the ship has docked which must be updated manually
each time the vessel enters a harbour.
If your installation uses automatic Condition--Based Maintenance (CBM)
functions, then a job may be scheduled when a monitor or sensor detects a
predefined condition in a component and passes this information to AMOS M&P.
For example, a sensor might detect when the temperature in a cooled unit rises above
10 deg.C, or when an arm on a rotating unit has made 36000 rotations.
Note Counters can only be updated by authorised personnel at the installation or site at
which the component using the counter is installed.

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4.3.1 Defining Counter Types
Note You need special access authorization to define a new counter type.
The various types of counters your AMOS M&P system uses to handle Condition
Based Maintenance are defined in the Counter Types register. To define a new
counter:
1. Select File > Open Register > General > Counter Types.
The Counter Types register opens as shown in Figure 15.

Figure 15 Example of the Counter Types register

2. Click the New button in the secondary toolbar to create a new field in the
register.
3. Type the counter’s name into the new field.
4. Type a value into the Max Per Day field.
The Max.Per Day field enables you to set a maximum value that AMOS M&P will
allow the user to input. This is used to prevent mistakes during counter updating.
5. Click the Save button in the secondary toolbar to save the changes.
The new counter is added to the list of counters available when you need to link
a component or part to a counter.

4.3.2 The Counters Submenu

The Maintenance > Counters submenu contains three commands:
S Update -- Enables you to update counters manually.
S Overview -- Provides an overview of the registered counters and the
components they are linked to.
S Counter Log -- Stores all counter updates, enabling you to view them at will.

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 4.3.2.1 Update
Counters must be kept updated if AMOS M&P is to provide worthwhile estimates
for new work orders. To update a counter manually, see the section Updating
Counters.
Note Counters can only be updated by authorised personnel at the installation or site at
which the component using the counter is installed.

4.3.2.2 Overview
The Counter Overview window gives you an overview of all the components that
are linked to counters, which counters they are linked to, the counters’ current values
etc. To open the Counter Overview window:
1. Select Maintenance > Counters > Overview.
2. The Counters Overview filter opens as shown in Figure 16.

Figure 16 The Counters Overview Filter

3. Add search criteria as appropriate and click the OK button.

The Counter Overview window opens as shown in Figure 17. In this example,
no search criteria were added to the filter before clicking OK.

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 Figure 17 Example of the Counter Overview window

Note This window only displays information on the current values for the selected
counters. None of the fields may be updated here. To update the counters, select
Maintenance > Counters > Update. Counters can only be updated by authorised
personnel at the installation or site at which the component using the counter is
installed.

4.3.2.3 Counter Log

The Counter Log is used to store and view all counter updates. To open the Counter
Log:
1. Select Maintenance > Counters > Counter Log.
The Counter Log filter opens as shown in Figure 18.
2. Add search criteria as necessary, and click the OK button.

Figure 18 The Counter Log filter

The Counter Log window opens as shown in the example in Figure 19. In this
case no search criteria were added to the filter before clicking OK, so all the
counter updates are listed.

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 Figure 19 Example of the Counter Log window

Note This window only displays information on the updates for the selected counters;
none of the fields may be updated here. To update the counters, select Maintenance
> Counters > Update. Counters can only be updated by authorized personnel at the
installation or site at which the component using the counter is installed.

4.3.3 Updating Counters

Counters must be updated at regular intervals, otherwise AMOS M&P will not be
able to calculate the next maintenance date for parts or components that depend on
the counters.
Note Reported work cannot be saved if the work is dependent on a counter and the counter
is not updated.
Note Counters can only be updated by authorised personnel at the installation or site at
which the component using the counter is installed.
It is sensible to update all counters at the same time, and a routine for this operation
is normally established by your organisation (this routine would be included as a job
in AMOS M&P). The routine would probably involve printing out a list of all the
counters, going around the site checking the counters and updating the list, then
coming back to AMOS M&P to update the records. This is basically the routine
described here.

4.3.3.1 Updating a Counter

1. Select Maintenance > Counters > Update.
The Counters Update filter opens.

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 Figure 20 The Counters Update filter

2. Add search criteria as necessary and click the OK button.

The Update Counters window opens as shown in Figure 21.

Note If updating all the counters at the same time, do not add search criteria to the filter.

Figure 21 Example of the Update Counters window

3. Press the CTRL+P keys on your keyboard to print out the list.
4. Take the list around to the counter read--out locations and update the list, then
return to AMOS M&P to update the readings.
5. To update the readings, click in the Current Value field, then type in the new
value. The day’s date will be added to the Date Read field automatically.
6. To change the date, double--click in the Date Read field to open a calender, and
select the required date.
7. Click the Save button.
AMOS M&P now updates the total running time for the parts and components
controlled by the counters you have updated, and recalculates the date--due for
all jobs. The save and update operation may therefore take some time.

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4.3.4 Parts Dependent on Other Components’ Counters
Some parts may be dependent on other components’ running times. For example,
if an engine has 10 pistons, each piston will run for the same amount of time as the
others, and all will run for the same amount of time as the engine in which they are
fitted. It would therefore be a waste of time to have to update each piston counter
separately. The piston counter fields can therefore be linked to the counter field for
the engine.
As an example:
1. Select Maintenance > Components.
The Components filter opens.
2. Click the OK button.
The Components window opens.
3. Select a component that is likely to include other components, for example an
engine, and click on the Counters tab.
Note Notice the Depends On field towards the right of the upper part of the tab. As the
engine is the “mother” component for all its parts, the engine’s counter does not
depend on anything else. Also, the Date Read field will include the date the counter
was last updated.
4. Select one of the main engine pistons in the list, and select the Counters tab.
Note the Depends On field; this part depends for its counter on the diesel
engine. Its current value is incremented by the same amount, and the Date
Read value is inherited from that of the main engine. See Figure 22.

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 Figure 22 Example of the Counter tab for a dependent part

4.3.5 When a Part is Replaced

When a part that takes its counter value from the component it is installed in is
replaced, the new part’s counter will have a lower value than that of the other original
parts in the component. Each part’s counter therefore does not take its value directly
from the component into which it is installed. Instead, when the component’s
counter is updated, the difference between the old and the new counter value for the
component is added to each of the parts’ counters.

4.3.6 Counters on Functions

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

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4.4 Work Orders and Work Order Flow
AMOS M&P uses work orders to describe which jobs and other tasks need to be
carried out. The system is set up to handle a work order flow, which typically consists
of five steps:
1. A new work order is generated when the previous work order for the defined
job has been completed. The default status of a new work order is set to
Requested. See section 4.5.
2. Use the Planning window to schedule when the jobs should be carried out,
which resources are to be used, etc. Once this is done, the status changes to
Planned. See section 4.6.
3. The status of work orders has been changed to Planned, the actual work orders
are issued, and a maintenance plan may be printed. See section 4.7.
4. As the maintenance work is performed, it is reported on the various work
orders. Work is reported until the status can be changed to Completed. See
section 4.8.
5. The final step is to control the work reports and file them for the records. See
section 4.9.
There are several system parameters that may be set to automate and modify this
typical work order flow. The three types are:
S Periodic work orders, which are generated for jobs with a defined periodic
frequency, for Condition Based Maintenance (CBM) or for counters (see
below).
S Round work orders (see section 4.2).
S Work orders generated when work is requisitioned when the need arises (see
section 4.4.3).
For example, there are system parameters for indicating default priority and status
of each type of work order, as well as the default output format and if Controlled and
Completed work orders of the various types are to be Auto--filed. The parameters
are described fully in the AMOS Business Suite Reference Manual.

4.4.1 How Does AMOS M&P Know When to Schedule Jobs?

Each job has information about when it should be performed. This can be a
frequency, either daily, weekly or monthly, or the job can be performed when some
counter reaches a predefined level. For example, if an engine is to be checked every
1200 hours, AMOS M&P will start counting hours again as soon as you report that
you have checked the engine. When 1200 hours approaches, the job “check the
engine” will appear when you print job lists for the coming period or use the window
for planning work.

33
 AMOS M&P counts time by itself, but you must update some other types of counters
yourself. For example, if there are maintenance jobs that must be performed when
the ship has docked a certain number of times, there will be a counter for the number
times your ship has docked which you update at each new harbour.
It is also possible to use manual triggers to schedule jobs that must be performed at
recurring intervals, or jobs which are handled when a specific event occurs. For
more about manual triggers, see section 4.4.2.
If your installation uses automatic Condition--Based Maintenance (CBM)
functions, then a job may be scheduled when a monitor or sensor detects a
predefined condition in a component and passes this information to AMOS M&P.
For example, a sensor might detect when the temperature in a cooled unit rises above
10 deg Celsius, or when an arm on a rotating unit has made 36000 rotations.

4.4.2 Triggers
Triggers are another way of determining when jobs should be carried out (for
example, at a frequency, such as daily, or at an event, such as departure). When a
trigger is combined with a component (type) job, the sytem can then tell you which
jobs to carry out, and when.
Note Triggers apply to Component Types in the same way.

4.4.2.1 Connecting Triggers to Jobs

The Components (type) window contains a list of all the components (types) in your
installation. When you select a component from the list, its details are displayed in
the top of the window. The Jobs tab contains a list of all the jobs associated with the
selected component. To connect a trigger to a job:
1. Select the job from the list, and click the View button. The Component Jobs
window open, displaying the details of the selected job.
2. Select Options > Triggers. The Component Job Triggers window opens,
displaying a list of triggers associated with the current component job. The
current trigger is highlighted.
3. To add a new trigger -- click the New button and select a trigger from the
drop--down list (populated by the Triggers register, see section 8.2). Or,
To delete a trigger, select the appropriate line and click the Delete button. Or,
To change the current trigger without adding any more, select the desired
trigger from the drop--down list in the existing line.
4. Save your changes. Close the window to return to the Component Jobs
window.

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

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

Sometimes you will need to perform maintenance work that is not defined as a job
because it happens so rarely or unpredictably; For example, you install an additional
refrigeration unit, or take the ship into dry--dock. AMOS M&P helps you to plan and
document this work as well.
For one--off tasks like this, you create a Requisition work order for the component
on which work is to be done, describing the work, the parts needed, and the time to
be used. Later, you report the work back to AMOS M&P by entering completion
data for the work order.

4.4.4 Unplanned and Unexpected Maintenance

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

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4.4.5 A Maintenance Plan Printout Shows Jobs that are Due
To see what jobs to perform, use AMOS M&P to print jobs that are due. You can print
lists of jobs from the Work Orders window. When you click on the Print button, you
enter the following dialog box where you can select how the work plan should look:

Figure 23 Example of the Print Work Orders Window

4.4.6 The Benefits of Reporting Your Work to AMOS M&P

Once the jobs have been performed, you report the work back to AMOS M&P by
entering information about who did the work, when, and what materials were used,
if any. You may also use the system to report unplanned maintenance that has already
been performed.
For routine checks that involve little or no hands--on work, you may choose to use
the Rounds function in order to group multiple jobs into a single work order. This
reduces the amount of paperwork on the installation.
When you report the work, AMOS M&P can begin counting over again for those
jobs that need to be done at set intervals. Once the work has been reported, and the
status is set to Completed, AMOS M&P automatically generates the next Work
Order.

36
 Since you report time and materials used, AMOS M&P can help you keep track of
stock and expenses. You can see what is used, and you can predict future needs.
Since you report what work has been performed, AMOS M&P can provide the
maintenance records you need to document compliance with warranty terms or
safety regulations.
A brief overview of the pre--defined Maintenance Reports is located in section 4.12.

4.4.7 Mark Unexpected Work to Improve Your Records

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

4.4.8 What Must I Do to Keep Maintenance Running

Smoothly?
Once AMOS M&P is up and running with components, jobs, rounds, counters and
so on defined, your tasks are:
S To generate work orders for newly defined jobs and requests for work, plan and
then issue them to show what work needs to be done in the coming period.
(Once a work order for a periodic job has been generated for the first time,
AMOS M&P will automatically generate the next work order for the same job
once the status of the previous one has been set to Completed.)
S To report on jobs as soon as possible after they are performed by entering
information in AMOS M&P:
-- Planned jobs in the planned maintenance programme, see section 4.4.3.

37
 -- Jobs performed out of turn, unexpected jobs, see section 4.4.1.
In addition, you may print or view records of work that has been performed
whenever you need to.

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4.5 Planning Jobs
When you want to create a list of jobs to be done, this normally requires three steps:
S When new jobs are defined, it is necessary to generate work orders. Once the
work has been performed and reported on a work order, and the status is set to
Completed, AMOS M&P automatically generates the next work order based
on how the job has been defined (based on frequency, counters or CBM).
S You must then use the Planning window to set the correct status and otherwise
plan each job. This step may be skipped if the system is set up to set the status
of generated work orders to Planned automatically.
S Finally, you must issue actual work orders based on the generated work orders
and those that have been requested manually.

4.5.1 Generating the First Work Order for a Newly Defined Job
This is how you generate a work order for a new job that has been defined:
1. Select Maintenance > Generate Work Orders.
The following dialog box opens:

Figure 24 The Work Order Generation dialog box

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

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4.5.2 Work Orders Based on Counters and CBM Status
Work orders based on jobs that are defined with a periodic frequency are handled
automatically by AMOS M&P once you have ‘kick started’ the system by
generating the first work order: Once the status of this work order has been set to
Completed, the system generates the next work order.
Other jobs may be defined based on counters and/or CBM, which stands for
Condition Based Maintenance:
S AMOS M&P can estimate the next time a counter based job falls due and a new
work order of this kind is generated by the system. If such counters are updated
manually, it is important to make sure the counters are updated regularly in
order to aid AMOS M&P in making good predictions. Read about updating
counters in section 4.5.5.
S AMOS M&P does not know when a CBM signal will appear. Therefore, no
work orders for such jobs are generated automatically until a CBM event
occurs.

4.5.3 Creating a Work Order for a Planned Job Yourself

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

4.5.4 One---time Tasks: Requesting Work

A Requisition work order may be used for work that you consider to be part of your
maintenance program. You may mark them “Unexpected work” if you want them
to be included in the statistics of breakdown maintenance work as opposed to
planned maintenance.

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 4.5.4.1 How to Register Requisition Work
1. Select Maintenance > Requisition Work or click the corresponding button
in the toolbar to see the Requisition Work form.
2. Fill in the form to specify the work to be carried out. Use the look--up button
to select the component that the requisition work applies to. You can also enter
a job description if there is an existing one for the work to be carried out.
3. Enter the Title of the work order in the WO No. field to describe the work to
be carried out.
The default priority of such a Request for Work is usually 4, but this can be
altered within the system parameters.
4. If the work is unexpected, check the Unexpected Work box.
5. If you want to add any images to further illustrate the requisition, use the
Images tab.
6. To list the newly created work order, use the checkbox at the bottom of the
window.
7. Save and close the Requisition Work window.
Note Be sure to fill in the three free text fields for Effect, Cause and Action Taken to
provide a good description of why the work order has been issued.

4.5.5 Counters
For counters that need to be updated manually, select Maintenance > Counters and
select Update. Remember to perform this operation at specified intervals in order
to give AMOS M&P good data on which to base estimates for new work orders.
Note that components with either status Scrapped or Transferred will not be shown
in this interface.

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4.6 Planning Maintenance
Unless certain work order flow system parameters at the installation have been set
differently, generated work orders will have the status Requested (rather than
Planned). In order to activate such work orders, and also work orders that have been
requested manually in the window Requisition Work, you need to enter the Work
Planning window to plan the work orders. This window is also used to re--schedule
and otherwise follow up on work orders.

4.6.1 The Work Planning Window

This is how you use the Work Planning window:
1. Select Maintenance > Work Planning or click the corresponding button in the
toolbar.
You enter the Filter window, which contains the two tabs Basic and Advanced.

Figure 25 The Work Planning Filter Window

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2. Enter the values in the two tabs of the Filter window to produce the list that you
are interested in.
The Basic tab contains the parameters you normally use to filter out the work
orders that you would like to work with. For example, you can specify CBM
Criteria to be Acknowledged and/or Unacknowledged, you can filter Only Job
Classes or Only Disciplines, and select from the Planning area to pick out work
orders according to when they are due. The Advanced tab contains more filter
options. Note that AMOS M&P will use all the selections on both tabs when
filtering work orders.
3. Click OK to enter the Work Planning window.

Figure 26 Example of the Work Planning window

You find these areas in the Work Planning window:

S The second toolbar contains icons representing the various possible statuses a
work order may have. Each status is represented by a specific colour.
S On the left hand side is a list of the work orders matching the criteria you
specified in the filter window.
S To the right of the work order list you find a graphic representation of a
timeline. Each work order is represented by a colour coded horizontal bar on
this timeline.
S The lower part of the window shows the details of the work order selected in
the timeline. Note that a single line may represent several jobs (for example,
if the work order represents a round).

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S At the bottom you find the Selected List tab. This means you can select multiple
work orders in the window and work on them simultaneously to save time.
Read more about this below.
S At the bottom you also find the Disciplines tab. To specify additional
disciplines for the selected work order, select Options > Required
Disciplines.
S To add a new line, click the New button, select the discipline from the first
drop--down list and specify the number of hours. You can also specify the
estimated cost in the same dialog box. Close the box and click the Save button
to save the data.

Figure 27 Example of the Disciplines tab

S When you first enter the work--planning window, the Gantt chart scrolls to
Today. When you click on a work order title, the Gantt chart automatically
scrolls to the associated work order, and selects it.
S You can select multiple work orders by holding the CTRL key down while
clicking the work order titles.
S If you click a column header in the Gantt chart, it is sorted by that column.
S The upper, left part of the window contains several columns with additional
information about the work orders. Use the mouse to drag the line separating
the data columns and the graphical timeline sideways, depending on what you
want to be displayed.

Figure 28 Example of the Work Planning Window

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4.6.2 Working in the Work Planning Window
You can use the Work Planning window to change and update the status of the
currently registered work orders. When you click one of the horizontal bars in the
timeline, the details for that work order are displayed in the lower part of the window.
There are two kinds of planning methods available: fixed and variable. If you
reschedule a fixed job within its reschedule limit, the dates of the jobs to follow will
not change. If you reschedule a variable job, you must reschedule the jobs that
follow by the same amount of time. The planning method for each job is set in the
Component Jobs window when you create a component job. For more information
on component jobs, see section 4.1.3.
You can update the work orders for any job using one of the following methods:
S To change the status, make sure that the correct work order is selected, and click
the appropriate button in the secondary toolbar. For example, to change the
status of a work order from Requested to Planned, click the Planned button.
You see that the colour of the work order changes to the colour indicating
Planned work orders.
S Note that once you click a work order to select it, the colour changes to the
default Windows colour for a selected item. The same colour is used, for
example, in the title bar of the currently active window. Once you select a
different work order, the colour is reset to one that reflects the current status of
the work order.
S To change the planned duration of a task, change the value in the field Est.
Duration (Hrs). The timeline represents whole days, and the estimated number
of hours is rounded up to the next full day. A one--hour job is represented on
the timeline as a one--day job, while a job estimated at 36 hours is represented
as a two--day job.
S You can also make other changes and updates to a work order by filling in, and
changing, the various fields in the Detail area at the bottom of the window.
Make sure you save your changes by clicking the Save button.
S If you click a work order and hold the mouse button down, a note appears on
the screen showing the planned duration of the selected work order.

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S You can drag a work order sideways in the timeline to change the planned start
of the job. As you drag, the information in the note changes to reflect the current
position of the work order. When you drop the bar representing the work order,
the details in the lower part of the window are updated to reflect the new
planned start and finish dates.
S You can change the status of several work orders at the same time. To select
multiple work orders, hold the CTRL button down as you click each work
order. When you have selected more than one work order, the Selected List tab
at the bottom of the screen is automatically activated, and the selected work
orders are listed on it. You can now click on one of the Status buttons in the
secondary toolbar to set a specific status, or check the field Unexpected work
on the Selected List tab before you save the changes.

Figure 29 Selecting multiple work orders

When you have selected multiple work orders, the Set value button for the
selected list also becomes active.
When you click it, you enter the following dialog box:

Figure 30 The Change Values Dialog

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 S Use the dialog box to indicate changes that are common to the selected work
orders. In the example above, you notice that neither Yes nor No are selected
for Unexpected Work. This is because some of the selected work orders have
each value. For example, if you click Yes in the dialog box, that value is set for
all of the selected work orders.
S The defined Window is represented graphically on the timeline. For example,
if a Planned work order has a window of 4 days and a duration of 1 day, the
horizontal bar in the timeline will show the window just to the left of the work
order in a slightly less intense version of the same status colour as the work
order.

4.6.2.1 Calendar Settings

To access the window for setting up the calendar, make sure the Work Planning
window is open and select Options > Settings. You enter this dialog box where you
can specify what the timeline should look like.

Figure 31 The Settings Dialog

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

4.6.3 Maintenance Tasks

Recurring instances of the same job are called Maintenance Tasks.
If the Maintenance Task module is part of your license, and the Maintenance Task
functionality is enabled by setting the parameter ’Use Maintenance Tasks’ to TRUE,
the Work Planning window allows the possibility to display Maintenance Tasks next
to the existing Work Orders.

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 These tasks appear in the planning window as frequently as they are scheduled in
the selected period. In any planning period, you can handle multiple maintenance
tasks.
Note The Maintenance Task functionality described in the following sections is in
addition to the work planning functionality described above, provided you have the
correct license.

4.6.3.1 The Work Planning --- Maintenance Task

Window
If Maintenance Tasks is activated, the Work Planning Filter is similar to the one
shown in section 4.6.1. The main difference is that the filter includes an additional
tab called Maintenance Tasks. You must enter a From Date and To Date in this tab,
for the period in which you wish to work, before you can proceed to the window.
Here you can also set the Periodic Frequency of the tasks you wish to view, and Job
Descriptions, Counters and Component Types associated with the Maintenance
Tasks.
Note If you check the Global Search checkbox in the Work Planning filter, Generate
Maintenance Tasks in the Options menu will be disabled in the resulting window.
If you do not check the Global Search checkbox, the Generate Maintenance Tasks
option will be available (depending on access rights). In this case, when you select
to Generate Maintenance Tasks, the Global Search checkbox in the resulting filter
will be disabled.

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

Figure 32 The Work Planning -- Maintenance Task Window

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

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

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

4.6.3.2 Working in the Work Planning --- Maintenance

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

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Note If you check the Global Search checkbox in the Work Planning filter, Generate
Maintenance Tasks in the Options menu will be disabled in the resulting window.
If you do not check the Global Search checkbox, the Generate Maintenance Tasks
option will be available (depending on access rights). In this case, when you select
to Generate Maintenance Tasks, the Global Search checkbox in the resulting filter
will be disabled.
S If the selected work order or maintenance task requires parts, select Options
> Order Parts to generate order forms and put these parts on order. This will
place all required parts for the selected work order or maintenance task onto
a form, without taking current stock levels into consideration.
Reschedule Limits
A Reschedule Limit is a set amount of days before and after the calculated due date,
within which a task can be carried out. These limits are defined in the register found
at File > Open Register > Maintenance > Reschedule Limits (read more about
it in the AMOS Business Suite Reference Manual). You can move and reschedule
maintenance tasks but it is not possible to reschedule them into the future outside
of the pre--defined task reschedule limit.
It is possible to reschedule a task outside of its limits to an earlier date. For the task
that you reschedule, this updates the planned due date, the calculated due date and
the reschedule limit. For any subsequent tasks, both the calculated due date and
reschedule limit are updated. The planned due date for tasks moved as subsequent
tasks is never altered.
When a variable task is rescheduled within its limits, the planned and calculated due
dates for that task only, are moved. The reschedule limit is set for that task according
to the new calculated due date. For any subsequent tasks up to the next planned task,
the calculated due date and reschedule limit are updated with the same amount of
time. If you reschedule a variable task outside of its limits to an earlier date, only the
generated tasks behind it will be affected, not those in front. The tasks generated
behind the rescheduled one, will be rescheduled using the originally planned
interval according to the Component Job definition for the rescheduled task. Any
additionally created tasks behind the current task will not be rescheduled.
Additional tasks, generated when moving planning out of the reschedule limits, do
not have reschedule limits themselves.

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

4.6.4 The Maintenance Tasks (Read Only) Window

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

4.6.5 Projects
Use the Projects function to group together extraordinary or emergency
maintenance work under a project name and sub--divide it into sections. Grouping
work together like this enables the user to closely monitor related maintenance
within a major project situation such as damage repair or refit.
When you open the Projects window (after using the filter) you need to add projects,
sections and jobs. The projects window appears empty until you begin entering
information.
To create new projects and sections click New on the toolbar. To create a new job
within a section, select the section, and click New.
The main area of the projects window is the same as the work orders window
described in section 4.7.2 with a line at the top allowing you to add your own job
number and title to the work order.

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

Figure 33 The Specify New Object Type dialog box

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

Figure 34 An Example of the Create New Project Window

3. Enter the required information for the project you want to create. The Project
No. and Title fields should contain information meaningful to your
organisation. Select Installation, Project Manager, Category and Status from
the various drop down windows. Created, Start and End are all date fields. Set
the dates using the calendar feature. Use the Locked checkbox to fix the
estimated duration of a project. Access to this box is controlled by an entry in
the Fields tab of Access Control, described in section 4.6.5.2. This feature is
useful for comparing estimated duration against the actual duration upon
completion of the project. Use the pane on the right to attach account categories
and codes to the project.

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

Figure 35 The Create New Section Dialog Box

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

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

clipboard icon instead of the normal list icon .

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

Figure 36 The New Job dialog box

Click Yes to select any existing work order. If you select a periodic work order
as part of the project, its due date becomes locked to avoid it falling outside of
the project timeframe. You can add multiple Work Orders at one time. See
section 4.7.2 for information.
Click No, and the work order area of the screen is emptied of information and
you can create a manual work order as described in section 4.7.2. Note that any
manually created project job is issued the next available work order number to
uniquely identify it.

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

Figure 37 The Create Order Form Dialog Box

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

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 4.6.5.2 Setting Access Control for Projects
Selecting Options > Access Control in the Projects window opens the following
window:

Figure 38 An Example of the Project Access Control Window

Each project has its own, dedicated, access control feature to allow or deny different
levels of access to any defined group.

4.6.5.3 Altering the Details of a Project or a Section

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

4.7 The Various Work Order Statuses

A work order changes status at different points in the process. AMOS M&P registers
a work order as started the first time you report work based on it. Here is a list of the
various statuses a work order may have:

Status What has happened

Requested Work orders generated for periodic jobs are normally given this
status (unless a system parameter has been set to give such jobs the
status Planned), and this is also the status of work orders that have
been requested manually in the Requisition Work window.
Planned Work orders with a status of Requested, Pending, or Postponed
may be set to Planned if the work may start when the Due Date has
been approved. If certain system parameters have been set,
periodic jobs will automatically be set to Planned.

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 Issued Work orders with the status Planned may be issued and printed out.
Postponed If for any reason a job needs to be postponed, the status may be
changed to this from jobs with the current status of Requested,
Pending or Planned.
Pending Jobs depending on a specified condition, such as Shutdown
required, may be set to Pending. Jobs with the current status
Requested, Postponed, or Planned may be changed to Pending.
Cancelled This status may be set if it is necessary to cancel a work order.
Completed If a work order report specifies that the work has been carried out,
the status should be changed to Completed.
Controlled Unless system parameters specify that Completed work orders be
filed automatically, they must have their status changed to
Controlled first.
Filed The work order has been closed and stored; it may be viewed, but
no further changes can be made. Only Completed jobs may
automatically get the status Filed.

4.7.1 Issuing Work Orders

Once work orders for jobs have been planned, you need to issue them in order to
activate and print them out:
1. Select Maintenance > Work Orders or click the corresponding button in the
toolbar.
2. Fill in the filter window and click OK.
3. For each Planned work order you wish to issue, check the box on the left side
to include it.

Figure 39 Selecting work orders to issue

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 4. Select Options > Issue, or click the corresponding toolbar button.
5. In the Issue Work Orders dialog box, select the Output Format you wish to use:

Figure 40 Setting output parameters

6. Click Print Preview to view the list on your screen first and make certain that
it is the list you want.
7. If the list looks right, click the Print button in the tool bar or select File > Print
to print the list.
8. If not, close the Print Preview window by clicking in its upper right corner, and
go back to step NO TAG

4.7.2 How to Use the Work Orders Window

The Work Orders window gives you a list of all the work orders in the system. From
this window, you can select a work order and report work on it, or you can change
the current status of the work order (as you can in the Work Planning window).
This is how you enter and use the Work Orders window:
1. Select Maintenance > Work Orders.
The Filter window opens. For example, you may use the filter the work orders
by due date.

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 Figure 41 The Work Orders filter

2. Enter the values in the Filter window to produce the list that you are interested
in, and click OK to enter the Work Orders window.

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 Figure 42 The Work Orders window

In the Work Orders window, at the bottom of the screen you find a list of work
orders matching the filter criteria you specified. If you select one of them, the
details of that work order are displayed in the various other fields in the
window. Here are some of the things you can do in the Work Orders window:
-- You can tag the work orders you want to work with. To do so, check the
box all the way to the left of the work order you wish to tag. If you tag a
group of work orders, you can use a menu command to handle all the
tagged work orders. The Edit menu also contains the options Select All
and Deselect All. You can change the status of a selected work order by
opening the Status drop--down list and select the proper status from it.
-- Selecting Options > Add to Project allows you to add the selected work
order onto an existing project. To add multiple work orders, check the
boxes of all the work orders you wish to add, and then choose Options >
Add to Project. See section 4.6.5 for more information about projects.

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 -- You can use the different tabs to enter information about the work order.
In the Required Parts and Required Disciplines tabs, specify the parts and
disciplines accordingly for each work order. In these tabs you can also
view lists of all the parts and disciplines ever used for the selected job, by
clicking the Show All button. The Details tab gives you access to a small
window where you can enter a description.

-- You can click the Report Work button in the secondary toolbar to enter
the window to report work performed on the work order that has been
issued. You can read more about this in the next section.

The information for a work order also contains a check box Locked. For new work
orders generated automatically by AMOS M&P, this box will always be unchecked.
This means that the system may adjust the estimated due date based on counters, for
example. Work orders you generate manually are locked when defined, but you may
uncheck the box if the due date needs to be moved for some reason.

4.8 What Did We Do? Reporting Work

Once the jobs have been performed, you report progress back to AMOS M&P.
Otherwise, AMOS M&P will keep reminding you to do the work.

AMOS M&P uses your report to update your maintenance schedule, and the stock
and budget information. AMOS M&P also documents your compliance with
warranty requirements and safety regulations.

Remember:

S For one--time tasks that you know about in advance where there is no job
defined, make and report a Requisition work order. This is described in section
4.4.3.

S In some cases maintenance is handled on the spot and reported after it has been
completed. Read more about this in the next section.

S When reporting jobs done out--of--turn, remember to mark the report

“unexpected” so AMOS M&P can help you evaluate your maintenance
program fairly.

You may approach reporting work from one of the following angles:

S You may select Maintenance > Report Work without any open windows. In
this case, AMOS M&P presents you with a dialog box:

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 Figure 43 The Report Work window -- selecting the item

S A system parameter determines which default option is checked: Function,

Component or Work Order. Use the Search button to select the Function,
Component or Work Order and click Next to enter the Report Work screen
described in the next section.
For example, if Component is selected when you click the Search button, you first
select the relevant component. When you click Next, you get a list containing the
item Unplanned Maintenance, plus the issued work orders for the jobs connected to
the selected component:

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 Figure 44 The Report Work window

S When you have selected the work order you want, click Next to enter the
Report Work window.
S You may select Options > Report Work while in the Components screen. You
will enter the same dialog box shown above. Similarly, the command is
available from the Function hierarchy.
S Finally, you can report work from the Work Orders screen. This approach is the
topic of the next section.

4.8.1 Reporting on Work Orders

1. Select Maintenance > Report Work or click the corresponding button in the
toolbar.
2. Select how you want to identify the work order: by Function, Component or
Work Order number.
3. Use the search button if you do not know the number of the component that you
want to report work for.
Remember that it is possible to enter partial information before you click the
search button. For example, if you have selected to report work by Component,
you may enter SH and then click the search button to list all components
beginning with the those letters.
4. Click Next when you have made the selection.

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5. Fill out the Report Work Window.
There are four tabs in the window that you may fill in to register such things
as stock and resources used.
When you report work on a defined round using simple reporting, the Jobs tab
is added. See section 4.8.6 for more details.
6. Click the Save icon or select Edit > Save Changes when you are finished. Your
work report will not be stored until you do so.

Figure 45 Reporting work -- entering the details

S You can change the title of the Work Order in the field at the top. ’Unplanned
Maintenance’ is the default title. If you change the title here, it will appear
automatically in the Description field of the History tab. Select a discipline
from the drop--down list beside the title, if applicable.
S Enter the basic completion data in the area General information. If you need
to report in relation to a budget, be certain to select the appropriate budget code.
If the work is overdue and reported for a date later than the due date in the Work
Order, the Overdue Reason button next to the Date Done field will appear
active. Click this button to open the Overdue dialog. It is mandatory to enter
a reason here, the application will not allow you to Save until you do.
S You will normally wish to mark the job as unexpected if it did not appear on
the printed maintenance plans, that is, if it is a regularly scheduled job that had
to be performed out of turn.

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 S You may select one Type, Class and Cause. Click the small down arrow to open
the list and click on your choice.
S When you have completed information on the other tab such as History, Stock
Used and Resources Used, remember to save the Work Order Report.
S You may be offered the option to report several jobs at the same time if the
“related jobs” feature is being used.
Note The Reporting Options frame contains the three check boxes History, Stock Used
and Resources Used. There are corresponding parameters that are used to set which
of these boxes are checked by default. If an option box is checked, it is necessary
to fill in data on the corresponding tab. If the tab is to be left empty, it is necessary
to un--check the corresponding box in order to be allowed to exit the window. It is
also possible to make the reporting of history mandatory. In this case, it will not be
possible to uncheck the history check box. History details will need to be entered
before you can complete the work report.

4.8.1.1 Reporting Work for Related Jobs

AMOS M&P allows for the creation of related jobs that should be reported in the
same way as any other work order.
An example of when you might see related jobs is when you remove a cylinder cover
for any reason and then tighten the bolts again when you replace it. It would not make
much sense to have a job which required the removal and replacement of the cover
on a certain day and then to perform the tightening job once more on the following
day. If you are reporting work and see the following window, it is probably best to
tag all of the jobs and report them together:

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 Figure 46 The Report Dependent Jobs window

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

4.8.1.2 Work Orders with Permits to Work

Some work orders may have one or more Permits to Work attached to them. One use
for these can be to ensure that certain safety information is issued to the person
carrying out the work.
When using permits to work you should bear in mind the following:
S All Permits to Work need to be acknowledged before the work can be reported.
S All Permits to Work need to be issued to a user, and that user will be the only
one who can acknowledge them.
Just how much of the above can be completed by you depends on your access rights
within the system.
Work orders with permits to work attached should be carried out in the same way
as any other work order except for the following additional steps which should be
completed before you start performing the work.
1. Check the Permits to Work tab for the work order in question. If there are one
or more permits to work listed, ensure that they have been issued to you. If not,
issue them to yourself using the command Options > Change Permit to Work
Status or contact someone who can do it for you if you do not have access to
the command.

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 2. Double--click each permit in the list to open the details screen for the permit.
You can print the permit using the button on the bottom part of the window or
just close it. When the window closes you will be presented with a dialog box
asking if you want to acknowledge the permit, click OK to do so.
3. Carry out the work contained in the work order.
4. Report the work as usual.

4.8.2 Copying Work Orders

Instead of filling out a new Work Order when a similar one has already been
generated, AMOS M&P allows you to copy an existing Work Order.
To copy an existing Work Order:
1. Open the Work Orders window.
2. You can select one Work Order, simply by highlighting the item in the list, or
multiple Work Orders by tagging them:
3. Give the command Options > Copy.
4. You can choose whether you wish to copy the Details, Required Parts and
Required Disciplines.
5. Press OK.
The system generates the new Work Order(s) according to the current
auto--numbering system and it (they) will appear at the bottom of the Work
Order data window.

4.8.3 The Resources Used Tab

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

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 Figure 47 Reporting work -- resources used

4.8.4 The Stock Used Tab

If parts from stock were used to complete the job you are reporting, fill out the Stock
Used tab to keep your stock and budget information up--to--date.
To get to this tab, click the protruding Stock Used tab.
Use the search buttons to find the Item number and name, and enter the quantity
used. If the stock item is defined as perishable you may need to select an expiry date.

4.8.5 The History Tab

The appearance of the history window can vary from installation to installation, and
from job to job depending on which editor is in use and also if templates have been
applied. Click the History tab to begin working on the History tab.

4.8.6 Reporting Rounds

A Round consists of several jobs grouped together, as explained in section 4.2.
When you report work on a defined round using simple reporting, the Jobs tab is
added, making it possible to check which defined round jobs have been completed.
The first time work is reported against a simple round work order, the Completed
box is unchecked for all the jobs listed. It is then possible to check the jobs that have
actually been completed, and save the work order. When more jobs belonging to the
same work order have been completed, the reporting may continue until all the jobs
have been checked off as completed.

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 Figure 48 Reporting work -- rounds

The toolbar also contains two buttons that may be used to check all the jobs as
completed, or to mark all the jobs as not completed:

There are corresponding commands in the Edit menu.

4.8.7 Reporting on Planned Jobs Unexpectedly

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

4.8.8 Reporting Work Based on Requested Work

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

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

4.10 Tracking Work Orders

To track work orders, you can use the work order filter to list work orders having
a certain status in the Work Order window, and print the window if you need the list
on paper.
To get to Work Order Filter, select Maintenance > Work Orders, and select the
Advanced tab:

Figure 49 The filter Advanced tab

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 Handy Shortcuts:

Have I got any

work orders I need
to plan?

What have I got to

look forward to,
work order--wise?

What are we
currently working
on?

4.11 Viewing or Printing the Maintenance Log

4.11.1 The Whole Log

1. Select Maintenance > Log.
2. In the Maintenance Log Filter window, click OK.
The filter allows you to retrieve all the existing log entries by clicking OK. If
you only want to see part of the log, you may prefer to fill out some details in
the filter before you click OK. If you do this, AMOS M&P will list entries
matching the details you typed.
You see the Maintenance Log window.

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 Figure 50 Example of the Maintenance Log window

The entries are listed at the bottom of the window. The top of the window shows
some detailed information for the highlighted list entry. To see additional details for
the highlighted entry, select any of the following:
Options > History
Options > Stock Used
Options > Resources Used
Options > Counter Readings
Options > Overdue Reason
There are corresponding buttons in the secondary toolbar.
Note If nothing happens when you give the command, there was no data for AMOS M&P
to display.

4.11.2 Sorting the Log

Click on the appropriate column titles to sort the maintenance log entries by (for
example) date, component, function or work order number.

4.12 Overview of Maintenance Reports

The current Chapter describes how you can use AMOS to plan and report
maintenance on a site. If this is performed regularly and accurately, you may benefit
from the many pre--defined maintenance reports that are supplied with the system.

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To select a report, give the command Tools > Reports. When you click one of the
report categories in the list on the left, you see which reports the selected category
contains in the list on the right. The category Maintenance Reports contains these
reports:

Figure 51 The Reports List

When you double--click the desired report, you enter a dialog box where you can
specify what you want to report. For example, if you want to run the Trend Mean
Down Time report, you use the dialog box to select if you want to order the report
by Function or by Component, and then you specify the range to report from.

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Chapter 5 Stock Management

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

5.2 Using AMOS M&P for Stock Management

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

Figure 52 The Stock menu

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5.2.1 Stock Types
In section 4.1.2 is a description of the Component type function in AMOS M&P. The
same principles are used in the Stock Types function. This is particularly useful in
larger organisations. Information such as Maker and Type is registered only once at
the main location. Once a new stock item of a defined type is registered at a given
site, it “inherits” information from the Stock Type register.
The Stock Types window contains several tabs for related information such as
Vendors and connected Attachments. Figure 53 shows an example.

Figure 53 Example of the Stock Types window

5.2.2 Where do I Find Stock Management Functions?

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

75
 S When you take inventory of your stock, select Stock > Control to update the
quantities in AMOS M&P, if necessary.
S To see where items are coming from and where they are going, select Stock >
Transactions.
S To handle the transfer of stock items between sites, select Stock > Transfer
Documents.
Receiving stock
You may also consider receiving goods to be a stock management function. If you
need to record stock as received, use the Purchase menu:
S Select Purchase > Forms to find the correct Purchase Order.
S From the Purchase Order, select Options > Receive.

5.2.3 Defining a Stock Item

Stock items are defined – get their names and id numbers – in the Stock Items
register. To get to this register, select Stock > Stock Items. The window contains
several tabs for connected information.
The Stock Items register is also the source of:
S Unit definition: do we count pieces, cases, or boxes?
S Desired stock levels and quantities: minimum, maximum, reorder level, etc.
S Preferred vendor details, including prices and units supplied.
S Stock item location.
S Is the item perishable and does it require an expiry date.

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 Figure 54 Example of the Stock Items window

5.2.4 Stock Depreciation

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

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 Figure 55 The Stock Item Depreciation Parameter

2. Click on the search button to the right of the ‘Value’ field in Global and select
the True radio button.
3. Click OK.
Now you need to set the depreciation levels.
4. Open Tools > Configuration > Depreciation Levels.
S You must define names and percentage values for each of the depreciation
levels. The ‘Useful’ state determines whether stock at that level is taken into
consideration when calculating stock levels. This reflects the fact that certain
items may be retained (perhaps for emergencies or cannibalisation), even
though they have outlived their shelf life.
Once the option is activated, the Stock Item screen contains a new element for
Depreciation on the Overview tab:

Figure 56 Stock depreciation levels

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

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

5.3 Stock Wanted

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

5.3.1 How to Set Up a Shopping List Using Stock Wanted

1. Select Stock > Wanted.
AMOS displays the Filter window.
2. Click OK to list all stock, or enter details in some fields first if you want to
restrict the list to only those items that are of interest to you.
AMOS M&P displays the Stock Wanted window, see Figure 57.
3. Review the information in the window, and decide which items and quantities
you want.
Is the reorder level incorrect? To see or change the complete definition of a
stock item in the stock item register, select the item and select Options > View
Stock Item.

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 When are you likely to receive quantities that have already been ordered? The
field Outstanding shows the quantity requisitioned but not yet received. To see
where these items are in the purchasing pipeline, select the item and select
Options > Show Outstanding Forms. You see the form numbers – use them
to locate the details through the Purchase menu. (See Chapter 6).
4. For each desired item, click in the column marked Wanted and type the desired
quantity.
5. You can do this automatically by selecting Options > Calculate “Wanted”
Quantities.
6. Click Save in the secondary toolbar, or select Edit > Save Changes.

Figure 57 Example of the Stock Wanted window

The In stock column shows how many you have. If numbers are red, the
quantity in stock is less than the reorder level defined in the Stock Items
Register.
Note If your license includes the Maintenance Tasks module, the Stock Wanted window
contains an additional column called Outstanding Tasks. This column displays the
quantity of outstanding items on forms for maintenance tasks.
If several lines in the Stock Wanted window are tagged (see Figure 57 above),
you can select the Generate Forms command from the Options menu. You
will be presented with a dialog box in which you can specify the type of forms
that are to be generated. The forms are then generated automatically. Only
tagged items with a defined wanted quantity are processed.

80
 Figure 58 The Form Creation dialog

If no entries are tagged, you will first be presented with a dialog box to specify
the range for which you want to create forms.
The For Component column enables you to specify for which component the
item is wanted. If the item is for one component only, the number will appear
once the quantity is changed.
The upper half of the window displays some details for the selected item.
If you wish to ask for either the reorder quantity, or have AMOS M&P calculate the
quantity needed to fill stock to either minimum or maximum level, select Options
> Calculate Wanted Quantities.

Figure 59 The Calculate Wanted Quantities dialog

Note the Display Wanted Quantities >0 Only check box. Check the box to exclude
any items where the Wanted Quantity is 0.
You can further filter the items handled in the process, by using the Preferred Vendor
and Stock Class fields.

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5.4 How to Register Stock In or Out
Most stock transactions are related to either a maintenance action or a purchase
form, and AMOS M&P captures these transactions and displays them for you with
the Stock Transactions window.
However, in some circumstances you may need to register Stock in or out of stores
manually.
1. Select Stock > In/Out of Stock.
2. Enter the stock item number in the left hand side of the stock item column.
If you do not know the number you can click on the look--up button next to the
stock item number area to select from a list.
AMOS M&P displays the In/Out of Stock window for the item you typed in
or selected.
The date will be set as todays date but can be altered if required.
3. Select the transaction type from the drop down list.
4. Select the Location for which you want to register stock movement. If there is
only one specified location for the stock item this will be selected by default.
5. Enter the quantity and complete any other fields that you want to record.
6. If the Transaction Codes register is used at the installation, you may click the
Transaction Codes button and select a code. For example, the transaction codes
may be used to designate a responsible person or a project number.

Figure 60 The In/Out of Stock form

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 7. To add another transaction to the list, click the New Entry button and fill in the
various fields in the window as described above.
8. Click OK to close the window.
Stock items are removed from stock for different reasons. The Transaction Type
drop--down list contains the various reasons. The following transaction types may
be used:
S Purchased (the quantity is increased)
S Used (the quantity is decreased)
S Returned unused (the quantity is increased)
S Lost (the quantity is decreased)
S Found (the quantity is increased)
S Sold (the quantity is decreased)
S Transferred in (the quantity is increased)
S Transferred out (the quantity is decreased)
S Delivered back (the quantity is increased)
S Lent out (the quantity is decreased)
S Trashed (the quantity is decreased)
The fields at the bottom of the window show the relevant numbers for the selected
stock item: How many items are currently in stock, what is the total number of items
in stock, and how many are on order.
If the stock item is marked as perishable, you will have to enter an expiry date if you
are increasing stock. If you are decreasing stock you will have to select the correct
expiry date.

5.5 Taking Inventory: Stock Control

Stock items do occasionally get removed from stock without being recorded, so at
regular intervals – once a year, once a quarter, or once a month – you will need to
take inventory to ensure that the actual stock in store matches your stock records.
AMOS M&P provides a simple way to update stock records so that minor
differences do not add up over time, leading to invalid stock records.
1. First print an inventory list from AMOS M&P so you know what should be in
stock.

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 2. Then go to the store and perform a physical count of what is actually on the
shelves in the storage area, noting the actual numbers on your list.
3. Then return to AMOS M&P and enter the actual numbers in the Stock Control
window. Or, if you prefer, define new Stock Transactions for any missing items
or extra items so you have a more complete record of the actions.

5.5.1 How to Print a Stock List

1. Select Stock > Control.
2. AMOS displays the Filter window:

Figure 61 The Location filter

3. Click OK to list all stock.

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

Figure 62 Example of the Stock Control window

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 4. Select File > Print if you want to print the list shown in the window.
5. To update stock quantities, click in the appropriate field in the column headed
Actual and type the correct amount.
6. Click Save on the secondary toolbar or select Edit > Save Changes.

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

5.6 How to Trace Stock In/Out: Stock Transactions

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

5.6.1 Using Stock Transactions

1. Select Stock > Transactions.
2. AMOS displays the Filter window.
3. Click OK to list all transactions, or enter details in some fields first if you want
to restrict the list to only those items that are of interest to you.
AMOS M&P displays the Stock Transactions window as shown in Figure 63.
4. Select a transaction to see the complete details in the upper half of the window.
Remember you can sort or re--sort the transaction list by clicking on the column
title. To see the transactions sorted by type instead of date, click the Type
column header.
5. To correct a transaction or add details, select the transaction and make your
changes in the upper half of the window.
6. If you have made any changes, remember to click Save on the secondary
toolbar or select Edit > Save Changes.

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 Figure 63 Example of the Stock Transactions window

S If the transaction is of type used, either job or work order should be filled out,
but not both.
S Since transactions of type purchased represent stock items coming into stock,
these fields will be blank.
S Transaction details are filled in automatically for a transaction that comes from
purchasing or maintenance.
S Order details are filled in automatically for a transaction that comes from
purchasing.
S The lower half of the window lists the transactions that you selected in the filter
window.
S If the stock item is marked as perishable, you will have to enter an expiry date
if you are increasing stock. If you are decreasing stock you will have to select
the correct expiry date.

5.7 Transfer Documents

There may come a time when there is a surplus of certain stock items at one location
that are needed at a different location. AMOS M&P enables you to create transfer
documents for such items, and ensures that the stock levels are updated at both the
donating and the receiving location.

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1. Select Stock > Transfer Documents.
The filter shown below opens:

Figure 64 The Stock Transfer filter

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

Figure 65 The Transfer Documents dialog

3. The Number and Title fields are free text fields. Use them to describe the
transfer to be performed.
4. The Recipient Inst. field is grey and is not available for editing. The text in this
field is the name of the installation that created the document.

87
 5. Click the down--arrow beside the Donating Inst. field to open a drop--down list
of the registered installations, and select the installation that is providing the
stock items for the transfer.
Note If you double--click on a line of a transfer document, you enter the Transfer Line
Items window. In this window, you can select exactly which types of items are
covered by this transfer document. You can close this window to return to the
Transfer Documents window.

Figure 66 Example of the Transfer Line Items form

When you have entered information in the Transfer Documents (and the
Transfer Line Items window), you can use the commands in the Options menu
to handle the selected transfer document:
For example, if you select the Submit command, the following dialog box
opens:

Figure 67 Example of the Submit dialog box

As the transfer document is processed, the status is shown in the History area
of the Transfer Documents window. See the upper right side of the window
shown in Figure 65.

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Chapter 6 Purchasing

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

6.2 Purchasing with AMOS M&P

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

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

96/123

60w light bulbs

60w light bulbs

22.222.22 lightbulbs 60 w box 12 2 @5.37 10.74

Figure 68 Stock item example

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

6.2.2 Forms Have Two Parts: Headers and Lines

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

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

96/123 list of forms

Figure 69 Forms in the Forms window

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

Figure 70 Stock Wanted to Line Items

6.2.3 The Form Number Always Stays the Same

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

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

Form Type What is happening

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

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

Form Status What is happening

Active Either the requester or the purchaser is working on getting
this form filled.
Active forms can also be sorted and grouped according to the
dates you record for the following milestones:
Approved for purchase
Ordered by purchaser
Confirmed by vendor
Received at installation
Split This form still exists, but all of its original line items have
been split off into other forms. The form is not cancelled,
because it is useful for information purposes, even though we
do not expect to receive deliveries in relation to this form.
The ghost lines here will show where the line items are now
located.

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

6.2.5 Forms Are Forever, But Line Items Split Up

As everyone who works with purchasing knows, items that were originally
requested on the same form are not always purchased from the same vendor,
supplied at the same time, or received together at the installation.
AMOS M&P allows you to split line items away from their original form so that you
can create forms that correctly show what purchasing actions you are taking. A line
that has been split is visible in two places in AMOS M&P:
S In the original form, where it appears as an inactive line, showing the form
number where the active line is located, and
S In the form where it is active, showed as received (or cancelled) for a form to
be filed.

6.2.6 Orders Arrive in More Than One Delivery

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

6.2.7 Goods Are Transported From Central Locations to the

Installation
With Transport Documents, AMOS M&P lets you view the deliveries you have been
advised to expect, and group deliveries from different vendors into appropriate
transportation lots to be conveyed to the installation.

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

6.3 Requisitioning Stock Items or Consumables

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

6.3.1 How to Create an Automatic Requisition for Stock Items

1. Select Purchase > Forms or click the button in the toolbar.
The Purchasing forms filter opens.
2. Click OK to retrieve all the existing requisitions, queries and purchase orders.
If you only want to see specific forms, you may prefer to fill out some details
in the filter before you click OK. If so, AMOS M&P will list only those forms
matching the details you typed.

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 Figure 71 Example of the Forms Filter

3. In the Forms window, click the New button on the secondary toolbar or select
Edit > New Record.
AMOS M&P asks how you would like to create the new form, and what kind
of form to create.
4. Select Automatic and Requisition Form, and click OK.
AMOS M&P asks you to specify the stock item number range to create
requisitions for.
5. Specify the numbers and click OK.
To save time, leave the number fields blank to create requisitions for all the
stock items with wanted quantities shown in the Stock Wanted window. You
can always remove lines or edit quantities in the requisitions.

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 AMOS M&P checks the preferred vendor for each item. If the vendor supplied
units are different from the stock item units – for example you buy in cases, but
you use up a bottle at a time and thus count your stock in bottles – AMOS M&P
calculates the quantities of the vendor--supplied units needed to fill your stock
requirements. Then AMOS M&P groups the items by preferred vendor,
making one requisition for each vendor. The new requisitions are shown in the
list at the lower half of the Forms window.

6.3.2 How to Create a Requisition Manually

1. Select Purchase > Forms or click the toolbar button.
You see the Purchasing forms filter. It allows you to retrieve all the existing
requisitions, queries and purchase orders by clicking OK. If there are lots of
forms in your system and you only want to see specific ones, you may prefer
to fill out some details in the filter before you click OK. If you do this, AMOS
M&P will list only those forms matching the details you typed.
2. In the Forms window, click New or select Edit > New Record to create a new
form header.
3. Select Manual and Requisition Form, and click OK.
4. Fill out the values in the form header.
5. Click Save or select Edit > Save Changes to save the new form header.
6. Select Options > Line items to move to that part of your form.
7. In the Line Items window, click New or select Edit > New Record to insert a
line item.
Insert as many line items as you require.
8. Click Save or select Edit > Save Changes to save the line items in your
requisition form.

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6.3.3 The Forms Window
Filling in the form header for a requisition, query or purchase order in the forms
window:

Figure 72 Example of the Forms window

S Give the form a name that will help you to identify this particular form when
you see the number in the list.
S Click the look--up buttons to select vendor and delivery address.
S Budget Date tells AMOS M&P when these costs should charged against your
budget.
S You can change type and status at any time, to print out the forms you need or
to reflect the progress of your work.
S Cost overview numbers are used for budgeting purposes. You must enter the
numbers yourself if you want them to be used, but you may leave any or all of
these fields blank. You can select a currency from the drop down list. If you use
a currency other than your base currency, the values will automatically appear
in the Additional Info tab, calculated to base currency.
Note There is a parameter which can be set to make the Estimate field mandatory. If this
parameter is set to true, the field must contain an amount, otherwise you will not be
able to save the form.

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 S When the form becomes a purchase order and the vendor confirms the order,
place the vendor’s reference in the Confirmation ref. field. Later you can use
the vendor’s reference to locate this form directly from the Filter window.
S When you print an original purchase order, the Ordered field is filled in by
AMOS M&P. Once an original has been printed, you are not allowed to print
another. Thus, you should not fill in the Ordered field yourself.
S If your system license includes Custom Clearance, and the selected form
belongs to a Custom Clearance contracted agreement, use the lookup list in the
Additional Info. tab to select the CC contract the form belongs to. Selecting
Options > Custom Clearance Contract opens the corresponding window
with the selected contract. See section 6.11 for more about Custom Clearance.
S The lower part of the window lists the forms you selected with the filter.
S Click on one line to select that form. You see the header for that form at the top
of the window.
S Click in the checkboxes at the left--hand side to tag a group of forms to change
the status or type of many forms at once, or print a group of forms.
S Click the filter button in the secondary toolbar to select a new list.

6.3.4 The Line Items Window

To open the line items window:
1. Select Options > Line Items whilst in the Forms window.

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 Figure 73 Example of the Line Items window

S For consumables, leave the part number field empty. use the Part Name field
to enter a descriptive title.
S The number in the Requested field is available for you to change when the
Purchasing form is of type Requisition forms.
S The number in the Ordered field is available for you to alter when the form is
changed to a Purchase Order.
S If the purchase is part of the budget, you can check the Budgeted Purchase field.
S If part of the order cannot be confirmed, you may enter a number of items that
have been cancelled in the Cancelled field. This keeps the line from remaining
permanently unfilled, which would prevent you from filing the purchase order.
S Mark the ‘Include on Forms’ box if you require the line item to be included on
outputs such as printouts, faxes or e--Business documents. This allows for the
addition of line items carrying extra costs such as transportation, insurance etc.
It is also possible to purchase services through the Line Items window. If the Content
drop down list is used and Services is selected instead of Goods, the Line Items
window changes to display services.

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 The Line Items window now allows the selection of a work order number and title
instead of a part number and part name against the purchase order.
Note To identify which forms contain services, the Additional Info. tab has a checkbox
which will be marked if one or more line items are for services. The final column
of the forms window can also be used to view the services checkbox.

6.4 How to Make a Query

For routine purchases you probably already know which vendor offers you the best
combination of price, quality and delivery times. This vendor will usually be
registered in AMOS as the preferred vendor for those items, along with price and
vendor unit data.
Where you do not have a clear preference, or for items that have not been purchased
before, you may wish to create a query form which you can print and send to the
vendors.
You can make a query form in two ways:
S If the line items have already been entered, you have a requisition form or a
purchase order. Simply change the form type in the form header to Query
before printing your query.
S If there is no form already in the system, create a new form with the type Query
and then add the line items.

6.4.1 Why Should You Make a Query Form?

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

6.4.2 How to Turn a Requisition into a Query

1. Select Purchase > Forms or click the toolbar button.
The Purchasing forms filter opens.
2. Leave the filter blank and click OK to see all the purchasing forms for this
installation. If you want a specific form, or if you only want to see forms of a
certain type, fill out some details in the filter before you click OK. AMOS
M&P will display only those forms matching the values you have entered.
3. In the list at the lower half of the Forms window, select the form that you want
to make into a query.

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4. Select Options > Convert, and select the desired form type from the list on the
right.
5. If you want to change more than one form, click in the checkboxes at the
left--hand side to tag all the forms to be changed, and then select Options >
Convert Tagged.
6. Save your work by clicking Save in the secondary toolbar, or by selecting Edit
> Save Changes.

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6.4.3 How to Create a Query Form
To create a query form when there is no requisition or purchase order to change,
proceed as follows:
1. Select Purchase > Forms or click the toolbar button.
2. You see the Purchasing forms filter. Leave the filter blank and click OK to see
all the purchasing forms for this installation. If you want a specific form, or if
you only want to see forms of a certain type, fill out some details in the filter
before you click OK. AMOS M&P will display only those forms matching the
values you have entered.
3. In the Forms window click New in the secondary toolbar or select Edit > New
Record.
The Form Creation dialog box opens.
4. In the dialog box, choose Query.

Figure 74 The Form Creation dialog box

5. Choose Manual for a query about consumables, or if you want to add line items
yourself. Choose Automatic if you want the line items created based on the
wanted values in the Stock wanted window.
6. Proceed as when creating a requisition.

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6.5 Getting the Best Price: Quotations
When you have made queries to vendors about a possible order, you will normally
receive quotations in return.
S AMOS M&P lets you record both who you queried and the prices and delivery
times that the vendors quoted. You may record on a line--by--line basis if you
wish.
S AMOS M&P will perform currency calculations and set up a table so that you
can compare prices, and help you to flag the best offer. AMOS M&P will even
show you whether there is anything to gain by splitting an order between
several vendors to obtain the best price on each item, though the potential
savings in price must then be compared to your increased administration and
handling costs.
S The quotations window lists all quotations for the Purchase form.
S Each quotation can be viewed individually; you can also record prices for each
line item in each quotation, if you wish.
S The Compare window lets you compare prices from all the quotations.

6.5.1 How to Record Quotations

To record that you have sent a query and expect to receive a quotation, or to record
the quotation after you have received it, follow these instructions:
1. Select Purchase > Forms or click the toolbar button.
2. You see the Purchasing forms filter. Leave the filter blank and click OK to see
all the purchasing forms for this installation. If you want a specific form, or if
you only want to see forms of a certain type, fill out some details in the filter
before you click OK. AMOS M&P will display only those forms matching the
values you have entered.
3. In the Forms window select the form you are working with from the list in the
lower half of the window.
4. Select Options > Quotations.
The Quotations window opens.

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 Figure 75 Example of the Quotations Window

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

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 Figure 76 Example of the Quotations Line Items form

The Quotation Line Items window opens.

6. The lines are copied from the Purchase Form for you, so all you need to do is
add price and delivery information.
7. Click Save in the second toolbar or select Edit > Save Changes to save your
changes before closing the Quotation Line Items window.
8. Remember also to save any changes you may have made in the Quotations
window.

6.5.2 How to Calculate the Total Price of a Quotation

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

6.5.3 How to Compare Quotations

If you need help to find the Quotations window, see section 6.5.1.
1. In the Quotations window, select Options > Compare.

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 AMOS M&P displays a table with all of the price quotations you have
registered for this query. The right--most column displays the lowest price
found for that line item.

Figure 77 Comparing quotations

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

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

6.5.4 How to Get a Recommendation from AMOS M&P

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

Figure 78 Flagging the Quotation

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

Figure 79 Splitting a quote

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

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

6.6.1 How to Convert a Requisition or Query to a Purchase

Order
1. Select Purchase > Forms or click the toolbar button.
You see the Purchasing forms filter. Leave the filter blank and click OK to see
all the purchasing forms for this installation. If you want a specific form, or if
you only want to see forms of a certain type, fill out some details in the filter
before you click OK. AMOS M&P will display only those forms matching the
values you have entered.
2. In the list at the lower half of the Forms window, select the form that you want
to make into a Purchase Order.
3. Select Options > Convert, select Purchase Order from the Form type list,
and click OK.
If you want to change more than one form, click in the white boxes to tag all
the forms to be changed before you select Options > Convert Tagged.
4. Save your work by clicking Save in the second toolbar, or by selecting Edit >
Save Changes.

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6.6.2 How to Create a New Purchase Order
To create a Purchase Order form when there is no requisition or purchase order to
change, proceed as follows:
1. Select Purchase > Forms or click the toolbar button.
You see the Purchasing forms filter. Leave the filter blank and click OK to see
all the purchasing forms for this installation. If you want a specific form, or if
you only want to see forms of a certain type, fill out some details in the filter
before you click OK. AMOS M&P will display only those forms matching the
values you have entered.
2. In the Forms window click New in the second toolbar or select Edit > New
Record.
3. In the dialog box, choose Purchase Order.
4. Choose Manual for a Purchase Order for consumables, or if you want to add
line items yourself. Choose Automatic if you want the line items created based
on the wanted values in the Stock wanted window.
5. Proceed as when creating a requisition.

6.7 Working With Purchase Orders

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

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 Later, you can look at the Additional Info tab for the Forms window to see who
approved the form.

6.7.2 How to Split Lines to New Orders

Why does AMOS M&P let you split lines? Here is an example:
Suppose that a requisition contains items that you would prefer to purchase from
three different vendors. You must create new forms for some of the items, or move
the items over onto existing forms to those vendors. You also want a simple way to
document and what has happened for the person who originally requisitioned the
goods.
AMOS M&P solves this problem by allowing you to “split” line items.
A split line is visible in two places:
S When you look at the form where the line originated, you can still see the line
but you can’t change it in any way. This is called a “ghost” line. The ghost line
contains a reference to the new form number, so you will always be able to find
the line item.
S The Line item is of course visible and active in the new form. Here, the
reference to the old form is shown, in case you need to refer to the original form.
To split lines:
1. In the Forms window, select the form that contains the line items you need to
split.
This is the original form. (It might be a requisition, query or purchase order).
2. Select Options > Line Items.
AMOS M&P displays the line items for the form you selected.
3. Click in the white box at the beginning of each line you would like to move to
a new form.
4. Select Options > Split.
5. Set the vendor for the form you want to split to (the new form).
AMOS M&P asks you to define where to split the line to.
-- Choose Sub--form to create a new purchase form. The new form will have
the same number as the original, followed by a letter: for example
1997/1023A.
-- Choose Existing form to select from the forms you already have.

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 -- Choose New form -- Automatic to automatically create a new form with
a completely new number.
6. Click OK to start creating the new form.
7. Remember to save your changes before you close the window.

6.7.3 How to Print Purchase Orders

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

Figure 80 The Output Format dialog

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

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6.7.4 When the Vendor Confirms the Order
When you receive confirmation from the vendor, you have two tasks to do in AMOS
M&P:
1. Record the reference number of the vendor’s confirmation in the header of your
Purchase Order in AMOS M&P.
This way if you need to speak to the vendor about the order later, you will be
able to tell him exactly which order you are referring to with a number he can
find on his own system.
2. Register one or more deliveries for the Purchase order, depending on the
information you received from the vendor.
If the vendor has informed you that the goods will be delivered in more than one lot,
there is no problem. AMOS M&P will allow you to register as many deliveries as
necessary on a single order.
1. Select Purchase > Forms or click the toolbar button.
You see the Purchasing forms filter. Leave the filter blank and click OK to see
all the purchasing forms for this installation. If you want a specific form, or if
you only want to see forms of a certain type, fill out some details in the filter
before you click OK. AMOS M&P will display only those forms matching the
values you have entered.
2. In the Forms window select the Purchase form for which you wish to record
delivery information.
The form will normally be of type Purchase order and status Active, but you
can register deliveries for a form with any type and any status except Filed.
3. Type in the vendor’s confirmation reference number in the header.
4. Click Save in the second toolbar or Select Edit > Save Changes.
5. Select Options > Deliveries.
AMOS M&P displays the Delivery window for your chosen Purchase form.
6. Click New on the second toolbar or select Edit > New Record to create a
delivery.
7. Fill in the fields in the top half of the Deliveries window.
8. Click Save on the second toolbar or select Edit > Save Changes.
9. Create as many deliveries for the order as you will need. Go on to the next
section.

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 The deliveries window lists all deliveries for one Purchase form. There is one
Delivery Line Items window for each delivery. The line items from the purchase
form are assigned to the various deliveries.

6.7.5 What Will Arrive in Each Delivery?

The next steps tell you how to assign the line items of the form to the different
deliveries. Registering this information will help you to ensure that all ordered items
are eventually delivered and transported to the installation.
1. Go to the Deliveries window for the Purchase form you want to work with. If
you are not certain how, see steps 1 -- 6 in section 6.7.4 above.
2. Select deliveries in the list in the lower half of the Deliveries window.
3. Select Options > Line Items.
AMOS M&P displays the line items for the Purchase form in a table.
4. Enter the quantity of each item that will be included in this delivery in the
Confirmed column.
The Confirmed column shows the total quantity of each item already assigned
to other deliveries. Select Options > Fill Delivery to calculate outstanding
quantities, and enter these in the Quantity column.
5. Save your changes and close the Line items window.
6. If there are still some unassigned quantities, repeat steps 2. to 5.
Note The field marked Document No. is the unique identifying number of the transport
documents the delivery is assigned to. Use the look--up button or press F2 whilst the
cursor is in this field to get a list of the transport documents that you have created.

6.8 Using Vouchers

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

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 Figure 81 Example of the Vouchers Window

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

6.9 Transporting Delivered Goods to the Installation

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

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 All Purchase All Transport
Forms Documents

Options/ Options/
Deliveries Consolidated Deliveries
Delivery 3

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

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

Figure 82 Delivery document overview

Deliveries from different Purchase forms can be consolidated onto a single transport
document.

6.9.1 How to Create a Transport Document

1. Select Purchase > Transport Documents.
You see the Transport Documents filter. Leave the filter blank and click OK
to see all the documents for this installation. If you want a specific document
fill out some details in the filter before you click OK. AMOS M&P will display
only those documents matching the values you have entered.
2. In the Transport Document window select Edit > New Record or click New
on the secondary toolbar.
The system automatically generates numbers for transport documents.
3. Fill in whichever of the remaining information you find useful: Title and arrival
date will be particularly interesting to you later.
4. Click Save on the second toolbar or select Edit > Save Changes.
Now you have a transport document, but as yet you have not filled it with any
deliveries. Go on to the next instructions.

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6.9.2 How to Add Deliveries to a Transport Document
First, you need to see what deliveries are not yet assigned transport.
1. From the transport document window, select Options > Unconsolidated
deliveries.
If you have any difficulty, see steps 1 -- 3 in the previous instructions.
AMOS M&P displays a list of the deliveries that need to be consolidated.
If AMOS M&P says No deliveries found then either you have not yet defined
deliveries for your purchase orders, or all deliveries have already been
consolidated on transport documents.
2. Select a delivery in the list in the lower half of the window.
3. Select Options > Attach.
4. Back in the list of deliveries, click Save in the second toolbar, or select Edit
> Save Changes.
To see what deliveries are assigned to a certain transport document:
5. Go to the transport document window.
6. If you have any difficulty, see steps 1--3 in the previous procedure.
7. In the lower half of the window, select the Transport document you are curious
about.
8. Select Options > Consolidated Deliveries.

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6.10 How to Register Delivery of Goods
When goods arrive at the installation, you have several tasks to perform in AMOS
M&P:
S You must tell AMOS M&P what you have received.
S If the entire Purchase Order has been received, you must change the Purchase
Order status from Active to Filed.
1. Select Purchase > Forms.
You see the Purchasing forms filter. Leave the filter blank and click OK to see
all the forms for this installation. If you want a specific form fill out some
details in the filter before you click OK. AMOS M&P will display only those
forms matching the values you have entered.
2. In the Forms window select the purchase order you wish to receive.
3. If you are receiving goods from more than one order, click in the white box at
the beginning of the line to tag each order.
4. Select Options > Receive (or Receive Tagged).
AMOS M&P asks if you are receiving the entire Purchase Order.

Figure 83 The Receipt Options window

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

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 Figure 84 Example of the Receive Window

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

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 Figure 85 The Orderform Receive dialog

9. Click Yes to file the order.

6.11 Custom Clearance

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

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

6.11.1 Creating a Custom Clearance Contract

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

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 7. Save your information.

6.11.2 Creating a Custom Clearance Form

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

6.11.2.1 Adding Forms to a Custom Clearance Form

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

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

6.11.2.3 Custom Clearance Forms Workflow

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

6.11.2.4 Custom Clearance Items and Finalisation

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

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

6.12 Typical Purchasing Questions

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

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

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

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Chapter 7 Budgeting

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

7.2 What Budgeting Can Do for You

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

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

Figure 86 The Budget Codes window

2. Click New in the toolbar or select Edit > New Record to create a new budget
code.
3. Type the code and title in the relative fields and make sure that the active
checkbox is marked.
The Budget Group columns are used to create a budget hierarchy. Using budget
hierarchies is described in section 7.7.

Note To be able to use a budget code you must have access to it defined for the group of
users to which you belong. This is administered at Tools > Configuration > Groups
> Options > Budget Code Access.
Once you have created the budget code you need to add the details of the budget:
1. Select Budget > Budget.
AMOS displays the Filter window.
2. Click OK to list all current codes, or enter details in some fields first if you want
to restrict the list to only those codes that are of interest to you.
AMOS M&P displays the Budget window.
3. Click New in the toolbar or select Edit > New Record to create a new budget.
This will open the Budget Overview window:

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 Figure 87 The Budget Overview window

4. Click on the lookup button to the right of the budget code field and select the
required budget code.
5. Fill in the various fields in the Budget Overview window. The main fields of
this window are explained below.
6. Remember to save the budget when you are finished. When you close the
Budget Overview window you will return to the Budget window:

Figure 88 The Budget window

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 S The Budget Category is the title of the budget you are creating. This is inherited
from the Budget Code selected from the lookup list.
S The Budget Warning field allows you to enter a “threshold amount”. If the
accumulated spending exceeds this amount, a warning is given. A value of 90%
will produce a warning when 90% of the specified budget has been spent. A
value of 110% will have the program displaying a warning when the budget
code has been overspent by 10%.
S The Budget Class drop down list contains the options Purchase, Stock and
Maintenance. Later in this chapter, you will find a section describing each of
the three budget classes.
S The Budget Model drop down list contains three options: Budgeted amount is
used to specify a sum for the entire year. Evenly allocated budget distributes
the budget sum evenly over each period. Manually allocated budget makes it
possible to enter the budget sum directly in the Budget Code Detail window.
S The columns in Monthly totals show information about monthly consumption
for the budget code.
S The columns in Accumulated show accumulated expenses, the corresponding
budget figures, and the variance.

7.4 How to Use Budget Specifications

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

7.4.1 How to Enter a Budget Specification

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

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 The Budget Specification window opens.

Figure 89 The Budget Specification window

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

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

7.4.2 How to Set Budget Status Codes

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

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 Figure 90 The Convert Budget Status dialog box

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

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

7.5 How to Edit a Budget

Once you have created budgets, you may edit them if needed:
1. Select Budget > Budget.
AMOS displays the Filter window.
2. Click OK to list all current codes, or enter details in some fields first if you want
to restrict the list to only those codes that are of interest to you.
AMOS M&P displays the Budget window.

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 3. Select the line of the budget code and category you wish to edit, and select the
command Options > Overview.

Figure 91 The Budget Overview window (2)

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

7.6 Elements Which May Affect the Budget

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

7.6.1 How Purchase Orders Affect the Budget

Purchase orders contain several options that interact with the budgeting function. If
a purchase order has the status Active or Filed, the amounts in certain fields (see
below) are automatically transferred in order to monitor expenses compared to the
budget. You can read more about working with purchase orders in Chapter 6.

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Note This section describes the Purchase budget class. The two columns Committed and
Paid in the Budget Overview window are only available for the Purchase budget
class. The reason is that this budget class is intended for purchases made on a regular
basis, where it is possible to estimate the expenses for a period. Thus, you normally
select Evenly allocated budget from the Budget Class drop down list for such items.
A purchase order form contains the following fields, which interact with the budget
function:

Figure 92 The budget fields of a Purchase Form

S The lookup function is used to select the budget code and establish the link
between the items purchased on the purchase order and the budget code that has
been defined.
S The field Estimate may be used to estimate the total cost for the selected Budget
Code in this purchase order, whereas the Part Paid field is used to record
payments that have been made. In the example above, the column Committed
in the Budget Overview window would show an amount of 800 USD: This
amount is calculated by subtracting the Part Paid amount from the Estimate
amount.
S If the field Final Total is filled in, this will appear both in the Paid and the Total
columns in the Budget Overview window, overriding whatever values are
entered in the Estimate and Payments fields.

7.6.2 How Stock Transactions Affect the Budget

If the budget class Stock is selected for a budget, data is automatically transferred
from stock transactions to the budget function. You can read more about working
with stock transactions in Chapter 5.

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 A stock transaction contains fields that are relevant to budget follow--up:

Figure 93 The budget fields of a Stock Transaction

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

7.6.3 How the Maintenance Log Affects the Budget

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

7.6.4 How Vouchers May Affect the Budget

Section 6.8 describes the optional Voucher function in AMOS M&P. If the system
parameter ’Use Vouchers to Update Form Details’ is set to TRUE, amounts
registered for vouchers automatically affect the budget to which they are assigned.
Note If vouchers are set to update the budget, and you decide to delete a voucher, first
manually delete all the voucher lines, and then delete the voucher. Otherwise the
budget will not be updated correctly.

7.7 Using Budget Hierarchies

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

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The following illustration shows an example of a budget hierarchy:

Figure 94 An example of the Budget Hierarchy

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

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Chapter 8 Registers, Hierarchies and Reports
This chapter describes how you ensure that the various registers in AMOS are
always updated with the correct values.
S Section 8.1 describes the purpose of registers.
S Section 8.2 contains a list of all the various registers to make it easier for you
to locate the correct register to update.
S Section 8.3 explains how you find and edit an item in a register.
S Section 8.4 describes the use of hierarchies for components and functions.
S Finally, section 8.5 explains how you can organise and print reports from
AMOS.

8.1 What is a Register

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

8.1.1 Are You Allowed to do This?

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

8.1.2 You Know You Need to Update a Register When…

When AMOS is installed locally, for example on a ship or at a factory, the registers
already contain the background information for your work, data that does not change
very often, and that you will use and re--use; for example currency types, vendor
addresses, stock numbers and descriptions, and job descriptions.

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

8.2 Finding the Right Register to Update

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

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

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

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

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

8.2.5 Permits to Work

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

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

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

8.2.8 Counter Types

File > Open Register > General > Counter Types
This register lists the counters you use in AMOS M&P. See chapter 4 for further
information regarding counters.

8.2.9 Product Types

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

8.2.10 Currency Codes

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

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8.2.11 Quality Codes
File > Open Register > General > Quality Codes
This register lists possible quality codes for use when receiving goods. They are used
for quality checking purchase form line items when receiving.

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

8.2.13 Job Classes

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

8.2.14 Job Triggers

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

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

8.2.16 Stock Grades

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

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

8.2.18 The Maintenance Registers

8.2.18.1 Job Descriptions

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

8.2.18.2 Component Classes

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

8.2.18.3 Function Criticality

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

8.2.18.4 Project Categories

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

8.2.18.5 Reschedule Limits

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

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

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

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

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

8.2.19 The Stock Registers

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

8.2.19.2 Price Classes

File > Open Register > Stock > Price Classes
This register contains the user defined formulae that can be used to alter the price
of a stock item according to international tax rates or transportation costs.

8.2.19.3 Transfer Reasons

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

8.2.20 The Purchase Registers

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

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

8.2.20.3 Payment Terms

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

8.2.20.4 Delivery Locations

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

8.2.20.5 Receipt Status

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

8.2.20.6 Voucher Category

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

8.2.20.7 Expense Types

File > Open Register > Purchase > Expense Types
This register is available for use with the Custom Clearance module. It is for defining
categories of expenses related to CC contracts, for example, Custom Fees,
Transportation, Duty, Airport Storage, etc.

8.2.20.8 Finalise Types

File > Open Register > Purchase > Finalise Types
This register is available for use with the Custom Clearance module. It is for defining
categories of finalisation for CC contracts, such as Consumed, or Asset.

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

8.2.22 Module Specific Registers

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

8.2.22.1 Component Types

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

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

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

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

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 8.2.22.5 Stock Types
Stock > Stock Types
This register is used by a central database to distribute information for types of stock.
If your organisation is using Stock Types you will not be able to alter the basic
information for a stock item.

8.2.22.6 Stock Items

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

8.3 Finding a Particular Item in a Register

To find an item that you need to change in a register, you can either:
S Use the filter window to restrict the list of items you see in the register window,
or
S Scroll through the register itself.
Remember you can also click on a column title in the list to sort the list according
to that column.
Registers that typically have few values for you to choose between, for example
Maintenance types, do not have filter windows, since this saves an unnecessary step.
Here are a couple of examples.

8.3.1 How to Find an Address

Suppose you need to find the details of a company called Scana Servoteknikk;
perhaps you need to look up their fax number.
1. Select File > Open register > Addresses.
AMOS displays the filter window for the address register.
2. The register has lots of addresses in it, so type S in the name field, and then click
OK.
Note It is possible use the % wild card character while searching. For example, if you type
%Servoteknikk in the Name field instead, AMOS will still find the address of
Scana Servoteknikk.

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 Figure 95 The Addresses window

AMOS displays all the addresses that have names beginning with S.
3. Click on Scana Servoteknikk.
The information about the company is displayed in the upper part of the
Addresses window.

8.3.2 How to Find an Address by Product Type

Once you have been using the program for a while, you will build up a large number
of contact addresses. To help you filter out unwanted addresses, AMOS allows you
to set a certain kind of Product in the filter, when you open the Address register.

Figure 96 The Addresses filter -- Product Criteria fields

This will search for matches on the Products tab of all addresses. If you have created
a product type called ‘Paint’ and have attached it to the products tab of three
suppliers, you can select paint from the drop down window shown above to retrieve
those addresses. See section 8.3.7.

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8.3.3 How to Change an Existing Item
Note Some registers are more complicated than others and are more difficult to update.
For additional information on updating registers, see also the AMOS Business Suite
Reference Manual.
First, locate the item you want to change. If you need help, see the two previous
sections.
1. Click in the field or press TAB until you can see that the cursor is located in the
field you want to change.
The field where the cursor is located will usually be highlighted with a dark
background and white characters.

Figure 97 Changing a Job Description (1)

2. Type in the new value.

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 Figure 98 Changing a Job Description (2)

3. Click Save on the second toolbar, or select Edit > Save Changes.
4. If you do not need to make any other changes, close the register.
If you forgot to save, AMOS will ask if you want to save the changes.

8.3.4 How to Add Data to a Register

The procedure for adding data to a register is similar for the majority of the registers,
though some are more complicated than others.
1. Select File > Open Register and choose the register you want to add a new item
to.
AMOS may display a filter window. If so, consider: Do I need an example to
look at while I create my new item? If you do, leave the filter blank and click
OK. Otherwise, fill in a value or two in the filter window to restrict the size of
the list.
2. When the register opens, click the New button in the toolbar, click the right
mouse button and select New Record from the pop--up menu, press the
CTRL+N keys on your keyboard or select Edit > New Record.
A new line is added to the list.

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 Figure 99 The Currency Rates register

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

8.3.5 How to Delete Data from a Register

The procedure for deleting data from a register is similar for the majority of the
registers.
1. Select File > Open Register and choose the register you want to add a new
item to. When the register opens, click on the line in the list that you wish to
delete.
2. Click the Delete button on the toolbar, or select Edit > Delete Record.
A question box appears asking you to confirm the deletion.
3. Click Yes to confirm the deletion or No to cancel the deletion and return to the
window.

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 4. Save the register. If you have made a mistake, close the register without saving.
Note If the data you have deleted is used in another window then you will not be allowed
to save the changes.

8.3.6 Duplicate Address Entries

As AMOS is used over a longer period of time, duplicate Address entries may well
occur against different codes. For example, Qingdao Beihei Shipyard might be
registered as both QIN001 and QINGDAO001, as shown in the list at the bottom of
Figure 100:

Figure 100 A duplicate address example

It makes sense to consolidate these two entries and delete one. However, before one
can be deleted, all references to it must be removed. This is achieved by transferring
the references to the other entry by replacing all occurrences of one address with
another.
AMOS allows you to do this automatically.
1. Select File > Open Register and choose Addresses.
2. Highlight the address that you want to move the references away from.
3. Give the command Options > Move Address References.

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 4. Select the Address you wish to move all these references to and select OK.

Figure 101 The Move Address References selection window

8.3.7 How to Link Products to Addresses

To help you find which Supplier delivers a certain type of item, AMOS allows you
to link a product to an Address for search purposes.
1. Select File > Open Register and choose Addresses.
2. Click on the Product tab.
If there are already Products linked to this Address, they will be listed here, as
shown in Figure 102.

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 Figure 102 The Addresses window -- Products tab

3. To link a new Product, click on the New button and select an item from the
drop--down menu. Bear in mind that the Products in the list are contained in the
register at File > Open Register > General > Product Types.

8.3.8 How to Add a Product Type to the Register

1. Select File > Open Register > General > Product Types.
2. Click on the New button in the menu bar.
3. Enter the name of the new product.
4. Save the register.

8.4 The Hierarchies of Components and Functions

AMOS M&P offers functionality for organising Component Types, Components,
Functions and Stock Types into hierarchies. The Maintenance and Stock menus give
access to a window for each hierarchy: You can also use the corresponding buttons
in the toolbar to access the Component and Function hierarchies.
The Component Hierarchy window may look like this:

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 Figure 103 The Component Hierarchy window

The Functions hierarchy may look like this:

Figure 104 The Functions Hierarchy window

These hierarchy windows work in a similar way to the Explorer program in most
versions of Windows. You can click a + sign to open a folder, and click a -- sign to
close it. Alternatively, you can double--click a folder icon to switch its status
between open and closed. If you double--click to close a folder, all its open
sub--folders are closed automatically. If you double--click the same folder once
more, all the sub--folders, which were open before you closed it, are opened
automatically.

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 The appearance of these hierarchy screens may differ from the above depending on
your level of access within the application. For further information about these
hierarchies see the AMOS Business Suite Reference Manual.

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

Figure 105 The Reports Window

The reports are stored in folders. When you select a folder, the defined reports of that
category are shown in the list on the right.
To print one, double--click it and then click OK in the filter that appears. It is
normally a good idea to use the Print Preview button initially so that you can check
that you are getting the correct information before submitting the report to print.
It is also possible to include user--defined reports in the hierarchy. This means that
you may see more reports than the standard ones. Such user--defined reports are
printed the same way as standard reports. The AMOS Business Suite Reference
Manual contains a description of how user defined reports may be added to the
report hierarchy.

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

9.1 Setting up Attachment Source Tools

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

Figure 106 The Attachment Sources window

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

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

9.2 Building a Library of Attachment References

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

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 Figure 107 The Attachment References window

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

9.3 Viewing an Attachment

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

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

Figure 108 The Zoom sub-- menu

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

Figure 109 The Zoom sub-- menu

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

9.4 Hotspots on an Attachment

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

9.4.1 What is a Hotspot?

A hotspot is an interactive area on an attachment (i.e. a button) which further
enhances the attachment’s usability. You can define hotspots as required. The
button in the illustration below is a hotspot. Clicking on the hotspot activates a new
window and provides more information about relevant parts of the attachment.

Figure 110 The View Attachment window

Using hotspots, you can:

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

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 S Open the Stock Items or Stock Type window to find relevant information
about the entry to which the image is connected.
S You can define a button hotspot that the user may click.
The system parameter ’Open Attachment In New Window’ controls what happens
if you click a hotspot to open a new attachment. If the default parameter value
FALSE is set, the new attachment replaces the attachment currently in the window.
If the value is set to TRUE, the new attachment will be displayed in a new window.

9.4.2 How to Add a New Hotspot

The toolbar contains two buttons for defining hotspots. The buttons are called
Show Hotspots and Show Workspace.
1. Click the New button on the toolbar.
AMOS M&P automatically changes to the Show Hotspots mode, and the
corresponding button is automatically pressed by the program. If any hotspots
have been defined already, they are displayed as shaded areas on the
attachment.
The new hotspot appears as a shaded area in the top left corner of the
attachment window.
2. Use the mouse to drag the new hotspot to the part of the main attachment that
you want to become the hotspot.
3. Once it is in the desired location, use the mouse to re-- size it by dragging one
of the handles on the edge of the hotspot.
Next, determine which type of hotspot to use.

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4. Right-- click the hotspot and select Properties from the pop-- up menu.
The following dialog box opens:

Figure 111 The Hotspot Type dialog box

5. Open the Hotspot Type drop-- down list and select the desired type.
6. Place the cursor in the empty Reference text field and click the Browse
button.
A dialog box appears.
Depending on the type of hotspot, select the component, the attachment or
the stock item to link to the hotspot.
7. Click OK.
Figure 112 shows an attachment with two defined hotspots.
When hotspots have been defined on an attachment, you can click the Show
Hotspots toolbar button to display the hotspots as shaded areas, and move or
re-- size them.

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 Figure 112 Example of an attachment with hotspots

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

9.5 Defining Button Hotspots

You can also define hotspot buttons on the attachment. To do so:
1. Define a new hotspot (see the previous section).
2. Check the option Show as Button in the Properties dialog box.
The field ’Button text’ becomes available.
3. Type into this field the text you wish to appear on the button.
To change the font of the button text:
1. Click Font.
A dialog box appears.
2. Select font, style and size as desired.
You can re-- size a button hotspot the same way you re-- size other hotspots.
However, there is one difference: When the Show Hotspots button is not pressed,
you will always see the hotspot on the attachment in the form of a button.

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

9.7 The Attachment Workspace

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

Figure 113 The Show Workspace pane

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

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

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

Figure 114 The Work Flow Configuration Window

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

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 - Manuals
- Non Conformities
- Procedures
- Purchase
- Quality Work Orders
- SA Configuration
- Self Assessment
3. Select the desired module.
The Work Flow Configuration window contains three tabs: Statuses, Actions
and Initial Statuses. However, in the case of Maintenance, Purchase, and
Quality Work Order Work Flows, there are two more tabs present:
S Lock Type
S Lock Access
For more on Lock Types and Lock Access in work flow, see section 10.1.2.
4. Select the Actions tab. This tab contains the list of all possible actions. These
actions are user defined and should be the same as your own company
processes.

Figure 115 Work Flow Configuration Window - Actions Tab

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

Figure 116 Work Flow Configuration Window - Initial Statuses Tab

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

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

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 Figure 117 The Change Work Flow Status Dialog Box

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

10.1.1 Copy Access From Action

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

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 10.1.1.1 Convert Work Flow Status
Use the conversion window to convert to using workflow. Select Options >
Convert Work Flow Status to apply different initial workflow statuses to each
type of work related status.
The window pertaining to the currently active workflow module appears. The first
column contains a list of all possible AMOS statuses. The second column contains
drop down lists for selecting one of the earlier defined statuses against each of the
AMOS statuses.

10.1.2 Work Flow Configuration --- Lock and Unlock

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

10.2 Work Flow Notifications

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

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10.3 Defining Installations and Departments
You can define the installations and departments in your organisation.
Departments are added to installations, so enter the installation details first.
Note Make sure the correct installation is selected before adding departments.
To add a new installation or department to the list:
1. Select Tools > Configuration > Installations/Departments.
2. Click the New button.
A dialogue box appears.
3. Select Installation or Department from the dialogue box.
4. Click OK.
A new line is added to the selected section.

10.3.1 Adding Details to Installations/Departments

After adding the line, enter the relevant details in the appropriate fields. In addition
to adding the appropriate installation/department numbers and names, you can
enter comments in the comments fields. Save the changes.

10.3.2 Installation Groups

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

Figure 118 Installation Groups window

To create an installation group:

1. Click New.
A new line appears on the left side of the screen.
2. Enter a Code for the group and a group name in the Name field.

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3. Click the New button on the right side of the screen.
4. A new line appears allowing you to select an installation to add to the group.
Keep adding new lines to the right side of the screen to make up the required
group.
5. Click Save to keep the changes.

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Chapter 11 Replicating Data

11.1 Introduction
This chapter briefly explains the process of exchanging data between the head office
and the remote sites within your organisation.

11.2 Exchanging Data with the Head Office

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

11.3 Performing Automated Importing and Exporting

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

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 Figure 119 Example of the Export/Import Tasks Window

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

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

Figure 120 The Export window

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

11.5 How to Set Up Export and Import

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

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 Figure 121 An example of the Parameters window

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

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Chapter 12 Revised DNV Class Survey

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

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

12.2.1 How to Create a New Job Class

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

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 Figure 122 The Job Classes register

12.2.2 How to Assign Jobs to the New Job Class

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

Figure 123 The Jobs window

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

Figure 124 The Job Descriptions window

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

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

Figure 125 The Job Description Details Window

2. Where necessary, you can use cut and paste techniques to copy existing text
from one job description to another. Use the mouse to select the text in a
window, press CTRL+C to copy it to the Windows clipboard, open the window
where you want to place the copy, click to position the insertion point, and press
CTRL+V to paste the copied text.
If your organisation is using the enhanced editor instead of the simple editor,
the appearance will be similar to the example shown in Figure 126.

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 Figure 126 The Job Description Details Window (Enhanced Editor)

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

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

Figure 127 The Maintenance History filter

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

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Chapter 13 Additional Features

13.1 Outlook Style User Interface

AMOS is equipped with a variety of user interface features, recognizable from other
commonly used applications. These features are optional and can be customised to
suit individual needs. See the next section for details on how to activate these
features.
The Standard and Window Toolbars are usually visible but there are also optional
extras such as the Icon Bar or List Bar on the left hand side and the Task Bar at the
bottom of the window. When the Task Bar is visible, the Window Title bar is also
shown so that the current window is easily identified.
The Icon Bar contains large buttons which provide access to commonly used
functions within the application. There are eight separate tabs (Main, Maintenance,
Stock, Purchase, Documents, Voyage, Crewing and Tools) which each contain
buttons to relevant aspects of the application.
The List Bar contains the same eight categories as the Icon Bar, each displayed as
a collapsible menu containing commands to the same relevant aspects of the
application.
The Task Bar displays a tab representing each open window, allowing the user to
quickly switch between windows by clicking on the appropriate tab. The Window
Title bar displays the name of the currently visible window for ease of navigation.

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13.2 Personalised Settings
Select Tools > Options to open the Options window. The window contains three
tabs.

Figure 128 The Options Window

13.2.1 The General Tab

The General tab provides options for personalising the appearance and behaviour
of the AMOS Business Suite user interface.
Access to these features is determined by the User Options entry in the Access
Control Functions tab.

182
 Refer to Figure 128 for visual references.

S The Task bar option controls whether the Task bar and Window Title bar are
displayed. The three radio buttons below are for choosing whether the left hand
side bar is visible as an Icon bar, a List bar, or not visible at all.

S The Toolbar tips option controls whether a text description appears when the
mouse cursor is positioned over an icon on either the Standard Toolbar or the
Window Toolbar.

S The Toolbar text option controls whether toolbar icons are displayed with a text
description below them.

S The Menu Style option controls the appearance of the menus in AMOS
Business Suite.

S The Confirm on Exit option controls whether the application requests

confirmation prior to exiting.

S The Windowing mode option gives the user the choice of opening windows as
Maximized or Cascaded. All open windows must be closed to activate this
option.

S The Mailbox Check Interval (sec) field is used in work flow. It checks for
unacknowledged mailbox items that are assigned to the current user and alerts
them if any are found. For more details on the Work Flow function see the
AMOS Business Suite Reference manual.

S The Standard toolbar position option controls the on--screen position of the
Standard Toolbar i.e. Top, Bottom, Left, Right or Hidden.

S The Window toolbar position option controls the on--screen position of the
Window Toolbar i.e. Top, Bottom, Left, Right or Hidden.

13.2.2 The Views Tab

AMOS M&P has the facility to save frequently used screen configurations,
otherwise called Views. Each view is capable of recording which screens are open,
which screen is active and which filter criteria are defined. Each saved view can be
restored as and when required.

The Views tab provides options to create New views, Update existing views, Delete
views that are no longer required and to set one of the views as the default view.

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13.2.2.1 Configuring a View
1. Select Tools > Options.
If the Startup using default view box is selected, the application
automatically opens with the default view.
2. Select Tools > Select View… or press the F6 key to open the Select View
window.
The Select View window opens with a list of available views that have been
registered.
3. Click on a view to select it.
4. Click OK.
This restores the various windows and filter criteria associated with that view:

Figure 129 The Select View Window

In Figure 129, the Stock Control view is selected. Clicking OK automatically opens
the windows you have associated with the view.

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

185
186
Glossary of Terms

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

187
Register A list of related information that is stored in the
Database. The information could be for example
a list of products and the companies that supply
them, or the employees in the company along with
their addresses and other personal details.
Stock Item Units and spares held in stores so that they are
available when needed. Stock items may include
spares for machinery, food, clothing, fuel, oil etc.
The smallest physical unit in a Component that
would normally be replaced in the event of
damage.
Stock Type In a centralized database, Stock items will be
registered as Stock Types at the head office and
the information will be exported to the
Installations as necessary.
Wild Card/Character A character that you can type into a Field, for
example in a Filter, that represents a combination
of other characters and spaces.

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Index
A Convert a Requisition or Query to a
Purchase Order, 108
Active form status, 92 Copying Work Orders, 67
Add a New Hotspot, 159 Copyright, ii
Add a New Item, 147 Counter Log, 28
Add a Product Type to the Register, 151 Counters, 25, 41
Additional Features, 181 Updating, 29
Approving An Order, 109 When a Part is Replaced, 32
Assign Jobs to the New Job Class, 176 Counters Submenu, 26
Automated Exporting, 171 Counter Log, 28
Automated Importing, 171 Overview, 27
Update, 27
B Create a Budget, 127
Benefits of Reporting Work, 36 Create a New Job Class, 175
Browsing Between Image Windows, 162 Create a New Purchase Order, 109
Budgeting, 126 Create a Query Form, 102
Building a Library of Image References, Create a Requisition Manually, 96
155 Create a Shopping List, 79
Button Hotspots, 161 Create a Transport Document, 115
Create an Automatic Requisition for Stock
Items, 94
C Creating a budget, 127
Calculate the Total Price of a Quotation, Customise toolbars, 16
105
Calendar, 14 D
Calendar Settings, 47 Database, 17, 187
Cancelled form status, 93 Default, 187
Cancelled, status, 57 Defining a Stock Item, 76
CBM, 39 Defining and Using Images, 154
Change an Existing Item, 146 Delete Information, 148
Closing a Window, 17 Depreciation of Stock, 77
Communicating with Head Office, 171 Disclaimer, ii, xi
Compare Quotations, 105 Documents, 86
Completed, status, 57 Duplicate Address Entries, 149
Component, 187
Component Type, 187 E
Component Types, 19 Edit a Budget, 131
Components, 18 Elements Which May Affect the Budget,
Controlling Work Orders, 70 132

189
Enter a Budget Specification, 129 How To, Add Installations/Departments,
Exchanging Data with the Head Office, 169
171 How to
Exiting, 17 Add a New Hotspot, 159
Add a New Item, 147
F Add a Product Type to the Register,
151
Field Chooser, 16 Add Deliveries to a Transport
Filed form status, 93 Document, 116
Filed status, 57 Assign Jobs to the New Job Class, 176
Filter, 187 Calculate the Total Price of a
Find an Address, 144 Quotation, 105
Find an Address by Product Type, 145 Change an Existing Item, 146
Finding a Particular Item in a Register, 144 Compare Quotations, 105
First Work Order, 39 Convert a Requisition or Query to a
Form, 187 Purchase Order, 108
Forms Window, 97 Create a Budget, 127
Create a New Job Class, 175
G Create a New Purchase Order, 109
Generating the First Work Order, 39 Create a Query Form, 102
Get a Recommendation, 106 Create a Requisition Manually, 96
Getting the Best Price, 103 Create a Transport Document, 115
Giving commands, 9 Create an Automatic Requisition for
Glossary, 187 Stock Items, 94
Group Several Jobs into a Round, 21 Delete Information, 148
Edit a Budget, 131
Enter a Budget Specification, 129
H Find an Address, 144
Hierarchies, 136, 151 Find an Address by Product Type, 145
History Tab, 68 Get a Recommendation from AMOS
How Do I Use AMOS on a PC With M&P, 106
Windows?, 7 Group Several Jobs into a Round, 21
How Does AMOS M&P Know When to Link Products to Addresses, 150
Schedule Jobs?, 33 Make a Purchase Order, 108
How Does AMOS M&P Plan Make a Query, 100
Maintenance?, 18 Print a Stock List, 84
How Purchase Orders Affect the Budget, Print Out Class Related Jobs in a
132 Period, 180
How Stock Transactions Affect the Print Purchase Orders, 111
Budget, 133 Record Quotations, 103
How the Maintenance Log Affects the Register Delivery of Goods, 117
Budget, 134 Register Stock In or Out, 82

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 Select a New Stock Item Location, 79 Maintenance Reports, Overview, 72
Set Budget Status Codes, 130 Maintenance Tasks, window, 48
Set Up Export and Import, 173 Maintenance Tasks tab, 50
Set Up Your Shopping List Using Stock Make a Purchase Order, 108
Wanted, 79 Make a Query, 100
Split An Order, 107 Manual Import and Export, 173
Split Lines to New Orders, 110 Manual Requisition, 96
Trace Stock In/Out, 85 Mark Unexpected Work, 37
Turn a Requisition into a Query, 100
Update the Job Descriptions, 178 N
Use Budget Specifications, 129 Network, 187
Use the Work Orders Window, 58 New Hotspot, 159
How Vouchers May Affect the Budget, 134
O
I One-- time tasks, 40
Image Hotspots, 158 Other Components’ Counters, 31
Image References, 155 Outlook Style User Interface, 181
Images, 154 Overview, 7, 27
Installation Groups, 169 Overview of Maintenance Reports, 72
Installations / Departments, 169
Installations/Departments, Add Details, P
169 Parameter, 187
Issued, status, 57 Parked form status, 93
Issuing Work Orders, 57 Parts Dependent on Other Components’
Counters, 31
J Performing Automated Importing and
Jobs, 20 Exporting Tasks, 171
Personalized Settings, 182
L Planned status, 56
Planning Jobs, 39
Library of Image, 155 Planning Maintenance, 42
Line Items Window, 98 Postponed, status, 57
Link Products to Addresses, 150 Preset Screen Configurations, 183
Lock/Unlock, 168 Print, 17
Logon, 7 Print a Stock List, 84
Look-- up Filters, 13 Print Out Class Related Jobs, 180
Looking at an Image, 156 Print Purchase Orders, 111
Printing the Maintenance Log, 71
M Project Properties, 56
Maintenance, 18 Projects, 52
Maintenance Menu, projects , 52 access control, 56
Maintenance Plan Printout, 36 sub-- contracting, 55

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Purchase Order Requisition forms, 92
Convert to, 108 Requisition Work, 35
Create New, 109 Resources Used Tab, 67
Make a, 108 Revised DNV Class Survey, 175
Print, 111 Right-- click menu, 15
Working With, 109 Rounds, 21
Purchase order forms, 92 Reporting, 68
Purchasing, 89
Purchasing Questions, 123 S
Saving Data, 17
Q Section Properties, 56
Select a New Stock Item Location, 79
Query, 100
Set Budget Status Codes, 130
Query forms, 92
Set Up Export and Import, 173
Questions, 123
Setting up Image Source Tools, 154
Quotations, 103
Shopping List, 79
Compare, 105
Sorting & Searching, 14
Record, 103
Sorting the Log, 72
Total Price, 105
Split An Order, 107
Split form status, 92
R Split Lines to New Orders, 110
Recommendation, 106 Stock Control, 83
Record, 187 Stock Depreciation, 77
Record Quotations, 103 Stock Item, 188
Register, 188 Defining, 76
Register Delivery of Goods, 117 Stock Item Location, 79
Registering Stock In or Out, 82 Stock Management, 74
Registers, Hierarchies and Reports, 136 Stock Management Functions, 75
Regular Maintenance on Components, 20 Stock Taking, 83
Reporting a Round, 24 Stock Transactions, 85
Reporting on Planned Jobs Unexpectedly, Stock Type, 188
69 Stock Types, 75
Reporting on Work Orders, 63 Stock Used Tab, 68
Reporting Rounds, 68 Stock Wanted, 79
Reporting Work, 61
Reporting Work Based on Requested T
Work, 69 Taking Inventory, 83
Reporting Your Work, 36 Total Price of a Quotation, 105
Reports, 136 Trace Stock In/Out, 85
Requested, 56 Tracking Work Orders, 70
Requested Work, Reporting, 69 Trademarks, ii
Requesting work to be done, 40 Transfer Documents, 86

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Transport Document What Did We Do? Reporting Work, 61
Add Deliveries to, 116 What is a Filter?, 11
Create, 115 What Must I Do to Keep Maintenance
Transporting Delivered Goods to the Running Smoothly?, 37
Installation, 114 What Will Arrive in Each Delivery?, 113
Turn a Requisition into a Query, 100 When a Part is Replaced, 32
Typical Purchasing Questions, 123 When the Vendor Confirms the Order, 112
Where do I Find Stock Management
U Functions?, 75
Unexpected Planned Jobs, Reporting, 69 Why do I Have to Logon?, 7
Unexpected Work, 37 Why Should You Make a Query Form?,
Unplanned and Unexpected Maintenance, 100
35 Wild Card/Character, 188
Update, 27 Window Refresh, 9
Update a Register, 136 Work Flow Notifications, 168
Update the Job Descriptions, 178 Work Order Flow, 33
Updating Counters, 29 Work Order Statuses, 56
Use Budget Specifications, 129 Work Orders, 33
Using AMOS M&P for Stock Controlling, 70
Management, 74 Reporting, 63
Using Images, 154 Tracking, 70
Using Stock Transactions, 85 Work Orders Based on Counters and CBM
Using Stock Wanted, 79 Status, 40
Using Vouchers, 113 Work Orders Window, 58
Workflow, 163
V Working in the Work Planning Window, 45
Vendor Confirms the Order, 112 Working With Purchase Orders, 109
Viewing or Printing the Maintenance Log,
71
Z
W
What Budgeting Can Do For You, 126 Zoom sub-- menu, 158

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Notes

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