AMOS Maintenance Purchase Peter van Mossevelde April 14

AMOS Maintenance & Purchase Peter van Mossevelde [April 14 th 2005]

Introduction • Maintenance • Stock Control • Purchase • Budget AMOS Maintenance & Purchase 2

Introduction General When setting up the Maintenance (and Stock) part of the database part of the AMOS Business Suite, the most important guideline available is the database specification. AMOS Maintenance & Purchase 3

Introduction General • Addresses (QA Grades and Product Types) • Currency Codes and Rates • Base Currency • Templates (Enhanced) • Locations AMOS Maintenance & Purchase 4

Introduction Maintenance • Components and Functions • Rounds • Counters • Requisition Work • CBM • Work Orders AMOS Maintenance & Purchase 5

Introduction Maintenance • Permits to Work • Work Planning • Workload Analysis • Projects • Component Transfer AMOS Maintenance & Purchase 6

Introduction Maintenance • Report Work • Maintenance Log • History AMOS Maintenance & Purchase 7

Introduction Stock • Stock (& Stock Classes) • Stock Wanted • In & Out of Stock • Inventory (Stock Control) • Transfer Documents • Stock Transactions AMOS Maintenance & Purchase 8

Introduction Stock • Hand Terminal • Stock Analysis • Stock Optimizer AMOS Maintenance & Purchase 9

Introduction Purchase • Purchase Forms • Purchase Contracts • Transport Documents • e-Business AMOS Maintenance & Purchase 10

Introduction Budget • Budget Codes & Budget • Budget Hierarchy AMOS Maintenance & Purchase 11

Introduction AMOS M&P according to the license file: • Maintenance • Stock Control • Purchase • CBM • Budget • Hand Terminal • e. Business • Planning Module • Accounting • Stock Optimizer AMOS Maintenance & Purchase 12

Introduction Materials Management (Purchasing) Inventory Management Component Register AMOS Maintenance & Purchase Maintenance Management 13

Maintenance Primary things to consider with implementation: • Components or • Component Types, Components & Functions • Naming conventions • Coding system • Component Classes AMOS Maintenance & Purchase 14

Maintenance AMOS Maintenance & Purchase 15

Maintenance Set up periodical and/or counter based maintenance: • Components (Types and Functions) • Job Classes, Job Descriptions • Disciplines & employees • Counter Types / Counters • Maintenance Criteria, Types, Classes and Causes AMOS Maintenance & Purchase 16

Maintenance Work Orders are triggered by: Frequency Periodic jobs Counters Standard Job Descriptions Rounds User (Requisition Work) Condition Based Inspections Lubrication jobs Overhauls Project Visual inspection AMOS Maintenance & Purchase Level check 17

Maintenance Requisition work Free Format Job Descriptions Modifications Shore side Jobs AMOS Maintenance & Purchase . . . Defects

Maintenance Periodic Jobs Requisitioned jobs Automatically ordered Manually ordered Work Order AMOS Maintenance & Purchase

Maintenance Periodic Jobs Requisitioned jobs Automatically ordered Manually ordered Work Order Reservation of spares, tools and personnel Time Line/Planning AMOS Maintenance & Purchase

Maintenance Periodic Jobs Requisitioned jobs Automatically ordered Manually ordered Work Order Reservation of materials, tools and personnel Time Line/Planning History Reporting back Job Sheets issued AMOS Maintenance & Purchase Work carried out

Maintenance Options: - Required Parts - Required Disciplines - Counters - Related Jobs AMOS Maintenance & Purchase 22

Maintenance Work Order backlog Requested Planned Postponed Pending AMOS Maintenance & Purchase Issued Completed Controlled Filed Cancelled 23

Maintenance Work Order backlog • Requested • Planned • Issued • Completed • Controlled • Filed • Postponed • Pending • Cancelled AMOS Maintenance & Purchase 24

Maintenance Parameters influencing the flow: • Default ‘Work Order Status’ The above available for Periodic, Requisition, Round and CBM Work Orders with values Requested, Planned or Issued. • ‘Auto-File Completed Work Order’ • ‘Auto-File Controlled Work Order’ The above available for Periodic, Requisition, Round and CBM Work Orders. AMOS Maintenance & Purchase 25

Maintenance Parameters influencing the flow: • ‘Auto-Filter WO By Discipline’ AMOS Maintenance & Purchase 26

Maintenance Access Control influencing the flow: • • • ‘Work Order Issuing’ – whether a user has the access to issue a Work Order. ‘Work Orders Cancellation’ – whether a user has the access to cancel a Work Order. Job Class access. Defining the Job Classes groups have access to results in users only being able to report work on Work Orders which are based on a Job with a Job Class they have access to. AMOS Maintenance & Purchase 27

Maintenance Work Planning AMOS Maintenance & Purchase 28

Maintenance Permits to Work • Define the Permits to Work • Attach them to the Job Descriptions Permit to Work is issued (Change Status of Permit to Work) to a user with privileges to acknowledge it. User opens the Permit to Work to acknowledge it. Work Order can then be reported against. AMOS Maintenance & Purchase 29

Maintenance Workload Analysis • Employee availability • Required Discipline AMOS Maintenance & Purchase 30

Maintenance Projects Grouping work orders into Projects and Sections AMOS Maintenance & Purchase 31

Maintenance Historical data • Maintenance Log • History • Counter Log • Functions Performed AMOS Maintenance & Purchase 32

Maintenance Component Transfer - Database must be set-up to use Component Types - Sharing of following registers need to be set the same (ABS 8. 1) AMOS Maintenance & Purchase 33

Stock Control Used Requisitions & Purchasing Reservation Sold Scrapped AMOS Maintenance & Purchase Stock 34

Stock Control Primary things to consider with implementation: • Coding & Naming Convention • Stock Types • Stock Classes • Average or Last Purchase price • Locations • Minimum and Maximum Stock Levels • Perishable items • Units of Measurement & Factors AMOS Maintenance & Purchase 35

Stock Control Calculate Stock Wanted quantity AMOS Maintenance & Purchase 36

Perishable Stock Don’t register the QTY’s in stock directly when dealing with Perishable Stock. Make sure they are registered through the in/out of stock or inventory functionality to make sure the Expiry Dates are correctly registered. AMOS Maintenance & Purchase 37

Factors AMOS Maintenance & Purchase 38

Stock Transfer Recipient Office installation Donating installation Unsubmitted Submitted In Transit Approved Pending Transferred Received AMOS Maintenance & Purchase 39

Purchase Primary things to consider with implementation: • One form for all types • Order Priority • Delivery and Payment Terms • Delivery Locations (Contracts) • Purchase Unit & Factors • Quality Check • Approval AMOS Maintenance & Purchase 40

Purchase Stock Wanted SPR AMOS Maintenance & Purchase QUERY PO PO 41

Purchase Deliveries Transport PO PO AMOS Maintenance & Purchase document 42

Purchase Three types of forms: • Requisition Form • Query Form • Purchase Order Five different statuses: • Active • Parked • Filed • Split • Cancelled AMOS Maintenance & Purchase 43

Purchase Access Control influencing the flow: • • Specific Access Control (Registers) to forms of each type/status combination. Specific Access Control (Functions) to convert forms to each type/status combination. Parameters influencing the flow: • ‘Form Status after Query select’ • ‘Form Type after Query select’ AMOS Maintenance & Purchase 44

Purchase Approval Parameters • ‘Level of Approval’ • ‘Lock Approved Purchase Orders’ Approval Access Control • ‘Forms Approval Purchase Orders’ AMOS Maintenance & Purchase 45

Purchase 1. 2. 3. Ignore – all forms listed regardless of approval status. Awaiting approval – forms are listed if they are not approved. Awaiting my approval – forms are only listed if the user has the right to approve that type of form. If approval limits are in use i. e. defined, PO’s are only listed if their estimate (converted to base currency) is within the curent users approval range e. g. 10, 001 to 20, 000 (i. e. the user has an approval limit of 20, 000 and there’s one level before up to 10, 000). AMOS Maintenance & Purchase 46

Purchase 4. 5. I can approve – forms are only listed if the user has the right to approve that type of form. If approval limits are in use, purchase orders should only be listed if their estimate (converted to base currency) is not greater than the current users approval limit. Approved – lists all forms already approved. AMOS Maintenance & Purchase 47

Purchase Contracts • One contract per vendor at any given time. • Delivery Locations register to be populated. • • Vendor and agreed price to be registered in the Multi Vendors section for the Stock Item – to ease setup suggest e-Business. Register all Stock Types against the contract or alternatively use Stock Classes (simpler if suitably divided). AMOS Maintenance & Purchase 48

Purchase e-Business: • • • Define e-Business Format(s) Define e-Business Portal(s) – Including export/import folder. Setup the Address – Employee – User loop to retrieve direct contact details. Define suppliers as Portal suppliers (Portal ID to be supplied by Portal Partner). Install and configure Portal Partner software to use above export and import folders. AMOS Maintenance & Purchase 49

Purchase The e-Business solution supports the following electronic trading formats: • Request for Quote (RFQ) – from client to supplier. • Quotations (QT) – from supplier to client. • Purchase Order (PO) – from client to supplier. • Purchase Order Confirmation (POC) – from supplier to client. AMOS Maintenance & Purchase 50

Budget The budget module allows the users to keep track of the different expenditures within the system. There are three budget classes: • Purchase for PO expenditures, • Stock for Inventory tracking and • Maintenance for Resource and Miscellaneous Expenses tracking. AMOS Maintenance & Purchase 51

Budget Steps to implement budgets • Define the Budget Codes. • Set the correct ‘Start of Financial Year’. • Create Budgets for all three classes. Optional: • • • Define the Budget Hierarchy tree. Link Budgets to the Hierarchy tree through the Budget Codes window. Define any Defaults (component, compjob, function). AMOS Maintenance & Purchase 52

Budget & Base Currency Budget is per definition in the Base Currency. However it is possible to register a different base currency at installation level should this be required. The Base Currency defined at the global level defines the Base Currency used to define the global currency rates - one currency rate table applies throughout the entire organization, but individual sites can operate in local Base Currencies (but still having the same global Base Currency defined). AMOS Maintenance & Purchase 53

Budget & Base Currency AMOS Maintenance & Purchase 54